The Vestry of St. John’s Episcopal Church, Elizabeth City Parish, Hampton, Virginia met on October 9, 2007. The Reverend Donna-Mae Siderius opened the meeting at 7:10 p.m. Present were John Chiasson-Junior Warden, Betsy Clark, Scott Curtis, Charlie Edmonson, Connie Heath-Treasurer, Whit McKinney, Sanford Pankin, Bettyrene Pope-Senior Warden, Sandy Smith-Registrar, Bob Wind, and Reverend Skip Hutton. Kevin Eley was absent.
Betsy Clark provided devotions related to Stewardship, including excerpts from two publications, one of which answered Betsy’s question to the Vestry – What Do Pigs and Hearts Have To Do with Stewardship?
Presentation of 2008 Draft Budget
Terrey McKinney, chairperson of the Finance Committee presented the 2008 Draft Operating Budget for review and discussion. The overall budget of $496,865 is less than the 2007 Operating Budget, but does include some increases. General expenses are down due to prudent management and contract negotiations.
The draft budget includes the following: four percent increase in pledges; four percent cost of living raises for staff, with the exception of the Parish Administrator and the Director of Christian Education and Youth Ministries, who received a prorated increase; program expenses as requested by the staff responsible for the management of these programs; two new line items under Programs, one for outside Hospitality events, in the amount of $300, and the other for Intergenerational Events, in the amount of $1,500; and a new line item under Clergy Compensation and Related Expenses for a sabbatical for the rector, in the amount of $5,000.
Terrey reported that the Bishop’s Office will be looking at parish giving. The Diocesan budget has decreased one million dollars over the past seven to ten years. A proposal to impose a formula for parish giving, based on a percentage of a parish’s plate and pledge income, is under consideration. Currently, parishes contribute voluntarily. Any new proposal will require a canonical change, preceded by two ratifications, and therefore will not be effective with 2008 giving to the Diocese. St. John’s needs to look at their giving in preparation for this change since our pledge to the Diocese has remained the same for the past two years.
Terrey also reported that a three month sabbatical for the rector, after five years of service, is included in Donna-Mae’s contract. The sabbatical does not have to be taken in 2008, but the money for the sabbatical should be included as a line item in the budget. Donna-Mae reported that she has not taken any formal continuing education since she became rector at St. John’s. The money for the sabbatical would cover supply clergy in the rector’s absence and other expenses related to that absence.
After Vestry discussion, Charlie Edmonson moved the Vestry approve the 2008 Draft Operating Budget for presentation to the congregation at the Budget Breakfast on Sunday, November 4. Bettyrene Pope seconded the motion, which was unanimously approved by the Vestry.
The Vestry thanked Terrey McKinney and her committee for their work.
Action: The Vestry approved the 2008 Draft Operating Budget.
Minutes
The minutes were approved as presented.
Treasurer’s Report
Connie Heath reviewed the September Income and Expense Statement, Special Accounts Report, and the Balances of Designated Offerings Report.
Connie reported the checking account balance as of October 9 was $3,154.63. September income was $30,422.53 and expenses were $38,020.60. With 75% of the year complete, total pledge and plate income is at 70.50%. Pledge income is down, at 63.25%. Plate income is at 70.69%. Generally at this time of the year we are anywhere from seven to thirteen percent behind, so we are in line with past years. We have not had to borrow any money from the Hoffman House account this year. Even though our oil expense will most likely exceed what was budgeted, we thank Bill Terrill, former Junior Warden, for his negotiating a five year fixed rate contract with our vendor. Bill Boyer, Financial Administrator, sent quarterly pledge statements to parishioners. The expense for a plaque from the Cemetery Trees account, reported at the September Vestry meeting, was to commemorate those who donated to the purchase of the trees.
Associate Rector’s Report
Reverend Skip Hutton reported he enjoyed the Blessing of the Animals. The animals were all well behaved. Skip is continuing with his History of St. John’s lecture series, with a focus on slavery in colonial times. He and Donna-Mae are leading the Foundations of Faith class for about 20-22 parishioners during the Sunday Adult Forum. About half of those attending are preparing for confirmation on December 9, but there are few YAC members participating. Skip will provide a Stewardship sermon on October 14. Skip will attend CREDO as a participant from October 27-29.
Senior Warden’s Report
Bettyrene Pope, Senior Warden, reported on her activities since the last Vestry meeting. She met with the Finance Committee in preparation for the presentation of the draft budget to the Vestry. She attended a Special Council meeting on Saturday, October 6 in Powhatan with Bob Harper, Skip Hutton, Whit and Terrey McKinney, and Kay Olson.
Bettyrene and several other parishioners attended the installation of the Reverend Susan Copley on Saturday, September 29 and a Sunday service on September 30 at Susan’s new church, Christ Church and San Marcos Mission, in Tarrytown, New York.
Bettyrene met with the Executive Director of the Downtown Hampton Development Partnership (DHDP) and applied for a Neighborhood Revitalization Grant to be used for repairs to the Hoffman House. There is also money available from the City of Hampton itself for revitalization efforts downtown. At the September 2007 Vestry meeting, the Vestry approved the expenditure of $8,350 from the Hoffman House account for outside painting and wood and stucco repairs to the Hoffman House. Bettyrene reported the need for additional repairs (a written report was provided) totaling $18,315.54. Bettyrene expects a total of $7,590 from the City and the Grant. Sanford Pankin moved the Vestry authorize Bettyrene Pope to set aside $10,000 from the Hoffman House account for repairs, pending receipt of the $7,590. The motion was seconded by Charlie Edmonson and unanimously approved by the Vestry. There were no rental increases for tenants in the Hoffman House this year.
Action: The Vestry authorized$10,000 to be set aside from the Hoffman House account for future repairs, pending an anticipated $7,590 from the City and DHDP.
Junior Warden’s Report
John Chiasson reported that 90% of the purging in the parish hall and basements is complete and the dumpster has been removed. He removed shrubs and a broken air conditioner unit from the property.
John also reported that he attended the first meeting for this year’s A Night’s Welcome. He will take over as the chairperson this year, which St. John’s will host from December 8-15. Sign up sheets are in Williams Hall. This program was well managed by the late Chuck Zimmerman, with John serving as co-chair last year. John is in need of a co-chair and is seeking a volunteer. Another meeting will be held in November.
Stewardship Report
Betsy Clark, chairperson of the Stewardship Committee, reported on Stewardship activities. Skip will provide a Stewardship sermon on October 14. The parish Stewardship dinner will be held on Saturday, October 20, with sign up needed by October 15. There will be pictures from our past for parishioners to identify and to “tell our story.” Pens with Stewardship 2008, courtesy of Elaine Holt, will be distributed. A nursery will be provided and a special room for young children to eat pizza and watch a movie. Pledge cards will be mailed in advance of the dinner and will also be available at the dinner. A flyer will be inserted into Parish News, with a tear-off for the collection plate.
The Parish Budget Breakfast on Sunday, November 4 will be catered by Baxter Simmons. Vestry members are needed to help set up tables on Saturday and help set up and clean up after the breakfast.
Rector’s Report
Reverend Donna-Mae Siderius reported Jenny Brown started as the new Parish Administrator on October16 and jumped right in! Donna-Mae is actively involved in the Jail Ministry started by Susan Copley. Donna-Mae went through the Parish records and sent letters of invitation to those with no record of confirmation to attend the Foundations of Faith course she and Skip Hutton are leading on Sunday mornings. St. John’s will host a Festival of Lessons and Carols for Christmas on Sunday, December 16. Invitations to read the lessons have been sent to community leaders. Our choir will be joined by the choir of First United Methodist Church, Newport News. Donna-Mae thanked the Vestry for the time off to lead a CREDO team. Clergy ranging in age from 40-54, from 24 dioceses attended.
Donna-Mae shared with the Vestry the minutes of the Mission Outreach Committee. The Committee is now meeting four times a year instead of monthly. They also created a process by which one member will serve as an advocate for each special mission. Donna-Mae offered this up as an alternate way to do business.
The Vestry reviewed and Donna-Mae discussed an article titled The Millennial Generation from the magazine Worship Leader. The gist of the article is that the church must be responsible to changes in the “marketplace” and the millennial generation (those born after 1975) constitute a new breed of humanity in terms of how they relate to religion in the 21st century. Denominational affiliation is not the key attractor anymore.
Donna-Mae reported the Endowment Committee met today, October 9. Chip Martin is the new Administrator of the Williams Foundation. Jim Shoemaker and Bill Terrill are the new Trustees. The line of credit for renovations to Williams Hall will be paid in full in April or May 2008, leaving us with about $90,000 to spend during the remainder of 2008. We are required to spend all the income received from the Trust or lose it. The yearly income is about $250,000. Vestry discussed the need for renovations to the church building, with the understanding of the potential impact on our 2010 celebration. The church building would be under construction and worship would be held in Williams Hall. Donna-Mae feels we need a good architectural survey done to determine what our needs are now and what they will be in the future (i.e. movable pews, restroom facility in the church building). A structural survey of the church was previously conducted. We need a Committee to flesh this out. It’s also possible to use the money for renovations to the Sunday School wing. The Vestry needs a comprehensive plan of action. Jim Shoemaker will attend the next Vestry meeting to discuss our options.
Thank You
Charlie Edmonson thanked the Vestry for their prayers, cards, emails and phone calls and Donna-Mae’s visit after his hip replacement surgery. Sandy Smith thanked Donna-Mae for the Vestry email notifications of parish illnesses and deaths.
Tacky Light Awards
Scott Curtis kept the new Dr. Chuck Light for another month. Skip Hutton kept the Vestry Tacky Light for another month. Donna-Mae passed the Mission Tacky Light to Betsy Clark.
Closing
The meeting was closed with prayer at 9:10 p.m. The next Vestry meeting was changed from November 13 to November 6.
Sandy Smith
Registrar