The regular meeting of the Vestry of St. John’s Church, Elizabeth City Parish, Hampton, Virginia, was held on January 10, 2006. The Very Reverend Donna-Mae Siderius, Rector, presided, opening the meeting at 7:05 p.m. with prayer. Vestry members present were William Andrews, Greg Brauer, Linda Curtis-Senior Warden, Charles Edmonson, Ben Ferris, Bill Forinash, Bob Harper, Peggy Hayes, Connie Heath-Treasurer, Vestal Lewis, Kay Olson, Bettyrene Pope-Junior Warden, and Sandy Smith-Registrar. Nelson Durden was absent. The Reverend Susan Copley was also present.
Assistant Rectors’ Report
Susan Copley asked the Vestry to let her know of any changes to the Vestry Care Teams and stressed the importance of keeping a connection with these parishioners. Susan provided an update on the recent Mission Conference in New York that she and David Copley have been facilitating. There were 24 individuals in attendance who planned to become missionaries. Half of them were between 24 and 28 years of age and the other half between 30 and 60. Susan reported that the head of Mission personnel at the National Church had resigned and that she and David had been asked to help out on an interim basis for 16 hours per week. Charles Edmonson moved that St. John’s enthusiastically and unanimously support the Reverend Copleys in this opportunity. The motion was seconded by Kay Olson and approved by the Vestry.
Action: The Vestry approved the request of David and Susan Copley to serve on an interim basis for 16 hours per week helping out the National Church with personnel duties related to mission.
Minutes
The minutes from the December Vestry meeting were approved with corrections to pages two and four.
Treasurer’s Report
Connie Heath presented the Treasurer’s report. She reviewed the Income/Expense Statement, the Special Accounts Report, and the Balances of Designated Accounts Report. The checking account balance was reported as approximately $68,000.00. Connie will be signing checks tomorrow. December income was $60,465.72 and expenses were $37,946.07. Most of the income was received the last week of December. Any money received at the end of December was deposited the first week of January. We received $21,938 in pre-paid pledges for 2006 during the last two weeks of December. We used $12,597 of the pre-paid money in 2005. We repaid the Hoffman House account all the money we had borrowed. We had authorized borrowing up to $10,000 from Daisy McMenamin’s undesignated bequest, but we only had to borrow $7,000, and this amount was also repaid. Even though we only received 94.17% of our budgeted income, because our actual expenses were less than what was budgeted, we finished the year with $9,200 to the good. We did experience cash flow problems mid-year, but the money did come in at the end of the year. Connie stated we needed to continue to put our trust in God as he will see us through, as he did this year.
The Treasurer’s report was approved as presented.
Finance Committee
Charles Edmonson reported that the Finance Committee met last week to review our budget situation for 2006. The Committee recommends that we use some of Daisy McMenamin’s undesignated bequest and some money from the Hoffman House account to repay the approximate $40,000 in interest that will be due on our line of credit in 2006. It is expected that the Hoffman House will generate about $20,000 in income in 2006, $10,000 of which should be saved for improvements. Charles Edmonson made a motion that St. John’s use $30,000 of Daisy McMenamin’s bequest and $10,000 from the Hoffman House account to pay the interest on the line of credit for 2006. During the discussion it was noted that this would deplete the money left to us by Daisy McMenamin. The motion was seconded and unanimously approved by the Vestry. Charles reported that the Finance Committee anticipates total income for 2006 to be about $523,400.00, which is very close to what was budgeted, so we should be able to meet our budgeted expenses.
Action: The Vestry approved the use of $30,000 from Daisy McMenamin’s undesignated bequest and $10,000 from the Hoffman House account to pay the interest on the line of credit for 2006.
Stewardship Committee
Bob Harper reported for the Stewardship Committee. We have received 150 pledges totaling $367,367.00. The average pledge is $2,450.00 . Of these 150 pledges, eight are new pledges; six are from new members and two are from members who had not pledged before. On January 9, Bob sent notes to about 18 or 19 individuals who pledged in 2005 but who have not yet pledged for 2006. If 15 of these persons pledge the average amount, we would receive about $37,000 in additional income. Based on giving patterns in 2005, receipt of pledges for 2006, and anticipated pledges yet to be received, Bob felt our pledged income for 2006 would be about $404,000, which would allow us to move forward with the 2006 proposed budget previously approved by the Vestry. Bob Harper made a motion that the Vestry adopt the Proposed Operating Budget for 2006 as the Operating Budget for 2006. The motion was seconded and unanimously approved by the Vestry. Bob also reported that the Stewardship Committee plans to provide a presentation on Planned Giving at a future Adult Forum. Stewardship is a year long event and we must work to make it so.
Action: The Proposed Operating Budget for 2006 was approved as the Operating Budget for 2006.
Hampton History Museum Report
Greg Brauer presented a letter he had drafted that will be sent to the Hampton History Museum from the Vestry requesting a permanent display in the Museum of the history of St. John’s. Greg will be the point of contact for the Museum. Several parishioners are working to find a way to replicate our communion silver for display in the Museum.
Katrina Family Update
Debbie Williams provided the Vestry with a written update on our continuing efforts to support the Royal family, whose home and belongings were destroyed by Hurricane Katrina, forcing them to relocate to Virginia. Hansi Haufler was instrumental in helping the family obtain reliable transportation at a reasonable cost. We continue to provide financial and spiritual support.
Bishop’s Purse
The Vestry reviewed a letter received from the Dean of Convocation I regarding Bishop Bane’s retirement, requesting personal stories of appreciation for the Bishop and contributions for a retirement purse. In response to questions from the Vestry, Donna-Mae Siderius reported that the Bishop will receive a severance package and will continue to be compensated through December 2006. The Vestry decided not to make a donation to the Bishop’s retirement purse from St. John’s, but to leave the decision to contribute to the purse up to individual parishioners.
Naming of the Parish Hall
The Vestry previously voted to name the Parish Hall “Williams Hall”, after the late Edward L. and Mary B. Williams. Charles Edmonson and Sandy Smith volunteered to take responsibility for getting a plaque made. Charles said he would check some vendors and Walter Melvin, parishioner, was recommended as a potential source. A ceremony is tentatively scheduled for the Annual Meeting, depending on the availability of the plaque. The Vestry decided to invite the Trustees of the Williams Trust and the architect who designed the renovations to the dedication. Linda Curtis moved that the Vestry approve up to $300 to purchase an inscribed bronze plaque. The motion was seconded and unanimously approved. The money to purchase the plaque will come from the Memorial Fund and the Refurbishing Committee will determine where the plaque will be displayed in the parish hall.
Action: An inscribed bronze plaque naming the Parish Hall “Williams Hall” will be purchased at a cost not to exceed $300.00.
Junior Warden’s Report
Bettyrene Pope provided the Junior Warden’s Report. She reminded all Vestry persons who serve as Sunday Sexton to make sure the upstairs door to the Sunday School wing is closed and locked, otherwise the alarm won’t set. Bettyrene reported on various projects and general maintenance throughout the parish house and the church building. She reported that John Gammel will collect the January rents from the Hoffman House tenants. We will take over this function in February. One of the tenants wants to pay his rent six months in advance. Bettyrene reported that the Trustees of the Williams Trust did not approve the expenditure for new exit and emergency lighting, and new exterior building lighting for the Parish House. Bettyrene moved that the Vestry go to the Endowment Board and request funding in the amount of $6, 008 for these projects. The motion was seconded by Vestal Lewis and unanimously approved by the Vestry. The Vestry wanted to know when the shutters would be installed in the parish hall, offices and stage area. Bettyrene reported that there has been a delay due to the illness of the vendor, but they should be installed soon. The Vestry also wanted to know if the vendor had been paid in full for the job or if only a down payment had been made. Bettyrene will ask Hansi Haufler to check on the completion date. Bettyrene will check with Bill Boyer regarding the payment.
Action: The Vestry will request funding in the amount of $6, 008 from the Endowment Board for new exit and emergency lighting, and new exterior building lighting for the Parish House.
Rector’s Report
Donna-Mae Siderius passed around the Sunday Sexton sign-up sheet. The 2006 budget includes $3,000 to hire a Sunday Sexton. The work hours will be 7:00 a.m. – 1:00 p.m. The person will have to undergo a criminal background check and will be required to attend prevention of sexual misconduct training. The Vestry was asked to let Donna-Mae know if they had anyone in mind for this position.
(1) Donna-Mae shared the Epiphany Resolutions offered up by parishioners the previous Sunday. She had categorized them into five areas – (i) prayers, Bible study, scripture readings – 41; (ii) more regular attendance and involvement – 33; (iii) kinder, more compassionate, more tolerant- 29; (iv) personal – 12; and (v) outreach, shut-ins – 7. This was a good exercise for the parish and Donna-Mae was pleased with the responses.
(2) Annual Meeting is Sunday, January 29. There will be one service at 9:00 a.m., followed by a continental breakfast and the annual meeting. Vestry elections will be held. The Vestry Nomination form and a handout of Vestry expectations was distributed. These were also included in the Epistle. The new Vestry will face many challenges:
(i) challenged to invite persons to St. John’s and to encourage them to join St. John’s. We need to think of new ways to welcome people. In 2005, there were 27 deaths in the parish. If deaths were to continue at this same rate for 10 years, and we do not grow in membership, St. John’s will not exist. We need people to serve on the Vestry who are willing to participate and to help make St. John’s vital; (ii) construction will be all around St. John’s in the next year or two. We need to look at how we will transport parishioners from outlying parking areas; (iii) We need to follow the vision and mission to which we have been called and not get sidetracked by “issues”; (iv) The Vestry was asked to brainstorm the qualities that make a good Vestry person. We have five persons rotating off the Vestry (William Andrews, Linda Curtis, Peggy Hayes, Vestal Lewis, and Sandy Smith), and the unexpired two-year term of Bill Terrill to fill. The following qualities/attributes were identified – committed to the time involved, love of the church, good listener, ability to make informed decisions, creative, puts needs of church above own, caring, open to different ways, not afraid to ask questions, positive attitude, assertive, thinks “outside the box”, risk taker, problem solver, opportunity seeker, youth needed. Vestry orientation is Wednesday, January 25 at 7:00 p.m. in the parish hall. All nominees must attend and all Vestry members are encouraged to attend.
(4) The next Vestry meeting, on February 14, will be for new, continuing, and retiring Vestry persons. The meeting will be a discussion of mutual ministry, facilitated by Reverend Canon Win Lewis. We will review how we are doing and what we are doing. The Wardens and the clergy will meet with Win Lewis prior to the meeting.
(5) St. John’s will host the pre-council meeting of Convocation V on Tuesday, January 25, beginning with worship at 7:00 p.m. The Diocesan budget will be presented. Our representatives to Annual Council will be attending and the Vestry is invited to come and serve as greeters. Kay Olson volunteered to be in charge of the food preparation.
(6) The Standing Committee of the Diocese has established a Transition Committee to look at what we need in the Diocese; how to continue with healing and reconciliation, and how to work with clergy and parishes to bring the Diocese back together. Donna-Mae was elected to serve on the Transition Committee, whose primary purpose will be to help rebuild trust and identify priorities for the interim Bishop. The calling of a new Bishop will be done in phases. Phase I will last about two years and will be a period of healing and reconciliation.
Good of the Order
Peggy Hayes reported that she had received a nice follow-up note from a church she had attended in Charleston, S.C. while visiting the area. St. John’s might want to look at something similar to follow-up with our visitors.
Bettyrene Pope reported that she was privileged to worship with President Bush and First Lady Laura Bush during a visit to St. John’s in Washington, D.C. in December.
Bob Harper commended Ben Ferris for his work with A Night’s Welcome in December.
The Vestry thanked Donna-Mae Siderius for the cards she had sent in December to thank various parishioners for their commitment and ministry.
Sandy Smith requested that we go Christmas caroling again next year. It was a lot of fun and our shut-ins were very appreciative.
Tacky Light Awards
William Andrews passed not one, but two Vestry Tacky Lights to Linda Curtis. He stated his wife had thrown away the one passed to him by Sandy Smith. Kay Olson passed the Mission Tacky Light to Ben Ferris.
Donna-Mae Siderius thanked the retiring Vestry members for their dedication and support during their term of office. She closed the meeting with prayer at 9:15 p.m.
The next meeting is February 14 and will be a joint meeting of the new, continuing, and retiring Vestry members. Connie Heath has devotions.
Sandy Smith
Registrar