Bob Harper called the December meeting of the Vestry of St. John’s Episcopal Church, Elizabeth City Parish, to order at 6:35pm. Present were Bob Harper – Senior Warden, Bettyrene Pope – Junior Warden, Connie Heath – Treasurer, Brian McMahon – Registrar, Bill Brown, Peggy Hayes, Dave Foster, John Chiasson, and Rachel Pankin – Youth Representative. Absent were Erin Pfeil, Mark Stephens, and Bill Rhode. Staff members present were The Rev. Dr. Paul “Peter” Hogg – Interim Rector, The Rev. Anna Noon – Assistant Rector, The Rev. Bob Gay – Deacon.
Opening Prayer/ Check-in/ Approval of Minutes
The Rev. Dr. Paul “Peter” Hogg led the Vestry in opening Prayer.
The November minutes were approved with one correction; correct Parkie Rice’s name on page 3. Jay Hogg moved the minutes be approved, Bill Brown seconded. The motion passed unanimously.
The Vestry did ‘Check-in’.
Old Business
Bettyrene provided an update the status renovation from the November meeting:
The Vestry approved unanimously by Email and phone vote the following recommendation from the Renovation Committee to forward the request for monies to the Mary Williams Trustees:
The Renovation Committee agreed to use Virtexco Construction Co. to do the following renovation projects to use the $125,000 (not $105,000 as originally stated at the Vestry & Renovation meeting Nov.15th) before Dec. 26th. Some projects have been identified such as slate roof repairs and copper work, mold mitigation, brick repointing below the water table (possibly at the tower) and possible structural work in the attic. Q Design and Virtexco will determine the projects. Additional projects identified to use this money are to replace the “old” air conditioners in the Parish House. E.T. Lawson is to give a proposal for that work.
Contract that was signed by the Wardens with Virtexco Construction Co. states the following work will be done for a cost of $83,304.00:
- Remove prior duct strapping where supported by rails.
- Provide/install collar ties on all pairs of roof rafters of main church attic.
- Treat mold in main sanctuary (two known locations)
- Provide/install gaskets at old 2′ x 2′ attic hatch.
- Remove existing attic insulation. Replace with foil faced R-38 ‘batt’ insulation.
- Possibly remove interior finishes from second and third floors of tower including plaster from walls and asbestos flooring.
- Provide protective elements, pressurization, and cleanup for above work.
The Vestry signed letters to Laura Stephens for her work in the office, and to Parkie Rice and Joy Thompson for their work on A Nights Welcome.
Vestry Committee Reports
The Rev. Hogg gave an overview of the Finance Committee Report.
Connie Heath reported on two recommendations from the Finance Committee that required the Vestry’s approval:
< Recommendation 1: Checks for payment $500 or less require only one signature to avoid situations where immediate payment was required, but the authorized signatories were unavailable in a reasonable amount of time to sign the check.
Bill Brown moved we accept the recommendation. Ten members accepted the recommendation. One opposed.
< Recommendation 2:
Bill Brown moved we accept the recommendation. The motion carried unanimously.
Connie provided the Finance Report. The Rev. Dr. Peter Hogg suggested a column be added to the financial report showing a Year-To-Date percent change in income and expenses. The Rev. Dr. Peter Hogg went through the budget providing other observations and suggestions. Dave Foster moved we accept The Rev. Dr. Hogg’s suggestion for adding the column, Jay Hogg seconded. The motion passed unanimously.
The Rev. Dr. Peter Hogg advised the Stewardship Report that was to be given this evening will be provided later date.
Vestry Reports
Bettyrene Pope provided the Renovation report:
Q-Design will be administering the Virtexco contract for Stage 1 and preparing an action proposal for a large Stage 2 project for consideration in January.
The Renovation Committee is recommendation that the Vestry consider the following items:
- Survey work by Michael Surveying and Mapping ($6250). Payment of this item is to be requested of the St. John’s Endowment Fund, Inc.
- Model of the church with proposed additions ($5000). Payment of this item is to be requested of the St. John’s Endowment Fund, Inc.
Bettyrene Pope moved the we ask the St. John’s Endowment Fund, Inc. for only the survey and mapping of the church and property. The Vestry unanimously accepted the recommendation.
Bill Brown moved that the Vestry ask St. John’s Endowment Fund, Inc. to fund the model. The motion was tabled for a later date.
3. Establish a “Church Renovation Fund” for accepting contributions.
4. Establish a “Renovation Funding Committee” to research funding potentials in addition to the Mary Williams Trust and St. John’s Endowment (suggestion to possibly include Bill Beach, a professional fund raiser – services offered pro bono) and other suggested persons.
5. Set up locked collection boxes at vestibules for contributions to “Church Renovation Fund.”
Bill Brown moved to accept the recommendation of establishing a Church Renovation Fund. But, after further discussion, the motion was withdrawn.
Peggy Hayes moved that instead of reviewing recommendations 3-6, that we accept The Rev. Dr. Peter Hogg’s suggestions to invite James Klote of James D. Klote and Associates, an organization that specializes in coordinating capital campaigns for churches, meet with the Vestry in January. Bill Brown seconded the motion. The motion passed unanimously.
6. The Vestry officially appoint Bettyrene Pope as Project Representative (Manager).
Bettyrene Pope moved that she be the appointed the project representative between Q-Design and the construction contractors. The motion passed unanimously.
The Renovation Committee will meet on January 5, 2012 at 5 pm.
Bob Harper gave the Search Committee report stating a formal reporting will be established.
Bettyrene gave the Junior Warden report:
All the light bulbs in the church overhead fixtures were replaced with more efficient daylight bulbs. Other light bulbs were replaced where needed. Advanced Electric replaced and repaired an outside light that faced the cemetery on the Sunday School wing of the Parish House. Upon this repair being completed, the church electricians-John Chiasson and Jack Pope found that the circuit breaker for these outside lights needed replacing which they will do. Jack, John, Peter, Bob Gay, and I removed all items from the second and third floors of the tower to prepare for the construction. Jack built two clothes racks for the hanging of acolyte and choir robes at the far end of the Parish House stage. All robes have been laundered, thanks to many volunteers. The strip holding the kneeler pad at the altar rail was glued in place.
E. T. Lawson came to assess the air conditioners in order to prepare a proposal for replacements. An airflow test was done on each air conditioner. It was found that we have ductwork that has come apart and is dumping air under the Parish House. The proposal will include the cost of new air conditioners, insulation installed around ductwork and insulation of parts of the Parish House floor.
John Chiasson gave the Vestry an update on the Air Handler replacement project:
This project is to be done by E.T. Lawson, a company we currently have on contract for air handlers and associated equipment.
|Air Conditioner Equipment |$25,595 |
|Duct work and duct insulation |$24,495 |
|Crawl Space cleanup and insulation |$6,490 |
He said both the Mary Williams Trust Fund and the Endowment fund will both be asked to fund a portion of the cost. The work can be done in phases to minimize the impact church operations. Expected saving should be over 30% in fuel costs.
Peggy Hayes moved we authorize Bettyrene Pope and John Chiasson request the funds, Jay Hogg seconded. The motion passed unanimously.
Hoffman House – Bob Harper had his bathroom light fixture replaced with a new light and rewired by the church electricians – John Chiasson and Jack Pope.
Bob Harper presented to a letter from Nancy B. Adams to the vestry regarding the renovation for the Senior Warden’s Report.
The Rev. Anna Noon gave a brief Christian Formation report giving an overview of her efforts in creating a budget for 2012.
The Rev. Dr. Peter Hogg had the following observations:
< The Vestry consider combining the plate offering discretionary fund and parish assistance fund.
< The office needs to be interconnected with computer communication.
Visioning Action Group Reports
The Rev. Dr. Hogg was updated on the Visioning Action Groups’ membership.
New Business
Bob Harper stated the Vestry is required by Canon to ‘charge’ the Search Committee with finding a new rector. He asked for assistance in writing the document and present it to Vestry in January. Dave Foster volunteered.
Bob Harper requested a line item be added to the budget for the Search Committee. He recommended $10K be loaded for travel and other expenses that will be incurred during the search process. Bill Brown moved the Vestry accept the recommendation, Dave Foster seconded. The motion passed unanimously.
The Rev. Dr. Peter Hogg expressed concerns about the Vestry Elections/Congregational Meeting that is normally at end of January. He stated that the Vestry may get more votes if the elections were held during the two services at the end of January, and the Annual Congregational meeting be in February where the new Vestry members are introduced and issues discussed with the parish.
Bob Harper moved that the Vestry expend up to $3,500 for The Rev. Dr. Hogg housing allowance. As per the contract with the Parish, the monies will be used to defray a portion of The Rev. Dr. Hogg’s housing costs. Jay Hogg seconded. The motion passed unanimously.
The sign-up sheet when around for 2012 refreshments and prayers.
Tacky Lights
Bill Brown will retain the Dr. Chuck Tacky Light and gets the Mission Tacky Light, too.
Closing
The Rev. Dr. Peter Hogg led the Vestry in closing prayer at 8:45pm.
|Brian McMahon |3 Attachments: |
|Registrar |Financial Reports for November 2011 |
| |Income & Expense Report |
| |Letter from Nancy Adams regarding the renovation |
Dear St. John’s Vestry,
As I was sitting in Church on Sunday, I realized what a mistake it would be to lower the alter. There is a godly and reverent feeling when you are looking “up” at the alter. And I strongly appreciate the historic value of preserving St John’s. One of the main reasons I attend St. John’s is for the historic heritage and traditional building that I love.
I work in a health care/assisted living facility. The residents who are wheel chair bound do not like to be pushed to the front of any activity. They prefer the back row, so they can easily leave if they are not feeling well or need to use the restroom. So I feel it would be a mistake to remove the front pews for wheelchairs. But the back pews could easily be modified to accommodate wheelchairs.
I am in favor of repairing any structural problems, but not changing the historic and majestic feel of St. John’s.
Thank you for hearing my thoughts.
Sincerely,
Nancy B. Adams
2 Cedar Point Drive
Hampton, Virginia 23669
Attachment #3