The regular meeting of the vestry of St. John’s Church, Elizabeth City Parish, Hampton, Virginia was held at the parish house on February 3, 2004 at 7:00 pm. The Reverend Donna Mae Siderius presided. The meeting was opened with a prayer.
Vestry members present were Greg Brauer, Linda Curtis, Frank Edgar, Sr. – Senior Warden, Connie Heath – Treasurer, Vestal Lewis, Bill Kirkland, Denine Miller, Elizabeth Phillips, Bettyrene Pope – Registrar, Sandy Smith, Eric Stewart, and Bill Terrill – Junior Warden.
Absent were William Andrews, Peggy Hayes, Jim Shoemaker and Susan Copley. Also present were David Copley – Assistant Rector, Bill Boyer – Financial Administrator, and newly elected vestry members, Nelson Durden, Bill Forinash, Bob Harper, and Kay Olson.
Devotions were given by Sandy Smith.
Before the program portion of the meeting, everyone took a tour to the portion of the parish house that is being worked on. To date, the floor has been stabilized and immense termite damage has been uncovered. Renovations will be more extensive than previously anticipated.
Program- Bill Boyer, Financial Administrator gave a review of the 2004 budget. He clarified the differences between designated funds and restricted funds of the church. Designated funds are used to run the parish and its programs and are received from pledges and plate contributions. Restricted funds are those that can be used only for specific purposes. These include the St. John’s Charitable Trust, the Endowment Fund, Inc., the Edward L. & Mary B. Williams Trust, the Music Foundation, the Cemetery Fund, the Memorial Fund, the Perpetual Honor/Memorial Fund, Parish Improvement Fund, and the Discretionary Fund.
Bill announced that additional monies have been received. Discussion ensued as to where these monies could be assigned in the budget. Frank moved that the Finance Committee review the additional monies received and present an amended budget. It was seconded and the vote taken. The motion passed.
Action Taken: The Finance Committee will review the 2004 budget, determine the placement for the additional monies, and present their recommendation to the vestry.
Registrar’s report – The minutes were approved as corrected.
Treasurer’s Report – Connie Heath reported an income for the month of $33,740.33. Expenses were $40,567.19. The current checking account balance is $15,265.64. Frank Edgar, Sr. moved the acceptance of the Treasurer’s report. It was seconded and voted on favorably.
A motion was made, seconded, and passed that $21,500.00 of Donna Mae Siderius’ salary be designated for housing and $12,000 of David and Susan Copley’s salary be designated for housing.
Action taken: Designations of salary for housing for Donna Mae Siderius of $21,500.00 and $12,000.00 for David and Susan Copley’s were implemented to comply with IRS regulations.
According to the Church Canon XVII, election of Vestry officers should take place immediately following the vestry elections. Due to the change of the Annual Meeting from May to February, this year’s officer elections will take place in May. This change was in agreement by general consent of the members.
Debriefing of the Annual Meeting – Things that went well were the video and slide presentations by significant personnel, good food, the wireless mike, and no time constraint to get to the second church service. Things that could be improved were the meeting needs to be shorter as could some of the presentations, need for more room, and agendas placed on the chairs ahead of time. A motion was made to send thank you letters from the vestry to all participants involved. It was seconded and passed.
Action Taken: Letters will be written to all participants thanking them for their contribution to the success of the Annual Meeting.
Senior Warden- Frank Edgar, Sr. reported that Bill Rhode asked to be relieved of his duty as chairman of the Finance Committee but will remain as a member.
Linda Curtis moved that Charlie Edmonson serve as Chairman. It was seconded and the motion was voted on favorably.
Junior Warden- Bill Terrill reiterated about the renovations to the parish house being more extensive than previously anticipated. Discussion about the type of flooring was brought up. Bill Terrill moved that the new flooring be hardwood. It was seconded and the vote taken. The motion passed.
Bishop’s Day with Vestry and Clergy- March 6 – Saturday in Petersburg and March 13th – Saturday at Emmanuel Church in Virginia Beach. Vestry members planning to attend should turn in their three choices of workshops to Donna Mae Siderius by February 27th.
Registration begins at 8:30 am and the day begins with worship at 9:00 am.
Good of the Order- The Tacky Light Award presentation was explained to the new members.
The Tacky Light Award was presented to Eric Stewart.
Donna Mae Siderius passed out the Vestry Papers bulletin.
At the Pre-Council meeting in Williamsburg, Bob Harper was elected to serve on the Diocesan Anti-Racism Committee. Bettyrene Pope was elected to serve on a Diocesan committee to discuss how deputies are elected to general Convention.
Some discussion evolved concerning the telephone difficulties at the church with sometimes getting a message and sometimes nothing. Donna Mae is aware of the problems and she is working to finding a solution.
Kay Olson encouraged members to go and visit Daisy McMenamin at the Devonshire, Room 342.
The meeting was adjourned with a prayer at 8:45 pm.
Bettyrene Pope Registrar
Minutes: Approved: Approved as corrected: March 2, 2004