The regular meeting of the vestry of St John’s Church, Elizabeth City Parish, Hampton, Virginia was held at the parish house on August 13, 2002, with Bob Harper, Senior Warden, presiding.
Vestry members present were Nelson Durden, Frank Edgar, Sr., Bob Harper: Senior Warden, Hansi Haufler, Connie Heath; Treasurer, Bill Mace, Elizabeth Phillips, Bettyrene Pope; Registrar, Mary Ellen Sawyer, Eric Stewart, and Bill Terrill, Junior Warden.
Absent: Bill Kirkland and Jim Shoemaker Also present: Rev. James “Skip” Hutton, Interim Rector.
Devotions were given.
The minutes of the July meeting were approved as read.
Interim Rectors’ Report- Skip is organizing his staff for pastoral needs. He will be working with Kelley on the bulletin. Rob Marston presided at a funeral. Parish manuals are in the making. Vestry members are helping with job descriptions and reviewing hours with the pay. Positive comments were made about Anne and Jane and their help to Skip’s ministry here at St. John’s.
Treasurer’s Report – Connie Heath reported that the current checking account balance is $49,830.07. Receipts for the month of July totaled $29,584.50. Copies of reports were passed out for the 400th Celebration Income & Expenses for 2002 and Special Accounts. Memorials for Marie Prince are to be given to the Memorial Fund. Payments to John Gammel for management of the rental property are ten ( 10%) per cent of the gross rent. Connie praised Bill Boyer for the good job he is doing. A motion was made to accept the Treasurer’s report. It was seconded and passed favorably.
Finance Committee- Bill Rhode expressed his thanks to Skip, to the parish, members of the Finance Committee, Connie and Bill Boyer for their help. He recommended that the Finance Committee and the vestry together review the balance of the 2002 budget of operating expenses and non budgeted items. Overall we seem to be on track with the budget. Bill Boyer explained the figures of the budget and how to get a more accurate picture of them. A discussion followed about defining and clarifying the budget. The Finance Committee will meet Wednesday night and work on an Asking budget for presentation at the September meeting
Junior Warden Bill Terrill reported that ramp outside the parish house needs mortar replaced and the wooden handicapped ramp is in need of non-skid pads. Jim Shoemaker and Tom Pope looked at the asbestos with Bill and concluded that repairs are necessary as soon as possible. Four companies will be asked for estimates for the asbestos removal. The area in question will be locked and secured. The area at the South end of the parish house is in need of investigation by a structural engineer as is the Bell Tower. The security alarm in the church was looked at last Saturday. Frank questioned the closing up of the doors when people leave the parish house. Extra precaution is needed so doors are not left unlocked.
Senior Warden- Bob reported that Jan Peters is to be our real estate representative for the Horseman building. Bob and Bettyrene did the highlights of the vestry meeting for the Epistle. Commission Sunday will be held on September 15th. The week prior to the vestry meeting, Bettyrene, Bill T, Bob, Connie, and Skip will meet to prepare an agenda. Everyone is invited to attend. This is an agenda setting meeting only. This is not a policy or working committee.
Old Business: Mary Ellen made the motion that we partner with Wythe Elementary and help provide needed school supplies for students. The motion was seconded and the vote taken. The motion passed. Denise Farris will keep check on the school supplies at Wythe and pass along replenishment items for parishioners to supply in the Epistle.
Parish recognitions – These will be done one Sunday this fall yet to be determined. An article will be put in the Epistle regarding suggestions from the congregation for candidates. Our list include the following: Betty Allen LEM Sylvia Edgar Warren Spratley Ann Ward Kim and Devin Hensley Discussion followed that this perhaps should be an annual event.
Hoffman House Management John Gammel has given the tenants signed leases to Connie. On October 14th Adeana Wilson will be moving into the space with Jan Peters and her real estate business. Nelson moved that we retroactively approve the 5% increase in the rent amount for the tenants. It was seconded and approved. John Gammel was hired to manage the property for us. The vestry would like for the Finance Committee to make up a list of vestry responsibilities and a list of John’s concerning the Hoffman House. They would in turn bring these recommendations to the vestry and a contract for John.
Financial Audit- The auditor’s have the necessary information and we are waiting for the report.
Security- Frank and Bill Boyer, Sr. report that the cameras are in place and need to be hooked up. There is a monitor in Kandi’s office they are working on. For a more secure environment, the parish house should be locked when the women are here alone.
New Business: The Horseman building is on the market again. Jan Peters has offered to negotiate for St. John’s for a 1 % commission. The prior proposal from another source was not accepted and is being resubmitted. A motion was made and seconded that since the vestry is interested in further negotiations with the owners of the Horseman’s Florist building, we ask Jan Peters to be our agent.
If we elect to proceed and the deal is consummated, we will pay Jan Peters the 1 % commission. The vestry voted unanimously with one abstention. Bill Mace will bring the subject up with the Trustees.
The church phone system will be checked over by Woody Woodcock when he is available.
Church Staffing- Mary Ellen, Connie, Elizabeth, and Bettyrene met and are working on the employees’ job descriptions.
Staff Pension Requirements- Equicore is the company handling the pension plan. Research needs to be done to check into their plans. Who is under it? Who can go under it? What requirements are there? Stipulations? Kelley is eligible in October. Kathy and John are already in the plan. Skip and Bob will find someone in the parish to help clarify these issues and report by the Sept. meeting.
Parish Directory- Plans are being made to prepare a new and better organized directory to be mailed in the fall.
Stewardship Campaign- Jim Shoemaker will meet with Skip and discuss the Every Member canvass suggestions.
Commission System- September 15th will be Commission Sunday. In the parish hall will be advertisements of the committees and sign up sheets. Breakfast goodies will be served and the congregation can peruse the tables for information.
Good of the Parish: Orientation of Operating Procedures for the Vestry
There will be a training session for the J to A leaders on August 24th. These leaders are Scott Curtis, Margaret McFarland, Jackie Stephan, and Sharon Palotti. VBS was very successful. The Bouchards will serve as the EYC leaders.
Ushers will be encouraged to be more aggressive in providing literature to new comers.
Discretionary Fund- Elizabeth passed out information about how the discretionary fund would work during the interim period. Bill Mace move that we approve the disbursement of funds as Elizabeth has outlined. The motion was seconded and the vote taken. The motion passed.
Preparing for the new rector:
Skip gave us a template for the tracts we might follow in selecting a new rector.
Tract One: Donna Mae
- Approve conversation with Donna Mae
- Prepare a committee (1-2 mtgs.) vestry – cross section question preparation We prepare questions – She prepares questions Done early in September
- Interview
- Re-interview
- Call is mutually agreeable
- Closure of interim: Dec. 2002 or January 2003
Tract Two:
- Begin after Tract One
- Vestry appoint a Search Committee ( min. of 2 vestry members serve)
- Re-edit Profile/ Congregational Forum
- Gather / request names
- Edit names
- Interview likely candidates
- Submit name to vestry
- Interview – vestry
- Negotiate contract
- Repeat as needed
- Call
Skip passed out material about the types of churches and gave background information. He talked about St. John’s as a downtown church and how the priest sits in the middle and the responsibilities of the parishioners. Following this orientation, Elizabeth moved that the vestry take Tract One to talk with Donna Mae. The motion was seconded. The vote was taken and it was unanimous. Skip asked that all negative comments that have been received be put in writing to him. What next?
Discussion led to Bill Mace moving that the vestry act as a conversation committee engaging Donna Mae in an interview. The motion was seconded. The vote was taken. All were in favor with one opposition vote. Appropriate questions need to be developed. Skip will chair the interview question development. The decision was made to meet on August 27th at 7 pm to fashion questions for the interview. September 10, 2002 will be the date of the interview.
After a closing prayer, the meeting was adjourned.
Bettyrene Pope Registrar
Minutes: Approved: Approved as corrected: Sept. 17, 2002