The Vestry of St. John’s Episcopal Church, Elizabeth City Parish, Hampton Virginia met on November 10, 2008. The Reverend Donna-Mae Siderius opened the meeting at 7:00 PM. Present were Parkie Rice, Ruth Simmons, Betsy Clark, Bob Harper, Senior Warden, Witt McKinney, John Chiasson, Junior Warden, Kevin Van Sloten, Kevin Eley and Kay Olson, Registrar. Also present were The Reverend James L. Hutton, and Connie Heath, Treasurer, Also present were Greta Harrison and Ann Bane of the Tyler School Partnership. Absent due to illness were Megan Tiller and Sanford Pankin.
Whit McKinney and Donna-Mae Siderius led the devotions “Servants” Discussion on how the vestry members are servants as a group and as individuals.
Prayer and concerns were brought forward by the Ministers and by the Vestry members.
Guests Greta Harrison and Ann Bane gave a talk on the Parish’s role in the Tyler Elementary School’s partnership program. Parent involvement in our schools is one of the biggest issues facing schools today. St. John’s has been involved with Tyler School for about a year and has made a difference in the attitude of the children. There are many ways to become involved in the Partnership Program such as “Lunch Buddy” … coming to the school and eating lunch with the children; tutor; being a presence in the classroom to assist the teachers. Faith based ministries are one of the main reasons the achievement gap is narrowing for minority and low income children in the school system. It helps the children know an adult cares about them. Greta Harrison will gladly answer any questions about becoming involved in this vital mission of St. John’s Parish.
Renovation Committee Report: Contract for masonry renovation has been awarded and some preliminary work has been accomplished. Some bricks have been removed and replaced and some mortar has been removed. Some samples of the mortar is being made to find the best match. An engineering firm will be on site November 13 to evaluate condition/status of the church roof. A report will follow. Painting of the parish house will be finished as weather permits.
Junior Warden’s Report: The Junior Warden has made a list of repairs to be done around the Parish House as follows: Heating/AC: Furnace issues in the Sunday School wing. The present furnace is rated at 60% efficiency due to the unit’s being over 25 years old. An evaluation was made by ET Lawson which recommended replacement of both units at a cost of $4,784.00 each, totaling $9,568.00. The air conditioning units in the same wing are both over 25 years old and have a inefficient SEER of 7. The new units would increase the SEER to 16. Evaluation was also made by ET Lawson. Cost of each unit $6,876.00, totaling $13,752.00.
ET Lawson is the contractor of choice for this project as they have been servicing all of St. John’s heating and AC equipment for a number of years. Their service commitment to our church facilities has always been most satisfactory. Additionally, we currently have a service agreement with them for our routine/yearly requirements and to have split coverage between two contractors would be ineffective. Total cost of heating and A/C is $23,320.00
Doors: A requirement exists for the replacement of multiple doors in the Sunday School wing and main (handicap) entry way. These doors are in such poor condition that repair or restoration is not a feasible option. Recommended replacement will be made of composite material with safety glass and new hardware. After three phone calls to different contractors, Hunt Associates, was the only respondent. They are pricing the doors and installation costs and a hard copy proposal will be forthcoming. An estimate of the cost of the doors, $12,000.00.
John Chiasson made the motion and Ruth Simmons seconded that the vestry request $35,320.00 from the Edward L. and Mary B. Williams Foundation and the Endowment Fund for the planned replacement of the furnaces, air conditioning units and doors of the parish house. The motion passed. Action Taken: The vestry approved a motion to ask the Edward L. and Mary B. Williams Foundation and the Endowment Fund for $35,320.00 for furnaces, air conditioning units and doors of the parish house.
Sign on Queen Street is out for refurbishing. Work on the men’s restroom should be completed. A final report will follow. A ladder is being installed on the roof to make getting around on the roof safer. Awaiting additional proposals for plumbing contract, HVAC contract, parking lot project, roofing contract, door contract. Approved $600.00 cost of installing main water shut off inside building. Approved $600.00 cost of exploratory work by plumbing company to evaluate condition of soil pipes which run from the Parish House to the man hole under the parking lot prior to paving. Project to replace/repair HVAC duct work under the Parish house – completed, cost $1,800.00 Night’s welcome will be December 6th -13th Meeting to be Monday November 24 at 7 P.M. in parish hall.
Senior Warden’s Report: Bob Harper reported the J2A event netted over $20,000.00 toward their pilgrimage to California. Thanks to all who participated. The request of a parishioner to have an oversized monument erected in the cemetery was tabled until the December meeting so a member of the cemetery committee can come and explain the reasoning for the guidelines of a limit of four feet for a monument in the cemetery.
The Senior warden suggested that the vestry enter into a process that would involve vestry members with the different programs of the parish and help educate the parish on budget, need, and vision. This attempt to recognize the base budget requirement and allow opportunity for support of ministry beyond the base budget.
It was moved and the motion passed for the Vestry to go into Executive session.
Following a motion to come out Executive session, a motion was made by Betsy Clark and seconded by Whit McKinney to increase the proposed budget by an additional amount of $5,000.00. The motion passed. Action Taken: The vestry voted to increase the proposed budget by an additional $5,000.00.
Rectors Report: The City Manager of Hampton has contacted Donna-Mae to see if St. John’s would be interested in having a space on the City’s Web site. The listing on the web site will include a 60 second video about St. John’s church and also link to the St. John’s web site. The vestry decided it would be interested in the proposal. Betsy Clark made a motion we list with the City of Hampton’s official web site at the gold level of $5,000.00. Kevin Van Sloten seconded the motion. The motion carried. Action Taken: The vestry voted to list with the City of Hampton’s official web site at the gold level of $5,000.00.
Two families have transferred in and we are having several visitors looking for church homes.
A 2010 planning session is scheduled following the service on November 16th.
The date of the December meeting was changed to the 3rd Tuesday, December 16th due to Night’s Welcome during the week of Dec. 6-13 th.
Associate Rector’s Report: Skip is getting settled into his new office.
Financial Report
The financial report was approved as presented in the printed material.
Minutes The minutes of the October meeting were approved with one correction; Ruth Simmons was present at the October meeting.
Good of the order The needlepoint has been received by the restorer. The backing will be replaced with archival backing and the mildew/mold will be attended to.
Tacky Night light was given by Kevin Van Sloten to Ruth Simmons. Skip closed the meeting with prayer at 10:00 PM.
Kay Olson, Registrar