The regular meeting of the Vestry of St. John’s Church, Elizabeth City Parish, Hampton, Virginia, was held at the parish house on September 7, 2004 at 7:00 p.m. The Reverend Donna-Mae Siderius, Rector, presided.
Vestry members present were Greg Brauer, Linda Curtis-Sr. Warden, Nelson Durden, Frank Edgar, Sr. -Jr. Warden, Bill Forinash, Peggy Hayes, Bob Harper, Bill Kirkland, Vestal Lewis, Denine Miller, Kay Olson, Jim Shoemaker and Sandy Smith-Registrar. William Andrews and Elizabeth Phillips were absent. Also present were David Copley, Assistant Rector and Connie Heath, Treasurer. Guests present were Elizabeth and Harrol Brauer, Jr.
Reverend Donna-Mae Siderius opened the meeting with prayer at 7:05 p.m. Devotions were given by David Copley.
Program
The Program portion of the meeting was a presentation by David Copley on “St. John’s in the World”. David began his presentation by quizzing the Vestry on Bible verses relating to mission and ministry (we could have done better). Mission is about relationship with God and each other. Mission is not meant to remain in the confines of the church walls; in Latin, it means “sent out”. David discussed the role of the Mission Exploration Commission, which meets the second Thursday of each month and is framed around evening prayer. The Commission is proposing a mission trip every year, with a trip every other year outside of the country. The plan for 2005 is for an intergenerational mission trip for 12 individuals to Belize from July 1-9. The cost will be $1500 per person. This includes airfare, hotel and in-country travel expenses. The funding proposal (discussed later in the meeting) is 1/3 from the individual, 1/3 from fund raising and 1/3 from St. John’s. The Church’s portion would be $6000. By the end of September, the Commission hopes to know who plans to go on this trip. The next meeting of the Commission is September 9.
There was discussion about what will be done in Belize and what preparations are needed beforehand, such as shots and passports. There was also discussion about “advertising” the mission. In addition to including information in the Epistle, it was suggested that a letter be sent to the congregation with details about the trip. It was also suggested that we designate a “Belize Sunday” where information about the trip could be highlighted. Kay Olson reported that the Daughters of the King are making a quilt to be used as part of the fundraising efforts.
Request of Vestry
Elizabeth and Harrol Brauer, Jr. presented two requests to the Vestry.
First, Mrs. Brauer requested permission to take a picture of the stained glass window of Pocahontas for use in a friend’s museum on Pocahontas located in Gloucester, Virginia. A motion to this effect was made and approved unanimously by the Vestry.
Second, Mr. and Mrs. Brauer presented an impassioned plea for St. John’s Vestry, individually and collectively, to speak with the Board of Directors of the Hampton History Museum regarding the glaring omission of the history of St. John’s. Mrs. Brauer read a letter that she and her husband had written to the chairman of the Board requesting that “permanent and appropriate recognition of the heritage that is St. John’s Church be added to the annals of Hampton history …. ” Frank Edgar, Sr. suggested that the Vestry pursue an informal discussion with the Museum. Nelson Durden volunteered to speak with the Museum regarding the role St. John’s has played in the history of the City of Hampton.
Action: Permission was granted for Elizabeth and Harrol Brauer, Jr. to take a picture of the stained glass window of Pocahontas for use in a museum on Pocahontas located in Gloucester, Virginia. Nelson Durden will speak with the Hampton History Museum regarding the inclusion of St. John’s history.
Minutes
The minutes from the regular July 6 meeting were approved with corrections to the name of the Edward L. and Mary B. Williams Foundation. The minutes of the July 28 called meeting were approved with no corrections.
Action: Minutes of the July 6 meeting were approved with corrections. Minutes of the July 28 called meeting were approved with no corrections.
Treasurer’s Report
Connie Heath reported a checking account balance of $5,455.51. Connie distributed and discussed the Income/Expense Statement for August and the reports related to the Special Accounts and Designated Offerings. August income was $26,201.50. August expenses were $33,969.72. With 66% of the year complete, we have received 64.06% of the pledged income. Donna-Mae stated that the congregation is to be congratulated for continuing its financial commitment through the summer.
Connie led a discussion on financial transactions related to the kitchen renovation. At the July 6 meeting, the Vestry voted to request funding from the Endowment Board, in an amount not to exceed $78,000, for the purchase of kitchen equipment. At a called meeting of the Endowment Board on July 22, the Endowment Board approved funding of up to $58,000 for the purchase of the kitchen equipment, with the understanding that the additional $20,000 would be covered by the Edward L. and Mary B. Williams Foundation, hereafter referred to as the Foundation. Before the kitchen equipment could be ordered, a deposit was required. Because the money from the Endowment Fund would not be available until October, Vestry members were polled by telephone by the Senior and Junior Wardens to authorize withdrawal of the funds for the deposit from the Hoffman House account. Vestry approval was received. Connie reported that $36,000 was withdrawn from the Hoffman House account and deposited in the Parish Improvement Fund. Frank Edgar, Sr., reported that repayment of $20,000 of this amount is in negotiation with the Trustees of the Foundation. The remaining $16,000 is to be repaid from the Endowment Fund. However, there was a discrepancy on the July Special Accounts Report regarding the amount of money taken from the Hoffman House. The July report reflects a disbursement of $29,600 to the Parish Improvement Fund, with $20,000 repayment due from the Foundation and $9,600 from the Endowment Fund. Donna-Mae stated that she would request a clarification from our financial administrator, Bill Boyer.
Junior Warden’s Report
Frank Edgar, Sr. reported that the Endowment Board had pledged $5,000 for renovations to the Christian Education wing. This money has been used to purchase new carpet for the hallways and the nursery. This enhancement would not have been possible without the contribution from the Endowment Fund for which the Vestry is very grateful. In addition, a beautiful green awning for the entranceway was purchased with funds from the Parish Improvement Fund. Donna-Mae thanked Frank for his efforts in leading a group of 35 parishioners in painting the Christian Education wing over a three day period. Their efforts resulted in a cleaner, brighter and more inviting area. Unfortunately, few Vestry members were involved in this project.
On Saturday, September 18, we will be hosting a “House and Garden Party” from 9 a.m. to noon. We will be sprucing up the church and the church grounds and the Christian Education wing in preparation for the start of the Fall schedule and the beginning of Sunday School. We need Vestry members to participate.
Frank provided an update on the parish hall renovations. The main halls have been painted. We almost have all the necessary permits to begin work on the kitchen. It will take at least 6 weeks to complete this project once the permits are received, so it will be at least the end of October before the kitchen is finished. Bill Terrill is continuing to work closely with our contractors, W.M. Jordan.
Report on Phone System
Greg Brauer provided information on the limitations of our existing telephone system. The current system is old and not always reliable. Donna-Mae stated that individuals calling the Church have been disconnected. We are currently maxed out at 10 lines. It would be nice to have the option to add more lines.
Greg provided two options for consideration: (1) service the existing system again, which would cost about $1000 to refurbish or (2) replace the existing system. Greg is planning to speak with an expert on our existing system to discuss our needs.
The Vestry was in agreement that purchasing a new system seemed the way to go. Greg estimated a replacement cost of about $5000. Bob Harper moved that we take up to $6000 from the Memorial Fund to purchase a telephone system that will meet our needs. During the discussion of the motion, it was confirmed that we would continue to have a security feature. It was not known if we would need to purchase new phones, but we do want to use the existing wiring. Currently, Donna-Mae, Susan and David cannot be on the phone at the same time. We want to continue our voice mail and automated attendant feature. Greg Brauer, members of the staff and the Junior Warden will meet with our contractor. The motion was unanimously passed.
Action: Vestry authorized the expenditure of up to $6,000 from the Memorial Fund for the purchase of a new telephone system.
Stewardship
Donna-Mae stated that an essential part of the Vestry’s ministry is the responsibility for the Church’s ordinary, extraordinary (capital campaign) and legacy (planned giving) funds. Donna-Mae reported that a core group of Linda Curtis, Frank Edgar, Sr., Charlie Edmonson, Connie Heath, Jim Shoemaker, and Sandy Smith had been organized to determine our Stewardship Plan. Donna-Mae requested and received Vestry approval to officially recognize these individuals as the Stewardship Steering Committee.
Action: A Stewardship Steering Committee consisting of Linda Curtis, Frank Edgar, Sr., Charlie Edmonson, Connie Heath, Jim Shoemaker, and Sandy Smith will develop a Stewardship Plan.
Budget
Donna-Mae reported it was time to deal with the 2005 budget. She presented and discussed the following financial issues for consideration by the Finance Committee: (1) Special campaign to repay the interest on the line of credit and refurbishing “wish list”. Sandy Smith reported that the Stewardship Steering Committee had discussed including the interest as a line item in the budget versus raising the money through a capital campaign. If a capital campaign is held, the Committee thought it would be best used to raise money for refurbishing the parish hall. It was felt that some parishioners would be willing and able to donate a specific item or designate money towards a specific purpose. If a capital campaign is conducted, it would need to be held after the Stewardship campaign, in December, at the earliest. (2) Journey to Adulthood (J2A) Pilgrimage – Suggested budgeting $2000 to support the pilgrimage in June to rural Pennsylvania and New York City. (3) Mission Trip – July trip to Belize; $8,000 from the Church, which includes total funding for Susan and David Copley’s expenses.
(4) Sexton-new, full-time position at a cost of $30,000. Once we have the parish hall complete, and especially since we now have new carpeting and paint in the Christian Education wing, we need to keep the property clean and maintained.
(5) Funding for Assistant Clergy positions -Susan and David Copley’s Letter of Agreement was for two years ( expires June 30). It was thought they might return to the mission field. They are pursuing options. Currently, the National Church pays their medical insurance. David does not want to continue working for Cuttington College, as his role now is primarily fundraising. The Copleys are looking for a position and a half. The Vestry was unanimous that the Finance Committee find the money to fund the Copleys at one and one half positions. It was strongly felt that the congregation would be responsive to them staying. The increased cost would be about $37,000 for 2005; $7,000 for medical insurance beginning in July and $30,000 for salaries and benefits. This cost would increase in 2006.
The bottom line budget will be about $500,000. Donna-Mae stated that the Vestry needs to build a solid case for use of the money for mission and ministry. We need to challenge the parish to be a church. A church is more than a beautiful building. We really need to keep Stewardship going year round.
Kay Olson moved that the Finance Committee be directed to draw up the 2005 budget, including the line items discussed. The discussion on the motion clarified that it is the Vestry’s intent for both Copleys to receive payment through 2005. The motion was unanimously passed.
Action: Finance Committee was directed to create a budget for 2005, including the following as line items (1) Journey to Adulthood Pilgrimage, (2) Mission Trip to Belize, (3) Full time Sexton, and (4) salary, plus medical, for one and one half Assistant Clergy positions. In addition, the Finance Committee was directed to discuss including the interest on the line of credit as a line item in the budget.
Election of Delegates to Annual Council
Donna-Mae reported it was time to elect delegates to Annual Council in February. Frank Edgar, Sr. nominated Denine Miller. Donna-Mae Siderius nominated Bettyrene Pope. Kay Olson nominated Vestal Lewis. Greg Brauer, Frank Edgar, Sr., and Bob Harper stated they wanted to be considered again this year. Since there were six nominations for four delegate and two alternate positions, it was decided to have a straw vote. Greg Brauer, Bob Harper, Denine Miller and Bettyrene Pope were elected delegates to Annual Council in February. Frank Edgar, Sr. was elected first alternate and Vestal Lewis was elected second alternate.
Action: Greg Brauer, Bob Harper, Denine Miller and Bettyrene Pope were elected delegates to Annual Council. Frank Edgar, Sr. was elected first alternate and Vestal Lewis was elected second alternate.
Request for Nominations to Diocesan Committees
Nominations for individuals interested in serving on a Diocesan committee are due to Donna-Mae by October 8. Frank Edgar, Sr. suggested that nominees address the convocation meetings so that our delegates will know where they stand on issues before voting. Donna-Mae will discuss this with the Diocese.
Request from Diocesan Executive Council
The Diocesan Executive Council requested an opportunity to speak to the Vestry and/or parish to discuss the role of the Council and what’s happening in the Diocese. It was suggested that we join St. Cyprian’s when the Council addresses their parish. Donna-Mae will pursue this option.
Rector’s Report
Donna-Mae reported that she and Peggy Hayes sent letters to 42 widows and widowers inviting them to meet at the Oasis for lunch on September 8. Responses have been received from over 30 individuals. This will be an opportunity for fellowship and to determine what support this group needs from the parish.
Jane Price and Donna-Mae have formed a Pastoral Care Committee. There was a good turnout for the initial meeting and training is scheduled for September 15.
Several changes have been made to the Parish Activity Calendar. The September 15 Wednesday Fellowship has been canceled. The Men’s Breakfast on September 18 has been canceled because of the congregational “House and Garden Party” scheduled for that day. Bible Study presented by the Clergy will begin October 6. Bible Study led by the Brauers resumes on October 2. The Oct 10 brunch will be “Dutch Treat” at the Oasis. The November 14 brunch will include an activity for children; they will make placemats. The parish Thanksgiving dinner is scheduled for Saturday, November 20. The brunch in December will be held on the first Sunday, December 5 and will include a display of family Creches. On Saturday, December 11, a White Elephant Sale and Cookie Exchange is planned.
Other Business
The Epistle for September is ready and should be received by parishioners next week.
Linda Curtis and other Vestry members complimented Kathy Dansey and Harper Lewis on the creation of the Christian Formations booklet recently sent to all parishioners.
The Vestry mini-retreat will be rescheduled to October 15-16, October 22-23 or November 5-6. The retreat is scheduled for 7-9 p.m. on a Friday and 9-3 on a Saturday and will probably be held at the home of Peggy Hayes. Vestry members were asked to e-mail Donna-Mae the dates they will NOT be available. Donna-Mae reminded the Vestry that we are about oversight. We should be less management oriented and more visionary in our direction. We need to get back to oversight and move to include mission into the life of the parish.
Frank Edgar, Sr., asked if the Diocese was planning to sell the building of Grace Church, Newport News, since Grace has left the Diocese. Donna-Mae reported that there is a group looking into the use of the building, with the possibility of using the building for Outreach activities. The Diocese is holding off on a decision for a year.
Donna-Mae reported that she had spoken with the City Manager about the Downtown Plan. A CD with changes to the Master Plan has been created. We have offered representation from St. John’s for future discussions.
The Sign-Up sheet for Devotions and Snacks was passed around.
Good of the Order
Vestry was reminded that Donna-Mae will be the guest preacher at the 100th anniversary celebration of St. Cyprian’s Church on Sunday, October 31 and that Vestry and parishioners are invited. Bob Harper suggested that we pursue joint services with St. Cyprian’s from time to time and/or the exchange of preachers. Donna-Mae reported that the Downtown churches have discussed clergy rotation.
Tacky Light Award
There was no passing of the Tacky Light Award due to the absence of the previous “winner”, Elizabeth Phillips. (We were most disappointed!)
Donna-Mae adjourned the meeting with prayer at 9:20 p.m.
The next meeting of the Vestry is Tuesday, October 5.
Sandy Smith, Registrar
Minutes: Approved with corrections