At its April meeting, the Vestry

1) approved the recommendation of the Social Ministry Committee for disbursement from Discretionary Outreach funds in the amount of $1000 to Durham Rescue Mission;

2) approved the nomination of Martha Dill to a two-year term as chair of the Global Mission Committee;

3) approved the recommendation of the vestment curator to donate unused acolyte albs and chasuble to San Patricio in Honduras;

4) learned that the Johnson Intern Program has received a $100,000 grant from Trinity Wall Street over three years to increase the program and replicate it;

5) commended Susan Gladin and Watty Bowes for their work in securing the JIP grant;

6) received an update on the work of the Capital Giving Committee;

7) accepted with gratitude a designated bequest from the estate of Jane Bergsten in the amount of $25,000 for clergy enrichment; and

8) learned that the Global Mission Committee has received an anonymous gift of $10,000 and another gift of $10,000 from Blanche and Henry Clark for completion of the building project at San Patricio in Honduras.

Following a bag supper, the Vestry met in focus session in the parish library . Vestry members present were Jim Crow (Sr. Warden), Steve Lackey (Jr. Warden), Chris Bowes, Mary Schoenfeld, Terry Eason, Ann Henley, Chip Hill, Clare Baum, Gail Cloud, Larry Logan, and Sandra McClaskey and Vestry-elect David Dill, Tony Hawkins, and Jimmy Satterwhite. Also present were Stephen Elkins-Williams (Rector), Gretchen Jordan (Christian Education Director), Barbara Hastings (Parish Administrator), Reid Conrad (Treasurer), and Nancy Kelly (Clerk).

Mr. Elkins-Williams welcomed to the meeting members of the Program Review Committee. Present were Nancy Tunnessen (Chair), Rob Sullivan, and Jeanne Riek. He then turned the meeting over to Ms Tunnessen.

Ms Tunnessen referred to the report (attached) of the Program Review Committee, saying that it is a greatly condensed version of all discussion that took place on the topic. The process of studying parish programs began about two years ago, and she noted that some changes are already being made.

Mr. Elkins-Williams asked how all the tapes of the discussions were processed. Ms Tunnessen replied that Mr. Sullivan transcribed all of the tapes. The committee then focused on common themes that emerged from the discussions. The report is the result of six or seven revisions.

Mr. Crow raised the issue of the lack of integration of young adults into committee processes. Ms Tunnessen replied that it is often the case that young adults are busy with other commitments. She said that there is a need for a program coordinator whose job it would be to reach out to parishioners to encourage their involvement in parish life. Mr. Crow followed up by stating that we need to get young adults in positions of some responsibility, leading eventually to fuller involvement. Mr. Logan suggested that part of the problem is that the parish doesn’t know the younger members of the parish. Mrs. Riek said that it is not just that the parish doesn’t know its younger members but that the generations don’t know one another. Mr. Hawkins said that the parish is looking into developing intergenerational events. He has been involved in another parish in intergenerational dances, picnics, and outings.

Mrs. Schoenfeld said that the Hospitality Committee has many ministries that don’t require much time commitment and are a good way for initial involvement in the parish.

Ms Tunnessen said that many newcomers expect a visit from a member of the clergy, and Mr. Logan agreed that there is no substitute for being visited by the clergy when joining the church. Mr. Hawkins added that once clergy has made an initial visit, it paves the way for lay involvement, such as Hospitality Committee, Vestry, etc., in this ministry.

Ms Baum asked if the clergy at present visits newcomers, to which Mr. Elkins-Williams replied that it doesn’t unless there are pastoral concerns. When an individual or family expresses interest in transferring membership, then the clergy does contact them. Mr. Eason said that clergy visitation is an outward and visible sign and is almost sacramental.

Ms Tunnessen, referring to the first recommendation of the committee, said that although the mission statement speaks eloquently of our roots, it doesn’t address the future of the parish. She said that another issue is that the elderly in the parish should not be ignored.

Mr. Elkins-Williams replied that there is much pastoral visiting to elders, but he acknowledged that there is a lack of programming in this area. Mr. Crow observed that attention to intergenerational programming would help to address the needs of elders.

Mr. Eason said that streaming of the liturgy would be of benefit to elders especially, but Mr. Sullivan noted that this would require much technical involvement.

Mr. Logan asked about the possibility of a church bus. Mr. Sullivan suggested that the retirement communities should run a bus on Sundays. Mrs. Riek cautioned that liability issues need to be addressed before the parish considers purchasing a church bus, to which Mr. Hawkins said that the benefits need to be considered as well.

Ms Tunnessen said that when clergy or staff are associated with a committee, people feel more valued and the committee work produces more results.

Mr. Elkins-Williams said that he was impressed by how the committee was able to ferret out the great wealth of information and condense it in its report.

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

Attachment
- - - Report of Program Review Committee (dated December 16, 2006)

Due to the ABC Sale, the April meeting of the Vestry was held at Holy Family on Thursday, April 19, 2007. Vestry members present were Jim Crow (Sr. Warden), Steve Lackey (Jr. Warden), Chris Bowes, Mary Schoenfeld, Terry Eason, Ann Henley, Chip Hill, Clare Baum, Gail Cloud, Larry Logan, and Sandra McClaskey and Vestry-elect David Dill, Tony Hawkins, and Jimmy Satterwhite. Also present were Stephen Elkins-Williams (Rector), Gretchen Jordan (Christian Education Director), Barbara Hastings (Parish Administrator), Reid Conrad (Treasurer), and Nancy Kelly (Clerk).

The Rector presided and opened the business meeting at 7:05 p.m.

Bible Study

Mrs. McClaskey led the Bible study for the evening. The Gospel reading appointed for the day was John 17: 20-26. Mrs. McClaskey concluded the Bible study with prayers.

Selection of Timekeeper

Mrs. Hastings agreed to serve as timekeeper.

PARISH CONCERNS

Mr. Hill stated that he had received much feedback on the parking recommendations, to which Mrs. Bowes added that she had, as well. Mr. Elkins-Williams said that this issue will be discussed later in the meeting under Buildings and Grounds.

Mr. Logan asked what happened with the report from the consultant. Mr. Elkins-Williams said that it should be available for those who wish to read it. He asked if it could be added to the website. Mrs. Hastings said that, although the report itself is not long, there are a lot of charts and there is no executive summary. Mr. Elkins-Williams said that at least the most important parts of the report should be put online.

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

The following corrections were made to the minutes of the Vestry meeting of March 15:

p. 4, second paragraph, change “that he needs time and space” to “that we need time and space”

pp.6-7, motion beginning at bottom of p. 6, change “that, keeping in mind the need for more education of the parish on the details of the Master Plan, the vision for a new parish hall as well as more and improved education space for children and adults, it authorize” to “that - keeping in mind the need for more education of the parish on the details of the Master Plan, the vision for a new parish hall as well as more and improved education space for children and adults - it authorize”

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

The last three tasks - the issue of passwords for certain areas of the Website, a committee to study the Vestry elections process, and a letter to the parish about the Survey Report and the action taken by the Vestry - have been completed. The remaining items are to remain on the addendum, pending completion.

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

-recommendation of the Social Ministry Committee for disbursement from the Discretionary Outreach line item in the amount of $1000 to Durham Rescue Mission

-nomination of Martha Dill to a two-year term as chair of the Global Mission Committee

-recommendation of the vestment curator to authorize donation of unused acolyte albs and chasuble to San Patricio in Honduras

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

Also attached are the tracking form for the Discretionary Outreach recommendation and a memo from Vivian Varner about the donation of vestments to San Patricio.

Referring to item 3 of the report, Mr. Elkins-Williams reported that he arrived for the meeting of Diocesan Council only to find that it had been cancelled. Fortunately, Bishop Curry was available, and he met with him.

The lunch with Bishop Curry is scheduled for Sunday, May 6 and will include discussion of young adult ministry, financial stewardship, and the discernment process about blessing of gay unions.

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

Referring to item 1 of the report, Mr. Crow said that, although the news of the grant is very good, the Vestry needs to be aware that there is still great need to raise more funds to support the activities of the Johnson Intern Program. It was clarified that the grant is for $100,000 over three years. The grant is to be used for growing the program and for replicating it. Director Susan Gladin recently received the honor of an invitation by Trinity Wall Street to an expenses-paid conference in Connecticut on this type of program.

The Vestry commended Ms Gladin and Watty Bowes for their work in securing the grant.

Mr. Elkins-Williams called attention to the report of the Website Committee (attached), noting that we can’t continue to rely wholly on volunteers to carry out the recommendations.

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

Referring to the work of the Annual Giving Committee, Mr. Lackey said that we need to remember the reported problems with online pledging. Mr. Elkins-Williams suggested that a step be added for confirmation of the pledge and that parishioners who pledge online contact the parish office if this confirmation is not received.

Mr. Elkins-Williams expressed gratitude to Ms Henley for her willingness to be nominated for Jr. Warden.

Parish Administrator
Mrs. Hastings reminded the Vestry of the annual retreat on May 18-19 at Avila. The business meeting on May 19 will take the place of the regularly-scheduled May meeting.

Treasurer
Attached are the Treasurer’s Narrative Report for April 2007 and the draft Combined Balance Sheets as of March 30, 2007.

Mr. Conrad said that March had a net positive, although this was somewhat the result of timing of expenses. The overall news, however, is good.

Mr. Elkins-Williams said that he was encouraged to see a higher percentage of pledges received.

Finance Committee
The report of the Finance Committee is attached.

It was moved by the Finance Committee and passed unanimously that the Vestry accept with gratitude the designated bequest from the estate of Jane Bergsten in the amount of $25,000 for clergy enrichment and that a fund be established for this purpose under the Program Fund.

Mr. Hill reminded the Vestry that it needs to remain aware of increased operational costs that will be associated with the additional space resulting from the proposed new construction.

Mr. Eason asked for explanation of the issue of the White organ gift, and Mr. Conrad said that the Finance Committee is studying the issue of how to deal with bequests in the financial reports.

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

Ms Baum said that the committee will be vigilant on the issue of the powder post beetles.

Mr. Elkins-Williams asked about the issue of the stained glass windows. Mr. Eason replied that there are some problems that need to be addressed. The windows were last repaired about 25 years ago.

At the request of Mr. Elkins-Williams, the committee will revisit the issue of the memorial plaques.

A handicapped entry door has been installed at the entry to the church.

The Summary of Parking Committee Near-term Recommendations is attached. The highlighted areas indicate areas in which there is agreement.

Mr. Logan suggested that making the Morehead-side entrance two-way should be investigated. The problem in the past has been that of issues with the storm drain.

Ms Baum said that a suggestion was made not to mark any spaces with individual names. Mr. Elkins-Williams said that having designated spaces for clergy and staff has been very effective. The recommendation of the committee is that spaces should be reserved 24/7 only for clergy and for the Organist and for the Christian Education Director. Staff spaces would be marked as being reserved 8-5 Monday through Friday.

Mr. Elkins-Williams has talked to the director of the Pre-school and assured her that the recommendation has not yet been approved. He suggested that there needs to be joint communication between the church and the Pre-school about this issue.

Mr. Crow asked why the committee did not agree with the suggestion for marking spaces around the semi-circular drive. There are some concerns about aesthetics, and Mr. Logan said that the committee needs to study this suggestion further.

The committee has also decided to mark five handicapped spaces rather than ten spaces for self-defined disabled parking.

Personnel Committee
Mr. Elkins-Williams said that he will meet with the Personnel Committee on May 1 to discuss his recommendation for a Director of Stewardship and Development..

Capital Giving Committee

The report of the Capital Giving Committee is attached.

Mr. Logan suggested that there is a need for more young adults on the committee, to which Mr. Lackey replied that this is a goal. Mr. Hill said that he will come up with a list of names of young adults who might serve in this leadership capacity. Ms Baum then suggested that someone who knows them should be the one who contacts them about becoming involved in this ministry.

Mr. Elkins-Williams asked Mr. Eason to provide an update on his recent meeting with the architect. Mr. Eason said that they talked about the issue of the scope of the building project. Referring to the recommendation for seeking $8-10,000,000 in outright gifts and $5,000,000 in deferred gifts or planned giving, Mr. Eason said that there are huge advantages to reaching the greater goal. He added that it is also better to complete a larger part of the building project now and leave only a smaller piece to be completed later. The committee is looking at the option of reducing the square footage of the project by 15%.

The architect will prepare a menu of interim services. He has suggested that the costs for the current plan be determined by an official cost estimate rather than assuming a cost of $300 per square foot. A professional estimate will provide a much better baseline for the project.

Mr. Logan asked if it can be assumed that, if the work is done in stages, we can keep the original plan and leave some areas unfinished, rather than reduce the square footage of the project. Mr. Eason added that the scope of the project does need better definition.

Mr. Eason, speaking about the time frame for the project, said that the construction process will take 16-18 months, probably beginning after Easter 2009. Before construction can begin, about 12-15 months will be necessary to complete the town process.

Mr. Eason concluded by stating that we need to begin the campaign.

Global Mission Committee

The report of the Global Mission Committee is attached.

Ms Henley expressed a great debt of gratitude to Vicky and David Jamieson-Drake for hosting Fr. Monzón during his recent visit to the parish.

Ms Henley reported that attendance at San Patricio has been down because of inadequate facilities. The $10,000 anonymous gift and another $10,000 gift from Blanche and Henry Clark will allow for completion of the building project.

Martha Dill has agreed to serve as chair of the committee for two years.

The Honduras mission trip leaves on May 21. There is one space available.

Hospitality Guild

The report of the Hospitality Guild is attached.

Mr. Hawkins thanked Mrs. Schoenfeld for wearing her nametag on Sundays, saying that her love and hospitality shine through.

University Ministry Advisory Council

Mr. Elkins-Williams asked Mr. Satterwhite to update the Vestry in Ms Savage’s absence. He reported that the committee has effected a complete change in structure as part of its two-year review process. Tammy Lee now serves as chair of the council, and the council has moved to an action committee format.

Announcements

Mr. Elkins-Williams said that he and the Sr.Warden-designate will speak with Vestry members about committee assignments for the coming year.

Mr. Lackey said that he needs someone to take his place for Bible study at the retreat. Mr. Elkins-Williams said that he will do the Bible study.

Mr. Elkins-Williams offered a prayer and the meeting adjourned at 8:55 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.

Mr. Elkins-Williams - Convene umbrella committee for missions groups.

Mrs. Hastings - Have important content of consultant’s report put online.