The regular meeting of the vestry of St John’s Church, Elizabeth City Parish, Hampton, Virginia was held at the parish house on September 17, 2002, at 7:00 PM. Bob Harper, Senior Warden called the meeting to order.
Vestry members present were Nelson Durden, Frank Edgar, Sr., Bob Harper: Senior Warden, Connie Heath; Treasurer, Bill Mace, Elizabeth Phillips, Bettyrene Pope; Registrar, Mary Ellen Sawyer, Eric Stewart, and Bill Terrill, Junior Warden.
Absent: Hansi Haufler and Bill Kirkland.
Also present: Rev. James “Skip” Hutton, Interim Rector.
Devotions were given by Elizabeth Phillips.
The minutes of the August meeting were approved as corrected.
Interim Rector’s Report- Skip expressed his pleasure about the success of the September 11th service. His role now is shifting to administrative processes for the parish. Hopefully, he will have the administrative manual ready for October. He continues to supervise the staff and is working on making a reception for Donna Mae a great one.
Treasurer’s Report – Connie Heath reported that the current checking account balance is $46,100.59 Receipts for the month of August totaled $27,579.00 John Gammel has a potential tenant for the rental space for the Hoffman House. Bill Boyer is continuing to do an outstanding job. Bill Rhode gave a financial update. The Finance Committee has met and presented a draft of the Asking Budget and its impact on the Operational Budget for 2003. At present, we are on track budget- wise barring any increases or decreases. This new budget does not reflect an assistant rector. Nelson moved that we approve an Asking Budget of $450,000 differing from the Finance Committee’s recommendation of $423,928. Jim seconded the motion. Discussion followed. The vote was taken and the motion passed. By October, the Asking Budget should be reworked to reflect the increase to $450,000.
Junior Warden Bill Terrill reported that Frank Edgar, Sr. has fixed the treads on the back ramp. The security work for the offices has been started and there is a plan to cut the hedges. The asbestos project is on hold until the company gets back in touch with Bill. There is a concern that the Hoffman House is in need of a clean up in the back.
Senior Warden- Bob stated that the diligence the vestry has shown was rewarding in the call to Donna-Mae Siderius. Feedback has been positive. Bill Mace added his vote to our unanimous vote for the call. A compensation package has to be worked out for her. Her salary seems to be common knowledge but she will also receive housing benefits.
Stewardship Campaign Update- Jim Shoemaker showed an example of the pledge card that will be mailed out by October 1st with an accompanying letter. Sunday, October 6th will be the first presentation to the congregation. Talks will be given each Sunday thereafter about different programs within the church. Oct. 20th will be Stewardship Sunday centered around a stewardship sermon. Having a stewardship dinner or congregational dinner are still possibilities.
Old Business: Audit – still in process. No report as of yet.
Parish recognitions – These will be done between now and Thanksgiving.
Phone System- Information will be forthcoming and given to Skip on a new system applicable for our church needs.
Staff Pensions Skip will ask Richard Hayes, an insurance agent to review this for us.
Parish Directory- The directory is in the making and tentative completion is for Oct. 1st.
Epistle- Postal rates have changed and Skip made an executive decision to discontinue the P.S. mailing in the middle of the month.
New Business
Horseman Building – Frank Edgar, Sr. will chair the committee with members- Hansi Haufler, Bill Mace, Elizabeth Phillips, and Jack Pope. Skip, as interim will help as well as Jan Peters our realtor. The contract is being looked at by Frear Hawkins, lawyer. Uses of the facility are to be considered and an acceptable contract for our consideration is needed.
Commission Sunday- Elizabeth Phillips did a great job of organizing this event. Debbie Williams did an outstanding job with the decorations and food. Sign up sheets were available on the tables for those interested. Newcomers still has no chairman. There needs to be dialogue between the commission chairs and the committees under them. A procedure for reporting business of the committees and commissions needs to be established. The Hospitality chairman, Debbie Williams will be leaving and a replacement is needed.
Food Pantry- The Outreach Commission voted to establish an in house food pantry. The whys and wherefores were debated among the vestry members. Elizabeth is empowered to talk with Donna Mae and design a plan for the Food Pantry. This matter was tabled until the next meeting.
New Rector Package- Bill Mace moved and it was seconded that Bob offer Donna Mae in writing a salary package amount not to exceed $90,000 (diocesan guidelines), 4 weeks vacation, 2 weeks Continuing Education, and the CREDO be negotiated. The vote was taken and it was favorable with one abstention. Bob will give this written offer to her and the officers of the vestry will meet with her at a later date and go over the offer.
Hampton History Museum – Silver Contract- Nelson inquired as to the status of the contract as the vestry made some changes and the contract has not been returned for our consideration. The matter will be checked into.
Habitat for Humanity – The house is at 1343 25th Street, Newport News, They need 6-7 people and there are two work days scheduled – Wed. Oct. 9th 4 pm until sunset and Sat. Oct. 12th 9-1pm. If interested, let Elizabeth know.
After a closing prayer, the meeting was adjourned.
Bettyrene Pope Registrar
Minutes: Approved: Approved as corrected: 10/16/02