MEETING OF THE VESTRY OF ST. FRANCIS

21 APRIL 2010

MINUTES

Present:  Cathy Dillard, Elizabeth Dunn, Gail Ford, Roz Goudeau, Barry Jenkins, Lisa Lynn Hefner, Laura Lewis, Guy La Chine, Doug MacMillan, Dale Mann, Carol Olsen, Tammy Pallot, Fr. Chad Vaughn, Toni Stallworth, Treasurer

I.   2:04 PM OPENING:  Prayer and meditation led by Fr. Chad.

II.  REPORT OF THE TREASURER:  Toni Stallworth

Distributed following financial reports: Analysis of Revenues & Expenses by Committees, Balance Sheet, Analysis of Revenues & Expenses YTD Variance.  Treasurer asked vestry members to look at reports and decide which ones they wanted to receive monthly.  Annual report has all budgets for teams.  Differences in totals of some accounts on reports noted which is a result of reports being run at different times of the month. It was stated that there are no written procedures for processing check requests except for filling out existing forms.  Funds from the restricted Haitian account dispensed through Bishop Duracin.  Of funds sent, 10% is paid to Diocese of Haiti.  The Diocese pays Per Michaud’s salary and benefits.

III.  VESTRY FORMATION – How we’re leading the church.

Handouts were given as follows:  1. Vestry Norms   2. Simplified Robert’s Rules of Order

Fr. Chad listed the following goals for 2010:

     1.  Additional Staff

     2.  Additional Space

     3.  Worship Services & 80% Rule

Vestry members added the following goals:

     1.  Account set up with a percentage of pledges to develop a pool of money for catastrophic occurrences (i.e. roof, heating & cooling system repairs/replacements) and to begin work toward a new building.

     2.  Strategic planning committee for new building

     3.  Policies & Procedures and Job Descriptions developed.

     4.  Exit strategy for Montessori – East Wing Space

• More support for Team Leaders – Ministry Structure.

     6.  Improve space for children and nursery

     7.  Physical Inventory completed

     8.  Consistency in childcare

    10.  Building Community with focus on Fund Raising & Evangelism

    11.  To have a Deacon by 2011.  This is not a paid position.  Job expectations would be set with prescribed duties.  Outreach efforts would be particular focus.

    12.  Improve drastically our technological resources.

Goals will be typed by Fr. Chad and brought back for discussion.

IV.  REPORT OF RECTOR

     1.  Approval of minutes by email discussed since Jane gets them out quickly.  Tammy spoke of lag time in posting minutes if they are not approved until the meeting the following month.  Send Lisa email if you want paper copy of minutes.

     2.  Fr. Chad will be meeting with Monnie about first quarter and processing. 

     3.  2008 Audit has begun.  Burge and Associates are reviewing materials.  (Doug & Fr. Chad to discuss.)

     4.  Janice Mann has agreed to lead team writing Policy & Procedures Manual.  She will meet with Fr. Chad.

     5.   Received letter from Montessori expressing their gratitude for all the years of support from St. Francis and stating they will move out as of 6/30/10.  Their lease was for the academic year and they have not renewed it.  They also apologized for the short notice, but the move was just recently made possible by a generous donation.

     6.  Conversation continues with AA about the space they are using.  It would be nice to have a Community Ministries space for AA, Girl Scouts, etc.

V.  INFORMATION SHARING

     1.  MINUTES:  Motion to approve the March minutes was changed to “With one pledge of $9,000.00 paid in full” and “”Length/duration.  Set meeting length, hopefully at 1-11/2 hrs.”

By:  Guy LaChine                                     2nd:  Elizabeth Dunn                                Approved

    2.  Spring Fling/Pig Roast will be sponsored by Fellowship Team on May 1st from 4:00PM to 8:00PM     

• Fr. Chad dismissed with prayer.
• VII.  Meeting was adjourned at 3:06 pm.   

Respectfully submitted,  Judy Sexton, Substitute Clerk