At its October meeting, the Vestry

1) approved the nominations of Patricia Watts Hill, Lisa Bevevino, and John Williams to the Social Ministry Committee;

2) learned that the Chapel of the Cross, with the involvement of Campus Ministry and the Johnson Interns, is sponsoring a vigil on November 10 at the Newman Center;

3) approved the recommendation of the Personnel Committee that regular lay employees who work at least 20 hours per week, but less than 30 hours per wee, be eligible for medical and dental insurance under the diocesan policy at the employee’s expense; and

4) learned about opportunities for participation in world missions sponsored by Global Missions, a trip in February to South Africa to observe a school for AIDS orphans and a trip in May to El Hogar orphanage in Tegucigalpa, Honduras, to do construction work.

Draft Minutes of the Informal Focus Hour
of the Vestry of the Chapel of the Cross
26 October 2005

Following a bag supper, the Vestry met in focus session with the Special Giving Committee. Vestry members present were Jim Crow (Sr. Warden), Steve Lackey (Jr. Warden), Bunnie Collura, George Evans, Jack Scarborough, Chris Bowes, Mary Schoenfeld, Terry Eason, Ann Henley, and Chip Hill. Also present were Stephen Elkins-Williams (Rector), John McGee (Treasurer), and Nancy Kelly (Clerk).

Mr. Elkins-Williams welcomed to the meeting Syd Alexander, Chair of the Special Giving Committee, and committee members Barbara Schütz, Kevin Trapani, and Robert Wright.

Mr. Alexander reminded the Vestry of the history of the Special Giving Committee. It was restaffed about one year ago, in part for the purpose of developing a sustained program for planned giving and testamentary gifts to the parish. The committee has concluded that in order for such a sustained program to be in place, the parish needs to have a new investment policy in order to guarantee to donors that their gifts will be there in perpetuity. The parish also needs to develop a clear and compelling message as to why someone should leave such a gift to the church.

The proposed structure for such a program is attached.

The committee is looking to the Vestry for a general commitment to such a program and then, more specifically, to individual Vestry members and other individual parish leaders to commit to participate in planned giving.

The committee is recommending that four separate endowments be available for planned giving. In this way, a parishioner might choose either to leave an undesignated gift to the Chapel of the Cross to be designated at the discretion of the Vestry, or might choose to direct the gift to one of four specific areas: evangelism and university outreach, community outreach, buildings and grounds, or worship support. A further recommendation of the committee is that the Vestry pledge not to invade the principal in perpetuity. Additionally, if a parishioner wanted to set up a special fund, it is the recommendation of the Vestry that a significant minimum level be set for the gift. The committee is also considering publicizing annually the names of those who pledge testamentary gifts to the parish.

Mr. Wright commented that the committee wants to encourage parishioners to think about this not just in a perfunctory way but in a significant way. When people can see how their future gift will be used, it is more encouraging.

Mrs. Bowes asked if the diocese or the national church has guidelines for such a program of planned giving. Mr. Alexander replied that there are no specific guidelines, but there are many models that are being studied. He passed around a brochure for one such model (attached), from Trinity Church, Boston.

Mr. Eason asked if the parish has lost gifts because our endowments are not locked up. Mr. Alexander said that it is likely that we have lost gifts because the opportunity has not been made available, and he reiterated the idea that the parish needs to make a compelling case for individuals to make such gifts.

Mr. Eason then asked how this effort is related to the anticipated capital campaign. Mr. Wright suggested that there needs to be conversation among all of the financial efforts of the parish – Annual Giving Campaign, Capital Campaign, Special Giving Committee.

Mr. Elkins-Williams expressed gratitude for the work of the Special Giving Committee.

Mr. Elkins-Williams then asked Mr. Trapani for an update on the Annual Giving Campaign. Mr. Trapani reported that it had been anticipated that the 2006 campaign would need to realize about $45,000 from net new pledging units. To date, there are 24 new pledging units for a total of $38,818 in new pledges. As of this date last year, pledges totaled $454,822. As of today, pledges total $515,393, for a campaign up 13.32% to date. The pledges received to date from those who pledged last year, however, show an increase of less than 6%, short of the goal of a 9% increase for these pledging units for 2006. This suggests that there will need to be more new pledging units to make up for the shortfall.

The focus session concluded at 7:25 p.m., and the Vestry moved to the more formal part of the agenda.

Attachment
- - - Memo: Chapel of the Cross Planned Giving Program Proposed Structure
- - - Brochure: Planned Giving Opportunities at Trinity Church

The October meeting of the Vestry was held in the parish library on Wednesday, October 26, 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, and Chip Hill. Also present were Stephen Elkins-Williams (Rector), John McGee (Treasurer), and Nancy Kelly (Clerk).

Bible Study

Mr. Evans led the Bible study for the evening. The Gospel reading appointed for the day, Matthew 13: 10-17 was read three times, and Vestry members were asked for a different type of reflection following each reading. Mr. Evans read first from the King James Version, then asked for reflection on what words, ideas, or phrases stand out. Mrs. Schoenfeld then read from the Revised Standard Version, after which Vestry members were asked for a response to the question of what is God saying to us? Mrs. Schütz read finally from the Jerusalem Bible, and then Vestry members responded by commenting on what it is God calling us to do. Mr. Evans concluded the Bible study with a prayer.

Selection of Timekeeper

Dr. Khoury was asked to serve as timekeeper.

PARISH CONCERNS

Mrs. Schoenfeld relayed a concern expressed by a parishioner about cell phones ringing during church services. It was suggested that a sign be placed at the entrances to the church that parishioners be reminded to turn off cell phones.

Mr. Crow expressed thanks to the Vestry on behalf of Tammy Lee for the flowers sent when her mother died.

There were no corrections made to the minutes of the focus session of September 15.

There were no corrections made to the minutes of the Vestry meeting of September 15.

It was moved by Mrs. Collura, seconded by Mr. Crow, and passed unanimously, that the Vestry approve the minutes of the focus session of September 15 and approve the minutes of the Vestry meeting of September 15.

The tasks of Mrs. Hastings, Mr. Eason, Mr. Crow, and Mr. Elkins-Williams (the last item) are 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):

-the nominations of Patricia Watts Hill, Lisa Bevevino, and John Williams to the Social Ministry Committee.

It was moved by Mr. Scarborough, seconded by Mrs. Schoenfeld, and passed unanimously, that the Vestry approve the Consent Agenda.

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

Referring to item 2 of the report, Mr. Crow said that the Chapel of the Cross, with the involvement of Campus Ministry and the Johnson Interns, is sponsoring a death penalty vigil on November 10 at the Newman Center.

Referring to item 3 of the report, Mr. Elkins-Williams commented that the idea of an eastward facing altar is being discussed as a way of helping us to achieve a deeper sense of the transcendence of God. He acknowledged that it would take some education of the parish.

Junior Warden
Mr. Lackey thanked all those who have spoken at the various Sunday services about annual giving.

Parish Administrator

Treasurer
Attached are the Treasurer’s Narrative Report for September 2005 and the Combined Balance Sheet as of September 30, 2005.

Mr. McGee stated that the budget is on track and 2005 should come in close to budget. He expressed concern that 2006 will be a tight budget year.

Finance Committee
The report of the Finance Committee is attached.

Mr. Hill reported that the Finance Committee discussed the snowball effect of the desired chapel improvements and is concerned about the amount of capital needed to support the goals. The committee finds that there is a need to ensure that funding for any single initiative does not conflict with the need for funding for other initiatives.

Mr. Evans asked for clarification about the budget process. Subcommittee chairs are to have their budget requests completed by November 17.

Buildings and Grounds Committee
Mr. Evans reported that the Buildings and Grounds Committee is busy preparing its budget request for 2006.

Another maple tree has been lost in the interface between the church and Morehead parking lots. This tree, as well as others that have been lost in recent years, should be replaced. Mr. McGee suggested that, before proceeding with this effort, the committee should check with Hartman-Cox.

The new dishwasher is now in place and the cabinet work completed in the Campus Center. Jean DeSaix reports that the refrigerator is very old, but Mr. Evans said that there are no funds at present to consider its replacement.

Betsy Pringle has reviewed archived photos and selected some to have blown up and framed for the parlor. Those who have seen them say that they will be a wonderful addition to the parlor decor.
The rose garden will be dug next week and the sprinklers will be moved. The Rector, Betsy Elkins-Williams, her father, and Mr. Evans will select the roses next week, with planting to occur in November. Mr. Evans reported that the Buildings and Grounds Committee has suggested that the remaining liriope should be removed as well and replaced with grass for easier access to the area for burials. Mr. Elkins-Williams said that Ann Hill should be consulted about this.

A parish workday is scheduled for this Saturday, October 29.

Attached is a revised schedule for the necessary electrical work for the new organ in the chapel and other possible renovation work. Mr. Eason said that a pre-bid conference with electrical engineers will be held on Friday, November 4. He is guessing that it will cost about $100,000 for a complete rewiring and separate electrical panel for the chapel. If the bids come in higher, then the separate panel could be taken out. If decorative lighting fixtures are desired, the total will likely come to about $180,000. The minimum for wiring the new organ is in the $10,000-$15,000 range. A major consideration for going ahead with the complete electrical work at this time is that there would be no issues to consider with respect to concern for protecting the organ from damage from dust, etc. resulting from the work.

Dr. Khoury expressed concern that what began as a new organ for the chapel has become a chapel renovation project. He’s concerned that we’re getting further in debt with all of the additions to the renovation project and that there needs to be some kind of campaign to finance it. One possibility that had been suggested was a campaign to solicit donations from those who had been married in the chapel. Mr. McGee stated that the funds are not available to cover all of the expenses and it is not at all obvious where the money would come from.

Mr. Crow asked if there has been any headway made with historic preservation groups. Mrs. Collura said that she has done some research and is not encouraged about getting funds from private foundations. Mr. Lackey suggested that some of the chapel renovation debt might be folded into the capital campaign.

Mr. Eason said that he can have bids in hand by Monday, November 14. Mr. Scarborough agreed to postpone the Finance Committee meeting a week, until November 14, in order to be able to discuss the issue before the next Vestry meeting.

Personnel Committee
The report of the Personnel Committee is attached.

The Personnel Committee is recommending a new policy to allow part-time employees to purchase medical and dental insurance under the new Diocesan policy. Mrs. Bowes reported that, although the Chapel of the Cross presently has no employee in this category of at least twenty but less than thirty hours per week, it was felt that the proposed policy is a good place to begin. Mr. Lackey suggested that the policy be amended to read: “Regular lay employees who work at least 20 hours per week, but less than 30 hours per week are eligible for medical and dental insurance under the diocesan policy at the employee’s expense.”

Hospitality Committee

Mrs. Schoenfeld said that she has received several communications from newcomers, in which they have expressed how welcome they feel at the Chapel of the Cross.

Global Mission

Ms Henley spoke to the Vestry about a new line item in the budget, Global Mission. This represents a renewed involvement and commitment to world missions. For 2006, plans include a trip in February with Barbara Day and a group from St. John’s Lafayette Square to South Africa to observe a school for AIDS orphans and in May a trip to El Hogar orphanage in Tegucigalpa, Honduras, to do construction work. There will be a meeting about these opportunities on November 20 after the 11:15 a.m. service.

Announcements The report of the Next Step Committee is attached.

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. 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.

Buildings and Grounds Committee – Check with Hartman-Cox before proceeding to replace maple trees.