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Tuesday, July 21 2020
...As your Vestry continues to carry out its duties via Zoom, here are some of the major points of discussion that occurred during the July 16, 2020 Vestry meeting:
COVID-19 has forced all of us to change things in some manner. Anticipated activities have been postponed or cancelled or held virtually. Our vocabulary has expanded or evolved to fit the pandemic. The word "zoom" doesn't just refer to something or someone speeding past us anymore. Many changes or adaptations have been required to adjust to this health crisis. One obvious adjustment we've made has been our need to offer worship services differently. Every Sunday morning Lin and I sit in our living room with the laptop on the coffee table waiting for the 10:30 service to begin. We log onto the website a few minutes early and watch the countdown on the screen clicking off the minutes until the service starts. With a keystroke somewhere, the service is underway. We enjoy seeing Jim work his magic at the organ and hearing our talented choir members share hymns with us. Familiar faces read scripture and offer prayers. Fr. R.C., our Curate, Rev. Michael, or our Deacon, Rev. Terri, inspire, comfort and motivate us to do better with well chosen words. These virtual services just don't happen, of course. They have required a change in the way in which we get things done. Right now each segment is filmed beforehand, submitted, then edited and pieced together to provide us the fluid worship experience we enjoy every Sunday. Yes, there are glitches with the internet, and we see unwanted pauses in the streaming, but we're working on improving that. And sometimes events of importance that demand acknowledging or immediate attention take place just prior to putting it all together, and things have to be revised at the last minute. Words in a sermon may have to be added or changed. Additional prayers may need to be included. The unexpected happens. At present, Fr. R.C. is the person who has been putting this all together. Truly an accomplishment! I suppose we should add Producer, Director, Photographer, Editor, etc. to his title. He's devoted a tremendous amount of time and energy in making sure St. John's | San Juan has the best worship experience possible at this extraordinarily difficult time. Thank you, Fr. R.C., for all you have done to keep our worship experiences going during this unprecedented time! Those actions really underscore your dedication and commitment to St. John's | San Juan. I also know how exhausting this has been, even though you are not likely to openly admit it. As you are aware, Fr. was to take some Sabbatical time during the summer. Then COVID-19 reared its ugly and deadly head. His Spanish immersion class in Mexico for two months was cancelled, but hopefully, he'll be able to complete that at a later date. Other highly anticipated plans to spend time with family, meet and travel with colleagues and friends from around the United States have collapsed due to the pandemic. A trip to London to better connect with our Anglican roots and a journey across the channel to visit cathedrals in France and spend some rejuvenative and reflective time with monks in a monastery in Taize, France are jeopardized, if not lost. With all that has happened because of this health crisis and in recognition of all the leadership, vision and energy Fr. R.C. has unselfishly given to St. John's | San Juan at this time, the Vestry agreed, without hesitation, that after Fr. R.C. uses his accumulated vacation time in August, he could use the month of September as a month of Sabbatical time. Fr. will begin his vacation on August 1 and will complete his Sabbatical on September 30. He will return to us October 1. We wish him continued health, safety and peace as he takes some much deserved time away! And, as always, we extend our sincere "Thanks!" for all he has done. While Fr. R.C. is away, the Rev. Brian Gregory will be presiding over services, as Rev. Michael's ordination to the priesthood has been unavoidably delayed. I know you will join me in spirit as we welcome Fr. Brian to St. John's | San Juan. Until next month, stay safe and well, Mark Hampton Sr. Warden Tuesday, July 21 2020
St. John’s Episcopal Church Finance Committee The regular monthly meeting of the Finance Committee was held on July 9. Joining me were members R.C. and Gerry Apple. We reviewed our current financial condition and discussed our presentation earlier in the day to the Diocesan Joint Finance Panel seeking approval to retain the proceeds of the loan we recently received from the Small Business Administration (SBA) through the Economic Injury Disaster Loan (EIDL) program. Also, the Committee reviewed and recommended Vestry approval of an amended contract from Jerry Campbell to provide consultant services for the upcoming annual as well as capital campaigns. Our Current Financial Condition Bank Balances as of 7/9/2020:
Our Budget Report for June 2020 can be viewed by following this link. As of June 30, our year-to-date operating deficit was -$28,811.09, a positive variance to budget of $33,810.89. Pledge payments slightly (-$2,933.29) below budget in June, resulting in a year-to-date shortfall to budget to -$13,612.28 (10%). A payment to bring us current on our Diocesan Assessment for 2020 was made on July 10.
EIDL Loan Following last month’s approval by the Vestry, the Diocese, pending final approval from Bishop Rickel, has approved our acceptance of the $150,000.00 loan from the SBA through the EIDL program subject to the following conditions: (1) an independent audit (paid for by the Diocese) by a mutually-agreed upon auditor will be conducted in January 2021 and shared with the Office of the Bishop for the fiscal years ending in 2017, 2018, 2019, and 2020; (2) loan funds cannot be used until after completion of the audit; (3) a quarterly report must be sent to the Office of the Bishop stating where the loan funds are being kept and how they have been used in the preceding quarter, and (4) the Vestry of St. John’s, Olympia must pass a resolution at the next meeting stating that the funds from the EIDL will be used exclusively for operation expenses. The Vestry approved a resolution drafted at the request of the Diocese stating that St. John’s will conform entirely to the requirements of the EIDL program and use the use the proceeds from the loan exclusively for normal operating expenses. Annual and Capital Campaign Consultant Following the Vestry’s approval last month of a contract from Jerry Campbell for his services as consultant for our capital campaign, Jerry and I have talked further, and he has agreed to provide consultant services for our upcoming annual campaign as well. The fee for Jerry’s services for both campaigns will be $11,200.00. (Note: Our original estimate for capital “campaign support” through the Episcopal Church Foundation was $44,950). The Vestry approved contracting with Jerry Campbell and paying him a management fee in the amount of $11,200.00 for professional services associated with directing the St. John’s 2021 Annual and Capital Campaigns. As always, if you have any questions or would like additional information regarding our budget or financial condition, please contact Cynthia at cynthia@stjohnsoly.org or me at bobleroy05@gmail.com. Respectfully submitted… …Bob Le Roy, Treasurer Wednesday, June 24 2020
Our Resuming In-Person Ministries Task Group will meet again this week to review our recommendations regarding in-person ministries. Since we first met, it has become clear that Phase 4 of the Safe Start plan, which we had originally been waiting for to resume in-person ministries, will not come for some time. As a result, I suspect we will be making plans to resume in-person ministries in Phase 3, with all the additional requirements that phase requires, both from the State, and from the Bishop’s Office. When we have those plans in place, we will inform the parish through all of our available communication channels. This week we also held an online forum with many of our “8 o’clockers,” getting input on their hopes for resuming in-person worship. It was incredibly helpful, and will definitely guide the work of both the task group and the staff as we develop our plans for re-opening. It was truly a joy to see so many of our folks at once, many of whom I hadn’t seen since March. I am eager to see you all again, even though at the beginning it will be through face masks. For those who are anxious about returning to church for any reason at this time, we are making major improvements in our streaming capability for the liturgy, and we’re pleased to tell you that all of our liturgies will be available for streaming online once we resume live worship in our building. Last week, the Vestry decided on a plan for streaming our services, and we are now just waiting for the equipment to arrive at the church, so we can install and test it before in-person liturgies resume. You’ll be able to watch the services on our homepage, just as you have since the end of Lent, and the liturgy will actually be live (or, technically, on a two-minute delay, but you won’t really notice from home). This has been a major challenge for each of us. Worshipping from home, doing fellowship remotely, figuring out how we will meet the challenges that face us in the coming months—none of it was on any of our radar in December, and now it’s all becoming second nature. So much has changed in the last months, and everyone at St. John’s | San Juan has risen to the challenge, and I couldn’t be more grateful for it, and for each of you. In the midst of an incredibly challenging time, our community has responded with grace and resiliency. I wouldn’t be prouder of our faith community, or more excited to see where the Holy Spirit is leading us, both in this season, and in the next. Blessings, R.C.+ Tuesday, June 23 2020
 ...Not long after, I discovered a potted plant atop the Columbarium, left in memory of a loved one, no doubt. It reminded me of our common experience of loss, and how someday we'll all be someone else's loss. Given our finite time here, how is it that we don't pay more attention to the world around us, savoring it while we can? Yet I find myself rushing through the day, driven by tasks, oblivious to the beauty around me. Perhaps someone is trying to tell me something. It turns out we don't always have to look up to make discoveries. Recently I did some power washing, cleaning off the sidewalk on 19th Avenue from Washington Street to Capitol Way. When the moss and dirt were washed away it revealed the words "Main Street" on the concrete that abuts Capitol Way. (Main Street was the original name of the street according to the City website. The concrete on 19th must be pretty old.) Later I found a mess outside far worse than any I'd encountered in the past--an unpleasant surprise. I grumbled as I cleaned it up, forgetting what I'd written last month in The Chronicle about not taking such things personally. After the work was done I reflected on what I'd said. Did I really mean it when I honored forgiveness and compassion, or was I just "talking the talk without walking the walk?" Ah, well, sometimes it takes a little jolt to remind me of my commitments. Still the surprises kept coming. As you know, there have been demonstrations downtown lately. One Saturday morning I was included in a group text about our sign having been tagged the night before. A discussion followed about what to do but no immediate plan was devised. Mysteriously, the sign was cleaned off by Saturday afternoon, the cleaner unknown--a double-barreled surprise! Since then a neatly stenciled BLM has appeared on the sidewalk along Capitol Way. Surely I had used up my allotment of surprises for a while, I thought, but recently the begonia has been blooming in the Atrium (see photo above), and last night I discovered a glorious crop of Rose Campion showing their colors on the corner of 20th and Washington, reminding me that good things follow when I keep my eyes and heart open. Tuesday, June 23 2020
Part I Building Permit Application Submitted Last week KMB Architects completed a “permit set” of Part I Construction Documents for submittal to the City of Olympia as early as June 19. We expect the city’s plan review process to take between 4-6 weeks, perhaps longer, depending on any clarifications or changes they might request. Our January pre-submittal review with the city was clean, so we don’t expect any surprises. Still, you never know! Hazardous Materials Abatement KMB Architects has finalized the drawings for hazardous materials abatement work related to Part I. The next step will be to ask abatement contractors for price quotes based on these drawings. In consultation with our owner representative, Clint Pehrson, we advised KMB in April to plan for only minimal abatement work in Part I, with no related repair work, such as to water-damaged walls, done until Part II. This means new structural elements, like steel angle plates, will be left exposed at the end of Phase I. One exception is to make the concrete floors flush where any footing or foundation work was done - we do not want to live with holes in the floor. This decision was driven by the uncertainty of the COVID-19 pandemic’s ongoing impact on the national economy, and consequently, our parish’s capacity to raise sufficient funds during the fall capital campaign for anything beyond the Part I scope. Please contact me at lou.d.macmillan@gmail.com if you have any questions. Respectfully submitted, Tuesday, June 23 2020
...I've addressed those changes we've all been forced to make in previous letters to you so I'll not revisit those needed adjustments. I would, however, like to point out the projects that your Vestry has undertaken to meet the needs caused by the pandemic. Fr. R.C. has been the driving force to assure worship services continue through the use of the latest technology. He has literally built a system from the ground up that addresses our virtual worship needs now with the ability to expand in the future. I know I, as well as the remainder of the Vestry, thank him for all his work on this and would ask you do the same. I hope you had a chance to read his notes on the additional technologies St. John's | San Juan will be using to further enhance our virtual worship opportunities in the June 21, 2020 edition of "The Messenger." He provides a detailed description of the projects. If you missed it, click here to read it. It's very exciting to think about the possibilities these additions will bring to help keep our church family connected! Fr. R.C. has gone to a tremendous amount of work to research the technology that is required to provide these virtual opportunities. He provided the Vestry with the necessary information and options that helped us make an informed decision when making an investment of this sort. Thanks Fr.! As usual Treasurer Bob LeRoy provided the latest reports on our financial situation. To review the current accounting of funds, please click here to review his report. Your Vestry decided to call members of our church family again to see how they are doing during the pandemic. If you didn't receive a call at the beginning of the health crisis, please let the church office know or you can contact me at linmark_ku@hotmail.com. It may be that we have an incorrect number, your name may have not been added to the directory or another reason. We'll see that your name and contact information is corrected or added. Please remember you can still celebrate birthdays, anniversaries or any other special event on Sunday's by letting Fr. R.C. know. You can contact him by email with either a written or a video celebration. As we look forward to the day when we again can gather in person, I am reminded of the passing of Dame Vera Lynn, the British singer who made the song, "We'll Meet Again" famous during World War II and the song's lyrics. She sings of meeting again and not knowing where or when, but it being a sunny day when the meeting takes place. Dame Vera was 103. I look forward to that sunny day, as I know we all do! In the attempt, Mark Hampton Sr. Warden Tuesday, June 23 2020
St. John’s Episcopal Church Finance Committee The regular monthly meeting of the Finance Committee was held on June 11. Joining me were members R.C., Gerry Apple, Mark Hampton, Ric Weatherman, Cynthia Knapp and Christian MacMillan. The Committee reviewed our current financial condition and offers two recommendations detailed below regarding acceptance of a loan from the Small Business Administration (SBA) through the Economic Injury Disaster Loan (EIDL) program and the treatment of interest on the restricted gifts from the Estate of Elinor Vadman. Our Current Financial Condition Bank Balances as of 6/9/2020:
The most recent Statements of Activity and Financial Position accompany have been posted to the parish website. Click on this link and scroll to the bottom of the page. As of May 31, our year-to-date operating deficit was -$25,523.09, but with the application of the remaining PPP funds in June, we will be very close to being on target for the year-to-date. Following a significant increase in April, pledge payments were above budget again in May, reducing our year-to-date shortfall to budget to -$10,727.99 (9%). A payment to bring us current on our Diocesan Assessment for 2020 was made last week.
SBA Loans We will exhaust the remaining PPP funds ($20,364.33) this month. In keeping with guidelines for the program, we have used the funds to pay salaries, benefits, and utilities. We have been approved for a $150,000.00 loan from SBA through the EIDL program. The loan can run for a maximum of 30 years at 2.75% interest. Payments do not begin until 12 months after the loan is funded, and there are no prepayment penalties. The loan is not secured by real property, but the SBA does require a security interest in “tangible and intangible personal property (e.g. equipment, deposit accounts). We’ve asked the Diocese to review and approve our acceptance of the loan and hope to have their guidance within a few days. With Diocesan approval, the Finance Committee recommends we accept the loan. The proceeds can be applied to a wide range of operating—but not capital—expenses and would provide us with a valuable reserve as we move through a continuing and likely protracted period of economic uncertainty. With Diocesan approval, the Vestry approved acceptance of the $150,000.00 loan from the Small Business Administration (SBA) through the Economic Injury Disaster Loan (EIDL) program. Estate of Elinor Vadman To-date, $120,000 has been disbursed from the Estate of Elinor Vadman. These funds are restricted and directed to the Diocese for deposit into a new separate account in the names of Elinor and Warren Vadman included in our Master Account with the Diocese of Olympia Master Trust (DIF). We are not entitled to the principal in the account, but we do have discretion over the use of the interest. It can be withdrawn periodically or reinvested. After reviewing the matter, the Finance Committee recommends reinvesting the interest until such time as we may need it for approved expenses. The Vestry approved reinvestment of the interest from the Elinor and Warren Vadman Account with the Diocese of Olympia Master Trust until such time as we may need it for approved expenses. Capital Campaign We have received the draft of a contract from Jerry Campbell, our consultant. The Episcopal Church Foundation (ECF), for whom Jerry formerly worked, no longer offers consultative services for congregational campaigns. We would be hiring Jerry as an independent contractor. Since Jerry doesn’t have the overhead of ECF, the fee for his services is reduced considerably. Jerry believes we can also save by using a local vendor (rather than ECF’s preferred source) for design, printing, and mailing of our campaign collateral material. He estimates that the total cost for the solicitation phase of the campaign, including his fees and expenses and those of the vendor would be in the range of $15,000.00 to $20,000.00 (Note: Our original estimate for “campaign support” through ECF was $44,950). The Vestry approved contracting with Jerry Campbell to provide consultant services for the solicitation phase of the upcoming Capital Campaign. As always, if you have any questions or would like additional information regarding our budget or financial condition, please contact Cynthia at cynthia@stjohnsoly.org or me at bobleroy05@gmail.com. Respectfully submitted… …Bob Le Roy, Treasurer Wednesday, May 27 2020
...As I write this, Thurston County has been approved to move to Phase 2 in the Safe Start Washington plan, which is certainly welcome news. It is a blessing that new cases of COVID-19 have been low enough that we are able to move toward recovering some semblance of normal life again, however incremental. It also puts us a significant step closer to resuming in-person ministries here at St. John’s; as I’m sure you all know, each phase must be at least 21 days (three weeks) long while also achieving specific milestones with testing and hospital capacity, so while this doesn’t guarantee a date when we might be able to resume meeting in person, it does get us closer to knowing the earliest that might happen. As of this writing, the earliest we could expect to begin Phase 3 is June 17, with Phase 4 beginning around July 8. For us at St. John’s, Phase 2 is indistinguishable from Phase 1. The building remains closed, and all worship continues online. Phase 3 is the earliest that we have choices to make in how we will go about resuming in-person ministries I’ve asked a working group consisting of staff, medical professionals, and lay leaders from around the parish to evaluate the guidelines from the Bishop’s Office and propose a plan for our process of resuming in-person ministries, and they began their work last week. That group consists of:
It’s a large group, but the task before them is equally large: sorting out when and how we will resume in-person ministries, in order to keep everyone here safe. We’ve met once already, and will be meeting again on Wednesday evening (May 27). As was said above, Phase 2 is identical to Phase 1 for our purposes. The question before us is what our worship and formation life will look like in Phases 3 & 4, and how we will adapt our customs and practices to ensure the safety of everyone who attends worship. I will say that we will continue to stream our liturgy for the foreseeable future. Even once we are in Phase 4, there will be those who, for any number of reasons, choose not to attend worship in person, and we will continue to make the liturgy available online so no one will have to miss worship. We will send out updates as the committee continues its work (through The Messenger). If you’re like me, you’d prefer that we just skip to the end and have the plan already; after being home these last two months, I’m certainly eager for us to “be there” already. The health of our congregation, both physical and spiritual, requires that we take a slower and more methodical approach. I am grateful for the hours that each of the members of the working group are spending to find the best solutions for our congregation, and I am equally grateful for the patience of everyone else while this group completes its work. This is work worth doing well; our community deserves our best efforts. I am looking forward to the day when my articles for The Chronicle don’t include phrases like “COVID-19” and “hospital capacity;” I’m quite sure I’m not alone in that! Until that time, I hope that you and your family continue to be safe and healthy, and I look forward to welcoming you back to worship and fellowship in our church space, hopefully sooner than later. Wednesday, May 27 2020
...Technology is the only challenge, first my grasp of the best way of creating this video and secondly, each choir member’s having the right computer and or phone as well as being able to print out the music, get a copy safely. The music is the easy part. Recording ones singing is a different challenge. I am confident we will figure it all out. Each singer has different computer/phone equipment, so the solution will be different for each, however we will overcome! Many thanks to each soloist leading the hymns over the past weeks! You are brave souls. Hopefully each anthem will become more confident! Not every week, but as often as practical in these times. Blessings, James French Tuesday, May 26 2020
...As noted before, the City of Olympia has now delayed adoption of the new building code until November 1st, so we have some cushion, but fully expect to apply in June as planned. By the end of this month, KMB Architects will provide us with drawings, based on the February hazmat survey findings, that identify the types, locations, and quantities of hazardous materials that will require abatement prior to Part I work. We can share these plans with abatement contractors to obtain price quotes, and if we choose, proceed with this work by contracting directly with the preferred contractor. The advantage to contracting directly is we would avoid the typical ten percent price markup for completing the abatement work under the Part I construction contract with FORMA. No city building permit is required, only a special permit issued by the state Department of Ecology, which the abatement contractor will obtain. This work can be performed whenever it can be scheduled; it is not weather dependent. Please contact me at lou.d.macmillan@gmail.com if you have any questions. Respectfully submitted, Lou MacMillan Renovation Committee Chair |
