2011 Annual Meeting Minutes

DRAFT MINUTES OF THE ANNUAL MEETING
OF THE CHAPEL OF THE CROSS
SUNDAY, 27 FEBRUARY 2011

    The Annual Meeting of the Chapel of the Cross convened at 10:00 a.m. in the church.  Following the singing of Hymn 552, “Fight the good fight with all thy might,” Rector Stephen Elkins-Williams welcomed those present to the meeting.

Agenda

    The Rector began the meeting by stating that the purpose of the Annual Meeting is to review the ministry of the parish for the last year, including our financial stewardship; to look at plans for the coming year and into the future; and to elect four new Vestry members for three-year terms.  He explained that, since this year there are four candidates for four positions, later in the meeting he would entertain a motion to suspend the rules and elect the candidates by acclamation.

    Mr. Elkins-Williams called attention to the 2010 Annual Report (attached), which provides an overall look at the ministries of the Chapel of the Cross.  It is more streamlined and visually friendly this year, for which he thanked Nick Jaeger for his creative work in organizing and laying out the report.   Mr. Elkins-Williams asked the congregation to turn to the inside front cover of the annual report and read together the parish mission statement because it is “what unites and inspires us and calls us to give of our time and our resources and ourselves.”  

Treasurer

    Mr. Elkins-Williams then introduced David Joseph, who has completed the first year of his three-year term as treasurer.  He thanked Mr. Joseph for his service to the parish and noted particularly his work in helping the parish move toward more comprehensive and informed financial planning for the future.

    Using a PowerPoint presentation of thirteen slides, Mr. Joseph presented highlights of 2010 and the recently adopted 2011 budget, looked at long-term planning, and then put parish finances in the context of a narrative budget.  He began with a single-sentence summary:  “The financial health of the parish is strong.” 

    Total revenue for 2010 was $1,722,752.  Nearly 80% of parish revenue came from pledges in 2010.  Expenditures for personnel made up 53.4% of the budget in 2010.  In addition to regular, anticipated expenses, this past year there have also been expenses for repairs for the chapel bell and tower, and repairs are planned for stained glass windows.

    Mr. Joseph explained that the Finance Committee is trying to take a long view in planning finances, considering the past five years and the next five years and beginning to plan for ongoing capital needs.  The committee is also trying to move away from using the Program Fund to support ongoing operations, hoping to end this practice in 2012.  Growth in membership and pledge income will be necessary for the success of this move, he said.

    The narrative budget for 2011 outlined the categories of mission within the parish:  Outreach-Social Ministries, Outreach within the Episcopal Church, Music and Worship, Evangelism and Hospitality, Christian Formation, Pastoral Care, and Parish Life and showed expenditures in each area. 

    Mr. Joseph reported that the 2010 audit will be done by Butler & Burke in mid-May.  He said that copies of the 2011 budget were available at church exits and in the office.

    Mr. Joseph noted the dedicated work of the Finance Committee, chaired by Ann Craver, with members Ford Worthy, Harriet Gaillard, Dick Taylor, Hodding Carter, and with the support of John McGee, Chris Fitzsimmons, Gary Monroe, and Barney Varner.  He also expressed thanks to Parish Accountant Debby Kulik, and to the teller team.

Master Plan Steering Committee

    Mr. Elkins-Williams then introduced Senior Warden Ford Worthy to provide an update on the master plan.  He remarked that the parish is fortunate to have a Senior Warden who is “incredibly organized and dedicated and discerning” and who provides strong, effective leadership.  Mr. Worthy was welcomed with applause.

    Using a PowerPoint presentation, Mr. Worthy drew attention to the first image:  “A Light on the Hill:  Building to Serve.”  He stressed the importance of those words.  He then reviewed the history of the master plan, beginning with a space use study committee in 2001 and including the efforts of ten successive vestries.  More than 250 parishioners and their families have contributed so far.  He explained the intent and current scope of the plan, now about half the size of the original plan, and the financial advantage of beginning as soon as possible, while construction costs are down.
 
Mr. Worthy discussed each of the four tracks of the plan:  taking care of our existing facility, the regulatory process, the capital campaign, and design and construction.  (1) The Finance Committee and the Vestry have taken steps to plan for planning and continuing care of our existing facility.  (2) Permits have either been secured or requested from appropriate agencies.  (3) David Dill and Watson Bowes led a successful combined annual and capital campaign this past fall, contacting more than 300 parishioners.  The capital campaign is scheduled to be completed at the end of June. (4) Design images have been available in the dining room for quite some time  In the past two years, assumed project costs have fallen from $10,090,000 to $7,000,000.  The next step is to have architect Hartman-Cox prepare schematic drawings and to engage a contractor.

    Mr. Worthy said that these plans are ambitious but are achievable with broad support.  

Environmental Concerns

    Mr. Worthy next recognized Linda Rimer to speak on environmental considerations with our physical facility and plans.  Ms. Rimer gave a brief history of the parish commitment to “building green” and then listed some of the green considerations for the planned construction project:  minimize impact to existing green space and trees; use energy efficient windows, HVAC systems, and water fixtures; use day-lighting as much as possible; minimize construction waste and recycle as much as possible; use sustainable materials, purchased locally when possible; choose materials and furnishings that do not off-gas formaldehyde or other volatile organic compounds; current plans call for a terrace that will allow us to “embrace Coker Arboretum.”

Historical Perspective

    The Rector spoke briefly about the history of the parish, beginning with William Mercer Green and the twelve men and women who began this congregation in 1842 and built the chapel that is still a vital part of our worship space today.  In the 1920s the parish built a new church building and parish house, taking on seventeen years of debt to accomplish it.  We have all benefited from those who have gone before us, and it is now, Mr. Elkin-Williams said, our turn to expand our buildings and our ministry.

Vestry Candidates

    Mr. Elkins-Williams thanked and recognized the service of the outgoing members of the Vestry:  Jr. Warden Harriet Gaillard, who had chaired the Stewardship Formation Committee; Ann Craver, who had chaired the Finance Committee; Doug Kelly, who had chaired the Buildings and Grounds Committee; and Bill Stockard, who had chaired the Personnel Committee.

    He then recognized continuing members of the Vestry:  Sr. Warden Ford Worthy, Valerie Bateman, Linda Rimer, James Moeser (elected by the Vestry in February to fill the remainder of Hodding Carter’s term), Alice Cotten, Nancy McGuffin, Dick Taylor and Joel Wagoner.  He also recognized and thanked Treasurer David Joseph and Clerk Nancy Kelly.  Mrs. Kelly was unable to be present at the annual meeting, and Alice Cotten took minutes in her absence.

    Mr. Elkins-Williams then asked nominees for the Vestry to come forward to be introduced:  Joe Ferrell, Hugh Morrison, Alan Rimer, and Nancy Tunnessen.  As the time for the meeting had expired, each candidate was asked to speak very briefly about what he or she would bring to the Vestry.  Mr. Ferrell said that he had been a member of the Chapel of the Cross since 1956 and pointed out that he played a role in getting the bits of color in the upper reaches of the church.  Mr. Morrison suggested that the congregation refer to the printed biographical information about him.  Mr. Rimer said that his first Vestry service was at St. Stephen’s in Durham and mentioned that he is now coordinating repairs for the stained glass in the church and chapel.  Ms. Tunnessen said that she was very interested in the community of the church and in the importance of hospitality and welcoming others.

    Mr. Elkins-Williams asked whether there was a motion to suspend the rules and elect the four nominees by acclamation.  There was a chorus of motions to do so, several seconds to those motions, and the four were elected by unanimous acclamation.

Motion to Adjourn

    Mr. Elkins-Williams asked whether there was a motion to adjourn.  There were several such motions, followed by seconds of the motions and unanimous approval.

    The meeting concluded at 11:02 a.m. with the singing of the Doxology.

                    Respectfully submitted,

                        Alice R. Cotten
                        Secretary Pro Tem

Attachments:
    -  -  -  Annual Report
    -  -  -  Narrative Budget