Charlie Edmonson called the meeting of the Vestry of St. John’s Episcopal Church, Elizabeth City Parish, to order at 6:37 pm. Present were Charlie Edmonson – Senior Warden, John Chiasson – Jr. Warden, Connie Heath – Treasurer, Brian McMahon – Registrar, Kay Olson, Bill Rhode, Carrie Quinn, Bill Brown, Sylvia Edgar, Dave Foster, Bob Harper, and Mark Stephens. Clergy present were The Rev. Dr. Paul “Peter” Hogg – Interim Rector and The Rev. Anna Noon – Assistant Rector. Absent were Sandy Smith and Ian Edgar – Youth Representative.
PRAYER, CHECK-IN, & OPENING REMARKS
The Rev. Peter Hogg opened with prayer and asked for intercessions from the Vestry. The Vestry did check-in.
APPROVAL OF MINUTES
Bill Brown moved the Minutes be approved as-is. Dave Foster seconded. The vote was unanimous.
OLD BUSINESS
Bob Harper gave a status report of the Reconnect, Recommit, and Renew (RRR) Campaign. To date, thirty-seven parishioners have donated through pledge or one-time gift for a total of $22,460; well short of $90,000 goal (25% of the goal). Charlie Edmonson proposed the close of the campaign should be June 30, 2012. Discussions centered on how to encourage the parish members who haven’t contributed by donation or pledge, and the possibility to have some contingency plan by June 30, 2012 if funds do not cover expenses. Charlie Edmonson and Bob Harper recommended that a letter go out to the parishioners thanking those who contributed and asking those who haven’t contributed to do so. Charlie Edmonson also recommended Bill Boyer and Bill Brown draft the letter. Mark Stephens so moved and Carrie Quinn seconded. The motion carried unanimously. The Rev. Peter Hogg stated a thermometer bulb would be put up to show the amount of contributions.
Mark Stephens moved the Finance Committee provide the Vestry opportunities available if the $90,000 cannot be raised. Carrie Quinn seconded. The motion passed with nine votes for and two against. The dissenting voters considered the motion unnecessary, as it is already the Finance Committee’s responsibility to report options to the Vestry.
Bob Harper also presented the Finance Reports. (Attachments 1 & 2)
VESTRY COMMITTEE’S REPORTS
Carrie Quinn gave the Renovation Report. She said Q-Design has been tasked by the Renovation Committee to provide alternate design schemes for the tower and North Addition. In addition, they were asked to prepare a report on the pros and cons of a sprinkler system in the main church.
WARDEN & CLERGY REPORTS
John Chiasson gave the Junior Warden report as written. (Attachment 3)
The Rev. Anna Noon reported it has been a busy summer so far. There has been Rite-13 celebration, EYC celebration, and preparation for the pilgrimage.
The Rev. Hogg requested the Vestry enter an Executive Session for his report. Bob Harper moved and David Foster seconded. The motion carried unanimously and the Vestry entered Executive Session at 7:55. The Vestry exited Executive Session at 8:04pm. Based on the information in the Executive Session, Dave Foster moved that Jenn Devlin, Parish Administrator, be granted her request to move to a three-day workweek (Monday, Wednesday, Friday) and Bettyrene Pope work as an Administrative Assistant (Tuesdays and Thursdays). Carrie Quinn seconded. The motion carried unanimously.
The Bishop of the Diocese of Southern Virginia, The Rt. Rev. Holly Hollerith, has requested that St. John’s Vestry consider Terry Edwards as a new deacon. Her ordination will be June 9, 2012 at St. Andrews, Newport News. Kay Olson moved we accept the bishops offer of Terry Edwards as deacon at St. John’s. Mark Stephens seconded. The motion carried unanimously.
ACTION GROUP REPORTS
Carrie Quinn gave the In-reach report.
“Kay Olson and I had two meetings of the new In-reach Action Group. The Group is currently planning the Church Picnic for June 3rd as well as a list of other potential fellowship activities. The following is a tentative calendar:
June: Church Picnic August: Adult Wine and Cheese September: Kick-off Breakfast October: A Ghostly Evening in the Cemetery November: Thanksgiving Dinner February: Chili Cook-off The group is also working on other goals established last year such as enhanced parish communications and other activities such as the greeter program.”
Charlie Edmonson read the Outreach report from Jo-Ann Mahony. (Attachment 4) The $1,000 was approved to be withdrawn from the Nickerson Trust.
The Rev. Hogg confirmed the Vestry membership of each Action Group/Committee.
NEW BUSINESS
The Rev. Hogg recommended the Action Groups formalize their process of membership recruitment or rotation on an annual basis. Discussion was tabled till the June Vestry meeting.
Dave Foster suggested that all the people and sanctioned organizations that are part of the parish be posted in a visible location in the Parish Hall.
The Rev. Hogg requested the Vestry review the 2011 Parochial Report for St. John’s.
The meeting adjourned at 8:31pm. Brian McMahon Registrar
4 Attachments:
- April Income & Expense Statement
- April Special Accounts Reports
- Junior Warden’s Report
- Outreach Request dated May 22, 2012
Registrar Comment – not apart of the minutes:
This is Bill Rhode’ last Vestry meeting before moving out of the area.
ST. JOHN’S EPISCOPAL CHURCH INCOME AND EXPENSE STATEMENT
Attachment 1
Account Title Current
Month
Year to
Date
Budget Percent
Budgeted Income 1751-000 Plate Offerings 1320.50 3118.50 7500.00 41.58% 1751-001 Congregation’s Monthly Offering-Disc Fd 170.00 693.00 2300.00 30.13% 1751-010 Pledges Expected, Current Year 27800.02 115850.56 336875.00 34.39% 1751-014 Pledges, Initial Envelopes 0.00 56.00 0.00 0.00% 1751-015 Endowment Fund-Insurance 0.00 15000.00 15000.00 100.00% 1751-017 Endowment Fund-Utilities 0.00 15000.00 15000.00 100.00% 1751-018 Perpetual Honor Fund 3000.00 3000.00 3000.00 100.00% 1751-020 Hoffman House 0.00 10000.00 10000.00 100.00% 1752-021 Non-pledgers 3609.00 9641.00 40000.00 24.10% Other Givings-RRR 2500.00 2500.00 11160.00 22.40% Total Budgeted Income 38399.52 174859.06 440835.00 39.67% 1756-140 Non-Budgeted Income 1756-240 Interest Income (Sun Trust) 0.10 0.24 1756-280 Publications and Tracts 6.00 9.00 1756-281 Other Income, Miscellaneous 0.00 11610.00 1756-285 Intra-funds Transfer 0.00 7000.00 Other Income-Reimbursements + 0.00 935.00 Total Non-Budgeted Income 6.10 19554.24 1760-020 Outreach-Congregations’s Contribution 1760-030 Outreach/H.E.L.P. 0.00 396.32 1760-040 Outreach/Easter Offering 1365.00 1499.00 1760-050 Outreach/Thanksgiving Offering 0.00 295.00 1760-060 Outreach/Christmas Offering 0.00 2965.00 1760-061 Outreach 0.00 1357.00 1760-070 Parish Connections 0.00 125.00 1760-080 Outreach/Rector’s Discretionary Fund 650.00 2722.00 1760-081 Outreach/Other Designated Offering 947.50 1331.50 1760-082 Outreach/Epis Relief & Develop 0.00 894.00 1760-090 Outreach/UTO 0.00 20.00 1760-090 Outreach/Special Offerings 0.00 538.80 Outreach/Tyler Elementary + 50.00 125.00 Total-Congregations’ Contribution 3012.50 12268.62 Total Income 41418.12 206681.92 440835.00
Budget Summary: Current Year to Month Date Budget Percent Income 38399.52 174859.06 440835.00 39.67% Expenses – 46885.38 183928.22 532864.00 34.52% Surplus/-Deficit
ST JOHN’S EPISCOPAL CHURCH INCOME AND EXPENSE STATEMENT
Budgeted Disbursements Current
Month
Year to
Date
Budget Percent
Outreach 1860-030 Ministry Support Beyond St. John’s 1860-040 Discretionary Fund-12 Sundays’ Offerings 170.00 693.00 2300.00 30.13% Diocesan Mission and Ministry 1000.00 8000.00 39000.00 20.51% Total Ministry Beyond St. John’s 1170.00 8693.00 41300.00 21.05% 1861-020 Programs 1861-030 Fellowship 321.00 667.82 2100.00 31.80% 1861-040 Acolytes 0.00 0.00 100.00 0.00% 1861-041 Outreach/Inreach Programs 0.00 0.00 6000.00 0.00% 1861-050 Hospitality 0.00 0.00 300.00 0.00% 1861-060 Council Delegate Expenses 0.00 925.00 925.00 100.00% 1861-080 E.Y.C. 0.00 140.99 1500.00 9.40% 1861-090 Stewardship 0.00 0.00 500.00 0.00% 1870-100 Vestry 0.00 700.00 700.00 100.00% 1870-140 Christian Formation 222.52 1537.37 8000.00 19.22% Music, Choir supplies + 1850.00 5137.50 12500.00 41.10% Total Programs 2393.52 9108.68 32625.00 27.92% 1868-010 Salaries and Benefits 1868-020 Compensation (Salary,Housing) Rector 7,388.18 29,554.72 88,658.00 33.34% 1868-050 Pension 3,989.61 7,979.22 15,960.00 50.00% 1868-060 Mileage/Professioal Expenses 0.00 102.66 2,000.00 5.13% 1868-070 Medical Insurance 1,281.82 5,241.66 15,382.00 34.08% Continuing Education + 0.00 0.00 600.00 0.00% Total-Rector 12,659.61 42,878.26 122600.00 10.33% 1869-101 1868-134 Compensation-Sal.,Housing Asst Rector 4166.68 16674.38 50000.00 33.35% 1868-133 Pension 2250.00 4500.00 9000.00 50.00% 1869-135 Mileage/Professioal Expenses 119.05 310.61 2000.00 15.53% 1868-137 Medical Insurance 712.00 2848.00 8544.00 33.33% Continuing Education + 0.00 0.00 650.00 0.00% Total-Assistant Rector 7247.73 24332.99 70194.00 34.67% 1869-091 1869-092 Professional Expenses-Deacon 0.00 0.00 300.00 0.00% Continuing Education-Deacon 0.00 0.00 200.00 0.00% 1868-170 1868-190 Staff Salaries 9736.09 39088.17 118300.00 33.04% 1868-240 Social Security paid by Church 744.83 3020.79 9200.00 32.83% 1868-320 Pension-Lay Employees 529.65 1059.30 4500.00 23.54% 1868-200 Medical Insurance-Staff 2204.00 8816.00 23600.00 37.36% 1868-230 Conference Expenses-Staff 0.00 175.00 200.00 0.00% Continuing Education-Staff + 0.00 122.90 200.00 61.45% Staff Salaries and Benefits 13214.57 52282.16 156000.00 33.51% TOTAL SALARIES AND BENEFITS 33121.91 119493.41 349294.00 34.21%
ST JOHN’S EPISCOPAL CHURCH INCOME AND EXPENSE STATEMENT
Current
Month
Year to
Date
Budget Percent
1870-010 General Expenses 1870-020 Insurance-Church 4894.73 12798.53 22575.00 56.69% 1870-030 Insurance-Workers Comp 0.00 1963.00 1800.00 109.06% 1870-040 Utilities-VA Natural Gas 116.58 1055.91 2000.00 52.80% 1870-050 Utilities-Dominion VA Power 564.79 2857.73 11000.00 25.98% 1870-060 Utilities-HRSD 0.00 14.25 600.00 2.38% 1870-070 Utilities-Waterworks 0.00 11.70 1500.00 0.78% 1870-071 Utilities-Oil 366.79 8962.15 14000.00 64.02% 1870-080 Search Committee 0.00 0.00 10000.00 0.00% 1870-085 Office Supplies 1018.46 1688.85 1700.00 99.34% 1870-090 Offering Envelopes/Stewardship 280.38 280.38 500.00 56.08% 1870-120 Postage (inc. stamped envelopes) 31.80 1072.18 1900.00 56.43% 1870-130 Telephone/Internet Access 220.46 1047.69 3600.00 29.10% 1870-150 Altar Supplies 436.42 436.42 800.00 54.55% 1870-160 Bookkeeping & Auditing 75.45 3150.45 3600.00 87.51% 1870-170 Bulletins & Printing 0.00 175.18 600.00 29.20% 1870-171 Computer Supplies 48.00 48.00 800.00 6.00% 1870-180 IT Network 0.00 0.00 3600.00 0.00% 1870-181 Copier Lease 385.61 1542.44 4700.00 32.82% 1870-190 Copier Supplies/Maintenance Contract 10.00 2955.24 2700.00 109.45% 1870-230 Maintenance/Repairs-Property 557.62 1576.66 4000.00 39.42% 1870-260 Pest Control 0.00 425.00 800.00 53.13% 1870-280 Security 206.50 468.00 1000.00 46.80% 1870-300 Repairs-Office Equipment 0.00 0.00 200.00 0.00% 1870-301 Organ-Piano Maintenance 0.00 0.00 550.00 0.00% 1870-310 Storm Water Fee-City of Hampton 0.00 0.00 500.00 0.00% 1870-325 Laundry/Cleaning 0.00 0.00 100.00 0.00% 1870-320 Cleaning Services – James Rowe 645.00 2580.00 8100.00 31.85% 1870-321 Cleaning Services 60.00 240.00 720.00 33.33% 1870-330 Annual Meeting 0.00 0.00 200.00 0.00% 1870-340 Kitchen/Parish House Expenses 281.36 1283.37 4700.00 27.31% Other Expenses-Miscellaneous + 0.00 0.00 800.00 0.00% Total General Expenses 10199.95 46633.13 109645.00 42.53% Total Budgeted Disbursements 46885.38 183928.22 532864.00 34.52%
ST JOHN’S EPISCOPAL CHURCH INCOME AND EXPENSE STATEMENT
Current Year to Month Date Non-Budgeted Disbursements Vestry 0.00 0.00 Lenten Programs 0.00 0.00 Renovation 0.00 400.00 Bank Fees 48.40 48.40 Contract Labor 0.00 35.00 Adjustments-Benefits 0.00 6387.77 Special Events 0.00 160.00 Publications (Prayer Bks, etx.) + 0.00 0.00 Total Non-Budgeted Disbursements 48.40 7031.17 Designated Contributions’s Disb. Outreach/Rector’s Discretionary Fund 0.00 1967.00 Outreach/Easter Offering 0.00 0.00 Outreach/Christmas Offering 0.00 2965.00 Outreach/Thanksgiving Offering 0.00 445.00 Outreach/Epis Relief & Development 0.00 0.00 Outreach/Other Designated Offerings 200.00 384.00 Outreach/Special Offerings 0.00 0.00 Total Designated Contributions 200.00 5761.00 Total Disbursements 47133.78 196720.39 Operating Account Net/(Loss)
Checking Account Balance 3074.49
ST JOHN’S EPISCOPAL CHURCH INCOME AND EXPENSE STATEMENT
Account Title Current
Month
Year to
Date
Budget Percent
Budgeted Income 1751-000 1751-010 Plate Offerings 1490.50 3811.50 9800.00 38.89% 1751-014 Pledges 27800.02 115850.56 336875.00 34.39% 1752-021 Endowment Fund-Ins/Utilities 0.00 30000.00 30000.00 100.00% Other Givings 9109.00 25197.00 64160.00 39.27% Total Budgeted Income 38399.52 174859.06 440835.00 39.67% Budget Summary: Current
Month
Year to
Date
Budget Percent
Income 38399.52 174859.56 440835.00 39.67% Expenses – 46885.38 183928.22 532864.00 34.52% Surplus/-Deficit
-92029.00 9.85% Non-Budget: Outreach-Congregations’s Contribution Contributions Received 3012.5 12268.62 Contributions Made 200.00 5761.00 Note: After the first 4 months of 2012, $12,081 behind in budgeted pledged income.
Attachment 2
SPECIAL ACCOUNTS REPORTS
April 2012
Name of Fund
Starting Balance Income Expenses
Ending Balance
Parish House Improvement
Parish House Refurbishing
Perpetual Honor- Savings
Hoffman House 15,672.10
Sabbatical Fund: No entries.
Memorial Fund: Interest income of $0.74; Memorial donations of $725.00, other donations of $130.00, and sales income of $10.00 for commerative items. Expenses were $999.00 to MacDonald’s Nursery for Easter flowers, $44.05 for hosting expenses for the Gray funeral, and $65.00 to ForeMost Florist for Sunday flowers.
Music: No entries.
Nickerson Estate: Interest income of $3.12.
Parish Improvement: . No entries.
Refurbishing of Parish . No entries.
Cemetery Plantings: No entries.
Perpetual Honor-Savings: Donations of $1,190.00.
Hoffman House: Rental income of $700.00. Interest income of $0.62.
Expenses were: Endowment Fund $865.00 VA Natural Gas 96.09 Dominion Power 344.63 Total Expenses
Outreach Fund
April 2012 Opening Bal. Income (Expenses) Closing Bal. Feeding Ministries $813.13 $55.00 ($115.17) $752.96 Parish Connections 148.69 0.00 0.00 $148.69
Feeding Ministries: Donations of $55.00 from envelopes in pews Expense of $115.17 for Nights Welcome.
Other Designated Funds/Offerings
April 2012 Designated Offering: Opening Bal. Income (Expenses) Closing Bal Mission $711.09 $0.00 (0.00) $711.09 Pilgrimage $18,969.78 375.68 (0.00) $19,345.46 Pilgrimage: Income of $375.68 from auction/dinner.
Attachment 3
Jr. Warden Report for May 2012 Meeting
- Willie’s grave marker has been replaced over his and Romain’s graves. A marker has been ordered for Willie’s grave which will mirror the marker on Romain’s grave. Both issues were addressed b David Bishop and paid for by the cemetery fund.
- We will get an estimate on the repair/replacement of two sidewalks and work will proceed and will be paid for by the cemetery fund.
- Two calls to E.T. Lawson on the new installations of the HVAC systems. a. Replacement of a bad electrical relay for the heat system in Williams Hall. b. One of the HVAC units has to be dismantled and reinstalled. It was upside down.
- We need to address the issue of security. This will include the replacement of the monitoring system and the door lock mechanisms.
- A number of routine maintenance issues were completed.
Attachment 4
DOWNTOWN HAMPTON CHILD DEVELOPMENT CENTER REQUEST
The Outreach Committee is asking Vestry approval for a $1,000 donation to the DHCDC from the Nickerson Trust or The Charitable Trust. The donation is to be used for renovation to one of its centers that sustained a fire earlier this year. In addition to incurring bricks and mortar costs, the center has lost tuition as a result of the fire.
We understand the request follows the guidelines of both trusts. The committee hopes the vestry finds the request appropriate, and will approve that the donation come from the Nickerson Trust.
Nine members of St. Johns are on the Center’s board.
Thank you for your consideration.
Jo-Ann Mahony May 22, 2012