Senior Warden Bob Harper called the vestry of St. John’s Episcopal Church, Elizabeth City Parish, to order on October 17, 2017 at 6:30 p.m. Those present were Senior Warden Bob Harper, Junior Warden Bettyrene Pope, The Rev. Samantha Vincent-Alexander, The Rev. Mark Riley, Treasurer Linda Curtis, Bill Brown, Rosemary Hobart, Mary Pat Croft, Duncan Garnett, Whiting Chisman, David Edmonson, and guests Billie Einselen, Sylvia Edgar, Professor Alain Outlaw, and Music Director Deborah Carr. Patrick Dennehey was absent.
Opening Scripture Reading Bill Brown opened the vestry meeting with a spiritual reflection on two recent funeral homilies he has heard, including a discussion of “QTR” ( quality time remaining).
Check-in
- A successful Celebration Sunday, with cake and balloons, was held on October 15, 2017.
- Treasurer Linda Curtis is now back from her vacation to Spain.
Presentation from Music Director Deborah Carr Music Director Deborah Carr spoke to the vestry and presented a proposal for an Academy of Music at St. John’s Episcopal Church as a partnership with the Academy of Music of Hampton Roads. She is requesting permission of the vestry to use the upstairs of the Hoffman House for music lessons to be offered by the Academy. The Charitable Trust could potentially offer scholarships for music lessons in the future. Whiting Chisman moved to approve Music Director Deborah Carr’s proposal. Bill Brown seconded the motion, and the motion was adopted.
Presentation from Professor Alain Outlaw Professor Alain Outlaw of Christopher Newport University spoke to the vestry and requested permission of the vestry to reexamine artifacts uncovered during the 1968 excavation of the second site of Elizabeth City Parish. He would possibly also wish to conduct an excavation at the site in the future, but he would return to the vestry for authorization before doing so. Whiting Chisman moved to approve Professor Alain Outlaw’s request. Duncan Garnett seconded the motion, and the motion was adopted.
Treasurer’s Report Treasurer Linda Curtis reported the following:
Year-to-date actual income exceeds year-to-date budgeted income . Year-to-date actual income exceeds year-to-date actual expenses . No money has been transferred this year from the reserve fund or from the Hoffman House account. The debit card of Junior Warden Bettyrene Pope was “hacked” but a new card has been issued. $875 in income from three facility rentals was received .
- $200 in prior year pledges and $700 in prepaid 2018 pledges have been received.
- Approximately $2000 received in donations for hurricane relief has been sent in a check to Episcopal Relief & Development.
- The balance in the Hoffman House account is over $70,000.
- When adding prepaid pledges ($31,290), year-to-date pledge income received still exceeds year-to-date expected pledge income. Senior Warden Bob Harper moved to approve the Treasurer’s Report. Mary Pat Croft seconded the motion, and the motion was adopted.
The revised version of the 2016 audit of St. John’s Episcopal Church ( distributed by e-mail) was discussed. Senior Warden Bob Harper moved to approve the revised version of the 2016 audit of St. John’s Episcopal Church. Whiting Chisman seconded the motion, and the motion was adopted.
Junior Warden Bettyrene Pope mentioned the need to develop written policies and procedures for certain financial matters.
A discussion was held about having a CPA conduct the 2017 audit of St. John’s Episcopal Church during 2018. Whiting Chisman moved to request proposals from at least two CPAs – to be received from November 2017 through December 2017 – to conduct the 2017 audit of St. John’s Episcopal Church during 2018, Duncan Garnett seconded the motion, and the motion was adopted.
Rector’s Report The Rev. Samantha Vincent-Alexander reported the following:
- A slate of delegates and alternates to the 2018 Diocesan Council was presented as follows: delegates – Susan Edmonson, Duncan Garnett, Rosemary Hobart, and Stephen Rous; alternates – Mary Pat Croft and Pamela Martin. Whiting Chisman moved to approve the slate of delegates and alternates to the 2018 Diocesan Council as presented. David Edmonson seconded the motion, and the motion was adopted.
- AED machines have been hung in the Parish House and in the north wing of the church. Thank you to Whiting Chisman for donating the two AED machines. A small training for ushers on how to use the machines needs to be held. The need for CPR training was also discussed.
- Approximately 80 pledge cards for 2018 have been returned, including some new pledges, compared to approximately 120 pledges in 2017. Vestry members will call parishioners who have not returned pledge cards in a few weeks.
- Samantha will be completing continuing education next week at Princeton Theological Seminary.
Assistant Rector’s Report The Rev. Mark Riley reported the following:
- Mark discussed his recent continuing education (two days at Virginia Theological Seminary) and vacation with his wife, Laura.
- October is Domestic Violence Awareness Month and information about it was distributed.
- Information containing evangelism reminders was also distributed.
Junior Warden’s Report Junior Warden Bettyrene Pope reported the following:
Normal maintenance has been accomplished, including the replacement of light bulbs (to include the replacement of light bulbs under the west balcony in the church) and the replacement of smoke detector batteries.
Leaks in the Parish House were checked and repairs made . A quote was obtained from E.T. Lawson for converting the boiler and the hot water heater from oil to natural gas. We are awaiting a second quote from Warwick Plumbing & Heating. A meeting with Q-Design regarding the Parish House proposal was held .
E.T. Lawson replaced one thermostat. Two tables and two welcome doormats for the Parish House were purchased .
Senior Warden’s Report Senior Warden Bob Harper reported the following:
Thank you to vestry members for attending the special vestry meeting. We are currently awaiting Q-Design to issue the RFP by early December 2017. Thank you to Rosemary Hobart for her efforts in ensuring a successful Celebration Sunday. The vestry should expect adoption of the 2018 budget in November 2017. The stewardship campaign is operating parallel to the budget process, with phone calls to parishioners made prior to the November 2017 vestry meeting.
Vestry Liaison Reports (none)
New Business Junior Warden Bettyrene Pope announced that St. John’s Episcopal Church will be hosting A Night’s Welcome during the week of February 3-10, 2018.
Closing Prayer Junior Warden Bettyrene Pope led the vestry in a service of Compline.
Adjournment Senior Warden Bob Harper adjourned the meeting at 7:51 p.m.
David Edmonson, Acting Registrar