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July 23, 2009 - Vestry Minutes
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SUMMARY
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At its July meeting, the Vestry
1) welcomed diocesan intern Colin Miller and summer intern Ann Watford;
2) learned that the annual audit will include minor recommendations; and
3) learned that Archdeacon Bill Joyner has been asked to serve on the North American Association for the Diaconate.
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FOCUS SESSION
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Following a bag supper, the Vestry met in focus session in the parish library to learn about the role of deacons. Vestry members present were David Dill (Sr. Warden), Harriet Gaillard, Doug Kelly, Valerie Bateman and Ford Worthy. Also present were Stephen Elkins-Williams (Rector), Bill Joyner (Archdeacon), Martha Hart (retired deacon), Colin Miller (diocesan intern), Ann Watford (summer intern), and Nancy Kelly (Clerk).
Because there were so few Vestry members present, Mr. Joyner and Mrs. Hart presented an abbreviated session on the role of the deacon. The complete session will be rescheduled for a focus session in the fall.
Mr. Joyner explained that the word deacon comes from Greek and carries the meaning of servant. The role of the deacon is to serve the weak, the sick, the poor, and the lonely. Deacons don’t attend seminary, and they are not paid for their work. The deacon differs from a transitional deacon in that a deacon usually has a primary vocation outside the church or perhaps related to church work, whereas a transitional deacon is a step on the road to ordination as a priest. It has been said that a deacon has “one foot in the world and one in the church.”
Mrs. Gaillard asked about the educational requirements for becoming a deacon, and Mr. Joyner replied that there is a three-year program that includes a series of meetings with the rector and the bishop, a discernment process, and an internship. Mrs. Hart added that the program includes study of ethics, church history, and homiletics.
Ms Bateman asked if deacons visit parishioners, and Mr. Joyner replied that this is the case.
Mr. Joyner said that there is a growing number of deacons. There are about 3000 deacons nationally, with about 40 in the Diocese of North Carolina. This compares to 6000-7000 priests nationwide.
The role of the deacon in the liturgy and the sacraments was outlined. The deacon proclaims the Gospel, prepares the table and does the dismissal at the close of the service.
A deacon can also perform baptism, deliver but not consecrate the elements for the Eucharist, perform the litany of the dying, and do the committal at a burial service. .
Mrs. Hart added that one role of the deacon is to attempt to empower parishioners to get involved in the community outside the parish. Mr. Elkins-Williams noted that such involvement of parishioners has increased in the years since Mrs. Hart first became a deacon in this parish and Mr. Joyner was later assigned here.
Mrs. Gaillard asked if a deacon has a choice of parish to which he/she is assigned. Mr. Joyner replied that the bishop assigns a deacon to a specific parish, and the rector accepts the assignment of that deacon. The archdeacon, which is a role currently held by Mr. Joyner, makes recommendations to the bishop about assignments.
The focus session ended at 7:05 p.m., and the Vestry moved to the more formal part of the agenda. |
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OPENING
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The July meeting of the Vestry was held in the parish library on Thursday, July 16, 2009. Vestry members present were David Dill (Sr. Warden), Jimmy Satterwhite, Harriet Gaillard, Doug Kelly, Valerie Bateman, and Ford Worthy. Also present were Stephen Elkins-Williams (Rector), Bill Joyner (Archdeacon), Colin Miller (diocesan intern), Ann Watford (summer intern), Mary Anne Handy (Parish Administrator), Gary Monroe (Treasurer), and Nancy Kelly (Clerk).
The Rector presided and opened the business meeting at 7:05 p.m. He began by introducing Mr. Miller and Ms Watford to the Vestry. Mr. Miller is in a PhD program in theology at Duke and will serve as a diocesan intern at least until January, and Ms Watford is a rising senior at Davidson College and will serve as a summer intern in the parish.
In the absence of a quorum, the meeting was limited to presentation of reports and no actions were taken.
Bible Study
Mr. Dill led the Bible study for the evening. The Gospel reading appointed for the day was Mark 2:23-3:6. He concluded the Bible study with a prayer. |
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PARISH CONCERNS
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Ms Bateman said that she has set up a blog to solicit concerns of parishioners and has received several e-mail concerns to date but none posted to the blog.
She noted that the two steps from the parking lot to the walkway by the parish office are difficult for some parishioners to maneuver. She suggested that a handrail be installed to solve this problem. Mr. Kelly said that there is a way for handicapped individuals to enter the church, but he will take this issue to the Buildings and Grounds Committee.
Another concern expressed to Ms Bateman was that of the fate of the two large oak trees once new building commences.
A third concern expressed to Ms Bateman was that of a parishioner who is upset that any new construction at all is being planned.
Ms Bateman then suggested that perhaps the parish Website should be set up for parishioner concerns. Mr. Elkins-Williams replied that the Website does provide a way for parishioners to contact the parish. Under the About Us section, there is a Contact Us section that includes e-mail addresses for clergy, staff, and Vestry so that concerns can be raised with the appropriate person.
Mr. Worthy said that he has a strong interest in finding ways to foster communication within the parish, and he said that the Website offers a great opportunity for this. The issue of anonymity was raised, and Mr. Worthy suggested that a password system could enable parishioners to post anonymously. Mr. Elkins-Williams expressed concern about comments from individuals who are not willing to be accountable for their communications. Mr. Kelly added that he would be concerned about response bias and cautioned against basing policy decisions on such e-mail responses. Ms Bateman said that positive as well as negative responses should be encouraged, but Mr. Kelly replied that response bias exists for the simple reason that people are less likely to make their feelings known if they are content with matters as they are. |
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APPROVAL OF MINUTES
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The following correction was made to the Vestry meeting of June 18:
p. 15, second paragraph under Parish Administrator, insert “He said that he would contact the bishop and find out.” after “Blue Cross-Blue Shield”
Mr. Elkins-Williams noted that he has already spoken with Bishop Curry about this matter and that it was a requirement of Blue Cross-Blue Shield but that coming changes in the diocesan insurance provider will make this matter a non-issue.
In the absence of a quorum, approval of the minutes was deferred to the August meeting. |
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ROLLING ACTIONS
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The tasks of Mr. Kelly (the sticking door), Mrs. Handy (Ms Bateman’s receipt of materials sent to Vestry packets), and Mr. Satterwhite (the request of funding for Grape Arbor) have been completed and are to be deleted from the list. The other tasks are to remain on the addendum, pending completion. |
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CONSENT AGENDA
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CLERGY REPORTS
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Rector
The Rector’s Report is attached.
Mr. Elkins-Williams, commenting on item 2 of his report, said that he is looking forward to welcoming Kristine Dahlberg as Director of Stewardship and Development, beginning August 1.
Archdeacon
Mr. Joyner reported that he has been asked to serve on the North American Association for the Diaconate.
Mr. Joyner also reported that he has been receiving regular reports from the head of El Hogar on the situation in Honduras. Ms Bateman suggested that these updates should be included on the Website.
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VESTRY OFFICERS & PARISH
ADMINISTRATOR REPORTS
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Senior Warden
The report of the Sr. Warden is attached.
Mr. Dill reported that his recent personal experience with the wedding of his daughter left him impressed with the wedding process at Chapel of the Cross. He added that Mr. Elkins-Williams did a superb job. He noted concern that all individuals involved in the process are compensated for their time, but that the church is not compensated for use of the space. Mrs. Handy replied that compensation for use of the parish space is included in the wedding coordinator fee.
Mr. Dill also reported on the June dinner-on-the-grounds that he helped organize. He said that it was a wonderful experience to interact with many parishioners who go to other services. He also commended the work of Claire Ellington, the new Hospitality Coordinator, saying that she did an outstanding job.
Ms Bateman asked how much it cost to have the dining room floors cleaned. Mr. Kelly replied that Facilities Manager Ron McGill explored how to accomplish the task and then did it himself. The floors are now much easier to maintain.
Junior Warden
The report of the Jr. Warden is attached.
Parish Administrator
The report of the Parish Administrator is attached.
Mrs. Handy said that Mr. McGill received an estimate for repairing the broken glass pane in the window of the conference room and decided that he would do the job himself, thus saving the parish some money. Mr. Kelly said that the Buildings and Grounds Committee is grateful for the conscientious work of Mr. McGill and repeatedly expresses their gratitude to him.
Mrs. Handy noted the attached organizational chart for the parish, which had been requested by Ms Bateman.
Treasurer
Attached are the Treasurer’s Report and the Combined Balance Sheets as of June 30, 2009.
Mr. Monroe reported that the parish is slightly behind budget as compared to last year. Endowment income explains about half of the $25,000 (3.3%) that the parish is behind budget. Total spending is down, however, and this is encouraging.
Mr. Monroe gave an update on the annual audit. Butler & Burke LLP has indicated that the management letter will include minor recommendations to address the issue of failure to enter an employee in the pension plan. Mr. Dill supplied some background information on this. It is now recommended that non-profits have not only a financial audit, but also a control audit or management review. Last year’s audit was the first year in which this was the case. In response to a question by Ms Bateman, Mr. Monroe said that a control audit is completed either when the parish requests one or when the auditor decides to complete one on the basis of findings in the financial audit.
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COMMITTEE REPORTS
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Finance Committee
The report of the Finance Committee is attached.
Mrs. Gaillard reported on the status of the Campus Ministry Budget request for 2010. Discussion of the budget was deferred to August because the Diocese is coming out with a new form, which Tammy Lee has not yet received.
Mrs. Gaillard said that a notice about the need for a new Treasurer has been placed in Crossings. Mr. Elkins-Williams also asked that Vestry members be thinking of individuals to approach about serving in this important role.
Buildings and Grounds Committee
The report of the Buildings and Grounds Committee is attached.
Mr. Kelly noted the many issues listed in item 3 of the report being discussed by the committee. He said that there is no need for Vestry action at this time.
Family and Child Ministry Committee
Ms Bateman reported that Vacation Bible School next week will be based on the lives and works of five saints.
Recruitment of church school teachers for the fall is underway.
Hospitality Committee
Ms Bateman challenged the Vestry to introduce themselves to new people every week as a way of fostering hospitality in the parish.
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OTHER REPORTS
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CONCLUSION
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Announcements
Mr. Elkins-Williams reminded the Vestry of the dinner-on-the-grounds this Sunday, July 19. The parish will also be hosting the girls’ choir from the Royal School of Church Music.
Mr. Dill asked Mr. Elkins-Williams to recount the experience he had at the reception for his daughter’s wedding. Mr. Elkins-Williams was approached by the parents of a former UNC student, who praised former Chaplain Stephen Stanley and the Chapel of the Cross for the role they played in helping their son through a very difficult time when he was suicidal. They reported that their son is now a successful adult with a family. Ms Bateman commented that this was a very inspirational story and suggested that it be put on the Website. She added that it might encourage the telling of more such inspirational stories.
Mr. Elkins-Williams said that he would like to see a focus session about the parish’s endowments, and Mrs. Gaillard suggested October. Mr. Elkins-Williams will also pursue the idea of an August focus session with the new Director of Stewardship and Development.
Ms Bateman said that Vestry members should be conscientious about indicating ahead of time when they will not be able to attend a Vestry meeting, in order to avoid meetings without a quorum.
The Rector offered a prayer and the meeting adjourned at 8:15 p.m.
Respectfully submitted,
Nancy F. Kelly
Clerk of the Vestry |
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LIST OF ATTACHMENTS
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- - - Treasurer’s Report
- - - Combined Balance Sheets as of June 30, 2009
- - - Finance Committee Report
- - - Sr. Warden’s Report
- - - Jr. Warden’s Report
- - - Personnel Committee Report
- - - Rector’s Report
- - - Buildings and Grounds Committee Report
- - - Parish Administrator’s Report
- - - Organization Chart of the Chapel of the Cross |
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ADDENDUM
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Mr. Joyner and Mr. Satterwhite - 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.
Finance Committee - Review practice of allocation of pre-paid pledges over twelve months.
Finance Committee - Check with Bill Daniell about legal issues relating to Vestry restricted funds.
Mr. Kelly - Take issue of installing handrail on steps from parking lot to sidewalk to Buildings and Grounds Committee. |
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