MINUTES---BISHOP’S COMMITTEE
September 21, 2009
6 p.m.
Present: Sandy Hodges, Don Gray, Fielding Reiner, Frana Keith, Thomas Summers, Tom Peterson, Betsy Stephenson, David Greene, Marie McShane.
Absent: None
Also present: Liz Manning, Joe McShane, and Vicar Tommy Bye.
1. The meeting was called to order at 6 PM with a prayer and a devotional based on the Gospel of Matthew, Chapter 5, 23rd verse.
2. Minutes: The minutes of the August 17th 2009 meeting were approved with a correction to reflect that Fielding Reiner was not present. Motion by Thomas Sumners, second by Frana Keith, unanimous vote.
3. Treasurer’s Report: Betsy Stephenson presented the financial statements and fielded questions.
4. Junior Warden’s Report: There was discussion of the upgrades that the Bishop’s Committee had approved several months ago for the interior of the concrete block building that is now being used as the Vicar’s office. Tommy advised that he does not often use the office and did not see a real need to proceed with the upgrades at this time. As a result, it was agreed that the upgrades would be placed on hold for now.
5. Senior Warden’s Report: Liz Manning reported to the committee on the feedback received from parishioners (in the form of polling cards) on the subject of a possible expansion of the Parish Hall. Liz reported that we did receive more than 30 total responses including phone conversations, email, and one-on-one conversations. She added that we had almost 100 percent positive response for the project (really only one against proceeding with the building) and several concerns about the finances. At present, the building fund totals $247,729.27. If 90% of those funds were used for this purpose, the fund would still have $24,772 left in it for other building purposes (based on the fund’s current value). Betsy Stephenson pointed out that we might want to utilize close to $20,000 from other funds for the expansion. David Greene mentioned that building costs (labor and material) are presently at a low level but might increase in the future. Fielding mentioned using funds on hand (including cash raised for this purpose but not including “expansion” pledges) for a possible expansion in lieu of borrowing any monies. Frana suggested that we need to get an architect so that we have plans to allow us to have a better feel for design, layout, construction costs, etc. It was mentioned that the committee had previously voted to press further on this topic in an orderly manner until it was possibly decided to table the subject. Marie said we should provide our drawings to an architect and to provide the architect with a deadline for providing the committee with basic drawings. It was also stated that the architect should not proceed to prepare detailed building plans until the funding issue has been decided upon.
Motion: Made by Marie
McShane, seconded by Sandy Hodges, approved by unanimous vote: 1) Develop a
financial plan to fund the project and 2) obtain proposals from architects.
Members of the committee know of at least three architects to be considered. Frana Keith and John Stephenson were appointed to take on the project of coordinating the selection of an architect, with the architects to be interviewed by the Bishops Committee to select an architect. Tom Peterson, Jorn Budde and Sandy Hodges were appointed to develop the financial plan/fund raising plan to fund the project.
6. Church Directory Update: Sandy Hodges reported that the Communications group is working on the updated Church Directory and expects it to be completed in a few months. Also, the group has been working on a newcomer registration log to be kept in the Parish Hall to keep records of newcomers who feel comfortable in registering. The group realizes that making newcomers feel welcome is very important.
7. Piedras Negras, MX Mission Efforts: It was reported that $1,734 had been donated by donors to the mission effort and that with additional pledges the total funding level is expected to reach $1,900.
8. Bishop Reed’s Visit: Bishop Reed is to visit the church on October 18. Details of his visit are forthcoming, such as whether his schedule allows time for him to enjoy lunch with our parishioners at the Church following the 10:15 AM service.
9. Old Business: Marie McShane reminded the committee that nothing had been done on the subject of Church signs that had been discussed about a year prior. The discussions at that time centered on signage at locations leading to the Church and a sign in front of the Church. Don Gray offered to forward emails written on the topic back when previously discussed to remind everyone of the ideas and costs that were considered at that time.