The Vestry of St. John’s Episcopal Church, Elizabeth City Parish, Hampton,Virginia met on March 9, 2009. The Reverend Donna-Mae Siderius opened the meeting at 6:35 pm. Present were Bob Harper, Senior Warden, Bettyrene Pope, Junior Warden, Kay Olson, Registrar, Sukey Stephens, Jay Hogg, Kevin Eley, Parkie Rice, Ruth Simmons, Charlie Edmonson, Betsy Clark, Nick McMahon, and Peggy Hayes. Absent was Kevin Van Sloten. Also present were The Rev. Skip Hutton, Associate Rector, Connie Heath, Treasurer, and Guest, The Reverend Larry Crowell.
Bob Harper began the meeting with devotions, “Parish Lenten Reflection”. The Vestry was asked to reflect on certain phrases taken from the readings of the previous Sunday’s services.
Guest, The Reverend Larry Crowell was introduced by Donna-Mae Siderius to be interviewed by the vestry as the facilitator for the proposed Long-Range Planning/Visioning Process to be undertaken in 2009. The long range planning/visioning team will include all the vestry members, staff and 10 to 12 parishioners representing a broad cross-section of the congregation. The length of time for completion of the process is estimated to be nine months. The Vestry approved the Proposed Long-Range Planning/Visioning Process and the first session will be scheduled for the week-end of April 24 and 25, 2009. Vestry members were asked to submit names of parishioners to the Rector by March 20. Selections will be made by the Rector, Bob Harper and Betsy Clark.
A motion was made by Charlie Edmonson and seconded by Bob Harper to approve the February minutes as printed.
A motion was made by Kevin Eley and seconded by Ruth Simmons to accept the Treasurers report as presented.
2010 CELEBRATION Vestry Report: The attached printed report from Linda McMahon was presented by Donna-Mae to the Vestry. A request was made for a down payment of one half of the cost of the cake be made by Charm City Cakes when the order is placed. The cake is a contribution from the City and St. John’s will be reimbursed by the city. Jay Hogg made a motion seconded by Peggy Hayes to send to Charm City Cakes a deposit of $1,100.00 for the cake. The motion passed. Action taken: Jay Hogg made a motion seconded by Peggy Hayes to send to Charm City Cakes a deposit of $1,100.00 for the cake.
RENOVATION COMMITTEE: The Renovation Committee recommends that Restoration Engineering be hired to prepare design documents and perform contract administration services for maintenance and repair of the existing slate roofing systems on the original church building in the amount of $7,565.00.
The Renovation Committee also recommends that Hickman Ambrose (consulting engineers) be hired to prepare a proposal which includes an engineering, investigative study and report preparation to evaluate required modernization and alterations to the existing plumbing, mechanical (HVAC) and electrical systems on the church building in the amount of $5,640.00.
Monies to fund these proposals shall be requested from the Mary Williams Trust. If not approved by the trustees, payment will be requested from the Endowment Board.
Bettyrene Pope made the motion and Bob Harper seconded to ask the Mary Williams Trust to fund the work proposed by Restoration Engineering in the amount of $7,565.00. The motion passed. Action Taken: A motion was made by Bettyrene Pope and seconded by Bob Harper to ask the Mary Williams Trust to fund the work proposed by Restoration Engineering in the amount of $7,565.00. The motion passed.
Bettyrene Pope made the motion and Bob Harper seconded the motion to request funding for Hickman Ambrose to complete the work outlined in the proposal in the amount of $5,640.00. The Motion passed. Action taken: A motion was made by Bettyrene Pope and seconded by Bob Harper to request funding from the Mary Williams Trust to pay Hickman Ambrose to complete the work as outlined in the proposal in the amount of $5,640.00. The motion passed.
Junior Warden’s Report: Bettyrene Pope reported on the Hoffman House renovations. The new storefront windows, covered with metal, have been installed. Tile in the Foyer has been installed. A plumber will redo a bathroom and the new tenant will help with cost of the specific bathroom renovation he requested.
Senior Warden’s Report: Bob Harper spoke of a letter received from a parishioner concerning an additional amount of money added to the budget. He said she appreciated that the vestry listened to her concerns and was pleased that the issue she raised was taken seriously by members of the vestry.
Associate Rector’s Report: The Rev. Skip Hutton has decided to retire at the end of August, 2009. He has been an ordained priest for 30 years and is eligible for retirement. He will have to leave St. John’s as the associate minister because of Church Pension regulations stating a minister may not work in the place his/her retirement is from. Skip is working with Kay Olson with the newcomer ministry.
Rector’s Report: Donna-Mae will travel to Richmond with Ron and Carrie Quinn and Bill Terrill to attend a seminar,”Church Building Boot Camp.” Donna-Mae also asked the vestry to be aware of the economy and keep those in prayer who may be suffering losses at this time.
Bob Harper made a motion and Betsy Clark seconded the motion to call The Reverend Larry Crowell to facilitate the Proposed Long-Range Planning/Visioning Process at a cost of $4,250.00. The motion passed.
Action taken: Bob Harper made a motion and Betsy Clark seconded the motion to call the Reverend Larry Crowell to facilitate the proposed Long-Range Planning/Visioning Process at a cost of $4,250.00. The motion passed.
The Vestry voted to approve Hansi Haufler as replacement for Robert Shuford Jr. on the Charitable Trust.
The St. John’s Tacky Light was presented to Sukey Stephens by Kay Olson and the Mission Tacky Light was presented to Nick McMahon
The meeting ended with prayer at 8:45 pm.