The regular meeting of the Vestry of St. John’s Church, Elizabeth City Parish, Hampton, Virginia, was held on October 4, 2005. The Very Reverend Donna-Mae Siderius, Rector, presided, opening the meeting with prayer at 7:10 p.m. Vestry members present were William Andrews, Greg Brauer, Nelson Durden, Charlie Edmonson, Ben Ferris, Bob Harper, Peggy Hayes, Vestal Lewis, Kay Olson, Bettyrene Pope-Junior Warden, and Sandy Smith-Registrar. Linda Curtis-Senior Warden, Bill Forinash, and Connie Heath were absent. The Reverends David and Susan Copley were also absent.
Devotions were provided by Bettyrene Pope.
Request from Anoush Wiggins
Parishioner Anoush Wiggins presented a proposal to use the parish hall to conduct monthly scrap booking workshops for the purpose of helping people complete memory albums for their families. Mrs. Wiggins proposed contributing $5.00 to St. John’s for each person attending. The workshops would be held on Friday nights or during the day on Saturday for no more than four hours. The expected attendance is 5-12 people. No action was taken on the request because the Vestry planned to review the draft St. John’s Facility Use Policy, Procedures and Guidelines document later in the meeting.
Minutes
The minutes from the September Vestry meeting were approved with corrections.
Treasurer’s Report
Charlie Edmonson, chair of the Finance Committee, presented the Treasurer’s report in the absence of Connie Heath. Charlie reviewed the Income/Expense Statement, Special Accounts Report, and Balances of Designated Accounts Report. The checking account balance, as of September 30, was reported as $36,833.77. Income for September was $80, 482.16. Expenses were $53,774.33. With 75% of the year complete, our budgeted income is at 66.89%. Our budgeted expenses are at 71.44%. Pledges are down about 6%, but are expected to increase as we resume our fall schedule.
Donna-Mae Siderius reported that we had received a $36,006.71 non-designated bequest in September from the estate of the late Daisy McMenamin, which was deposited into our general operating account. Donna-Mae suggested that we designate $5,000 as “seed money” for our Adopt a Hurricane Katrina Family; $15,000 to the Hoffman House account; and $15,000 to the Memorial Fund. Several Vestry members were not in favor of the Hoffman House suggestion. Bob Harper made a motion that we use $5,000 for our Adopt a Hurricane Katrina Family. The motion was seconded by Peggy Hayes and unanimously approved by the Vestry. Bettyrene Pope made a motion that we move the balance of the money to the Memorial Fund (where interest can be earned) until we decide how best to use this generous gift. The motion was seconded and unanimously passed by the Vestry.
There was some concern about the low balance in the checking account, minus the bequest from Daisy McMenamin. The Vestry was reminded that the balance did not include any monies collected on Sunday, Oct 2. Donna-Mae Siderius reported that she has asked Bill Boyer to track income and expenses on a monthly basis and to let her know if one month seems out of the ordinary. Quarterly statements will be sent out soon. Bill Boyer has received 2/3 of the yearly pledges so far.
Sandy Smith questioned the accuracy of the Finance Committee article in the October Epistle. The article seemed to contradict the information reported in the September Vestry Highlights and the discussion at the September Vestry meeting. Charlie Edmonson requested that future articles be identified as coming from the Treasurer or Financial Administrator rather than the Finance Committee.
The Treasurer’s Report was approved as presented.
Action: $5,000 of the money left to St. John’s from the estate of Daisy McMenamin will be used as “seed money” for our Adopt a Hurricane Katrina Family. The balance of the money will be moved to the Memorial Fund.
Finance Committee Report
Charlie Edmonson, chair of the Finance Committee, presented the 2006 Proposed Operating Budget. The Finance Committee met with staff and department heads prior to developing a final budget. Department heads were asked to provide an explanation of how they had spent their 2005 budget and what they felt they needed for 2006.
Donna-Mae Siderius provided the Committee with salary recommendations. The first draft budget of $600,000 included money to pay the interest on the line of credit, money for a Sunday Sexton, salary increases, and cost of living raises for clergy and staff. The final draft represents a more realistic figure of approximately $515,000. Interest on the line of credit and money for a Sunday Sexton were removed. The final draft includes money for additional cleaning service, anticipated increased heating costs, and cost of living raises for clergy and staff. There was no decrease in program budgets. Charlie reported that Donna-Mae offered to forego her salary increase, but the Finance Committee rejected her offer. The money budgeted for “Pledges, Next Year” is based on a four year average. The proposed budget is 6% more than 2005 and requires a 8.9% increase in pledged income.
Peggy Hayes asked if we could reduce our Diocesan pledge. She also expressed concern with not having any financial cushion. Vestal Lewis asked about the anticipated increase in oil costs. Andy Andrews requested an explanation of the Storm Water Fee, since we did not have this expense last year. Sandy Smith asked that money for a Sunday Sexton be added back to the budget. She also requested that Kathy Dansey, Director of Christian Education, be compensated for the 40 hours she actually works.
Bob Harper stated that the budget should reflect the Vestry’s priorities and what the Vestry feels St. John’s needs to operate.
The proposed budget was amended to include money for a Sunday Sexton and an increase in salary for Kathy Dansey to reflect 40 hours of work. The amendments resulted in a new proposed budget of $524, 198. Bob Harper made a motion that we accept a 2006 Proposed Operating Budget of $525,000 (rounded), as amended. The motion was seconded by Kay Olson and unanimously passed by the Vestry.
Action: The Vestry approved the 2006 Proposed Operating Budget of $525,000, as amended.
Stewardship Committee Meeting
Bob Harper, chair of the Stewardship Committee, reported that a Committee had been formed and held one meeting. Committee members are Kay Olson and Sandy Smith, representing the Vestry, and parishioners Rick Bagley, Byron Gibson, and Sanford Pankin. Ann Ward had also been asked to serve, but had not responded. The Committee plans to have a Stewardship dinner with presentations by Committee members.
Donna-Mae suggested that the Committee also ask parishioners to speak on how St. John’s has been important in their lives. Bill Boyer has been asked to provide a breakdown of current pledges. Bob is drafting a letter for parishioners, to include a pamphlet explaining the various accounts we have in addition to the General Operating Fund. Donna-Mae felt that the pamphlet might draw attention away from our main message of providing adequate funding for salaries, programs and general operating expenses. The Committee also discussed the possibility of establishing an Endowment Fund for operating expenses. The Committee will be meeting again later in the month.
Junior Warden’s Report
Bettyrene Pope, our new Junior Warden, has been hard at work, following capably in Bill Terrill’s footsteps. She provided a written account of her many activities during the past month. Significant projects include the cleaning of both basements and the washing of the church doors. Many other “projects” are in progress.
Rector’s Report
St. Cyprian’s 100th anniversary dinner and dance is Saturday, October 8. John and Donna-Mae will attend. Extra tickets will be given to parishioners since no one from the Vestry could attend.
The Harvest Moon Dinner has been moved to Saturday, October 22 so as not to conflict with the H.E.L.P Auction on October 15. The Vestry was asked to call their Care Teams.
Parishioner Debbie Williams is spearheading our Adopt a Hurricane Katrina Family efforts. She and Kay Olson attended a meeting on Saturday. We are waiting for a family to be referred to us. Kay Olson made a motion that we use the approximate $500 remaining from our Soup Kitchen project for our Adopt a Family. The motion was seconded by Bob Harper and unanimously approved by the Vestry.
Donna-Mae received a request from the Red Cross to use our kitchen and parish hall to help feed families and individuals in times of a disaster. Vestal Lewis made a motion that we approve this request. The motion was seconded by Charlie Edmonson and unanimously passed by the Vestry.
Donna-Mae presented the revised draft St. John’s Episcopal Church Facility Use Policy, Procedures, and Guidelines document for discussion. The document was the effort of a committee consisting of Linda Curtis, Peggy Hayes, Vestal Lewis, Kay Olson, Elizabeth Phillips, and Bettyrene Pope. A few clarifying additions to the document were recommended. There was much discussion about whether church members should be charged for the use of the parish hall for non-church sponsored events, and if so, in what amount. It was felt that anyone using the parish hall for a non-church sponsored event should pay a fee, with specific exceptions for weddings and funerals. The church will incur a cost for electricity and/or heat whenever the parish hall is used. Bob Harper made a motion that we charge a Facility Use fee of $50 for members of St. John’s and $150 for non-members for non-church sponsored events. The motion was seconded by Kay Olson and unanimously approved by the Vestry. In addition to the Facility Use fee, a Sexton fee must also be paid. The Sexton duties will be provided by Rowe Cleaning Services and includes opening and locking up the building. Charlie Edmonson moved that the St. John’s Facility Use Policy, Procedures, and Guidelines document be approved, as amended. The motion was seconded by Vestal Lewis and passed unanimously by the Vestry. Future procedural amendments must be approved by the Vestry.
Vestry members Greg Brauer, Bob Harper, Vestal Lewis, and Bettyrene Pope attended the Special Council meeting on October 1 where Bishop Bane announced his retirement effective at Annual Council in February 2006. Donna-Mae distributed a letter from the Bishop to the people of the Diocese regarding this announcement. The Diocese will have an Interim Bishop. A process will be recommended by the Presiding Bishop.
Actions: Money left over from the summer Soup Kitchen project will be used for the Adopt a Hurricane Katrina Family. The Red Cross was given permission to use our kitchen and parish hall to feed families in times of disaster. The St. John’s Facilities Use document was approved to include a $50 charge for members and $150 for non-members for non-church sponsored events.
Report on Archaeological Project
Vestal Lewis reported on a series of meetings held to review the Memorandum of Agreement (MOA) with St John’s and the Port Hampton Research Group (Group). The Group was previously granted permission by the Vestry to use the current and former St. John’s sites for research and educational purposes. There were several questions from Vestry members regarding St. John’s liability and our involvement in their funding requests. Donna-Mae Siderius stated that she was satisfied that the Group can do what they say they will do. The Vestry recommended adding the following statement, or a similar “out” clause, to the MOA – “We reserve the right, at our discretion, to terminate this agreement immediately”. Action to approve the MOA was tabled until a revised MOA is received and reviewed again by the Vestry.
Group Progress Reports from Vestry Reflection Day
Discussion on the progress made by the various Vestry groups formed at the Vestry Reflection Day was tabled to the next Vestry meeting. Discussion had also been tabled from the September meeting.
Good of the Order
Bob Harper, a member of the Anti-Racism Commission of the Diocese, reported that October 16 is Awareness Sunday.
David Copley will be preaching on October 16 regarding his involvement with Hurricane Rita clean-up efforts in Texas.
Pictures from the Blessing of the Animals service are available for purchase. Bob Harper will provide the prints. A sign-up sheet is in the Sunday School wing.
William Andrews spoke of his involvement with the Salvation Army, the organization in charge of the Gulf Coast evacuees. He asked that we not forget their efforts as we work with and through other organizations, such as the Red Cross and H.E.L.P. Nelson Durden asked that we not forget the children in our own community. There is a continuing need for Foster Parents in our city.
Tacky Light Award
Bettyrene Pope passed the Vestry Tacky Light Award to Charlie Edmonson. Connie Heath was not present to pass on the Mission Tacky Light Award.
The Very Reverend Donna-Mae Siderius closed the meeting with prayer at 9:45 p.m.
The next Vestry meeting will be Tuesday, November 1. Charlie Edmonson is responsible for devotions and snacks.
Sandy Smith
Registrar