The Vestry of St. John’s Episcopal Church, Elizabeth City Parish, Hampton, Virginia met on February 12, 2008. Reverend Donna-Mae Siderius opened the meeting at 7:05 p.m. Present were John Chiasson-Junior Warden, Betsy Clark, Bob Harper, Whit McKinney, Kay Olson, Sanford Pankin, Parkie Rice, Ruth Simmons, Sandy Smith-Registrar, and the Reverend Skip Hutton. Bill Boyer, Financial Administrator, and Connie Heath, Treasurer, were also present. Scott Curtis, Kevin Eley, and Kevin Van Sloten were absent.
Donna-Mae welcomed Megan Tiller to the meeting stating Megan had asked why there was no youth presence on the Vestry. Donna-Mae asked Megan if she wanted to serve and Megan agreed. Whit McKinney made a motion to provide a seat, voice, and vote on the Vestry to a youth representative appointed by the Rector. John Chiasson seconded the motion. The motion was unanimously passed by the Vestry. Megan Tiller was appointed by the Rector as the Vestry’s youth representative.
Action: Vestry voted to provide a seat, voice and vote on the Vestry to a youth member appointed by the Rector. Megan Tiller was appointed.
Formation
Donna-Mae announced a change in the Vestry meeting format, beginning this meeting, as referenced in the January/February edition of Vestry Papers. We will begin with Formation, move into Information, then Discussion, and end with Decisions. We will also use The Vestry Resource Guide as our “Bible”. Donna-Mae offered the prayer for January from the Guide. Vestry members signed up for Bible Study and Prayer for the remaining months of this year.
Donna-Mae expressed a desire for the Vestry to move into the mode of “overseers of vision”, making decisions in line with our vision. She encouraged Vestry to read the Vestry Papers, which is published six times a year by the Episcopal Church Foundation.
During Formation, the Vestry participated in the following discussions:
- Vision – What is the Church about? What are we called to be about? We shared the big picture and reviewed our mission statement.
- Huddle – We related stories of what God is doing in this parish and how we see God at work in this place.
- Skill – We discussed the characteristics of healthy parishes. We discussed the norms that will guide the Vestry in our work together, as outlined in the pamphlet How We Live and Work Together in the Episcopal Diocese of Southern Virginia, created by the Transition Team and adopted by the Standing Committee and Executive Board of the Diocese.
Information
Prayer Concerns
Prayers were offered for people and concerns on our hearts. Prayers of healing, thanksgiving, and hope were offered for several parishioners and relatives and friends of the Vestry.
Care Groups, New Members, and Newcomers
A list of new members and recent newcomers was shared with the Vestry. Pictures taken by Bob Harper are posted to the Welcome Board in Williams Hall. Kay Olson is trying to do thumbnail sketches to add to the parish pictorial directory, published about two years ago. Bob provided Kay and Jenny Brown, Parish Administrator with pictures.
Vestry members will each receive a Care Group, a list of parishioners to contact from time to time about upcoming events, and to connect with in other ways as the member desires, such as recognizing birthdays. This is a very important ministry, providing a real connection to members of the parish.
Upcoming Events
The following upcoming events were noted:
- Bishop’s Day with Vestries – Saturday, February 23rd at Emmanuel, Virginia Beach
- Signs of Lent – Wednesdays during Lent from 7:00-8:00 p.m.
- Skip Hutton’s 2010 Lecture #10 – Tuesday, February 19th at 7:00 p.m.
- Executive Committee Meeting, Tuesday, March 4th at 5:30 p.m.
- Stewardship Workshop – Saturday, May 3rd at Hickory Neck, Toano
- Vestry Retreat
Discussion
Budget
Donna-Mae welcomed Bill Boyer, Financial Administrator to the meeting. She stated we would discuss the budget situation and the Vestry would vote on a Budget at the March meeting. Sandy Smith expressed concern over not having an approved operating budget.
Bill discussed a comparison of 2007 Actual Income and Expenses, 2007 Budgeted Income and Expenses, and 2008 Budgeted Income and Expenses. Pledges have been received from 144 families and individuals totaling $375,631.00. There was one new pledge in January. This income is still short of the $408,050.00 initially proposed by the Finance Committee for the 2008 Operating Budget. Bill reported the Endowment Board met last week and was receptive to how they could support the Budget within the framework of their charter, which is primarily to maintain and improve the parish hall and church building. The Endowment Board voted to provide the following funding:
- $4,000 in additional insurance funding to cover the organ (currently $16,000 is provided to cover other insurance costs)
- $15,000 to help with heating/cooling expenses
- $20,000 for parish house/Sunday School wing repairs and replacements, based on list of improvements provided by John Chiasson
Whit McKinney made a motion to refer the budget discussion back to the Finance Committee for the Committee to provide a balanced Budget to the Vestry at the March meeting. Two friendly amendments were offered by Sandy Smith and John Chiasson for the Finance Committee to provide a balanced budget, with the least impact on programs and staff. The motion, as amended, was seconded by Bob Harper and unanimously passed by the Vestry.
Action: Finance Committee was asked to review the Budget again and provide a balanced Budget, with the least impact on programs and staff, to the Vestry at the March meeting.
Decisions
January Minutes
The January Vestry minutes were approved as presented.
January Financial Statements
Connie Heath, Treasurer, reviewed the January Income and Expense Statement, Special Accounts Report, and the Balances of Designated Offerings Report. The checking account balance as of February 12 was $20,591.24. January income was $32,746.20 and expenses were $51,216.46. It was a quiet month.
Appointment of Three New Members to the Charitable Trust
There are three positions to be filled on the Charitable Trust. Donna-Mae presented Charlie Edmonson and Frank Edgar, Sr. as candidates for membership, with Charlie Edmonson to serve as chairperson. Whit McKinney moved Charlie Edmonson and Frank Edgar, Sr. be appointed as chairperson and member, respectively. Betsy Clark seconded the motion, which was unanimously approved by the Vestry. Whit McKinney made a motion to allow the Rector to appoint the third person to serve on the Charitable Trust. The motion was seconded by Bob Harper and unanimously approved by the Vestry.
Appointment of Three New Members to the Finance Committee
There are three vacancies on the Finance Committee. Donna-Mae Siderius presented Rick Bagley, Nelson Durden, and Peggy Hayes as candidates for appointment by the Vestry. Bob Harper moved all three be appointed. Betsy Clark seconded the motion, which was unanimously passed by the Vestry.
Appointment to the Endowment Board
There is a vacancy on the Endowment Board. Donna-Mae Siderius presented Bettyrene Pope as a candidate for appointment to the Endowment Board. Kay Olson moved she be appointed. Bob Harper seconded the motion. The motion was unanimously passed.
Election of Vestry Officers
The following were nominated and unanimously elected as officers of the Vestry.
- Bob Harper – Senior Warden
- John Chiasson – Junior Warden
- Sandy Smith- Registrar
- Connie Heath – Treasurer
The Treasurer does not have to be a Vestry member.
Request for Alan/Jean Jones Painting for Charles Taylor Arts Center
Donna-Mae asked for and received Vestry approval to loan the paintings by Alan and Jean Jones, owned by St. Johns, to the Charles H. Taylor Arts Center for an art exhibit.
Clergy Housing Allowances
Betsy Clark made a motion to decrease Donna-Mae Siderius’ salary by $30,000 and increase her housing allowance by $30,000. Kay Olson seconded the motion, which was unanimously passed by the Vestry.
Bob Harper made a motion to designate all of Skip Hutton’s salary as housing allowance. Kay Olson seconded the motion. The motion was unanimously approved by the Vestry.
Request from Memorial Fund
John Chiasson made a motion requesting $2,200 from the Memorial Fund to purchase 52 new chairs and a chair rack. The motion was seconded by Kay Olson and unanimously approved by the Vestry.
Closing
Debrief
The Vestry discussed how we did with the new meeting format.
Tacky Lights
Betsy Clark passed the Mission Tacky Light to Bob Harper. John Chiasson is still holding on to the Dr. Chuck Light and Skip just can’t give up that Vestry Tacky Light.
Prayers
Skip Hutton closed the meeting with prayer at 9:10 p.m.
Sandy Smith
Registrar