At its November meeting, the Vestry

1) met with consultant Whitney Bowes, the Master Plan Committee, and the Parish Dialogue Committee for a preview of the material to be presented at the parish gatherings planned to begin in January;

2) approved the recommendations of the Social Ministry Committee for disbursement from Discretionary Outreach funds in the amounts of $500 to Friends of Durham Guardian Ad Litem, $1000 to Ronald McDonald House, $400 to Friends of Orange County DSS, and $1000 to ARC of Orange County, Project FAST;

3) approved the nomination of Elizabeth Pfeifer to the Social Ministry Committee;

4) accepted the Parking Committee Report;

5) approved the expenditure of $7444.59 from the Cobb Fund for proposed renovations (new tile floor and painting walls and woodwork) to the dining room; and

6) learned that a second mission trip to Honduras is being planned for May 2007.

Following a bag supper, the Vestry met in focus session in the parish library for a preliminary overview of what will take place at the parish gatherings in the feasibility phase of the capital campaign. Vestry members present were Jim Crow (Sr. Warden), Steve Lackey (Jr. Warden), Chris Bowes, Mary Schoenfeld, Terry Eason, Ann Henley, Melody Savage, Clare Baum, Gail Cloud, Larry Logan, and Sandra McClaskey. Also present were Bill Joyner (Deacon), Barbara Hastings (Parish Administrator), and Nancy Kelly (Clerk).

In the absence of the Rector, Mr. Crow welcomed to the meeting those present who have been involved in one of several phases of the project. Present were consultants Whitney Jones and Lisa Luzwick, Master Plan Committee members Martha Dill, Bruce Heflin, Jefferson Parker, Martha Schütz-Lo, Rob Sullivan, Dick Taylor, and Ramsey Terhune, and members of the Parish Dialogue Committee David Ross and Stephanie Perun. He then turned the meeting over to Mr. Ross.

Mr. Ross explained to the Vestry that the committee has completed about 35 interviews to date, with a goal of completing 50 by January, at which time the parish gatherings will begin. The purpose of this evening’s meeting with the Vestry is to present a trial run of what will take place at these parish gatherings and seek Vestry reaction to and suggestions for how to modify the plans.

The parish gatherings (agenda attached) will take place mainly in the homes of parishioners, although some may take place in retirement communities. Invitations to these gatherings will be sent to parishioners. Once the gatherings have taken place and the information from them has been studied, the committee will report to the Vestry in February or March.

Ms Perun then presented the trial run presentation. She began by stating that the gatherings will last about 90 minutes, beginning with a 20 minute Power Point presentation. The information in the Power Point includes the history of the Master Plan, including a Master Plan timeline; the vision for the parish; a description of the space history of the parish house, its growth, and the perceived needs for the future; the proposal for new construction; elevation views; an implementation timeline; and recognition of parishioners who have been involved in the project to date.

Mrs. Dill made several suggestions about the design of the slides in the Power Point. She suggested that there be minimal text on each slide and that each slide be focused on a single issue. It was also suggested that more color be used to heighten interest. The goal is to attract the attention of the viewer without causing distraction from too much information at once.

Mr. Taylor suggested that parishioners don’t fully understand the nature of the space inadequacies of the parish hall. He suggested that there needs to be more emphasis on why we need more space. Mr. Sullivan commented that in an effort to create needed space, we have in the past had to convert classrooms into office space. He noted that the existing parish hall is coming up on 100 years old, and we need to provide a vision for the future just as those in previous generations did in their day. He added that the church and chapel worship spaces do meet our program needs, and the committee found no need to alter those spaces.

Mr. Eason asked if this would make the presentation longer. Mr. Sullivan suggested that rather than making the presentation longer, the presentation be distilled to allow time for making a case for the need for the additional space. Mr. Logan added that parishioners need to be given reasons for the need for this space in terms of fulfilling the vision and mission of this church. He added that we need to focus more on concept than on specifics.

Mr. Crow suggested that it is a good idea to begin the presentation with the positive news that the worship space is adequate to our needs and follow that with the suggestion that we need to build comparable space to support the programs of the church.

Mr. Ross said that the committee will be doing several more trial runs of the presentation, and Mr. Logan said that the Vestry would probably like to see it again.

Mr. Taylor added that the cost of the project should not be mentioned until the end of the presentation.

Mrs. McClaskey asked if there will be a hand-out, and Ms Perun replied that parishioners will be given something in print to take home with them but that it will be handed out at the end so as not to serve as a distraction during the presentation.

Mr. Ross thanked the Vestry for allowing the committee to gather input in this way.

The focus session concluded at 7:00 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 16, 2006. Vestry members present were Jim Crow (Sr. Warden), Steve Lackey (Jr. Warden), Chris Bowes, Mary Schoenfeld, Terry Eason, Ann Henley, Melody Savage, Clare Baum, Gail Cloud, Larry Logan, and Sandra McClaskey. Also present were Bill Joyner (Deacon), Gabe Lamazares (Diocesan Intern), Barbara Hastings (Parish Administrator), Reid Conrad (Treasurer), and Nancy Kelly (Clerk).

In the absence of the Rector, the Sr. Warden presided and opened the business meeting at 7:00 p.m.

Bible Study

Mr. Logan led the Bible study for the evening. The Gospel reading appointed for the day was John 6: 26-35. Mr. Logan concluded the Bible study with a prayer.

Selection of Timekeeper

Ms Savage volunteered to serve as timekeeper.

PARISH CONCERNS

Mr. Logan reported that Vivian Varner has told him that the Website Committee will meet on November 29 to begin work to redesign the parish website, and Mr. Logan wanted to be the first to express thanks that this important issue is being addressed. Mr. Joyner commented that, although there have been criticisms of the website, at least it’s up-to-date, unlike many others he’s seen.

Mr. Logan brought to the Vestry the request of a parishioner that the parish commit to becoming a ONE Episcopal Congregation, in support of the Millennium Development Goals. A memo outlining this commitment is attached.

Mr. Crow expressed thanks on behalf of the Vestry to the Parish Dialogue Committee for their work in preparation for the parish gatherings, and he asked that the Vestry request another presentation before the official gatherings begin in January. Since the December focus meeting will be an executive session on the pay plan for the budget, it was suggested that the presentation be scheduled as a part of the agenda for the meeting.

Mr. Crow again raised the issue of the deficit from past youth mission trips. Attached is the Social Ministry Committee’s report to the Vestry on this issue. Mrs. McClaskey said that the SMC was unanimous in its response to the request to apply SMC discretionary funds to make up the deficit. Although the committee fully supports youth ministry, it feels that there are other pressing needs for SMC discretionary funds, and it made several suggestions for ways in which the youth themselves could make up the deficit, such as selling the remainder of the Bishop’s Blend coffee that they purchased last year and combining it with a bake sale. Mr. Joyner added that the plan for an overall missions committee should help to avoid such problems in the future.

There were no corrections to the minutes of the focus session of October 19.

There were no corrections to the minutes of the Vestry meeting of October 19.

It was moved by Mrs. McClaskey, seconded by Mr. Eason, and passed unanimously, that the Vestry approve the minutes of the focus session of October 19 and approve the minutes of the Vestry meeting of October 19.

Mr. Conrad’s task and Mr. Elkins-Williams’s task have been completed. The remaining items are to remain on the addendum, pending completion.

The following items were placed on the Consent Agenda (attached):

- recommendations of the Social Ministry Committee for disbursement from Discretionary Outreach funds in the amounts of $500 to Friends of Durham Guardian Ad Litem, $1000 to Ronald McDonald House, $400 to Friends of Orange County DSS, and $1000 to ARC of Orange County, Project FAST

-nomination of Elizabeth Pfeifer to the Social Ministry Committee.

Also attached is the Social Ministry Committee tracking forms for these recommendations.

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

Mr. Joyner reported that he continues with his ongoing activities.

Senior Warden
The report of the Sr. Warden is attached.

Attached also is the Parking Committee Report.

It was moved by Ms Savage, seconded by Mrs. McClaskey, and passed unanimously, that the Vestry accept the Parking Committee Report.

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

Also attached is a memo reporting the updated annual campaign data.

Mr. Crow noted that there are fewer pledges to date but a higher dollar figure. Mr. Lackey said that an announcement will be made at each service this Sunday with a summary of the data on pledges.

Mr. Crow said that we need to focus on the impact of not meeting the goal. Mr. Lackey suggested that this needs to be done in a positive manner: In order to meet our goal, we need to do certain things. He added that the first thing to do is to thank those who have already pledged.

Parish Administrator
The Parish Administrator’s report is attached.

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

Mr. Conrad reported that the budget is on track with 2005.

Mr. Logan asked if there is typically an end-of-year pledge payment rush, to which Mr. Conrad replied that this is indeed the case.

Mr. Lackey said that a follow-up mailing is going out now. Mr. Eason suggested that follow-up pastoral calls might be a good idea. Mr. Lackey agreed, but he said that this is not part of the overall plan at this point.

Finance Committee

The report of the Finance Committee is attached.

Ms Cloud reported for Chip Hill in his absence. The question was raised of whether 97.5% is overly optimistic for budgeting purposes.

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

Also attached is a proposal for expenditures for interim dining room renovations. These renovations include removal of carpet and installation of new tile flooring, waxing and sealing of the new tile floor, and two coats of paint on the walls and woodwork. Work would begin the week of November 27 and be completed before Christmas. The funds for these renovations would come from the Cobb Fund.

Mr. Eason pointed out that the flooring choice is hard tile, not carpet. Mr. Logan said that carpet could be added later. Ms Henley asked what tile will do to the noise level, to which Ms Savage replied that the noise level will certainly increase.

It was moved by the Buildings and Grounds Committee, and passed unanimously, that the Vestry approve the expenditure of $7444.59 from the Cobb Fund for the proposed dining room renovation.

Personnel Committee
Mrs. Bowes said that the committee has met to discuss salaries for clergy and staff. The committee has also discussed issues about the Facilities Manager job description, specifically expectations and priorities for the job.

The issue of the position of development director is on hold. Mr. Eason commented that the key concern for this position is that there be a close working relationship with the rector.

Global Missions Committee

The report of the Global Missions Committee is attached.

Ms Henley reported that a second mission trip to Honduras is being planned for May 2007. Calendars and postcards from the May 2006 mission trip to Honduras will be sold during Advent.

Hospitality Committee

Mrs. Schoenfeld reported that there will be a meeting of shepherds to see how the program is doing. The funeral reception committee will also be meeting soon.

Mr. Eason asked who is responsible for the reception after the 11:15 service, to which Mrs. Schoenfeld said that Peggy Quinn coordinates this ministry. Mr. Eason commented that the food varies greatly from week to week, and Mrs. Schoenfeld said that this depends on the volunteers for the week.

Mr. Crow offered a prayer and the meeting adjourned at 8:30 p.m.

LIST OF ATTACHMENTS

(Attachments are available in the library for review.)

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.

Mr. Elkins-Williams and Personnel Committee - Study issues relating to job description for development director.