St. Andrew’s Vestry Meeting

June 17, 2009, 7:30 PM

Peabody Room

 

Present:  Al Colburn, Dick Dabrowski, Linda Kaferle, Fr. Ala MacKillop, Mary Medeiros, George Miller, Yvette Nasworthy, Louise Rogers, Phil Welton

Absent:  Sue Hildreth, Erica Scattergood, Don Ulsch, Marianne Welton

 

I.                   Opening Devotions & Prayer

 

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

A.     Fr. Alan’s Vacation

1.      July 25 – August 1

2.      August 13 – August 26

B.     No Vacation Bible School this year

C.     General Convention to take place July 6-July 18

 

III.             5/19/09 Meeting Minutes Accepted as Presented

 

IV.              Wardens’ Report (Linda & Dick)

A.     Plan to hire Mary Ferrillo as the second nursery provider on Sundays during the summer

1.      In addition, Mary will be asked to coordinate two events during the summer for the children of St. Andrews

a.      Car Wash to benefit Loaves and Fishes

b.      Field Day

B.     Clarification vote requested (by Linda) for check-writing policy

1.      Motion unanimously approved to require two signatures on all checks written for an amount OVER $2,000 for all accounts

a.      Because of the way Fidelity does business we need to choose either single or double signatures on ALL checks – we decided to go with two signatures on ALL checks written against the investment account

i.                    ACTION ITEM:  Linda to have the Fidelity Check Writing Change Form signed by John Ferrillo, Al Colburn and herself and returned to Fidelity so new policy can begin

b.      As far as the checking account, we plan to change to a bank that will “police” checks to make sure those written for OVER $2,000 have two signatures on them

i.                    ACTION ITEM:  Marianne to check into North Middlesex and Middlesex Banks regarding their check signature policy to determine which bank would better suit our needs since Sovereign will not “police” the checks

C.     Meeting with diocesan financial consultant took place last night

1.      Diocese started a volunteer consultant’s program for churches in Search

2.      Dick, Linda and Phil Welton attended

3.      Consultant to write up a memo to be shared with the Vestry

4.      The bottom line is that the Church is in a good financial position but needs to get some outstanding reports filed with the diocese (e.g. Audit, Parochial Report)

a.      The Audit Committee has just completed the 2006 & 2007 Audits which will be reviewed tonight and will begin working on the 2008 Audit shortly

b.      The financial piece of the 2008 Parochial Report needs to be completed

 

V.                 Treasurer’s Report (Phil Welton in Sue Hildreth’s absence)

A.     This is not an official report but Phil was asked to bring a partial report in lieu of the absence of one from the treasurer

B.     There is a general sense of the Vestry that Sue is in need of additional help

1.      Phil and Lorraine Leonard have both volunteered to help in whatever way they can

a.      ACTION ITEM:  Phil to help set some milestones for the items that are in need of action

i.                    1st & 2nd quarter Outreach disbursements

ii.                  2nd quarter diocesan assessment payments

iii.                Checking account reconciliations for April and May

iv.                Financial reports for April and May

 

VI.              Search Committee Update (received one at Special Parish Meeting this past Sunday)

 

VII.           Commission/Committee Reports

A.     Audit Committee (Phil Welton)

1.      Phil reviewed the findings of the Audit Committee for the years 2006/2007 and made some recommendations:

a.      Updated contracts that specify the rates that are to be paid during a given timeframe should be maintained in payable files (e.g. Cleaning contract)

b.      The outstanding diocesan assessment from 2005 should be looked at as an outstanding obligation and not a loan and should be paid off as quickly as possible (however, the Vestry has discussed the fact that this is interest free and therefore it would like to continue paying according to the original schedule)

c.       A restricted fund accounting system envisioned with the Treasurer would help grow the endowment

d.      The parish should give consideration to changing insurance carriers to the Church Insurance Group

e.      The parish should ensure that the Rector’s housing allowance be formally authorized at the November Vestry meeting each year

f.        The parish should re-authorize the authorized signatories on all parish accounts each year and the full list of authorized signatories should be published at least once per year in the Vestry meeting minutes

g.      Vestry meeting minutes should be formally signed by the preparer and Investment Committee Meeting minutes should also be kept and signed

2.      ACTION ITEM:  Phil to e-mail the Audit Report to the Vestry members so that everyone has a chance to read it

3.      ACTION ITEM:  Vestry to vote to receive the Audit Report at the next Vestry meeting

B.     Financial Report (written by Alan Rogers)

1.      Alan performed some maintenance items and installed a door on the entrance to the church’s basement

2.      Linda continues to get painting and siding bids

C.     Christian Formation (Yvette)

1.      Next year changes

a.      Kim Lindo to help in Godly Play

b.      Phil Welton and John Knowles will be new teachers

c.       Caelin Taylor to continue in Nursery but we need a replacement for Kim Lindo

2.      The consensus of the parents and teachers is that the Parish Hall is a better place to hold Sunday School classes

a.      Classrooms are bigger

b.      Exits are safer to use in case of an emergency

c.       ACTION ITEM:  Yvette to make of list of any concerns parents or teachers have using the Parish Hall for SS classes starting in the fall

D.    Outreach (report prepared by Nicola Barlow)

1.      Held a tag sale on June 13th that raised $766.10

2.      Temporary thrift shop to be organized in the basement of the Parish Hall

a.      Loaves and Fishes clients will be invited to “shop” free of charge on a designated day

3.      Second quarter disbursements requested and approved

a.      $1,000 for Loaves and Fishes

b.      $500 for St. Stephen’s SE

c.       $500 for Young Life

 

E.     Investment Committee Report

1.  Increase of $27,575.33 as of 6/14/09 from balance of 1/25/09

 

VIII.        Old Business

A.     Rectory Painting

1.      Received third quote from Jenkins Construction

a.      $2800 for carpentry

b.      $7500 for painting

2.      A quote from Shoemaker Inc. for $18,000 for regular vinyl clapboard and $26,000 for vinyl shingle was taken off the table

3.      After some discussion, a motion was unanimously passed to hire 10 Plus Painting to do the carpentry for $2862 and Al Colburn’s company (GAC Painting) to do the painting for $8,000 for a total of $10,862. (Subsequently, 10 Plus Painting raised their price to just do the carpentry to $3237 and GAC Painting could not do the job until September, so it was decided by the wardens and Al Colburn to go with Jenkins for a total of $10,300 since they could do the job in July.

 

IX.              New Business

A.     Parish Picnic

1.      To be held at Mirror Lake on July 12th (with July 19th as a raindate)

 

X.                 Next Meeting – Tuesday, July 21, 2009, 7:30 PM, Peabody Room

 

XI.              Closing Prayer

 

XII.           Adjournment – 9:45 PM

 

Respectfully submitted,

Linda Kaferle