The Vestry of St. John’s Episcopal Church, Elizabeth City Parish, was called to order on November 19, 2024 at 6:30 p.m. Present were: Senior Warden Bill Beach, Treasurer Linda Curtis, Registrar Lynn Kirkland, Darden Barrett, Scott Curtis, Ellen Griffith, Ron Kindley, Jim Klotz and The Reverend Lisa Erdeljon. Absent: Jr. Warden Bettyrene Pope and Brad Norris.. The meeting opened with a prayer.
Ascertainment of Quorum: A quorum was present.
Approval of Agenda and Minutes: A motion was made by Ellen Griffith to approve the agenda and the minutes of the October meeting and seconded by Scott Curtis. The motion was approved unanimously.
Treasurer’s Report, Linda Curtis: Linda reported that October was a good month. See the attached budget report. Income is down because we haven’t yet received half of the Endowment distribution, approximately $50,000.00 due within the week. Our expenses remain under the amount budgeted and we still have not had to pull from reserve. Plate offering has surpassed the budgeted $7,000.00 at $7,4000.00. Interest earned on the CDs this month totaled $1,200.00. A motion was made by Ron Kindley to accept the Treasurer’s Report for October and seconded by Ellen Griffith. The motion was approved unanimously.
We are waiting for Charlie Edmonson to provide the power analysis for the high power bill. We should have an energy audit once we receive the findings.
Linda reported that she/we were scammed $500.00 from a vendor, JBB for cleaning supplies. She will report the incident to the Hampton Police Department and the post office.
- Diocesan Pledge for 2025 – The annual Diocesan Pledge for 2025 is due. There was a discussion if we could afford a 10% pledge which is a total of $40,642.00. A motion was made by Scott Curtis to make a pledge of 10%, $40.642.00 to the Dioceses in four quarterly payments and was seconded by Ron Kindley. Two vestry members abstained and five were in favor.
- Pledge Phone Calls and Stewardship Updates – Thank you to everyone that made phone calls. Listed below are some number facts:
- # of 2025 pledge cards: 85
- New pledging units: 8 (People who did not pledge in 2024; may have pledged in prior years or be a regular non-pledge card giver)
- # of 2024 pledge cards : 97
- 24 but not 25 pledgers: 19
- Of pledge cards received, increase of $54,478.00
- Pledge cards continue to come in
Rector’s Report, The Reverend Lisa Erdeljon
- Personal Updates – No movement on house in NC. There is a possibility of moving onto Ft. Monroe. Leaving for Cancun on November 24, 2024 – December 1, 2024 and returning to the office on December 3, 2024.
- Worship Plans – Derek Pringle will cover the first Sunday of Advent, December 1, 2024 with Rite I at the 9:00 AM service and Rite II at the 11:00 AM service.
Warden Reports
- Senior Warden, Bill Beach – Would like to get more people involved in the church and focus on raising money via trusts, planned giving at death, etc.
- Junior Warden, Bettyrene Pope – Answered several security alarms in the Parish House. It has been determined that the smoke detectors are old and need replacing. SCAT will be replacing the smoke detectors and will also work on one of the security cameras that isn’t working properly. The thermostat in the Sacristy has been moved to the chapel to get a more accurate reading inside the church. Hiller (fire inspection) serviced and updated current inspection dates of 7 fire extinguishers and has 3 more to complete. Bettyrene will be taking pictures inside and out and taking measurements of the Altar Guild safe and will share information with Cary Frances Mackey.
Committee Reports
- Outreach – Our Rise Against Hunger meal bags arrived in the Philippines and THRIVE provided families of 800 children with Christmas gift cards. Money is still coming in but the Discretionary Fund will cover the gap needed to cover the expense of the gift cards. The Oyster Roast will be held January 11, 2025.
- Music – Scott reported Advent Lessons and Carols will be December 14, 2024 at 4:00 PM. The choir will sing at the 10:00 PM service on December 24, 2024.
- Inreach/St. Anne’s Guild – St. Anne’s Guild will be wrapping gifts for refugees December 3, 2024 at 10:30 AM in the Parish Hall. Inreach along with the choir will provide a reception in the Parish House after the Advent Lessons and Carols service.
- Newcomers – A Newcomers Reception was held November 7, 2024 at 6:30 in the Parish Hall. Two newcomers attended.
- Liturgy/Worship – Longest Night service will be held December 21, 2024 at 7:00 PM. There will be a baptism on January 5, 2025 (Carter Barrett)
- Christian Formation – The Christmas Pageant will be held at the 5:00 PM service on December 24, 2024
Old Business
- Vestry Nomination Committee and Protocols – Lisa met with the Vestry Nomination Committee following the October 15, 2024 Vestry Meeting to discuss protocols.
- Funeral Policy – Lisa asked Vestry to look over the Funeral Policy one more time
- Audit Feedback – The audit feedback had the following 3 recommendations:
- Create a Procedure Manual – The process to create a Procedure Manual has begun with the creation of a Funeral Policy
- Inventory – Lisa will begin asking people to take inventory of their area of responsibility
- Security Plan – Andrew Mackey will take on this project
New Business
- Personnel Coverage – Patrick will be on vacation December 15-20, 2024. If you are able to help out during this time it would be appreciated.
- Diocesan Council Delegates – Council will be held February 8, 2025 at the DoubleTree in Williamsburg. A motion was made by Ellen Griffith to send the following as delegates to the Diocesan Council on February 8, 2025: Bill Beach, Nancy Beach, Susan Edmonson, Ron Kindley and Laura Kindley as an alternate and was seconded by Darden Barrett. The motion was approved unanimously.
- Equipment Proposal – Lisa provided a computer upgrade proposal for two computers, finance computer and volunteer computer, which currently run on Windows 10 and are unable to be updated to Windows 11. After discussion, A motion was made by Jim Klotz to approve the purchase per Patrick for two new Beelink Mini S12 computers with an N100 processor for the sale amount of $356.64 or non-sale price of $380.00 and was seconded by Darden Barrett. The motion was approved unanimously.
Adjournment: The December 17, 2024 Vestry Meeting will be held at Bill Beach’s home at 6:30 PM.. A motion was made by Ellen Griffith to adjourn the meeting at 8:26 PM and was seconded by Ron Kindley. The motion was approved unanimously.
Closing Prayer: Lisa provided a closing prayer