st. andrew’s episcopal church, denver october 11, 2016 6:30 – … · 1 st. andrew’s episcopal...

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St. Andrew’s Episcopal Church, Denver Vestry Meeting Minutes

October 11, 2016 6:30 – 9:00 p.m.

Our Vision

The tree of life is growing here.

Our Mission We are called

To offer sanctuary in the city To grow in God’s love

To seek the renewal of the world Participants: Voting members: Alice Barton; Matt Bentley, Senior Warden; Jeff Brown, Junior Warden; Ally Dodge; Cindy Henning; Reese Jameson; Mike Ogborn; Victoria Parker; Elizabeth Randall; and Kylie Schwartz Non-voting members: Melissa Adzima, Clergy Associate; Shelley Brown, Clerk; Zoe Cole, Minister to Children and Youth; Wib Garfield, Deacon; Tim Krueger, Choirmaster; Bob Mosher, Treasurer Opening Meditation—Elizabeth led a meditation on the week’s Scripture. Announcements—Matt: • Diocesan Convention Wrap-up: Convention participants each shared a personal highlight of the

convention. Continuing Business: • October fundraiser—Matt led a planning discussion on the Vestry’s Spookghetti fundraiser for

St. Andrew’s, to be held at 5:30 pm Saturday, October 29. o – Elizabeth and Alice volunteered to decorate o Fundraising goal: Melissa, Kylie and Ally volunteered to devise ways of raising

additional funds during the event. o Alice passed around a signup sheet for the food for the dinner. o Entertainment: Eight or nine musical, poetry or comedic acts and a costume contest –

with prizes – cutest, scariest, adult/child. Matt will MC. o Melissa and Victoria will work on a Facebook announcement

• Vestry Nominating Committee: The committee is outgoing members Cindy and Ben, and recent

members Al Grinestaff and Lisa Sisneros. Cindy reported. They have devised a timeline. They are asking the Vestry to consider possible nominees and suggest names, and to give them to the committee or Matt or Elizabeth. They will consider those who agreed to stand last year but didn’t get elected. There will be announcements via Fruits of the Tree and the leaflet, soliciting suggestions and self-nominations. They want to present a list of names – about 12 – to Elizabeth to assure that the nominations meet parish membership qualifications; they will then

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begin asking them if they would be willing to serve. They hope to present a slate to the Vestry at the December meeting. They will probably meet every two weeks to accomplish this in the next two months. Matt asked the group to come up with a job description of what a Vestry member does in order to dispel misunderstandings. Matt thanked Cindy for the group’s work.

Financial Statements and Budget planning—Bob led a discussion on the financial statements for September (see Attachment 1) as well as discussion on how to close the income/expense gap for this year. • Closing the income/expense gap:

o Elizabeth, Matt, Bob, Elizabeth and Shelley volunteered to conduct a review of current designated funds.

o Zoe will be looking at the 2016 budget for the children and youth ministry in terms of what spending it still needs this year, and what funds it might give back. She suggested that all ministries do the same.

o Appeals will be made at services on October 23. Ally will do the 9 am service; Mike will do the 11 am service; and Tim will do the Still Point service. Coffee with the Treasurer is also scheduled for that day.

o There will be a bake sale for the holidays. o The outreach campaign will run during the month of December.

• Overview of how the annual budget is calculated: In response to earlier Vestry questions, Bob

explained the budgeting process. In general we begin by looking at last year’s budget, see where we can make changes, and increase or decrease individual line items. We have long-term commitments which we fund every year, such as our commitment to bring salaries in line with church guidelines. We solicit requests from ministries, incorporate program needs or changes and try to fund them. We try to look first at what we want to do and then figure out what we can pay for. We also look at what catches us by surprise and incorporate that each year; the budget has become much more accurate than in past years.

New Business: • Sign for Overnight Guests—Elizabeth reported. We have lately been having large groups

staying overnight on our campus. Elizabeth and others have been drafting wording for signs detailing norms for being on the property. Jeff asked that people driving by keep an eye on the campus and let him know if they see anything of concern. The Vestry discussed possibilities such as enhancing outdoor lighting.

• Stewardship Kickoff: Matt asked that the Vestry pledge early so they can report the total to the parish as part of the pledge campaign.

• Clergy Housing Allowance: MOTION: Mike moved that the Vestry allocate $1,850 per paycheck for the remainder of 2016 for Melissa Adzima’s housing allowance, bringing the total for 2016 to $28,500. Victoria seconded and the motion passed unanimously.

Other Business • Update on Tiny Homes-- Communication plan and Parish discernment: The community

meetings went very well. Once we hear from the city the team plus Elizabeth and Matt will come up with a plan for discernment and move on from there.

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• Copy machine replacement: Jeff Parrott has been working on a copy machine replacement proposal. We can decide next month; we need to give the current leasing company notice that we won’t be renewing the contract on this one. Bob said that the replacement will mean a large savings. We’ve spent $4,400 on overage for copies this year; one of Jeff’s plans will cut that in half.

• Bake sale: Ally said that in order to avoid all of the other events in the month, the bake sale will be November 19.

Approval of September Minutes: Reese moved, Mike seconded, and the minutes were approved unanimously. Closing Prayer & Adjournment—Elizabeth closed the meeting with prayer at 9:00 pm. Respectfully submitted, Shelley Brown, Clerk Attachment 1: September Treasurer’s Report and Financial Statements

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Vestry Norms - Our Promises to Each Other • We will be prayerful in all that we do, in order to gain spiritual direction and find

common ground.

• We will make a priority of regular participation in vestry meetings and other vestry responsibilities.

• We will respect each other’s time, coming prepared to all meetings, and addressing issues succinctly.

• We will be fully engaged and present, willing to participate in discussion, even if it’s hard or our views are potentially unpopular.

• We will listen and speak with respect, o Creating a safe environment for full participation, o Using “I” statements, o Assuming good intent, o Being open to others’ perspectives and opinions, o Avoiding side conversations.

• We will be clear about issues or processes requiring confidentiality and will preserve

confidentiality when needed.

• We will be generous in taking on necessary tasks.

• We will positively represent vestry decisions in conversations with parishioners.

• We will read and respond to vestry emails in a timely manner, minimizing email traffic by sending and replying to only those necessary in the conversation.

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St. Andrew’s Episcopal Church – Denver, Colorado Treasurer’s Report September 2016

Balance Sheet

September ended with $59,014.93 in the General Operating checking account.

There was $2,880.61 in Caledonian Reimbursements Receivable and $1,566.85 in other Accounts Receivable. Accounts Payable were $57,193.20 on September 31st (See Accounts Payable Aging Summary).

Statement of Financial Activities

Revenue Plate and Pledge revenue were under budget in September by $9,799.55 and under budget YTD by $45,850.31.

Total Revenue for September was under budget by $1,656.21 and under budget YTD by $40,133.26. Our King Soopers reimbursement for September was $473. Total fundraising Year to date is $15,147.60. Our annual goal is $30,000. We have identified a potential $10,000 - $15,000 attrition on 2016 pledges. Plate has the potential of being $25,000 under budget at year end. We have about $15,000 left to raise to meet our 2016 fundraising budget figure and about $1,866 remaining to reach the Friends of Music goal. Expense Administrative Expense – Office expense, Miscellaneous and Copier Use are all over budget for reasons we have discussed previously. Salaries, Ministries, Diocesan and Regional, Building and Grounds and Music – are all under budget for the year

Unbudgeted (Restricted) Revenue and Expense We received $50 in SVSP pledges. $68 was received as Cash in Plate on the first Sunday of the month and transferred to the Rector’s Discretionary Fund. $0.96 in interest was earned in September on the Reserve to pay loans from Parishioners account. Unbudgeted (Designated) Income and Disbursements – $200 for the new freezer and $7,989.06 in Lilly Sabbatical Grant Disbursements.

ATTACHMENT 1: September 2016 Financial Statements

St. Andrew's Episcopal ChurchStatement of Financial Activities

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Annual

Budget

Actual Budget $ Over Budget Actual Budget $ Over Budget 2016

REVENUE

OPERATING REVENUE

3005 Plate 3,356.00 6,250.00 -2,894.00 36,213.57 56,250.00 -20,036.43 75,000 3010 Pledge 37,969.45 44,875.00 -6,905.55 312,571.12 338,385.00 -25,813.88 496,250 Total 3000 Plate and Pledge Revenue $ 41,325.45 $ 51,125.00 -$9,799.55 $ 348,784.69 $ 394,635.00 -45,850.31 $ 571,250

OTHER REVENUE

3203 Envelope Campaign 0.00 0.00 0.00 0.00 0.00 0.00 16,000.00 3204 Friends of Music 10,635.00 1,600.00 9,035.00 23,133.58 19,600.00 3,533.58 25,000.00 3205 There Will Your Heart Be Also 0.00 0.00 0.00 0.00 0.00 0.00 - 3210 Evensong Revenue 94.00 333.00 -239.00 1,653.00 1,998.00 -345.00 3,000 3219 Fundraising (Net) 473.00 450.00 23.00 15,147.60 16,125.00 -977.40 30,000.00 3230 Caledonian Reimbursements 1,145.00 1,145.00 0.00 10,305.00 10,305.00 0.00 13,740 3240 Interest 0.00 0.00 0.00 0.00 0.00 0.00 - 3250 Miscellaneous 0.00 100.00 -100.00 1,935.67 200.00 1,735.67 500 3255 Facilities Use 757.00 583.00 174.00 5,402.00 5,247.00 155.00 7,000 3260 Designated Funds 0.00 Children's Minister 1,883.34 2,833.00 -949.66 14,663.20 13,248.00 1,415.20 14,545 Assistant Priest 0.00 0.00 0.00 15,000.00 15,000.00 0.00 15,000 Other Designated Funds 200.00 0.00 200.00 200.00 200.00 2,750 3280 Pass-through Deposits 290.00 0.00 290.00 6,475.38 6,475.38 - 3290 Pass-through Disbursements -290.00 0.00 -290.00 -6,475.38 -6,475.38 - Total 3200 Other Revenue $ 15,187.34 $ 7,044.00 $8,143.34 $ 87,440.05 $ 81,723.00 $5,717.05 $ 127,535

Total Operating Revenue $ 56,512.79 $ 58,169.00 -$1,656.21 $ 436,224.74 $ 476,358.00 -$40,133.26 $ 698,785

September 2016 January - September 2016 (YTD)



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Annual

Budget



EXPENSES

5000 SALARIES & BENEFITS

5010 Rector 8,008.08 8,008.00 0.08 72,072.72 72,072.00 0.72 96,097 5015 Associate Priest 5,252.82 5,253.00 -0.18 47,275.38 47,277.00 -1.62 63,034 5017 Children/Youth Minister Salary 2,083.34 2,083.00 0.34 14,583.38 12,498.00 2,085.38 18,747 5025 Insurance/Pension - Clergy

Health Insurance - Rector 1,286.90 1,405.00 0.00 11,582.10 12,645.00 -1,062.90 16,858 Pension - Rector 1,443.00 1,443.00 0.00 12,987.00 12,987.00 0.00 17,318 Pension - Associate Priest 1,019.00 1,019.00 0.00 9,171.00 9,171.00 0.00 12,229 5026 Mileage Reimbursements 0.00 50.00 -50.00 0.00 450.00 -450.00 600 5027 Continuing Education 0.00 142.00 -142.00 1,120.00 1,278.00 -158.00 1,700 5028 Deacon's Expenses 0.00 43.00 -43.00 0.00 387.00 -387.00 510 5029 Parking Attendant 856.30 832.00 24.30 7,657.80 7,488.00 169.80 9,983 5030 Child Care 443.68 958.00 -514.32 7,625.80 8,622.00 -996.20 11,500 5037 Administrator 2,666.66 2,685.00 -18.34 24,067.62 23,610.00 457.62 31,667 5038 Sexton 1,079.12 1,492.00 -412.88 9,608.76 13,428.00 -3,819.24 17,900 5040 Insurance/Pension Staff

Health Insurance - Children's Minister 721.00 721.00 0.00 5,047.00 4,326.00 721.00 7,074 Health Insurance - Sexton 721.00 721.00 0.00 5,768.00 6,489.00 -721.00 8,646 Pension - Music Director 299.66 300.00 -0.34 2,696.94 2,700.00 -3.06 3,596 5050 Payroll Taxes Staff 798.30 1,015.00 -216.70 7,652.03 9,135.00 -1,482.97 12,182 5080 Sabbatical Expense 0.00 0.00 0.00 1,850.00 2,250.00 -400.00 2,250 5090 Staff Christmas Bonus 0.00 0.00 0.00 0.00 0.00 0.00 1,800 5710 Music Director 3,329.50 3,330.00 -0.50 29,965.50 29,970.00 -4.50 39,954 5715 Organist 1,721.00 1,727.00 -6.00 13,551.00 15,543.00 -1,992.00 20,720 Total 5000 SALARIES & BENEFITS $ 31,729.36 $ 33,227.00 -$1,497.64 $ 284,282.03 $ 292,326.00 -$8,043.97 $ 394,365



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Annual

Budget



5300 MINISTRIES EXPENSES

5304 Archive Ministry 0.00 0.00 0.00 598.45 600.00 -1.55 600 5305 Adult Education 501.19 278.00 223.19 1,221.86 1,668.00 -446.14 2,500 5306 Catechumenate 0.00 750.00 -750.00 0.00 750.00 -750.00 750 5310 Children's Education 112.73 583.00 -470.27 2,028.09 5,247.00 -3,218.91 7,000 5311 Community of Caring 0.00 25.00 -25.00 0.00 225.00 -225.00 300 5312 Education For Ministry (EFM) 0.00 100.00 -100.00 0.00 100.00 -100.00 100 5315 Discover St. Andrew's 0.00 182.00 -182.00 0.00 1,456.00 -1,456.00 2,000 5316 Vestry Expense 0.00 0.00 0.00 0.00 1,500.00 -1,500.00 1,500 5350 Altar Guild and Worship Expense -38.75 371.00 -409.75 1,752.05 3,339.00 -1,586.95 4,450 5355 Acolyte Supplies 0.00 12.00 -12.00 0.00 108.00 -108.00 150 5360 Outreach 0.00 0.00 0.00 0.00 0.00 0.00 16,000 5365 Ministry Collaboration Team 0.00 0.00 0.00 100.00 300.00 -200.00 300 5370 Coffee Hour 135.87 50.00 85.87 576.58 450.00 126.58 600 5390 Website & Advertising 0.00 167.00 -167.00 614.90 1,503.00 -888.10 2,000 5395 Arts Ministry 0.00 0.00 0.00 184.69 1,500.00 -1,315.31 1,500 5397 Movable Feast Expense 0.00 50.00 -50.00 0.00 50.00 -50.00 50 5398 Other Ministries Expense 0.00 0.00 0.00 14.85 250.00 -235.15 250 Total 5300 MINISTRIES EXPENSES $ 711.04 $ 2,568.00 -$1,856.96 $ 7,091.47 $ 19,046.00 -$11,954.53 $ 40,050.00

5300 DIOCESAN AND REGIONAL EXPENSE

5320 Diocese of Colorado Pledge 4,132.55 5,125.00 -992.45 35,161.71 39,463.00 -4,301.29 57,125

5380 High Plains Region Support 1,033.14 1,278.00 -244.86 8,790.05 9,867.00 -1,076.95 14,281

5321 Diocesan Convention 0.00 0.00 0.00 1,400.00 2,100.00 -700.00 2,100

5300 Total Diocesan and Regional Expense $ 5,165.69 $ 6,403.00 -$1,237.31 $ 45,351.76 $ 51,430.00 -$6,078.24 $ 73,506



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Annual

Budget



5400 ADMINISTRATIVE EXPENSES

5420 Accounting & Payroll Expenses 191.70 217.00 -25.30 2,059.36 1,953.00 106.36 2,600 5421 Bank Charges 212.91 242.00 -29.09 2,237.75 2,178.00 59.75 2,900 5425 Equipment Lease 344.72 167.00 177.72 2,046.88 1,503.00 543.88 2,000 5426 Copier Use 183.78 333.00 -149.22 4,429.98 2,997.00 1,432.98 4,000 5430 Interest Expense-Loans From Parishioners 433.33 339.00 94.33 5,899.99 5,583.00 316.99 6,600 5430 Mortgage Interest 2,198.93 2,199.00 -0.07 19,928.09 19,926.00 2.09 26,434 5465 Mortgage Principal Payments 1,626.29 1,626.00 0.29 14,498.89 14,499.00 -0.11 19,469 5435 Office Expenses 856.30 333.00 523.30 4,590.36 2,997.00 1,593.36 4,000 5438 Cleaning Supplies 0.00 208.00 -208.00 1,266.25 1,872.00 -605.75 2,500 5440 Miscellaneous Expense 0.00 83.00 -83.00 2,000.00 747.00 1,253.00 1,000 5445 Postage 20.05 92.00 -71.95 354.43 828.00 -473.57 1,100 5450 Telephone/ Internet 289.36 292.00 -2.64 2,529.17 2,628.00 -98.83 3,500 Total 5400 ADMINISTRATIVE EXPENSES $ 6,357.37 $ 6,131.00 $226.37 $ 61,841.15 $ 57,711.00 $4,130.15 $ 76,103

5600 BUILDING & GROUNDS EXPENSES

5630 Insurance 1,500.00 1,500.00 0.00 13,606.11 13,500.00 106.11 18,000 5635 Lawn & Grounds Maintenance 0.00 250.00 -250.00 1,146.49 2,250.00 -1,103.51 3,000 5640 Repair & Maintenance 720.07 1,133.00 -412.93 7,944.73 10,197.00 -2,252.27 13,600 5645 Bldg and Grounds Contingency Fund 0.00 50.00 -50.00 0.00 400.00 -400.00 600 5650 Utilities 999.17 1,208.00 -208.83 9,434.02 10,872.00 -1,437.98 14,500 Total 5600 BUILDING & GROUNDS EXPENSES $ 3,219.24 $ 4,141.00 -$921.76 $ 32,131.35 $ 37,219.00 -$5,087.65 $ 49,700



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Annual

Budget



5700 MUSIC

5720 Singer Salaries 3,750.00 5,127.00 -1,377.00 36,295.50 35,705.00 590.50 52,976 5725 Payroll Taxes - Music Staff 346.38 408.00 -61.62 3,129.70 2,870.00 259.70 4,238 5730 Instrumentalists 0.00 250.00 -250.00 350.00 2,250.00 -1,900.00 3,000 5740 Organ Maintenance 125.00 42.00 83.00 125.00 378.00 -253.00 500 5745 New Music Purchases 0.00 42.00 -42.00 0.00 378.00 -378.00 500 Total 5700 MUSIC $ 4,221.38 $ 5,869.00 -$1,647.62 $ 39,900.20 $ 41,581.00 -$1,680.80 $ 61,214

Total Operating Expenses $ 51,404.08 $ 58,339.00 -$6,934.92 $ 470,597.96 $ 499,313.00 -$28,715.04 $ 694,938

Net Operating Income/Loss $5,108.71 -$170.00 $5,278.71 -$34,373.22 -$22,955.00 -$11,418.22 $ 3,847.00

UNBUDGETED (RESTRICTED) REVENUE AND EXPENSE

7010 SVSS/SVSP Pledge Payments 50.00 650.00 7015 Cash in Plate (1st Sunday of Month) 68.00 1,239.49 7016 Donations to Rector's Discretionary Fund 200.00 1,862.00 7040 Interest - Endowment Loan For SVSP Costs 0.00 600.00 7050 Interest -Reserve to Pay Loans From Parishioners Acct 0.96 60.98 7090 Income - Other Designated Funds 8,189.06 68,572.20 7100 Forgiveness of Loans from Parishioners 0.00 17,000.00 8012 Transfers to Reserve to Pay Loans from Parishioners Acct 50.96 -710.98 8016 Transfers to Rector's Discretionary Fund 200.68 -3,101.49 8090 Disbursements-Other Designated Funds 8,189.06 -68,572.20 8040 Transfers to Endowment 0.00 -600.00Net Unbudgeted Revenue $ 16,948.72 $ 17,000.00

Net Income $5,108.71 -$17,373.22


ASSETS

Current Assets Bank Accounts General Operating $ 59,014.93 Reserve to Pay Loans From Parishioners to Parish for Construction 23,536.38 Designated Funds 66,441.00

Rector's Discretionary Fund 3,430.49 Total Bank Accounts $ 152,422.80

Designated Funds Receivable 5,000.00 Caledonian Reimbursements Receivable 2,880.61 Accounts Receivable 1,566.85 Prepaid Expense 1,352.69 Total Current Assets $ 163,222.95

Long-Term Assets Endowment (Market Value) $ 227,170.43

Fixed Assets Real Estate - Land and Building 3,814,595.21 Furniture and Fixtures 300,586.64 Investment in Caledonian Development (Parking Lots) 387,500.00 Total Fixed Assets $ 4,502,681.85

TOTAL ASSETS $ 4,893,075.23

LIABILITIES AND EQUITY

Liabilities Current Liabilities Accounts Payable $ 57,193.20 Designated Funds Payable 5,000.00 Payroll Withholding Payable 0.00 Pension Payable (Staff) 0.00 Accrued Interest Payable (Parishioner Loans) 1,299.99 Total Current Liabilities $ 63,493.19

Long-Term Liabilities Mortgage Payable 484,567.51 Loans From Parishioners to Parish for Construction Payable 130,000.00 Total Long-Term Liabilities $ 614,567.51

Designated Funds Liabilities Who Is My Neighbor Fund 1,026.01 Other Designated Funds 65,414.99

66,441.00 Rector's Discretionary Fund 3,430.49 Endowment 227,170.43

Total Designated Funds Liabilities $ 297,041.92

Total Liabilities $ 975,102.62

Equity Unrestricted and Restricted Net Assets $ 3,935,345.83 Net Income (17,373.22) Total Net Assets $ 3,917,972.61

TOTAL LIABILITIES AND NET ASSETS $ 4,893,075.23

St. Andrew's Episcopal Church

Balance Sheet

September 30, 2016

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Designated Funds Detail

Beginning Balance Ending Balance

Designated Funds 9/1/2016 Funds In Funds Out 9/30/2016

Adult Forum 421.48 421.48

Building Mtce Contingency Fund 232.75 232.75

Catechumenate Expenses 1,197.12 1,197.12

Cathedral Ridge Pledge 50.00 50.00

Children's Minister Salary 7,934.83 (1,733.34) 6,201.49

Coffee Pot 100.00 100.00

Columbarium 900.00 900.00

Associate Priest's Salary - -

Discover St. Andrew's 1,286.67 1,286.67

Discretionary Fund - Melissa 402.07 402.07

Descretionary Fund - Wib 402.07 402.07

EFM 450.00 450.00

Endowment Disbursement 1,981.57 1,981.57

Flowers (Christmas) 743.08 743.08

Flowers (Easter) 688.91 688.91

Flowers (Regular) (3.15) (3.15)

Freezer for Hospitality 200.00 (200.00) -

Friends of Music over $30,000 - -

Leaded Glass Windows - -

Magnuson Discretionary Fund - -

Mary Statue Base 38.00 38.00

Memorial Gifts 2,155.00 2,155.00

Excess Funds John Phillip Newell - -

Organ 100.00 100.00

Parking Lot (forfeited Earnest Money) 38,657.95 38,657.95

Outreach 2,827.00 2,827.00

Prepaid Funeral Funds 600.00 600.00

Sabbatical Grant 12,589.08 (7,989.06) 4,600.02

Seminary Scholarship Fund 5,000.00 5,000.00

Tree Trimming 510.69 510.69

Vital Worship Grant 852.27 852.27

Who Is My Neighbor Fund 1,046.01 1,046.01

Total Designated Funds 81,363.40 - (9,922.40) 71,441.00

Designated Funds Loaned to Operating (5,000.00) (5,000.00)

Available Designated Funds 76,363.40$ -$ (9,922.40)$ 66,441.00$

September 2016


Current 1 - 30 31 - 60 61 - 90 91 and over Total

BackflowTech 70.00 70.00

Church Pension Fund 7,386.00 7,386.00

Episcopal Diocese of Colorado 34,878.47 34,878.47

High Plains Region 8,719.60 8,719.60

Integra Telecom 289.36 289.36

Outreach 5,205.05 5,205.05

Pure Water Dymanics 90.58 90.58

St. Francis Center 290.00 290.00

Waste Management of Denver 264.14 264.14

TOTAL $57,193.20 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 57,193.20


A/P Aging SummaryAs of September 30, 2016


st. andrew’s episcopal church, denver october 11, 2016 6:30 – … · 1 st. andrew’s episcopal...

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