The vestry of St. John’s Episcopal Church, Elizabeth City Parish, was called to order on April 28, 2021 at 5:30 p.m.
Present were: Senior Warden Charlie Edmonson, Junior Warden Bettyrene Pope, Greg Brauer, Dan Clark, Doug Perry, Elizabeth Zimmerman, The Reverend Samantha Vincent-Alexander, and The Reverend Mark Riley.
Absent were: Jay Hogg, Anne Abraham and Emily Klotz. The meeting was held via Zoom.
This specially called meeting to address unresolved issues with the memorial plaque and sign was opened at 5:30 p.m. with a prayer by the Rev. Vincent-Alexander.
Sr. Warden Edmonson opened the meeting with a presentation of the issues to be addressed:
- Consider replacing the word “monument” with the word “memorial” in the first paragraph of the contextual sign.
- Selecting a vendor to produce the plaque and sign
- Determining the source of funds for the payment of the plaque and sign.
Wording
Discussion was held concerning the use of the terms memorial and monument in our sign. While it was generally agreed that these two terms have been, and continue to be, used interchangeably, because the vestry had previously approved the change from “monument” to ”memorial” in the second paragraph of the sign, it was determined that for consistency this change should be considered for the like change in the first paragraph. After discussion, the following motion was made by Sr. Warden Edmonson, seconded by Doug Perry and passed unanimously by voice vote.
Resolved that the word “monument” appearing in the last sentence of the first paragraph of the sign be stricken and replaced with the word “memorial.”
Selection of a Vendor
Sr. Warden Edmonson noted that SignMedia, with whom he has been working with on this project has provided many renderings and corrected renderings, exact sized samples of the plaque and sign as well as conducting field verifications and numerous phone calls and emails. Sr. Warden Edmonson also stated that while he has dealt with SignMedia for over 20 years in business, he has no connection or relationship with them in any capacity whatsoever. He elected to deal with SignMedia due to the known quality of work and response.
It was noted that several months ago the vestry approved a resolution whereby expenses of $5,000 or greater would be subject to multiple bids or quotes.
After discussion concerning the selection of a vendor as well as discussing a waiver of the $5,000 threshold considering the above work, quality and timing of the product, the following motion was made by Dan Clark, seconded by Greg Brauer and passed by unanimous voice vote.
Resolved that the vestry hereby approves the selection of SignMedia to produce and install the approved plaque and sign, with the oversight of the Rector and wardens. The requirement for multiple quotes for expenses of $5,000 or greater is waived for this purchase.
Source of Funds for Payment of the plaque and sign
Discussion was held concerning the payment for the plaque and sign. The Rev. Vincent-Alexander informed the vestry of the Memorial Fund, which she felt was an appropriate source of funds for this venture, stating several examples of previous purchases which were church related.
After discussion concerning the appropriation of funds for the purchase, the following motion was made by Doug Perry, seconded by Greg Brauer and passed by unanimous voice vote.
Resolved that the vestry hereby approves the expenditure of $6,212.72 from the St. John’s Memorial Fund to provide payment in full (a deposit of 50% will be made initially) to SignMedia for the fabrication and installation of the approved plaque and sign.
The meeting was adjourned at 5:58 PM.
Charles D. Edmonson, acting secretary for Emily Klotz, Registrar
Attachments:
- Approved copy and renderings of the plaque and sign
- Quotation from SignMedia for the purchase