The Vestry of St. John’s Episcopal Church , Elizabeth City Parish, Hampton, Virginia met on December 16, 2008. The Reverend Donna-Mae Siderius opened the meeting at 7:00 pm. Present were Kevin Van Sloten, Scott Curtis, Whit McKinney, Bob Harper, Senior Warden, Sanford Pankin, Betsy Clark, Ruth Simmons, John Chiasson, Junior Warden, Megan Tiller, Kay Olson, Registrar, Connie Heath, Treasurer, Parkie Rice. Kevin Eley was absent. Guests present were David Bishop of the Cemetery Committee and Linda McMahon, Management leader of the 2010 Committee.
Ruth Simmons presented the devotion. Vestry discussed reflections of vestry accomplishments in 2008. Each member reflected on what worked or what did not work and what was considered inspiring about the meetings held during the past year. Ruth also provided wonderful refreshments for the enjoyment of all present.
Prayer concerns included the guests we housed for the week of “Nights Welcome” and for the Hampton University nursing students who provided much needed assistance during the week and the members of St. John’s who gave of their time.
Guest David Bishop of the Cemetery Committee spoke to the vestry about the restrictions in place for the height of headstones and monuments to be erected in the cemetery. In the 1970s, the cemetery was in such disarray that full time cemetery workers were hired to get the property looking good again. The concrete on several of the stones was deteriorating and overgrowth of vegetation was a big problem. The committee at that time came up with height restrictions of two and one-half (2 ½) feet on a ten (10) inch base for the stones and monuments with maintenance of the marker to be the responsibility of the family. David Bishop suggested a three (3) foot cross on a one (1) foot base to Mrs. Brauer for the monument to be erected in the Brauer Family plot.
Linda McMahon, Project Manager for the 2010 Celebration gave a report on the events (actual and wished for) to be scheduled in the very near future. For 2009, there needs to be a lot of organization taking place. During the year 2010 the execution of all the plans will take place and in 2011 the clean up process will begin.
There is a lot of work to be planned and get done; in the works are plans to have Site Crawls (more than one) to each of the church sites in Hampton. Some restoration work will need to be done on the previous sites. St. John cemetery tours are being looked into for the fall (perhaps around Halloween). A day is to be chosen for the actual Birthday Celebration. Publicity, invitations, thank you notes, web site information are all on the agenda as well as fund raising efforts and decisions to be made concerning what the framework of the execution of the 2010 program. Plans are being made to look into grants available for various projects.
Linda emphasized the importance of internal communications to keep her informed about what is happening with each committee.
Due to the Night’s Welcome program being held on the Vestry’s regular meeting night and the meeting postponed until December 16 some voting on monetary payments had to be taken via email vote.
Funds from the Mary Williams Foundation: Passed by email vote Pipe Replacement Project: Two separate projects, actual pipe replacement at a cost of approximately $8,000.00 and the replacement of the sidewalk at a cost of approximately $8,000.00. Total of approximately $16,000.00 for repairs to underground heating pipes and sidewalk replacement.
Passed by email vote Parish House Roof Repair Project: One project with a payment schedule of $10,000.00 for materials in 2008 and the balance in 2009. Passed by email vote was the cost of $15,900.00 for repairing the pointing of the bricks to the walls surrounding the church as recommended by the Church Restoration Committee.
Funds from the Charitable Trust: Passed by email vote were the disbursements of funds from the Charitable trust totaling $9,000.00, $3,000.00 to the Food Bank of Virginia, $3,000.00 to HELP, $1,500.00 to Meals on Wheels, and $1,500.00 to Prevent Child Abuse
Funds from the Nickerson Trust: Passed by email vote was the disbursements of funds totaling $15,000.00 to the projects listed on separate paper in these minutes.
Junior Warden’s Report: John Chiasson gave an update on the Renovation committee’s report. The brickwork is about 40% complete and the company is asking for 40% of the cost.
The painting of the parish house is almost complete and will be completed as weather permits. The plumbing repair has been completed and paid for, with one issue remaining … the bleeding of the pipes. Work on the walkway is being done.
St. John’s was offered a wheelchair lift to replace the handicap ramp at the door off the parking lot in the rear of the parish house. More discussion needed. No vote was taken.
Jack Pope has been a great help and has replaced two sump pumps in the parish house.
A big thanks to Jack for all he has done.
The Junior Warden has visited the Pembroke Avenue church site and said it is need of some repairs.
Senior Warden’s Report
Bob Harper said most vestry members helped with the Night’s Welcome program. Name tags for vestry members have been received and each member is encouraged to wear the tag whenever attending church functions. Bob is planning a continuation of a process whereby vestry members will be connected to the various programs sponsored by the church. As leaders the Vestry members are to encourage parishioners to join in on committees, etc. and to have a sense of accomplishment of living into St. John’s mission. Visitors and new members want to come to a place to worship that has a vibrant outreach program.
Stewardship Report
Betsy Clark, Stewardship Chairperson reported as of December 16th, 126 parishioners have turned in a pledge card. A mailing is to go out this week to those who have not yet returned a pledge card asking that they prayerfully consider doing so.
The Vestry thanks Betsy for her innovative and creative way of presenting the Stewardship campaigns as the Chairperson of the committee.
Associate Rector’s Report
Skip said the teaching of the Adult Forum is going well and the lecture series for the fall were well received.
Rector’s Report
A parishioner is interested in becoming a volunteer Parish Nurse for St. John’s. There is a training program available for her to attend. The Diocese has agreed to pay the registration, room and board for this event. Bob Harper made a motion and Megan Tiller seconded the motion to use money from the Parish Growth Fund for her travel expenses. The motion carried.
Action Taken: The motion to take funding from the Parish Growth Fund for travel expenses to the “Parish Nursing Training Program” passed.
Larry Cumming was selected to replace James Shoemaker in the Endowment Board.
The Consecration Service of the new Bishop Herman “Holly” Hollerith will take place on February 13, 2009 in Williamsburg. Anyone is interested in being an usher can contact the church office for more information.
The Annual meeting will be on January 25, 2009 at 10:00 a.m. There will be one service at 9:00 am with Guest Preacher, Jane Price. The vestry members will help set up and clean up for this function.
Megan Tiller made a motion seconded by Bob Harper that a Vestry Youth Representative be a young person from the J2A class. This person shall be nominated and elected by the youth. A motion will go to the annual meeting to approve the addition of a Youth Representative on the Vestry. The motion passed. Action Taken: Vestry will present a motion to the Annual Meeting to include a Youth Representative on the Vestry. The Youth Representative will be chosen from the J2A program.
A sixty second video of St. John’s is to be on the Quality of Life segment of the citywide web site. February 8 is the date to do the filming.
Reverend Siderius has asked for fees to be paid for weddings and funerals for those persons not affiliated with or no longer affiliated with the parish. A member in good standing is one who has regularly attended for one year or more. Whit McKinney made a motion, seconded by Kevin Van Sloten, to charge fees of $400.00 for funerals and $800.00 for weddings. Fees charged can be determined at the discretion of the rector. Motion passed. Action Taken: Motion made and seconded to charge fees of $400.00 for funerals and $800.00 for weddings for persons not affiliated with St. John’s Episcopal Church. Fees charged can be determined at the discretion of the rector. The motion passed.
Old Business
Sanford Pankin made a motion seconded by John Chiasson to approve David Bishop’s recommendation of a monument for the Brauer Family plot not to exceed a total of four ( 4) feet; a three (3) foot Cross on a one ( 1) foot base. The motion passed with one (1) nay vote and one (1) abstaining vote. Action Taken: The motion made and seconded to approve David Bishop’s recommendation of a monument for the Brauer Family plot not to exceed a total of four(4) feet; a three (3) foot cross on a one (1) foot base. The motion carried with one (1) nay vote and one (1) abstaining vote.
The November minutes were approved with the correction of a typing error of the spelling of Skip.
The financial report was approved as presented by the Treasurer, Connie Heath.
Night’s Welcome Report
John Chiasson read an article from the Vestry Papers concerning when it might be time to give up a project. He asked Vestry to prayerfully consider whether the church sponsorship of the Night’s Welcome program should continue again in 2009. If it is to be continued we need more congregational support. There is a need of commitments of at least 10 to 12 parishioners per night, not just to prepare and serve meals, but two or three to stay the night as overseers of our community of guests.
Good of the Order
Kevin Van Sloten suggested we move the approval of minutes and the financial report back to the first part of the agenda.
To honor the clergy and staff for Christmas the vestry will give donations to purchase an animal through the Gifts for Life program of Episcopal Relief and Development.
The Dr. Chuck Tacky Night Light was given to John Chiasson by Kevin Van Sloton.
Submitted by
Kay Olson, Registrar