The regular meeting of the Vestry of St. John’s Church, Elizabeth City Parish, Hampton, Virginia was held on September 6, 2005. The Very Reverend Donna-Mae Siderius, Rector, presided. The Reverend David Copley, Assistant Rector opened the meeting with prayer at 7:10 p.m. Vestry members present were William Andrews, Greg Brauer, Linda Curtis-Sr. Warden, Nelson Durden, Charlie Edmonson, Bill Forinash, Bob Harper, Peggy Hayes, Connie Heath-Treasurer, Vestal Lewis, Kay Olson, Bettyrene Pope, and Sandy Smith-Registrar. Ben Ferris was absent. Also present was Susan Copley, Assistant Rector.
For devotions, Donna-Mae Siderius and several Vestry members read from the article “Resilient Mississippi Episcopalians determined to rebuild Gulf Coast congregations.” Donna-Mae stated that we are very blessed and that a catastrophe of the magnitude of Hurricane Katrina makes us rethink our priorities. Our relationship with God and people is more important than our relationship with buildings. Donna-Mae offered a prayer for the victims of Hurricane Katrina.
Minutes
The minutes from the July Vestry meeting were approved as presented.
Treasurer’s Report
Connie Heath reported the checking account balance as of September 6 was $1,374.57. Connie reviewed the Income/Expense Statement, Special Accounts Report and Balances of Designated Offerings Report. Income for August was $48,095.17. Expenses were $35,113.35. With 67% of the year complete, our total income received as of August 31 is at 60.38%. Pledge income is about 5% behind. The plate offerings are holding steady. At the end of June, Connie borrowed $7,000 from the Hoffman House account to meet operating expenses. In August she borrowed $8,000. We have now borrowed the $15,000 previously authorized by the Vestry. Connie expressed concern that she would not be able to meet the payroll the next week. Next Sunday is Bay Days and traditionally the services are not well attended which may impact the receipt of pledges. Some parishioners may mail in their pledges, but others may wait until they return to church the following Sunday. Connie requested authorization to borrow an additional $3,000 from the Hoffman House account to meet payroll. She reminded the Vestry that we had wanted to keep $10,000 in the Hoffman House account for emergencies. If we borrow an additional $3,000, the account will have a little over $10,000 left in the account. At the end of the year, the account will only have about $4, 464. We are behind in pledges almost as much as we have borrowed from the Hoffman House account. William Andrews made a motion that the Treasurer be granted authority to borrow an additional $3,000 from the Hoffman House account, to be repaid, with the previous $15,000 borrowed, by December 31, 2005. The motion was seconded by Bob Harper. The motion was passed on a vote of 12 -1. During the discussion of the motion, the question was raised regarding how much the congregation understands about our financial issues. There was additional discussion regarding the downside of borrowing more money at the beginning of the Stewardship campaign. There was also discussion again about the cyclical nature of church giving. It was suggested that we utilize the Sunday service leaflets and the Epistle to inform the congregation of the current budget situation. Connie reported that there has been little activity in the Special Accounts and the Designated Accounts. The $4,106.51 left over in the J2A Pilgrimage account will be used as seed money for the 2007 pilgrimage.
The Treasurer’s Report was approved as presented.
Action: The Treasurer is authorized to borrow $3,000 from the Hoffman House account, to be repaid by December 31, 2005. The congregation will be informed of our current financial state in the Sunday Service leaflets and the Epistle.
Finance Committee Report
Charlie Edmonson, chair of the Finance Committee, reported that the new Committee held its initial meeting on August 25. The Committee will meet again on September 7 to hear presentations from staff regarding their responsibilities and from department heads regarding 2005 expenditures and projected expenses for 2006. The Finance Committee is responsible for bringing the Vestry a proposed operating budget based on the priorities of the Vestry.
Donna-Mae Siderius stated that 60% of the budget is staff salaries. The other major expenditures are to take care of the buildings and to purchase supplies. Except for Christian Education and Music, the Programs do not spend much. Donna-Mae stated that there is not a whole lot of fat in the budget, unless we say we are over staffed or do not want to pay the utilities. Donna-Mae explained the two ways of budgeting; a comprehensive budget including salaries, programs, maintenance, and outreach or a budget including salaries, programs, and maintenance with special appeals for outreach. St. John’s parishioners are very generous regarding special outreach needs. People have different passions and give accordingly. In the past 5-10 months, parishioners have contributed $60,000 outside of the general operating budget.
The Vestry shared the following individual priorities for the 2006 budget: (1) interest on the line of credit; (2) maintenance of a “cushion” in the check book – not spending everything we take in; (3) keep staff we have; (4) extra money for cleaning – more than one day per week; (5) increase Kathy Dansey’s position to full time; (6) money for a Sunday Sexton; (7) staff salary increases; (8) money for advertising/publicity for newcomers – brochures, marketing; and (9) maintenance of funds for child care services during church events.
There was a question about our growth – are we growing or are we just treading water. We appear to be treading water. There are new families but there have also been deaths. There was a question regarding tithing, especially related to the deceased. Donna-Mae stated that very few families give more than 2% of their income and there are few tithers. Donna-Mae feels there is a lot of potential that has not yet been realized.
Stewardship
Bob Harper reported that the Stewardship Committee hopes to meet by the end of September. The Committee will consist of 3 Vestry members and 3 parishioners. Sandy Smith had previously volunteered to serve on the Committee. Kay Olson volunteered during the meeting. The Finance Committee’s report will be the basis for the Stewardship Committee moving forward. Bob reinforced that all of us, as leaders, must be active in stewardship. Charlie Edmonson stated that we need to make parishioners enthusiastic so they will “buy” what we have to sell. It may be time to pull parishioners together to lay out our vision. The congregation needs to be part of the process.
Wardens Reports
There was no report from the Senior Warden.
Donna-Mae Siderius reported that Bill Terrill had resigned as Junior Warden and from the Vestry. He had sent his resignation notice electronically to all Vestry members. Several Vestry members offered their thoughts and feelings about Bill’s resignation.
The Vestry accepted, with regrets, Bill Terrill’s resignation as Junior Warden and his resignation from the Vestry. The Senior Warden will send a letter of thanks to Bill on behalf of the Vestry for his service and dedication, especially his coordination of the parish house renovations.
Donna-Mae stated that historically the Junior Warden has been responsible for the maintenance of the buildings and grounds. She suggested that a buildings and grounds committee be formed and that the committee could select a property chairperson. The Junior Warden would be a member of this committee. It was also suggested that such a committee could be formed, but with oversight responsibility by the Junior Warden. The Junior Warden would be responsible for choosing the committee members. It was the consensus of the Vestry that a Building and Grounds Committee be formed by the Junior Warden, who would assume oversight responsibility. William Andrews nominated Bettyrene Pope to serve as Junior Warden for the remainder of Bill Terrill’s term. The motion was seconded by David Copley and unanimously passed by the Vestry. It was suggested that Bettyrene use the Epistle to help recruit members for the committee. There are a variety of skills in our congregation that can be effectively utilized to maintain our buildings and to deal with maintenance problems.
Action: Bettyrene Pope was elected Junior Warden to complete Bill Terrill’s unexpired term. A Buildings and Grounds Committee will be formed by the Junior Warden, who will assume oversight responsibility for the Committee.
Rector’s Report
Donna-Mae Siderius reported on recent summer activities. A Game Night and a Movie Night were held. Attendance was low, but several newcomers attended. The Soup Kitchen was a success and several newcomers joined this new ministry.
The Refurbishing Committee has been working hard to ready the stage area for our fall kick-off on September 18. Robert Shuford wants to have the Alan Jones painting covered. The Refurbishing Committee wants the painting moved to the parish hall. Bill Forinash is rebuilding and refinishing the china cabinet. Bulletin boards will be placed in the hallway to the Christian Education wing. The Endowment Board approved funding for the shutters for the Parish Hall and the clergy offices.
The fall kick-off is Sunday, September 18. There will be a continental breakfast followed by a review of Christian Formation opportunities this fall. The Vestry was asked to call their Care Teams and invite them to the kick-off. The Dixieland Band will play during the 10:30 service.
Jane Price and Bunny Holbruner continued the ministry at the Hampton City Jail through the summer.
The 2004 Parochial Report was distributed and reviewed. The number of members in 2004 was about the same as in 2003, but the average Sunday attendance was up some. One minor typographical correction was noted. William Andrews moved that the 2004 Parochial Report be approved as amended. The motion was seconded by Charlie Edmonson and unanimously passed by the Vestry.
Action: The 2004 Parochial Report was approved with one minor typographical correction.
Election of Delegates to Annual Council
The current term for delegates to Annual Council expired on August 31, 2005. There will be a Special Council meeting on October 1 where delegates will hear a report from the Accountability Committee of the Diocese. Annual Council will be held in Hampton in February. Sandy Smith stated that because the Diocese continues to deal with issues raised at last year’s Annual Council that it would be prudent for us to consider the same delegates and alternates for this year’s Annual Council. The Vestry agreed. Sandy Smith moved that Greg Brauer, Bob Harper, Denine Miller, and Bettyrene Pope be elected delegates to this year’s Annual Council and that Frank Edgar, Sr. and Vestal Lewis be elected as alternates. Since Denine Miller had not been contacted to give consent to her name being placed in nomination, the motion was amended to elect Vestal Lewis as a delegate if Denine was not willing to serve again. The motion was seconded by William Andrews. The entire slate of delegates and alternates was approved by the Vestry.
Good of the Order
Bob Harper, a member of the Diocesan Anti-Racism Committee, reported the next meeting of the committee will be in Bon Air.
Betty Long is now the Interim Rector at St. Cyprians.
The Vestry received a letter from parishioner Debbie Williams asking the Vestry to investigate the possibility of parishioners providing housing or sponsoring families that are victims of Hurricane Katrina. Donna-Mae reported that she had made an appeal to parishioners on Sunday regarding housing needs and that we will work through the Diocese to obtain names of families in need.
The Vestry unanimously agreed to David Copley’s request to deploy with the Red Cross to Louisiana for a two week period, when needed. Parishioner Stan Winarski is also awaiting deployment with the Red Cross.
David Copley reported that the Mission Committee discussed going to New Orleans this spring/summer to help with the rebuilding of the city.
Tacky Light Awards
Peggy Hayes passed the Vestry Tacky Light to Bettyrene Pope. Kay Olson passed the Mission Tacky Light to Connie Heath.
Reverend Susan Copley closed the meeting with prayer at 9:15 p.m.
The next Vestry meeting will be October 4. Bettyrene Pope is responsible for devotions and snacks.
Sandy Smith
Registrar
Approved: Approved with corrections: