St. James’ Parish Council
Thursday, November 10, 2016
1.0 CALL TO ORDER & OPENING PRAYER
The meeting was called to order at 7:01 p.m. by Brian Tennyson.
2.0 ATTENDANCE AND REGRETS
Present at the meeting: Brian Tennyson, Stuart Dauphinee, Debbie Smeltzer, Bill DeGrace, Doreen
Wheeler, Sandy Alexander, Blane Knickle, Darrell Eisnor and Jennifer Veinotte.
Regrets were received from Father Alvin, Yvonne Daubs, Bud Johnson, Nikki Ernst, Beth Ernst and
3.0 APPROVAL OF THE AGENDA
MOVED by Sandy Alexander, SECONDED by Margot Lutes, that the Agenda be approved with the
following changes: move “Rectory Committee” report to the beginning of section 7.0, Sandy
Alexander will report after Business Arising, add “Funds for Rectory Renovations” to Business
Arising, and add “Honoraria for 2016” under New Business. MOTION CARRIED.
4.0 APPROVAL OF THE PREVIOUS MINUTES
MOVED by Sandy Alexander, SECONDED by Debbie Smeltzer, that the minutes of October 13, 2016
be approved as circulated. MOTION CARRIED.
5.0 BUSINESS ARISING
After Darrell Eisnor made a service call to Bell Aliant, they indicated that the wifi is connected; however, after attempting to connect at the
meeting, it appears that it isn’t. Darrell will call Aliant back. It was reconfirmed that the
modem will be located in the office and the Rectory could connect.
Related to this, the Church has alarm surveillance and heat detection, but the Rectory
doesn’t at the moment. Darrell discovered that the fee that the Parish is paying includes
activation in both the Church and Rectory. A technician will inspect the property. Brian
Tennyson suggested that Blane Knickle, Darrell, the technician and electricians hired for
renovations at the Rectory should meet. Blane will call the technician tomorrow.
5.2 Lighting Fund (Item 5.2):
Debbie Smeltzer reported that we received the
5.3 Sexton Position Update (Item 5.4):
Three people applied for the Sexton
position. The Wardens will meet with a representative from the Property Committee
to review the job description. Darrell Eisnor asked if the job description should be
reviewed by the SafeR Church Committee as well. Brian will contact Michael Lutes.
After the job description review, interviews will begin.
At this time, Brian also pointed out that the Wardens should set up Barb Zwicker’s
annual performance review.
5.4 Parking Lot Financial Support (Item 5.6):
Father Alvin isn’t here to report, but
Brian noted that this issue is pending.
5.5 Oil Tanks (Item 5.7):
Blane reported that after reviewing several possibilities,
two oil tanks inside the Church will be installed at a cost of approximately $3,500. He
noted that one supplier he called indicated that all of the piping and vents need to be
replaced. Blane will call for two more quotes, including a burner technician in our
5.6 Parish Hall Door (Item 7.7):
The Property Committee is waiting for arrival of the
door. Steve Foran of Castle Building Supplies is donating the door. A letter of thanks will
be sent on Parish Council’s behalf.
5.7 Parking Lot Fundraiser (Item 8.4): Bill DeGrace and Sandra Tennyson are
heading up this initiative in time for the Father Christmas Festival during the last
weekend of November and first weekend of December. Bill contacted the Fire Chief,
who will ask if any firefighters want to volunteer on November 15 when they meet.
Sandy Alexander suggested that someone contact someone on the Festival Committee
as well as the Town of Mahone Bay. Also suggested was parking passes for drivers to
put in their car windows. Brian felt that volunteers should show up an hour before start
time. Sandy Alexander offered to put a notice at the Visitor Information Centre. Blane
will contact the senior youth group to gauge interest in volunteering. Darrell also
committed to volunteering. It was agreed that an adult and youth should be located at
5.8 Parish Rental Hall Agreement (Item 8.6):
Copies of a proposed agreement were
circulated to members at the last meeting. After review, it was agreed that members
of the Parish should not pay the same rate as a non-member. Debbie Smeltzer will
investigate what the Charitable Organizations Act outlines. Also, there were several
small items that should be considered as well as a provision concerning hall donation.
It was suggested that we review the Diocesan template if available. The Property and
Administration Committee should discuss this at their next meeting.
MOVED by Margot Lutes, SECONDED by Kim Veinotte, that the draft Parish Hall
Rental Agreement be referred to the Property and Administration Committee for
review. MOTION CARRIED.
5.9 Funds for Rectory Renovations: Debbie explained to Council that there is
currently $36,000 in the General Fund and approximately $10,000 available to borrow
in the In Memoriam Fund. If more money is needed to cover renovations, a motion
from Parish Council is needed to extract from investments.
5.10 ACW Announcement: Sandy told Council that there were currently five ACW
members. They are hoping to increase interest by offering an interesting program every
month. The first one is about preparing for an emergency. Darrell suggests changing
the time. Sandy will take it back to the President and executive for consideration.
None at this time.
7.11 Rectory Committee: Brian reported that according to the electrician, the wiring
in the Rectory is in very poor condition. An estimated cost of the work is $12,000-
$15,000. The current budget of $2,400 would be incorporated into the larger cost. Brian
has two concerns: first, old wiring is a safety and insurance issue. Both Darrell and Blane
expressed surprise as they felt that the wiring had been updated recently. Second, the
panel has to be relocated from the basement elsewhere.
At this time Heather Whynott joined the meeting.
Opinion around the table differed from the electrician with regard to what was needed
for the property in terms of panel upgrades and amps. Brian will discuss with the
electrician tomorrow. Blane added that if the panel is rusty, it may need replacement.
He offered to meet if needed.
MOVED by Debbie Smeltzer, SECONDED by Sandy Alexander, that Parish Council
approve a withdrawal of $40,000 from the Blockhouse investment account to cover
the costs of renovations of the Rectory. MOTION CARRIED.
7.1 Rector Report: No report at this time.
7.2 Wardens’ Reports (Christ Church and St. James):
Brian Tennyson previously submitted the following for St. James Wardens:
Bill DeGrace previously submitted the following report for St. James Wardens:
Chaired a meeting of the wardens with Fr Alvin in attendance.
Chaired two meetings of the Rectory Committee, which selected the
contractor from the tenders received, worked out a work plan and agreed on
the budget with the contractor, Mr Michael Falt.
Advertised the position of Sexton in the LighthouseNow and Lighthouse Log.
Three applications have been received.
Have been in communication with Rev Chad, responding to various questions
and providing information as requested.
Moved the service recording project further by acquiring the necessary
equipment and testing it. We hope to get the project in operation very shortly.
October 30 – formal announcement from Bishop re appointment of Rev’d Chad
McCharles to position of Rector, at 8:00 and 11:00 a.m. services
November 3 – regular monthly Wardens’ meeting
Various meetings with Chair and members of the Rectory Committee to seek a
contractor and determine contract contents
- MOVED by Bill DeGrace, SECONDED by Blane Knickle, that the St. James’ Wardens
Reports be accepted as submitted. MOTION CARRIED.
- Stuart Dauphinee reported the following for Christ Church Wardens:
7.3 Treasurer’s Report:
The furnace needs repairs. He is attempting to find the part it needs; and
There will be no Church service on Sunday because the furnace is broken.
- MOVED by Stuart Dauphinee, SECONDED by Doreen Wheeler, that the Christ Church
Wardens Reports be accepted as submitted. MOTION CARRIED.
Debbie circulated the Treasurer’s report on Sharon Wade’s
behalf. She noted that we are in the black this month.
MOVED by Debbie Smeltzer that the previous motion concerning a withdrawal from
the Blockhouse investment fund be amended as follows, “...that Parish Council
approve a withdrawal of up to $40,000 from the Blockhouse investment account to
cover the costs of renovations of the Rectory”. With the amendment friendly to both
Mover and Seconder, the MOTION CARRIED.
MOVED by Debbie Smeltzer, SECONDED by Sandy Alexander, that the Treasurer’s
Report be accepted as read. MOTION CARRIED.
7.4 Finance Committee: Nothing to report.
7.5 Outreach Committee: Nothing to report.
7.6 Three Churches Foundation: Bill DeGrace previously submitted the following
report for the Three Churches Foundation:
The Foundation Board has not met since the last Parish Council meeting. An
appeal for new Board members is ongoing.
7.7 Property Committee: Blane Knickle gave the following report for the Property
Committee in addition to the previous discussion: One of the furnaces is broken. The furnace repairman will take a look at it.
MOVED by Blane Knickle, SECONDED by Bill DeGrace, that the Property Committee
Report be accepted as given. MOTION CARRIED.
7.8 Spiritual Fellowship Committee: This Committee has not met, however Beth
Ernst asked that the Family Fun Night be mentioned in her absence. Approximately 60
people attended the event.
7.9 Ways & Means Committee: Nothing to report.
7.10 Parochial Committee:
Bill DeGrace previously submitted the following report:
October 20–special combined meeting of Wardens and Parochial Committee
with Archdeacon Michael Mitchell and Rev’d Chad McCharles (via Skype) to
write the Contractual Agreement and discuss the Draft Covenant in Ministry.
Bill added that the Committee has not met since October 20.
MOVED by Bill DeGrace, SECONDED by Blane Knickle, that the Parochial Committee
Report be accepted as given. MOTION CARRIED.
8.0 NEW BUSINESS
8.1 Hiring of New Sexton: Previously discussed.
MOVED by Debbie Smeltzer, SECONDED by Heather Whynott, that Parish Council
approve disbursement of honoraria in the same amounts as last year, totalling
$1,800. MOTION CARRIED.
9.0 NEXT MEETING
The next regular meeting of Parish Council is scheduled for Dec. 8, 2016 at 7:00 p.m.
MOVED by Stuart Dauphinee that the meeting adjourn at 9:08 pm.