St. Andrew’s Vestry Meeting

March 18, 2008, 7:15 PM

Peabody Room

 

Present:  Jeanne Cassin, Dick Dabrowski, Dwight Harshbarger, Linda Kaferle, Fr. Alan MacKillop, Mary Medeiros, Yvette Nasworthy, Don Ulsch

Absent:  Sue Hildreth, Mark Louttit, Marianne Welton

 

I.                   Opening Devotions and Prayer

 

II.                Priest-in-Residence Report (Fr. Alan)

  1. Reported on a wonderful 10 AM Palm Sunday service at Groton School
  2. Vestry Retreat
    1. After discussion, it was decided that we will hold the retreat on Saturday, April 5th (only) from 9AM -4PM in the Rectory

a.      More people will be able to attend this venue

i.                    ACTION ITEM:  Linda will cancel with St. Margaret’s Convent

ii.                  ACTION ITEM:  Dick will call Carol Kingston, the facilitator, to make her aware of the change of time and venue

    1. The agenda for the retreat will cover

a.      Stewardship/Membership/Parish Life goals for the parish

b.      Revisit Vestry Covenant

c.       The Search Process – an overview

  1. Fr. Alan to take vacation from March 24th – April 3rd

 

III.             2/17/08 Meeting Minutes Accepted as Written

 

IV.              Wardens’ Report (Dick Dabrowski & Linda Kaferle)

  1. Ad hoc committee formed (Parish Hall Rental) consisting of Judy Adams, Dick Dabrowski, Lynn Ferrillo, Linda Kaferle, Delores and Mark Louttit
    1. Mission to see if we can generate some income by renting the Parish Hall for functions like weddings, birthday parties, anniversary parties, etc.
    2. Reviewing existing fee structure
    3. Had walk-thru with parishioner, Peter Warren, who is a retired fire chief from Harvard

a.      He recommended limiting the rental of space to the upstairs hall only (not the downstairs classrooms)

i.                    Use by our own congregation (including the Korean congregation) would be fine

b.      He recommended limiting the number of people to 99 or below when alcohol and entertainment are present 

i.                    Above 99 would necessitate putting a costly sprinkler system in

c.       Items to be addressed

i.                    Hard-wired smoke detector system needed to be installed

ii.                  Exits lights need to be in working condition

iii.                Special fire extinguishing system needed to be installed about stove

  1. Need for financial audit to be started
    1. ACTION ITEM:  Yvette to begin with George Miller’s help

a.      Phil Welton has been too busy to help up to this point

  1. Vitality Covenant
    1. Dick asked everyone to read it thoroughly and use it as a road map with their respective commissions
  2. Rectory Insulation

1.  We have received a Certificate of Inspection verifying the completeness of the work

 

V.                 Treasurer’s Report (Yvette Nasworthy for Sue Hildreth)

A.     Statement shows approximately $2,000 over budget year-to-date due (mostly) to the large snow removal and heating bills that were received in February

    1. Dick would like to see the disposition of Outreach funds on a quarterly basis so we have a more realistic view of our expenses (none of the $1,041 monthly allocation to Outreach has been given to date)

a.      Even if that means a withdrawal from the endowment fund during certain slow quarters

i.                    Many of the vestry members, in attendance, concurred

B.     Yvette asked if the vestry wanted to continue paying our past diocesan assessment at the $633/per month rate (as established by Al Colburn with the diocese two years ago)

1. The vestry members, in attendance, agreed to continue payment according to that plan

a.      Dick would like to see the past assessment shown as a current expense on the Budget vs. Actuals (P&L) Report so that it is visible each month

i.  ACTION ITEM:  Yvette to ask Sue about making a notation on the monthly P&L

C.     Yvette explained that the large checking account balance at the end of December was due to the transfer of money from investments to cover the payment of the new signs and the insulation which were not paid till January

D.    Mary asked where on the reports was an accounting of the Jack Andrew’s Memorial Fund

1.      ACTION ITEM:  Yvette to talk to Sue about it and report back

E.     Treasurer’s Report approved as presented

VI.              Commission Reports

A.     Christian Formation – Report attached

1.      Dick asked if Yvette has been approached recently by parents regarding the installation of a door in the church side of the rectory for quicker access

a.      She has not

b.      Discussion about the merits of a walkway vs. a new door took place

2.      Jeanne reported that the instructor from her first aide course would be happy to do some on site training in first aide

a.      She would like additional teachers to be certified

3.      ACTION ITEM:  Linda offered to make a list of items on the Safety at Church Policy that are still outstanding

4.      ACTION ITEM:  Yvette offered to put laminated fire exit plans in each classroom and to purchase clipboards to be used by the doorkeeper to write the names of students present each Sunday

B.     Outreach – Report attached

1.      Fr. Alan pointed out that Outreach will continue to have a relationship with SAMS even though Gail White is coming back to the States

2.      The date for the Spring Rummage Sale is May 31st – info to follow

3.      The date for John Ferrillo’s Fall concert is Sept. 21st – info to follow

C.     Facilities – Report attached

 

VII.           New Business

A.     Blood Drive

1.      Yvette & Brian Nasworthy have volunteered to look into hosting a blood drive in the Parish Hall and will report back to the vestry (thanks to them both!)

B.     Request from Claudette Hunt to support New England Friends of the United Negro College Fund’s Enduring Legacy Gala

1.      To be held April 26th at 6 PM at the Boston Burlington Marriott

a.  Tickets are $150 each – see Claudette to purchase

2.      Fr. Alan to use his Discretionary Fund to pay for an ad in the program and to buy a book (Sarah’s Long Walk)

a.      Other vestry members were interested in purchasing a book, as well

3.      Requests like this would normally fall under the Outreach Commission but the commission will not be meeting until after Fr. Alan returns from vacation

 

 

C.     Recurring Revenue Opportunities

1.      Don Ulsch brought up the concept of creating a website that we could fill with current “good news” off the internet and ask for local sponsors to pay a monthly fee to advertise on it

2.      Mary Medeiros brought up the concept of local sponsors advertising in our monthly newsletter for a price.

a.                  ACTION ITEM:  Mary to look into whether St. Mary’s allows advertisements in their newsletter and if so at what cost or just in their Sunday bulletin

i.        Some vestry members did not like the idea of allowing local advertisements in the Sunday bulletin

3.      Parking Lot Rental

a.      Mary Medeiros asked about the original letter sent by Faith Salter regarding the possible rental of our parking lot spaces to the town of Ayer

i.                    The Wardens discussed it with Fr. Alan in a Wardens’ Meeting but felt it needed more time than they had to give at the time

a.      ACTION ITEM:  Linda will put it on the agenda for the Parish Hall Rental Committee to look into

 

VIII.        Next Meeting – Tuesday, April 15th, 7:15 PM, Peabody Room

 

IX.              Closing Prayer

 

X.                 Adjournment – 9 PM

 

Respectfully submitted,

Linda Kaferle