The regular meeting of the Vestry of St. John’s Church, Elizabeth City Parish, Hampton, Virginia, was held at the parish house on June 1, 2004 at 7:00 p.m. The Reverend Donna-Mae Siderius, Rector, presided.
Vestry members present were William Andrews, Greg Brauer, Linda Curtis- Senior Warden, Nelson Durden, Bill Forinash, Peggy Hayes, Bob Harper, Vestal Lewis, Denine Miller, Kay Olson, Elizabeth Phillips, Jim Shoemaker and Sandy Smith – Registrar.
Absent were Frank Edgar, Sr. – Junior Warden and Bill Kirkland. Also present were David Copley, Assistant Rector and Connie Heath, Treasurer.
Reverend Donna-Mae Siderius opened the meeting with prayer. Devotions were given by Elizabeth Phillips.
Minutes
The minutes from the May 4, 2004 meeting were approved with one correction – the spelling of Kay Olson’s name.
Action: The minutes of May 4 were approved with one correction.
Treasurer’s Report
Connie Heath reported a checking account balance of $21,632.07. This amount includes $8,295 for the Thanksgiving houses and $1,012.07 for Jackson-Field Home, from the Mothers’ Day special offering. Connie reported that this money was put in the General Fund, but that in the future, these special offerings will be put in the Outreach account.
Connie distributed the Income/Expense Statement for May and the reports related to the Special Accounts and Designated Offerings. Connie discussed each report. Income for May was $29,919.12 and expenses were $38,592.62. Connie reported that the offering for Sunday, May 30 was $4,806, which is higher than normal, but may include some monthly pledges for June. With five months of the year gone, Connie reported that we have received 42.24% of our budgeted income, which means we are slightly ahead of where we should be at this point in time. Connie said the congregation was keeping up with their pledges.
Vestal Lewis asked about the “Funds Given to Vestry by Charitable Trust” balance of $1600 listed on the Designated Offerings report. He thought the Vestry had previously approved the expenditure of these funds for specific purposes as proposed by the Outreach Commission. Elizabeth Phillips reported that Vestal was correct and that the money would soon be distributed.
Action: The Treasurer’s report was approved.
Senior Warden’s Report
The Senior Warden did not have a report.
Junior Warden’s Report
Jim Shoemaker reported on behalf of Frank Edgar, Sr., Junior Warden, who had received a report from Bill Terrill on the status of the parish house renovations. Jim reported that the extent of the damage and renovations needed to the parish house is more than we expected. The Trustees of the Edward L. and Mary B. Williams Foundation (hereafter referred to as the Foundation) want to continue with the current contractors, W.M. Jordan. They would like to finish this project as soon as possible. However, because we only receive funds from the Foundation annually, we need a way to pay for the completion of this project now. Jim reported that he had been asked to meet with Bill Saunders and John Holt, Trustees and Robert Shuford, Sr. of Old Point Bank to discuss what it would take financially for us to finish everything in the parish house and the church.
Jim presented the following three items for discussion: (1) We are close to obtaining bids on appliances for the kitchen. This cost could be close to $80,000, which the Foundation will not pay. We will have to go to the Endowment Board to request funding for this cost. A preliminary discussion regarding this need was held with William Boyer; (2) It could cost as much as $400,000 to finish the parish house. This cost includes $50,000 for flooring, $50,000 for the roof, $150,000 for windows and $100,000 for the kitchen (excluding appliances); and (3) We need about $200,000 to fix the water damage to the church building.
Jim reported that the Foundation would like for St. John’s to open a line of credit at Old Point Bank of up to $600,000 to cover the cost of the items outlined in numbers two and three above. The Foundation would obligate about $220,000 each year to repay the principal of this loan. This proposal had also been favorably discussed with William Martin, the third Trustee of the Foundation.
Jim Shoemaker made a motion that the Vestry authorize the establishment of a line of credit with Old Point Bank of up to $600,000; $400,000 for the parish house for structural renovations and the completion of the kitchen (excluding furnishings) and $200,000 for structural repairs to the church building. The principal of the loan will be repaid from the Foundation and the interest will be repaid by St. John’s. The loan will be provided at prime rate. After the motion was seconded, Donna-Mae Siderius opened the floor for discussion.
There was a great deal of discussion regarding the amount of interest that could be due and how St. John’s would be able to pay this amount. The Vestry was informed that the repayment of the interest cannot be paid from the Endowment Fund. There was discussion regarding using funds from the Hoffman House account. Connie Heath reported that there is about $40,000 available in this account. We could use the money in the Hoffman House account this year to repay the interest that will be due. However, there was some concern about reducing the money in this account to a level that might not be sufficient to cover any unexpected expenses associated with the maintenance of the Hoffman House. It was suggested that we could make a special congregational appeal for the additional funding for future interest payments. There was also discussion about whether we needed to make an adjustment to our operating budget or if the Finance Committee needed to be informed. Donna-Mae Siderius reported that if the Vestry is in favor of the motion, the Vestry would be responsible for raising the money. Donna-Mae stated that the matter would not need to go to the Finance Committee and that our operating budget would not need to be adjusted.
After a lengthy discussion, the Vestry unanimously voted to approve the motion as presented by Jim Shoemaker. The reality is that the parish house must be completed as soon as possible and that we must have adequate funding available to make that happen.
Action: The Vestry authorized a line of credit with Old Point Bank of up to $600,000; $400,000 for the parish house for structural renovations and the kitchen (excluding furnishings) and $200,000 for structural repairs to the church building. The principal of the loan will be repaid by the Edward L. and Mary B. Williams Foundation and the interest will be repaid by St. John’s. The loan will be at prime rate.
The next item for discussion was the need to have specific individuals authorized to approve expenditures against the line of credit. Jim Shoemaker reported that the bank needs someone who is knowledgeable of the situation to authorize payment of any bills. Jim Shoemaker made a motion that Frank Edgar, Sr., Connie Heath and Bill Terrill act as agents of St. John’s to authorize expenditures from the line of credit and that two signatures be required for authorization. The motion was seconded by Denine Miller and unanimously passed by the Vestry.
Action: Frank Edgar, Sr., Connie Heath and Bill Terrill will act as agents of St. John’s to authorize expenditures from the line of credit at Old Point Bank.
Donna-Mae Siderius asked for Vestry volunteers to meet and formulate a proposed plan of action on how to pay the interest that will become due on the loan. Bob Harper, Kay Olson and Jim Shoemaker accepted the challenge and will report back to the Vestry at the July meeting.
Action: Bob Harper, Kay Olson and Jim Shoemaker will present a proposed plan of action at the July Vestry meeting regarding repayment of the interest on the loan.
Donna-Mae Siderius suggested that during the parish picnic on Sunday, June 13, we offer tours of the construction site so that the congregation can see where we are with the renovations. Linda Curtis, Bill Forinash and Denine Miller offered to be tour guides. Donna-Mae also expressed a desire to form a Refurbishing Committee to address furniture and other needs once the parish house renovation is complete. A “wish list” article will be published in the Epistle and contributions will be solicited. There was some discussion regarding the possibility of accepting congregational pledges over a specified period of time for this purpose.
Action: Tours of the “under construction” parish house will be conducted by Linda Curtis, Bill Forinash and Denine Miller during the parish picnic on June 13.
Donna-Mae expressed her thanks for Bill Terrill’s continuing efforts regarding the parish house renovations. Donna-Mae thanked Jim Shoemaker for his comprehensive and thoughtful presentation to the Vestry on behalf of Frank Edgar, Sr. and Bill Terrill.
Rector’s Report
Donna-Mae Siderius reflected in her Rector’s Report on what it has been like at St. John’s since August, with National Convention, Hurricane Isabel and the parish hall renovations. Her task, and ours, has been to keep things together and to “keep on keeping on.” Because of the on-going construction and disruption, Donna-Mae senses a feeling of “disconnect”. Donna-Mae reminded the Vestry that our role during these times is to help hold things together. Donna-Mae offered thanks for the St. John’s staff, including our office volunteers, for helping to pull things together.
Donna-Mae reported on the following upcoming events. (1) A special musical service will be presented on June 13, with a parish picnic to follow. This will be the last day of Sunday School. The summer schedule will begin on June 20. Donna-Mae felt that the picnic will be a real opportunity for us to pull together. The Vestry will be asked to invite parishioners to the service and the picnic. (2) Childrens’ Chapel will continue during the summer. (3) A dramatization of the Gospel will be offered each Sunday during July and August. (4) Providing refreshments outside after the 10:30 service has worked well. We will continue with our outdoor “Coffee Hour” of lemonade and cookies, hosted by the Vestry. Peggy Hayes and Sandy Smith will host on June 6. Bill Forinash and Kay Olson will host on June 20. Donna-Mae stated that we have to continue to work at keeping folks connected.
Assistant Rectors’ Report
David Copley provided the Assistant Rectors’ report. David reported that the Mission Committee met on May 13, with the discussion revolving around “companions in transformation.” He distributed the minutes from that meeting. The committee meets the second Thursday of each month. The next meeting is June 10.
David reported for Susan Copley on the Greeters ministry. This ministry is continuing the “companions” theme by moving forward with a suggestion from Denine Miller to link newcomers with a “companion” to help integrate them into the life of the parish.
At the May Vestry meeting, David Copley, William Andrews and Sandy Smith were asked to evaluate the creation of Care Teams. David reported that the group decided that the congregation should be divided alphabetically among the 15 Vestry members. David distributed to each Vestry member a list of 18-22 households. The Vestry discussed the various ways that we can use our listings for the good of the parish. Vestry members will contact members of their Care Team periodically throughout the year to inform them of upcoming events or significant items of interest to the life of the parish. In addition, parishioners can contact their Vestry member with questions or help with emergency needs. The idea is to create a “connection network” in the parish. Newcomers will be contacted by the Greeters. As an introduction to this concept, Vestry members were asked to call their Care Team members and invite them to the special service and parish picnic on June 13.
Action: The congregation was divided among the Vestry for the purpose of creating a “connection network” within the parish.
Other Business
Elizabeth Phillips reported that the committee that she chairs that is charged with developing policy and procedure for usage of our parish hall has met three times. The committee has developed a statement of usage and a job description for the duties of the sexton, which she will present at the July Vestry meeting.
Donna-Mae felt it was time for the Vestry to come together in a “mini” retreat. Peggy Hayes volunteered to host the Vestry at her home on Saturday, August 28.
Program
As a follow-up to the Stewardship program presented at the May Vestry meeting, Donna-Mae told the Vestry that it was time for us to start visioning and to think about where we are going. She reflected on the passage from Joel from the previous Sunday readings which spoke of dreams and visions. The Vestry viewed a wonderful video presentation, “Extraordinary Visions – What’s Right with the World”, narrated by DeWitt Jones, a photographer for National Geographic magazine, with a focus on concepts for visioning.
Tacky Light Award
The Tacky Light Award was passed from Denine Miller to Sandy Smith, complete with a beautiful, personal poem Denine had composed.
Donna-Mae Siderius closed the meeting with prayer at 9:15 p.m.
The next meeting of the Vestry will be held on Tuesday, July 6. Devotions will be provided by Bill Kirkland. Snacks will be provided by William Andrews. Sandy Smith Registrar
Minutes: Approved: