APPROVED

St. Paul's Church in Brookline

Minutes of the Vestry Meeting

December 15th, 2009

Present: The Rev. Jeffrey W. Mello, Rector; Andrea Brue, Senior Warden; Steve Kelley, Junior Warden; Beverly Estes-Smargiassi, Treasurer; Ben Norton, Clerk; Liz DeSelm, Jim Margolis, Steve Morrissey, Nancy Sampson, Georgia Smith, and Ginny Willcox

The meeting opened at 7:30 p.m. with a prayer.

Agenda

The agenda was voted and approved.

Minutes

The November minutes were approved as amended.

Spiritual Reflection

Jeff led a brief discussion on the Magnificat, and Mary’s willingness to serve to God to benefit humankind. Her magnificent dedication is reflected (albeit on a much more humble scale) in our (the Vestry members and all parishioners) willingness to accept and embrace the challenges/opportunities to serve our church and the community at large.

Warden’s Report

Building/Rental Property Update

A potential renter has been located and the rental contract is expected to be signed in the near future. The Finder’s Fee will be split with the real estate agency. Carpeting has been added to the stairs of the rental unit to reduce noise transmission.

The sump pump in the rectory basement is in need of servicing or replacement. This will be addressed by the building committee. 

The renovation to the women’s bathroom is nearing completion.

It was suggested that the Building Committee be combined with the Grounds Committee as construction and renovation are in the final stages.

Clara Batchelor will design a yard plan to articulate the distinction of the yards.

The Rotary Club of Brookline contributed funds to the Brookline Emergency Food Pantry for the construction of a fence around the trash & recycle area and the purchase of a storage shed.  Jim Margolis sent them a thank you note.

Nominating Committee

Andrea, Arlene, Georgia and Nancy have contacted most of the nominees.

Treasurer’s Report

Current Income Update and 2010 Draft Budget. 

Bev presented Current Income figures and the 2010 Draft budget for review. Budgeted expenditures and pledge income were discussed. Specific line items were discussed.   Storage for the Yard Sale, Parish Retreat, and Nursery Staff will be added as line items. 

Pledge income is close to the expected goal of $145k. Sixty-one parishioners have turned in their pledge cards. Owing to the generosity of our parishioners and the stewardship of Nancy Madden, Nancy Sampson, Steve Morrissey, and Jim Margolis, the pledge goal is within reach.

Replacement dishes will be purchased from the Memorial Fund.

Rental income will be managed as endowment income, similar to a bond.

It was moved and voted that Bev and Steve Kelley be designated as acceptees of a bequest from the Sam Shaw estate ($50k) which will be received soon. It was moved and voted that 25% go to Capital Maintenance, and 75% to the General Endowment.

The possibility of relocating the Annual Picnic to the church grounds was discussed.

Lucy is taking on more Accounting responsibilities.  New software will be purchased to assist in the delegation of duties.

Beth Chapman delivered the Auction logistical information to Andrea.

Ministry Outside the Parish (MOP)

The MOP’s goal of offering assistance to under-funded organizations with low administrative costs was discussed. Kate Kelley compiled a comprehensive list of recipients who combined have received a total of $17,750 from St Paul’s in 2009. The organizations include a school in Honduras, and Asiana a school in Kabul, Afghanistan. The MOP will establish a monthly speaker series featuring representatives of potential recipient organizations. The presentations will be held after Sunday services. The MOP’s funding history and original authorization is being reviewed and will be reported by Jeff at the January Vestry Meeting.  Pat Dunbar will be contacted for the Vestry minutes from the 1980’s, when the original MOP funding levels were established.

Rector’s Report

Annual Meeting

New Beginnings and Fresh Starts is the theme of the Annual Meeting on January 24.

Sound System Update

The new sound system has been purchased and will be set up within the next two weeks.

Charles River Deanery

The Deanery, clergy and Christian Education directors from twelve Episcopal parishes in our area, meets monthly to discuss future activities, which may include vacation Bible school in June. Past events that St. Paul’s Youth Group has attended include the Walk For Hunger, making apple pies to be given out by the food pantry with the annual gift of turkeys (hosted by All Saints Parish, Brookline), and a trip to the Heifer International’s Learning Center at Overlook Farm in Rutland, MA.

Retreat Update

Proposed plans include a one-day retreat in May at Bethany House of Prayer at the Sisters of St. Ann

in Arlington, and an overnight retreat in the fall. The events will feature both spiritually contemplative, and simply fun activities, to maintain the family-friendly theme of past retreats.

Pastoral Update

Eleanor Clark was very grateful for the musical visit by parishioners.  Karol Bibbs is recovering well.

Children in Church

There seems to be a desire for a Nursery during services. Liz set up a Google Doc to facilitate the coordination of volunteers, and distributed it by email.  However, it was noted that more volunteers are needed.

The hiring of two paid nursery staff, to be assisted by one volunteer, was presented as a possible solution to the scarcity of volunteers.  Jeff said he would get this started- putting out an ad and starting the CORI process.

Methods of notifying parents whose children are having considerable difficulties during the service were addressed.  Possible solutions included the installation of an LED display board, pagers (similar to those used at Panera Bread), and text messages via cell phones.

It was suggested that the ushers tell new visitors with young children about the nursery option. Also a note could be added to the service programs.

It was moved and voted that a committee be formed to oversee and review K-12 activities.

Moveable Feast Review

The movable feast was hosted by gracious hosts at five homes and attended by seventy people, including many new members of our parish. The event included a tour of the newly renovated Rectory and rental unit.

Parish Directory

Preliminary costing of producing a directory similar to the latest version has come up with a figure of $350. The alternative of soliciting photographers from within the parish, and creating the directory with software that we now have, was introduced. The portraits would be less formal, but the savings could be considerable. The logistics and cost of printing/binding will be looked into.

Announcements

Andrea will work with Pat Dunbar regarding looking into a having a portrait or photo of George Chapman added to our collection of former Rectors.

Newcomer Breakfast invitations will be sent out for an event after the service on January 10^th.

Andrea asked how Jeff and his family are finding life in the Rectory. Jeff reported that they are grateful to be settling down, and feel comfortable there.

The meeting closed with a prayer.

Respectfully submitted by

Benjamin Norton, clerk

APPROVED

St. Paul's Church in Brookline

Minutes of the Vestry Meeting

November 17th, 2009

Present: The Rev. Jeffrey W. Mello, Rector; Andrea Brue, Senior Warden; Steve Kelley, Junior Warden; Beverly Estes-Smargiassi, Treasurer; Ben Norton, Clerk; Liz DeSelm, Elizabeth Laurencot, Steve Morrissey, Georgia Smith, Arlene Swan-Mahony, Nancy Sampson, Madeleine Taylor, and Ginny Willcox

The meeting opened at 7:30 p.m. with a prayer.

Minutes

The October minutes were approved as amended.

Spiritual Reflection

Jeff led a brief discussion focused on stories of faith and the role of Vestry members as spiritual elders of the parish. Each vestry member was encouraged to explain ways that St. Paul’s had transformed their lives.

Warden’s Report

Building/Rental Property Update

Our architect has submitted the final list of modifications/additions to the contractor. Women’s room construction will begin in early December. Jeff, Andrea, Lucy and Dixon met to finalize the details of renting the apartment in the rectory. The purchase and installation of a washer and dryer, for the rental apartment, was approved.

Nominating Committee

Andrea, Arlene, Georgia and Nancy formed a long list of candidates who will be contacted by phone.

Clinton Path Agreement Update

Andrea met with Michelle to sign the final agreement.

Safe Church Training

Attendees of the training seminar discussed the forming of a group to oversee the changes necessary to make St. Paul’s Safe Church compliant. Specific topics include articulating Mandated Reporter guidelines, CORI filing policies, and the inclusion of renters in the Safe Church protocol. The vestry asked that the working group find a Chair and report back.

Treasurer’s Report

Bev presented the year-to-date figures with explanation of MOP, Supply Clergy, and Clergy Education category shifts. Capital Expenses were reviewed, and a spread sheet summarizing the Capital Campaign was distributed.

Budget Committee

Steve K. explained that budget planning meetings are ramping up.

Rector’s Report

Installation Review

The Celebration of New Ministry went very well, and was covered by the Brookline Tab. Special thanks were offered to all who made the event such a success.

Space Use Committee

Space use policies will be revisited to establish guidelines on liability, lock-up responsibility, alcohol use and fees. Andrea and Ben volunteered to co-chair the committee.

Worship Committee

Liz volunteered to act as Vestry liaison to the group that will address liturgy, music, and ways that we can ensure that St. Paul’s a place where all parishioner’s opinions are welcome and respected.

Pastoral Update

A group of St Paul’s parishioners visited Sherrill House to sing for Eleanor Clark.

The possibility of combining the Ministry Fair and the Parish Retreat in 2010 was introduced.

The first training seminar of the Leadership Development Institute is scheduled for early December. The primary focus will be on Youth Ministry at St. Paul’s.

Moveable Feast

There has been very favorable response to the moveable feast. Five host houses and 66 attendees (many of them new parishioners) and have already singed up.

Stewardship Update

Letters with pledge cards have been mailed, announcements have been made at services, back ground information has been posted online. Spare pledge cards will be available on Sunday.

Transition Committee

The Search Committee has been asked to serve as the Transition Committee. The focus will be on the expectation of the near future, and ensuring that intent and actual impact jibe, as the meaning behind what we do is not always received.

New Business

The purchase a First Aid kit was approved. The future purchase of AD was discussed.

Andrea recounted her very positive experience volunteering in the nursery and encouraged all present to sign up.

It was suggested that the Messiah sing be promoted more fervently.

The replacement of the bulletin board was discussed. The discussion led to the possible display of former rectors’ photographs or portraits. Pat Dunbar will be contacted regarding the existence of such a collection.

Furniture for the church school and Great Hall has been ordered.

Voted by Email

A motion was made that St. Paul's Episcopal church accept a gift to St. Paul's from the Rev. Jeff Mello and family of a Sargent Crabapple tree to be planted outside the Aspinwall side of the chapel.  The selection, location and planting of the tree are to be coordinated by Clara Batchelor. Voted and approved by email on 10/25/09.

A motion was made that St. Paul's Episcopal Church accept a gift to St. Paul's from new parishioner Dick Downes of a stole and chasuble to match the altar frontal. Voted and approved by email on 10/25/09.

The meeting closed with a prayer.

Respectfully submitted by

Benjamin Norton, clerk

APPROVED

St. Paul's Church in Brookline

Minutes of the Vestry Meeting

October 20th, 2009

Steve Morrissey (acting clerk), Georgia Smith, Arlene Swan-Mahony, Nancy Sampson, Madeleine Taylor, and Ginny Willcox

The meeting opened with a prayer.

Approval of Agenda

The agenda was approved.                                                                       

Minutes

The September minutes were approved as amended.

Spiritual Reflection

Jeff described (with props) the three-legged stool of scripture, reason, and tradition, lit a vestry candle, read from Paul’s letter to the Thessalonians, and discussed the concept of unceasing prayer.

Warden’s Report

The furniture order for the parish house, which is ready to be placed, was discussed. It totals approximately $7000, as budgeted. A parallel order for church school furniture (totaling between $1000 and $2000, as budgeted) is also under way.

Steve reported on a successful diocesan meeting of churches with new or interim rectors that he and Jeff attended.

Rector’s Report

Building update: Construction is now concentrating on the rectory and the rental unit, after which final work will be completed in the parish house. We discussed when we will be ready to rent out the new unit and parking spaces.

CREDO report:

Jeff described the program in which he and two dozen other clergy participated earlier this month and his work on a spiritual, financial, vocational, and medical plan.

Sound system:

A recording and amplification system is scheduled to be installed in the sanctuary this week.

Vestry calendar:

Jeff distributed a vestry calendar and described the December 20 Advent Processional, a service of lessons and carols. The Christmas pageant and dress rehearsal, the greening of the church, and the annual meeting were added to the calendar.

Children in community at St. Paul’s:

Jeff underlined the importance of allowing the whole church community to be together. He suggested that in making policy decisions, we look first for a guiding principle and then apply it, determining at the outset what we want to achieve so that we’ll know what to measure our ideas against. He described a brochure he has written with tips for parents and children and asked how we can make children full participants while teaching them that church is a different space. The vestry discussed the new children’s area in the sanctuary and whether those sitting nearby had trouble hearing the service (a problem the new sound system may solve), as well as how child care should be staffed and whether it can be brought back into the church budget. There was a general desire to maintain options for parents and children, letting them choose to be in the sanctuary throughout the service, in child care throughout, or a mix of both. Jeff will set up a nursery steering committee to consider the issue further.

Safe Church Training

A training session will be held at the church on Saturday, October 24, from 8:30 a.m. to 3:30 p.m.

Celebration of a New Ministry

Jeff will be installed as our new rector on Wednesday, October 28, at 7:00 p.m.

Moveable Feast

The annual moveable feast is scheduled for Saturday, November 21, with dessert at the rectory. Sign up will start on November 1, and Georgia is looking for dinner hosts.

Electronic Pledge Payment

Discussion was tabled, although it was noted that the stewardship committee recommends that electronic payment not be used for pledges.

Stewardship Update

Ingathering Sunday is November 22. Activities during services and at adult education will focus on stewardship on the 8^th, the 15^th, and the 22^nd. On the 8^th this will include the blessing of our renovated buildings. The stewardship committee plans to mail a letter to the parish on November 2 and pledge cards on November 16. (The blessing was moved to a later date.)

New Business

Arlene passed out shepherds’ lists. We were asked to think about suggestions for the nominating committee, the development of the 2010 budget, and a possible parish retreat.

The meeting closed with a prayer.

Respectfully submitted,

Steve Morrissey

Acting Clerk