The Vestry of St. John’s Episcopal Church Elizabeth City Parish, was called to order on May 19, 2020 at 6:34 p.m. Present were: Senior Warden, Charlie Edmonson, Junior Warden, Bettyrene Pope, Greg Brauer, Dan Clark, Denine Miller, Doug Perry, Stephen Rous, Ruth Simmons, Treasurer, Linda Curtis, The Reverend Samantha Vincent-Alexander, and The Reverend Mark Riley. Absent, excused: Registrar, Emily Klotz, and Youth Representative, Darius Rowe. Note: This Vestry meeting was conducted via Zoom, in keeping with the Diocese’s mandate for social distancing due to the COVID-19 pandemic.
The meeting was opened with prayer.
Treasurer’s Report, Linda Curtis
As a result of the unusual year, Linda reported total revenue for the month of April is quite a bit below budget. While non-pledge income is down considerably, pledge income is only down slightly. Considering where we are and what is going on, we are doing pretty well. Budgeted operating expenses are slightly over for the month, but not completely out of line. Some items of note include the issue regarding lay pensions with CPG has been resolved so we are caught up and correct for the year, the second quarter property insurance has been paid, the fire alarm in the church has been repaired, the organ has been tuned, and the church has paid their contribution to the Downtown Hampton Child Development Center. Linda also reported she has not yet received an expected $35,000 to $45,000 from Endowment.
April minutes were approved.
Rector’s Report, Samantha Vincent-Alexander
Reopening: The Bishop has appointed a task force to address the reopening of churches by creating a protocol that is expected to be sent to each church in the Diocese sometime in mid-June. Once received, each church’s Vestry must create a plan that incorporates the protocol and which must be approved by the Bishop before being implemented. Samantha does not anticipate a reopening until the beginning of July, at the earliest. She expects all hymnals, bibles, and prayer books to be removed from pews, a ban on all congregational singing for months (Deborah has more ideas to bring into the service), possibly one form of communion (wafer only), and using Morning Prayer on a regular basis instead of Communion. Samantha also mentioned the difficulty of finding cleaning supplies and face masks as a deterrent from reopening due to the enormity of the scale needed, the high demand, and the lack of availability. She confirmed, even after reopening, services will continue to be available on Facebook live.
Playground: An update on the delivery of playground equipment has not been received. The delivery and installation were stalled because of nonessential status. Samantha is still waiting to hear back from them.
Update on Loan: The church has received a $44,000 PPP loan from the federal government. The loan does not need to be paid back if, at the end of a ten-week period, proof is given that 75% of the loan was used to cover payroll expenses (up to 25% can be used to pay for utilities). If this cannot be proven, or there is unspent money, it must be returned. It was unclear as to whether or not the church will be able to spend all $44,000 in the timeframe given.
Tithley: After receiving good feedback, online giving will now be available through Tithley. There will be a link on the church’s web site, and it will be added to the videos of weekly services on Facebook live. Linda Curtis and Samantha Vincent-Alexander are the administrators. Margot Rous will also be added as an administrator – Samantha will confirm there is a pledge keeper email address for her.
Assistant Rector’s Report, Mark Riley
Technology: Mark reported on the current state of technology being used to broadcast services from the church. As a result of extensive research and consulting with others in the field, he has found we can do a lot for a little – a few thousand dollars at the most, and will not need to make a huge investment. Mark will email a one-page information sheet of his findings to the Vestry. Seven or eight pieces of equipment are needed to broadcast. Of those, two of the main pieces have been ordered but are on back order with no date in sight as to when we might receive them. A new microphone was recently purchased, but the old web cam is still being used. Consideration is being given to getting one with a wider angle for a better view. Mark explained we are doing okay with what we currently have, but these recent purchases will take us to a whole new level that should last for some time.
On a side note, Mark reported the aisles in St. John’s are six feet wide.
Food Pantry Box: It has been interesting to watch the transformation of the Food Pantry Box on the Queens Way side of the church. Mark is not sure how much is going in and out, but knows that it has definitely been noticed and is being used. Items get added all the time, and people are stopping to look at it and check it out. Mark commented, “It’s nice to know that, even in our absence, we’re still having an impact on the community.”
Senior Warden’s Report, Charlie Edmonson
Loan Resolution: Prior to the meeting, Charlie emailed a resolution to the Vestry for their consideration. See copy in file. Motion by Dan Clark, seconded by Ruth Simmons: The Vestry approves the loan resolution as presented by Charlie Edmonson. Motion approved unanimously. Charlie recommended talking to the church’s computer provider to confirm cloud backup of all church computers. Samantha agreed to look into this.
Signs: Charlie reported the signs in need of renovation have been removed by Archbell Signs and should be returned in a couple of weeks.
Hoffman House: Charlie reported that Bob Harper’s rent was forgiven for the month of April. He paid half of his rent for May. June and July rent will be prorated over the year 2021. Hudson has paid all of their rent for the months of April, May and June.
On a side note, Charlie asked Dan Clark to create a church policy on getting several bids when asking for price quotes that will eventually be added to the Vestry’s bylaws.
Junior Warden’s Report, Bettyrene Pope
Locks and Codes: Bettyrene will make a list of how many keys are needed and will touch base with Shannon Olson, who has already made a partial list (staff, AA, etc.). Anyone given a Parish Hall key must have had Safe Church Training. As new Vestry members, Doug Perry and Dan Clark will need to complete the training. Codes for entry must also be changed.
Bettyrene also reported the bathroom in the Hoffman House has been painted, an outdoor mailbox at the Hoffman House has been requested, several tree limbs will be trimmed tomorrow in order to accommodate some of the playground equipment, and the new Porta john from Eure has been delivered. Lastly, Bettyrene spoke with Jim Shoemaker, on behalf of the Mary Williams’ Trust, about paying for the new north doors in the church and two downspouts that are being replaced with copper.
Committee Reports
Outreach Committee: Doug reported on the expansion from one to two days a week of providing lunches to the H.E.L.P. Day Center in Buckroe. St. John’s is now responsible for Wednesdays and Fridays. Nineteen church members are involved with shopping for, preparing, and delivering sixty lunches a week. Since it is unlikely to occur, Outreach is using the Downtown Lunch Program budget line for expenses. Doug said people seem enthusiastic, and H.E.L.P. is very appreciative.
St. Anne’s Guild: Denine reported several members of the St. Anne’s Guild are meeting monthly on Zoom thanks to Linda McMahon.
New Business – Pastoral Check-Ins
Samantha emphasized the importance of the pastoral calls. Doug asked Samantha to send out a Passages announcement to the congregation for Bill Mace, who passed away on Saturday, May 16.
The meeting concluded with prayer and adjourned at 7:45 p.m.