At its August meeting, the Vestry:

1) approved the nominations of Peggy Pratt, Jimmy Satterwhite, Chick White, and Caroline Alexander Williams to the Social Ministry Committee;

2) approved the recommendation of the Social Ministry Committee to disburse funds in the amount of $500 from discretionary outreach funds to VATECH (formerly Vosloorus AIDS Training Education Counseling and Home Care);

3) accepted with gratitude a gift of $500 in memory of Robert Wilson, this gift designated by donor Bert Kaplan for the Sacred Verse Program;

4) received an update on the Orange County Mission and learned that the Bishop has approved the new name of The Episcopal Church of the Advocate;

5) elected Jean DeSaix to fill the unexpired Vestry term of Barbara Tolin Rowan ;

6) received a report from the FreshLook Committee on campus ministry;

7) learned of plans to document stewardship of time and talents by volunteers in the parish;

8) allocated the sum of $6250 from Undesignated Gifts and Bequests for the purchase of replacement computer hardware as requested by the Parish Administrator; and

9) allocated the sum of $871.50 from Undesignated Memorials to purchase a Lectern Bible and a Gospel Book to present to The Episcopal Church of the Advocate.

Following a bag supper, the Vestry met in focus session with the Parish Discernment Committee. Vestry members present were Ted Vaden (Sr. Warden), Paul Carew (Jr. Warden), Robert Wright, Dick Taylor, Kevin Trapani, Bunnie Collura, George Evans, and Jack Scarborough. Also present were Stephen Elkins-Wilkins (Rector), Barbara Hastings (Parish Administrator), Barney Varner (Sr. Associate Treasurer), and Nancy Kelly (Clerk).

The Rector opened the discussion at 6:30 p.m. by welcoming the members of the Parish Discernment Committee: Betty Pristera (Chair), Locke Bowman, Jean DeSaix, Martha Hart, Douglass Hunt, and David Jamieson-Drake. He went on to say that Ms Pristera will soon be passing the role of committee chair to Mr. Jamieson-Drake. Also, Rev. Bowman will be leaving at the end of September, and Rev. Richard Pfaff will take his place on the committee. Catherine Grace, who is a new member of the parish with similar experience in a previous parish, has been named to the committee. He asked the committee members present to speak about the committee's role in the parish and to address the issue of needed Vestry support.

Ms Pristera began the discussion by stating that recently there have been ten or more individuals involved in the discernment process. She asked Rev. Bowman to comment on the history of the committee, adding that the committee has been very appreciative of Rev. Bowman's work, to which he replied that he never appreciated any assignment more than this one and that he has looked forward to the meetings.

Rev. Bowman informed the Vestry that the Parish Discernment Committee was once called the Ordination Committee, and it was assumed that those who came to the committee for support were already far along in the process towards ordination. He observed that the parish committee parallels the diocesan Commission on Ministry. He described the emphasis on process in discernment. The process begins with the telling of one's story, of how inner promptings were manifested in a call to ministry. Following conversation with the Rector, the individual is referred to the committee, with which the story is shared. The next step in the process is Vestry support, followed by going before the Bishop and then the Commission on Ministry. The individual then begins seminary and at this point in the process has a faculty advisor. An internship follows. The role of the Parish Discernment Committee in this process is to create a prayerful and reflective setting in which the individual with a call to vocation can articulate personal convictions and express concerns.

Mr. Hunt, who has served on the committee since 1979, spoke of how the committee recognizes a true call to the ministry. He spoke of this call to ministry as the essence of practicing Christianity, of living it and expressing it.

Mrs. Hart, who has served on the committee for three years, added that she hopes that her presence on the committee will bring the perspective of the diaconate. She and Bill Joyner will engage this fall in educating the parish about the diaconate.

Mr. Hunt added that the committee has been blessed by a series of clergy as members of the committee: Bob Gregg, John Westerhoff, Bishop Charlton, Rev. Bowman, and Rev. Pfaff.

Mr. Elkins-Williams commented that the paperwork involved in the process is somewhat a result of the success of this committee, in that our Parish Discernment Committee served as the model when the Commission on Ministry suggested that all parishes require such a committee.

Mr. Vaden expressed his admiration for the work of the committee in its role of helping individuals discern a call to ordination. He asked how the committee helps individuals to discern that perhaps they do not have a call to ministry. Mr. Hunt replied that the committee works to help individuals understand where their talents best fit in the three orders of the Episcopal church, whether it be the clergy, the diaconate, or the laity.

Mr. Wright asked what is the role of the Vestry when candidates are referred by the committee. Should the Vestry be expected merely to rubber stamp the recommendation of the committee, or should it be expected to engage in the discernment process itself? What criteria should the Vestry consider? Mr. Hunt explained that the Parish Discernment Committee refers the individual to the Rector, who then refers him to the Vestry. Mr. Elkins-Williams added that the Vestry should trust the work of the committee and that Vestry approval of the candidate indicates that they know of no impediment and are convinced that the individual leads a wholesome and godly life. Mr. Taylor restated Mr. Elkins-Williams' comments, asking if Vestry signatures indicate that they know of no reason not to recommend the candidate, with the assumption that the committee is in place to deal with the details. Mr. Elkins-Williams explained further that it is the Vestry that has the canonical responsibility for approval of candidates.

Mrs. Pristera expressed thanks for the Vestry's trust of the work of the committee, but she cautioned that Vestry members should trust in themselves and raise any concerns they might have about the candidacy of an individual. Mrs. Hart said, from personal experience, that the Rector gives a brief introduction of the candidate to the Vestry, and that Vestry members should then take advantage of the opportunity to ask questions of the candidate. Mr. Jamieson-Drake suggested that if the Vestry comes up with specific criteria or questions to address to all candidates, it should refer these to the committee, who will then process these recommendations.

Mr. Trapani asked to what extent the committee checks into the individual's story. Mr. Jamieson-Drake replied that the canons require specific information of candidates and that this information, once the candidate has been referred to the Bishop, must be documented. Mr. Elkins-Williams added that when the time comes for a specific job offer, a background check is carried out. Mrs. Pristera said that the questions asked of candidates are very intimate and incisive, and as a result concerns will surface through discomfort of the candidate. Mrs. Hart added that each candidate must write a spiritual auobiography.

Mr. Taylor said that it would be useful for Vestry members to take another look at the form that they're asked to sign when a candidate comes before them.

The focus session concluded at 7:10 p.m., and the Vestry moved to the more formal part of the agenda.

The August meeting of the Vestry was held in the parish library on August 26, 2003. Vestry members present were Ted Vaden (Sr. Warden), Paul Carew (Jr. Warden), Robert Wright, Dick Taylor, Kevin Trapani, Bunnie Collura, George Evans, and Jack Scarborough. Also present were Stephen Elkins-Wilkins (Rector), Bill Joyner (Deacon), Barbara Hastings (Parish Administrator), Barney Varner (Sr. Associate Treasurer), and Nancy Kelly (Clerk).

The Rector presided and opened the meeting at 7:10 p.m..

Devotions
Devotions were led by Mr. Vaden. He based the devotions on a recent visit to the Loreto Mission in Santa Fe and on the story of its spiral staircase, whose construction remains somewhat of a mystery. He then related this unique staircase to the DNA double helix. He spoke of discoverer James Watson, an atheist, and of Francis Collins, current director of the national Human Genome Project, who has said that faith is not something one does only on Sunday, that it is critical to have meaningful dialogue between men of faith and men of science, and that ideally this dialogue would involve some of the same men. He concluded the devotions with a prayer for joy in God's creation.

Selection of Timekeeper
Mr. Evans agreed to serve as timekeeper for the meeting.

PARISH CONCERNS

There were no parish concerns expressed.

The following correction was made to the minutes of the focus session of July 17:

p. 1, line 2, change "Joe Ferrell, who will be serving as a delegate to General Convention" to "Joe Ferrell, who will be serving as a deputy to General Convention"

The following correction was made to the minutes of the Vestry meeting of July 17.

p. 4, motion at bottom of page, change "of which $20,000 is designated for the James Fund and $5000 designated to assist with the red needlepoint kneelers in the chapel" to "of which $20,000 is designated by the donor for the principal of the James Fund and $5000 designated by the donor to assist with the red needlepoint kneelers in the chapel"

It was moved by Mr. Scarborough, seconded by Mr. Carew, and passed unanimously, that the Vestry approve the minutes of the focus session of July 17 and of the Vestry meeting of July 17 as amended.

With the exception of Mr. Holland's task to draft a response to Butler & Burke about concerns expressed in the annual audit, all the tasks of the addendum have been completed. Mr. Holland's task is to remain on the list, pending completion.

The following items were placed on the Consent Agenda (attached):

- nominations of Peggy Pratt, Jimmy Satterwhite, Chick White, and Caroline Alexander Williams to the Social Ministry Committee

- recommendation of the Social Ministry Committee (attached) to disburse funds in the amount of $500 to VATECH (formerly Vosloorus AIDS Training Education Counseling and Home Care), to be disbursed from the discretionary outreach line item.

The Vestry added to the Consent Agenda the following item:

- Vestry acceptance with gratitude of a gift of $500 in memory of Robert Wilson, this gift designated by donor Bert Kaplan for the Sacred Verse Program (Gretchen Jordan will see to its use as designated).

It was moved by Mr. Taylor, seconded by Mr. Carew, and passed unanimously, that the Vestry approve the Consent Agenda.

The report of Mr. Elkins-Williams is attached.

Commenting on item 1 of the report, Stephen Stanley's call to be Associate Rector at Christ Church, Roanoke, Mr. Elkins-Williams said that Mr. Stanley is excited about the move. Mr. Varner raised the matter of Mr. Stanley's discretionary fund, saying that although the fund belongs to the church, the church has the option of sending the balance on with him to his new position. This matter was referred to the Finance Committee for study and a recommendation. Mr. Vaden commented on the outstanding celebration at the recent parish barbecue of the Stanley family's contributions to the parish.

Referring to item 3 of the report, the search for a campus minister, Mr. Elkins-Williams commented that Tammy Lee enjoyed a personal significant experience with campus ministry and that she would bring many talents to the position. He will name a committee, including an individual from the diocesan Commission on Higher Education, to engage in a month-long process. With respect to this position, the Personnel Committee needs to finalize the job description.

Referring to item 5 of the report, General Convention, Mr. Elkins-Williams stated that he is willing to engage in discussion with parishioners who have concerns about actions of the recent General Convention, and he asked that Vestry members refer any concerns of parishioners to him. Mr. Wright suggested that Sunday announcements highlight the dates and places of the meetings scheduled across the diocese in September to address such concerns.

Mr. Elkins-Williams asked Mr. Trapani to comment on the work of the FreshLook Committee, which was charged with the task of assessing the Episcopal Campus Ministry at UNC and the Chapel of the Cross. Attached are a memo to the Rector from Mr. Trapani outlining the work of the committee and a draft of the conclusions of the committee. He emphasized the desirability of developing a consistent, sustainable student leadership process. Past and current practice of the ECM has been that adults have assumed most of the leadership.

Mr. Trapani summarized the requests that the committee makes for Vestry action. By November there should be a formal document of ECM protocols, this task to be undertaken by a committee of parishioners. By January, a leadership development program, also designed by a committee of parishioners, should be in place. Another committee should be given the task of assessing the broader issue of campus ministries, as well as young adult ministries as they intersect with campus ministry.

Mr. Elkins-Williams thanked Mr. Trapani for the excellent work of the committee.

Mr. Vaden stated that the Vestry needs time to study the report and respond.

Sr. Warden
Mr. Vaden informed the Vestry that he has advertised the two cars used by the Johnson Intern Program for auction.

Attached is a list of the incoming class of Johnson Interns. The five interns - Marsha Anderson, Sarah Donahue, Katie Healy, Tim Peterson, and Chris Taylor - will be commissioned at the 11:15 a.m. service on September 7. That afternoon there will be a pounding party at their house to welcome them to Chapel Hill.

Mr. Vaden updated the Vestry on the work of the Long Range Planning Committee, which met most recently on August 25. There was discussion of the process of how to involve the parish in the long-range planning process. First there will be a parish-wide mailing of the content summary of the work of the committee. Two adult Sunday School hours are scheduled, on September 21 and September 28, to present and discuss long-range plans. A survey will then be sent to all parishioners to gather information, this step to be completed by Advent. The committee will meet again in early 2004 to prepare a report to the Vestry by the May retreat. A focus session with the Vestry is scheduled for the September 18 meeting.

Jr. Warden
The report of the Jr. Warden is attached.

Referring to the second item of the report, volunteers, it is recommended that the parish designate a month in which every organization completes a sign-in sheet to log hours volunteered by parishioners in order to get a sense of stewardship of time and talents. It was suggested that in addition to time spent in meetings, the sign-in sheet indicate the amount of time spent in preparation for meetings.

Mr. Carew also called attention to the plan to develop a multi-year strategic plan for the work of the Stewardship Formation Committee.

Parish Administrator
The report of the Parish Administrator is attached.

Mrs. Hastings called attention to the recent meeting with the Treasurer, Sr. Associate Treasurer, Treasurer-Elect, Chair of the Finance Committee, and Parish Accountant to review recently adopted job descriptions for the various financial positions. Expectations, duties, scope, and limits of each position, responsibility for setting up financial books for Episcopal Church of the Advocate, and a training schedule for the Treasurer-Elect were discussed.

Mrs. Hastings suggested that Vestry members check out the new ECM web site. Mr. Trapani commended the work of Anne Altaffer, saying that the students are very appreciative of her work. The web site will expand over the next few months to reflect the way in which college students communicate. Mr. Elkins-Williams added that Van Quinn is developing a music web site for the parish.

Attached are a report from Mrs. Collura, Vestry liaison to the Social Ministry Committee, and a report on education at the Chapel of the Cross.

Treasurer
Attached is the Treasurer's Report for July 2003. Also attached is a comparison of the budget for June/July 2002-2003.

Mr. Elkins-Williams commented that the budget doesn't raise any concerns at this point.

Finance Committee
The report of the Finance Committee is attached.

Mr. Wright outlined the recommendation of the Finance Committee for replacement of computer hardware. To be replaced are three clergy laptops with two laptops and one desktop computer, as well as three CPU's.

It was recommended by the Finance Committee, and passed unanimously, that the Vestry allocate the sum of $6250 from Undesignated Gifts and Bequests to cover the costs of computer hardware replacement as requested by the Parish Administrator in her memo of June 24, 2003.

Mr. Elkins-Williams said that the Chapel of the Cross had initially planned to present the new Episcopal Church of the Advocate with a processional cross, but since they already have a cross, the parish will present them with a Lectern Bible and a Gospel Book.

It was moved by the Finance Committee, and passed unanimously, that the Vestry allocate the sum of $871.50 from the Undesignated Memorials fund to purchase a Lectern Bible and a Gospel Book for presentation to The Episcopal Church of the Advocate.

Mr. Varner will tell Vivian Varner of this action of the Vestry so that she can proceed to order the gifts in time for the launching of the new congregation.

The next meeting of the Finance Committee will be on Tuesday, September 9, instead of Monday, September 8.

Personnel Committee
Mr. Elkins-Williams announced that Holly Phelan has been named a parish wedding coordinator.

Orange County Mission
Mr. Elkins-Williams welcomed Orange County Missioner Lisa Fischbeck to the meeting.

Ms Fischbeck announced that the new name for the Orange County Mission, recently approved by Bishop Curry, will be The Episcopal Church of the Advocate. She explained that the group was intentional in using "Episcopal" in the name and that the name is based on scripture, yet is unique. Attached is a memo about the selection of the name for the new church.

Ms Fischbeck then displayed to the Vestry the processional cross that was donated by a member in honor of his mother and crafted locally by Bill Moore. The Celtic cross features Jesus in the role of advocate. Images of this cross will become the logo of the church.

The church will be launched at a festival Eucharist at Church of the Holy Family on Sunday, September 21. Worship will begin on Sunday, September 28. Worship services will be held on Sundays at 5:00 p.m., at the Unity Center for Peace Church until January, and then at the Carrboro Century Center.

There are about fifty individuals, including children, who have indicated their desire to be a part of the launching congregation. Of these, about eleven or twelve are from Chapel of the Cross. Included are several octogenarians, single parent households, young adults, and talented musicians.

In January, the church plans to go before the Commission on Missions to request a change in status from parochial mission to independent parish. At this point the church would be canonically independent, Ms Fischbeck would become a vicar, and the church would establish a vestry.

Mr. Taylor asked if this change in status might be too soon and asked if the three sponsoring parishes should continue to be involved, to which Ms Fischbeck replied that the parishioners look forward to and embrace the idea of independence and ownership.

Ms Fischbeck then spoke of the planned budget over three years. The previously outlined budget assumed some financial support from the three sponsoring parishes. A pledge drive is in the planning stages, but the results of this pledge drive won't be known until November. The goal is for $50,000 in pledges for 2004 and $100,000 for 2005. Land acquisition is not included in the 2004 budget, but a search for land might begin in the spring of 2004. Mr. Wright commented that it is good to have high expectations for financial stewardship.

Election of Vestry Member to Fill Unexpired Term
Following discussion of the candidates who had agreed to have their names put forth to fill the remainder of Barbara Tolin Rowan's term, the Vestry elected Jean DeSaix to serve until May 2005. Mr. Elkins-Williams will notify the candidates of the results of the election.

Mr. Elkins-Williams led the Vestry in prayer, and the meeting was adjourned at 9:40 p.m.

Respectfully submitted,
Nancy F. Kelly
Clerk of the Vestry

LIST OF ATTACHMENTS

(Attachments are available for review in the library.)

Mr. Holland - Draft response to Butler & Burke about concerns expressed in annual audit.
Gretchen Jordan - Ensure designated use of gift in memory of Robert Wilson.
Mr. Elkins-Williams - Notify candidates for Ms Tolin Rowan's unexpired term on Vestry of results of election.
Finance Committee - Study issue of Mr. Stanley's discretionary fund and make recommendation.
Personnel Committee - Finalize job description for Associate for Campus Ministry.
Mr. Varner - Instruct Vivian Varner to order Lectern Bible and Gospel Book for Episcopal Church of the Advocate.