At its October meeting, the Vestry:

1) approved the recommendations of the Social Ministry Committee for disbursements from the Discretionary Outreach line item in the amounts of
   $2000 to the Martin Luther King Scholarship Fund,
   $500 to the Orange County Prison Ministry Annual Christmas Program,
   $200 to the Orange County Department of Social Services Annual Christmas Program, and
   $750 to the Episcopal Relief and Development Fund for Hurricane Relief in Haiti, with the request that the Vestry match the $750 request for Haiti;

2) approved the nomination of Harry Watson, Carrie Fesperman, Martha Dill, and Bev Rockhill to the University Ministry Committee;

3) approved the nomination of Barbara Tremblay to the Social Ministry Committee;

4) approved revisions to the by-laws of the Pre-School at the Chapel of the Cross;

5) received a report from Vivian Varner on the 2004 advertising project;

6) discussed the model to be adopted for the future of the Johnson Intern Program and requested that further information be gathered before a decision is made;

7) learned that the stewardship campaign is off to a good start with letters already having been sent to parishioners, calls being made to parishioners, and pledges beginning to be received; and

8) learned that a new effort is being made this year to include children and youth in the stewardship process.

Following a bag supper, the Vestry met in focus session with members of the Social Ministry Committee 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), Bill Joyner (Deacon), Barbara Hastings (Parish Administrator), and Nancy Kelly (Clerk).

The Rector opened the session at 6:00 p.m. by welcoming to the meeting members of the Social Ministry Committee Sandra McClaskey (Chair), Hugh Tilson, Frank Holt, Peggy Pratt, and Jimmy Satterwhite, (ECM Representative)

Attached are a list of the Social Ministry Committee membership, a list of organizations supported by the SMC, a memo on SMC guidelines for funds disbursement, a list of areas in which the SMC makes recommendations for funding, flow charts for SMC budget formation and its operational budget, a summary of 2004 SMC disbursements, an overview of SMC funding, the ways in which the SMC carries out the mission statement of the Chapel of the Cross, and a list of guidelines used for evaluating funding requests for ABC Sale proceeds.

Mrs. McClaskey expressed thanks for the opportunity to meet with the Vestry. She began by offering Bishop Curry’s prayer toward a missionary diocese.

The Social Ministry Committee is a chartered standing committee of the Vestry. It is charged to focus on the outreach ministry of the Chapel of the Cross.

Mr. Holt spoke to the Vestry about the hands-on outreach projects carried out by parishioners and of the many organizations that receive financial support from the parish from either the Community Organizations line item or the Discretionary Outreach line item in the operating budget. Mr. Elkins-Williams mentioned that there are additional organizations such as Habitat, which do not appear on the SMC lists because they have their own line item in the operating budget.

Mr. Tilson then spoke of the guidelines and general principles followed by the SMC in making decisions about which requests to fund.

The community organizations that are funded often have direct involvement of one or more parishioners. These organizations are local and funding of these organizations is generally sustained.

Discretionary outreach requests, too, may arise from involvement of parishioners. The organizations that are funded in this line item are generally of a more emergency nature and the funding will have more immediate, short-term impact. The SMC considers diversity of organizations in making decisions about funding in this area.

Ms Pratt outlined for the Vestry the procedure followed by the ABC Sale disbursements subcommittee in determining which requests to fund and at what level to fund them. The ABC Sale has been held for more than forty years and in recent years has raised and distributed more than $20,000 annually.

Mr. Satterwhite reported that the SMC holds an annual retreat, at which it sets goals for the year.

The Vestry was then invited to ask questions.

Mr. Crow asked how a new organization becomes an organization of interest for the SMC. Mrs. McClaskey said that often a new organization is brought to the attention of the SMC by a parishioner who is involved in it. Mr. Crow followed up his question by asking what would be the response if a group requested not funds, but manpower. Mrs. McClaskey said that the SMC would consider such a request.

Mr. Carew asked if determining the funding level for recipients of ABC Sale funds is subjective. Ms Pratt replied that the committee first prioritizes the requests, does research about the organizations, and then has a full table discussion.

Mr. Trapani asked if most of the money earned at the ABC Sale is coming from outside the parish. He suggested that if this is the case, perhaps the sale should be held at a site other than the church. Although there are not figures available to address this question, it is thought that there is a balance between money coming from parishioners and non-parishioners. As for the suggestion of holding the ABC Sale off-site, there would be a large problem of logistics. Also, the ABC Sale is seen as a fellowship-type event as well for parishioners.

Mr. Elkins-Williams thanked the members of the SMC for meeting with the Vestry.

The focus session concluded at 7:15 p.m., and the Vestry moved to the more formal part of the agenda.

Attachments
- - - Social Ministry Committee Membership
- - - List of Organizations Supported by the SMC
- - - SMC Guidelines for Funds Disbursement
- - - List of Areas in Which SMC Makes Recommendations for Funding
- - - Flow Charts for SMC Budget Formation and Operational Budget
- - - Summary of 2004 SMC Disbursements
- - - Overview of SMC Funding
- - - How the SMC Carries Out the Mission Statement of Chapel of the Cross
- - - Form for Request for SMC Financial Support
- - - SMC 2004 Tracking Form
- - - Guidelines for Evaluating Funding Requests for ABC Sale Proceeds

The October meeting of the Vestry was held in the parish library on Thursday, October 21, 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), Bill Joyner (Deacon), Barbara Hastings (Parish Administrator), and Nancy Kelly (Clerk).

The Rector presided and opened the meeting at 7:20 p.m..

Devotions
Mr. Lackey led the devotions. He first read Luke 17:7. He then read from a lecture on three brief incidents, by Tom Ehrich, which addressed the issue of differing perceptions. He concluded by reading Luke 7:7-10, followed by a prayer.

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

PARISH CONCERNS

There were no parish concerns expressed.

There were no corrections made to the minutes of the focus session of September 16, nor to the minutes of the Vestry meeting of September 16.

It was moved by Mrs. Collura, seconded by Mr. Carew, and passed unanimously, that the Vestry approve the minutes of the focus session of September 16 and of the minutes of the Vestry meeting of September 16.

All of the items of the Addendum have been completed, with the exception of the last item. Mrs. Hastings is working on checking the security of on-line pledges, and that item is to remain on the addendum, pending completion.

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

-approval of the recommendations of the Social Ministry Committee for disbursements from the Discretionary Outreach line item in the amounts of $2000 to the Martin Luther King Scholarship Fund, $500 to the Orange County Prison Ministry Annual Christmas Program, $200 to the Orange County Department of Social Services Annual Christmas Program, and $750 to the Episcopal Relief and Development Fund for Hurricane Relief in Haiti, with the request that the Vestry match the $750 request for Haiti

-approval of the nomination of Harry Watson, Carrie Fesperman, Martha Dill, and Bev Rockhill to the University Ministry Committee

-approval of the nomination of Barbara Tremblay to the Social Ministry Committee.

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

Following approval of the Consent Agenda, the Vestry discussed the matching funds for hurricane relief for Haiti. Mr. Trapani commented that this was a disaster of cataclysmic proportions. Mrs. Hastings said that if a check needs to be written before the next Vestry meeting, she needs to know the source for the $750 matching funds. Mr. Evans suggested that the check be written with the code for SMC funds, in effect overdrawing the SMC budget, and that the matter be referred to the Finance Committee to determine the source of funds to replace the overdrawn SMC funds.

Rector
The report of the Rector is attached. Also attached are a pastoral letter from Bishop Griswold, to be read at services on Sunday, October 24, a statement from Bishop Curry about the recently released Windsor Report of the Lambeth Commission, and a copy of the Rector’s sermon from October 17.

Mr. Elkins-Williams passed around the table the Key Volunteer Service Award presented by Orange County to the Chapel of the Cross for its role in hosting IFC clients during the summer renovations to the IFC shelter.

The Rector communicated to the Vestry a request from Lisa Fischbeck for a Vestry representative from each of the three launching congregations of the Episcopal Church of the Advocate to keep in touch with her. (Note: Steve Lackey later agreed to fill this role.)

Deacon (Martha Hart)
Mrs. Hart reported that she has been invited by Claudia Wing, the activity director at The Cedars Health Center in Meadowmont, to do a monthly service at that facility.

Deacon (Bill Joyner)
Mr. Joyner’s regular activities continue.

Senior Warden
Mr. Taylor reported that the stewardship campaign is off to a good start. Letters have been sent to all parishioners.

Mr. Elkins-Williams said that he had recently run across a letter from the centennial anniversary of the parish, in 1942, in which the issue of stewardship to retire the seventeen year-old debt was addressed. At the request of Mr. Trapani, he promised to email it to Vestry members.

Junior Warden
Mr. Carew elaborated on the stewardship campaign, stating that phone calls were made to most parishioners on Tuesday, October 19. Calls to the top 20% in terms of dollars pledged will be made by Vestry members this week. These individuals are being asked to consider a 15% increase in their pledge. He reported that the wardens and the Rector have already increased their pledges by 25%.

To date, there have been 108 pledges received, for a total of $261,387 pledged.

Mr. Trapani stated that he feels that we have bent over backwards to remove from stewardship contacts the idea that we’re asking for money. He feels that the script provided for callers discourages dialog with parishioners. He asks that callers be encouraged to be enthusiastic about the process rather than tied strictly to a script.

Parish Administrator
The report of the Parish Administrator is attached.

Mrs. Hastings reported that nineteen different letters, with color-coded pledge cards, have been sent to parishioners. Children and youth have been sent a letter outlining opportunities for them to contribute funds and/or time to the church. As this stewardship campaign directed to children and youth is new, three mailings were sent out – to parents, to church school teachers, and to the children and youth. Mrs. Hastings expressed her thanks for the office volunteer staff in this major effort.

Mrs. DeSaix commented that the university students have not been included in this process.

Treasurer

Finance Committee

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

Mr. Evans said that there is some discussion about the committee’s budget request for next year. Although the boiler is being converted to hot water, the savings will be offset somewhat by the increase in utility rates. One suggestion that has been made is that a timer be installed on heat and electric controls to some areas of the church.

Mr. Evans, following up on the problem with the chapel bell, reported that Terry Eason was successful in finding a local bell mechanic, who said that the supporting bolts need to be tightened.

Mr. Carew, stating that he has heard this concern repeatedly from a parishioner, asked about the possibility of installing a railing along the sloping walk at the parish hall entrance. Dr. Khoury recalled that this had been discussed last year. Mr. Evans said that he will raise the issue again at the next meeting of the Buildings and Grounds Committee.

Personnel Committee
The Personnel Committee recently met with several members of the parish lay staff to discuss with them concerns that they had expressed in their recently annual evaluations. One staff member suggested that the parish consider alternative ways to compensate staff members for additional responsibility. Another concern raised was the issue of salary not keeping up with similar positions in the community.

Chapel of the Cross Pre-School By-Laws
Attached are the proposed changes to the by-laws of the Pre-School at the Chapel of the Cross.

Mr. Elkins-Williams, reporting for Chris Bowes, stated that one significant change is that in order to stagger the terms of the directors, six of the directors will be elected in February and five in August.

Mr. Lackey suggested a change in wording in article IV. He suggested that in section A “The Director elected by the Church” should be changed to read “The Director appointed by the Church” and that the last sentence should read “The elected Directors who are members of the Chapel of the Cross” rather than “The Directors who are members of the Chapel of the Cross.”

It was moved by Mr. Taylor, seconded by Mrs. DeSaix, and passed unanimously, that the Vestry approve the proposed changes in the by-laws of the Pre-School at the Chapel of the Cross, passing on the suggested clarifications in wording in article IV, section A.

Mr. Elkins-Williams will communicate this action of the Vestry to Mrs. Bowes.

Hospitality Guild
Attached is a memo from Mrs. Schoenfeld about the newly formed Hospitality Guild.

Mrs. Schoelfeld stated that the group will meet on Monday, October 25, to make plans for future hospitality events. There is a plan in place to create a packet for newcomers.

Mrs. Schoenfeld also encouraged Vestry members to sign up to greet newcomers after Sunday services.

Mr. Elkins-Williams expressed his gratitude for the leadership of Mrs. Schoenfeld and Barbara Day in organizing the Hospitality Guild.

Advertising Report
Attached is a report from Vivian Varner, Communications Coordinator, on the 2004 advertising project.

Mr. Trapani suggested that of the $10,000 allocated to this project, $9500 should have been spent on media advertising and $500 on research and evaluation.

Mr. Crow suggested that, although it may be just a coincidence, attendance at Compline has increased markedly.

Mr. Elkins-Williams expressed thanks to Mrs. Varner for this work.

Johnson Intern Program
Attached is a proposal to the Vestry from the Exploratory Committee of the Johnson Intern Program to approve the program’s application for status as a 501(c)(3) not-for-profit corporation and for approval of the proposal to make the program a community effort rather than a fully-owned and supported program of the Chapel of the Cross.

Mr. Crow stated that the application process for 501(c)(3) status is underway and should be completed by the end of the month.

Mr. Taylor questioned the community effort model, asking if that isn’t what was tried last year. Mr. Crow responded by stating that prior efforts still maintained major ties to the Episcopal Church. He added that if the program is totally run by the Episcopal Church, other local churches are less likely to support it.

Mr. Trapani agreed that there is need to separate the program a little from the parish, yet the parish needs to remain an active participant. He suggested that during this year of transition, Johnson Intern Program Director Mary Agnes Rawlings should be contacting local churches and organizations to determine the likelihood of potential local support. He stated that building a sustainable funding model should be the primary responsibility of the director.

Mr. Taylor, acknowledging that the Johnson Intern Program needs to have some independence, added that we do know that there’s some interest to support this program from within the parish, but we don’t yet know if there’s local interest outside the parish. Dr. Khoury emphasized the need to explore the options more thoroughly, adding that Ms Rawlings needs to contact local churches and organizations that are likely to support a 501(c)(3) entity. Mr. Trapani added that 501(c)(3) status doesn’t preclude Chapel of the Cross involvement in the program.

Mr. Elkins-Williams and Mr. Crow will speak with Ms Rawlings to let her know that the Vestry wants more research to be done before adopting a model for the future of the program, that it still supports the idea of 501(c)(3) status, and that the goal for this year needs to be to ensure sustained funding of the program.

Mr. Taylor reminded the Vestry that it had agreed previously to include the Johnson Intern Program in the Long-Range Planning Process. He added that the proposal to the Vestry seems to assume that the parish does not want full financial responsibility for the program. Mr. Joyner replied that any model includes the expectation of parish involvement.

Mr. Elkins-Williams and Mr. Crow will communicate the concerns of the Vestry to Ms Rawlings, Watty Bowes, and Ted Vaden.

Mr. Taylor said that he had planned to discuss stewardship issues at the Vestry forum this Sunday, but that he is now unable to be there. Mr. Trapani has agreed to lead the discussion in his place. Mrs. DeSaix and Mr. Carew will participate in the discussion, and other Vestry members are invited to join them.

Mrs. Hastings asked that when Vestry members return the cards from stewardship calls they make, they write their name on the packet so that the parish office doesn’t need to follow up on everyone.

The Rector offered a prayer, and the meeting adjourned at 9:05 p.m..

LIST OF ATTACHMENTS

(Attachments are available in the library for review.)

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

Mr. Elkins-Williams – Communicate to Chris Bowes the Vestry action on the proposed changes in the by-laws of the pre-school.

Mr. Elkins-Williams and Mr. Carew - Communicate to Mary Agnes Rawlings, Watty Bowes, and Ted Vaden the concerns of the Vestry about the proposed model for the future of the Johnson Intern Program.

Mrs. Hastings – Forward budget requests to Finance Committee and to chair of relevant budget subcommittee.