The regular meeting of the Vestry of St. John’s Church, Elizabeth City Parish, Hampton, Virginia was held at the parish house on December 2, 2003 at 7:00 p.m. The Reverend Donna-Mae Siderius, Rector, presided.
Vestry members present were Greg Brauer, Linda Curtis, Frank Edgar, Sr., Senior Warden, Peggy Hayes, Connie Heath, Treasurer, Bill Kirkland, Vestal Lewis, Elizabeth Phillips, Bettyrene Pope, Registrar, Jim Shoemaker, Sandy Smith, and Bill Terrill, Junior Warden. William Andrews, Denine Miller and Eric Stewart were absent. Also present were David and Susan Copley, Assistant Rectors, and Bill Boyer, Jr., Financial Administrator.
DMS opened the meeting with prayer and led the Vestry in devotions with a poem entitled “The Cold Within”, author unknown.
Program
The Vestry continued its previous reflection on values and mission, utilizing the passage from Matthew 6, “where your treasure is, there your heart will be also” as the focus for discussion. DMS asked the Vestry to reflect on a series of questions regarding our use of time and treasure, both in our personal lives and at St. John’s. The Vestry participated in a group exercise to chart out the core values we hold dear, focusing on the use of our material resources. A discussion of the meaning of the core values of Prayerful, Responsibility, Integrity, and Risk Taking ensued. DMS reflected that what we value governs our actions and priorities and that we spend our money on things we value.
The program portion of the meeting concluded with the Vestry brainstorming a list of important ministries at St. John’s. The most important were determined to be Worship, Caring Ministries, Outreach, and Christian Formation. DMS asked the Vestry to pay attention to our relationship with God, reminding us that we must have this foundation before we can reach out to others.
Treasurer’s Report
Connie Heath reported that all the bills had been paid and that the bank balance as of December 2 was $4,157.70 (not counting the previously designated Outreach funds). Connie reported that the payroll is due next week. Depending on the amount of money collected on Sunday, it may be necessary to borrow some or all of the remaining $10,000 from the Hoffman House funds. It was also reported that we are expecting $16,000 from the Endowment Board; $11,000 to reimburse the General Fund for insurance payments and $5,000 to reimburse the General Fund for organ repairs. Connie reported that with 91 % of the year gone, we have received 85% of the anticipated income, so we are only 6% behind. The Vestry was reminded that the Endowment Board will be forwarding monies to purchase signage for the Church property. Connie informed the Vestry that after January 1 she would take the designated Outreach funds from the General Fund and establish a new account specifically for these funds. This will allow the Vestry to more accurately account for our income and expenditures.
Stewardship Report
Jim Shoemaker reported that we have received 128 pledges totaling $264,694.00. More than half of those pledging have increased their pledge. The average pledge increased by $100 per year. Jim further reported that about 55 households, who pledged about $88,000 last year, had not pledged this year. A letter has been sent to these households. Vestry members were asked to make personal contacts with those who had not yet responded. All Vestry members have pledged. Jim reported that we should expect a potential income of $400,000 – 410,000.
Rector’s Report
Donna-Mae Siderius reported that she has begun six-month planning. Monthly calendars have been posted. Beginning in January, there will be Bible Study on Wednesday nights and on Thursdays, after the Healing Service, led by the Clergy. A nursery may be available on Thursdays. During Lent, there will be a program for five Wednesdays.
DMS also reported that there would be a quarterly meeting with parish newcomers during the Sunday Adult Forums. The kick-off meeting will be a dessert meeting in January. DMS informed the Vestry that we have had two recent transfers to St. John’s. She encouraged all of us to welcome newcomers and invite them to parish functions.
DMS informed the Vestry that she decided to move the Annual Congregational Meeting to February 1, because of scheduling conflicts in January. There will be one service at 9:00 a.m., followed by breakfast at 10:00, and then the annual meeting. Vestry elections will be held. New Vestry members will be seated, with no vote, until their term officially begins in May. The Vestry was asked to provide and serve the breakfast.
Action: Linda Curtis, Frank Edgar, Sr., Jim Shoemaker, and Sandy Smith volunteered to design the program. Peggy Hayes and Elizabeth Phillips volunteered to coordinate the breakfast.
DMS called the Vestry into Executive Session to discuss a personnel issue.
DMS and the Vestry next reviewed our current budget situation. We reviewed a chart of staffing at other Episcopal churches of comparable size. After a great deal of discussion regarding suggested staff realignment, the Vestry voted to consolidate the functions of the full-time Parish Administrator and the part-time Publicist into one full-time Office Manager position, with an emphasis on communications and publications, and minor secretarial functions. The Vestry also voted to reduce the full-time Christian Education position to _ time. The primary responsibility for the EYC will be shifted to David and Susan Copley. These changes were made with regrets. The effective date for the changes will be effective January 1, 2004. This staffing realignment will allow for a total savings of about $17,000 per year.
A discussion ensued regarding current staff. It was moved that we offer the newly created position of Office Manager to Harper Lewis. In addition, it was moved that we notify Kandi Rausch immediately of our decision, allowing her to vacate her position prior to December 31st, if she so desires, with full pay through December. The motion was seconded and approved.
The Vestry decided to postpone taking any action on other suggested staffing changes until the Vestry convenes in January and reviews our final stewardship accounting.
Action: The full-time position of Parish Administrator and the part-time position of Publicist will be consolidated into one full-time position of Office Manager, with an emphasis on communications and publications, and a minor emphasis on secretarial duties. The full-time Christian Education position will be reduced to _ time. Both of these changes are effective January 1, 2004. Kandi Rausch will be allowed to continue in her current position until December 31 or if she desires, vacate her position prior to December 31, with full pay through December.
Assistant Rectors Report
David Copley reported that he had been involved in two projects, (1) providing commentary on the movie shown at the Parish Thanksgiving Dinner and (2) creating a Labyrinth for use at the Advent Reflection services on Wednesdays. He also reported that he had conducted two Sunday Adult Forums on mission. He informed the Vestry that he would lead a short-term mission, possibly to Belize, in the future. David also reported that he had officiated at his first wedding.
Susan Copley reported that she is continuing her work with the EYC and the Newcomers Ministry. She reported that there would now be greeters at every door each Sunday.
Susan also reported that she had spoken on “Forgiveness” at St. Martins in Williamsburg and that when she had returned to St. John’s, she felt she was truly home.
Both David and Susan had been very busy preparing for their ordination to the priesthood on Saturday, December 6, 2003. David and Susan thanked the Vestry for the purchase of the Altar flowers for their special day. The Vestry was asked to serve as ushers and greeters at the ordination. Everyone was asked to wear red.
Action: Vestry will serve as ushers and greeters at David and Susan Copley’s ordination to the priesthood on December 6, 2003.
Senior Warden’s Report
The Senior Warden did not have a report.
Junior Warden’s Report
Bill Terrill reported that he had completed and returned the Questionnaire from the Mary Williams Foundation. Bill also reported that the final drawings on the parish house and the asbestos reports are with the Permit Department of the City. A building permit is needed before structural work can begin on the parish house. The Vestry applauded Bill on his tenacity to move us forward. DMS told the Vestry that she “can be nice to Bill.”
Minutes – Bettyrene Pope
The minutes of the November 4 meeting were presented. The minutes were approved with one correction: Eric Stewart did not provide devotions at the meeting.
Action: Minutes of November 4 meeting were approved with one correction.
Other Business
Vestal Lewis reported that Joe Strup, Treasurer of the Charitable Trust, is unable to continue in this capacity. Vestal moved that Ann Ward fill this position. The motion was seconded and approved.
Action: Ann Ward will replace Joe Strup as Treasurer of the Charitable Trust.
It was reported that Ted Gray’s term on the Endowment Board is expiring. A motion was made, seconded, and approved to elect Jim Shoemaker to fill this position.
Action: Jim Shoemaker was elected to the Endowment Board.
Elizabeth Phillips reported that the Outreach Commission met in October. The Commission requested Vestry approval to donate the remaining $750 of the $1000 originally designated to them by the Vestry to Cuttington College in Liberia. A motion was made, seconded and approved. A Vestry member asked how the $1600 previously donated by the Charitable Trust had been spent? Elizabeth reported that the Outreach Commission would discuss how best to use this money at their next meeting.
Action: The Outreach Commission will donate $750 to Cuttington College in Liberia.
It was reported that Robert Claiborne planted new boxwoods on the parish grounds as part of his Eagle Scout project.
Peggy Hayes invited the current and soon to be elected Vestry to a covered dish supper at her home on Thursday, February 19.
The Vestry thanked Elizabeth Phillips and Connie Heath for their leadership in making the Parish Thanksgiving Dinner a tremendous success.
The Tacky Light Award was passed from Bill Terrill to Bill Kirkland.
Donna-Mae Siderius closed the meeting with prayer and adjourned the meeting.
The next Vestry meeting will be January 6, 2004 at 7:00 p.m. in the parish house.
Sandy Smith for Bettyrene Pope, Registrar
Minutes Approved: Jan. 6, 2004 Minutes Approved as Corrected.