The regular meeting of the Vestry of St. John’s Church, Elizabeth City Parish, Hampton, Virginia, was held on December 6, 2005. The Very Reverend Donna-Mae Siderius, Rector, presided, opening the meeting at 7:05 p.m. 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-Treasurer, Vestal Lewis, Kay Olson, Bettyrene Pope-Junior Warden, and Sandy Smith-Registrar. The Reverends David and Susan Copley were also present.
Business
Susan Copley distributed a listing of revised Vestry Care Teams and asked that the Vestry continue to connect with their “flock”, especially those new to St. John’s and those who had lost loved ones this past year. She stressed that this is also an opportunity for Vestry members to determine if there are any pastoral needs, reasons for why individuals may no longer be coming to church, including if they want to continue to be included on the listing, and to get updated information for the parish directory.
David Copley received Vestry approval to begin the process to develop a pictorial parish directory. He distributed a good example of a photo directory from St. James Episcopal Church in Richmond, produced by a company called PCA, and stated he would like to use this company to produce our directory. Pictures will be taken in February. Each family will receive one free directory and one complimentary photograph. Additional pictures can be purchased. David was told the company would not use “hard sell” tactics. We can also take pictures of our shut-ins and add them to the directory at a nominal cost. The clergy will receive pocket directories. The church will also receive one complimentary package which we can donate to a family. We will need volunteers to coordinate the event. The company will contact parishioners to remind them of their appointment times. Delivery time for a pictorial directory, without group pictures, is six weeks.
Action: The Vestry approved David Copley’s request to develop a pictorial directory for St. John’s.
Minutes
The minutes from the November Vestry meeting were approved with no corrections.
Treasurer’s Report
Connie Heath presented the Treasurer’s report. She reviewed the Income/Expense Statement, the Special Accounts Report, and the Balances of Designated Accounts Report.
The checking account balance as of December 6 was reported as $17,984.12. From this amount, $5,000 will be repaid to the Hoffman House account and $5,000 is earmarked for current bills. A deposit of $2200, primarily catch-up pledges, is pending. Income for November was $38,655.29. Expenses were $40,798.35. With 92% of the year complete, our budgeted income is at 82% and our expenses are at 87%. Both “pledged” and “non-pledged, but paid” income are behind. We are slowly catching up, but it has been a struggle to pay our bills.
Connie reported that there is only $1,244.99 in the Hoffman House account. The $5,000 from the general fund account will be moved to this account on December 7. Rents are due from tenants for December, so the account balance will increase. The $4100 interest payment on the line of credit, paid from this account, is due.
There was discussion regarding how we plan to repay the remaining $13,000 borrowed from the Hoffman House account. Connie stated that pre-paid pledges for 2006 are not coming in as expected and what has been received has not been large. Donna-Mae Siderius stated that God has always provided for us and our ministry at St. John’s has always continued. She reminded us of the availability of the non-designated bequest made by Daisy McMenamin. She also reported that we will be receiving an anonymous gift of $25,000-$50,000 later this month.
The Treasurer’s report was approved as presented.
Finance Committee
Charlie Edmonson reported that our rector had asked him to convene Finance Committee meetings prior to Vestry meetings so that the Finance Committee could assess our financial situation and propose solutions to our cash flow problems, as necessary, at the next Vestry meeting. The Committee had discussed, by electronic mail earlier in the month, the most recent cash flow problems and potential solutions regarding payment of the interest on the line of credit. However, due to an influx of money received after these discussions, no action is necessary, as the interest and other bills can now be paid.
Stewardship Committee
Bob Harper reported for the Stewardship Committee. We have received 110 pledges for $288,000; eight of which are new pledges. Individual pledges have increased by about $300 per year. The average pledge is $2,600. Since we have not yet met our goal, a letter will be sent to those parishioners who pledged last year and have not done so this year, and to those who have never pledged, including newcomers, asking for a response by December 31, 2005. Bob stated that the Vestry would be asked to call parishioners who do not respond. After discussion and further reflection, Bob decided the Stewardship Committee would make the calls and would not engage the help of the Vestry unless the volume of calls to be made is high.
The Vestry decided, after hearing the Finance and Stewardship Committee reports and after a discussion about the purpose of committee meetings, to move the Vestry meetings from the first Tuesday of each month to the second Tuesday of each month. This will allow the financial committees to meet and present recommendations to the Vestry, rather than engaging the entire Vestry in problem solving.
Action: Vestry meetings will be the second Tuesday of each month, beginning in January 2006.
Junior Warden’s Report
Bettyrene Pope provided a written report of recent activities, either completed or in progress. She presented two proposals for Vestry approval.
The first proposal from Advanced Electrical Service, Inc. was to provide materials and labor to install new exit and emergency lighting and new exterior building lighting for the parish house at a total cost of $6,008.00. These enhancements are needed in order for us to meet city code requirements. These expenses will be paid for from our current line of credit, which will cause the interest payment to increase slightly.
The second proposal was to terminate our agreement with John Gammel, property manager of the Hoffman House. The Junior Warden would take over his duties, saving us $400 per month in expenses from the Hoffman House account. There was much discussion about the duties that would have to be assumed by the Junior Warden and whether we had a contract with Mr. Gammel. The Junior Warden will be responsible for recruiting tenants when vacancies occur, collecting rent from tenants, and receiving requests for repairs and general maintenance.
Bettyrene Pope made a motion that the Junior Warden advise John Gammel that his services as property manager of the Hoffman House will terminate in 30 days and that the Junior Warden will assume his responsibilities. The motion was seconded and approved on a vote of 13 to 1.
Action: The services of John Gammel, property manager of the Hoffman House, will be terminated and the Junior Warden will assume his responsibilities.
Rector’s Report
Donna-Mae Siderius provided the following report.
The annual congregational meeting will be Sunday, January 29. There will be one church service at 9:00 a.m., followed by breakfast and the meeting. Vestry elections will be held. It was suggested that we have a slide presentation like last year and that we consider having a brief presentation from representatives of our various ministries and activities.
A Pre-Annual Council meeting of the delegates and alternates from Convocation V will be held on Tuesday, January 24 at St. John’s. One clergy member will be elected to the Executive Board. The Diocesan budget for 2006 will be presented. The Vestry may be called upon to provide refreshments.
Annual Council will be February 10-12 at the Hampton Convention Center. Bishop Bane will be retiring at the end of Council. It was Donna-Mae’s understanding that the Bishop will be staying through the last service and therefore, legally he will be the chair. The Standing Committee of the Diocese will become the Ecclesiastical Authority on February 13, even if there is an interim bishop. Members of the Standing Committee are elected at Council. There will be one clergy and one lay person elected this year. Donna-Mae distributed a handout from the Standing Committee. The three bishops who have been working with Bishop Bane to help resolve the conflicts in the Diocese recommended that the Diocese form a Transitional Team and call an Assisting Bishop for about a two-year period. Donna-Mae will not be attending Council this year. She and Harper Lewis will be in Memphis, Tennessee forming their own CREDO team. Donna-Mae will be attending an Executive Board meeting of the Diocese on December 7.
The January-June activities calendar was distributed. There will be a parish gathering of some type each month. The Oyster Roast will be in January; a Winter Dinner in February; and a Cajun/St. Patrick’s Mission Dinner will be in March. On Wednesday nights during Lent, there will be a study/discussion of the Chronicles of Narnia. During the day on Thursdays in January and February, Susan Copley will lead a book study. Donna-Mae will continue her discussion group on “How Did We Get to be This Age”.
Donna-Mae was asked by the City of Hampton to chair the Worship Committee for the 2007 anniversary celebration.
The retiring members of the Vestry were asked to join the incoming members at the Vestry meeting on February 14. This will be transition meeting, hopefully facilitated by the Reverend Win Lewis, Canon to the Ordinary.
Assistant Rectors’ Report
David and Susan Copley have been invited by the National Church to be leaders and participants at a Mission Conference to be held January 7-21 in New York. David will be there the entire time and Susan will be there part of the time.
Good of the Order
Sandy Smith proposed naming the parish hall after Edward L. and Mary B. Williams and making this announcement at the annual congregational meeting on January 29. The Vestry was asked to think some more about this, but the initial reaction was positive.
Vestal Lewis thanked Bettyrene Pope for washing all the tablecloths used during the Stewardship brunch.
A dinner at Peggy Hayes’ home, an item auctioned during the Mission Dinner, was held recently and a great deal of fun was had by all who “won.”
Ben Ferris reported on A Night’s Welcome. St. John’s will host the homeless from December 10-17. A sign-up sheet is posted. There is a special need for parishioners, especially men, to spend the night. Dinner will be served at 7:30 each night and all parishioners are welcome to come and share a meal and conversation with our guests. Volunteers are needed to transport mattresses from Immaculate Conception Church to St. John’s early Saturday morning, December 10.
David Copley reminded us that St. Paul’s in Newport News and St. John’s host a monthly breakfast for the homeless on Mondays at St. Paul’s. The Vestry is welcome to help.
Tabled Items
There has been no progress on the Progress Reports from the Vestry Reflection Days.
Donna-Mae Siderius sent parishioner Anoush Wiggins a copy of the “St. John’s Facility Use – Policy, Procedures and Guidelines”, in response to her request to the Vestry at a previous meeting to use the parish hall for scrap booking events.
Donna-Mae Siderius will meet with the Port Hampton Research Group to finalize the Memorandum of Agreement regarding the archaeological study of St. John’s.
Tacky Light Awards
Sandy Smith passed the Vestry Tacky Light Award to William Andrews. The Mission Tacky Light was passed by Bill Forinash to Kay Olson.
Donna-Mae thanked the Vestry for their faithfulness and support this past year. David Copley closed the meeting with prayer at 9:00 p.m.
The next Vestry meeting will be January 10. Vestal Lewis will be responsible for devotions and snacks.
Sandy Smith
Registrar