The Vestry of St. John’s Episcopal Church, Elizabeth City Parish, Hampton, Virginia met on November 6, 2007. The Reverend Donna-Mae Siderius opened the meeting at 7:05 p.m. Present were Betsy Clark, Charlie Edmonson, Connie Heath-Treasurer, Whit McKinney, Sanford Pankin, Bettyrene Pope-Senior Warden, Sandy Smith-Registrar, Bob Wind and the Reverend Skip Hutton. John Chiasson-Junior Warden, Scott Curtis, and Kevin Eley were absent.
Charlie Edmonson provided devotions related to All Saints Day. He complimented John Siderius and the choir for the wonderful Evensong service on November 4 and the reception hosted by the choir following the service.
Future Building Considerations
The Vestry welcomed Jim Shoemaker, President of the St. John’s Endowment Board and a trustee for the Edward L. and Mary B. Williams Foundation (Williams Trust) to the meeting. Jim provided an overview of the two funding sources and the criteria for spending the interest income. One-half of the income generated by the Endowment Fund is distributed annually. In previous years, the Endowment Board has authorized up to $10,000 for Vestry requested expenses. The income from the Endowment Fund is intended for the improvement of our buildings and the cemetery.
The Vestry decided to send a letter to the Endowment Board and the Trustees of the Williams Trust with general information as to our intent to form a Steering Committee and with a request for money to be earmarked for an engineering study of the church building. Donna-Mae Siderius will form a Steering Committee.
Whit McKinney made a motion that the Vestry send a letter to the Endowment Board and the Trustees of the Edward L. and Mary B. Williams Foundation asking for funding for appropriate studies to evaluate the structural integrity of the church building to prepare for future renovations. The motion was seconded by Charlie Edmonson and unanimously approved by the Vestry.
Whit McKinney made another motion that the Vestry form a Steering Committee to determine the appropriate studies needed and to recommend firms to perform these studies. The motion was seconded by Betsy Clark and unanimously approved by the Vestry.
Action: The Vestry voted to send a general letter of intent to the Endowment Board and the Williams Trustees to request funding for appropriate studies to evaluate the structural integrity of the church building and to form a Steering Committee to determine what studies are needed and which firms may be able to perform these studies.
Minutes
The October minutes were approved as presented.
Treasurer’s Report
Connie Heath reviewed the October Income and Expense Statement, Special Accounts Report, and the Balances of Designated Offerings Report.
The checking account balance as of November 6 was $1,400.00. October income was $34,868.00 and expenses were $40,919.95. With 83% of the year complete, total pledge and plate income is at 77.38%. Pledge income is 71.34%. Plate income is 75.57%.
The Music Program will need about $300-$500 more income than budgeted. Our oil expense will exceed what was budgeted. Some budgeted line items will have a surplus. However, our overall budgeted expenses should not exceed our budgeted income.
The Balances of Designated Offerings Report includes income from Bay Days and the $889.18 in tips received by Journey to Adulthood (J2A) youth at the Stewardship dinner on October 20. The money will be used for their pilgrimage.
Donna-Mae Siderius reported that 11 individuals donated $100 each to subsidize the Stewardship dinner.
Associate Rector’s Report
Skip Hutton reported he had a GREAT experience at CREDO.
Senior Warden’s Report
Bettyrene Pope reported that work is proceeding on the Hoffman House. The windows have been ordered. Bettyrene has not received a formal response to our grant application from the City of Hampton and the Downtown Hampton Development Partnership.
Stewardship Report
Betsy Clark, chairperson of the Stewardship Committee, reported that 84 pledges totaling $240,495 had been received. The average pledge is $2,863.00. There are about 150 pledging units at St. John’s. We expect pledges from the remaining 66 units. We have about 600 on our rolls, with an average Sunday attendance of about 200.
Rector’s Report
Donna-Mae Siderius reported the annual Thanksgiving dinner will be held on Saturday, November 17. The Vestry was asked to help clean-up and reset the room for Sunday.
An intergenerational Christian Education event, Hollywood versus Faith, presented by Frank Runyeon, an Episcopal priest and former actor, will be held on Sunday, November 18 during Christian Education. He will present the Sermon on the Mount at the 10:30 service. Vestry was asked to invite their Care Teams.
An intergenerational Advent workshop will be held during Christian Education on Sunday, December 2 beginning at 9:15 a.m. Participants will make Advent wreaths and cookies, and watch videos.
In conjunction with the EYC meeting on November 18, there will be a presentation on Internet Safety, from 5:00-7:00 p.m., facilitated by the McMahons. This is open to all parishioners, not just parents of EYCers.
Bishop Light, retired Bishop of the Diocese of Southwest Virginia will be at St. John’s on December 9. Six individuals will be confirmed. Two individuals will reaffirm their faith.
St. John’s will host A Night’s Welcome from December 8-15. John Chiasson is the chairperson. Slots are open for greeters, individuals to spend the night, and individuals to prepare breakfast. A sign up sheet is in Williams Hall. We especially need volunteers to spend the night. The Vestry was asked to prepare breakfast one morning. Betsy Clark, Whit McKinney, Sanford Pankin, and Sandy Smith volunteered.
A Festival of Lessons and Carols for Christmas will be held on Sunday, December 16 at 5:00 p.m. Community leaders have been invited to read the lessons.
The Annual Parish Meeting will in January. The final budget and reports from various groups in the parish will be presented. Vestry elections will be held. There will be four slots to fill, plus the unexpired term of the late Chuck Zimmerman, which the Vestry decided would be filled for two years, instead of the one year remaining on his term in order to bring the total number of Vestry members rotating off each year to four.
Ralph Quinn, who is in charge of our cemetery, is retiring at the end of the year. Donna-Mae, David Bishop, and the Cemetery Trustees will make a recommendation on how to fill this vacancy.
Other Business
The Vestry reviewed a written request from Elizabeth Phillips to purchase five floor mats for the kitchen at an approximate cost of $253 per mat. Donna-Mae suggested the expenditure be funded by the Memorial Fund. Betsy Clark made a motion that the Vestry approve Elizabeth Phillip’s request to purchase five kitchen floor mats at an approximate cost of $253 per mat, with the purchase to be funded by the Memorial Fund. The motion was seconded by Whit McKinney and unanimously approved by the Vestry.
Sanford Pankin recognized the wonderful job Harper Lewis has done so far as the new Director of Christian Education and Youth Ministries, and the Vestry concurred. Many children participated in the Treasures n Treats on Sunday, October 28, with the money collected going to UNICEF.
Action: Five floor mats at an approximate cost of $1265 will be purchased for the kitchen, with payment to be made from the Memorial Fund.
Thank You
The Vestry thanks Elizabeth Phillips and her faithful helpers for preparing the meal for the Stewardship dinner; the J2A and YAC (Young Adults in the Church) for serving as waiters and waitresses at the Stewardship dinner; Baxter Simmons for catering the Budget Breakfast; Betsy Clark for her leadership as chairperson of the Stewardship Committee; Jenny Brown for her help with Stewardship activities; and John Siderius and all the choir members for the wonderful Evensong service on November 4 and for hosting the reception which followed.
Tacky Lights
No one wants to give up their tacky lights. Scott Curtis will keep the new Dr. Chuck Light. Skip kept the Vestry Tacky and Betsy Clark kept the Mission Tacky Light.
Closing
The next Vestry meeting will be December 11 at the home of Betsy Clark. Donna-Mae Siderius closed the meeting with prayer at 9:40 p.m.
Sandy Smith
Registrar