At its September meeting, the Vestry:
1) approved the nomination of Meredith Gilliam to membership on the Social Ministry Committee, representing Episcopal Campus Ministry;
2) approved the nomination of Frances Widmann to the Personnel Committee;
3) received an update on the parlor renovation project and earned that the goal is to have it completed by Advent;
4) affirmed the specifications and timetable for the chapel organ according to the contract already signed with Dobson Pipe Organ Builders, Ltd. and requested information to address questions and concerns raised by the Buildings and Grounds Committee and the Chapel Committee, to the extent that the project specifications or timetable are not jeopardized;
5) approved the Johnson Intern Program budget for 2004-05 and received a report on work to be accomplished this year in preparation for reactivation of the program in 2005-06;
6) elected Robert Wright and Syd Alexander to three-year terms as delegates to Annual Convention and elected to one-year terms as alternates Vivian Varner (first alternate), Bunnie Collura (second alternate), Paul Carew (third alternate), Peter DeSaix (fourth alternate), Emilie DeLuca (fifth alternate), and Bob Chase (sixth alternate);
7) approved the charge for the Long-Range Plan Next Step Committee, with the option of changing the name of the committee;
8) learned that the Chapel of the Cross will receive a volunteer award from the Orange County Commissioners for its role in helping to host IFC clients during the recent renovations to the IFC shelter;
9) approved the expenditure of $22,000 from Undesignated Bequests and Gifts for conversion of the boiler to hot water;
10) received the 2003 audit by Butler & Burke, L.L.P.; and
11) learned that a new Hospitality Guild, to be co-chaired by Mary Schoenfeld and Barbara Day, is being planned for the parish.

While enjoying a bag supper, the Vestry met in focus session on the issue of blessing of same-gender unions. Vestry members present were Dick Taylor (Sr. Warden), Paul Carew (Jr. Warden), Jean DeSaix, Kevin Trapani, Bunnie Collura, George Evans, Joe Khoury, Jack Scarborough, Jim Crow, Steve Lackey, and Mary Schoenfeld. Also present were Stephen Elkins-Williams (Rector), Vicky Jamieson-Drake (Associate for Pastoral Ministry), Martha Hart (Deacon), Barbara Hastings (Parish Administrator), John McGee (Treasurer), and Nancy Kelly (Clerk).

The Sr. Warden opened the session at 6:05 p.m. by welcoming to the meeting several gay parishioners.

Attached are the booklet Integrity, a memo on the blessing of committed same-gender relationships from the Diocese of Michigan, and an excerpt from Peter J. Gomes’s The Good Book: Reading the Bible with Mind and Heart.

Mr. Taylor began the discussion by stating that we are called to conversation on the issue of the blessing of gay unions by recent events of the national church, by Bishop Curry’s recent letter to clergy of the diocese on this issue, and by the Rector’s letter in the August Cross Roads.

Discussion included consideration of the question of what such a blessing would mean to the couple involved, as well as what it should mean to the parish. The Vestry also asked for clarification of what difference there would be between the blessing of a gay union and the celebration and blessing of a marriage, in the ceremony itself as well as in required pastoral counseling.

All present agreed that the discussion tonight was very meaningful, that it is a positive step in the process of dialogue, and that the discussion should continue.The focus session concluded at 7:05 p.m., and the Vestry moved to the more formal part of the agenda.

Attachments
- - - Booklet: Integrity
- - - Memo from the Diocese of Michigan on the Blessing of Committed Same-Gender Relationships
- - - Excerpt from Peter J. Gomes’s The Good Book: Reading the Bible with Mind and Heart

The September meeting of the Vestry was held in the parish library on Thursday, September 16, 2004. Vestry members present were Dick Taylor (Sr. Warden), Paul Carew (Jr. Warden), Jean DeSaix, Kevin Trapani, Bunnie Collura, George Evans, Joe Khoury, Jack Scarborough, Jim Crow, Steve Lackey, and Mary Schoenfeld. Also present were Stephen Elkins-Williams (Rector), Martha Hart (Deacon), Barbara Hastings (Parish Administrator), John McGee (Treasurer), and Nancy Kelly (Clerk).

The Rector presided and opened the meeting at 7:10p.m..

Devotions
Mr. Taylor led the devotions, a brief Bible study from the Gospel of John, at the end of Jesus’s ministry. He concluded with a prayer.

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

PARISH CONCERNS

There were no parish concerns expressed.

The following corrections were made to the minutes of the focus session of August 19:

-p. 1, first paragraph, add to the list of former Vestry members present “Zell Hoole, Fred Irons, Susan Irons, Bert Liverance, Barbara Schütz, Barney Varner, and Bill Yeager”

-p. 1, end of first paragraph, correct spelling of “Barner Varner” to “Barney Varner”

There were no corrections made to the minutes of the Vestry meeting of August 19.

It was moved by Mrs. Collura, seconded by Mr. Evans, and passed unanimously, that the Vestry approve the minutes of the focus session of August 19 as amended and approve the minutes of the Vestry meeting of August 19.

The tasks of Mr. Liverance and Mrs. Hastings have been completed. The other two items are to remain on the addendum, pending completion.

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

-approval of the nomination of Meredith Gilliam as a member of the Social Ministry Committee, representing Episcopal Campus Ministry

-approval of the nomination of Frances Widmann to the Personnel Committee

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

Rector
The report of the Rector is attached.

Mr. Elkins-Williams reported that he had received a communication from the Orange County Commissioners office informing him that on September 23 the Chapel of the Cross will receive a volunteer award at the Senior Center for its role in helping to host IFC clients during the recent renovations to the IFC shelter.

Attached also is an e-mail received by the Rector in response to his recent letter to the parish about the blessing of same-sex unions. Mr. Elkins-Williams commented that the Liturgical Planning Committee will meet on September 20 and that this issue is on its agenda. The January adult education Sunday offerings will include sessions on this issue, and Cross Roads will have a Spring issue devoted to the topic. Mr. Taylor expressed the opinion that Lent would be a good time to discern on this issue. Mr. Elkins-Williams replied that this is not yet at the stage of a discernment process, but rather just the beginning of dialogue. Mr. Trapani suggested that this issue should be an important topic on the agenda for the May retreat.

Mr. Elkins-Williams said that Tammy Lee and Gretchen Jordan and other parishioners, will leave on September 23 on a two week pilgrimage to Scotland.

Deacon (Martha Hart)
Mrs. Hart reported that all of her ongoing activities continue. She added that the IFC is back in its renovated space at Rosemary and Columbia.

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

Mr. Taylor spoke of the need for the Vestry to demonstrate leadership giving in the upcoming annual giving campaign and promised to increase his pledge by at least 25%. The canvass will request that parishioners consider a 15% increase in their pledge level. Mr. Trapani asked what would be the dollar impact on this campaign if the Vestry increased its collective pledge by 25%.

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

Mr. Carew continued the discussion of annual giving by stating that leadership gifts are being requested.

Also attached is a copy of Going forward Together: A Conference for Clergy, Staff, & Lay Leaders.

Parish Administrator
The report of the Parish Administrator is attached.

Mrs. Hastings reported that direct debit will be offered as an option for annual giving. Mr. Crow asked her to check on the security firewall to guarantee the security of on-line pledges.

DocStar, an electronic document and retrieval system, has been successfully transferred to an old recycled computer.

The parish staff have been experiencing such extreme problems with SPAM that there is need for an additional small server and software.

Treasurer
Attached are the Treasurer's Report narrative for August and the Combined Balance Sheet as of August 31, 2004. Also attached is a budget comparison for July/August 2003/2004.

Mr. McGee reported that the budget is tracking as last year.

A line of credit for the expenses for the chapel organ has been negotiated. The debt service for this line of credit will be in the operating budget.

Attached is a copy of the 2003 audit by Butler & Burke, L.L.P..

Finance Committee
Attached is a letter from Mr. Scarborough, Chair of the Finance Committee, to parish leaders about the annual budget process. Also attached is a list of the membership and responsibility areas of the five budget subcommittees.

Mr. Scarborough reported that Reid Conrad is a new member of the committee.

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

Mr. Evans stated that if the conversion of the boiler to hot water is funded from Undesignated Bequests and Gifts, the utility savings from this conversion should be directed back into Undesignated Bequests and Gifts. Mr. McGee stated that the Undesignated Bequests and Gifts fund balance is currently at about $148,000 and that there is not much flexibility if we keep tapping it for projects at the rate we’ve been doing so.

It was moved by Mr. Evans, seconded by Mr. Scarborough, and passed unanimously, that the Vestry approve the expenditure of $22,000 for conversion of the boiler to hot water, the source of these funds to be from Undesignated Bequests and Gifts.

Personnel Committee
The report of the Personnel Committee is attached.

Mr. Trapani reported that the committee, in reviewing performance evaluations of the administrative staff, has become aware of some concerns about salary inequities and about general market-level compensation. The Personnel Committee will meet with some staff members to pursue these issues.

There is also the perception of inconsistency in expectations for some positions. This may be an issue of job description.

Mr. Taylor asked if there is a time frame for the resolution of these issues. Mr. Trapani replied that these issues need to be addressed during budget deliberations.

Social Ministry Committee
The report of the Social Ministry Committee is attached.

Mr. Lackey asked that the spelling of the names of Joanna Hiller and Sara Donahue be corrected.

Hospitality Guild
Attached is a memo from Mrs. Schoenfeld on plans for a Hospitality Guild. She said that Barbara Day has agreed to co-chair the Hospitality Guild with her.

Mrs. Schoenfeld passed around a sign-up sheet for Vestry members to volunteer to be available at the coffee hour to greet parishioners.

Parlor Renovations
Mrs. Hastings reported that the parlor floor is to be refinished during the week of September 27. The fabric for furniture to be reupholstered has been ordered. The new furniture has been ordered, and delivery is expected in about twelve weeks. The goal is that the project be completed by Advent.

Chapel Organ Committee
Clare Baum, Chair of the Chapel Organ Committee, and committee member Terry Eason arrived to discuss with the Vestry concerns that had been raised about the organ at the August Vestry meeting.

Ms Baum said that she has learned that if the Vestry delays the decision to approve the footprint of the organ, the delivery date would be moved back to late 2007 or early 2008, and the contract and the pricing could also be affected. A final decision on the ornamentation of the organ case can be delayed for a few months without penalty, but the decision on the footprint needs to be made immediately.

Mr. Evans said that it seems to be the general consensus that it would be very expensive to make changes in the wall between the organ and the sacristy. Mr. Elkins-Williams added that there was also consensus that the (former) exterior walls of the chapel should not be altered in any way. Mr. Evans said that the pews can be moved without problem.

Mr. Taylor summarized the three issues that had been discussed at the August meeting of the Vestry: the possibility of a delay in approving the footprint for the organ, establishing communication with the parish about the chapel organ, and the possibility of making changes in the wall to minimize the impact of the footprint on the chapel. There is concern about the size of the organ, but there seems to be agreement that the option of altering the wall is not a good idea.

Mr. Evans reported that the Buildings and Grounds Committee met this week. The membership of this committee has some overlap with the Chapel Committee and the Chapel Organ Committee. The committee, although concerned about the bulk of the organ in the chapel space, does not want to see the chapel structure altered to accommodate the organ. It was suggested that the organ be moved as much to the left as possible. An additional suggestion was to create a pass-through window between the sacristy and the altar. Additionally, the sacristy should be remodeled at the same time. There does need to be an access passageway to the left of the organ for the purpose of tuning the instrument.

Mr. Evans said that the Buildings and Grounds Committee discussed the possibility of lowering the floor level of the organ and concluded that this should not be done, although the Chapel Committee says that the floor beams date only from the 1950’s.

Options that should be pursued with Dobson Pipe Organ Builders, Ltd. are the possibility of lowering the swell box or raising the access panels so that it would be possible to lower the organ later.

As both the Buildings and Grounds Committee and the Chapel Committee are concerned about the bulk of the organ, it would be helpful to have a three-dimensional model. Dr. Khoury said that there seems to be some misunderstanding about the size of the organ, and that its size is not directly related to the number of stops. Mr. Eason added that all stops are voiced to the space once the organ is installed.

Mr. Taylor said that he senses that it’s time to move forward on this project. Mr. Trapani agreed, adding that it’s time to focus more on fundraising for the remainder of the project.

Mrs. DeSaix asked if it would be possible to revise the space needed for tuning the organ. Mr. Taylor replied that reducing the footprint would take away some of the functionality of the instrument.

Mr. Elkins-Williams asked Mrs. Baum and Mr. Eason what action the Vestry needs to take this evening. Mr. Eason replied that in order for Dobson to go ahead and order materials, the Vestry needs to reaffirm the contract and specifications for the organ.

Mr. Eason stated that the Chapel Committee is leaning towards a simpler outer case design, with shorter pipes.

It was moved by Mr. Trapani, seconded by Mr. Taylor, and passed unanimously, that the Vestry affirm the specifications and timetable for the chapel organ according to the contract already signed with Dobson Pipe Organ Builders, Ltd. and that it request information to address questions and concerns raised by the Buildings and Grounds Committee and the Chapel Committee, to the extent that it doesn’t jeopardize the project specifications or timetable.

Johnson Intern Program
Mary Agnes Rawlings arrived at the meeting to update the Vestry on the Johnson Intern Program.

Attached are the proposed budget for the Johnson Intern Program for the period August 1, 2004 to July 31, 2005, and a memo outlining the work to be done on the program during this year.

Mr. Elkins-Williams reminded the Vestry that a small group of the Johnson Intern Board is acting as an exploratory committee to determine the future of the program. The program is at a point of major transition, in that it is engaged in exploring non-profit status, a community-wide board is being proposed, and it is working to find ways to make the program more attractive to funding organizations.

Ms Rawlings reported that the furniture from the JIP house has been stored for 2004-05.

Mr. Elkins-Williams observed that the proposed budget does not include the $10,000 Strowd Rose gift, which depends both on achieving non-profit status and on a definite intention to recruit interns for next year. Mr. Taylor asked if the donors have any plans to continue their support of the project, to which Mr. Elkins-Williams replied that there is positive encouragement that this will be the case. Mr. Taylor then asked if the donors agree with the plan for this year. Mr. Elkins-Williams replied that all donors have been contacted and have approved the plan.

Ms Rawlings suggested that there is the possibility of more income from the partner agencies.

Mr. Trapani said that it is important to note that support in the amount of $60,000 has been raised in a year in which there are no interns in place.

It was moved by Mr. Lackey, seconded by Mr. Taylor, and passed unanimously, that the Vestry approve the Johnson Intern Program budget for 2004-05 as proposed.

Election of Delegates to Annual Convention
Each parish sends its clergy and a determined proportional number of delegates to the Annual Convention. The Chapel of the Cross has the maximum number of six delegates, of which two are elected each year for three-year terms. Six alternates are also elected each year. Responsibilities of the delegates include attendance at two convocational meetings before the convention and then at the convention itself in January.

Vivian Varner and Robert Wright have completed their terms as delegates, Kim Sullivan and Laurie Gosnell have one year remaining, and Terry Eason and Joe Ferrell have two years remaining of their term.

The names of Syd Alexander, Paul Carew, Bob Chase, Emilie DeLuca, Peter DeSaix, Larry Logan, Vivian Varner, and Robert Wright were submitted for nomination as delegates. By secret ballot and with Mrs. Hart and Mrs. Hastings acting as tellers, Mr. Wright and Mr. Alexander were elected to three-year terms.

The names of Paul Carew, Bunnie Collura, Bob Chase, Emilie DeLuca, Peter DeSaix, Larry Logan, and Vivian Varner were submitted for nomination as alternates. By concensus, the vestry designated Mrs. Varner as first alternate, Mrs. Collura as second alternate, and Mr. Carew as third alternate. The remaining names were drawn by lot: Mr. DeSaix as fourth alternate, Ms DeLuca as fifth alternate, and Mr. Chase as sixth alternate.

Mr. Taylor will notify Mr. Wright and Mr. Alexander of their election as delegates, and the parish office will notify the alternates.

Charge to the Long-Range Plan Implementation Committee
Attached is a memo outlining the proposed charge for the Long-Range Plan Implementation Committee.

The following changes were made to the charge:

-change the name of the committee to Long-Range Plan Next Step Committee

-change “hire and direct the work of consultants” to “facilitate the hiring and direct the work of consultants”

-correct the typo “will made periodic status reports” to “will make periodic status reports”

-to the list of ex-officio members, add “Treasurer” after “Hospitality Committee Chair”

There was further discussion about the name of the committee, and it was decided that the rector and wardens be given the option of changing the committee name.

It was moved by Mr. Taylor, seconded by Mr. Trapani, and passed unanimously, that the Vestry approve the charge for the Long-Range Plan Next Step Committee, with the understanding that the rector and the wardens be given the option of changing the name of the committee.

The Rector offered a prayer, and the meeting adjourned at 9:40 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 – Continue parish process committee to address issues of communication of concerns to parish.

Mr. Taylor – Inform Robert Wright and Syd Alexander of their election as delegates to Annual Convention.

Mrs. Hastings – Notify Vivian Varner, Peter DeSaix, Emilie DeLuca, and Bob Chase of their election as alternates to Annual Convention.

Mrs. Hastings – Check on the security of on-line pledges.