The regular meeting of the vestry of St John’s Church, Elizabeth City Parish, Hampton, Virginia was held at the parish house on June 3, 2003 at 7:00 p.m. The Reverend Donna Mae Siderius, Rector presided and opened the meeting with a prayer.
Vestry members present were Greg Brauer, Frank Edgar, Sr.- Senior Warden, Peggy Hayes, Bill Kirkland, Vestal Lewis, Denine Miller, Bettyrene Pope- Registrar, Sandy Smith, Jim Shoemaker, and Bill Terrill- Junior Warden.
Absent vestry members were William Andrews, Linda Curtis, Connie Heath- Treasurer, Elizabeth Phillips, and Eric Stewart.
Also present was Bill Boyer.
Devotions were given by Bettyrene Pope.
Rector’s Report – Donna Mae encouraged everyone to read the publication that she has ordered for the vestry entitled Vestry Papers.
Notes from the Vestry Retreat written by Win Lewis were given out. Emphasis was on Leadership, Visioning, and making Connections. Reflections were given by DMS concerning her vision that we not only support people but make connections in all areas of the church whether it be each other, the downtown churches, the parish, outreach, or our own spiritual walk in life.
The Copley’s Ordination will be held on Saturday June 14, 2003 at 11:00 am at Galilee Church in Virginia Beach. They will begin at St. John’s on July 1, 2003. To welcome them, collections are being made of “pounds” of whatever to give them a Pounding at their reception.
There will be relocation of office staff in the parish house to accommodate David and Susan.
Badges are in the mailboxes for the vestry members. Please wear your name tag at church functions.
The minutes were approved as corrected. The new format for writing the minutes was well received.
Treasurer’s Report – Bill Boyer gave the Treasurer’s report in Connie’s absence. Pledges have increased to $349,220.00. In the budget a salary item had been added for an assistant rector thus bringing total expenses to $436,817.59. The Finance Committee will need to look at this adjusted figure. Plate and pledges for the month totaled $24,318.50. The checking account balance ending May 31st was $35,636.74.
Special Accounts: The Nickerson account disbursements have been given to Outreach. The Perpetual Honor Memorial Fund lost money due to investments. The Charitable Trust gave the vestry $3000 which was delegated to Outreach. The cost for the organ repair cannot be paid from the Mary Williams’ Trust so money will be taken possibly from the Memorial Fund, Music Fund, and Parish Improvement Fund.
The Finance Committee meets the Wednesday night following the vestry meeting. It has seven members and anyone from the parish can attend its meetings. Jim moved that George Neal and Frank Edgar, Sr. serve on the Finance Committee for the coming year.
Action Taken: George Neal and Frank Edgar, Sr. will serve on the Finance Committee for the next year.
The motion was seconded, voted on, and passed.
The suggestion has been made that the requests for extra givings be a packet of 12 envelopes, one for each month’s special offering included in the 2004 envelopes. Finance Committee members are Bill Rhode, Frank Edgar- Sr. Warden, George Neal, Ann Ward, Bob Harper, Nelson Durden, Connie Heath, Warren Spratley (lifetime member), Bill Boyer, Jr., and Donna Mae Siderius.
Senior Warden’s Report: Frank Edgar, Sr. reported that he and Donna Mae have a format for the Agenda for the vestry meeting: Call to order Devotions Business Work towards Visioning
Frank reported on the loan of the Communion Silver agreement to the city. The wording of the agreement is of concern and is still in the City Attorney’s office.
Vestal gave information that he had researched about having the silver appraised. Much discussion ensued. Jim moved that we have the silver appraised by Sotheby’s in New York sending appropriate photographs and descriptions. The motion was seconded, voted on, and passed.
Action taken: Vestal will get the needed photographs and descriptions to the lady at Sotheby’s for the appraisal.
Frank read a letter he had composed to be sent to Betty Long thanking her for her services while here at St. John’s. It was moved and seconded the letter be sent to her as written. It was voted upon and passed.
Action taken: The letter written by Frank Edgar, Sr. will be sent to Betty Long.
Sound System- Greg Brauer gave his report concerning the enhancing of the current sound system in the Parish House. He is investigating the possibilities of what is available and will bring someone in to consult with for best way to go for future add-ons and the best system for the dollar. He will also talk with John Siderius and get input from him. Hopefully, this may be possible for installation and ready to go by September 13th.
Junior Warden’s Report- Bill Terrill received the report from the Structures Group. Copies were available for members to see. The Facilities Committee will be working with groups from the church to brainstorm a wish list for the Parish House. Three town meetings will be scheduled for this task. At the present time, the asbestos removal will proceed, and bids will be accepted to stabilize the floor. The plan is to work upwards to stabilize everything. The dollar amount is unknown at this time. An architect will have to develop a plan for the rebuilding. The Williams Trust money will be used to do this.
Discussion ensued about when to ask for monies from Endowment Fund or the Williams Trust. The Endowment Fund also includes the upkeep of the other sites of St. John’s as well as the present site. The Williams Trust is exclusively for the perpetual care and upkeep of the church, [Editor’s note: Line cut off] stated that unless the expenditures were at least $5000, the Endowment Fund should not be considered.
Endowment Fund- Members are Donna Mae Siderius, Ted Gray, Gwen Cumming, Bill Boyer, Sr. and Larry Cumming.
Charitable Trust- Members are: Joe Strup, 2003, Vestal Lewis 2004, Elaine Holt 2005, Sylvia Edgar 2006, Chuck Zimmerman 2007 and Donna Mae Siderius. At the last vestry meeting, it was noted that the Charitable Trust had given the vestry $3000.00 to spend for charitable purposes – missionary activities outside the church. It lost $11,000 due to investments. It took in $3129 plus $5284 In Memorial gifts for a total of $8413.15.
Each vestry member received a copy of the Amended Bylaws and the Restated Articles of Incorporation of the St. John’s Charitable Trust. The directors unanimously recommended that the Bylaws be approved as adopted May 21, 2003. Vestal moved that this be a motion. It was seconded. Discussion followed and the vote was taken. It was approved.
Action taken: The Amended Bylaws for St. John’s Charitable Trust were approved by the vestry.
The directors of the St. John’s Charitable Trust unanimously recommended that the Restated Articles of Incorporation be approved as adopted May 21, 2003. Vestal moved that this be a motion. It was seconded. Discussion followed and the vote was taken It was approved.
Action taken. The Restated Articles of Incorporation of St. John’s Charitable Trust were approved by the vestry.
Signage- The recommendation for signs will be addressed at the next meeting.
2010 Committee- Donna Mae will be meeting with Molly and Nelson Durden the third week in June.
New Business The Parish Structure of commissions and committees was reviewed and revised, still subject to further revisions. Donna Mae felt that a vestry person should be overseeing each of the commissions.
Stewardship needs a plan to be developed preferably by the vestry as it is a vestry responsibility.
Commissions-
- Administration: Frank Edgar, Sr.
- Liturgy: Donna Mae Siderius
- Education & Youth Ministry: Sandy Smith
- Parish Life: Bettyrene Pope & Peggy Hayes
- Parish Connections: Elizabeth Phillips
- Outreach – Evangelism: Denine Miller
Suggested people to participate in discussions for Newcomers, Greeters and Welcomers’ Orientation were listed. Bettyrene Pope will be the contact person for this area for the Copley’s when they begin working.
Good of the Parish- Each vestry member felt that the meeting was a productive one.
The next vestry meeting will be on July 8, 2003 at 7:00 pm.
The Tacky Light Award was given to Peggy Hayes.
Following a closing prayer, the meeting was adjourned.
Bettyrene Pope Registrar
Minutes: Approved: Approved as corrected: July 8, 2003