The regular meeting of the Vestry of St. John’s Church, Elizabeth City Parish, Hampton, Virginia was held on April 12, 2005. The Reverend Donna-Mae Siderius, Rector, opened the meeting with prayer at 7:10 p.m. Vestry members present were William Andrews, Greg Brauer, Linda Curtis-Senior Warden, Charles Edmonson, Ben Ferris, Bill Forinash, Peggy Hayes, Connie Heath-Treasurer, Vestal Lewis, Kay Olson, Bettyrene Pope, Sandy Smith-Registrar, and Bill Terrill-Junior Warden. Absent were Nelson Durden and Bob Harper. Also present were David Copley, Assistant Rector and guest John Gammel. Devotions on Love were provided by Kay Olson. Donna-Mae Siderius reported on the health of several parishioners and asked our prayers for these persons.
Hoffman House Report
John Gammel, Associate Broker, Read Commercial Properties provided a summary of his management/leasing responsibilities for the Hoffman House by way of a letter read by Junior Warden Bill Terrill. Mr. Gammel also provided a Tenant Lease Summary handout for discussion purposes. The Hoffman House is fully leased with four tenants. After the presentation, the Vestry had the opportunity to ask questions. The majority of the questions related to the current lease agreements. After satisfying the Vestry’s questions, Donna-Mae Siderius thanked Mr. Gammel for coming to our meeting.
After Mr. Gammel had left the meeting, Donna-Mae asked the Vestry to address two issues: (1) retention of Mr. Gammel as our leasing agent and (2) a rent increase for one tenant.
Bill Terrill reported that he had recently visited each of the tenants. Based on the income produced from the rentals, Mr. Gammel is paid about $400 per year for his services. If a tenant vacates, Mr. Gammel is responsible for filling that space. After discussion of the pros and cons of retaining Mr. Gammel versus St. John’s assuming the leasing/management responsibilities, Kay Olson moved that we retain John Gammel as our leasing agent for the Hoffman House. The motion was seconded by Bill Terrill and unanimously passed by the Vestry.
Regarding the proposed rent increase, there was much discussion regarding the rental inequity of one tenant in comparison to the other tenants and the best way and time to address this situation. A motion was made by Bettyrene Pope, and seconded by William Andrews, that the Junior Warden direct John Gammel to tell the tenant by July 1, 2005 that his rent will be raised to $9.62 per square foot effective August 1, 2005 and that he will be put on a yearly lease. The motion was unanimously passed by the Vestry.
Action: St. John’s will retain John Gammel, Associate Broker, Read Commercial Properties as our leasing agent for the Hoffman House. Mr. Gammel will be directed by the Junior Warden to inform one of the tenants by July 1, 2005 that his rent will increase to $9.62 per square foot effective August 1, 2004 and that he will be put on a yearly lease.
Minutes
The minutes of the March 1, 2005 Vestry meeting were approved with minor corrections to pages four and five relating to the report of Annual Council and to page six under Old Business, relating to the audit of diocesan accounts.
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 $11,546.86. This includes the Easter offering of $2355, which had not yet been disbursed. Income for March was $34,794.60 and expenses were $36,248.46. The interest on the line of credit for the Parish House renovations is not included in the expenditure amount. The interest payment is reported as a non-budgeted disbursement on the Income/Expense Statement. Connie reported that Bill Boyer took money from the Hoffman House, as previously requested, to reimburse the interest that had been paid from the General Fund. Based on current interest rates, the interest on the loan will be about $3500 per month. The Hoffman House account currently has about $41,000. With one quarter of the year complete, we are on target with both income and expenses
Connie also distributed the 2005 Income/Expense Statement for St. John’s 400th Anniversary Celebration and the St. John’s Charitable Trust Summary for 2004.
The Treasurer’s report was approved as presented.
Due to an oversight, the January minutes did not reflect the Vestry’s unanimous approval of a motion made by Vestal Lewis to approve the allocation of $21,500 from Donna-Mae Siderius’ salary and $15,000 from the salaries of David and Susan Copley for housing.
Refurbishing Committee
Donna-Mae Siderius reported for the Refurbishing Committee regarding the status of fund raising for the refurbishing of the parish hall. Enough money has been raised to purchase three rugs, but funding is still needed for three sofas, two arm chairs, end tables, lamps, and a child-size table and chairs for the library area. Donna-Mae read a proposed letter from the Refurbishing Committee which will be sent to parishioners in early May. It was suggested that the letter be revised to include language suggesting a donation in honor of Mother’s Day.
Donna-Mae also reported that we need to think about window treatments, especially for the clergy’s offices. Hansi Haufler, a member of the Refurbishing Committee, offered to have someone look at our windows, discuss our options, including the possibility of using shutters, plus provide a price quote. It was suggested that we get more than one price quote. Donna-Mae was reminded that the blinds in the Atrium need to be reinstalled.
Action: A letter will be sent to parishioners in early May from the Refurbishing Committee soliciting contributions for furnishings for the parish hall.
St. Cyprian’s Request
Donna-Mae Siderius provided a letter she had received from St. Cyprian’s, Hampton inviting financial support for their 100th Anniversary Celebration. William Andrews moved that St. John’s purchase a Gold Sponsorship in the amount of $250.00. The motion was seconded by Linda Curtis. There was some discussion regarding where the money will come from. Connie Heath will work with Bill Boyer to identify the most appropriate fund.
Action: St. John’s will purchase a $250 Gold Sponsorship in support of St. Cyprian’s 100th Anniversary Celebration.
Soup Kitchen
Donna-Mae Siderius distributed a proposal from Elizabeth Phillips to operate a Soup Kitchen at St. John’s. Currently, Hampton Baptist operates a Soup Kitchen each Monday, excluding holidays and the summer months. They serve about 60 people. It would be a great service to the children in the community if St. John’s could operate the Soup Kitchen on the Mondays that Hampton Baptist does not. The approximate cost I is about $1.60 per person. The food can be purchased from the Peninsula Food Bank and the Bread Ministry of Hampton Baptist. In addition, HELP is willing to provide cans of fruits and vegetables. Elizabeth would like the Soup Kitchen to begin operation on Memorial Day and continue each Monday thereafter through Labor Day. We need several teams of four to five workers. There was a question regarding where the money would come from to fund this project. Donna-Mae stated it could come from donations. Linda Curtis moved that St. John’s operate a Soup Kitchen on Mondays, beginning May 30 and continuing through Labor Day. The motion was seconded by Bettyrene Pope and unanimously approved by the Vestry.
Action: St. John’s will operate a Soup Kitchen on Mondays, beginning Memorial Day, May 30 and continuing through Labor Day, September 5. Teams of four to five workers will be recruited.
Coke Machine
Donna-Mae Siderius asked the Vestry to consider bringing back the drink machine that had been removed during the parish hall renovations. This is also a small revenue producing opportunity. William Andrews moved that the drink machine be reinstalled. The motion was seconded by Charles Edmonson and unanimously approved.
Action: The Coke machine will be reinstalled in the parish house.
Junior Warden’s Report
Bill Terrill reported that we are winding up the W.M. Jordan contract. We received $254,000 from the Williams Trust last week, which will be paid on our line of credit. With this money and the $85, 930 currently available in the line of credit, we will have about $340,000 to use toward satisfy some outstanding bills and repaying the line of credit; the balance of which is $714,069.62 The final invoice from Jordan is $133,296.90. We owe about $2400 to the Structures Group for the study they provided regarding the church building. Interest rates are rising, so it is important for us to pay down the line of credit to reduce our monthly interest payments. Donna-Mae stated that we will also have an expense related to the reinstallation of our security system.
Bill also reported that the outside of the parish house is being painted and the cost will be paid from the line of credit. There was a question regarding whether there was a contract with H. Shaw for this service. Bill stated he would find out.
Donna-Mae thanked Ben Ferris for organizing a group of parishioners to clean out the storage PODs behind the parish house. Ben will organize another group to clean up the construction site once the PODs have been removed. Donna-Mae asked Kathy Dansey to begin setting up the library on the stage. It was reported that Linda Serwatka is also interested in helping.
Donations for the J2A yard sale can be brought to the stage through Friday, April 15. The yard sale will be Saturday, April 16 at Sandie Hay’s home on Victoria Boulevard.
Donna-Mae reminded the Vestry to try and include newcomers in our activities. We need to find out where their interests lie. There will be a Newcomer’s Orientation on Sunday, April 17 during the adult Sunday School hour.
David Copley asked for volunteers for Saturday, April 16 at 9:00 a.m. to help him move a grand piano to Grace Church in Newport News. The piano will be shipped to Liberia.
Action: Bill Terrill will follow-up with H. Shaw regarding a painting contract for the outside of the parish house.
Security Issues
For security reasons, Donna-Mae Siderius reported that the parish house will be locked during the week, with entry only by buzzer. This is a short term solution until our security system is reinstalled and enhancements are added. Staff needs to be able to identify visitors and buzz them in from the parish office. The church building will remain open during the day.
Donna-Mae reported on a homeless man who had been “living” in the playhouse outside of the parish office. After trying unsuccessfully to help the man, a no trespassing warrant had to be obtained. Donna-Mae asked Bill Terrill to get a padlock for the gate in that area. Donna-Mae reported that we have had “different” individuals visiting the parish hall recently. We are to invite them to join an adult class and if they do not want to do this, they should be asked to leave the building. We are also to invite them to worship with us at either service. These individuals are children of God who need God’s love. We do, however, need to make sure that our own children remain safe. Donna-Mae referred a need for motion detectors to Bill Terrill.
The Hampton Police Division provided a Confidential Business Security Survey of our parish house, church and grounds. A copy of the survey was distributed to the Vestry. Donna-Mae stated that we need to incorporate the suggestions from the Police with the report from our security company. Since we still have not received that report, Bill Terrill was asked to follow-up with them again.
Action: The parish house will be locked during the week, with entry only by buzzer. The church building will remain open during the week. Bill Terrill was asked to get a padlock for the back gate, motion detectors for the back of the parish house and to follow-up with our security company regarding reinstallation of our security system.
Rector’s Report
Donna-Mae reported that she sent flowers on behalf of the clergy and the Vestry to those who helped with the Parish House Rededication Dinner. She read thank you notes received from Hansi and Donald Haufler and Judy Moore.
The sign-up sheet for Vestry Sunday Sexton duties for May and June was passed around.
We were asked for our choice of Bishops for visitation and confirmation. The Vestry left this to the Rector’s discretion.
Donna-Mae has been meeting with clergy from the downtown churches regarding ways to get people together, citing the Walk with the Cross as a good example of joint participation. A picnic to celebrate Pentecost was suggested. The picnic will be on Sunday, May 15 from 1-3 p.m. at Mill Point Park.
There are lots of newcomers at St. John’s, including young families (20-30 years of age). We need someone from this age group to pull this group together. Susan Copley is continuing her work with the greeters. Hansi Haufler and Bettyrene Pope provide orientation for newcomers. We need to continue to try and incorporate newcomers into the life of the parish. There will be a potluck dinner on Tuesday, April 19 for greeters, usher, Christian Educators, and other interested parties. The Vestry is invited and encouraged to attend. Bob Harper has put together a slide show of pictures to show what folks see when they come to St. John’s. We need to work on our newcomer ministry. It is a vital part of our ministry and very important to the continuing life of the parish.
The Vestry Reflection (retreat) was rescheduled to June 10-11. Win Lewis, Canon for the Ordinary, will facilitate.
Action: The Vestry was invited and encouraged to attend the Greeter’s Potluck Dinner on Tuesday, April 19. Vestry Reflection will be Friday night, June 10 and Saturday, June 11.
Commission System
Donna-Mae Siderius distributed a diagram of the proposed revisions to the current Commission system. We need structure and oversight for the activities in the parish so that individuals can discern their gifts and find a place to offer them. A healthy parish has healthy lay leadership. Each Commission needs a chairperson who will have oversight responsibility for the various committees under that Commission. Each committee also needs a chairperson. We need to identify the Commission chairs by the end of June and pull all these individuals together so we will know who is doing what. Each Commission also needs a mission statement. There was some discussion about whether it is necessary for a Vestry person to chair a Commission as there may be other parishioners who have the skills and the passion. There was also a different understanding on the part of several Vestry members regarding what constitutes “oversight” and what constitutes “chairing” a Commission. Donna-Mae asked the Vestry to continue to reflect on the proposed revisions and to think about possible individuals for Commission and Committee chairs for further discussion at the May Vestry meeting.
Action: The proposed revisions to the current Commission system will be revisited at the May Vestry meeting. Vestry members were asked to think of individuals to chair the Commissions and committees under the Commissions.
Good of the Order
Kay Olson reported that the United Thank Offering In-Gathering this year falls on Mother’s Day, May 8, but will be moved to the month of June so there will not be any competition with requests for offerings for Jackson Field Home on that day. Envelopes will be included in the June Epistle.
David Copley reported on the Mission Trip to Belize. The deposit has been made for the airline tickets. We are still working on our travel plans to Washington, D.C. We now have solid figures for the budget, which are close to the guestimate. The individual cost per person is $500, plus incidentals, such as travel insurance, shots and passports. Fundraising is going well. The bake sales average about $200. David thanked Kay Olson for her help with this project. We are expecting some additional contributions. The Mission Auction/Dinner will be Saturday, May 21. There will be a gourmet buffet dinner and both a silent and a live auction, facilitated by auctioneer Amory LeCuyer. We have received donations of items and services (Busch Gardens tickets, a weekend at Hot Springs, an Indian meal for six, a sailing evening on the Chesapeake Bay with John and Donna-Mae Siderius, handyman services from John Chiasson, quilt made by Daughters of the King and sewn together by Joanie Newman, and a charter fishing trip on the Chesapeake Bay), but we still need more. We are especially interested in donations of gift baskets to be sent periodically to college students. Sixteen individuals are going to Belize. They will be helping to build a computer lab for the school and providing a Vacation Bible School. The next Mission Meeting is Thursday, April 14. The meetings include a reflection on mission and evening prayer or some other devotional. The meetings are held on the second Thursday of each month and Vestry is invited..
The Journey to Adulthood (J2A) class is continuing to raise money for their 10-day pilgrimage the end of June. A yard sale is scheduled for Saturday, April 16. The youth need to attend class on Sundays in preparation for the pilgrimage.
Tacky Light Award
Peggy Hayes passed the Tacky Light Award to Ben Ferris, who although new to Vestry, has been actively involved in the life of St. John’s. It was a VERY tacky Spiderman night light. Peggy said she treasured the light she had received from her “big brother”, Nelson Durden and could not give it away.
David Copley closed the meeting with prayer at 9:20 p.m.
The next Vestry meeting will be Tuesday, May 3. Greg Brauer is scheduled for devotions and snacks..
Sandy Smith
Registrar