The Rev. Dr. Paul “Peter” Hogg called the January meeting of the Vestry of St. John’s Episcopal Church, Elizabeth City Parish, to order at 6:49pm. Present were Bob Harper – Senior Warden, Bettyrene Pope – Junior Warden, Connie Heath – Treasurer, Brian McMahon – Registrar, Bill Brown, Peggy Hayes, Dave Foster, John Chiasson, Bill Rhode, Erin Pfeil, and Rachel Pankin – Youth Representative. Absent was Mark Stephens. Staff members present were The Rev. Dr. Peter Hogg – Interim Rector, The Rev. Anna Noon – Assistant Rector, The Rev. Bob Gay – Deacon. Guest present was Erma Bockoven.
Opening Prayer/ Check-in/ Approval of Minutes
Bettyrene Pope gave the opening Prayer.
The Rev. Dr. Peter Hogg asked for intercessions for those in our parish family recently departed.
The Rev. Dr. Peter Hogg introduced Erma Bockoven. Mrs. Bockoven gave a presentation about the Boy’s Home, an Episcopal home for boys in Covington, VA, and asked the Vestry’s support to in turn ask the congregation to collect certain product labels for a program called Labels for Education. In addition, gifts of food are also welcome. Mrs. Bockoven left the meeting after presentation.
The Vestry did ‘Check-in’.
The December minutes were approved with the following changes: l The Finance Committee recommends to the Vestry that if the Finan- cial Administrator is asked by the Vestry to borrow funds from within church accounts (Sabbatical monies, Perpetual Honor Fund, Memorial Fund and the Hoffman House accounts) the monies would be paid back at the same rate of present bank interest earnings and that would be evaluated every six months. l Authorized The Rev. Dr. Peter Hogg to claim up to $3500 for hous- ing allowance. The motion passed unanimously.
Bill Brown moved the 13 December 2011 minutes be approved with changes. Dave Foster seconded. The motion passed unanimously.
Old Business
Bettyrene Pope asked that items 2 and 3-5, on page 3, of the 13 December 2011 minutes remain tabled. Bill Brown so moved. Dave Foster seconded. The motion passed unanimously.
Vestry Reports
Connie Heath presented the financial reports. The 2012 budget is still in the works and will be presented to the Vestry in February. In the meantime, the Parish will operate under the 2011 budget.
Bettyrene Pope presented the Renovation report. l Stage 1 of the Renovation work was completed by Virtexco and finished ten days ahead of schedule. See attached report from Q Design on the work performed. During their work they found some issues that will need to be addressed and made some recommendations to be considered before “Stage 2.” l The committee met with Don Adams and Cindy Davis from Virtexco.
They have worked out a plan for “Stage 2” if that is the preferred way to do the Renovation. The remainder of the committee meeting centered on the proposal and possible ways of financing the project. Members were invited to attend the meeting on January 17th with Jim Klote and listen to his presentation on fundraising. l Status report from Michael Surveying and Mapping was not given, but contract was signed on Dec. 28, 2011.
Bob Harper gave the Search Committee report. The committee has a draft charge written. The goal is to commission the Search Committee in February.
Bettyrene Pope gave the Junior Warden’s Report. The church lights and lights in Williams Hall have all been replaced with new more efficient bulbs. The outside security lights on the Sunday School wing required several calls to Advanced Electric to repair the lights with sensors and other electrical parts. E. T. Lawson is continuing to work on the new air handlers, installing new ductwork/ insulation of the same, and cleaning out the debris from under the Parish House. They are installing programmable thermostats per my request. E. T. Lawson had to repair a fuse and the fuse holder on top of the boiler for the church last Friday in order to have heat in the church. The board for the communion rail has been repaired. A quote is being sought for installing folding doors in the Sunday wing in the “Yoga” room. The next project is to paint the choir room and have carpet installed.
John Chiasson added to the Junior Warden’s Report. A magnolia tree and a poplar tree in the cemetery need to be removed. l The large poplar tree in the center of the cemetery has no core remaining. It will need to be removed before it falls and damages the graves around it. The Tree Surgeons have quoted a price of $4,500 to take down the tree and remove the stump. l The large Magnolia tree by the Hoffman House is damaging the Church’s water and waste water lines that run underneath the sidewalk next to the tree. In addition, its leaves and branches are falling onto the roof and into the gutters causing damage. Tree Surgeons quoted $3,600 to take down the tree and remove the stump.
Bob Harper gave the Senior Warden’s report. The Rev. Dr. Peter Hogg and he are to discuss information technology upgrades to the Parish offices.
The Rev. Bob Gay reported he is recruiting people to be Outreach Lay Eucharistic Minister to take the Sacraments to shut-ins. Jane Price will be commissioned as an Outreach LEM soon.
The Rev. Anna Noon reported that the Vestry and Christian Formation instructors must complete the Diocese Safeguarding Children on-line course and be certified by March 31, 2012.
The Rev. Dr. Peter Hogg passed on his observations and experiences with the Parish to date.
Visioning Action Group Reports
- Worship: No report
- Christ Centered Learning: Bettyrene Pope stated the group would work on an Action Plan at the next meeting.
- Outreach: The Rev. Bob Gay stated the group is working on a pamphlet to handing out, and put in the Epistle newsletter.
- In-reach: Bill Rhode stated the In-reach group has languished and its membership will need to be revisited.
New Business
Bettyrene Pope move that $500 be made to the Queens Street Baptist Church in honor of William (Willie) Parker, Sexton for St. John’s Episcopal Church for 79 years, who past away January 10, 2012. Peggy Hayes seconded. The motion passed unanimously.
Bettyrene Pope reported there are eight nominations for the five expiring positions on the Vestry. The Rev. Dr. Peter Hogg asked if the elections would be by majority or plurality. Bob Harper stated previous elections have been a plurality vote. Dave Foster moved that we continue the plurality voting system for this year. The motion passed unanimously.
The Rev. Dr. Peter Hogg announced that Deborah Carr’s choral group will be performing here at St. John’s on March 11, 2012.
The Vestry decided on March 16-17, 2012 as the dates for the Vestry retreat. Consecration of new Vestry members will be March 25, 2012.
It was noted that Jeff Templeman was appointed to the Charitable Trust.
Tacky Lights
Bill Brown will retain the Dr. Chuck Tacky Light and the Mission Tacky Light.
Closing
The meeting adjourned at 9:15pm.
Brian McMahon Registrar
3 Attachments:
- Special Accounts Reports for December 2011
- Income & Expense Report for December 2011
- Stage 1 Architect’s Report for January 5, 2012 Church Renovation Meeting
SPECIAL ACCOUNTS REPORTS
December 2011
Name of Fund
Starting Balance Income Expenses
Ending Balance
Parish House Improvement 21.55 0.00 (0.00) 21.55
Parish House Refurbishing 360.00 0.00. (0.00) 360.00
Hoffman House 15,061.36
Sabbatical Fund: Interest income of $2.32.
Memorial Fund: Interest income of $1.00. Christmas Memorials donations of $713.00, and contribution of $25.00.
Music: No entries.
Nickerson Estate: Interest income of $2.02.
Parish Improvement: No entries.
Refurbishing of Parish House: No entries.
Cemetery Plantings: No entries.
Perpetual Honor-Savings: Donations of $210.00, and interest income of $0.07.
Attachment 1
ST JOHN’S EPISCOPAL CHURCH INCOME AND EXPENSE STATEMENT
DECEMBER 31, 2011
Account Title
Current
Month
Year to
Date Budget Percent
Budgeted Income 1751-000 Plate Offerings 1841.01 13281.92 9000.00 147.58% . Pledge Offerings 1751-010 Pledges,Current Year 36839.55 340967.99 360275.00 94.64% 1751-011 Pledges,Initial Envelopes 0.00 64.00 0.00 0.00% 1752-012 Pledges,Last Year 0.00 10295.00 0.00 0.00% 1752-013 Pledges, Next Year 16012.95 16762.95 0.00 0.00% 1751-016 Endowment Fund, Insurance Pledge 0.00 15000.00 15000.00 100.00% 1751-014 Endowment Fund, Utilities 0.00 15000.00 15000.00 100.00% 1751-017 Perpetual Honor Fund 0.00 2000.00 2000.00 100.00% 1751-018 Hoffman House 0.00 5000.00 5000.00 100.00% 1752-015 Other Givings 0.00 4200.00 50791.00 8.27% 1752-014 Non-Pledged, but paid 7642.61 40349.61 48000.00 84.06% Total Pledge Offerings 60495.11 449639.55 496066.00 90.64%
Total Pledge and Plate Offerings 62336.12 462921.47 505066.00 91.66%
Non-Budgeted Income 1756-140 Interest Income (Sun Trust) 0.05 1.10 1756-240 Publications and Tracts 6.00 58.00 1756-280 Other Income, Miscellaneous 0.00 32.00 1756-285 Other Income-Reimbursements 329.79 11873.79 Total Non-Budgeted Income 335.84 11964.89
Designated Contributions 1760-021 Outreach/H.E.L.P. 450.00 1222.00 1760-020 Outreach/Easter Offering 0.00 2000.00 1760-040 Outreach/Christmas Offering 2540.00 4556.34 1760-030 Outreach/Thanksgiving Offering 80.00 1114.00 1760-050 Outreach/Epis Relief & Develop 0.00 1483.00 1760-051 Parish Connections 0.00 125.00 1760-060 Outreach/UTO 0.00 20.00 1760-061 Outreach 200.00 1307.00 1760-091 Outreach/Rector’s Discretionary Fund 70.00 7962.50 1760-090 Outreach/Other Designated Offering 300.00 2210.00 1760-092 Outreach/Sole to Soul 0.00 5886.00 1760-080 Outreach/Special Offerings 0.00 2914.80 Total Non-Budgeted Income 3640.00 30800.64
A”achment 2
ST JOHN’S EPISCOPAL CHURCH INCOME AND EXPENSE STATEMENT
DECEMBER 31, 2011
Budgeted Disbursements
Current
Month
Year to
Date Budget Percent
Diocesan and Outreach 1860-010 Diocesan Assessment 8000.00 42263.70 42263.70 100.00% 1860-020 Outreach-Discretionary Fund 220.00 2640.00 2600.00 101.54% Total Diocesan & Outreach 8220.00 44903.70 44863.70 100.09%
Programs 1861-010 Visioning 0.00 500.00 500.00 100.00% 1861-030 Acolytes 0.00 0.00 500.00 0.00% 1861-020 Fellowship 0.00 2047.61 2400.00 85.32% 1861-050 Council Delegates Expenses 0.00 0.00 400.00 0.00% 1861-060 EYC 0.00 783.90 1400.00 55.99% 1861-021 Parish Connections 0.00 142.60 500.00 28.52% 1861-040 Outreach 61.07 405.08 500.00 81.02% 1861-041 Hospitality 0.00 0.00 500.00 0.00% 1861-080 Stewardship 0.00 216.00 700.00 30.86% 1870-100 Christian Education 1193.55 3730.17 8500.00 43.88% 1870-101 Adult Formation 0.00 506.73 500.00 101.35% 1870-102 Young Adults 0.00 7.70 500.00 1.54% 1870-103 Senior Programs 0.00 0.00 1000.00 0.00% 1870-104 Intergenerational Events 0.00 0.00 800.00 0.00% 1870-140 Music, Choir supplies 2231.00 14012.60 12500.00 112.10% 1861-090 Vestry Expenses 0.00 153.48 300.00 51.16% 1891-091 Vestry Retreat 0.00 0.00 500.00 0.00% Total Programs 3485.62 22505.87 32000.00 70.33%
Salaries and Benefits 1868-010 Compensation (Salary, Housing) Rector 7333.34 68332.75 83200.00 82.13% 1868-134 Pension-Rector 0.00 9774.00 15000.00 65.16% 1868-115 Professional Expenses-Rector 0.00 856.76 3000.00 28.56% 1868-060 Medical Insurance-Rector 111.20 9943.04 14328.00 69.40% 1868-070 Continuing Education-Rector 0.00 100.00 700.00 14.29% Total-Rector 7444.54 89006.55 116228.00 76.58%
1869-101 Compensation-Sal.,Housing Asst Rector 4166.00 49992.00 50000.00 99.98% 1869-135 Medical Insurance-Assistant Rector 0.00 7101.00 7944.00 89.39% 1868-133 Professional Expenses-Assistant Rector 628.86 1999.96 2000.00 100.00% 1868-137 Continuing Education-Assistant Rector 115.00 650.00 650.00 100.00% 1868-134 Pension-Assistant Rector 0.00 9000.00 9000.00 100.00% Total-Assistant Rector 4909.86 68742.96 69594.00 98.78%
ST JOHN’S EPISCOPAL CHURCH INCOME AND EXPENSE STATEMENT
DECEMBER 31, 2011
1869-091 Professional Expenses-Deacon 0.00 0.00 1230.00 0.00% 1869-092 Continuing Education-Deacon 0.00 0.00 370.00 0.00%
1868-170 Staff Salaries 9790.59 118417.99 126710.00 93.46% 1868-190 Social Security paid by Church 779.20 8958.69 9400.00 95.31% 1868-240 Pension-Lay Employees 0.00 4855.16 6200.00 78.31% 1868-320 Medical Insurance-Staff 579.00 12721.20 6500.00 195.71% 1868-200 Conference Expenses-Staff 0.00 189.90 750.00 0.00% 1868-230 Continuing Education-Staff 0.00 31.50 750.00 4.20% Staff Salaries and Benefits 11148.79 145174.44 150310.00 96.58% TOTAL SALARIES AND BENEFITS 23503.19 302923.95 337732.00 89.69%
Current
Month
Year to
Date Budget Percent General Expenses 1870-010 Insurance-Church 0.00 22649.00 22500.00 100.66% 1870-020 Insurance-Workers Comp 0.00 1632.00 1700.00 96.00% 1870-030 Utilities-VA Natural Gas 166.65 1816.37 2200.00 82.56% 1870-040 Utilities-Dominion VA Power 588.54 10629.60 10300.00 103.20% 1870-050 Utilities-HRSD 16.75 93.00 150.00 62.00% 1870-060 Utilities-Waterworks 11.70 63.00 500.00 12.60% 1870-070 Utilities-Oil 1694.71 15080.50 11500.00 131.13% 1870-080 Office Supplies 133.48 1586.21 1700.00 93.31% 1870-085 Offering Envelopes/Stewardship 0.00 443.61 700.00 63.37% 1870-090 Postage (inc. stamped envelopes) 0.00 1925.64 1500.00 128.38% 1870-120 Telephone/Internet Access 274.74 3344.73 3300.00 101.36% 1870-130 Altar Supplies 0.00 799.13 700.00 114.16% 1870-150 Bookkeeping & Auditing 0.00 31.98 3200.00 1.00% 1870-160 Bulletins & Printing 0.00 412.49 850.00 48.53% 1870-170 Computer Supplies 94.49 742.94 550.00 135.08% 1870-180 Copier Lease 465.25 7313.70 6900.00 106.00% 1870-190 Maintenance/Repairs-Property 269.17 3539.01 5200.00 68.06% 1870-230 Pest Control 0.00 390.00 500.00 78.00% 1870-260 Security 0.00 991.50 1800.00 55.08% 1870-280 Repairs-Office Equipment 0.00 0.00 400.00 0.00% 1870-290 Equipment Maintenance Contracts 0.00 0.00 100.00 0.00% 1870-300 Organ-Piano Maintenance 96.00 534.00 450.00 118.67% 1870-301 Storm Water Fee-City of Hampton 0.00 441.60 550.00 80.29% 1870-310 Laundry/Cleaning 0.00 0.00 150.00 0.00% 1870-325 Cleaning Services – James Rowe 645.00 7740.00 7850.00 98.60% 1870-320 Cleaning Services 60.00 720.00 720.00 100.00% 1870-321 Annual Meeting 0.00 37.18 300.00 12.39% 1870-330 Kitchen/Parish House Expenses 78.32 4653.83 3400.00 136.88% 1870-340 Other Expenses-Miscellaneous 0.00 277.47 800.00 34.68% Total General Expenses 4594.80 87888.49 90470.00 97.15%
Total Budgeted Disbursements 39803.61 458222.01 505065.70 90.73%
ST JOHN’S EPISCOPAL CHURCH INCOME AND EXPENSE STATEMENT
DECEMBER 31, 2011
Current Year to Month Date Non-Budgeted Disbursements Vestry 0.00 0.00 Lenten Programs 0.00 252.59 Guest Minister 0.00 600.00 Bank Fees 0.00 13.00 Contract Labor 1953.93 2216.43 Lunch and Learn 0.00 350.00 Special Events 47.70 8768.93 Publications (Prayer Bks, etx.) 0.00 440.75 Total Non-Budgeted Disbursements 2001.63 12641.70
Designated Contributions Disb. Outreach/Rector’s Discretionary Fund 1370.00 5937.50 Outreach/Easter Offering 0.00 2000.00 Outreach/Christmas Offering 0.00 2735.34 Outreach/Thanksgiving Offering 0.00 0.00 Outreach/Epis Relief & Development 0.00 918.00 Outreach/Other Designated Offerings 3355.00 3950.00 Outreach/Special Offerings 2170.00 7937.00 Total Designated Contributions 6895.00 23477.84
Total Disbursements 48700.24 494341.55
Operating Account Net/(Loss) 17611.72 11345.45
Checking Account Balance 15085.18
Hoffman House: Rental income of $12,054.00. Interest income of $0.71
Expenses were: Endowment Fund $865.00 VA Natural Gas 164.42 Dominion VA Power 371.67 Maintenance 154.30 Total Expenses 1555.39
Outreach Fund November 2011 Opening Bal. Income (Expenses) Closing Bal. Feeding Ministries ($280.09) $135.00 ($0.00) ($145.00) Parish Connections 148.69 0.00 ( 0.00) $148.69
Feeding Ministries: Donations of $135.00 for Baskets.
Other Designated Funds/Offerings
November 2011 Designated Offering: Opening Bal. Income (Expenses) Closing Bal Mission $719.09 $42.00 ($0.00) $761.09 Pilgrimage $6,987.55 0.00 (0.00) $6,987.55 Haiti-generator $2,170.00 0.00 (2,170.00) 0.00 Nights Welcome $1,185.00 1,310.00 (1,840.65) 645.35 Mission: Donations of $42.00 for St. Paul’s. Haiti generator: Disbursement of donations. Nights Welcome: Donations of $1,310.00. Cleaning expenses of $1,219.95, and food purchases of $620.70