The regular meeting of the vestry of St John’s Church, Elizabeth City Parish, Hampton, Virginia was held at the parish house on December 10, 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 Mace, Elizabeth Phillips, Bettyrene Pope; Registrar, Mary Ellen Sawyer, Jim Shoemaker, Eric Stewart, and Bill Terrill, Junior Warden.
Absent were Nelson Durden and Bill Kirkland.
Also present: Rev. James “Skip” Hutton, Interim Rector. Guests present were Russ Myers, Bill Rhode, Bill Boyer, and Billie Einselen.
Devotions were given by Connie Heath.
The minutes of the November meeting were approved as read.
The agenda was altered to accommodate the visitors.
Treasurer’s Report – Connie Heath reported that the current checking account balance is $49,000.61 as of Dec.10th.
Receipts for the month of November totaled $29,044.00. Moving expenses for the Siderius’s were $775.00.
Russ Myers from Eggleston Smith PC reviewed the recently completed audit for the year 2001. Each vestry member received a copy of the report. He explained that the accounting for the church was a “cash basis accounting” system. He suggested that perhaps some of the accounts be consolidated.
He then went over the report. Questions were asked and answered about the review.
Stewardship Campaign Update- Jim Shoemaker reported 160 pledges for a total of $297,470 have been received. The desire is to have 180 pledges if possible. 27 people that did pledge last year have not pledged this year. A potential $30,000 may be out in pledges and not received as of this date. The budget number income total now seems to be around $400,000.
Finance Committee – Bill Rhode, chairman commended Bill Boyer and Connie for jobs well done. The Finance Comm. will work on the budget to produce an operational budget based on the $400,000. This is to be presented to the vestry by January or before, if possible. The committee will make recommendations for the budget. The congregation is to be commended for a good job of keeping up their pledges.
Loan Agreement / Hampton History Museum – Billie Einselen passed out copies of the current agreement. By general consent, the vestry desires Frear Hawkins, a lawyer to review the contract and work out the wording if changes need to be made. Much discussion took place about the value of the communion silver and the replacement value for insurance purposes. It was suggested that a written appraisal be done for the church as it appears one has never have been done. Also some checking needs to be done with Colonial Williamsburg as to their procedure and accompanying paperwork for the loan of irreplaceable objects.
Signage- John Siderius, Hansi Haufler, Connie Heath and Billie Einselen are the committee members. Billie passed out suggestions for sign placement and sizes of signs. The vestry is to look this paper over and make any suggestions. Possible voting on this endeavor may take place at the January meeting.
Fencing- Bill Terrill found the deed to the property next to the jail. It was dated in 1972 from the Hampton Housing and Redevelopment Authority. A copy of the deed will be included in the minutes of this meeting. Sheriff Roberts has been informed about our intentions. Discussion followed about costs of different types of fences – wrought iron and brick. Specific prices will be brought to the vestry.
It was also suggested that perhaps donations could be sought for the building of the fence.
Interim Rector’s Report- Skip was somewhat remorseful that this was his last vestry meeting with us. He reported having had a busy month. Reports he needs to follow up on will be given to Donna Mae. The Administrative Manual that is in draft form has to be finalized. Donna Mae will report to work January 1st. Dec. 29th is Skip’s last Sunday.
Some possible financial improprieties were brought to Skip’s attention and he has been investigating them. Skip has talked with the Bishop concerning this issue. Further discussion. The auditors reported that there are three ways that money can be taken from a church – 1. Steal out of the plate 2. Coerce signing of checks and 3. Sign checks inappropriately. Bill Boyer is copying all checks that come into the church. The Discretionary Fund needs to be audited on a yearly basis. Sylvia will obtain the bank records of Keith’s discretionary funds to see what came in and what went out. The computer inventory has all the computers either donated or purchased, accounted for. Bill audited the May discretionary fund. The concern is that Keith used money inappropriately. Skip will report to the Bishop Bane on his findings and a written report will be given to Donna Mae.
Pastoral concerns- A Cambodian family that the church used to sponsor has lost their two-year-old child. A space was given to them for burial in the churchyard.
Skip is pleased with the staff during his interim period. They worked well and gave him weekly reports. A lot of work needs to be done at St. John’s but Skip feels he is leaving the church in a healthy situation
The Parish Directory is in print but is not bound. It is still a “work in progress”.
Junior Warden Bill Terrill reported that the heat pump iced up and is in need of a defrost control sensor. A Building and Grounds Committee made up of Bill Mace, Frank Edgar, Sr., Jim Tormey and Bill Terrill will begin work on a long-term master maintenance plan for the church property. Bill has found an experienced maintenance man willing to help. Someone needs to be found to help with inspection of the Parish House and it was suggested that perhaps Robert Claiborne knows of such a person.
A former parishioner, Mary Williams left her estate to St. John’s. Bill stated that from the auction proceeds the church will receive $32,000 plus that will go into the Endowment Fund and can be used for anything the church desires. More money is to come but will be in a Mary Williams Trust. The terms at present are unknown.
Senior Warden- Frank and Bob met with Frear Hawkins about the Horseman Building. A full price offer was made to Ms. Crocker but the offer was refused. Frear will work up a final offer to be presented to Ms. Crocker.
Reception for Donna Mae will take place after the Jan. 5th 8:00 o’clock service. It will be a breakfast/reception.
January 24th will be a Wine and Cheese Party for Donna Mae.
January 19th will be a farewell reception for Skip, Anne, and Jane following the 10:30 service in the Parish House.
Thanks to Mary Ellen Sawyer, Judy Moore and Elizabeth Phillips for the Thanksgiving Dinner – a job well done!
Old Business- Elizabeth reported that the offering received from the Adopt-a- Senior netted $380. Some additional things are planned for later holidays. The Bracket Club gave a gift of money to OutReach. Thirteen care packages were sent to college students during exams. 120 minutes calling cards were purchased for the college students also.
Charitable Trust Fund – Chuck Zimmerman was elected to serve. His term will end 2007.
Endowment Fund – Bill Boyer, Sr. was elected to serve.
New Business- The following people will be delegates at Council in February- Hansi Haufler, Bob Harper, Betty McKinney, and Bettyrene Pope. Bill Mace will serve as an alternate.
Good of the Parish – Frank Edgar, Sr. gave kudos to John Siderius for the fine job the young people did at the service of Lessons and Carols. Congratulations!
After a closing prayer by Skip, the meeting was adjourned.
Bettyrene Pope Registrar
Minutes: Approved: Approved as corrected: