The regular monthly meeting of the vestry of St. John’s Church, Elizabeth City Parish, Hampton, Virginia was held on Monday, January 11, 1999, at 7:00 PM in the parish house, the Rector being in the chair and an acting register present.
Those present were The Rev. Rodney L. Caulkins, Nancy Adams, Daniel Clark, Wendy Cumming, Peter Dolezal, Letia Drewry, Frank Edgar, Sr., Rick Harman, Connie Heath, William Mace, M. O. McKinney, and P. Warren Spratley.
Absent: Elizabeth Brauer, Nelson Durden, Keith Hatch, and Lewin Vermillion
DEVOTIONS: Frank Edgar, Sr.
Guests Lynda Cascioli and Jim Tormey were granted seat and voice.
TEN MINUTES OF TRAINING: Lynda Cascioli discussed dealing with burnout.
REGISTER’S REPORT: The minutes of the December 7, 1998 and December 30, 1998 meetings were distributed and were approved as written. Correspondence from St. Paul’s College, H.E.L.P. and Virginia Theological Seminary was acknowledged. Mr. Caulkins deviated from the agenda to introduce Jim Tormey, Property Maintenance Commission, who discussed the need for pew racks to accommodate our existing hymnal, The Book of Common Prayer, and newly acquired Lift Every Voice and Sing. He offered four options:
- Do nothing; leave Lift Every Voice and Sing stacked at the ends of the pews.
- Contract with Kivett, manufacturers of items such as pews, wooden church furnishings, and steeples at a cost of $4800 ($48 ea x 99), including installation and any necessary staining with 30 day delivery. (A prototype was shown.)
- Use a local cabinet maker, at $69 each.
- Enlist volunteers from the parish who are skilled woodworkers.
Should the vestry choose to undertake this project, the recommendation by the Property Maintenance Commission is that we use Kivett.
The vestry was in general agreement that the pew racks be replaced using Kivett. The matter was referred to the Finance Commission.
A letter from Robert Claiborne, Property Planning Commission, presenting two conceptual plans for an accessible ramp to the parish house was distributed (Attachment #1). It was noted that we need egress from the north door of the church at an 18″ drop per linear foot to match what exists in the other direction. Frank Edgar, Sr. will seek proposals.
WARDENS’ REPORTS: Bill Mace announced a meeting of the committee investigating the purchase of Hoffman House with the contractors and the owners on Friday, January 15.
CLERGY REPORT: Mr. Caulkins distributed a compilation of articles on interims from Episcopal Life put together for the vestry by Joe Drewry (Attachment #2). He felt this would be good background reading for the time ahead.
In response to a question regarding the interim period, Mr. Caulkins stated that Bishop Bane and The Rev. Donna-Mae Siderius would meet with the vestry at the regular March meeting to discuss next steps. The Rev. Elisa Wheeler has been asked to remain with us until an interim is in place.
COMMISSION BUSINESS: Letia Drewry stated that the Program Development and Assessment Commission will present mid-year commission evaluations in February.
Peter Dolezal reminded the vestry of the Fellowship Supper scheduled for January 20.
Mr. Caulkins appointed Bill Mace, Sr. Warden, to chair the remainder of the meeting, absenting himself before discussion of the budget and his retirement package.
Mr. Mace turned the meeting over to Warren Spratley, Treasurer, who reported a bank balance to date of $33,317, which represents about one month’s expenses. The St. John’s Income and Expense Statement and Special Accounts Statement for the month ending December 1998 were distributed and discussed. (Attachment #3, #4).
Mr. Spratley proposed a retirement package for Mr. Caulkins (Attachment #5). It was moved and seconded that the package be accepted with the amendment to include Social Security. The motion passed.
On behalf of the Finance Commission, Mr. Spratley presented the proposed 1999 budget (Attachment #6). After discussion, it was moved and seconded that the budget be accepted with amendment of the Diocesan Pledge to reflect 18% of the total budgeted 1999 income. The motion passed.
Letia Drewry reported that plans for Mr. Caulkins’ retirement activities are progressing nicely with sub-committees and a timeline in place.
ADJOURMNENT: The meeting was adjourned at 9:00 PM.
Letia Drewry,
Acting Register