SAINT JAMES EPISCOPAL CHURCH
VESTRY MIUTES
NOVEMBER 21, 2006

PRESENT:  Laurie Roffinot, Shariya Molegoda, Sylvia Weston, Steve Cox, Aletha Cole, Michael Young, Jennifer Schley, Mardi Moran, Mark Agard, Susan Fisher, David Cameron, Peter Merrell
ABSENT:  David Hall, Jacqueline Ross
VISITORS:  Anne Read

Worship:  David Cameron
Reading of Galatians 2:20, David alone, and then everyone together.

Journey to Adulthood:  Laurie Roffinot and Ann Read
Please see attached document.  
Journey to adulthood is a nationwide six-year program of spiritual formation for young people from grades 7-12 structured in three 2-year sections.  The curriculum is 300 dollars.  Ann and Laurie are recommending that Saint James purchase a license to provide us with the entire 6-year curriculum.  We must renew the license each year.  We currently do not have the staff, or the volunteers to support the program as it is created. We may have to modify the program.  Laurie is confident that we may be able to cover the cost of this with grants.  They ask the vestry for our support to raise up leadership for this group.  Laurie feels that volunteers who wish to work in this program would be committing approximately 4 hours a week to this endeavor.  It is recommended that the youth group leaders not be parents of the youth involved in the program.  Sylvia asked vestry to think about who might be recommended for this ministry.  Jennifer Schley will speak with Ann and Laurie and recommend they make an announcement at services petitioning for leaders for Journey to Adulthood program.

Minutes:  Some corrections were made to the minutes.  Mardi made motion to approve October minutes, Jennifer seconded and then vestry voted to approve minutes.

Old Business:  Michele Collins
Workday to organize documents recommended.  Mark Agard will organize this and announce a workday to vestry, and will work with David Hall on this.
Secretary Hours – Shariya recommends that we review the job description of the secretary, as well as to review the sexton’s job description.  Finance committee will first evaluate what changes in secretary and sexton job descriptions might entail financially and will bring this information back to the vestry.

Warden’s Report:  David Hall, Jennifer Schley
Nancy McArdle created list of potential missions and wants us to read them and at a future meeting vote on them.  Please see attached list.
Sylvia asked if we could apply for a sending serving grant to use for the Partakers Ministry.  Jennifer will work with Maureen Capillo on this grant, which is usually due in March or April of 2007.

Rector’s Report:  Shariya Molegoda
Shariya announces the death of Beatrice Harkins.
There is a Thanksgiving service 10am on Thursday November 23, 2006, Thanksgiving Day.
Karen Meredith is organizing 2 quiet mornings for Advent as part of adult education.  They will be the first 2 Saturday mornings in Advent.  They will include prayer and learning.
Articles of Incorporation:  We may have never incorporated in our history.  Secretary of State is doing an exhaustive search in this regard.  They did find a petition for name change in the 1940’s.  We used to be the Free Church of Saint James Parish.  Shariya suggests that the vestry consider whether to incorporate at this point.  We are not required to do this.  Banks are asking us for articles of incorporation, however and it may be to our benefit to do this now.  We may also apply for an article of organization, which is our by-laws, plus our current IRS non-profit status.  These documents are already in existence.  We are under the umbrella of the Diocese at present in terms of articles of Incorporation, so Sylvia wonders if we can use them for bank related issues.
Mardi will talk to East Cambridge bank regarding a credit line and requesting information about which documents we will require.  Cheryl Smith will also speak with Wainwright and explain that we do not have articles of incorporation and do not need them.  We will continue to discuss whether or not to incorporate at future vestry meetings.
Job Descriptions – Shariya will investigate the current job descriptions of those who are employed part time.  Mark Agard as administrative person will perhaps re-start a personnel committee.  
Oversight of rental property and maintaining the calendar of one-time bookings is now falling under the secretarial position.  The efficacy of this will be evaluated.
Shariya recommends a review of fee schedule for rental of the space.
Access to the rector’s office – Shariya requests that those who use the office mark this on the calendar, so that John Butler will be able to follow up as needed with those who use the office.
Phone system – Shariya will change phone system so that phone messages can be left privately.
Shariya would like to create a booklet to describe who we are and what we represent and the activities that we involve ourselves in.  
David Cameron and Glenn Wong to assist Michele to prepare documents for the annual meeting, which should happen in January 2007.

Rector’s Report:  Sylvia
Welcome to Michael Young who fills Trish’s position on the vestry as Nurture Commission.

Commission Focus:  
Finance/Budget - David Hall’s email, Michael Young
Susan Fisher reviews finance committee meeting report.  This shows as 41,000-dollar deficit for last year.  We lost 24,000 from Agappe.  Discussion of how to cope with deficit anticipated for the coming year.

Commission Reports
Worship- - Steve Cox, Search Committee.  The search committee is asking for more clarification regarding how many applicants to bring to the vestry.   Peter proposes that the search committee bring us 3 applicants ranked in order of preference.  Should the search committee wish to revisit this charge, the vestry is open to this.  Susan Harris seconds this and the vestry passes this.
Property- Contractors came out to evaluate.  Construction starting mid March and ending first week of June.
Fellowship – Jacqui not present.
Planning – Mardi (did I miss something here, or was there no report?)
Outreach- forum went well this Sunday with presenters on the topic of Missions.  Jennifer thinking about an outreach fair for the winter.  Jen trying to get volunteer photographer to take pictures of Outdoor Church for the web,  Goal is to contribute more to the website.  Funding for Outdoor church was coordinated by us for the past 4 years.  Vestry to discuss funding for the coming year and how we will participate in the outdoor church.

New Business
Removal of tree donated by Kim Wilson, prior parishioner.  Recommendation is to take down and replant a new tree.
Motion made by Peter Merrell that in order for required renovations to bell tower be done that the existing magnolia tree be removed and replaced with a new tree to be planted after the construction is complete.  Motion seconded by Michele, vestry voted and passed this.


Next Meeting December 19, 2006  7:30p to 9:30p.

Motions
1.    Motion made by Peter Merrell that in order for required renovations to bell tower be done that the existing magnolia tree be removed and replaced with a new tree to be planted after the construction is complete.  Motion seconded by Michele, vestry voted and passed this.
2.    Peter proposes that the search committee bring us 3 applicants ranked in order of preference.  Should the search committee wish to revisit this charge, the vestry is open to this.  Susan Harris seconds this and the vestry passes this.
3.    Mardi made motion to approve October minutes, Jennifer seconded and then vestry voted to approve minutes.

Action Items to be followed up on in the future
1.    Jennifer Schley will speak with Ann Reed and Laurie Roffinot and recommend they make an announcement at services petitioning for leaders for Journey to Adulthood program.
2.    Finance committee will first evaluate what changes in secretary and sexton job descriptions might entail financially and will bring this information back to the vestry.
3.    Nancy McArdle created list of potential missions and wants us to read them and at a future meeting vote on them.
4.    Mardi Moran will talk to East Cambridge bank regarding a credit line and requesting information about which documents we will require.  Cheryl Smith will also speak with Wainwright and explain that we do not have articles of incorporation and do not need them.  We will continue to discuss whether or not to incorporate at future vestry meetings.
5.    Shariya will investigate the current job descriptions of those who are employed part time.  
6.    Mark Agard as administrative person will perhaps re-start a personnel committee.  
7.    Mark Agard will organize a workday to organize documents and announce a workday to vestry.  He will work with David Hall on this.
8.    David Cameron and Glenn Wong to assist Michele to prepare documents for the annual meeting, which should happen in January 2007.
9.    Vestry to discuss funding for the coming year and how we will participate in the outdoor church.