The Historic Church of the Epiphany,
St Johns, Berkeley of Eutawville, SC
Vestry Minutes
The regular meeting of the Vestry of The Historic Church of the Epiphany was held on Thursday, April 16th 2015 at 7:01 pm
Fr Tom Hendrickson, Rector presiding
Present were: Robert Shingler, Sandra Matthews, Clay Young, Rita Lupton, Jeff Barnes, Marli Drum, JoAnn Riley.
Absent Were: Cindy Field, Janice Brady
Meeting opened by Fr Tom with a prayer
Devotion Conducted by Marli
Minutes from the previous meeting held on Feb, 19th 2015 were read, and approved with corrections.
Treasurers Report: John Vergere presented to the Vestry the Treasurer’s report, Balance Sheet and Check register for Q1 2015 and the month of April to date. He said all entries were current and correct. Discussion: Questions were asked and answered. At this time he feels offerings may be somewhat short of pledges at the end of the year, but expenses are down too. The years in the future may be the worry.
Moved by Marli to accept the Treasurer’s report
2nd Clay
Discussion: none
Motion voted by voice; passed, all ayes
John further reported we have received a property insurance quote from Church Mutual Insurance Company for essentially the same coverage as we currently have for $500 less than current carrier. He asked the vestry if they wanted him to pursue the coverage as the proposed coverage would need to start April 24th .
A motion was presented by Jeff to have John acquire for the church the lesser cost insurance from Church Mutual Insurance Company.
2nd Rita
Discussion: none
Motion voted by voice; passed, all ayes
John informed the Vestry that all previous 1099 contractors working for the church are now employees
John reminds the Vestry that all the church air conditioners are old and will start to fail
John informed the Vestry, as they requested, on Feb 25th the Endowment Committee and the Treasurer met with John Wigington, our Wells Fargo financial advisor. We were to get his opinion on investing monies in the checking account above the $25,000 threshold in bonds. Wigington strongly advised against it because of the maturity time of bonds, their current low yield and their nature to fluctuate in value with the market conditions.
A motion was presented by Sandra to accept the Endowment Committee recommendation not to invest in bonds at this time.
2nd Rita
Discussion: Marli asked if the percentage of the monthly investment into the Endowment Fund should change if our cash position improves. Fr Tom responded, a good point for future discussion.
Motion voted by voice; passed, all ayes
John then brought up the question of who should be signers on the regular checking account. Discussion ensued, JoAnn suggested Treasurer, Asst-Treasurer, Fr Tom and another person in a financial position. Fr Tom reminded the Vestry it is an administrative issue and not a Vestry issue.
John informed the Vestry that our financial audit with Diocesan auditor Norm McNair will be conducted the week of June 22nd.
John informed the Vestry of his concern for donation confidentiality with twelve tellers, but upon asking McNair his opinion, he said we are doing things correctly.
Review of the quarterly Endowment Report conducted no discussion or further questions.
OLD BUSINESS
A) Review of By-Laws
Discussion: Tabled for a future date
B) Vision/Mission statement
Discussion: Fr Tom asked if anyone had done some thinking about this? We should set some time aside for discussion, Tabled for future discussion.
NEW BUSINESS
A) Replacement of Air Conditioner due to most recent failure
Discussion: Jeff had all the A/C units on this side of the highway serviced. All our units are getting old and have not been properly maintained.
He noted the service man said the heat exchanger in the Rectory has cracks and should not be used until repaired. Conditions of the other units were reported on.
Jeff has three estimates on the repair/replacement work and suggested Keith’s Heating and Air as the vendor to use. Cost will be $5250 to replace one and repair the other in the Ministry center.
A motion was presented by Rita to have Keith’s Heating and Air do the work for the negotiated $5250 price
2nd Marli
Discussion: none
Motion voted by voice; passed, all ayes
Jeff said the septic tank at the Schimpf house is over flowing and will cost appox $300 to pump. That may not fix the problem depending on the condition of the drainage field.
Church irrigation system not working properly, will try to fix it without cost
Dormer in the Rectory roof is showing signs of rot, louver falling off. Work is needed; John and Jeff will get together on the issue
Ceiling fan in Rectory does not work. Jeff had electrician investigate, much wrong with the wiring at the Rectory. No resolution on further work to be done.
Formal appraisal is in for the Parish House, $140,000. Most of the value was in the property. Discussion ensued concerning what to do with the property, no resolution. Fr Tom suggested Robert and Jeff talk to a real estate person and bring the Vestry a 5 minute synopsis of the discussion.
Jeff has now created a work order form and passed them around to the Vestry. Fill them out and give him the orders when something is to be done were his instructions.
Other New Business
Fr Tom has received the Tax Exemption letter from the South Carolina Department of Revenue for our Parish House and New Hope Center properties
Rita reports that in response to our complaint of over taxation of the Parish House, she and two other parish members met the Orangeburg county tax Asser’s representative, Mr. Irby, to inspect the Parish House. He remarked that indeed the building was over assessed and we should be getting a refund, although he did not mention when.
Rita reports that she asked an administrator in the Orangeburg County School system if they were interested in the organ Joe Latulippe donated to the church. Lake Marion High School’s music department said they wanted it; Fr Tom spoke to Joe who is delighted they will receive it.
Rita further opened the discussion about individual gifts to the church and whether receiving them is appropriate and recommended that only the Vestry makes the decision. JoAnn reminded the Vestry that years ago they decided they would be the body to acceptance or rejection gifts to the church, (there is no Gifts Committee). Fr Tom said he was unaware of this when he accepted the gift from Joe. Robert reminded the group the Vestry will decide the acceptance or rejection of ALL gifts.
Closing Prayer by Fr Tom
Meeting adjourned at 8:40 PM
Respectfully
Fred Lupton
St Johns, Berkeley of Eutawville, SC
Vestry Minutes
The regular meeting of the Vestry of The Historic Church of the Epiphany was held on Thursday, April 16th 2015 at 7:01 pm
Fr Tom Hendrickson, Rector presiding
Present were: Robert Shingler, Sandra Matthews, Clay Young, Rita Lupton, Jeff Barnes, Marli Drum, JoAnn Riley.
Absent Were: Cindy Field, Janice Brady
Meeting opened by Fr Tom with a prayer
Devotion Conducted by Marli
Minutes from the previous meeting held on Feb, 19th 2015 were read, and approved with corrections.
Treasurers Report: John Vergere presented to the Vestry the Treasurer’s report, Balance Sheet and Check register for Q1 2015 and the month of April to date. He said all entries were current and correct. Discussion: Questions were asked and answered. At this time he feels offerings may be somewhat short of pledges at the end of the year, but expenses are down too. The years in the future may be the worry.
Moved by Marli to accept the Treasurer’s report
2nd Clay
Discussion: none
Motion voted by voice; passed, all ayes
John further reported we have received a property insurance quote from Church Mutual Insurance Company for essentially the same coverage as we currently have for $500 less than current carrier. He asked the vestry if they wanted him to pursue the coverage as the proposed coverage would need to start April 24th .
A motion was presented by Jeff to have John acquire for the church the lesser cost insurance from Church Mutual Insurance Company.
2nd Rita
Discussion: none
Motion voted by voice; passed, all ayes
John informed the Vestry that all previous 1099 contractors working for the church are now employees
John reminds the Vestry that all the church air conditioners are old and will start to fail
John informed the Vestry, as they requested, on Feb 25th the Endowment Committee and the Treasurer met with John Wigington, our Wells Fargo financial advisor. We were to get his opinion on investing monies in the checking account above the $25,000 threshold in bonds. Wigington strongly advised against it because of the maturity time of bonds, their current low yield and their nature to fluctuate in value with the market conditions.
A motion was presented by Sandra to accept the Endowment Committee recommendation not to invest in bonds at this time.
2nd Rita
Discussion: Marli asked if the percentage of the monthly investment into the Endowment Fund should change if our cash position improves. Fr Tom responded, a good point for future discussion.
Motion voted by voice; passed, all ayes
John then brought up the question of who should be signers on the regular checking account. Discussion ensued, JoAnn suggested Treasurer, Asst-Treasurer, Fr Tom and another person in a financial position. Fr Tom reminded the Vestry it is an administrative issue and not a Vestry issue.
John informed the Vestry that our financial audit with Diocesan auditor Norm McNair will be conducted the week of June 22nd.
John informed the Vestry of his concern for donation confidentiality with twelve tellers, but upon asking McNair his opinion, he said we are doing things correctly.
Review of the quarterly Endowment Report conducted no discussion or further questions.
OLD BUSINESS
A) Review of By-Laws
Discussion: Tabled for a future date
B) Vision/Mission statement
Discussion: Fr Tom asked if anyone had done some thinking about this? We should set some time aside for discussion, Tabled for future discussion.
NEW BUSINESS
A) Replacement of Air Conditioner due to most recent failure
Discussion: Jeff had all the A/C units on this side of the highway serviced. All our units are getting old and have not been properly maintained.
He noted the service man said the heat exchanger in the Rectory has cracks and should not be used until repaired. Conditions of the other units were reported on.
Jeff has three estimates on the repair/replacement work and suggested Keith’s Heating and Air as the vendor to use. Cost will be $5250 to replace one and repair the other in the Ministry center.
A motion was presented by Rita to have Keith’s Heating and Air do the work for the negotiated $5250 price
2nd Marli
Discussion: none
Motion voted by voice; passed, all ayes
Jeff said the septic tank at the Schimpf house is over flowing and will cost appox $300 to pump. That may not fix the problem depending on the condition of the drainage field.
Church irrigation system not working properly, will try to fix it without cost
Dormer in the Rectory roof is showing signs of rot, louver falling off. Work is needed; John and Jeff will get together on the issue
Ceiling fan in Rectory does not work. Jeff had electrician investigate, much wrong with the wiring at the Rectory. No resolution on further work to be done.
Formal appraisal is in for the Parish House, $140,000. Most of the value was in the property. Discussion ensued concerning what to do with the property, no resolution. Fr Tom suggested Robert and Jeff talk to a real estate person and bring the Vestry a 5 minute synopsis of the discussion.
Jeff has now created a work order form and passed them around to the Vestry. Fill them out and give him the orders when something is to be done were his instructions.
Other New Business
Fr Tom has received the Tax Exemption letter from the South Carolina Department of Revenue for our Parish House and New Hope Center properties
Rita reports that in response to our complaint of over taxation of the Parish House, she and two other parish members met the Orangeburg county tax Asser’s representative, Mr. Irby, to inspect the Parish House. He remarked that indeed the building was over assessed and we should be getting a refund, although he did not mention when.
Rita reports that she asked an administrator in the Orangeburg County School system if they were interested in the organ Joe Latulippe donated to the church. Lake Marion High School’s music department said they wanted it; Fr Tom spoke to Joe who is delighted they will receive it.
Rita further opened the discussion about individual gifts to the church and whether receiving them is appropriate and recommended that only the Vestry makes the decision. JoAnn reminded the Vestry that years ago they decided they would be the body to acceptance or rejection gifts to the church, (there is no Gifts Committee). Fr Tom said he was unaware of this when he accepted the gift from Joe. Robert reminded the group the Vestry will decide the acceptance or rejection of ALL gifts.
Closing Prayer by Fr Tom
Meeting adjourned at 8:40 PM
Respectfully
Fred Lupton
