.: St. Mary Magdalene Episcopal Church :.

Vestry Reports

Vestry Recap ~ July 2010

Minutes prepared by Mike Houlik (in Laura Morreale’s absence).

Treasurer’s Report
Gary Anderson presented the treasurer's report; it was discussed but was not officially approved because we lacked a quorum. Gary and Mike will form a committee to receive resumes & conduct interviews to replace Leslie Harvison as bookkeeper. The goal will be to do that expeditiously so that Leslie will have time to train/mentor the new person before she leaves on Oct 15.

Rector’s Report
Mary Hardy has tendered her resignation as assistant priest at SMM effective November 30, 2010. Mary's hope is to 'more fully retire'; she hopes to stay in the parish as a member but wants to reduce the scope of her responsibilities

Mike is in conversation with Lou Blanchard about possible persons to be considered for assisting priest here. There's also the search for a new youth minister to replace Leslie by October 15.

We've borrowed St Stephen's tent 5 times in the past couple of months--three funerals, one wedding, and the 9 Health Fair. It's been critical to have it, and we will explore the possibility of purchasing our own 20' x 30’ tent for such occasions.

Tuesday, August 3, 5 -8 pm, SMM will host Heatherwood's National Night Out. The estimate is 350 people will be here to talk to Sheriff's deputies, neighborhood watch people, Fire and Safety personnel, and so forth. Ice cream cones, water & lemonade will be available, and SMM will have a booth with Welcome booklets and Financial Peace University fliers. This will be a good opportunity to be a good neighbor as well as welcome so many folks on the grounds.

Junior Warden’s Report
Peter Chandler reported on the roof bids. Much discussion. None of us wanted to spend $35-$40,000 to do the roof. We had one earlier bid of $6700 to repair the 'soft' areas of decking, redo the flashing, and put patches on the obvious places that are leaking. Peter will solicit a few more bids for this scope of work, and we'll do an email discussion (or short meeting) to approve a plan. The hope is to get 5 more years out of the existing roof. There were also samples of EPDM, TPO, and other roofing surfaces and materials.

Items around the table
Tracy will explore a FaceBook page for the parish--the advantages and disadvantages of such an enterprise, and perhaps work on developing one.
There will be no regular August vestry meeting.

Vestry Recap ~ June 2010

Treasurer’s Report - Gary Anderson

Note – Gary has stepped in to replace Georgene as her schedule has become very busy.

Operating and financial results for May, 2010

May plate was $996 under budget of $2,200
May pledges were over budget by $3,030
Total pledge and plate for the year are $7,032 under budget
Operating expenses were $1,076 over budget for May.
Net ordinary income for May was over budget $1,100 and year-to-date net ordinary income is under budget by $3,396.
The May unrestricted balance in the operating checking account was $21,891.
Designated funds in of $1,199.
Designated funds out of $3,896.

Gary suggested that it could be useful to show some of the monthly and yearly data in graph form. In addition to the usual format, he plans to put together graphs to share with the Vestry during the June meeting. The Vestry will be able to decide if this format seems of value, with respect to ease of interpretation of the data for both the Vestry and the congregation as a whole.

There was a resolution to change Mary’s total compensation package somewhat to reflect the expenses she will now incur monthly with her new housing arrangement. The total compensation will remain the same; the items making up the package will be rearranged. This rearrangement is retroactive to March 1, 2010.

Rector’s Report – Mike Houlik

Approximately fifteen people were on hand to give out Gatorade, play guitar, hold up the St. Mary Magdalene banner, and cheer on the Bolder Boulder participants as they passed by Mary’s home on Memorial Day
Mike is in the process of putting together a list of delegates for the Diocesan Convention scheduled to be held October 7-9. Mike has emailed last year’s delegates and plans to work from there. It’s beneficial to have a mix of delegates; some new, some from previous years.
Both Mike and Kim were away the week of June 6-12 and the week became very busy for Mary. Mike pointed out that we need to be faithful to our agreement and mindful of this into the future. Mary has been urged by the Vestry to take time off to balance out the overage. In Mike’s absence, Mary led the very well-attended service for Joette Donnelly.
The Stewardship Committee has suggested that it might be useful to publish a monthly financial update, year-round. The best mode of communication for this was discussed; verbal, newsletter, bulletin board, graphs, and numbers-vs.-dollars. Gary and Mike will put together a potential sample to present to the Vestry for consideration.
St. Mary Magdalene Day will be celebrated July 18.
Mike’s computer has crashed. He will take it to the Apple store and hope for the best. The computer is quite old and replacement may be necessary.
Kim has just returned from CREDO; a spiritual, financial, vocational, and physical stock-taking seminar. Mike proposed that the Vestry consider paying anywhere from half to all of the tuition.
Mike talked with the Diocesan attorney concerning the possibility of allowing for a cell phone tower on the roof (for which SMM would be compensated monthly). There will be a diocesan policy coming out in the near future and this item is currently on hold until that occurs.
Time spent with the children of Lillian Vallely School in Blackfoot, Idaho was, once again, very rewarding and projects went well. The mission trip team will be meeting in the near future to discuss improvements for future trips.

Junior Warden’s Report – Peter Chandler

Recent rains highlighted the need to move roof work to the top of the list and for these repairs to occur in the very near future. A bid of $7000 has been collected from Western Roofing which was based upon their recent inspection. The insulation is spotty throughout the area in need of repair and the plywood and sheathing need to be replaced. The new area will then be painted white to reflect solar radiation. Peter will be collecting additional bids and also determining whether it makes more sense to repair, or totally replace, all of the EPDM. He will also be researching whether there is anything on the market that is longer lasting than the product now in place. Our next meeting date will be determined based upon Peter’s estimates.

Greening – Peter Chandler

Answers to the three questions from last month’s meeting were received from Dave Petroy.

Will having one pump tax the system? We should plan for two heat pumps.
What will our savings be by installing the heat pump(s)? The heat pump costs approximately $900 more than size equivalent and cooling efficiency AC unit. If gas prices stay in the lower range that they have been in the past two years, it will take roughly twelve years to make up the extra. If gas prices go up to the range it was three or four years ago, it will take about eight years to make up the difference.
Are there any statistics as to whether the heat pump prolongs the life of the furnace? No statistics, however it is known that the gas burner part of the furnace will run anywhere from 25-40% less hours/year with that many proportional less starts and stops. The fan portion of the furnace will still run as much as without heat pump, as it has to run when the heat pump is on.

In light of the current roof situation, it was agreed that the roof must be first priority. Once costs are determined on the roof, it will be possible to determine where we stand in regard to heating/cooling.

Items around the table

Peter mentioned that the next work day will be devoted to weeding and that he will also be checking in to the ongoing issue of flickers pounding into the stucco.

Mary announced the next women’s gathering will take place at her home on Thursday, July 8. The theme will be tied to scripture, prayer, and reflection. In general, the meetings will take place monthly, either on a Sunday or Thursday and women of all ages are invited. Each month there will be a posting on the “Coming Events” board.

Vestry Recap ~ May 2010

Treasurer’s Report

April was a disappointing month from a budgetary standpoint. Hopefully, the downward month will not be the beginning of a trend. Year-to-date, we are in the same place as last year. A reminder will be made to encourage congregants to stay current on pledges.

April plate was $854 under budget of $2,700

April pledges were under budget by $15,520

Total pledge and plate for the year are $9,080 under budget

Operating expenses were $4,926 under budget for April. The largest savings were in tithes ($2,461) and outreach ($1,637) due to lower pledge and plate.

Net ordinary income for April was under budget $11,434 and year-to-date net ordinary income is under budget by $4,496.

The April unrestricted balance in the operating checking account was $20,604.

Designated funds in of $3,756 included a $2,500 contribution to the endowment fund.

Designated funds out $1,973.

Junior Warden’s Report

Much was accomplished on work day. Crusher fines were added around the side of the building connecting to the path and railroad tie steps were added on the path to the labyrinth. The grounds were also heavily weeded. Peter is considering the idea of implementing an “adopt a section to maintain” program. He also plans to hold another work day in June.

Peter will be attempting to specifically locate each leak in the roof. It has been brought to his attention that the roof is considerably younger than originally thought and that patching with adhesive strips might be a more appropriate route at this point, as opposed to replacing the roof. A professional assessment may be indicated at this time.

There are several locations around the exterior walkways where the bricks have cracked. Peter is determining the best route to take to rectify this.

Peter will be putting up the sign that indicates the service change to 9:00 for the summer months.

Greening – Dave Petroy

Dave Petroy presented information to the Vestry on his recommendations for efficiently heating and cooling the church. Dave suggests that SMM install a high efficiency air source heat pump to work with the new furnace under the sanctuary and install a new high efficiency furnace and air source heat pump for the fellowship hall. The air source heat pumps are reversible air conditioners that can heat in addition to cool. The cost to replace the furnace and install the two heat pumps would be ~$14,000 +/- $1,000. Each heat pump is ~$5,000. Consideration was given to the idea of installing the much-needed furnace and one heat pump with the plan to add a second heat pump in the event that additional cooling is needed. It was questioned whether having just one pump would tax the system. Dave also mentioned the benefits of considering low-tech options to reduce solar radiation into the sanctuary such as adding eaves and maximally shading windows and doors. Dave mentioned that heat pumps are noisy so it will be important to carefully consider location prior to installation. Dave offered to write up specs that can be used for bidding purposes.

After repair/replacement of the roof, Peter suggests that we consider installing one furnace and one heat pump and see how that works. This would be contingent upon further investigation to determine if the system would be taxed. Peter will be emailing three questions to Dave:

Do heat pumps prolong the life of the furnace?

What will the savings be?

Will having just one heat pump tax the system?

Information and Consideration Items

Bob Dodge and Marty McDaneld will be updating the Vestry on their salary survey findings at the next Vestry meeting.

The Vestry Retreat action items will be discussed at the June Vestry meeting.

The Bolder Boulder is going to be routed directly past Mary’s home and this will be a wonderful opportunity for SMM to fly the banner and hand out water to the runners as they pass by. Mike plans to bring the coffee.

Kim Freymiller is attending the CREDO conference this week. The Vestry will consider reimbursing Kim for part/all of the expenses once more information has been obtained concerning the nature of the conference and how it relates to the church.

Mike has been approached by a company that is seeking a location upon which they can install a cell phone antenna. The company would also need to build a 12x25-foot storage building on the property. In exchange, we would receive approximately $1200/month. They would need access to the antenna and storage shed 24 hr/dy, 7 dy/wk and the agreement includes a 5-year renewable lease. Currently, there are several Episcopal churches in Colorado doing this. In addition to contacting the Diocesan legal advisor, Mike will be contacting the churches with antennae in place to determine whether this is something we want to consider.

The New Orleans mission trip is going well. The group is working on two separate homes in the ninth ward of the city and they report that communications with the homeowners have been very moving. Both Rhoads and John Thornbury have been posting their experiences regularly to FaceBook.

Come and See Sunday was last week. Although not as many as last year, there were a number of new families that came, worshipped, and stayed for ice cream.

Vestry Recap ~ April 2010

Rectors Report

Mike shared a letter from Dave Petroy, Blue Valley Energy, regarding how SMM can most efficiently go about heating and cooling the facility into the future. Dave suggests that SMM install a high efficiency air source heat pump to work with the new furnace under the sanctuary and install a new high efficiency furnace and air source heat pump for the fellowship hall. The air source heat pumps are reversible air conditioners that can heat in addition to cool. The cost to replace the furnace and install the two heat pumps would be ~$14,000 +/- $1,000. Briefly, Dave further discussed in his letter the use of a geothermal system for the education wing which would cost ~$25,000 +/- $2,000. Dave will be invited to come present at the next Vestry meeting and the Vestry will also take a look at the currently existing furnaces.

The 9News Healthfair is Saturday, April 17 and things are well organized.

Mike’s final day as Missioner of the Front Range Region is April 30, 2010.

Anita Sanbourn, President of the Colorado Episcopal Foundation, will deliver the sermon on Saturday, May 1 and Sunday, May 2. Following the 5:00 service on Saturday, there will be a reception to celebrate our Legacy Committee having reached the $100,000 milestone. The money will be invested through the foundation.

“Come and See Sunday” will be held May 16.

Don Martinson is retiring from his position as Youth Minister following the June mission trip. Leslie Harvison will take over at least through the fall.

Treasurer’s Report

March plate was $1,115 over budget of $1,10

March pledges were over budget by $4,395

Total pledge and plate for the year are $7,294 over budget

Operating expenses were $348 over budget for March

Net ordinary income for March was over budget $5,781 and year-to-date net ordinary income is over budget by $6,938

The March unrestricted balance in the operating checking account was $22,024

Designated funds in of $6,740 included $3,360 for the New Orleans mission trip and $1,485 for the Women’s Retreat

Designated funds out of $6,303 included $1,428 for the New Orleans mission trip, $1,367 for outreach to Haiti and $1,968 for the Women’s Retreat

Grocery coupon sales have been doing very well – someone is still needed to replace Jenny. Boulder Bucks are still being sold (but there is no income for SMM in selling them.) The church computer could use a second hard drive as backup and Rhoads will arrange for that. He will coordinate this with Kim.

Roof Repairs

Jr. Warden Peter is getting estimates on the roof repairs that are needed over the nave, library and administrative area. We will have the information available in May.

Vestry Retreat – (held just prior to the meeting)

The Vestry Retreat was held at the same date and location as the April meeting; April 10 at the YWCA in Boulder. Sean Winkleman, a facilitator with the University Corporation for Atmospheric Research, led the Vestry through a Journey Map Exercise. Sean provided the framework for fruitful discussion on St. Mary Magdalene with regard to three broad categories; Awareness, Mobilization of Energy (Pivotal Event), and Action/Movement. The Vestry was divided into two groups for discussion purposes and then reunited to share results.

There were a number of conclusions drawn from the exercise. The Vestry would like to be able to define and build a consensus of who we are as a congregation from a “non-clergy centric” standpoint. This would include creating new ways to garner feedback and implementing more coordination of activities within the SMM community. Additionally, a Long Term Planning Committee will be reinstituted. The stewardship process will include the goal of having two full-time clergy within the context of a sustainable financial model. The Vestry would also like to be even more intentional in its efforts to create an environment of encouraging diversity in age, marital status and all aspects of what makes up a household, and ethnicity. Some defining words that were used included – welcoming, faith-based social justice activities, community, inviting, relational, inclusive, and outward focus.

The question of whether SMM might qualify for some grant assistance from the Diocese and the Region to help with increasing the clergy back to two full-time positions was raised. It is quite conceivable that grant funding could be obtained given our desire, defined at the retreat, to move from a Transitional-size church to more of a “Transitional Plus” size church. There was discussion surrounding the desire to maintain our “Family-size feel” at a Transitional Plus-size level. Information regarding the grant deadlines will be obtained.

Vestry Recap ~ March 2010

Rector’s Report

Soulwork on Saturdays has been well attended and there is discussion about possibly doing another session in the fall. There were 20 people in attendance in January and 27 in February. In February, half were from SMM and half came due to word-of-mouth.

“Come and See Sunday” will be held on April 25. Nametag wearing will be encouraged and mugs handed out. All are encouraged to invite people to come.

Anita Sanbourn, President of the Colorado Episcopal Foundation, will deliver the sermon on Saturday, May 1 and Sunday, May 2. Following the 5:00 service on Saturday, there will be a reception to celebrate our Legacy Committee having reached the $100,000 milestone. The money will be invested through the foundation.

The New Orleans mission trip is coming together and will take place May 15-22. Currently there are nine who will be going; there is space available for a total of thirteen. In conjunction with the Diocese of Louisiana, the group will be rebuilding homes destroyed by the hurricane. The group will go with $500 from the Outreach Committee to give to the Diocese

SMM has recently been inspected by the fire department and Jr. Warden Peter Chandler has the list of action items to bring the facility completely into compliance. Most notably, there is a considerable leak in the roof of the library in need of immediate repair.

The list includes the following items:

Two Exit signs in the parish need to be lit

Electrical outlet in need of a cover

Electrical box to be installed for the youth group coffeemaker and refrigerator

Clean out the paint closet

Top shelves in closet space, both downstairs and adjacent to Kim’s office, need to be cleaned out

Furnace rooms need to be cleanout out and shelves built – nothing flammable next to furnaces

Other:

Change all furnace air filters

Replace all batteries in fire alarms

Morning Prayer on Tuesday, Wednesday, and Thursday has been a wonderful part of this Lenten season. There have been four to eight people in attendance each morning. A determination will be made as to whether this should be ongoing.

Mike reports that the Confirmation class has been a joy – with active, participatory confirmands in attendance. The group went to Common Cathedral, an outdoor Friday night service that is led year-round by Mark Genty in Collyer Park, Longmont. Holy confirmation will be held on Saturday, April 24 at 10:00 a.m. at the Episcopal Church of the Holy Comforter in Broomfield. Eleven will be confirmed and a show of support by attendance is encouraged.

Gunbarrel Preschool’s contract concludes at the end of this school year. Mike reports that Kathy Butler would like to renew for another five years.

The bells and chanting included in the services during the Lenten season have been a welcome addition. This will be part of the service through Easter.

Holy week will include the following:

Observance of Palm Sunday

Monday, Tuesday, Wednesday morning prayer

Thursday – Seder/Agape meal at 5:30 p.m.

Friday – Services and noon and 7:00 p.m. (with childcare at 7:00 p.m.)

Easter Sunday – Services at 8:30 and 10:30 with an Easter egg hunt between services

Lastly, Mike will retire from his position as Missioner of the Front Range Region on April 30, 2010. This will go a long way toward freeing up some of Mike’s precious time as he continues to adjust to the reduction in clergy staff incurred when St. Brigit was planted.

Treasurer’s Report

February plate was $614 under budget of $1,700

February pledges were under budget by $3,425

Total pledge and plate for the year are $1,785 over budget

Operating expenses were $1,679 under budget for February. Tithing was under budget by $606 and outreach funding was under by $404 due to lower pledge and plate collection. Repairs and maintenance was under by $645 and clergy conference was over by $561 (timing difference.)

Net ordinary income was under budget $2,174 and year-to-date net ordinary income is over budget by $1,117

The February unrestricted balance in the operating checking account was $17,386

Designated funds in of $2,735 included $1,137 for Haiti

Designated funds out were $1,882

Georgene reported, in answer to a question posed earlier, that no one had paid off their entire pledge in one month (there is nothing that will come back as a deficit later in the year in that regard.)

Junior Warden’s Report

(See Rector’s Report for information on the recent fire inspection.)

Vestry Retreat

The Vestry will hold their annual retreat Saturday, April 10 from 9:00 – 2:00 and will also hold their monthly meeting within that timeframe as well. Some items on the agenda for discussion:

The survey results will be discussed in depth

Building matters including roof bids, geothermal implementation, and priorities will be discussed

Planning of “Come and See Sunday”

Niwot Nostalgia Days planning

Strategies for attracting young families

The Vestry is asked to let Katy or Mike know if they have something they’d like to include on either the retreat agenda or the regular meeting agenda.

Leading Today’s Church Workshop, Golden

In place of a Vestry Workshop, on May 15, a workshop will be conducted by the Diocesan Office entitled Leading Today’s Church. Parish leaders are encouraged to attend. Katy will be sending out the website link and information on the workshop.

Items Around the Table

Mike reported that Mary had 17 people come help her move and she is very thankful!

There were approximately twenty women in attendance at the after-church women’s potluck on Sunday and it was a fun event. There will be something for SMM women on a monthly basis; events such as hiking, book gatherings, and potlucks will be considered and a plan will be put in place. One April 8, women are invited to the Poleys to discuss the book The Help.

Several Vestry members mentioned that the Women’s Retreat was wonderful and refreshing!

Rhoads reported that the Outreach Committee meeting this month was well attended and there was a speaker from FOCUS/Restoring the Soul who gave information about their Offender Reentry Mentoring Program that has been in existence since 2005. FOCUS is seeking interested volunteers who are able to commit to a training program, 1-2 hour weekly mentoring, and a one-year commitment. There is information in the kiosk and the Outreach Committee’s April newsletter submission and bulletin board will be providing information as well.

Vestry Recap ~ February 2010

Welcome New Vestry Members
Mike welcomed new members, Daniel Williams, Laura Morreale, and Ed Szoke.

Recent and Upcoming Events Discussion
The Legacy Committee is pleased to report that we are approaching $100,000 in the Endowment Fund. We will plan to celebrate following a Saturday 5:00 service sometime in May.

Soulwork on Saturdays (SOS) continues through February and into March. David Frenette will lead “Centering Prayer and Welcoming Prayer” on February 27 from 9:00 – 2:00.

Lenten Soup Suppers will be starting February 24. The programs include HOPE Longmont, Intercambio de Comunidades, Tie Dye for Haiti, and Father Mike will lead a reconciliation service.

Mike and Mary went to Albuquerque recently to attend a conference that was powerful, renewing, and refreshing. Much of what was learned will be implemented in SOS.

The Vestry Retreat will be held Saturday, April 10 from 9:00 – 2:00 at the YWCA, 2222 14th Street, in Boulder.

2009 Parochial Report
Several items from the 2009 Parochial Report were discussed. The number of children enrolled in church school has decreased over time and third - fifth graders range from two to eight in attendance. We need to be intentional about retaining young families. Meg suggested that ice cream socials seem to be a good draw for children and that her recollection of these from her own childhood was very positive. It was also mentioned that family-centered activities such as candle making events are useful. There was a feeling that “celebration of community” can be a successful route to retaining new, young families.

Treasurer’s Report
The January plate was $172 under budget of $1,200 and January pledges were over budget by $5,996. The total pledge and plate for the year are $5,824 over budget. Operating expenses were $2,499 over budget for January. Tithing was over budget by $874 and outreach funding was over by $582 due to higher pledge payments. Net ordinary income was over budget $3,291. The January unrestricted balance in the operating/checking account was $20,814.
Designated funds in of $8,334 included $5,709 for Haiti. Designated funds out of $9,603 included $7,479 in payments to Haiti.

Outreach Committee Report
Rhoads let the Vestry know that the Outreach Committee allocated all but approx. $13,000 of the annual Outreach budget at the meeting on February 15. Monthly allotments as was designated are now online. Rhoads also noted that the Outreach Committee revisited the thought of funding individuals doing personal mission work. To that end, the question “What is the purpose of Outreach at SMM and is individual mission in line with our parish’s idea of how funds should be used?” A scholarship might be something to consider in the future.

Annual Meeting Feedback
It was noted that there were comments from parishioners concerning the amount of time available to spend with the proposed budget before voting. This was mentioned by some with regard to answering questions on the Survey as well. As a solution to this, it is recommended that it be communicated that parishioners may sit in on the Vestry meeting prior to the Annual Meeting in the future. It is further suggested that parishioners be able to submit issues/concerns prior to the Annual Meeting and that they be made aware that the budget is being prepared prior to the Annual Meeting.

Issues around the Table
Rhoads mentioned that he and Mike will be fine-tuning a new contract/Letter of Agreement with regard to Rhoads’ position at SMM as Deacon. A second item of discussion -- it was suggested that it might be time to reintroduce the programs available to the congregation. A Ministry Fair Sunday would be helpful in this regard. And finally, a Salary Survey is being worked on.

Facilities – No report.

Vestry Recap ~ January 2010

This quick summary of the Vestry’s meetings, decisions, andactions is intended to keep parishioners informed of the business aspects ofSMM. Please note that Vestrymeetings are held at 6:30pm on the third Tuesdays each month at SMM. Interested parishioners are alwayswelcome to attend.

Recent & UpcomingEvents Discussion. Tara Performance Arts High Schoolperformance was held and received very positive feedback from numerousparishioners. They will be at SMMagain next year. Attendance atChristmas services was very good – 270+ at 4:30pm, 100+ at 7pm, ~80 at 10pm,& 8 at 10am Christmas Day. Thewomen’s Epiphany gathering was well attended (21). A joint St. Ambrose/SMM youth group outing was held at SnowMountain Ranch YMCA with about 12 youth participating in skiing/tubing. Mike & Mary will attend a seminarin Albuquerque called “Mystics Through the Narrow Gate” later this week. A letter from the Bishop encouragingHaiti support will be read during upcoming SMM services. To date SMM has raised $6500 for Haitiwhich will receive matching funds. Confirmation class is underway with 10 student/mentor pairsparticipating. The first ofseveral Soulwork on Saturdays (SOS) will occur on 1/30.

SMM 2010 Budget. The proposed 2010 budget was presented anddiscussed. Pledges are now in handfor $327K. The proposed budgetmaintains all existing programs/pledge percentages, provides 3% increases forstaff (none given in ’09), and includes a contingency amount to fund unexpectedshortfalls. Salary surveying forstaff positions aside from Rector (already available from Diocese) wasrequested. Accrued funds forfacilities & greening are now approximately $50K. Given this, greening options will be reviewed again todetermine possible actions in 2010. The proposed 2010 budget was approved by the Vestry.

SMM Survey. Carol L’Orange and Tracy Kendallsummarized preliminary results of the SMM congregational survey. To date there have been 140 visits tothe survey and 60 completed surveys. The final survey data will be sent to the Vestry members for reviewprior to the upcoming Vestry retreat. Also, survey results will be presented during this month’s SMM annualmeeting. An action plan will becreated to determine our next steps.

SMM Directory. The directory is now available toall parishioners.

SMM 1/3/5 Year GoalsDiscussion. This meeting’s “listening question”asked input on 1, 3, and 5 year goals for SMM. In summary: 1year – continue attraction of new members, act on the survey results, maintain fiscalstability growing towards adding a full time curate, new roof over nave; 3years – expand greening efforts, fund Legacy Society, increase youth groupparticipation/vibrancy; 5 years – transition fully to new priest & curate,maintain SMM’s current culture & character, increase outreach to the poor.

Personnel. All employee reviews arecompleted. Alex Cioth, JaneRogers, and Terry McDaneld are retiring from the Vestry.

Treasurer Report. Comparison of Actual to Budget: December/YTD plate $37/($2868);December/YTD pledges $2773/($8647); December/YTD Expenses $3525/($4628). Total Plate & Pledge December/YTD -$49.3K / $334.0K. Unrestricted checking balance$25495. Overall ’09 ended slightly“in the black”.

Facilities. A bathroom leak was repaired. A copier has been donated to SMMand will be used to help minimize costs associated with existing leasedcopier.

Vestry Retreat. Potential dates are February 20^thor April 10^th. The datewill be selected to maximize participation.

Canterbury Board. Mike nominated Jane Rogers for onemore year as SMM’s representative to this board which serves CU-Boulderstudents. The Vestry approved the nomination.

OutreachCommittee. No report.

Note: No Vestrymeeting was held in December ’09.

Vestry Recap ~ November 2009
Thisquick summary of the Vestry’s meetings, decisions, and actions isintended to keep parishioners informed of the business aspects of SMM. Please note that Vestry meetings are held at 6:30pm on the thirdTuesdays each month at SMM. Interested parishioners are always welcometo attend.

Recent & Upcoming Events Discussion. Come & See Sunday on 11/1 was successful with 12 newcomers attending. SMM blood drive on 11/8 was successful with 19 participating (16 units donated). Mary’s Hope related workshops on 11/13 & 11/14 were very well attended. A Thanksgiving Eve service will be held on 11/25. Youth Group wreaths will be available 11/29. Youth Group recently canvassed the Heatherwood neighborhood and received donations of warm clothing, blankets, etc. The labyrinth will be available on 12/2 & 12/9. Children will be making Christmas candles at SMM on 12/2. Tara Performance Arts High School holiday program performances will be at SMM – 12/19 free performance, 12/18 & 20 charge/general public. They will be rehearsing at SMM the week of 12/19. Given this performance, no SMM pageant or Lessons & Carols service is planned this year.

SMM 2010 Budget. The first draft of the 2010 budget was presented and discussed. This draft assumed income of $320K (unchanged from 2009 and in line with the 2010 stewardship campaign results of >$313K in pledges to date), provided 3% salary increases to staff, retained all current programs/pledge percentages, and included a contingency reserve. The stewardship campaign is progressing - 112 responses including 101 pledges with up to 30 more responses expected. Communication to the congregation will be published soon to provide an update on 2009 financial performance and to set expectations for the 2010 budget. The 2010 budget should be finalized by mid January. SMM’s 2009 financial performance and 2010 financial outlook are doing well, given the transfer of families to St. Brigit and the economic downturn in 2009.

SMM Survey. Based on input from the Congregational Meeting (i.e. desire to “do less but do what we do well”), a survey of parishioners is being created to determine where the most interest lies. Carol L’Orange has drafted the survey questions, and Tracy Kendall is preparing to put the survey into an online tool, Zoomerang.

SMM Directory. Kim Freymiller is currently assembling the new directory.

Personnel. All employee reviews are underway and should be completed in November. This will include a review for Fr. Mike.

SMM Religious Education. The need to broaden education related to church traditions especially for children was discussed. Fr. Mike, Mary Kay Cicio, Tracy Kendall, Barb Houlik, and Tammi Bailey will meet to explore related possibilities.

Alternative Giving Campaign. St. Benedict Health & Healing Ministry is being promoted by Boulder Valley Episcopal Churches as a potential recipient of monetary gifts as an alternative to giving traditional gifts to others. Recent SMM promotion has included both bulletin inserts and service announcements.

Youth Area ‘Remodeling’. SMM Youth Group has completed numerous changes in the downstairs youth area including painting and wall mirror removal. Existing furniture has been retained for now. A family has offered to donate an espresso machine. Other donations may be solicited via the newsletter.

Treasurer Report. Comparison of Actual to Budget: October/YTD plate $401/($3078); October/YTD pledges $3349/($6188); October/YTD Expenses $1911/($5934). Total Plate & Pledge October/YTD - $27.3K / $259.2K. Unrestricted checking balance $9695.

Facilities. Recent repairs included east entrance door squeak, classroom light repair, and walkway light repair. Upcoming repairs include courtyard entrance door squeak, stubborn locking on exterior doors near the Mary’s office, and interior light outage inside the courtyard entrance door. Lee and Noah Kendall plan to spot clean sanctuary chairs on 11/22. Christmas lights will be put up around Thanksgiving, possibly with Youth Group assistance. A report of moldy aroma in the basement area will be investigated. Major facility priorities for 2010 budgeting are sanctuary roof replacement and pavement repair.

Outreach Committee. No report.

Vestry Recap ~ October 2009
This quick summary of the Vestry’s meetings, decisions, and actions is intended to keep parishioners informed of the business aspects of SMM. Please note that Vestry meetings are held at 6:30pm on the third Tuesdays each month at SMM. Interested parishioners are always welcome to attend.

Recent & Upcoming Events Discussion. Genesis Camp was recently attended by 5 SMM youth. SMM Silent Auction is set for 10/24. Come & See Sunday is scheduled for 11/1. SMM blood drive will be held on 11/8. Mary’s Hope related workshops will be held 11/13 & 11/14. Tara Performance Arts High School holiday program performances will be at SMM – 12/19 free performance, 12/18 & 20 charge/general public. Given this performance, no SMM pageant or Lessons & Carols service is planned this year.

SMM 2010 Budget. The 2010 stewardship campaign is progressing – 92 pledges received with up to 50 more expected. The Finance Committee will meet on 10/20 to begin drafting the 2010 budget proposal. The proposal is expected to be available for discussion at the November Vestry meeting.

SMM Survey. Based on input from the Congregational Meeting (i.e. desire to “do less but do what we do well”), we’ll investigate doing a survey of parishioners to determine where the most interest lies. Carol L’Orange is leading the related survey effort.

SMM Directory. Pictures have been taken for the new directory.

Personnel. All employee reviews are underway and should be completed in November. This will include a review for Fr. Mike.

SMM Religious Education. The need to broaden education related to church traditions especially for children was discussed. Fr. Mike, Mary Kay Cicio, Barb Houlik, and Tammi Bailey will meet to explore related possibilities.

Alternative Giving Campaign. St. Benedict Health & Healing Ministry will be promoted by Boulder Valley Episcopal Churches as a potential recipient of monetary gifts as an alternative to giving traditional gifts to others. Promotion will occur during Advent.

Environmental Stewardship Homily Feedback. Feedback on the 10/4 homily by Mark Handschy has been mixed. Some felt it had too much political leaning, adult forum would have been a more appropriate venue, &/or its scientific conclusions were incorrect; some had positive feedback.

Flu Concerns. We need to acknowledge this issue with regard to passing the Peace and taking communion. Hand sanitizer is available at church entrances. Recommendations will be communicated.

Doscesan Missioner Extension. Due to the resignation of two other missioners, Fr. Mike has postponed his missioner resignation by three months to 3/31/10.

Youth Area ‘Remodeling’. SMM Youth Group is proceeding with implementing numerous changes in the downstairs youth area – painting, wall mirror removal or collage, additional/updated furniture, and potential acquisition of an espresso machine. Related work is scheduled for 11/6 4-8pm, 11/7 8:30am – 4pm, & after 11/8 services. In addition, a permanent 9-Square court will be painted in the parking lot.

Treasurer Report. Comparison of Actual to Budget: September/YTD plate ($1109)/($3479); September/YTD pledges ($3163)/($9538); September/YTD Expenses ($4198)/($8036). Total Plate & Pledge September/YTD - $26.8K / $232.0K. Unrestricted checking balance $9834.

Facilities. SMM Men’s Group participants & hired help worked on 9/26 replacing/sanding/refurbishing in the playground area. Associated costs were $1000-1100. Some lighting in the
courtyard and education wing is out and will be repaired. Major facility priorities for 2010 budgeting are sanctuary roof replacement and pavement repair.

Outreach Committee. No report.

Vestry Recap ~ September 2009
This quick summary of the Vestry’s meetings, decisions, and actions is intended to keep parishioners informed of the business aspects of SMM. Please note that Vestry meetings are held at 6:30pm on the third Tuesdays each month at SMM. Interested parishioners are always welcome to attend.

Recent & Upcoming Events Discussion. SMM participation in the Niwot Nostalgia Days was successful with a good turnout of both locals and SMM parishioners. The Stewardship Creole Dinner was very popular with over 90 served. The recent Congregational Meeting was well received. The annual stewardship drive is underway with pledge card follow-up calls expected to begin around 9/27. The Colorado Diocesan Convention will be held 10/1-3. Crop Walk will be held 10/18 in Longmont. The Silent Auction is scheduled for 10/24 w/ heavy hors d’oeuvres (vs. dinner). Another “Come & See” Sunday will be scheduled for early November. Tara Performing Arts High School will be permitted to use SMM for practice and performances of a sacred music event at SMM, including a free performance for SMM families on Saturday 12/20 at 5:00 p.m. (approved by email subsequent to Vestry meeting). Due to insufficient participation, no New Orleans mission trip will occur this year.

Service Schedule. Feedback was received in the Congregational Meeting regarding the potential of moving to a year round schedule of one service. Alternatively, subsequent parishioner feedback suggested moving to a single service on the first Sunday of each month with all other Sundays having 8:15am & 10am services (similar to Boulder Valley Christian Church). No action at this time, but future consideration will be given.

SMM Survey. Based on input from the Congregational Meeting (i.e. desire to “do less but do what we do well”), we’ll investigate doing a survey of parishioners to determine where the most interest lies. It will be helpful if this can be completed prior to finalizing the 2010 budget.

SMM Directory. Based on discussion during the meeting, a new SMM Directory will be produced in the near future.

Personnel. All employee reviews should be complete by November. This will include a review for Fr. Mike.

SMM Audit. The 2008 audit results were presented in detail and accepted. Numerous recommendations from the 2007 audit have been implemented; several auditor recommendations were made in the 2008 audit and will be considered for future implementation. No major issues were uncovered. Many thanks to Ann-Marie Tewey for the time and energy she put into completing the audit.

Ministry Expense & Discretionary Fund Policies. Written policies for both ministry expense reimbursement and discretionary fund use were presented and discussed. These new policies effectively put into writing how both have been handled in practice. Both policies were approved.

Youth Area Recommendations. Several ideas from the Youth Group were discussed for the youth area (basement) – painting the walls, removing the mirrors, updating furniture, purchasing an espresso/latte machine, etc. Further discussion will occur next month when Meg Thornbury is available.

Treasurer Report. Comparison of Actual to Budget: August/YTD plate $1807/($2370); August/YTD pledges ($2505)/($6375); August/YTD Expenses ($3545)/($3838). Total Plate & Pledge August/YTD - $27.1K / $205.2K. Unrestricted checking balance $10,642.

Facilities. The Men’s Group will work on 9/26 replacing/sanding/refurbishing in the playground area. The associated estimated cost is $500-600.

Outreach Committee. No report.

Vestry Recap ~ August 2009
This quick summary of the Vestry’s meetings, decisions, and actions is intended to keep parishioners informed of the business aspects of SMM. Please note that Vestry meetings are held at 6:30pm on the third Tuesdays each month at SMM. Interested parishioners are always welcome to attend.

Recent & Upcoming Events Discussion. The Garage Sale is scheduled for 8/29. The next Congregational Meeting will be on 8/30. This will include a General Convention overview. The Stewardship Dinner is scheduled for 9/12 w/ a Creole themed dinner. SMM will have a booth at the Niwot Nostalgia Days on 9/12 to promote our visibility in the community. The Silent Auction is scheduled for 10/24 w/ heavy hor d’oeuvres (vs dinner).

Service Schedule. SMM will return to two services, 8:15am & 10am, beginning the first Sunday of September.

Greening at SMM. CO has delayed determination of grant recipients until October.

SMM Community Garden proposal. The Community Garden Committee proposes to develop two 10’x20’ beds with the resulting produce going primarily to outreach such as Community Food Share and Our Center. They’ve requested $1500 from the Outreach Committee for related development (e.g. fencing, posts, gate, tools, plants/seeds, soil, etc). The garden beds would be located east of the shed. If funded, development would begin this fall. The Vestry expressed support.

St. Brigit Update. An update was provided – 36-54 avg Sunday attendance w/ 30 involved families, local advertising underway, community garden w/ produce going to local outreach, numerous activities (Fall Festival 10/17, monthly Community Meals (1^st Wednesday), Celtic Spirituality Series 10/28 start, etc. Felicia expressed appreciation for SMM’s support.

Personnel . Jayanthi Bunyan will resume as choir director in September. Paul Jones is no longer serving as pianist. Joel McKee Cooper will be regular pianist with one Sunday per month off. Joel, Lois Adamson, and Colleen Conant will alternate as pianists for the Saturday service.

Youth Representative. Meg Thornbury has joined the Vestry as the new Youth Representative.

Treasurer Report. Comparison of Actual to Budget: July/YTD plate ($531)/($4176); July/YTD pledges $2627/($3874); July/YTD Expenses $881/($294). Total Plate & Pledge July/YTD - $25.8K / $178.1K. Unrestricted checking balance $4973.

Facilities. Numerous repairs have been completed – water faucet/pipe by shed, flicker holes, miscellaneous stucco damage, outside walk light, window sill staining, fence wood preservative, brick crack between library & school, irrigation system, etc. Significant tree/shrub trimming was accomplished in recent work days with over 30 volunteers participating. Two backflow valves were installed per new Federal requirements (~$2000). Annual backflow valve inspection is expected to cost ~$150.

Outreach Committee. No report.

Vestry Recap ~ June 2009
Recent & Upcoming Events Discussion. The recent Mission Trip was a great success. Related testimonials and music presented last Sunday were well received. The need to follow up with correspondence with the school children was emphasized. Strong support was expressed for ensuring ongoing service/mission opportunities for both youth & adults at SMM.

Greening at SMM. Dave Petroy and RJ Herrington presented information on the application process for obtaining “stimulus $” (i.e. American Reinvestment Recovery Act) for greening projects at SMM. The application process and various options were discussed. The Vestry approved applying for a 100% grant to fund projects aimed at lowering SMM’s carbon footprint.

Diocesan Convention. Julia Lee-Taylor & Roberta Killeen were accepted as delegates (Bob & Janet Poley previously accepted as delegates, Sarah Wheeler was approved by email on June 20^th).

Personnel Meetings (4+ month). Meetings were held with Paul Jones & Jayanthi Bunyan. They will continue as pianist & choir director respectively.

Heatherwood Elementary. Fr. Mike spoke with the principal. Their Volunteer Coordinator will be in touch regarding ways in which SMM could assist.

Altar Guild. Four new volunteers have been recruited.

Deacon Volunteer Possibility. Bruce Swinehart has accepted a job in KY and won’t be available to SMM.

Youth Representative. Helen Killeen was thanked for her service on the Vestry. She is now headed to college. A new Youth Representative will be sought.

Clergy wellness. Fr. Mike’s workload improved in May and is currently workable. The Bishop has begun the search process for Fr. Mike’s replacement as Missioner. Fr. Mike will serve as Worship Coordinator for General Convention (July 3^rd-17^th, Anaheim ).

Treasurer Report. Comparison of Actual to Budget: May/YTD plate ($53)/($2832); May/YTD pledges ($2509)/($3395); May/YTD Expenses ($1777)/($1025). Total Plate & Pledge May/YTD - $24.8K / $132.2K. Unrestricted checking balance $15306. May income was improved over April. Expenses & Contingency Reserve will be watched closely.

Facilities. Flicker damage is continuing and will be repaired. An exterior light was vandalized and will be repaired. The tractor water pump is being repaired by Dan Klena. Three trees near the labyrinth may be dying. The roof held up well to the recent rains. Investigation of playground equipment sources is continuing.

Outreach Committee. Support for The Well in Longmont will be continued. Two Mary’s Hope Workshops (support group for childhood trauma survivors) will be coordinated by Katherine Ann Webster in November. She serves on their Board. The Committee is looking for additional outreach opportunities which align with the Millennial Development Goals.

NOTE: No July Vestry meeting is scheduled.

Vestry Recap ~ May 2009

Recent & Upcoming Events Discussion. Congregational Meeting was held April 26 and was well received (feedback included community garden & church greening interest); the “Come & See Sunday” was held on May 3 (10 new families attended, f/u is being pursued, another will be scheduled in Fall); Israel trip “show & tell” on May 9 was well attended (another to be scheduled in June); Habitat for Humanity “Bridges” program training was held on May 16 (10 attended, 6 committed to ongoing involvement).

Diocesan Workshop (4/26). Attended by Barb Beaton, Peter Chandler, Katy Schmoll, Mike Houlik. Topics from the workshop were discussed – “mission shaped” church, listening, outreach, tithing, & others.

Diocesan Convention. Bob & Janet Poley were accepted as delegates. Two more are required by July 1.

Nursery. New staff member, Melissa, has been hired to start May 24. Another is being interviewed.

Personnel Meetings (4 month). Meeting will be held soon with Jayanthi Bunyan regarding the choir director position. Meeting was held with Mary Hardy regarding assisting priest position. Her current schedule (15hr/wk) is working for her. She expressed interest in continuing through 2010 & possibly 2011 and interest in being clergy presence with the Healing Team.

Deacon Volunteer Possibility. Bruce Swinehart has expressed interest in volunteering at SMM until he is ordained a priest (est. December/January) or obtains employment.

Service Times. Schedules were discussed and going to one Sunday service at 9am was approved. This new schedule will start on June 7 and will end with the Stewardship Sunday on September 13.

Clergy wellness. Fr. Mike’s workload continues to be heavy. He plans to resign on June 4^th as Missioner effective at the end of 2009. Recently, Fr. Mike spent 3 days in Anaheim, CA for pre General Convention planning. He will serve as Worship Coordinator for General Convention (July 3^rd-17^th, Anaheim ).

Church Office Staffing. Sarah Wheeler will cover 3 weeks this summer while Kim Freymiller is out.

Treasurer Report. Comparison of Actual to Budget: April/YTD plate ($1910)/($4100); April/YTD pledges $619/($886); April/YTD Expenses ($1418)/$752. Total Plate & Pledge April/YTD - $38.7K / $107.4K. Unrestricted checking balance $13559. April income is concerning. Expenses & Contingency Reserve will be watched closely. The 2007 Audit Committee findings were reviewed and approved.

Facilities. Used playground equipment availability from the school district is being investigated. Some may require modification to meet city/county codes. Lafayette & Louisville rec centers will be contacted to see if used equipment might be available from them. Flicker damage and repairs are ongoing. A crack near one of the preschool doors will be repaired. The roof appears to be holding up with recent rains.

Vestry Recap ~ April 2009
Recent & Upcoming Events Discussion. Holy Week services were well received/attended; 9 Health Fair was very successful; Congregational Meeting will be April 26 (focus on attendance stats, St. Brigit update, SMM ytd budget status, and general discussion/feedback); upcoming “Come & See Sunday” on May 3 (27 invitation letters distributed, full service in bulletin, please park on the street); Habitat for Humanity “Bridges” program overview was done on April 19 (10+ attendees), full 6 hour training on May 16; Israel trip presentation will be in May; Garage Sale will be in August (Sheila Martinson coordinator).

New SMM Sign. The new sign is installed & looks great.

Diocesan Workshop. In lieu of a spring vestry retreat, as many vestry members as possible were requested to attend the Diocesan Workshop (April 25, 8:30am-4pm).

SMM & St. Brigit Attendance Discussion. SMM Saturday/Sunday services averaged 177 through March in 2009 (vs 182 in 2008). Easter services had 422 attendees in 2009 (vs 405 in 2008). St. Brigit membership is at 32 families now (goal was 30 by end of May) with 18 not originally from SMM or St. Stephens.

Ministry Volunteers Discussion. Altar Guild, Ushers, and other ministries are in need of additional volunteers. Youth Group participation will be investigated.

Stewardship Discussion. The Stewardship Committee has asked for targets for 2010. Priorities were discussed such as hiring a full time assistant priest. Budget priorities need to be tied to specific goals.

Clergy wellness. Fr. Mike’s Holy Land trip was excellent. To reduce workload, 2009 will be Fr. Mike’s last year as missioner.

Treasurer Report. Comparison of Actual to Budget: March/YTD plate ($933)/($869); March/YTD pledges ($3264)/($1505); March/YTD Expenses ($3259)/($2171). Total Plate & Pledge March/YTD - $23.3K / $68.7K. Unrestricted checking balance ($667). Expenses overage was due mainly to replacement of furnace. Preliminary April financial results appear much more positive.

Facilities. Playground equipment replacement estimates - $3400 for wood, $7000 for weatherproof wood, $10,300 for commercial grade. School surplus equipment will be investigated. Both the pre-school and Heatherwood Homeowners Association will be approached regarding cost sharing. The recent heavy snow surfaced numerous roof leaks. Repairs will be pursued. We need to determine if roof replacement needs to be accelerated.

Outreach Committee representation. The allocated $500 given by Fr. Mike was donated to Fr. Samuel Fanous’ discretionary fund (Emmanuel Episcopal Church in Ramla) during his trip to Israel .

Vestry Recap ~ March 2009

New SMM Sign. Replacement of the current SMM sign on the property was discussed. The new sign will have an easy means for changing service times. Vestry approved the anticipated expense is approximately $600.

Recent & Upcoming Events Discussion. Successful U2charist (70 attended); “Come & See Sunday” on May 3 (more mugs have been ordered); Habitat for Humanity “Bridges” program overview after 10am service on April 19 and full 6 hour training on May 16. For Holy Week, Mary Hardy is coordinating a Holy Week Renewal Service with the Healing Prayer Team’s assistance & an Agape meal with EFM’s assistance.

Diocesan & Financial Services Workshops. In lieu of a spring vestry retreat, as many vestry members as possible were requested to attend the Diocesan Workshop (April 25, 8:30am-4pm). Workshop goals/topics were discussed. Katy will represent SMM at the upcoming Financial Services Workshop (March 25).

SMM Website discussion. The draft Vestry Recap for February’s meeting was discussed. This and future Vestry Recaps will be posted on the SMM website, and parishioners will be alerted to the initiation of Vestry Recaps via the SMM newsletter.

Clergy wellness. The last few weeks have been challenging for Fr. Mike, but the upcoming trip to the Holy Land is expected to be refreshing. Mary Hardy reported being very pleased and thankful to be a part of SMM.

Treasurer Report. February/YTD plate $370/$124; February/YTD pledges $3918/$1759; February/YTD Expenses $1145/($1089); Unrestricted checking balance $8619. Grocery coupon income is $518 over budget ytd. Outreach to the Poor was $1145over budget in February due to making up for January shortfall & the Outreach portion of the high than budgeted plate/pledge income.

Facilities. The library wing furnace failed and required replacement ($4700). Window seals/replacements are tabled for now. Replacement of existing playground equipment is under consideration. Some funding assistance may be available from pre-school families. Cost estimates for both wood & plastic will be obtained.

Outreach Committee representation. The Outreach Committee has approved $500 to be given by Fr. Mike to an orphanage during his upcoming trip to Israel . Also, $400 has been approved for tents/heaters for the upcoming 9 News Health Fair at SMM. An ‘alternative gift’ Christmas catalog is being compiled for use by SMM parishioners.

Vestry Recap ~ February 2009

Welcome to the first edition of the “Vestry Recap”. This quick summary of the Vestry’s meetings, decisions, and actions is intended to keep parishioners informed of the business aspects of SMM. Please note that Vestry meetings are held at 6:30pm on the third Tuesdays in the SMM library. Interested parishioners are always welcome to attend.

New Members. February’s meeting welcomed Mary Hardy and Nebojsa Janjic. Tracy Kendall will be joining our meetings in a few months.

SMM Website discussion. The website’s primary goals - intra-parish communication, facilitating connection with new parishioners, & outreach to those seeking a church community – were reaffirmed. Adding a general photo ‘gallery’ to the website was discussed and declined. However, an email distribution list (via “Coffee Talk”) could be established for photo sharing if sufficient parishioner interest exists. Please contact a Vestry member if this interests you. Adding a membership directory to the website will be investigated. This would be available only to parishioners via personal user ids/passwords. It was decided that adding event registration to the website was not sufficiently critical to pursue at this time. Replacements for Carol Ford (webmaster) and Mike Beaty (web technical support) are needed after December ’09. Please contact a Vestry member if these positions are of interest to you.

New Staff. Mary Hardy has joined as part time assisting priest. Paul Jones has joined as pianist. Jayanthi Bunyan has joined as choir director.

Upcoming Congregational Meeting & “Come & See” Sunday. The next Congregational meeting will be between services on April 26^th with the early service moving to 8am to allow additional time. An early May Sunday will be designated as “Come & See”, and parishioners will be encouraged to bring guests.

Short Term Planning Committee. This committee is being formed to look at transitions over the next 3 - 4 years. Initial members: Robin Gilford (chair), Katy Schmoll, and Gary Anderson.

New SMM sign. The on property sign will be replaced soon. The replacement will allow a means to post special services/times.

Clergy wellness. Missioner Committee backups for Fr. Mike have been determined for situations when SMM duties conflict. With recent staff additions, Fr. Mike’s workload is currently manageable. He’s regularly consulting with his Wellness Committee & the Vestry to monitor this.

Treasurer Report. January plate ($1200); January pledges ($2159); Expenses ($2233); Unrestricted checking balance $7211. Grocery coupon sales are going very well with the new rechargeable gift cards.

Facilities. Window seal repairs are under investigation. Playground improvements are under consideration. Parking lot improvements are on hold.

Outreach Committee representation. Rhoads Hollowell will not be available for Vestry meetings for several months. During his absences, an Outreach Committee representative will provide updates to the Vestry.

Annual Meeting of SMM Parish ~ Jan. 25, 2009

Attending were the parishioners of St. Mary Magdalene. Opening prayer was led by Father Mike. Father Mike opened the meeting and stated that, according to the Bylaws, proper notice has been given. He established that a quorum was in attendance, with more than 10% present of members in good standing. This is the 24^th Annual meeting for SMM.
Treasurer’s Report – Georgene Anderson
2008 Results

1. Income for 2008 of $434,507 was $9,119 below budget. Pledges received of $362,331 were below budget by $20,365. Excess pledges of $6,586 and prepaid 2009 pledges of $2,550 partially offset this shortfall.

The 2008 Silent Auction raised about $12,000 (compared to over $18,000 in 2007) which will be used to fund Outreach in 2009. The garage sale raised $1,841 which was $1,159 under budget.
Other income included about $1,500 of sabbatical funds that Felicia did not use.
The special outreach offering of $356 and the Youth Group Outreach of $1,245 appear as additional income, but this money was transferred to designated charities, increasing the outreach spending above the budgeted amount.
Grocery coupon sales of $5,191 fell short of the $6,000 budget, but rechargeable King Soopers cards are resulting in increased sales.

2. Total operating expense of $427,450 was $16,177 below budget.

Property expense of $31,952 was almost $14,000 under budget. Peter’s ability to make needed repairs using less than the $9,000 repairs and maintenance budgeted amount made a capital improvement loan unnecessary, saving SMM over $11,000 on mortgage payments.
Salaries and benefits were under budget by about $3,500, primarily due to saving on the costs of pianists, nursery workers, sexton, and administrator by shifting to one Sunday service in the summer. This savings was net of an over budget amount for paying Felicia her final check in December, 2008.

3.      Balance sheet is very strong, with total assets of $1,383,525, total liabilities of $65,295, and net worth of $1,318,230.
4.      Unrestricted cash balance at year end was $11,122. The previous treasurers did an excellent job.
5.      Endowment fund has increased $10,000 from $83,364 in 2007 to $93,195 at the end of 2008.
6.      Building Fund of $14,431 has been split into a traditional building fund and a green building fund. 2009 building fund accruals will also be split evenly between the two accounts.
7.      General savings and interest account combine to $9,287.

2009 Budget
1.      Income is projected to be $74,000 less than in 2008. Contributing factors are:

Reduced income from fundraising events.
Decreased pledges of $53,000 from 2008 budget.
Provision of a contingency reserve of 4% of pledges, $12,820.

2. Expenses are projected to be $67,000 less than in 2008. Effort has been made to maintain programs. Major changes are:

Reduction from a full-time assistant priest to part-time priest (15 hours per week), reducing costs $54,000.
Diocesan and Regional pledges combined were reduced $11,000 to reflect lower anticipated pledge and plate receipts.
Outreach to the poor was reduced $7,500 to reflect 10% of unreserved pledge and plate.
Funding of $5,000 was provided for St. Brigit’s, distributed monthly.
The sabbatical fund was capped at $10,000, reducing costs $3,000, and the Health Reimbursement Account will not be funded, saving $1,100.

3.      The method for calculating Outreach to the Poor was simplified from prior years. It is now 10% of unreserved pledge and plate receipts. Outreach will be funded monthly based on actual collections.
4.      The payment of the Diocesan and Regional pledges will be done monthly, based on actual plate and pledge collections. If excess pledges are received in a given month, it would be a good idea to increase SMM’s assessment to the Diocese and Region.
5.      The building Fund accrual ($5,000 annually), is split between the traditional building fund and the Green Building Fund.
6.      No staff salary increases were included in the 2009 budget. Mike’s retirement is calculated on the average of 7 consecutive years of receiving a salary, so impact of no increase this year will not be large.
7.      Don Martinson, the Youth Minister, is being paid a bit more than Kimmie was, but all part-time staff contribute some of their own time. Would be helpful to look at what other churches pay their youth ministers.
8.      Question about when the last building appraisal was done. Time to update?

9.      It was helpful to have budget discussion meetings; thanks to all who attended or otherwise provided feedback.
10. Reminder that pledge amounts can be automatically withdrawn from a member’s bank account. Talk with Georgene to arrange that process.
11. Georgene expressed appreciation to Leslie for her dedicated and competent assistance.
12. A motion was made, seconded, and passed to approve the 2009 Budget.
13. Thanks to all for their generosity.

Junior Warden’s Report of 2008 – Peter Chandler
1.      Appreciation expressed to Georgene.
2.     2008 projects completed included:

Brick courtyard drainage repaired and ramp installed
Playground fence installed and all fencing preserved
Fence installed to hide trash cans
Drain installed and sidewalk repaired on north side of the church
Roof leak on west wall repaired
Crusher fines put on paths
Mike’s office painted and floor refinished

3. Future projects include:

Repairs to the stucco surface
Repairs to areas of brick sidewalk that have shifted
Church windows need repair (broken seals/some frames)
New play structures to be installed
Roof resurfacing will be done in 3 phases, with estimate of cost of whole project ~$30,000; including greening if possible

1.      Phase 1 – Original church sanctuary and Mike’s office – targeted for 2011
2.      Phase 2 – Hallway, 2^nd office and library – 2015
3.      Phase 3 – Classrooms and new sanctuary - 2020

Parking lot resurfacing and expanded with 2^nd egress
Greening the church – more efficient heating and add air conditioning (geothermal/photovoltaic?)

Father Mike: General Comments
1. Giving to Diocese and Region mutually beneficial

SMM’s existence is owed to 5 families from St. John’s.
Mike came to Colorado from the Diocese of Kansas.
A Diocesan grant was used to build the wing addition to SMM in 1989.
A Diocesan grant was used to hire our first full-time assistant, Spencer Carr.
In 2002, a Regional grant funded Felicia.
The Diocese sponsors Godly Play and Safeguarding God’s Children & Youth trainings.
The Diocese will be involved when Mike retires.
Being generous to the Diocese and Region is a good example of individual giving.

2. Mike’s role as Missioner

Mike enjoys this work and wants to continue as long as it doesn’t impact SMM; he has discussed this with the Bishop. Position takes ~10 hours/month.
Mike has asked his Wellness Group to hold him accountable to avoid burnout.
He will arrange for a backup to take care of his Missioner duties if a parish emergency prevents him from attending a meeting.
He will take proactive steps to ensure that he can continue as Missioner.

3. Growth of SMM

We have grown because of the sense of who we are and we try to live that out as a warm and loving congregation.
It is always a gift to have more than one clergyperson.
It is our hope and goal to have two full-time clergy again.

4. Other Accomplishments

Felicia was able to take a sabbatical after only 6 years as a priest.
Kip White found a way to provide shade in the courtyard for coffee hour following Sunday services, with the addition of bistro tables and umbrellas
Several House Masses have been successfully held
Positive feedback was received about the “one service on summer Sundays” schedule
Change of Mission Trip destination from Juarez to Windsor was successful
A general mailing to the Heatherwood neighborhood was done, with limited feedback but still a positive outreach effort.
Several SMM families committed to join the church plant in Frederick

5. Future Plans

Schedule another Centering Prayer Workshop
Become more invitational. Schedule some “come and see” Sundays, encouraging congregation to invite someone to church. 85% of visitors come because someone invites them. The average Episcopalian invites someone every 27 years.

6. Vestry changes:

Katy Schmoll, Senior Warden, is in DC today. She has agreed to serve one more year in that office. Peter Chandler has agreed to serve one more year as Junior Warden.
It was moved, seconded and passed to accept these nominations.
Amy Thornbury retired, as her term ended. Appreciation was expressed for her contribution to the efforts of the Vestry.
The two people nominated to serve a 3-year term are Tracy Kendall and Mary Kay Cicio.
Nebojsa Janjic was nominated to fill out the remaining 2 years of Jeff Nieusma’s term. Jeff and his family are now attending St. Brigit’s.
Helen Killeen has agreed to serve most of another year as Youth Representative, until August when she departs for college.
It was moved, seconded and passed to accept these nominations.

7. Leadership changes:

Patti Tussey has retired from serving as Just Faith facilitator.
Rick Hess has retired as Centering Prayer coordinator.
Colleen Conant has retired Stewardship Chairperson. Peter Morreale will take on that position.
RJ Harrington has retired from the Legacy Committee. Robin Guilford will serve in his place
Jenny Kapela has retired as Grocery Coupon coordinator.
Don Martinson has retired as the Adopt-a-Road coordinator. Larry Burgess will assume that position.
Darin and Susie Manica have left their Pianist and Choir Director positions to join St. Brigit’s. Paul Jones is SMM’s new Pianist and Jayanthi Bunyan is our new Choir Director. Both will begin as of Feb. 1, and were introduced to meeting attendees.
Thanks to all!

Mark Christie presented the 2008 Outreach Summary
1.      Outreach Spending totaled $42,030, with 50% of the funds going to Boulder and the Denver Metro areas, 46% sent to international organizations, and 4% allocated to other Colorado and US needs.
2.      Among the organizations served were Crop Walk (33 walkers + other sponsors who raised $4500), Soup sales of $601, Mother House volunteering, Boulder Shelter for the Homeless, Bonfils Blood Drive (15-16 regular donors collectively provided more than 2 gallons of blood), Sister Carmen Center, Joshua Station, Hope Center lunches (a homeless outreach in Longmont), 3 microbanks in Haiti, St. Benedict’s Health & Healing ministry (#1 priority), the Lillian Vallely School in Blackfoot, ID, Mission Trip to Windsor following a gathering of toys and household items for tornado victims, Christmas gifts for 6 I Have a Dream families (29 people) in Lafayette, all of whom sent thank-you notes. Many more organization also received funds.
3.      FEMA paid Windsor for SMM’s volunteer hours given during the Mission Trip.
4.      The 9 Health Fair is another major outreach.
5.      The 2009 Outreach funds will be less. A sock drive is planned for Maundy Thursday, we will have a Loaves and Fishes Sunday, and Jenny has made Boulder Bucks available for purchase. Mark asked that people let him know if they have a desire to continue the perpetual food bank collection, and if they are involved in other Outreach efforts. Goal of the Outreach Committee is to more effectively communicate their activities to the congregation.
6.      Barb Houlik reported that the children in Godly Play have contributed money to purchase a goat and chicken to help needy families.
7.      Mark expressed appreciation for the congregation’s generosity.

Mary Hardy, Assisting Priest, offered a closing prayer.
A motion was made to adjourn the meeting and proceed to brunch. It was seconded and passed.

Respectfully submitted,
Jane Rogers