The regular meeting of the vestry of St. John’s Church, Elizabeth City Parish, Hampton, Virginia was held at the parish house on March 2, 2004 at 7:00 pm. The Reverend Donna Mae Siderius presided. The meeting was opened with a prayer.
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, Bill Kirkland and Susan Copley, Assistant Rector. Also present were David Copley – Assistant Rector and newly elected vestry members, Nelson Durden, Bill Forinash, and Bob Harper. Kay Olson was absent.
Devotions were given by Jim Shoemaker.
Program- THE VESTRY: A NEW TEAM (Group Dynamics, Vestry Norms) Donna Mae Siderius reviewed the group dynamics
Clergy ……….. Vestry
Congregation
We do not work in a vacuum. We experience.
On-going Tensions –
Where do we place our attention as we do our work?
Task vs. Process
Individual Needs vs. group norms
Task Roles
Individual Differences
Process Roles
Task is “what we do”
Process is “how we do it?” (Help to foster relationships and improve group process)
Groups over-focus on task to neglect of process
Individual vs. Group Interests – We are all different. Vestries are functionally diverse.
Group Interests – Group must work together toward a common goal
Norms are the rules of the group.
- Shared attitudes, feelings about how behavior should be performed
- Don’t let norms develop accidentally or haphazardly- need to be purposeful in their development.
NORMS – while we function as a vestry
- Begin on time
- Negotiate end time if necessary at 9:00 PM
- Be respectful when someone is speaking
- Value the opinion of everyone
- Express your opinion at the meeting
- Confidentiality
- Regular attendance is expected
- Begin and end meeting with prayer
- Be a participant
- Be a communicant for the parish
- Be a participant in life of the church beyond vestry
- Be open for change
- Have enthusiasm for what we are doing
- Control our baggage
- Be flexible
Business
Registrar’s report – The minutes were approved as corrected.
Treasurer’s Report- Connie Heath reported an income for the month of $24,839.90. Expenses were $36,192.91. The current checking account balance is $20,272.90. Reports of Special Accounts and Balances of Designated Offerings were also passed out. All Outreach money is now in a separate account from the General Fund. Connie reviewed the proposed amendment prepared by the Finance Committee for the Operating Budget for FY 2004. See attached report.
Frank Edgar, Sr. moved that the budget be approved as amended acknowledging that $3600 has not been budgeted specifically and a line item is needed for the Bank Balance. Further discussion took place. The vote was taken and the motion was approved.
Frank Edgar, Sr. moved the acceptance of the Treasurer’s report. It was seconded and voted on favorably.
Senior Warden- Frank Edgar, Sr. reported that he had met with Planning concerning the new Downtown Development Plan. The consultant’s group plan has some discrepancies that will highly impact our church. A letter to Terry O’Neill, Director of City Planning for Hampton, lending our support to the plan is being drafted stating that we want the opportunity to have a representative from the church to be included in any discussions that would impact our property, our parking needs, or the accessibility of the parishioners to the church. We support the concept and are willing to work with the City planners.
Jim Shoemaker moved that Donna Mae Siderius send the letter with her signature and the Senior Warden’s to Terry O’Neill, Bill Andrews seconded the motion.
Further discussion ensued and the vote was taken. The motion passed favorably.
Action Taken: Donna Mae Siderius, Rector and Frank Edgar, Sr. as Sr. Warden will send a letter with their signatures to Terry O’Neill, Director of Planning supporting the new downtown plan but with the desire that the opportunity for St. John’s to have a representative be included in further discussions.
It was discussed to have Rick Bagley of DHDP (Downtown Hampton Development Partnership) to express his concerns to the Terry O’Neill about St. John’s Church in the “new plan”.
Junior Warden- Bill Terrill reported that the renovations to the parish house are continuing. Bill met with Jeff Stogel and others from music, funding sources, and Christian Education persons about the needs of the building. Jeff listened to everyone returning concepts for “what do we do after”. The kitchen is currently scheduled for dismantling next. The Williams Trust will pay for portions of the renovation work under the Trust “definitions”. Developing ideas for what to do with the Parish House for the next twenty years is under consideration determined by what the Williams Trust will not pay for. We need to look at ways to make improvements. The costs to hire an architect for creating a building study and design with vestry guidance would be in the $4,000 -$5000 range. Money would have to come from the Endowment Board.
Jim Shoemaker made the following motion. He moved that we approach the Endowment Fund (funds could come from the Hoffman House Account) to allow up to $5000 to be dedicated to an architect to do a study or survey of the Parish House from the bathrooms in the Sunday School building to the other end of the building to the stage not to interfere with or impacting the current W. M. Jordan work schedule. It was seconded. Discussion had taken place prior to the formation of the motion. The vote was taken and the motion passed.
Action Taken: The Endowment Fund will be asked for funds up to $5,000 to hire an architect to survey and study the Parish House structure and suggest improvements that may be incorporated for the coming years not to interfere with the current W. M. Jordan renovation work schedule.
The Junior and Senior Wardens, Bill Terrill and Frank Edgar, Sr., Jim Shoemaker, Donna Mae Siderius, and a Jordan Co. representative will meet with the architect the following Tuesday.
Bill Terrill gave a brief summary of his tour of the work area.
Bishop’s Day with Vestry and Clergy- March 13th – Saturday at Emmanuel Church in Virginia Beach. David Copley is planning to attend as well as vestry members.
Outreach – Elizabeth Phillips gave the attached report concerning the recommended disbursements from the Outreach Commission.
Elizabeth moved that the disbursements be approved as presented. The vote was taken and the motion passed favorably.
Action Taken: The recommendations of the Outreach Commission for disbursements of funds were approved.
Good of the Order
The Tacky Light Award was presented to Vestal Lewis
The meeting was adjourned with David Copley, Assistant Rector giving the closing prayer at 9:25 pm.
Bettyrene Pope Registrar
Minutes: Approved: Approved as corrected: April 6, 2004