The Vestry of St. John’s Episcopal Church, Elizabeth City Parish, Hampton, Virginia met on March 11, 2008. Reverend Donna-Mae Siderius opened the meeting at 7:05 p.m. Present were John Chiasson-Junior Warden, Betsy Clark, Scott Curtis, Kevin Eley, Bob Harper-Senior Warden, Whit McKinney, Kay Olson, Sanford Pankin, Parkie Rice, Ruth Simmons, Sandy Smith-Registrar, and Kevin Van Sloten. Reverend Skip Hutton and Connie Heath-Treasurer were also present. Megan Tiller was absent.
Formation
Bob Harper led the Vestry in reflection on Jesus’ command to Simon Peter in John 21:16-17 to “feed my sheep”. Vestry discussed how the Clergy and Vestry tend and feed the sheep and how the Vestry and Clergy need to be fed. Formation was concluded with the Vestry Prayer for March, “Grasping the Details. “
Donna-Mae reported she had renewed her vows with other clergy and the Bishop this date. She reflected on the fact that most churches are declining in attendance and funding. There is a polarity between aggressive religion and a secular society. Most people fall in the middle, with a spiritual hunger. We are called to that middle, to offer feeding. How do we do this in our society? We, as a Vestry, are in this middle place!
Information
Prayer Concerns
Prayers were offered for Everett Peckham, Hal Brauer and Richard Boykin. Vestry was asked to incorporate the parish prayer list into our regular prayers.
Care Groups
Vestry members received their Care Groups and were asked to keep in regular contact with these parishioners, inviting them to special events, and remembering them in other ways as individual Vestry members choose. It is not just about money; it’s about connection and relationship.
New Members and Newcomers
The following newcomers were welcomed:
- Mark Stephens
- Lynne and Johnny Charles, IV, and children Ella, Walker, and William
- Joey Eanett and Jill Hartley
Other
There are eleven new Acolytes in training.
A group of parishioners, including a representative from the Endowment Board and the Mary Williams Foundation, was formed to develop a plan and timetable for renovation of the church building. The group, consisting of John Chiasson, George Cornwell, Nelson Durden, Bill Hudgins, Bettyrene Pope, Carrie and Ron Quinn, Jim Shoemaker, and Jim Tormey, will meet on March 19.
Donna-Mae met with the trustees of the Cemetery. There is about $640,000 in the Cemetery Fund. The goal is to build the Fund, through bequests and a soft campaign over 5-20 years, to $1-1.5 million to support perpetual care of the cemetery. Vestry has oversight responsibility of the cemetery and we need to be informed. The trustees will present their vision to the Vestry in September.
John Chiasson, Junior Warden reported on the following:
- The new comfortable chairs and chair rack arrived.
- Bill Forinash, Hansi Haufler, Ray and Lucy Kelly, and Karen Lytle helped John and Harper Lewis paint the second floor Sunday School rooms.
- Harper Lewis plans to bring Vestry a proposal to replace Sunday School furniture.
- John is in the process of identifying parishioners who have master keys to the church buildings.
- Contractors provided proposals for electrical and plumbing work.
Upcoming Events
The following events were noted:
- Signs of Lent – Wednesdays during Lent from 7:00-8:00 p.m.
- Skip Hutton’s 2010 Lecture #11 – Tuesday, March 18 at 7:00 p.m.
- Holy Week Service schedule – Maundy Thursday at 7:00 p.m. and Good Friday at noon. Due to lack of commitment from the former participating downtown churches (not St. Johns), the Good Friday Walk with the Cross will not be held this year.
- Easter Services at 7:00, 9:00 and 11:00 a.m.
- Stewardship Workshop – Saturday, May 3 at Hickory Neck, Toano. Hugh Magers will be the keynote speaker. All Vestry members are invited.
Discussion
Vestry Days
Bob Harper, Whit McKinney, Kay Olson, Sanford Pankin, Parkie Rice, and Ruth Simmons attended Bishop’s Day with Vestries on February 23 at Emmanuel, VB.
Kay reported on the following ideas gleaned from Newcomers-From Visitor to Member, presented by Old Donation and Emmanuel, Hampton.
- Bake and Take Ministry- within 24 hours a loaf of freshly baked bread is delivered to the visitor – this is doable for St. John’s.
- Quarterly Newcomer dinner, hosted and paid for by the Vestry, with babysitting provided by church nursery staff – a brunch would work too.
- Guest book for visitors to sign – Kevin Van Sloten related a practice at a church he attended, where the entire congregation signed in each week; newcomers are not missed with this practice; also can help identify pastoral needs
- Vestry encouraged to talk with someone they don’t know at Coffee Hour – Vestry should be Greeters all the time, not just when their turn or at Coffee Hour.
Sanford and Parkie reported on Reaching Out to Young Adults. These are individuals ages 20-35. This generation has cultural and technological differences. Sanford approached Will Andrews and Harper Lewis about setting up events for young adults and their friends.
Ruth Simmons attended Congregation Life Cycles. She reported that folks leaving a congregation is not necessarily bad, but if many are lost over a period of time, it should be a red flag. She liked the idea of a laminated sheet of church information in each pew.
Bob and Whit attended Vestry 101. Bob and Whit came away energized on organization. Vestry and Clergy should set their vision by using a “strategic viewpoint” approach through Commissions. Vestry does not have to do it all. Whit suggested we study this approach at the Vestry Retreat.
Parochial Report
Vestry reviewed the 2007 Parochial Report, which includes membership and financial information. The following key statistics were noted:
- 541 active, baptized members. Our roll decreased by 54 and increased by 39, for a net decrease of 15 parishioners from 2006.
- 58 children enrolled in Sunday School.
- 10 baptisms and 6 confirmations.
- Average Sunday attendance was 179, compared to 190 in 2006.
- Easter attendance was 380, compared to 437 in 2006.
- 146 pledges compared to 164 in 2006.
There are currently 60 members over the age of 80 in our parish. Even though this statistic is not included on the report, it is an important demographic for us. Our challenge as a Vestry and Church regarding membership is to determine how to spiritually feed individuals so they want to come to St. John’s and stay.
Bob Harper made a motion to accept the 2007 Parochial Report as presented. The motion was seconded by Kay Olson and unanimously approved by the Vestry.
Action: The 2007 Parochial Report was approved as presented.
Using Email
Tabled to the April meeting.
Decisions
Minutes
The February minutes were approved as presented.
Financial Statements
Connie Heath, Treasurer reviewed the February Income and Expense Statement, Special Accounts Report, and the Balances of Designated Offerings Report. The checking account balance as of March 11 was approximately $25,000. February income was $47,130 and expenses were $36,460.59. It was a quiet month financially.
Connie requested Vestry authorization to explore the financial impact of taking about $10,000 from the Memorial Fund and investing the money in a 6-month Certificate of Deposit. The goal is to increase our return on the money.
Action: Vestry authorized Connie Heath, Treasurer to discuss investment options with the bank.
2008 Operating Budget
Terrey McKinney, Chairperson of the Finance Committee presented the Vestry with a revised proposed 2008 Operating Budget of $485,850. At the direction of the Vestry, the Finance Committee met and discussed recommendations for a balanced budget, with the least impact on programs and staff. The original proposed Budget was $496,865. There were some minor adjustments in expenditures, such as a reduction in staffing costs for the nursery due to the elimination of the nursery during the 8:00 a.m. service. The main changes in revenue were (1) reduction in pledge income from $408,050 to $376,831; (2) addition of $15,000 from the Endowment Fund for heating/cooling expense (previously approved by the Endowment Board); (3) addition of $1,700 from the Clergy Continuing Education Fund, as a partial offset against the Sabbatical expense; and (4) the addition of $8,537 from the Perpetual Honor Fund, which was basically added to balance the Budget.
There was some discussion regarding expenses and the legality of including income from the Clergy Education Fund and the Perpetual Honor Fund. Donna-Mae stated the latter are legitimate sources of income, unrestricted for the purposes intended.
Bob Harper made a motion to approve the 2008 Operating Budget as presented. The motion was seconded by Betsy Clark. The motion was approved by a vote of 11 to 1.
Action: Vestry approved the 2008 Operating Budget.
Other Business
Whit McKinney made a motion that the Treasurer provide the Vestry a consolidated, complete statement of revenue and expenditures on a monthly basis. The motion was seconded by Scott Curtis. After some discussion regarding the intent of the motion, Donna-Mae Siderius, chairperson, tabled the motion to allow a small group to convene with Whit to discuss his concerns and report back to the Vestry. Sandy Smith and Kevin Van Sloten volunteered to meet with Whit. Sandy suggested we invite Bill Boyer, Financial Administrator, to the April meeting, to provide an overview of all our different accounts and income sources, specifically addressing those with restrictions. This presentation should prove extremely informative for new Vestry members and a refresher for “old timers”.
Action: Whit McKinney, Sandy Smith, and Kevin Van Sloten will meet to discuss Whit’s proposal for a consolidated financial statement.
Action: Bill Boyer, Financial Administrator, will be invited to the April Vestry meeting to provide information on all of the church’s accounts.
Thank You
The Vestry thanked the following:
- Journey to Adulthood (J2A) Class for the wonderful Valentine’s Dance
- Sunday School painters
- Finance Committee
- Men’s Group for the Shrove Tuesday Pancake Supper
Willie Parker will have served St. John’s as sexton for 75 years in June 2008. A celebration of his service is planned. Donna-Mae is looking for pictures and other memorabilia.
Tacky Lights
Bob Harper passed the Mission Tacky Light to Kevin Van Sloten.
John Chiasson passed the Dr. Chuck Light, with poem, to Parkie Rice.
Skip will NOT give up his Vestry Light.
Closing
Skip closed the meeting with prayer at 9:20 p.m.
The next Vestry meeting is April 8.
Sandy Smith Registrar
Approved with corrections