Minutes of St. James's Vestry Meeting

15 February 2005

Present: Trish Morck, Peter Merrill, Jennifer Schley, Tom Tufts, Sylvia Weston, Ken Pope, Edward Wu, Michael Povey, Carol Hilliard, George Van Hazinga, Glenn Wong; Nancy McArdle, Regina Walton

Absent: Mardi Moran, James Anglin

Not Here Yet: Susan Harris

I. Worship

Tom led the group in prayer and read from I Peter 3:15 and Hebrews 10:23. He invited all to give a "statement of faith" for where each were at the present.

II. Missions recommendations

Nancy McArdle presented the Missions report and supplemented it with details and answered questions. The information is also available on the St. James webpage.

The missions fund represents 5.5% of the congregational annual giving. It is divided between ten missions and Special Funds. The criteria by which is mission is chosen to be supported are: 1) a member of the congregation can vouch for the mission; 2) it is small; and 3) it is an explicitly Christian/interfaith mission. The Missions Committee seeks a variety and balance of missions as it chooses whom the church will support. Generally missions are supported for a total of three years. The regular mission budget is $11,000.00, and the Special Funds budget is $1,800.00. Last years Vestry suggested to support less groups with more money, but the Missions Committee decided to keep things the way they were, as the amount of money contributed is small anyway, and the Committee desired to maintain the diversity of missions.

Glenn sought clarification regarding Indian mission.

Peter asked if missions are asked to respond to giving after three years of doing so. Nancy said that she could bring that to the Committee to discuss. Michael encouraged ease with such a request as the monies sent are small, and missions get bogged down in paperwork.

Peter asked how money is distributed to the different missions, and Nancy said the system works fine.

Glenn asked if the total amount for missions was right, because what was slated to be given was more than budgeted. Nancy said if the Special Funds arent used up in one year, then theyre rolled over to the next, and thats why it looks like theyre spending more than what they have.

Sylvia asked who vouches for each mission, and Nancy ran down the list of missions and named off each person per mission.

Glenn moved to approve recommendations by Missions Committee, seconded by Peter.

III. Vestry Covenant and Swearing in of New Members

Michael presented background to the covenant drafted last year. The Vestry read it aloud, and then the new members were sworn in.

IV. Minutes

For the minutes from the 1/18/05 meeting, Tom moved to accept the minutes, seconded by Glenn.

For the minutes from the special budget meeting on 1/25/05, Carol moved to accept the minutes, seconded by Sylvia.

V. Old Business

Porter Square Neighborhood Association: PSNA did not succeed in the zoning board to listen to an appeal. They will decide whether or not to sue. Drops off the agenda as the church will not be involved in following legal actions.

Capital Campaigns Finance Committee: Ruotolo Association met with parishioners to schedule group meetings. Meetings scheduled are 2/25 during choir; 2/27 after church; and 2/28 in the evening. They are open to anyone but certain individuals would receive invitations in the mail. The purpose of the meetings are to learn the priorities of the congregation with regards to how the money raised through a campaign should be spent. A statement of need would be presented that would be drawn up by George and Michael. George expressed hope that R.A. would have news and data for the March Vestry meeting.

Christian Formation: Michael is pursuing a discussion about the Minister for Christian Formation. A task force will be organized to draw up a report regarding the position, a historical overview of the staffing and funding for a position such as this, and recommendations for future action, as well as what the position or lack thereof means for the mission and ministry of St. James Church. The task force will also present how we should understand the history and thereby learn from it. Michael will review the work and have it for the March Vestry meeting. Glenn stated the necessity of soon discussing how the position would be continued to be funded.

VI. Rectors Report

Bishop Gayle Harris is visiting the church on May 8. She needs information about the parish. She will meet with Vestry and leaders to discuss life in the parish. Michael must first meet with the Bishop to discuss what he thinks is going on in the life of the parish on April 12. This discussion will be based on information that the Vestry provides to him. This information will be provided to him through a Vital Congregations handbook that will be filled out by the Vestry and a few other church leaders, such as Pat Michaels and Kathy Bozzuti-Jones, which must be completed by the March Vestry meeting. The Vestry will turn it in to the Wardens who will put the information together and present it to Michael. Then at a meeting on April 9 at 9:15 the Vestry will discuss the handbook and the information compiled. Michael reviewed the handbook with the Vestry. A discussion ensued regarding what the impact of the Bishops visit would have for the church.

VII: Commission Reports

Outreach

Helping Hands is looking to raise more money. They have gotten more volunteers.

Worship

A concert/fundraiser is in the works, but has to be regrouped as a good date has yet to be found.

Administration

Aletha Cole, through Carol, expressed the need for more contributions for The Bell. She is looking for articles of 500 words or less, artwork, or poetry, anything anyone would want to contribute.

Fellowship

The church retreat is being prepared and planned for 5/27 through 5/29 at the Barbara Harris Center in New Hampshire. Glenn will contact Kathy about the retreat.

Stewardship

Tom reported that the listing of those who pledged and amounts pledged would be listed in The Bell. Pledges have exceeded $188,000.00. He is continuing to contact people to pledge.

Panning

Hoping to plan a Vestry retreat sometime soon away from St. James.

Nurture

Trish had received the contacts for the folks in nurture and education late and only had had communication with Kathy before the meeting, who sent her a letter that had been sent to all Sunday School teachers prior to the start of this new school session.

Property

Discussion was around tenant leases, insurance coverages, making of a needs/repair list for the building, exploring bids for the undercroft. Priorities need to be set as far as when to do what projects and to get them started. The importance of keeping the congregation informed of needs was expressed. The Chinese International Baptist Church appears to be a new tenant, although unsure of when they might start using the premises. WIND, an unemployment support group, expressed interested in renting space from the church, but the church was unable to accommodate their needs. Bread and Jams petitioned for more storage space, but there is no space available. Bread and Jams then went to someone in Kesher for space who provided them with some storage space but without authorization. The conflict has not yet been resolved.

VIII: New Business

George informed the Vestry of the books available for the Vestry to be borrowed in the closet in the Fellowship Hall.

We adjourned on a motion by Carol at 9:29.