St. Margaret’s Church in Emmaus
Vestry Meeting
13 January 2010 at 7:00 pm
Agenda
Devotions
Report from Canon Shallcross on Transition to Half-time
Budget for 2010
Plans for February Annual Meeting
Day School Committee Report
This Committee is charged to learn and to evaluate the mission and operation of the Day School; to analyze its financial position; and to make any appropriate recommendations to the Vestry.
Sunday Schedule Committee Report
The Committee is charged to recommend to the Vestry a worship schedule that furthers St. Margaret’s mission and ministry.
Parish History Committee Report
This Committee is charged to develop and to present to the Vestry a parish history from a systems perspective, so that automatic patterns of functioning can be improved and changed to assist the mission and ministry of St. Margaret’s.
Other Business
Worship Committee Report to the Vestry
We were tasked with the responsibility to discern, in a pastoral fashion, the frequency, style and times of Sunday services and to report back to the Vestry at the January meeting to allow further consideration of the proposal to rent worship space to the West Valley Presbyterians. We met on Dec. 7th had a general discussion of the task and decided that we would hand out questionnaires on Sunday the 13th at services followed by group discussion at parish meeting scheduled on the 20th. Questionnaires were distributed; extra copies were left in the church. Due to a snowstorm and light turn out on the 20th, the meeting was rescheduled for the 27th. At that point we would be able to make a consensus driven recommendation to the Vestry.
Due to the cancellation of the meeting on the 20th and the upcoming holiday, the committee worked hard to insure the parish was actively involved in seeking every active parishioner’s opinion. Tim emailed a cover letter to the parish email distribution list. Both Jennie and Tim worked hard to reach out to each parishioner. I would like to thank them for their hard work.
Parish Meeting - Worship
Eighteen parishioners (twenty including Jenny and I) attended the meeting on December the 27th. There was a healthy discussion regarding the form, frequency and times of future worship. We reviewed the survey results that follow:
· 10 parishioners indicated they prefer one service at 9:00. The first three Sundays of the month would be Rite II with music
· 10 parishioners indicated they would prefer one service at 9:00. Rite I with no music would alternate with a Rite II service featuring music.
· 3 parishioners preferred two Sunday services at earlier times
A fifty-minute discussion followed. An interesting comment made by several long time parishioners was “we knew there were problems seven years ago, why didn’t we approach leadership with our concerns?” At the end of our time, a consensus motion was made which passed unanimously.
We vote, unanimously, to suggest that the Vestry adopt a policy of one service every Sunday. We will alternate weekly a Rite I service with no music and a Rite II service with music. The first Sunday of the month will be Rite I. The four months that contain five Sundays will alternate between Rite I and Rite II.
Ancillary Issue
The nature of the music program was of concern to slightly over 40% of those surveyed. Slow tempos, unfamiliarity of music and the musicianship of the organist were identified as issues diminishing the quality of worship. It was suggested that the Vestry consider this issue in a pastoral fashion.
The Venerable Howard Stringfellow
333 Wyandotte Street
Bethlehem, Pennsylvania 18015
(610) 691-5655, ext. 222 archdeacon@diobeth.org
St. Margaret’s Church in Emmaus
Vestry Meeting
13 January 2010 at 7:00 pm
Minutes
Devotions
Present: Connie Archer, Charles Barebo, Anne Kitch, Dave Leber, Mrs. Leber, Tim Merrill, Lexa Shallcross, Howard Stringfellow, Maria Tjeltveit, and Jenny Wager.
Excused: Libby House.
AK led Devotions on Hilary, Bishop of Poitiers.
Report from Canon Shallcross on Transition to Half-time
“Going well.” Please see written report attached to email transmitting these minutes.
HS reported that Joe Cardinale has resigned as Senior Warden. It is not clear whether he has resigned from the Vestry.
HS named a Committee to nominate a Senior Warden to be ratified by the Vestry. The Committee includes: CB, DL, TM, and JW. The goal is to nominate a Senior Warden by the next Vestry meeting, Feb 10.
Budget for 2010 and Other Financial Matters
Treasurer’s Reports for Nov and Dec, 2009, distributed by JW and discussed. JW reported that St Margaret’s is keeping up with the vendors.
LS shared a report on the building and grounds attached to email transmitting these minutes.
CB was added to the Parish’s Finance Committee now tasked to report on the financial circumstances (cash flow) of the Parish and to develop a compensation package for the Vicar (distribute into categories the half-time remuneration).
Proposed Budget provided by the Parish Finance Committee for 2010 moved by CB, 2nded by CA, discussed, and passed unanimously. It is understood that the Budget, like any budget in any parish, may be reviewed and changed by vote of the Vestry.
Plans for February Annual Meeting
LS asked for a letter from HS by Jan 25 as well as reports from the three special committees: the Nursery School, Sunday Schedule, and Parish History.
Annual Meeting set for Feb 21; Feb 28 is snow date.
HS asked TM to chair the annual meeting, and TM agreed to do this.
Nursery School Committee Report
This Committee is charged to learn and to evaluate the mission and operation of the Day School; to analyze its financial position; and to make any appropriate recommendations to the Vestry.
HS for LH reported that LH has selected some members for the committee from within the Parish and from other Parishes with Schools. Plans are being made for the committee to meet.
Sunday Schedule Committee Report
The Committee is charged to recommend to the Vestry a worship schedule that furthers St. Margaret’s mission and ministry.
CB reported that the committee has completed its work. Please see the report attached to the email transmitting these minutes.
CB moved the major recommendation of the committee with two additions: the single service would be at 9:00 am and begin the first Sunday in Feb; 2nded by CA, discussed, and passed unanimously. That motion, as revised by HS accordingly is:
The Vestry adopts the policy of one service at 9:00 am every Sunday, alternating a Rite I service with no music and a Rite II service with music. The first Sunday of the month is Rite I. The four months that contain a fifth Sunday will alternate between Rite I with no music and Rite II with music. This policy begins on the first Sunday of February, Feb 7.
HS accepted the responsibility of informing the Organist of this change.
Motion was made by HS to enter into an agreement with the Presbyterians to provide them space at St Margaret’s to conduct religious services. The agreement would be for one year, beginning Feb 7, and the fee would be for $300.00 per use. LS will negotiate the agreement. 2nded by AK, discussed, passed unanimously. Assisting LS in the arrangements will be parishioner Sally West and MT.
Parish History Committee Report
This Committee is charged to develop and to present to the Vestry a parish history from a systems perspective, so that automatic patterns of functioning can be improved and changed to assist the mission and ministry of St. Margaret’s.
AK reported that Joe Cardinale will remain on this committee.
The first meeting will be Tue, Jan 26.
Other Business
CA asked about the mood of the parish. JW said that most people were positive. TM said that there was some complaining outside of open forums. There was general agreement that we should continue the meetings like the one on Dec 13 where we are available to speak with parishioners after hearing their concerns and feelings. Tentatively we should plan one for March and definitely put this subject on the Vestry’s agenda for Feb.
DL spoke and said that he wanted to go on the record as saying we should be realistic about demographics, specifically a decline in church attendance. At some level, he said, we should be thinking of a merger or consolidation with a parish or congregation. The agreement with the Presbyterians may be a step in the right direction.
TM suggested that we should develop strategies for informing people in the neighborhood of St Margaret’s of the opportunities at St Margaret’s. We discussed various means to do this and agreed to discuss this topic more fully at the meeting in Feb.
Adjournment by general consent at 8:55 pm. Next meeting will be the second Wed in Feb, Feb 10.
| Item | 2005 Actual | 2006 Actual | 2007 Actual | 2008 Budget | 2008 Actual | 2009 Budget | 2009 Actual | 2010 Budget | ||||
| Revenue | ||||||||||||
| Member Offerings | 102,233.59 | 97,632.72 | 103,137.77 | 106,096.00 | 85,338.89 | 85,000.00 | $75,000.00 | |||||
| Loose Offerings | 2,559.71 | 2,162.83 | 2,271.93 | 3,000.00 | 1,713.54 | 3,000.00 | $3,000.00 | |||||
| Fund Raising (Net) | 7,656.80 | 8,665.95 | 9,418.60 | 7,200.00 | 2,335.20 | 4,000.00 | $4,000.00 | |||||
| West Valley Pres. Rent | $15,600.00 | |||||||||||
| Nursery School | 4,100.00 | 4,100.00 | 4,100.00 | 4,100.00 | 4,350.00 | 4,100.00 | $4,100.00 | |||||
| Unrestricted Income | 12,955.32 | 8,343.51 | 43,672.68 | 3,500.00 | 21,848.11 | 3,500.00 | $0.00 | |||||
| DIT Dividends,Interest & Gains | 3,060.69 | 2,203.59 | $1,500.00 | |||||||||
| DIT Withdrawals | 15,000.00 | 14,000.00 | 12,000.00 | |||||||||
| Total General Revenue | 144,505.42 | 134,905.01 | 177,661.67 | 123,896.00 | 117,789.33 | 99,600.00 | 0.00 | $103,200.00 | ||||
| Total General Budget Expense | 138,728.82 | 140,157.81 | 144,228.95 | 149,087.00 | 122,346.78 | 146,771.00 | 0.00 | $109,697.46 | ||||
| Difference | 5,776.60 | (5,252.80) | 33,432.72 | (25,191.00) | (4,557.45) | (47,171.00) | 0.00 | ($6,497.46) | ||||
| Expense | ||||||||||||
| Expenses within the Congregation | ||||||||||||
| Building Expenses | ||||||||||||
| Gas | 6,007.99 | 7,550.00 | 4,900.00 | 6,500.00 | 5,988.61 | 6,500.00 | $6,500.00 | |||||
| Electricity | 4,280.43 | 3,800.00 | 3,400.00 | 4,200.00 | 2,899.99 | 3,400.00 | $4,420.00 | |||||
| Insurance, Property | 2,791.00 | 3,554.00 | 2,637.25 | 3,200.00 | 2,965.50 | 3,200.00 | $3,200.00 | |||||
| Maintenance | 9,292.98 | 5,704.22 | 2,552.25 | 5,000.00 | 3,223.19 | 4,000.00 | $5,000.00 | |||||
| Trash (paid annually) | 510.00 | 600.00 | 825.00 | 1,000.00 | 855.00 | 860.00 | $825.00 | |||||
| Water & Sewer (pd qtrly) | 281.00 | 462.48 | 377.02 | 400.00 | 463.10 | 540.00 | $540.00 | |||||
| Janitorial Supplies | 533.12 | 449.81 | 287.84 | 500.00 | 430.53 | 500.00 | $500.00 | |||||
| Fire Protection | 139.85 | 146.75 | 146.75 | 250.00 | 377.75 | 250.00 | $250.00 | |||||
| Contribution to B&G Reserve | 315.00 | |||||||||||
| Total Building Expense | 23,836.37 | 22,267.26 | 15,441.11 | 21,050.00 | 17,203.67 | 19,250.00 | 0.00 | $21,235.00 | ||||
| Item | 2005 Actual | 2006 Actual | 2007 Actual | 2008 Budget | 2008 Actual | 2009 Budget | 2009 Actual | 2010 Budget | ||||
| Salary Expenses | ||||||||||||
| Priest Expense | ||||||||||||
| Rector's Salary | 36,738.97 | 37,474.08 | $38,972.88 | $38,973.00 | 38,972.88 | 38,973.00 | $19,486.50 | |||||
| Housing Allowance | 16,900.07 | 17,237.99 | 17,928.00 | $17,928.00 | 17,928.00 | 17,928.00 | $8,963.79 | |||||
| Car Allowance | 450.00 | 0.00 | 0.00 | $1,000.00 | 0.00 | 1,000.00 | $1,000.00 | |||||
| Cont. Education | 53.00 | 0.00 | 355.00 | $500.00 | 0.00 | 500.00 | $500.00 | |||||
| Pension | 10,695.84 | 10,601.52 | 11,026.08 | $11,026.00 | 5,513.04 | 11,026.00 | $5,512.81 | |||||
| Medical | 6,169.01 | 6,257.47 | 6,451.05 | $6,465.00 | 6,484.03 | 6,465.00 | $8,367.24 | |||||
| Self Employment Tax | 4,103.00 | 3,138.00 | 4,353.00 | $4,353.00 | 4,352.25 | 4,353.00 | $2,176.45 | |||||
| Total Priest Expense | 75,109.89 | 74,709.06 | $79,086.01 | $80,245.00 | 73,250.20 | 80,245.00 | $0.00 | $46,006.79 | ||||
| Other Salary Expense | ||||||||||||
| Sexton's Salary | 2,040.83 | 2,435.96 | 1,808.25 | $1,881.00 | 498.51 | 1,881.00 | $1,881.00 | |||||
| Organists Salary | 6,695.02 | 6,963.00 | 7,242.00 | $7,532.00 | 7,531.03 | 7,532.00 | $7,532.00 | |||||
| Substitute Organist | 200.00 | 300.00 | 300.00 | $300.00 | 230.00 | 300.00 | $300.00 | |||||
| Secretary's Salary | 1,972.38 | 2,026.57 | 2,067.77 | $2,151.00 | 2,208.42 | 2,151.00 | $2,151.00 | |||||
| Substitute Clergy | 0.00 | 575.00 | 0.00 | $625.00 | 300.00 | 625.00 | $625.00 | |||||
| Total Other Salaries | 10,908.23 | 12,300.53 | $11,418.02 | $12,489.00 | 10,767.96 | 12,489.00 | $0.00 | $12,489.00 | ||||
| Work Comp | 2,336.00 | 3,210.00 | 2,188.00 | $2,000.00 | 745.00 | 2,000.00 | $2,000.00 | |||||
| Payroll Taxes | 554.49 | 491.28 | 389.49 | $675.00 | 317.90 | 675.00 | $675.00 | |||||
| Total Other Salary Expense | 13,798.72 | 16,001.81 | $13,995.51 | $15,164.00 | 11,830.86 | 15,164.00 | $0.00 | $15,164.00 | ||||
| Total Salary Expenses | 88,908.61 | 90,710.87 | $93,081.52 | $95,409.00 | 85,081.06 | 95,409.00 | $0.00 | $61,170.79 | ||||
| Office/Admin Expenses | ||||||||||||
| Postage | 896.00 | 844.00 | 975.72 | $1,000.00 | 741.40 | 1,000.00 | $1,000.00 | |||||
| Telephone | 1,431.24 | 1,425.48 | 1,443.38 | $1,200.00 | 1,474.20 | 1,200.00 | $1,200.00 | |||||
| Office Supplies | 1,445.06 | 909.49 | 1,651.35 | $1,500.00 | 1,272.37 | 1,500.00 | $1,500.00 | |||||
| Office Machine Maintenance | 1,525.10 | 1,018.02 | 1,150.52 | $1,875.00 | 817.06 | 1,875.00 | $1,875.00 | |||||
| Auditing and Bookeeping | 0.00 | 0.00 | 4,500.00 | $0.00 | 25.63 | 0.00 | $0.00 | |||||
| Advertising | 2,087.36 | 2,113.42 | 2,227.16 | $2,075.00 | 2,380.57 | 2,075.00 | $2,075.00 | |||||
| Total Office/Admin Expense | 7,384.76 | 6,310.41 | $11,948.13 | $7,650.00 | 6,711.23 | 7,650.00 | $0.00 | $7,650.00 | ||||
| Item | 2005 Actual | 2006 Actual | 2007 Actual | 2008 Budget | 2008 Actual | 2009 Budget | 2009 Actual | 2010 Budget | ||||
| Worship | ||||||||||||
| Altar Guild | 368.29 | 384.25 | 513.70 | 400.00 | 417.06 | 400.00 | $400.00 | |||||
| Music | 225.42 | 144.00 | 225.00 | 150.00 | 75.00 | 150.00 | $150.00 | |||||
| Instrument Maintenance | 0.00 | 0.00 | 0.00 | 100.00 | 0.00 | 100.00 | $100.00 | |||||
| Evangelism | 76.23 | 53.92 | 0.00 | 250.00 | 0.00 | 50.00 | $50.00 | |||||
| Periodicals | 120.00 | 151.50 | 159.95 | 150.00 | 136.00 | 150.00 | $150.00 | |||||
| Bulletin and Printing | 62.42 | 84.79 | 96.41 | 150.00 | 272.41 | 150.00 | $150.00 | |||||
| Worship | 4.00 | 110.82 | 30.89 | 200.00 | 144.90 | 200.00 | $200.00 | |||||
| Total Worship Expense | 856.36 | 929.28 | 1,025.95 | 1,400.00 | 1,045.37 | 1,200.00 | 0.00 | $1,200.00 | ||||
| Education (Family Ministry) | ||||||||||||
| Catechesis | 0.00 | 0.00 | 0.00 | 50.00 | 0.00 | 50.00 | $50.00 | |||||
| Christian Education | Education (adult) | 12.88 | 250.50 | 173.65 | 200.00 | 124.82 | 200.00 | $200.00 | ||||
| Church School | 151.97 | 80.00 | 0.00 | 200.00 | 0.00 | 200.00 | $200.00 | |||||
| Total Education | 164.85 | 330.50 | 173.65 | 450.00 | 124.82 | 450.00 | 0.00 | $450.00 | ||||
| Other Work in Congregation | ||||||||||||
| Convention | 0.00 | 310.00 | 245.00 | 450.00 | 0.00 | 450.00 | $450.00 | |||||
| Inreach | 309.91 | 0.00 | 75.00 | 100.00 | 0.00 | 100.00 | $100.00 | |||||
| Membership Incubator | 0.00 | 65.56 | 88.36 | 150.00 | 0.00 | 150.00 | $150.00 | |||||
| Stewardship | 0.00 | 21.50 | 400.00 | 0.00 | 400.00 | $400.00 | ||||||
| Youth | 0.00 | 0.00 | 0.00 | 25.00 | 0.00 | 25.00 | $25.00 | |||||
| Parish Life | 300.00 | 317.48 | 185.92 | 200.00 | 263.98 | 200.00 | $200.00 | |||||
| Total Other Expense | 609.91 | 693.04 | 615.78 | 1,325.00 | 263.98 | 1,325.00 | 0.00 | $1,325.00 | ||||
| Outside Expenses | ||||||||||||
| Assessment | 13,294.32 | 14,185.16 | 17,340.65 | 16,189.00 | 9,443.35 | 18,320.00 | $16,000.00 | |||||
| Acceptance | 3,323.64 | 3,546.29 | 4,335.16 | 4,047.00 | 1,806.30 | 2,500.00 | $0.00 | |||||
| Lehigh County Conference | 350.00 | 400.00 | 0.00 | 400.00 | 400.00 | 400.00 | $400.00 | |||||
| "Together We Can" | 0.00 | 285.00 | 267.00 | 267.00 | 267.00 | 267.00 | $266.67 | |||||
| Habitat Emmaus Build | 0.00 | 500.00 | 0.00 | 900.00 | 0.00 | 0.00 | $0.00 | |||||
| Total Outside Expenses | 16,967.96 | 18,916.45 | 21,942.81 | 21,803.00 | 11,916.65 | 21,487.00 | 0.00 | $16,666.67 | ||||
| Total Operating Expense | 138,728.82 | 140,157.81 | 144,228.95 | 149,087.00 | 122,346.78 | 146,771.00 | 0.00 | $109,697.46 | ||||
| Balance Income-Expense | 5,776.60 | (5,252.80) | 33,432.72 | (25,191.00) | (4,557.45) | (47,171.00) | 0.00 | ($6,497.46) | ||||
| Item | 2005 Actual | 2006 Actual | 2007 Actual | 2008 Budget | 2008 Actual | 2009 Budget | 2009 Actual | 2010 Budget | ||||
