Charlie Edmonson called the April meeting of the Vestry of St. John’s Episcopal Church, Elizabeth City Parish, to order at 6:55pm. Present were Charlie Edmonson – Senior Warden, Connie Heath – Treasurer, Brian McMahon – Registrar, Bill Brown, Ian Edgar – Youth Representative, Sylvia Edgar, Dave Foster, Bob Harper, Kay Olson, Carrie Quinn, and Sandy Smith. The Rev. Dr. Paul “Peter” Hogg – Interim Rector was the only clergy present. Absent were John Chiasson, Bill Rhode, Mark Stephens, and The Rev. Anna Noon – Assistant Rector, and The Rev. Bob Gay – Deacon.
Prayer & Opening Remarks
Brian McMahon led the Vestry in opening prayer.
The Rev. Dr. Peter Hogg suggested that future Vestry meetings begin with a meditation (a reading & reflective dialogue) of provider’s1 choice followed by prayers (please always include Book of Common Prayer (BCP) #11, p 817 for parish) and others of personal choice (BCP not necessary). Then offer silent time for other Vestry members to make their own intercessions and thanksgivings. When members have finished with their intercessions and thanksgivings, give the Lord’s Prayer and, if desired, an ending prayer. He also suggested the Vestry meeting conclude with closing prayers of the provider’s choice, and/or the New Zealand prayer, on pink slip in the Vestry binders, or “At the Close of Day” p 140, BCP note the rubric in middle of service.
1 The person providing snacks and prayers for the meeting.
This is only a “starting suggestion” since a committee will be appointed to monitor our “Spiritual Norms” in vestry and would be their area for oversight after tonight.
Approval of Minutes
For the Vestry Minutes of 13 March 2012, Kay Olson had the following changes:
- In the paragraph under “Introduction of The Rev. Rick Willis”, third sentence; the word “let” should be “led.”
- In the “Outreach” bullet under “Visioning Action Group Reports”; “Olsen” should be “Olson.”
Charlie Edmonson moved the minutes be approved as amended. Bob Harper seconded. The motion passed unanimously.
Point of Order by The Rev. Dr. Peter Hogg
The Rev. Dr. Peter Hogg thanked Ian Edgar for taking his time to attend the Vestry meeting during this busy and stressful time for High School students.
Old Business
The action time set for this meeting to find an “In-reach” chairperson. Bill Brown reported he has two prospects he is working with to secure a chairperson and will provide this information to the Vestry once he has a name.
Vestry Committee and Staff Reports
Connie Heath provided the Treasurer’s Report: (Attachment 1)
- The cost of the Vestry’s retreat exceeded what was budgeted. Therefore, monies were taken from the Memorial Fund to cover the expense. Donations from the Vestry members have not yet been applied to the cost, therefore the amount to be returned to the Memorial Fund is unknown.
- Insurance and pension payment is due by the end of April. The cost is $7,000. The Parish is currently unable to pay this amount unless it borrows from the Memorial Fund or the Hoffman House Fund. Bill Brown moved the Vestry turn this issue over to the Finance Committee, as it is their area of responsibility to figure out how to pay the Parish bills. Kay Olson seconded. The motion passed unanimously.
- The March Special Accounts Reports (Attachment 2), and the March Income and Expense Reports (Attachment 3) were presented as written.
Bob Harper gave the Finance Committee Report:
- The Ad-hoc Technology Task Force provided a written report on their efforts to upgrade the hardware and software in the staff offices. (Attachment 4) Their request includes a one-time $10,000 capital expenditure to be paid from the Memorial Fund and approximately $300 recurring expense that falls within the budget for technology expenses. Bill Brown seconded the recommendation from the Finance Committee/Ad-hoc Technology Task Force. The Vestry approved the recommendation.
- A new practice will be implemented to transfer the plate offerings from the church to the counters. There will be two-person verification prior to sealing the pouch with a lock only the counters can open.
- Establishment of a Parish Family Assistance Fund was approved. This fund will be added to the monies available to clergy. Unlike the Discretionary Fund from which all clergy may use to help those in need, the Parish Family Assistance Fund will be restricted. It will be managed only by the Rector (and Interim Rector) to help families who come to the parish in need. A seed amount of $5,000 will come from the Charitable Trust. This program will be available the first Sunday in May.
Charlie Edmonson gave the Senior Warden Report:
- The meeting dates of the Finance Committee, Executive Committee, and Vestry are too close together at the beginning of the month. There is not enough time for the Finance Committee to get information from the Treasurer, work the issues, and develop a report to the Vestry before the Executive Committee meets to set the Vestry agenda. Therefore, he proposes the vestry meet the third Tuesday of each month (with the exception of May; where the Vestry should meet 22 May to avoid staff conflicts). Brian McMahon moved the recommendation be accepted. Sandy Smith seconded. The motion carried unanimously.
The Junior Warden report was accepted as written. (Attachment 5)
The Renovation report was accepted as written. The appointment of Donald Haufler as a new member of the Endowment Board was approved. (Attachment 6)
The Rev. Dr. Peter Hogg in his Clergy Report stated:
- He is still working to find someone to fill the Stewardship chair. Dan Clark is considering the position.
- There is a stewardship seminar on 19 May at St. Martin’s in Williamsburg titled “Gratitude, Giving and Gladness: Making the Move to Year Round Stewardship.” Anyone wishing to attend should register soon despite the posted deadline. (Attachment 7)
- The Rev. Anna Noon is on a two-week vacation.
Vision Action Group Reports
- Worship: No report
- Christ-centered Learning: No report
- Outreach: No report
- In-reach: Waiting for a chairperson
New Business
Charlie Edmonson expressed concern regarding the Vestry’s over commitment to various subcommittees, action groups, working groups, and Pastoral Care. Multiple Vestry persons do not need to be in the same Vision Action or Working Group. He asked the Vestry to relook at their commitments. The Rev. Dr. Peter Hogg echoed his sentiment. Hence, the following Vestry members are reassigned to the following Working Group/Committee:
- Worship: Sandy Smith (primary)
- Christ-Centered: Sylvia Edgar (primary), Ian Edgar (volunteer member)
- Outreach: Kay Olson (primary)
- In-reach: Carrie Quinn (primary), Bill Brown (volunteer member)
However, in order to act on and achieve the norms and goals in the areas of Vestry and Parish development as outlined at the retreat, the Executive Committee proposes the following teams:
- Norm Team: Sandy Smith, Carrie Quinn, Dave Foster
- Listening Team: Kay Olson, Sylvia Edgar
- Reconnect, Recommit, Renew Team: Bill Brown, Bob Harper, Bill Rhode
Charlie Edmonson stated work has begun on the special pledge campaign. Bill Brown is assisting in preparing a letter to the parish.
The Search Committee has set up five Town Hall meetings. Charlie Edmonson and The Rev. Dr. Peter Hogg requested each Vestry member to attend at least one session.
The Rev. Bob Gay’s last Sunday is Pentecost Sunday, 27 May 2012. The Vestry agreed to raise money for a purse that The Rev. Bob Gay may use toward his ministry in his next assignment. There will be a letter to the Parish requesting support. A reception will be planned for that day. Mr. Baxter Simmons will be asked to cater the event.
Good of the Order
Sandy Smith recognized Ron Quinn for orchestration of the Easter Egg Hunt. She also mentioned the Daily Press article on 7 April 2012 by Mark St. John Erickson that alludes to his family’s visit to St. John’s Episcopal.
Sandy Smith will provide the prayers and refreshments at the 22 May 2012 meeting.
The meeting adjourned after Brian McMahon led the Vestry in closing prayer at 8:40pm.
Brian McMahon Registrar
7 Attachments:
- Treasurer’s Report
- Special Accounts Report for March 2012
- Income & Expense Report for March 2012
- Ad-hoc Technology Task Force Recommendation
- Junior Warden’s Report
- Renovation Report
- Diocese of Southern Virginia Stewardship Seminar Announcement