At its March meeting, the Vestry

1) approved the annual parochial report;

2) authorized the position of Hospitality Manager, to begin May 1; and

3) approved the recommendation of the Finance Committee that major bequests and gifts that are not designated for specific purposes be treated in the following manner: 10% to be a tithe for outreach, 30% to be placed in the Buildings and Grounds Endowment Principal, 30% to be placed in the Outreach Endowment Principal, and 30% to remain undesignated with Vestry control.

Following a bag supper, the Vestry met in focus session with Organist-Choirmaster Van Quinn. Vestry members present were Dick Taylor (Sr. Warden), Paul Carew (Jr. Warden), Jean DeSaix, Kevin Trapani, Bunnie Collura, Joe Khoury, Jack Scarborough, Chris Bowes, Jim Crow, and Steve Lackey, and Vestry-elect Terry Eason.. Also present were Stephen Elkins-Williams (Rector), David Frazelle (Associate for Parish Ministry), Barbara Hastings (Parish Administrator), John McGee (Treasurer), and Nancy Kelly (Clerk).

The Vestry met Dr. Quinn in the church. Dr. Quinn gave an update on the various music programs of the parish. He praised the Sr. Choir, stating that it is the best it has ever been.

The Jr. Choir is smaller than in the past, but it is very good musically. Several choristers are being encouraged to participate in the Royal School of Church Music.

The Training Choir, led by Linda Everhart, is a group in which young children are introduced to church music in the hopes that they will develop a life-long interest in and love of music. Dr. Quinn stated that there are fewer children nowadays studying music of any kind. The commitment to the music program demands constancy and discipline, and youth must often choose among an ever-increasing array of extra-curricular activities. As a result of this competition with music, he wonders about the future of our youth in the area of church music. He asked two relevant questions: Will our faith have children? and Will our children have faith? Mr. Frazelle commented that many of those in seminary have entered the priesthood via experience in parish choirs.

The Parish Choir provides a wonderful opportunity for those who cannot meet the rigors of the Senior Choir. It sings twice monthly, at the 5:15 service.

The Compline choir is doing well, and has seen a dramatic increase in participation since last spring.

Dr. Quinn stated his appreciation for the increase in the music budget.

Dr. Quinn then turned to the organ, which was built in Germany in fall 1980. It took three German organ builders about two and a half months to assemble. The instrument, which is a tracker action organ, contains more than 3400 pipes. The new trumpet stop itself has 58 pipes and cost about $50,000.

There was not sufficient time to allow for a comprehensive tour of the organ, and Dr. Quinn agreed to continue the tour at the April focus session.

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

The March meeting of the Vestry was held in the parish library on Thursday, March 17, 2005. Vestry members present were Dick Taylor (Sr. Warden), Paul Carew (Jr. Warden), Jean DeSaix, Kevin Trapani, Bunnie Collura, Joe Khoury, Jack Scarborough, Chris Bowes, Jim Crow, and Steve Lackey. Also present were Stephen Elkins-Williams (Rector), Barbara Hastings (Parish Administrator), John McGee (Treasurer), and Nancy Kelly (Clerk). David Frazelle (Associate for Parish Ministry) was present for a brief part of the meeting.

Bible Study

Mr. Crow led the Bible study for the evening. Following a prayer, Mr. Crow read the Gospel reading appointed for the day, John 10:19-42, three times, asking for a different type of reflection upon each reading. The first reading asked for reflection on what words, ideas, or phrases stand out. The reflection for the second reading asked for a response to the question of what is Jesus or the Gospel saying to you? The third reading asked for reflection on what Jesus or the Gospel is calling us to do. The Bible study concluded with a prayer.

Selection of Timekeeper

Mrs. Hastings was asked to serve as timekeeper.

Mrs. Hastings said that she would pass around the table a sign-up list for the May Vestry retreat.

PARISH CONCERNS

There were no issues of parish concern expressed.

There were no corrections made to the minutes of the focus session of February 17.

The following correction was made to the minutes of the Vestry meeting of February 17:

p. 5, paragraph immediately above Rector, change “Mr. Liverance” to Mr. Carew”

It was moved by Mr. Scarborough, seconded by Mr. Carew, and passed unanimously, that the Vestry approve the minutes of the focus session of February 17 and approve the minutes of the Vestry meeting of February 17 as amended.

The tasks of the Buildings and Grounds Committee, Mr. Taylor, Mr. McGee, and the Finance Committee and Treasurer have been completed. Mr. Elkins-Williams reported that the Special Giving Committee is now fully appointed and will meet in April.

The other tasks are to remain on the addendum, pending completion. Mr. Taylor, Mr. Daniell, and Mr. Alexander are asked to report to the Vestry by the May meeting. The task of Mr. Evans, Wardens, and Rector should be reworded to say “Continue study of issue of clarification of Buildings and Grounds Committee membership and structure.”

The recommendations of the Social Ministry Committee were pulled from the Consent Agenda for further discussion.

The following item remained on the Consent Agenda:

-approval of the annual parochial report (attached).

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

Mr. Elkins-Williams also called attention to a bilingual brochure (attached) outlining the ministry of Iglesia El Buen Pastor in 2004.

Senior Warden
Mr. Taylor reported on attendance at the recent CEEP conference in New York. He said that he attended two excellent workshops, one on the Windsor Report and the issue of inclusion/exclusion of homosexuals and the other on clergy compensation. He stated that he learned that the national average salary for the rector of churches our size is well over $100,000.

Mr. Taylor thanked the Vestry for their work in making the recent Vestry election a successful experience. Newly-elected Vestry members are Terry Eason, Ann Henley, Chip Hill, and Melody Savage.

Mr. Taylor has recently met with Van Quinn, Mr. Eason, and Clare Baum on issues relating to the new chapel organ. The organ builder is now at work on the project.

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

Mr. Carew also reported on the CEEP conference. He expressed some level of frustration and disappointment at the organization of the workshop on leadership. Mr. Elkins-Williams announced that next year’s conference will be held February 22-25 in Alexandria.

Mr. Carew reported that two new pledges have recently added $8000 to the pledge total for 2005.

Parish Administrator
The report of the Parish Administrator is attached.

Mrs. Hasting asked Vestry members if they would prefer a smaller, bound workbook to the current loose-leaf Vestry notebook. Mrs. DeSaix suggested that the best format for these materials is the web site, with the exception perhaps of the personal information on addresses, phone numbers, and e-mail addresses of Vestry members. This information should be provided in hard-copy form.

Treasurer
Attached are the Treasurer’s Narrative Report for February 2005 and the Combined Balance Sheet as of February 28, 2005.

Mr. McGee reported that pledges for 2005 are up $21,000 from the previous year.

Finance Committee
The report of the Finance Committee is attached.

Discussion was opened on the resolution of the Finance Committee for treatment of undesignated gifts and bequests. Under this resolution, 10% of undesignated gifts and bequests would be a tithe for outreach, 30% would be placed in the Buildings and Grounds Endowment Principal, 30% would be placed in the Outreach Endowment Principal, and 30% would remain undesignated and under Vestry control. Mr. Elkins-Williams stated that this resolution has no effect on designated gifts and bequests.

Following discussion on how to determine whether the term “undesignated gifts and bequests” includes memorials, it was the sense of the Vestry that, rather than specifiying a minimum dollar amount for inclusion in this resolution, the term “major bequests and gifts” be used as a guideline.

Mr. Lackey asked in what fund the tithe is placed. Mr. Elkins-Williams suggested that the tithe be placed in the Social Ministry Fund, which is outside the budget and is not a line item.

It was moved by the Finance Committee and passed unanimously, that the Vestry approve the resolution that major bequests and gifts that are received by the Chapel of the Cross and are not designated for specific purposes will be treated in the following manner: 10% to be a tithe for outreach, 30% to be placed in the Buildings and Grounds Endowment Principal, 30% to be placed in the Outreach Endowment Principal, and 30% to remain undesignated with Vestry control.

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

Mr. Lackey said that he has heard a concern that there is no artist named to the Stained Glass Window Committee. Mr. Elkins-Williams replied that Jonathan Whitney and Terry Eason both are design artists. Mr. Lackey said that parishioner Pam Pate has expressed interest in serving on the committee.

Mr. Taylor, referring to the Rose Garden Sub-Committee and observing that the optimal time for planting roses is now, asked if it would be possible to authorize the committee to proceed with plans once a decision is made as to location for a rose garden. Mr. Elkins-Williams replied that the gift has been accepted but that a designation for the gift has not yet been made and there is insufficient information at this time to do so.

Personnel Committee
The report of the Personnel Committee is attached. Also attached are a Comparison of Facilities Management Positions and Duties, a draft job description for the position of Hospitality Manager, and the job description for the position of Facilities Manager.

It is recommended by the Personnel Committee that the position of Hospitality Manager be funded for fifteen hours per week, at a rate of $10 per hour, beginning May 1, 2005, and that the Finance Committee be asked to determine an appropriate source of funds to staff this part-time position.

Mrs. DeSaix noted that the position of Hospitality Manager reports to the Facilities Manager. Mrs. Hastings emphasized that this job description is a draft. She added that it has been suggested that perhaps the Hospitality Manager should instead report to the Parish Administrator. Mr. Trapani said that Tom Mander has been asked about this additional responsibility and has said that he would be willing to take on the additional supervision.

Mr. McGee stated that the impact on this year’s budget would not be that great and that the Vestry should not hesitate to authorize it for this year. He added, though, that the bigger concern will be in next year’s and future years’ budgets.

Mr. Lackey, noting that the job description calls for the Hospitality Manager to serve as a resource for funeral reception teams, suggested that it should be made clear that the Hospitality Manager is not the default person to organize funeral receptions. Mr. Lackey added that Joy Gattis at one time was interested in such a position and that she should be given the opportunity to apply for the position if it is approved.

Mr. Elkins-Williams, speaking in favor of funding the position, stated that even from a strictly business point of view, an expense in this area should in the long run serve to increase the revenues of the parish.

It was moved by Mr. Taylor, seconded by Dr. Khoury, and passed unanimously, that the Vestry authorize the position of Hospitality Manager as described.

Mr. Carew suggested that the job description for Facilities Manager needs to be updated to reflect tasks previously undertaken by the Jr. Warden and now the responsibility of the Buildings and Grounds Committee.

Social Ministry Committee

The recommendations of the Social Ministry Committee, which had been pulled from the Consent Agenda, were opened for discussion. The SMC has recommended disbursal from the Community Organizations line item funds in the amount of $3000 to the Orange/Alamance Prison Ministry, $1000 to the Augustine Project, $1000 to A Helping Hand, $1000 to Alliance of AIDS Services – Carolina, $2000 to Freedom House, $2000 to Project Homestart, $1000 to the Family Violence Prevention Center (Chapel Hill), $2000 to the Orange County Rape Crisis Center, and $2000 to the M. L. King Scholarship Fund.

Mr. Elkins-Williams provided background for the discussion, stating that the SMC maker has recommendations for two line items in the budget, one for ongoing annual support to community organizations and the other for one time discretionary outreach, as needs arise.

Mrs. Hastings provided additional information on the SMC allocations from the Community Organizations line item. Last year all of the funds were allocated at the same time, but the funds were disbursed in two parts, one in mid-year and the other at the end of the year.

Mr. Carew expressed concern about the request for funding of the Orange/ Alamance Prison Ministry in the amount of $3000. He suggested that the Alliance of AIDS Services, the Family Violence Prevention Center, and the Orange Country Rape Crisis Center have more imperative needs. He said that it appears that the funding levels for this year were determined not for any specific, compelling reason, but rather were based on the same funding levels for 2004.

Mr. Crow asked how groups get the attention of the SMC for consideration for inclusion in this line item. Mr. Taylor replied that groups submit proposals to the SMC. It was suggested that, rather than question the recommendations themselves, the Vestry ask the SMC to explain how the priorities are determined and to provide some clarification for the recommendations.

Mr. Carew replied that he has no sense of the process of how organizations are considered. Mr. Elkins-Williams said that the clergy frequently make referrals to the SMC.

Mr. Trapani recalled that at a focus session last October, the SMC explained its procedure for determining its recommendations. The issue was raised at that time of the possibility of contribution of more dollars to fewer organizations.

Mrs. DeSaix said that the SMC is doing its work on behalf of the Vestry. Mr. Elkins-Williams added that the SMC used to submit much more paperwork with its recommendations, but the Vestry decided that much of the information provided was not needed on a regular basis.

Action on the recommendations of the SMC was deferred.

Announcements

Mr. Elkins-Williams called attention to the current issue of Vestry Papers and its articles on controversy and conflict.

The Rector offered a prayer and the meeting adjourned at 9:00 p.m..

LIST OF ATTACHMENTS

(Attachments are available in the library for review.)

Mr. Taylor, Mr. Daniell, Mr. Alexander – Study issues of change and/or clarification of by-laws governing Vestry elections and report to the Vestry by the May meeting.

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

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

Mrs. Collura – Ask the SMC to provide clarification for the intended purpose of the $3000 requested for Orange/Alamance Prison Ministry.