SUMMARY

At its March meeting, the Vestry:

• approved the recommendation of the Capital Campaign Committee to hire a new Director of Stewardship and Development for a term of three years, with the desired goal of salary support of up to 25% from the operating budget beginning in 2010, with a target date of July 1 for filling this position;
• discussed how best to establish a file of e-mail addresses for all parishioners in order to send more information electronically, with the effect of reducing print material and its resulting costs;
• approved the expenditure of up to $2100 from the Cobb Chapel Fund to support the recommendation of the Buildings and Grounds Committee to install an additional chapel banister;
• supported the town’s recommendation to place a historical marker for Pauli Murray in front of the church on the town right-of-way;
• learned of a proposal to petition the Town Council to extend Sunday street parking until 3:00 p.m.; and
• approved the recommendation of the Social Ministry Committee for disbursement of $1000 from the Discretionary Outreach line item to Urban Ministries of Durham.

FOCUS SESSION

OPENING

PARISH CONCERNS

APPROVAL OF MINUTES

ROLLING ACTIONS

CONSENT AGENDA

The following item was placed on the Consent Agenda (attached):

-recommendation of the Social Ministry Committee for disbursement of $1000 from the Discretionary Outreach line item to Urban Ministries of Durham

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

CLERGY REPORTS

Rector

The Rector’s Report is attached.

Commenting on item 2 of his report, Mr. Elkins-Williams said that he has been inspired by the changes in the Annual Report, which he said will serve as motivation to address changes to Cross Roads.

Mr. Hawkins asked if changes to Cross Roads will mean that more individuals have an opportunity to contribute to its writing. Mr. Elkins-Williams said that the current thematic approach already involves writing by many individuals.

Mr. Elkins-Williams said that Cross Roads will continue to be published monthly for now. The goal is to encourage more parishioners to receive this publication electronically. An electronic format allows the use of more color, more in-depth treatment of topics, and the possibility of more cross referencing. Mr. Elkins-Williams envisions the possibility of brief digital stories of parish ministries sent through email.

One stumbling block to overcome is the issue of e-mail addresses. Mrs. McClaskey suggested that all parishioners be asked to submit an e-mail address so that inactive addresses can be purged from the files. Mr. Kelly said that generally invalid addresses bounce back, and he suggested that effort be spent to follow up on these bounce-backs. Mr. Elkins-Williams said that a greater problem is the issue of printed Cross Roads being sent back as undeliverable, for which the parish incurs a cost.

Mr. Kelly asked about the waste of paper and time in providing paper copies of materials in the monthly Vestry packets. He stated that he understands that asking Vestry members to print out their own materials was attempted in the past, with the result that page numbers were not consistent and therefore couldn’t be easily referenced in Vestry discussions. He suggested that perhaps only the minutes need to be printed for the meeting, and Mr. Elkins-Williams suggested that hard copies of the Combined Balance Sheets should also be made available. Mr. Hawkins added that a deadline of Tuesday at 5:00 p.m. should be mandatory for all reports in order to avoid last-minute distribution of paper copies. The issue of paper copies and deadlines for reports will be put on the agenda for the Vestry retreat in May.

Mr. Elkins-Williams referred to item 3 of his report and to the song (attached) he wrote for John Koch’s farewell.

Mr. Elkins-Williams reminded the Vestry of the Vestry election this Sunday after all services, including those at Carol Woods and Carolina Meadows.

On Sunday, March 29, following the 11:15 a.m. service, there will be a planned giving lunch. Parishioners Pat Phelan and Rhodes Craver will give a presentation.

Associate for Pastoral Ministry

Mrs. Jamieson-Drake’s report is attached.

Mr. Hawkins commented on the great support group for the unemployed that has been convened by Mrs. Jamieson-Drake and Tammy Lee. Mrs. Handy reported that about six parishioners attended today’s lunch.

VESTRY OFFICERS & PARISH

ADMINISTRATOR REPORTS

Senior Warden

The report of the Sr. Warden is attached.

Mr. Dill reported on his attendance at the recent annual CEEP Conference in New Orleans. He spoke of the extraordinary bus tour of areas supported by Episcopal Relief and Development. He concluded by encouraging all Vestry members who have not yet done so to read the speech given at the conference by Ray Suarez, circulated earlier by email.

Mr. Elkins-Williams said that next year’s CEEP Conference will be held on February 25-27 in Austin, Texas.

Junior Warden

The report of the Jr. Warden is attached.

Mrs. Ross reported on her recent attendance at the Diocese of North Carolina’s Wardens’ Retreat at Church of the Good Shepherd in Raleigh. She said that other parishes were greatly impressed by the COTC website and the new Annual Report. She plans to follow up on this experience by meeting with the Sr. Warden of Church of the Good Shepherd about stewardship issues.

Mr. Dill added that he has been impressed by how many individuals he meets at various conferences who have direct ties to this parish. He said that this makes him realize the potential of this church to attract support.

Parish Administrator

The report of the Parish Administrator is attached.

Mrs. Handy reported that COTC has agreed to provide space to the Morehead Planetarium after-school science program during their renovations, although it is uncertain how soon those would start.

Lunch with Bishop Curry is set for Sunday, April 19, from 1:00 - 3:00 p.m. at the Carolina Inn. The cost this year will be about $25, depending on the menu chosen.

Treasurer

Attached are the Treasurer’s Report and the Combined Balance Sheets as of February 28, 2009.

Mr. Monroe happily reported the good news of the budget. Unpledged contributions are up, which is encouraging. This might be explained in part by the thought that some parishioners continue to contribute to the church although, because of financial concerns in the current economy, they have not made a formal pledge for 2009.

The Vestry also received electronically from Barney Varner an update on 2009 pledges.

Mr. Monroe also commented on the re-establishment of the Investment Committee, which agrees that the existing investment strategies are appropriate in the current economic climate.

Mr. Dill said that at the recent CEEP Conference, he learned that churches suffer less from reduced donations in a bad economy than do other non-profits. Mr. Elkins-Williams said that we’re doing well perhaps in great part because of the emphasis placed all year on stewardship through the position of Director of Stewardship and Development.

COMMITTEE REPORTS

Finance

The report of the Finance Committee is attached.

Ms Cloud commented briefly on the lowered value of endowments in this economy and on the fewer conditions governing these endowments.

Buildings and Grounds Committee

The report of the Buildings and Grounds Committee is attached.

Mrs. Baum said that a budget line item needs to be established for the cleaning and re-washing work on the exterior of the chapel.

Referring to the proposed additional banister for the chapel, Mr. Elkins-Williams suggested to Mrs. Baum that the Cobb Chapel Fund is perhaps the appropriate funding source for this project.

It was moved by Mrs. Baum, seconded by Mr. Dill, and passed unanimously, that the Vestry approve the expenditure of up to $2100 from the Cobb Chapel Fund to support the recommendation of the Buildings and Grounds Committee to install an additional chapel banister.

Mrs. Baum reported that the committee is again going before the Historic District Commission to seek approval for widening of the driveway. This project is fully supported by the fire marshal, in keeping with safety requirements.

The new memorial plaque pathway is now in place, and Vestry members commented favorably on it.

Parishioner Peter DeSaix is studying how technology will affect the new building so that a coordinated effort can be effected.

The town has asked for COTC support of a recommendation to place a historical marker for Pauli Murray in front of the church on the town right-of-way. The Rector commented that this would be a most welcome effort.

There is a proposal to request town permission to extend Sunday street parking to 3:00 p.m. Mr. Elkins-Williams suggested that the support of the other downtown churches be solicited before presenting the petition to the Town Council.

Social Ministry Committee

The report of the Social Ministry Committee is attached.

Mrs. McClaskey reminded the Vestry that Crop Walk is this Sunday and suggested that Vestry members find a walker to sponsor.

Hospitality Committee

Mr. Kelly and Mrs. Gaillard asked if the Vestry would consider volunteering a week to provide refreshments after the 11:15 a.m. service. The date decided upon is Palm Sunday, April 5. Mrs. Handy will send a reminder to Vestry members.

OTHER REPORTS

Capital Campaign

Reid and Margaret Conrad, co-chairs of A Light on the Hill, arrived to report on the work of the Capital Campaign Committee.

The committee recommends recruitment of a new Director of Stewardship and Development. This recommendation is based on the strong impact John Koch had on stewardship in all areas of the parish - Annual Giving, Capital Campaign, and Planned Giving. The recommendation further states that the position should carry a three-year term in order to foster the building of relationships and that it should be partially funded by the operating budget beginning in 2010 in order to recognize that this position affects not only the Capital Campaign but the day-to-day operation of the parish as well.

Mr. Kelly asked if thought has been given not only to fund-raising skills, but also to the personal qualities and skills needed in a Director of Stewardship and Development. Mr. Stockard said that perhaps the Personnel Committee can use the experience gained with Mr. Koch in the position to tweak the qualifications for the position.

Mr. Hawkins asked that a timeline be placed on this search, and Mr. Elkins-Williams confirmed that there is a sense of urgency, although not at the expense of not finding the right person for the job. He suggested a targeted deadline, with the flexibility to alter this deadline if the right individual has not been found by that date. Mr. Hawkins further suggested that this position needs to be advertised within as well as outside the parish. He stated that we need to take advantage of the resources found within the parish. Mrs. Baum asked if there would be any concern about hiring a parishioner. Mr. Elkins-Williams replied that the Director of Stewardship and Development needs to be highly visible in the parish, and that it would be desirable for the individual in time to become a parishioner if not already a parishioner.

Mrs. Gaillard asked if the salary would be comparable to that of Mr. Koch, to which Mr. Elkins-Williams replied that a salary range would be established, with the actual salary to be determined based on skills and experience.

Mrs. McClaskey asked how the salary would be phased in to the operating budget. Mr. Dill said that this should be set as a priority in budget deliberations. This Vestry can’t commit a future Vestry to full support of this position in the budget, but it should establish a priority for this to happen over time. He added that the parish needs to recognize that a Director of Stewardship and Development has a direct impact on the operating budget.

Mr. Elkins-Williams suggested a target date of July 1 to fill this position, to which Mr. Dill added that it should be done as rapidly as possible. Mr. Conrad re-emphasized that a targeted deadline is good but that the right individual is of greater importance.

It was moved by Mr. Dill, seconded by Mrs. Baum, and passed unanimously, that the Vestry approve the recommendation of the Capital Campaign Committee to appoint a Director of Stewardship and Development for a term of three years, with the desired goal of salary support of up to 25% from the operating budget beginning in 2010, and that a target date of July 1 be set.

CONCLUSION

The Rector offered a prayer for families, asking Vestry members to name aloud the family and baby named on the slips of paper they had received at the focus session, and adjourned the meeting at 9:05 p.m.

Respectfully submitted,

Nancy F. Kelly
Clerk of the Vestry

LIST OF ATTACHMENTS

- - - Consent Agenda
- - - Treasurer’s Report
- - - Combined Balance Sheets as of February 28, 2009
- - - Finance Committee Report
- - - Sr. Warden’s Report
- - - Jr. Warden’s Report
- - - Rector’s Report
- - - Song in Recognition of John Koch’s Departure
- - - Report of Associate for Pastoral Ministry
- - - Buildings and Grounds Committee Report
- - - Social Ministry Committee Report
- - - Parish Administrator’s Report
- - - Recommendation of Capital Campaign Committee

ADDENDUM

Buildings and Grounds Committee – Follow up on the issue of having available at each service someone trained to troubleshoot problems with sound system.

Mr. Elkins-Williams - Refer Social Ministry Committee request for 1.4% of Capital Campaign budget for outreach to Capital Campaign Committee.

Mr. Logan - Convene discussion on issue of overstaffing.

Mrs. Baum - Check with Barney Varner about possibility of using Cobb Fund to pay for burial plaques.

Mr. Dill - Speak with Van Quinn to determine any potential impact on the music program that would result from using the interest in the James Fund instead of budgeting additional funds to support the music program.

Mr. Joyner - Work with Social Ministry Committee and Treasurer to clarify where tithes from bequests are to be placed prior to the decision to expend the money for work outside the parish.

Mr. Elkins-Williams and Wardens - Put on agenda for retreat the issue of paper copies for Vestry meetings and deadlines for monthly reports.

Mrs. Handy - Send reminder to Vestry members about providing refreshments after 11:15 a.m. service on Palm Sunday, April 5.