At the May meeting, the Vestry:

1. Approved the contract with the preschool at Chapel of the Cross.

2. Received an Organ Committee Report.

3. Approved up to $15,000 from a designated gift to refurbish the parlor by reupholstering or refinishing some present furniture and purchasing some new furnishings.

4. Accepted the audit report for 2003.

5. Approved the budget request to the diocese for Campus Ministry of $66,773.

6. Accepted the full amount of $170,554 for our diocesan share for 2005.

Following a bag supper, the Vestry met in focus session with Organist-Choirmaster Van Quinn. Vestry members present were Steve Lackey (Jr. Warden), Bunnie Collura, George Evans, Joe Khoury, Jack Scarborough, Chris Bowes, Mary Schoenfeld, Terry Eason, Ann Henley, Chip Hill, and Melody Savage. Also present were Stephen Elkins-Williams (Rector), Bill Joyner (Deacon), John McGee (Treasurer), and Nancy Kelly (Clerk).

The Vestry met Dr. Quinn in the church. Dr. Quinn continued to inform the Vestry about the Kleuker organ in the church. He spoke of the problems with keeping the instrument in tune, in part because of the heat caused by the sun coming in the west window every afternoon. The air conditioning of the church, while alleviating some problems, caused other problems for the organ, and the solution was to create special heating and cooling specifications for the organ itself. The reed stops are especially sensitive to changes in temperature, as well as to irritants such as dust.

The session concluded with a tour of the organ chamber. The Vestry departed to the opening bars of the Toccata from Widor’s Symphony No. 5 for organ.

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

The May meeting of the Vestry was held in the parish library on Thursday, May 19, 2005. Vestry members present were Steve Lackey (Jr. Warden), Bunnie Collura, George Evans, Joe Khoury, Jack Scarborough, Chris Bowes, Mary Schoenfeld, Terry Eason, Ann Henley, Chip Hill, and Melody Savage. Also present were Stephen Elkins-Williams (Rector), Bill Joyner (Deacon), John McGee (Treasurer), and Nancy Kelly (Clerk).

Bible Study

Mr. Eason led the Bible study for the evening. using the Gospel reading appointed for the day, Luke 13: 31-35.

Selection of Timekeeper

Mr. Joyner was asked to serve as timekeeper.

PARISH CONCERNS

There were no issues of parish concern expressed.

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

There were no corrections made to the minutes of the Vestry meeting of March 17.

The following correction was made to the minutes of the focus session of April 21:

p. 1, heading, change “April 25” to “April 21”

The following correction was made to the minutes of the Vestry meeting of April 21:

p. 1, first paragraph, change “The March meeting” to “The April
meeting”

The following correction was made to the minutes of the Vestry retreat of May 7:

p. 1, first paragraph, line 2, change “12:45 a.m.” to “12:45 p.m.”

It was moved by Mrs. Collura, seconded by Mr. Scarborough, and passed unanimously, that the Vestry approve the minutes of the focus session of March 17, the Vestry meeting of March 17, the focus session of April 21, the Vestry meeting of April 21, and the Vestry retreat of May 7, as amended.

All items are to remain on the addendum, pending completion.

There were no items on the Consent Agenda.

Mr. Elkins-Williams reported that Mr. Frazelle had sent his report (attached) electronically this afternoon.

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

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

Mr. McGee reported that an additional pledge has put us over the targeted pledge amount for the campaign. The new pledge total is $1,115,374.

The annual audit is currently being conducted by Butler & Burke.

Mr. McGee presented resolutions needed for Vestry action to update signatures on accounts with the Vanguard Group and Edward Jones.

It was moved by Mr. Scarborough, seconded by Mrs. Bowes, and passed unanimously, that the Vestry authorize the following persons to request transactions and sign checks for accounts of the Vanguard Group that are designated for the Chapel of the Cross, with the signatures of two persons being required to conduct transactions: James W. Crow, Senior Warden; R. Steve Lackey, Junior Warden; John T. McGee, Treasurer; Grant B. Varner Jr., Sr. Associate Treasurer.

It was moved by Mr. Scarborough, seconded by Mrs. Bowes, and passed unanimously, that the Vestry authorize the following persons to request transactions and sign checks for accounts of Edward Jones that are designated for the Chapel of the Cross, with the signatures of two persons being required to conduct transactions: James W. Crow, Senior Warden; R. Steve Lackey, Junior Warden; John T. McGee, Treasurer; Grant B. Varner Jr., Sr. Associate Treasurer.

Finance Committee
The report of the Finance Committee is attached.

Buildings and Grounds Committee
The report of the Buildings and Grounds Committee is attached. Also attached are the Rose Garden Study Report and a letter to the Organ Committee.

Next Steps Committee

Ted Vaden, Chair of the Next Steps Committee, and committee member Martha Dill arrived to update the Vestry on the work of the committee.

Attached are a memo from Mr. Vaden and a memo from Hartman Cox Architects.

Mr. Vaden reminded the Vestry that at the recent retreat the committee had expressed its preference for a specific architectural firm (Stern) to plan for new or renovated spaces for offices, classroom, and a parish hall. Since the retreat, the committee has stet decided that the additional expense incurred by signing on with Stern would not be justifiable and that Hartman Cox would be a much better fit for the parish, as well as a better value. The committee is now seeking Vestry approval to seek an agreement with Hartman Cox to create a master plan.

Mrs. Schoenfeld asked if the parish has been well-enough prepared for the need for this master plan. Mr. Eason replied that as long as a year ago the published, stated objective of the Next Steps Committee was to secure the services of an architect to determine the long-range needs of the parish. Mr. Vaden added that there will be an adult education forum on this issue on June 5. Mr. Eason stated that we are attempting to see where the parish will be in twenty years. The idea is that we need to build in order to facilitate staffing in a long-range plan and that we need to be open to growing the parish and to adding additional worship services. Mrs. Dill added that we need to think about opening the parish building to the university, symbolically as well as physically, on the side by the arboretum.

Mr. Eason suggested that there is a tendency for parishioners to assume that decisions are already being made, but, in fact, once the master plan is completed, the parish and the Vestry will need to digest the information. Mr. Joyner said that this is an opportunity for the parish to give input.

Mr. Hill asked if the parish has been prepared for such a major expense. Mr. Eason replied that a year ago when the proposal for a master plan was first raised, he indicated that it would cost in the range of $50,000-100,000.

Mr. Lackey asked about a timeline leading to a capital campaign. There was some discussion about the prematurity of the discussion about a capital campaign, as well as discussion of the advisability of having some preliminary discussion about timing of a possible campaign in order to maximize its impact when and if the time comes to launch such a campaign.

Mr. Evans suggested that rather than focusing on the details of a capital campaign, at this point we need to focus on the fact that we need to do something to ensure the future health of the parish.

It was moved by Mr. Evans, seconded by Dr. Khoury, and passed unanimously, that the Vestry authorize Ted Vaden, Chair of the Next Steps Committee, Terry Eason, and the wardens to enter into and execute a letter of agreement with Hartman Cox Architects for drafting a master plan for the parish hall, classrooms, and offices, at a cost not to exceed $100,000 for projected architectural fees, consultant fees, reimbursable fees, and other associated fees, these funds to be expended from Undesignated Gifts and Memorials.

Mr. Lackey asked if approval of this motion should assume that the Vestry also assumes support of the chapel organ expenses. Following discussion, the Vestry agreed that this is not a case of support of one or the other. The Vestry does also support the organ expense.

Hospitality

Mrs. Schoenfeld reported that the refreshments after the 11:15 a.m. service are still very popular.

Plans are being made for all groups related to hospitality to meet on a regular basis to coordinate their efforts.

Ann Terhune is the new part-time Hospitality Manager.

Mrs. Schoenfeld has suggested that Cross Roads be published in a new 8 x 11 ½ format. She has also suggested a feature column for each month. To date the following themes are planned: Youth Ministry in May, Gay Unions in June, Long-Range Planning in July, 10 Talent Church in August, University Ministry in September, and Stewardship in October.

Announcements

Mr. Elkins-Williams called attention to the current issue of Vestry Papers.

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.