A special meeting of the Vestry of St. John’s Church, Elizabeth City Parish, Hampton, Virginia, was held at the parish house on January 12, 2005 at 8:00 p.m. The Reverend Donna-Mae Siderius, Rector, presided. Vestry members present were Greg Brauer, Nelson Durden, Frank Edgar, Sr.-Junior Warden, Bill Forinash, Bob Harper, Peggy Hayes, Vestal Lewis, Denine Miller, Kay Olson, and Sandy Smith-Registrar. Absent were William Andrews, Linda Curtis-Senior Warden, Bill Kirkland, Elizabeth Phillips, and Jim Shoemaker. Also present were Connie Heath-Treasurer and guests Charles Edmonson-Chairman of the Finance Committee and Sanford Pankin-Vestry nominee.
Donna-Mae Siderius opened the meeting with prayer and turned the meeting over to Charles Edmonson for the presentation of the revised Operating Budget for 2005.
Charles reported on the meeting of the Finance Committee that was held earlier in the evening. All Finance Committee members were present. The Vestry had requested the Finance Committee convene to revise the Operating Budget for 2005 because the amount of pledged income did not meet what we had projected. Charles reported that during the two hour meeting, Finance Committee members looked at everything. After much discussion, the Committee was able to agree on a balanced budget of $486,000. This budget includes the following income revisions: (1) a projected increase in the amount of “non-pledged, but paid” income from $31,000 to $40,000, based on what was received in 2004; (2) $4,000 we received in January from 2004 pledges; (3) $21,000 in 2006 pre-paid pledges, expected to be received in November and December 2005 and (4) $25,000 in anticipated pledges for 2005 from 18 pledging units who pledged in 2004 but who have not yet pledged for 2005. Bob Harper is in the process of contacting these individuals. The Finance Committee stepped out in faith that we will get this money.
Regarding expenses, Charles reported that there are a lot of good things in the budget and that the Committee felt that cutting some of these items would not allow an opportunity for growth. The Committee felt that continuing to fund programs and staff as originally budgeted was critical. The Finance Committee recommends the following revisions to expenditures: (1) eliminating the new sexton position, for a $20,000 reduction, and adding back $6,000 for the cost of a cleaning contract; (2) removing the interest payment on the line of credit and funding this cost by borrowing the money from the Hoffman House account, with a two-year proposal for repayment to be presented by Bill Boyer, Jr. at the next Vestry meeting and (3) some minor adjustments to other expenses, such as professional expenses for David and Susan Copley and a reduction in the estimated cost of oil for 2005. With the above revisions, the amount budgeted for expenditures will equal $486,000.
Charles reported that it was the consensus of the Finance Committee that the revised budget is one we can live with and that we have taken the right steps, both financially and spiritually. The Finance Committee will closely monitor the budget and return to the Vestry with concerns.
Nelson Durden moved that the Vestry accept the revised Operating Budget for 2005 as presented by the Finance Committee. The motion was seconded by Denine Miller.
During the discussion of the motion, Peggy Hayes and Bill Forinash asked if the $6,000 for cleaning services would be enough to meet the increased cleaning demands for the newly renovated parish hall. Donna-Mae Siderius stated that we currently pay about $20,000 for cleaning services, counting the salary of the current sextons and the small cleaning allowance. She felt that we would be able to meet our cleaning needs on this amount, but that we may have to enlist the service of volunteers to help with the cleaning. Although not ideal, Donna-Mae felt this is workable. Greg Brauer wanted to confirm that there had not been any program cuts. Peggy Hayes asked if we could reduce our pledge to the Diocese if it turns out we need money. Donna-Mae stated that the Vestry had voted for the amount of our Diocesan pledge and Connie Heath confirmed that this amount had been reported to the Diocese. As this amount is something St. John’s pledges to pay, we should meet this obligation. After discussion of the motion, the Vestry unanimously voted to approve the revised Operating Budget for 2005 as presented.
Action: Vestry approved a revised 2005 balanced Operating Budget of $486,000.
Donna-Mae Siderius will offer David and Susan Copley the opportunity to stay at St. John’s. Their contract ends June 30, 2005. They had wanted to stay if funding was approved for a position and one half and the approved budget contains this funding.
Charles Edmonson will present the budget to the congregation at the Annual Meeting on Sunday, January 16.
Sandy Smith reported that Bishop Carol Gallagher will be one of the guest speakers at the Lenten Series offered by St. Paul’s Episcopal Church in Richmond. She will be preaching the week of February 14.
Donna-Mae Siderius adjourned the meeting with prayer at 8:20 p.m.
Sandy Smith
Registrar