Vestry

St. Mary’s Episcopal Church Vestry Meeting Minutes from April 29, 2012
OPENING PRAYER.

MINUTES:  Radford moved to approve the minutes; Shirrell seconded the motion. Unanimous vote in favor.

FINANCIAL REPORT:  See attached report. Highlights include: important to know going forward how much cash is on hand, particularly around September before Shieffelin money comes in. N.B.: four loans now on report. Also Mulford Foundation check came in. Thanks to Liz M. and Hilda C. and others for making that grant possible.  Income is above budget as of April 1 (but so are expenses). We’re way over budget on oil and utilities because 2011 expenses (billed late) are included. Also we’re now being charged a lower rate for gas (since it’s being used as heat and there is no oil use). Shakoor A. has experience in solar paneling for churches.  Landmarks issues create an obstacle (the question was raised about the possibility of some solar panels on the church).  Our bookkeeper has been ill. Keep her in our prayers. Finance committee moves financial report; Patrick seconds; unanimous vote in favor.
Audit: Rev. Kooperkamp ambushed Mr. Klass the CPA (through his brother).  Klass returned our records (now back on site); still needs a bit of info from Landmarks. He swears audit is put together and landmarks information will be done by Wednesday. Such incredible delays may require him to forgo his final payment. Need to discuss.

PROPERTY:  See attached “Brief Report to the Vestry 4/29/12.”  Highlights include:  We are looking to close out contract for heating work. Because of receipt of Mulford Foundation grants ($20K) we can move forward with beginning capital campaign and architect. Front pew needs to be moved to make room for grand piano, communion, concerts, etc. Earl has agreed to take pew to Vermont and will make a table from it. Hilda notes for the future that Schmuck Brothers (architectural salvage) can purchase items if needed.  After discussion Greg moves that two pews be removed; Radford seconds; unanimous vote in favor.  Report on capital campaign consultants: consultant one (ECF) consultant two (unnamed).   Rev K. did research to match up/equalize the two proposals. Discussions with other churches using these services weighed VERY heavily in favor of consultant one.  Rev. Kooperkamp talked with boss at consultant one who discounted $3,000 from the original price.  We can meet with Holly Bellows (boss) and staff person to give us the name of the person in the Village. We can interview to find the right person to work with. (Since we were not bowled over by the person who presented to us). Motion to interview people at ECF to work with us on the Capital Campaign. Dorothy moved; Celia seconded; unanimous vote in favor.

COMMITTEE LIAISON REPORTS:
Intern Program: Sarah Nazimova-Baum is back from retreat at Holy Cross Monastery, which had the theme of Sabbath.  133 applications for next year.  Six confirmed.  Some solid worksites.  Father Berto at Intercession has expressed interest in being involved with this year’s and next year’s interns.  Sarah Nazimova-Baum is available for presenting at Vestrymeetings with notice.  Dorothy circulated an intern dinner hosting calendar.  Lysander to attend July intern retreat.

Outreach/Pantry/Movie Night:  Lysander reports:  We need to determine who is covering Ecclesia on Sundays.  Clyde K. is now ordained, so he can cover more.  We can still prepare food.

Shelter (see attached report).  Highlights include:  Funding goes through 6/30 (via Department of Homeless Services, through Neighborhood Coalition for Shelter who pays expenses). DHS only does a couple of these shelters for six months only.  About one half of current guests won’t be eligible for other services.  Need to check with Sonya Kelly at Columbia (Grant Houses resident and former member of SMC); community building with neighborhood churches (for volunteers and maybe even space), e.g., St. James and St. Bart’s have run a volunteer shelter.  Consensus reached to explore with Grey Matters and find out what is involved in continuing shelter on our own.  Discussion included expressions of concern re doing this during transition.  Greg and Radford might be interested in joining Lysander at Grey Matters meeting.

Stewardship:  People are stewarding; nothing to report.

Sunday school: Shirrell reports: need to get kids together. Some follow-up assignments/homework being provided.  Jerry McMillan asks: is there funding for the youth department? Acolytes need new robes.  Shirrell is taking them home and washing them.

ECW:  Domestic violence scenarios are being developed so we can learn how to address various situations.

Men’s Prayer Group: Attendance is up; almost a minyan.

Fundraising:  July 14, 2012 is date set for Ginormous Flea Market.  Cookbook still needs recipes & (hi)stories.

WARDENS’ REPORT:  Composed by-laws (see attached) to get in writing what we’re already doing at St. Mary’s (which Earl knows, but he’s leaving…).  Page 3, Section A (i): Rector, at least one Warden and at least five Vestry members.  This change has been made. Rev. Kooperkamp. says it conforms to the way SMC does business now. Review and discuss for next vestry meeting.

Community Acupuncture proposal (see attached proposal).   Discussion: Acupuncture professional (Krik) is already a part of the St. Mary’s community. Columbia (CHHMP) has its own insurance; does Krik? Need to find out. FYI, he’ll be ready after this summer.

Interim Search: Dorothy caught up with Canon Orso. See attached email and letter agreement. Potential interims want to know the type of position and housing details.  Folks have been inquiring.  Discussion:  Christine can do this Summer and Chloe can do Eucharist (for her) and we can get supply when Chloe’s not available. Can meet with others, but a known person is a great thing.  Diocesan payroll (attached). Consensus is continue to discuss with Christine(with understanding that we can’t pay more than we already do).  Interim and Rector searches will begin in June.

PASTOR’S REPORT:  Parochial report: slight increase in congregation. Radford moves report; Patrick seconds; unanimous approval.  Father Duggins and Luis Barrios are priest associates.  New rector can decide to keep/replace associates. Priests need to be associated with the parish to be in good standing.  June 3 – next vestry meeting. September 29 at All Angels:  ordination of Christine Lee (and Sarah Kooperkamp).

Sexton update: to help Kym out, building a team might be best. Ray Lewis, who cleans on Sunday might be available but has financial complications. Linda Struble might be good for taking the long view (seasonal requirements, etc.).  Linda to be approached.  Kym has financial considerations as well.

CLOSING PRAYER.

THE MEETING WAS ADJOURNED.

Respectfully Submitted,

Lisa Slocum, Vestry Clerk

St. Mary’s Church Vestry Minutes March 25, 2012 12:30PM

Vestry Members Present: T. Sayee, J. White, L. Puccio, D. Ross, L. Rivers-Mazza, H.
Cabrera, Rev. Kooperkamp, G. Scholl, R. Arrindell, C. Braxton, L. Slocum, S. Patterson,
E. Harding. Also Present: L. Mellen, A. Deng.

Meeting began with Becoming a Blessed Church session (see handout).

Finance Committee Report (See “Profit and Loss Operating Acct. FY12”):
• Vestry charged w/keeping bookkeeper Janice in prayer due to eye condition.
• Income appears low, but several checks for space rental, which came in today,
(NYIP and CUCS) have not yet been deposited.
• Overall – things are running a bit better P and L-wise than this time last year.
Motion: A. Mellen be authorized to transfer online funds into the checking
account (Mardi Gras tickets, general donations and pledges) received via website
and emailed appeal. Moved by R. Arrindell. Seconded by S. Patterson. Unanimous
approval.
• Internal 2005-7 Audit Team consists of H. Cabrera, Betty Reardon and Kelly
Smith. Hilda requests to finish process by end of June (due to health concerns).
Motion: Link from St. Mary’s website to Amazon in order to receive 1% donations.
Moved by Finance Committee. Seconded by G. Scholl. Unanimous approval.
Deng reports we currently receive similar % donations from Goodsearch link.
J. White reports that local supermarkets sometimes will give a percentage of profits
to local charities. General agreement to look into this possibility. L. Rivers-Mazza
agrees to coordinate this effort w/Fairway.
• Re 2008-10 audit: Auditor is requesting more documentation from diocese and
reports audit should be ready by next vestry meeting.
• General thanks expressed to L. Rivers-Mazza, Treasurer, for getting us in shape
and to Bill Smith and Allen Mellen for counting money and helping to organize
financial reporting.

Property Committee Report (See minutes of March 8, 2012 meeting):
Highlights include:
• Sump pump in alleyway works but requires proper seating, tile resetting
etc.. $680 ($900 L. Mellen 4/18/12) bid for this work by Proven Contracting
(Wilfredo Rodriguez).
• Intern apartment bathroom needs replacements and repairs. $1500
estimated for work by Larry Lucas. (D. Ross recommended another contractor?)
• Also, undercroft stairwell and related areas need plaster repair. Rev.
Kooperkamp estimates cost will be up to $800 for materials w/labor to be
donated by painting contractor Luis Soto.
Motion: Approve above expenditures.
Moved by Property Committee. Seconded by C. Braxton. Unanimous approval.
• Re Development Program/Capital Campaign: Requests for Proposals from
Architects is currently being prepared (by Rev. Kooperkamp?). Church
directory needs updating. L. Mellen offers to do this with D. Ross.

Concern is expressed that the contract with Chris Kay has not been tied up
yet nor fully paid. It is explained that Con Ed has not yet signed off on work
postponing contract completion.
Window restoration estimate is $100K (mostly for diamond panes, existing
stained glass is okay for now. Some is taped.
Liz Player joining Prop. Com.
L. Mellen stated she needs help finding date of next Property Committee meeting
given Holy Week schedule. To be discussed separately.


Request made by Rev. Kooperkamp to waive the rest of the committee reports in the
interest of time. General agreement.

Wardens’ Report:
• Wardens have sent required letter to Bishop Sisk re Rev. Kooperkamp leaving
and were informed another letter must be sent to Canon Orzo (who has
pneumonia). D. Ross reported that the search process cannot begin until pastor
leaves. Rev. Kooperkamp stated, however, that a search committee can be
formed and information can be gathered prior to his leaving. Canon Law states
that the wardens can appoint the search committee. D. Ross took names of those
present who are interested in serving on the committee, including: L. Puccio, C.
Braxton, H. Cabrera, P. Harding, J. White, Deloris Jones, Evie ?, Joel Kovel.
• R. Arrindell reported that he took a week off of work to be at St. Mary’s to learn
the ins and outs of daily operations.
• Rev. Kooperkamp reports that the vestry needs to vote on consultants (for the
capital campaign). He is assembling and requesting more information from
the proposed consultants in order to be able to compare “apples and apples”
(vs. “apples and monkeys”).

Pastor’s Report:
Rev. Kooperkamp has submitted his letter of resignation, but the vestry actually
needs to vote to accept it.
Motion: To accept Rev. Earl Koopekamp’s letter of resignation.
Moved by D. Ross. Seconded by G. Scholl. Rev. Kooperkamp leaves the room to
allow for discussion. The vestry concluded: We love him and we will let him go.
Unanimous approval.

Next vestry meeting: 4/22/12
Question: Should there be a final vestry meeting with Rev. Kooperkamp in May, or
should the May meeting take place after he leaves with the interim priest (if one
has been selected). To be decided via email (and other follow up?). Rev. Chloe
Breyer is available to act as supply priest on May 27. Diocese will provide a list
of acceptable interim priests. Alternately, weekly supply priests can be hired.
St. Mary’s can prepare a short overview of parish for prospective interim
candidates.

Motion: Adjourn meeting. Moved by: L. Slocum. Seconded by R. Arrindell.
Unanimously approved at 3:25PM.

Minutes taken by Lisa Slocum, supplemented by Annie Deng and Liz Mellen, typed
by Lysander Puccio
“To Do’s” are in Bold Italics.

Vestry Minutes of February 12,20!2

Present: Radford Arrindell, Hilda Cabrera, The Rev. Earl Kooperkamp, Sherrill Patterson, Lysander puccio, Dorothy Ross,
Thomas Sayee, Greg Scholl, Lisa Slocum, Stephen Thake

Excused: Celia Braxton, Patrick Harding

1. The meeting opened with prayer.

2. The minutes of the previous Vestry meeting were approved with spelling corrections. Moved by Radford Arrindell, seconded by Sherrill Patterson.
3 . Finance – The Finance Committee presented the 20L1- Operating Budget vs. Actuals. Actual income in 2011 was $225, 686.15. Expenses were $230,442.95. Greg Scholl suggested profit and loss statements for the Building Fund as well, to starting in 20L2.
4. The Finance Committee presented the proposed budget for 2012. The budget is divided into separate Operating, Building Fund and Mission Budgets. The Operating and Building Fund budgets are anticipating possible deficits. After discussion, the Vestry approved moving all three budgets, for final approval at the Annual Meeting. The Building Fund Budget was moved by Radford Arrindell and seconded by Thomas Sayee; the Mission Budget was moved by Radford Arrindell and seconded by Lysander Puccio; the Operating Budget was moved by Radford Arrindell, and seconded by Shirrell Patterson.
5. Audit Progress – Keith Klass has all the paperwork that he needs except one document that he needs from the Diocese. Earl will talk to the Diocese to get it for him. A draft of the 2010 audit is ready, but Mr. Klass is waiting to sign off on it.
6. Property Committee – the Urban Farm Project has received a grant from United Way. Stephen Thake made a presentation about the project to the Vestry. The Vestry voted unanimously to approve accepting the United Way grant. Moved by the Property Committee, seconded by Lisa Slocum.
6. Committee Reports
a. Fundraising Committee – Lisa Slocum reported that the Mardi Gras celebration was a rousing success. The financial report has not yet been generated.
b. Sunday School – Shirrell Patterson reported that the Sunday School is doing well.
c. Stewardship – Father Earl said that a meeting would be scheduled when Patrick Harding is recuperated, and we are planning to send out thank you notes.
d. Outreach – the St. Mary’s Transitional Shelter is in full operation, and all beds have been assigned. lf someone does not show up for 3 nights, the bed is reassigned. The shelter has need of socks, T-shirts, underwear, books in Spanish and English, and small rolling suitcases. Donations of hot food are appreciated, but they should be labeled for the Shelter and dated. Lysander Puccio is working on Monday, Thursday and Friday nights.
8. Warden’s Report – the Wardens were informed formally by letter that Earl Kooperkamp will be leaving as of May 20, 201,2.We will send a letter to the Bishop immediately.
9. Rector’s Report – Father Earl expressed confidence in the leadership ofVestry during the new rector search and transition period. Canon Thomas Orso is the Canon for Deployment. 10. A Lenten Bible Study based on the book “Becoming a Blessed Church” will be held on Monday evenings during Lent afterthe Food Pantry, from 7 pm to 8 pm. The Kooperkamps will host a new member dinner for new members of St. Mary’s.
10. Announcements
a. The Annual Parish Meeting will be held on Sunday, March 4 atL2 noon in the Undercroft.
b. The next Vestry meeting will be on Sunday, March 25 at 1″2:30 pm.

11. The meeting closed with prayer. Moved by Radford Arrindell and seconded by Lysander Puccio.

Respectfully submitted,
Dorothy E Ross

St. Mary’s Episcopal Church Vestry Minutes – January 22, 2012

Present: Radford Arrindell, Lisa Slocum, Lysander Puccio, Thomas Sayee, Celia Braxton, Hilda Cabrera-Jordan.

Excused: Dorothy Ross, Shirrell Patterson, Greg Scholl

Also present: Lisa Rivers-Mazza, Liz Mellen, Earl Kooperkamp

The meeting opened with prayer at 12:20 pm and we celebrated the good news of new jobs for Hilda Cabrera-Jordan and Lysander Puccio.

The minutes for the Dec. 22, 2011 vestry meeting were sent out on Jan. 14, 2012 by Hilda, by as they needed some attention, we decided to revised them by email.

Finance Committee: Rev. Kooperkamp reported that the development of a 2012 Budget is well under way. We are developing an Operating budget, a Building Fund budget and a Mission budget, to reflect the new way to show our finances. We should have a new budget for approval at the February vestry meeting. We are currently showing about a $10,000 deficit in Operations. The committee is working to reduce this deficit.

The vestry reviewed the account balances for Dec. 31, 2012. Rev. Kooperkamp noted that he will update these balances for the end of the month (or as in this case the end of the year), to give us an accurate picture for each month and quarter.

Also, there is no word from the accountant, Mr. Keith Klass, on the draft audits, although they are 2 and a half months overdue. Rev. Kooperkamp made repeated attempts to contact him, but he has not answered, despite being informed of the urgency of an answer – a completed three year audit for St. Mary’s to complete an application to JP Morgan Chase for a Line of Credit.

Lisa Rivers-Mazza has volunteered to serve as Treasurer for St. Mary’s Church. Lysander Puccio moved the nomination, it was seconded by Radford Arrindell and very gratefully passed by the vestry.

Property Committee: Liz Mellen reported on a number of issues, including the repair of the organ, which is now (thank God!) back in use. Solutions contracting has almost completed the brick and cast stone restoration and painting on the facacde of the Church. Some of the final work to finish that project will be putting up a new enclosed Church announcement board and a new flag. Several vestry members mentioned we should get a new “Episcopal Church Welcomes You!” sign to replaced the old one with rust stains. Also, on Martin Luther King Day and large volunteer effort went into cleaning out the Undercroft closets used by the Food Pantry. Janet Dorman will make a full report on this.

There is still a great deal of work to be done: Stephen Thake and Robert Jones have developed a list of projects and set them by priority; these include work on the bathrooms, a possible structural issue in the brickwork, the intern’s bathroom floor, etc.

There is also work to be completed on the heating system: Liz Mellen will be in touch with Chris Kay, the heating contractor. Rev. Kooperkamp suspects we might have air in the system, blocking the hot water.

Ms. Mellen also reported on the development of a plan for the work on the Rectory. She noted that we have a great asset in the Rectory, but that due to neglect and deferred maintenance it needs to be brought back to shape. Therefore in accordance with the Development plan we are starting to contact architects to develop the Rectory for housing clergy in renovated space and providing space for new rental income to increase income to the parish. A timeline developed by Stephen Thake for the Rectory was presented to the vestry. If we move steadily the Rectory can be ready for occupancy in January 2014.

Capital Campaign: Ms. Mellen presented the Property Committee’s sense of urgency about moving on the choice of a to Capital Campaign consultant. There was a good deal of discussion about the relative merits of the Episcopal Church Foundation proposal and the proposal from Ruotolo Associates. Rev. Kooperkamp mentioned that Fr. Sloan, the Diocesan Stewardship officer, did find a third consultant in Virginia, but that would bring additional travel costs and looking over the list of clients Rev. Kooperkamp was not sure they served churches like St. Mary’s. After further discussion, the Property Committee moved to begin a discussion with Ruotolo Associates to serve as the Capital Campaign consultant for St. Mary’s.  Radford Arrindell seconded the motion. The motion passed.

Finally, Ms. Mellen reported that Dorothy Ross is undertaking a re-arrangement of the Narthex as a more welcoming entrance to the sanctuary.

Committee reports:

 

Fundraising: Lisa Slocum reported that the Mardi Gras Masked Ball is just around the corner, Feb. 18th. Work is happening, but lot of help is needed! Tickets are now available.

Sunday School: Rev. Kooperkamp reported that the Sunday School is doing much better at welcoming and overcoming the strife we saw in early December. Every week the Sunday School will make a quick report back the congregation about their session.

ECW: Celia Braxton reported that the Epiphany party went well, but attendance was down slightly. All had a great time. Liz Mellen has written this up in the minutes of the Jan. 15, 2012 ECW meeting. Also the ECW is using a rotating leader now, and Freddi Brown-Carter is leading for the next month.

Stewardship: Patrick Harding reported the committee will meet before the next vestry meeting.

Outreach: Lysander Puccio reported that the temporary Men’s shelter will begin on Monday, January 23 in the evening. Lysander will staff the shelter three nights per week. There will be two staff assigned every night. Also, two St. Mary’s members, Ray Lewis and Sam Franklin, will take charge of the morning clean up. The shelter can use volunteers in the evenings from 7:00 pm until about 11:00 pm (lights out at 10:30 pm). Rev. Kooperkamp will investigate using ‘green cleaning’ products and the need for an exterminator. Also, there is some unease about the space rentals in the Undercroft. Rev. Kooperkamp reported that other than being rented out Jan. 28th (by prior arrangement) and the Mardi Gras party, that are no rentals booked through April.

New York Intern Program: Lysander Puccio reported that the interns are interested in cooking a meal for the temporary Men’s shelter. She reported that there was a very good retreat at Stony Point with the interns from Holy Trinity Church. It was a full and engaging program with some good work on discernment.

Warden’s report:  Radford Arrindell reported as Rev. Kooperkamp is leaving relatively soon, we need to be in serious prayer.

Rector’s report: Rev. Kooperkamp reported that he has an interview at a church in Vermont this coming week. He also mentioned that he heard from Christine Lee after her Ordination exams and they went well. She will be ordained to the diaconate on March 3 at 10:00 am at the Cathedral.

Rev. Kooperkamp also reported the following schedule of meetings:

-          Feb. 2 (Thursday): Finance Committee

-          Feb. 9 (Thursday): Property Committee

-          Feb. 11 (Saturday): Vestry, 9:00 am

-          Feb. 26 (Sunday): Vestry

-          March 4 (Sunday) Annual Parish Meeting

-          March 25 (Sunday) Vestry

Old Business: Lysander Puccio reported that “Creative Circles” and Arts and Crafts program will begin on Jan. 28th 3:30 pm. Dorothy Ross is coordinating this effort.

New Business: none reported.

The meeting adjourned at 1:50 pm.

Submitted by Earl Kooperkamp

Jan. 23, 2011

DRAFT MINUTES OF THE 12-24-2-11 MEETING OF THE VESTRY OF ST. MARY’S EPISCOPAL CHURCH

IN ATTENDANCE: R. ARRINDELL, C. BRAXTON, H. CABRERA, REV. KOOPERKAMP, S. PATTERSON, L. PUCCIO, D. ROSS, L. SLOCUM. ALSO IN ATTENDANCE: A. Mellen, L. Mellen.

OPENING PRAYER.

MINUTES: No prior minutes were available for review.

FINANCE COMMITTEE. Rev. Kooperkamp: See attached “Budget vs. Actuals: FY11 P&L; DRAFT Capital Budget 2011 Income/Expense (through Dec. 7, 2011).”  Notes and highlights include: Pledges: were budgeted at $59,576; they came at $52,000-$53,000. Balances: the goal is to close the deficit; there may be some misallocations. The Shieffelin grant was received, so the account balances are significantly different from the last vestry meeting. The food pantry re-imbursement for Gwen Walker’s outreach services has not been paid.  Our final payment for the 2011 Diocesan Assessment is now paid up, too. Loans are being steadily paid off. QuickBooks: the ability for St. Mary’s to run reports in QuickBooks is a tremendous accomplishment. Treasurer: Rev. Kooperkamp and D. Ross spoke with Lisa Rivers-Mazza about assuming the position of treasurer. Ms. Rivers-Mazza is considering the request. If she accepts, she will work with the Finance Committee on developing the budget. Outreach mission: obtaining a donated vehicle should be a top priority. The vehicle would be used to: distribute bagged meals during the Saturday outreach effort; the pick-up of donated clothes; the pick-up of materials for St. Mary’s Urban Farm WHISP garden program; trips by the Sunday school; and transportation for the St. Mary’s choir for off-site performances. Expenses incurred by the vehicle would be paid for with money from the mission budget. Motion #1 and moved by Lysander Puccio: the vestry voted unanimously to obtain a vehicle. Church Secretary: a three-week vacation instead of a two-week vacation, as well as a 1%-3% raise in salary was recommended and is being considered.

PROPERTY COMMITTEE. See the attached “Property Committee December 8, 2011 Meeting Minutes.” Highlights and notes culled/reported by Elizabeth Mellen include: Boiler: A) Programmable thermostats have been installed in each area and will be set over the course of the next few months. B) The oil tank has been de-commissioned. C) The Con Edison bill appears to be much lower. D) The rectory radiators have not yet been installed. E) The diocese is covering 1/3 of the cost of the boiler. F) Because of St. Mary’s outreach efforts with the homeless, Mr. Chris Sonne of the Vincent Mulford Foundation was very pleased to invite St. Mary’s to submit a proposal in support of the boiler replacement project. $26,000 of the $45,000 Mulford Foundation grant will go to Chris Kay, heating contractor. $9,000 will cover related costs: boiler room asbestos abatement, oil tank de-commissioning, new metal doors, cleaning of the undercroft floor, and touch-up painting. Organ: organ specialist Jim McGregor has fixed the broken cipher. St. Mary’s Urban Farm: St. Mary’s will receive a United Way grant in the amount of $9,000 for urban gardening and horticultural support. The White House Inter-faith Service Project (WHISP Garden) tie-in will attract new members to the group. Tree Pruning:  The Property Committee recommends hiring Padilla Tree, Inc.—the low bidder at $2,000—for tree work, which comprises: Front Yard: cutting a large branch of the London plane tree that is rubbing against the sanctuary roof; cut dead wood out of the central pin oak tree; cut dead branches from the honey locust tree. Back Yard: Prune the pagoda tree away from the rectory; prune two large ailanthus trees; remove ailanthus with broken top; remove small pagoda trees directly behind the parish hall. Front Façade: There are cracks in the lower front of the sanctuary’s façade that need to be repaired with mortar in order to prevent rain from filtering through. The $20,000 balance from the Mulford Foundation grant that is expected in the spring can be used for this purpose, as all activities depend on St. Mary’s physical fabric. Capital Campaign/Fundraising: According to Rev. Kooperkamp’s conversations with Father Richard Sloane, Ruotolo Associates and the Episcopal Church Foundation are the only two organizations in the region that work with churches on capital campaign projects. Others would charge travel expenses. Father Kooperkamp will contact St. Peter’s Episcopal Church in the Bronx about in order to discuss the outcome of the feasibility study conducted by Ruotolo Associates. The vestry also discussed involving present and former members of St. Mary’s in the capital campaign, as well as soliciting them for an additional end-of-year gift this Christmas.

COMMITTEE LIAISON REPORTS: Fundraising Committee: Crafts Fair/Mardi Gras: Lisa Slocum reported that the Crafts Fair was not only great fun but also generated about $820. Additionally, the fair provided an opportunity for building community amongst the artisans and constituents of St. Mary’s. Ms. Slocum has set Saturday, February 18 as the date for the Mardi Gras Masked Ball. She needs to finalize the catering, bartending, music, raffle donations, etc.

SUNDAY SCHOOL: Sherrill Patterson reported that students are now more eager to participate in Sunday School. Two of her students are doing readings on Sunday, December 18. They are also doing a Christmas pageant and Kwanzaa presentation on Sunday, January 1st. Ms. Patterson would like to integrate parents in the Sunday School.

EPISCOPAL CHURCH WOMEN: Celia Braxton announced that she is resigning from the ECW effective immediately as her new job starts soon and she needs time to prepare. Each member of the ECW will assume Ms. Braxton’s position for one month on a rotating basis. Ms. Braxton also suggested giving presents to the Sunday School students and their parents for Three Kings’ Day, Sunday, January 8, 2012.

STEWARDSHIP: Rev. Kooperkamp reported that approximately 30 pledge cards for calendar year 2012 have been submitted. The newly designed cards now have three categories: Operations (formerly Stewardship), Building Fund (formerly Restoration), and Mission (a new category that will provide funds for St. Mary’s outreach programs). As a result, St. Mary’s is receiving better data.  Dorothy Ross suggested that we schedule a “thank-you note” meeting.

OUTREACH, FOOD PANTRY AND ECCLESIA:  Lysander Puccio reported that the large outreach mission meeting was lovely, and that its purpose was to prepare the 2012 budget. It was attended by individuals from the clinic and summer camp, among others. Top priority is being given to obtaining a vehicle. Second in line is reimbursing individuals for their out-of-pocket expenses.

NEW YORK INTERN PROGRAM: Lysander Puccio reported that the “honeymoon phase” of the internship is over: the interns are having problems with their work assignments, which they are trying to work through. They are also having some difficulties living together. Rev. Kooperkamp reported that NYIP is working together with “Grey Matters” and volunteer consulting organization on setting up a separate 501(c) 3 to run an expanded program together with Church of the Intercession. For 2012-13, we will continue to run under St. Mary’s Church.

WARDENS’ REPORT: Dorothy Ross stated that we need to set the date for the Ginormous Flea Market.

PASTOR’S REPORT: DHS “Church Beds”:  Rev. Kooperkamp reported that he would like to inform the Department of Homeless Services on Monday, December 19 whether or not St. Mary’s wants to participate in the “Church Beds” project, which would entail providing 12-15 homeless individuals with a bed to sleep on the premises from 7:30 p.m. to 7:00 a.m. seven days a week. Participation would require a commitment from January 1st to June 30th. The Neighborhood Coalition for Shelter would provide food, bed sheets, etc. We would need volunteers, perhaps from such organizations as Teacher’s College, to set up the beds, clean, and so on. An on-site supervisor would have access to a social service professional in the event of a problem. Members of the vestry expressed concern about scheduling conflicts between this program and the myriad activities/programs that currently take place at St. Mary’s. Rev. Kooperkamp explained that the individuals would not be able to sleep at St. Mary’s on the evenings on which activities are planned. Elizabeth Mellen expressed concerns about storage space. Hilda Cabrera expressed concerns about the personal safety of other individuals residing at St. Mary’s – the interns, the Rector and his family, etc. L. Puccion explained that we know most of the homeless individuals who would be participatvng in the program. Motion #2, moved by the Fundraising Committee and seconded: Vestry to approve participation in the “Church Beds” project. Celia Braxton abstained. Rev. Kooperkamp will inform the Department of Homeless Services, which will in turn let us know whether or not St. Mary’s is selected. Christine Lee Candidacy (GOEs Jan. 2-5, 2012): Rev. Kooperkamp asked that the vestry keep Ms. Lee, whose ordination has been scheduled for March 3rd, in prayer. Israel: Rev. Kooperkamps will be traveling in Israel January 7 – 14, 2012 Plans for the Future: Rev. Kooperkamp is being interview in mid-January 2012 by a church in Vermont. If they hire him, he would leave St. Mary’s right after Easter. If he is not hired, he will resign in July 2012. Hilda Cabrera expressed that the launch of the capital campaign needs to be considered vis-à-vis Rev. Kooperkamp’s imminent departure.

The meeting adjourned with a prayer.

DRAFT MINUTES OF THE 7-24-2011 MEETING OF THE VESTRY OF ST. MARY’S EPISCOPAL CHURCH

IN ATTENDANCE: R. ARRINDELL, C. BRAXTON, H. CABRERA, E. HARDING, REV. KOOPERKAMP, S. PATTERSON, L. PUCCIO, D. ROSS, T. SAYEE, G. SCHOLL, L. SLOCUM. ALSO IN ATTENDANCE: RHEA BYER-ETTINGER, ANNIE DENG, REV. GERALD KEUCHER, ALLEN MELLEN, LIZ MELLEN, S. THAKE.

OPENING PRAYER.

VESTRY MEMBERS AND OFFICERS. G. Sharp resigned from Vestry. Rev. Kooperkamp consulted with Wardens and looked to person who received the next highest number of votes at the Annual Meeting to fill Gary Sharp’s spot, which was Thomas Sayee. Motion to accept T. Sayee to the Vestry, was seconded and passed unanimously (T. Sayee was not present until after the vote). Search is still underway for replacements of Treasurer and Clerk. Annie Deng is considering the Clerk role. DISCUSSION: Person taking minutes doesn’t have to be on Vestry, but Clerk does.

MINUTES. Vestry meeting minutes from 5/22 and 6/26 were reviewed. Motion to accept the minutes from these meetings was seconded and passed unanimously.

VISITOR BUSINESS. Rhea Byer-Ettinger discussed St. Mary’s re-invigorated participation in Manhattan Together, the community-based organizing group. St. Mary’s has been a member for over 20 years. We need to look at how St. Mary’s can participate again and what the congregation’s concerns are. Annie Deng completed the Manhattan Together leadership training course. Proposal: individual ½ hour meetings with church leadership to discuss what issues are affecting St. Mary’s. DISCUSSION: perhaps discuss together how we might re-engage St. Mary’s as well.

Task Responsible party Expected completion
Forward Vestry contact info to Rhea Byer-Ettinger Rev. Kooperkamp ASAP
Spend ½ in discussion with Ms. Byer-Ettinger All members
(may opt out) ASAP

FINANCE COMMITTEE. See attached report. DISCUSSION: Bookkeeper’s report is not appropriate for Vestry review; similar income/expense items not grouped together, subtotals and year-to-date need to be compared to prior year, all to create an accurate snapshot for Vestry.

Finance Committee Motion: Accept grant of $34k from Diocese and loan from Diocese for $34k at 6% and apply for loan (from undetermined source) of $45k for heating system replacement. DISCUSSION: We must do this. A boiler that “might” make another season isn’t good enough. Motion seconded and passed unanimously.

Parochial Report: See attached. DISCUSSION: Membership numbers accurate. Motion to accept the report was seconded and passed unanimously.

PROPERTY COMMITTEE. See attached Notes of Joint Meeting of Finance, Property & Stewardship. Liz Mellen: Property Committee met with friends of St. Mary’s, including Chris Sonne from the Vincent Mulford Foundation. Liz Mellen is interviewing St. Mary’s members re use of St. Mary’s space for homeless people/issues. Also David Callard from Enterprise Community Partners (tax credits, etc.). Had a positive meeting with Director of the NY office re info on loan sources, etc.

Rectory replacement door needs to be customized. Received a $60-65k diamond pane replacement bid. Windows have 2-3 years.

Rev. Gerald Keucher, Author of Remembering the Future, Working with Episcopal Church Foundation as (our proposed) Capital Campaign consultant: Sees similarities bet. St. Mary’s campaign and St. Andrews’ campaign from 5 years ago. We may want to discuss with Shirley Daniels at St. Andrews about what to tell congregation re projects that are covered by our goal if feasibility study says we’ll make less than is needed (can announce separate projects & goals for grants/loans). State funds might be available (up to $350k); should discuss with Michael Remic. DISCUSSION: Social investments possible?

Feasibility Study Questionnaire: 1- Were you aware St. Mary’s was undergoing a capital campaign? 2- Do you support it? 3- Prioritize our list from most important to least. 4- What’s missing from our list? 5- Who would you like to lead the solicitation? 6- What range would you be giving in? (for a $500k campaign, 1 $75k gift is needed); if spread over 3 years, how much would/could you give?

Ask: After you’ve already got more than 50% in pledges, ask congregation so they need only kick it over the goal post. Rev. Keucher says we’re a bit ahead of most churches in discerning, so cheaper. As St. Mary’s consultant, Rev, Keucher would meet with 8 people: 6 major contributors; 1 listened-to leader; and 1 main gadfly/devil’s advocate. Ask phase is a $20k flat foundation fee, including tracking software. DISCUSSION: Is it confusing to ask for funds to increase bond fund? No, can ask for building “endowment fund” and list on questionnaire for congregation’s prioritizing.

COMMITTEE LIAISON REPORTS.

COMMITTEE LIAISON UPDATE
Stewardship L. Slocum Fundraising: Cookbook recipe donations are being accepted!
ECW C. Braxton Funding Teen Jam for 1st Friday’s in August & September.
Sunday School S. Patterson Considering an August break for 2 Sundays.
Choir, Music & Worship Rev. Kooperkamp No updates.
Outreach, Pantry & Ecclesia L. Puccio Netflix complaints made for unplayable movies at movie night. See “New Business” re emergency homeless assistance needed.
Intern Program L. Puccio Melissa Nieves asked if ECW could fund bowling w/ interns. Rev. Kooperkamp might have funding for this. Tues., Sept. 13: Vestry/Intern buffet with church leaders. @ piece of pizza- 1 to 1 relationships to be fostered @ mixer event Oct. 13th wine/cheese church mentoring cocktail party.
WARDEN’S REPORT. Items discussed in liaison reports and other discussions above.

PASTOR’S REPORT: Rev. Kooperkamp will be on vacation Aug. 11-28th. Liz Maxwell (formerly of Holy Apostles) will preach on Aug. 14th.

OLD BUSINESS: None presented.

NEW BUSINESS: 1- Dwayne Lavender fashion show coming in November; 2- Proposal re individual donations for periodical ad in St. Mary’s name; 3- Need to improve emergency homelessness assistance for drop-ins, movie night participants, and St. Mary’s congregation members as well.

CLOSING PRAYER.

THE MEETING WAS ADJOURNED.

DRAFT MINUTES OF THE 6-26-2011 MEETING OF THE VESTRY OF ST. MARY’S EPISCOPAL CHURCH

IN ATTENDANCE: R. ARRINDELL, C. BRAXTON, H. CABRERA, E. HARDING, REV. KOOPERKAMP, S. PATTERSON, L. PUCCIO, D. ROSS, G. SCHOLL, L. SLOCUM. ALSO IN ATTENDANCE: ANNIE DENG.

OPENING PRAYER.

MINUTES. No prior minutes were available for review.

FINANCE COMMITTEE. Rev. Kooperkamp: See attached Report “Current Bank Accounts: Parish Accounts: June 26, 2011.” Notes and highlights include: NYIP and CUCS paid up (NYIP not fully so, however). This accounts for the $30,000 increase in checking account since last month. Internal controls being tightened. Audit: paperwork has been sorted by year and some auditors have been contacted. Joint meeting of finance, stewardship and property committees (vestry invited) to look at budget and see if we’re on track and how to pay for upcoming expenditures. Finance Committee needs prayer. Diocese financial software not expected to be up and running in time for St. Mary’s 2010 audit. Weekly finance routine (i.e., money counting, recording, etc.) is much improved.

Task Responsible party Expected completion
Assist with internal audit H. Cabrera Ongoing. Summer availability if necess.
Approve acceptance of the boiler funds Full vestry When paperwork is ready

PROPERTY COMMITTEE. See attached Note and “June 21, 2011 Property Business – an Update.” Highlights and notes include: A) Rectory cellar door needs replacement; awaiting an estimate; B) Diocesan Property Support Committee has approved the boiler grant and loan application; C) Liz Mellen is working on proposal to Vincent Mulford Foundation for help with boiler & heating costs; interviews re St. Mary’s homeless ministries needed; D) Additional funding sources investigated, including Enterprise Community Partners; E) Tom Garcia of the Gill Studio to send estimate on Sanctuary window work; F) Parks Dept. has responded to Liz Mellen’s 311 calls re sidewalk maintenance in front of Sheltering Arms Park; G) Energy Audit updates: conservation plans are being implemented, including CUCS office energy usage cutbacks; Rectory lighting costs were removed from the energy audit (and will be considered part of the rectory renovation instead). Many thanks to D. Ross, Liz Mellen, Robert Jones, and Linda Struble for their hard work.

COMMITTEE LIAISON REPORTS.

COMMITTEE LIAISON UPDATE
ECW L. Slocum Teen Jam after July 1 movie night (Stomp the Yard 2); teens to plug mp3 players into sound system; $50 provided for food. Prayer Group started a “thank you” bulletin board; perhaps to be open to the church as a place to express thanks to individuals.
Sunday School S. Patterson Maritza led last Sunday school; Jim led it today (Jerry is preparing his masters in ed & couldn’t be here). The Action Bible distributed (lovely cartoon version). Will take a couple weeks off during Summer.
Choir, Music & Worship Rev. Kooperkamp No updates.
Stewardship C. Braxton FUNDRAISING: Annie D.: pls. use goodsearch.com & select st. mary’s; we’ll get income per search. Dwayne Lavender planning a fundraising fashion show for St. Mary’s. D. Ross: Aug. 6 Cooking contest & community yard sale – volunteers needed. L. Slocum: St. Mary’s cookbook, with histories & st. mary’s/restaurant recipes. Suggestion: Peace & Serenity gospel choir event.
Outreach, Pantry & Ecclesia L. Puccio No updates.
Intern Program L. Puccio Working on infusing program with more spirituality. Chi gong requested. Rev. Kooperkamp is taking them to Vermont for their last retreat. Congrats on vestry/intern dinner! Date for next year’s group to get them involved: Sept. 13th, 7pm? Program is no longer AmeriCorps (via Catholic Volunteer Network whose budget was cut to zero). Incoming interns are aware. Changes include: student loan deferral not automatic (need to ask for it) and education award for full participation is lost. Rev. Kooperkamp is concerned re loss of diversity. Might take years to work directly with AmeriCorps. Job sites unaffected & may open wider. Can encourage church participation. Single Stop will confirm food stamp eligibility. D. Ross: networking meeting suggested for early October for interns & people interested in being involved. We should connect with Holy Trinity’s new intern program. Intercession expansion is moving forward.
Task Responsible party Expected completion
Discuss a choir fundraising event with Janet Dorman L. Slocum Ongoing.
Dedicate the Sunday School’s “Action Bibles.” Rev. Kooperkamp ASAP
Note to be put in church bulletin re kids’ books & materials available in back of the church Rev. Kooperkamp ASAP
Sunday School snacks (15 cereal bars and fruit/wk) need to be set aside during Saturday outreach L. Slocum Every Saturday
Ask Robert Jones to volunteer as “security” for Teen Jam Rev. Kooperkamp ASAP
WARDEN’S REPORT. D. Ross: Outside party event policies: rental fee is $800 for a 9-hour event. St. Mary’s person is paid $200 for being there & cleaning up. No refunds are given for parties that clean up on their own. Drape rental fee is $75 ($50 to church and $25 to the St. Mary’s person who hangs/removes them). Will try drape rental fee as is for 3 months and see who accepts it. Proposal: 20’ banner w/ St. Mary’s name for side of intern apt. or in front of church.

TASK MEMBER RESPONSIBLE COMPLETION DATE
Order 1 banner to try it D. Ross As Convenient
Figure out a way to hang banners Rev. Kooperkamp ASAP
Remind Fr. Earl to work out system for hanging banners D. Ross or L. Slocum ASAP

PASTOR’S REPORT: St. Mary’s is sponsoring Christine Lee: She’s from All Angels and works there, so they cannot sponsor her. Already has a seminary degree, but finished first semester for Episcopal degree.

Rev. Kooperkamp will be out of town bet. Aug. 12-29 (but may be avail. some Sundays). Reaching out to Liz Maxwell.

OLD BUSINESS: The trauma peer support group (Spirit & Strife) has been very well received. Need a safe/private place to meet. G. Scholl offered his home. Rev. Kooperkamp suggested starting in sanctuary for exercises and his office afterward, which is private. Many thanks to L. Puccio for getting this group going.

NEW BUSINESS: Thursdays at 5:15pm: Free exercise group in undercroft.

CLOSING PRAYER.

THE MEETING WAS ADJOURNED.

DRAFT MINUTES OF THE 5-22-2011 MEETING OF THE VESTRY OF ST. MARY’S EPISCOPAL CHURCH

IN ATTENDANCE: R. ARRINDELL, C. BRAXTON, H. CABRERA, REV. KOOPERKAMP, S. PATTERSON, L. PUCCIO, D. ROSS, G. SCHOLL, L. SLOCUM. ALSO IN ATTENDANCE: JERRY MCMILLAN, LIZ MELLEN, R.C. LAIRD.

OPENING PRAYER.

GUEST. R.C. LAIRD of Holy Trinity Church discussed the Rhinelander Volunteer Program, a new intern program with 6 slots for interns, with placements in Yorkville and East Harlem, which is about to enter its first year.

OFFICERS. Treasurer (Allen Mellen), Assistant Treasurer (Bill Smith) and Clerk (L. Slocum). Allen Mellen would like to be replaced as Treasurer by the end of the year. L. Slocum would like to be replaced as Clerk as soon as possible. Rev. Kooperkamp to look for volunteers (neither position needs to be a vestry member). Motion to accept the above slate of officers with understanding that we’re looking for replacements for Treasurer and Clerk positions, seconded and passed by unanimous vote.

MINUTES. Review of Minutes of 5/1/2011 vestry meeting. Motion to approve minutes was seconded and passed by unanimous vote. NB: Rev. Kooperkamp has notes from March 1 meeting.

FINANCE COMMITTEE. Allen Mellen presented his monthly report at 5/1/2011 vestry meeting. See attached Bank statement report (information on associated accounts — balances, signers, purpose, etc. — should be available for June or July meeting). Notes and highlights include: Space sharing in undercroft is 4 months behind in rent payments. Sent invoice about a month ago. 2 people sign each check, so 6 (now) signers isn’t too many. No ATM cards or credit cards, etc., for security’s sake. Loans: approx. $60k total. Natasha Jackson (discreet and reliable) volunteered to help with pledge statements. Formal audit 2008-2011 needed to apply for grants. Diocese allows small parishes to perform audits by committee: we’ll do so for 2005-2007 then certified audits for 2008-2011 and going forward. Hilda agreed to be an internal auditor. Additional candidates need never to have been a check signer, money counter, etc. Discussion re whether bookkeeper is still on board: She continues to put things on quickbooks.

Task Responsible party Expected completion
Confirm whether savings account automatically covers an overdraft on checking account Rev. Kooperkamp ASAP
Approach Kelly Smith to be an internal auditor Rev. Kooperkamp ASAP
Seek out a third internal auditor D. Ross ASAP
Confirm whether bookkeeper is up to date Rev. Kooperkamp ASAP

PROPERTY COMMITTEE. Liz Mellen: See Minutes of May 5, 2011 Property Committee meeting. Highlights and notes include: Has offer of duplicator. Needs to decide when purchase makes sense financially. Snow guards are in place. Van is needed (and Rev. Kooperkamp needs to stop paying for the insurance on the next vehicle). Needs to be a budget line.

Rev. Kooperkamp read aloud the first page of S. Thake’s Report.

Motion #1, moved by Property Committee and seconded: Vestry to approve adoption of a Capital Program to raise and spend $1.5 million over a 10-year period, which will ensure that the physical fabric of St. Mary’s can allow it to function, with proper maintenance, both as a place of worship and a resource for the wider community for the next 50 years.

Motion #2, moved by Property Committee and seconded: Approve capital campaign to raise funds from the immediate and wider St. Mary’s community and to allow property committee to bring friends together with consultants — a committee to be formed to initiate interview and hiring of consultants (making no financial commitments without prior vestry approval).

DISCUSSION: we act for the congregation and need not ask permission to enter the capital campaign. Need, however, to listen for congregational interests. #1: agree but will encourage as much congregational support and enthusiasm around the capital program as possible. Vote: unanimous approval.

AMENDMENT to Motion #2: Property committee’s short list of consultants (2-3) to be interviewed by vestry. Vote: unanimous approval, as amended.

Joint Property and Finance Committee meeting to discuss where to get funds for immediate needs, for example the duplicator and new heating system. Linda Struble and Robert Jones attended energy workshop together. By next vestry meeting, Property Committee to set implementation plan for energy audit.

COMMITTEE LIAISON REPORTS.
COMMITTEE LIAISON UPDATE
ECW L. Slocum Had a fantastic Domestic Violence workshop. Teen jam planned as after-movie-night event.
Sunday School S. Patterson Going well. Book of Psalms for kids, focus on how Jesus acts as mother and father. Daniel had great input. Church & Sunday School attendance low lately. School testing might be responsible. Let Rev. Kooperkamp or L. Slocum know just before snacks run out. Still working on Lord’s Prayer. Discussion: Enjoyed seeing pictures, etc. in choir room.
Choir, Music & Worship Rev. Kooperkamp No updates.
Stewardship C. Braxton FUNDRAISING: $2,500 figure in financial report may be more gross than net on Ginormous Flea Market. Photos needed on Facebook. Was great community building.
Outreach, Pantry & Ecclesia L. Puccio Homeless people who come to movie nights are the ones that fall through the cracks of the system. Need to find out about more services & focus on putting solutions together. Discussion: join with others to find solution: community service society? Federation of protestant welfare agencies?
Intern Program L. Puccio Interns happy. They need stove installed! Can’t bake! Need electrician to check it out. Gas not likely practicable. Intern program approved for food stamps. Need to have single stop approve next intern group right away. Added Friday morning meeting w/ Sarah that’s art & spirituality focused. No “spiritual advisor” within program. Many come with a plan to work on spiritual development but no system in place. Discussion: provide list of names? Intern dinner w/ vestry 6/22, 7pm
Task Responsible party Expected completion
Talk with electrician re intern stove installation Rev. Kooperkamp ASAP
Research avail. services for homeless outreach participants and look into partnership with agencies/other churches Rev. Kooperkamp, L. Puccio, L. Slocum and any others ASAP

WARDEN’S REPORT. R. Arrindell: Mission Statement questionnaire distributed in bulletin. Small fire in bathroom set by a child. Robert spoke with child’s family. Reaching out to family and child. Child needs supervision to be on church grounds.

PASTOR’S REPORT: Rev. Kooperkamp is sending a letter in support of Jerry McMillan as an aspirant to the priesthood. Jerry McMillan: unhappy that moving forward means not being at St. Mary’s. He’ll be back. Rev. Kooperkamp: It’s a difficult process, so keep Jerry in our prayers.

Amanda Akes is up for ordination when a position opens. Rev. Kooperkamp circulated a letter of support for signatures.

Rev. Breyer will be out of town, in Afghanistan.

OLD BUSINESS: D. Ross updated the calendar in the hallway.

NEW BUSINESS: Martina (friend of L. Puccio) has offered to do free yoga at St. Mary’s. L. Puccio is forming a peer trauma support group at St. Mary’s.

CLOSING PRAYER.

THE MEETING WAS ADJOURNED.

DRAFT MINUTES OF THE 5-1-11 MEETING OF THE VESTRY OF ST. MARY’S EPISCOPAL CHURCH

IN ATTENDANCE: R. ARRINDELL, C. BRAXTON, H. CABRERA, E. HARDING, REV. KOOPERKAMP, L. PUCCIO, D. ROSS, G. SCHOLL, L. SLOCUM. ALSO IN ATTENDANCE: JERRY MCMILLAN, ALLEN MELLEN, LIZ MELLEN, AND STEPHEN THAKE.

OPENING PRAYER.

MINUTES. The 2/17/11 meeting minutes were reviewed and approved, with corrections, upon motion by E. Harding, seconded by C. Braxton, by unanimous vote. The 4/10/11 emergency meeting minutes were approved upon motion by R. Arrindell, second by E. Harding, by unanimous vote.

FINANCE COMMITTEE. Allen Mellen: See attached Treasurer’s Report, as of April 30, 2011. Notes and highlights include: 96% of income received and 98% of expenses in. New addition of “fundraising expenses” line item. E. Harding moved to accept Treasurer’s Report, C. Braxton seconded, with unanimous vote in favor.

D. Ross: Finance committee procedures have been documented. More people are needed to help: transferring pledge envelopes to pledge statements (not necessarily a vestry member; someone discreet and accurate); additional money counters are also needed. Audits are to be performed every year; the last one was in 2004. Need to research/collect data for 2005 to the present. Many thanks to Allen Mellen, Dorothy Ross, Epatrick Harding, Radford Arrindell, Kelly Smith, Bill Smith, etc. for their various services on the finance committee.

PROPERTY COMMITTEE. Liz Mellen: See attached 4/7/11 Property Committee Meeting Minutes. Highlights and notes include: Bridge/scaffolding still needs removal, particularly in light of the Ginormous Flea Market, etc. Duplicator: Might get a donation of a used duplicator. Costs $1,300/yr. to lease a new one. Discussion: Is duplicator sharing possible? Perhaps with St. Joseph’s or St. Mary’s Center? Leasing could create a source of income by giving outside groups a discounted flyer-printing rate. Energy audit: Andrew Rudin’s Cost Reduction Plan was summarized, with a focus on three energy uses: Gas use (2 kitchen ranges and hot water heater); Electricity Use (lighting fixtures, refrigerators, general habits of turning off electronics, etc.); and Oil for heating (more efficient system needed, including a new boiler, zone controls, additional insulation). Linda Struble (St. Mary’s congregation, 8am) has volunteered to attend energy conferences and to help implement plans the property committee will institute for energy conservation. Friends letter went out: Cost for envelopes, copying letters and stamps for 100 people was approx. $200. Now have 900 printed envelopes for church use. Copies of the “History” included in the letter to be distributed. Recipients have passed along the letter to family members/friends who have contacted the church.

Task Responsible party Expected completion
Reach out to neighborhood churches re duplicator/cost sharing Rev. Kooperkamp As soon as practicable
Draft letter requesting bridge/scaffolding removal Liz Mellen As soon as practicable

Stephen Thake gave a detailed presentation on the 10-year capital program being contemplated. See attached presentation. Highlights include: St. Mary’s strong history of commitment to renovation (approx. $700,000 raised and spent in last 20 years); prioritizing of work needed in sanctuary, undercroft, parish hall, rectory, and the grounds (including access issues); ideas for funding the various projects and a schedule for moving forward.

L. Slocum exited the meeting to lead the St. Mary’s Crop Walk team.

Report of the Property Committee (continued, Minutes, meeting of 05/01/11, continued by Celia Braxton on behalf of Lisa Marie Slocum, Clerk):
There was discussion about renovating the Rectory to make it possible for part of the Rectory to provide rental income.

Hilda Cabrera is a professional grant writer. She volunteered to help write the grant proposals assuming the required financial, mission, and historical data are available and organized for easy assemblage of grants.

Steven and Liz clarify that funding proposals must be mission-driven and that two types must be created: (1) to faith-based granting organizations; (2) to secular granting organizations.

Radford then moved a vote of support for the Property Committee to initiate contact with friends of St. Mary’s who might be able to provide monetary support and/or experience in renovation and fund raising. Hilda seconded. The vote passed unanimously.

Report of the Sunday School Committee:
Jerry McMillan reports that he is thinking about starting a scholarship fund for children of the Sunday School to help them pay tuition for private schools if they are accepted.

Report of the ECW:
Celia reported that 1) the ECW is sponsoring a workshop by Sally McNichol of CONNECT on Sunday, May 8th after church regarding domestic partner/intimate relationship abuse; 2) the ECW continues to want to focus on the children of the parish and neighborhood. The ECW has in principle expressed support for a regular Teen Jam through the summer, once a month in June, July, August, and possibly September. Details have yet to be worked out.

Report on the New York Internship Program:
Earl reported that a Board dinner was scheduled for Monday evening, May 2nd. He again brought up the request of the interns for a dinner with the Vestry. The Vestry has now set the date as Monday, June 13th at 7:00pm. This is to be “pot-luck.” He reports that we have had 122 applications for five slots for 2011-12. The five have been accepted but they have not received all responses back as yet.

Report from the Worship and Liturgy Committee
Liz reports Janet has requested that we remove the first two pews on the right side of the Sanctuary to make more room between the pews and the piano. The Property Committee will look into what to do with the two extra pews.

Warden’s Report.
Lysander requested clarification of the situation regarding purchase of LED lights. This will take place when the current lights are burnt out.

Pastor’s Report
Jerry McMillan has been in discernment for the ministry for ten months, since June of 2010. The Discernment Committee has affirmed his call to the ministry. The committee includes: Sherrell Patterson, Jim White, Janet Dorman, Charles Kelly, and Epatrick Harding. Earl will now write the required letter to the Bishop. If the diocese affirms, Vestry will vote on his becoming a Postulant.
Earl notes he will be out of town from May 7th to May 10th.
Robert Jones has been in the hospital since just after Easter. This was unexpected. He will be released this week.
The Undercroft floor has traditionally been buffed three times a year. This was previously the responsibility of CUCS, but now that they are not using the space, they no longer provide this service. They also paid for painting of the space. Earl paid $200 to Kym for buffing the floor for Easter. The money came from the Discretionary Fund.

Old Business
Allen Mellen reports that comments opposing the Anglican Covenant were mailed by him on Holy Saturday and should reach the diocese in time for inclusion in the Blue Book for General Convention. The diocese will now begin to consider the Covenant. On May 24th (10am) there will be a discussion at Diocesan House, which he will attend. There is also a meeting on the evening of May 23rd, in Peekskill. So far, 22 dioceses, 16 congregations, and 18 individuals have responded to the Covenant.

New Business
Lysander reminded all that at the next meeting, at the beginning of the meeting, we must elect a new: Clerk, Treasurer, and Assistant Treasurer.

Allen asked whether St. Mary’s wants to be listed as in “partnership” with Integrity, an organization that supports the LGBT community. The vestry agreed.

Radford moved that the meeting be adjourned. Celia seconded. The meeting adjourned at 1:38pm.

DRAFT MINUTES OF THE 4-10-11 MEETING OF THE VESTRY OF ST. MARY’S EPISCOPAL CHURCH

IN ATTENDANCE: R. ARRINDELL, C. BRAXTON, M. CLEMENZIO, P. HARDING, REV. KOOPERKAMP, S. PATTERSON, L. PUCCIO, D. ROSS, L. SLOCUM. ALSO IN ATTENDANCE: ALLEN MELLEN, LIZ MELLEN.

THIS BRIEF EMERGENCY MEETING WAS CONVENED TO ADDRESS TWO MOTIONS RELATED TO THE ENERGY AUDIT:

Moved by property committee:

1) That the vestry consider and approve a recommendation from the Energy Audit to work with a company named “Lightwave” on lighting cost reductions. The proposal is that we spend $1,380.57 on lighting upgrades and receive an estimated savings of $1,855.60 per year on electric costs (an operating expense reduction).

Discussion included: $1.380.57 expenditure covers labor, cost of bulbs and changing ballasts (ballast changing needs to be put in writing). Method of disposal of mercury-containing fluorescent lights needs to be researched. Lightwave can match the color spectrum of the lights we currently have. Warmer yellow was desired by many. Lightwave indicated that no addition money was needed for warmer yellow, but noted that they could only match current color. Agreed that we should try for warmer yellow.

C. Braxton seconded the motion, which passed unanimously.

M. Clemenzio moved:

2) That the vestry consider and approve an application to the Diocesan Property Support Committee for a grant and loan for the replacement of our 17-year-old boiler (which is aging and soon in need of replacement) with an energy-efficient boiler in order to convert from an oil-fired steam heating system to a gas-fired hot water system. Passing the motion would allow St. Mary’s to apply for a grant and a loan from the Diocese to help fund this work (i.e., when the estimates are in and we have an understanding of the exact costs, we will move on to a vote to spend the funds).

Discussion included: The existing boiler might possibly make it through one winter. Gas is cheaper than oil. Zones will distribute heat more efficiently. The application deadline is April 14.

R. Arrindell seconded the motion, which passed unanimously.

The subjects designated for the emergency meeting having been addressed, C. Braxton moved to adjourn, R. Arrindell seconded and the motion passed unanimously.

THE MEETING WAS ADJOURNED.

DRAFT MINUTES OF THE 2-17-11 MEETING OF THE VESTRY OF ST. MARY’S EPISCOPAL CHURCH

IN ATTENDANCE: C. BRAXTON, REV. KOOPERKAMP, L. PUCCIO, D. ROSS, T. SAYEE, L. SLOCUM. ALSO IN ATTENDANCE: JOYA COLON, ALLEN MELLEN, LIZ MELLEN. (NO QUORUM REACHED.)

OPENING PRAYER.

MINUTES. The January 20, 2011 meeting minutes were reviewed and minor corrections were made.

Joya Colon requested permission to follow St. Mary’s and study it as an ethnographer in her course on religious institutions as a “participant observer.” The vestry agreed.

Fr. Kooperkamp noted that, while the rat infestation in the undercroft is under control, the neighborhood has reported that the rats are out-of-control due to Columbia construction, etc.

FINANCE COMMITTEE. Allen Mellen: See attached report. Notes and highlights include: Internship payment counted in 2010 and CUCS payment in 2010. In future, perhaps adjust budget to better fit our expectations. D. Ross agreed to be Finance Committee Chair. A. Mellen is working on P&L statement for 2010. Online access to the Carver account is needed and the vestry generally assented that it should be created.

WARDEN’S REPORT: D. Ross: See attached report. Notes and highlights include: Bills now paid at any time. Some good procedures for handling and creating a plan for maintenance/ restoration. A. Mellen still to do Sunday count and create records as he has been. As Committee Chair, D. Ross to lead the committee in larger change issues. D. Ross moved financial filing cabinet to a more secure location and the Sunday School cabinet is now in the kitchen. Quite a bit needs to be done to prepare for audit. Parochial report is due March 1; will complete in early March. The vestry generally agreed that it is grateful to both A. Mellen and D. Ross for their financial services.

Fr. Kooperkamp is working with A. Mellen and D. Ross on a draft of a capital funding report for 2010 prior to next vestry meeting.

PROPERTY COMMITTEE. Liz Mellen: See attached report. Highlights and notes include: Fr. Kooperkamp to look at access chair and to check on cost for having it serviced. Duplicator service person is coming out on 2/18/11. The office fax is broken; Fr. Kooperkamp has a donation fax.

D. Ross indicated that “A Case for Giving” was shared with Stephen Thake who estimates that a St. Mary’s capital program would take 10 years and cost $1.5 million. The estimated 10 years may include creating rental income that can be used to complete later work. Stephen Thake also indicated that funding can come from a wide variety of sources. Stephen Thake’s work gives us a head start in finding a consultant and knowing better what we need from them.

Appreciative Inquiry with special focus for congregational support for campaign is scheduled for 3/27. Anne Ditzler to attend.

Energy audit: St. Mary’s has an energy audit proposal and a letter from ICE offering their services for $2,640, which is a bit more than the vestry authorized. This work needs to be done before it gets warm. Motion from Property Committee to authorize the amount over the previous authorization. L. Puccio seconded the motion and L. Slocum, D. Ross, T. Sayee, C. Braxton, and L. Puccio vote in favor.

Liz Mellen, Fr. Kooperkamp and Janet Dorman drafted a letter to friends of St. Mary’s: what we’re about now and what they’re up to. Stationery (envelopes only) with raised printing needed; 1,000 needed for approximately $150 (Liz Mellen would contribute $25).

L. Puccio (needing to take interns on retreat to little portion priory): Vestry is unavailable for lunch with the interns as planned on 2/21/11. She expressed frustration with the several reschedulings.

L. Puccio also indicated that the Cadets’ presence at the service with the Bishop made people feel uncomfortable, as they guarded exits and generally comported themselves militarily.

COMMITTEE LIAISON REPORTS:

COMMITTEE
LIAISON
UPDATE
ECW
L. Slocum
Prayer committee needs to move from annual meeting day. Fr. Kooperkamp and C. Braxton to discuss & work around food justice workshop.
Sunday School
S. Patterson
No report.
Choir, Music & Worship
Rev. Kooperkamp
Wednesday night Lenten schedule is on (St. Mary’s is off this year)
Stewardship
C. Braxton
L. Slocum: question whether “fundraising” is within the Stewardship committee. Fr. Kooperkamp agreed that it is.
Outreach, Pantry & Ecclesia
L. Puccio
Fr. Kooperkamp: approx. 20 people and Bishop Sisk were present at Ecclesia.
Intern Program
L. Puccio
Interns leaving 2/17 for retreat with L. Puccio

PASTOR’S REPORT: (1) Having conversations with absentee vestry members. While Annual Meeting has the power to declare a space vacant, conversations and voluntarily stepping down are preferred. (2) Looking for new warden candidates as L. Puccio’s term is ending. Has spoken with Radford Arrindell and C. Braxton. If any other suggestions, speak with L. Puccio. (3) 27th All Harlem service, 11am at Intercession will have the Episcopal chaplain at Howard University. (4) Food Justice Workshop is working on a group leader.

OLD BUSINESS. Allen Mellen: Executive Committee’s deadline for parish responses to the Anglican Covenant is Good Friday. Allen Mellen will work with C. Braxton to put a draft together by the Annual Meeting.

Discussion re bringing in key individuals to see if they’re on board with our capital plans.

NEW BUSINESS. Fr. Kooperkamp: St. Mary’s mission statement was created in 2001 and passed by congregational vote. Question: Is it time to revisit our mission statement? And what’s our “vision.” Will address at annual meeting.

CLOSING PRAYER.

THE MEETING WAS ADJOURNED.

DRAFT MINUTES OF THE JANUARY 20, 2011 MEETING OF THE VESTRY

OF ST. MARY’S EPISCOPAL CHURCH

IN ATTENDANCE:  C. BRAXTON, REV. KOOPERKAMP, S. PATTERSON, L. PUCCIO, D. ROSS, T. SAYEE, L. SLOCUM. ALSO IN ATTENDANCE:  JESUS LOPEZ, ALLEN MELLEN, LIZ MELLEN.

OPENING PRAYER.

MINUTES. 12/20 Minutes and 11/18 Minutes were reviewed and approved unanimously.

FINANCE COMMITTEE. Allen Mellen:  See attached draft budget by A. Mellen and Rev. Kooperkamp.  Highlights & discussions include:  CUCS lease amount (they requested a repeat of the last contract).  Discussion included real estate market commentary and displeasure with moving backward.  Rev. Kooperkamp proposed and the vestry agreed to offer a split of the difference between their requested rate ($36,600) and their current rate ($38,400), which would be $37,500.  New line added for Sunday School, which doesn’t cover snacks, which are being provided by the Food Pantry.  In addition, as no salary increases were offered in 2010, the 2011 budget includes 3% raises for Sexton, Church Administrator and Organist/Choir Director.  Discussion:  how to deal with shortfall?  (Prayer & effort:  thankfully, expenses estimated liberally & income estimated conservatively.)  Unanimous agreement to amend proposed budget to add Membership in Episcopal Peace Fellowship and Fellowship of Reconciliation & Integrity raise total expenses to $218,000.

Two motions:  (1) Motion to increase staff salaries by 3%-  Moved by Finance Committee, 2nded by L. Slocum and unanimously approved; (2) Motion to approve 2011 budget until Annual Meeting- Moved by Finance Committee, 2nded by D. Ross and unanimously approved.

PROPERTY COMMITTEE. Liz Mellen:  See attached Property Committee Minutes.  Motion to authorize payment for energy audit:  $2,200 payment to I.C.E., eligible for Diocesan reimbursement of $1,500.  The motion was seconded and passed unanimously.

Rev. Kooperkamp to prepare and submit paperwork to complete the above.

D. Ross donated new exterior bulletin board; old sign can be moved to the red door to the undercroft for announcements.  D. Ross also cleaning and touching up church banner.

Liz Mellen:  Snow guards reduce snow shoveling and protect church visitors.  Squirrel nesting needs to be prevented, as it is a fire hazard.  Motion to authorize an additional payment to Chris Michalski to complete the above two tasks (at cost) was seconded and approved unanimously.

Steven Thake to work with Larry Jones, Architect to refine & prioritize a list of capital projects.

Volunteers with the NYC Coalition Against Hunger came on Monday and cleaned and organized the entire kitchen and pantry area.  Robert, Rev. Kooperkamp, Kym & Janet worked also.

COMMITTEE LIAISON REPORTS:

COMMITTEE LIAISON UPDATE
ECW L. Slocum Prayer group to meet 2nd Sunday and business meeting on 3rd.  C. Braxton:  ECW spearheading events like 3/5 mardi gras ball.
Sunday School S. Patterson Separating kids by age; snacks to be set aside on Fridays.
Choir, Music & Worship Rev. Kooperkamp Liturgy language changed last Sunday (only) to be inclusive (i.e, non-gender-specific).  Another Inclusive Language Workshop to be held after Easter.
Stewardship C. Braxton Pledge list misplaced; calls to be made; some late pledges.
Outreach, Pantry & Ecclesia L. Puccio Wool socks (donated) arrived for distribution; considering drives for other items; Freddi Brown-Carter of AmeriCorps is amazing.
Intern Program L. Puccio 2/21 intern retreat with L. Puccio at Little Portion Priory.  Monday, 10am-2pm.
L. Slocum to advertise for a van donation.

PASTOR’S REPORT. Specially emailed & called Greg, Lisa R-M, Gary, Glenda & Mario to encourage vestry attendance.  L. Puccio’s wardenship is ending; Glenda, Thomas and Lisa R-M’s terms will end also.  Glenda and Thomas are eligible for another term.  Liz Mellen volunteers if there aren’t enough vestry member volunteers.

Rev. Kooperkamp to discuss participation with absentee members and to look for warden candidates

Upcoming dates/events: Bishop Sisk visits on 2/6.  Vestry participation is required.  Bishop accepted our invitation to Ecclesia service.  Rev. Kooperkamp is getting confirmation class together.  All-Harlem service 2/27, 11am at Intercession; 3pm Music @ St. Mary’s; 2/20 poetry Sunday [might be moved to 2/13 so interns can come]; Lent: food justice programs being planned.  Appreciative Inquiry:  3/27?  Next Appreciative Inquiry: 5/15 around NYIP and St. Mary’s (may need to reschedule to fit with Flea Market).

Candidate updates:  Amanda Akes, moving forward; Christine Lee, 3-4 Sundays/month at St. Mary’s; Jerry McMillan, good discernment work; Joya Colon-Berezin, accepted as candidate for ordination at Riverside Church.

OLD BUSINESS. None brought.
NEW BUSINESS. None brought.
CLOSING PRAYER.

THE MEETING WAS ADJOURNED.

DRAFT MINUTES OF THE DECEMBER 20, 2010 MEETING OF THE VESTRY
OF ST. MARY’S EPISCOPAL CHURCH

IN ATTENDANCE:  C. BRAXTON, REV. KOOPERKAMP, L. PUCCIO, D. ROSS, L. SLOCUM, G. WHITE (No Quorum).  ALSO IN ATTENDANCE:  ALLEN MELLEN, LIZ MELLEN.

OPENING PRAYER.

MINUTES.  11/18 Minutes were reviewed and corrected but unapproved absent a quorum.

FINANCE COMMITTEE.  Allen Mellen:  See attached reports by A. Mellen and Rev. Kooperkamp.  Highlights & discussions include:  $8,000 deposit of as yet undetermined origin (Rev. Kooperkamp:  might be from the intern program).  We are behind in health insurance payments and in the Diocesan assessment.  Budget should balance at the end of the year. Schieffelin came in lower than expected, but first-time pledge income is equal to or better than the difference.  Gwen Walker is investigating whether a cheaper phone service is available.

Finance Committee to meet to discuss the annual budget, which won’t be passed until the 3/13 annual meeting, but need one within the first couple of weeks in January.

PROPERTY COMMITTEE.  Liz Mellen:  See attached Record of Capital Investments 1986-2010 $710,539 (approx. $28k/yr.)  Current energy stewardship practices include:  use of low-wattage light bulbs; broken stained glass panes replaced by Rev. Kooperkamp; doors insulated; signage re closing doors (it was noted that the sanctuary was notably warmer this year).  It was noted that, for energy audits, Michael Rebic of the Diocese Property Support Committee recommends that all parishes use ICE (Interfaith Coalition on Energy) in Philadelphia.

Bell cote repair is progressing.  One bit of masonry requiring stone casting was not included in the original bid.  Chris Michalski requires an additional $600 (including the slate) for this work.  Scaffolding is already up and the price is a good one.  C. Braxton, L. Puccio, D. Ross, L. Slocum, and G. White voted in favor of the expenditure, Rev. Kooperkamp to poll absent vestry members for approval.  It was suggested that a rule authorizing the Rector to make expenditures up to $1,000 was needed.

COMMITTEE LIAISON REPORTS:

COMMITTEE/    LIAISON/    UPDATE
ECW/    L. Slocum/    4th Sunday has conflicts, 3rd Sunday meeting works since no Ecclesia; gifts wrapped for Sunday School, food pantry, & Old Broadway residence; bank statement reconciles with Treasurer’s records.

Sunday School/    S. Patterson/    Jim White had Ethical Cultural Society & Sunday School combo Hanukah program was a success.

Choir, Music & Worship/    Rev. Kooperkamp/    Inclusive Language Workshop planned (possibly 1/23).  1/30 2nd session for Anglican Covenant discussion (full text to be emailed to congregation).

Stewardship/    C. Braxton/    Automatic pledge payments available.  Mardi Gras fundraiser (3/5) and Spring rummage/crafts/book fair fundraiser (5/21?) being planned.

Outreach, Pantry & Ecclesia/    L. Puccio/    Joya Colon is doing a great job coordinating Saturdays.  Van is generally available, but short trips only (need a new vehicle).

Intern Program/    L. Puccio/    Retreat day at church, Monday after President’s Day, 21st.  Theme is St. Mary’s.  Interns to be included in Appreciative Inquiry.  Proposal into Trinity re program expansion.  Rev. Kooperkamp’s retreat with interns went well.  Nick changed work site to (AmeriCorps eligible) Lutheran Social Services.  Letter from Sarah N-B re delinquent payments (discussion:  perhaps budget for 1 less intern than we accept in future?). First NYIP graduate has been ordained as a priest.  Need to reschedule 12/28 intern dinner.

WARDENS’ REPORT.  CUCS is no longer doing maintenance in the undercroft (including bathrooms).  Robert, Kym and Rev. Kooperkamp are pitching in.  Groups are asked to clean up after themselves.  Ray Lewis might be asked to help as well.  Rev. Kooperkamp showed the exterminator the undercroft space.   There is still no word on cupboard space availability.  Reminders:  (1) Boiler room is not a storage space; (2) Announcement board needed for special events; (3) 2nd hand book sale in May (20-22nd?  Can be combined with flea/craft event; need permit for use of handball court).

PASTOR’S REPORT.  Thanks to L. Puccio, L. Slocum, D. Ross, Bonnie Phelps, Melissa Nieves, Janet Dorman and many others for working together on the Crafts Fair.  Together with the Flea Market, we made up the amount of the Schieffelin deficit.

Updates on three candidates:  Amanda Akes, Youth Adult Service Crops Intern in South Africa  (and NYIP 2nd year intern):  vestry passed her on to be a candidate for ordination to the transitional diaconate.

Christine Lee:  previously met with vestry (was on staff at All Angels parish so we promoted her).  Great preacher.

Jerry McMillan is up before the discernment committee and doing well.

Discussion:  in the future, we should post/put candidate bios somewhere for vestry eyes only.

We agreed to invite Bishop Sisk to St. Mary’s Ecclesia service for the homeless in Marcus Garvey Park after the 2/6 vestry meeting.

OLD BUSINESS.  Rev. Kooperkamp to continue to investigate and report on NAS-COAL.

NEW BUSINESS.  Ideas needed on how to achieve a quorum at vestry meetings.  Wardens to discuss and report.

CLOSING PRAYER.

THE MEETING WAS ADJOURNED.

DRAFT MINUTES OF THE NOVEMBER 18, 2010 MEETING OF THE VESTRY
OF ST. MARY’S EPISCOPAL CHURCH

IN ATTENDANCE:  M. CLEMENZIO, REV. KOOPERKAMP, S. PATTERSON, L. PUCCIO, D. ROSS, T. SAYEE, L. SLOCUM, G. WHITE.  ALSO IN ATTENDANCE:  ALLEN MELLEN, LIZ MELLEN.

OPENING PRAYER.

MINUTES.  After review of the 9/23 and 10/21 minutes (the September minutes were unavailable on 10/21 due to internet failure), each set was approved by unanimous vote.

FINANCE COMMITTEE.  Allen Mellen:  See attached report.  Highlights & discussions include:  Tight cash flow right now.  A few bills are waiting for Schieffelin, (being mailed this week, per Ms. Allen).  Bookkeeper update:  Janice sent email last week re hand injury.  Is devoting this week to catching up.  It was generally agreed that it was a difficult job and that she’s had a lot of info thrown at her.  Allen Mellen understands info better now and should sit with her to help sort it out.   The next finance committee meeting is the 22nd.  Unanimous vote to accept Treasurer’s report.

Rev. Kooperkamp got a full accounting from the IRS (although it’s not in chronological order).  The first year of the Intern Program had a new system for payroll.  There is a new cover letter to prevent confusion going forward. Need to reconcile certain refunds we’ve received.  Should know where we are by the end of the year.  Need a clearer sense of things before possibly bringing on a tax person.  Also, as of Jan. 1, Gwen W. is on diocesan payroll.  Not yet ready for audits; need to come up with a list of possible auditors.

PROPERTY COMMITTEE.  During the meeting, Liz Mellen and Rev. Kooperkamp led the vestry on a full tour of the St. Mary’s buildings (Intern apt., undercroft & back office, Rectory, Organ room, etc.).  A great deal of repair work (much of it urgent) was seen to be needed in all areas of the church (particularly the Rectory)  See attached minutes of the 11/4/2010 Property Committee meeting and the 9/2010 Report of the St. Mary’s Garden Group.  Liz Mellen further reported that the bell cote scaffolding was going up this weekend and Nikki Coddington would be speaking after church the following Sunday.

COMMITTEE LIAISON REPORTS:

COMMITTEE/ LIAISON/ UPDATE

ECW/ L. Slocum/ Several letters of support for women’s issues coordinated.  Need to pick up conversation on further Teen Jams.

Sunday School/ S. Patterson/ Going great.  4 students joined acolytes (3 participated last Sunday).  Have more than enough materials. Rev. Kooperkamp to see what happened to Bree and to work with S. Patterson to make sure acolytes don’t miss Sunday school.  Rev. Kooperkamp provides fruit & kids love it.  Many join in at Intercession basketball league with 40 other kids every Saturday.

Choir, Music & Worship/ Rev. Kooperkamp/ Dec. 19th Inclusive Language Workshop, open to congregation.

Stewardship/ C. Braxton/ 38 pledges & 18 restoration pledges.  “Thank You”s sent out.  30 regular contributors who haven’t pledged to be called.  Crafts Fair fundraiser 12/4&5:  need help getting word out.

Outreach, Pantry & Ecclesia/ L. Puccio/ Lots of Columbia U. volunteers. Dental van expected 11/30/10.  Movie Nights going well.

Intern Program/ L. Puccio/ 11/11 vestry dinner postponed.  Need a new date and a formal invitation from vestry to interns so they can plan. December 28 selected.

WARDENS’ REPORT.  L. Puccio:  CUCS leasing plans are still up in the air.  Cupboard space availability is up in the air, too.  L. Puccio to discuss with Linda, who runs the CUCS program in the Undercroft for info on funding. She thought church funding might be better for us.  Discussion:  general disagreement.

D. Ross:  Energy Audit planned.  D. Ross to donate funds for energy audit.  11/23 discussion planned re how to set it up.  Discussion re Summer Camp.  D. Ross expressed concern that the leaders were invited to vestry and didn’t come.  Accounting needed as we spent $4,000 last year.  Storage issue: wooden chairs should not be stored in furnace room.

PASTOR’S REPORT.  Spoke with capital campaign consultants.  Richard Sloane (talk with Shirley Daniels @ St. Andrews) – if you want to raise more money, need a consultant.  Fr. Keucher hasn’t yet returned an email.  Fr. Gordon Duggins (is a consultant), but says you need someone to galvanize friends, etc.  Is considering doing this for St. Mary’s on a pro bono basis.  Prayers needed.  Intern expansion:  Met with minister at Intercession.  Work and fundraising to be done there.  Vestry there has green lighted.  12/15 application for Trinity funds this coming September is too soon.  2012 will accommodate renovations, etc.

RESOLUTION:  Vestry of St. Mary’s supports continued planning for expansion of the Intern Program. So moved, seconded and unanimously approved.

Upcoming events:  December 1 is World AIDS day; 11am service.  Feb. 6, Bishop Sisk will serve as preacher and celebrant.  Vestry will be there to meet him after church.  2/27 8am at St. Mary’s and then later morning service at St. Andrews (probably).  March 13th Annual Meeting.

OLD BUSINESS.  None raised.

NEW BUSINESS.  None raised.

CLOSING PRAYER.

THE MEETING WAS ADJOURNED.

MINUTES OF THE OCTOBER 21, 2010 MEETING OF THE VESTRY
OF ST. MARY’S EPISCOPAL CHURCH

IN ATTENDANCE: REV. KOOPERKAMP, S. PATTERSON, L. PUCCIO, D. ROSS, T. SAYEE, L. SLOCUM, G. WHITE. ALSO IN ATTENDANCE: ALLEN MELLEN, LIZ MELLEN.

OPENING PRAYER.

MINUTES. Review of the 9/23/10 meeting minutes was postponed due to internet failure.

FINANCE COMMITTEE. Allen Mellen: See attached report. Highlights & discussions include: Income is short in part because Intern Program is behind in rent (a check or two from employers). Music program might lose its funding. Summer School to be added to report under parish programs. Bookkeeper is working on how to transfer the weekly count sheets & deposit tickets. She is currently photocopying them. Allen Mellen has a scanner, which should help. Deposits must be made in person as there’s no card that restricts withdrawals. Have begun receiving electronic pledge payments. Diocese considers us current. Behind in health insurance and a few accounts (hardware/paint stores, exterminator, etc.). We “should” make it to Schieffelin fund payment.

T. Sayee’s motion to accept Treasurer’s Report, seconded by G. White, was passed unanimously.

PROPERTY COMMITTEE. Liz Mellen: See attached report. Chris Michalski to shore up balustrade, clean front, repointing, repair tracery between windows, etc., all for free. Should begin next week. Scaffolding folks awaiting permit and have been paid. Work should take 2-2 ½ weeks (realistically completed by Thanksgiving).

Rev. Kooperkamp has spoken with treasurer re roofing grant. We have consolidated the roofing and bell cote loans. Diocese will pay bell cote grant directly to contractor and we’ll be reimbursed for roofing grant funds we never received.

Boiler not working. If we have a capital campaign and have the funds to replace the boiler, an HVAC system could fit in rectory basement and free up the boiler room for any use.
Nikki Coddington, former ED of NYIPL to come speak after church on November 21, 2010. At Liz Mellen’s request, the vestry members signed a card for the 150th anniversary of St. Joseph’s RC Church across the street.

COMMITTEE LIAISON REPORTS:

COMMITTEE/ LIAISON/ UPDATE
ECW/ L. Slocum/ 10/31 kids’ halloween party planning. Costumes donated by Ms. Eva Green to be distributed at Old Broadway Residence. Dental students unavailable on 10/31; to give out kits at outreach instead.
Sunday School/ S. Patterson/ 20 official registrants. breaking students into age groups. Kayshawn and Corey to work as acolytes. S. Patterson’s niece is interested in lesson reading. Joining with a sunday school in the Bronx, December 2nd. Learning the Lord’s Prayer and What a Friend We Have in Jesus. S. Patterson and/or L. Puccio to ask intern Naja to talk to Sunday School about Islam.
Choir, Music & Worship/ Rev. Kooperkamp/ Continuing to implement changes from last meeting.
Stewardship/ C. Braxton/ 27 pledges in (approx. $51,800) so far. Several outstanding (even on vestry!). 15 or so restoration pledges (approx. $21k) so far. Meeting next week. Crafts fair fundraiser on 12/4 & 12/5. Need help getting the word out (to vendors and shoppers).
Outreach, Pantry & Ecclesia/ L. Puccio/ Interns participating on saturdays. numbers served are increasing. Carolyn of Ecclesia moving to Tompkins Sq. Park, Marcus Garvey will now have Reggie Williams. Food Pantry- 60-65 food bags (approx. 100 people). Funders came (B of A [funds fresh produce]; United Way; & Just Food) and videotaped Carmen Cabrera’s cooking demo. Mary Beth Ellen – held two recent concerts & made donations to church, food pantry & outreach.
Intern Program/ L. Puccio/ 11/11 vestry dinner [UPDATE: postponed]. Intercession interested in providing extra housing for interns as part of program expansion, which would provide more stability for the program (5 spots, 100 applicants and if 1 drops out, makes a big difference). Rev. Kooperkamp is working with Intercession to envision how it might work. Formal proposal may be forthcoming. Jackie Clark from 2nd year has been received in the Episcopal Church and is considering discernment. L. Puccio discussed expansion with Sarah Nazimova-Baum and noted that more staff would be needed. Some tensions in current program re church program participation. Liz Mellen suggested inviting individuals to Peace of Pizza to encourage connections.

WARDENS’ REPORT. L. Puccio: Enneagram workshop update: Rev. Kooperkamp (3); L. Puccio (1); G. White (2); L. Slocum (9); D. Ross (6); T. Sayee (6, maybe 5); Liz Mellen (5); Allen Mellen (5). D. Ross and L. Puccio paid for enneagram materials. Thank you card circulated for Sr. Barbara. Need to copy materials for vestry members unable to attend.

CUCS has a potential relocation plan, so we need to consider our tenant options. L. Puccio discussed (1) a drop-in center run by St. Mary’s (meals, showers, referrals) with single stop on mondays, we hope. If not government funded, could have a spiritual component. (2) an overnight church shelter bed service (late, after the programs) for a stored cot, shower, snacks to target undocumented people who usually work and need space when can’t work. Other suggestions: space used to house a headstart program; St. Mary’s Center is looking for office space and Rev. Kooperkamp raised the idea of our space with them; consider partnering with an existing program – Goddard Riverside was the only drop-in center in northern Manhattan (114th st. open 3 days); after school program.

Storage space might open up from CUCS.

PASTOR’S REPORT. Task force to determine a working group for capital campaign inquiry met. At next vestry meeting, do a tour & talk about program needs. Tours of property over 3 sundays for congregation, with vestry members leading. Jan. 30th, Appreciative Inquiry re property and program needs. Reaching out to various individuals for information, including Richard Sloane, Gerry Keucher, Greg Scholl, Gordon Duggins.

OLD BUSINESS. Report to vestry re Summer Camp needed. Discussion re inviting large donors to meet with group & get in on ground floor of potential capital campaign. Would need to be after finances in place and congregation polled.

Task updates:
Miguel Escobar has agreed to guide us on Anglican Communion covenant on November 28.

NEW BUSINESS. None raised.

CLOSING PRAYER.

THE MEETING WAS ADJOURNED.

MINUTES OF THE 9-23-10 MEETING OF THE VESTRY OF
ST. MARY’S EPISCOPAL CHURCH

IN ATTENDANCE: C. BRAXTON, M. CLEMENZIO, REV. KOOPERKAMP, S. PATTERSON, L. PUCCIO, D. ROSS, T. SAYEE, L. SLOCUM. ALSO IN ATTENDANCE: ALLEN MELLEN, LIZ MELLEN.

OPENING PRAYER.

MINUTES. The August 12, 2010 meeting minutes were unanimously approved, with corrections.

FINANCE COMMITTEE. Allen Mellen: See attached report. Notes and highlights include: Need to have a finance committee meeting while A. Mellen is in town. Operating Income & Expenses Report isn’t reconciling, so double check is needed. Bookkeeper is close to having 2010 up to date, but has questions. A. Mellen hopes to have Capital, Income & Expenses by next year. Will likely have a QuickBooks-generated report for 2010 year end. Behind a few months in health insurance, but otherwise up-to-date through 9/15 after deposits made and checks written. Last year’s Schieffelin fund payment is in the bank and accounts for the discrepancy between YTD income and YTD expenses. “Parish services” on report include casual labor, etc. Newly revised “Sunday sheet” more closely reflects how count is done and how QuickBooks is entered. Motion to accept the Treasurer’s Report was unanimously accepted.

Rev. Kooperkamp’s additional finance notes: (1) Spoke with Ms. Allen at the Bank of NY re Schieffelin Fund and anticipates it will come in at about $60k. It is usually received before Thanksgiving. (2) Elizabeth Kooperkamp’s job has been reduced and Rev. Kooperkamp is unsure whether he will be able to continue his practice of paying back a portion of his salary each month. (3) Rev. Kooperkamp went to the IRS to discuss the NAS-COAL deductions and found that levies were made against St. Mary’s in 2006 when the taxes were paid on behalf of St. Mary’s by the Diocese. This likely applies for 2007, 2008 & 2009 as well. Will take time to get to the bottom of this, but thinks there’s a good chance we’ll get the money back. (4) Since NYC has defunded drop-in centers, CUCS will stop using the undercroft as a drop in center as of 10/18, but will continue to use it for Single-Stop. The CUCS lease is up on 2/11 and, while we have been discussing a 5-year lease renewal, they are looking at their options. Although we believe there is a synergistic relationship between their outreach and ours, we will explore our options as well. Possibilities include: (A) a homeless shelter concept under discussion with L. Puccio & others and (B) St. Mary’s Center is looking for additional business/finance office space. Discussion addressed the need to set a date by which CUCS will make their decision known to us. (5) Rev. Kooperkamp hasn’t locked in oil prices yet, as some analysts think the price might come down (right now $0.02 higher than last year); (6) Capital account includes a $25k gift and a remainder of $17k.

PROPERTY COMMITTEE. Liz Mellen: See attached report. Highlights and notes include: Received notice today that we’ve been approved for a grant and loan for masonry repairs to the bell cote ($9,333 grant and $9,333 loan). Roofing amount has not been requested (loan application goes through Treasurer, not Property Support Committee). Rev. Kooperkamp to talk with Treasurer/Comptroller re combining applications for bell cote and roof.

RESOLUTION 1: Resolved that the Vestry of St. Mary’s Episcopal Church will gratefully accept the Diocesan Property Support Committee’s offer of a loan for $9,333 and the outright grant for the same amount. [the 9/21 letter from the Diocese states that "Should St. Mary's wish to accept the loan money, please contact Ms. Carol O'Neale at 212.316.7457 at the Controller's Office, who will process the necessary paperwork on your behalf."]

RESOLUTION 2: Resolved that the Vestry of St. Mary’s Episcopal Church will accept the $28k bid of Chris Michalski at Solution Contracting, Inc. for the masonry restoration work on the bell cote.

After discussion, the vestry’s votes to approve each of the two resolutions above were unanimous.

Liz Mellen charged the vestry with making a determination on whether to move forward with a capital campaign or not. Discussion included (1) the need to organize our finances in accordance with the vestry resolution to do so prior to a capital campaign; (2) whether Anne Ditzler of the Episcopal Church Foundation should be invited back to speak with the vestry again ASAP; and (3) whether a task force should be convened to explore our options.

With great thanks to Liz Mellen and the Property Committee for their excellent work on getting the church and vestry this far in an understanding of our needs, it was decided that Rev. Kooperkamp, Liz Mellen, D. Ross, L. Puccio and Radford Arrindell would form a working group to discuss what a capital campaign task force might be and have a proposal ready for the October vestry meeting. Discussion included requests for various members to be on the task force itself and at least one member, L. Puccio, declining task force membership.

Rev. Kooperkamp reported on carpeting: In order to have a funeral reception in the parish hall, parishioner’s family wanted to replace the carpets at their own cost. They had Empire measure the rooms, but the Empire people failed to follow through with the work. Rev. Kooperkamp installed large throw rugs and the family hung curtains for the reception. Donation of carpeting is still possible.

COMMITTEE LIAISON REPORTS:

COMMITTEE/ LIAISON/ UPDATE
ECW/ L. Slocum/ 8/28 Teen Jam was a success; approx. 20-25 teens attended. Plans to regularize the event. Halloween party to be held on 10/31.
Sunday School/ S. Patterson/ 12 kids two weeks ago. did Q&A on gospel. Weekly readers to take home for homework. Making an attendance chart. Ms. Green has been asked to be Registrar. Dry erase board is needed. S. Patterson finally has a cupboard key!
Choir, Music & Worship/ Rev. Kooperkamp/ Continuing to implement changes from last meeting. Instructed Eucharist next Sunday. Planning October meeting.
Stewardship/ C. Braxton/ Personal testimonies continuing during announcements each week. Radford Arrindell next Sunday & Dolores Jones @ 8am. 10/17 luncheon after the 10am service. Bill Smith is taking pledge cards; need to get them to the Stewardship Committee. Planning for 12/4&5 Craft Fair underway.
Outreach, Pantry & Ecclesia/ L. Puccio/ Increase needed for Saturday food (one less Ecclesia/month since more churches participate, so budget should accommodate). Phasing out cabaret night & adding St. Mary’s favorite movie. 35-40 people attended last Ecclesia.
Intern Program/ L. Puccio/ Interns planning to attend all meetings. They want vestry to throw them a party/dinner Thursday, Nov. 11?.

WARDENS’ REPORT. D. Ross: See written report. Rectory sink update: faucet was running & plumber shut off water for a bit. Faucet is still running & Andre the Plumber is coming tomorrow.

PASTOR’S REPORT: (1) Close intern work has precluded having seminarians at St. Mary’s for a while; Joya Colon at NYTS is coming 10/1 for the academic year; (2) Bus from 32BJ union to Working Together rally in D.C. (NAACP is a sponsor and Ben Jealous is a St. Mary’s member).

OLD BUSINESS. Rev. Kooperkamp: (1) Had enough signatures for Akes support letter and submitted it to the Diocese. (2) Christine Lee, member @ All Angels, is on staff there and leaving her position soon; will be around St. Mary’s more.

NEW BUSINESS. Allen Mellen: (1) Diocesan convention registration is online; need to register. Miguel is delegate & Allen Mellen is alternate; (2) We’ve all been asked to study the Episcopal Covenant (recommendation is to be adopted/rejected in 2012). Episcopal Church has bulletin inserts. Discussion: We should invite Miguel to come and discuss issues with us.

Rev. Kooperkamp: Tuesday Night Bible Study resumes this Tuesday (9/28 @ 6pm). Overview of Hebrew scriptures. Celtic evening prayer or Compline suggested to complement bible study.

CLOSING PRAYER.

THE MEETING WAS ADJOURNED.

MINUTES OF THE 8-12-10 MEETING OF THE VESTRY OF
ST. MARY’S EPISCOPAL CHURCH

IN ATTENDANCE: C. BRAXTON, M. CLEMENZIO, REV. KOOPERKAMP, S. PATTERSON, L. PUCCIO, D. ROSS, T. SAYEE, G. SHARP, L. SLOCUM. ALSO IN ATTENDANCE: RADFORD ARRINDELL.

OPENING PRAYER.

MINUTES. The July 17, 2010 meeting minutes were unanimously approved.

FINANCE COMMITTEE. Allen Mellen was out of town; see attached report. Discussion: Fr. Kooperkamp has reviewed past payroll charges (2005) and is looking for 2005 checks from the Treasury Department re NAS-COAL research. He’s located letter indicating $6k is owed in back payroll taxes, but needs additional research before contacting IRS. Discussion on amount of time general task of organizing finances should take the Treasurer and finance committee. It was generally agreed that, after approximately 4 years of financial neglect, it will be a time-consuming task and the Treasurer will need support. When Allen Mellen returns from vacation, discussion to be had about how best to move forward with assistance and to address some serious communication missteps between the Treasurer and members of the finance committee. Bookkeeper still needs Carver accounts. Finance committee to meet to meet early in Sept. to begin setting deadlines, including those for the bookkeeper, including a timeline and workflow.
Gwen Walker met with benefits counselor re personal payroll issues. Plan to be presented to vestry at or prior to the time vestry will be setting the budget.
Pledge reports prepared and circulated, thanks to D. Ross, Bill Smith and Patrick Harding. Pledge forms are currently not being used consistently to support the regular preparation of pledge reports, however.
______________________________________________________________________________________
1.
TASK : Collect deposit slips, bank statements, etc., and put them with financial records.
MEMBER RESPONSIBLE: Rev. Kooperkamp
COMPLETION DATE: ASAP
2.
TASK : Help Rev. K. put above items in chronological and help look for checks with 4-digit deposits.
MEMBER RESPONSIBLE: S. Patterson and/or others
COMPLETION DATE: ASAP
3.
TASK : Use pledge forms during money counting sessions.
MEMBER RESPONSIBLE: T. Sayee, Bill Smith and others
COMPLETION DATE: ASAP
______________________________________________________________________________________
PROPERTY COMMITTEE. Bell cote paperwork is in to the Diocese. $28k was the lowest bid. Sept. 20th property support meeting. 1/3 grant, 1/3 loan, 1/3 St. Mary’s. Nikki Coddington, NY ICPL to come in fall on a Sunday, after church. Sept 19th? Oct. 17th? Nov. 21st? (St. Mary’s no longer has ecclesia on 3rd Sun./mo. as additional churches are participating). Vestry tour of church buildings proposed, led by property committee and filmed for posterity.
Balustrade on church porch is very wobbly. Rev. Kooperkamp to build very temporary wooden structure before he leaves. Currently taped. No basement flooding reported despite recent heavy rains.

______________________________________________________________________________________
1.
TASK: N. Coddington to be invited for 9/19; 10/17 or 11/21
MEMBER RESPONSIBLE: L. Mellen or other
COMPLETION DATE: ASAP
2.
TASK: Vestry tour of church property
MEMBER RESPONSIBLE: Vestry and property committee
COMPLETION DATE: Unused 9/19; 10/17 or 11/21
3.
TASK: Temporary fix of church porch railing
MEMBER RESPONSIBLE: Rev. Kooperkamp
COMPLETION DATE: Prior to vacation
______________________________________________________________________________________

COMMITTEE LIAISON REPORTS: INTERN PROGRAM. Radford Arrindell: Addressed need to integrate interns into congregation. See attached proposal. The Board is looking for a firm plan and vestry approval for the Intern program to approach the congregation for commitments. It was agreed that it was a good idea to get the vestry and congregation involved. Discussion addressed plans for intern diversity via Intern Life Committee and the Episcopal Service Corps’s efforts to get the word out to a wider group. Mother Theodora Brooks from St. Margaret’s in the Bronx will come to St. Mary’s to address this. It was noted that this year’s interns are the most diverse group yet. Intern welcoming plans include: meeting the vestry at the first meeting, attending each group’s first meeting, commissioning of interns during 9/12 church service (with luncheon afterward), etc.

COMMITTEE/ LIAISON/ UPDATE
ECW/ L. Slocum/ 8/28 Teen Jam items needed. S. Patterson to loan punchbowl.
Sunday School/ S. Patterson/ 9/12 Commissioning of program. Sharing Linda’s shelf key. Funding proposed.
Choir, Music & Worship/ Rev. Kooperkamp/ Music changed in response to Aug. mtg. Popular hymns requested. Next mtg, late Sept. early Oct. w/ more notice. “Instructed Eucharist” instead of sermon on 9/19. 10/3 discussion on inclusive language. Modifications requested for youth.
Stewardship/ C. Braxton/ Kick-off of stewardship pledge drive 9/12 with personal testimonies during announcements each week. 10/17 lunch. Plan to welcome visitors & capture contact info. Proposal that vestry pledge at Sept. mtg.
Outreach, Pantry & Ecclesia/ L. Puccio/ Additional volunteers needed for Friday movies; stressful to set up in time.
Intern Program/ L. Puccio/ See above.

TASK/ MEMBER RESPONSIBLE/ COMPLETION DATE
Make a copy of Sunday School shelf key/ Rev. Kooperkamp/ ASAP
Locate storage space for groups/ Everyone’s help is needed/ ASAP
Locate multicultural kids’ bible/ Everyone’s help is needed/ Ongoing
Locate funds for Sunday School snacks, etc./ Finance committee/ Ongoing

WARDENS’ REPORT. L. Puccio: Key box needed with labels; difficult to get right key to right cupboard. Rev. Kooperkamp no longer needs assistance driving as brace flexes. L. Puccio is no longer available during her work day.

D. Ross: Rectory Basement. Anthony Diaz of Cadet Corps (fyi, recruitment banner has been removed) is storing items in Robert’s closet so Robert needs to clean out middle room in rectory basement. Items still being stored in “public” half of rectory basement. Flooding update needed.

TASK/ MEMBER RESPONSIBLE/ COMPLETION DATE
Schedule September Enneagram workshop/ L. Puccio/ ASAP
Retrieve 2nd water pump from Intercession/ Rev. Kooperkamp/ ASAP
Clean out middle room in rectory basement/ Robert D. Jones/ ASAP

PASTOR’S REPORT: Vacation after services on 8/15 to 30th. Rev. Duggins, 22nd; Rev. Breyer, 29th. Amanda Akes of Friendswood, TX, former intern in the NYIP, is a candidate for ministry. St. Mary’s has approved of her in the past. Rev. Kooperkamp circulated Parish Recommendation for Candidacy for Ordination to the Priesthood for vestry members’ signatures.

OLD BUSINESS: Next vestry meeting: 9/23; M. Clemenzio to call in. M. Clemenzio distributed photos and a word of wisdom to remember him by (as he will be at Fisk).

Resolution: That capital campaign take place only after current finances and budget have been organized. Discussion: triggered when finances are in line with requirements in the Vestry Handbook, by Christopher Webber. Moved by G. Sharp, 2nd by C. Braxton. Unanimous approval.
TASK MEMBER RESPONSIBLE COMPLETION DATE
Invite Pearl Harris & Debra Snyder Ebrun Mitchell to vestry to give Summer School report. L. Puccio ASAP

NEW BUSINESS: Suggestion: Schedule a work day once a month in the Fall to capitalize on current property momentum.

CLOSING PRAYER.

THE MEETING WAS ADJOURNED.

Tasks for Vestry Members from Oct 21, 2010 Vestry Meeting

1.
financial expectations of intern program to be requested from sarah nazimova-baum
rev. kooperkamp or l. puccio
asap
2.
arrange for treasurer to have online access to carver acct.
rev. kooperkamp
asap
3.
get update on progress from chancel painting and window task force.
rev. kooperkamp

asap

4.
stabilize sacristy doors
rev. kooperkamp or robert jones
asap
5.
replace rotted upstairs windowsill
rev. kooperkamp or robert jones
asap
6.
procure dry erase board for sunday school
rev. kooperkamp
before 10/24/10
7.
set date for inclusive language workshop
l. puccio & rev. kooperkamp
asap
8.
plan vestry dinner for interns on 11/11 @ 7pm
d. ross, l. puccio, s. patterson
9.
attend vestry dinner for interns & bring “something”
ALL MEMBERS
11/11 @7pm
10.
invite interns to church activities & keep them apprised of church activities
ALL MEMBERS
Ongoing
11.
talk with folks at the cathedral about how they fund & run their emergency overnight bed program
rev. kooperkamp
asap

12.
talk with pearl harris re making a written summer camp program summary to the vestry with a financial report (if she’s retiring, invite her successor as well)
g. white and/or l. Puccio
13.
prayerfully complete pledge cards!
ALL MEMBERS (and any other readers of this task)
asap; prior to november vestry meeting at latest

Tasks for Vestry Members from Sept 23, 2010 Vestry Meeting

TASK: Compile and post online task lists from vestry meeting minutes
MEMBER RESPONSIBLE: L. Slocum
COMPLETION DATE: Within 1 week of each vestry meeting
TASK: Request report from Diocese separating salaries from payroll taxes
MEMBER RESPONSIBLE: Allen Mellen, Rev. Kooperkamp or Gwen Walker
COMPLETION DATE: Within time to use it for 2011 budget
TASK: Continue negotiating with CUCS re Lease
MEMBER RESPONSIBLE: Rev. Kooperkamp
COMPLETION DATE: ASAP & Ongoing
TASK: Speak with Treasurer/Comptroller re combining applications for Bell Cote & Roof
MEMBER RESPONSIBLE: Rev. Kooperkamp
COMPLETION DATE: ASAP
TASK: Meeting to discuss capital campaign task force
MEMBER RESPONSIBLE: Rev. Kooperkamp, Liz Mellen, D. Ross, L. Puccio, Radford Arindell
COMPLETION DATE: In time to have a proposal ready for 10/21 vestry mtg [UPDATE:  currently set for 5pm, 10/19].
TASK: Thank you note to Camilo Lopez, David George, Stephen Thake & Sam Franklin
MEMBER RESPONSIBLE: Rev. Kooperkamp
COMPLETION DATE: ASAP
TASK: Contact Marcia Bernstein re Disabled In Action participation in St. Mary’s celebration
MEMBER RESPONSIBLE: Rev. Kooperkamp
COMPLETION DATE: ASAP
TASK: Procure a dry erase board for the sunday school program
MEMBER RESPONSIBLE: Rev. Kooperkamp
COMPLETION DATE: ASAP
TASK: Circulate notes on Tennessee churches’ stewardship activities to C. Braxton
MEMBER RESPONSIBLE: M. Clemenzio
COMPLETION DATE: ASAP
TASK: Prayerfully fill out stewardship pledge cards
MEMBER RESPONSIBLE: ALL MEMBERS
COMPLETION DATE: ASAP
TASK: Confirm date for vestry party for interns with Sarah Nazimova-Baum (11/11?)
MEMBER RESPONSIBLE: L. Puccio
COMPLETION DATE: ASAP
TASK: Participate in Enneagram workshop, Oct. 7 @ 7-10pm
MEMBER RESPONSIBLE: ALL MEMBERS & certain committee members & staff
COMPLETION DATE: Oct. 7 @ 7-10pm
TASK: Circulate address of and directions to Enneagram workshop
MEMBER RESPONSIBLE: L. Puccio
COMPLETION DATE: ASAP
TASK: Retrieve water pump from Church of the Intercession
MEMBER RESPONSIBLE: Rev. Kooperkamp
COMPLETION DATE: ASAP
TASK: Register online for Diocesan Convention
MEMBER RESPONSIBLE: Rev. Kooperkamp
COMPLETION DATE: ASAP
TASK: Invite Miguel Escobar to vestry to discuss Anglican Communion covenant issues
MEMBER RESPONSIBLE: Rev. Kooperkamp
COMPLETION DATE: ASAP
TASK: Locate and print bulletin inserts re Anglican Communion covenant for congregation
MEMBER RESPONSIBLE: Rev. Kooperkamp or Gwen Walker
COMPLETION DATE: ASAP

July 17, 2010 Vestry Minutes

MINUTES OF THE 7-17-10 MEETING OF THE VESTRY OF ST. MARY’S EPISCOPAL CHURCH

IN ATTENDANCE: C. BRAXTON, M. CLEMENZIO, REV. KOOPERKAMP, S. PATTERSON, L. PUCCIO, D. ROSS, T. SAYEE, G. SCHOLL, L. SLOCUM. ALSO IN ATTENDANCE: ALLEN MELLEN, LIZ MELLEN.

OPENING PRAYER.

MINUTES. The June 23, 2010 meeting minutes were unanimously approved, with corrections.

WARDENS’ REPORT. D. Ross: spoke with: 1- L. Slocum re posting minutes in hall & online; 2- Gwen Walker re improved finances & space sharing; 3- Patrick Harding re coming pledge statements.

L. Puccio: Appointment for Gwen Walker, Rev. K. & L. Puccio w/ attorney re payroll issues 7/19.

TASK: Schedule September Enneagram workshop
MEMBER RESPONSIBLE: L. Puccio
COMPLETION DATE: ASAP

TREASURER’S REPORT. Allen Mellen: Finance committee meeting met on 7/6/10. Reconciled bank statements to weekly tally sheets, as of June 30 (1/2 year). See attached report. Highlights & notes include: “Pass through” deposited by mistake (should’ve been Carver); also on Easter deposited funds into checking & should’ve been soup kitchen. Record of expense (adjustment) reflects that Earl gives back a portion of his salary. We pay $200 per event in undercroft if we’ve collected the funds. Now, funds get deposited first and are then paid. Space sharing entry is net of those payments. “Operating expenses” – we’re way over budget on salary/payroll. Unclear why. Checking account is at $22k because of a $15k transfer from savings. Worship expense seems high. Easter music is some, but it appears to be in error. Bookkeeper – will get info on 7/19. Weekly communication w/ bookkeeper now. Year end budget outcome unclear. As Schieffelin is not becoming a wasting trust, our income from it should stay the same. Finances are becoming clearer, with effort. Treasurer’s report is unanimously approved, with great and hearty thanks for the efforts of our new Treasurer.

PROPERTY COMMITTEE. Liz Mellen: See attached Report. Highlights & notes include:
1- 3 bids in for bell cote. Rev. Kooperkamp is doing the application, which is in and reviewed.
2- Plumber coming to rectory re basement bathroom. Robert transforming to Sexton’s storage. Had to turn water off to fix basement overflow.
3- Wobbly sacristy door & another door => maybe a fall request (weatherproofing opportunities).
4- LM asked Morningside Gardens for 70 bricks for new water barrel base.
5- Another work day is scheduled for 7/31/10.

TASK: Repair garden gate
MEMBER RESPONSIBLE: Rev. Kooperkamp
COMPLETION DATE: ASAP

TASK: Invite Nikki Coddington, former E.D. of IPL of NY to talk with congregation
MEMBER RESPONSIBLE: Liz Mellen
COMPLETION DATE: ASAP

TASK: Thank you letter to Morningside Gardens
MEMBER RESPONSIBLE: Rev. Kooperkamp
COMPLETION DATE: ASAP

COMMITTEE LIAISON REPORTS:

COMMITTEE / LIAISON: UPDATE
ECW / L. Slocum: Teen Jam, scheduled for 8/28/10, Rev. K: Anthony Diaz says cadets are interested. S. Patterson’s niece & nephew involved.

Sunday School / S. Patterson: Spoke w/ D. Ross. Got a shelf, but no key. Kids focus more when parents aren’t present; arrange that? 3 new students!

Choir, Music & Worship / Rev. Kooperkamp: Meeting after church, 1st Sunday/August.

Stewardship / C. Braxton: Meeting 7/20/10.
Outreach, Pantry & Ecclesia / L. Puccio: Movies rolling along; to meet soon & discuss. NYT article about Ecclesia. May be an upcoming story about movie night, too.

Intern Program / L. Puccio: Current interns’ plans discussed. New interns begin 8/31.

TASK:Find space for group materials
MEMBER RESPONSIBLE: Everyone’s help is needed
COMPLETION DATE: Ongoing

TASK: Locate multicultural kids’ bible
MEMBER RESPONSIBLE: Everyone’s help is needed
COMPLETION DATE: Ongoing

TASK: Locate funds for Sunday School snacks, etc.
MEMBER RESPONSIBLE: Finance committee
COMPLETION DATE: Ongoing
TASK: Coordinate and discuss “children only” sessions for Sunday school with parents
MEMBER RESPONSIBLE: S. Patterson & Rev. Kooperkamp
COMPLETION DATE: ASAP

PASTOR’S REPORT: Vacation plans: 8/13-30. Gwen Walker had bike accident; out for a couple of weeks. Worship service coverage is being worked out (Rev. Duggins, Rev. Breyer, etc.).

OLD BUSINESS: Vestry meeting date reminder: Sept. 11, 9am/Sept. 18th, 9am/Sept. 23rd, 6pm (2 of 3 dates to be selected); Oct. 21st; Nov. 18th; Dec. 16th; Jan. 20th; Feb. 17th; March 3rd (on hold, if needed); March 10th (on hold, if needed to prepare for annual meeting). Weekdays @6pm; Weekends @9am. Mar. 13th Annual Meeting.

TASK: Draft thank you letter to Delta Force Marines
MEMBER RESPONSIBLE: D. Ross
COMPLETION DATE: ASAP

TASK: Discuss “no recruitment” policy with Cadets
MEMBER RESPONSIBLE: Rev. Kooperkamp
COMPLETION DATE: ASAP

NEW BUSINESS: 1- Celebrations for completion of roof work and handicapped access can be combined. Include “Disabled in Action” chorus? 2- Closing art exhibition queried whether St. Mary’s wanted to show pieces. Discussed security issues and possibility of a structured art program. To be discussed at next meeting. 3- 8/8/10 Mario leaves for Fisk in TN. Will coordinate vestry participation going forward.

TASK: Plan work completion celebration & contact Disabled in Action chorus
MEMBER RESPONSIBLE: Everyone’s participation needed
COMPLETION DATE: ASAP

CLOSING PRAYER.

THE MEETING WAS ADJOURNED.

Vestry Minutes June 23, 2010

MINUTES OF THE 6-23-10 MEETING OF THE VESTRY OF ST. MARY’S EPISCOPAL CHURCH

IN ATTENDANCE: C. BRAXTON, REV. KOOPERKAMP, L. PUCCIO, D. ROSS, T. SAYEE, G. SHARP, L. SLOCUM, G. WHITE. ALSO IN ATTENDANCE: ALLEN MELLEN, LIZ MELLEN.

OPENING PRAYER.

MINUTES. The May 27, 2010 minutes were unanimously approved, with a correction.

WARDEN’S REPORT. L. Puccio: Enneagram workshop for team building-
1. Not enough vestry members participated in scheduling to coordinate this for June; Sister Leonardo is next available in September. DISCUSSION: She’s worth waiting for.

TASK: Schedule September Enneagram workshop
MEMBER RESPONSIBLE: L. Puccio
COMPLETION DATE: ASAP

TREASURER’S REPORT. Allen Mellen: No finance committee meeting since last vestry meeting. Next scheduled for July 6. No written report. $12k in checking account and $10k in safe (CUCS and interns paid). Hopefully will make it through July. $16k in (operating) savings account as back up.

Motion (attached) to consolidate financials. DISCUSSION: Bookkeeper needs a few supplemental things. Additional organization is needed. A. Mellen could have a report ready for July vestry meeting, with the help of finance committee and others. Good idea to get church financials in order and then incorporate the church groups’ accounts (Pantry, ECW, Intern Program, Summer Camp, Music at St. Mary’s; The Discretionary fund has bank statements only for review, no checks, etc.). People should have access to church records, with associated rules. Checkbooks are locked, D. Ross, A. Mellen, B. Smith, G. Walker, L. Puccio, and Rev. Kooperkamp have keys to checkbook and safe. L. Slocum 2nd & motion to adopt resolution is passed unanimously.

TASK: Copies of materials for April – June to be provided to Bookkeeper
MEMBER RESPONSIBLE: A. Mellen
COMPLETION DATE: ASAP

TASK: Financial report to be prepared for vestry
MEMBER RESPONSIBLE: A. Mellen, with help from finance committee
COMPLETION DATE: July vestry meeting

TASK: Copy bank statements of Church groups for files before distributing their mail
MEMBER RESPONSIBLE: G. Walker
COMPLETION DATE: Ongoing

PROPERTY COMMITTEE. Liz Mellen: See attached Report. Highlights include:
1-Final sign-off report on satisfactory project work performed, with payment.
2-Work Day was a success. Remaining volunteer tasks: repair gate to garden, paint outdoor furniture.
3-Upcoming work: Bell cote repair. DISCUSSION: Application for Diocesan funds due 7/15. Work must be completed by the end of Fall, costly thereafter. Committee recommends vestry approve action based on current info so bids can be collected for application. D. Ross moved to approve property committee application activity, including bid solicitation, G. Sharp 2nd & unanimous vote in favor.

TASK: Repair garden gate
MEMBER RESPONSIBLE: Rev. Kooperkamp
COMPLETION DATE: July

TASK: Invite Nikki Coddigton, former E.D. of IPL of NY to talk with congregation
MEMBER RESPONSIBLE: Liz Mellen
COMPLETION DATE: ASAP

TASK: Draft letter of thanks to Solutions Contracting for extra work performed.
MEMBER RESPONSIBLE: D. Ross
COMPLETION DATE: ASAP

COMMITTEE LIAISON REPORTS:

COMMITTEE / LIAISON: UPDATE
ECW / L. Slocum: $1,250 fr. June flea market deposited in operating acct.

Sunday School / S. Patterson: Needs a shelf for materials. Needs funds for lunch & transp.

Choir, Music & Worship / Rev. Kooperkamp: 8am service coffee hour, last Sunday/month
Stewardship / C. Braxton: Pledge drive plans. Fundraising: 1- back-to-school party, 8/28, 4-7p; 2-Craft fair 12/4-5; Mardi Gras Saturday ball.

Outreach, Pantry & Ecclesia / L. Puccio: J. Dorman reported on Friday movie nights to W. Harlem Action against Poverty mtg. Margaret Dunham, our Americorps volunteer, can’t fit us in her schedule. Expects months to get a replacement. Needs a Pantry management succession plan. (Personal) retreat report on St. Francis House in New London by L. Puccio: Positive, multi-denominational experience.

Intern Program / L. Puccio: Interns want social interaction. L. Puccio attended meeting & felt improved mood. Issues came up and were discussed.

TASK: Find space for group materials
MEMBER RESPONSIBLE: Everyone’s help is needed
COMPLETION DATE: Ongoing

TASK: Locate African, Latin, Native-American kids’ bible
MEMBER RESPONSIBLE: Everyone’s help is needed
COMPLETION DATE: ASAP

TASK: Locate funds for Sunday School snacks, etc.
MEMBER RESPONSIBLE: Finance committee
COMPLETION DATE: Ongoing

PASTOR’S REPORT: Vestry retreat at Church of the Intercession, 7/16 (5-9pm) & 7/17 (9am-4pm). Anne Ditzler invited, no word yet. Vestry Homework: Chapter 6 of Remembering the Future.

OLD BUSINESS: L. Puccio procured a fax machine for Summer Camp. Directory of church members has been prepared by D. Ross, but requires further updating.

NEW BUSINESS: 1- Vestry dates set for future meetings:
Thurs., Aug. 12, 6pm
Sat., Sept. 11, 9am (2 September dates to be chosen as final)
Sat., Sept. 18th, 9am (2 September dates to be chosen as final)
Thurs., Sept. 23rd, 6pm (2 September dates to be chosen as final)
Thurs., Oct. 21st, 6pm
Thurs., Nov. 18th, 6pm
Thurs., Dec. 16th, 6pm
Thurs., Jan. 20th, 6pm
Thurs., Feb. 17th, 6pm
Thurs., March 3rd 6pm (on hold, if needed to prepare for annual meeting)
Thurs., March 10th, 6pm (on hold, if needed to prepare for annual meeting)
Sun., Mar. 13th Annual Meeting

2- Cadets: (a) D. Ross moved that St. Mary’s write a thank you letter to the Delta Force Marines for their hard work on volunteer day. L. Puccio 2nd, unanimous vote in favor. (b) L. Puccio noted a Marine recruitment banner (“Call 1-800-MARINES”) in the Cadet office space, despite their assurances that they would do no armed services recruitment.

3- Procedures for booking Church spaces. In context of Friday night outreach, committee discussed idea at a meeting, brought it to vestry, vestry approved & Rev. Kooperkamp decided. In all issues of space-sharing, Rev. Kooperkamp has final say. Accommodations are made where feasible.

4. Consider time limits on agenda entries, with case-by-case discussions of whether overages allowed.

TASK: Draft thank you letter to Delta Force Marines
MEMBER RESPONSIBLE: D. Ross
COMPLETION DATE: ASAP

TASK: Discuss “no recruitment” policy with Cadets
MEMBER RESPONSIBLE: Rev. Kooperkamp
COMPLETION DATE: ASAP

TASK: Add time limits to agenda items
MEMBER RESPONSIBLE: Rev. Kooperkamp
COMPLETION DATE: Begin with July agenda

CLOSING PRAYER.

THE MEETING WAS ADJOURNED.

Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out / Change )

Twitter picture

You are commenting using your Twitter account. Log Out / Change )

Facebook photo

You are commenting using your Facebook account. Log Out / Change )

Google+ photo

You are commenting using your Google+ account. Log Out / Change )

Connecting to %s