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Vestry News for October, 2016

Highlights of the September 20, 2016 Vestry Meeting

• Mildred Robinson and other members of the Endowment Committee presented newly drafted Proposed Replacement Bylaws for the Endowment Committee, including Proposed Endowment Fund Policies and Practices. After discussion, the Vestry requested that, after receiving written comments from vestry members, the Endowment Committee present a revision of the proposed bylaws at the Vestry Finance Committee meeting on October 18.

• The Vestry signed a letter of support for Katherine Dougherty, a parishioner who is a senior at The School of Theology at the University of the South and a candidate for ordination to the priesthood.

• Senior Warden Darren Ball announced plans for the fall annual giving campaign, to be chaired by former Senior Warden Charles Lancaster.

Complete minutes of the meeting are posted in the parish hall.

Treasurer's Report

October 16, 2016
To:    Vestry
From:    Lynne Weikart, Treasurer
Re:    September 2016 Financial Report

We are three fourths (75%) of the way through the fiscal year. The revenue side of the budget remains problematic. The trend is clear; for the last several years, we have taken in less money each year from pledges and from plate offerings. The consequences are severe in the future unless these trends can be reversed. Even when our expenses are on target, if our revenues flag, we are still in trouble.  Of course, we don’t know what December will bring. December is the time of year when parishioners catch up on their pledges. Our parish can take in over $125,000 in December whereas other months range from $35,000 in revenue receipts to $75,000. Consequently, it is difficult to predict whether or not our parish will end the year in a deficit. Currently, we have sufficient cash on hand for our expenses.

Revenues

In total, we have collected $568,185 or 68.2% of our budgeted revenues by the end of September. We have taken in $384, 931 or 65.2% of our budgeted pledges and $23,256 or 61.2% of our budgeted plate offerings. The revenue for building rents remain low with only 60.4% of the budget collected. The Canterbury/Skinner Alumni revenues are low; however, with a fall mailing, these revenues could increase significantly. The Canterbury Rents are also low but should catch up by the end of the year.

Expenses

Our expenses remain on target. The Outreach Committee has completed its work and spent the $20,200 budgeted for the year. Salaries are running below budget at 71.9% while benefits are over budget at 80% because of prepaid payments of health insurance. Administration is on target. Buildings and grounds are over budget; $94,906 or 83.5% of the budgeted amount. Utilities and maintenance are both over budget.

Dedicated Funds

The dedicated funds are fine. We have overspent in Shrine Mont but the other funds are in good shape.

Vestry Agenda for October 18, 2016 PDF file
Financial - Balance Sheet for September 2016 PDF file
Financial - Dedicated Funds for September 2016 PDF file
Financial - Income and Expenses for September 2016 PDF file

Vestry News for September, 2016

Treasurer's Report

September 26, 2016
To:    Vestry
From:    Lynne Weikart, Treasurer
Re:    August 2016 Financial Report

We are two thirds (67%) of the way through the fiscal year. We have a trend that, during the summer, St. Paul’s cash flow is low. This remains the trend. September will be a far better month as major revenues will hit. The revenue side of the budget remains problematic. Expenses are on target.

Revenues

Revenues are low in important categories. The plate offerings at the end of August were only $19,672 or 52% of the $38,000 projected. Pledge payments were 60% which is a reasonable percentage for the end of the summer. Pledge payments should go up as people return from summer vacation. Another category is Canterbury/Skinner Alumni budgeted for $10,000 although we have only brought in $1,900. If these trends continue, we will need to craft a budget for next year that reflects this new reality.

Expenses

Expenses are on target. Salaries reflect 65% of what has been budgeted. Health insurance is on the high side at 73%. Administration is on target at 67%. Buildings and Grounds have some issues. Utilities are higher than budgeted at 78% and Maintenance remains high at 74%. Total expenses are 67% of what has been budgeted which is right on target and is a reassuring number demonstrating that the St. Paul’s staff keeps expenses within bounds.

Dedicated Funds

Dedicated funds are on track.

Food for Thought

Future expenses may be problematic. We will need to provide moving expenses to a new rector when he/she begins. More importantly, we need to budget conservatively next year and we need to see the budget as a preliminary budget which we can change as the trends change. If we start to see new revenues flowing in with a new rector, we should respond quickly. Alternatively, we should not be quick to spend what we do budget in case the downward trend continues.

Financial - Balance Sheet for August 2016 PDF file
Financial - Dedicated Funds for August 2016 PDF file
Financial - Income and Expenses for August 2016 PDF file

Vestry News for August, 2016

Treasurer's Report

Date: August 8, 2016

To: The Vestry

From: Lynne Weikart, Treasurer

Re: July 2016 Financial Report

The summer is upon us and it is the time when we have the smallest financial cushion of the year – about $62,000. This will change in a positive direction in the fall.

Revenues


At the end of July, 58% of the fiscal year has passed. The plate offerings continue to be quite low. We have collected about $17,000 which is only 45% of what we budgeted for plate offerings and reflects our low Sunday morning attendance. The pledges are stronger; we have collected $319,000 in pledges (54%). On the positive side, the diocese made its payment of $30,000 to us after the July books closed, and the endowment committee will soon send us the reminder due for this fiscal year.

In addition the Parish has received a bequest of $75,000 from the estate of Lorraine Wallenborn. The Vestry has agreed to allocate the funds as follows:  10% of $7,500 to the Outreach Fund, $20,000 to be set aside in a fund to be used by the new Rector for his/her initiatives, and the remainder, $47,500 to the Maintenance Reserve Fund. I wish to remind everyone that maintenance has not been funded for the last two years and this will help us in our ongoing maintenance issues. I hope that when the Parish receives additional bequests that the Vestry continues to allocate 10% to the Outreach Fund.

Expenses


Since salaries and benefits area large part of the Parish’s budget (62%), it is important to keep these compensations under control.  And this is the case every month.  We have spent 57% of our salaries budget by the end of July and we have spent 60% of our benefits budget which is slightly higher because of prepaid insurance expenses.  Our administration accounts are within budget. Maintenance and utilities are over budget but some of this will be corrected as some maintenance expenses will be transferred to the dedicated maintenance fund.

Audit

We have received the Independent Accountant’s Review Report for 2015 and the accountant has found that the Parish ended the year with a slight surplus. The Parish has an audit every five years and in between we have a review. Many parishes use reviews to hold down the expense of an audit. This report is on the website if you wish to read it. I would like to provide some highlights.

First, our Parish uses a modified cash basis of accounting. This means that we don’t count pledges until they are received. Under an accrual basis, pledges are recognized as cash as soon as the pledges are made. Ours is a more conservative approach.  In addition our Parish designates next year’s pledges as next year even if the pledge is received in the year before. This is important because if a parish were running a deficit, it might be enticed to use next year’s pledges to balance this year’s budget. We do not allow that.

Second, we have $1,577,980 in an endowment. In 2015, the Parish received $69,867 which is 4.4% of the 2015 endowment. There is no one way to calculate interest income provided from endowments, but what is often used is the rule of thumb of at least 5% from a multi-year endowment average.

Third, the financial statements do not record any building or property as assets. This is because the Parish does not own the buildings or property, but rather the Diocese does.  

If you should have any questions about the audit, please feel free to ask John Reid or myself.

Vestry Minutes for June 2016 PDF file
Financial - Balance Sheet for July 2016 PDF file
Financial - Dedicated Funds for July 2016 PDF file
Financial - Income and Expenses for July 2016 PDF file

Vestry News for June, 2016

Highlights of June 21 Vestry Meeting:


ACTION

•    The Parish has received notice of a bequest of approximately $75,000 from the estate of parishioner Lorraine Wallenborn. The Vestry approved the Treasurer’s recommendation that the bequest be allotted as follows: $7,500 to the Outreach Fund, $20,000 to be set aside as a new fund to be used by the new Rector for initial funding of his or her new initiatives, and the remainder, approximately $47,500, to the Maintenance Reserve Fund.

DISCUSSION

•    Christie Thomas reported that the Rector Search Committee’s work is going very well, and is a bit ahead of schedule.

•    A committee of the Vestry is developing a format for a planned Performance Management Report, including a look at statistical trends in various areas of parish life.

•    Bob Sayler reported on a listening session with youth group parents, who enthusiastically praised the work of youth ministers Joe Lenow and Grace Aheron. We  have potential attendance of 25 young people from the parish. This fall, the youth group will meet on Sunday nights.

•    The Vestry is beginning to prepare for the fall Annual Giving campaign.

•    The Vestry is preparing for the arrival of a new Rector by practicing the process of “Mutual Ministry Review” in August. This review is planned as an annual formal occasion for mutual evaluation and feedback between the Rector and the Vestry.

The next regularly scheduled meeting of the Vestry will take place in the lounge at 7 p.m. on Tuesday, August 16.

The minutes and financial reports from the June meeting are posted in the parish hall.

Treasurer's Report

June 21, 2016

To:    Vestry
From:    Lynne Weikart, Treasurer
Re:    May 2016 Financial Report

May financials reflect that 42% of the fiscal year has passed.  Overall our pledge payments are strong. We have revenue issues in the plate offerings. Our expenses are under control for the most part. However, we spent more this month than we took in.

Revenues

Our pledge payments continue to be robust. We have collected 44% of our pledges by the end of May. We fall short in revenues in three accounts: Plate Offerings, Building Rent and Canterbury/Skinner Alumni. The Plate Offerings account is seriously behind ($12,863 actuals out of $38,000 projected) and is reflective of our deceasing Sunday attendance. It is too soon to tell if the Building Rent account is problematic. I don’t think we will make the revenue target of $10,000 for the alumni; we have collected $2,500, which is not yet reflected in the May actuals.

Expenses

Our expenses are under control. Salaries and benefits which are the largest part of our expense budget ($523,025 or 62%) are on target, except for health insurance. Administration is on target with only 40% spent. In terms of the larger accounts in administration, both office and program accounts are overspent. Utilities and maintenance are over budget. Overall, spending is on target.

Dedicated Funds

In dedicated funds which are not part of our budget, we hold approximately $81,000 in operating reserves. This is a critical fund for the cash flow needs of our church.

Performance Management Report

As we discussed at the last meeting, a small group from the Vestry got together to discuss performance indicators.  We wish to put together a selection of performance indicators into a small report that the Vestry would issue yearly, and in that way we would become better educated about our history and current trends. Michelle Claibourn, Lloyd Snook, John Reid and I met to discuss what we would like to see in an annual performance management report. We suggest the following indicators, most of which are collected in the Register of Church Services or in the Annual Financial Statements Report:

Average Sunday Attendance

Easter Sunday Attendance

Number of Baptisms under 16

Number of Confirmations under 16

Church School Students Enrolled

Number of Pledge Cards

Total Amount Pledged

Plate & Pledge & Other Regular Amounts

Cash in Checking and Savings

Small Group Activity

Members in the Foyer Groups

Number of Choir Members

Number in Annual Meeting

Number in Adult Sunday School

Youth Services & Canterbury

Godly Play Average Attendance

Nursery Average Attendance

Youth Group Meetings Average Attendance

Canterbury Meetings Average Attendance

Number of Students on Mission Trips


John Reid is taking the first cut of drafting a spreadsheet that would have the trends for the past several years. We will meet again in the fall to discuss our progress.

Bequest

We have been notified of a bequest left to St. Paul's. The language of the charitable remainder unitrust indicates that the bequest is not intended to be added to the endowment but rather "to be used as the governing body deems appropriate."
I recommend that we allocate this money, roughly $75,000, as follows:

o    $7,500 to the Outreach Fund

o    $20,000 to be set aside in a new fund to be used by our next rector to jumpstart his or her new initiatives.

o    The remainder, approximately $47,500, to the Maintenance Reserve Fund. This will fill the shortfall created when the vestry was unable to fund allocations to this fund in the last two budget cycles.

 

Vestry Minutes for May 2016 PDF file
Vestry Agenda for June 21, 2016 PDF file
Financial - Balance Sheet for May 2016 PDF file
Financial - Dedicated Funds for May 2016 PDF file
Financial - Income and Expenses for May 2016 PDF file

Vestry News for May, 2016

Highlights of May Vestry Meeting


•    John Reid and Jeannie Long are recruiting delegates to the Diocesan Convention. Names will be circulated to the Vestry for approval by e-mail.

•    The Vestry signed up for service as Officer of the Day on Sundays through the end of July.

•    A committee composed of clergy, Vestry members and current youth group leaders is working on a job description for future youth group leaders. They are seeking input from parents.

•    The employment of a permanent organist will take place under the aegis of the new rector.  We plan to hire a contract organist for the intervening period of time.

•    With the cessation of the service of Sarah Colvin and Betsy Daniel, Joyful Noise will end. During the summer there will be a children’s sermon at every 10 a.m. service.  Over the summer, E.D. Rambo will work on improving the supplies available for children, including a worship leaflet with the readings for the day.  We are working on being able to broadcast the service to the television in the lounge.

•    Parish Administrator John Reid reported that the new chapel chairs will be delivered around June 10.

•    The Vestry discussed ways of responding to the “parking lot” comments from the Search Committee Focus Groups. A committee from the Vestry will meet the clergy to talk about increasing lay involvement in the areas of Parish Life, Worship, and the University.

The complete minutes of the meeting and the monthly Financial Report are posted in the parish hall.

The next meeting of the Vestry is scheduled for Tuesday, June 21 at 7 p.m. in the lounge.

Treasurer's Report

May 16, 2016
To:    The Vestry
From:    Lynne Weikart, Treasurer
Re:    April 2016 Financial Report

We have completed the first third (33.3%) of the year.  For the first time this year, our expenses were more than our revenues. Sunday attendance is quite low and this pattern affects the amount of revenue we take in. We need a strategy to increase our plate offerings. This is the time of year when people are moving to Charlottesville. So a strategy to attract some of those moving here to St. Paul’s would be helpful. Other revenues are steady. Our expenses are on track.

Revenues

Overall, we have collected $288,446 (34.1%) of our revenues. Our pledge offerings are still quite ample. We have collected over $217,601 or 39% of our budgeted amounts. It is our plate offerings which continue to fall. We have collected $10,956 or 29% of our plate offerings to date. The building rent revenues have increased since last month.  The Canterbury rent revenue reflects only 25.3% of the budgeted revenues but this should pick up once we rent out the apartment beginning in June.

Expenses

There is overspending in some categories – lay ministries, health insurance, leased equipment and maintenance. We have spent $114,867 (33.7%) in salaries which is in line with our budget. Lay ministries, however, reflect spending at 37.3%. Benefits are overspent – we spent $65,922 (36.2%).  This reflects the overspending health insurance (50.6%).  Administration is in line having spent 32.4% or $30,757. Buildings and Grounds are overspent - $55,229 or (45.9%). Overall, we have spent $293,966 which is 35% of our budget.

Conclusion

We have arrived at that time in the year when, each month, we are spending more monies than we are collecting.  We are most vulnerable when it comes to plate offerings where we have budgeted  $38,000 but have only taken in 29% of that revenue to date. If the plate offerings continue to drop we will be in deficit condition for the year.

Vestry Minutes for April 2016 PDF file
Vestry Agenda for May 17, 2016 PDF file
Financial - Balance Sheet for April 2016 PDF file
Financial - Dedicated Funds for April 2016 PDF file
Financial - Income and Expenses for April 2016 PDF file

Vestry News for April, 2016

HIGHLIGHTS OF THE APRIL 19 VESTRY MEETING

•    The Vestry appointed a committee to prepare a report showing statistical trends in the parish (attendance, pledge revenues, staffing, etc.) for the last 15-20 years, along with comparable statistics for the Episcopal Church nationally.
•    The Vestry appointed a committee to organize and prioritize all the comments noted at the Search Committee Focus Groups, as a first step toward responding to them.
•    A group of present and former vestry members will be attending meetings of the Youth Group and Canterbury in order to express our interest and support.  The Vestry would like each group to appoint a correspondent who would report to the Vestry twice yearly.
•    Junior Warden Peter Dennison will be working on acquiring some additional handicapped and Sunday parking spaces near the church.
•    Parish Administrator John Reid reported that the Skinner Scholar selection process is under way, and that as much as $170,000 may be awarded for next year to approximately 25 continuing and 10 new scholars.

The minutes of the meeting and the financial reports will be posted in the parish hall. The next meeting of the Vestry will be at 7 p.m. on Tuesday, May 17, in the lounge.

Treasurer's Report

April 18, 2016
To:    The Vestry
From:    Lynne Weikart, Treasurer
Re:    March 2016 Financial Report

The first quarter of the year has passed. We continue to have sufficient cash on hand along with ample pledge revenue. Our revenues overall are on track and the total expenses are reasonable. Whether or not we continue this momentum is open to question. A cautionary note is that Sunday attendance is quite low and such a pattern, if it continues, can adversely affect our revenue streams.

Revenues

We have collected almost 32% of our Pledge payments for the year even though only 25% of the year has passed. This is a particularly important revenue stream since 70% of our revenue comes from our pledges. However, Plate offerings did not make the 25% mark and this is after Easter, which is when we received a large bump in plate offerings. Again this reflects the drop in Sunday attendance.

Building rent is seasonal. Currently we have only collected 19.1% of what we have budgeted but revenue from Building rent should increase as the wedding season approaches. Rent revenues were not being collected in time for the March reports. Canterbury House is a month behind as is the Chancellor Street coop.
Good news, not reflected in these numbers, is that we have already collected $2500 from Canterbury/Skinner Alumni. These monies sit in an account at UVA which we can have transferred to us at any time. Overall, we have collected 29% of our revenue by the end of March which is good news.

Expenses

Salaries take up 40.3% of our expenses which means we need to pay close attention to any variance in expenses. We are right on target with salaries, which is good news spending 25.4% of what is budgeted three months into the fiscal year. Benefits are a different story. Benefits take up 21.5% of our budget and all are in line except health insurance in which we have already spent 40.7% of what is budgeted. This is problematic and needs to be reviewed. Overall 61.5% of our budget goes to salaries and benefits. We need to keep close track of these expenses.

Other expenses seem to be on track although the senior choir spent over $1100 this month. It is important to remind our talented musicians that we have a budget for the year to which we must adhere. Adult education is a similar story. We budgeted very little for adult education this year. So those people responsible for adult education need to be reminded that we cannot spend beyond our yearly budget. Administrative expenses are on target. Buildings and grounds expenses are high at this time of year and should decline in the months ahead as we use less heat but we need to watch this carefully. Overall our expenses are reasonable for the first quarter of the year.

Performance Management Report

In past reports I have drawn attention to long-term trends in attendance and pledge revenue. I do think we need to present trends in performance indicators on a regular basis. We should have been talking about these trends several years ago. And I think if we were to put together a selection of performance indicators into a small report that we would issue yearly, we would become better educated about our history and current trends. I would like to see a small group of volunteers who would agree to recommend what performance indicators would be useful. We need to be careful that we don’t collect too much data. It would not be hard to put together such trends. We do need volunteers to review which performance indicators to use. I am recommending that we proceed with gathering these data.

Vestry Minutes for March 2016 PDF file
Vestry Agenda for April 19, 2016 PDF file
Financial - Balance Sheet for March 2016 PDF file
Financial - Dedicated Funds for March 2016 PDF file
Financial - Income and Expenses for March 2016 PDF file

Vestry News for March, 2016

Treasurer's Report

March 15, 2016
To:    The Vestry
From:    Lynne Weikart, Treasurer
Re:    February 2016 Financial Report

Thanks to the hard work of the vestry and our St. Paul’s community, we are starting the year in a much better place than last year with a balanced budget. Our pledge receivables are very close to our budgeted number unlike last year at this time when we were short thousands of dollars. Our expenses are in line and all of us have gained an appreciation of staying in budget. Our willingness to be frank and open about our financial situation has paid off.

Revenues

After two months (16.7% of the fiscal year), we have already collected almost 25% of our pledges. This is our most important number as it represents almost 70% of our revenue. Our plate offerings are low due to one Sunday being snowed out and one Sunday's offering going to the Canterbury student pilgrimage, but Easter will soon improve those numbers. The building rent is close to target and will improve once the new rent revenues begin in June.

Expenses

In terms of expenses, we are right on target with our salaries and fringe benefits.  We have a slight overage in lay ministry salaries.  Our administrative expenses are in line except the altar budget which is invariably over spending. It has to be the cost of candles. Then there are the utilities and maintenance expenses, which are affected by the seasons, so there will be overspending in the winter months but not much. Our expenses are below target and our revenues are above target which is good to see.

Designated Funds

When you examine the designated funds, there is almost $10,000 left in the transition fund. These funds are for the search committee as they go through the process of selecting a new rector. We also have $80,000 in operating reserve. We don’t want to get any lower than that. I would like to see a $100,000 operating reserve.

Projected Revenue Flow Analysis

I would like to call your attention to the projected revenue flow analysis that John Reid prepared for us. It is important for us to understand how much of our revenue comes in at certain times of the year.  If you look at the monthly revenue totals, you will see that $72,000 is projected to come in November and $126,000 is projected to come in December. The total revenue we collected in December 2015 was $142,348. These are huge amounts of our revenue that come at the end of the year, while in the summer month of July we only are projected to take in $35,500. We need to remember that this is the historic flow pattern of our revenue and not panic at the beginning of November. Last year the Vestry agreed to obtain a line of credit in order to help us manage such fluctuations in the future and John Reid and I will pursue this.

Seeking Funding for our Disabled Access

Our march toward improving accessibility for the disabled is nearing completion. And I am sure that those parishioners who have been advocating this for many years will be very pleased. We now plan to install a small, open elevator on the steps between the sanctuary and the sacristy in June of this year. In addition we will install a hearing loop for the hearing impaired at the same time.  The cost of this is close to $50,000 and we have about $26,000 in our maintenance fund. So we are looking for contributions to make up the difference. Since the Accessibility Act was passed in 1976, this has been a long time in coming to our church community and we need to step up and make this happen.

Vestry Minutes for February 2016 PDF file
Vestry Agenda for March 15, 2016 PDF file
Financial - Balance Sheet for February 2016 PDF file
Financial - Dedicated Funds for February 2016 PDF file
Financial - Income and Expenses for February 2016 PDF file

Vestry News for February, 2016

Highlights of the February 16 meeting of the Vestry

  • The Vestry approved the Parochial Report for 2015 to be submitted to the national church.
  • The Vestry approved the ordering of twenty-four chairs for the Chapel. Twenty-two of these have already been purchased as memorials by parishioners, and it is anticipated that two more will be purchased.
  • The Vestry approved the temporary removal of the pews, organ and carpeting from the main floor of the Chapel in order to have the floor refinished shortly before the arrival of the chairs this summer. The work should take less than a week.
  • Plans are moving forward for the installation this summer of a wheelchair lift in the hallway near the sacristy. The lift will facilitate wheelchair access to the sanctuary and the restrooms.
  • Junior Warden Peter Dennison will be working with John Reid and the Rev. Neal Goldsborough on formalizing a planned giving program for St. Paul’s.
  • Associate Rector Elaine Thomas reported that ten adults are receiving confirmation instruction in preparation for confirmation or reception by Bishop Susan Goff on Easter Eve.
  • Koinonia is co-sponsoring three events featuring Lutheran pastor Nadia Bolz-Weber on March 18-19.
  • The Vestry has been notified by the Trustees of the Funds (of the churches and other Episcopal institutions in Virginia) that we will benefit by receiving an annual income in perpetuity from our share in an extraordinary bequest by Clarence Robinson.
  • Vestry members renewed their commitment to serving as Sunday morning “officers of the day.”  This involves an early arrival to inspect the grounds and restrooms, make a first batch of coffee, set up Joyful Noise, and most importantly, be present to meet and talk with parishioners and visitors.


The complete minutes and the financial reports will be posted in the parish hall. The next meeting of the Vestry is scheduled for 7 p.m. on Tuesday, March 15.

Vestry Minutes for January 2016 PDF file
Vestry Agenda for February 16, 2015 PDF file
Financial - Balance Sheet for December 2015 PDF file
Financial - Dedicated Funds for December 2015 PDF file
Financial - Income and Expenses for December 2015 PDF file

Vestry News for January, 2016

Highlights of the January Meetings of the Vestry:

 

  • Interim Rector Neal Goldsborough has observed that St. Paul’s has an unlimited potential for growth, ministry, and outreach. He enjoyed meeting the Stephen Ministers and Generation Wise. He recommended “openness and trust” in each other and the Holy Spirit.
  • Associate Rector Elaine Thomas reported on the busy seasons of Christmas and Epiphany at St. Paul’s. We hosted the sorority rush warming station, welcoming hundreds of young women into our parish hall during this five-day process. The event was staffed by Elaine and eleven parishioners. The clergy is planning a confirmation class in anticipation of the Easter Vigil visit of Bishop Susan Goff.   Elaine has put her name forward for election to the Standing Committee of the diocese at the upcoming Council. On behalf of Region XV, she also drafted a resolution entitled “No Guns in God’s House” which will be voted on at Council.
  • Parish Administrator John Reid commended the present Vestry for their degree of involvement in the work of the parish. His work has already benefited from the varied experience of our new interim rector (including grease traps!). The new electrical box will probably be installed on Friday, February 5.
  • Junior Warden Darren Ball announced that Walter Redd, a Skinner Scholar, has been featured in a front page article in the Daily Progress on the Phronesis Project at the medical school. Dr. Margaret Plews-Ogan, founder of the project, is also a member of St. Paul’s.
  • At the Annual Retreat January 29-31 at Roslyn, the Vestry welcomed new members Michele Claibourn, Peter Dennison, Jeannie Long, and Bob Sayler.  Members of the Search Committee conducted a focus group for the Vestry.  The Vestry elected the following officers:  Senior Warden Darren Ball, Junior Warden Peter Dennison, Treasurer Lynne Weikart, Register Vickie Gottlob, and Chaplain Anne Cressin.


The complete minutes and the financial reports are posted in the parish hall. The next meeting of the Vestry is scheduled for 7 p.m. on Tuesday, February 16.

Vestry News for December, 2015

Highlights of the December 15, 2015, Vestry Meeting

  • The Vestry approved a parish budget for 2016, with the proviso that the budget may be revised in January after the receipt of additional pledges.
  • The Vestry authorized the replacement of the main electrical panel of the church as soon as possible, given the state of the panel as evaluated by an electrical engineer.
  • The Vestry passed a resolution approving the housing allowance portion of our clergy’s compensation.
  • The Creation Stewards reported that the city Board of Architectural Review has given final approval of the plans for the pollinator garden.
  • Christie Thomas, chair of the Rector Search Committee, reported on the progress and plans of the committee, including upcoming focus groups and surveys to gather input from parishioners.
  • Seven chapel chairs have been donated as memorials by parishioners.


The minutes of the meeting and the financial reports are posted in the parish hall. The next meeting of the Vestry is scheduled for 7:00 p.m. on Tuesday, January 19.

Treasurer's Report

December 15, 2015

To:    Vestry
From:    Lynne Weikart, Treasurer
Re:    Monthly Report: November 2015

We have a few weeks before we close the books on 2015 and we are hopeful that we will receive sufficient donations to balance our budget. This is the annual “budget dance” where we check every revenue stream and insure that as much revenue as possible is recorded. And certainly we encourage our parishioners to write out a year-end tax deduction to St. Paul’s.

Revenues

As can be seen in the accompanying Statement of Income and Expense, we are still short in our pledge payments and plate offerings. However, the Christmas season brings in a substantial increase so we may still meet our intended targets. Our other revenues are on target except for the alumni and that is an ongoing task for us. In 2016 I think this revenue will grow.

Expenses

Our expenses to date are reasonable and should remain on target. The increase in lay ministry is the hiring of our youth services coordinator. The utilities and maintenance are slightly above target which is understandable given the age of our church buildings.

2016

I am pleased to report that the finance and operations committee has drafted a balanced 2016 budget which it will submit to the vestry tonight. It is very important that we return to working with a balanced budget. Our expenses will certainly increase in another year when we hire a permanent rector. We need to prepare for that now.

When John Reid and I gave a presentation to the parishioners at the adult school forum, we asked the parishioners to complete a survey ranking the various programs/topics from one to 14. The topics that received the most votes was providing fair wages and benefits and living within a balanced budget. The topics that received the fewest votes were seminarian support and capital improvements. If you would like the spreadsheet, please email me at This email address is being protected from spambots. You need JavaScript enabled to view it. and I will send you the spreadsheet.

In addition to that John Reid and I examined the changes in our budget from 2015 to the draft budget for 2016 and found that we saved money in the following areas: the rector’s benefits, health insurance, the nursery and the audit. At the same time on the increases in the 2016 draft budget, we added the youth services coordinator & part-time assistant and salary increases for the associate rector, the church secretary, and our part-time priest as well as other pay increases suggested by the diocese of 1% for the staff.

Vestry Minutes for December 2015 PDF file
Vestry Agenda for December 15, 2015 PDF file

Financial - Balance Sheet for November 2015 PDF file
Financial - Dedicated Funds for November 2015 PDF file
Financial - Income and Expenses for November 2015 PDF file
Financial - 2016 Budget as Approved PDF file

Vestry News for November, 2015

Highlights of the November 17 Vestry Meeting:

 

  • The Vestry recommended Lawrence Elliott as a candidate to pursue a call to serve as a Vocational Deacon.
  • Leslie Middleton reported that the plan for the pollinator garden has been provisionally approved by the city Board of Architectural Review.  Work may begin in December.
  • The Vestry discussed measures that are being taken to increase security in the building.
  • The Vestry adopted a plan to invite regular reports from appointed representatives of the Youth Group and Canterbury Student Ministries.
  • The process of gathering nominees for January’s election of new vestry members has begun.
  • The Vestry is making plans to welcome Interim Rector Neal Goldsborough.
  • The Finance Committee and other members of the Vestry will meet December 8 to finalize a budget for 2016.


The minutes of the meeting and the financial reports are posted in the parish hall. The next meeting of the Vestry is scheduled for 7 p.m. on Tuesday, December 15.

Treasurer's Report

To:    Vestry
From:    Lynne Weikart, Treasurer
Re:    Monthly Report: October 2015

Five-sixths (83%) of the year is past. We are on target with most of our revenues. We are over on some categories of expense but that should even out by the end of the year. We remain with a structural deficit budget of almost $20,000. We may end up with a balanced budget this year because of personnel changes. Our current spending is not sustainable for next year unless we increase our revenues.

2015 Revenues
We are defining givers of record as those people who donate $500 or more and do not pledge. So our plate offerings are smaller this month because adhering to that guideline we moved some monies from plate offerings to givers of record. Although it is not recorded in October, the Wheat fund is in at $3600 which is $300 less than what we budgeted.

2015 Expenses
Our expenses for the year are too high in several categories. The question will be – can we control these expenses next year?

2016 Budget
As I explained last month, the trends in our congregation are not encouraging. Not only are the pledge dollars on a downward trend but so are the average church attendance, number of pledgers, and baptisms. Meanwhile, the number of deaths is increasing. (See the accompanying spreadsheet). We have not stopped the decline in attendance this year or the number of pledgers, although we have stopped the decline in pledge dollars.

In budget year 2017, we will likely welcome a new rector. Expenses will accompany him/her that are not now in the budget, such as pension and health benefits. So whatever we face in 2016, we will face an even steeper climb to fiscal stability in the following year. We need to plan ahead for a new rector and not saddle him/her with a precarious financial situation.

At the December finance and operations committee meeting we will put together a balanced budget to recommend to the vestry. I urge every vestry member to attend that meeting on December 8, starting at 6pm.

Enc.

LW 11/15/15

Vestry Minutes for November 2015 PDF file
Vestry Agenda for November 17, 2015 PDF file

Financial - Balance Sheet for October 2015 PDF file
Financial - Dedicated Funds for October 2015 PDF file
Financial - Income and Expenses for October 2015 PDF file

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Worship Schedule

Sundays
8:00 a.m. Holy Communion
10:00 a.m. Holy Communion
5:30 p.m. Holy Communion
Mondays
9:00 p.m. Compline
Monday-Friday
8:00 a.m. Morning Prayer
Tuesdays
12:15 p.m.
Holy Communion
Wednesdays
5:30 p.m.
Evening Prayer

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