The regular meeting of the Vestry of St. John’s Church, Elizabeth City Parish, Hampton, Virginia was held at the parish house on January 21, 2003, at 7:00 p.m. The Rev. Donna-Mae Siderius, Rector, presiding.
Vestry members present were: Frank Edgar, Sr., Bob Harper; Senior Warden, Hansi Haufler, Connie Heath; Treasurer, Bill Mace, Elizabeth Phillips, Mary Ellen Sawyer, Jim Shoemaker, Eric Stewart, Bill Terrill; Junior Warden, Nelson Durden: acting Registrar, Bill Kirkland, and The Rev. Donna-Mae Siderius, Rector.
Absent were Bettyrene Pope; Registrar.
Guests present were Bill Rhode, Chairman of the Finance Committee; Bill Boyer, Financial Administrator; and Billie Einselen.
The Rev. Donna-Mae Siderius, Rector, gave devotions.
Bob Harper gave opening remarks welcoming Donna-Mae Siderius to her first regular vestry meeting as Rector.
Rector’s Report: The Rector reported as follows, to wit:
- Credo was discussed.
- She expressed her appreciation for the welcoming reception.
- Staff meetings are held on Tuesdays at 11:00 a.m. The staff needs to know that they are appreciated and valued.
- We need to develop a vision and a plan for St. John’s. We need to proceed with measured steps. The vestry is the vision bearer for the congregation.
- She spoke as to the meaning of the 400th Anniversary of St. John’s Church.
- An article from the Harvard Business Review was distributed and the vestry was asked to read it by the February 2003 regular vestry meeting.
- She discussed what she has done since she arrived at St. John’s as rector.
- A letter dated January 19th, 2003 has been received from James L. Hutton, III, Interim Rector addressing in part the purchase of computers. He found everything accounted for.
- She acknowledged all of those who held St. John’s together over the last several years.
- Discretionary Fund – All funds will go through the church books to a special account and when she needs more funds she will make a request for funds from the financial administrator. The Interim Rector, James L. Hutton, III, has reviewed the discretionary fund and it was found to be in good order. The discretionary fund will be audited with the regular financial records of the church.
- Bishop’s Day with Vestries and Clergy. Information was distributed with a request that every vestry member contact the church office by February 15th\ 2003 about which workshop they want to attend.
- The Rector has been in touch with delegates to the Diocesan Council about the Annual Council to be held on February 7 -9, 2003
- The Rector will do a program on Wednesdays in Lent this year about forgiveness.
Billie Einselen reported on the following matters:
1. Fencing Project Update: She is waiting for an estimate for an all brick fence. 2. Signage for Church Property: Connie Heath, John Siderius, Hansi Haufler, and Billie Einselen are pursuing another sign company who gave St. John’s an estimate of $6,500.00 for the Church sign work. The sign committee needs to meet with each sign company to determine what they will do for St. John’s. The church needs the City of Hampton approval before the first sign is installed.
3. The Old Communion Silver: St. John’s continues to work on an agreement with the Hampton History Museum about the entrustment of the silver to the museum for display purposes. The Rector appointed herself, Nelson Durden, Frank Edgar, Bob Harper, and Billie Einselen to an ad hoc committee to look into the entrustment of the silver to the museum for display. Nelson is the Committee Chairman.
William Rhode, chairman of the finance committee presented the 2003 Projected Operating Budget as approved by the finance committee to the vestry for consideration. He suggested that the budget be reviewed at least quarterly. Jim Shoemaker reported that 138 Pledges have been received for a total of $227,900.00. There was much explanation and discussion of proposed budget. A motion was made that St. John’s honor its 2002 Diocesan pledge by $10,000.00 in addition to what has already been paid. There was a second to that motion & the motion was passed. A motion also passed that the $10,000.00 be paid immediately. A referral was made to the finance committee for a recommendation as to what should be done with the donations for special events such as – A Night’s Welcome, and Thanksgiving baskets. A motion was made, seconded, and passed that $45,000.00 be designated for the Rector’s salary and that $21,500.00 be designated for the Rector’s housing. The Staff salaries were discussed. During this discussion William Boyer was excused from the meeting. After further discussion a motion was made that the vestry approve a 2003-operating budget as submitted by the finance committee in the amount of $428,646.00. There was a second to the motion and the motion passed with Connie Heath and Elizabeth Phillips abstaining.
Treasurer’s Report. Connie Heath discussed a letter of appreciation to the congregation thanking them for their support. She also stated that there was $66,938.99 in the bank account as of January 21, 2003. The St. John’s Episcopal Church Income Expense Statement December 31, 2002; Special Accounts Reports December 2002; and St. John’s 400th Celebration Income and Expenses for 2002 were made available to the vestry.
Registrar’s report – The minutes of the December 2002 regular vestry meeting were approved as amended.
Bob Harper reported that the church made a formal offer to purchase the Horseman building and it was refused.
Junior Warden’s Report – Bill Terrill reported that a committee will meet with Rector January 22, 2003 to bring her up to date on the status of the church properties. Besides the Junior Warden, Lewin Vermillion, Jim Tormey, Frank Edgar, and Don Heath are on this committee.
Senior Warden’s Report – Bob Harper thanked the Bracket Club and Hansi Haufler for the reception for “Skip” Hutton. He also thanked Frank and Sylvia Edgar for getting gifts for the occasion. The Senior Warden then presented a report from “A Night’s Welcome”. Finally he stated there are members of St. John’s who need to be recognized through a parish recognition program. Nelson Durden reported that a resolution of appreciation has been prepared for P. Warren Spratley, Jr., recognizing his long service to St. John’s Church.
A motion was made by Connie Heath that P. Warren Spratley, Jr., be asked to be life time member of the finance committee. There was a second to that motion and that motion passed.
The Rector distributed a proposed final copy of the parish directory. There was discussion.
There will be a celebration of the new ministry of Donna-Mae Siderius at St. John’s Church on February 12th, 2003 at 7:00 p.m. with a reception following. The Rector said that we need to be in this ministry together. There was a further report by the Rector and discussion.
Rector’s Office Renewal Project – Bob Harper gave the report on this project. A motion was made, seconded and passed that an amount not to exceed $5,000.00 be taken from the memorial fund to improve the Rector’s office.
The Rector reported Council representatives have already been appointed.
The Rector’s “Tacky” Light award was given to Bob Harper.
Bill Terrill commented that this has been the best darn vestry meeting in awhile.
Closing Prayer – The Rev. Donna-Mae Siderius
Dismissal.
Nelson T. Durden
Acting Registrar.
Attachment to Vestry Minutes Of January 21, 2003
This attachment explains the procedure by which funds are to be received by and disbursed by St. John’s Discretionary Fund for the Rector’s use.
The St. John’s Discretionary Fund will use The Old Point National Bank checking account, Number 126177001.
The Rector and the Treasurer of St. John’s Church will be on the account.
Funds will be disbursed from this checking account at Old Point National Bank according to the discretion of the Rector.
The checks drawn on the account will require only the Rector’s signature due to the special and limited nature of the Fund’s mission.
The General Fund will credit to the Discretionary Fund $200.00 a month to aid it in its mission. The Discretionary Fund will not be part of the General Fund or of the Operating Budget, and any monies remaining in the Fund at the end of the calendar year will roll over into the new year.
Donations will be deposited into the General Fund of St. John’s Church. It is recommended that checks be made out to St. John’s Church and in the memo line of the checks the notation made that it is for the Discretionary Fund.
The Rector will, at appropriate intervals, submit request forms for reimbursement from those donations and other credited amounts in the General Fund for those monies spent or anticipated to be spent for an upcoming event(s). Such reimbursements shall not exceed the total funds donated for or credited to the Discretionary Fund at the time of the request.