At its February meeting, the Vestry

1) adopted the report of the University Ministry Vision Committee;

2) endorsed David Frazelle for ordination as a priest;

3) learned of a proposal for a policy for undesignated bequests and gifts;

4) received a summary report for the Annual Giving Campaign 2005; and

5) approved the transfer of the Johnson Intern Program funds held by the parish in the amount of $19,795 to the Johnson Intern Program, Inc., this as a result of the program’s new 501(c)(3) status.

Following a bag supper, the Vestry met in focus session with the University Ministry Vision Committee. 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, Steve Lackey, and Mary Schoenfeld. Also present were Stephen Elkins-Williams (Rector), Tammy Lee (Associate for Campus Ministry), 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 to the meeting Janet Turchi, Chair of the University Ministry Vision Committee, and committee members David Dill, and K. T. Vaughan.

Attached is the report of the University Ministry Vision Committee. Mrs. Turchi began by thanking the Vestry for its foresight in calling for a review of the parish’s campus ministry program at this time. The committee worked to design a structure to support Ms Lee in the creation of a dynamic university ministry program.

Mr. Dill then gave an overview of the work of the committee. The charge to the committee was to evaluate the scope of campus ministry and the role of the University Ministry Committee, with the goal of broadening the scope and vision of the program.

The committee has drafted several recommendations for Vestry approval. The first recommendation is that the title Associate for Campus Ministry be changed to Associate for University Ministry, to reflect the broader scope of this ministry. The committee recommends also that the name of the University Ministry Committee be changed to the University Ministry Advisory Council, this group to serve in an advisory capacity to the Associate for University Ministry. The committee further recommends a change in the composition of the committee and in the responsibilities of the committee members. In addition to the chair, there will be representatives on the committee for worship, outreach, education, undergraduate students, graduate students and professionals, faculty, and campus events, a further three members-at-large to be appointed by the Associate for University Ministry, and a Vestry liaison. The Associate for University Ministry and a liaison to the Finance Committee will serve in an ex officio capacity. A final recommendation is that operational responsibility for the budget lie with the Associate for University Ministry.

Mr. Dill concluded his review by encouraging the Vestry to commit now to a review of the program in two years. He then invited questions about the report and the recommendations.

Mr. Taylor, after commending the committee for its work on the review of this important parish program, asked about the recommendation for operational responsibility for the budget, suggesting that development of the budget and expenditure of the funds are a Vestry responsibility and that it needs to be integrated into the Finance Committee process. Following discussion, it was determined that the intent of the recommendation was not to bypass the Finance Committee process and Vestry responsibility but rather to recognize the role of the committee and the Associate for University Ministry in requesting a budget and monitoring budget lines.

Mr. Evans asked if the term “university” should be specified: UNC-CH. Mrs. Vaughan replied that the term was deliberately kept vague in order to include students from neighboring colleges and universities, as well as students who return home from college during the summer.

Mr. Crow asked about the possibility of incorporating the Johnson Intern Program in the scope of the program. Mr. Elkins-Williams suggested that it would be more appropriate to integrate it into young adult ministry.

Mrs. DeSaix asked why the report doesn’t include university staff and suggested that the faculty representative on the committee be amended to be a faculty/staff representative.

Mrs. DeSaix also asked about the advisability of limiting committee terms to one year, with the possibility of two additional one-year extensions. Mrs. Turchi explained that a term limit can make serving on a committee more attractive. Mrs. Vaughan added that the one-year term limit was also meant to keep student committee members from feeling that they are at a disadvantage.

Mr. Elkins-Williams asked about spelling out responsibilities for such traditional events as the graduation breakfast. Mr. Dill replied that there were some on the committee who wanted more structure for the committee membership and responsibilities, but that the main goal was to provide a basic structure to support the work of the Associate for University Ministry. Ms Lee pointed out that the members-at-large provide the flexibility to cover such issues.

The focus session concluded at 7:10 p.m., and the Vestry moved to the more formal part of the agenda.

Attachments
- - - Report of the UNC Campus Ministry Vision Committee

The February meeting of the Vestry was held in the parish library on Thursday, February 17, 2005. 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, Steve Lackey, and Mary Schoenfeld. Also present were Stephen Elkins-Williams (Rector), David Frazelle (Associate for Parish Ministry), Bill Joyner (Deacon), Barbara Hastings (Parish Administrator), John McGee (Treasurer), Barney Varner (Sr. Associate Treasurer), and Nancy Kelly (Clerk)

Bible Study

Mrs. Collura led the Bible study for the evening, following Bishop Curry’s recommendation that all meetings begin in this way. Following a prayer, Mrs. Collura read the Gospel reading appointed for the day, John 3:16-21, three times, from three different versions of the Bible, asking for a different type of reflection upon each reading. She first read from the New King James Version and asked for reflection on what word or phrase strikes you. The second reading was from the New Oxford Bible, and reflection was requested in response to the question of what is God saying to you? The third reading was from the Revised Standard Version, and the question was to reflect on what you are being called to do. Mr.Elkins-Williams suggested that you could refer to the Vestry as a body in addition to individuals. The Bible study then concluded with a prayer.

Selection of Timekeeper

Mrs. DeSaix volunteered to serve as timekeeper.

PARISH CONCERNS

There were no issues of parish concern expressed, but Mrs. Collura informed the Vestry that Fran Finney has won the Pauli Murray Award, which will be presented on February 27. Mr. Crow added that Deacon Martha Hart has won an award for her work on the Augustine Project.

There were no corrections made to the minutes of the focus session of January 27.

There were no corrections made to the minutes of the Vestry meeting of January 27, although there was discussion of the Social Ministry request for distribution of discretionary outreach funds for tsunami relief. Mr. Lackey said that the request of the Social Ministry Committee was intended to include a request that the Vestry match the $1000. Mr. Varner asked what was to be the source of these funds, stating that the Vestry has no discretionary funds of its own for such purposes. Mr. Elkins-Williams stated the opinion that asking for matching funds is not appropriate, that the role of the Vestry is to approve the expenditure of outreach funds, upon the recommendation of the Social Ministry Committee. The Social Ministry Committee does not have a “program”budget line.

It was moved by Mr. Taylor, seconded by Mrs. Collura, and passed unanimously, that the Vestry approve the minutes of the focus session of January 27 and of the Vestry meeting of January 27.

All tasks are to remain on the addendum, pending completion. The first item, however, should be reworded from “Ask Robert Wright” to “Ask the Special Giving Committee,” as Mr. Elkins-Williams has asked Syd Alexander as chair of the Special Giving Committee to take over additional fund-raising efforts for the chapel organ.

There were no items on the consent agenda.

The Rector’s report is attached.

Mrs. Collura asked about item 2 of the report, the sale of The Summit. Mr. Elkins-Williams reported that the agreement is that the diocese can use the facilities through 2007.

Referring to item 3 of the report, the move of Diocesan House, Mr. Elkins-Williams stated that he gathers that the diocese has an option to purchase the space it will be using.

Referring to item 6 of the report, Mr. Elkins-Williams explained that this discussion is a response in part to the Windsor Report.

The Annual Meeting is this Sunday. As Mrs. Kelly will be out of town, Mrs. Collura graciously agreed to take the minutes of the meeting.

Mr. Frazelle reported on the enjoyment he experienced on the recent youth ski trip.

Cross Ties is meeting every Thursday evening and is enjoying increased attendance.

Mr. Frazelle is participating in the diocese’s First Two Years program for new clergy. This group provides collegial interaction and support.

Mr. Frazelle asked if the parish has ever had a parent youth council. Mr. Elkins-Williams replied that there has been such a group in the past and that it could be revived.

Mr. Joyner spoke to the Vestry about the project of resettlement of Burmese refugees in the Chapel Hill-Carrboro area. Holy Trinity Lutheran Church has been involved in this program for some time, and parishioner Barbara Tremblay brought it to the attention of the Social Ministry Committee. Plans are being made for a spring fundraiser Burmese dinner in the dining room.

Senior Warden
Mr. Taylor thanked the Vestry, especially Mrs. DeSaix, Mr. Carew, Kevin Trapani, and Mr. Joyner, for their efforts in securing a strong list of candidates for Vestry.

Mr. Taylor has spoken with Syd Alexander about development of a policy for undesignated bequests and gifts. It has been suggested that 10% of such gifts be tithed for outreach (by Vestry policy already in effect), 30% be placed in the Buildings and Grounds Endowment, 30% be placed in the Outreach Endowment, and 30% be designated for Vestry discretionary funds. The matter is referred to the Finance Committee and the Treasurer for study.

Junior Warden
The Jr. Warden’s report is attached.

Mr. Carew gave an update on the Annual Giving Campaign. There are 540 pledges for a total of $1,103,384 and an average pledge of $2043. This compares to last year’s 562 pledges for a total of $966,439.

Attached is the Chair’s Summary Report of the Annual Giving Campaign 2005. Mr. Carew expressed the hope that this report will serve as the foundation for next year’s committee.

Parish Administrator
The report of the Parish Administrator is attached.

Mrs. Hastings informed the Vestry that, in addition to the Vestry minutes, all reports submitted electronically will be put on the web site. She asked that Vestry members submit their reports by Wednesday before the Vestry meeting.

Treasurer
Attached is the Treasurer’s Narrative Report for January 2005.

Mr. McGee reported that the Diocesan Fund had a return of 9.8% for 2004.

Finance Committee

The report of the Finance Committee is attached.

Mr. Scarborough reported that Butler & Burke will complete the 2004 audit. The target date is for the audit to begin on May 17. A committee has been convened to select an auditor for 2005, and Butler & Burke has indicated its desire to continue in this capacity.

Referring to item 5 of the report, Mr. Scarborough reported that the transfer of funds held by the parish to the Johnson Intern Program for maintenance of its own accounts is a result of the 501(c)(3) status of the program.

It was moved by the Finance committee and passed unanimously that the Vestry approve the transfer of Johnson Intern Program funds held by the parish in the amount of $19,795 to the Johnson Intern Program, Inc.

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

Mr. Evans reported the good news that the gas bill has been significantly lower, even lower than anticipated, since the boiler conversion.

The Buildings and Grounds Committee would like to receive an update on the work of the Next Steps Committee.

Mr. Taylor suggested that the structure of the Buildings and Grounds Committee needs to be clarified with respect to committee membership and structure. Mr. Evans commented that the committee has a different administrative structure than in the past, now that the parish has a Facilities Manager. Mr. Evans will meet with the wardens and the Rector on Thursday, March 3, to begin plans to address this issue.

University Ministry Vision Report

The report of the University Ministry Vision Committee is attached to the minutes of the focus session.

Based on the focus session discussion of the recommendations of the committee, the following amendments were made to the report of the University Ministry Vision Committee:

p. 3, beginning on second line, amend the sentence to read “Therefore, we recommend that responsibility for recommending and expending the Campus Ministry budget (Diocesan and Parish resources) be formally assigned to the Associate for University Ministry, and that the budget and funds from university ministry be approved and managed through normal Vestry and parish procedures.”

p. 4, first paragraph, delete “a regular committee of the Vestry of the Chapel of the Cross”

p. 4, under Definitions, amend sentence to read “The University Ministry Advisory Council advises and supports the Associate for University Ministry in developing and implementing the parish’s ministry in the university community.”

p. 4, third bullet at end of page, amend to read “A faculty and staff representative”

p. 5, first bullet of last section above Chair, amend to read “The Associate for University Ministry”

p. 6, amend “Faculty Rep. & Advisor” to read “Faculty and Staff Rep.”

p. 6, amend “Associate Rector for University Ministry” to read “Associate for University Ministry”

It was moved by Mr. Taylor, seconded by Mrs. DeSaix, and passed unanimously, that the Vestry adopt the report of the University Ministry Vision Committee as amended.

Mrs. DeSaix asked how soon the committee will be up and running, to which Mr. Elkins-Williams replied that the intention is to have it operational within a month, but certainly before the beginning of Tammy Lee’s sabbatical on May 15.

Ordination Request from David Frazelle

Mr. Elkins-Williams explained the process leading to ordination as a priest. Mr. Frazelle is in the final stages of this process, already having appeared numerous times and received approval from the vestry of his previous parish, the Commission on Ministry, and the Standing Committee. He is now a transitional deacon and will go before the Commission on Ministry and the Standing Committee one more time, on April 18. Following an interview of Mr. Frazelle, Vestry members were invited to sign the official form of endorsement of his candidacy for ordination as a priest.

Mr. Frazelle began by saying that it is exciting and challenging to be ordained. As a transitional deacon, there has been a big adjustment in his role, involving more responsibility.

Mr. Scarborough asked Mr. Frazelle what has been the biggest challenge about being ordained. Mr. Frazelle replied that there is another level of thinking involved, a different awareness of entrusted authority.

Mr. Evans asked if he has encountered any surprises in this new position. Mr. Frazelle answered that he has been pleasantly surprised by the degree of flexibility in setting his hours and in setting priorities.

Mr. Elkins-Williams asked Mr. Frazelle what he looks forward to about being ordained a priest. He replied that he looks forward to a fuller sacramental leadership in the parish.

Mrs. DeSaix asked him what he looks forward to on a daily basis, to which Mr. Frazelle replied that he enjoys pastoral appointments and youth-related activities.

Mr. Liverance asked if he has any apprehensions about being an ordained priest. Mr. Frazelle replied that his apprehensions are no more than those of being an ordained deacon.

Hospitality Guild

Mrs. Schoenfeld reported that Nancy Tunneson has agreed to host a dinner for newcomers at her home in April or May.

The Hospitality Guild has assembled a folder for newcomers who sign up at the Newcomers Table. The folder includes information on the many opportunities available at the Chapel of the Cross. Mr. Frazelle said that he would like to work on finding information on young adult ministry to include in the folder.

The Hospitality Guild is also working on pew cards for visitors and newcomers. It also has plans to meet with the ushers and greeters.

The suggestion was made for a simple meal, perhaps soup and salad, before the Maundy Thursday service. Mr. Frazelle said that this is something in which Cross Ties might be interested in participating.

The Hospitality Guild is also considering possibilities for ministry to single older adults.

Announcements

Attached is a report from the Stained Glass Window Committee.

The Rector offered a prayer and the meeting adjourned at 9:10 p.m..

Respectfully submitted,

Nancy F. Kelly
Clerk of the Vestry

LIST OF ATTACHMENTS

(Attachments are available in the library for review.)

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.

Finance Committee and Treasurer – Study proposal for policy for undesignated bequests and gifts.

Mr. Frazelle – Locate information on young adult ministry for inclusion in folder for newcomers.

Mr. Evans, Wardens, and Rector – Begin study of issue of clarification of Buildings and Grounds Committee membership and structure.