At its August meeting, the Vestry:
1) approved the recommendation of the Social Ministry Committee for disbursement from the discretionary outreach line item of $500 to Youth Creating Change, Inc.;
(2) approved the nomination of Reid Conrad as at-large member of the Finance Committee;
(3) accepted with gratitude a gift from Sara Hill in memory of her husband of up to $15,000 to fund renovations to the parlor;
(4) discussed concerns of the Chapel Committee about the proposed size of the new organ for the chapel, the timetable for approval of final plans, and the process followed for this project;
(5) approved an increase in the overall credit card limit for parish credit card users to $25,000 and agreed to review individual user limits on an annual basis for approval; and
(6) discussed and made plans for further discussion of the Rector’s September letter for inclusion in Cross Roads, which addresses Bishop’s Curry’s recent pastoral statement on the issue of the blessing of same-sex unions.

Minutes of the Informal Focus Hour
of the Vestry of the Chapel of the Cross
19 August 2004
While enjoying a supper catered by Nantucket, the Vestry met in focus session in the parish dining room with former Vestry members, who had been invited to join in discussion about Vestry issues past and present. Vestry members present were Dick Taylor (Sr. Warden), Paul Carew (Jr. Warden), Jean DeSaix, Bunnie Collura, George Evans, Joe Khoury, Jack Scarborough, Chris Bowes, Jim Crow, and Steve Lackey. Former Vestry members present were Larry Hart, David Lindquist, John Nelson, Susan Palmore, Margie Pfaff, Betsy Pringle, John Pringle, Betty Pristera, Stacey Tompkins, K. T. Vaughan, Frances Widmann, Robert Wright, Zell Hoole, Fred Irons, Susan Irons, Bert Liverance, Barbara Schutz, Barney Varner, Bill Yeagerand Heather Yeowell. Also present were Stephen Elkins-Williams (Rector), Martha Hart (Deacon), Bill Joyner (Deacon), Barbara Hastings (Parish Administrator), John McGee (Treasurer), Barner Varner (Sr. Associate Treasurer), and Nancy Kelly (Clerk).

The Rector opened the session at 6:15 p.m. with a prayer and then turned the meeting over to the Sr. Warden.

Mr. Taylor welcomed former Vestry members to the meeting. On Tuesday evening, August 17, the Rector and Wardens hosted former wardens at a similar dinner meeting to discuss issues of long-range planning.

Mr. Taylor opened the discussion by saying that the parish is now entering the twentieth year of the present rector, and he invited comment from those who were on the Vestry prior to Mr. Elkins-Williams’ time.

Mr. Pringle commented that a major issue in the 1970’s was that of how to finance a new organ for the church. Mr. Lindquist added that other issues of controversy at that time were those of renovation of the church and raising money for air-conditioning the church. Mrs. Pfaff spoke of personnel issues that were problematic. Mrs. DeSaix commented that the Vestry declined a generous offer to carpet the church.

Mr. Taylor observed that the Vestry has always dealt with conflict and with difficult issues but that the Vestry has been fortunate to benefit from wonderful lay leadership.

Mr. Elkins-Williams then listed some of the issues affecting the parish in the present. A major change has been in the realignment of the clergy duties, with Tammy Lee moving to the position of Campus Chaplain. The parish has recently successfully completed a project of social ministry in hosting IFC clients during renovations of the IFC shelter. Worship remains strong in the parish. The results of a recent parish survey indicate that worship is the top priority of parishioners. With the arrival of David Frazelle in December, the parish will have a fourth full-time clergy member. The parish is currently dealing with controversy about the new chapel organ. Bishop Curry has recently issued guidelines about the blessing of same-sex unions. There is also much excitement and energy involved in the long-range planning process.

Mr. Taylor then elaborated on the long-range planning process. The Long-Range Planning Committee spent two years of very thoughtful work as it considered what it is that God is calling us to be and to do at the Chapel of the Cross. The committee studied three principal areas in the life of the parish: worship, program, and facilities.

In the area of worship, the committee studied anticipated growth of the parish and concluded that there might be an increase of 29% over the next decade. A possibility for accommodating this expected growth is the addition of another worship service, perhaps on Sunday evening or one aimed specifically at youth, as well as satellite services, e.g. at the Cedars. The basic premise is that worship will continue to be held in the existing parish worship spaces.

In the area of program, the committee recommends a program review committee to determine what the parish is doing well and what can be improved upon. The committee also concluded that the parish needs to emphasize hospitality and that perhaps a special committee should be named to address this issue. The committee also recommends that the Chapel of the Cross should be mindful of current social issues and should use both the pulpit and the classroom to deal with these issues, even though this might result in controversy.

In the area of facilities, the committee noted that we don’t have the spaces that we need for the type of parish that we are. The dining room is inadequate. Office space is also inadequate, and the staff is spread out. The Campus Ministry space needs to be expanded. Classroom and meeting space is also inadequate. Possibilities for dealing with issues of space include building a multi-story parish house addition in the area of the playground or replacing both the Battle and Yates wings. The committee recommends an engineering and architectural feasibility study.

Mr. Carew then spoke of the change in role of the Jr. Warden, from responsibility for parish facilities to leader in the area of stewardship. This change was made possible because of the staff addition of the Facilities Manager and the strong Buildings and Grounds leadership.

The subcommittees for stewardship include special giving, annual giving, and capital giving. Mr. Carew informed those present that budget needs in the areas of increased cost of utilities and the addition of a fourth clergy member projected for 2005, with budget lines for parish programs remaining flat, will necessitate an increase of 15% in pledged income. The Vestry is being asked to make leadership gifts, and former Vestry members are also asked to be leaders in this area.

Mr. Wright asked if the 15% increase will make it unnecessary to use earnings from other parish funds to balance the budget. Mr. Carew replied that there will still be the need to transfer funds but that the goal is to keep this to a minimum.

Mr. Carew added that the committee on special gifts is making plans to grow the outreach and facilities endowments.

Mr. Hart asked what was the growth in membership over the last ten years and how it compares to the anticipated 29% growth over the next ten years. Mr. Taylor replied that growth has been relatively flat over the past few years. Mr. Pringle asked, given that the Episcopal denomination as a whole is not growing nationwide, how we can expect such growth in our parish. Mr. Elkins-Williams replied that we have recently launched a new mission, and that many people open to the Episcopal Church are moving into Orange County every year.

Mrs. Widmann asked about the difference in demographics among Chapel of the Cross, Church of the Holy Family, and Episcopal Church of the Advocate. Mr. Elkins-Williams noted that ECOTA has many non-Episcopalians. Mr. Taylor acknowledged that we need to consider trends in demographics. Dr. Khoury added that we are losing young adults and teens.

Mrs. Pringle expressed the opinion that in dealing with issues in the area of facilities, we need to maintain the sense of history of this parish. She suggested that when building options are appraised, there needs to be someone who is unbiased offering the recommendations.

Mr. Liverance added that he is at issue with some of the facilities expansion objectives. He said that we need to know how the facilities are currently used in order to plan for the future.

Mrs. Pfaff asked if there has ever been consideration to moving the Campus Center to the upper floor.

Mr. Taylor recalled that the Yates building was originally designed to accommodate a third floor.

Mr. Lindquist stated that the plans from the last expansion of parish facilities are still available, adding that the plans for that expansion were very carefully done.

Mr. Elkins-Williams said that Ted Vaden will chair a an implementation committee to follow the work and recommendations of the Long-Range Planning Committee.

Mrs. Palmore said that, in order to design appropriate programs, we need to look at who the parishioners of the future will be. There will likely be a need to add programs for the elderly.

Mr. Elkins-Williams concluded the discussion by expressing thanks to the former Vestry members who came to the meeting.

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

The August meeting of the Vestry was held in the parish library on Thursday, August 19, 2004. Vestry members present were Dick Taylor (Sr. Warden), Paul Carew (Jr. Warden), Jean DeSaix, Bunnie Collura, George Evans, Joe Khoury, Jack Scarborough, Chris Bowes, Jim Crow, and Steve Lackey. Also present were Stephen Elkins-Williams (Rector), Martha Hart (Deacon), Bill Joyner (Deacon), Barbara Hastings (Parish Administrator), John McGee (Treasurer), Barney Varner (Sr. Associate Treasurer), and Nancy Kelly (Clerk).

The Rector presided and opened the meeting at 7:15p.m..

Devotions
Mrs. DeSaix, in keeping with the idea of moving forward with confidence, led the devotions. She read from Deuteronomy and a selection from Ralph Waldo Emerson, then asked the Vestry to join her in saying the Lord’s Prayer.

Selection of Timekeeper
Mrs. Collura agreed to serve as timekeeper for the meeting.

PARISH CONCERNS

Mr. Carew said that several parishioners have asked that room be made for coats in the Tower Room coat closet. The closet is currently being used to store chairs. Mr. Elkins-Williams suggested that now that the wooden chairs for the church have arrived, the folding chairs be removed from that closet.

Since the Vestry minutes were not available in time for Vestry members to have the opportunity to read them in advance of the meeting, it was suggested that the minutes be approved to include corrections forwarded to the parish office by Monday.

It was moved by Mr. Carew, seconded by Mr. Taylor, and passed unanimously, that the Vestry approve the minutes of the focus session of July 15 and the minutes of the Vestry meeting of July 15, to include any corrections that are submitted to the parish office by 5:00 p.m. on Monday, August 23.

There were no items on the addendum.

The following items were placed on the Consent Agenda (attached):

-recommendation of the Social Ministry Committee for disbursement from the discretionary outreach line item of $500 to Youth Creating Change, Inc.

-nomination of Reid Conrad as at-large member of the Finance Committee.

It was moved by Mr, Taylor, seconded by Mr. Carew, and passed unanimously, that the Vestry approve the Consent Agenda.

Rector
Attached is a preview copy of Mr. Elkins-Williams’ letter to parishioners that will appear in the September Cross Roads. This letter addresses Bishop Curry’s recent pastoral statement on of the blessing of same-sex unions (cover letter and pastoral statement from Bishop Curry attached). Also attached is the Bishop’s summer letter to all clergy and lay leaders of the Diocese of North Carolina.

Mr. Elkins-Williams thanked Mrs. Hastings for arranging the logistics of this evening’s meeting with former Vestry members and Mr. Taylor for his work in bringing together former wardens and then former Vestry members. He suggested that this be made an annual event.

Mr. Elkins-Williams reported that he has spoken with Sara Hill, and she has agreed that the $10,000 gift that she has made to the parish in memory of her husband Willard may be used to fund parlor renovations, and she has agreed to increase the total gift to up to $15,000 as needed to complete the renovations.

It was moved by Dr. Khoury, seconded by Mr. Scarborough, and passed unanimously, that the Vestry accept with gratitude the gift from Sarah Hill, in memory of Willard, of up to $15,000 to fund the renovations to the parlor.

Mr. Taylor will send a thank-you letter to Mrs. Hill.

Deacon (Martha Hart)
Mrs. Hart expressed thanks to all who provided help and support for the recent parish project of hosting IFC clients during the summer renovations of the IFC shelter.

Deacon (Bill Joyner)
Mr. Joyner reported that he will lead the Youth Inquirers Class this year. He will be assisted by Mr. Lackey.

Mr. Joyner is serving on the Bishop’s Committee on the Diaconate along with Mrs. Hart.

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

Junior Warden
Mr. Carew reported that the Annual Giving Committee is working on the schedule for the upcoming budget process.

Parish Administrator
The report of the Parish Administrator is attached.

Mrs. Hastings encouraged Vestry members to stop by to meet the new administrative assistant, Mary Anne Handy.

Treasurer
Attached are the Treasurer's Report narrative and the Combined Balance Sheet as of July 31, 2004. Also attached are a budget comparison for June/July 20003/2004 and a memo from Mr. McGee with a recommendation to adjust credit card limits.

Mr. McGee reported that the budget is on track with 2003. He added that he has changed the allocation of the investment income.

Referring to item 3 of his narrative report, Mr. McGee said that he has secured the line-of-credit in case it should be needed.

Mr. McGee asked for Vestry approval of the revised credit card limits. The recommendation is that the overall parish credit card limit be set at $25,000. Limits for Mr. Elkins-Williams, Ms Lee, Mrs. Jamieson-Drake, and Mr. Frazelle would be set at $2500, for Dr. Quinn and Ms Jordan at $1000, for the Youth Assistant (Caroline Alexander Williams) at $500, and for general use cards checked out as needed at $12,500, these user limits to be reviewed on an annual basis. The credit card limits, currently at CCB and Bank of America, would be consolidated to Bank of America.

It was moved by Mr. Taylor, seconded by Mr. Scarborough, and passed unanimously, that the Vestry approve the setting of the overall credit card limit for parish credit card users to $25,000 and that it review the individual user limits on an annual basis for approval.

Mrs. Hastings will communicate this information to the staff and encourage use of the credit cards for parish expenses, since sales tax can be reclaimed only if the parish credit card, rather than a personal credit card, is used.

Finance Committee
n/a

Buildings and Grounds Committee
Mr. Evans reported that the new chandeliers have been installed in the parlor.

Mr. Liverance and Ken Robinson have secured a proposal for $22,000 to convert the boiler from steam to hot water. This investment would produce a utilities cost savings of about 10-15% per year. A good reason for going ahead with this major expense at this time is that the current unit that converts steam to hot water needs to be replaced, at a cost of $2500. The disadvantage is that a source for the $22,000 would need to be identified to be paid up front, with the cost to be recouped over about five years. Mr. Liverance will refer this proposal to the Finance Committee.

Personnel Committee
The report of the Personnel Committee is attached.

Mrs. Hastings, in the absence of Kevin Trapani, reported that three Vestry members and three at-large members form the Personnel Committee. There is currently a vacancy on the committee for an at-large member. Vestry members are asked to forward recommendations of parishioners to be nominated to this committee to Mr. Elkins-Williams or Mr. Taylor.

Members of the Chapel Committee and the Chapel Organ Committee arrived to present an update to the Vestry. Those present were Larry Logan (Chair of the Chapel Committee), Sandy Gerow (Chapel Committee), Betsy Pringle (Chapel Committee), Phil Rees (Chapel Committee and Chapel Organ Committee), Clare Baum (Chair of the Chapel Organ Committee), Robert Wright (Chapel Organ Committee), and Van Quinn (Organist-Choirmaster).

Attached are tentative drawings of the elevation and facade of the proposed chapel organ, a memo from Mr. Logan of the minutes of the July 29 meeting of the Chapel Committee and the accompanying motion from the Chapel Committee to the Chapel Organ Committee to revisit the size and design of the organ, a memo from Mr. Logan of the minutes of the August 17 meeting of the Chapel Committee and the accompanying motion in which the committee recommends that the Vestry consider postponing the September deadline for approval of the basic design of the organ, communicate to the parish the issues surrounding the proposed organ, and reduce the footprint of the proposed organ.

Mr. Wright reported on the progress in fundraising for the organ. He acknowledged that the committee is a little behind schedule in contacting potential donors, but he hopes that the planned contacts will be completed soon. There are two categories of potential donors, those in the $25,000-100,000 range and those in the $10,000-24,999 range. The committee makes it clear that any gifts for the organ would be in addition to an annual pledge and a future pledge to a capital campaign.

Mrs. Baum reported that the Chapel Organ Committee has been working to reduce the height of the proposed organ. Referring to the attached drawings, she pointed out that the revision (right) shows more and smaller pipes than the original design (left). Dr. Quinn revealed that creating a pit has lowered the height another twelve inches.

Mrs. Baum said that the organ builder needs a definite footprint soon but that the decorative elements do not yet need to be approved in final form.

Dr. Khoury passed around a series of photos of smaller organs in chapels to give an idea of comparative size.

Mr. Logan said that there is no one on the Chapel Committee who does not want to see a new organ in the chapel. He went on to say that the Chapel Committee didn’t receive the drawings of the proposed organ until July and that it has serious concerns about its massive size. The Chapel Committee is unanimous in agreeing that the matter should not be rushed and that any delay or additional cost that might be incurred is better than approving a design that does not complement the space. The committee asks that the Vestry consider a delay of the September deadline for final approval of the basic design, that the Vestry communicate to the parish the issue to alleviate current perceptions of secrecy surrounding the project, and that the Vestry address the issue of the impact of the proposed instrument on the historic nature of the chapel. In addition to the reductions in height already suggested, the committee would like to reduce the depth of the organ case 8-10”, so as not to overpower the chancel.

Mr. Elkins-Williams stated that it appears that there is beginning to be some agreement about the height of the organ, but the depth is still at issue. He observed that reduction of the depth by 8-10” would lessen the need to remove choir pews.

Mr. Logan asked if the organ could be moved more to the left. This would necessitate closing of the chapel sacristy door.

Mrs. Pringle said that the architectural scale of the organ needs to be considered. The proposed height, width, and depth do not preserve the integrity of the chapel. She observed that the drawings presented show only the front of the organ but do not show its bulk.

Ms Gerow expressed concern about the issue of process. She is concerned that many parishioners know nothing about the project. Although it has not been intentional, the parish is uninformed.

Mr. Elkins-Williams asked if there would be any objection to exploring the possibility of moving the organ 17” into the sacristy, which has a 16” exterior wall.

Mr. Logan replied that the wall behind the organ is original brick and is a weight-bearing wall. He added that the parish would incur major expense to implement this option. Mrs. Pringle added that the chapel is one of four Chapel Hill buildings individually listed on the National Historic Register, and that perhaps this body should be consulted.

Mr. McGee stated that the major gift for the organ was committed subject to a reasonable timetable. Dr. Quinn added that the Vestry has already signed a contract for a specific footprint for the organ, with the caveat to study a possible reduction in the height of the instrument.

Mr. Wright stated that the Chapel Organ Committee was established three years ago to study the issue of a new organ for the chapel. The Vestry accepted the committee’s recommendation of a working proposal for the organ and authorized the committee to begin fundraising efforts.

Mr. Rees said that he still feels that the organ is too large for the chapel and that it will change the character of the chapel. Mr. Logan added that the problem as he sees it is a disregard for the impact on historic space. Dr. Quinn disagreed, stating that the committee has kept in mind the historic space and concluding that there is a difference in judgment on this issue.

Dr. Khoury acknowledged that the chapel is a historic space, but with music an integral part of worship, it is space that doesn’t currently meet the needs of the parish for weddings, funerals, and choir accompaniment. Acknowledging Dr. Quinn’s expertise with organs, he asked him directly if the organ is too big for the space. Dr. Quinn replied that the proposed chapel organ is classified a small instrument, compared to the organ in the church, which is a medium instrument, and the one in Duke Chapel, which is a large instrument.

Mr. Elkins-Williams expressed gratitude for the work of the Chapel Committee and for its articulation of concerns on this issue. It now falls to the Vestry to discuss these concerns. The members of the Chapel Committee and the Chapel Organ Committee departed the meeting.

Mr. Carew began Vestry discussion of these concerns by emphasizing the need to discuss the concerns of process. Mr. Taylor observed that not all parishioners are ignorant of the project, as those who are opposed to the proposed organ have made their concerns known. Mr. Elkins-Williams asked Vestry members what they have heard from parishioners about this issue. Mrs. DeSaix replied that she has heard comments only from committee members. Dr. Khoury stated that some parishioners who attend the 5:15 p.m. service have expressed concern about finances. Mr. Evans said that the proposed organ will definitely change the character of the chapel, but he expressed much confidence in the judgment of Dr. Quinn and Mrs. Baum. He suggested that those who are opposed to the proposed organ likely don’t want any change in the chapel. He added that time will inevitably erase some of the present concerns. Mrs. Collura added that some parishioners were initially concerned about the expense of the project, but that their concerns disappeared upon being informed that it is to be funded by designated gifts.

Mrs. Bowes asked if honoring the September deadline for final plans would mean that there could be no more consideration of the depth of the organ. Mr. Taylor asked if we could explore pushing back the sacristy wall even if we’ve accepted the final specifications. Mr. Carew replied that the September deadline would lock in the depth of the instrument but not its placement. He suggested that modifications to the wall would solve the footprint concerns and should be considered.

Mr. Varner informed the Vestry that there is a large crack in the brick wall behind the organ, so any work to move the organ back would involve major expense to create the additional structural support needed. Mr. Evans added that there is no question about the validity of concern for structural integrity.

Returning to the issue of perception of a lack of process, Mr. Crow asked if this concern is perhaps exaggerated. Mr. Elkins-Williams replied that there does exist a problem of perception and that the Vestry needs to do all it can to communicate with the parish. He stated that he senses that there is not a majority of the parish concerned, but there is likely a significant minority with concerns. He suggested that a small group of the Vestry be formed specifically to address how to inform the parish on developments on this project. Mrs. DeSaix suggested Sunday announcements from the pulpit on progress on the organ project.

Mr. Carew asked if the Vestry is obligated to vote this evening on the proposed motion of the Chapel Committee to postpone the September deadline. Mr. Lackey said that the Vestry must proceed under the assumption that the wall cannot be invaded.

Mr. Taylor will inform the Chapel Committee that the Vestry will postpone consideration of its suggested motion to the Vestry meeting of September 16. In preparation for consideration of the recommendation of the Chapel Committee, the Vestry will communicate with the organ builder about the impact on the schedule if the September deadline is postponed, will investigate the possibility of reducing the footprint by pushing the organ back into the chapel sacristy wall, and will appoint a committee to consider issues involving process.

Mr. Elkins-Williams asked Mr. Taylor, Mr.Evans, and Mrs. DeSaix to form a parish process committee to deal with these issues of communication. He invited any other Vestry members who would like to serve on this committee to volunteer.

Mr. Elkins-Williams expressed appreciation for the thoughtful way in which the Vestry is dealing with the issues raised by the Chapel Committee and the Chapel Organ Committee.

Johnson Intern Program
Attached is a report to the Vestry from Watty Bowes, Chair of the Johnson Intern Board.

Mr. Elkins-Williams told the Vestry that there is a need to remove the furniture from the rental home by September 1. He asked if Vestry members know of any graduate students who might be able to use the furniture on loan.

Discussion of the Rector’s Letter for September Cross Roads
Mr. Elkins-Williams asked for Vestry comment on his letter for inclusion in the September Cross Roads.

Mr. Crow asked if Mr. Elkins-Williams’ argument couldn’t have been used as a reason to vote against the ordination of Bishop of New Hampshire Gene Robinson. The rector replied that some of our diocesan clergy delegates had done just that.

Mr. Taylor suggested that a focus session be scheduled for discussion of this issue. Mr. Elkins-Williams suggested that the September focus session with the Social Ministry Committee be postponed to October. Mrs. Hastings will check with Sandy McClaskey to see if this is a possibility for the SMC.

Mr. Taylor expressed admiration and support for Mr. Elkins-Williams’ honesty and deep reflection in dealing with this issue. Mrs. DeSaix added that Mr. Elkins-Williams has clearly put the issue on the table.

Mr. Elkins-Williams emphasized to the Vestry that, although he does not think that now is the time to approve the blessing of same-sex unions, he is not closing off discussion of the issue and he is open to change when the time clearly comes to do so.

The Rector offered a prayer, and the meeting adjourned at 9:30 p.m..

LIST OF ATTACHMENTS

(Attachments are available for review in the library.)

Mr. Taylor – Draft letter to thank Sara Hill for generous gift to parish.

Mr. Taylor, Mr. Evans, Mrs. DeSaix – Form parish process committee to address issues of communication of concerns to parish.

Mr. Liverance – Refer to Finance Committee recommendation of Buildings and Grounds Committee to convert boiler from steam to hot water.

Mrs. Hastings – Check with Sandy McClaskey to see if the SMC focus session can be postponed to October.