At its November meeting, the Vestry

1) approved the recommendation of the Social Ministry Committee for disbursement from the Discretionary Outreach line item of $500 to Orange County Prison Camp, Yokefellows Ministry;

2) celebrated the news of a pledge of $50,000 from Carolyn Cobb for the new chapel organ;

3) learned that Mr. Frazelle is looking for a new individual to be responsible for scheduling acolytes and for someone to be responsible for the acolytes on Sunday mornings;

4) learned of the formation of a funeral reception committee, with coordinators assigned for two-week intervals;

5) after much discussion, authorized the expenditure of up to $130,000 from the Stoudemire Chapel Fund for full rewiring of the entire chapel, adding maintenance lighting in the attic and crawl space, a new independent chapel panel, meeting all current electrical codes, a chapel connection to the fire alarm system, and preparation for a future audio system, a master dimming system, and lighting fixtures (other than decorative chandelier and sconces), with the intent to restore the full amount to the Stoudemire Chapel Fund as soon as possible; and

6) approved the distribution of the assessment for seminary support for 2005 in the amount of $3000 each to Virginia Theological Seminary, University of the South, and Berkeley Divinity School at Yale and $1500 each to Seabury-Western Theological Seminary and The General Theological Seminary of the Episcopal Church.

Following a bag supper, the Vestry met in focus session with the Next Step 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), Barbara Hastings (Parish Administrator), Barney Varner (Sr. Associate Treasurer), and Nancy Kelly (Clerk).

Mr. Elkins-Williams welcomed to the meeting Ted Vaden, Chair of the Next Step Committee, who then introduced those members of the committee who were present: Paul Carew, Betsy Pringle, Linda Rimer, Rob Sullivan, Robert Wright, and Vestry member Mr. Eason. Mr. Crow and Mr. Lackey serve as ex-officio members of the committee. Also on the committee, but unable to be present this evening, are Reid Conrad, Martha Dill, John McGhee, and Barbara Schütz.

Mr. Vaden said that the committee wanted this evening to update the Vestry on the work that it has done since it was authorized by the Vestry to hire an architect to draft a master plan and also to ask the Vestry for more formal recognition and approval of the program report that it had previously received.

Mr. Vaden reminded the Vestry that the Next Step Committee was established after about two years of work by the Long Range Planning Committee and that its work has been driven by the Program Review Committee report. The issue that it has worked to address is the vision for the mission of the parish and what needs arise from this vision for mission. Since September, the committee has met every two weeks, and more recently every week, with Hartman Cox. The process started with consideration of the needs of the parish over the next twenty years, as determined by the report of the Program Review Committee. The Next Step Committee reports that the architects were impressed with the level of detail provided in this report. Based on these anticipated needs, the architects originally came up with three design options. Option A would add new construction of a fellowship hall out towards the Morehead parking lot. Option B would, in addition to the fellowship hall in option A, involve replacement of the Battle building. Option C would involve demolition of the Battle and Yates buildings and, in effect, would replace all existing non-worship space of the church buildings.

The committee feels that plan A comes nowhere near meeting the program needs for the future, and plan B doesn’t meet the needs of the vision of the parish. Plan C, while it would meet the needs of the parish, would be very disruptive during construction and would be a very costly undertaking. The committee then asked the architects to work out a phased plan, and they came up with plan D. This plan would have the Pre-school in the basement, all public spaces on the first floor (fellowship hall, a larger parlor, campus ministry spaces, a larger library), office spaces, work spaces, and choir room on the second floor, and classrooms on the third floor. Plan D could be done in a phased manner, with the fellowship hall being built first and then being used as a base for all parish operations during demolition of the Battle and Yates buildings and construction of the new spaces.

Mr. Evans asked if there has been any effort made to determine what size congregation will be needed to support the size program envisioned and will that size congregation fit in this space. Mr. Eason replied that the designs have been based on a congregation of 1800-2000. Mr. Vaden added that the space is designed to accommodate the programs envisioned.

Mr. Sullivan said that our building is at present woefully inadequate for today’s church, adding that we’re not able to do what we should be doing, because of space limitations. Mr. Eason suggested that perhaps what’s proposed isn’t quite big enough.

Mrs. Pringle expressed opposition to tearing down the existing Battle and Yates buildings, in the interests of historic preservation. In tearing down these buildings, we would lose the context of where we’ve been all these years. She added that she feels the whole process should slow down a bit.

Mr. Evans expressed some concern about access for construction of new space once a new fellowship hall is built. Mr. Eason suggested that UNC might grant access through the Spencer Dorm property.

Mr. Eason continued by saying that this is a complicated and comprehensive set of issues and that the Vestry should not consider any of what has been presented as final. He added that we need to look at all the nuances and not assume that we’ve found the ideal plan yet. The final plans are going to evolve from the master plan as we proceed in the process. Mr. Wright added that he has learned that nowadays architectural design takes into account the fact that program, space use, and technology are going to change.

Mr. Elkins-Williams, commenting on whether the report of the Program Review Committee is detailed or conceptual, said that it shows different ways that our staff might grow. Although our predictions for staffing are just that, predictions, and not absolute, it does show how we can better house our staff.

Mr. Vaden informed the Vestry that the Next Step Committee will make another informational presentation to the parish on Sunday, December 4. Mr. Lackey said that he is concerned about communication with the parish, to which Ms Rimer added that the committee is open to ideas on how to engage in conversation with a broader number of parishioners.

The focus session concluded at 7:10 p.m., and the Vestry moved to the more formal part of the agenda.

The November meeting of the Vestry was held in the parish library on Thursday, November 17, 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), Barbara Hastings (Parish Administrator), Barney Varner (Sr. Associate Treasurer), and Nancy Kelly (Clerk).

The Rector presided at the meeting.

Bible Study

Ms Savage led the Bible study for the evening. The Gospel reading appointed for the day was Matthew 16: 1-12. Ms Savage concluded the Bible study with a prayer.

Selection of Timekeeper

Mrs. Hastings was asked to serve as timekeeper.

PARISH CONCERNS

Mrs. Bowes mentioned that the Pre-school has expressed concern about the need for advance notice and time to prepare in the event of displacement resulting from construction and/or renovation.

Ms Henley invited Vestry members to the Global Missions meeting on Sunday, November 20, after the 11:15 a.m. service in the parish library, at which the plans for the mission trip to Honduras will be announced.

Mr. Elkins-Williams asked about follow-up on the concern expressed at last month’s meeting about cell phones, and Mrs. Hastings replied that signs have been ordered.

There were no corrections made to the minutes of the focus session of October 26.

There were no corrections made to the minutes of the Vestry meeting of October 26.

It was moved by Mrs. Collura, seconded by Mr. Scarborough, and passed unanimously, that the Vestry approve the minutes of the focus session of October 26 and approve the minutes of the Vestry meeting of October 26.

The task of Mr. Elkins-Williams 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):

-the recommendation of the Social Ministry Committee for disbursement from the Discretionary Outreach line item of $500 to Orange County Prison Camp, Yokefellows Ministry

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

Mr. Elkins-Williams called for special celebration of item 1 of his report, a pledge of $50,000 from Carolyn Cobb for the new chapel organ.

Referring to item 6 of the report, the Annual Conference of the Consortium of Endowed Episcopal Parishes, Mr. Elkins-Williams passed around a brochure. He encouraged those who are interested in attending to register early. The early registration deadline of December 1 brings a savings of $50, for a registration fee of $395 rather than $445 later. He mentioned also that Sandra Day O’Connor’s keynote address will be contingent on the timing of her retirement from the Supreme Court.

Vestry Papers is now available in e-mail format, and Mr. Elkins-Williams asked if Vestry members would prefer that to the printed form. Most Vestry members, however, indicated a preference for the printed form.

Associate for Pastoral Ministry

Mrs. Jamieson-Drake’s report is attached.

Associate for Campus Ministry

The parish happily looks forward to the wedding of Tammy Lee and David Brown on Saturday, April 22.

Associate for Parish Ministry

Mr. Frazelle reported that there are about fifteen adult volunteers for youth. He is also seeing a trend of young adults (in their 20’s and 30’s) volunteering to help with youth. He would like to see consideration be given to increasing the Youth Ministry Assistant position for next year from a 9-month position to a 12-month position. This would help with some youth activities during the summer, among them the youth mission trips.

There are two summer mission trips planned. In June, there will be a combined jr./sr. high trip to Savannah, Georgia. In July, there will be a sr. high only trip to New Orleans.

The jr. high group will be on retreat this weekend at Camp Chestnut Ridge. Mr. Frazelle is considering a combined wilderness experience/spiritual formation trip for 11th and 12th graders. And, of course, there’s the annual ski trip to which the youth always look forward.

Youth Inquirers is this year based on an action/reflection model. This group, too, will have a retreat at Chestnut Ridge.

Mr. Frazelle is looking for a new individual to be responsible for scheduling acolytes and for someone to be responsible for the acolytes on Sunday mornings. Robert Wright and Ray Dooley have assumed this latter responsibility for many years.

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

The Vestry discussed the desirability of having some kind of arrangement with UNC to make parking available in the Morehead lot for those attending church services or on church business (item 5 of the report). Mr. Elkins-Williams will e-mail Chancellor James Moeser to ask him whom to contact about pursuing such an arrangement.

Referring to item 3 of the report, the request of the Next Step Committee for approval of the report of the Program Review Committee, it was decided that Mr. Crow will convene a committee with Mr. Eason and Ms Savage to sum up the response of the Vestry for a vote at the next meeting. Mr. Eason suggested that the Vestry affirm the core values of the report as a conceptual planning guide.

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

Mr. Lackey asked Mr. Varner for his interpretation of the latest canvass report. Mr. Varner commented only that it’s headed in the right direction.

Parish Administrator
The Parish Administrator’s report is attached. Also attached are a letter from from Bishop Curry and a memo on the status of the 2006 pledge status.

Mrs. Hastings asked those Vestry members who will be unable to attend the luncheon with Bishop Curry on December 18 to let her know.

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

The large deficit is a major concern.

Finance Committee
The report of the Finance Committee is attached.

Discussion centered around the proposal for rewiring the chapel. Mr. Eason emphasized the need for the wiring project to be done. He explained that the estimate of $125,000 includes all of the wiring and the majority of the functional lights, but not the decorative lighting.

Dr. Khoury expressed the concerns of the Finance Committee about a source for the funds, especially with the uncertain budget climate.

A suggestion was made that the Bobby Mills bequest might be an appropriate source for the funding for this project, but the will was consulted, and it was determined that only the interest of the fund is available.

Mr. Elkins-Williams suggested that another possibility would be to borrow the funds and then fold this debt into the capital campaign.

Dr. Khoury continued by saying that there are a lot of ifs. The chapel organ still isn’t paid for, and the wiring project would be another significant debt. He asked if the Vestry is being a good steward of the resources of the parish.

Mr. Crow then asked if it is responsible from a safety standpoint not to do the rewiring now, to which Dr. Khoury replied that it seems that we’re moving too fast. Mr. Hill suggested that it makes financial sense to hold off until we have a better grasp on the 2006 budget, to which Dr. Khoury added that it all goes back to planning. Mr. Eason said that the Vestry did plan for the lighting, but it didn’t anticipate the wiring problems.

Mr. Varner outlined several options – borrow on a line of credit; borrow from ourselves, depleting our investment; or transfer funds from our endowments rather than putting it into the operating budget.

Dr. Khoury said that he brought up his concerns only to keep the Vestry mindful of the need for more careful planning. He is concerned that there is need to consider the whole rather than individual projects.

It was moved by Mr. Crow, seconded by Mr. Scarborough, and passed with ten (10) in favor and two (2) opposed, that the Vestry authorize the expenditure of up to $130,000 from the Stoudemire Chapel Fund for full rewiring of the entire chapel, adding maintenance lighting in the attic and crawl space, a new independent chapel panel, meeting all current electrical codes, a chapel connection to the fire alarm system, and preparation for a future audio system, a master dimming system, and lighting fixtures (other than decorative chandelier and sconces), with the intent to restore the full amount to the Stoudemire Chapel Fund as soon as possible.

The Vestry each year approves recommendations of the clergy for disbursement of the Episcopal Seminaries Fund, a total of $12,000 in the 2005 budget.

It was moved by the Finance Committee and passed unanimously, that the Vestry approve the distribution of the assessment for seminary support for 2005 in the amount of $3000 each to Virginia Theological Seminary, University of the South, and Berkeley Divinity School at Yale and $1500 each to Seabury-Western Theological Seminary and The General Theological Seminary of the Episcopal Church.

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

Mr. Evans reported on the progress on the work in the chapel. Phase 1 of the work is to be completed this week.

Mr. Eason and Jon Whitney have secured a preliminary lighting bid from Todd Dickinson, and this bid has been sent to the Finance Committee.

Mr. Eason reported that during work on the chapel, an original wall was uncovered and it was discovered that the original interior of the chapel was once painted a brick red. The Chapel Committee had been considering and will perhaps recommend red around the altar.

Jon Whitney has found some stock lighting fixtures close to the style we’re looking at and at a reasonable price.

The roses for the rose garden have been selected and will be planted in January or February.

Hospitality Committee

The report of the Hospitality Committee is attached.

Mrs. Schoenfeld praised the initiative of the formation of a funeral reception committee. Coordinators are assigned for two-week intervals, and a good list of volunteers has been established.

Although the reception after the 11:15 a.m. service has been a great success, there is still room for improvement. Vestry members are encouraged to mingle with newcomers in an effort to improve our hospitality.

There is a plan to redesign the cards that newcomers fill out to provide us with information. At present, the card is small and information is requested both front and back. The committee would like to see a larger format with all of the information on one side.

Mr. Eason asked about the guest register book in the tower room. He commented that he has noticed that many fewer people are signing it since a new book with a new format has replaced the old one. Mrs. Hastings said that when the old one filled up, she was unable to find one like it. Mr. Eason also asked what we do about the entries in the book. He wondered if it might be a good idea to send a thank-you note for visiting our church. Mr. Crow mentioned that someone had once mentioned a practice in another church of giving to newcomers a coffee cup with the church logo.

The Rector offered a prayer and the meeting adjourned at 9:35 p.m.

LIST OF ATTACHMENTS

(Attachments are available in the library for review.)

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.

Mr. Elkins-Williams – Contact Chancellor Moeser about whom to contact about making arrangements for parking.

Mr. Crow – Convene committee with Mr. Eason and Ms Savage to make recommendation for Vestry response to Next Step Committee.