NOVEMBER 20, 2012 VESTRY MEETING MINUTES Mr. Edmonson (Senior Warden) called the meeting of St. John’s Vestry, Elizabeth City Parish, to order at 6:35 p.m. Present were: Bill Brown, Sylvia Edgar, Charles Edmonson, Kay Olson, Carrie Quinn, Sandy Smith, Connie Heath (Treasurer). Clergy present were: The Rev. Dr. Paul “Peter” Hogg (Interim Rector), The Rev. Anna Noon (Assistant Rector), The Rev. Terry Edwards (Deacon).
Absent were: John Chiasson (Junior Warden), Ian Edgar (Youth Representative), David Foster, Bob Harper, Brian McMahon (Registrar), Mark Stephens (Resigned).
Also present for the first agenda item were the Rector Search Committee: Will Andrews, Rick Bagley, Betsy Bouchard, Greg Brauer, Betsy Clark, David Edmonson, Doug Miller, Ruth Simmons, Ann Templeman, Ann Ward, and The Rev. Charlie Johnson.
SPECIAL AGENDA: SEARCH COMMITTEE PROFILE PRESENTATION Doug Miller provided a brief introduction to the Search Committee’s Presentation. The Parish Profile, if approved by the Vestry, will be forwarded for Bishop approval. Once approved by the Bishop, it will be distributed to the congregation. In the interim, the Committee continues to work on the Community Portfolio document required by the Diocese.
PRAYER Sylvia Edgar led the opening prayer and provided refreshments.
PROFILE PRESENTATION Betsy Clark led a presentation of the Parish Profile. St. John’s previous Visioning process was used as a framework to discuss our values. The Profile is a collaborative effort by the committee. Jenny Sobin prepared the web version (23 pages plus appendices), and many of the photographs were provided by Bob Harper.
Prior commentary on the Profile has been provided by Sylvia Edgar, Charlie Edmonson, Sandy Smith, and Carrie Quinn, and document changes were outlined. The Vestry was asked for further commentary.
When approved by the Bishop, the Profile will be made available to the Parish electronically and a few hard copies will be placed in the Parish Hall.
A motion was made by Carrie Quinn to approve the Parish Profile with discussed edits. Sandy Smith seconded the motion. The Profile was unanimously approved.
CHECK-IN Members checked-in.
APPROVAL OF MINUTES Verbal corrections of the October minutes were made and recorded. Sandy Smith made a motion to approve the minutes with Kay Olson seconding. Minutes were unanimously approved.
COMMITTEE REPORTS Finance: Charlie Edmonson led brief discussion of Finance Report (attached). There was discussion on the approximately 900 s.f. of available office space at the Hoffman House. Carrie Quinn made a motion that the Senior Warden work with Bettyrene Pope to prepare this space for rental and advertise same. Kay Olson seconded the motion. The Vestry approved the motion unanimously.
Search: (See previous notes.)
Stewardship: Peter Hogg briefly reviewed the fall stewardship campaign. Pledges for 2013 are incoming.
Renovation: Report attached. Carrie Quinn provided update since report written that Remsa has agreed to work with St. John’s and Dominion Virginia Power to establish a Dominion easement over the existing utility easement. Fall Stage II work, funded by the Mary Williams Trust, begins on Monday, November 26th.
Charlie Edmonson reported that all requested information has been provided to Old Point National Bank for processing of the requested loan for Stage II 2013 work. The bank will notify St. John’s of loan decision in the next few weeks.
POST RETREAT WORKING GROUPS Norms: Report attached. Sandy Smith discussed the group’s final efforts on Vestry Norms. A final, combined Norms standard will be provided at December’s meeting for Vestry comment/approval.
Listening: Report attached and reviewed by Kay Olson.
WARDENS AND CLERGY REPORTS Junior Warden: Charlie Edmonson read brief report attached.
Senior Warden: Charlie Edmonson discussed results of Bishop’s Day in Virginia Beach and particularly a session on what other vestries do within their individual parishes. Sylvia Edgar, The Reverend Terry Edwards, Kay Olson, and Sandy Smith reported on sessions that they attended. The Reverend Anna Noon was a presenter at the Midlothian gathering and reported on her participation at the General Convention.
Charlie also reminded the Vestry of its’ participation at the December 8th Night’s Welcome.
Assistant Rector: The Reverend Anna Noon noted that the first Sunday of Advent would include advent wreath making. December 1 marks the Young Adult Conference hosted at St. John’s.
A request was made to utilize $200 from the Nickerson Trust for Manna Bags materials. Carrie Quinn made the motion, Sylvia Edgar seconded, and the vote was unanimous.
The Christmas Pageant will be “The Bethlehem Turtle” written by Deborah Carr. Anna asked to be informed of any potential participants for this pageant.
Deacon: The Reverend Terry Edwards reported on the distribution of gift cards for Thanksgiving.
Interim Rector: The Reverend Peter Hogg briefly discussed “The Witnessing and Blessing of a Lifelong Covenant” and provided a handout on the policies and procedures. He also reported that St. Paul’s College had lost its’ accreditation, but St. Augustine’s will take on some of their duties. He also gave a report on LeeIron’s health condition and rehab and that Calvin had stepped in to take his place.
ACTION GROUP REPORTS Worship: No report.
Christian Formation: No report.
Outreach: Kay Olson discussed attached report.
Inreach: Carrie Quinn discussed attached report.
NEW BUSINESS The Reverend Peter Hogg discussed formation of a vestry nomination committee for the January 27th vestry elections (Inreach will host a breakfast from 9:15-10 to accompany the elections.) A potential vestry dinner to celebrate 2012 was discussed for January.
The congregational meeting has been set for March 10th. The new and remaining vestry members will attend a retreat at Chanco on March 22-23.
He provided a handout on MissionInsite and one on the formation of a Personnel Committee for December consideration.
Kay Olson reported that the St. Anne’s Guild will sponsor a Boy’s Home cottage at Christmas with stockings for each boy.
CLOSING PRAYERS Sylvia Edgar led a closing prayer. The meeting was adjourned at 8:50 p.m.