At its April meeting, the vestry:

1) Approved a requested reduction in the hours of the Director of Christian Education to a maximum of 32 hours per week and approved the creation of Christian Education Assistant, part time, 12 hours per week, effective May 1, the total compensation for the Director of Christian Education and the Assistant not to exceed the budgeted salary of the Director of Christian Education;

2) Approved the recommendation of the Finance Committee to transfer $100,000 from the current Buildings and Grounds Fund to the Buildings and Grounds Endowment, $50,000 from the current Outreach Fund to the Worship and Program Support Endowment, and $50,000 from the current Outreach Fund to the Evangelism and University Endowment, the funds to which these amounts are being transferred being newly created permanent endowment funds;

3) Approved the recommendation of the Finance Committee to create a new fund named Chapel Renovation under the Program Funds category and transfer the negative money now in the current income category of the Stoudemire Fund to the new fund;

and 4) Amended the current charter and membership of the Investment Committee.

Draft Minutes of the Informal Focus Hour
of the Vestry of the Chapel of the Cross
27 April 2006

Following a bag supper, the Vestry met at the office of The Church of the Advocate (near Ephesus School) in focus session on Centering Prayer. Vestry members present were Jim Crow (Sr. Warden), Bunnie Collura, George Evans, Joe Khoury, Jack Scarborough, Chris Bowes, Mary Schoenfeld, Terry Eason, Ann Henley, Chip Hill, and Melody Savage, and Vestry-elect Clare Baum and Gail Cloud. Also present were Stephen Elkins-Williams (Rector), David Frazelle (Associate for Parish Ministry), Barbara Hastings (Parish Administrator), John McGee (Treasurer), Reid Conrad (Treasurer-Designate), and Nancy Kelly (Clerk).

Mr. Elkins-Williams opened the focus session at 6:00 p.m. and turned the session over to Mr. Frazelle.

Attached are a memo of questions and answers on the nature of prayer, a pamphlet by Thomas Keating on The Method of Centering Prayer, and a booklet by Thomas R. Ward, Jr. on Centering Prayer.

Mr. Frazelle began by inviting the Vestry to the weekly group for Centering Prayer that is held after Evening Prayer on Wednesdays from 5:30 – 6:45 p.m.

Centering Prayer is characterized as being without words and very devotional. It is a prayer of adoration, a way simply to enjoy God’s presence. Mr. Frazelle outlined the levels of relationship achieved through prayer. Lectio divino involves reading and leads to acquaintance; meditatio involves reflection and leads to friendliness; oratio involves response and leads to friendship; and contemplatio involves rest and leads to intimacy. Centering Prayer is designed to zone in on the level of contemplatio. Centering Prayer is also referred to as contemplative prayer, a name derived from this term.

Normal practice for Centering Prayer would be about twenty minutes twice a day. One begins by choosing a sacred word. Some people retain the same sacred word for a lifetime; others may choose a new sacred word from time to time.

Mr. Crow asked how you know when the session is over. Mr. Frazelle said that this can be determined simply by setting a watch, or one can begin with music and set a timer for music to begin again after a certain interval to signal the end of the session.

There are four common guidelines for the process – resist no thought, react emotionally to no thought, retain no thought, and return ever so gently to the sacred word.

The fruit of Centering Prayer is in its effect on one’s daily life. The spirituality of the prayer experience itself is of less consequence than is how it affects one’s relationships with others, patience, self-control, love, etc. over a period of time.

Mr. McGee asked what is the format for Centering Prayer. Mr. Frazelle said that it is ideal to have a weekly group. Group contact generally leads to deeper prayer, mutual support, and gentle accountability. Mr. Frazelle added that a retreat is also a powerful experience.

Mrs. Schoenfeld asked what is the best time of day for Centering Prayer, and Mr. Frazelle replied that early morning and late afternoon seem to work best, although many people find it more difficult to work in a session in the afternoon. He said that bedtime does not seem to work well for many people.

Mr. Elkins-Williams suggested that a follow-up practical session on Centering Prayer be scheduled for the June meeting.

The focus session concluded at 7:00 p.m., and the Vestry moved to the more formal part of the agenda.

Attachment
- - - Memo of Questions and Answers on the Nature of Prayer
- - - Brochure: The Method of Centering Prayer
- - - Booklet: Centering Prayer

The April meeting of the Vestry was held at The Church of the Advocate office (near Ephesus School) on Thursday, April 27, 2006. Vestry members present were Jim Crow (Sr. Warden), Bunnie Collura, George Evans, Joe Khoury, Jack Scarborough, Chris Bowes, Mary Schoenfeld, Terry Eason, Ann Henley, Chip Hill, and Melody Savage, and Vestry-elect Clare Baum and Gail Cloud. Also present were Stephen Elkins-Williams (Rector), David Frazelle (Associate for Parish Ministry), Barbara Hastings (Parish Administrator), John McGee (Treasurer), Reid Conrad (Treasurer-Designate), and Nancy Kelly (Clerk).

The Rector presided and opened the business meeting at 7:05 p.m. He welcomed to the meeting Vestry-elect Ms Baum and Ms Cloud and Treasurer-Designate Mr. Conrad.

Mr. Scarborough led the Bible study for the evening. The Gospel reading appointed for the day was John 15: 12-27.

Selection of Timekeeper

Mrs. Collura volunteered to serve as timekeeper.

PARISH CONCERNS

Mr. Crow said that a parishioner has said that his wife is experiencing allergy symptoms and expressed concern that there is a mold problem in the chapel. Mr. Evans said that the moisture levels have been checked and this is not likely the problem.

As there was a page missing to the draft minutes of the focus session of March 16, approval of those minutes was deferred to the May meeting.

There were no corrections made to the minutes of the meeting of March 16:

It was moved by Mrs. Schoenfeld, seconded by Mr. Eason, and passed unanimously, that the Vestry approve the minutes of the Vestry meeting of March 16.

All items are to remain on the addendum, pending completion.

There were no items on the Consent Agenda.

Referring to item 1 of his report, the chapel organ, Mr. Elkins-Williams said that tonal adjustments to the organ should be completed within the next week. Mr. Eason added that mechanical adjustments are also being made. Mr. McGee asked when final acceptance of the organ will be made, and Mr. Eason estimated that this will take place within the next two weeks.

Mr. Elkins-Williams reminded the Vestry of the convocation-wide confirmation at St. Luke’s on May 3. Sam Jamieson-Drake and several adults from our parish will be confirmed.

Mr. Frazelle’s report is attached.

Associate for Pastoral Ministry

Mrs. Jamieson-Drake’s report is attached.

Senior Warden
Mr. Crow told the Vestry that he has received a letter from Debbie McCarthy, thanking the parish for a donation of $1000 to the Augustine Project.

Mr. Crow informed the Vestry that Trinity,Wall Street, has turned down the grant request for the Johnson Intern Program.

The ad hoc Parking Committee is looking at several options, including redesigning the existing parking space and the possibility of remote lot parking in both the Morehead lot and town lots. Of great concern is the fact that all parking will be lost during construction.

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

Mr. Elkins-Williams said that he has drafted a letter to go out under the Jr. Warden’s signature to new communicants, inviting them to pledge.

Parish Administrator
The Parish Administrator’s report is attached.

Mrs. Hastings reminded the Vestry of the Annual Retreat at Avila on Friday and Saturday, May 12-13.

Treasurer
Attached are the Treasurer’s Narrative Report for March 2006 and the draft Combined Balance Sheet as of March 31, 2006.

Mr. McGee stated that revenue to date is lower than it was last year at the same time. In addition, the pledge target for 2006 has not been reached. A year-end shortfall of $30,000-40,000 is possible. Mr. McGee cautions that spending be monitored with care, or our already depleted reserves could be even more severely depleted by the end of the year.

Finance Committee
The report of the Finance Committee is attached. Also attached is a mock-up of the Special Funds Summary to reflect the scenario that would result from the adoption of the proposed resolutions.

The Finance Committee recommends that $100,000 be transferred from the current Buildings and Grounds Fund to the Buildings and Grounds Endowment, that $50,000 be transferred from the current Outreach Fund to the Worship and Program Support Endowment, and that $50,000 be transferred from the current Outreach Fund to the Evangelism and University Endowment. The funds to which these amounts would be transferred are newly created permanent endowment funds.

Mr. Crow asked why it is necessary to transfer these funds. Mr. McGee replied that the recommendation is being made in order to show a good faith effort in the intent to set up permanent endowments to encourage parishioners to consider the church in their charitable and estate giving.

It was moved by the Finance Committee and passed unanimously that the Vestry agree to transfer $100,000 from the current Buildings and Grounds Fund to the newly established Permanent Endowment Fund named Buildings and Grounds Endowment, to transfer $50,000 from the current Outreach Fund to the newly created Worship and Program Support Endowment, and to transfer $50,000 from the current Outreach Fund to the newly created Evangelism and University Endowment.

It was moved by the Finance Committee and passed unanimously that the Vestry agree to create a new fund named Chapel Renovation under the Program Funds category and transfer the negative money now in the current income category of the Stoudemire Fund to the new fund.

It was moved by the Finance Committee and passed unanimously that the Vestry amend the current charter and membership of the Investment Committee to state:
Membership: Five members, a Chairman elected by the Vestry on a three-year renewable basis who has relevant financial investing experience; three members elected by the Vestry on a three-year renewable basis on a one-year rotating cycle; and the Treasurer of the Parish.
Charter: As a subcommittee of the Finance Committee, responsible for recommending appropriate investment vehicles for the Parish funds, acts to insure the integrity of the restricted endowments funds on a Total Return Basis and recommends the annual percentage to be distributed from the funds; monitors the performance of major investments; recommends investment policies for Finance Committee and Vestry consideration.

Mr. Elkins-Williams expressed thanks and commended the excellent work of the Finance Committee.

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

Mr. Evans, referring to the break-in on April 3, said that there was little loss. Security is an issue of concern in any future building plans, but in the interim additional care will be taken in the lockup process.

The Buildings and Grounds Committee recommends the purchase and installation of new Kohler toilets for the bathrooms in the hall near the chapel, at a cost of about $700. Mr. Elkins-Williams said that policy has been that expenditures of less than $1000 that can be funded within the Buildings and Grounds budget line do not need Vestry approval.

Mr. Evans withdrew the recommendation for installation of instant water heaters for the sacristy and the student apartment. The cost proved to be more than anticipated, and the matter will be further studied.

Rob Sullivan is working to train the head ushers on the sound system in the church.

Mr. Evans reported that Mr. Elkins-Williams had asked him how the balcony in the chapel could be made more useable. Some improvements, such as an additional handrail on the stairs, could be made, although the balcony and the stairs will never meet code. This is not a legal problem, however, because of the chapel’s status as a historic building. Mr. Evans has secured an estimate of about $15,000 to make improvements in this area, and he asked, given the level of debt already incurred on chapel improvements, if the Vestry wants to proceed with this project. Mr. Elkins-Williams said that this project should not involve more debt but that perhaps there might be an interested parishioner who would like to undertake this project. Charlie Browning is very interested in the chapel as a historic space, and it was suggested that the Buildings and Grounds Committee talk to him about this project.

Personnel Committee
The report of the Personnel Committee is attached.

Mrs. Bowes explained to the Vestry that the job-share proposal initiated by Director of Christian Education Gretchen Jordan would involve sharing of workspace as well. The total compensation of the two positions would not exceed the budgeted salary of the Director of Christian Education.

Ms Cloud asked if there is any problem in not advertising the position. Mr. Elkins-Williams replied that several factors led him to conclude that this is not a problem. The job is part time, with no benefits, and the individual who is interested in the job is someone who will work well with Ms Jordan.

Hospitality Committee

The report of the Hospitality Committee is attached.

Mrs. Schoenfeld reported that there has been a good response to the needs of the Funeral Reception Committee. Mr. Frazelle asked if there is a need for food safety training. Mr. Elkins-Williams said that this is not usually an issue, as the usual fare at funeral receptions is cookies, etc.

Global Missions Committee

Attached is the report of the Global Missions Committee.

The Honduras mission group will be commissioned at the 11:15 a.m. service on May 14.

Mr. Frazelle expressed concern that there are now enough different mission activities in the parish that it might be wise to consider joint fund-raising efforts rather than having each group undertake its own fundraising.

Announcements

Mr. Elkins-Williams asked Vestry members to let him know of any specific desires for committee assignments for the coming year.

Dr. Khoury said that he had two things with which he would like to charge the Vestry. He would like for the Vestry to look seriously at how to deal with the children of the parish, especially those ages 5-9. He said that there is little specifically for them in the church service, and he suggested that a children’s sermon might give them something that they could take away from the service that might have some impact on their life during the week. The other group of people that he would like the Vestry to consider is those in transition, whether it be the result of separation, divorce, or death. Perhaps these individuals would benefit from a shepherding program.

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.

Buildings and Grounds Committee – Follow up on the issue of having available at each service someone trained to troubleshoot problems with sound system.