At its January meeting, the Vestry

1) approved revised guidelines for evaluation of funding requests for ABC Sale proceeds;

2) accepted the revised summary of the interim report of the Program Review Committee, dated 6/5/05, to be used as a planning tool for the Next Step Committee;

3) approved the nomination of Ele Ross as Chair of the 2006 Annual Giving Campaign;

4) approved the charge for the Capital Giving Committee;

5) learned that the Buildings and Grounds Committee has compiled a list of routine maintenance tasks for the upkeep of the parish buildings and grounds, as well as a list of who has responsibility for monitoring specific areas;

6) adopted the clergy housing allowance resolutions for 2006; and

7) learned that parishioners will be asked to make corrections, if any, to basic personal information so that the parish database can be updated.

The January meeting of the Vestry was held in the parish library on Thursday, January 19, 2006. Vestry members present were 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), Bill Joyner (Deacon), Barbara Hastings (Parish Administrator), John McGee (Treasurer), and Nancy Kelly (Clerk).

The Rector presided and opened the business meeting at 6:35 p.m.

Bible Study

Mrs. Collura led the Bible study for the evening. The Gospel reading appointed for the day was John 4: 1-15. Mrs. Collura concluded the Bible study with a prayer.

Selection of Timekeeper

Mr. Hill was asked to serve as timekeeper.

PARISH CONCERNS

Mrs. Collura said that a parishioner had suggested to her that there should be a message from the pulpit that in addition to making a pledge, parishioners should be putting something in the plate each week.

The following correction was made to the minutes of the focus session of December 15:

p. 2, fourth paragraph, change “where the accountant services show up” to “where the parish accountant compensation shows up”

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

It was moved by Mr. Scarborough, seconded by Mrs. Collura, and passed unanimously, that the Vestry approve the minutes of the focus session of December 15 as amended and approve the minutes of the Vestry meeting of December 15.

The tasks of the Budget Subcommittee Chairs and of Mr. Crow, Mr. Eason, and Mrs. Savage are to be removed from the list. The other items are to remain on the addendum, pending completion.

There was no Consent Agenda.

Mr. Elkins-Williams removed from the agenda the request for action on item 1 of his report.

Attached is a letter from Lisa Fischbeck, Vicar of the Episcopal Church of the Advocate, in which she thanks the Chapel of the Cross for a pledge of $35,000 in support for 2006.

The Vestry nomination period is open, but no names have been submitted to date.

Partners for Sacred Places has asked the Chapel of the Cross to be a resource parish for three smaller churches. Mr. Elkins-Williams needs to forward the names of three parishioners soon to serve in this capacity.

The April and May Vestry meetings were re-scheduled. The April meeting will be postponed a week to April 27. There will be no regular meeting in May, as the Vestry retreat will be held on May 12-13 at Avila in Durham.

Associate for Parish Ministry

Mr. Frazzelle’s report is attached.

Deacon (Bill Joyner)

Mr. Joyner reported that he has been nominated to the Ecclesiastical Court.

He continues to teach the Youth Inquirers class, and he and Martha Hart are teaching classes in the Deacons School.

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

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

Mr. Lackey asked for Vestry approval of the charge for the Capital Giving Committee and for approval of Ele Ross as Chair of the Annual Giving Committee for the 2006 Annual Giving Campaign.

It was moved by Mr. Lackey (on behalf of the Stewardship Formation Committee) and passed unanimously that the Vestry approve Ele Ross as Chair of the 2006 Annual Giving Campaign.

It was moved by Mr. Lackey (on behalf of the Stewardship Formation Committee) and passed unanimously that the Vestry approve the charge for the Capital Giving Committee.

Parish Administrator

The Parish Administrator’s report is attached.

Mrs. Hastings asked if it would be helpful to have the questions for the Bible study added to the bottom of the agenda. Vestry members agreed that this would be a positive addition.

Mrs. Hastings said that direct deposit for clergy and staff is now available through Bank of America.

All parishioners will receive basic parish database information to update and return.

On January 20, Vestry members will receive an electronic questionnaire about what to look for in printing and reproduction equipment for the next five years.

Treasurer
Attached are the Treasurer’s Narrative Report for December 2005, the draft Combined Balance Sheet as of December 31, 2005, and the proposed clergy housing allowances for 2006.

Mr. McGee asked for approval of the clergy housing allowances. The IRS allows ordained clergy to claim a certain percentage of salary as a housing allowance, which is not taxed. The clergy must be able to document by year-end that these are actual expenses. The housing allowance includes utilities, but it can’t exceed the fair rental value of the property. The matter is between the clergy member and the IRS, and the parish assumes no liability, although the parish must be informed of the amounts of the elections.

It was moved by Mr. Scarborough, seconded by Mr. Eason, and passed unanimously, that the Vestry adopt the clergy housing allowance resolutions for 2006 as presented.

Mr. McGee emphasized that the December report is a draft. He noted that at the bottom of p. 3, the budget shows 2005 to-date to be $6661 in the black. He also pointed to the fact that there was no transfer of funds from Undesignated Bequests and Gifts, a benefit of $19,476 to the year-end budget picture. 2005 revenues show a percentage slightly higher than that of expenditures.

As for investments, the Vanguard Fund, which began in May 2004 with $700,000, now stands at $806,000. Parish investments in general continue to do quite well.

The organ fund has recently received two generous gifts, one of $50,000 and another of $180,000.

Mr. McGee reported that the Special Giving Committee has much work to do and that there will be recommendations for significant change in this area.

Butler & Burke will carry out the 2005 audit.

Finance Committee

The report of the Finance Committee is attached.

Finance Committee
The report of the Finance Committee is attached.

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

The report this month includes a list of routine maintenance tasks for the upkeep of the parish buildings and grounds, as well as a list of who has responsibility for monitoring specific areas.

Mr. Evans reported that a slate fell from the roof today and that, although no one was injured, this is a cause for concern because there is the potential for serious injury. The roofs are inspected twice per year, but perhaps there is a need to see if some system can be installed to prevent slates that become unattached from falling from the roof, something similar to gutter guards. Mr. Eason also suggested that careful note should be made as to where the slates are becoming loose and falling.

Social Ministry Committee

Attached is a memo for the proposed revision of guidelines for evaluation of funding requests for ABC Sale proceeds. The new guidelines open up the possibility for funding for the Johnson Intern Program and the Pre-school at the Chapel of the Cross.

It was moved by Mrs. Bowes, seconded by Mr. Hill, and passed unanimously, that the Vestry approve the revised guidelines for evaluation of funding requests for ABC Sale proceeds.

Global Missions Committee

Attached is the report of the Global Missions Committee.

Ms Henley began by thanking the Vestry for the allocation of $10,500 to the committee. She continued by saying that the committee has been pleased with the response to the requests for applications for the May mission trip to Honduras.

Mr. Elkins-Williams asked if the $2000 request from the Social Ministry Committee for building supplies for the week at El Hogar is in addition to the $10,500 allocation, to which Ms Henley replied that it is.

Attached is an executive summary of the Program Review Committee Interim Report from June 5, 2005.

Mr. Eason indicated that the passages in italics are new additions or revisions to the summary. These passages are in italics only to indicate that they are new, and the italics will be removed in the final version.

Mr. Elkins-Williams suggested a rewording of the first paragraph on the second page, changing “few, if any, require a full time position” to “many may not require a full time or paid position.”

The penultimate paragraph of the summary was amended to include the Pre-school at the Chapel of the Cross at the beginning of the list of groups that use significant space within the facilities and to change “English a second language” to “English as a Second Language.”

Mr. Lackey asked what is to be done with the report after the Vestry changes the wording and how does the Vestry want the Next Step Committee to use the report. Mr. Eason said that the committee views the report as information that is in the ballpark rather than as a blueprint for future development, that it interprets the information very broadly rather than specifically.

Mr. Eason reported that the Next Step Committee has established a sub-committee to deal with the architect on what to include in the master plan.

Mr. Evans commented that this document serves a useful purpose, in that many parishioners will read the summary but not the full report. He suggested that in the final draft of the summary report, a few sentences should remain italicized for emphasis. The Vestry agreed that the following passages should be italicized:

p. 1, end of second paragraph, “This summary report should be read as neither an endorsement nor rejection of any of the concepts presented but rather as a compilation of the many fruitful ideas leaders expressed regarding the future of the parish and its various programs.”

p. 2, next-to-last sentence of first paragraph, “Although a wide variety of additional staff responsibilities were identified by parish leaders, many may not require a full-time or paid position.”

Mr. Eason said that the Next Step Committee doesn’t want to feel that it is in the position of implementing something that hasn’t been approved or endorsed by the Vestry.

Mr. Evans suggested that the Vestry is asking the Next Step Committee to design a space to address the deficiencies in our current space, with allowances for flexibility to make changes as needed, and within the affordability of the parish resources.

It was moved by Mr. Eason, seconded by Mrs. Collura, and passed unanimously, that the Vestry accept the revised summary of the interim report of the Program Review Committee, dated 6/5/05, to be used as a planning tool for the Next Step Committee.

The Vestry will meet in focus session with the Next Step Committee at 6:00 p.m. on Thursday, February 16.

The report of the Hospitality Committee is attached.

Mrs. Schoenfeld reported that thirteen newcomers will attend the dinner for newcomers on January 30.

Mrs. Schoenfeld passed around a copy of the new brochure for the Hospitality Guild. She also asked Vestry members to make an effort to go to the Newcomers Table after services.

Announcements

Mr. Eason said that he has noticed that the list of Vestry members is appearing very infrequently in Crossings. He added that it is important for parishioners to have ready access to contact information for Vestry members, and he suggested that an effort should be made to include the list of Vestry members more frequently.

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. 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.