Charlie Edmonson called the meeting of the Vestry of St. John’s Episcopal Church, Elizabeth City Parish, to order at 6:35 pm. Present were Charlie Edmonson (Senior Warden), John Chiasson (Jr. Warden), Brian McMahon (Registrar), David Foster, Carrie Quinn, Bob Harper, Kay Olson, Sylvia Edgar, Sandy Smith, Bill Brown, and Connie Heath (Treasurer). Clergy present was The Rev. Dr. Paul “Peter” Hogg (Interim Rector).
PRAYER, CHECK-IN, & OPENING REMARKS
The Rev. Hogg opened with prayers. The Vestry did check-in.
APPROVAL OF MINUTES
The December 2012 minutes were reviewed and approved with the following corrections:
- Page 1, second sentence of the opening paragraph: John Chiasson’s name was corrected.
- Page 1, last sentence of the opening paragraph: where changed to were.
- Page 1, Finance, last sentence: Moneys changed to Monies
- Page 2, Rector, first sentence: conformation changed to confirmation
- Page 2, Worship, last sentence: the name is Sarah Danielson.
- Page 3, Outreach, first sentence: the word ‘not’ is removed
VESTRY COMMITTEE REPORTS
RENOVATION: The roof of the west door canopy is too rotten to be repaired and must be replaced. Carrie Quinn is getting a quote to replace the canopy.
VESTRY ELECTIONS: Bob Harper reported there were currently four nominees, with a possible fifth. The four are Bettyrene Pope, Dan Clark, George Cornwell, and Linda Curtis.
NORMS: Sandy Smith reported the Norms Team wrote a Norms document to be used by the Vestry.
CLERGY & WARDENS’ REPORTS
JR. WARDEN: John Chiasson reported that items no longer needed that were removed from the basements will be disposed.
SR. WARDEN: Charlie Edmonson reported that the Memorial Fund is no longer paying for the office’s computer expenses.
He and the Rev. Hogg would like to get suggestions on other less expensive locations the Vestry could hold its off-site. The place may be local so that the Vestry would not need to stay over night.
RECTOR: The Rev. Peter Hogg reported that Children’s Worship would not continue due to the lack of children. Homilies during the services will continue.
He stated that the ushers need training.
Deborah Carr is planning several Taize services for Lent.
There are plans to do Morning Prayer March 3rd at the 8:00am service.
There will be soup luncheons Wednesday during Lent that will include a small service. A theme has been chosen and a “Book of Meditations” will be used.
He will be working with the Facilities Committee to reorganize the walls in the Parish Hall to make them more conducive to imparting information to parishioners and visitors.
St. John’s Notice of Pledge will be sent to the Diocese of Southern Virginia on January 22, 2013.
He updated the vestry on the work Jenny Lijana, Search Committee; Bettyrene Pope and Calvin Slade were doing.
NEW BUSINESS
The next Vestry dinner is March 16th at 6:00pm.
Bill Brown started the discussion of reducing the size of the Vestry to match the size of the parish. Dave Foster moved that the size of the Vestry be reduced to nine members with the reductions beginning at the next Vestry election, electing three members annually over the next three years. The motion was seconded by Bill Brown and approved.
The Rev. Hogg suggested that the representative from the youth not be required to attend the meetings, but provide a written report instead. The Youth Representative position would still provide the youth with a seat and voice. Bob Harper moved that youth of St. John’s elect a representative who would have a seat and voice on the Vestry, who would attend a minimum of three-quarter of the meetings having the opportunity to present their report at the beginning of the Vestry meeting, and choose to stay or leave as their schedule demands. Bill Brown seconded the motion and it was approved.
Charlie Edmonson brought up the topic of the rector’s housing allowance. Kay Olson moved the Vestry authorize up to $35,000.00 of the rector’s salary to be used for housing allowance for 2013. Dave Foster seconded, the motion carried.
A discussion ensued regarding the parish office’s incomplete transition from the old software, Logos, to the new ACS software. It was determined a deadline was required otherwise there would be little to no effort to transition. Dave Foster moved that by the beginning of April the parish office will have completed the transition, with training, to the new ACS software. Carrie Quinn seconded, the motion passed.
Charlie Edmonson referenced the Charitable Trust Annual 2012 Report. He highlighted that Frank Edgar, Sr.’s term expired December 31st and Hansi Haufler resigned. He requested the Vestry approve the Charitable Trust’s Board recommendation of Sylvia Edgar to a 5-year term beginning in January and Elizabeth Zimmerman to fill the unexpired term of Hansi Haufler.
Connie Heath tendered her resignation as Treasurer.
EXECUTIVE SESSION
Kay Olson made the motion the Vestry enter an Executive Session to discuss St. John’s 2013 Budget. Bob Harper seconded, and it was approved unanimously. From 7:55pm to 8:37 the Vestry was in Executive Session. When the Vestry exited the Executive session. Bill Brown moved that the Vestry adopt the proposed reduced budget for 2013 with approved changes; reflecting expenditures of $470,000, a projected income of $430,000 (as of this meeting), incurring a deficit of $40,000. Bob Harper seconded, the motion passed.