At its meeting on May 19, the vestry:

• Elected Melody Savage as Senior Warden, Ann Henley as Junior Warden, Bill Daniell as Parish Chancellor, and Nancy Kelly as Clerk

• Commissioned new vestry members, wardens, and officers

• Approved the recommendation of the University Ministry Advisory Council to award the French Scholarship in the amount of $1000 each to Meredith Gilliam and Chris Jochem

• Approved the request of the Stewardship Formation Committee to approve Charlie McClaskey as chair of the Annual Giving Committee

• Approved the nomination of Jeanne Riek to the Personnel Committee

• Approved the recommendation of the Personnel Committee to establish the position of Director of Stewardship and Development and approve the job description for this position.

Draft Minutes of an Informal Luncheon Meeting with Bishop Curry and a Special Called Business Meeting of the Vestry of the Chapel of the Cross

Sunday, May 6, 2007

The Vestry met with Bishop Michael Curry over lunch at Spanky’s from 1:00 p.m. until 3:05 p.m. on Sunday, May 6, 2007. Vestry members present were Jim Crow (Sr. Warden), Steve Lackey (Jr. Warden), Mary Schoenfeld, Terry Eason, Ann Henley, Chip Hill, Gail Cloud, Larry Logan, and Sandra McClaskey, and Vestry-elect David Dill, Tony Hawkins, and Jimmy Satterwhite. Also present were Stephen Elkins-Williams (Rector), David Frazelle (Associate for Parish Ministry), Bill Joyner (Archdeacon), and Nancy Kelly (Clerk).

The Rector offered a prayer before lunch.

Mr.Elkins-Williams began by saying that it is a joy and privilege for the Vestry to break (corn)bread with Bishop Curry. He outlined the agenda by stating the three areas for the afternoon’s discussion: young adult ministry, financial stewardship, and pastoral care as it relates to same-sex unions.

Mr. Frazelle outlined the areas of concern in the area of young adult ministry. He reported for Tammy Lee on the issue of campus ministry. The issues in this area are evangelism to unchurched students, mainly through hospitality; the development of the spiritual life of students in the campus ministry program; developing a system of lay chaplains to work on campus; and work to bridge the relationship between the university and the church. In the area of evangelism, he relayed Ms Lee’s concerns that this area of young adult ministry is time and labor intensive, as well as expensive.

Ms Lee and the other chaplains appreciate the fact that the diocese sees campus ministry as an important part of the ministry of the diocese. Ms Lee is also interested in the different contexts of the various campus ministry programs in the diocese.

Mr. Frazelle then spoke of the Crossties program. He finds this to be the most challenging of the age groups with which he works, because of the great diversity in the membership of the group. There are those with and those without children. There are singles and married couples. In addition, it is a very busy group of individuals who are involved heavily in their families and their jobs. Mr. Frazelle has found that purely social gatherings haven’t worked very well with this group, and as a result, he has begun to focus more on spiritual development. A big challenge is finding leadership within the group.

The Johnson Intern Program, a third ministry to young adults, is an intentional living community that focuses on spiritual formation, social justice, and servant leadership. The group has recently secured a $100,000 grant over three years from Trinity Wall Street. This grant was awarded for the purpose of increasing the number of interns from five at present to eight next year and following years, to write a program description, to sponsor a national conference, and to replicate the program at another site.

Mr. Crow said that the committee is considering the idea of including other religious faiths in the program. He stated that there is great need to secure seed money for replicating the program.

Bishop Curry said that it would be worth engaging in conversation with Leon Spencer about this program. By the end of the year there will also be in place in the diocese a new staff member who will serve as a resource for young adult ministry, as well as coordinator for campus ministries, and this individual should be included in the conversation from the beginning.

Bishop Curry also mentioned two other staff members, a deacon dedicated to outreach to parishes and a youth person to help congregations to develop youth ministry programs. Mr. Eason asked Bishop Curry if he was acquainted with Fire on the Mountain, a joint youth ministry effort. Bishop Curry stated that, in general, we need to do a better job of youth ministry.

Ms Schoenfeld said that there is group of young people who meet weekly in the chapel for prayer. Mr. Elkins-Williams added that this is an independent group that initially met outdoors, then moved into the chapel as the weather became less favorable. Mr. Elkins-Williams said that the parish facilities are indeed used for many connections in the community.

Mr. Lackey then gave an update on the financial stewardship of the parish. The Jr. Warden, as chair of the Stewardship Formation Committee, is responsible for overseeing stewardship education and the stewardship events of the parish. The committee has three sub-committees: the Annual Giving Committee, the Capital Giving Committee, and the Special Giving Committee.

The Vestry has established four permanent endowments: Buildings and Grounds, Worship and Program Support, Community Outreach, and Evangelism and University Outreach.

The parish is just beginning the first phase of a capital campaign. At present advance and major gifts are being solicited. A parish-wide campaign will begin in early 2008, after the conclusion of the 2007 Annual Giving Campaign.

Mr. Elkins-Williams reported that Charlie McClaskey has agreed to serve as chair of the Annual Giving Campaign this fall. He added that David Ross continues to provide guidance, backed by much experience, to the Capital Giving Campaign. Syd Alexander ably serves as chair of the Special Giving Committee The Rector and the Personnel Committee will recommend to the Vestry at the Annual Retreat that the parish hire a full-time staff person with the title of Director of Stewardship and Development. To support this position, it is desirable to have a part-time administrative staff position of 10-15 hours per week to support the work of the Director of Stewardship and Development, and retiring Parish Administrator Barbara Hastings is willing to fill this role.

Bishop Curry observed that this is the time in the life of the parish to undertake such a campaign. He cited the stable leadership of the parish and went on to thank to the Chapel of the Cross for its steady leadership in the parish, especially the $25,000 grant a few years ago to help to improve communication within the diocese. He said that the diocese is seeing the fruits of this gift.

Mr. Elkins-Williams addressed the issue of the discernment process on the blessing of same-sex unions. He said that Bishop Curry has recommended consultant Susan Sherrod to work with the Vestry on this issue. The Rector and the wardens met with Ms Sherrod on Saturday about discussion of the issue at the Vestry retreat.

Mr. Elkins-Williams said that it has been his intention in this process to be honest and up-front about his handling of the issue. Three years ago Bishop Curry asked for a two-year moratorium on the blessing of same-sex unions. Meanwhile, we have a number of gay couples in our parish who have been faithful participants in the life of the parish and are in committed relationships and are patiently awaiting the possibility of the blessing of their unions. The Vestry needs to consider these issues at the Vestry retreat.

Bishop Curry sees the issue as a pastoral care issue and he feels that it is important for the rector, vestry, and congregation of a given parish to be in agreement on the issue.

Mr. Eason stated that he likes Bishop Curry’s distinction of the pastoral care issue, but he would like to see it become a theological issue. He added that marriage itself needs to be held to a higher standard.

Mr. Elkins-Williams opened a special called meeting of the Vestry for the purpose of enacting a single item of business. Vestry members present at the time were Jim Crow (Sr. Warden), Steve Lackey (Jr. Warden), Mary Schoenfeld, Terry Eason, Chip Hill, Gail Cloud, Larry Logan, and Sandra McClaskey,

Mr. Eason presented to the Vestry a proposal (attached) for securing cost-estimate services associated with the capital campaign.

It was moved by Mr. Logan, seconded by Mr. Crow, and passed unanimously, that the Vestry accept the proposal from Hartman-Cox Architects for securing cost models for two fund-raising scenarios for the capital campaign, and approve the expenditure of $5000 from the Capital Campaign line of credit to fund this proposal.

Mr. Eason said that the cost estimates should be available within three or four weeks.

Bishop Curry offered a prayer, and the meeting adjourned at 3:05 p.m.

Respectfully submitted,

Nancy F. Kelly
Clerk of the Vestry

The May meeting of the Vestry was held on retreat at Avila on Saturday, May 19, 2007. Present were outgoing Vestry members Chris Bowes and Mary Schoenfeld, continuing Vestry members Terry Eason, Ann Henley, Chip Hill, Melody Savage, Clare Baum, Gail Cloud, Larry Logan, and Sandra McClaskey, and incoming Vestry members David Dill, Tony Hawkins, and Ele Ross. Also present were Stephen Elkins-Williams (Rector) and Nancy Kelly (Clerk).

The Rector presided and opened the business meeting at 1:45 p.m.

Election of Wardens and Officers of the Vestry

The first order of business was the election of wardens and officers of the Vestry.

Mr. Elkins-Williams nominated Melody Savage as Sr. Warden, and she was unanimously approved.

Mrs. McClaskey nominated, and Ms Savage seconded the nomination of Ann Henley as Jr. Warden, and she was unanimously approved.

Mr. Elkins-Williams informed the Vestry that a new Treasurer will need to be elected, as Reid Conrad has agreed to serve as chair of the Capital Campaign Committee. Mr. Conrad will continue as Treasurer for about six months as the new Treasurer is trained in the job. Sr. Associate Treasurer Barney Varner will also be able to help in the training.

The Vestry also needs to elect a Parish Chancellor. Bill Daniell has been serving in that capacity and is willing to continue to serve.

Mr. Dill nominated, and Mrs. McClaskey seconded the nomination of Bill Daniell as Parish Chancellor, and he was unanimously approved.

Mr. Logan nominated, and Mr. Eason seconded the nomination of Nancy Kelly as Clerk of the Vestry, and she was unanimously approved.

The officers and new members of the Vestry are now considered officially commissioned.

PARISH CONCERNS

The following corrections were made to the minutes of the focus session of April 19:

p. 1, first paragraph, change “the Vestry met in focus session in the parish library” to “the Vestry met in focus session at Holy Family”

p. 3, second paragraph, change “that streaming of the liturgy would be of benefit” to “that internet streaming of the liturgy would be of benefit”

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

It was moved by Ms Henley, seconded by Mr. Logan, and passed unanimously, that the Vestry approve the minutes of the focus session of April 19 as amended and approve the minutes of the Vestry meeting of April 19.

The task of Mr. Elkins-Williams and the Personnel Committee- a study of issues relating to the job description for a development director - has been completed. The remaining items are to remain on the addendum, pending completion.

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

-request of the University Ministry Advisory Council for approval to award the French Scholarship in the amount of $1000 each to Meredith Gilliam and Chris Jochem

-request of the Stewardship Formation Committee for approval of Charlie McClaskey as chair of the Annual Giving Committee

-nomination of Jeanne Riek to the Personnel Committee

It was moved by Mr. McClaskey, seconded by Ms Baum, and passed unanimously, that the Vestry approve the Consent Agenda.

Senior Warden
The position of Sr. Warden is in transition.

Junior Warden
Steve Lackey’s final report as Jr. Warden is attached.

Parish Administrator

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

Mr. Elkins-Williams commented that the financial news is basically good.

Finance Committee
Mr. Hill reported that the University Ministry budget is due soon.

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

Ms Baum said that the committee is in somewhat of a holding pattern until the new Facilities Manager is hired.

Personnel Committee
The report of the Personnel Committee is attached. Also attached is a job description for the proposed position of Director of Stewardship and Development.

Mr. Elkins-Williams commented that one of the strongest arguments for the position of Director of Stewardship and Development came to light recently when he became aware of the provisions in the will of a former parishioner in which the Chapel of the Cross received $5000 and an institution of higher learning received about $500,000. This position would enable the church to be more pro-active in securing planned gifts.

Mr. Elkins-Williams, in describing the position, stated that the focus for the first two years would be the Capital Campaign, with assistance provided for the Annual Giving Campaign and for Special Giving.

The position is accountable to the Rector and the Vestry, in that the Rector is responsible for hiring and firing and the Vestry is responsible for the financial health of the parish.

It was moved by the Personnel Committee that the Vestry approve the position of Director of Stewardship and Development and the proposed job description, and it passed unanimously.

Mr. Elkins-Williams said that he hopes to hire a director by July 1. For the first two years, the funds to support this position will come from Capital Campaign funds.

Ms Cloud asked about earlier discussion of this position and the suggestion that the director also serve as a liaison with parishioners. Mr. Elkins-Williams replied that this might be something to consider after the initial two years’ focus on the Capital Campaign.

Mrs. Bowes said that applications have already been received for the position of Facilities Manager. Mr. Elkins-Williams added that the job description has been modified to include presence at the church on Sundays, with days off being Friday and Saturday. Mr. Logan suggested that this modification of the job description needs to be approved formally at the June meeting.

There are now four, rather than three, wedding coordinators. Shelby Pohlman and Holly Phelan continue in the position, and Jeanne Riek and Rebecca Rogers have been hired. There are no budgetary implications for these positions.

The position of Hospitality Manager is now 10 hours per week at $15 per hour.

Mrs. Schoenfeld suggested the need for a coordinator for funeral receptions.

Capital Campaign Cabinet

The report of the Capital Campaign Cabinet is attached.

Mr. Logan asked if the committee has been successful in finding younger parishioners who are willing to serve on the committee. Mr. Elkins-Williams said that this is still a work-in-progress. Mrs. Ross said that chairs Reid and Margaret Conrad are actively looking for committee members who have not previously been involved. Mr. Hill said that he has forwarded to Jim Crow a list of possible individuals to contact.

Mr. Elkins-Williams said that there is a strong push to raise as much money as possible in a single campaign effort.

Mr. Logan asked if the committee is still looking to the original building plan, to which Mr. Eason said that it is.

Mr. Dill asked when we will have an idea of the total money in hand for the project. Mr. Elkins-Williams replied that the committee hopes to complete the advance gifts phase by the end of the year and then go to the parish with the campaign in January, this second part to be completed by the end of 2008. Mr. Dill continued by saying that he doesn’t like the idea of sending the message to the parish that certain parts of the plan can’t be done. He suggested that the campaign efforts need to be put in a positive light.

Mr. Hawkins asked if plans call for the project to be completed debt-free, to which Mr. Elkins-Williams replied this is not necessarily a sure thing.

Mr. Eason said that groundbreaking would be late spring of 2009 at the very earliest. He said that the process with the Town of Chapel Hill will take 13-14 months before a building permit is issued. Ms Henley said that for another church that she knows of, the process took two years and that 13-14 months might be optimistic. This timetable was confirmed by others.

Social Ministry Committee

The report of the Social Ministry Committee is attached.

Mrs. McClaskey reported that the recommendations for ABC Sale allocations are coming up.

Global Mission Committee

The report of the Global Mission Committee is attached.

Ms Henley reported that the mission trip to San Patricio leaves for Honduras on Monday, May 21.

Announcements

Mr. Elkins-Williams called attention to the packet of replacement pages for the Vestry notebooks, specifically to the page of Vestry Committee Assignments by Committee 2007-2008. Under Personnel, delete Mr. Hill and add Mr. Hawkins. Under Global Missions, add Ms Henley. The Program Review Committee Overseer should be the Program Review Report Overseer. A corrected copy of this page will be provided at the June meeting.

Mr. Elkins-Williams said that Mr. Dill, as Communications Liaison, will ask at the end of each Vestry meeting how the Vestry will communicate its decisions and actions to the parish.

Mr. Elkins-Williams adjourned the business meeting at 2:40 p.m., and the Vestry moved to the chapel for the Eucharist.

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 - Convene umbrella committee for missions groups.

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

Mr. Logan - Present revision of job description for Facilities Manager for approval at June meeting.

Mrs. Hastings - Provide corrected copy of Vestry Committee Assignments by Committee 2007-2008 for June meeting.