The regular meeting of the Vestry of St. John’s Church, Elizabeth City Parish, Hampton, Virginia, was held at the parish house on July 6, 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, Frank Edgar, Sr. -Jr. Warden, Bill Forinash, Peggy Hayes, Bob Harper, Bill Kirkland, Vestal Lewis, Denine Miller, Kay Olson, Elizabeth Phillips, and Sandy Smith – Registrar. Jim Shoemaker was absent. Also present were Connie Heath, Treasurer and Bill Terrill.
Reverend Donna-Mae Siderius opened the meeting with prayer. Devotions were given by Bill Kirkland.
Minutes
The minutes from the June 1, 2004 meeting were approved with corrections. References to the Williams Foundation were changed to reflect the official name – Edward L. and Mary B. Williams Foundation.
Action: The minutes of June 1 were approved with corrections.
Treasurer’s Report
Connie Heath reported a checking account balance of $7,309.57. Connie reported that when she last paid bills, there was limited money in the account. Connie expressed concern that our account might get so low that we might not be able to meet expenses. She requested authority to take up to $10,000 from the Hoffman House account, if necessary, to meet emergency expenses, with repayment by the end of the year. A motion to this effect was made by Nelson Durden and seconded by Peggy Hayes. The motion was unanimously passed.
Action: Connie Heath was authorized to take up to $10,000 from the Hoffman House account, if necessary, to meet emergency expenses, with repayment by the end of the year.
Connie distributed and discussed the Income/Expense Statement for June and the reports related to the Special Accounts and Designated Offerings. June income was $24,725.25 and June expenses were $35,137.90. With half of the year gone, we have received 47.95% of our projected income. Pledges are being kept up and we are just about where we should be. William Andrews asked where we stand in comparison with prior years. Donna-Mae Siderius responded that she had asked Bill Boyer to chart our income and expenses for the past five years to allow us to do some comparisons.
At the last Vestry meeting, Vestal Lewis had asked about the “Funds Given to Vestry by Charitable Trust” balance of $1600 listed on the Designated Offerings report. Connie stated that the report continues to show this balance because she did not have any record of how the money was to have been distributed. Elizabeth Phillips reported that this had been addressed at one of our Vestry meetings. Elizabeth stated that $800 is for Cuttington College and $800 is for the Transitions Womens Shelter. Frank Edgar, Sr. requested a brief explanation of the services offered by the Shelter. Linda Curtis, who is a member of the Shelter’s Board of Directors, explained that this is a program for abused women that offers a wide variety of services and is a very worthwhile organization.
Connie also reported that the note on the Hoffman House is due. There was some discussion regarding the amount of the note and what plans we had for payment if the Endowment Board decided to call in the note. Connie reported that the Endowment Board plans to meet to discuss refinancing the note, which will allow us to continue to pay the interest. The money is invested in the Endowment Fund and the income generated is used to pay expenses. Connie had talked with William Boyer and he stated the Endowment Board has no plans to call in the note at this time.
Connie also had discussion with William Boyer regarding the Vestry’s plan to request funding for the purchase of new appliances for the kitchen. We were reminded that the Endowment Board needs a formal motion from the Vestry. Frank Edgar, Sr. reported that there will be discussion regarding funding for kitchen equipment later in the meeting. It was noted that the Vestry had been waiting for the bidding process to end.
Nelson Durden moved that the Treasurer’s report be approved. Frank Edgar, Sr. seconded the motion. The motion passed unanimously.
Action: The Treasurer’s report was approved.
Program
Donna-Mae Siderius invited Bill Terrill to our meeting to provide the Vestry with an update on the parish house renovations. Bill reported that the project has taken longer than expected because we never know what we will find from one day to the next. Bill gave a detailed report on what has been done so far and what needs to be done. He focused his presentation on renovations to the stage area, windows, interior trim, Bell Tower, roof, handicapped ramp, telephone system, flooring, and kitchen.
The following are highlights of his presentation. We plan to replace 104 windows at an estimated cost of $140,000. This job will be done over an extended period of time. The Bell Tower, shaft and bell area only, is complete. The telephone system has been rewired with the help of Greg Brauer. The flooring in the kitchen will be worked on by W.M. Jordan to support the new kitchen equipment. The handicapped ramp has been rebuilt to code. Work on the roof is progressing.
Bill Terrill estimated a need for up to $78,000 to purchase kitchen equipment. Linda Curtis asked for the basis for this figure. Bill reported that we had only received one complete bid for kitchen equipment. Frank Edgar, Sr., William Boyer and Baxter Simmons had visited the company to discuss cost. A discussion had also been held with the architect. Frank Edgar, Sr. made a motion that the Vestry go to the Endowment Board and request funding, not to exceed $78,000, for the purchase of kitchen equipment. The motion was seconded by Nelson Durden. During the discussion, it was clarified that this amount would also cover installation. The motion was passed unanimously.
Action: The Vestry will go to the Endowment Board and request funding, not to exceed $78,000, for the purchase of kitchen equipment.
There was a great deal of discussion initiated by Bill Kirkland about the need to renovate the classroom space in the Bell Tower. Bill Terrill reported that because there was no structural damage, the cost would not be covered by the Edward L. and Mary B. Williams Foundation, hereafter referred to as the Foundation. Bill Kirkland wanted to know why we could not go to the Endowment Board and request money to upgrade the classrooms. The Vestry went on record to state that the Bell Tower rooms for our youth are a primary focus and need to be repaired. Donna-Mae stated there had been water damage in these rooms and that the heating and air conditioning had never worked properly. She and the Vestry felt that funding for these repairs did meet the conditions of the Foundation. Donna-Mae asked Bill Terrill to meet with the Trustees of the Foundation and articulate our needs.
There was some final discussion regarding where to relocate two stained glass windows. This may be referred to the Refurbishing Committee for a decision.
Donna-Mae and the Vestry thanked Bill Terrill for his presentation and his continuing hard work and perseverance with the contractors, architect and the Foundation. Donna-Mae reminded us of how truly blessed we are to have the Foundation.
Action: Bill Terrill will speak with the Trustees of the Foundation regarding funding for renovations to the two classrooms in the Bell Tower.
Senior Warden’s Report
Linda Curtis reported that she had received a letter from the Diocese regarding the annual Clergy Conference to be held October 26 & 27 at Camp Chanco. The Diocese is asking for assistance in planning the event and consideration of financial support for clergy from other parishes who cannot afford to pay for their clergy to attend. Linda felt it was very important for St. John’s clergy to attend and asked the Vestry to support funding for all of our clergy. A motion was made by Frank Edgar, Sr. and seconded by William Andrews that St. John’s pay for all of our clergy to attend the annual Clergy Conference in October. The motion passed unanimously.
Action: St. John’s will pay for Donna-Mae Siderius, David Copley, and Susan Copley to attend the annual Clergy Conference in October at Camp Chanco.
Junior Warden’s Report
Frank Edgar, Sr. began his report by referring members to the article, “A Surprising Transformation”, in the latest edition of Vestry Papers. The article speaks to the need to attract and retain more young families by focusing on the physical condition of a church’s Christian education building. Frank reported that this article was the basis for the formation of two committees to look at our current facilities. The first committee, chaired by Frank Edgar, Sr., will address how to attract new families with children to Sunday School. The committee will consist of about 10 parishioners who will work closely with Kathy Dansey, Director of Christian Education. Frank will be contacting prospective members. The second committee will address the refurbishing of the parish house. Members are Elaine Holt, Chair, Cindy Bagley, Hansi Haufler, Peggy Hayes, Shannon Olson, Karen Phillips Smith, Nancy Rhode, and Ann Templeman. This committee will be reporting to the Vestry at a future date. Frank also reported that a clean-up/fix-up day will be held on Saturday, September 18 so we will be ready for the beginning of Sunday School on September 19. Breakfast will be provided by the Men’s Group.
Frank also reported that the Kitchen Committee and the Altar Guild will be meeting with the architect on July 7 to discuss their needs.
Rector’s Report
Donna-Mae Siderius reminded the Vestry of the discussion at our last meeting regarding our feeling of “disconnectedness” during all the renovations and our need to keep focused on connecting with our parishioners. She asked for a debriefing on the establishment of the Vestry Care Teams. Vestry members had been asked to call parishioners on their team and invite them to a special service and picnic on the last day of Sunday School. Vestry members provided feedback of their experiences. The results were encouraging.
Most individuals appreciated the call. We realized we have many elderly parishioners. We spoke with individuals we did not know or had never met. The overall experience was positive. Kay Olson shared a letter she had developed and sent to some of her team. Elizabeth Phillips reported that there were about 200 parishioners at the picnic, some of whom came as a direct result of a telephone call from a Vestry member. The Care Team initiative appears to be a success and Vestry members were encouraged to continue making a connection with their team.
Donna-Mae distributed planning calendars, listing major events, for September 2004- January 2005. She highlighted some of the key dates: September 19-Beginning of fall schedule, with breakfast and a Dixieland band; October 3 -Blessing of the Animals; October 7 (Thursday)- Visit from Bishop Gallagher (there may be confirmation); October 30-Children’s Halloween Party; November 7 -All Saints Sunday; Week of December 12-A Night’s Welcome, and January 16-Annual Congregational Meeting and Vestry elections. A date for the annual Thanksgiving dinner has not yet been determined. The Christmas Eve services will be Friday, December 24. Because of virtually no attendance last year, there will be no service on Christmas Day, Saturday, December 25.
Donna-Mae also reported on some other proposed events. She is working on the development of a Sunday evening event that will bring parishioners together in a different way. On the second Sunday of each month, there will be a brunch, with no program, after the 10:30 service. At our last meeting, there was discussion regarding a proposed program for different age groups on Wednesday evenings. After further discussion with the Adult Group, Donna-Mae decided to change the focus from three groups to something that will help pull everyone together. A film will be shown on the 3rd Wednesday of each month. Newcomer’s orientation will be held quarterly, beginning in September. A new event is a monthly breakfast for men and women, on alternating Saturdays.
On October 31, Donna-Mae will be the guest preacher at the 100th anniversary of St. Cyprian’s Episcopal Church in Hampton, a parish that was “birthed” from St. John’s. Donna-Mae invited the Vestry to join her at that service. It was suggested that the Vestry send a letter of congratulations to St. Cyprian’s.
Donna-Mae also reported that on the first Monday of each month, St. Paul’s Episcopal Church, Newport News, serves breakfast to the homeless. David and Susan Copley will be providing a bible study during this time. The Vestry was encouraged to participate in this ministry as we look for ways in which we can partner with different people.
Donna-Mae reported that an “Opportunities at St. John’s in the Fall” booklet will be published and sent to the congregation, hopefully, by the end of August.
Action: The Vestry will send a congratulatory letter to St. Cyprian’s Episcopal Church, Hampton, in honor of their 100th anniversary as a parish.
Assistant Rectors’ Report
No report. David and Susan Copley were on vacation.
Other Business
Elizabeth Phillips reported on the Building Policy Committee she chairs. The Committee has met three times to develop a policy and procedures guide for the usage of the church buildings, including the duties of the sexton. Elizabeth visited six churches and found that no one really has any written procedures. Upkeep of the parish hall and church building are not just the responsibility of the sexton. The congregation has a responsibility and regularly scheduled clean-up days are suggested. The Committee had drafted a comprehensive job description for the sexton, which was distributed for review. Approval of this document will be requested at the September Vestry meeting. The Committee will also be recommending the formation of an emergency response team to respond to disasters involving the church itself and the greater community; a specific procedure for the requisition of supplies; and the development of an incident report. The Committee will present a comprehensive proposal regarding usage of the church buildings at the September Vestry meeting. An Application for Usage will be required, with approval granted at the discretion of the rector. Donna-Mae and the Vestry thanked Elizabeth and her Committee for their thoroughness and hard work.
Good of the Order
The two handicapped bars donated by Kay Olson for the women’s bathroom were installed by her husband, Svede Olson, in coordination with Frank Edgar, Sr.
Elizabeth Phillips thanked Connie and Don Heath for all their help with the parish picnic.
Frank Edgar, Sr., reported that he had received a letter from the Diocese thanking the Men’s Group for preparing breakfast at Camp Wakonda.
Tacky Light Award
The Tacky Light Award was passed from Sandy Smith to Elizabeth Phillips.
The next Vestry meeting will be Tuesday, September 7. The Vestry will hold a mini retreat on Saturday, August 28 at the home of Peggy Hayes.
Donna-Mae Siderius closed the meeting with prayer at 9:00 p.m.
Sandy Smith
Registrar
Minutes: Approved as corrected: