At its September meeting, the Vestry

1) approved the recommendation of the Social Ministry Committee for disbursement of $1500 from discretionary outreach funds to Episcopal Relief and Development for relief efforts in the aftermath of Hurricane Katrina;

2) met with Fr. Nicolás Menjívar, pastor of Iglesia El Buen Pastor, to hear about his ministry in the Hispanic community in Durham;

3) elected Paul Carew and Vivian Varner to three-year terms as delegates to Annual Convention and elected Kim Sullivan as first alternate, Emilie DeLuca as second alternate, Larry Logan as third alternate, Bunnie Collura as fourth alternate, Peter DeSaix as fifth alternate, and John McGee and sixth alternate to the 2006 Annual Convention;

4) approved the Preschool Contract; and

5) approved the expenditure of up to $5000 from the Stoudemire Chapel Fund for electrical engineering services to develop a plan for upgrading the lighting in the chapel.

Draft Minutes of the Informal Focus Hour
of the Vestry of the Chapel of the Cross
15 September 2005

Following a bag supper, the Vestry met in focus session with the new class of Johnson interns and the Chair of the Board of Directors of the Johnson Interns Program. Vestry members present were Jim Crow (Sr. Warden), Steve Lackey (Jr. Warden), Bunnie Collura, Joe Khoury, Chris Bowes, Mary Schoenfeld, Terry Eason, Ann Henley, and Melody Savage. Also present were Stephen Elkins-Williams (Rector), Bill Joyner (Deacon), John McGee (Treasurer), and Nancy Kelly (Clerk).

Mr. Elkins-Williams welcomed to the meeting Watty Bowes, Chair of the Johnson Interns Program, and interns Amey Adkins, Erika Almquist, Justin Harvey, and Angelique Owanga. The Vestry and the interns introduced themselves to one another.

Dr. Bowes thanked the Vestry for its support of the program, both in-kind support and the generous financial grant. He said that director Susan Gladin regretted that she was unable to attend the meeting this evening.

The interns shared with the Vestry their background and what led them to the program. They are all grateful for the opportunity that the year ahead promises in their placements with non-profit organizations – Ms Adkins with the Inter-faith Council for Social Services, Ms Almquist with The Women’s Center, Mr. Harvey with People of Faith Against the Death Penalty, and Ms Owanga with Freedom House.

Mr. Elkins-Williams thanked Dr. Bowes and the interns for coming to meet with the Vestry.

The focus session concluded at 7:05 p.m., and the Vestry moved to the more formal part of the agenda.

The September meeting of the Vestry was held in the parish library on Thursday, September 15, 2005. Vestry members present were Jim Crow (Sr. Warden), Steve Lackey (Jr. Warden), Bunnie Collura, Joe Khoury, Chris Bowes, Mary Schoenfeld, Terry Eason, Ann Henley, and Melody Savage. Also present were Stephen Elkins-Williams (Rector), Bill Joyner (Deacon), Barbara Hastings (Parish Administrator), John McGee (Treasurer), and Nancy Kelly (Clerk).

Bible Study

Mrs. Schoenfeld led the Bible study for the evening. The Gospel reading appointed for the day, Matthew 5: 1-10, the Beatitudes, was read three times, and Vestry members were asked for a different type of reflection following each reading. Mr. Eason read first from the Revised Standard Version, then asked for reflection on what words, ideas, or phrases stand out. Mrs. Collura then read from the Good News Bible, after which Vestry members were asked for a response to the question of what is God saying to us? Dr. Khoury read finally from the New Revised Standard Version, and then Vestry members responded by commenting on what it is God calling us to do. Mrs. Schoenfeld concluded the Bible study with a prayer.

Selection of Timekeeper

Mrs. Bowes was asked to serve as timekeeper.

PARISH CONCERNS

Mrs. Schoenfeld expressed concern about the slippery floors in the parlor, stating that after she recently suffered a fall, she learned of several other parishioners who had also fallen. Mr. Elkins-Williams said that the floor has recently been re-waxed and that there are fewer rugs in the parlor since the recent renovations and that both of these situations are contributing factors to the hazardous floor conditions. Mr. Eason will speak with Facilities Manager Tom Mander and the Buildings and Grounds Committee to see what can be done to ensure the safety of parishioners.

Ms Henley extended an invitation to all present to the Global Missions meeting on Sunday, September 18, after the 11:15 a.m. service in the parish library.

There were no corrections to the minutes of the focus session of August 18.

The following corrections were made to the Vestry meeting of August 18:

p. 2, first paragraph, lines 1, 3, and last line, change “Mrs. Henley” to “Ms Henley”

p. 2, under Parish Concerns, change “Mrs. Savage” to “Ms Savage”

p. 5, under Rose Garden Committee Report, change “Mrs. Savage” to “Ms Savage”

p. 6, precede first full paragraph with “The Rector, because of his family connection to the issue, absented himself from the room for the discussion.” and in the first line change “Mr. Lackey” to “Mr. Crow”

p. 8, under Sr. Warden change “Mr. Lackey” to “Mr. Crow”

p. 14, third attachment, change “Mrs. Savage” to “Ms Savage”

It was moved by Mrs. Collura, seconded by Mr. Lackey, and passed unanimously, that the Vestry approve the minutes of the focus session of August 18 and approve the minutes of the Vestry meeting of August 18 as amended.

Mrs. Hastings’ task is to be removed from the list. The other items are to remain on the addendum, pending completion.

The following item was placed on the Consent Agenda (attached):

-recommendation of the Social Ministry Committee for disbursement of $1500 from the discretionary outreach line item to Episcopal Relief and Development for relief efforts in the aftermath of Hurricane Katrina.

It was moved by Mr. Lackey seconded by Mr. Crow, and passed unanimously, that the Vestry approve the Consent Agenda.

Conversation with Fr. Nicolás Menjívar, Pastor of Iglesia El Buen Pastor
Fr. Nicolás Menjívar, pastor of Iglesia El Buen Pastor in Durham, arrived to speak with the Vestry. He began by giving a little history of his parish. He arrived in Durham in February 1998, and the church was dedicated on September 1998. He is very grateful for the past support of the churches of the Durham Convocation, both prayers and financial support, and he asks for their continued support.

The method of stewardship in his community is different. The Latino community in general doesn’t make pledges to the church, but rather they support the church with activities. An example he gave was a fund-raising activity planned for September 17 for the eighth annivesary of the church. He stated that the Latino people are not financially powerful to support the church, but they are more than willing to do such things as repairs to the church building without charge. He added that each Sunday there is a children’s collection and that this practice accustoms children to the practice of giving to their church.

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

Referring to item 1 of the report, Mr. Crow reported that his personal contact with members of the Rose Garden Committee and the Environmental Stewardship Committee was greatly appreciated. He suggested that the Vestry should consider making this a regular practice when asking for input from committees. It was suggested that the Hospitality Committee oversee this task but that all Vestry members should keep it in mind.

Mr. Crow called attention to item 7 of the report, a request to upgrade the exterior lighting for the Chapel.

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

Mr. Lackey reported that the planning for the annual giving campaign is ongoing behind the scenes. The calling marathon will take place on October 17, beginning with a dinner at 5:30 p.m.

Parish Administrator
The report of the Parish Administrator is attached.

On the Schedule for the 2006 Budget Process (attached), the date for Vestry identification of budget priorities was changed from October 20 to October 26 because of the change in date of the October Vestry meeting. On the list of Budget Subcommittees and Line Item Assignments (attached), David Frazelle was added to the Christian Formation Subcommittee.

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

Finance Committee
The report of the Finance Committee is attached.

Mr. McGee asked if a minimum threshold for special funds should be set.

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

Mr. Eason reported in the absence of Mr. Evans.

The old organ will be removed on October 20-21, and the preparation work for the installation of the new chapel organ will begin on October 24 and continue through November or early December. Dobson Pipe Organ Builders, Ltd. wants to adhere to the original schedule of delivery of the organ the week of February 6, with a completion date of March 10. Construction of the organ will take about two weeks, followed by about three weeks of tonal work.

Mr. Eason continued by stating that, in addition to the work required for the organ, the entire chapel needs to be rewired. The cost of rewiring the chapel would be in the range of $60,000-70,000, with a total cost of about $100,000, including new lighting fixtures. If this work is completed, everything in the chapel will then be up to code.

Discussion turned to the problem of the deteriorating condition of the windows in the church, the Battle Building, and the Yates Building. Mrs. Schoenfeld asked if the cost would increase if the work were done in parts. Mr. Eason raised the question of the possibility of future renovations of the Battle and Yates buildings and whether this should be taken into consideration. The timetable of future renovations would be an issue, as some of the windows are deteriorating rapidly and there is not the luxury of unlimited time to wait to repair or replace them. He added that we should know more about the possibilities for renovations in about four or five months. After discussion, it was decided that a decision on this matter will be delayed until more information is available about whether or not the windows in the church can be done as a separate project and what the financial impact would be.

Personnel Committee

Mrs. Bowes reported that previously the diocese had not made health insurance available for employees employed less than thirty hours per week. Although it is not mandatory, churches may now offer diocesan health insurance coverage to those employed twenty hours or more per week. The Chapel of the Cross is working on a decision of whether this insurance coverage would be a benefit or a cost shared by the employer and the employee.

Preschool Contract

The proposed Preschool Contract is attached.

Following discussion, article 10 of the contract was amended to read “After-School Day Care: This contract does not permit the supervision of children within the buildings or on the grounds of the Chapel of the Cross after regular preschool hours. Such activity increases liability for the Chapel of the Cross and jeopardizes the non-profit status of the Preschool.”

It was moved by Mrs. Bowes, seconded by Dr. Khoury, and passed unanimously, that the Vestry approve the Preschool Contract at amended.

Hospitality Committee

The report of the Hospitality Committee is attached.

Mrs. Schoenfeld said that she and Barbara Day called about fifty individuals to invite them to the meeting of the Hospitality Guild and that about twenty people showed up.

There has been some discussion about moving the newcomers table to a more welcoming location.

Recruitment of greeters is always an issue. It has been suggested that ushers might also serve as greeters. Newcomers might also be encouraged to be greeters, as this is a good way to meet other parishioners.

There is a need for funeral reception coordinators.

Eighty people are involved in ten foyer dinner groups. One suggestion is to have a dinner group of young couples, with or without children in attendance at the dinners.

Dr. Khoury suggested that it would be a nice added touch to have a note with a Vestry signature accompany the bread that is delivered to newcomers.

Solo flight, a ministry to singles, is being explored.

Election of Convention Delegates

Each parish sends its clergy and a determined proportional number of delegates to the Annual Convention. The Chapel of the Cross has the maximum number of six delegates, of which two are elected each year for three-year terms. Six alternates are also elected each year. Responsibilities of the delegates include attendance at two convocational meetings before the convention and then at the convention itself in Winston-Salem.

Kim Sullivan and Laurie Gosnell have completed their terms as delegates. Terry Eason and Joe Ferrell have one year remaining of their term.

The names of Paul Carew, Kim Sullivan, and Vivian Varner were submitted for nomination as delegates. By secret ballot and with Mr. Joyner and Mr. McGee acting as tellers, Mr. Carew and Mrs. Varner were elected to three-year terms.

The names of Bunnie Collura, Emilie DeLuca, Peter DeSaix, Larry Logan, John McGee, and Kim Sullivan were submitted for nomination as alternates. By drawing lots, the Vestry designated Mrs. Sullivan as first alternate, Ms DeLuca as second alternate, Mr. Logan as third alternate, Mrs. Collura as fourth alternate, Mr. DeSaix as fifth alternate, and Mr. McGee and sixth alternate.

Mr. Crow will notify Mr. Carew, Ms DeLuca, and Mrs. Varner of their election, and Mr. Elkins-Williams will notify Mr. DeSaix, Mr. Logan, and Mrs. Sullivan.

Announcements

On October 2, there will be an adult forum at 10:15 a.m. with the Next Steps Committee. Because of the anticipated interest in this topic and the conflict that church school teachers and choir members will have with the time, there will be a repeat presentation at 12:45 p.m.

The focus session schedule has been amended for the fall:
October – Special Giving Committee (Syd Alexander)
November – Next Steps Committee

The Rector offered a prayer and the meeting adjourned at 9:20 p.m.

LIST OF ATTACHMENTS

(Attachments are available in the library for review.)

Mr. Elkins-Williams – Ask the Special Giving Committee to provide Vestry with monthly updates on progress in securing gifts for organ project.

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.

Mr. Eason – Speak with Tom Mander and Buildings and Grounds Committee about hazardous conditions of floor in parlor.

Mr. Crow – Notify Paul Carew and Vivian Varner of election as Annual Convention delegates and Emilie DeLuca as alternate.