At its May meeting, the Vestry:

1) approved the recommendations of the ABC Sale Disbursement Subcommittee for allocations in the amounts of
* $2500 to Freedom House, $2000 to Augustine Project,
* $500 to Blue Ribbon Mentor-Advocate Program,
* $800 to Family Violence and Rape Crisis Services of Chatham County,
* $299 to Orange County Department of Social Services,
* $2500 to Orange Country Literacy Council, $800 to Orange County Rape Crisis Center,
* $1000 to A Helping Hand,
* $250 to Best Buddies,
* $703.90 to Carrboro Community Health Center, $1000 to AIDS Community Residence Association,
* $2000 to Project Compassion, $1500 to ARC of Orange County,
* $2600 to Inter-Faith Council for Social Services,
* $1800 to OPC Foundation for Mental Health – Camp Meadow Wood,
* $500 to Chatham County Habitat for Humanity,
* $500 to Mental Health Association in Orange County,
* $500 to Chatham Outreach Alliance,
* $750 to Thompson Children’s Home, and
* $250 to Orange Congregations in Mission;

2) received an update from the Chapel Organ Committee;

3) accepted the recommendation of the Board of Directors of the Johnson Intern Program that the program be suspended for the academic year 2004-05 and the further recommendation that continuation of a residential internship program involving young adults in community outreach, spiritual development, and parish activities be considered in the long-range planning process that is currently underway in a effort to determine if such a program can be undertaken as a parish-based ministry;

4) passed a resolution of appreciation for Mary Agnes Rawlings for her leadership of the Johnson Intern Program during the years 2002-04;

5) heard an appeal for financial support of The Summit and for letters to Bishop Curry and Diocesan Council to express support for maintaining The Summit;

6) received from the Buildings and Grounds Committee a review of capital project identification and scheduling, with the suggestion that such a review be undertaken on a periodic basis;

7) accepted in principle the changes in the job description for the staff position of Publications and Communications Coordinator, pending approval of the Finance Committee and designation of a source for funding; and

8) accepted the recent gift of $500 for the Christian Education Program and instructed that these funds be placed in Designated Bequests and Gifts.

Following a bag supper, the Vestry met in focus session to hear a report on and discuss the costs of publications at the Chapel of the Cross. Vestry members present were Ted Vaden (Sr. Warden), Paul Carew (Jr. Warden), Bert Liverance, Suzanne Sauter, Jean DeSaix, Dick Taylor, Kevin Trapani, Bunnie Collura, George Evans, Joe Khoury, and Jack Scarborough, and Vestry-elect Jim Crow, Steve Lackey, and Mary Schoenfeld. Also present were Stephen Elkins-Williams (Rector), Martha Hart (Deacon), Bill Joyner (Deacon), Barbara Hastings (Parish Administrator), John McGee (Treasurer), and Nancy Kelly (Clerk).

The Sr. Warden opened the session at 6:30 p.m. and asked Mrs. Hastings to begin the discussion on publications.

Attached is a memo on costs for publications at the Chapel of the Cross, including charts outlining cost estimates to outsource printing, general printing costs, costs for publication of Cross Roads, and sample information on publication and printing done in-house.

Mrs. Hastings began by stating that communications is at the heart of making community. It is a day in and day out, week in and week out process. Some items for publication, such as funeral bulletins, demand a short time frame, while others, such as Cross Roads, have a monthly advance schedule. The weekly bulletin is a last minute item.

Discussion about the possibility of outsourcing printing has raised the issues of changing deadlines for submissions, the impact it would have on the camera-ready step in the process, and the fact that it would not reduce personnel costs significantly.

The staff has made an effort to economize where it can, with attention to anticipated quantity of a needed item and differences in paper requirements for a job.

The most recent equipment lease was signed in 2002, and no change can be made until 2006. Mr. Taylor suggested that companies will usually negotiate if approached.

Mrs. DeSaix asked how the cost of personnel is figured in. Mrs. Hastings referred the Vestry to p. 5 of the memo, which shows Ann Altaffer’s salary cost per hour, not including benefits.

Mrs. Hastings referred to p. 3 of the memo, which details the quotes that she requested for outsourcing publications. The quote from Chapel Hill Printers has not yet been received. She added that the paper used by Kinko’s is not of the same quality we use. Also, the quote for printing the bulletin is for one color, whereas we use blue for the image of the church and black for the text. Mrs. Hastings’ recommendation is that we should keep the current system of doing our own printing.

Mrs. DeSaix asked if the issue of the quality of photos in our current publications was what led to the suggestion that outsourcing of publications be explored. Mrs. Hastings explained that the quality of the photos in our publications depends on the process used. The Toshiba digital copier produces a much better quality photo than the Risograph.

Mr. Taylor suggested that the possibility of securing newer equipment should be explored. Mrs. Hastings said that she will inquire about this. Mr. Trapani suggested that it would be prudent to wait for a more optimal time to renegotiate the lease and equipment. Mrs. Hastings said that it would be appropriate to redo the summary costs of publication when the expiration of the current lease is approaching.

Mr. Vaden asked how to determine the total of our printing costs. Mrs. Hastings replied that this figure is the sum of the budget lines of printing and printing equipment and Ann Altaffer’s salary.

Mr. Vaden and Mr. Trapani both expressed their appreciation for the detailed information presented in the memo and accompanying charts.

Mr. Evans asked how our publications process compares to that of other churches. Mrs. Hastings said that other churches along Franklin Street, as well as most of the churches that belong to the Consortium for Endowed Episcopal Parishes, print their publications in-house as we do.

Mr. Vaden questioned whether outsourcing printing would be worth the loss of flexibility and control that we now enjoy. Mrs. Hastings reiterated that outsourcing would not eliminate personnel costs.

Mrs. DeSaix commented that what’s printed is what we demand, and she asked if there might be a way to control how much we need to print. Mr. Trapani suggested that we encourage more communication via e-mail and the website.

The focus session concluded at 7:00 p.m., and the Vestry moved to the more formal part of the agenda.

Attachment
- - - Memo and Statistics on Costs for Publications at the Chapel of the Cross

The May meeting of the Vestry was held in the parish library on Thursday, May 13, 2004. Vestry members present were Ted Vaden (Sr. Warden), Paul Carew (Jr. Warden), Bert Liverance, Suzanne Sauter, Jean DeSaix, Dick Taylor, Kevin Trapani, Bunnie Collura, George Evans, Joe Khoury, and Jack Scarborough, and Vestry-elect Jim Crow, Steve Lackey, and Mary Schoenfeld. Also present were Stephen Elkins-Williams (Rector), Vicky Jamieson-Drake (Associate for Pastoral Ministry), Martha Hart (Deacon), Bill Joyner (Deacon), Barbara Hastings (Parish Administrator), John McGee (Treasurer), and Nancy Kelly (Clerk).

The Rector presided and opened the meeting at 7:00 p.m..

Devotions
Mr. Taylor led the devotions, choosing to do a Bible study of Matthew 6: 19-24. The Gospel reading was read aloud twice. Mr. Taylor asked the Vestry to focus on individual phrases during the first reading, following which he asked for reflections of the Vestry. He asked for the second reading that the Vestry focus and then reflect on the relevance of the passage to the work of the Vestry.

Selection of Timekeeper
Mr. Evans agreed to serve as timekeeper for the meeting.

PARISH CONCERNS

Mrs. Hastings passed around a sign-up sheet for Vestry devotions for 2004-05.

Mr. Lackey announced to the Vestry the national conference of the Cross of Nails U.S.A., to be held in June. The topic for the conference will be reconciliation issues regarding homosexuality. New Hampshire Bishop Gene Robinson will lead the discussion. Vestry members who would like additional information about the conference are encouraged to visit the website at
www.ccn-usa.org.

The following corrections were made to the minutes of the focus session of April 22:

p. 1, fifth paragraph, change “while they await the results of the Lambeth Conference” to “while they await the results of the report of the Archbishop of Canterbury”

p. 2, third paragraph, change “the recent regional meeting of the Consortium for Endowed Episcopal Parishes hosted by this parish” to “the 2003 national meeting of the Consortium for Endowed Episcopal Parishes”

The following correction was made to the minutes of the Vestry meeting of April 22:

p. 3, second paragraph under Johnson Intern Proposal, change “will be in charge of” to “will preach at”

It was moved by Mr. Taylor, seconded by Mr. Scarborough, and passed unanimously, that the Vestry approve the minutes of the focus session of April 22 and the minutes of the Vestry meeting of April 22 as amended.

The single item on the addendum has been completed.

The following item was placed on the Consent Agenda (attached): recommendations for ABC Sale disbursements. The recommendations are as follows:

-$2500 to Freedom House
-$2000 to Augustine Project
-$500 to Blue Ribbon Mentor-Advocate Program
-$800 to Family Violence and Rape Crisis Services of Chatham County
-$299 to Orange County Department of Social Services
-$2500 to Orange County Literacy Council
-$800 to Orange County Rape Crisis Center
-$1000 to A Helping Hand
-$250 to Best Buddies
-$703.90 to Carrboro Community Health Center
-$1000 to AIDS Community Residence Association
-$2000 to Project Compassion
-$1500 to ARC of Orange County
-$2600 to Inter-Faith Council for Social Services
-$1800 to OPC Foundation for Mental Health – Camp Meadow Wood
-$500 to Chatham County Habitat for Humanity
-$500 to Mental Health Association in Orange County
-$500 to Chatham Outreach Alliance
-$750 to Thompson Children’s Home
-$250 to Orange Congregations in Mission

Also attached is a memo of the ABC Sale Disbursement Committee, in which these recommendations are outlined.

Mr. Vaden said that in the past the Chapel of the Cross has provided support in the amount of $1500 to the Martin Luther King scholarship fund, and he would like to see this restored as an annual commitment. Mr. Elkins-Williams suggested that funding for this project could come from the discretionary outreach line item. Mrs. Hart added that this project has been supported in the past in part through the alternative gifts program at Christmas.

Mr. Scarborough asked what criteria are used in determining allocation of ABC Sale funds. Mrs. Hart replied that there are always many requests, and some cannot be funded. The committee likes diversity in the organizations supported, including programs for children and the elderly, as well as service organizations and community programs. In addition, the committee considers organizations in which parishioners are involved.

Mr. Trapani asked if the committee has discussed the possibility of supporting fewer organizations with greater funds. Mr. Taylor suggested that outreach giving would be a good topic for a focus session. Mrs. Hart added that this has been done in the past and that she thinks that it should be an annual focus session.

It was moved by Mrs. DeSaix, seconded by Mr. Trapani, and passed unanimously, that the Vestry approve the Consent Agenda.

Rector
Mr. Elkins-Williams reported that he is fully recovered from his recent surgery but that as a result of his recuperation he is a little behind in completing the annual clergy reviews. He is also in the process of completing his annual review with the wardens.

Associate for Pastoral Ministry
Mrs. Jamieson-Drake made an appeal to the Vestry for financial support of The Summit, suggesting that any gifts might be held in escrow until an official decision is made about the future of the camp and conference center, which is an integral part of the mission of the Diocese. She suggested also that individuals write to Bishop Curry and to Diocesan Council to express support for maintaining The Summit. She hopes that The Summit will be allowed to conduct a campaign to solicit funds before a decision is made to close it.

Mark Graves will begin an internship at the Chapel of the Cross this summer.

Deacon (Martha Hart)
Mrs. Hart gave an interim report, stating that she will provide her semi-annual report to the Vestry in June.

Mrs. Hart is enjoying her involvement with Ronald McDonald House. She also serves on the Commission on Ministry. The Social Ministry Committee is busy recruiting and planning for housing the homeless for a two-week period during shelter renovations this summer.

Deacon (Bill Joyner)
Mr. Joyner said that he has enjoyed his involvement with the Youth Inquirers Class. He asked the Vestry to write letters of welcome to the new confirmands.

Senior Warden
The report of the Sr. Warden is attached.
Referring to the second bullet of the report, Mr. Vaden asked the new Vestry members to stay for a minute after the meeting to determine a date for their orientation.

Junior Warden
The report of the Jr. Warden is attached.

Parish Administrator
The report of the Parish Administrator is attached.

Also attached is the agenda for the upcoming retreat at The Summit May 21-22. Mrs. Hastings asked Vestry members to bring their Vestry notebooks to the retreat for updating. The Rector informed the Vestry that Bill Morley is unable to facilitate the Vestry retreat. Barbara Purcell will serve in this role.

Mrs. Hastings, referring to the section of her report on the CEEP Conference, noted that the parish needs to inventory its fine arts.

Treasurer
Attached are the Treasurer's Report narrative and the Combined Balance Sheet as of April 30, 2004.

Mr. McGee asked that any concerns or issues to be raised with the auditor be forwarded to him.

Finance Committee
The report of the Finance Committee is attached.

In the absence of Mr. Wright, Mr. Scarborough reported that the annual audit will be done by Butler & Burke during the week of May 24-28.

Mr. Scarborough brought before the Vestry the recommendation for acceptance of a gift of $500 for the Christian Education Program. Mrs. DeSaix asked if half of the gift could be put in the endowment. Mr. Elkins-Williams replied that it is a good idea for Gretchen Jordan to have funds to draw on and that this gift is a good solution for now. He suggested that the case for additions to the endowment be raised at a later time.

It was moved by the Finance Committee, and passed unanimously, that the Vestry accept the recent gift of $500 for the Christian Education Program and that these funds be placed in Designated Bequests and Gifts.

Buildings and Grounds Committee
The report of the Buildings and Grounds Committee is attached.

Referring to item 2 of the report, a review of major projects, Mr. Liverance recommended that the parish undertake a review of capital project identification and scheduling on a periodic basis.

Mr. Liverance suggested that 50% of all undesignated gifts and bequests be earmarked for the endowment.

Mr. Elkins-Williams thanked Mr. Liverance for his leadership, saying that he has led the Buildings and Grounds Committee to a higher level, and the Vestry applauded this recognition.

Personnel Committee
The report of the Personnel Committee is attached. Also attached is the revised job description for the staff position of Publications and Communications Coordinator.

Ms Sauter gave the Vestry some history of the position currently held by Ann Altaffer. In recognition of the idea that it is not good use of the Chaplain’s time to do publications and technology-related tasks, Ms Altaffer was paid a stipend to her salary to assist the Chaplain. The revised job description now includes this aspect of the work that she is doing. Mr. Elkins-Williams added that the situation as it exists at present was begun as a stop-gap measure, but it needs to continue. Ms Sauter said that the change in the job description includes a salary increase to include the current stipend.

Ms Sauter expressed a concern of Robert Wright, who was unable to attend tonight’s meeting. He suggests that the situation be left as it is now, including the stipend to Ms Altaffer’s salary, that the matter be tabled, and that it then be discussed in the 2005 budget discussions.

It was moved by the Personnel Committee, and passed unanimously, that the Vestry accept in principle the changes in the job description for the staff position of Publications and Communications Coordinator, pending approval of the Finance Committee and designation of a source for funding.

Mr. Elkins-Williams noted the need to change the title of this staff position so that it won’t be confused with that of Vivian Varner’s volunteer position of Communications Coordinator.

Chapel Organ Committee Report
Clare Baum, Chair of the Chapel Organ Committee, arrived to present an update on the organ. The contract with Dobson Pipe Organ Builders, Ltd. was signed in December 2003. Engineering drawings for the organ are well-underway. The committee, which is working in concert with the Chapel Committee, will meet next week to discuss the outer appearance of the organ.

Mrs. Baum provided an update on fundraising for the organ. Of the initial $300,000 pledge for the organ, $30,000 of that amount has already been received. The committee has made plans to solicit major gifts, with an effort made to keep these gifts outside the parish. There is a plan for a second tier of contacts as well.

Mr. Trapani asked what is considered a major gift. Mrs. Baum replied that the committee hopes to realize a few gifts of $25,000-$50,000, as well a dozen or so gifts of $10,000-$20,000.

The next payment on the organ is due in November 2004, and then monthly payments will begin in February 2005.

Mr. Taylor asked Mrs. Baum when the Vestry can expect the next update, and Ms Baum suggested the August meeting of the Vestry.

Following Mrs. Baum’s departure from the meeting, Mr. Carew stated that he is nervous about the structure of the fundraising effort. Mr. Taylor added that he would like to see an increase in our endowment to enable the parish to undertake such projects as this, rather than facing the need for special fundraisers for special projects.

Mrs. DeSaix asked what will happen if more money is raised than is necessary, and Mr.Elkins-Williams said that there should be no problem should such a fortunate situation arise.

Johnson Intern Proposal
Mr. Vaden reported to the Vestry that the exploratory committee has studied and considered the various options for the future of the Johnson Intern Program and has reluctantly come to the conclusion that the program should be suspended for the academic year 2004-05.

The option of a non-residential program was rejected because the initial basis for the program was to develop an intentional residential program. The committee feels strongly that the idea of the program is worth continuing.

The parish has never embraced the program financially on an ongoing basis, but rather the program has been supported by special gifts.

There is a perception that the program benefits a limited number of individuals in their Christian formation, but the truth is that these individuals and the program have served the broader community very well. Mr. Vaden emphasized that the decision was in no way based on any lack of effort, heart, or time or those directly involved in the program.

Ms Rawlings conveyed to the Vestry that it has been her privilege to have been a part of this great organization.

Mr. Joyner said that he hopes that the parish will take a very serious look at the possibility of making the program a parish ministry. Dr. Khoury added that the program leaves a tremendous legacy to the parish through its contributions to the community. He said that the parish has kept the program hidden, although unintentionally. He suggested that there should be a plaque to honor all of the graduates of the program.

Mr. Elkins-Williams stated that the program will officially end on July 1 but that Ms Rawlings will continue to wrap up loose ends through August 31.

Mr. Taylor again suggested that the parish needs to grow its general resources in the form of endowments in order to be able to support such worthwhile programs as the Johnson Intern Program.

Mr. Crow emphasized that the program has been very successful and that what the parish has learned will be of great value in the long-range planning process. Mr. Trapani added that with this program, we are supporting all that’s right with this generation, and he supports the idea of having the Vestry commit to making it part of long-range planning for the parish.

It was moved by Mr. Vaden, seconded by Mr. Carew, and passed unanimously, that the Vestry accept the recommendation of the Board of Directors of the Johnson Intern Program that the program be suspended for the academic year 2004-05 and the further recommendation that continuation of a residential internship program involving young adults in community outreach, spiritual development, and parish activities be considered in the long-range planning process that is currently underway in an effort to determine if such a program can be undertaken as a parish-based ministry.

Mr. Elkins-Williams asked for Vestry input on how best to inform the parish of this decision. Mrs. DeSaix suggested that, rather than announce it from the pulpit, an announcement be placed in Crossings. Mrs. DeSaix further suggested that Margaret Callie Johnson, the original donor whose bequest made the program a reality, be mentioned. Mrs. Jamieson-Drake added that the announcement should include acknowledgment of how this program has impacted the community by perhaps listing the former and current interns and the agencies with which they worked.

Mr. Elkins-Williams praised the extraordinary vision of Ms Rawlings during her tenure as director of the program, and the Vestry applauded. Mr. Vaden offered a resolution of appreciation (attached) for Ms Rawlings.

It was moved by Mr. Vaden, seconded by Mr. Carew, and passed unanimously, that the Vestry of the Chapel of the Cross express its great appreciation to Mary Agnes Rawlings for her leadership of the Johnson Intern Program for the years 2002-04. Under her direction, the program has been broadened and deepened to enhance the interns’ experience and extend the outreach of the Chapel of the Cross in the community. Mary Agnes forged an alliance with the Public Allies Americorps program, which added a diversity dimension, developed a Servant Leadership component and arranged for a Duke Divinity School intern to work with the interns on Christian formation. She also maintained close relationships with human services agencies to provide community service placements for the interns, and those agencies have testified to the valuable services that, without Chapel of the Cross and the interns, would not have been provided to the community. Through her stewardship, Mary Agnes Rawlings has been a servant leader in the truest sense and has made a lasting difference in the parish, the community, and the lives of the special young people who have come under her care.

Dr. Joyner also expressed appreciation to parishioners Watty Bowes and Syd Alexander for their contributions to the program.

CEEP Conference
Attached are Mr. Taylor’s reflections on the recent conference of the Consortium for Endowed Episcopal Parishes.

The conference next year will be held February 23-26 in New York.

Mr. Elkins-Williams stated that the quality and quantity of lay leadership in the CEEP is impressive.

Mr. McGee stated that this parish needs to grow its endowment.

Mr. Carew said that he was surprised to learn that other parishes also had a flat, if not a lower, canvass for this year’s budget.

After hearing about churches with a large endowment that as a result experience lower levels of pledging, Mrs. Jamieson-Drake offered a philosophical question: How do you balance heavy endowments with the spiritual need for giving?

Mr. Carew observed that there are many churches with large endowments that are not open about the size of the endowment.

The Rector offered a prayer, and the meeting adjourned at 9:35 p.m..

LIST OF ATTACHMENTS

(Attachments are available for review in the library.)