Vestry Minutes St. Mary s Episcopal Church Dade City, FL March 25, 2018 Approved at 4/22/18 Meeting Attendance: Father Brown, Alan Teschner, Sr. Warden, Davis Henley, Jr. Warden, Sheila Highsmith, Lonnie Hicks, Paul Proctor, Dennis Alfonso, Gloria Heald, Lee Brenn, Jim Sotkoe, Treasurer. Absent: Nancy Meech Father Brown opened the meeting with a prayer. Approval of February 18, 2018 Vestry Minutes: A motion was made by Dennis Alfonso and was second by Lonnie Hicks to accept the Vestry Minutes from February 18, 2018. The motion carried. Treasurer s Report: Jim Stokoe provided copies of his report (attached) as of March 22, 2018. His analysis for the month shows total revenue year to date exceeded total expenses by $16,298.40 with year to date revenue totaling $83,682.26 and year to date expenses totaling $67,383.86. Father Brown added that the non pledges are a little behind but the pledges are ahead. Father Brown continued stating the church is doing well right now. Outside of the recent gift of $224,000, there is approximately $80,000 in the checking, $100,000 in the endowment and $53,000 in the reserve. A motion was made by Dennis Alfonso to accept the Treasurer s Report. The motion was seconded by Gloria Heald. The motion carried. NEW BUSINESS: Recruit New Head of Sunday School: Father Brown stated we need to recruit new head for the Sunday school and try to figure out how best to offer Sunday school with a lower intermittent attendance of younger kids. He suggest to continue until the end of May but look at something different for the Fall. Father Brown has three people he would like to talk with about taking over as a volunteer ministry without being a paid position. All three of them are teachers or former teachers who know what is going on with education. He continued stating there are a lot of models for churches that do not have a lot of kids that will be looked into further. He spoke with three churches, one bigger than us and two smaller ones that have between five and ten kids when they show up but more often have three to five kids.
Father Brown asked if any of the vestry members would like to be a vestry liaison and work with him on the future of the Sunday school and to let him know. He asked to pray about this situation. Vestry Meeting Minutes March 25, 2018 Page 2 Talent Show/Cookbook Potluck: St. Mary s talent show/125 th anniversary cookbook supper is scheduled for Sunday April 29 th at 5:30pm. Father Brown would like to use a shorter and tighter name to use in the bulletin over the next few Sundays. Summer 2018 Vestry Meeting Schedule: Father Brown and Al Teschner suggested dates for the summer vestry meetings. Al suggested to meet through June 3 rd with no meeting in July and meet again August 26 th. Father Brown wanted a vestry meeting a few weeks prior to the Bishops visit on September 9 th. Visitor Information to office: Father Brown requests visitors to fill out a visitor card that it goes into the offering plate. He likes to call all visitors to welcome them. There was a situation where a visitor came, filled out a card, and was never called. Al Teschner suggested that an announcement be put into the bulletin for our visitors to fill out a visitor s card and put it in the offering plate. Father Brown suggested we add something extra We would love to talk with you, please come to fellowship, please fill out a card and put it in the offering plate. OLD BUSINESS: Update on replacement doors on church due to water damage: Davis Henley gave an update on the doors, stating they have the stain glass installed back in 3 of the doors. The inside is complete on all doors. The outside doors have to have another coat of red, need to dry, and then placed with clear polyurethane finish. Bobby Larkin is hoping that the other stain glass windows will be back this week but may not have them installed by Easter. There was nothing wrong with the glass. The leading around the glass needed repaired. Categorize other projects in order: A/C Unit Choir Room: Davis Henley has estimates for a new split unit and installation. The A/C unit in the choir room has rotted out by the drip pan and is leaking water into the ceiling. The unit is 20 plus years old. Roofing: Davis has two in hand estimates. The third company has taken measurements but has not gotten back to him yet. Al Teschner asked for the ball park price. Davis advised $28,000 low bid to $40,000 high bid. Father Brown commented that was the range he had figured. Father Brown explained the roofing on the old side with the balcony is the 1891 roof. Davis added that the only roofing done on the church is the new section, which is 17 years old. The roofing on the sacristy and fellowship hall was done in 2005. Office Windows:
Father Brown advised the office windows are in pretty bad shape with termite damage and will be last to replace. Vestry Meeting Minutes March 25, 2018 Page 3 Update on Welcome Bag/Newcomers Handbook: Sheila Highsmith handed out information about the ministries/groups of St. Mary s (attached) for the vestry to review and get with her if any changes were needed. She passed around a sample label Terry McKienzie gave her which are the labels that will go on the front of the white Welcome Bags. He also had some magnets made in which the font will need to be larger. Sheila mentioned she does not have the cost yet. Father Brown mentioned he spoke with Terry about getting ink pens to put in the welcome bags. Father Brown has a friend who does a promotions company who can get pens rather cheaply. Al mentioned that the pens need to be distributed in October for the pledge cards. Al made a comment to take out the personal names since they change. Father Brown stated once Sheila finalized it he would update the web page to include the detail there. If the contacts were taken out it would not have to be reprinted each time someone changes. This could also serve as a descriptor and a one page list of all contacts could be listed. He stated we will work on this. Sheila asked if Al was not wanting the description at all. Father Brown said no but yes to the descriptions and explained that Al was referencing taking out who the contact person was. Al mentioned that presently, there are 15 who share the responsibility. Father Brown suggested that Al do some of the edits and send them to Sheila. Al stated he will send the edits to everyone. Sheila stated they were not planning to print 500 at a time but more like 50 at a time and would fold the paper in half to put in the bag. Davis Henley asked about the other groups being included. Father Brown advised to review and make any corrections or recommendations. Lee Brenn asked about having the Men s Kairos included. Lee will give Sheila the information. Investment of portion of Kirkland Bequest: Father Brown stated we are waiting for the Diocese to send the actual document that the vestry has to sign and approve as a vestry. Memorial Garden: Father Brown stated himself, Sr. Warden and others working on this are continuing to develop the packet for the memorial garden. Once they have it locked down and all working on it agree, it will go in the newsletter and email. There is a concrete pad that keeps changing form, shape and cost. Davis Henley stated it is in the negation stage. Davis and Milt Larsen have been speaking with Jay Strickland who looked at it and took measurements. Jay thinks he can do it for around $1,000. Review and Revision of Policies and Procedures: Father Brown stated we need to set a date to distribute information for review and revision of Policies and Procedures. He will get with Dennis Alfonso after Easter. Dennis stated he does not
remember how active they edited the last time. Father Brown stated they did not update them last time. Father Brown will send electronic copies to Dennis. Vestry Meeting Minutes March 25, 2018 Page 4 2017 Audit Team: LeRoy Hauff will lead our 2017 audit team. Al Teschner asked which vestry member volunteered to be on the audit team. Paul Proctor stated he volunteered for the audit team. Rectors Report: Father Brown has 35 YTD visits through March 25, 2018. He stated he is a little behind due to being away for a few weeks. He tends to try to get to our more shut in types that are not able to come more often. He visits those in the hospital if he is aware of it. Junior Warden s Report: Davis Henley has bids that need decisions to be made. Bids for the new choir room A/C unit include, Chris s A/C Company, Environmental, and A-1 B Cool Heat & Air LLC. The lowest bid was from Environmental of $3,600. This is the company we currently use and has done a lot of work for us. The company is good, reliable, and always comes when we call. Father Brown thought it was going to be $3,500. Chris s A/C Company estimated $4,500 and A-1 B Cool Heat & Air LLC estimated $3,900. Davis explained, if we choose Environmental, he does not think they will take the whole unit completely out but will dismantle everything and cover the holes for the existing vents there now because we will not need them anymore. He will cover them with plywood and insulation on the inside so the hot air will not come through. The unit will be on the wall like the ones in the fellowship hall with the drain tube that goes through the wall and down. Al Teschner asked if this was for the sacristy and Father Brown stated this is for the choir room. Paul Proctor asked how warm it gets in the choir room. It was mentioned it does get warm. Al stated the choir does not meet on Wednesday evenings during the summer only Sunday mornings before the service. Davis stated the price Environmental gave of $3,600 is for a 12,000 BTU unit but will be very sufficient for the space needed. Paul Proctor asked if all bids are up. Father Brown stated yes. Davis recommends going with Environmental because of the cheapest cost and because they have installed our existing units and have serviced our units for several years. Paul Proctor made a motion to go with Environmental. Dennis Alfonso second the motion. The motion carried. Davis has received two bids for the new roof. Three are needed to meet the requirements of the By Laws. At this time, the lowest is Bobby Larkin at $27,786, which is a low bid because the plywood has not been included that will need to be replaced. The Roofing Company was $40,400 which includes plywood. This company stated the price could be lower depending on the amount of plywood needing to be replaced. Al Teschner asked who Davis is most comfortable with. Davis is most comfortable with Bobby Larkin. Dennis Alfonso has also used Bobby Larkin and was very happy. Paul Proctor asked why there was such a big difference in
pricing. The Roofing Company gave Davis a brochure showing they use a premium shingle and told Davis he will not use anything less than a premium grade. Sheila Highsmith asked what grade of shingle is $27,000. Davis answered the Atlas Summit is the underlay tile underneath the Vestry Meeting Minutes March 25, 2018 Page 5 actual tile. The shingle is a Cambridge dimensional shingle. Al asked if there is a venting problem. Davis said this includes putting up a ridge vent. There is some on the new section but there is no way to put the ridge vent on the old section. Paul asked where Bobby Larkin is based out of. Father Brown stated he is the premier builder, repairer, and restorer in this area. Dennis added that he did the new addition to the sanctuary. Paul asked who would be the 3 rd bid. Father asked if anyone has had experience with any others. Davis mentioned how Shaffer put the roof on the sacristy and fellowship hall in 2005. Paul mentioned to have Shaffer give a bid. Davis advised Shaffer has all of the measurements and is only waiting for him to get the bid in. Discussion: Father Brown asked if there were any other concerns. Paul Proctor questioned if there was a better place to have the Sunday morning bible study rather than the parish hall to cut out some of the noise. Al Teschner recommended having it in the sanctuary. Father Brown will have something put in the bulletin advising of the new location for bible study. Father Brown closed the meeting with a prayer.