Chapter Meeting Minutes
17 October 2017
All Chapter Members Present Except: Stephanie Preusch, Rich Jacobs, John Kerss, Tim Whipple
Clergy Present: Fr. Troy Beecham, Canon John Dougherty
Fr. Troy opened the meeting with prayer at 5:30 p.m.
Treasurer’s Report: The Finance Committee has begun work on next year’s budget. Brad reported that this work is on schedule and progressing smoothly.
Minutes: Marilyn Sand moved approval of the September 2017 Minutes, seconded by Elvin McDonald. The motion was unanimously approved.
Early Childhood Development Program Update: Rick announced that the Parish donor supporting our pre-school initiative had passed away and arrangements for start-up funding was unclear at meeting time. He also noted that this individual had, before his passing, shared with family members his plans and wishes for supporting a pre-school at St. Paul’s.
Notwithstanding this development, area pre-school sites have been visited by committee members and Fr. Troy. Rick estimated that it might be possible for our pre-school to accommodate up to 55 students; however, he will be contacting the governing State agency for clarification. He emphasized that hiring an administrator would be the key first-step in this process as that individual would understand and be capable of guiding a successful set-up process. Rick did note that meals for the students would be involved in this effort and suggested that we could possibly partner with someone in the downtown area to meet whatever nutritional requirements there might be.
Kitchen Update: There was no update from John K., but Fr. Troy reported that quartz countertops have recently been installed and the stove has undergone a vigorous cleaning. It was suggested that “before and after” photos be shared.
Retreat Agenda Progress: Stephanie shared a spreadsheet with updates on the various Retreat objectives (please refer to the meeting handout). Progress is being made in most areas and this Agenda item will remain on the schedule for future, rolling updates.
Discuss Upcoming Events: Chapter members were encouraged to attend the October 21 Revival, with Fr. Troy and Deacon John explaining how the activities will unfold and describing how they will be largely self-directed. On October 22, the Bishop will conduct his Annual Visit. There will be two individuals confirmed and the Bishop will meet with Chapter members between services. On November 5 (All Saints Sunday) the 10 a.m. service will feature the Central College Choir. Also on November 5 at 4:30 p.m., a fundraiser for Connections Cafe will be held in the Undercroft with a musical Cabaret featuring John Zickefoose.
Rick requested that John Zickefoose include information on the Stewardship drive in the weekly e-blasts. He noted that pledge cards have been mailed.
Elvin McDonald noted that he will be proceeding with a plan/design for a much-needed update to the Guild Hall, and his activities in this regard will come through the Property Committee.
SENIOR WARDEN’S REPORT
In Sephanie’s absence, she submitted a written report that highlighted her meeting with the Property Committee and she shared a draft of pending/suggested property improvements (please refer to the meeting handout). Additionally, she asked that Chapter members give thought to recruiting new Chapter members for 2018, and that she will be following up on the suggestion that she initiate a Chapter Update for the monthly issue of the Journey.
CANON ADMINISTRATOR/DEACON’S REPORT
Deacon John plans to reach out to Cloister leaders to encourage regular meeting schedules and event planning. He also has plans for a Pastoral Team (including Eucharistic Ministers) that in addition to making home Eucharistic visits, would include phone calls and sending notes and/or cards. Additionally, John is getting more involved with Parish youth.
Fr. Troy led Chapter members in Compline.
A motion to adjourn from Skeet, seconded by Laurie, was unanimously approved at 6:30 p.m.
Respectfully submitted Barbara Willey, Chapter Clerk
Chapter Meeting Minutes
22 July 2017
St. Timothy’s Parish Hall
All Chapter Members Present Except: Rick Stearns, Tim Whipple, Skeet Wootten Clergy: Fr. Troy Beecham, Deacon John Doherty
Guests: Mark Babcock, John Zickefoose
Dean, Fr. Troy Beecham, called the meeting to order with prayer at 11:15 a.m.
Treasurer’s Report: Brad reported that current income is at 42%, slightly lower than budget, and expenses are at 52%, which is lower than anticipated at this point in the budget year. Investments are doing very well and, as previously discussed, $30,000 will be moved from Cathedral Preservation.
Minutes: Rich Jacobs moved approval of the June 2017 Minutes, seconded by Elvin McDonald. The motion was unanimously approved.
Early Childhood Development Program: A Committee of Tim Whipple, Rick Stearns and Bill Graham has been appointed to develop an agreement that will honor Craig Sandahl’s ideas for this initiative. Stephanie is talking with other parochial pre-schools to learn more about their programs. Fr. Troy will contact the National Association of Episcopal Schools with regard to how new initiatives are established as well as connecting with a consultant in their network to possibly aid in our undertaking.
Fr. Troy described and illustrated how the downstairs renovations might look, with the expressed understanding that these changes are only under consideration and that this situation is fluid. The current Bishop’s office could become an office for the pre-school administrator. Some upstairs spaces could be used for pre-school activities as well. At this point, everything is under consideration.
During the overall discussion of downstairs changes, Deacon John noted that Connections Cafe has allocated money to replace the carpeting in the Parish Hall with flooring that is easier to clean and keep clean.
The kitchen remodel has absorbed the former choir rehearsal space, and Mark Babcock shared a request from Rebecca that a new rehearsal space be created downstairs. Following discussion:
“Rich Jacobs moved, seconded by Brad Schaefer, to create and upgrade a
a new choir rehearsal space (using Rooms 113 and 117) on the lower level. The upgrades shall include fresh paint, carpeting or carpet squares, and improved lighting, in an amount not to exceed $5,000.”
The motion was unanimously approved and will be forwarded to the Property Committee.
Kitchen Update: John Kerss provided an update on the kitchen remodel, indicating that for about a month there was little activity due to approvals on the grease interceptor. He noted that the concrete floor has been framed and plumbing completed. Electrical wiring will be installed in late July. Although there is no date-certain for completion, John hopes the project will be finished by summer’s end.
Staffing Changes: Tracey Kolasar will start in the accounting position on July 24. Her office will be located next to the Guild Hall kitchen and in the coming weeks file cabinets and other items
will be re-located from Deacon John’s office. Tracey’s email is The Quick Books accounting program will be Cloud based, allowing the Treasurer easier access. John also indicated that the Church database will be updated and consolidated, and will be Cloud-based, along with e-mail messaging.
NOTE: In the future, Chapter Counters will use the new Accounting Office to prepare weekly plate receipt reports.
Deacon John has been named Cathedral Canon. His new portfolio of responsibilities will be more sharply focused on administration. This announcement was included in recent letters to the Parish, but should also be posted on the Cathedral website and included in the weekly e- blast.
John Zickefoose’s administrative assistant duties have been expanded to provide additional support to the Dean.
There being no further business, a motion to adjourn from Brad Schaefer, seconded by Elvin McDonald, was unanimously approved.
Respectfully submitted, Barbara Willey, Chapter Clerk
Chapter Meeting Minutes
20 June 2017, Guild Hall
All Members Present Except: Marilyn Sand, Laurie Theis
Dean, Fr. Troy Beecham, called the meeting to order with prayer at 5:30 p.m.
Treasurer’s Report: Brad reported that the budget is doing well and that some line items are, for various reasons, actually under budget. Skeet Wootten questioned why no real estate is reflected on the balance sheet, and whether the Diocesan financials reflect the assessed value of the Cathedral church and parking lot properties, noting that St. Paul’s carries the liability insurance for said property, and pays taxes on the parking lot. Skeet mentioned that many years ago church property was reflected on our balance sheet. A discussion ensued on how real property is viewed by the Episcopal Church (United States) and how disputes have been handled in other parts of the country. Skeet will follow up with the Bishop regarding this concern. The Treasurer’s Report was accepted.
Minutes: On a motion from Skeet Wootten, seconded by Tim Whipple, the Minutes of the May 2017 Chapter meeting were approved as corrected.
Early Childhood Development Program: Rick Stearns shared with the Chapter his discussions with Craig Sandahl, who has been instrumental in supporting this type of program at Trinity Church in St. Augustine, Florida. Trinity’s Early Childhood Development program has been operating for about 20 years and is highly regarded and successful (and has a wait-list). He provided seed money for their start-up, and continues to offer scholarships. Craig would like to develop a program like this at St. Paul’s and is willing to gift seed money for any necessary physical renovations and other start-up costs, as well as funding scholarships ongoing. Rick and Bill Graham have talked extensively with Craig about the, now mature, program in St. Augustine. Rick shared details regarding staffing costs, tuition and budgets. Their programming efforts have led to 20-22 families joining the Parish over time; however, instrumental in that effort has been an Associate Pastor position to build and nurture the relationships necessary to lead to that outcome.
Chapter members discussed how to best explore this opportunity for St. Paul’s. Among the considerations are: our downtown location and demographic; should it include day care; what our “niche” might be (music education); and perhaps exploring a partnership with the already established Methodist art-centered pre-school. The discussion also included how a tiered pricing concept could work (member versus non-member). The formation of an exploratory committee will be initiated, drawing upon those in our Parish family who have particular strengths that would complement this type of undertaking. In conclusion, the Chapter is enthusiastic about this opportunity and will be actively exploring how St. Paul’s might pursue a similar program.
Kitchen Update: John Kerss reported that the renovation got off to a fast start, with waterproofing and asbestos removal having already been completed. Installation of the grease trap has gone more slowly, and the plumbing changes might require some re-negotiation as the bid was based upon drawings, and the drawings did not reveal everything. Kitchen Committee members, Anne Reasons and Phyllis Melton, made an upgrade to the cabinets and switched to a different installation company following negative feedback concerning the first choice. This may result in an additional $2,000 to the original budget. John will also be checking with Historical Preservation authorities to get approval on a change in color choice for the cabinets. John expects the renovation to be completed in about six more weeks and he will be providing a breakdown on the costs for the Chapter.
Staffing Changes: Deacon John reported that the bookkeeping position has been offered and accepted, and on July 17, this part-time temp-to-hire individual will be on board and will occupy the office next to the small kitchen.
Ministry Cloister Brochure: A brochure featuring Ministry Cloisters and Committees was distributed by Deacon John. He asked Chapter members to review the information with an eye toward accuracy and whether these Cloisters are still meeting and/or functioning, as well as determining their necessity. John suggested that this review, and a discussion of the “Strategic Goals and Initiatives” (also handed out) be part of the full agenda for the Retreat in late July.
Fr. Troy feels that his health situation is going well and he reported that he has a visit to the Mayo Clinic scheduled for mid-August. Two letters will be going out to Parishioners to update and address Fr. Troy’s health and its future impact on St. Paul’s: One communication, ready for mailing, from Fr. Troy; and a second joint-letter from the Senior Warden and the Bishop.
NOTE: Because of Fr. Troy’s Mayo Clinic visit, the regular Chapter meeting will be held one week later than usual, on August 22, beginning at 5:30 p.m.
Fr. Troy proposed that the upcoming Second Sunday Brunch, July 9, be held in-house rather than at a local restaurant. At this event he would like to facilitate a discussion that would build upon the spontaneous response and outpouring of love and the Holy Spirit witnessed on the Sunday he announced his health situation to the Parish congregation. The Hospitality Cloister will make plans for food, given that there will not be access to the kitchen. Details will follow.
SENIOR WARDEN’S REPORT
Chapter Retreat (July 21-22): (Rebecca Gruber and John Z joined the meeting). It was suggested that the Staff (Rebecca, John Z and Mark) join the Chapter Retreat this year and be at the table as planning discussions take place. Rebecca expressed concern over lack of communication, and confusion surrounding who to contact when simple issues need to be addressed. This lack of clarity on “who handles what” has been expressed by new Chapter members, as well. Rebecca also noted that Staff do not feel “in the loop” on decisions that effect them, and that concerns and details of the staff review process do not reach Chapter members. Rich Jacobs suggested that Staff attend the Retreat to share their ideas and concerns, taking care to keep the range of discussion within the framework of the Chapter’s wider agenda.
A venue for the Social component on Friday night is under consideration. Skeet Wootten suggested having the Saturday Retreat meeting at the new Boy Scout headquarters on 63rd Street. The facility does not charge for its use and they have ample parking and meeting space. The Senior Warden will send a card with details and RSVP shortly.
Update of By-Laws: This project has been assumed by Junior Warden, Laurie Theis. The anticipated outcome will be to clarify how our our By-Laws effect our practices.
Nursery Report: Stephanie has the Nursery staffed with volunteers and one full-time person throughout the summer.
Sanctuary Movement Update: Due to time constraints, John noted that discernment meetings involving Parish members continue. He indicated that these meetings have averaged about 10 people each time. Organizers, Spivey and Stacey, are seeking a motion from the Chapter that would allow wider (community) participation. Tim Whipple suggested that given the current small representation of Parish members, he would not be in favor of any kind of Chapter resolution at this time.
Fr. Troy concluded the meeting with prayer. A motion from John Kerss, seconded by Elvin McDonald, to adjourn at 7:20 pm was unanimously approved.
Respectfully submitted, Barbara Willey, Chapter Clerk
The Cathedral Church of St. Paul
23 May 2017
Elvin McDonald, acting clerk on behalf of Barbara Willey who is recovering from surgery.
Attendance: All present except Brad Schaefer and Barbara Willey. Guest: Spivey Knapik
Dean Troy Beecham called the meeting to order with prayer at 5:00 p.m.
Treasurer’s Report: In the absence of Brad Schaefer, John Doherty reminded Chapter that April financial data should have been distributed by Brad. John indicated that adjustment is needed to Estate Income projection owing to recent recognition that income received for several years from a trust would now be considered to be payable to Endowment Fund. This generated some discussion as to when estate and memorial gifts should be considered as operating income versus bequests to endowment fund. This subject was referred to Finance Committee.
Sanctuary Discernment: Spivey Knapik requested Chapter approval of action to indicate on social media that Cathedral was discerning the level of commitment to Sanctuary Initiative. Approved by Chapter. Also Spivey requested information on how to obtain access to Cathedral facilities for a meeting of others involved in Sanctuary movement. Spivey was referred to John Zickefoose. Spivey also discussed the intention of the meeting that led to Chapter discussion regarding factors to consider in planning for such a meeting. Laurie Theis made a motion that we agree to “discernment” on the website, second by Stephanie Preusch. Much discussion. Motion passed unanimously. Spivey and Traci want to set up a Discernment Committee made up of St. Paul’s members and others. Tim Whipple expressed concern that it become political— i.e. ICE might show up.
Kitchen Update: John Kerss provided update on work. John requested approval for contract modification in amount of $9,500 for flashing outside of north wall. Motion made and approved to increase the authorized loan amount by $10,000 to $170,000. Skeet Wootten agreed to notify Chuck Wheeler of this increase and to encourage action of Investment Committee on request approved by Chapter in April Meeting. There was a motion by John Kerss, second by Rich Jacobs that the kitchen expenditure be capped at $170,000. Passed.
Reading of Minutes: Motion by Skeet Wootten, second by Laurie Theis to approve. Passed unanimously.
Senior Warden: Expressed the need for volunteer nursery caretakers through summer.
Father Troy shared that he has been diagnosed in the early stages of Parkinson’s but is hopeful that he is years from the disease impacting his daily work. The Chapter expressed pledge to be supportive in all ways possible and to accept this as a learning experience to help the Church meet the needs of its flock.
Motion to adjourn by Tim Whipple, second by Laurie Theis. Motion carried and the meeting ended following prayer by Father Troy.