The regular meeting of the vestry of St John’s Church, Elizabeth City Parish, Hampton, Virginia was held at the parish house on May 13, 2003 at 7:00 p.m. The Reverend Donna Mae Siderius, Rector presided.
Vestry members present were William Andrews, Greg Brauer, Linda Curtis, Frank Edgar, Sr., Peggy Hayes, Connie Heath – Treasurer, Bill Kirkland, Vestal Lewis, Denine Miller, Elizabeth Phillips, Bettyrene Pope- Registrar, Sandy Smith, Jim Shoemaker, Eric Stewart, and Bill Terrill- Junior Warden.
Also present retiring Senior Warden, Bob Harper.
Devotions were given by Bob Harper reading scripture and vestry members reading the selection Take Up the Whole Armor of God.
The minutes were approved as read.
Treasurer’s Report
Connie Heath reported that the current checking account balance is $44,026.20. Questions of clarification were asked concerning the report. The Charitable Trust has given the vestry $3,000. At present, it is not known what is to be done with it. A report of its use will be given at the June meeting. In the parish improvements line there is an amount of $3,502.39. The source of this money is from the Mary Williams Trust. John Chiasson is being paid from these funds. Bob moved and it was seconded to approve the report. The motion carried.
Debriefing of the Annual Meeting:
- The food setup and chair arrangements worked very well. The choice of a continental breakfast worked nicely with the setup.
- People sitting in the back were unable to hear. Discussion of the sound system occurred. Jim moved that a purchase of up to $2000 be allowed for the updating of the sound system. It was seconded. Greg Brauer volunteered to take charge of this project. A speaker was also suggested for the kitchen. The vote was taken and the motion passed.
- Harper Lewis’s Power Point presentation received lots of praise.
- At this meeting, members need to know who was elected. Have them come up front.
- The meeting was too long.
- Suggestions made to shorten the meeting – have one service at 9:00 am and breakfast and meeting to follow.
- Reports be given from various entities in the church about their functions but be given in a creative way to keep interest up.
- Budget be presented in a narrative fashion to parishioners.
The election of officers took place and the following persons were elected:
- Senior Warden – Frank Edgar, Sr.
- Junior Warden – William (Bill) Terrill
- Registrar – Bettyrene Pope
- Treasurer – Connie Heath
Action Taken: Greg will check sound system and secure needed items for effective usage.
Senior Warden’s Report
Bob Harper gave his thanks to the vestry members, retiring and continuing for providing him with the opportunity to learn more about St. John’s and about the workings of the vestry. He [Editors note: minutes cut off]
Junior Warden’s Report
Bill Terrill told us that the Structural Group has not given him a report yet and he will personally check with them on Wednesday concerning the status of the report.
Reflections of Continuing and Retiring Vestry Members:
The vestry had been entrusted with an even more significant amount of money in the Mary Williams Trust and it is important that everyone understand how the money is to be used. The decision was made that next month a report on both this fund and the Endowment Fund will be given.
It was said that in times of stress and difficulties the vestry respected each other’s opinions and views and allowed them to be expressed and came together for one voice.
Stewardship is needed to be looked at in a fresh, new way. It need not only include money but also time and talents that volunteers give to make the church viable. Has an Every Member Canvass been used lately? The use of teams to go visit parishioners just to visit was suggested.
Minutes need to be written such that when read, action taken stands out.
Emphasis on youth with J to A and EYC are critical areas to be examined as we once considered hiring a youth minister to oversee our young people. Donna Mae explained her plan to teach a Sunday School class herself for a period of time and the Copley’s would do the same in their time with us. The EYC is considering having a second meeting a month.
Members felt there has not been closure with Betty Long. A letter will be written and brought to the vestry for approval expressing our thanks for her service.
Action Taken: Frank Edgar will compose a letter to Betty Long for vestry approval in June.
The Horseman Building is again on the market with a new realtor. Prior history revealed that we offered the full purchase price to the owner but were refused because we would not adhere to her financial arrangements. A long-range plan needs to be developed for the use of that building should we consider its purchase in the future.
A vision and mission for St. John’s needs to be in place.
It had been suggested that the Commissions and Committees come to vestry meetings and give presentations about their part in the church. Also Donna Mae suggested that we invite the staff to come and tell service to the church workings.
2010 – committee – Donna Mae said she would take care of getting this group together and revitalized.
Adult Forum Responses- Donna Mae went over responses that had been given to her by the members of the adult forum class concerning what the vestry is and what it should do. These were ideas and views.
Unfinished Business
Signage- The vestry in the past had received information about potential signage for the church property. Due to other business this has been tabled for several months. It was suggested this vestry armed with the suggestions from the sign committee go around the property and determine where, if you were a visitor a sign might be needed to help [Editors note: minutes cut off] to talk about the signage proposal at the June meeting by Elizabeth Phillips.
Action Taken: Elizabeth Phillips will call Billie and invite her to the June mtg.
Communion Silver- Frank Edgar reported that Frear Hawkins, lawyer had drawn up a contract on behalf of the church for the loan of the silver to the Hampton History Museum. It was given to the City for their attorney to review. It is still awaiting review. Discussion ensued about the church having an appraisal done for our own records. The church does not currently have any insurance on the silver.
Action Taken: Vestal Lewis will check on the cost of having an appraisal done and who can do it.
Vestry Retreat The Vestry Retreat will be held at Camp Chanco on May 16th and 17th. The Rev. Win Lewis, Canon to the Ordinary will be the Facilitator. We will focus on Leadership, Community Building and the process for Building. Dress is casual. Rain is in the forecast. Car-pooling is encouraged and plans were made to do that.
Parish Events:
- May 18th – Sunday School Recognition, Recognition of Graduating Acolytes
- June 1st – Presentation of the musical SAMSON by the youth in place of the sermon
- June 8th – Pentecost Sunday, Orchestra and Parish Picnic following the service
- June 14th – Copley’s Ordination
Good of the Parish- Susan and David Copley will begin work at St. John’s on July 1st. There will be a Welcome reception held for them on Sunday, July 6th.
There has been concern expressed over the announcements as printed on the back of the service leaflet that they are too small. After discussion, of large print bulletins it was decided to print a small quantity of large print bulletins for those needing them. Also a separate sheet inserted in the bulletin may suffice for announcements in the future.
The deadline for the Epistle is so early in the month and we only have one mailing of church news, questions arose as to how else to get information to parishioners. It was decided to possibly try a group e-mail.
Connie talked about the poor response that she and Wendy have had for a Relay for Life Team. People are needed to walk and money contributed to support the effort. Jim moved that the vestry give the team $250. It was seconded and the vote was taken. It passed.
Action Taken: A check for $250 will be given to the Relay for Life Team from St. John’s to support their efforts.
Donna Mae and John will be on vacation June 9th through June 21st.
The agenda items for the vestry meeting should be turned in two weeks before the meeting. Send any items to Donna Mae or Frank.
The vestry meeting for July will be July 8th.
There will be no August meeting.
The next vestry meeting will be on June 3, 2003 at 7:00 pm.
Discussion took place about the 2002-2003 Church Directories. It was agreed to distribute them as they are and publish another one at a later date. Elizabeth, Bettyrene, and Peggy will work on a separate booklet that will elaborate on the Trusts, Funds, Commissions, Committees, and other items deemed necessary to inform the parishioners of things available to them in the parish life.
Action Taken: Committee of Elizabeth, Bettyrene, and Peggy will develop a booklet containing items necessary for the congregation to know about the parish life. This will be compiled this summer ready for September publication.
The Tacky Light Award was given to Bettyrene Pope.
Following a closing prayer by all, the meeting was adjourned.
Bettyrene Pope Registrar
Minutes: Approved: Approved as corrected: June 3, 2003