At its April meeting, the vestry:

· accepted the report of the program review committee (part of the Next Step Committee)

· approved a proposal that the program review committee be reconstituted without staff members and that Nancy Tunnessen be appointed as chair

· approved sabbatical plans for the Rev. Tammy Lee to run from mid-May to mid-August

· approved an additional cost of $24,940 for modifications to the new organ for the chapel

· approved the expenditure of up to $12,000 from the Cobb Fund for the installation of a new lighting control system in the church

· pledged $15,000 to the Johnson Intern Program for the 2005-06 year.

The vestry meeting was held at Holy Family Episcopal Church due to ABC sale. Following a bag supper, the vestry met in focus session with Ted Vaden, chair of the Next Steps Committee and committee members Rob Sullivan, Martha Dill and Barbara Schütz. 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, Mary Schoenfeld, George Evans and Steve Lackey, and Vestry-elect Terry Eason and Chip Hill. Also present were Stephen Elkins-Williams (Rector), Martha Hart (Deacon), Bill Joyner (Deacon), Barbara Hastings (Parish Administrator and acting clerk) and John McGee (Treasurer).

Mr. Elkins-Williams welcomed vestry-elect members who were present. He introduced Mr. Vaden who presented a proposal for an architectural firm that will prepare a plan for new construction or renovation of existing buildings as part of the Next Step Proposals for the long range plan. Mr. Vaden stated that the Liturgical Advisory Committee was reviewing the worship components of the plan; program reviews were conducted by Rob Sullivan and committee; facilities design and selection of a consultant were done by a committee headed by Terry Eason. Consultants will be asked to develop a master plan for the parish hall, classrooms and offices. The committee visited five churches that had recently renovated or built new buildings in Raleigh, Charlotte, and Winston-Salem. They received letters of interest for architectural firms, narrowed the list to five firms. A list of the firms considered is in the attached report.

The committee settled on five selection criteria for choosing a firm: quality of design work, especially a sense of sacred and scale; master planning process for working with parish; “fit” of firm with our parish; ability to translate program/function to design; and value for our money.

Mr. Crow asked what would be contained in the design plan. Mr. Eason replied that it would contain drawings of the proposal, elevations, a plan for staging the construction of all or part of the plan, and other items that the firm would include.

Mr. Vaden continued that the proposal would be presented at the retreat for further discussion including what to ask for in a plan, which firm is the best fit, capital planning and timelines.

The committee recommended to the vestry the firm of Robert A. M. Stern and Associates, New York. The firm representative seemed to have an appreciation of what we wanted to do. The recommendation decision was made without knowing fee requirements of $150,000 plus expenses of approximately $8,000. The master plan would be completed in about 6 months. An alternate firm was selected: Hartman-Cox Architects, Washington, D.C. who would complete a master plan for $80,000 plus expenses of approximately $8,000. Mr. Eason noted that both firms are currently doing work on the UNC campus. After receiving the fee amounts, Mr. Vaden polled the committee by email. All strongly felt that the benefits of selecting the Stern firm warranted the fee requested.

Mr. Taylor asked how the committee determined that the Stern firm was the right fit for Chapel of the Cross. Mr. Vaden replied that the committee felt strongly that is was a good fit because they seemed to understand our history and philosophy, and what we were trying to do. The firm representative also stated that they wanted to be sure we are the right fit for them and that the development process of the master plan would be a way to determine the degree of compatibility. Mr. Eason noted that this firm was also more willing to hand the plan over to a local architect to oversee the actual construction.

Mr. Trapani raised the issue of whether the willingness and ability of the parish to pay for this project should be determined before the master plan was developed. Mr. Carew replied that the master plan becomes a marketing tool during a capital campaign. Mrs. Schütz noted that the firm’s representative was very willing to come to talk and to listen to parishioners as the plan was developed.

Mr. Khoury asked about the firm’s experience in building churches. Mrs. Schütz noted that we have sacred space, but need offices, classroom and a parish hall. We have space constraints and need the most creative minds to develop a plan. The Stern firm has a lot of experience building these types of spaces.

Mr. Eason stated that preliminary conversations with the town indicated that they are receptive to our plans in respect to impervious surface and building to the property line. While money is an issue with the Stern firm, we should plan on construction costs of $200-300 per foot to create facilities that have the character to match the use of the space. Both firms can start in May or June. Stern would take 6 months, and Cox would take 3 months.

Mrs. Schütz noted that Stern didn’t come with preconceived ideas and might present a single plan or options that could be completed in stages.

Mr. Trapani noted that planning needs to include parallel processes of planning the building and planning the capital campaign.

Mr. Taylor thanked the committee for their hard work. 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 Holy Family Episcopal Church on Thursday, April 21, 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, Mary Schoenfeld, George Evans and Steve Lackey, and vestry-elect Terry Eason and Chip Hill. Also present were Stephen Elkins-Williams (Rector), Martha Hart (Deacon), Bill Joyner (Deacon), Barbara Hastings (Parish Administrator and acting clerk) and John McGee (Treasurer). Rob Sullivan was present to report during the senior warden’s report. Hugh Tilson joined the meeting for a short time.

Bible Study
Mrs. Bowes led the Bible study for the evening. Following a prayer, Mrs. Bowes read the Gospel reading appointed for the day, Luke 6:39-49, 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
Mr. Taylor was asked to serve as timekeeper.

PARISH CONCERNS

Members discussed the on-going discussion series on gay unions. Mr. Trapani stated that there was good participation and discussion. He asked about where we are in the process and what have been reactions and responses. Mrs. DeSaix noted that there seemed to be 2 different issues: what scripture says and how it leads us; and what impact this discussion is having on the church, local and beyond, as an institution. Mr. Evans noted that discussion seems to be reaching only a small part of the congregation. Mr. Elkins- Williams pointed out that the text of his presentation would be mailed to all parishioners, and that the June Crossroads would focus on this issue.

Mr. Trapani asked what is the timetable to make a decision. Mr. Elkins-Williams stated that the next general convention in 2006 is an important factor. The American bishops have agreed not to ordain any more bishops until then. It’s not just a Chapel of the Cross decision, but involves the larger church.

Approval of the minutes and rolling action list was postponed until the next meeting when copies are in the printed packets.

The Consent Agenda is attached.

Mr. Taylor made a motion to approve the consent agenda. It was seconded by Mr. Crow and passed unanimously.

Rector
The Rector’s report is attached.
Mr. Elkins-Williams discussed Ms. Tammy Lee’s sabbatical plans. She received a $12,000 grant from the Lily Foundation to fund sabbatical expenses. She will also receive her full salary.

Mrs. DeSaix made a motion to approve Ms. Lee’s sabbatical plans. The motion was seconded by Mr. Carew and passed unanimously.

Mr. Elkins-Williams noted that there is a report from Watty Bowes about the Johnson Intern Program. They are beginning a search for a new director and have 4 or 5 applications for the fall. There is concern about the money for the future.

Mr. Trapani noted that five agencies have requested interns and one donor will make a second donation of $20,000 for 2005-06 year. He requested that the parish and vestry make a financial commitment to the program since (1) such a commitment would be looked for by future grant donors, and (2) the program addresses the Bishop’s request to reach out to young adults.

Mr. Elkins-Williams agreed that the program is a combination of university ministry and social ministry and that as an outside agency it could apply for funds from ABC Sale or social ministry. The vestry could also decide to make a grant from tithes of undesignated gifts. Members discussed the timing for a donation and the amount.

Mr. Carew made a motion to pledge $15,000 for the 2005-06 year to be paid by March 1, 2006. It was seconded by Mr. Trapani and approved unanimously.

Mr. Joyner noted that this impacted not only young adults, but the entire parish benefits through contracts with agencies.

Mr. Elkins-Williams announced that Mr. Crow has agreed to be elected to the senior warden’s position for 2005-06.

Deacon Bill Joyner
Mr. Joyner reported that he was continuing with his on-going commitments.

Deacon Martha Hart
Mrs. Hart reported that she was continuing with her on-going commitments in children’s ministry. She is participating in training for tutoring children with learning disabilities.

Senior Warden
Mr. Taylor asked Dr. Sullivan to discuss the program review committee’s work as part of the Next Step Committee.
Dr. Sullivan stated that his committee looked at the programs we have now and hope to have in 20 years. The committee developed an overview of what programs and personnel will be needed in 20 years. He also proposed that the committee be reconstituted exclusive of staff members and that Nancy Tunnessen be appointed as chair.

Mr. Taylor made a motion to accept the report with thanks and to accept Nancy Tunnessen has chair of the re- formed committee of parishioners. Mr. Carew seconded the motion and it passed unanimously.

Mr. Taylor then thanked the Organ Committee and Clare Baum, the program review committee, and the members of the vestry for their work and leadership.

Junior Warden
Mr. Carew reported that the vestry is seeking a new junior warden. Those who wish to be considered may contact him. He also announced the chairpersons for subcommittees of the Stewardship Formation Committee. They are Syd Alexander – Special Giving; Kevin Trapani – Annual Giving. A chairperson has not been named for the Capital Giving Subcommittee.

Parish Administrator
The report of the Parish Administrator is attached.

Treasurer

Attached are the Treasurer’s Narrative Report for March 2005 and the Combined Balance Sheet as of March 31, 2005.

Mr. McGee reported that pledges for 2005 are running ahead of the previous year at 24% of the total for the year. He said that Chris Fitzsimons has developed a five year forecast which shows a budget of $1,600,00 in 2010 including a 5% increase in pledges.

Mr. McGee noted that the annual audit will be conducted in May. The preliminary audit report will be May 25 at 12:00 noon. Interested members are invited.

Finance Committee
Mr. Scarborough gave a report which summarized previous reports from the buildings and grounds committee and the treasurer.

Buildings and Grounds Committee
The report of the Buildings and Grounds Committee is attached.
Mr. Evans discussed the lighting proposal for the church. This proposal will enable lighting to be changed in a variety of ways not currently possible. Tom Mander, facilities manager, and Rob Sullivan will install the system.

Mr. Evans made a motion from the Building and Grounds Committee to install a new lighting control system in the church for up to $12,000 from the Cobb Fund. Mr. Taylor seconded the motion and it passed unanimously.

Mr. Evans also reported on the progress on establishing a rose garden. A written report is attached. Mr. Elkins-Williams asked what information the committee had from other churches. Mr. Evans reported that they had talked to Binkley Baptist, but will contact others.

Personnel Committee
Mr. Trapani reported that Ann Terhune has been selected as Hospitality Manager. She will begin on May 2.

Mr. Trapani also reported that advertising has begun for the publication and communications assistant position. A position description is attached. Mrs. DeSaix noted that two duties state “develop and implement . . .” might be better worded as “assist the association for university ministry . . .” Mrs. Hastings acknowledged that the change would be made.

Organ Committee Report
Clare Baum reported on progress on the chapel organ. She made the following points: due for delivery in spring 2006; site visit by Lynn Dobson last January to discuss the console; discovery of lack of tuning space resulting in modification to provide 15” of internal walk space; receipt of an invoice for additional $24,940 for modifications.

Mr. Taylor noted that this was within the anticipated 10% overage and to be expected in a large project.

Mrs. Baum stated that the total for all modifications is $36,600. This includes adding an adjustable bench. A decision is still be made between using walnut or red oak for the console. Currently the plan specifies red oak. If a change is made when the final façade plans are received, the change order will need to be signed.

Mrs. Baum stated that approval was needed for the additional cost.

Mr. Taylor made a motion that the vestry approve the additional cost and delegate the discussion about the type of wood and the organ bench to the organ committee. The motion was seconded by Mrs. Bowes and approved unanimously.

Discussion followed about the timeline for change to the chapel with summer being the best time.

Ordination Discussion with Hugh Tilson
Mr. Elkins-Williams stated that deacon aspirants come before the vestry four times during the ordination process and that Mr. Tilson is now midway through the process. Mr. Tilson outlined his work thus far at St. Bartholomew’s and Chapel of the Cross. He felt a strengthening of his call to outreach and pastoral care. An approval form was passed to the vestry members who signed their approval unanimously.

Hospitality Committee
Mrs. Schoenfeld thanked the vestry for its prayers and support during her husband’s recent illness.

She reported that Nancy Tunnessen hosted a newcomer’s dinner last Monday with 19 people attending.

Mr. Elkins-Williams noted that the reception after the 11:15 service continued successfully.

Announcements
Mr. Elkins-Williams announced that the building is groaning with items for the ABC Sale on Saturday.

Mr. Elkins-Williams led the vestry in a song of appreciation for the outgoing vestry members, Mr. Carew, Mrs. DeSaix, Mr. Taylor and Mr. Trapani.

The Rector offered a prayer and the meeting adjourned at 10:00 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.