The regular meeting of the vestry of St John’s Church, Elizabeth City Parish, Hampton, Virginia was held at the parish house on October 15, 2002, at 7:00 PM. Bob Harper, Senior Warden called the meeting to order.
Vestry members present were Frank Edgar, Sr., Bob Harper: Senior Warden, Hansi Haufler, Connie Heath; Treasurer, Bill Kirkland, Bill Mace, Elizabeth Phillips, Bettyrene Pope; Registrar, Mary Ellen Sawyer, Jim Shoemaker, Eric Stewart, and Bill Terrill, Junior Warden.
Absent: Nelson Durden Also present: Rev. James “Skip” Hutton, Interim Rector. Guests present were Jan Peters, John Siderius, Billie Einselen and Kathy Dansey.
Devotions were given by Bob Harper.
The minutes of the September meeting were approved as corrected. The minutes of the special meeting on September 15 were approved as corrected. The minutes of the special meeting on September 12 were approved. The minutes of the special meeting on September 10 were approved.
Interim Rector’s Report- Skip hopes to have an administrative manual ready in November or December. Anne, Jane, and Skip are taking care of pastoral needs. The Blessing of the Animals service was well received.
Due to guests being present, the order of business was changed.
The Horseman property proposal has been reviewed by Frear Hawkins – attorney, Frank Edgar, Sr. Bob Harper, and Bill Terrill. Jan Peters went over the contract changes with the vestry members. A $1,000 deposit is required when the contract is signed and a $64,000 balance of partial payment is due at the closing. The remainder of the amount is to be financed by Mrs. Crocker. After much review of the contract, the vestry recommends the elimination of the prepayment clause and the desire to further search out other payment options, one of which is the Endowment Fund.
John Siderius and Billie Einselen presented pictures of examples of church signage. Discussion followed. Connie Heath and Hansi Haufler will serve on the committee to research this proposal. Bill Mace moved that the Signage Committee return to the November meeting with recommendations for specific signs and the prices for such. It was seconded and the motion passed. Approval for this project is necessary before it can be brought to the Endowment Fund members.
Billie Einselen and Bill Terrill talked about the proposal of a diagonal fence between the churchyard and the jail – 70 feet in length and 6 feet high. Wrought iron is approximately $100 per foot for a cost of $7000. Costs can be covered by the Endowment Fund. Donations will be accepted. The cost of a brick fence was more expensive. Billie will return with an estimate for both fences and for a vestry decision.
The contract with the Hampton History Museum about the loan of the Communion Silver was tabled until the November meeting.
Treasurer’s Report – Connie Heath reported that the current checking account balance is $48,509.88. Receipts for the month of September totaled $30,831.75. The Finance Committee met last week and made some changes to the Asking budget to reflect Donna Mae’s request for a half or three quarter time pastoral assistant. Possible adjustments could include reduction of the Christian Education Director’s hours from forty to twenty and the Diocesan assessment reduced. The Asking Budget is currently at $450,000 as approved by the vestry. Total Diocesan & Outreach $ 77,400. Total Programs $ 22,225. Total Salaries & Benefits $258,150. General Expenses $ 92,225.
Junior Warden Bill Terrill reported that the asbestos cleanup will be in the range of $40,000 to $50,000 and approval will have to made for the money. It possibly could be tied into the parish house inspection and the Horseman building purchase. A Building and Grounds Committee needs to be formed to help keep ongoing maintenance up to par. Bill is asked to procure members. The maintenance of the buildings and grounds could be contracted out and systemically kept up.
Bill asked that $2200 be given for repair of the air conditioner in the parish house. The Junior Warden is allowed to approve repairs up to $4500.
Senior Warden- Bob stated that he appreciated the efforts that everyone was making to help St. John’s move forward on a positive and upward note.
Stewardship Campaign Update- There have been 45 pledges received for a total amount of $73,654.00.
Old Business: Audit – still continuing.
Phone System- A detailed proposal needs to be made for the Finance Committee.
Food Pantry- The proposal was tabled from the Sept. meeting. Elizabeth has talked with Donna Mae and she is in agreement with it. A motion was made and seconded that we establish an In House Food Pantry. The vote was taken and the motion passed. The proposal is included with these minutes.
New Rector Package- Copies of the Rector’s Letter of Agreement between Donna Mae Siderius and the Wardens and Vestry of St. John’s was reviewed. Jim Shoemaker moved that it be included as a part of the minutes of this meeting. It was seconded and the motion passed favorably.
Committee for Donna Mae’s Reception- Preparations need to be made with events to welcome Donna Mae into the parish and to celebrate her arrival. Committee members are Bob Harper, Hansi Haufler, Linda Curtis, Scott Curtis, Letia Drewry, Bettyrene Pope, and Gwen Cumming.
New Business A letter was read from Bill concerning his resignation as a church Trustee and Cemetery Administrator. He asked that David Bishop, who had been working with him, be accepted as his replacement for both positions. Frank moved that we accept Bill’s request, with regret. A second was made and discussion followed. The vote was taken and the motion passed.
The suggestion for a recognition be given to Ralph Quinn in appreciation for his service to St. John’s was made. Two gravesites will be offered to him. A motion was made and seconded. The vote was all in favor!
Security was discussed and the handicapped entrance was focused upon. A notice will be posted on the door to press the button or ring the bell if you desire to enter after church work hours. After 4 pm, the call system buzzer with intercom will be in effect.
Good of the Parish- Discussion ensued about the inability of persons seated under the balcony being able to hear. The sound is not being carried. The sound system will be checked.
After a closing prayer, the meeting was adjourned.
Bettyrene Pope Registrar
Minutes: Approved: Approved as corrected: 11/12