Present were Charlie Edmonson (Senior Warden), John Chiasson (Jr. Warden), Brian McMahon (Registrar), Bill Brown, David Foster, Carrie Quinn, Bob Harper, Kay Olson, and Sylvia Edgar. Vestry elect members present were Linda Curtis and George Cornwell. Clergy present were The Rev. Dr. Paul “Peter” Hogg (Interim Rector), and The Rev. Anna Noon (Assistant Rector).
PRAYER, CHECK-IN, & OPENING REMARKS
Dave Foster opened with prayers. The Vestry did check-in.
APPROVAL OF MINUTES
The January 2013 minutes reviewed and the following corrections provided.
- Page 1, Vestry Elections: change Cromwell to Cornwell.
- Page 1, Vestry Elections: change where to were
- Page 1, Norms: change ‘is writing’ to wrote and attach the document to the minutes
- Page 3, New Business, paragraph 7, change Sr. to Sr.’s
Carrie Quinn moved the minutes be approved as amended. Dave Foster seconded. The motion carried unanimously.
VESTRY COMMITTEE REPORTS
FINANCE: See New Business.
SEARCH COMMITTEE: No report.
BUILDING & GROUNDS: John Chiasson stated he is working on a mission statement for the committee. The committee met on 11 February. The committee is currently composed of John Chiasson, Jack and Bettyrene Pope, Carrie Quinn, Bill Brown, Susan Edmonson (representing the Heritage Committee), and Jim Tormey (representing the Cemetery Committee). At the meeting they discussed the Parish’s infrastructure and future activities (Attachment _).
NORMS: Sandy Smith reported the Norms Team is writing a document to be used by the Vestry.
STEWARDSHIP: The Rev. Dr. Peter Hogg stated he will meet with Ruth Simmons regarding finding a chairperson for the stewardship committee. Currently the group is languishing without a leader.
RENOVATION: Carrie Quinn reported the parish house doors do not have the security hardware necessary for installation.
The church tower renovation drawings are still being worked and coordinated with the engineers. This effort is behind schedule, but anticipate a March completion to send out for bid.
WARDENS’ & CLERGY REPORTS
JR. WARDEN: John Chiasson reported that he and Carrie Quinn are evaluating lighting in the church. Carrie Quinn stated they met with a lighting consultant and discussed various lighting types (LED vs Florescent vs Incandescent) and costs factors associated with each. (Attachment _)
He and the Hampton Police responded to an intrusion alarm. The Hampton Police found a parish hall door unlocked.
Repairs were made to a circuit breaker box in the Sacristy.
One of two air conditioning units on the Hoffman House failed and half the building has no heat. John Chiasson reported that both unites are approximately 12 years old. The cost to replace both units is around $13,000.00. The price per unit is $6,800.00, $600.00 of which is the cost of the crane. John Chiasson moved to replace both units. Bill Brown seconded. There was discussion whether to replace just one or both units, and the cost and financing required. The motion to replace two units was disapproved; hence one unit will be replaced.
SR. WARDEN: Charlie Edmonson reported he contacted the owners of the building next to the Hoffman House to see if he could get a Right of First Refusal on purchase of the building. The owners rejected the offer.
The Dioceses of Southern Virginia thanked St. John’s for its pledge.
Charlie Edmonson reported that Jim Tormey informed him that Ted Gray, one of the Church Trustee’s has resigned and suggested the Vestry consider J.W.W. (Whiting) Chisman, Jr. as Mr. Gray’s replacement. The Vestry decided to consider the nomination and vote via email between this and the March meeting when additional information is provided regarding the Church Trustees. [The Trustees of St. John’s Church is the titleholder of the church. The current board is Jim Tormey (Chairman), Bill Hudgins (Secretary), Robert Shuford, Sr., David Bishop, and Ted Gray (until his resignation). They are involved in any transactions where the church acquires or disposes of title to church property. The Vestry approved the nomination via email on 22 February 2013.]
There are four positions open on the Vestry that needs to be filled at the March Vestry meeting: Sr. Warden, Jr. Warden, Registrar, and Treasurer.
ASSISTANT RECTOR: The Rev. Anna Noon reported March 22nd would be her last day with the parish. March 17th will be her last Sunday. She is ensuring that the Christian Formation program is documented to continue through the program year without her.
RECTOR: The Rev. Dr. Peter Hogg discussed retreat planning and the congregational meeting. He emphasized the need “tell to the parishioners the good thing we are doing here.”
ACTION GROUP REPORTS
OUTREACH: Kay Olson reported that she and Jo-ann Mahoney have been talking with Carol Masser, Menchville House director, about hosting a fundraising breakfast at St John’s on April 13th around 10am.
WORSHIP: No report.
CHRISTIAN FORMATION: No report. Needs a chairperson.
IN-REACH: Carrie Quinn reported there is a meeting coming up.
NEW BUSINESS
FINANCE: Bob Harper reviewed the projections and proposed budget for 2013 (Attachment _ ), the Monthly Report from the Finance Committee (Attachment _), Income and Expense Report (Attachment _), and Special Accounts Report (Attachment _). The Finance Committee will separate the budgeted funds for In-Reach and Outreach and provide the information at the next Vestry meeting.
Bill Brown moved that the Vestry approve the proposed budget for 2013 as amended. Dave Foster seconded. All approved.
COUNCIL COMMENTS: Dave Foster related a proposal he heard at the Diocesan Council that churches pass up information about youth who are going to various colleges such that the Episcopal organizations on those campuses may reach out and contact those individuals.
Kay Olson thanked Mrs. Hogg for coordinating the heavy hors d’oeuvres last Friday night for the Council meeting.
RETREAT PLANNING: The Rev. Dr. Peter Hogg related speaking to The Rev. Michael Spear-Jones regarding getting a facilitator for the retreat March 22-23, 2013; starting at 6:00pm on Friday. The Rev. Spear-Jones recommended The Rev. Shirley Smith Graham from St. Martin’s in Williamsburg, VA. Towne Bank in Newport News will be providing the facilities, breakfast and lunch in support of the retreat. Carrie Quinn, Charlie Edmonson, and Linda Curtis will coordinate setting up the meeting.
ANNUAL CONGREGATIONAL MEETING: The Rev. Dr. Peter Hogg reviewed the plans for the annual congregational meeting and having a celebration of ministry in honor of The Rev. Anna Noon afterwards.
FILLING THE UNEXPIRED TERM OF SANDY SMITH: Charlie Edmonson sought input for possible nominees for the unexpired term of Sandy Smith. He proposed Vestal Lewis (who agreed to have his name submitted) to fill the position. Sylvia Edgar moved that Vestal Lewis fill the unexpired term. Bill Brown seconded. All approved.
VESTRY MEMBER ELECT BETTYRENE POPE: Charlie Edmonson explained he and The Rev. Dr. Peter Hogg discussed the situation of Bettyrene Pope – being the interim Parish Administrator and also elected to the Vestry. Mrs. Pope has requested to remain in the position of interim parish administrator until such time as the new rector hires a parish administrator of his/her choosing. Therefore, he asked the Vestry to approve a deferment of her participation in the Vestry until such time as she vacates the position of interim Parish Administrator. Dave Foster moved that her Vestry participation be deferred as long as she is interim Parish Administrator. Kay Olson seconded. There was discussion regarding the issues of having a parish member/employee of the church serving on the Vestry. The motion passed unanimously.
STATUS OF COVERTING TO ACS SOFTWARE: Dave Foster related the status of moving the data from the church’s old software to ACS.
CELEBRATION OF MINISTRY PLANNING: The Rev. Dr. Peter Hogg related the discussion he had with Charlie Edmonson with opportunities for involving the parishioners and youth in the celebration of The Rev. Anna Noon’s ministry.
RESOLUTION: The Vestry will thank Connie Heath at the Congregational Meeting.
David Foster gave closing prayers. The meeting concluded at 8:55pm.
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