VESTRY MINUTES FOR 16 OCTOBER 2012 Mr. Edmonson called the meeting of the Vestry of St. John’s Episcopal Church, Elizabeth City Parish, to order at 6:31 pm. Present were Charlie Edmonson – Senior Warden, John Chiasson – Jr. Warden, Brian McMahon – Registrar, David Foster, Carrie Quinn, Bob Harper, Kay Olson, Sandy Smith, and Connie Heath – Treasurer. Clergy present were The Rev. Dr. Paul “Peter” Hogg – Interim Rector and The Rev. Anna Noon – Assistant Rector. Absent were Bill Brown, Mark Stephens, Sylvia Edgar, Ian Edgar – Youth Representative, and The Rev. Terry Edwards – Deacon.
PRAYER, CHECK-IN, & OPENING REMARKS
Mr. Edmonson opened with payers. The Vestry did check-in.
APPROVAL OF MINUTES
Three sets of minutes were up for review and approval. July 24, 2012 special Vestry meeting regarding Stage II of the church renovation (review and approval was delayed due to Registrar’s computer issues), September 18, 2012 regular vestry meeting, and September 26 special vestry meeting regarding clergy compensation. Results:
- July 24, 2012 minutes. Mrs. Olson moved they be approved as is. Bob Harper seconded. No discussion. Unanimous approval.
- September 18, 2012 minutes. Carrie Quinn moved they be approved as is. Mr. Harper seconded. No discussion. Unanimous approval.
- September 26 minutes. Mrs. Olson moved they be approved as is. Mrs. Quinn seconded. No discussion. Unanimous approval.
FINANCIAL REPORTS
Mr. Harper briefed the financial report highlighting the income, expenses, and current deficit for the month of September (Attachment 1). He pointed out that rental income from the Hoffman House (Attachment 1, Page 5 and Attachment 2, Page 1) was used for maintenance of the property as well as church related expenses.
Mrs. Smith enquired about the nature of the increase in rental income from the Hoffman House. Mr. Harper explained there are currently three tenants and one vacancy. The current tenants are Bob Harper Photography, Hudson and Associates, and Fulton Design. Mrs. Quinn asked if St. John’s is advertising the vacancy. Mr. Edmonson said St. John’s has not advertised the property in several years. Mrs. Quinn recommended that St. John’s advertise the Hoffman House vacancy on the Downtown Hampton Development Partnership (DHDP) website. A free email goes out weekly from DHDP advertising available properties.
Mrs. Olson asked how long the monthly $300 currently being used out of the Memorial Fund for church operating expenses. She expressed concern continued withdrawals will deplete the fund. The Rev. Peter Hogg and Mr. Edmonson will go to the finance officer, Bill Boyer, to find out how much has been spent for purchases and operating expenses from the fund.
Mr. Harper explained the trend analysis sheet (Attachment 3) showing 2011 monthly income and expenses and income and expenses through September 2012. He highlighted the differences between September 2011 and September 2012.
He next briefed the Monthly Report from the Finance Committee (Attachment 4); a report that goes into the Epistle for the parish as a snapshot of fiscal health. Expected pledges through the month of September were $253K, but actual pledges fall short about $18K, or $235K total.
Mrs. Smith asked about the make up and rotation of members on the Finance Committee. The Rev. Hogg stated that the Vestry has not set up terms for any of the committees and this is something the Vestry should consider. In addition, the Vestry ought to set the make up of committees to ensure proper representation of the parish and vestry.
Mr. Harper then explained the 2013 Proposed Budget – a planning document for the creation of the actual budget [wish list] (Attachment 5). He explained this was created with input from various programs and responsible people in the parish. He reviewed the 2012 and gave rational for the increases in the planning budget for 2013. He said the Finance Committee would add separate line items for Outreach and In-reach per Mrs. Quinn’s request. Sandy asked The Rev. Anna Noon what she needed extra monies for in Christian Education. The Rev. Noon reminded everyone that the Christian Education budget was cut in half last year. This years planning request is to bring the Christian Education budget up to previous levels. Mr. Harper went on to state that in the planning budget he used a general three percent (3%) increase between 2012 and 2013 for estimating salaries and benefits for the staff, and general expenses for the church operations and maintenance. He said that this document is the basis to start the justification of each of the line items for the creating actual budget.
Discussions ensued regarding whether to provide the Stewardship Committee a dollar goal for Grateful, Glad, and Giving (GGG) campaign. Mrs. Quinn moved that the Vestry provide the GGG campaign a proposed budget total with line item categories provided as percentages. Mrs. Smith seconded. The motion carried.
RENOVATION COMMITTEE REPORT
Mrs. Quinn provided an update to the Renovation Report (Attachment 6). She said an agreement has been reached with Dominion Power to have an internal meter in the church, the civil engineer has started on his drawings for utility work, and a renovation committee meeting will be set to present the fire protection engineer’s report and private utility map.
Mr. Edmonson provided an update on securing a loan for Stage II of the renovation work. He, Bettyrene Pope, and Jamie Shoemaker had a meeting with Old Point National Bank. He said they are very close to getting loan approval. Mr. Edmonson requested someone else on the Vestry make a motion for the following resolution:
“St. John’s church authorizes Charlie Edmonson, Sr. Warden, to negotiate with Old Point National Bank on behalf of the Vestry to secure a loan not to exceed $1.2 million, with a rate to be negotiated, for the purpose of completing the proposed renovation of the parish house and the church as previously approved by the vestry. On securing the terms and conditions of the loan, and upon vestry approval of the same, Charlie Edmonson is further authorized to represent St. John’s Church in these transactions signing any and all documents related to the loan on behalf of St. John’s church”.
Mr. Edmonson said this resolution along with documentation from St. John’s Endowment Fund and Mary Williams Trust should be sufficient for Old Point National Bank to approve the loan. Dave Foster made the motion for approval of the resolution. Mr. Harper seconded. The motion carried unanimously. Mr. McMahon, registrar, then signed a letter, dated October 16, 2012, authorizing Mr. Edmonson to represent St. John’s in loan negotiations. (Attachment 7)
Mr. Edmonson concluded stating the next step is for he, James Shoemaker, and Bettyrene Pope (as President of the St. John’s Endowment fund) to discuss how to best utilize the monies from the Mary Williams Trust that will expire at the end of the year.
STEWARDSHIP REPORT
The Rev. Hogg asked the Vestry that when they are asked by anyone where their pledges go to emphasize that the pledges go to the operation and salaries of the staff, and not to the renovation.
SEARCH COMMITTEE REPORT
Mr. Edmonson stated he met twice with the Search Committee and they have everything they need from the Vestry to move forward.
POST-RETREAT WORKING GROUPS
NORMS: Mrs. Smith stated they would have their final report by the next meeting.
LISTENING: Mrs. Olson stated she and Sylvia Edgar met and will provide notes at the next meeting. She stated that they would notify the parish about the Building and Grounds Advisory Group formation through the Vestry minutes and the weekly E-pistile.
JUNIOR WARDEN REPORT
Mr. Chiasson added to his written report (Attachment 8) stating work to replace two walkways in the churchyard will commence at the end of this week. In addition, the compressor to freezer in the kitchen is not working. Mr. Chiasson and The Rev. Hogg were advised the cost of a new freezer would be less than replacing the compressor.
SENIOR WARDEN REPORT
Mr. Edmonson stated several parishioners came to him and proposed St. John’s Vestry submit a request to the owners of 124 W. Queens Way (corner of West Queens Way and Franklin St) that St. John’s would like the right of first refusal should the property come up for sale. Mr. Edmonson said this in no way obligates St. John’s to purchase the property. The current value of the property is $568,100. Mr. Harper moved Vestry submit this request for right of first refusal to the current owners. Mr. Chiasson seconded. The motion passed unanimously. (Attachment 9)
Jo-Ann Mahony emailed Mr. Edmonson explaining First Baptist Church is attempting to raise $2000 to purchase either First Books or Scholastic Books for toddlers, and have asked area churches each to donate $500. She is requesting the Vestry authorize $500 from the Nickerson Fund for this cause should the other churches do the same. There are sufficient funds in the Nickerson Trust for this cause. Mrs. Quinn moved to approve the $500 dollars for this cause subject to other churches participating. Mrs. Olson seconded. The motion passed unanimously.
The Rev. Hogg interjected what would be new business on Outreach Budget Creation 2013, Solicitation Policy, and Spending. Since the issue previously discussed pertains to how the Outreach Committee utilizes the monies from the Nickerson Fund and solicits funds from the parish. Since the Vestry must approval all uses of monies from the Nickerson Trust, the fund has not been utilized as effectively as the benefactor intended. Jo Ann Mahony and her group have identified the needs and their sources for funding such that the Nickerson Trust may be used as designed.
ASSISTANT RECTOR’S REPORT
The Rev. Anna Noon extended thanks to the parish for supporting the Episcopal Youth Community (EYC) carwash on Sunday, October 14th. The EYC raised $878 for Tyler Elementary School. She said 53 cars were washed.
DEACON’S REPORT
The Rev. Hogg presented The Rev. Terry Edwards written report (Attachment 10).
He mentioned that a Letter of Agreement between the Diocese and The Rev. Edwards was signed Sept 20th (Attachment 11) highlighting St. John’s obligations under the section Congregational Support.
In addition, her ordination to the priesthood will occur Saturday, December 15th at Christ and St. Luke’s in Norfolk, VA. The next Sunday, The Rev. Edwards will celebrate her first Eucharist as a priest at St. John’s.
RECTOR’S REPORT
The Rev. Hogg passed around a Letter for Ordination to be signed by the Vestry that will go to the Diocese Commission on Ministry (Attachment 12). The letter essentially states that the Vestry of St. John’s, on behalf of the parish, supports the ordination to the priesthood of The Rev. Terry Edwards. Brian McMahon, Registrar, attested all members of the vestry present and being a quorum, signed the document on this date.
The Rev. Hogg briefed the preparations for services at the second site of Elizabeth City Parish (1623 – 1667) were finalized.
Parishioner Hansi Haufler will be leaving the parish. The Vestry agreed to send her a letter of thanks for all her years of faithful service to the parish.
The Rev. Hogg read a letter to the Vestry from the Diocese of Southern Virginia. The letter thanked the 24 of 115 churches for their 10% pledge to the diocese in 2012. The diocese is looking for church pledges for 2013 by December 1st.
ACTION GROUP REPORTS
WORSHIP: Ms. Smith stated the group did not meet last month. Members are busy working on arrangements of the Second Site Service.
CHRISTIAN FORMATION: No report.
OUTREACH: A written report was provided (Attachment 13).
IN-REACH: A written report was provided (Attachment 14).
NEW BUSINESS
The Rev. Hogg said the parish received an email from Chanco saying there are two dates available for a Vestry retreat. One was Easter and the other was the weekend before – a Friday and Saturday before Palm Sunday. Mr. Edmonson and The Rev. Hogg reserved the dates of March 22 – 23, 2013.
The Rev. Hogg asked that the Vestry provide direction to the Finance Committee to look at some way this parish could support providing monies to the Virginia Theological Seminary (VTS) chapel rebuilding effort. [The VTS Chapel, built in 1823, burnt to the ground in 2010.] The seminary has raised 2/3 to 3/4 of their goal [$13 million]. They are asking parishes across the country to help contribute the rest. Mr. Foster moved that the Finance Committee look for funds to contribute to the VTS for rebuilding of their chapel. Mr. Harper seconded. The motion carried unanimously.
The Rev. Hogg proposed the Epistle newsletter be published every six months versus bi-monthly. The E-pistle weekly newsletters provide current updates. Hence, once a permanent secretary is hired then it may be something the Vestry and staff should consider.
The Rev. Hogg would like to send an article to the parish stating whom from the Vestry is going to Bishop Days, October 27th. The members are: Sandy Smith, Kay Olson, Charlie Edmonson, Sylvia Edgar, Dave Foster, and The Anna Noon.
Mrs. Smith expressed concern about future youth representation on the Vestry.
Mr. Harper complimented Connie Heath and Lloyd Thomas for the new group of Acolytes that are serving. He said their training is really well done.
Mr. Edmonson mentioned an article he read regarding the decline in protestant worshipers. He found interesting that a lot of younger people have irregular worship attendance. However, youth projects seem to draw them to help their church and community. Hence, they have not abandoned their faith.
Mr. Edmonson got an email from Charles Tall from Germany. Mr. Tall’s parents were married in St. John’s church, he was baptized here, and has relatives in the cemetery. He has visited St. John’s over the years; the most recent was September 2nd. He is on the vestry at Christ the King in Frankfurt. He asked about St. John’s constitution, whether The Rev. Hogg would be interested in moving to Germany to be their rector after his service here, and whether St. John’s would be a sister church. The Rev. Hogg has already replied to Mr. Tall on the first two queries; St. John’s does not have a constitution but go by the canons of the diocese and he is not interested in moving. Mr. Edmonson stated the sister church program may entail travel of members to Germany. Mr. Edmonson said he would give the letter to any person or group that has interest in this program.
Charlie Edmonson provided the closing prayer.
The meeting adjourned at 8:32pm.
Brian McMahon – Registrar
14 Attachments:
- September Income & Expense Statement
- September Special Accounts Reports
- 2011-2012 Income & Expense Comparison (formatted from what was presented to the Vestry for readability)
- Monthly Report from the Finance Committee
- 2013 Proposed Budget – A Planning Document
- Renovation Report
- Letter to Mr. Henry Mills, Old Point National Bank, dated October 16, 2012, Reference: Loan Application for St. John’s Church
- Jr. Warden’s Report
- Property Information – 124 W Queens Way
- Deacon’s Report
- Deacon Letter of Agreement, dated September 20, 2012
- Letter for Ordination of The Rev. Terry Edwards
- Outreach Report
- In-Reach Report
ST JOHN’S EPISCOPAL CHURCH INCOME AND EXPENSE STATEMENT
SEPTEMBER 30, 2012
Budgeted Income
| Account | Account Title | Current Month | Year to Date | Budget | Percent |
|---|---|---|---|---|---|
| 1751-000 | Plate Offerings | 564.00 | 5507.50 | 7500.00 | 73.43% |
| 1751-001 | Congregation’s Monthly Offering-Disc Fd | 80.00 | 1433.00 | 2300.00 | 62.30% |
| 1751-010 | Pledges Expected, Current Year | 25105.63 | 235052.80 | 336875.00 | 69.77% |
| 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 | 0.00 | 3000.00 | 3000.00 | 100.00% |
| 1751-020 | Hoffman House | 2339.37 | 12339.37 | 10000.00 | 123.39% |
| 1752-021 | Non-pledgers | 2996.00 | 29998.37 | 40000.00 | 75.00% |
| 1752-022 | Other | 0.00 | 4500.00 | 11160.00 | 40.32% |
| 1752-023 | RRR | 1450.00 | 34146.00 | 35896.00 | 95.12% |
| Total Budgeted Income | 32535.00 | 356033.04 | 476731.00 | 74.68% |
Non-Budgeted Income
| Account | Account Title | Current Month | Year to Date |
|---|---|---|---|
| 1756-140 | Interest Income (Sun Trust) | 0.00 | 0.43 |
| 1756-240 | Publications and Tracts | 0.00 | 41.00 |
| 1756-280 | Other Income, Miscellaneous | 5.00 | 10530.00 |
| 1756-281 | Intra-funds Transfer | 0.00 | 7000.00 |
| 1756-285 | Other Income-Reimbursements | 251.00 | 2316.00 |
| Total Non-Budgeted Income | 256.00 | 19887.43 |
Outreach-Congregations’ Contribution
| Account | Account Title | Current Month | Year to Date |
|---|---|---|---|
| 1760-020 | Outreach/H.E.L.P. | 91.00 | 515.32 |
| 1760-030 | Outreach/Easter Offering | 0.00 | 1499.00 |
| 1760-040 | Outreach/Thanksgiving Offering | 0.00 | 295.00 |
| 1760-050 | Outreach/Christmas Offering | 0.00 | 2965.00 |
| 1760-060 | Outreach | 74.00 | 1471.00 |
| 1760-061 | Parish Connections | 0.00 | 125.00 |
| 1760-070 | Outreach/Rector’s Discretionary Fund | 110.00 | 3852.00 |
| 1760-080 | Outreach/Other Designated Offering | 10.00 | 2691.50 |
| 1760-081 | Outreach/Epis Relief & Develop | 0.00 | 896.00 |
| 1760-082 | Outreach/UTO | 0.00 | 20.00 |
| 1760-083 | Outreach/Special Offerings | 0.00 | 538.80 |
| 1760-084 | Parish Family Assistance Fund | 0.00 | 5230.00 |
| 1760-090 | Outreach/Tyler Elementary | 0.00 | 275.00 |
| Total-Congregations’ Contribution | 285.00 | 20373.62 |
| Current Month | Year to Date | Budget | |
|---|---|---|---|
| Total Income | 33076.00 | 396294.09 | 476731.00 |
Budget Summary:
| Current Month | Year to Date | Budget | Percent | |
|---|---|---|---|---|
| Income | 32535.00 | 356033.04 | 476731.00 | 74.68% |
| Expenses | 32535.00 | 361165.00 | 532864.00 | 67.78% |
| Surplus/-Deficit | 0.00 | -5131.96 | -56133.00 | 9.14% |
Page 1
Budgeted Disbursements
| Account | Account Title | Current Month | Year to Date | Budget | Percent |
|---|---|---|---|---|---|
| Outreach | |||||
| Ministry Support Beyond St. John’s* | |||||
| 1860-030 | Discretionary Fund-12 Sundays’ Offerings | 80.00 | 1493.00 | 2300.00 | 64.91% |
| 1860-040 | Diocesan Mission and Ministry | 1000.00 | 14000.00 | 39000.00 | 35.90% |
| Total Ministry Beyond St. John’s | 1080.00 | 15493.00 | 41300.00 | 37.51% |
*Please see pages 4, 5, and 6 for additional Outreach.
Programs
| Account | Account Title | Current Month | Year to Date | Budget | Percent |
|---|---|---|---|---|---|
| 1861-020 | Fellowship | 56.98 | 1597.08 | 2100.00 | 76.05% |
| 1861-030 | Acolytes | 32.50 | 100.00 | 100.00 | 100.00% |
| 1861-040 | Outreach/Inreach Programs | 1684.90 | 1884.90 | 6000.00 | 31.42% |
| 1861-041 | Hospitality | 0.00 | 0.00 | 300.00 | 0.00% |
| 1861-050 | Council Delegate Expenses | 0.00 | 925.00 | 925.00 | 100.00% |
| 1861-060 | E.Y.C. | 94.25 | 235.24 | 1500.00 | 15.68% |
| 1861-080 | Stewardship | 0.00 | 75.00 | 500.00 | 15.00% |
| 1861-090 | Vestry | 90.00 | 880.00 | 700.00 | 125.71% |
| 1870-100 | Christian Formation | 1285.20 | 3476.73 | 8000.00 | 43.46% |
| 1870-140 | Music, Choir supplies | 140.00 | 8880.45 | 12500.00 | 71.04% |
| Total Programs | 3383.83 | 18054.40 | 32625.00 | 55.34% |
Salaries and Benefits
| Account | Account Title | Current Month | Year to Date | Budget | Percent |
|---|---|---|---|---|---|
| 1868-010 | Compensation (Salary,Housing) Rector | 7,388.18 | 66,495.62 | 88,658.00 | 75.00% |
| 1868-020 | Pension | 0.00 | 11,968.83 | 15,960.00 | 74.99% |
| 1868-050 | Mileage/Professional Expenses | 0.00 | 102.66 | 2,000.00 | 5.13% |
| 1868-060 | Medical Insurance | 1,281.82 | 11,650.76 | 15,382.00 | 75.74% |
| 1868-070 | Continuing Education | 0.00 | 0.00 | 600.00 | 0.00% |
| Total-Rector | 8,670.00 | 90,217.87 | 122600.00 | 10.33% | |
| 1869-101 | Compensation-Sal.,Housing Asst Rector | 4166.68 | 37507.78 | 50000.00 | 75.02% |
| 1868-134 | Pension | 0.00 | 6750.00 | 9000.00 | 75.00% |
| 1868-133 | Mileage/Professional Expenses | 0.00 | 1151.65 | 2000.00 | 57.58% |
| 1869-135 | Medical Insurance | 712.00 | 6408.00 | 8544.00 | 75.00% |
| 1868-137 | Continuing Education | 0.00 | 0.00 | 650.00 | 0.00% |
| Total-Assistant Rector | 4878.68 | 51817.43 | 70194.00 | 73.82% | |
| 1869-091 | Professional Expenses-Deacon | 0.00 | 0.00 | 300.00 | 0.00% |
| 1869-092 | Continuing Education-Deacon | 0.00 | 0.00 | 200.00 | 0.00% |
| 1868-170 | Staff Salaries | 7876.59 | 83926.25 | 118300.00 | 70.94% |
| 1868-190 | Social Security paid by Church | 633.16 | 6514.45 | 9200.00 | 70.81% |
| 1868-240 | Pension-Lay Employees | 0.00 | 1588.95 | 4500.00 | 35.31% |
| 1868-320 | Medical Insurance-Staff | 2261.00 | 20064.00 | 23600.00 | 85.02% |
| 1868-200 | Conference Expenses-Staff | 0.00 | 175.00 | 200.00 | 0.00% |
| 1868-230 | Continuing Education-Staff | 0.00 | 122.90 | 200.00 | 61.45% |
| Staff Salaries and Benefits | 10770.75 | 112391.55 | 156000.00 | 72.05% | |
| TOTAL SALARIES AND BENEFITS | 24319.43 | 254426.85 | 349294.00 | 72.84% |
Page 2
General Expenses
| Account | Account Title | Current Month | Year to Date | Budget | Percent |
|---|---|---|---|---|---|
| 1870-010 | Insurance-Church | 0.00 | 17693.27 | 22575.00 | 78.38% |
| 1870-020 | Insurance-Workers Comp | 0.00 | 1963.00 | 1800.00 | 109.06% |
| 1870-030 | Utilities-VA Natural Gas | 19.32 | 1183.85 | 2000.00 | 59.19% |
| 1870-040 | Utilities-Dominion VA Power | 918.55 | 7066.88 | 11000.00 | 64.24% |
| 1870-050 | Utilities-HRSD | 15.25 | 64.50 | 600.00 | 10.75% |
| 1870-060 | Utilities-Waterworks | 13.20 | 48.30 | 1500.00 | 3.22% |
| 1870-070 | Utilities-Oil | 299.95 | 9262.10 | 14000.00 | 66.16% |
| 1870-071 | Search Committee | 300.00 | 3905.65 | 10000.00 | 39.06% |
| 1870-080 | Office Supplies | 108.19 | 2181.93 | 1700.00 | 128.35% |
| 1870-085 | Offering Envelopes/Stewardship | 0.00 | 280.38 | 500.00 | 56.08% |
| 1870-090 | Postage (inc. stamped envelopes) | 148.25 | 1789.43 | 1900.00 | 94.18% |
| 1870-120 | Telephone/Internet Access | 309.44 | 2456.62 | 3600.00 | 68.24% |
| 1870-130 | Altar Supplies | 84.00 | 953.29 | 800.00 | 119.16% |
| 1870-150 | Bookkeeping & Auditing | 0.00 | 3150.45 | 3600.00 | 87.51% |
| 1870-160 | Bulletins & Printing | 0.00 | 461.14 | 600.00 | 76.86% |
| 1870-170 | Computer Supplies | 0.00 | 390.00 | 800.00 | 48.75% |
| 1870-171 | IT Network | 0.00 | 0.00 | 3600.00 | 0.00% |
| 1870-180 | Copier Lease | 385.61 | 3470.49 | 4700.00 | 73.84% |
| 1870-181 | Copier Supplies/Maintenance Contract | 0.00 | 3061.01 | 2700.00 | 113.37% |
| 1870-190 | Maintenance/Repairs-Property | 63.71 | 2952.36 | 4000.00 | 73.81% |
| 1870-230 | Pest Control | 0.00 | 815.00 | 800.00 | 101.88% |
| 1870-260 | Security | 0.00 | 559.50 | 1000.00 | 55.95% |
| 1870-280 | Repairs-Office Equipment | 0.00 | 0.00 | 200.00 | 0.00% |
| 1870-300 | Organ-Piano Maintenance | 0.00 | 0.00 | 550.00 | 0.00% |
| 1870-301 | Storm Water Fee-City of Hampton | 0.00 | 220.80 | 500.00 | 44.16% |
| 1870-310 | Laundry/Cleaning | 0.00 | 105.95 | 100.00 | 105.95% |
| 1870-325 | Cleaning Services – James Rowe | 645.00 | 5160.00 | 8100.00 | 63.70% |
| 1870-320 | Cleaning Services | 60.00 | 480.00 | 720.00 | 66.67% |
| 1870-321 | Annual Meeting | 0.00 | 0.00 | 200.00 | 0.00% |
| 1870-330 | Kitchen/Parish House Expenses | 321.27 | 3253.49 | 4700.00 | 69.22% |
| 1870-340 | Other Expenses-Miscellaneous | 60.42 | 261.61 | 800.00 | 32.70% |
| Total General Expenses | 3752.16 | 73191.00 | 109645.00 | 66.75% | |
| Total Budgeted Disbursements | 32535.42 | 361165.25 | 532864.00 | 67.78% |
Page 3
Non-Budgeted Disbursements
| Account Title | Current Month | Year to Date |
|---|---|---|
| Vestry | 0.00 | 0.00 |
| Lenten Programs | 0.00 | 0.00 |
| Renovation | 0.00 | 400.00 |
| Bank Fees | 38.00 | 327.40 |
| Contract Labor | 0.00 | 35.00 |
| Adjustments-Benefits | 0.00 | 6387.77 |
| Special Events | 0.00 | 160.00 |
| Publications (Prayer Bks, etc.) | 0.00 | 0.00 |
| Total Non-Budgeted Disbursements | 38.00 | 7310.17 |
Designated Contributions Disb.
| Account Title | Current Month | Year to Date |
|---|---|---|
| Outreach/Rector’s Discretionary Fund | 320.00 | 2382.00 |
| Outreach/Easter Offering | 0.00 | 1392.00 |
| Outreach/Christmas Offering | 0.00 | 3190.00 |
| Outreach/Thanksgiving Offering | 0.00 | 445.00 |
| Outreach/Epis Relief & Development | 0.00 | 0.00 |
| Outreach/St. Paul’s | 100.00 | 100.00 |
| Outreach/Other Designated Offerings | 0.00 | 1784.00 |
| Outreach/Special Offerings | 0.00 | 0.00 |
| Total Designated Contributions | 420.00 | 9293.00 |
| Account Title | Current Month | Year to Date |
|---|---|---|
| Total Disbursements | 32993.42 | 377768.42 |
| Operating Account Net/(Loss) | 82.58 | 18525.67 |
| Checking Account Balance | 4642.97 |
Page 4
Budgeted Income
| Account | Account Title | Current Month | Year to Date | Budget | Percent |
|---|---|---|---|---|---|
| 1751-000 | Plate Offerings | 644.00 | 6941.00 | 9800.00 | 70.83% |
| 1751-010 | Pledges | 25106.00 | 235053.00 | 336875.00 | 69.77% |
| 1751-014 | Endowment Fund-Ins/Utilities | 0.00 | 30000.00 | 30000.00 | 100.00% |
| 1752-022 | Other | 5335.00* | 49893.00 | 64160.00 | 77.76% |
| 1752-023 | RRR | 1450.00 | 34146.00 | 35896.00 | 95.12% |
| Total Budgeted Income | 32535.00 | 356033.00 | 476731.00 | 74.68% |
* $2,339.00 transferred from Hoffman House and spent.
Budget Summary:
| Current Month | Year to Date | Budget | Percent | |
|---|---|---|---|---|
| Income | 32535.00 | 356033.00 | 476731.00 | 74.68% |
| Expenses | 32535.00 | 361165.00 | 532864.00 | 67.78% |
| Surplus/-Deficit | 0.00 | -5132.00 | -56133.00 | 9.14% |
Non-Budget:
Outreach-Congregations’ Contribution
| Account Title | Current Month | Year to Date |
|---|---|---|
| Contributions Received | 285.00 | 20374 |
| Contributions Made | 420.00 | 9293.00 |
Page 5
Attachment 1
SPECIAL ACCOUNTS REPORTS
September 2012
| Name of Fund | Starting Balance | Income | Expenses | Ending Balance |
|---|---|---|---|---|
| Sabbatical Fund | $1,578.03 | 0.40 | ($0.00) | $1,578.43 |
| Memorial Fund | 11,579.54 | 0.47 | (299.95) | 11,280.06 |
| Music Foundation | 201.32 | 0.00 | (0.00) | 201.32 |
| Nickerson Estate | 17,425.32 | 4.11 | (0.00) | 17,429.43 |
| Parish House Improvement | 374.79 | 0.00 | (0.00) | 374.79 |
| Parish House Refurbishing | 385.00 | 0.00 | (0.00) | 385.00 |
| Cemetery Plantings | 2,177.33 | 0.00 | (0.00) | 2,177.33 |
| Perpetual Honor-Savings | 7,325.90 | 451.91 | (0.00) | 7777.81 |
| Hoffman House | 12,324.57 | 1,571.97 | (4,003.20) | 9,893.34 |
Sabbatical Fund: Interest income of $0.40.
Memorial Fund: Interest income of $0.47. Expenses of $299.95 for monthly computer service.
Music: No entries.
Nickerson Estate: Interest income of $4.11.
Parish Improvement: No entries.
Refurbishing of Parish: No entries.
Cemetery Plantings: No entries.
Perpetual Honor-Savings: Donations of $450.00 and interest income of $1.91.
Hoffman House: Rental income of $1,571.67, and interest income of $0.30.
Hoffman House expenses were:
| Endowment Fund | $865.00 |
| VA Natural Gas | 35.16 |
| Dominion Power | 567.50 |
| HRSD | 15.25 |
| WaterWorks | 181.29 |
| Transfer to General Fund | 2,339.00 |
| Total Expenses | 4,003.20 |
Other Designated Offerings
September 2012
| Name | Starting Balance | Income | Expenses | Ending Balance |
|---|---|---|---|---|
| Feeding Ministries | ($1,072.76) | $1,484.90 | ($412.14) | ($0.00) |
| Parish Connections | 148.69 | 0.00 | (0.00) | 148.69 |
| Mission | 711.09 | 0.00 | (0.00) | 711.09 |
| Pilgrimage | 11,830.52 | 0.00 | (0.00) | 11,830.52 |
| Parish Family Assistance | 5,245.00 | 0.00 | (550.00) | 4,695.00 |
Feeding Ministries: Funds transferred by Outreach Committee from the Outreach/Inreach Programs line of the budget to take care of the deficit. Expenses of $412.14 for Downtown Lunch.
Parish Family Assistance: Assistance of $550.00 was given
Attachment 2
| Jan | Feb | Mar | Apr | May | Jun | Jul | Aug | Sep | Oct | Nov | Dec | |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| 2011 | ||||||||||||
| Income | 60387 | 27168 | 32041 | 41795 | 34722 | 28448 | 31915 | 25803 | 32307 | 31744 | 35057 | 62336 |
| Income Year to Date | 78876 | 105617 | 137230 | 180590 | 215312 | 243760 | 275674 | 301477 | 333785 | 365528 | 400585 | 462752 |
| Budget | 42000 | 84000 | 126000 | 168000 | 210000 | 252000 | 294000 | 336000 | 378000 | 420000 | 462000 | 505000 |
| 505000 | ||||||||||||
| Disp | 54839 | 37232 | 39377 | 45511 | 34835 | 33468 | 41912 | 32746 | 24077 | 33847 | 40963 | 39803 |
| Disp Year to Date | 54839 | 92071 | 131448 | 176959 | 211794 | 245206 | 287118 | 319528 | 343184 | 377031 | 417918 | 458222 |
| Budget | 42000 | 84000 | 126000 | 168000 | 210000 | 252000 | 294000 | 336000 | 378000 | 420000 | 462000 | 505000 |
| 505000 | ||||||||||||
| 2012 | ||||||||||||
| Income | 74649 | 21224 | 40587 | 38400 | 36915 | 39534 | 47161 | 25029 | 32535 | |||
| Income Year to Date | 74649 | 95873 | 136460 | 174860 | 211775 | 251309 | 298470 | 323498 | 356033 | |||
| Budget | 39728 | 79456 | 119182 | 158910 | 198640 | 238368 | 278096 | 317821 | 357548 | |||
| 477000 | ||||||||||||
| Disp | 57908 | 40258 | 38878 | 46885 | 35109 | 30964 | 46912 | 31717 | 32535 | |||
| Disp Year to Date | 57908 | 98166 | 137042 | 183928 | 219037 | 250000 | 296913 | 328630 | 361644 | |||
| Budget | 44405 | 88811 | 133216 | 177621 | 222025 | 266430 | 310835 | 355243 | 399648 | |||
| 533000 |
Attachment 3
MONTHLY REPORT FROM THE FINANCE COMMITTEE
In 2012 St. John’s Vestry budgeted for these three categories:
2012 Total Income – Operating Budget: $476,731
| Budgeted Income to 9/30/12 : | $357,548 |
| Actual Income to 9/30/12: | $353,694 |
| Budgeted Income for September | $39,728 |
| Actual Income for September | $32,535 |
2012 Total Expenses – Operating Budget: $532,864
| Budgeted Expenses to 9/30/12: | $399,648 |
| Actual Expenses to 9/30/12: | $361,165 |
| Budgeted Expenses for September | $44,405 |
| Actual Expenses for September | $32,535 |
2012 Total Pledges: $336,875
| Expected Pledges thru 9/30/12: | $252,656 |
| Actual Given thru 9/30/12: | $235,053 |
| Actual Pledged for September | $28,073 |
| Actual Given in September | $25,106 |
Vestry’s Finance Committee: Bob Harper, Chair; Charlie Edmonson, Senior Warden; John Chiasson, Junior Warden; Connie Heath, Vestry Treasurer; Gwen Cummins, Assistant Treasurer; Bill Boyer, Financial Administrator; Jim Mason, Member-at-large
“…the duty of all Christians [is] … to work, pray, and give for the spread of the kingdom of God.” The Book of Common Prayer, page 856
Attachment 4
2013 Proposed Budget–A Planning Document
| 2012 | 2013 | Adds (If $ Avail) | ||||
|---|---|---|---|---|---|---|
| Outreach | $41,300 | $41,300 | $41,300 | $41,300 | ||
| Programs | ||||||
| Fellowship | $2,100 | $2,100 | ||||
| Acolytes | $100 | $100 | ||||
| Outreach/Inreach | $6,000 | $7,200 | ||||
| Hospitality | $300 | $300 | ||||
| Council | $925 | $925 | ||||
| EYC | $1,500 | $1,500 | ||||
| Stewardship | $500 | $500 | ||||
| Vestry | $700 | $700 | ||||
| Christian Formation | $8,000 | $12,300 | ||||
| Music | $12,500 | $12,950 | $9,750 | |||
| Heritage | $1,500 | |||||
| Total | $32,625 | $32,625 | $40,075 | $40,075 | ||
| Salaries & Benefits | $349,294 | $359,588 | ||||
| Rector | Compensation | $88,658 | $91,318 | |||
| Pension | $15,960 | $16,439 | ||||
| Prof Exp | $2,000 | $2,000 | ||||
| Med Ins | $15,382 | $15,843 | ||||
| Cont Ed | $600 | $600 | ||||
| Total | $122,600 | $122,600 | $126,200 | $126,200 | ||
| Asst Rector & Christian Formation | Compensation | $50,000 | $51,500 | |||
| Pension | $9,000 | $9,270 | ||||
| Prof Exp | $2,000 | $2,000 | ||||
| Med Ins | $8,544 | $8,800 | ||||
| Cont Ed | $650 | $650 | ||||
| Total | $70,194 | $70,194 | $72,220 | $72,220 | ||
| Deacon | Prof Exp | $300 | $200 | |||
| Cont Ed | $200 | $300 | ||||
| Total | $500 | $500 | $500 | $500 | ||
| Staff | Salaries | $118,300 | $121,849 | |||
| Social Sec | $9,200 | $9,476 | ||||
| Pension | $4,500 | $4,635 | ||||
| Med Ins | $23,600 | $24,308 | ||||
| Conf Exp | $200 | $200 | ||||
| Cont Ed | $200 | $200 | ||||
| Total | $156,000 | $156,000 | $160,668 | $160,668 | ||
| General Expenses | $109,645 | $109,645 | $113,000 | $113,000 | ||
| 2012 Budget | $532,864 | $553,963 | ||||
| 2012 Budgeted Income | $476,731 | |||||
| Deficit | $56,133 | |||||
Attachment 5
Renovation Report as prepared by Carrie Quinn
Q-DESIGN and team are continuing work on Stage II as well as the utility and parish hall work proposed for this fall.
Dominion Va. Power has confirmed that we can utilize the closest transformer to the church (in the west parking lot near Remsa’s rear) without any upgrades to its’ capacity. We have also established a tentative route for the conduit. The only electrical issue we are currently working on is the location of the future meter. Dominion wants to place it on the outside of the north addition, and we want an interior location (as we feel the exterior location would not be in keeping with the historic or aesthetic aspects of the building).
A private utility map has been created by Michael Survey and Mapping showing locations of water, electrical, gas, sewer, etc. Since portions of the sewer lateral could not be located by the church plumber or the mapping company, we contacted the City of Hampton for help. They responded quickly and conducted quite a bit of work but finally found it . . . . and it generally runs where we suspected it did in a combination of iron pipe and clay tiles. The next step is to see if we can keep the iron pipe part (to save money) and just replace the clay tiles. They will be installing a street-side clean-out which will allow the plumber easy access to this section of pipe. The mapping company will use the City’s provided sketch to add the above information to their utility map of the church/parish hall area.
Since the electrical conduit for the new service will run in-board of the north ramp (per Dominion’s request), that means the plumbing lines will probably need to run on the outside of the ramp. However, they will cross each other at one point. We are still working on this aspect in terms of adjacencies, distances/depths, etc.
In the meantime, the fire protection engineer (Alison Wakelin, P.E. of Hughes Associates, Inc.) has completed her 28 page study providing recommendations on the most appropriate sprinkler system(s). This information will also be useful in both phases of work.
Once we get all of the above squared away, the civil engineer (Lambert Logan, P.E. of Technical Solutions) can begin his work to prepare drawings for the fall utility scope of work.
The structural (McPherson Design Group) and MEP (PM & E Design Group) engineers are also at work on other aspects of the project.
On October 2,2012, Charlie Edmonson, Jim Shoemaker, and I met with Old Point Bank officials and presented our renovation plans, explained money for payback of the principal would come from the Mary Williams Trust and interest payments would be paid from the St. John’s Endowment. We asked to borrow $1.2 million to be paid back in six years time. They agreed to the loan and the paperwork is being negotiated through channels.
Bettyrene Pope, Chairman
Attachment 6
October 16,2012 Mr. Henry Mills, Old Point National Bank RE: loan application for St. John’s Church. The below resolution was approved by the St. John’s Vestry at their regular meeting on October 16,2012, with a quorum being present. The Vestry of St. John’s Church authorizes Charles Edmonson, Senior Warden, to negotiate with Old Point National Bank on behalf of the vestry, to secure a loan not to exceed $1.2 million at a rate to be negotiated, for the purpose of completing the proposed renovation of the parish house and church, as previously approved by the vestry. Upon securing the terms and conditions of the loan, and upon vestry approval of same, Charles Edmonson is further authorized to represent St. John’s Church in this transaction and sign any and all documents relating to the loan on behalf of St. John’s Church. I acknowledge and certify that the above is a true and accurate statement of the adopted resolution as approved by the vestry on October 16, 2012. Brian McMahon, Registrar (secretary)
Attachment 7
Junior Warden’s Report August 21, 2012 2 calls to ET Lawson. 1 call to Advanced Electric. 2 leaks on the stage.
Attachment 8
Attachment 9
Deacon’s Report September Diocesan Workshop – “Spiritual Vitality as We Age” at Hickory Neck Episcopal Church. (9/20) Discussion centered on the sub-groups of the aging population and their needs. Tutoring Academy at First Baptist Church, King’s Street. Members from St. John’s, along with teacher’s and members of First Baptist are organizing a mentorship/tutoring academy beginning in November. (9/26) Jail Ministry- cancelled due to prisoner escape. (9/28) October Presenter at St. Ann’s Guild- “Taking a Look at the Systems that Silenced Biblical Women’s Voices”. (10/2) Night’s Welcome Organizational Planning (10/4) Brian McMahon, Joy Thompson, Jo-Ann Mahony and Terry Edwards met. Brian and Joy will co-chair Night’s Welcome and they have begun coordinating efforts at St. John’s with volunteers, communications (Epistle) and meeting with contacts at the H.E.L.P organization. St. John’s dates are December 1-8 and guests will be all male. The NW organizational team asked that Bible study be offered to guests this year. The deacon volunteered and will welcome all to attend. Tyler Elementary- volunteered in the Food Backpack program. Food staples for the weekend are delivered to the school every Thursday for distribution. The backpacks are sanitized, packed with the food staples and delivered to the classroom. Sixty students are currently enrolled in the program that has a waiting list. (10/4) Jail Ministry Bible Study (10/5)- “The Story of Sarah and Hagar: How can we as women support and not marginalize each other”. Outreach Committee Meeting (10/9)- Jo-Ann Mahony, Ruth Simmons, and Terry Edwards Agenda Items: Night’s Welcome, Gift Cards for Thanksgiving and Christmas, funds dedicated to Outreach efforts i.e., Tyler Elementary. Second Three Years Program (October 15-17) Virginia Theological Seminary offers a postgraduate support and mentoring for divinity students for three years (funded by Lily Endowment) Fresh Start (10/18) – support for clergy new to the Diocese of Southern Virginia at Chanco. Time:10-3 Bishop Days for Parish Leaders (10/27) at Emmanuel in Virginia Beach
Attachment 10
Deacon letter of Agreement
The Right Reverend Herman Hollerith IV, the Reverend Dr. Paul (Peter) Hogg, (Interim Rector), and the Vestry of St. John’s Church in Hampton, VA, Acknowledge the appointment of Reverend Terry Edwards to serve the liturgical, pastoral, and the community outreach needs of St. John’s Church in Hampton according to the following conditions: liturgy and Ministry
- The Deacon shall serve in the liturgy on Sundays and other feast days and occasional services with agreement with the Rector.
- The Deacon shall read the Gospel, prepare the Holy Table, assist with the administration of Holy Communion, and give the dismissal.
- The Deacon will preach in accordance with the assigned preaching rotation.
- The Deacon shall serve under the supervision ofthe Interim Rector at least 10 hours a week and no more that 20 hours so that there is a “monthly average”.
- Personal time off from these duties will be mutually agreed upon between the Rector and the Rev. Edwards.
Ministry within the Congregation
- Spiritual Leadership – The Deacon will assist in liaison with the other clergy in worship (as described above).
- Faith Formation – The Deacon will assist in liaison with the other clergy in adult forum and Children’s Chapel.
- Administration – The Deacon will participate in Vestry meetings, staff, pastoral care and other committee meetings.
- Diocesan Level – The Deacon will participate in diocesan conferences, workshops, and meetings as agreed upon by the rector and deacon.
Ministry in the Community
- The Deacon shall identify service-oriented ministries in which to serve in the community beyond the bounds of St. John’s Church. These ministries engage her sense of call in ministry, and she Attachment 11 can share participation with other members ofthe parish. These may include ministry organizations with whom St. John’s is already involved.
- The Jail Ministry involves a Bible Study and life application discussion with female inmates in the Hampton City Jai.
- HElP- the Hampton Ecumenical lodging and Provisions organization reaches the needs of the homeless population in the community.
- Tyler Elementary School volunteer mentor/tutor involves engagement with inner-city students and families attending the school, which has a poverty rate of 88%.
Congregational Support
Saint John’s Church will:
- Provide continuing education support, both financial and time to attend training. The support shall be the same as given to other clergy assigned to St. John’s.
- Provide travel reimbursement. This reimbursement shall be the same as given to other clergy assigned to St. John’s.
- The Rector will participate, as appropriate, in meetings at the diocesan level that support the diaconate in the Diocese of Southern Virginia.
September 20, 2012
Bishop of Southern Virginia
Senior Warden
6)RJv\ L I / 0 Deacon
OUTREACH MINUTES-September 4, 2012 Terry Edwards, Deacon, opened the meeting with a prayer. Members of the committee shared their commitment to Outreach. Terry explained the difference between a transitional deacon and a vocational deacon. Terry, because she is a transitional deacon, may leave us after her ordination in December. Jo-Ann updated the committee on the Summer Lunch Program, the Homeless Women’s Shelter, the Back Pack/School Supplies Partnership, Tyler School, and the Menchville House. Each Wednesday we provided lunch to over 100 guests. The Homeless Women’s Shelter has 2 residents. HELP is interviewing other potential residents with the that they are able to become contributing members of the community. St. John’s contributed 11 filled back packs to the downtown churches goal of 350 back packs that were given to deserving, low income children. Tyler School is looking for additional volunteers to help in the classroom, be a lunch buddy, and tutor after school. Menchville House is asking for a church to volunteer to host a fund raising breakfast in April. Stan Winarski distributed literature from Smart Beginnings of the Virginia Peninsula. Board members of Smart Beginnings include: Linda Shifflette, Gene Jordan, Jack Ezell. Some of the workshops the group provide include: Co-Parenting, The Art of Parenting, Kindergarten as a crucial step in a child’s educational development, Reading as the tool to success. Smart Beginnings is looking for people to recruit speakers. It was decided rather than taking on anymore Outreach programs, we would concentrate and build further on what we are already doing. Specifically, concentrating on First Books, Mayors’ Book Club, Tyler School. More emphasis is to be placed on Boys’ Home, Jackson Field, and Camp Chanco. However, we will explore outreach opportunities suggested to us to see if there is sufficient interest from the congregation to proceed. The meeting was adjourned at 6 PM.
Attachment 13
OCTOBER 2012 INREACH REPORT TO VESTRY Since our last Vestry meeting, the Committee hosted the much requested Covered Dish Supper. We had about 55 attendees at this Tuesday event, and there were many requests for future suppers. Three members of the Committee also assisted with the funeral reception for Nancy LeCuyer. The next events are: Sunday, Oct. 28th: A Ghostly Evening at St. John’s with “Phantom of the Organ” and Reception (Adults and Children) Time: 4:00 p.m. Sunday, Nov. 4th: All Saints Choral Evensong and Reception (Adults and Children); Choir and Congregation brings food Time: 4 p.m. Sunday, Nov. 18th: Thanksgiving Lunch After Church (Adults and Children). Church provides turkey and congregation contributes remainder. (Adults and Children) Time: Noon (Bring canned goods for Needy Families at Thanksgiving)
Attachment 14