|
|
|
|
|
November 19, 2009 - Vestry Minutes
|
SUMMARY
|
At its November 19 meeting, the Vestry:
• Approved the recommendations of the Outreach Ministry Committee for disbursement from the Discretionary Outreach line item in the amounts of $500 to the Blue Ribbon Mentor-Advocate Program of Chapel Hill-Carrboro City Schools, $1000 to Friends of Orange County Department of Social Services, $1000 to El Centro Latino, and $800 to Episcopal Farmworker Ministry
• Approved the request of the Global Mission Committee for distribution of $1000 from the Clark Fund for the continuing seminary education of César Fénez
• Approved the recommendation of the Buildings and Grounds Committee for allocation of $800 from the Cobb Chapel Fund for replacement of the clapper of the Chapel bell
• Authorized the Rector and the Wardens, in consultation with the Parish Chancellor, to enter into a contract with Civil Consultants, Inc. and approved the expenditure of up to $45,000 from Capital Campaign funds to secure a special use permit from the Town of Chapel Hill
• Accepted with gratitude a bequest of $1000 from the estate of William Cobb, Jr.
• Set the date for the Annual Meeting of the parish for Sunday, February 28, 2010
• Approved the sabbatical request of Associate for Parish Ministry David Frazelle from January 12 to April 12, 2010
• Approved support of the Empire EPO 80 health plan for employees
• Learned that the issue of security has been addressed with installation of a lock on the double doors of the Yates Wing. |
|
FOCUS SESSION
|
During a bag supper, the Vestry met to hear about the role of deacons. Vestry members present were David Dill (Sr. Warden), Ele Ross (Jr. Warden), Harriet Gaillard, Doug Kelly, Bill Stockard, Valerie Bateman, Hodding Carter, Linda Rimer, and Ford Worthy. Also present were Stephen Elkins-Williams (Rector), Bill Joyner (Deacon), Kris Dahlberg (Director of Stewardship and Development), and Nancy Kelly (Clerk).
The Rector opened the focus session at 6:40 p.m. and turned the meeting over to Mr. Joyner.
Mr. Joyner began his presentation with some humorous poetry (attached) about deacons and by stating that the order of deacons is a misunderstood order. A deacon serves at the pleasure of the bishop and serves the people. He also showed the Vestry a dalmatic, the traditional garb of deacons, which is like a chasuble with sleeves.
Mr. Joyner continued by speaking of the history of deacons. In the early church, deacons were the eyes and ears of the bishop. In the 4th century, the growth of the church led to the decline of the diaconate. The late 19th century brought about the idea of restoration of the diaconate. In the 20th century there was a move to ordain deacons to go into missionary districts.
Notable deacons in the history of the church include St. Stephen, Phoebe, Francis of Assisi, Vincent of Zaragoza, Laurence of Rome, and Athanasius.
In the Diocese of North Carolina, there are about forty deacons, and most of these deacons have lay jobs as well. In deacon formation, the discernment process arises from the local parish. A deacon is called to the outreach ministry, and it is the bishop who assigns deacons to a specific parish. The liturgical role of the deacon includes proclaiming the Gospel, preparing the table, administering communion, and giving the dismissal.
Mr. Joyner has been a deacon at Chapel of the Cross for about ten years, and now serves also as Archdeacon of the Diocese of North Carolina.
Mr. Elkins-Williams thanked Mr. Joyner for this encore presentation of the role of deacons.
The focus session ended at 7:10 p.m., and the Vestry moved to the more formal part of the agenda.
Attachment
- - - Poem |
|
OPENING
|
The November meeting of the Vestry was held in the parish library on Thursday, November 19, 2009. Vestry members present were David Dill (Sr. Warden), Ele Ross (Jr. Warden), Jimmy Satterwhite, Harriet Gaillard, Doug Kelly, Bill Stockard, Valerie Bateman, Hodding Carter, Linda Rimer, and Ford Worthy. Also present were Stephen Elkins-Williams (Rector), Kris Dahlberg (Director of Stewardship and Development), Mary Anne Handy (Parish Administrator),Bill Joyner(Deacon) Gary Monroe (Treasurer), David Joseph (Treasurer Designate), and Nancy Kelly (Clerk).
The Rector presided and opened the business meeting at 7:10 p.m.
Bible Study
Mr. Kelly led the Bible study for the evening. The Gospel reading appointed for the day was Matthew 18: 1-9. He concluded the Bible study with a prayer.
Timekeeper
Mr. Stockard agreed to serve as timekeeper. |
|
PARISH CONCERNS
|
Mr. Kelly asked the Vestry to consider again providing refreshments for the hospitality hour after the 11:15 a.m. service. It was decided that the Vestry will sign up to provide refreshments on Sunday, December 6. Mr. Kelly will e-mail a reminder to Vestry members. |
|
APPROVAL OF MINUTES
|
The following correction was made to the minutes of the focus session of October 15:
p. 1, second paragraph, change “(Syd Alexander (,past Sr. Warden), Chris FitzSimons, and John McGee (former Treasurer,).” to “Syd Alexander (past Sr. Warden), and Chris FitzSimons and John McGee (former Treasurers).”
Mrs. Gaillard suggested that these minutes be added to the Vestry notebook, and Mrs. Handy will do this.
There were no corrections made to the minutes of the Vestry meeting of October 15.
It was moved by Mrs. Ross, seconded by Mrs. Gaillard, and passed unanimously, that the Vestry approve the minutes of the focus session of October 15 as amended and that it approve the minutes of the Vestry meeting of October 15. |
|
ROLLING ACTIONS
|
The tasks of Mr. Kelly (to speak with Alan Rimer), the Technology Committee (about storage and back-up of budget materials), and Mrs. Handy (adding Vestry motions of March 16, 2006, to Vestry notebooks) have been completed and are to be removed from the list. The remaining tasks are to remain on the addendum, pending completion. |
|
CONSENT AGENDA
|
The following items were placed on the Consent Agenda:
- recommendations of the Outreach Ministry Committee for disbursement from the Discretionary Outreach line item in the amounts of $500 to the Blue Ribbon Mentor-Advocate Program of Chapel Hill-Carrboro City Schools, $1000 to Friends of Orange County Department of Social Services, $1000 to El Centro Latino, and $800 to Episcopal Farmworker Ministry
-request of the Global Mission Committee for distribution of $1000 from the Clark Fund for the continuing seminary education of César Fénez
-recommendation of the Buildings and Grounds Committee for allocation of $800 from the Cobb Chapel Fund for replacement of the clapper of the Chapel bell
It was moved by Mr. Kelly, seconded by Mr. Dill, and passed unanimously, that the Vestry approve the Consent Agenda. |
|
CLERGY REPORTS
|
Rector
The Rector’s report is attached.
Mr. Elkins-Williams said that Vestry approval is needed to set the date for Annual Meeting.
It was moved by Mr. Dill, seconded by Mrs. Ross, and passed unanimously, that the Annual Meeting of the parish be set for Sunday, February 28, 2010.
Ms Bateman asked that consideration be given to scheduling the Annual Meeting so that Sunday School teachers are able to attend. Mr. Elkins-Williams said that this was accomplished last year by having a second session of the Annual Meeting following the 11:15 a.m. service. Mr. Kelly said that last year’s dual meeting was much appreciated by the Sr. Choir. Ms Bateman suggested that Church School classes not be held on that Sunday and that children be encouraged to attend the Annual Meeting with their parents.
Associate for Parish Ministry
The report of David Frazelle is attached. Also attached is a sabbatical request.
Mr. Carter commented that Mr. Frazelle’s request for a sabbatical is amazingly straightforward.
It was moved by Mr. Carter, seconded by Mr. Stockard, and passed unaimously, that the Vestry approve the sabbatical request of Associate for Parish Ministry David Frazelle for January 12 to April 12, 2010. |
|
VESTRY OFFICERS & PARISH
ADMINISTRATOR REPORTS
|
Senior Warden
The report of the Sr. Warden is attached.
Junior Warden
The report of the Jr. Warden is attached.
Mrs. Ross said that she has been signing thank-you notes to all parishioners who have pledged.
Parish Administrator
The report of the Parish Administrator is attached.
Mrs. Handy reported that the volunteer luncheon will take place at noon on December 10. She commented that this is always a wonderful occasion.
Mrs. Handy also reported that savings have already been realized following the conversion of Cross Roads to electronic form.
Treasurer
Attached are the Treasurer’s Report and the Combined Balance Sheets as of October 31, 2009. Also attached is the 2008 Audit by Butler & Burke, LLP.
Mr. Monroe reported that the budget picture continues to be better than expected.
Mr. Monroe also reported that he has met with Parish Accountant Debby Kulik about the issues raised in the 2008 Audit.
To a question about scheduled transfers from the Campus Ministry Fund and the James Fund, Mr. Dill stated that there has been a tradition in the parish to protect not only the principal of special funds but also the income. Last year, however, income from several funds was approved to support the corresponding line item in the operating budget.
Mr. Elkins-Williams announced a bequest from the estate of William Cobb, Jr.
It was moved by Mr. Dill, seconded by Mr. Kelly, and passed unanimously, that the Vestry accept with gratitude a bequest of $1000 from the estate of William Cobb, Jr.
|
|
COMMITTEE REPORTS
|
Master Plan Steering Committee
The report of the Master Plan Steering Committee is attached.
Alan Rimer arrived at the meeting to present the report and the request of the Master Plan Steering Committee.
Mr. Rimer stated that the MPSC is ready to begin the process of seeking a special use permit and a zoning compliance permit. This process involves presenting the building plan and specifications to the Town of Chapel Hill three times. At this time the committee has in hand a proposal from Civil Consultants, Inc. of Durham. The total cost for the consulting engineering services is estimated to be about $132,000, but at the present time, the committee is asking for approval to expend up to $45,000 for elements 1, 2, and 3 of the scope of work. This includes preliminary work, rezoning and special use permit applications, and rezoning and special use permit approvals. If the Vestry approves this recommendation for expenditure of Capital Campaign funds to secure a special use permit, the parish can likely go to the Town Council in June, with an anticipated approval date of September.
Mr. Worthy asked about a termination provision of the contract, and Mr. Rimer said that the contract can be terminated at any time without penalty.
Ms Bateman asked why these funds should be spent now to secure a special use permit when we don’t yet know if we will be able to raise the funds to build. Mr. Rimer replied that failure to approve this expenditure would delay a special use permit, which is needed to ensure permission for any future building. Ms Bateman again expressed concern about the possibility of not being able to afford a building project. Mr. Rimer said that a special use permit would approve the plan, whether the building be accomplished in phases or not. Ms Bateman asked that this assurance be secured in writing, and Mr. Rimer and said that he will contact J. B. Culpepper for a written guarantee that the plan would be honored even if the building is accomplished in stages. He added that even if the church adds only 100 sq. ft., a special use permit would be necessary. In addition, adding only 100 sq. ft. would also likely require some retrofitting.
Mrs. Dahlberg asked about how the bills will be paid. Mr. Rimer and Terry Eason will receive an electronic copy of bills, and they will review each bill for accuracy before forwarding it to the Treasurer for payment.
Mrs. Dahlberg also asked how the parish will be informed about this process.
Mr. Satterwhite asked about the section on Work Not Included, and Mr. Rimer explained that the special use permit is for the complete plan, regardless of whether or not it is phased.
It was moved by Mr. Carter, seconded by Mr. Dill, and passed with nine (9) in favor and one (1) opposed, that the Vestry authorize the Rector and the Wardens, in consultation with the Parish Chancellor, to enter into a contract with Civil Consultants, Inc. and to approve the expenditure of up to $45,000 from Capital Campaign funds to accomplish elements 1, 2, and 3 of the Scope of Work of said contract.
Finance Committee
The report of the Finance Committee is attached.
Mrs. Gaillard reported that Sr. Associate Treasurer Barney Varner is working to create a worksheet of data from the recent Finance Committee meeting with subcommittee chairs. To begin the budget process, the subcommittees gathered requests, then presented the rationale and recommendations to the Finance Committee. The next step in the budget process is for the Finance Committee to draft a budget worksheet. As was the case last year, the Finance Committee will develop and present to the Vestry three budget scenarios based on flat revenues, decreased revenues, and increased revenues. The 2010 Budget is to be approved by the Vestry at its meeting on January 28.
Mr. Satterwhite asked about the possible consideration of changing the budget cycle to a June-June budget. Mrs. Gaillard said that this has been mentioned to the Finance Committee for consideration, and Mr. Dill said that there is data available from CEEP about this idea. Mr. Monroe said, however, that a June-June budget would introduce six additional months of guessing.
Mr. Carter, noting that the Finance Committee will draft three budget scenarios, suggested that subcommittees should also be required to submit three scenarios for funding in making their requests. Mr. Dill said that this has been done on a volunteer basis, and Mr. Elkins-Williams added that there are some areas, such as utilities, for which requests aren’t negotiable.
Outreach Ministry Committee
The report of the Outreach Ministry Committee is attached.
Mr. Satterwhite said that he will e-mail the Vestry with the details of the event hosted by “Our Children’s Place,” a program for imprisoned women who have children.
Mr. Satterwhite thanked the parish for its support of the Scholastic Book Fair.
Mr. Carter asked how this year’s participation in Project 5000 compares to previous years. Mr. Satterwhite replied that participation this year has been low, but he added that boxes are still coming in.
Mr. Satterwhite filled in the missing information for the date of the Orange County Justice United meeting. This took place on October 26.
Personnel Committee
The report of the Personnel Committee is attached.
Mr. Stockard reported that Vivian Varner wants to begin the process of finding a replacement for her as Communications Director, but she does not want to rush the process. She wants the process to be deliberate in order to find the right person for the job.
Mr. Stockard said that the Personnel Committee considered three budget scenarios, flat growth and two levels of increased growth, in making salary recommendations for the 2010 Pay Plan. A growth budget would grant a 2% cost-of-living increase for all parish employees, with a $3500 increase for the Associate for Parish Ministry to move him above the diocesan minimum. A more optimistic growth budget would consider a 5% increase in employee salaries, 2% of which would be COLA and 3% merit raises. This more optimistic scenario would also consider funding between 10% and 25% of the salary and benefits of the Director of Stewardship and Development from the operating budget, in recognition of the contribution made through this position to the benefit of the parish as a whole.
Mr. Stockard reported that the Personnel Committee is also dealing with health insurance considerations as a result of a diocesan switch to the National Medical Trust plan. . Ms Bateman asked if the parish provides health benefits for all parish employees. Mrs. Handy replied that the diocese requires benefits for those employed a minimum of 25 hours per week. There is presently no parish employee at this level of employment. Mr. Elkins-Williams also said that family health insurance coverage is provided for clergy but that only individual coverage is provided for staff. There is, in addition, disparity between clergy and staff pension plans.
Mr. Satterwhite suggested that a 2% COLA not be awarded across-the-board but that the total sum be divided among staff, depending on size of household and other specific family considerations.
Mr. Elkins-Williams suggested that it is time to complete another comparative study of positions.
Mr. Elkins-Williams, noting that the open enrollment date for health care coverage ends on Sunday 11/22, asked if the parish will fund the Empire EPO 80 health plan that is funded by the diocese.
It was moved by Mr. Carter, seconded by Mr. Satterwhite, and passed unanimously, that the Vestry approve support of the Empire EPO 80 health plan for employees.
Global Mission Committee
The report of the Global Mission Committee is attached.
Communications Committee
The report of the Communications Committee is attached.
Buildings and Grounds Committee
The report of the Buildings and Grounds Committee is attached. Also attached is the Proposal for Room 1, referenced in item 1 of the report of the Buildings and Grounds Committee.
Mr. Kelly commented that most of the report refers to ongoing issues.
Mr. Stockard, referring to the Proposal for Room 1, asked about the advisability of making any changes with the possibility of major construction in view. Mr. Kelly replied that the changes would be mostly cosmetic. The Rector added that the Yates Wing would not be redone until Phase 2.
Mr. Carter asked about the security issue, and Mr. Elkins-Williams replied that the lock has now been installed on the double door to the Yates Wing. Mrs. Handy said that the code to the lock will be effective beginning tomorrow and won’t be given to anyone who doesn’t need it.
Children and Family Ministry Committee
The report of the Children and Family Ministry Committee is attached.
|
|
OTHER REPORTS
|
Director of Stewardship and Development
The report of the Director of Stewardship and Development is attached.
Mrs. Dahlberg first addressed Annual Giving, stating that 62% of those who pledged last year have submitted pledges for 2010, along with 35 new pledging units. The increase to date is 7.92%. She then stated that a 20% increase in pledges is needed to fund the budget as requested. A letter will go out on Monday to those who have not yet submitted a pledge.
Neighborhood gatherings have been held, and evaluation forms are being received.
Mrs. Dahlberg suggested that a new approach is needed for Annual Giving next year. The campaign has been very costly in terms of time and materials, with an estimated cost of about $30,000 from the operating budget in the form of a portion of salaries based on time spent on the effort and on printing and mailing costs. Pledges are coming in at a slow rate.
Mr. Dill observed that this scenario is pretty typical of the annual campaign. He suggested that now that the parish has e-mail addresses for parishioners, perhaps follow-up could be accomplished in this way.
Mrs. Dahlberg said that the parish needs to be educated about stewardship, and she is working on developing specific affinity groups to target.
Mr. Elkins-Williams said that updates on the Annual Giving Campaign need to be placed in the weekly Crossings. He will refer to the issue in his weekly Friday e-mail.
Mr. Monroe reminded the Vestry that part of the long-range plan of the Finance Committee was to grow the pledge base to 700 pledging units. This will be of vital concern when the budget becomes responsible for maintaining a larger building.
Mrs. Dahlberg then turned to the Capital Campaign. The Advanced Gifts Committee is working hard at securing advanced gifts. She is also working on how to launch the general campaign to the parish. Affinity groups will likely play a major role in this effort.
Mr. Carter commented that it is amazing that the parish is doing as well as it is in this economy. |
|
CONCLUSION
|
The Rector offered a prayer and the meeting adjourned at 9:05 p.m.
Respectfully submitted,
Nancy F. Kelly
Clerk of the Vestry |
|
LIST OF ATTACHMENTS
|
- - - Consent Agenda
- - - Memo from Alan Rimer RE: Request for Funds to Develop Special Use Permit
- - - Attachment: Engineer’s Scope of Work and Fee Estimate
- - - 2008 Audit
- - - Treasurer’s Report
- - - Combined Balance Sheets as of October 31, 2009
- - - Finance Committee Report
- - - Sr. Warden’s Report
- - - Jr. Warden’s Report
- - - Rector’s Report
- - - Report of Associate for Parish Ministry
- - - Sabbatical Request from David Frazelle
- - - Outreach Ministry Committee Report
- - - Personnel Committee Report
- - - Global Mission Committee Report
- - - Communications Committee Report
- - - Buildings and Grounds Committee Report
- - - Attachment: Proposal for Room 1
- - - Report of Director of Stewardship and Development
- - - Parish Administrator’s Report
- - - Children and Family Ministry Committee Report |
|
ADDENDUM
|
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.
Mr. Elkins-Williams - Ask Van Quinn for lists of choir members to be published in Sunday bulletin from time to time.
Treasurer and Finance Committee - Study issue of whether allocations of Global Mission Committee need to be approved by Vestry.
Mrs. Craver - Send memo to bookkeeper to credit to Outreach Ministry Committee the $1500 they had advanced to Global Mission Committee for El Hogar scholarship.
Mr. Kelly - E-mail reminder to Vestry members about providing refreshments for hospitality hour after 11:15 a.m. service on Sunday, December 6.
Mrs. Handy - Add minutes of focus session of October 15, 2009, to Vestry notebook. |
|
|
