Christ Church Vestry Minutes July 17, 2018
Capital Campaign: Jessica Tower provided an in depth progress report, including upcoming listening sessions, plans for a Gala event to showcase to friends of Christ Church all of the wonderful things that happen at the community cornerstone which is Christ Church (November 10), and RoCo tree sculpture grand opening, around Sept. 7.
Finance Committee Report: Meg reported on the recent Finance Committee Meeting. The committee discussed the pros and cons of enlisting a professional financial planner to manage our funds.
The Finance Committee discussed the current state of the Christ Church apartment.Repairs are needed, and church leaders will meet with the current tenant to discuss the relationship of those repairs with his tenancy.
Property Report: Kyle stated that the Bid Date for Lawn Street Wall Repair is Tuesday, July 23.
Deb said she met with a representative of GC Carpet, who suggested replacing carpets with carpet tiles. Deb also said an engineer has inspected the floor boards of Wilder Hall. He will return for further inspection.
Warden’s Report: Deb announced the date of September 7 for the Newcomer Dinner, a pot luck hosted by the Vestry. It will be a story sharing night, i.e., parishioners telling stories about how they first came to Christ Church.
Vestry On Call: Paul Sackett was a faithful parishioner who died last spring. There has been no memorial service. Deb will ask Rev. Steven Metcalfe to plan a memorial service as part of Tuesday 12:05 Eucharist.
Respectfully submitted by David C. Jutsum, clerk of the Vestry.
Vestry Meeting Tuesday, June 19, 2018 Minutes
Capital Campaign Report. The members of the committee are hard workers who dedicate themselves to a collaborative effort with a discernible spiritual slant. He announced a Campaign event to be held in the second week of November to recognize donors and showcase partners in the community.
Episcopal SeniorLife Presentation. The Vestry welcomed Courtney McGinness and Jessica Kelly from Episcopal SeniorLife Communities. Per the request of the Vestry on behalf of the Care Committee, they presented a comprehensive overview of options for seniors who are living on their own. Ms. McGinness and Ms. Kelly made themselves available to be called upon about services, resources, and to be pointed in the right direction. They mentioned Life Span, Adult Protective Services,Pace Program Elder One Day Program, and Companion Services are but a few of the agencies which can be called upon to help in providing short term and long term solutions. Episcopal SeniorLifeoffers affordable senior housing, assisted living, and nursing home options.
Property Committee. Kyle reported that the completed bid documents for Lawn Street Wall Repair are ready. Bids will come in July 12 [since changed to July 24]. Deb reported that both grants have given approval if there is a delay of the beginning of the work.
Kyle reported that a Lighting Engineer is interested in coming up with a plan for improvements in lighting which have been discussed at previous Vestry meetings.
Deb reported a bid for resealing the parking lot: $1270.00. A dumpster and a heavy lift from Lawn Street Wall Repair might damage the new sealcoating. No decision for right now was made.
Deb announced that new blackout blinds have been installed in the Guild Room.
Finance Committee Report:
The 44 page Audit was presented to the Vestry via E-mail by Meg, in compliance with Diocesan policy. Highlights: Systems are now backed up via the cloud. Thanks to Lucie, Kyle, Meg, and Bill Soleim for their work on the Audit.
Deb reported that she approved Vicki McCutchon’s request for 3 quiet fans for the Jazz Fest.
Carolyn presented copies of the new parish birthday card, created by Elizabeth Dugdale and Lucie Parfitt.
Deb introduced the issue of Christ Church advertising in the film series pamphlet published by Christians Witnessing for Palestine. Motion passed with 2 abstentions.
Deb asked the Vestry to approve, and the clerk to sign, a resolution authorizing Deb to accept funds from the NYS State Grant for repair of the clerestory windows, as required by State policy. The resolution was unanimously approved.
RESOLVED: That Deborah VanderBilt, as Warden of Christ Church Society, is hereby authorized and directed to accept funds from the New York State Office of Parks, Recreation and Historic Preservation in accordance with the provisions of Title 9 of the Environmental Protection Act of 1993, in an amount not to exceed $106,614.00, and to enter into and execute a project agreement with the State for such financial assistance to Christ Church Society for repair of clerestory windows, and if appropriate, a conservationeasement/preservation/public access covenant to the deed to the assisted property.
Safety and Security: Meg reported an update on Safety and Security Committee. She is in communication with a RPD officer, who has offered to make a presentation, and do a walkthrough. Meg recommends beginning with the smaller committee along with Moses. After that a meeting for the entire parish could be scheduled. Some training will also be available for those interested.
Respectfully submitted by David C. Jutsum, clerk of the Vestry.
Vestry Minutes May 22, 2018
1. Meg will put a Finance update in the Sunday Bulletin.
2. Deb will call both grants to see if we can put off Lawn Street Wall repair until 2019,ifnecessary.
3. Deb will ask Jeremy for the name of the Pittsford Episcopal Church rug guy.
4. Deb, Vicki, Beatrice, and Lucie will work on Bulletin Board changes.
5. Kyle will pass new Sunday Bulletin format changes by Ruth for input and approval.
6. Deb will pursue developing postcards and concerts as fundraisers, in response to Diocesan Congregational Committee suggestions.
7. Deb requests all Vestry to greet the Bishop at Coffee Hour on May 27.
Present: Deborah VanderBilt and Kyle Liddell, Wardens; Margaret Britt, Meg Mackey, James Kurmis, Carolyn Mauro, Lucie Parfitt, Valerie Jutsum, and Joseph Schaller, Vestry; Norman Geil, for Treasurer’s report; John Fields, for Property report. Absent: Rev. Ruth Ferguson, Rector; and Jeremy Cooney , Vestry. Recorded by David C. Jutsum, clerk.
Deb chaired the meeting. Joe spoke the Opening Prayer. Carolyn acted as Timekeeper.
Norm presented the Treasurer’s Report. The target for the budget at the end of April was 33.3%. Income was at 42% and expenses were at 35%. The budget had predicted a deficit of about $11,540. Instead, there is a surplus of over $7,000.
We have received the first reimbursement for Ruth’s Medical Leave from the Medical Insurance.
We are changing Disposal Services from Waste Management to Youngblood. The saving will be $60-$70/month.
Norm recommended changing our Copier Contract from Toshiba to Cannon. A five year contract featuring unlimited toner, same extra copy charge, 2-3 hour response time, and removal and installation of equipment will save $66/month.
Kyle presented the Warden’s Report. He began by reading Ruth’s Rector’s Report. Synopsis: The healing process is taking place, but it is a difficult road. Ruth hopes to return July 1, easing back in slowly: “So much of our lives and our calling is surely this: not the life we plan, but how we respond to the life that is happening to us.” The specifics of Ruth’s return will be discussed at the July Vestry Meeting.
Deb asked the Vestry to choose a month for the Newcomer’s Dinner. September was agreed upon. Deb will start with a Doodle Poll of the Vestry.
John Fields presented the Property Report. He passed out a photo of the Ambulatory Wall, and described the story of its construction, eventual fall into disrepair, and plan for reconstruction.Summary: Bero Architectural has almost completed the bid request. After they go out, bids should then be received within about two weeks. The length of the project should be somewhere in the 4-8 week timeframe. It probably can’t be started any later than September 1, because of weather concerns. Deb will call both Grants to see if we can put off construction until 2019, if necessary.
Other work to be done will be the responsibility of the parish. This includes molding, carpet, drywall, windows, and roof, in terms of removal, repair, rebuild, reinstall, varnish, and such. John will supervise these in-house responsibilities.
The hallway inside will not be usable during the project. The sidewalk outside the wall will be blocked off by the contractor. A summary sheet by John is appended to the minutes.
Peg presented the Outreach Liaison Report. Here is a list of the salient points:
1.RAIHN : 6 new volunteers have joined. Beatrice Deshommes wants to individualize the RAIHN section of the hallway bulletin board. Beatrice, Vicki, Lucie, and Deb will discuss this.
2.Vicki is getting volunteers for Jazz Fest.
3.CC is hosting the Make Music Festival in the front lawn, hosted by Bernunzio Uptown Music on Thursday June 21, from 12-8 PM.
4. Vicki McCutchon reports 10 upcoming weddings, including 2 for parishioners, for a total of 15 this year.
5.”Growing Family” meals is a ministry that is getting off the ground. (Just what it sounds like-meals provided for families with new babies).
6.A list of school supplies needed for the new year will be coming from CC Pittsford for School #9.
Deb led a brief discussion of an offer from the Diocese to save money by using an early payment discount on our Congregational Development Loan. We are in a deficit budget, but we will revisit if we receive any bequests this year.
Kyle opened up a discussion of changes in Sunday Bulletin Format. The basic idea is to make the Bulletin more accessible to visitors, and, especially to those who are not familiar with the Episcopal form of liturgical worship. It is quite possible that, to someone walking into an Episcopal church for the first time, the impression is that we are intimidating, catholic, and conservative. Kyle had fashioned two possible facelifts. Many potential changes were discussed. The Vestry was invited to give Kyle suggestions, which he will pass by Ruth in a week, for input and approval.
The final discussion was led by Meg, Peg, and Deb. It had to do with a meeting which Meg, Peg, Deb, and Bill Soleim attended: the Diocesan Congregational Development Committee. We are asking the Diocese for a grant. At that meeting, They ask the parish general questions like, what is the parish about and what are our goals? More specifically, what efforts are our congregation making for fundraising which would complement the grant we are requesting? Here is a list of suggestions which the Diocesan Committee suggested CC looks into:
8. Involve Senior Centers , including Episcopal Church Home, in Tuesday Pipes.
9. A more obvious collection plate at Compline, which is more obvious and well lit.
10. Sponsored concerts.
11. Sell stuff at Jazz Fest, maybe on the lawn.
12. Postcards, Bookmarks, Posters, and Notecards, of CC stained glass windows.
Deb will pursue postcards and concerts as fundraisers.
One Vestry on Call Report was then noted. A parishioner had much trouble getting an address change with the church office. Deb will work with Pat to help her create a dynamic directory.
A written Capital Campaign Report was a part of the Agenda. (Appendix 2).
Joe closed with prayer.
Submitted by David C. Jutsum, clerk.
Capital Campaign Committee - Report to the Vestry
Campaign Tally: $466,000
• Implemented new database, inputted all donor data
• Sent pledge reminder letters for 2018 and Campaign Update
• Naming Opportunities Updated
• Met with Lois Jones and Meal and More
• Updated all Campaign Policies and Procedures
• Soliciting Donors in Person
• Received $25,000 in new gifts
• Receiving pledge payments for 2018
• Determined all-inclusive campaign will include kitchen as approved by Vestry (2 possible donors identified to fund this portion est. at $100,000)
• Meet with all Parish, if meeting is declined then a pledge card and letter will be mailed to them
• Publish Campaign Update
• Begin Cultivating and Soliciting Members of the Community (outside Parish/Vestry)
• Follow-up with all verbal commitments for payments and anyone who has not yet committed
Vestry Minutes, March 2018
Vestry Minutes March 20, 2018
Visit from Jessica Tower, Capital Campaign Consultant
Jessica Tower was welcomed to the meeting. She has been a professional fundraiser for fifteen years. Coincidentally, she has previous connections to the Father’s House, and to the Eastman School. She offered an overview of how she hopes to approach her work at Christ Church. She will begin with a Listening Tour, as she becomes acquainted with the community. She will be officially introduced at both services on April 15. She will also be available at coffee hour that day. She will meet with the church staff. She wants them to know that she is available to them. She will supply monthly reports to the Vestry. To sum up, if the Capital Campaign team could be said to be a car moving through traffic, concentrating on looking at the car right ahead, Jessica will be helping by providing the bigger picture of reaching the final destination. The Capital Campaign at Christ Church is an endeavor which she looks forward to embracing with passion and enthusiasm.
2. Visit from Padraic Collins-Bohrer
Paddy asked the Vestry for a letter of support from the Vestry, to be part of the final step toward ordination to the priesthood. This letter, to be written by Ruth, in ink, and signed by the Vestry, will be sent to Carolyn McConnell at Diocesan HQ, in time for Paddy’s meeting with the Commission on Ministry on Saturday, April 28.
Paddy also gave us an update on his new assignments. Since February 21, he has been at the Church of the Ascension. He has entered into the preaching rotation. His fellow deacon there is Christ Church alumnus Lucy Alonzo. He is also working full time as a chaplain at Strong Hospital. This includes a learning component. He works in the Burn, ICU, Medical Trauma, and Psychiatric Units. He considers his participation in this ministry to be an honor.
Paddy is beginning to have discussions with the Bishop about work opportunities after ordination. The Vestry thanked Paddy for his faithful response to a calling from God which, though rewarding, involves difficult and trying challenges.
3. Rector’s Time
Ruth and the Executive Committee have decided it best for her to take a three month leave of absence, beginning right after Easter Sunday. She is fighting a very serious disease, and she must have time to rest, without stress, to give her the best chance to get better. The Vestry commended her determination to work as long as she has, in spite of being very ill. Fr. Steven Metcalfe and Fr. Bruce Griffith will be among the supply priests subbing for her in her absence.
4. Warden’s Report:
Deb said 3 people have agreed to act as liaisons to help while Ruth is gone: Deb will be liaison to ROCO; Kyle will be liaison to the Eastman; and, Norm Geil will be liaison to the Father’s House.
5. Capital Campaign Committee:
Joe announced that there is now a Capital Campaign tab on the CC website. It features a thermometer, synopsis of projects, and a donate button. Thanks to Colin Soleim for designing the site.
6. Discussion of Safety and Security Meeting Report:
Kyle reported that many big, difficult issues were brought to the forefront at this meeting held on Feb. 28, which was a forum for concerns about safety in the church; especially, in the light of the many tragic mass killings which have happened across the country. There have been incidents at Christ Church which, although “handled”, have revealed the need for professional guidance. We want everyone to be safe, and to take all necessary measures to ensure that.
A committee of volunteers from the Safety and Security Meeting has formed and will send back recommendations concerning all of these issues. Meg will act as liaison to the Committee, whose members will be Joe and Vicki McCutchon, Spencer and Hope McGuckin, Pru Kirkpatrick, Lois Jones, and Jonathan Falk.
7. Proposal for Garden from ROCO:
The Vestry discussed ROCO’s art project for June-October. It is a concrete tree with LED leaves that change color. One possible location was the center circle, but the Vestry decided the lawn adjacent to ROCO where the other installations have been was a better location for the tree as well.
8. Deb reported that the Sunday evening pre-compline talk by Cynthia Houck on March 18 was well attended. Cynthia encouraged her listeners to join her in supporting a building which in this day and age cannot be rebuilt.
Respectfully submitted by David C. Jutsum, clerk of the Vestry.
WE GOT GRANTS!
GRANT UPDATE- December 19, 2017
The Christ Church grant team is thrilled to announce that the church was granted a New York State historical preservation grant for just over $106,000. The grant team applied for these funds to fix the six clerestory windows, which have damaged sills, frames, and panes, and therefore have let water into the building, which is partially responsible for the piece of the ceiling that fell from the North Aisle a couple of years ago. (The other element responsible was the roof on that aisle, which has already been repaired.) This work will be scheduled for Summer 2020. The grant team was inspired by the successful application by Ron Vukman to get a similar grant from NYS in 2009. It is rare to get a second grant in such a short time, and the grant team is grateful to everyone who helped by supplying us with information, especially Stephen Kennedy and Norm Geil. We are also so grateful for our partners Meal & More and The Father’s House, whose leadership wrote supporting letters to us, and to those in the community who also wrote letters supporting our application.
Deb VanderBilt is also especially grateful to Val Jutsum, who happened to be at home within reach of her phone at the moment before Deb hit the “Submit” button on the grant website. Val and Deb claimed the verse “where 2 or 3 are gathered” and prayed for a successful outcome. : ) Thanks to the whole grant team: Deb VanderBilt, Tom Foster, Meg Mackey, Peg Britt, and Hugh Kierig.
This brings our grant total for repair work to $148,000. These grant funds will go a long way toward helping the church pay for repair of the Lawn St. wall and the Nave repair and repainting projects.
Below is the original posting about our Grant process and hopes. I left it in to underline how wonderfully these prayers were answered.-ed.
[The grant-writing team (Deb VanderBilt, Tom Foster, Meg Mackey, Peg Britt, and Hugh Kierig) has finished this year’s round of applications. In general, grants are available in the historic preservation category; in other words, we have to specify a building project and the grant will go toward repairs. Here’s an update on where we are with our grants.
In January, we applied for a grant from Sacred Sites (a part of the New York Conservancy Trust) for $50,000 for our buckling wall on Lawn Street. We received $25,000, which the grant administrator told us is typically the upper limit of what they award. We must match that grant 50-50 (no problem, since the wall repairs will cost at least $130K).
In May, we applied for two grants for the wall as well: to the Rochester Community Foundation Grant for $25,000 and to the Partners for Sacred Places for an unspecified amount (the first step is a “letter of intent”). We should hear from RCF in October, and we already heard we did not make the first cut from Partners for Sacred Places.
In July, we applied to New York State for a Historic Preservation Grant. Because our church is in a zip code that is characterized by high poverty, if we get this grant it will be a 75/25 match (we pay 25%). We applied for the grant for clerestory window repair, since the criterion for the grant is urgency. Water infiltration caused part of the ceiling under these leaky windows to fall down, so we believe we have a good case that window repairs are urgent. The application was for about $120,000, and we will hear in January about whether or not we receive it.
We also applied in May for a Congregational Development Grant from the Diocese. This grant can be used for our deficit, so it is very different from the historic preservation grants. If we get it, we are eligible to be on a 5-year cycle of grant renewal, but it will be less each year as we work toward sustainability. To apply for the grant, the team worked on a plan of action to “develop” our congregation: communicating better about what we do to the community and other ways of growing our congregation. We applied for $35,000 and we will hear in September or October from the diocese if we get the grant. They can say no, give the full amount we asked for, or give a lesser amount based on the total they have to allocate within the diocese.
It’s because of this final grant that Ruth, Deb, and Joe were required to attend the College for Congregational Development, to learn tools that will help us grow Christ Church both “inside,” in what we do to develop spiritual lives and fellowship in our church, and outside, in what we do to live out our mission and attract others to work with us on that mission.]
It’s also in connection with the Diocesan grant that you took the survey about what attracted you to Christ Church and why you stay. Here are the results of that survey (except the comments, which even though anonymous we are treating as confidential:
Member Survey: 63 responses
Question 1: What caused you to visit Christ Church for a church service (other than Compline) the first time? (Click all that apply)
I was looking for a faith community 50.00% 26
Heard about it from someone I know 46.15% 24
Found it through the website 13.46% 7
Was in the neighborhood and was curious 13.46% 7
Attended Compline, then came to a service 7.69% 4
Read about it in the newspaper 1.92% 1
Found it via Facebook 1.92% 1
Attended Jazz Festival then came to a service 0.00% 0
Question 2: What was it about Christ Church that caused you to attend regularly or become a member? (Click all that apply.)
The music 70.4% 43
The preaching 63.9% 39
The Christ Church community 59.0% 36
The way the service is conducted (the liturgy) 57.3% 35
The physical space (Sanctuary) 47.5% 29
The outreach initiatives of Christ Church 34.4% 21
Question 3: If you had to pick a PRIMARY reason why you attend Christ Church regularly or are a member, what would you pick?
The music 26.6% 16
The Christ Church community 26.6% 16
The liturgy 20% 12
The preaching 18.3% 11
*Question 3 responses by those at CC 8 or fewer years:
The preaching 31% 9
The Christ Church community 24.1% 7
The music 20.6% 6
The liturgy 17.2% 5
The Care Team
is here to help
The Christ Church Care Team is a volunteer ministry to help parishioners on a temporary basis as they recover from surgery, suffer the death of a loved one, are home bound or in the hospital, or need support due to another kind of loss or difficult transition. The Care Team assists parishioners in need with the following: shopping, meals, pet care, house help, phone calls to check in, and home and hospital visits. Please notify the Rector if you or someone you know could use Care Team support. [Care Team Leaders: Shirley Ricker, Norma Kurmis, Lydia Worboys, Peg Britt, Elizabeth Dugdale, Kyle Liddell and Jim Blake]