Vestry Meeting Minutes

Minutes of Vestry meeting, October 19, 2016

Attending: Dean Ben Shambaugh, George Cooper, Sam Allen, Bob Goshorn, Claire Hammen, Misha Pride, Rev. Dick Rasner, Nick Penfield, and Mac McCabe. 

Dean Shambaugh called the meeting to order at 6:11 p.m. and led the Vestry with the Covenant for Civil Discourse from the Maine Council of Churches. 

The minutes of the September 21, 2016 Vestry meeting were approved. 

  • Dean's Report
    • Dean Shambaugh reviewed highlights from September as well as the large amount of pastoral care that has been administered over the last month.
    • For upcoming services, Dean Shambaugh reported that he will preach in Bangor at St. John's for the Sunday service on October 23rd and Rev. Roberts will cover for Dean Shambaugh.  The ecumenical service on Thanksgiving will be held at Woodford's Congregational Church.
    • Lynne is continuing research on forms and fees for use of the Cathedral. 
    • Jon Radtke is in the process of interviewing for a Sunday School Assistant.
    • Due to Mac McCabe's resignation, we need to find a new Treasurer.  Dean Shambaugh reviewed the process for this and confirmed that the Vestry elects a new Treasurer. 
    • Dean Shambaugh discussed the necessity for the Vestry in finding replacement clergy while the Dean is on sabbatical next year, and Claire agreed to lead a committee consisting of George and Misha to find replacement clergy.  Dean Shambaugh recommended that the Committee be small.
  • Stewardship/Fundraising Update
    • Rob updated the Vestry on the Holiday Fair, and is exploring the potential for a silent auction.
      • Setup for the Fair is on November 7th and the Fair will be on November 12th.  The Fair concludes at 3:00, and there is a concert that evening so we will quickly need to reset the Nave after the Fair. 
    • Rob reminded the Vestry to have pledges in soon so we can announce to the congregation that we have 100% Vestry participation. 
    • November 7th is the target date for pledge forms to be sent.
    • Dean Shambaugh thanked Rob for all of his hard work on Stewardship and Fundraising.
  • Senior Warden Report
    • George reviewed with the Vestry a problem pertaining to water drainage with one of the Cathedral's neighbors.  Sam Allen offered to assist with resolution with the help of the Building Committee. 
    • George is researching potential polycarbonate solutions to replace the protective windows over the stained glass windows.
    • Final piece of Phase I (installation of protective lens over the Rose Window) is now slated to commence after Thanksgiving. 
  • Junior Warden Report
    • Sam reviewed a preliminary list compiled by the Building and Grounds Committee of potential projects for Phase II of the Living Stones Campaign.  The list includes repair and painting of the window louvers in the chapel, repair and painting of the flesché, construction of the new bathrooms close to the Nave, kitchen renovations, seating improvements, restoration of the lancet windows, parking lot improvements, and renewal of the choir rehearsal room.
    • Students and staff from Cheverus School will be at St. Luke's on October 20th to assist with yard work.
    • A Parish workday is scheduled for October 22nd. 
    • Work continues to outfit the pews with Prayerbook/Hymnal racks. 
  • Treasurer’s Report – Mac McCabe
    • Mac reviewed the financial reports from September.  The numbers continue to improve and are moving in the right direction. 
      • September pledges were $32,805 vs. $28,000 last year.  Overall, we are at 69% of annual pledge budget vs. 73% last year. 
      • Total YTD revenues are $431,000 vs. $429,000 last year.
      • Total YTD expenses are $460,184 vs. $427,434.26 last year.
      • Total YTD deficit is $29,000 vs. a surplus of $1,893 last year.
      • Dean Shambaugh discussed changes to the fees schedule which include not charging parishioners or their children for weddings and funerals.  The Vestry concurred with these changes. 
  • Capital Campaign – Claire Hammen
    • We are doing well in terms of collecting capital campaign pledges.
    • Including the sale of the Deanery, we have collected $1,078,000 which includes $632,538 of individual contributions.
    • Mac will follow up with Marc to see if a combined year-end statement (regular pledges and capital campaign pledges) can be sent.
  • Outreach Report – Father Rasner
    • Father Rasner issued his report, including an update on the Haiti Committee.
      • Dean Shambaugh indicated that the first priority now is providing water for Duny residents, as the water pipeline was damaged during Hurricane Matthew.  Second priority is food, and third is the church. 
      • There was significant response from the congregation to Hurricane Matthew. 

The meeting concluded with prayer at 7:46 PM. 

Respectfully Submitted,

Nick Penfield, Secretary


Minutes of Vestry meeting, September 21, 2016

Attending: Dean Ben Shambaugh, George Cooper, Sam Allen, Bob Goshorn, Claire Hammen, Elise Magnuson, Liz Griffin, Mary Linneman, Luke Brostek, Nick Penfield, and Mac McCabe.  John Radtke, Director of Spiritual Formation, also joined for part of the meeting. 

Dean Shambaugh called the meeting to order at 6:05 p.m. and led the Vestry with the St. Luke's Capital Campaign Prayer and a sharing of "God moments" from this summer. 

The minutes of the June 15, 2016 Vestry meeting were approved. 

The Vestry acknowledged and thanked Sam Allen, Junior Warden, for his excellent work with his construction updates tracking the construction work from this summer.

  • Senior Warden Report
    • George provided the Vestry with an updated financial report which accounted for the rose window repairs and other construction activities.
    • Excluding our donation to Camp Bishopswood, St. Luke's has expended $1.1M thus far which includes construction work, as well as consulting and architectural expense. 
    • Vestry will need to prioritize the next phase of construction.
    • It was recommended that the Vestry continue to regularly communicate with the congregation on future capital improvements as the Vestry decides next steps.
  • Junior Warden Report
    • Sam reviewed his report which contained a list of all accomplishments related to the construction work as well as updates from the Building and Grounds Committee.  There are two more construction items which need to be completed in October: installation of the protective transparent “lens” on the exterior of the rose window, and repair of the credence to the right of the reredos.
    • There was consensus within the Building Committee that the Beech Tree is reaching the end of its natural life.  Nick will contact to the City of Portland Arborist to see if an assessment can be made.  If the tree is dying, we will need to plan for this and communicate this appropriately to the congregation. 
    • Sam also highlighted two other items in his report:  the plan to install hymnal/prayer book shelving below the pew seats and the need for more light in the Emmanuel Chapel.
  • Dean's Report
    • Dean Shambaugh began his report by reviewing all of the upcoming Cathedral events through Christmas.
    • Dean Shambaugh provided an overview of the upcoming Greater Chapter meeting on October 5th.
    • Upcoming Diocesan Convention will be held at Hannaford Hall at USM.
    • Dean Shambaugh has been invited to preach at St. John's in Bangor on October 23rd. 
    • Dean Shambaugh reviewed his vacation schedule.
    • Dean Shambaugh discussed social action:
      • Maine Episcopal Justice Network
      • Preble Street Faith Action Network
      • Family Promise (need for volunteers)
    • Dean Shambaugh discussed sabbatical planning in 2017 and the need for replacement clergy.  Plan will be to start the sabbatical at some point (TBD) after Easter.
  • Jon Ratke, Director of Spiritual Formation, presented a plan to the Vestry to hire a Sunday School Lead Teacher/Coordinator.  Position would report to the Education Director and be funded by a reduction in the Education Director's salary.  Dean Shambaugh indicated that this is part of our strategic plan and facilitates our mission.  Vestry approved the creation of the position.
    • Jon also updated the Vestry on Sunday School enrollment (15 kids on 9/11 and 6 kids on 9/18) and staffing levels.
    • Jon further reported that Meredith Cough is putting together a monthly outdoor program for high school students.
  • Stewardship – Bob Goshorn
    • November 20th will be Stewardship Sunday
    • Bob presented a draft Stewardship letter and solicited the Vestry's feedback
      • Elise recommended adding an item for children education
      • Dean Shambaugh recommended adding an item for pastoral care
    • Bob recommended to the Vestry that it turn in its pledges by November 6th so we can demonstrate that the lay leadership is unified in pledging. 
  • Treasurer’s Report – Mac McCabe
    • Mac reviewed the financial reports from August.  The numbers improved from the previous month. 
      • August revenue was $45,758 and $376,937 YTD.  August expenses were $40,902 and $403,828 YTD leaving a deficit of $26,891.
      • Balance sheet is $2,485,882 vs. $2,538,614 in 2015.
    • Mac recommended we move $7,674 from the Emmanuel Chapel Fund to the Capital Campaign Fund.  The Vestry approved this transfer.
    • Mac has received a draft audit report and will be reviewing the report with Smith & Associates, the auditing firm.
  • Capital Campaign – Claire Hammen
    • As of September 15th, we have received $1.247M in pledges and collected $603,900 which is 48% of the amount pledged.
    • Since September 15th, and additional $40,000 has been collected.
  • George acknowledged and thanked Dean Shambaugh for the great job Dean Shambaugh did at Evensong/rededication of the Rose Window.

The meeting concluded with prayer at 8:00 PM. 

Respectfully Submitted,

Nick Penfield, Secretary