The regular meeting of the Vestry was held on March 1, 2005. The Reverend Donna-Mae Siderius, Rector, opened the meeting with prayer at 7:05 p.m. Vestry members present were William Andrews, Greg Brauer, Nelson Durden, Charles Edmonson, Ben Ferris, Bill Forinash, Bob Harper, Peggy Hayes, Connie Heath – Treasurer, Vestal Lewis, Kay Olson, Bettyrene Pope, Sandy Smith – Registrar, and Bill Terrill – Junior Warden. Linda Curtis, Senior Warden, was absent. Also present was Susan Copley, Assistant Rector. Devotions were provided by Nelson Durden. Nelson also provided our snacks for the evening, courtesy of the “St. John’s Bakery”.
Minutes
The minutes of the February 1, 2005 meeting were approved with corrections to statements on page two regarding the role of the Presiding Bishop in the problems in our Diocese.
Treasurer’s Report
Connie Heath reviewed the Income/Expense Statement, Special Accounts Report, and the Balances of Designated Offerings Report. The checking account balance was reported as $1, 270.29. The balance was lower than usual because the interest on the Line of Credit for the Parish House renovations has been paid from the General Fund. Connie requested authority to borrow money from the Hoffman House account, if necessary, to meet operating expenses. There was discussion regarding why the interest payments are being paid from the General Fund. Connie reported that the interest is being paid from the General Fund with reimbursement from the Hoffman House account due at the end of each quarter. Donna-Mae Siderius felt the money we have already paid could be reimbursed now, which would negate the need for the Vestry to authorize a temporary loan from the Hoffman House to meet operating expenses. Donna-Mae will direct Bill Boyer, Jr. to immediately reimburse the General Fund from the Hoffman House account.
Connie reported that income for February was $32,288.04 and expenses were $34,724.01. Our pledged income is on target. Charles Edmonson asked Bob Harper the status of the anticipated pledges from those households who had pledged in 2004 but who had not committed to pledge in 2005. Bob reported that of the $25,000 anticipated, we have received commitments totaling $18,000. Connie reported that we have 10 households who pledged in 2004, who have still not pledged for 2005, but who have all paid some money this year. Bob reported that we have 164 pledging units plus 43 households who do not formally pledge, but who regularly contribute. Bob was very positive about our income situation and felt that our projected income will match our projected expenses. Connie reported that some of our expenses have decreased since our revised budget was passed. We are expected to save about $1000 on our telephone costs and we no longer have an expense for a Sunday Sexton. Bill Terrill stated that he had asked Bill Boyer, Jr. to track our oil expenses, which are expected to be less than we budgeted due to the upgrades in the parish house.
Susan Copley reported that we have both received and expended money for the mission trip to Belize. We are selling St. John’s coffee mugs for $6.00 and water bottles for $3.00 to raise money for the trip. The logo on the mugs and water bottles was developed by Jane Heiby and Shannon McCall and incorporates St. John’s mission of “Celebrating God’s Love”.
Connie reported that our current cleaning service, James Rowe Cleaning, has been asked to clean the kitchen each month at an additional cost of $50 per month. Connie reported that we have a separate line item in the budget for extraneous cleaning services in the amount of $700 which is enough to cover the $500 needed for the remaining 10 months of this fiscal year to cover the kitchen cleaning.
Action: James Rowe Cleaning Service will begin monthly cleaning of our new kitchen at an additional cost of $50 per month.
Management of Hoffman House
Charles Edmonson asked the Vestry to reconsider the motion we made at the February meeting regarding management of the Hoffman House. Charles felt that the Vestry may have been premature in our decision to add this responsibility to the Junior Warden without a better idea of what services we currently receive from our current manager. Charles Edmonson made a motion that we continue with the current management of the Hoffman House versus authorizing the Junior Warden to take over this responsibility. The motion was seconded by Nelson Durden. There was a great deal of discussion regarding what services are currently provided by John Gammel, the current manager of the property, in relation to the amount of money he is paid. Bob Harper suggested that the Vestry receive an annual report from Mr.Gammel. It was also suggested that Connie Heath and Bill Terrill talk with Mr.Gammel and develop a job description. There was also some discussion regarding the lease status of one of the tenants. No one really seemed to know if the tenant was on a month-to-month lease or not. It appears that all of the other tenants have current leases. Sandy Smith asked if the rental increases discussed at the February Vestry meeting would be negated by the passing of the motion. It was the consensus of the Vestry that the rental increases would still be imposed. After much discussion, the Vestry unanimously voted to continue with the current management of the Hoffman House. Bob Harper suggested that we invite Mr. Gammel to our April Vestry meeting to allow him an opportunity to report on his responsibilities and the lease status of the tenants. The Vestry agreed with this suggestion and will reconsider a change in management after hearing from Mr.Gammel.
Action: John Gammel will continue to manage the Hoffman House. Mr. Gammel will be invited to the April Vestry meeting to discuss his management responsibilities and the current lease status of the tenants.
Junior Warden’s Report
Bill Terrill reported that the Hampton Police Department had done a security walk-through of the parish house, church building and the church perimeter. Bill contacted our current security company and asked them to provide recommendations and cost estimates regarding reinstallation of our previous security system. Greg Brauer asked if there was an estimated time for reinstallation of the system. Bill did not know when the report from the security company would be received. Donna-Mae felt that there are still some areas we need to address, such as the strength of some of our doors, areas with poor lighting, and doors with glass panels that could easily be broken. It was the feeling of the Vestry that the reinstallation of our security system should be expedited, especially in light of several recent break-ins of churches in the downtown area.
Bill also reported that we have had some problems regulating the temperature of the water heater but this will be resolved. The parish hall is ready for the Rededication Dinner on Saturday, March 5.
Rector’s Report
Donna-Mae Siderius thanked the Vestry and the Congregation for all the prayers she and her family had received during a difficult time in their family life. Donna-Mae was especially appreciative of the Vestry’s understanding of her need to miss Annual Council. St. John’s was very capably represented by our Assistant Rectors, David and Susan Copley. Due to family responsibilities of the rector on the weekend of the scheduled Vestry Retreat this month, Donna-Mae asked that the Vestry Retreat be rescheduled to April. The Vestry concurred.
Donna-Mae reported that from both her perspective and that of parishioners, the Vestry rotation of the Sunday Sexton duties is working. Vestry members are becoming more visible to parishioners. Donna-Mae stated that she has a hard time hearing the ringing of the bell at 10:30, which is her cue to begin the announcements. Vestry suggested that a clock be installed in the Bell Tower so the bell can be rung more timely. The Bell Tower has its own heating and air conditioning unit. Vestry was reminded to turn off the heat/air conditioner and the lights in the Bell Tower before the church is locked up. Kay Olson suggested this be done immediately after the bell is rung at 10:30.
Donna-Mae stated that she would like the Vestry to consider allowing Harper Lewis, Parish Administrator, to serve as her Conference Administrator during the time Donna-Mae serves on the faculty of CREDO (Clergy Renewal Education Discernment Opportunity). This would require that Harper to be out of the office for two non-consecutive weeks each year. A motion to this effect was made by Donna-Mae Siderius and seconded. During the discussion of the motion, Donna-Mae told the Vestry that Harper would not officially begin her duties until 2006, but she would attend CREDO in 2005 to begin the learning process. There was a question regarding who would handle Harper’s duties during the time she is gone and Donna-Mae stated that volunteers would be solicited. The motion was unanimously passed by the Vestry.
Donna-Mae asked the Vestry to consider closing the church office at 3:00 p.m. on Fridays. The clergy do not work on Fridays and by that time of the day, Harper Lewis is the only one in the office. The Vestry concurred with this request.
Action: Harper Lewis will serve as Donna-Mae Siderius’ Conference Administrator during the time Donna-Mae serves on the faculty of CREDO. The Church office will close at 3:00 p.m. on Fridays.
Annual Council Report
Susan Copley and several of our delegates provided an update on the events of Annual Council, which was held February 11-13 in Richmond. Susan stated that it was a very intense, hard meeting. One of the major issues at the beginning of Council was the election of a Parliamentarian. It was learned that the person nominated had served as the Bishop’s attorney. He was not elected. Susan reported that the Bishop’s State of the Diocese report was more of a sermon than a report. However, there was a written statement from the Bishop in the package that delegates received. Susan distributed a handout which included reports from The Standing Committee of the Diocese, the Executive Board, and the Accountability Committee. Susan reported that the heads of each of these groups had all asked for Bishop Bane to resign. The Bishop had no response to the reports. He proceeded to speak to his plans for the future, which included an emphasis on youth in the Diocese. However, because there was a great need for the Bishop to address the call for his resignation, the agenda was revised to allow individuals to address the Bishop during the general meeting.
Susan reported on the following canonical changes addressed at Council. C-1, which asked for the existing Executive Board to continue until July was defeated. C-2, which requested that delegates to General Convention be nominated by region was tabled. C-3, which suggested a 10% tithe by parishes to the Diocese was tabled. C-4, which requested that every Diocese and organization be fully audited was passed. C-5, which asked that the deadline for submission of a parish’s parochial report be extended until March 1 of each year was passed.
Susan also reported on the following resolutions which were addressed at Council. R-1, which commended to congregations the study of and prayer for the Windsor Report was passed. R-3, which requested that another consultant be hired to deal with the problems in the Diocese was withdrawn. R-4, which addressed a bill in the Virginia Senate that would allow a church leaving the Diocese to retain ownership of its church building was passed to oppose this consideration. R-5 resolved that there is a conflict in the Diocese surrounding the Bishop and proposed that Bishop Bane be required to communicate with the Presiding Bishop within 30 days, and to engage, within 60 days, the services of three Bishops acceptable to Bishop Bane and the Executive Board to review current diocesan issues and to make appropriate recommendations in association with Bishop Clay Matthews and the work already done in the Diocese. A copy of the Resolution was distributed. The resolution was passed by a wide majority of both clergy and laity.
Susan next reported on the Budget for the Diocese. There was concern voiced over the proposal to separate the current position of Treasurer/Administrative Assistant into two distinct positions and the addition of a comptroller and a bookkeeper. A decision was made to amend the budget to return to the current staffing and to look at the need for these positions at a later time. Donna-Mae Siderius reported that the Executive Board, of which she is a member, met on March 1 to discuss the need for all these positions. Even though the Bishop stated during his address that he wanted an emphasis this year on youth in the Diocese, there was not much money budgeted for programs aimed at youth, such as Camp Chanco.
Susan Copley and several delegates reported on the positives of Annual Council. Susan was able to meet with Frances Wilson, the missionary from our Diocese to Belize. Greg Brauer reported that the EYC provided a wonderful slide presentation. He further stated that even with all of the negative issues, everyone showed respect for each other. Greg stated that no matter what was going on in the Diocese, it was important to remember that what keeps us going is our church, St.John’s. Bettyrene Pope reported that the closing address by Paul Abernathy was one of the highlights of Council. He was described as a “cradle Episcopalian with Baptist roots.”
Donna-Mae Siderius reported that she is now the Dean of Convocation 5. Bill Terrill asked about the status of the action items listed in the Diocesan Organization Committee (DOC) Report. Donna-Mae stated that there are two committees, the Accountability Committee and the Discernment Committee addressing these issues. The Accountability Committee has developed a job description for the Bishop. The Executive Board will continue to work with the DOC, with a focus on leadership issues regarding the Bishop. Donna-Mae stated she would like St. John’s to be part of the solution. She stressed that, as leaders, it is important that we not be reactive. We need to provide a non-anxious presence and answer questions that we receive from parishioners truthfully. Donna-Mae stated that St. John’s had taken the lead in the Diocese with our letter of support for the work of The Standing Committee and the Executive Board. Most of the other churches in the Diocese have now also sent letters. Donna-Mae stated that no matter what is happening in the Diocese, St. John’s will continue to do God’s work!
Donna-Mae expressed her gratitude to our delegates for serving during a stressful time.
Bishops’ Day with Wardens and Vestries
Vestry members reported on workshops they attended during Bishops’ Day with Wardens and Vestries held on February 26 in Virginia Beach. Vestry members who attended were Greg Brauer, Charles Edmonson, Bob Harper, Kay Olson, Bettyrene Pope, and Sandy Smith. Susan Copley also attended. Several Vestry members felt there was an underlying tension throughout the day. Bishop Bane did not address the attendees as he had done in past years. He and Bishop Gallagher did answer questions, composed in advance, during the final general meeting. Workshops attended included “The Listening Church”, “Vestry 101 and 102″, ” Conversation about the Windsor Report”, “Hospitality with Roots”, “When They See Your Church, What Do They See’, “Managing Conflict”, and “The Power of One – Living Our Faith Amidst Transition”. Sandy Smith provided a handout from the workshop she attended on “Managing Conflict”. The keynote speaker, Tom Ehrich, spoke about “The Listening Church” and expanded on this theme during a workshop of the same name.
Vestry Care Teams
Donna-Mae Siderius stated that it is important for St. John’s to incorporate new parishioners immediately. It is important to talk with these individuals on a regular basis. Susan Copley distributed a handout including two additions to the existing Vestry Care Teams.
Program
Due to the length of this month’s business meeting, primarily due to the discussion of the events of Annual Council, the program for the evening was tabled until next month’s meeting. The program, Family Systems Thinking for Vestries, will look at life as interconnected and interrelated and how we, as leaders, can influence this process.
Old Business
William (Andy) Andrews asked the Vestry to re-consider the motion he made at the February Vestry meeting that the Vestry decided to table until after Annual Council. The original motion was for St. John’s to temporarily divert our Diocesan pledge to a separate account pending the resignation of Bishop Bane and the Diocesan Treasurer and that we commend the works of The Standing Committee and the Executive Board. The first part of the motion had been tabled. The second part of the motion became a separate motion and was passed by the Vestry at the February meeting. Donna-Mae reported that an outside audit of diocesan accounts has been done and that no funds were reported missing. Donna-Mae also reported that there is an audit of the Bishops’ Discretionary Fund and Travel Account that is not complete. Donna-Mae stated that it was her opinion that we still did not have enough information regarding the total financial state of the Diocese to make an informed decision. Andy felt very strongly that we were “financing chaos and confusion”. He stated that he had discussed his feelings with the Men’s Group and the Usher’s Group, of which he is a member, and that they were supportive of his proposal.
William Andrews moved that St. John’s temporarily divert our Diocesan pledge into a separate account pending the resignation of the Bishop and that a roll call vote be recorded. The motion was seconded by Peggy Hayes. There was a great deal of discussion about the motion. Several Vestry members felt it was the wrong time to take this action, stating that we should allow the process as defined in Resolution #5 to run its course. There was a question regarding the impact of this action on Donna-Mae Siderius’ position on the Executive Board. There was a question regarding our obligation to make a pledge to the Diocese. The Vestry had already voted to include an amount for a diocesan pledge in the budget that we passed. However, it appears that even if a minimum pledge of $1.00 was made, St. John’s would still be able to participate in diocesan functions and serve on diocesan committees. It was noted that there have been times in St. John’s history when we financially were not able to pledge, but in the past several years we have been consistent with our pledge amount and even sent an additional amount last year when asked by the Diocese. Donna-Mae Siderius expressed concern that parishioners might follow suit and withhold pledges to St. John’s if they did not agree with a Vestry action. Donna-Mae stated that at this time there has been no evidence presented by the auditors of any financial malfeasance and that there have been no reports of any missing money.
A roll call vote was taken on the motion. The following Vestry members voiced a “No” vote: Greg Brauer, Nelson Durden, Charles Edmonson, Ben Ferris, Bill Forinash, Bob Harper, Connie Heath, Vestal Lewis, Kay Olson, Bettyrene Pope, Sandy Smith, and Bill Terrill. The following Vestry members voiced a “Yes” vote: William Andrews and Peggy Hayes. The motion was defeated by a vote of 12 to 2. The Vestry felt that we should revisit the financial status of the Diocese on a regular basis since we pay our pledge on a monthly basis. Several Vestry members expressed a willingness to re-consider the motion if the process established at Annual Council does not result in any improvement or if audits of the financial accounts of the Diocese reveal any malfeasance or missing funds.
Ben Ferris felt that it was important for the Vestry to continue to send a clear and consistent message to the Bishop by discussing the status of the Diocese at each Vestry meeting. Ben further suggested that the Vestry send another letter to the Bishop supporting the process delineated in Resolution #5, including a statement that St. John’s continues to struggle with providing financial support to the Diocese and that we may have to reconsider the amount of our pledge in the future. It was the consensus of the Vestry that another letter be sent to the Bishop supporting Resolution #5 and stating our faith in the process. Sandy Smith requested that the Vestry receive a copy of the letter previously sent by Linda Curtis, Senior Warden in support of the work of The Standing Committee and the Executive Board.
Action: Motion to temporarily divert our diocesan pledge into a separate account pending the resignation of the Bishop was defeated by a vote of 12 to 2. A letter will be sent to the Bishop supporting our faith in Resolution #5.
Good of the Order
Greg Brauer reported that the sign identifying the second site of St. John’s parish, which is located on the campus of Hampton University, has fallen down and needs to be replaced. He provided several photographs he had taken to support his point. The matter was referred to the Junior Warden. Greg also asked that Vestry members read the article on Advance Marketing on page 7 of the recent issue of Episcopal Life.
Nelson Durden reported that we have received the money needed to begin planting an allay of trees in the cemetery.
Bob Harper commended Sandy Smith on the bolding of action items in the minutes. Sandy responded that she followed the good example set by former Registrar Bettyrene Pope, with some enhancements for clarity.
Donna-Mae Siderius reported that we have 170 individuals registered for the Rededication of the Parish House dinner on March 5.
Tacky Light Award
Nelson Durden passed the coveted Tacky Light Award to Peggy Hayes, his long time friend and “sister”.
The meeting was dismissed with prayer by Susan Copley at 9:30 p.m.
The next Vestry meeting will be April 5. Bob Harper will be responsible for devotions and snacks.
Sandy Smith
Registrar