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August 20, 2009 - Vestry Minutes

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SUMMARY	At its meeting on August 20, the Vestry: • Approved the nomination of David Joseph as Treasurer, this appointment to begin with a training period under Treasurer Gary Monroe until its effective date of May 2010 • Approved the 2010 Campus Ministry Program budget request to the Diocese • Accepted the 2008 Draft Audit and Management Letter from Butler & Burke LLP • Approved the Diocesan Share for 2010, in the amount of $243,371 • Adopted as general priorities in drafting the 2010 budget the Diocesan Share, caring for those in need, support of clergy and staff, and sustaining our worship and programs • Learned that the Chapel of the Cross will co-sponsor with St. Paul A.M.E. a Diocesan Anti-Racism Workshop on Saturday, October 24 • Approved the correction to the position description of Facilities Manager in the Chapel of the Cross Personnel Policies manual to accrue leave as an exempt employee • Approved an additional week’s vacation (40 hours) to all full-time non-exempt staff and a pro-rated amount for all part-time staff who earn vacation, for those employees in pay status as of July 1, 2009 • Learned that, beginning in November, the default distribution of Cross Roads will be electronic, with a paper copy being sent only to those parishioners who request it.
FOCUS SESSION	Following a bag supper, the Vestry met in focus session in the parish library for an update on the Johnson Intern Program. Vestry members present were David Dill (Sr. Warden), Ele Ross (Jr. Warden), Tony Hawkins, Jimmy Satterwhite, Ann Craver, Harriet Gaillard, Doug Kelly, Valerie Bateman, Hodding Carter, Linda Rimer, and Ford Worthy. Also present were Stephen Elkins-Williams (Rector), David Frazelle (Associate for Parish Ministry), Bill Joyner (Archdeacon), Kris Dahlberg (Director of Stewardship and Development), and Nancy Kelly (Clerk). Mr. Elkins-Williams welcomed to the meeting Watty Bowes (Chair of the Johnson Intern Program) and Susan Gladin (Director of the Johnson Intern Program). Dr. Bowes began by reviewing the history of the Johnson Intern Program. The program, now ten years old, was named in honor of Margaret Callie Johnson, a parishioner who left her entire estate to the Chapel of the Cross, including her home. It was developed as a ministry to young adults who live in community and work in mostly non-profit organizations involved in social justice. Spiritual development and leadership training also form part of the program. The program began with three interns in 2000 and gradually expanded to the current level of eight interns. For the first time this year, one of the interns, Will Owen, is returning for a second year. The group of interns is interdenominational, as well as diverse in many other respects. In 2005, the program became an independent 501(c)(3) organization, and Ms Gladin became the director. Each intern is assigned a trained mentor, many of whom are parishioners of Chapel of the Cross. Each intern is assigned also to work with a community organization, and to date, some twenty separate community organizations have been served. The interns for this year are Rachel Kinney from Virginia, Stephen Nobles from North Carolina, Will Owen from Texas, Alexi Parschos from Massachusetts, Jimmy Squibb from West Virginia, Ellie Stonecash from Ohio, Annemarie Wess from Florida, and Loftin Wilson from North Carolina. After thanking the Chapel of the Cross for its continued support and its hosting of the program, Ms Gladin then spoke about the program itself. The interns serve four days per week at their individual community partnership organizations, and on Friday of each week they engage in leadership training activities. The servant leadership aspect of the program is supported by a grant from Trinity-Wall Street. A brochure outlining the servant leadership program is attached. The interns have just completed an August retreat. The next step has the partner organizations meeting as a panel and then talking one-on-one with the interns. The interns then will indicate their top four choices for placement, and from this information the individual placements are made. The interns will begin their work with their assigned placement after Labor Day. Beginning in January, the interns engage in a faith in action program, and they also participate in a class called Listening Hearts to determine a call to service. Dr. Bowes continued by saying that the Chapel of the Cross clergy is very supportive. Mr. Frazelle teaches centering prayer, and Susannah Smith meets with the interns to deal with community living issues. The church also provides office space and staff support. The budget of the Johnson Intern Program is about $146,000 annually. $84,000 of this amount comes from the partnership organizations, and the remainder is raised by the program. The Chapel of the Cross contributes $15,000 annually. About 24% of the budget is earmarked for sustainable, affordable housing for the interns. The program is now looking at other housing options. Jill Edens, co-pastor of United Church of Chapel Hill, has suggested using part of their property (aerial photo attached) to build a permanent home for the Johnson Intern Program. The house would belong to United Church of Chapel Hill, which would then rent the house to the Johnson Intern Program at a low cost. She suggests that Chapel of the Cross join with United Church to form an exploratory task force to study this possibility. The funding of the work of the exploratory committee would come from $1750 from each of the two churches. Mr. Elkins-Williams has agreed to fund this effort from the Rector’s Discretionary Fund. In response to a question about the alumni of the program, Dr. Bowes said that the program keeps track of what the interns do following their year in the program. He said that the life paths of the interns include those who have gone on to a religious calling, medical students, students studying for an advanced degree in social work, and some who have gone on to administration in the non-profit sector. Mr. Elkins-Williams added that the program touches a lot of people through the work of the interns, both during their year with the program and their life after the program. Dr. Bowes encouraged anyone interested in doing so to take the servant leadership class. He also invited the Vestry to the annual pounding party, to which guests bring a pound of some needed product (light bulbs, paper towels, toilet paper, charcoal for the recently donated grill, etc.), on Tuesday, August 25. Mr. Elkins-Williams thanked Dr. Bowes and Ms Gladin for coming to meet with the Vestry. The focus session ended at 7:05 p.m., and the Vestry moved to the more formal part of the agenda.
OPENING	The August meeting of the Vestry was held in the parish library on Thursday, August 20, 2009. Vestry members present were David Dill (Sr. Warden), Ele Ross (Jr. Warden), Tony Hawkins, Jimmy Satterwhite, Ann Craver, Harriet Gaillard, Doug Kelly, Bill Stockard, Valerie Bateman, Hodding Carter, Linda Rimer, and Ford Worthy. Also present were Stephen Elkins-Williams (Rector), David Frazelle (Associate for Parish Ministry), Bill Joyner (Archdeacon), Kris Dahlberg (Director of Stewardship and Development), Mary Anne Handy (Parish Administrator), and Nancy Kelly (Clerk). The Rector presided and opened the business meeting at 7:10 p.m. Bible Study Mr. Satterwhite led the Bible study for the evening. The Gospel reading appointed for the day was Mark 12: 28-34. He concluded the Bible study with a prayer for times of conflict. Timekeeper Ms Bateman was asked to serve as timekeeper.
PARISH CONCERNS	Mr. Hawkins said that it has been suggested to him that the names of choir members be published in the bulletin, and he suggested that this be done at least one time per quarter. Mr. Elkins-Williams will ask Van Quinn for a list of the various choirs to be published from time to time. Mr. Elkins-Williams announced that there is now access online to the pictorial directory.
APPROVAL OF MINUTES	There were no additional corrections to the minutes of the focus session of June 18 (the correction already having been made at last month’s meeting on the issue of contacting Bishop Curry about the use of the term partner rather than spouse in the health benefits section of the Chapel of the Cross Personnel Handbook) or to the minutes of the Vestry meeting of June 18. It was moved by Mr. Dill, seconded by Mr. Stockard, and passed unanimously, that the Vestry approve the minutes of the focus session of June 18 as previously amended and of the Vestry meeting of June 18. There following correction was made to the minutes of the focus session of July 16: p. 1, insert the name of Valerie Bateman after that of Doug Kelly, to indicate that she was present at the focus session. There were no corrections made to the minutes of the Vestry meeting of July16. It was moved by Mr. Stockard, seconded by Mr. Kelly, and passed unanimously, that the Vestry approve the minutes of the focus session of July 16 as amended and of the Vestry meeting of July 16.
ROLLING ACTIONS	All tasks are to remain on the addendum, pending completion. Mr. Kelly indicated that he had misunderstood the location of the proposed handrail and that he will raise the matter again at the next meeting of the Buildings and Grounds Committee.
CONSENT AGENDA
CLERGY REPORTS	Rector The Rector’s Report is attached. Mr. Elkins-Williams informed the Vestry that Chapel of the Cross will co-sponsor with St. Paul A.M.E. a Diocesan Anti-Racism Workshop on Saturday, October 24. Tammy Lee is working on plans to divide her three-month sabbatical into two leaves of six weeks each, one in October and the other in the spring. Ms Lee will formally present the proposal to the Vestry for approval at the September meeting. Archdeacon Mr. Joyner reported that he continues with his ongoing activities. In addition, he will be teaching a liturgy class for the Deacons’ School at St. Matthew-Hillsborough.
VESTRY OFFICERS & PARISH ADMINISTRATOR REPORTS	Senior Warden The report of the Sr. Warden is attached. Mr. Dill referred to the suggested budget priorities for the 2010 Annual Giving Campaign. The suggested priorities are the Diocesan Share, caring for those in need, support of clergy and staff, and sustaining the worship and programs of the parish. Mr. Worthy asked if these priorities are in order of importance, to which Mr. Dill replied that this would be a decision of the Vestry. Mr. Hawkins spoke in favor of ranking the priorities, stating that he would like to see sustaining worship and programs as the highest priority. Mr. Satterwhite is of the opinion that the Diocesan Share should not be listed as the highest priority. Ms Bateman said that support of clergy and staff should be the highest priority. She also asked to go on record as stating that she is opposed to a previous action of the Vestry to fund up to 25% of the salary of the Director of Stewardship and Development from the operating budget. Mr. Elkins-Williams said that the Vestry approved this resolution because the Director of Stewardship and Development contributes not only to the work of the Capital Campaign but also to the work of Annual Giving and Planned Giving. Mr. Elkins-Williams stated his opinion that the priorities should not be ranked 1 to 4, adding that what is of importance is the way in which they are stated. Mr. Hawkins said that there needs to be a priority ranking to guide budget decisions in the event that there is a limited amount of money to be budgeted. Ms Bateman suggested that if the priorities are not ranked, there needs to be a statement added to the effect that they are listed in no particular order. Mr. Kelly observed that these priorities are not a budget, but rather a case statement about why the parish needs the revenue. He said that if the priorities are ranked by number, the impact of the case statement will be diluted. In response to a question about how these priorities will be presented to the parish, Mr. Elkins-Williams replied that they will be included in the stewardship letter that accompanies the pledge card. Mrs. Craver observed that these priorities are basically the same as those for the 2009 budget and that there were no complaints registered by parishioners last year. It was moved by Mr. Dill, seconded by Mr. Kelly, and passed unanimously that the Vestry adopt as general priorities in drafting the 2010 budget the Diocesan Share, caring for those in need, support of clergy and staff, and sustaining our worship and programs. Mr. Satterwhite asked if it is anticipated to what degree the 2009 budget will have to rely on the reserve funds set aside to balance the budget. Treasurer Gary Monroe has said that this may not be necessary. Mr. Elkins-Williams cautioned, however, that the Vestry needs to keep in mind that the current economy may result in lower than usual revenues in December this year. Junior Warden The report of the Jr. Warden is attached. Mrs. Ross informed the Vestry that Pat Phelan has agreed to chair the Annual Giving Campaign again this year. The theme of the campaign will be Create Our Story. Parish Administrator The report of the Parish Administrator is attached. Mrs. Handy said that the recent vandalism has raised again the issue of security. Treasurer Attached are the Treasurer’s Report and the Combined Balance Sheets as of July 31, 2009.
COMMITTEE REPORTS	The report of the Finance Committee is attached. Also attached are the proposed 2010 Campus Ministry Program budget, the 2008 Draft Audit, and the accompanying management letter from Butler & Burke, LLP. Mrs. Gaillard reported that the committee interviewed David Joseph for the position of Treasurer and that this recommendation needs Vestry approval. It was moved by the Finance Committee and passed unanimously that the Vestry approve the nomination of David Joseph as Treasurer, this appointment to begin with a training period under Treasurer Gary Monroe until its effective date of May 2010. The Campus Ministry Program budget is due to the Diocese by August 31. Chaplain Tammy Lee plans to draft a letter to accompany the budget request, in which she will provide statistics on the contributions of this parish to the Diocese. It was moved by the Finance Committee and passed unanimously that the Vestry approve the 2010 Campus Ministry Program budget request to the Diocese. The 2008 audit needs to be sent to the Diocese by September 1. Treasurer Gary Monroe has addressed minor deficiencies in the Treasurer’s Report. The Finance Committee recommends that the Personnel Committee be instructed to make the necessary corrections and updates to the personnel files and procedures by October 30 and let the Finance Committee know when this work has been completed so that the auditors can be informed of the resolution of the issues raised in the management letter. Ms Bateman expressed concern about employee evaluations with out-of-date job descriptions in the Personnel Policies and Procedures manual. It was moved by the Finance Committee and passed unanimously that the Vestry accept the 2008 Draft Audit and Management Letter from Butler & Burke LLP. Mrs. Gaillard then asked the Vestry for approval of the 2010 Diocesan Share, in the amount of $243,371. This figure is about $10,000 more than the 2009 Diocesan Share. Mr. Elkins-Williams reminded the Vestry that the requested share will decrease in future years if the proposed amendment passes for a second time at Annual Convention 2010. Mr. Carter asked how the new plan for Diocesan Share will provide the Diocese with sufficient funds for its budget. Mr. Elkins-Williams replied that although some parishes, such as Chapel of the Cross, will see a decrease in the amount paid to the Diocese, many others, notably those parishes that at present do not pay their full requested share, will see an increase in amount they must pay and will suffer a series of consequences if they do not comply. It was moved by the Finance Committee and passed unanimously, that the Vestry approve the Diocesan Share for 2010, in the amount of $243,371. Personnel Committee Attached is the proposal of the Personnel Committee for a one-time additional vacation allowance. Mr. Stockard explained that the first issue that needs to be addressed is that the Facilities Manager is listed in one place as exempt but payroll has him listed as non-exempt, and he asked the Vestry for approval to have this corrected. It was moved by the Personnel Committee and passed unanimously that the Vestry approve the correction to the position description of Facilities Manager in the Chapel of the Cross Personnel Policies manual to accrue leave as an exempt employee. Ms Bateman asked if this is meant to be retroactive, and Mrs. Handy said that it is not retroactive. The proposal being recommended by the Personnel Committee is option 1, with the deletion of the phrase “and to the Facilities Manager” because of the above motion. Mr. Stockard added that this dovetails with the parish budget priorities and serves in lieu of a pay increase for 2009. Mr. Dill asked if this option should perhaps be held in reserve as a possibility for 2010. Mrs. Craver commented that this in some way addresses the concern raised in budget discussions last year about lower-salaried employees. Mr. Stockard added that the option is relatively cost neutral. Mr. Satterwhite asked if this benefit needs to be noted in the financial statements. It was moved by the Personnel Committee and passed unanimously that the Vestry approve option 1, the offer of an additional week’s vacation (40 hours) to all full-time non-exempt staff and the offer of a pro-rated amount for all part-time staff who earn vacation, this offer to apply only to those employees in pay status as of July 1, 2009. Buildings and Grounds Committee The report of the Buildings and Grounds Committee is attached. Ms Bateman, referring to item 2h of the report, reminded Mr. Kelly that this item needs to be revisited because of the misunderstanding about the proposed location of the railing. Mr. Elkins-Williams, referring to item 2 b, asked when the new church doors will be installed. Mr. Kelly said that he anticipates that this will take place in one or two months. Ms Bateman asked what will be done with the old doors, and Mr. Kelly assured her that they will not be discarded and that the hardware from the old doors is being recycled. He added that the committee will consider what to do with the doors themselves. Mr. Elkins-Williams recalled that the old church floor was made into crosses. Ms Bateman said that a parishioner has offered to donate a handrail for the other side of the stairs behind the chapel that lead to the second floor of the parish house. She will forward the name of the parishioner to Mr. Kelly. Mr. Carter added that this offer and the request for consideration of a handrail outdoors from the parking lot to the sidewalk highlight the need for a complete survey to determine the needs of the aging population in the parish. Mr. Worthy asked what is meant by the Network Technology Committee. He hopes that it is meant to become the seed for a technology committee with a broad mandate. Mr. Kelly assured him that this is what was intended, and he will speak with new chair Alan Rimer to ensure that he is aware of the broad mandate for the committee. Mr. Stockard asked about the status of the proposal to extend Sunday on-street parking to 3:00 p.m. Mrs. Rimer said that the petition has been accepted by the Town Council and that the Town Council has taken the next step, referral to staff. Ms Bateman, referring to item 2g of the report, asked about the status of the widening and repair of the entrances to the circular driveway. Mr. Kelly replied that Alan Rimer is dealing with the company that will do the work. Mr. Joyner added that the Historic Commission finally approved the modifications to the driveway. Ms Bateman requested a set of the complete minutes of the Buildings and Grounds Committee. Mr. Kelly will forward these to her. Communications Committee The report of the Communications Committee is attached. Mrs. Craver asked the Vestry to be alert for reactions of parishioners to the changes in parish communications. At present, all parishioners receive a paper copy of Cross Roads, unless they specifically have requested to receive it electronically. Beginning in November, the default for Cross Roads will be electronic distribution, with a paper copy being sent only to those parishioners who request it. Ms Bateman expressed thanks for the availability of e-mail address forms in the pews. Children and Family Ministry Committee The report of the Children and Family Ministry Committee is attached.
OTHER REPORTS	Director of Stewardship and Development Mrs. Dahlberg said that in these first three weeks on the job, she has worked on the history, the context, and the perspective of the job. At present she is working on the Annual Giving Campaign. Neighborhood parish gatherings will again be a significant feature of the campaign. She has met with the Capital Campaign Committee. The committee hopes to bring the campaign to the parish as a whole during the second quarter of 2010. She is also working on developing affinity groups within the parish, as these would provide natural clusters. An idea that she would like to pursue is video streaming on the website. She suggested the possibility of a journalism student volunteer. Mr. Stockard said that he could provide her with contacts at the UNC School of Journalism.
CONCLUSION	Announcements Mr. Elkins-Williams announced that AT&T will film Tyler Hansborough’s first commercial tomorrow in the church parking lot. Bishop Curry was impressed with a Cross Roads article by Mrs. Rimer and would like for the article to appear in the Diocesan publication The Disciple. The Rector offered a prayer and the meeting adjourned at 8:50 p.m. Respectfully submitted, Nancy F. Kelly Clerk of the Vestry
LIST OF ATTACHMENTS	- - - Treasurer’s Report - - - Combined Balance Sheets as of July 31, 2009 - - - Finance Committee Report - - - 2010 Campus Ministry Diocesan Grant Request - - - 2008 Draft Audit - - - Butler & Burke Management Letter to Accompany Draft Audit - - - Sr. Warden’s Report - - - Jr. Warden’s Report - - - Rector’s Report - - - Personnel Committee Proposal RE: One-Time Additional Vacation Allowance - - - Buildings and Grounds Committee Report - - - Communications Committee Report - - - Parish Administrator’s Report - - - Children and Family Ministry Committee Report
ADDENDUM	Mr. Elkins-Williams- Refer Social Ministry Committee request for 1.4% of Capital Campaign budget for outreach to Capital Campaign Committee. 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. Mr. Elkins-Williams - Ask Van Quinn for lists of choir members to be published in Sunday bulletin from time to time. Ms Bateman - Forward to Mr. Kelly the name of the parishioner who has offered to donate railing. Mr. Kelly - Speak with Alan Rimer about broad scope of technology committee. Mr. Kelly - Forward to Ms Bateman complete set of minutes of Buildings and Grounds Committee.

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