A called meeting of the Vestry of St. John’s Church, Elizabeth City Parish, Hampton, Virginia, was held at the parish house on July 28, 2004 at 7:00 p.m. In the absence of Reverend Donna-Mae Siderius and Linda Curtis, Senior Warden, the meeting was called to order by Frank Edgar, Sr., Junior Warden.
Vestry members present were William Andrews, Greg Brauer, Nelson Durden, Bill Forinash, Peggy Hayes, Bob Harper, Vestal Lewis, Denine Miller, Kay Olson, Jim Shoemaker, and Sandy Smith – Registrar. Bill Kirkland and Elizabeth Phillips were absent. Also present were Susan Copley, Assistant Rector, Hansi Haufler, and Karen Phillips Smith.
Reverend Susan Copley opened the meeting with prayer and a scriptural reading.
Frank Edgar, Sr. explained that the purpose of the called meeting was to hear a preliminary report from the Refurbishing Committee regarding refurbishing of the parish hall and to hear a report regarding the committee that is looking at renovation of the Sunday School wing. Frank explained that the Refurbishing Committee had not finished with their charge, but because the contractor needed some decisions made as soon as possible, Vestry action was needed. Frank introduced Peggy Hayes, Hansi Haufler, and Karen Phillips Smith, three members of the Refurbishing Committee. Elaine Holt, Chairperson, was out of the country and unable to attend.
Karen Phillips Smith distributed a handout of recommendations for Vestry consideration. Items of discussion included storage of furniture, staining, lighting, use of the stage area, and the museum. Karen explained that W.M. Jordan, the contractor, is at a point where a timely decision regarding the preparation for and purchase of lighting for the bell tower area needs to be made. Karen distributed pictures of potential light fixtures, however, cost information was not available. It was explained that the contractor, W.M. Jordan, will purchase the fixtures and the cost will be covered by the Edward L. and Mary B. Williams Foundation.
There was much discussion regarding the “relocation” of the museum. Since the new kitchen will extend to where the museum used to be, and there is no other space available in the parish hall, at the moment, for a new museum, the Committee recommended a shadow box type display of museum artifacts around the perimeter of the parish hall. This generated discussion regarding safety and security issues and climatic control. There was some discussion regarding relocation of the museum to the Hoffman House. This may be a solution for the future, but is not a viable option at this time. It was strongly felt that Beverly Gundry, museum curator, should be apprised of the Committee’s recommendations and be involved in future discussions.
Nelson Durden made a motion that the Vestry accept the Refurbishing Committee’s report and recommendations. The motion was seconded by Denine Miller. The motion was unanimously passed, with the understanding that Beverly Gundry would be contacted regarding the recommendations related to the museum and its artifacts.
Action: Vestry accepted the recommendations of the Refurbishing Committee regarding storage of furniture, staining, lighting, use of the stage area and the “relocation” of the museum.
Frank explained that the work of the Committee is not over. They will continue to work on their “wish list” of items needed, seeking congregational involvement, as appropriate. Frank thanked the Committee for their work so far and Karen Phillips Smith for her comprehensive presentation.
Frank next reported on the committee that had been formed to look at the Sunday School wing in conjunction with Kathy Dansey, Director of Christian Education. Committee members are Frank Edgar, Sr., Chairperson, Bill Boyer, Sr., Ben Ferris, Bill Forinash, Mike French, Whit McKinney, Denine Miller, Sanford Pankin, Russell Smith, Amy Stewart, Debbie Williams and Carol Winarski. During the committee meeting on July 10, members present visited every room in the Sunday School wing to see first hand what the room was used for and what improvements might make the room more inviting.
Committee members were asked for feedback on what they saw and what they thought could be done. This information was charted out and prioritized. Some changes can be made easily and inexpensively, while others are more involved. For example, a new sink had already been installed upstairs and a cabinet will be built around it for storage. The downstairs hall and nursery need repainting. Better lighting is needed in the entrance way and nursery. The carpet needs to be replaced in the downstairs and upstairs halls and the nursery. Frank reported that he had contacted three carpet companies for bids on carpet for the hallways and the nursery. The goal is to have the carpet replaced in time for the first day of Sunday School on September 19. Painting can be started and completed by that time if a work day or two is scheduled in addition to the church wide workday on September 18.
Frank reported that the Endowment Board recently obligated $5,000 for costs associated with the renovation of the Sunday School wing. This money is greatly appreciated. The Vestry thanked the Endowment Board for their generosity. However, this amount of money is not enough to cover all renovation costs. It is possible some costs can be covered by the Parish Improvement Fund. Frank also reported that he had contacted two awning companies to get estimates on the cost of an awning for the entrance way.
After the meeting was adjourned, the Vestry toured the parish hall, specifically looking at the areas addressed by the Refurbishing Committee in their report.
Registrar
Minutes: Approved as corrected: