The regular meeting of the Vestry was held on February 1, 2005. The Reverend Donna-Mae Siderius, Rector, opened the meeting with prayer at 7:05 pm. Vestry members present were William Andrews, Greg Brauer, Linda Curtis – Senior Warden, Nelson Durden, Charlie Edmonson, Ben Ferris, Bill Forinash, Bob Harper, Peggy Hayes, Connie Heath, Vestal Lewis, Kay Olson, Bettyrene Pope, Sandy Smith – Registrar, and Bill Terrill. Retiring Vestry members present were Frank Edgar, Jr.-Junior Warden, Denine Miller, Elizabeth Phillips, and Jim Shoemaker. Retiring Vestry member Bill Kirkland was absent. Also present was David Copley, Assistant Rector. For devotions, retiring Vestry member Denine Miller provided reflections on love.
Program
The Program for the evening was a discussion led by Donna-Mae Siderius regarding who we are as a Vestry. She stated that Vestry is different from other bodies, like a Board of Directors. Our first call is to love God and to love one another. Every time we lose or gain a Vestry member, we are different; we become new. Vestry members are vision bearers for the congregation. Vestry leadership sets the tone for the congregation, who will mirror that leadership. Serving on Vestry should not be just a status symbol. It is important that we take time at each Vestry meeting to look at what it means to be a leader. This is a mutual ministry. Each of us has been given different gifts and together, with a combination of these gifts, we can get the job done.
Using an article, “Tending the Body of Christ”, retiring Vestry members were asked to seek out words and phrases in the article that spoke to what is important for the new Vestry. Donna-Mae Siderius asked the retiring members to reflect on their experience on Vestry and to provide feedback on what the new Vestry should consider and/or continue for 2005. Retiring members spoke to long range planning, reaching out to others in the community, and the best way to use our resources and be good stewards.
Donna-Mae Siderius distributed a handout containing Vestry dates to remember, expectations of Vestry members, and a list of Vestry norms adopted by the Vestry in March 2004. Members were reminded of the following important dates: Vestry meetings are held the first Tuesday of each month, Bishops’ Day with Vestry is February 19 and 26, Vestry Retreat is March 19-20. All members signed the Vestry Declaration.
Annual Council and the State of the Diocese
Donna-Mae Siderius led a discussion of issues before Annual Council, which will be held February 11-13 in Richmond. Our delegates Greg Brauer, Bob Harper, Denine Miller, and Bettyrene Pope and alternates Frank Edgar, Sr. and Vestal Lewis met with Donna-Mae on January 27 to review a package of emails sent between the Diocese and the Clergy . After Donna-Mae reviewed these emails with Senior Warden, Linda Curtis on January 30, it was decided that the entire Vestry should also review them. Copies were provided to Vestry members to review in advance of tonight’s meeting. The Vestry had previously been provided with a copy of the Diocesan Organization Committee (DOC) Report, which identified problems in the Diocese. Donna-Mae explained that there is a polarizing situation in the Diocese. There are serious issues about leadership and finances. Donna-Mae reported that a brief review of the state of the Diocese, including a letter from Bishop Bane, was discussed at the pre-Council Convocation meeting on January 31. It is felt that the Executive Committee and the Standing Committee have been disempowered. The Bishop has refused to meet with the Standing Committee and has brought nothing to the table with the Executive Board. It is felt that the Bishop wants to work around and outside of the system. The Standing Committee has asked the Presiding Bishop to intervene. The Vestry asked what action the Presiding Bishop can take, specifically asking if there was a process for removal. Donna-Mae stated that the Presiding Bishop can remove Bishop Bane if there are presentable charges against him. Bishop Bane is not willing to resign. The Vestry discussed what we can do that will be constructive in encouraging our Diocese to work on ways that are Episcopal. One option is for the Vestry to go on record supporting the work of the Standing Committee and the Executive Board. Another option is to withhold funds to the Diocese, if there is fiscal mismanagement. Donna-Mae stated that she has asked parishioner Evan Williams, CPA, to review the DOC Report and to assist her with questions to ask at an upcoming Executive Committee meeting regarding the Diocesan audit. Denine Miller reported that Donna-Mae had been elected to a three-year term on the Executive Board at the Convocation meeting.
Several Vestry members shared their comments regarding their review of the package of information. The general feeling was that the Bishop is not leading the Diocese and the Diocese cannot continue in the state that it is in today. William Andrews made a motion that St. John’s temporarily divert our Diocesan pledge to a separate account pending the resignation of Bishop Bane and the Diocesan Treasurer and that we commend the works of both the Executive Board and the Standing Committee. The motion was seconded by Peggy Hayes. During the discussion, it was reported that Charlie Pfeiffer, Diocesan Treasurer was resigning, but his actual position was a combination of Diocesan Administrator and Treasurer. Donna-Mae reported that this position has been split into two and that the Bishop has asked Mr. Pfeiffer to continue in the position of Diocesan Administrator. There will be a Diocesan Strategizing Committee meeting next week.
The Vestry had questions regarding retribution against clergy who are in favor of the Bishop’s resignation, Bishop Gallagher’s status, and the management of Diocesan funds. Donna-Mae reported that there has been no report of missing funds and an external audit has been done. Specific to the motion, there was a question regarding our standing at Annual Council if we voted to withhold our Diocesan pledge. The consensus of the Vestry was that we table this motion until after Annual Council. A motion was made by Kay Olson and seconded by Bob Harper that we table the motion to withhold our Diocesan pledge to our next Vestry meeting. The motion passed unanimously. William Andrews amended his original motion to move that the Vestry send a letter to the Executive Board and the Standing Committee commending them for their actions and pledging support for the future. The motion was seconded by Nelson Durden and unanimously passed by the Vestry. Senior Warden, Linda Curtis, will write the letter, stating this was a unanimous decision of the Vestry. The names of all Vestry members will be included.
Action: The Vestry tabled a motion to withhold our Diocesan pledge until after Annual Council. Linda Curtis, Senior Warden will send a letter commending the Executive Board and the Standing Committee of the Diocese for their work and supporting their future efforts.
Tacky Light Award
Elizabeth Phillips, retiring Vestry member, passed the coveted Tacky Light Award to Nelson Durden. We will anxiously wait to hear what Molly Durden has to say about the hugging and kissing Mickey and Minnie night light!
Donna-Mae thanked the retiring Vestry members for their service and offered them the opportunity to leave or stay for the remainder of the meeting. Denine Miller opted to stay.
Minutes
The minutes of the January 4 regular Vestry meeting and the January 12 special Vestry meeting were approved.
Treasurer’s Report
Connie Heath reviewed the Income/Expense Statement, Special Accounts Report and the Balances of Designated Offerings Report. The checking account balance is $13,669.09. Income for January was $40,343.70, with expenses of $46,887.74. Our budgeted income is on target. We have received $10,170 for Tsunami relief, which will be sent to Episcopal Relief and Development. A new line item, Cemetery Plantings, has been added to the Balances of Designated Offerings Report. We received $400 for this account in January.
Connie reported that at the last Vestry meeting we had discussed the possible need to increase rental amounts for the tenants of the Hoffman House. Connie provided a Tenant Lease Summary handout, which identified the current tenants, square footage, current rent, lease expiration dates, rent per square foot, and miscellaneous information. Connie reported that she had discussed rent increases with our realtor, John Gamble of Read Commercial Properties. It has been quite a while since a rental increase was requested. Mr. Gamble spoke with the tenants and all but one was in favor of a five percent increase. Books Ahoy’s rental space had increased and they would have had an increase anyway for that reason. Tenant Craig Hudson stated he would vacate rather than pay an increase. Connie reported that Mr. Hudson is on an old lease and will need to have a new lease with St. John’s. Connie reported that we are paying the realtor about $400 per month to manage the Hoffman House. William Andrews made a motion that the Junior Warden be granted authority to negotiate with John Gamble to reduce his fee or terminate his contract and if the contract is terminated, that the Junior Warden, or his designee assume management responsibility of the Hoffman House, including modification of leases. The motion was seconded by Kay Olson. There was general discussion about the services provided by Mr. Gamble and the cost of this service. Connie reported that Mr. Gamble is responsible for recruiting and keeping tenants. There was some discussion about general rental costs of downtown properties and the feeling that should tenants decided to vacate the Hoffman House, based on current rental amounts, we should not have any problem finding other tenants. The motion was passed unanimously by the Vestry.
Action: The Junior Warden is authorized to negotiate the realtor’s fee for managing the Hoffman House property or to terminate the contract. If the contract is terminated, the Junior Warden, or his designee, is authorized to assume management responsibility for the Hoffman House, including modification of leases.
Connie reported that our annual audit had been completed and that she had not yet received any feedback.
Donna-Mae Siderius suggested that Connie Heath continue as Treasurer for one more year and that next year the Vestry consider a new person for this position. Donna-Mae stated that it was not a good practice to have the same person as Treasurer for five years. Nelson Durden moved that Connie Heath be re-elected as Treasurer for a period of one year. The motion was seconded by William Andrews and unanimously approved.
Action: Connie Heath was re-elected Treasurer for a period of one year.
Vestry Elections
Donna-Mae distributed a handout of sample job descriptions for Vestry officers from The Vestry Resource Guide. The following Vestry members were nominated and stated they were willing to serve:
- Linda Curtis, Senior Warden (nominated by Nelson Durden)
- Bill Terrill, Junior Warden (nominated by Nelson Durden)
- Sandy Smith, Registrar (nominated by Bob Harper)
All were elected by acclimation.
Senior Warden Report
Linda Curtis reported that she had volunteered the Vestry to provide the meal at the Lenten Program on Wednesday, February 23. A simple supper of soup, salad, and bread will be served beginning at 6:00 p.m., followed by the program, “Jesus Goes to the Movies”. Donna-Mae Siderius reported that staff will provide the meal on February 16.
Action: The Vestry will provide the meal at the February 23rd Lenten Program.
Junior Warden Report
Bill Terrill reported that W.M. Jordan is officially off the job. There are a few minor things that they are working on but the renovation on the parish house is now considered complete! The city will inspect the kitchen on February 2. A demonstration of how to operate the new kitchen equipment will be scheduled for those who generally use the kitchen. After that demonstration, we will officially accept the installation. Bill asked for help in emptying the POD, which is filled with kitchen “stuff”. Greg Brauer asked how soon it would be before our security system is back on-line. Bill reported it would be about one more month. As a follow-up to our last Vestry meeting, Bill reported that the Hampton police did a preliminary security assessment of the parish house this date and will schedule another review with Harper Lewis, Parish Administrator and the Senior and Junior Wardens the week of February 14. Donna-Mae reported that the Church’s Risk Management suggests that we only have one door open in the parish house. Bill stated that we need to have the exterminating company back now that the parish house renovations are complete. Donna-Mae stated that she thought we had been given one year’s free service because of the problems we encountered during the renovation. Bill and Donna-Mae will discuss this issue.
Rector’s Report
Donna-Mae called the Vestry into Executive Session to discuss a personnel matter.
After the Executive Session, Donna-Mae Siderius distributed a handout, Sunday Morning Job Description, which outlined the duties of the Sunday Sexton. Vestry discussed how to handle these duties since the Sunday Sexton is no longer employed. Bill Terrill made a motion that each Sunday one Vestry member assume the Sunday morning duties of the Sexton. The motion was seconded by Linda Curtis. During the discussion, Donna-Mae reviewed the duties and stated that one of the clergy would be available each Sunday to brief the person in charge. There was some discussion of the inconvenience for those who teach Sunday School and serve as Lay Eucharistic Ministers. Linda stated that this rotation only requires each person to serve once every 15 weeks. The motion was passed unanimously by the Vestry. Each person was given a master key. The rotation will begin this Sunday, February 6. A sign up sheet was passed around for the next 14 Sundays. A copy will be provided to each Vestry member and to the Registrar.
Bishops’ Day with Vestry is scheduled for February 19 and 26. The meeting on February 26 is in Virginia Beach. Members were encouraged to attend one of these sessions. Each person can attend two workshops. Donna-Mae requested that members return their registration forms to her by February 11, so that one registration can be sent for everyone.
Action: Vestry members will assume the duties of the Sunday Sexton on a rotation basis, beginning February 6.
Donna-Mae asked for feedback on the Annual Meeting. There were some parishioners who still felt it was too long, but overall the format was positively received. All Vestry members agreed that the presentation by the youth involved with the Journey to Adult (J2A) Program was wonderful.
Care Groups
David Copley distributed the revised Vestry Care Teams. David stated that these are a tool for tending the body of Christ. They are a way to make sure everyone is contacted on a regular basis, a way to develop relationships and for parishioners to be heard by the Vestry, and a way to model hospitality. Donna-Mae stated that she had heard positive comments from parishioners who had been contacted. We were encouraged to invite our Care Teams to the Rededication of the Parish House dinner on Saturday, March 5.
Action: Revised Vestry Care Teams were distributed.
Museum and Sound System
Greg Brauer reported on the committee that was formed to determine the best way to display St. John’s history in the Hampton History Museum. Committee members Elizabeth Brauer, Greg Brauer, Molly Durden, Frank Edgar, Sr., Beverly Gundry, and Jim Tormey met on January 27. Pamela Martin is also a member of this committee. The Committee will determine what is available to be presented to the Museum, and will receive input from the Museum. Greg reported that Beverly Gundry does not know where everything from our museum was stored when it was dismantled. Vestry was asked to notify Beverly if they have any of the items or know persons who do. Bill Terrill stated he had some of the items. Greg confirmed for Charlie Edmonson that the articles presented to the Museum will be on loan. Donna-Mae stated that the Museum will absorb the cost of the display. Greg reported that the Committee is also exploring making a replica of our communion silver for inclusion in the Museum.
Greg Brauer also reported on the status of the reinstallation of the Public Address system. We need to reinstall what we had, but we also need some enhancements, such as additional wiring and different speakers to match the d�cor. Greg still has not been able to meet with the individual who has expertise in this matter because the individual has been sick. Greg estimated the cost of the reinstallation, including enhancements, as $2100. He had spoken with Bill Boyer, Jr. regarding possible funding from the Parish Improvement Fund or the Memorial Fund. The Vestry questioned if this could be covered by the Williams Trust, since it is basically replacement of a pre-existing item. Bill Terrill will present Greg’s itemized cost accounting to the Trustees of the Williams Trust. Greg Brauer moved that the Vestry approve funding for the reinstallation of the Public Address system, in an amount not to exceed $2200, with funding to be requested from the Williams Trust and interim funding, if needed, to come from the Parish Improvement or Memorial Funds. The motion was seconded by William Andrews and approved unanimously by the Vestry.
Action: The Vestry authorized funding for the re-installation of the Public Address system, including some enhancements, in an amount not to exceed $2200. Bill Terrill will ask the Williams Trust to fund this project. Interim funding, if needed, will be provided from either the Parish Improvement Fund or the Memorial Fund.
Other Business
Vestal Lewis reported that the Articles of Incorporation of the St. John’s Charitable Trust require that one new member of the Board of Directors of the Trust be elected each year by the Vestry. The term of the Director is five years. Vestal Lewis moved that Dr. W.R. Scott Curtis, Jr. be so elected. The motion was seconded by Charlie Edmonson. Dr. Curtis has been contacted and has agreed to serve if elected. The motion was unanimously approved by the Vestry.
Action: Scott Curtis was elected to the Board of Directors of the Charitable Trust.
The meeting was adjourned with prayer by David Copley at 10:00 p.m.
The next meeting will be Tuesday, March 1 at 7:00 p.m. Nelson Durden is scheduled to provide devotions and snacks.
Sandy Smith
Registrar