Vestry Minutes

Vestry Minutes (12)

                                    Episcopal Church of Transfiguration, Mesa, AZ

                                       Vestry Meeting Minutes,   October 12, 2021                                     

  1. Call to Order

The meeting was called to order by Senior Warden Lynn Graff. A quorum was present. The meeting was held at the parish hall.

  1. Roll Call. The following Vestry members were in attendance in person: Heidi Kinney, Barbara Press, Bill Paleck, Peg Wier, Catherine Schuyler, and Ellen Jackelen. Jo Laslo appeared via Zoom. Also present in person were Lynn Graff, Senior Warden, and Diane Klock, Clerk.
  • It was moved, seconded and passed that the September minutes be approved, as corrected.
  1. Financial Report.
  2. Treasurer’s Report for September 2021 was included in the meeting packet. Bill Paleck presented the Report to the Vestry.
  3. Bill stated that the Report looks different than usual because it is a complete Treasurer’s Report that includes all categories of income and expenditures. Bill stated that August income was ahead of budget by $19,000 and September income is ahead of budget by $14,000. September income was down $5,993.00, but expenses were $4,500 less than budget in September.
  4. In response to a question from Heidi, Bill explained that the expense for Rector health insurance for August was billed and paid in September. In response to questions from Catherine, Bill explained the stained glass window income listed and the Visitor income listed. Bill also explained the listings for pledged and non-pledged income and the cleaning service expense. Pat and Pam Mack provide cleaning for the entire church complex, at a much reduced price.
  5. The Balance Sheet for September 2021 was included in the meeting packet.
  6. Bill stated that the balance in the checking account has increased.
  7. There is $2000 set aside to pay Paul Lee, our interim music director. He is establishing an LLC and will be billing us when that is set up.
  8. It was moved, seconded and passed to approve the Financial Report, subject to audit.
  9. The Presentation Budget Report was included with the Financial Report and discussed. A completed Budget for 2022 will need Vestry approval and will go to the Congregation at the annual meeting for approval. Bill stated that we need to get income figures from the Stewardship drive prior to completing the budget. Bill stated that the church could suffer a loss of income during this period of transition.
  10. Heidi Kinney discussed the Stewardship process for this year. A letter has already been provided to the Congregation. A proposed second letter was included in the packet for Vestry review. Heidi stated that the letter talks about a possible drop of $30,000 in income. This is projected because people have moved and died and some Canadians are not coming back. Suggestions for improvements to the letter were discussed.
  11. Heidi stated that a third letter, regarding the talent piece of Stewardship, will hopefully come from the Interim Rector. Then, pledge cards will be provided.
  12. Heidi stated that Steven Carroll will be the supply priest next Sunday. He uses a walker, so adjustments will be needed.
  13. A written Outreach Report was included in the packet. Peg Wier stated that Bill Robinson is a marvel. He prepared a report on the Chile farm for presiding Bishop Curry’s visit. Bill’s report was included in the Vestry packet and will be included in the Stewardship letter. Peg also suggested that it be used in the church’s mission statement for the Rector search. Peg stated that soup is continuing to be made for anyone who needs it.
  • Jo Laslo will be the music liaison. She stated that Paul Lee will work for us until Epiphany. He would like a choir person on Vestry. Jo listed members of the Congregation she has talked to about being on a Music Committee. Bill Paleck stated that he would be on the Music Committee. Jo stated that she has found a possible pipe organ for the church. Lynn stated that she needs Vestry approval to continue Paul’s role as interim music director until Epiphany. Jo made a motion to keep Paul on and pay him through the Music Fund. The motion was seconded and approved. Jo stated that Paul would like a riser to have the choir in the front of the church. He would also like a budget. Following a discussion, it was decided that Jo will work with him and the Music Committee. There was a discussion regarding the need to print the music in the bulletin, which required paying for music rights. Lynn stated that the annual amount for music rights was very reasonable and having the music in the bulletin makes it easier for people to find the music and follow it.
  • People’s (Junior) Warden Report
  1. Pat Mack was not present so Lynn Graff presented the report. Lynn stated that the sign has not been installed yet. Pat will be using a metal post and bolt the sign to the post.
  2. Lynn stated that the church has paid $2,000 for landscaping. An arborist had to be hired to remove a Palo Verde tree and do work on an Ironwood tree, which is a state protected tree. They did a great job. The money came out of the Improvement Fund.
  3. Lynn stated that Rev. Anne Ellsworth said that the church looks well cared for during her visit regarding the Interim Rector position. Barbara Press noted that Pastor Anne also stated that the church grounds showed love and commitment. Lynn agreed that Pat does a good job with maintenance and upkeep. Walt also comes every Monday to help.
  4. Rector’s (Senior) Warden Report: Lynn Graff
  5. A family is working with the live streaming. It might be a good idea to have someone else trained.
  6. Lynn discussed the status of the process of hiring Pastor Anne as Interim Rector. She said that it was being handled by Canon Anita, who is very busy because there are currently 17 churches in the Diocese going through a transition. Lynn stated that she would be contacting Canon Anita and her assistant to check on progress.
  7. Lynn included her notes from the Zoom meeting with Canon Anita in the Vestry packet. She also discussed the availability of samples of mission statements and parish profiles. Lynn stated that she wants simple, basic questions to be used in preparing the parish profile. Catherine stated that it should be simple, down to earth, short, sweet and to the point. Peg stated that Joan had put together a history of the church that might help. The mission statement and parish profile may be something that can be done by the search committee. The Vestry discussed names of parishioners who may be good members of the search committee.
  8. Lynn briefly discussed Presiding Bishop Michael Curry’s upcoming visit to the Crazy Chile Farm. She stated that Bishop Curry’s speeches at the Diocesan Convention will be available on YouTube.
  9. Daughters of the King. A written report by Dana Wittman, President, was included in the packet. The report stated that Janet Zuber’s family was very appreciative of their work in hosting the reception following the memorial service.
  10. A written report by Jo Laslo, ECW President, was included in the packet. ECW’s monthly meetings are now held at 9:00 a.m. on the first Saturday of the month. The rummage sale will be held November 19th and 20th. Set up begins on November 15.
  • Crazy Chile Farm Update. A written report from the Crazy Chile Farm, A Million Meals for our Neighbors, Council for Native American Ministries, and Council for Creation Care was submitted by Bill Robinson and included in the packet. In his report, Bill stated that he has been asked to serve as liaison between the Council for Native American Ministries and the Council for Creation Care, one of only 3 laypeople in the latter. Bill stated that churches are encouraged to promote Resolution 2019-1-2 regarding recognition of indigenous people. He stated that Resolution 2021-2, which promotes practical water saving practices for parishes, was passed at the Diocesan Convention. Bill also discussed Presiding Bishop Curry’s upcoming tour of the Farm.
  • Social Media Report. A Report was submitted by Dea Podhajsky and included in the packet. Dea again noted that Social Media is a vital ministry of the parish and is an important part pf our church. She stated that there should be consideration of Social Media when looking for a new Rector. Barbara Press noticed that Gary Quamme was still listed in the report as someone authorized to post on YouTube. This should be corrected.
  • Vestry during Transition. Bill Paleck brought up the possibility of Vestry members staying on after their term expired during the transition. Names of possible Vestry members to fill the current vacancy and any other vacancies was also discussed.
  1. Scam emails. Jo reported that she received a scam email purported to be from Fr. Bob and Jan. Lynn stated that she would put something in the bulletin to remind parishioners that Fr. Bob and Jan cannot contact them, so to ignore anything that looks like it is from them.
  • Ellen Jackelen is the Vestry contact person for the month.
  • The meeting was adjourned.

 

Next meeting November 9, 2021 at 6:00 p.m.

 

 

 

 

 

                                    Episcopal Church of Transfiguration, Mesa, AZ

                                       Vestry Meeting Minutes,   September 14, 2021                                     

  1. Call to Order

The meeting was called to order by Senior Warden Lynn Graff. A quorum was present. The meeting was held at the parish hall.

  1. Roll Call. The following Vestry members were in attendance in person. Heidi Kinney, Barbara Press, Bill Paleck, Peg Wier, Catherine Schuyler, Jo Laslo and Ellen Jackelen. Also present in person were Lynn Graff, Senior Warden, Pat Mack, Junior Warden, and Diane Klock, Clerk.
  • Rector Transition. Anita Braden, Canon to the Ordinary and Chief of Staff of the

Diocese, attended the meeting via zoom. She provided detailed information about the transition process and ways that she can help with the process. She stated that discovery must be conducted, which will include a survey of the congregation, so that we can match the core values of the clergy with the core values of the parish. She also provided contact information and answered questions from Vestry members about the process.

  1. It was moved, seconded and passed that the August minutes be approved, as corrected.
  2. Policy Manual and Employee Handbook. Peg Wier requested approval of the Policy Manual and Employee Handbook that she and Fr. Bob prepared. Bill Paleck requested two amendments to the documents. First, he asked that the word Vestry be consistently capitalized or not capitalized throughout the documents. Second, he asked that references to the Diocese document be taken out. It was moved, seconded and passed that the Policy Manual and Employee Handbook were approved, as amended to comply with Bill’s requests. The two documents will need to be signed by the Clerk of the Vestry.
  3. Financial Report.
  4. Treasurer’s Report for August 2021 was included in the meeting packet. Bill Paleck presented the Report to the Vestry.
  5. Bill stated that the Financial Report shows that the church is ahead on income for the month of August. Bill said that it may be that some members have paid their remaining pledge amounts in full. He also proposed two new expense items, New Rector Expense and Interim Expense. A document was included in the meeting packet which provided definitions for the two new expense items, designated as 5.507.00 New Rector Expense and 5.508.00 Interim Expense.
  6. Bill stated that the $22,995 monthly expense for Fr. Bob is now not being spent since Fr. Bob left September 1. Bill proposed allotting this amount as follows: $4200 for Supply Priests, $18,295 for Interim Expense, and $500 for New Rector Expense, which will cover the cost for a Digital Ad. It was moved, seconded and passed that these expenses will be added to the Treasurer’s Report. Lynn stated that a benefactor will be donating $5000 toward the New Rector Expense.
  7. Balance Sheet
  8. Bill recommended that the Social Media Fund included in the Balance Sheet be removed and included in the Social Media Expense under Operating Expenses. It was moved, seconded and passed that the Social Media Fund will be removed from the Balance Sheet.
  9. Bill stated that the church’s checking account balance is up by $9,000 and the investment accounts are up.
  10. Bill also noted that the donations from the Diocesan Outreach Balance were mistakenly taken out of the ECW Balance. That has been corrected.
  11. Bill suggested that the Improvement Fund Balance and the Capital Imp. 2019 Balance be combined and named Improvement Fund Balance. It was moved, seconded and passed that the two funds will be combined as the Improvement Fund Balance.
  12. Bill stated that the new sign has been finished at a cost of $1,489.18. It will be installed.
  13. Lynn stated that Paul Lee has been providing music on Sunday at a cost of $500 a week. Lynn asked for approval to take this amount from the Music Fund Balance for six weeks. Bill moved that the church use the Music Fund to defray the costs of the interim music director. The motion was seconded and passed. Jo agreed to work on the effort to find a new music director. Peg Wier stated that she would like for the church to sing the Lord’s Prayer. Using more contemporary music was also discussed.
  14. Lynn pointed out that the meeting packet includes a Presentation Budget Report for 2022. A budget for 2022 will need to be completed before the annual meeting in January 2022. The need for 1099 forms for Supply Priests was discussed.
  15. It was moved, seconded and passed to approve the Financial Report, subject to audit.
  • Daughters of the King Report. A Report from Dana Wittmann, President, was included in the packet.
  • ECW Report.
  1. A written report from Jo Laslo was included in the packet.
  2. Jo corrected two typos in the report. The Fashion Show luncheon is scheduled for 3/12/2022. A donation of $400.00 was made to the Episcopal Relief Fund to benefit Haiti and the victims of the quake and subsequent storm.
  3. Social Media Report. A Report was submitted by Dea Podhajsky and included in the packet. Dea stated that between 750 and 1,000 people a month interact with our church on Social Media. Dea stated that Social Media is a vital ministry of this parish. She asked that people contact her if they have an interest or expertise in this field.
  4. Crazy Chile Farm Update. A written report from the Chile Farm and A Million Meals for our Neighbors was submitted by Bill Robinson and included in the packet. Lynn pointed out that the report stated that the Million Meals program made a donation of $6,093 to the United Food Bank that covered the outstanding balances of 46 of their agencies all over eastern Arizona. That allows the agencies to use their resources to help people in need. Lynn stated that the church has received thank you letters because of the donation which are available for viewing in the parish hall.
  5. People’s (Junior) Warden Report
  6. Pat Mack had to leave the meeting so Lynn provided his report. She stated that Pat wanted to thank Walter and Don Strachota for their hard work.
  7. Pat will be spraying for bugs and spraying for weeds.
  8. Pat will be using a metal post to install the new sign.
  • Rector’s (Senior) Warden Report: Lynn Graff
  1. Lynn stated that she has been doing the live streaming.
  2. Compline is continuing with 10-15 people participating every night.
  3. Lynn may start holding the Wednesday morning Bible study, which had been suspended due to Covid-19. Lynn may be the facilitator. This could also be something the Interim Rector could do.
  4. Heidi has agreed to take the lead on Stewardship.
  • Mask requirement in church. Lynn said that she has reworded the bulletin language regarding mask guidelines. Masks are still required for unvaccinated people.
  • Diocesan Anti-Racism Training. Lynn stated that many of the Vestry members have signed up for the training. All members of the Vestry need to do the training.
  1. Review of Vestry Plans from Planning Meeting. Lynn stated that the church just needs to go with the flow during this transition time. Bill suggested phone calls to talk to people about the music director, the new rector survey and stewardship. Catherine suggested that we hand out surveys to parishioners to be returned. Lynn stated that we will need to contact people in a variety of ways. Jo stated that we could check with people about whether they would like the survey mailed to them or would like to pick it up at church. A suggestion was made that we could have a drop box for people to return their surveys. Pat suggested that the drop box could be left and used as a suggestion box. Lynn noted that communication will be important.
  • PayPal Account. The church’s PayPal account was set up by Jan and can no longer be used. The PayPal account will be torn down and the people who were using it have agreed to switch to the church’s Zell account. Zell does not charge a fee.
  • Included in packet.
  • Jo Laslo is the Vestry contact person for the month.
  • The meeting was adjourned.

 

Next meeting October 12, 2021 at 6:00 p.m. Vestry meetings will be held at 6:00 p.m.

 

 

 

 

 

August Vestry Minutees

                                Episcopal Church of Transfiguration, Mesa, AZ

                                      Vestry Meeting Minutes,   August 10, 2021                                     

  1. Call to Order

The meeting was called to order by Fr. Bob Saik. A quorum was present. The meeting was held at the parish hall with some members appearing via zoom.

  1. Roll Call. The following Vestry members were in attendance: Heidi Kinney, Barbara Press, Bill Paleck, Peg Wier, Caryll Prokosch, and Catherine Schuyler were present in person; Jo Laslo was present via zoom. Bob Saik, Rector, and Lynn Graff, Senior Warden, were also present in person. Pat Mack, Junior Warden, and Diane Klock, Clerk, appeared via zoom.
  • It was moved, seconded and passed that the June minutes were approved, as amended. It was also moved, seconded and passed that the July minutes were approved, as corrected to change the incorrect spelling of Anita Brayden’s name.
  1. Financial Report.
  2. Treasurer’s Report for July 2021 was included in the meeting packet.
  3. Bob stated that church income for the month of July was $20,172.61, which included $5,090 from ECW. July expenses were $16,732.77. So income exceeded expenses, which is good news.
  4. Bob stated that the year-to-date figures are still negative, but that’s ok. Income is always down some in the summer.
  5. Bob stated that a supply priest will cost $350 each Sunday, for about $1,400 per month. But the church will not be making the monthly Rector payments of $7,665.59 after he leaves in September.
  6. Expenses for an Interim Rector will be determined by contract.
  7. The finance committee will need to add new line items to the expense report for an Interim Rector and the Search process.
  8. Expenses in September will be significantly less, which will be reflected in the October report.
  9. Jo will look into the potential need for 1099 forms for supply priests.
  10. Balance Sheet
  11. Bob stated that the checking account balance is $40,450.49, which is sufficient.
  12. Bob stated that the Diocese creation care person, Pam Hyde, is encouraging solar power. This can be done by obtaining a capital lease which is paid off in 25 years. Fr. Bob stated that he would instead recommend borrowing or taking the money from investment accounts.
  13. Bob stated that the Vestry needs to decide what to do with the money in the Diocesan Outreach Fund. There is $1,400 in the account to spend.
  14. It was moved, seconded and passed to approve the Financial Report, subject to audit. It was also moved, seconded and passed that the Finance Committee has authorization the add line items for Interim and Search to the budget and to transfer budget amounts to cover those expenses.
  15. ECW Report. The report was prepared by Jo Laslo and included in the packet.
    1. Jo Laslo stated that they have been collecting water bottles for Brinton Elementary School.
    2. ECW’s next meeting will be held September 11, 2021.
    3. It was moved, seconded and passed that up to $200 will be donated from the Diocesan Outreach Fund for reusable water bottles for Brinton Elementary School. Jo will look into proceeding with this expenditure.
  16. Daughters of the King Report.
  17. Lynn Graff reported that Dana Whitman is the new president of the Daughters of the King.
  18. They are continuing to hold monthly meetings.
  • Social Media Report.
  1. There is no written social media report this month.
  2. Bob stated that we need to find additional help for Dea Podhajsky. We should also consider payment for Dea’s daughter for the work she does on the church’s social media.
  • Crazy Chile Farm Update. The report was prepared by Bill Robinson and included in the packet.
  1. Junior Warden Report
  2. Pat Mack stated that he has found a place that can do the new sign.
  3. The new sign will be significantly bigger, will have a crown at the top which makes it easier to hang and will have reflective coloring which will make it more visible, especially at night.
  4. The sign will have the same layout. In response to a suggestion, Pat said the new sign could include the church’s website. The sign will include the same information on both sides.
  5. The hardware for the sign is gone, so a sturdy post will be needed.
  6. Pat stated that we will need to pay 60% down to order the new sign.
  7. It was moved, seconded and passed that $2,000 out of the capital improvement fund will be used for the new sign and installation of the sign.
  8. Pat agreed to look into authorization for placing the sign at Broadway and Mountain, where the old sign was located.
  9. Pat stated that the stanchion work still needs to be done where the stanchions on the back of the house came loose from the roof. Don Strochota has suggested connecting them with steel.
  10. It was moved, seconded and passed that the expenditure to repair the stanchions is approved and will be taken from the capital improvement fund.

 

  1. Senior Warden Report:
  2. Lynn Graff reported that Gary Quamme has decided to leave September 1. The church will be using supply people until we can find a new music person. Lynn will be sending an ad to the Arizona organ guild. Gary will play for the Janet Zuber memorial.
  3. Lynn stated that the six weeks following Fr. Bob’s departure are covered with supply priests.
  4. Anita Brayden from the Diocese will be attending the September 14 Vestry meeting via zoom at 6:00 p.m. to discuss the search process.
  5. Lynn stated that her role is to keep the Congregation informed. She will report to the Congregation after Vestry meetings. Peg Wier noted that we should focus on keeping people from falling away from church. We need to keep people informed and help people feel like they’re part of the process. It was suggested that information could be provided in the Bulletin and the church’s web page. It was also suggested that the church could give a visitor’s gift to new people attending services.
  6. Lynn stated that she would like the Wednesday morning Bible study to meet in person in September.
  7. Lynn noted that Gary Quamme has been using his own I-pad to live stream the church’s online services. The church will need to purchase an I-pad to use for online services.
  8. It was moved, seconded and passed that the church will use $500 from the Improvement Fund to purchase an I-pad to replace Gary’s which will no longer be available.
  9. The Vestry expressed appreciation for all that Lynn has done.
  10. Open Items.
  11. Bob stated there has been a suggestion that we have more contemporary music.
  12. Bob reported that he has been in contact with Sheila Atkinson, an insurance person. Fr. Bob will be getting quotes on various levels of umbrella coverage and cyber liability coverage. He will also be looking into the replacement cost of buildings and the issue of coverage for independent contractors and people working at the Chile Farm.
  13. After discussion of various options, it was moved, seconded and passed that the $1,400 in the Diocesan Outreach Fune will be used as follows: $200 to provide reusable water bottles for Brinton Elementary School (previously approved); $400 to CAAFA, Community Alliance Against Family Abuse; $400 to Project Help in Apache Junction which supports students in Apache Junction Schools; and $400 to Hope Women’s Center.
  14. After discussion, the Vestry decided to stay with the decision made last month regarding the mask requirement in church.
  15. Racial Reconciliation
    1. Bob stated that Peg Wier and Jo Laslo have signed up for the Diocesan Anti-Racism Training. The information about signing up for this training, including links to the website to sign up, was included in Fr. Bob’s July 14 email.
    2. Bob discussed the Sacred Ground program. He stated that the Bible study group that has completed the program felt it was an outstanding program. They will have one more meeting to decide how to go forward. Fr. Bob will be discussing the program with other clergy. He stated that Helen Hunter, a pastor at an A.M.E. church, and her husband Marty were very valuable participants in the program.
  16. The church’s annual meeting will be in January.
  17. Lynn and Jan will be meeting in October to discuss the upcoming pledge drive.
  18. The POWWOW program is still being considered.
  • Included in packet.
  • Heidi Kinney is the Vestry contact person for the month.
  • The meeting was adjourned.

 

Next meeting September 14, 2021

 

 

 

 

 

July Vestry Minutes

                                Episcopal Church of Transfiguration, Mesa, AZ

                                       Vestry Meeting Minutes,   July 13, 2021                                     

  1. Call to Order

The meeting was called to order by Fr. Bob Saik. A quorum was present. The meeting was held at the parish hall with some members appearing via zoom.

  1. Roll Call. The following vestry members were in attendance. Heidi Kinney, Barbara Press, Bill Paleck, Peg Wier, and Catherine Schuyler were present in person; Jo Laslo and Ellen Jackelin were present via zoom. Bob Saik, Rector, was also present in person. Lynn Graff, Senior Warden, Pat Mack, Junior Warden, and Diane Klock, Clerk, appeared via zoom.
  • Rector Transition. Chris Whitehead attended the meeting in person and spoke about his experience in leading the Rector Transition process. He also answered questions from Vestry members about the process.
  1. It was moved, seconded and passed that the June minutes be approved, as amended.
  2. Financial Report.
  3. Treasurer’s Report for June 2021 was included in the meeting packet.
  4. Bob stated that church income for the month of June was down dramatically. The church spent $11,000 more than was taken in. Year to date income was $97,395.20 and expenditures were $102,170.38. Fr. Bob highlighted two expenditures in June, $1,727.67 for fire protection and $1,640.25 for property insurance. These are annual expenses, not monthly expenses.
  5. Balance Sheet
  6. Bob stated that the checking account balance has been reduced to $41,751.85. This is still a good number.
  7. Bob also discussed the Improvement Fund and the Capital Improvement Fund from 2019. He said that there were ten things on the list of improvements to do and only two have not been done. The two remaining are: (1) air conditioners for the church, which are not needed yet; and (2) signage to replace a sign that blew away.
  8. Bob stated that the Vestry needs to decide what to do with the money in the Diocesan Outreach Fund.
  9. It was moved, seconded and passed to approve the Financial Report, subject to audit.
  10. Outreach Report. An outreach report was prepared by Peg Wier and included in the packet.
  • Daughters of the King Report.
  1. Minutes from the Daughters of the King meeting on July 8, 2021, were submitted by Jan Saik and included in the packet.
  2. Lynn Graff stated that the Daughters of the King will be helping with the Janet Zuber celebration.
  • ECW Report.
  1. There is no written report because ECW did not meet.
  2. Jo Laslo reported regarding recent donations made by ECW. She also stated that ECW will move $5,000 from the ECW account to the church account. She stated they are moving ahead with the fashion show.
  3. Social Media Report. (Submitted by Dea Podhajsky and included in packet)
  4. In her comprehensive report, Dea compared the numbers on the church’s various social media accounts from July 2020 to July 2021. All of the accounts showed significant increases over the last year. Dea also stated that the church holds Evening Prayers, Morning Prayers, Book Group and Daughters of the King on Zoom.
  5. Dea stated that the church’s social media accounts reach about 500 people each month.
  6. Crazy Chili Farm Update. There was no official report from the Chili Garden.
  7. Junior Warden Report
  8. Pat Mack stated that he can put the old sign up until the one that blew away can be replaced.
  9. Pat also stated that he needs to unplug the sink and the stanchion work still needs to be done.
  10. Pat said that Walter is still a big help.
  11. The door replaced in the garage is holding up well.
  • Senior Warden Report: Lynn Graff
  1. Lynn stated that she has received a list of supply priests from the Diocese. Philip Stowell in on the list.
  2. Anita Broder from the Diocese will meet with the Vestry in September. Lynn is working on scheduling a meeting with her for September 14, 15 or 16. A suggestion was made that we ask her to come to the September 14 Vestry meeting. Lynn will look into that possibility.
  3. Lynn said that we will need volunteers for tasks after Fr. Bob leaves. For example, it will be good to have volunteers spend time in the office so Linda is not alone.
  4. Lynn will be back by August 7.
  • Rector’s Report.
  1. Bob stated that Gary Quamme will be attending online training provided by the Royal Church School of Music. Fr. Bob asked that the cost of the training be taken out of the organ fund. It was moved, seconded and passed that this expenditure be approved.
  2. Bob thanked the Vestry for allowing him time off in California and Colorado. He will be here now until September 1. August 29 will be his last Sunday.
  • Open Items.
  1. Audio Visual Equipment. Fr. Bob stated that the proposal for audio visual equipment from Audio Visual Experts provided to the Vestry last month would be an improvement but it is a lot of money. Fr. Bob thinks we should wait for the new Rector before making a decision.
  2. Bob stated that money was given by the Dick Bogart family for stained glass windows. The woman who will be doing the windows is ready to do the work.
    1. Bob strongly encouraged that Vestry to do away with the mask requirement. The Bishop has stated that: (1) people not vaccinated should wear masks; and (2) there is no longer a distance requirement. Fr. Bob stated that people have complained about masks.
    2. Catherine Schuyler made a motion to no longer require masks in church except that people who are not vaccinated should continue to wear masks. Heidi Kinney seconded the motion. A discussion followed. Bill Paleck stated that he would like to maintain a section for people who want to wear masks and maintain social distancing. Pat Mack stated that he would like the cushions returned to the pews. The motion was amended to state that the church will ask anyone who is not vaccinated to wear a mask. For all others, masks are recommended but not required. The hymnals and prayer books will be returned to the pews and the cushions will soon be placed in the pews. Two rows in the front of the church will be marked off where people are asked to make sure they practice social distancing.
    3. The motion, as amended, was passed by roll call vote.
  3. Transfiguration Policies and Employee Handbook.
    1. Proposed written policies were provided to Vestry members prior to the meeting.
    2. Peg Wier discussed the policy work that she and Fr. Bob have been doing. There will be a section of general policies which will be in a book. The clerk will need to sign off, just say they’ve been approved. The church has never had written policies that have been approved by the Vestry. They can be changed in the future.
    3. The proposed policies will be discussed at a future meeting. An actual employee handbook will also be presented later.
    4. Catherine Schuyler stated that she was wondering whether the Vestry should have a special meeting focusing on the policies. Fr. Bob will try to schedule a meeting.
  4. Racial Reconciliation.
    1. Bob stated that Sedona is starting the program.
    2. Bob stated that the church should go ahead and do it. He will email dates for Zoom-like sessions.
  5. Diocesan Outreach money. How to use this money should be decided in August.
  6. Included in packet.
  • The meeting was adjourned.

 

Next meeting August 10, 2021

 

 

 

 

 

                                Episcopal Church of Transfiguration, Mesa, AZ

                                       Vestry Meeting Minutes,   June 8, 2021                                     

  1. Call to Order

The meeting was called to order by Fr. Bob Saik. A quorum was present. The meeting was held at the parish hall with some members appearing via zoom.

  1. Roll Call. The following vestry members were in attendance. Barbara Press, Bill Paleck, Peg Wier, Caryll Prokosch and Catherine Schuyler were present in person, Jo Laslo and Ellen Jackelin were present via zoom. Also present in person were Bob Saik, Rector, and Diane Klock, Clerk. Lynn Graff, Senior Warden, appeared via zoom.
  • It was moved, seconded and passed that the May minutes be approved, as corrected. It was also moved, seconded and passed that the minutes of the special meeting held on May 17, 2021 be approved.
  1. Financial Report.
  2. Treasurer’s Report for May 2021 was included in the meeting packet.
  3. Bob pointed out that the Report shows that church income is exceeding expenses by $2,558.63 for May and by $6,294.34 year to date.
  4. In response to a question by Catherine Schuyler regarding water, Fr. Bob stated that the water bill has been less than budgeted. The chili garden has a new irrigation system which is using less water.
  5. Balance Sheet
  6. Bob stated that there is an increased amount in the checking account.
  7. Bob also pointed out that the balance sheet reflects a chili garden expense for fencing.
  8. It was moved, seconded and passed to approve the Financial Report, subject to audit.
  9. Daughters of the King Report. (Submitted by Linda Soper and included in packet.)
  10. Lynn Graff stated that the Daughters of the King are continuing to meet via zoom.
  11. They will continue to meet.
  12. ECW Report (Submitted by Jo Laslo and included in packet.)
  13. Jo Laslo reported that they met physically and virtually on June 5 and discussed the use of the money in their account.
  14. The Report reflects money to be donated. They also have $5000 available for the church.
  15. The Fashion Show luncheon will be held March 12, 2022.
  16. ECW’s next meeting will be September 11, 2021.
  • Social Media Report. (Submitted by Dea Podhajsky and included in packet)
  1. Bob stated that the Report shows a slight increase in YouTube, Twitter and Web Page usage.
  2. Dea is asking for help with Instagram.
  3. A discussion was held about a bluish tinge on the video service. Fr. Bob reported that Gary Quamme is working on it. It may be a problem with the camera.
  • Crazy Chili Farm Update (Submitted by Bill Robinson and included in packet.)
  1. Junior Warden Report
  2. Bob stated that Pat Mack was unable to attend the meeting but sent him a text with the information for a report.
  3. Bob stated that thanks are in order for Walter, who is wonderful. He sprayed for bugs inside and out, replaced bait traps inside and out, sprayed the ground for weeds, and got water turned on all around the building. He put two new water spigots on. He also worked on the curtains in the parish hall building so they are now attached more firmly.
  4. Bob reported that the human door in the garage has been replaced. It will be an expense item on next month’s expense report. The work was done by Andrew, who was recommended by Catherine Schuyler.
  5. Bob stated that Pat completed monthly maintenance at the church.
  6. The air conditioners were checked last month and checked out okay. The air conditioners in the church are getting old but there is no need to replace them until one goes out.
  7. The stanchion work still needs to be done but Pat has had trouble finding someone to do the work.
  8. Senior Warden Report: Lynn Graff
  9. Lynn stated that she had a great trip.
  10. She is now out of the hills and mountains and should be able to stay in touch.
  11. Rector’s Report.
  12. Bob stated that his vacation schedule has changed slightly. He will be on vacation June 17 through June 26, and July 1 through July 6. Philip Stowell will fill in.
  13. Gary Quamme will be gone on Sunday. Mark DePasquale will be the guest organist.
  14. There is no replacement for Bob Wilk’s position on the Vestry yet.
  15. Bob discussed Safeguarding God’s Children, a program of the Episcopal Diocese of Arizona, which maintains a zero tolerance policy of sexual misconduct for clergy, employees and church workers. Material regarding this program was included in the packet.
    1. Bob stated that this program applies to sexual harassment of any person of any age. It will not be accepted from anyone.
    2. Bob stated that the material has been reviewed by the church staff.
    3. The program includes online training programs. Anyone in leadership who works with children must complete the training. A document was included in the packet which listed everyone who has completed the training.
    4. New members of the Vestry need to complete the training. Catherine Schuyler stated that she completed the online training in three evenings. Vestry members who need to do the training should contact Linda Ostmeyer and get an ID and information.
  16. Bob reported that he met with an independent contractor from Direct TV who inquired about putting a small cell phone tower on top of the church. The contractor stated that they would pay $750 per month. Fr. Bob will let the Vestry know if he hears from the contractor again.
  17. Bob told the Vestry that he has decided to retire on September 1, 2021.
  • Open Items.
  1. Audio Visual Equipment. A quote for audio visual equipment from Audio Visual Experts was provided to the Vestry. Fr. Bob stated that we will consider the quote at a later meeting.
  2. Benefits for clergy and staff and Employee Handbook.
    1. Peg Wier reported that she and Fr. Bob have been working on general policies, which will be presented later. The policies will eventually be posted and kept in binders.
    2. Peg stated they will then tackle the issue of an employee handbook.
    3. There are two areas where training will be required.
    1. The Vestry discussed the issue of changing the requirement that people wear masks during the church service.
    2. Following this discussion, it was moved, seconded and passed that masks will continue to be required at the church services, with masks optional for small group meetings.
  3. Food Distribution – POW WOW.
    1. Bill Paleck reported that he met with Tracy from St. John the Baptist and obtained additional information about POW WOW.
    2. Versions of this program have been around since 1994 and they have been doing the current version for 7 years. They have a mailing list of 100,000 people and have distributed 559 million pounds of produce. They need sites, volunteers and money.
    3. The way it works is that a driver brings the produce on pallets 90 minutes before the event. The event site provides volunteers for traffic control, money handling, setting up and taking down. It is run like an assembly line. Signage is also needed.
    4. Bill stated that the program would require 2 coordinators. He stated that he is sure people would come and that it would give people an opportunity to find out about the church.
    5. Bill stated that there is an option to hold an event just during months with 5 Saturdays. We would need 12-15 volunteers for each event. Paul Kwan is the contact person.
    6. Jo Laslo stated that she would go to an event this coming Saturday at Ocotillo and Ironwood.
    7. This will be kept on the agenda for next month.
  4. Racial reconciliation.
  5. Bob stated that the Tuesday morning Bible study is using Sacred Ground, a 10 session program focused on racial reconciliation. He stated that the session used that morning related to indigenous people.
  6. A Leaders’ Guide for Anti-Racism Training was provided to the Vestry. Also, the Diocesan Anti-Racism Training Policy was included in the meeting packet. Fr. Bob stated that training will be required under the policy but is not ready yet.
  7. Review of Vestry Plans from Planning Meeting.
    1. Bob stated that there are questions about what we want to do together.
    2. There will be a discussion with the Vestry in July.
  • Included in packet.
  • Vestry contact for the month is Barbara Press.
  1. The meeting was adjourned.

 

Next meeting July 13, 2021

 

 

 

 

 

Episcopal Church of Transfiguration, Mesa, AZ

Vestry Meeting Minutes,   May 11, 2021

I.               Call to Order

The meeting was called to order by Fr. Bob Saik. A quorum was present. The meeting was held at the parish hall.

II.            Roll Call. The following vestry members were in attendance. Jo Laslo, Heidi Kinney, Barbara Press, Ellen Jackelen, Bill Paleck, Peg Wier, Catherine Schuyler. Also in attendance were Bob Saik, Rector, Lynn Graff, Senior Warden, Pat Mack, Junior Warden, and Diane Klock, Clerk.

III.          Minutes. It was moved, seconded and passed that the April minutes be approved, as corrected.

IV.         Financial Report.

1.     Treasurer’s Report for April 2021 was included in the meeting packet.

a.     Fr. Bob pointed out that the income for April was less than expected. However, income in March was higher than expected and the year to date income is ahead of what was budgeted. Fr. Bob stated that the church is in a good space for income. Also, expenses were less than the amount budgeted so income has exceeded expenses on a year to date basis and the church’s financials are good.

b.     Fr. Bob stated that the problem with the office phone expense has been fixed. The repair and maintenance expenditures are way below budget.

2.     Balance Sheet

a.     The Balance Sheet as of April 30, 2021 was included in the meeting packet.

b.     Fr. Bob stated that the checking account balance is down some but the investment accounts are strong.

c.     In response to a question from Catherine Schuyler, Fr. Bob stated that a portion of the money in one of the investment accounts is in a money market and is easily accessible.

3.      It was moved, seconded and passed to approve the Financial Report, subject to audit.

V.             Daughters of the King Report. (Included in packet.)

1.     Lynn Graff stated that the May meeting was a hybrid meeting with four on Zoom and five in person.

2.     A new member, Jane Stoneback, is transferring from Reno and joining the group.

3.     Prayers continue as part of their service to the Transfiguration family.

VI.          Social Media Report. (Submitted by Dea Podhajsky and included in packet)

1.     Fr. Bob discussed Gary Quamme’s work to keep the online services going.

2.     It was noted that there may be a title problem on YouTube.

VII.         Crazy Chili Farm Update (Submitted by Bill Robinson and included in packet)

1.     Lynn Graff stated that there has been a learning curve as far as using the new irrigation system. She also stated that crops are coming up. There have been problems with rabbits and pests.

2.     Catherine Schuyler stated that fencing is needed for Field #2 and fence installation was discussed.

3.     Fr. Bob stated that the Chili Farm is in desperate need of volunteers. Part of the problem is that some workers have left for the summer.

4.     In response to a question from Peg Wier, it was confirmed that Native American customers will be provided with our crop as part of the seed sharing project outlined in the Report.

VIII.       Junior Warden Report

1.     Pat Mack reported that Walter has put insulation around all pipes and has replaced all faucet handles. He also did the PVC pipe for irrigation in the Chili Garden. Pat stated that regular maintenance on the septic system has been done.

2.     Pat stated that the door to the garage needs to be replaced. This is a carpenter’s job and it is not easy to get people to come to the church for a small job. Suggestions regarding people who might be willing to do this work were made. Pat will follow up.

3.     Pat also noted that the stanchions behind the house off of the concrete need to be repaired.

IX.           Senior Warden Report: Lynn Graff

1.     Lynn stated that the church is in a good situation where people feel connected, activities and groups are still going.

2.      Lynn will be on vacation from late May to early August.

3.     Lynn reported that bottle caps keep coming in. They either need to be donated, if that is feasible, or discarded. She stated that they would be putting something in the bulletin so people stop bringing them.

X.             Rector’s Report.

1.     Fr. Bob stated that the coffee hour outside has been a nice thing for the church. Jane Stoneback, a new member, brought food.

2.     Fr. Bob is going to Colorado on vacation from June 15 through June 29. Philip Stowell will fill in.

3.     A replacement for Bob Wilk’s position on the Vestry needs to be identified. There is a year and a half left on his term. Suggestions were made regarding possible replacements.

XI.          ECW Report.

1.     Jo Laslo reported that the rummage sale was a success with over $2,200 raised and many items donated to a charitable organization which picked up everything that was left. At the rummage sale, there was a section that was priced and a section that was freewill. Jo stated that this worked very, very well.

2.     The spring luncheon and fashion show will be held the second Saturday of March 2022.

3.     The November rummage sale is scheduled for November 19-20.

4.     The secret sister reveal will be held Wednesday, June 9. Everyone will bring their own sack lunch.

XII.        Open Items.

1.     Audio Visual Equipment. Fr. Bob reported that the church now owns most of the equipment that is being used. The equipment is much improved and uses fewer wires. Fr. Bob stated that he would like to be able to have viewers hear the congregation and the choir. This will require microphones which drop down from the ceiling. A proposal will be made regarding purchasing the equipment and installation. He would also like to upgrade the ability to put things up on screens, which will require an additional screen. A proposal will be made about this as well.

2.     Benefits for clergy and staff and Employee Handbook.

a.     Peg Wier reported that the church does not have an Employee Handbook or personnel policies. She and Fr. Bob are going through the Diocese Employee Handbook and an Employee Handbook from Michigan. They will be looking at what policies the church needs for employees, vestry members, and volunteers.

b.    As far as benefits, a task force has been looking at whether benefits are being done in an equitable way. There are three levels of medical coverage available and the concern is that they are not being implemented in an even way throughout the Diocese. Clergy have sometimes been treated more favorable that lay employees. The national church does not like that. This is something that may be voted on at the diocesan convention.

3.     Food Distribution – POW WOW. (Report included in packet).

a.     Jo Laslo reported that she received information about POW WOW (Produce on Wheels Without Waste) from Paul Kwan. The church would have to be approved as a distribution site because distribution centers cannot be within 10 miles of another center.

b.    Food distribution takes place one Saturday a month from October to May and requires 15-25 volunteers. The hours are 5 a.m. to 11 a.m. Distribution opens at 6 a.m. for veterans and is then open to everyone else from 7 a.m. to 11 a.m.

c.     Jo will call Mr. Kwan about whether approval would be possible. Then it will be brought to the congregation to decide whether to go forward.

4.     Racial reconciliation. Fr. Bob stated that the church will be using Sacred Ground, a 10 session program focused on racial reconciliation. This program was recommended by Monica Whitacre and has been used a lot in this Diocese. The Vestry agreed with this idea. Fr. Bob will put a program together which may be a mix of Zoom and in person.

5.      Review of Vestry Plans from Planning Meeting. (Planning document provided to Vestry).

c.     Help with scheduling vaccinations was positive.

d.     Transition. What is needed is to identify things done in the past and things that are new. It may be good to continue some of the new ideas, maybe combine Zoom and in person for Wednesday services and Bible studies.

e.      The Outreach balance will be an agenda item for the next meeting.

4.     Calendar. Included in packet.

5.     Vestry contact for the month is Pat Mack.

6.     The meeting was adjourned.

Next meeting June 8, 2021

 

                                   Special Vestry Meeting Minutes,   May 17, 2021                                     

I.               Call to Order

The meeting was called to order by Fr. Bob Saik. A quorum was present. The meeting was conducted via Zoom.

II.            Roll Call. The following vestry members were in attendance. Jo Laslo, Heidi Kinney, Barbara Press, Ellen Jackelen, Bill Paleck, Peg Wier. Also in attendance were Bob Saik, Rector, Lynn Graff, Senior Warden, and Diane Klock, Clerk.

III.           The meeting was called to discuss the new CDC guidelines regarding masks and the Bishop’s guidance on how churches can implement the new guidelines. Following this discussion, Bill Paleck made a motion to continue to require masks for the 8:00 and 10:00 services, with this decision to be revisited at the next Vestry meeting on June 8. Groups meeting at the church can make their own decision regarding whether masks will be required. Masks will not be required at the outdoor coffee hour. Ellen Jackelen seconded the motion and the motion was approved by the Vestry.

IV.          The meeting was adjourned

EpiscopalChurchofTransfiguration, Mesa, AZ

                                   Vestry Meeting Minutes    April 13, 2021                    

  1. Call to Order

The meeting was called to order by Fr. Bob Saik. A quorum was present. The meeting was held at the parish hall.

  1. Roll Call. The following vestry members were in attendance. Jo Laslo, Heidi Kinney, Barbara Press, Ellen Jackelen, Bob Wilk, Bill Paleck, Peg Wier, Catherine Schuyler. Also in attendance were Bob Saik, Rector, Lynn Graff, Senior Warden, and Diane Klock, Clerk.
  2. Minutes. It was moved, seconded and passed that the March minutes be approved.

III.                   Financial Report.

  1. Treasurer’s Report for March 2021 was included in the meeting packet.
  2. Fr. Bob pointed out that the income reflected was more than expected. The monthly expenses were more, but the church is $6,665.06 ahead. This is because of a large amount of non-pledge income. Fr. Bob also stated that the expenses listed are close to the budgeted amount.
  3. Property insurance was discussed. The premiums are paid on a quarterly basis.
  4. Balance Sheet
  5. The Balance Sheet as of March 31, 2021 was included in the meeting packet.
  6. The Balance Sheet shows that there is currently $52,013.82 in the checking account. Fr. Bob stated that this amount should be left in the checking account because summer expenses are often more than income.
  7. The Diocesan Outreach Balance grows quarterly. The vestry can decide how to spend the money in this account.
  8. Changes Made to Balance Sheet Accounts.
  9. An explanation of Changes to the Balance Sheet was included in the meeting packet.
  10. Social Media expenses, Music Fund expenses, and reimbursements reflected in the report were discussed.
  11. It was moved, seconded and passed to approve the Financial Report, subject to audit.
  12. Daughters of the King Report. (Included in packet.)
  13. Lynn Graff noted that they have been meeting by Zoom.
  14. They were able to offer support for the Karl Shepstead memorial, which was held outside.
  15. They have been including a topic for discussion in their meetings for some inspiration and growth.
  16. Social Media Report. (Included in packet)
  17. The Report stated that there are 487 subscribers total for all social media platforms.
  18. Fr. Bob noted that social media is a place where the church connects with people from all over.
  19. Chili Farm Update (Submitted by Bill Robinson and included in packet)
  20. Lynn Graff noted that planting is in progress using a method of planting crops together, a method used by Native Americans.
  21. The Report stated that over 600 chili plants are doing well and should be producing by May.

VII.                 Outreach Report (Included in packet)

  1. Peg Wier asked for input on needs that Outreach could be addressing.
  2. She stated that people in the Congregation continue to bring food and 60 pounds of food was donated to the Superstition Community Food Bank (AJ) during the first quarter.
  3. Soup continues to be made, with 25-35 pounds of soup made each time. The soup crew will be taking April off.

VIII.               Junior Warden Report

  1. Fr. Bob reported on the work of the Junior Warden because Pat Mack was unable to attend the meeting.
  2. There has been lots of work to the grounds of the church. Flowers are starting to bloom and the basins are much cleaner.
  3. The locksmith fixed the door to the parish hall.
  4. A leak outside of the kitchen was fixed by Walt.
  5. Pat helped a lot with the outdoor services.
  6. Fr. Bob will ask Pat about any delayed repairs that need to be done.
  7. An air conditioning company will be coming on May 1 to check on all air conditioners, this is done every year.
  8. Senior Warden Report: Lynn Graff
  9. Lynn gave thanks for everyone who has pitched in to help during difficult times.
  10. She especially included thanks for Fr. Bob’s work for the Easter season and holy week, the Altar guild ladies, ushers, audio-visual people, and those who helped set up for services in the parking lot, including setting up the canopies.
  11. Rector’s Report.
  12. Services in church.
  13. Fr. Bob stated that the expectation is that service will be held inside the church from now on.
  14. Fr. Bob provided the vestry with a copy of the results of the questionnaire about services filled out by members of the Congregation. People are interested in having services at 8 and 10 inside the church and are not in favor of outdoor services (especially during the heat).
  15. The church will continue using the existing protocols. The Bishop has a committee to help identify what churches can do. There have not been many changes yet.
  16. A discussion was held about holding services safely inside. Catherine Schuyler stated that, with so many people vaccinated, it should be ok. She noted that there are CDC guidelines for post-vaccinated people.
  17. Bill Paleck agreed to clean the church between services.
  18. Services will continue to be recorded. Fr. Bob stated that the recording equipment is always in flux. There is always something they are trying to fix. Gary Quamme was able to fix the problem of an echo at the beginning of the service. Lynn Graff stated that the cables for the equipment could be dangerous. Fr. Bob reported that the church had been using Peter Lafford’s camera. The church now has a new camera that can be closer to the front of the church, which will eliminate some of the cables. Peter and Gary have been working to make it work the best way possible.
  19. Fr. Bob reported that there was no response to the offer to use the church as a vaccination site.
  20. Fr. Bob reported that he took some time off after Easter and spent time resting and walking. He is planning vacation time June 15 through June 29. Philip Stoll will fill in. Fr. Bob stated that he had hoped to take a 2-month sabbatical last year but was not able to because of the pandemic.
  21. Open Items.
  22. Heidi Kinney reported regarding the Diocesan proposal for solar power. The Diocese asked to have access to the church’s SRP account. The church has allowed access to the account and the Diocese will be looking into it. At this point, the church is waiting for their recommendation.
  23. The issues of benefits for clergy and staff and the creation of an HR policy for clergy and staff were discussed together. Fr. Bob reported that the Diocese has an employee handbook. He has asked for a copy. He has also obtained a copy of an employee handbook from Michigan from a clergy friend. This will be a topic for future discussion.
  24. Racial reconciliation. Fr. Bob stated that this is something that the national Episcopal Church has been encouraging for the last 5 years. There is a committee from the Diocese to help churches deal with this. Fr. Bob recently met with a member of the A.M.E. church. He stated that there is value in working together. He noted that he has felt strong pushback from some members of the church who do not want to work in this area. Fr. Bob stated that he has decided that we are going to work in this area. He stated that a way to start would be with telling our stories. Fr. Bob, Heidi Kinney, and Catherine Schuyler then shared stories about their experiences with racial discrimination. Fr. Bob stated that we can start by identifying an issue and telling stories. He plans to start with the Tuesday morning Adult Bible Study group. He also stated that we may have a facilitator come. Bill Paleck shared a story about a positive experience when he was working with the park service of having a sister park in Bhutan and the Italian Alps and learning from people with different backgrounds. The idea of a sister church - which could be Jewish, Muslim, Asian or Black – was discussed.  It was pointed out that members of the congregation need to know that this is voluntary and members will not be required to participate. 
  25. Review of Vestry Plans from Planning Meeting.
  26. The time to help with vaccinations is over.
  27. Transition. This is a space Fr. Bob needs to work in.
  28. Touch and calling. Discussion of trying to reach people we haven’t heard from.
  29. Physical outreach and creating events and options. Bill Paleck brought up the possibility of working with POWWOW – Produce on wheels without waste. This organization is looking for locations to distribute food. Jo Laslo stated that this would be a good thing to do. Jo and Bill will check into it.

XII.                 Calendar. Included in packet. Will be changed to reflect that the 8:00 service is not a Zoom service.

XIII.               Vestry contact for the month is Catherine Schuyler.

XIV.               The meeting was adjourned.

 

Next meeting May 11, 2021

Episcopal Church of Transfiguration, Mesa, AZ

Vestry Meeting Minutes       March 9, 2021

I.                Call to Order

The meeting was called to order by Fr. Bob Saik. A quorum was present.

II.             Roll Call

The following vestry members were in attendance. Heidi Kinney, Bob Wilk, Barbara Press, Jo Laslo, Ellen Jackelen, Peg Wier, Bill Paleck. Also in attendance were Bob Saik, Rector, Lynn Graff, Senior Warden, and Pat Mack, Junior Warden. The meeting was conducted via Zoom.

III.           Election of new clerk of the vestry. Barbara moved, Jo seconded and it was approved by the vestry that Diane Klock will be the new clerk of the vestry. She was contacted and joined the meeting.

IV.           Election of new vestry member. Jo moved, Heidi seconded and it was approved by the vestry that Caryll Prokosch will be the new member of the vestry. Caryll then joined the meeting.

V.             Minutes. It was moved, seconded and passed that the January minutes be approved. It was moved, seconded and passed that the February minutes be approved.

VI.           Financial Report.

1.     Treasurer’s Report for February 2021 was included in the meeting packet.

a.     Fr. Bob explained that the income for February was less than expected and was less than February expenses. However, January income was higher so year-to-date income and expenses are on the positive side and there is nothing unusual for January and February.

b.     Fr. Bob also pointed out the increase in the office phone expense, which was approved by the vestry.

c.     There were no questions from the vestry.

2.     Balance Sheet

a.     The Balance Sheet as of February 28, 2021 was included in the meeting packet.

b.     A suggestion was made that more detail be included in the future.

3.      Changes Made to Balance Sheet Accounts.

a.     Fr. Bob explained the $1450 payment to Arnulfo Gonzalez in February. Gonzalez was hired to trim bushes on the west side of the parking lot but then was assigned additional work to make the grounds look nice. The grounds now look really nice.

b.     Fr. Bob explained that $2200 was received in the Million Meals account in January and February. A parishioner gave $1000 to donate to Texas. A total of $2000 was then given to the Houston Food Bank.

4.     It was moved, seconded and passed to approve the Financial Report, subject to audit.

VII.         Women’s Ministry Report. (Included in packet.)

1.     The Report was included in the packet.

a.     Jo Laslo added that the $65 from Sunshine Acres was lower than usual but this was because they have been closed a lot due to the pandemic so their income is down.

2.     Jo also said that they are looking for ideas for Easter ministry.

3.     The Rummage Sale is set for April 23-24.

VIII.      Social Media Report. (Included in packet)

1.     Discussion of the fact that the church’s online presence during the pandemic made a huge difference in reaching people and has drawn people to the church.

2.     Jo Laslo and Catherine Schuyler will be meeting to address standards for the Facebook page.

IX.           Junior Warden Report: Pat Mack

1.     A locksmith will be changing the door handle on the parish hall door.

2.     He has been taking care of setting up and taking down chairs for Sunday parking lot services.

3.     Keeping everything running.

X.             Senior Warden Report: Lynn Graff

Lynn gave a special Thank You to Fr. Bob and all who make the Sunday parking lot services happen.

XI.           Rector’s Report.

1.     Parochial Report, sent by email prior to meeting.

a.     Fr. Bob discussed the report, including the need for the vestry to discuss Racial Justice and Reconciliation.

b.    Changes to the report were discussed and the report will be amended as follows:

1.     Radio streaming will be added.

2.     Financial information in the report will be reconciled with the Treasurer’s Report and Balance Sheet.

3.     Peg will provide additional information about outreach.

4.     Typo on page 3 will be corrected.

c.     Lynn stated that Fr. Bob did a great job on the report. It was moved, seconded and passed that the Parochial Report is approved with the suggested changes.

2.     It was reported that attendance at the Sunday parking lot services has been good. Attendance was 60 last Sunday and 79 the Sunday before that. Discussion of holding some Holy Week Services inside. Discussion of holding inside services in the future. Fr. Bob will be asking the diocese about policy changes due to vaccinations.

3.     Benefits for clergy and staff. Health Insurance Cost document from diocese was sent by email prior to the meeting. Discussion of creating HR policy for benefits offered for clergy and full-time staff. Fr. Bob will ask the diocese to send a copy of the diocese policy. The goal is to create a common policy. This will be discussed at the convention.

4.     Racial reconciliation. Racial Justice and Reconciliation is one of three things the diocese is asking the church to work on. A positive discussion was held regarding possibilities for pursuing this goal. More information will be provided for further discussion.

5.     Discussion of using the church as a vaccination site with positive response from the vestry.

XII.         Open Items.

1.     Diocesan Proposal for Solar Power. Heidi has just received the information about the proposal. Fr. Bob will check into having people come in to give more info.

2.     Planning.

a.     Help with vaccinations. Appreciation was expressed for Heidi’s work helping people, 12 so far, get vaccinations. Also, Pat Mack has volunteered to drive people to vaccination appointments.

b.     Transition. Suggestions were made for increased church activities. Lynn recommended starting with small steps. Some things can be tried for Easter.

c.     Touch and calling. Discussion of ideas for keeping in touch with people who are part of the congregation, including finding ways to ask people the best way to keep in touch with them. Fr. Bob and Lynn will make a recommendation.

d.     Discussion of physical outreach and creating events and options was deferred, with the focus to be on the first three planning items for now. However, it was pointed out that having a vaccination site at the church could be considered  creating an event.

XIII.      Chile Garden Update.

People are working. Blue corn is sprouting. Chile starter plants are going, the hothouse is working fine. Using Native American methods and organic method to get rid of Bermuda grass.

XIV.       Calendar. Included in packet.

XV.         Vestry contact for the month is Heidi Kinney.

XVI.       The meeting was adjourned.

 

Next meeting April 13, 2021

 
 

 

 

 

  Episcopal Church of Transfiguration Mesa, AZ

Meeting Minutes

January 12, 2021

 

  1. Call to Order

The meeting was called to Order by Fr. Bob Saik. A quorum was present.

  1. Roll call

The following vestry members were in attendance: Heidi Kinney, Catherine Schuyler, Barbara Press, Bob Wilk, Pam Mack, and Jo Laslo. Also, in attendance were Bob Saik, Rector, Lynn Graff, Senior Warden and Pat Mack, Junior Warden. The meeting was conducted via Zoom.

  • Minutes of November Meeting: It was moved seconded and passed that the December minutes be approved.
  1. Financial Report
    1. The included financial report is the final report for 2020.
    2. The report, which was included in the meeting packet, was discussed.
    3. Our income exceeded our expenses for the year.
    4. Our investments are doing well.
    5. The budget for next year has an expected negative balance.
    6. It was moved, seconded, and passed to revise the budget to cover increased phone expenses. The office phone budget will be $4,200 for 2021.
    7. An official audit statement has been received. The audit was clean.
    8. Two areas in the financial report will be revised in 2021.
  2. Women’s Ministry Report: (Included in packet) Jo Laslo added the following orally.
    1. Meetings continued and ECW had a successful rummage sale despite COVID.
    2. A spring rummage sale is being planned.
  3. Junior Warden Report:
    1. During the month the following tasks were completed by Pat Mack: Monthly septic maintenance, spraying for bugs, repair of mail box , set up for outdoor services, installation of toilet parts, storing of Christmas wreaths.
    2. Walt Devonshire and Pat Mack will fix the Parish House security door.
    3. Pat Mack explained his decision in hiring a landscaping contractor.
    4. Pat Mack agreed to continue as Junior Warden
  • Senor Warden Report: Lynn Graff
    1. Lynn Graff will be familiarizing herself on how financial reports are handled.
    2. In her capacity as Senior Warden Lynn Graff attends church events.
  • Social Media Report: Included in the packet
    1. Bob discussed the importance of Social Media. He also went over analytics from our various platforms.
    2. Bob discussed three Facebook posts that have been controversial.
    3. He requested that a policy for posting be adopted or the appointment of an overarching person to monitor the sitess be made.
    4. Jo Laslo and Catherine agreed to work on social media policy.
  1. Rectors Report: Bob Saik
    1. The annual clergy retreat is upcoming
    2. People have been excited about the outdoor services. Vestry wants these services to continue.
    3. Our annual meeting will be held outside on January 24th. To be official 25 people need to attend.. Prepackaged snack will be provided.
    4. Building lay leadership is a priority.
    5. The following outgoing vestry members were thanked for their service. Pat Gutsch, Barbara Turner, and Pam Mack.
    6. A vestry retreat will be held in person on February 13th.It will replace the regular vestry meeting.
  2. Outreach Report: In packet
  3. Calendar: In packet
  • Chile Farm Report: Lynn Graff
    1. The chile board met.
    2. Chile starts are in the green house.
    3. Plans for new year have been made.
    4. Blue corn for seed is being grown.
    5. The sale of blue cornmeal is an income source.
    6. Irrigation issues hopefully will be resolved with the installation of a flood system in Field 1.
  • Vestry Contact is Bob Wilk
  • The meeting was adjourned.

 

NOTICE THE FINANCIAL REPORT WAS NOT APPROVED.

 

 

Vestry Minutes August

Episcopal Church of Transfiguration Mesa, AZ

Meeting Minutes

August 11, 2020

                                                         Approved

  1. Call to order

The meeting was called to Order by Fr. Bob Saik.

  1. Roll call

The following vestry members were in attendance: Heidi Kinney, Catherine Schuyler, , Pam Mack Jo Laslo, Karl Shepstead , Bob Wilk. Also, in attendance were Bob Saik, Rector, Lynn Graff, Senior Warden and Pat Mack, Junior Warden. The meeting was conducted via Zoom.

he minutes of the July14, 2020 meeting were approved.

  • Financial Reports (previously distributed) were discussed.
  1. Father Bob highlighted the following:
    1. Payroll Protection Plan money will be used to fund salaries, and Rector’s pension and medical insurance
    2. Because of changes in the guidelines related to Payroll Protection Plan money there was an overpayment to the diocese.
    3. Pledge contributions are close to the budget amount. Visitor and plate revenues are down. The Payroll Protection Plan money has compensated for this loss of revenue.
    4. The line item for office phone includes internet services.
    5. Fire protection is a yearly expense. Refuse is a quarterly expense.
    6. Our Fund Balances fluctuate based on the stock market.
    7. The financial report was approved subject to audit.
  2. Reports from Ministries
    • Women’s Ministry Report was included in packet.
    • Social Media Report was included in packet.
    • Junior Warden Report: Pat Mack
      • Weekly and monthly maintenance was completed.
      • The installation of touchless fixtures has been completed.
      • The installation of the sign on University and Mountain is complete.
      • Sheds for the ECW were investigated with Jo Laslo, ECW, and Fr Bob Saik.
      • The ramp to the parish house will be repaired using steel.
    • Senior Warden’s Report was given by Lynn Graff who commended everyone who is working hard to keep the church vibrant.
    • Rector’s Reflections was given by Fr. Bob Saik
      • The time off discussed at the Ju;y meeting was taken.
      • Although the number of Covid cases is decreasing no new directions from the Bishop have been given.
      • The Deanery will meet to discuss virtual stewardship drives.
      • A review of the package deliveries to parishioners for the Feast of Transfiguration was given. Thanks were given to all who worked on the project. Vestry members who delivered packages said that the deliveries had gone smoothly, and people were appreciative. Fr Saik said that positive responses had been received by him and the office staff.
  1. Farewell to Gordon Noyes: Gordon will be moving to Massachusetts in August. He was thanked for his service on the vestry.

 

  1. Adjournment: The meeting was adjourned.

 

Minutes submitted by Dea Podhajsky