The regular meeting of the vestry of St John’s Church, Elizabeth City Parish, Hampton, Virginia was held at the parish house on November 4, 2003 at 7:00 p.m. The Reverend Donna Mae Siderius, Rector presided. She welcomed everyone. The vestry joined her in a Prayer for the Vestry.
Vestry members present were William Andrews, Greg Brauer, Frank Edgar, Sr.- Senior Warden, Peggy Hayes, Connie Heath – Treasurer, Vestal Lewis, Denine Miller, Elizabeth Phillips, Bettyrene Pope- Registrar, Jim Shoemaker, Sandy Smith, Eric Stewart, and Bill Terrill- Junior Warden.
Absent were Linda Curtis and Bill Kirkland.
Also present were Susan and David Copley – Assistant Rectors
Devotions were tabled until the first part of the program for the night.
Rector’s Report- Donna Mae reported that she had held two funerals and a wedding in October. She had been busy mentoring three (3) Deacons, attended and held many meetings, making pastoral visits, and doing administration type tasks. The idea of changing the annual meeting was brought up. Bettyrene made a motion that the Annual Meeting be moved from May to January and that one church service be held at 9:00 am followed by breakfast and the meeting. The motion was seconded. Discussion ensued and the vote was taken. The vote was unanimous. The new vestry will be elected in January and be in training for two months creating an overlap. The new electees would then be able to vote on issues in April to April. A later discussion will take place to determine whether to change the size of the vestry.
Action Taken: The Annual Meeting will be held in January and new vestry will be elected at that time.
The December vestry meeting will be spent making preparations for the Annual Meeting in January.
The Endowment Board has asked for a meeting this Wednesday night and would like for DMS to have several vestry members in attendance with her. Senior Warden, Frank Edgar, Sr., Sandy Smith, and Bill Terrill will go. Copies of the charge to the Endowment Board will be available. The meeting will be at Ted Gray’s house, 21 Ivy Home Road at 5 pm. Conversation will be about how they can be more financially involved with the historical value of the church. The need is becoming apparent for more docents. Looking at the historical aspect of St. John’s and our mission and ministries, there will be more expenses with showcasing the church in the future.
Assistant Rectors’ Report – Both Susan and David have been involved with meetings – Fresh Start – which is for new clergy to the Diocese. David preached at Good Shepherd and did a Power Point presentation. The Advent program will incorporate a Labyrinth from 12-1 and perhaps a lunch time meal. There will be flyers in the office. The Copleys have visited the Bible study groups. David told about the website now available for Liberia. They are advertising for a grant writer to work with the UN presence there. Susan has been working with the EYC and meeting with the leaders. She has been calling asking people to serve as Greeters. A Youth Team is a possibility on the Queen Street door. She is also talking with families about serving together. She attended the Diocesan Gathering of Catholic Women at which she was the speaker. She said there was much excitement about her presentation. She also will lead an Adult Forum at St. Martin’s on “Forgiveness”.
Both she and David are busily planning their ordination on December 6th. A good friend of theirs will be the guest preacher. They would like to have the vestry there with nametags as a presence for offering directions. The vestry members need to be there at 10:00 am. There will be a Diocesan meeting held at Emmanuel Episcopal on Saturday from 10-2pm on Short Term Missions. An invitation is extended to everyone interested in this endeavor.
Senior Warden’s Report – Frank Edgar, Sr. Frank complimented Kathy Dansey and the staff for the program presented on Sunday. He felt it really showcased the children. He was disappointed in the attendance at the wonderful Evensong service on Sunday. Only a handful of people attended. He would like to find ways to encourage more to attend.
Junior Warden’s Report – Bill Terrill Billie Einselen has talked with Ted Gray about the signage and the money being appropriated from the Endowment Fund. Frank Edgar, Sr. removed a limb from a tree off the church. The Structure Group of Williamsburg will be going over the church building as they did the Parish House and making a report. John Lawson from W. M. Jordan has accepted the job to repair the Parish House and will take the drawings from the Structure Group to the City’s Codes and Compliance Office for review. A priority list needs to be developed as to what we want to be done. Stabilizing the floor is the first priority. Jim Shoemaker will work with the trustees, Chippy Martin, John Holt, and Bill Saunders of the Mary Williams’ Trust, Questions about the expenditure of the $154,000 before the year is out is of concern.
Minutes – Bettyrene Pope The minutes of the October 7th meeting were presented. It was moved that they be approved. It was seconded and passed. The minutes of the October 27th meeting were presented. It was moved that they be approved with a correction. It was seconded and passed.
Action Taken – October 7th and 27th meeting minutes were approved.
Treasurer’s Report – Connie Heath Connie reported a balance of $6,227.90 in the checking account. She borrowed $10,000 from the Hoffman House account. The Outreach monies are to be placed in a discretionary account out of the General Fund account. The two payrolls in November will require drawing $10,000 from the Hoffman House account. This was approved by the vestry.
Stewardship Report – Jim Shoemaker Jim reported that we have received twenty-five (25%) percent of the pledges for a total of $76,464.00 This is sixteen (16%) percent of the money we need for the budget. A program will be held continuing the budget discussion. There are major spiritual issues about money. The church budget should reflect our values.
Devotions were given
Program – Values
The vestry divided into four study groups to look at certain passages and determine what values they see in reading and discerning these scriptures. The tasks assigned were to read and reread the scripture and share what was prominent in the passage for each individual.
In determining what the budget for 2004 would look like, the first step is to get values in line with the gospels. Where is God and where are we in this journey? The groups came back together and outlined the focus of each selection.
The Vestry Papers Bulletin was given out and its focus was on financial business. It is appropriate reading at this time.
The Tacky Light Award was given to Bill Terrill.
The meeting was closed with a prayer and adjourned.
Bettyrene Pope Registrar
Minutes: Approved: Dec. 2, 2003 Approved as corrected.