The Vestry of St. John’s Episcopal Church, Elizabeth City Parish, met on September 15, 2009. The Reverend Donna-Mae Siderius opened the meeting at 6:35pm. Present were Bob Harper, Senior Warden, Bettyrene Pope, Junior Warden, Kay Olson, Registrar, Suzanna Stephens, Jay Hogg, Ruth Simmons, Charlie Edmonson, Kevin Van Sloten, Betsy Clark, Peggy Hayes, Kevin Eley, Nick McMahon, Parkie Rice and Connie Heath, Treasurer.
Ruth Simmons furnished wonderful refreshments and gave the devotion, “Remembering the Baptism Covenant” and encourages one another and encouragement.
Minutes of the July meeting were approved as printed.
Connie Heath, Treasurer presented the Treasurers report; balances are at the percentages indicated for this time of the year. The report was approved as presented.
The Reverend Donna-Mae Siderius read a letter from Harper Lewis, Christian Formation leader, requesting $2,000.00 for new furniture for the classrooms in the Bell Tower and in an upstairs classroom. Ms. Lewis also requested $1,000.00 for a Television/DVD with a functional roll around base. Reverend Siderius also read a letter from the Altar Guild requesting $2,000.00 for new vestments to honor the 400th celebration of the founding of the first Anglican Church in Hampton. Discussion was held on both requests. Charlie Edmonson made a motion to take $5,000.00 from the Memorial Fund to purchase furniture, television/DVD, and vestments as requested in the two letters. The motion was seconded by Ruth Simmons, the motion passed. Action Taken: Charlie Edmonson made a motion to take $5,000.00 from the Memorial Fund to purchase furniture, television/DVD, and vestments as requested in the two letters. The motion was seconded by Ruth Simmons, the motion passed.
Discussion was held concerning guidelines to the 2010 Budget Committee. What are the priorities? Where do priorities stand in relation to the budget?
The vestry is in Executive Session during some of this discussion.
Ruth Simmons made a motion to come out of Executive Session. Jay Hogg made a motion, seconded by Bob Harper to recommend an increase in the salary of the financial Administrator. The motion passed. Action Taken: Jay Hogg made a motion, to recommend an increase in the salary of the financial Administrator. The motion passed.
Senior Warden, Bob Harper, suggested maintaining the 2009 budget to give direction to the Finance Committee for formation of the 2010 budget with the addition under programs to include monies for Senior Citizen programs, and to allocate up to $8,000.00 for the 2010 celebration. Maintain Dioceses pledge at the same level as 2009. General expenses are to be maintained at 2009 levels except for the addition of funds for maintenance.
Charlie Edmonson thanked the pro bono legal team of Larry Cumming and Sarah Messersmith for revision of the Charitable Trust Articles of Incorporation and By-laws to reflect changes in the IRS guidelines since 2003. An annual report to vestry will be made by the Charitable Trust. Peggy Hayes made a motion seconded by Jay Hogg to accept the revised by-laws. The motion passed. Action taken: Peggy Hayes made a motion seconded by Jay Hogg to accept the revised by-laws. The motion passed.
Stewardship report: Betsy Clark and Ruth Simmons will be co-chairmen of the Stewardship committee. Theme for this year will be “Generation to Generation”. The Campaign will begin October 26, 2009.
The Annual Parish Meeting with election of new Vestry members will be November 15, 2009. A separate budget presentation will be offered in December. (the second Sunday)
Renovation committee report: Submitted by Bettyrene Pope. Work is proceeding on the roof. Some slate work has been done but flashing and additional brickwork has to be completed before the roofers can return to complete their job. The sheet metal foreman said he has another day or two to complete his portion of the roof work. The brick mason was there putting in new brick and mortar today.
The roofers are expected to complete their work by September 25th if the weather holds out for them.
Stained glass workers should return next week to reinstall the missing windows and begin “on Site” work on the rest of the windows.
Paint contracts will be solicited as soon as the stained glass window workers complete their contract. Their work is expected to be three weeks in duration.
Bettyrene Pope made a motion seconded by Charlie Edmonson for a change order from the roofing contractor concerning the flashing, in the amount of $1,795.00. The motion to pay contractor for the change order passed. Action Taken: Bettyrene Pope made a motion seconded by Charlie Edmonson for a change order from the roofing contractor concerning the flashing, in the amount of $1,795.00. The motion to pay contractor for the change order passed.
The vestry wishes to thank Carrie and Ron Quinn and the rest of the renovation committee for their commitment to these projects.
The Reverend Donna-Mae Siderius said the “Night’s Welcome” program is in jeopardy. It is up to the vestry to decide if we will continue with the program. One core value we wish to uphold is outreach. Discussion was held and, while there was a concern expressed that the program has run its course, the majority of members do support the program. The following persons have volunteered for Night’s Welcome:
- Project coordinator and an assistant: Bettyrene Pope & Stan Winarski
- Overnight coordinator: Parkie Rice
- Hospitality coordinator: Sukey Stephens
- Kitchen coordinators: Kay Olson and Jo-Ann Mahoney
A sign up sheet will be available in the Parish house during the Kick-off Breakfast.
Junior Warden’s report: Bettyrene Pope reported new light bulbs for the organ loft were installed. The lights over the arc of the altar were repositioned. Further decisions are being made whether to change these bulbs for better lighting. Floodlights outside on the church and Parish House were replaced.
New fire extinguishers were purchased, installed where needed and additional fire extinguishers were placed in the vestibules of the church. Missing covers on the electrical boxes were replaced.
A fire occurred in the kitchen on the steam table between Monday August 24th at 4:30 pm and Tuesday August 25th at 9:00 am. Things in the steam trays smoldered and burned but the fire was contained under the board covering the trays. A smell of smoke in the kitchen led to the discovery of the fire. It was extinguished. Bettyrene cleaned the debris and the trays so there is no evidence of the fire.
Other maintenance items have been or will be attended to this week.
The large sign was removed from the 2nd site of St. John’s and is now in the basement. The City has installed Civil War Trails markers at the 2nd and 3rd sites.
Senior Warden’s report: Bob Harper reminded all vestry members to be sure to introduce themselves to visitors or new faces in our midst. Bob also has another Senior Citizen trip planned for October 24, it is a day trip to Christ’s Church in Irvington. A Thank you card was received from Skip Hutton.
Rector’s Report: The Reverend Donna-Mae Siderius reminded the vestry to call members of their care teams to ask them to come to the Kick-off Sunday Breakfast on Sunday the 20th of September. Members of the vestry are to be available to help clean up after the breakfast.
Christian Formation is facing some challenges this year. There is still a need for teachers and assistants for Sunday School Classes. The EYC programs will be incorporating some of the hymns of the church into their meetings this year to enable them to learn songs that are sung during the services.
Reverend Siderius is responding to H1N1 concerns by letting the congregation know the Clergy and Lay Eucharistic Ministers will have hand sanitizers for use before administering communion. The congregation can also take precautions by staying home if sick.
The next Visioning Committee meeting is September 29th at 6:30 pm. The next Vestry meeting is October 20th at 6:30. Reverend Siderius will be at CREDO on Sunday October 18th. The Reverend David Tetrault will be the Supply Priest for that Sunday.
Bettyrene Pope received the mission tacky light from Peggy Hayes. The Dr. Chuck light was not available to give away.
Kay Olson, registrar