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Following a bag supper, the Vestry met in focus session to hear a report from the facilities subcommittee of the Long Range Planning Committee. Vestry members present were Dick Taylor (Sr. Warden), Paul Carew (Jr. Warden), Kevin Trapani, Bunnie Collura, George Evans, Joe Khoury, and Jack Scarborough, Jim Crow, Steve Lackey, and Chris Bowes. Also present were Martha Hart (Deacon), Bill Joyner (Deacon), and Barbara Hastings (Parish Administrator) who acted as clerk.

Mr. Taylor opened the session at 6:30 p.m. and asked Rob Sullivan and Ramsey Terhune to lead the brief discussion on facilities. Dr. Sullivan described the alternatives presented in the Long Range Plan. One alternative would be to construct a new parish hall and connect it to the present buildings. This would be a temporary solution since we would need to renovate much of the rest of the building to make it better fit our needs. He stated that the committee proposed the radical solution of tearing down the Battle Building and Yates wing and rebuilding. With this alternative, new construction could be designed to solve the many problems of the current building: offices that are not conveniently placed, no pleasant and inviting main entrance to the building, lack of security during working hours, inability to lock-up parts of the building in the evening while leaving parts open for community groups. We could install up-to-date security and sprinkler systems, HVAC system to works effectively in all parts of the building, and remove mold throughout the building. By removing current buildings and rebuilding completely, the parish would can better meet the needs of the future.

Mr. Terhune added that the Battle building is most inadequate with respect to fire and safety needs. The parish needs a centrally located parish hall that is well-designed and appointed for gatherings of all kinds. He point out that the parish will need to make the decision about partial demolition or all building other than the chapel and church.

Mr. Taylor stated that he hoped we would not be limited by finances, but will look to the long range needs. He noted that the vestry and parish need to take time to carefully examine the options.

Dr. Sullivan said that we need to take care not to build a new wing which would then block renovation or rebuilding of other parts of the building. He also noted that without complete demolition we would lose the opportunity to include a full basement.

Dr. Sullivan and Mr. Terhune then lead the vestry on a tour of the building to point out problem areas. They asked members to look at a lack of entrance, the playground area, the cloister which could be glassed in and to smell the mold in the basement.

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

The June meeting of the Vestry was held in the parish library on Thursday, June 6, 2004. Vestry members present were Dick Taylor (Sr. Warden), Paul Carew (Jr. Warden), Kevin Trapani, Bunnie Collura, George Evans, Joe Khoury, Jack Scarborough, Jim Crow, Steve Lackey, and Chris Bowes. Also present were Martha Hart (Deacon), Bill Joyner (Deacon), Barbara Hastings (Parish Administrator) who acted as clerk, Barney Varner (Senor Associate Treasurer).

Mr. Taylor presided and opened the meeting at 7:00 p.m...

Devotions
Mr. Trapani led the devotions, choosing readings from “Good to Great” by Jim Collins. He asked that we insert the word “church” in place of “company” in the reading about moving toward excellence. He closed with the prayer of St Francis of Assisi.

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

PARISH CONCERNS

Mr. Khoury thanked the vestry for cards sent to him during his recent illness.

It was moved by Mr. Scarborough, seconded by Mrs. Bowes, and passed unanimously, that the Vestry approve the minutes of the informal luncheon with Bishop Gloster on May 2, 2004.

It was moved by Mr. Carew, seconded by Mr. Scarborough, and passed unanimously, that the Vestry approve the minutes of the vestry focus session on May 13, 2004.

It was moved by Mr. Scarborough, seconded by Mr. Carew, and passed unanimously, that the Vestry approve the minutes of vestry meeting on May 13, 2004.

It was moved by Mr. Evans, seconded by Mr. Scarborough, and passed unanimously, that the Vestry approve the minutes of the vestry meeting on May 22, 2004 during the vestry retreat.

It was moved by Mr. Trapani, seconded by Mr. Carew, and passed unanimously, that the Vestry approve the minutes of the called meeting on May 26, 2004.

The single item on the addendum has been completed.

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

From Community Organizations budget
1. Orange/Alamance Prison Ministry 3,000.00
2. Augustine Project 1,000.00
3. A helping hand1,000.00
4. Alliance of AIDS Services – Carolina1,000.00
5. Freedom House2,000.00
6. Project Homestart2,000.00
7. Family Violence Prevention Center (Chapel Hill)1,000.00
8. Orange County Rape Crisis Center2,000.00

From Discretionary Outreach budget
1. Family Violence & Rape Crisis Services of
Chatham County 350.00
2. Freedom House 500.00
3. Inter-Faith Council/Americorps1,300.00
4. Mental Health Association of Orange County 300.00
5. Orange Congregations in Mission 800.00
6. Our Children’s Place 2,000.00

From SMC Discretionary Fund
1. AIDS Care Team/AIDS house150.00
2. Episcopal Relief and Development-Haiti1,000.00
3. North Carolina Food Bank1,000.00

Also attached is a memo of the Social Ministry Committee, in which these recommendations are outlined.

Mr. Lackey questioned the absence of the Martin Luther King Scholarship dispersement. Mrs. Hart replied that the Social Ministry Committee postponed a decision on awarding the scholarship until a recommendation could be obtained from Ted Vaden.

Mr. Trapani asked if it was possible for the committee to include the amount being given as well as the amount requested from the recipient. He also inquired if the philosophy of giving was to fully fund a few organizations or partially fund many organizations. He stated that perhaps a focus session with the Social Ministry Committee might be helpful to understand how decisions are made.

Mr. Joyner replied that the tendency seemed to be to give larger amounts to a few organizations.

Mr. Joyner asked for clarification about the SMC Discretionary Fund. Mr. Varner suggested that the committee intended “Social Ministry Discretionary Budget.”

It was moved by Mr. Lackey, seconded by Mrs. Bowes, and passed unanimously that the consent agenda be approved.

Rector
The rector’s report is attached.

Deacon (Martha Hart)
Mrs. Hart gave her semi-annual report which is attached. She also noted that she was teaching in Vacation Church School. She reported that the plans for housing IFC clients in July were going well. Most volunteer slots have been filled with a good response from the parish.

Mr. Crow asked about the progress of Teens United and if they were finding other homes for the children. Mrs. Hart answered that the goal was to create a faith-based home as a small community. They are in the initial stages with slow progress. The Stroud-Rose grant helped with individual interim needs.

Mrs. Hart also noted that the Augustine Project has been a glowing success.

Deacon (Bill Joyner)
Mr. Joyner said that he continues with ongoing projects. He attended the ordination of five new deacons on June 12 which is the largest number ever in this diocese. He is in the process of transferring his residency as deacon from New York to North Carolina.

Mr. Taylor asked for a report on the recent Deacon Conference at the Summit. Mrs. Hart replied that it is held once a year in May with the bishops. There are about 40 deacons in the diocese now.

Sr. Warden
The report of the Sr. Warden is attached.

Mr. Taylor highlighted the third paragraph of his report referring to the August meeting with former wardens as part of the annual giving campaign. He said that he will be talking about future funding with present leadership to encourage them to show a strong and early commitment to the campaign.

Mr. Khoury stated that he thought it would be helpful for the vestry to set a percentage amount for increase in pledges. Mr. Taylor said that conversations with the rector had indicated a 15% increase in pledge amounts would be requested from the parish in order to meet budget needs.

Mr. Carew said that the former wardens will be used as a resource for planning and goal setting. He added that from discussions with Mr. Varner 15% would be needed just to stay even with the addition of the new clergy salary. That amount would not include any programmatic increases. He pointed out that to set an amount for increase is dangerous because it may become a ceiling rather that a floor for pledge increases. This method works best when there is a specific need.

Mr. Crow raised the need to perhaps reduce services if pledges are not sufficient to make the budget in order to help people understand what their pledges do.

Mr. Taylor expressed concern about a negative approach. We need to be adding things.

Mr. Trapani added that we should send a message of abundance. We can’t continue to ask clergy and staff to cover tasks when money is short. We need to talk to people in a different way so they see the need to increase their pledge.

Mr. Scarborough pointed out the need for a great letter to address different needs. Mr. Carew responded that 6-8 different letters are used to address the needs of different groups of people in the parish.

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

Mrs. Bowes expressed concern about asking people with lower income to pledge more. Mr. Khoury felt that parishioners needed to know the budget problems to understand the necessity of not going into endowments for budget needs. Mr. Trapani noted that if some can’t increase 15% then others must increase more. Mr. Taylor said that we also need to grow the endowments and that we need to continue to talk about money.

Mr. Joyner asked about efforts toward those who don’t pledge at all. Mr. Carew replied that all pledge units are important and we need to educate the parish about the needs.

Mr. Taylor informed the vestry that Tammy Lee is applying for a Lilly Foundation Clergy Renewal grant. It includes funds for her sabbatical, funds for parish renewal, and funds for a substitute priest while she is away.

Parish Administrator
The report of the Parish Administrator is attached.

Mrs. Hastings passed around a form for members to sign regarding the sexual misconduct policy.

The vestry listed possible focus session topics: a review of financial funds, outreach giving procedures by Social Ministry Committee, music ministry and tour of the organ, plans for parlor renovation, work of the altar guild, a fall discussion of Long Range Planning. The rector and wardens will determine the order.

Treasurer
Attached are the Treasurer's Report narrative and the Combined Balance Sheet as of May 31, 2004.

Mr. Varner answered questions in Mr. McGee’s absence.

Finance Committee
The report of the Finance Committee is attached.

Mr. Scarborough reported that the annual audit was completed by Butler & Burke and the preliminary report was very good. Mr. Varner pointed out that the auditors did not recommend any changes in our procedures. [Note: a draft copy of the report was distributed at the end of the meeting. The Audit Subcommittee and the Finance Committee will review it and bring it for Vestry discussion at the July meeting.]

Mr. Scarborough noted that the University Ministry Committee requested $7500 for the Campus Ministry Budget request, but it was unclear whether that included Cross Ties. More information will be gathered.

Mr. Scarborough reported that the Finance Committee did not make budget changes at the time although about $13,000 in unbudgeted pledges have been received. The additional funds may be used to reduce fund transfers at the end of the year.

The Finance Committee recommended that payment of additional salary and benefits for the Publications and Communications Assistant position be moved from ECM fund to the wage and salary budget salary line effective June, 2004. The Vestry approved the recommendation unanimously.

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

Mr. Evans noted that the work done to computerize the HVAC system seems to be paying off in reduce expenses. He also noted that he needed to talk with Carol Hollowell to get a complete report from the parlor committee before proceeding. He noted that the rector refers to a “Friends of the Parlor” fund in his report as a possible funding plan for parlor renovations. Mr. Khoury noted that the walls might be painted a warmer color and plans might include coordination with some renovation of the dining room also.

Personnel Committee
The report of the Personnel Committee is attached. Mr. Trapani answered questions related to the report.

Youth Mission Trip
Julia Taylor and Elizabeth Lienesch spoke to the vestry about their upcoming Youth Mission Trip to Wind River Indian Reservation in Wyoming. The trip is from June 20 through June 26. The team will work in construction, elder care and child care. Sixteen youth and three adults will go on the seven day trip. The group has raised money by babysitting, selling shares in the trip, and plans to hold a car wash. Mr. Taylor asked if the church was underwriting any of the trip. The students replied that is recent years the parish has not funded mission trips although they did in the past. Ms Lienesch is a lay Eucharistic minister, an acolyte, a member of church school and EYC. She will attend Carlton College in the fall. Ms. Taylor is an acolyte, a member of church school and EYC. She is a high school student. The vestry passed a list around to purchase shares for the trip.

Mr. Taylor offered a prayer, and the meeting adjourned at 9:15 p.m.

LIST OF ATTACHMENTS

(Attachments are available for review in the library.)