D R A F T. April 13, Ben Smith Jeff Waskom. Fr. Daryl Hay. Regrets Carol Yates Kate Thomas Leonora Owre

Transcription

1 D R A F T April 13, 2015 Members Present Neville Clarke Mark Browning Adrienne Frieda Jon Hall Charles A. Hinton Joan Etter Sean Lowey Wayne Etter Treasurer Ben Smith Jeff Waskom Fr. Daryl Hay Regrets Carol Yates Kate Thomas Leonora Owre I. Worship Fr. Daryl opened with the devotional. II. Agenda: The agenda is found in attachment 1. III. Advanced Reading Materials The advanced reading materials are found in attachment 2. IV. Approval of Minutes of the November 2014 Meeting On motion of Joan Etter, seconded by Jeff Waskom, the minutes of the March 2015 meeting were approved as submitted.

2 V. Meetings of Vestry Standing Committees Administration Ministry Property Action New Recommend approval of March Financial Report Review March Financial Defer action on naming members of audit review committee Recommend $1200 increase to advertising budget Ministry Committee will continue to refine the implementation plan and the roster for ministries and committees and provide updates for the May meeting - Episcopal Health Foundation representative will meet with BCS churches next month Review Facility Use and Needs Report will be reviewed and discussed at the May meeting VI. Actions On Committee Reports A. Administration a. March finance report - approved b. Defer action audit committee membership c. Increase in advertising budget B. Ministry See the advanced reading materials in attachment 2 for details on the two agenda items for tis committee. The Ministry Committee will continue to refine the draft implementation plan and the roster of ministries and committees and provide updates for the May meeting - Episcopal Health Foundation rep will meet with BCS churches C. Property Committee will discuss the use and needs report the next meeting. Fire escape slide to be removed when weather improved. Landscape lighting in the trees installed, window waiting action of contractor, new dishwasher is in place and working well. VII. Treasurers Report for March 2015 The accompanying financial statement report a $5, general fund operating deficit for the month ending March 31, 2015 and a $40, operating surplus for the three-month period ending March 31, The cost of repairing the leak in the Rector s office was $2, Otherwise, member contributions and general fund disbursements were in line with budgeted expectations.

3 Request for an Increase in the Advertising Budget Alison Sawyer is requesting a $1,200 increase in the advertising budget. Please review her request. I recommend that the Vestry increase the advertising budget by $1,200. I do not recommend that we switch money from other line items to offset this increase. Doing that tends to make budgeting for next year a bit more complicated. Additional input: unexpected increase in first quarter from people we didn t know about, projections are looking good. Details of this report are found as separate PDF attachments to these minutes. VIII. Rector s Report The last couple of weeks have been devoted to preparing for and celebrating Holy Week and Easter. Holy Week services were well attended and I received some positive feedback regarding Maundy Thursday and Good Friday. Our Easter attendance was 324 which was not as high as 2014, but an improvement over 2012 and I am grateful to all who helped with preparation and conduct of the services throughout Lent, Holy Week, and Easter. I also thank the Hospitality Committee for providing soup and salad on the first Wednesday of the month during Lent. Since the vestry last met I have convened a meeting of potential Lay Pastoral Assistants who will help me provide pastoral care to the congregation. Thirteen people have committed to the program for this year. I met with a group interested in Saint Andrew s downtown ministry and we discussed the history of Saint Andrew s participation in First Friday activities, and the genesis of the Downtown Dialogue series. We also discussed other ideas for our ministry in downtown Bryan such as hosting Christmas carol singing after the downtown Christmas parade. I made pastoral visits to Jim Stocker and Catherine Chatham. I presided at Holy Communion for Saint Michael s Episcopal School chapel. I led the Rector s Book Study on Richard Rohr s book Falling Upward. I participated in the Vestry Cornerstone Plan workshop and I am pleased with the progress we are making in updating the plan. I also met with Alex Wilson and Mary Eikenhorst to discuss the program and make plans for the summer and fall. Looking ahead the Outreach Committee is meeting with parents at Neal Elementary to discern how might develop and extend our relationship with the school. The Outreach Committee is also hosting the Diocesan Engagement Officer from the Episcopal Health Foundation, who will meet with the committee on April 20 th at 5:30 p.m. and present information on the foundation s work and how Saint Andrew s and the other B/CS Episcopal Churches might partner with them. The vestry is invited to attend this April 20 th meeting. In May I will conduct the training for the Lay Pastoral Assistants and then commission them for the ministry at the beginning of June The annual picnic will be on May 3 rd at Tanglewood Park. The 11:15 service will be held at 11:00 a.m. at the picnic. The Tour of Ministries will be held on Sunday, May 31 st. In the Administrative area the vestry needs to name members to the Audit Review Committee and authorize them to conduct an audit review for the 2014 fiscal year according to the Manual of Business Methods in Church Affairs and Diocese of Texas guidelines.

4 Daryl T. Hay Rector IX. Senior Warden s Report March started with my regular monthly meeting with Rev. Daryl Hay on the 2 nd to discuss general matters pertaining to the Vestry and church. Later that week, I assisted him in celebrating Holy Eucharist at St. Michael s Episcopal School on the morning of the 4 th. I was traveling almost half the month so my report will be short. I attended a webinar on the basics of planned giving where I picked up on planned giving aspects in church environments that are different from higher education area where I work. My goal is to work with Ron Winn and the Endowment Committee to help them in their efforts to build the Endowment for the benefit of St. Andrews. I participated in Downtown Dialogue planning this month as we reset the theme for Spring 2015 and are now off to a belated start. Respectfully submitted, Mark S. Browning Senior Warden Addenda: a. Invite welcome connect summit 2015 invitation to camp Allen Mark, Alison and Daryl will go maybe two more b. Vestry to prepare youth meal on April 29 th, second event in the fall c. Vestry person of the month posted and name tags X. Junior Warden s Report Not submitted XI. Adjourn Attachments 1. Agenda 2. Advanced Reading Materials Respectfully submitted

5 Attachment 1 Agenda Agenda for Vestry Meeting April 13, 2015 II. III. IV. Worship Agenda Advanced Reading Materials V. Approval of Minutes of March Meeting VI. Meetings of the Vestry Standing Committees Administration Ministry Property Action Review March Financial Report and recommend vestry action Recommend name of members of audit review committee and authorize committee s work Update and completion of additions to the Draft Vestry Implementation Plan Update and completion of the Implementation Plan Annex for Ministries and Committees

6 New Recommend $1200 increase to advertising budget Review Facility Use and Needs Report VII. Reports from and Actions on Committee Reports VIII. Treasurers Report for March 2015 IX. Rectors Report X. Senior Warden s report XI. XII. Junior Warden s Report Adjourn

7 Attachment 2. Advanced Reading Materials Advanced Reading Reports St. Andrew s Episcopal Church Vestry Meeting April 13, 2015 Agenda Item Additions to the Draft Vestry Implementation Plan See Original Message March 27, 2015 An earlier message asks Ministry Committee Members to provide additional input to the draft Vestry Implementation Plan of March 22, 2015 by adding to or annotating the new vestry implementation actions in the draft. Your input is requested to be sent to me by not later than April 9, 2015 for the Vestry Meeting of April 13, The draft of the Implementation plan was sent to you last Monday, April 23 rd. I am following up to ask that each of you have another look at what was developed in the Sunday workshop with the objective of developing additional implementation goals for the plan. There is an uneven coverage of implementation objectives across the focus areas (goals). It would be very good to have your additional thoughts to me before the next vestry meeting on April 13, 2015 say by the 9 th, so that I can aggregate them before the meeting. You could consider the following actions in accomplishing the above: - Have further contact with the ministry and committee leadership for activities falling under the focal area you represent to the vestry and solicit their input. I think some of this is actually going on Youth Commission e.g. - Give further thought on your own to new and relevant additions to the implementation actions for the various objectives under your focus area - Start the process of sorting out from the current draft of the plan those activities that are ongoing functions of the various committees and ministries. If you can identify those things that you regard as ongoing in the new working draft of the implementation plan, it would be a first step. This could be done by simply placing an asterisk after each item or group of items that you regard as ongoing. I am working with St. Andrew s staff to see what their current list looks like and to see if we can use it as part of the effort to organize ongoing activities as an annex to the Vestry Implementation Plan (VIP). - Further planning could be done to define the overall plan for the new focus area that is being called Downtown Agenda Item Ministries and Committees Preparation of the Implementation Plan Annex for Ministries and Committees April 4, 2015 Summary: Ministry Committee vestry liaison persons are asked to help craft the new annex of the implementation plan showing the standing (ongoing) St. Andrew s ministries and committees by addressing their assigned focus area to (1) review the come and see plan and edit the list to exclude those that will not be in the implementation plan annex, (2) insert titles of standing ministry and

8 committees from the old implementation plan and (3) add missing ministries and committees to help make the annex more complete. Your input should be sent to Neville Clarke by April 9, 2015 Details follow. At our Ministry Committee meeting of March 22, 2015, we agreed that we would separately identify the ministries and committees as an attachment to the updated implementation plan taking them out of the implementation section. As an annex, they can be referred to and can be used to provide the scope of activities of the several focus areas in the implementation plan. This will leave implementation actions to be action items with specific outcomes and (where possible) dates for completion. The list of ministries shown below is from Alison Sawyer entitled Come and See and was prepared for parish members to identify ministries with which they might wish to align. It is apparently not complete. The table showing focus areas and vestry liaison person taken from the new implementation plan is provided here for your convenience. Alison s come and see document is pasted in here with the addition of the focus area beside the title. This is to provide a working document for your further input. Please note that we agreed that the focus area entitled internal ministries would be removed and referenced in the annex of ongoing activities as a social activity. The items in Alison s list have varying degrees of relevance to the implementation plan. For each major item in the current list, the apparently related focus area is identified so that the vestry liaison person responsible for each focus area may work with this list to (1) insert items in the previous implementation plan to the appropriate focus area, (2) review the list from Alison to determine if the individual item remains part of the list of ministries and committees in the implementation plan annex and (3) identify missing ministries and committees that are related to the focus areas and add them to the Alison s list. The product will be an improved (even if still incomplete) annex to the implementation plan showing ministries and committees by focus area. Members of the Ministry Committee (vestry liaison persons) are encouraged to make entries on this draft document to reflect the changes and additions described above. Revisions will be discussed at the April 13, 2015 vestry meeting. Your inputs, in the form of additions to the draft Implementation Plan should be sent to Neville Clarke by April 9, This may be a less than complete version, given time constraints. Revised Focus Areas from the Cornerstone Plan Focus Area Vestry Liaison Person Vestry Committee Outreach (including Adaptive Ministries ) Ben Smith Ministry Spiritual Formation Joan Etter Ministry Christian Formation and Youth Ben Smith Ministry Internal Ministries (Seniors and Singles) Leonora Owre Ministry Welcome and Hospitality Joan Etter Ministry Downtown Carol Yates Ministry Come and See (Alison s Piece)

9 Worship & Music - Focus area: Spiritual Formation Sunday Worship- 7:30, 9:00 and 11:15 a.m. Morning Prayer- Monday-Friday, 7:30 a.m. Centering Prayer, Sundays, 10:00-10:30 a.m. in the prayer room Choir- learn more about our music ministries through our Chancel Choir, Parish and Bell Choir. Contact Dr. Alan Strong, music@standrewsbcs.org. SPECIAL OFFERINGS IN LENT Ash Wednesday Services- February 18, 12:15 and 7 p.m. Wednesday Eucharist during Lent, 12:15 p.m. Parish Choir 9:00 services for the Sundays during Lent Evening Prayer during Lent begins Thursday, Feb. 19th (continues Monday-Friday, 5:30 p.m. through April 1st) Holy Week please see page 11 for the Holy Week offerings Service & Parish Ministries Focus Area: Spiritual Formation Acolytes acolytes can begin in fifth grade and college-age and, and adults are also welcome. We also welcome parents and their children serving together, Contact Lewis Ford, ford@physics.tamu.edu, or John Vilas, j3j4@suddenlink.net. Altar Flowers The Altar Flower ministry is designed to create the beautiful altar flowers and for most church activities. A special worship will be offered on March 14, 11-2, open to men and women interested in the altar floral ministry. Contact Christine Faber, backatm@verizon.net. Altar Guild Altar Guild is made up of men and women, as well as Jr. Altar Guild members who serve the Lord s table with dedication and purpose. Contact Joyce Perkins, jwprcp@earthlink.net. Card Committee The committee meets on the last Thursday each month at 10:00 a.m. in the Parish Hall to create and send birthday cards. Contact Cathy Godfrey, cecakes@suddenlink.net. Daughters of the King (DOK) DOK is an Order women with a spiritual sisterhood dedicated to a life of Prayer. Meetings are held the second Saturday, 9 a.m. monthly Sept. to May. Contact Elizabeth Scott (president) lizzyonthemove49@yahoo.com. Lay Eucharist Visiting - Trained parishioners visit those who are in nursing homes, who are sick or need prayer, and also provide communion. Contact Cathy Godfrey, cecakes@suddenlink.net. Lectors - (formerly known as Lay Readers) & Eucharistic Ministers - Lectors read the Old Testament Lesson, the Psalm and the Prayers of the People during Services. Contact Joe Jaros, jaros.joe@gmail.com

10 Recycling Saint Andrew's strives to be environmentally responsible, and our recycling efforts include recycling paper, as well as corks. Contact Kathleen Phillips, Ushers Ushers serve on Sunday mornings, assisting, helping parishioners with seating, distributing service bulletins, passing the offertory plate and providing assistance for persons going to and from communion. Contact Ben Smith, Study & Christian Formation Focus area: Christian Formation and Youth Youth and Family Bible Study Wednesdays, 6:00 p.m. (On First Wednesday potlucks the Youth and Family night begins at 5:30 p.m.) Contact Julie Vilas, Rector s Book Study Meets the first Wednesday of each month, 6:15 p.m. in the Sharp Meeting Room. The book will be announced in the bulletins and e-news. Contact Fr. Daryl, rector@standrewsbcs.org. Centering Prayer Meets Sunday mornings in the Prayer Room, located upstairs down the Sunday School hallway. The group meets from 10-10:30 a.m. to read, reflect and pray on the weekly scripture. Contact Kathleen Phillips, grammykate55@yahoo.com. Lectionary Bible Study This group meets Wednesdays, 6:30 p.m. in the library to study the upcoming Sunday scripture. Contact Wayne Etter, etterwayne@yahoo.com. Bible Study with Pastor Skip meets Wednesdays, 7:00 p.m. in the parish hall. Contact Rev. Skip Stutts, skip.stutts@gmail.com. Fellowship Focus area: Welcome and Hospitality Hospitality The hospitality team assists with parish potlucks and special events throughout the year. Contact Sandra Petty, spetty@suddenlink.net. Seniors Breakfast - regular breakfast meetings the third Friday of the month at IHOP on Highway 6, 8:30 a.m. No RSVP needed. Check the church facility calendar for holiday schedule. Contact Joan Magers, joanmagers@verizon.net. Men s Breakfast Thursday mornings for Bible reading & fellowship 7:00 8:00 a.m. in the Parish Hall. RSVPs not necessary. Women s Breakfast The Women's group meets Thursday mornings for fellowship 8:30 a.m. at Cracker Barrel. Contact Anne Orrell orrellmdag@aol.com or Anita Watson, anilouw.aw@gmail.com. Food for Fellowship Hosts Hosts prepare baked goods, fruit and a variety of food on Sunday mornings for the parish. Hosts can select preferred Sundays. Contact Jon Mondrik, figivy@verizon.net or sign up in the parish hall to select host dates. Mother Fellowship Series Sunday mornings during Lent, 10:15 a.m. in the Sharp Meeting Room. 20s/30s-Designed for college age/graduates/singles and couples, this group meets the

11 second Thursday periodically for coffee, fellowship, and meals at restaurants and parish members' homes. Contact Katy Nimmons, Outreach - Focus Area: Outreach Brazos Church Pantry distributes food to those who are in need and volunteers interview clients, sack groceries, and carry items out to the clients. No experience is needed, Contact Lewis Ford, ford@physics.tamu.edu. Mission with Meaning - Mission with Meaning team visits Good Shepherd Mission in Ft. Defiance, Arizona annually. Components included veterinary work, construction and vacation bible School/education. All ages welcome. Contact Ben Smith, benag89@gmail.com. Mission St. Philip's, Hearne - There are many opportunities to assist and partner with Saint Philip s. Contact Nandra Perry, pastoral lay leader, nandraperry@gmail.com. Neal Elementary Saint Andrew's partnership with nearby Neal Elementary has resulted in a scholarship program called St. Andrew's scholarships are awarded to Neal students each spring Contact Lewis Ford, ford@physics.tamu.edu. BIIN- Brazos Interfaith Immigration Network - faith communities, organizations and individuals working to serve and support the immigrant community in Brazos County. Contact Mary Lenn Dixon, marylenn@gmail.com. Canterbury - Episcopal Student Center at Texas A&M University (For all undergraduates and graduates), fall programs include suppers, Bible Studies and other weekly and Sunday programs. Contact Aneya Elbert, aneya.kay@gmail.com. PreNatal Clinic - Provides community-centered prenatal care and health education to medically indigent pregnant women in the Brazos Valley. Contact Lynn Yeager, bcsprenatal@gmail.com. Family Promise* - the mission is to help Homeless children and their families achieve sustainable independence. Contact Lewis Ford, ford@physics-tamu.edu. Saint Michael's Episcopal School St. Michael s is a school for children of all faiths and nations, providing a classical, college preparatory curriculum and firmly embedded in the Episcopal school tradition. Junction Assists disabled individuals find employment. Contact Marsy Clarke, marsclarke@gmail.com. Brazos County Board for Child Protective Services- Assists in obtaining extra items for foster children. Contact Marsy Clarke, marsclarke@gmail.com. Hope Pregnancy Centers of Bryan/College Station Hope is a faith-based outreach that provides biblical counseling, education and offers parenting courses and material assistance. Client advocates (counselors) are needed, contact partnerwithhope.org or Alison Sawyer, agsawyer95@gmail.com. Voices for Children, Inc. **- non-profit organization dedicated to the safety and needs of

12 children in our community. Contact Liana Lowey, Outreach Special Volunteer Requests: * Family Promise has requested about 6-8 volunteers to help them with a spring cleanup day. Please contact familypromise@gmail.com to volunteer. **Voices for Children and Scotty s House are offering Incredible Years parenting curriculum to parents and caregivers in our community. They are looking for individuals or groups who may want to help by providing a meal for about 25 individuals. The sessions will take place at Scotty s House Child Advocacy Center Tuesdays now through April 21 st. If you would be interested in providing a meal for one of the workshops or for more information, please contact Liana Lowey at llowey@voicesforchildreninc.org or A note to the parish: If you have additional outreach opportunities to share with Saint Andrew s, please send the information to communications@standrewsbcs.org and we will publish them in our weekly enews and bulletins.

13 Reports from Ministry Committee Focus Liaison Persons WELCOME AND HOSPITALITY REPORT: April Events: o We have a Newcomer Coffee & Conversations event is planned for April 19, 2015 at 10:15 a.m. An invitation will go out to recent guests o On April 26, 2015 we will have Coffee in the Courtyard after the 9 and 11:a.m. service. To try and reach newcomers leaving the service.