Charlie Edmonson called the meeting of the Vestry of St. John’s Episcopal Church, Elizabeth City Parish, to order at 6:30 p.m. Present were Charlie Edmonson-Senior Warden, John Chiasson-Junior Warden, Connie Heath-Treasurer, Sylvia Edgar, Dave Foster, Bob Harper, Kay Olson, Carrie Quinn, and Sandy Smith. Clergy present were The Rev. Dr. Paul “Peter” Hogg-Interim Rector, the Rev. Anna Noon-Assistant Rector, and the Rev. Terry Edwards-Deacon. Absent were Ian Edgar-Youth Representative, Brian McMahon-Registrar, and Mark Stephens. Sandy Smith was appointed Registrar for the meeting.
CHECK IN AND PRAYERS
Sandy Smith led the Vestry in prayer and reflection. There were no check-ins offered.
APPROVAL OF MINUTES
The August 21, 2012 Vestry minutes were approved as presented. The minutes from the special called meeting of July 24 are still outstanding due to problems with the Registrar’s computer; however the Registrar and Senior Warden are working to recreate them for Vestry review.
VESTRY COMMITTEE REPORTS
Finance
Bob Harper gave the monthly financial report and provided a brief overview of the August 31, 2012 Income and Expense Statement. There was a deficit of $6,687.95 for August and a year-to-date deficit of $5,131.79. Bob characterized this as a cash flow issue, not a financial one, primarily due to a decrease in pledged income received during the summer. The Finance Committee authorized a loan from the Hoffman House account to cover the monthly deficit.
Bob presented and discussed a spreadsheet of actual monthly income and expenses for 2011 in comparison with January-August 2012. In 2011, total income received was $462,752 in comparison to budgeted income of $505,000 and total expenditures were $458, 222, resulting in a surplus as of December 31, 2011. A comparison of August 2012 income and expenditures with August 2011 income and expenditures showed similarities, with August income up (August 2012 includes income from the R, R, and R Campaign), and disbursements exceeding income for both years. Income increased in the remaining months of 2011 and is expected to do the same in the remaining months of 2012. Based on this analysis, Bob believes this is a positive indication of where we are financially. Bob reported most of the money pledged for the R, R, and R Campaign has been received. In response to a question about the decreased monthly Diocesan pledge amount, Bob stated the total amount as approved by the Finance Committee and the Vestry will be paid in full by the end of the year.
Bob reported the Finance Committee is beginning the process of drafting the 2013 Budget and has received financial information from most of the programs and committees/action groups.
Search
Charlie Edmonson reported the Clergy Compensation Sub-Committee met for a second time and drafted a final proposal. Charlie scheduled a special meeting of the Vestry for September 26, 2012 at 6:15 at the Charles Taylor Library to review, discuss, and vote. The Sub-Committee asked that no clergy come to the meeting; only Vestry.
Stewardship
Rev. Hogg reported the Stewardship Committee met today (Sept 18) and are well on their way with the Grateful, Glad, and Giving Campaign. There will be presentations to the congregation regarding the theme during the Sunday services of November 4 (Grateful), 11(Glad – guest speaker) and 18 (Giving). Pledge Sunday will be November 18, followed by a Thanksgiving luncheon sponsored by the Inreach Action Group. Parishioners will be asked to bring food donations for the HELP organization.
Renovation
Carrie Quinn reviewed the written report submitted for inclusion with the minutes. The Committee is still working on obtaining financing for the renovation and plans to schedule a meeting later in the month with Bob Shuford, Old Point National Bank.
POST RETREAT WORKING GROUPS REPORTS
Norms
Sandy Smith reported the Work Group met by email and developed a series of primarily administrative norms, outlined in a written report submitted for inclusion with the minutes.
Listening
Carrie Quinn reported a summary of the information obtained during the Listening sessions and the Vestry’s response to them was published in a recent E-pistle, a copy of which was provided for inclusion with the minutes.
Sylvia Edgar and Kay Olson met and submitted a written summary of the major comments received regarding Christian Education, Communication, Physical Plant Maintenance, Stewardship, Renovation, and Fellowship. Communication is the key. Parishioners need to know what has been done, what is in progress, and what we are planning in relation to the information included on the summary report. For example, John Chiasson is forming a Building and Grounds Committee to address maintenance issues (Rev. Hogg requested this be an Advisory Board, not a Committee). This information needs to be communicated. Rev. Hogg stated he was working on a more comprehensive financial report for the Epistle.
R, R, and R – No report.
WARDENS AND CLERGY REPORTS
Senior Warden – no report
Junior Warden
John Chiasson reported no significant maintenance.
Assistant Rector’s Report
Rev. Noon reported Christian Education kick off went off with a “bang”, with lots of energy, new teachers, and many children. There were 10 children in the Elementary class (grades 1-5, although there are no 1st or 2nd graders) and six in the Atrium (3 years old–kindergarten).
Deacon’s Report
Rev. Edwards reported she met with the Outreach Action Group. The group is recommitting to service at Tyler Elementary and a meeting with Tyler representatives was held to discuss tutoring, food back packs, and other opportunities for service. Greta Harrison is spearheading this initiative.
Interim Rector’s Report
Rev. Hogg reported Rev. Edwards will be ordained to the priesthood on December 15 at Christ and St. Luke’s in Norfolk. Rev. Hogg hopes we will have confirmation in January and he may ask the congregation to renew their baptismal vows. The search for a new Parish Administrator is on track. Rev. Hogg is working with his newly formed Elder Committee, currently consisting of former Senior Wardens Linda Curtis and Bob Harper to review the position. Rev. Hogg met with local clergy to discuss the HELP organization. He reminded Vestry of the Wednesday Lunch and Learn program and encouraged all to help remind parishioners to sign up in advance, in order to have an accurate count for ordering and preparing food; however, no one will be turned away if they do not sign up. Susie Morris and Diana Youngclaus are spearheading this initiative.
ACTION GROUP REPORTS
Worship
Sandy Smith, Vestry liaison was unable to attend the recent meeting. Rev. Hogg reported the Worship Committee is in the planning stage for various events. They are also exploring the continuing use of the Children’s Worship program during the Sunday service. Several parishioners have signed up to help as shepherds. The annual Blessing of the Animals service will be held on October 7. The Morning Prayer and Eucharist combined service scheduled for October has been postponed. On October 21, the 10:30 a.m. service will be held beginning at 10:45 (there will be Christian Education classes) at the second St. John’s site near Hampton University. Information will be published in an E-pistle.
Christ Centered
Sylvia Edgar reported the Action Group has not met since the spring when a meeting was held to recruit teachers for the fall Christian Education programs. Denine Miller, chairperson, may not want to continue in that capacity. It appears she may have agreed to a time limited position. The Vestry needs to talk about the continuation and purpose of this and other Action Groups.
Outreach
Kay Olson reported the group met on September 4. A written report (agenda) was submitted by Jo-Ann Mahony, chairperson, for inclusion with the Vestry minutes.
Inreach
Carrie Quinn reviewed the written report she provided for inclusion with the Vestry minutes. Several events have been scheduled, including a covered dish supper on Tuesday, Oct 2. The group thought they would try a week night event and see how it goes.
NEW BUSINESS
The Vestry appointed the following delegates and alternates to Council, which will be held in February 2013 in Williamsburg. Kay Olson was the only nomination from the congregation.
- Delegates: Ruth Simmons (1st), Randy Devlin (2nd), Dave Foster (3rd), and Kay Olson (4th)
- Alternates: Charlie Edmonson (1st), Sandy Smith (2nd), Sylvia Edgar (3rd), and Bill Brown (4th)
Vestry signed up to attend Bishops Day with Parish Leaders on October 27 in Virginia Beach.
Rev. Hogg reviewed article “Who (Or What) Caused the Decline in Membership in the Episcopal Church” focusing on the concluding paragraph.
The Search Committee developed a color coded statistical graph of congregational demographics and other information from the surveys; over half of the congregation is retired.
CLOSING PRAYERS
Sandy Smith offered closing prayers.
Charlie Edmonson adjourned the meeting at 8:20 p.m.
Respectfully submitted by:
Sandy Smith for Brian McMahon- Registrar
Attachments
- August Income and Expense Statement
- August Special Accounts Report
- Comparison of 2011 and 2012 income and expenditures sheet
- Renovation Committee Report
- Norms Working Group Report
- “Vestry Hosts and Responds to Listening Sessions” E-pistle article
- Listening Working Group Report
- Outreach Action Group Report (agenda)
- Inreach Action Group Report
- “Who (Or What) Caused The Decline In Membership in the Episcopal Church” article