SAINT JAMES’ EPISCOPAL CHURCH
VESTY MEETING MINUTES
OCTOBER 17, 2006

PRESENT: Shariya Molegoda, Jacqueline Ross, David Hall, Steve Cox, Peter Merrell, Sylvia Weston, Jennifer Schley, Ross Spear, Michele Collins, Mark Agard, Susan Harris, Mardi Moran
ABSENT: David Cameron

Worship: Jacqui Ross
We spoke the 23rd psalm out loud together.

Minutes: Jacqui Ross motions to accept, David Hall seconds, motion passed to accept September minutes.

Old Business:
Church Safety- Diocese recommends all vestry members attend “safe church” training. You can get information on the Diocese website. All members of vestry should arrange this on their own.

Introduction: Interim Rector – Shariya Molegoda
Shariya welcomes vestry members to approach her with issues, as well as to speak with her concerning our perspectives on the life of the community.
She announces that parishioner Charlotte Cleveland died on this past Saturday. The service will be 2p on Saturday 10/21/3006. Shariya asks vestry to inform those who might wish to know.
Fourth Sunday of advent is also Christmas Eve this year. We will have one service that morning at 9am, then a 4p service, then a 10p service, and on Christmas day a 10am service. She has consulted with Patrick Michaels and Laurie Roffinot concerning the scheduling of holiday services.
She has reviewed our history. We have had 13 rectors since 1866. Only 3 had over a 10 year service time. She wishes the vestry to be aware of this.
Each vestry member then introduced themselves to Shariya .

Search Committee Report: Steve Cox
Liz McNierny had to drop out of committee. Nancy McArdle has agreed to be a co-chair member of the committee. The committee would like the vestry to give them a commissioning service. This is arranged for 10/29/06. Steve requests that the vestry appoint co-chairs. Sylvia requests vote to elect Steve Cox and Nancy McArdle as co-chairs. This passed unanimously. Steve reports that the committee would like to complete a new parish profile, instead of revising the one last completed. David Hall encourages the search committee to stay in close communication with the vestry regarding their process and progress.

Finance Committee Report: David Hall
Discussion of changing insurance carrier. Vestry votes to change insurance carrier. We will switch to a different company with slightly lower premium and a slightly lower coverage package.
We have switched also to a new fire alarm service. The new service has already done some initial upgrading and improving.. Initial cost will come out of capital campaign funds. We will have ongoing costs related to upgrading our system.
Reviewed of line of credit. Construction costs exceed what we have in hand, so we have to borrow to begin construction. Finance committee has encountering issues around
documentation. Our Article of Corporation is needed and we are currently searching for this.
The finance committee has completed a preliminary investigation of this year’s budget. At this time there is a possibility of us running a deficit for this year. One of our renters has stopped renting from us, and we have not yet found a new renter. This has been a significant factor in our budget.
David Hall points out the need for better record keeping of documents. Shariya recommends the creation of the position of Archivist for the Parish.
David Hall recommends a work day to begin to organize the documents that we do have. We will come up with a date for a work day during our next vestry meeting.

Commission Reports
Worship –David Hall offers that Congregational petitional prayers seem to be going well in the Baptismal area during communion.
Fellowship – There is a possibility of having some kind of welcoming celebration for Shariya Molegoda, as well as a homecoming for former members after the 10:30am Sunday service. This is slated for 10/29/06. Jacqui Hall plans to be in touch with members who have not been active recently in an attempt to re-engage them in our community. Jacqui also may invite new members to this celebration.
Property- Ross Spear informs us that he is evaluating the cost of oil prices at this time and plans to decide when to lock in on a price for the Winter. He would like to make a decision prior to our next vestry meeting. Peter Merrell informs us that Kesher has chosen not to rent the second floor space. Another church has requested information regarding our rental space. Peter Merrell will follow up with them. Regarding capital campaign construction, Peter Merrell will have a meeting with them to plan for the construction to begin in early 2007. Peter Merrell recommends a standardization of our practices in relation to our renters. He requests that all issues related to financial and legal issues in relation to renters and potential renters be directed to him.
Stewardship- David Hall. He reminds vestry that there was a request from Tom Tufts for all parishioners to update their pledging. There was a living epistle last Sunday, which went very well.
Planning-Mardi Moran. Vestry retreat is in process of being coordinated. November fourth at Bethany House is the proposed date.
Outreach- Jennifer Schley is coordinating some forums to educate parishioners about our outreach programs. David Hall suggests perhaps website information, as well as possibly a fair. She would like to do this some time prior to Advent. Aletha Cole has asked Jennifer Schley to publish the history of our outreach programming in the Bell. Jennifer Schley brought this document to our last vestry meeting.
Administration – Mark Agard. No new report for today.

New Business –
Sylvia Weston
Open House party invitation from Laurie Roffinot and Patrick Michaels for November 12, 2006 5p-9p at their home.
Aletha Cole has requested that one or several vestry members who attended the vestry meeting with the Bishop write up an excerpt of their experience for The Bell.
Seng Tufts has reported that she finds the job as secretary to require more than part time hours. There ensued a discussion of the needs of the building and the requirements of the sexton also. We will discuss these issues at the next meeting.
Susan Harris – We need people to count money on Sundays. Please approach Susan with suggestions. This job takes about one to one and a half hours.
Motion made by Ross Spear for David Hall to be a signatory on any accounts related to the capital campaign both for line of credit as well as other accounts, in lieu of David Cameron. Motion seconded by Sylvia, and passed by vestry.

Closing and Prayers.

Next Meeting
November 21, 2006, 730p to 930p.

Motions Made:
1. Minutes: Jacqui Ross motions to accept, David Hall seconds, motion passed to accept September minutes
2. Motion made by Ross Spear for David Hall to be a signatory on any accounts related to the capital campaign both for line of credit as well as other accounts, in lieu of David Cameron. Motion seconded by Sylvia, and passed by vestry.
3. Steve Cox requests that the vestry appoint co-chairs for the rector search committee. Sylvia Weston requests vote to elect Steve Cox and Nancy McArdle as co-chairs. This passed unanimously.
4. Discussion of changing insurance carrier. Vestry votes to change insurance carrier. We will switch to a different company with slightly lower premium and a slightly lower coverage package.

Issues to be followed up at next vestry meeting:
1. David Hall recommends a work-day to begin to organize the documents that we do have. We will come up with a date for a work-day during our next vestry meeting.
2. Seng Tufts has reported that she finds the job as secretary requires more than part time hours. There ensued a discussion of the needs of the building and the requirements of the sexton also. We will discuss these issues at the next meeting.
3. Aletha Cole has requested that one or several vestry members who attended the vestry meeting with the Bishop write up an excerpt of their experience for The Bell