The regular meeting of the Vestry of St. John’s Church, Elizabeth City Parish, Hampton, Virginia, was held at the parish house on November 2, 2004 at 7:00 p.m. The Reverend Donna-Mae Siderius, Rector, presided.
Vestry members present were Greg Brauer, Linda Curtis-Senior Warden, Nelson Durden, Frank Edgar, Sr.-Junior Warden, Bill Forinash, Peggy Hayes, Bob Harper, Bill Kirkland, Vestal Lewis, Kay Olson, Elizabeth Phillips, Jim Shoemaker, and Sandy Smith-Registrar. Absent were William Andrews and Denine Miller. Also present were Susan Copley, Assistant Rector, Connie Heath, Treasurer, and guest Bill Terrill.
Reverend Donna-Mae Siderius called the meeting to order at 7:10 p.m. Devotions were provided by Vestal Lewis, who read from the book Rainbow Fish.
Stewardship
Bob Harper reported on the Stewardship campaign. A Stewardship calendar has been published. A mailing was sent to parishioners in mid October explaining what we are trying to accomplish. Linda Curtis sent a letter to Vestry members asking for Vestry pledges by October 19. Last week, Donna-Mae sent a letter, with a trifold explaining the budget, and pledge cards, to parishioners. All Vestry members and the Clergy have pledged, for a total of about $70,000. Bob Harper will provide a PowerPoint presentation on the budget at the Adult Forum on Sunday, November 7. Linda Curtis, Bob Harper, Jim Shoemaker and Sandy Smith will speak about their own approach to giving at both the 8:00 and 10:30 services in the next several weeks. David Copley will speak about mission in his sermon on November 21. In mid-November, the Stewardship Committee will assess where we are with pledges and another mailing will be sent at that time. After that, Vestry members will personally contact individuals who have still not responded. The campaign will end on Sunday, December 5 with a parish celebration breakfast. Even though the campaign officially ends on December 5, it is expected that pledges will continue to be received through December and into early January. Sandy Smith reported that there was a discrepancy in the budget figures presented on the trifold and what was voted on by the Vestry. Bob stated that the presentation will reflect the correct figures.
Program
The Program for the night was a preview and critique of the PowerPoint presentation on the budget that Bob Harper will present during the Adult Forum on Sunday, November 7. Bill Boyer, Linda Curtis, Frank Edgar, Sr., Charles Edmonson, Connie Heath and Bill Terrill will be present to answer questions. Vestry members were asked to be present. Frank Edgar, Sr. suggested that the presentation be made during the two services since not many parishioners attend the Adult Forum. Peggy Hayes suggested that the presentation be presented before and after the 10:30 service. Kay Olson felt that the PowerPoint should be included as a handout in the service leaflet. Jim Shoemaker recommended that we include the essence of the presentation in the next mailing to the congregation. The Vestry felt that it was important to get the message out as often as possible and to allow parishioners an opportunity to ask questions. We decided to have Bob repeat the PowerPoint presentation after the 10:30 service and include the information in future congregational mailings.
After the presentation, there was general discussion about pledges. Currently, there are about 31 households who contribute more than $3200 per year. Most households contribute about 1-2% of their net income when what is really needed is for households to contribute 5% of their net income. However, going from 1 % to 5% is a stretch. It was suggested that we provide the congregation with a chart of percentage increases to allow parishioners to see how they can incrementally increase their pledge. Donna-Mae reminded us that we are looking to “fund ministry” and not a budget. We need to challenge the congregation to “stretch their spiritual muscle” and to “give back to God.”
Sandy Smith asked about the possibility of pursuing credit card or electronic account transfers for pledge payments. It was felt that accepting credit cards would be too costly. The Vestry decided to direct the Finance Committee to explore the feasibility of using electronic account transfers for pledge payments.
Action: Finance Committee will be asked to explore the feasibility of St. John’s accepting electronic pledge payments.
Building Update
Bill Terrill provided an update on the parish house renovations. Thermo pane windows have been installed. The floor in the parish hall will be refinished. Bill reported that the current boilers are not working to capacity. All the radiators have been removed. It would cost about $7,000 to put the old system back. This is not the way to go. Therefore, Bill sent a letter to the Trustees of the Edward L. and Mary B. Williams Foundation requesting approval to purchase two new boilers at a cost of $19,000. The Foundation had previously approved the installation of a new hydro-air system, at a cost of $10,000. Installation of new boilers and the hydro-air system will increase fuel efficiency. Fuel oil prices are rising, but we are currently locked in at $1.699 a gallon for five years. All together, we should save about $6,000-$8,000 per year in heating costs. The Vestry thanked Bill for his continuing hard work.
Minutes
The minutes of the October 5, 2004 meeting were approved with no corrections.
Action: Minutes from October 5, 2004 were approved.
Treasurer’s Report
Connie Heath reported a checking account balance of $3,960.60. Last week we had a negative balance, but a quarterly pledge payment bailed us out. We have not had to borrow any of the $5000 from the Hoffman House, previously authorized by the Vestry.
October income was $36,004.19. October expenses were $33,117.92. With 83% of the year complete, we have received 79.72% of the pledged income. The “non-pledged, but paid” income is still behind, at 66%, but up from last month.
Connie reviewed the Income/Expense Statement, Special Accounts Report, and the Designated Offerings Report. The Endowment Fund has repaid the Parish Improvement and the Hoffman House accounts for the down payment on the kitchen equipment. The money from the Endowment Fund for the purchase of our new signs was deposited in the Parish Improvement Account. The bill has now been paid from this account. All of our new signs are now up at various places around the church property. The Vestry thanked Billie Einselen for her diligence in seeing this long project through to completion and requested that the Registrar send a formal thank you letter.
Action: The Registrar will send a Thank You letter to Billie Einselen for her efforts in getting the St. John’s signs.
Junior Warden Report
Frank Edgar, Sr. reported that the old windows have been stored and can be taken by parishioners; what is left will be thrown away. The new kitchen equipment is being installed and the floor will be next. A company in Richmond may take the old kitchen equipment.
Even though the kitchen will not be available, Elizabeth Phillips reported that we will be able to have the annual parish Thanksgiving Dinner in the parish hall on Saturday, November 20. St. John’s will provide the turkey, dressing, gravy and cranberry sauce. Parishioners will be asked to bring a side dish. Sign up sheets will be available on Sunday, November 7. Elizabeth needs warming trays.
Cemetery Update
Nelson Durden reported that in 1998 two local garden clubs donated money for an architectural plan for the north cemetery, specifically to plant 34 crepe myrtle trees. The Committee only has enough money to purchase 9 trees. The cost per tree is $192.65. Committee members plan to contact local garden clubs for donations for the remaining trees, but donations from parishioners are encouraged.
Rector’s Report
Donna-Mae Siderius reported that she was the guest preacher at the 100th anniversary celebration of St. Cyprian’s on October 31. Donna-Mae shared some of the history of how St. Cyprian’s became a parish. During the past 100 years, our relationship with St. Cyprian’s has been primarily about building buildings. During the next 100 years, it will be about building relationships. It was suggested that we host a dinner for St. Cyprian’s once the renovations to the parish house are complete.
Donna-Mae stated that as a member of the faculty of CREDO (Clergy Renewal Education Discernment Opportunity), she will be attending their conference from November 14-22. David and Susan Copley will serve in her absence.
Update on the Diocesan Organization Committee Report
Vestry discussed the Diocesan Organization Committee report regarding problems identified in the Diocese. The clergy had discussed the report at a clergy meeting held on October 25 & 26. The Executive Board and Standing Committee of the Diocese will meet on November 3 to review the report and to decide what steps to take next.
There was a general discussion about the financial implications for St. John’s since the report addressed problems with the management of diocesan funds. Since St. John’s pledges money to the Diocese, we expect the Diocese to be good stewards of these funds. Donna-Mae stated that it is important to note that the report did not identify any misuse of Diocesan funds. Jim Shoemaker felt that we needed to be able to make a case for why we should continue to send money to the Diocese if this becomes an issue during our Stewardship campaign. The Vestry brainstormed the following ten reasons to continue to support the Diocese: (1) Camp Chanco and Youth Ministry, (2) Outreach, e.g. Mission of the Holy Spirit and Wakonda (3) Resources and Support, e.g. Shrinemont, ( 4) Support and Training for new Clergy, (5) Financial ability for Diocese to hire competent, professional staff, (6) Support for smaller parishes, (7) Clergy support, (8) Companion Diocese, (9) Seminarian support and (10) National Church, e.g. Bishop Clay Matthews has helped the Diocese, and in our own parish, half of the Copley’s salary and medical insurance have been paid by the National Church. The Vestry felt it was important to have a written list in order to articulate why it is important for St. John’s to continue to contribute to the Diocese. It was also noted that only about 1-2% of the diocesan funds is sent to the National Church. Donna-Mae asked that the Vestry pray for everyone in the Diocese as there are a lot of people in pain. As new information is received, it will be shared with the Vestry.
There was also some general discussion about the Windsor Report, a product of the Lambeth Commission on Communion. The Vestry was encouraged to also read this report.
Vestry Retreat
The Vestry retreat will be held Friday, November 5 from 7-9 p.m. and Saturday, November 6 from 9 a.m. to 3 p.m. at the home of Peggy Hayes. We will be visioning and looking at our mission statement, focusing on who we are, what we do and why we do it.
Donna-Mae distributed an article “Vicious Cycle” and asked that all Vestry members read this in preparation for the retreat.
Good of the Order
Elizabeth Phillips reported that one of our parishioner couples purchased 25-30 tablecloths for use in the parish hall and have agreed to also provide about 30-50 napkins. The Vestry was very appreciative of this generous donation.
Our signage is wonderful! Elizabeth Phillips asked if we could consider putting some mulch in front of the sign at Lincoln and Franklin Streets. Frank Edgar, Sr. will pursue.
Tacky Light Award
There was no Tacky Light Award presentation due to the absence of the previous “winner” William “Andy” Andrews. We were so disappointed!
Susan Copley closed the meeting with prayer at 9:30 p.m.
The next Vestry meeting will be Tuesday, December 7. Peggy Hayes will provide devotions and snacks. Sandy Smith
Registrar
Minutes: Approved as corrected