At its August meeting, the Vestry

1) accepted with gratitude the bequest from the Charlotte Winborne Shaffer Charitable Remainder Annuity Trust in the amount of $41,758.56 “to be used to establish a fund in the name of Charlotte W. Shaffer, the income from which shall be allocated to St. Hilda’s Altar Guild as an addition to its regular operation budget;”

2) acknowledged that the gift from the Annie Lee Jones Trust designated for interior rooms may be used for additional parlor renovation expenses;

3) approved the recommendations of the Social Ministry Committee for disbursements from the Discretionary Outreach line item in the amounts of $500 to The Preschool at the Chapel of the Cross, $2000 to Family Violence and Rape Crisis Services at Pittsboro, NC, $1500 to AIDS Community Residence Association, INC., and $2000 to The ARC of Orange County;

4) after thoughtful consideration of all of the issues and gratitude for the input and the recommendations of the subcommittees and with great appreciation to the Elkins family, the Rose Garden Committee, and the Environmental Stewardship Committee, decided to proceed with the establishment of a rose garden in memory of Shirley Elkins;

5) decided as a group to purchase a side of the 300-piece Noah’s Ark puzzle being sold by our church school as a fundraiser for the Heifer International Project;

6) authorized George Evans, as Chair of the Buildings and Grounds Committee, to make decisions about the disposal of the chapel organ, with the intention of finding it a good Episcopal church home, without incurring any cost to the parish;

7) approved the expenditure of up to $10,000 from the Memorials Fund to fund the recommendation of the Buildings and Grounds Committee for re-flashing of the joining of the roof and the stonework and re-tuck pointing of the stone parapet of the church tower; and

8) approved the 2006 Diocesan Share in the amount of $179,808.

Following a bag supper, the Vestry met in focus session for a report from the Stained Glass Committee. Vestry members present were Jim Crow (Sr. Warden), 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), David Frazelle (Associate for Parish Ministry), Bill Joyner (Deacon), Barbara Hastings (Parish Administrator), Barney Varner (Sr. Associate Treasurer), and Nancy Kelly (Clerk).

Attached is a memo outlining the recommendations of the Stained Glass Committee.

Mr. Elkins-Williams welcomed to the meeting Jonathan Whitney, Chair of the Stained Glass Committee. Mr. Whitney presented to the Vestry a slide show outlining the history of stained glass and the process of creating the various kinds of stained glass. He indicated that the kind of stained glass windows in our church are enameled glass.

Mr. Eason, also a member of the committee, commented that the present windows in the transept and the nave have always been viewed as temporary windows. He continued by stating that most members of the committee felt that if additional stained glass windows were added to the church, figure windows would be more appropriate, although one committee member would prefer more abstract designs.

Mr. Elkins-Williams asked about the committee’s charge to develop priorities for adding stained glass, and Mr. Eason and Mr. Whitney indicated that the transept windows would be the first priorities and that the upper clerestory windows of the nave would be next.

Mr. Elkins-Williams asked how the Vestry should respond to a potential donor whose gift could fund only a single clerestory window. The question arises of whether to decline the gift in the interests of not adding stained glass windows to the church in a piecemeal manner. The committee would prefer for there to be a master plan in place for future stained glass additions in order to ensure compatibility with the existing windows. Dr. Khoury expressed the opinion that the opportunity needs to be kept open for those who wish to make such gifts.

Mr. Scarborough suggested that the membership of the committee be expanded. Mr. Elkins-Williams responded by saying that a larger committee might make it more difficult to come to consensus.

The focus session concluded at 7:20 p.m., and the Vestry moved to the more formal part of the agenda.

Attachments
- - - Memo from Jonathan Whitney: Recommendations of the Stained Glass Committee

The August meeting of the Vestry was held in the parish library on Thursday, August 18, 2005. Vestry members present were Jim Crow (Sr. Warden), 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), David Frazelle (Associate for Parish Ministry), Bill Joyner (Deacon), Barbara Hastings (Parish Administrator), Barney Varner (Sr. Associate Treasurer), and Nancy Kelly (Clerk).

Bible Study

Mrs. Henley led the Bible study for the evening. The Gospel reading appointed for the day, Mark 12: 28-34, was read three times, and Vestry members were asked for a different type of reflection following each reading. Mrs. Henley read the first reading from the New Revised Standard Version, then asked for reflection on what words, ideas, or phrases stand out. Mr. Scarborough read the second reading from the New Jerusalem Bible, after which Vestry members were asked for a response to the question of what is God saying to us? Mrs. Schoenfeld then read the third reading from the Good News Bible, and then Vestry members responded by commenting on what it is God calling us to do. Mrs. Henley concluded the Bible study with a prayer.

Selection of Timekeeper

Mr. Frazelle was asked to serve as timekeeper.

PARISH CONCERNS

Mrs. Savage encouraged everyone to purchase tickets for the Sister Parish banquet on September 9.

There were no corrections to the minutes of the focus session of July 21.

There were no corrections to the minutes of the Vestry meeting of July 21.

It was moved by Mr. Scarborough, seconded by Mrs. Collura, and passed unanimously, that the Vestry approve the minutes of the focus session of July 21 and the Vestry meeting of July 21.

The Finance Committee recommends that the vestry accept of two gifts.

1) The Chapel of the Cross accepts with gratitude the bequest from the Charlotte Winborne Shaffer Charitable Remainder Annuity Trust in the amount of $41,758.56 “to be used to establish a fund in the name of Charlotte W. Shaffer, the income from which shall be allocated to St. Hilda’s Altar Guild as an addition to its regular operation budget.” (The quoted text represents conditions of the gift as stated in the trust.)

2) The gift from the Annie Lee Jones Trust designated for interior rooms may be used for additional parlor renovation expenses.

2. Social Ministry Committee Requests

Preschool at Chapel of the Cross $500
Family Violence and Rape Crisis Services at Pittsboro, NC $2,000
AIDS Community Residence Association, Inc. $1,500
The ARC of Orange County $2,000

Total Request at this Time: $6,000

The October meeting of the Vestry was rescheduled for Wednesday, October 26. Mrs. Hastings will arrange for a parking lot monitor for that evening, as Wednesday is also choir practice night.

Associate for Parish Ministry

Mr. Frazelle thanked all those who helped with his ordination. He said that it was a wonderful occasion.

Sixteen youth and three adults participated in a mission trip in late June and early July. Mr. Frazelle was impressed by how articulate the youth were on their reflection sheets.

Mr. Frazelle reported that all church school slots are now filled.

The Youth Council is being very supportive.

Mr. Frazelle will serve as the lead teacher for the Youth Inquirers class. He needs one more female assistant. He is also still recruiting EYC leaders.

Cross Ties has lost some very involved leaders. The group also has many newcomers.

Deacon (Bill Joyner)

Mr. Joyner will be assisting with Youth Inquirers.

This year begins the sixth year of the third Monday monthly service for those with developmental disabilities.

Senior Warden
The Sr. Warden’s report is attached.

Referring the item 2 of the report, Mr. Lackey asked for Vestry support of the puzzle pieces for the Heifer International Project. The Vestry as a group decided to purchase a side of the puzzle.

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

Mr. Lackey spoke of the stewardship announcements to be made by parishioners during the Sunday announcements. These announcements will address process, need, and personal witness. Anyone who is interested in making one of these brief (two minutes) announcements should contact Mr. Lackey to express interest.

Parish Administrator
The report of the Parish Administrator is attached.

Mrs. Hastings asked Vestry members who chair a committee that meets on a regular basis to let her know now so that she can reserve a room for meetings for the entire year.

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

Mr. Varner cautioned those looking for sources for monies from special funds to be aware that the pertinent column is the right-hand column on p. 5: net available income.

Finance Committee
The report of the Finance Committee is attached.

It was moved by Mr. Evans, seconded by Mr. Hill, and passed unanimously, that the Vestry approve the expenditure of up to $10,000 from the Memorials Fund to fund the recommendation of the Buildings and Grounds Committee for re-flashing of the joining of the roof and the stonework and re-tuck pointing of the stone parapet of the church tower.

It was moved by the Finance Committee and passed unanimously that the Vestry approve the 2006 Diocesan Share in the amount of $179,808.

Mr. Hill, referring to item 2 of the report items, asked who identifies the budget sub-committee chairs. Mr. Elkins-Williams said that this turns out to be somewhat logical, based on Vestry committee assignments, but that Mrs. Hastings can also supply the Finance Committee with a list of those who served last year.

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

Mr. Evans reported that the estimate to repair the glazing on the windows that are in poor condition is $8947.

Referring to the chapel organ, Mr. Evans said that we can’t be sure how long the chapel will be out of commission. Mr. Eason said that the chapel should be usable during the Christmas season, except, of course, for the organ. Mr. Elkins-Williams, said that it has been suggested that a piano be moved to the chapel for use during the 5:15 p.m. service.

Mr. Evans continued by saying that he is beginning to become rather concerned about the total expenses anticipated for the chapel upgrades associated with the organ project. Mr. Lackey asked if the source of funds for the lighting has been identified. Mr. Varner said that it has not. Mr. Evans said that the basic estimates for the organ haven’t changed, but the estimates for the other chapel enhancements have increased significantly. Mr. Elkins-Williams suggested that, because of the historic nature of the chapel, we might apply to private foundations for grants. Mr. Eason replied that the state rarely gives money to churches, but perhaps a preservation foundation could be approached.

Mr. Evans informed the Vestry that Van Quinn has found someone in Alabama who would like to have our old chapel organ, and Dr. Quinn suggests that we donate it. The recipient would pay all costs associated with removing and moving it.

It was moved by Mr. Scarborough, seconded by Mr. Eason, and passed unanimously, that the Vestry authorize George Evans, as Chair of the Buildings and Grounds Committee, to make decisions about the disposal of the chapel organ, with the intention of finding it a good Episcopal church home, without incurring any cost to the parish.

Personnel Committee
Mrs. Bowes reported that the annual clergy reviews have been successfully completed.

Lynn Burns has resigned as wedding coordinator, and Shelby Pohlman has been hired to replace her.

Discussion of Budget Priorities

Mr. Elkins-Williams welcomed to the meeting Kevin Trapani, Chair of the Annual Giving Committee.

Mr. Trapani told the Vestry that this year there is a need both to increase current pledges and to increase giving units. A budget increase of about 11.8% is needed/anticipated. The focus for the increased needs this year is more outward. Last year, with the addition of Mr. Frazelle to the staff, the greatest increase in the budget was to needs within the parish. This year the needs focus more on our parish serving the community – the Johnson Interns Program, The Episcopal Church of the Advocate, the diocesan Millennium Development Goals,etc.

Mr. Elkins-Williams commented that a multi-phase plan is being implemented. There will be articles in the October Cross Roads, mailings to parishioners, and announcements by parishioners during the Sunday morning announcements.

Mr. Evans expressed the opinion that, psychologically, a double-digit increase is difficult to realize. Mr. Trapani suggested that such an increase might be attained by setting a goal of a 9% increase over current pledges (from the same net number of pledging units), plus a 3% increase from additional pledges. It was the consensus of the Vestry that this was a good plan.

Rose Garden Committee Report

Attached are the following documents relating to the issue of the proposed rose garden:
-letter from Mr. Elkins-Williams to Mr. Lackey, Mr. Evans, and Mrs. Savage (dated 7/26/05)
-Rose Garden Committee Report
-Finance Committee Report (11 July 2005)
-letter from Syd Alexander to Mr. Lackey RE: recommendation of Special Giving Committee
-letter from Linda Rimer to Mr. Lackey RE: recommendations of Environmental Stewardship Committee
-letter from Linda Rimer to Mr. Lackey RE: further thoughts/concerns about rose garden.

Mr. Lackey began the discussion by stating that the documents available to the Vestry from all interested parties have clearly outlined the pros and cons of the proposed rose garden and that it is now time for the Vestry to make a decision on the matter. He then suggested that members of the Vestry, in turn, express their views on the issue. Following thoughtful consideration of all of the issues, the Vestry decided to proceed with the rose garden.

It was moved by Mrs. Bowes, seconded by Mr. Scarborough, and passed with eleven (11) in favor and one (1) opposed, that the Vestry, after thoughtful consideration of all of the issues and gratitude for the input and the recommendations of the subcommittees and with great appreciation to the Elkins family, the Rose Garden Committee, and the Environmental Stewardship Committee, proceed with the establishment of a rose garden in memory of Shirley Elkins.

Mr. Eason expressed concern that the Environmental Stewardship Committee needs to know that the Vestry values its input even though its recommendation was not followed. He suggested that a phone call from the Sr. Warden would be in order. Mr. Crow will do so tomorrow, also telephoning members of the Building & Grounds Committee and the ad hoc Rose Garden Committee.

Hospitality Committee

The report of the Hospitality Committee is attached.

Mrs. Schoenfeld said that the committee is recruiting new members. Mr. Elkins-Williams suggested that recruitment by personal invitation is generally the most effective.

The following focus sessions were determined:
September – Johnson Interns and Director Susan Gladin
October – Mr. Frazelle: Centering Prayer
December – Executive Session: Pay Plan

Attached is the 2004 Audit by Butler & Burke L.L.P..

The Rector offered a prayer and the meeting adjourned at 9:55 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. Evans, Wardens, and Rector – Continue study of issue of clarification of Buildings and Grounds Committee membership and structure.

Mrs. Hastings – Arrange for parking lot monitor for Wednesday, October 26.

Mrs. Hastings – Provide Finance Committee with list of budget sub-committee chairs from last year.