Trinity Episcopal Church Fishkill, NY 12524 Minutes of Vestry Meeting on February 19, 2019 Garrett Mettler called the meeting to order at 7:00 p.m. Garrett offered the opening prayer and led the biblical exploration relative to Romans 8:1-11 Present: The Rev. Garrett Mettler, Warden Jan Humbert, Warden Terry Badura Vestry members, Connie Smith, Cheri Hamilton, Rosanne Desjardins, Julia Dotter, Nancy Bitteker, Cliff Chapin, Treasurer Bryan Swarthout and guest Jeanne Mierzwa. Absent: Jay Anderson Garrett welcomed new Vestry members Nancy Bitteker and Cliff Chapin and Treasurer Bryan Swarthout. He expressed appreciation for their service to Trinity. Follow Up Items from Previous Meetings(s) Approval of the January minutes. Terry Badura made a motion to approve the January minutes. Connie Smith seconded. No discussion followed. The vote was six in favor with two abstentions. The motion carried. Review of past action items left no open items: Ongoing Items Strategic Planning. Garrett explains that the strategic planning status needs the draft formulated and distributed. Additional Ongoing Items No additional ongoing items. New Items Committee Reports Outreach Update Garrett asked all members to be considerate of the areas of their involvement and provide feedback no later than the next Vestry meeting. Action Item assigned to Vestry members to provide Garret with feedback on which areas they will be involved in before or during the next Vestry meeting. Rosanne discussed the delivery schedule for bags to Grace Smith House which will occur after March 24 th. Jan discussed the March 5 th Shrove Tuesday Pancake Supper and handed a list around so Vestry could fill in the blank spots on the committees already established for this event. Dave accepted an action item to have the Shrove Tuesday sign up by the end of this week.
P a g e 2 Buildings & Grounds Update Connie reported on the results of her review and suggestions for changes to the three documents governing rental of the church properties. After a brief discussion, the consensus of the Vestry was to accept the proposed changes. Dave agreed to insuring the $100 refundable deposit and the $25 key deposit will be collected in the future for space rentals. Dave accepted an Action Item to update the three documents and post them on the web site. Connie discussed the three proposals Trinity has and the need to follow up with finding a method to fund the stained-glass window repair in the church. Connie discussed the roof repair fund and her efforts to obtain three proposals for getting this done. Garrett wondered how long the roof would be good for. Connie suggested it should be done soon as the initial assessment not only showed that the roof on the vestibule was bad and had to be replaced right away, but that the church roof needed to be replaced as quickly as possible. Dave mentioned that if the roofing planks had to be removed during the replacement this will expose the health hazard of the bat guano in the attic. Connie mentioned the estimates from Craig Thomas/Orkin for that ranged from two to nine thousand dollars. Connie mentioned that the water usage items and the sink in the women s room that is out of service will be addressed by Wayne Bunker. Cost estimate of about $300 is covered by the current budget for B&G. Garrett requested that Connie provide the Vestry with a priority listing of projects to the Vestry by the March meeting. Action item assigned to Connie. Garrett suggested that the major items be aggregated to make it possible to present a special funding appeal to the congregation. Parish Life & Events Garrett initiated a discussion of items related to parish life and event items. Connie brought up the picnic and a discussion followed regarding where to have it and when. The consensus of the Vestry was to move the picnic to the late summer. Garrett and Dave accept an action item to provide a suitable date to the Vestry by the next meeting. Food Pantry Closure Jeanne Mierzwa and Julia Dotter presented a proposal to re-start Trinity s food pantry. See Attachment B. Dave accepted an action item to make the information from the food pantry binder and last year s information to Jeanne so she can pick it up Sunday. Garrett and Dave accept and action item to change the food pantry notice in this week s bulletin and e-news to let people know the food pantry will not be closing but be reconfigured for a two to three-month trial period based on the proposal Jeanne and Julia presented. Lent, Holy Week and Easter Planning Garrett discussed the service schedule that was agreed to as part of the transition to Garrett serving two churches as Priest in Charge. He noted that Steve Blanks and he would be coleading a course for Lent, which would be held after the 10 a.m. service each week during Lent. This course will be based on a book titled The Last Week. Garrett also mentioned that Lenten devotional booklets will be made available at the Shrove Tuesday Pancake Supper and on the
P a g e 3 First Sunday of Lent. Garrett confirmed that a supply priest will be at Trinity on Palm Sunday April 14 th. Garrett said he would provide liturgical support and help the priest be able to provide the same service support the parish is used to for Palm Sunday. Garrett will lead the Maundy Service at 7:00 p.m. Garrett discussed the Vestry work and decision to support the current schedule of services. He spent some time discussing the schedule for Good Friday and Mary Hendricks offer to lead two simple services at Trinity on that day. Garrett and Mary agreed that she will officiate at Trinity at 12 noon and 7 p.m. Garrett mentioned he was conflicted by this based on the Vestry work to provide the current service schedule but stated that both he and Mary would verbally support the Good Friday service at St. James. Garrett will confirm the time of this service at St. James. Dave accepted an Action Item to correct the current service schedule times for Maundy Thursday at Trinity and if needed for the Good Friday service at St. James. Jan asked how the Vestry should respond if asked about Good Friday service and Garrett expressed his wish that the Vestry respond by verbally supporting the Good Friday service at St. James, but let people know if they could not make it to St. James that services would be available at Trinity, led by Mary Hendricks. Garrett noted that there will be no Easter Vigil at Trinity or St. James. Priest in Charge Report Garrett covered three items. 1. Opportunity for confirmation has been offered and three potential candidates may consider taking advantage of this offer. 2. March 10 th will be a Holy Eucharist service at Trinity with a supply priest, since Bob Beattie will not be available that Sunday. 3. May 10 th through May 18 th Garrett will be away. Subsequently it was discovered that these dates were not correct. The accurate dates are May 3 rd through May 11 th. This correction will require a supply priest to lead worship on May 5 th. Treasurer s Reports Bryan Swarthout stated he had no concerns for Trinity s financial position based on his review of the data to date. He suggested that Garrett might consider multi year planning to support the strategic plan. Bryan also suggested the Vestry should think about purposing some of the investment funds and not just keep them as a nest egg. Terry Badura brought up the elevator capital fund and mentioned that any memorial funds for her mother should be in that fund. Dave accepted an Action Item to determine the amount of the memorial funds and insure they were appropriately displayed as restricted use in the elevator capital fund. See Page 6 11 below for this month s reports Additional New Business Dave mentioned the need to elect the new treasurer and Clerk of the Vestry. Terry Badura made a motion to elect Julia Dotter as Clerk of the Vestry. Jan Humbert seconded. There was no discussion. Vote was unanimous in favor with no abstentions. Motion carried
P a g e 4 Jan Humbert made a motion to elect Bryan Swarthout as Treasurer. Rosanne Desjardins seconded. There was no discussion. Vote was unanimous in favor with no abstentions. Motion carried Upcoming Calendar: March 5 th Shrove Tuesday March 6 th Ash Wednesday Next Meeting: March 19, 2018 Garrett led the compline in Jay Anderson s absence. Terry Badura agreed to lead the March Compline. Connie Smith made a motion to adjourn the meeting. Terry Badura seconded. Vote was unanimous in favor with no abstentions. Motion carried. Meeting was adjourned at 9:19 p.m. Attachment A is a list of new action items from this meeting. Respectfully submitted, Dave Bishop
P a g e 5 Attachment A New action Items from January Vestry meeting February Each member to be considerate of and area of service and inform Garrett of their selection before or at the next Vestry meeting Erect the Shrove Tuesday Pancake Supper sign before 2/22/19. Update the three policy documents per the suggested changes from Connie and post new policies on the website. B&G Committee to meet and update Trinity Project List with goal of consolidating major projects for major fund drive. Provide alternate late summer date for church picnic in a park to the Vestry. Change Food Pantry notice from closing to reconfiguring for 2 3 month trial. Insure memorial funds for Terry Badura s mother are properly credited as restricted for elevator fund in QuickBooks Assignee Vestry Members OPEN Dave - OPEN Dave OPEN Connie Smith, Wayne Bunker, Mike Schappert OPEN Garrett & Dave OPEN Garrett & Dave OPEN Dave OPEN Attachment B Closed action item resulting from this month s review and meeting. SEPTEMBER RESOLUTION Send strategic planning statements to Vestry Garrett Mettler CLOSED for review and feedback prior to releasing statements to the congregation. Plans to distribute draft to Vestry on Thursday, October 18 th. OCTOBER RESOLUTION Coordinate with Anne Huston to insure Dave Bishop CLOSED envelopes are given to all next year. NOVEMBER RESOLUTION Work with Jay to put and Evening Prayer Jay Anderson, Garrett Mettler CLOSED program together as a backup plan if a supply priest could not be found for the 5 PM service and confirm that Oleg could attend both the 5 PM and 9 PM service at Trinity. December RESOLUTION Rosanne to send Dave the list of needed items Rosanne and Dave CLOSED so he can post it in the bulleting and our e- news. January RESOLUTION Investigate Columbarium lighting and repair if Wayne and Dave CLOSED possible. Order drinks for the annual meeting pot luck Dave - CLOSED luncheon.
P a g e 6 Appendix A Treasurer s Report February 2019 Balance Sheet Trinity s assets on January 31, 2018: Jan 1 YTD Increase / (Decrease) Checking 44,519 32,363 (12,156) Savings 55,338 63,765 8,427 Disc. Acct. 1,918 1,918 0 Investments 536,951 568,970 32,019 Total $638,726 $667,016 $28,290 Income Statement Jan 31 YTD 1/31/18 Operating income 17,806 17,806 16,081 Operating expenses 21,418 21,659 19,901 OE Net profit (loss) (3,612) (3,853) (3,280) Non-operating income 437 437 2,367 Non-operating expenses 185 185 5 NOP Net profit (loss) 622 622 2,362 Total income 18,243 18,243 18,448 Total expenses 21,603 21,844 19,906 Total Net profit (loss) $(3,360) $(3,601) $(1,458)
P a g e 7 Trinity Episcopal Church Notes & Definitions 1. Trinity s Use Restricted Net Assets Capital Fund: To be used for funding capital improvements to Trinity property. Parish House Elevator Fund: Established to fund the installation of an elevator in the Parish House. Memorial Fund: To be used to purchase church items in memory of deceased parishioners. Columbarium Fund: Funds were used for capital improvements and major repairs to the columbarium. 2. Definition Unrestricted Net Assets: Funds that are fully expendable and have no donor-imposed constraints regarding their use or purpose. 3. June 2018 Reports and going forward: the operating accounts are those accounts with budgets in the most recently approved Budget. Non-operating accounts are those with no budgeted amounts in the approved Budget.
P a g e 8 Trinity Episcopal Church Operating Income & Expenses vs. Budget January 2019 Jan YTD Budget $ Over Budget % of Budget Ordinary Income/Expense Income 100 Income from Property Assets 100-01 Building Uses Income 0.00 0.00 3,500.00 (3,500.00) 0.0% 100-05 Rental Property 3,425.50 3,425.50 22,000.00 (18,574.50) 15.57% Total 100 Income from Property Assets 3,425.50 3,425.50 25,500.00 (22,074.50) 13.43% 103-00 Income from Banks & Investments 103-03 Interest Income 4.15 4.15 50.00 (45.85) 8.3% Total 103-00 Income from Banks & Investments 4.15 4.15 50.00 (45.85) 8.3% 105 Offerings 105-02 Pledges 14,376.60 14,376.60 140,855.55 (126,478.95) 10.21% Total 105 Offerings 14,376.60 14,376.60 140,855.55 (126,478.95) 10.21% 106 Special Offerings 106-01 Christmas 0.00 0.00 500.00 (500.00) 0.0% 106-03 Easter 0.00 0.00 1,000.00 (1,000.00) 0.0% Total 106 Special Offerings 0.00 0.00 1,500.00 (1,500.00) 0.0% Total Income 17,806.25 17,806.25 167,905.55 (150,099.30) 10.6% Expense 200 Administration 200-02 Auditing & Accounting Services 0.00 0.00 200.00 (200.00) 0.0% 200-03 Bank Expenses 0.00 0.00 120.00 (120.00) 0.0% 200-051 Vestry 0.00 0.00 500.00 (500.00) 0.0% 200-06 Copier and Folding Machine 386.58 386.58 3,980.00 (3,593.42) 9.71% 200-08 Office Supplies 200-081 Computer-Hardware & Software 0.00 0.00 550.00 (550.00) 0.0% 200-082 Paper & Misc. Office Supply 48.22 48.22 1,200.00 (1,151.78) 4.02% 200-083 Subscriptions 33.50 33.50 500.00 (466.50) 6.7% 200-084 Vestry 93.71 93.71 250.00 (156.29) 37.48% Total 200-08 Total Office Supplies 175.43 175.43 2,500.00 (2,324.57) 7.02% 200-10 Postage 15.75 15.75 400.00 (384.25) 3.94% 200-11 Printing 0.00 0.00 200.00 (200.00) 0.0% 200-12 Telephone & Internet 150.97 392.17 2,100.00 (1,707.83) 18.67% 200-18 Diocesan Convention/Conferences 0.00 0.00 300.00 (300.00) 0.0% Total 200 Administration 728.73 969.93 10,300.00 (9,330.07) 9.42% 201 Christian Education 201-01 Adult Education 0.00 0.00 500.00 (500.00) 0.0% 201-02 Church School 0.00 0.00 500.00 (500.00) 0.0% 201-09 Stewardship 0.00 0.00 650.00 (650.00) 0.0% Total 201 Christian Education 0.00 0.00 1,650.00 (1,650.00) 0.0%
P a g e 9 202 Facilities 202-02 Grounds Expenses 202-01 Building Supplies 26.14 26.14 500.00 (473.86) 5.23% 202-021 Lawn Service 400.00 400.00 3,200.00 (2,800.00) 12.5% 202-022 Snow Removal 1,250.00 1,250.00 7,500.00 (6,250.00) 16.67% 202-023 Grounds Expenses - Other 0.00 0.00 500.00 (500.00) 0.0% Total 202-02 Grounds Expenses 1,676.14 1,676.14 11,700.00 (10,023.86) 14.33% 202-04 Security System 441.00 441.00 825.00 (384.00) 53.45% 202-05 Insurance Property 1,387.98 1,387.98 6,700.00 (5,312.02) 20.72% 202-06 Property Maintenance Services 718.06 718.06 3,900.00 (3,181.94) 18.41% 202-07 Trash Removal 0.00 0.00 200.00 (200.00) 0.0% 202-10 18 Main St. 202-106 18 Main St. - Repair/Maint. 0.00 0.00 1,500.00 (1,500.00) 0.0% 202-108 Property/School Taxes 1,192.08 1,192.08 5,900.00 (4,707.92) 20.2% Total 202-10 18 Main St. 1,192.08 1,192.08 7,400.00 (6,207.92) 16.11% 202-13 Parish Hall 202-131 Parish Hall - Water 124.10 124.10 400.00 (275.90) 31.03% 202-132 Parish Hall - Electric 98.08 98.08 1,500.00 (1,401.92) 6.54% 202-133 Parish Hall - Gas 305.14 305.14 2,385.00 (2,079.86) 12.79% 202-136 Parish Hall - Repair/Maint. 0.00 0.00 1,500.00 (1,500.00) 0.0% Total 202-13 Parish Hall 527.32 527.32 5,785.00 (5,257.68) 9.12% 202-14 Church Bldg 202-142 Church Bldg - Electric 82.96 82.96 900.00 (817.04) 9.22% 202-146 Church Bldg - Repair/Maint 37.47 37.47 1,500.00 (1,462.53) 2.5% 202-148 Church Bldg - Gas 246.18 246.18 1,500.00 (1,253.82) 16.41% 202-149 Church Bldg - Roof Reserve Fund 0.00 0.00 2,920.00 (2,920.00) 0.0% Total 202-14 Church Bldg 366.61 366.61 6,820.00 (6,453.39) 5.38% 202-15 20 Main St. 202-156 20 Main St. - Repair/Maint. 0.00 0.00 1,000.00 (1,000.00) 0.0% Total 202-15 20 Main St. 0.00 0.00 1,000.00 (1,000.00) 0.0% Total 202 Facilities 6,309.19 6,309.19 44,330.00 (38,020.81) 14.23% 203 Payroll Expenses 203-05 Priest in Charge 203-051 Salary 2,491.66 2,491.66 32,455.83 (29,964.17) 7.68% 203-052 Housing Allowance 1,245.84 1,245.84 16,222.92 (14,977.08) 7.68% 203-053 Tax Reimbursement 285.92 285.92 3,723.16 (3,437.24) 7.68% 203-054 Medical Insurance 696.00 696.00 7,884.00 (7,188.00) 8.83% 203-055 Family Medical Co-Pay 0.00 0.00 4,937.28 (4,937.28) 0.0% 203-056 Dental Insurance 70.00 70.00 816.00 (746.00) 8.58% 203-057 Pension Premiums 724.22 724.22 9,430.54 (8,706.32) 7.68% 203-058 HSA Contributions 150.00 150.00 1,800.00 (1,650.00) 8.33% 203-059 Continuing Education 0.00 0.00 500.00 (500.00) 0.0% 203-45 Supply Clergy 0.00 0.00 1,800.00 (1,800.00) 0.0% 203-510 Travel Allowance 0.00 0.00 250.00 (250.00) 0.0% 203-511 PIC Discretionary Fund 0.00 0.00 1,008.00 (1,008.00) 0.0%
P a g e 10 Total 203-05 Priest in Charge 5,663.64 5,663.64 80,827.73 (75,164.09) 7.01% 203-10 Music Director 203-101 Salary 1,416.66 1,416.66 20,000.00 (18,583.34) 7.08% 203-102 FICA-Medicare 108.38 108.38 1,531.00 (1,422.62) 7.08% 203-107 NYS Unemployment 7.08 7.08 100.00 (92.92) 7.08% 203-111 Supply Organist 0.00 0.00 700.00 (700.00) 0.0% Total 203-10 Music Director 1,532.12 1,532.12 22,331.00 (20,798.88) 6.86% 203-20 Parish Administrator 203-201 Salary 1,548.76 1,548.76 18,585.00 (17,036.24) 8.33% 203-202 FICA-Medicare 118.48 118.48 1,421.75 (1,303.27) 8.33% 203-204 NYS Unemployment 7.74 7.74 92.93 (85.19) 8.33% Total 203-20 Parish Administrator 1,674.98 1,674.98 20,099.68 (18,424.70) 8.33% 203-60 Payroll Benefits 203-603 Payroll Service Fees 36.00 36.00 432.00 (396.00) 8.33% 203-604 Disability Insurance 0.00 0.00 136.00 (136.00) 0.0% 203-605 Workers Compensation Insurance 0.00 0.00 1,000.00 (1,000.00) 0.0% Total 203-60 Payroll Benefits 36.00 36.00 1,568.00 (1,532.00) 2.3% Total 203 Payroll Expenses 8,906.74 8,906.74 124,826.41 (115,919.67) 7.14% 204 Outreach 204-01 Diocesan Assessment 5,106.75 5,106.75 21,140.00 (16,033.25) 24.16% 204-06 Special Outreach Programs 0.00 0.00 4,000.00 (4,000.00) 0.0% Total 204 Outreach 5,106.75 5,106.75 25,140.00 (20,033.25) 20.31% 205 Worship 205-01 Adult Choir 0.00 0.00 300.00 (300.00) 0.0% 205-02 Altar Flowers 0.00 0.00 500.00 (500.00) 0.0% 205-03 Altar Supplies 76.70 76.70 500.00 (423.30) 15.34% 205-08 Music Expenses 290.00 290.00 300.00 (10.00) 96.67% 205-09 Music Equip. Maintenance 0.00 0.00 500.00 (500.00) 0.0% 205-11 Special Worship Programs 0.00 0.00 100.00 (100.00) 0.0% 205-14 Parish Family 0.00 0.00 500.00 (500.00) 0.0% Total 205 Worship 366.70 366.70 2,700.00 (2,333.30) 13.58% 208 Special Restricted - Other 208-06 Columbarium Expenses 0.00 0.00 500.00 (500.00) 0.0% 208-08 Website Development / Maint. 0.00 0.00 300.00 (300.00) 0.0% Total 208 Special Restricted - Other 0.00 0.00 800.00 (800.00) 0.0% Total Expense 21,418.11 21,659.31 209,746.41 (188,087.10) 10.33% Net Ordinary Income (3,611.86) (3,853.06) (41,840.86) 37,987.80 9.21%
P a g e 11 Trinity Episcopal Church Non-Operating Income and Expenses January 2019 Jan 19 Jan 19 Ordinary Income/Expense Income 105 Offerings 105-01 Plate 6.00 6.00 Total 105 Offerings 6.00 6.00 107 Special Offerings-Restricted 107-05 Rector's Disc. Fund Income 3.00 3.00 107-20 St. Pauly Shed Income 415.42 415.42 Total 107 Special Offerings-Restricted 418.42 418.42 108 Miscellaneous Non Op Income 108-02 Miscellaneous Income 12.99 12.99 Total 108 Miscellaneous Non Op Income 12.99 12.99 Total Income 437.41 437.41 Expense 205 Worship 205-07 Nursery Care Provider 90.00 90.00 Total 205 Worship 90.00 90.00 208 Special Restricted - Other 208-20 Buildings & Grounds Maint. Exp 95.00 95.00 Total 208 Special Restricted - Other 95.00 95.00 Total Expense 185.00 185.00 Net Ordinary Income 252.41 252.41 Net Income 252.41 252.41
Appendix B Proposal P a g e 12