Following a bag supper, the Vestry met in focus session with the vicar and vestry members of the Episcopal Church of the Advocate. Vestry members present were Dick Taylor (Sr. Warden), Paul Carew (Jr. Warden), Jean DeSaix, Kevin Trapani, Bunnie Collura, George Evans, Jack Scarborough, Chris Bowes, Jim Crow, Steve Lackey, and Mary Schoenfeld. Also present were Stephen Elkins-Williams (Rector), Bill Joyner (Deacon), Barbara Hastings (Parish Administrator), John McGee (Treasurer), Barney Varner (Sr. Associate Treasurer), and Nancy Kelly (Clerk).

Mr. Elkins-Williams began the focus session by welcoming Lisa Fischbeck (Vicar of ECOTA), Tom Fisher (Sr. Warden of ECOTA), and Terry Milner (vestry member and cantor at ECOTA) to the meeting.

Attached are the 2004 Annual Report of the Episcopal Church of the Advocate to the sponsoring parishes and a memo outlining the financials of ECOTA.

Mrs. Fischbeck began by telling the Vestry that ECOTA has a new office and gathering space that it is renting in an apartment on Ephesus Church Road.

Mr. Milner spoke about the liturgy book that is used at ECOTA. Copies of the notebook were distributed for Vestry members to examine. He stated that the liturgy book is a combination prayer book and hymnal. It is user-friendly and structured so that materials can be added to it. In fact, a section of the book is removed at the end of each liturgical season and replaced with the appropriate materials for the next liturgical season.

Mr. Milner spoke also of the role of the cantor. At ECOTA, which does not have a formal music program, the cantor is not a performer, but rather assumes a teaching role and leads by example.

Mrs. Fischbeck next spoke about land and building issues. At this point, ECOTA does not have much money earmarked for this purpose. The land quest committee remains open to donation of land or land acquired at a low price. In any case, it is likely that ECOTA will need to borrow money for this purpose. Once land is secured, ECOTA will engage in passionate fundraising.

ECOTA is looking for land primarily in the area south of I-40 and east of Dodson's Crossroads, although it does not rule out the possibility of finding a suitable location in another area. There is a problem with land in the University Lake watershed, because for each acre of impermeable surface, there must be twenty acres of permeable surface. Another problem is finding land that perks for a septic system. As for finding land in town, ECOTA would need to find five to ten acres. Mr. Fisher added that the number of suitable parcels is limited and that there is a feeling of urgency to purchase land before prices rise even more and suitable parcels diminish in number. Mrs. Fischbeck added that the parish would like to have its permanent location on a bus line.

Mrs. Fischbeck then summarized for the Vestry ECOTA operating funds from 2002 until the present, with a projection for the future. She also outlined the composition of the individuals attending services at ECOTA and who consider it to be their primary church home. She added that, in order for the mission to become a parish, it must have 100 adult confirmed communicants and be self-sufficient.

Mr. Trapani asked if any existing underutilized church-like structures have been considered. Mrs. Fischbeck said that this possibility has been considered, but that such spaces as have been identified are too small. ECOTA needs to plans for space to accommodate 200-250 people.

Mr. Taylor concluded the focus session by saying that we're proud of our relationship with ECOTA, and he thanked Mrs. Fischbeck, Mr. Fisher, and Mr. Milner for coming this evening to update the Vestry.

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

Attachments

- - - ECOTA Annual Report to the Sponsoring Parishes for 2004

- - - OCM/ECOTA Operating Funds History and Summary

The January meeting of the Vestry was held in the parish library on Thursday, January 27, 2005. Vestry members present were Dick Taylor (Sr. Warden), Paul Carew (Jr. Warden), Jean DeSaix, Kevin Trapani, Bunnie Collura, George Evans, Jack Scarborough, Chris Bowes, Jim Crow, Steve Lackey, and Mary Schoenfeld. Also present were Stephen Elkins-Williams (Rector), Bill Joyner (Deacon), Barbara Hastings (Parish Administrator), John McGee (Treasurer), Barney Varner (Sr. Associate Treasurer), and Nancy Kelly (Clerk)

Devotions

Mr. Scarborough led the devotions for the evening by offering prayers for the church from the Book of Common Prayer .

Selection of Timekeeper

Mrs. Bowes volunteered to serve as timekeeper.

PARISH CONCERNS

There were no issues of parish concern expressed.

Mr. Taylor passed around a note from Virginia Theological Seminary, thanking the parish for its gift of financial support to the seminary. Mr. Elkins-Williams said that thank-you notes have been received from other seminaries supported by the parish and that he has forwarded them to the parish accountant.

There were no corrections made to the minutes of the Vestry meeting of December 16.

It was moved by Mr. Scarborough, seconded by Mrs. DeSaix, and passed unanimously, that the Vestry approve the minutes of the Vestry meeting of December 16.

The tasks for the budget subcommittee chairs and Mrs. Hastings, as well as Mr. Taylor's task of drafting a letter for Crossings and Cross Roads to communicate budget information to the parish, have been completed. The other items are to remain on the addendum, pending completion.

Mr. Trapani brought to the meeting the framed flag that was flown over Afghanistan and the accompanying certificate.

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

-recommendation of the Social Ministry Committee for distribution from the Discretionary Outreach line item of $1000 to Episcopal Relief and Development ? Tsunami Relief

-recommendation of the Social Ministry Committee for distribution from the Discretionary Outreach line item of $500 to Central American Task Force on Central America (CIRCA) ? Annual Holy Week Pilgrimage for Peace and Justice.

Rector

The Rector's report is attached.

Attached also is a memo on the Stained Glass Window Committee. Mr. Elkins-Williams recently appointed members to serve on this committee. From time to time, there have been suggestions for additional stained glass windows in the church, but there has never been a plan in place to deal with these suggestions. A recent offer of $100,000 to add stained glass has prompted the formation of this committee, which will be charged with developing a plan and making recommendations as to what might be desirable in this area.

Mr. Elkins-Williams passed around a memo (attached) listing the individuals from Chapel of the Cross who represent the parish in the Diocese of North Carolina as officers and committee members, as well as those who played official roles at last week's Annual Convention of the Diocese of North Carolina.

Attached also is a booklet on Gospel Based Discipleship. Bishop Curry has asked that all meetings begin in this way, and Mr. Elkins-Williams asked that this be used in place of devotions to begin each Vestry meeting.

Attached also is a copy of the booklet for the Mission & Ministry Fair, to be held at The Canterbury School in Greensboro on Saturday, April 30.

The state has agreed to turn The Summit into a park. In response to a question as to its value, it was stated that The Summit is valued at $4,200,000. Diocesan House, which also is being sold, is valued at $3,750,000.

Mr. Elkins-Williams recommended to the female Vestry members the 12 th Annual Raising Spirits: Being American and Christian in the 21 st Century, a conference sponsored by the churchwomen of Christ Church Raleigh. It will be held on February 4-5. The keynote speaker is to be Phyllis Tickle, Contributing Editor in Religion for Publishers Weekly . Mr. Elkins-Williams recently had the opportunity to hear her speak, and he said that he was greatly impressed.

Mr. Joyner began by thanking the Vestry for passing the 2005 budget with an increase in support of outreach programs.

Mr. Joyner recently participated in the annual pilgrimage to Washington, D.C., with the Youth Inquirers class.

Mr. Joyner is working with the Social Ministry Committee to determine local interest in a refugee resettlement program for Burmese refugees to the Chapel Hill-Carrboro area.

Senior Warden
Mr. Taylor expressed thanks to all, especially to Mr. McGee, Mr. Varner, and Mr. Carew, for their hard work on the budget.

Mr. Taylor reported that the Next Steps Committee, under the leadership of Ted Vaden, has been visiting parishes that have expanded their facilities.

Rob Sullivan and the Program Review Committee are hard at work.

Mr. Taylor passed around a copy of the completed task in compiling and memorializing the policies of the Episcopal Campus Ministry, which had been requested by the Fresh Look Committee. He acknowledged Mrs. DeSaix's role in this effort.

Mr. Taylor turned the discussion to the upcoming Vestry elections. As of this morning, there is only one name on the slate. The deadline for nominations is this Sunday at 6:30 p.m.. Mr. Taylor asked for discussion of the by-laws and the possibility that they need to be clarified and/or amended to address problems such as the possibility of not having enough nominations by the deadline and the requirement that an outgoing Vestry member not run for re-election for one or two years following his term. He reminded the Vestry that the by-laws, which were adopted in 1975 and were amended in 1985, 1986, 1988,and 1998 can be amended only at the Annual Meeting.

Mr. Trapani asked about the possibility of amending the by-laws to allow two consecutive terms, followed by a mandatory three years off the Vestry. He suggested that this would provide for continuity on the Vestry. Mr. Elkins-Williams observed that the single term limitation protects from burn-out. In recent years, there have been more members elected who have not previously served on the Vestry. This is in part because former Vestry members are not running again. Mr. Evans observed that much of the work of the Vestry is now being done by committees and that this provides some degree of continuity.

Mr. Crow commented that there are few young adults on parish committees, and he suggested that an effort be made to recruit young adults to positions of responsibility.

Following discussion, it was decided that if fewer than four nominees are on the ballot by the deadline this Sunday, those individuals will be elected and the remaining positions appointed by the Vestry. This situation would provide good cause for consideration of amendment of the by-laws to allow an extension to the nominating period. Mr. Taylor, Parish Chancellor Bill Daniell, and Syd Alexander will study the issue of possible changes and/or clarification in the by-laws.

Junior Warden
Mr. Carew reported that to date, there are 528 pledges for a total of $1,072,024 pledged. This is only $43,000 short of what was budgeted.

The Consortium of Endowed Episcopal Parishes' annual conference will be held in New York on February 23-26. The parish has eight individuals registered, including the Record, Wardens & Treasurer and five spouses will be accompanying the group.

Parish Administrator
The report of the Parish Administrator is attached.

Mrs. Hastings reported that, although January is usually a relatively slow month, this year it is was anything but that. In addition to the normal workload, the staff had two large projects ? publications for Annual Convention and a parish-wide mailing for the Susan Moeser benefit organ concert for Habitat.

The focus session in March will be a review of the music program and a tour of the organ in the church.

Treasurer

Attached are the Treasurer's Narrative Report for December 2004, the Combined Balance Sheet as of December 31, 2004, a budget comparison for November/December 2003/2004, and the 2005 Budget General Fund.

Mr. McGee reported that only $17,698 was transferred from Undesignated Bequests and Gifts to the operating budget in 2004. This was much less than what had been budgeted.

The 2005 budget has been slightly amended to address some minor adjustments in salary and pension.

Mr. McGee reported that overall investments of the parish have earned good interest. The Vanguard funds are at $768,000, up from $700,000.

Finance Committee
The report of the Finance Committee is attached.

Mr. Scarborough reported that the Finance Committee is considering seeking bids for the annual audit.

Mrs. DeSaix suggested that the moving of funds from the Self-Help Credit Union to Vanguard funds needs to be discussed. Mr. Taylor said that placing investments in the Self-Help Credit Union was begun as a social outreach and was a conscientious Vestry decision. Mr. Trapani suggested that Mr. McGee speak personally to someone at Self-Help Credit Union to discuss the issue of our needs and the credit union's attempts to form relationships with faith-based groups.

Buildings and Grounds Committee
Mr. Evans reported that the Buildings and Grounds Committee did not meet in January. It will meet on February 2 and on the first Wednesday of the month from then on.

At its next meeting, the committee will consider an appropriate placement to display the framed flag and certificate.

An official survey of the bell in the chapel has been completed, and it has been determined that a new clapper is needed. Mr. Evans asked if further damage will be done to the bell if we continue to ring it and was told that the repair should be done within a year. At the time the clapper is replaced, the bell will be rotated so that the new clapper will strike a different spot on the bell.

Lynn Dobson of Dobson Pipe Organ Builders, Ltd. was here yesterday and went over the mechanical aspects of the new chapel organ with Terry Eason. We also need to know what the weight of the new organ will be, in case there is need to reinforce the flooring. Mr. Evans said that we need to be thinking about what to do with the old organ. Van Quinn says that the value of the old organ is only about $5000.

Personnel Committee

Attached is a memo about a recommended change to personnel policy 7.5. Mr. Trapani commented that this proposal, which affords a birthday holiday for employees, has been approved by the Personnel Committee.

It was moved by the Personnel Committee and passed unanimously, that the Vestry approve the recommendation to amend Personnel Policy 7.5 to grant a birthday holiday to staff members, the actual date of the holiday to be approved by the Rector.

Hospitality Guild

The report of the Hospitality Guild is attached.

Mrs. Schoenfeld reported that newcomers are being matched with shepherds.

She asked about the cost of refreshments after the 11:15 a.m. service and suggested that this be included in the line item in the budget in the future. So far, individuals have volunteered to coordinate and provide food for the reception each week.

Windsor Report

Attached is a summary of the Windsor Report, drafted by the Rev. Dr. Leon Spencer, Dean of the School of Ministry of the Episcopal Diocese of North Carolina.

The Rector offered a prayer and the meeting adjourned at 9:15 p.m..

LIST OF ATTACHMENTS

(Attachments are available in the library for review.)

- - - Consent Agenda

- - - Rector's Report

- - - Memo: The Stained Glass Window Committee

- - - Memo: Chapel of the Cross Representation in the Diocese of North Carolina and Beyond

- - - Booklet: Gospel Based Discipleship

- - - Booklet: Mission & Ministry Fair

- - - Report of the Hospitality Guild

- - - Recommendation from Personnel Committee for Provision for Birthday Holiday for Staff

- - - Treasurer's Report

- - - Combined Balance Sheet as of December 31, 2004

- - - Budget Comparison for November/December 2003/2004

- - - Chapel of the Cross 2005 Budget General Fund

- - - Report of the Finance Committee

- - - Parish Administrator's Report

- - - Summary of the Windsor Report

Mr. Elkins-Williams ? Ask Robert Wright to provide Vestry with monthly updates on progress in securing gifts for organ project.

Buildings and Grounds Committee ? Suggest place to display flag and certificate.

Mr. Taylor ? Write thank-you letter to Frances Gravely for donation of dishes to parish.

Mr. Taylor, Mr. Daniell, Mr. Alexander ? Study issues of change and/or clarification of by-laws governing Vestry elections.

Mr. McGee ? Contact Self-Help Credit Union to discuss our needs and their attempts to form relationships with faith-based groups.