Minutes of the Vestry of the Chapel of the Cross September 20, 2012

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1 Minutes of the Vestry of the Chapel of the Cross September 20, 2012 (click here for detailed reports) Vestry Actions for Month At its September meeting, the Vestry 1. met the new class of Johnson Interns; 2. approved the recommendations of the Outreach Ministry Committee for disbursement of discretionary outreach funds in the amounts ot $1500 to Freedom House Recovery Center, $2000 to Martin Luther King, Jr. Scholarship, $1000 to Justice United, $1000 to Project Compassion, and $1000 to A Helping Hand; 3. elected Joe Ferrell and Anna Sumner Noonan to three-year terms as delegates to Annual Convention, and elected Robert Wright as first alternate, Carter Kersh as second alternate, Scott Beddingfield as third alternate, Margaret Gifford as fourth alternate, Syd Alexander as fifth alternate, and Terry Eason as sixth alternate; 4. approved by-laws for electing a delegate and an alternate to represent ECM at UNC-Chapel Hill at Annual Convention; 5. received a calendar of key dates for the bidding process leading up to the final approval of the building project; and 6. learned that the ABC Sale will be held at St. Thomas More on April 6. Focus Session Minutes of a Focus Session of the Vestry of the Chapel of the Cross 20 September 2012 Following a bag supper, the Vestry met in focus session to meet the new class of Johnson Interns. Vestry members present were Dick Taylor (Sr. Warden), Scott Beddingfield (Jr. Warden), Alice Cotten, Joel Wagoner, Joe Ferrell, Hugh Morrison, Alan Rimer, Nancy Tunnessen, Carter Kersh, and Neil Pedersen. Also present were Stephen Elkins-Williams (Rector), Walker Mabe (Chief Parish Administrator), David Joseph (Treasurer), John Pegram (Treasurer-Designate), and Nancy Kelly (Clerk). The Rector opened the focus session at 6:30 p.m. and welcomed to the meeting the new class of Johnson Interns: Elizabeth Bible, Ellen Jackson, Rachel Leeman-Munk, Allie Little, Erica Long, Kindred Motes, and Christine Powers. Andrew Hoelscher was unable to be there because of work commitments.

2 Mr. Elkins-Williams began introductions, asking Vestry members, officers, and staff to outline their role in the parish and the Johnson Interns to tell where they are from and what their work placement for the year is. Christine Powers is from Massachusetts and works at Urban Ministries of Durham. Ellen Jackson is from Ohio and is placed with Housing for New Hope in Durham. Rachel Leeman-Munk, who works at Durham Economic Research Center, is from Carrboro and attended CHHS. Elizabeth Bible is also from Ohio and is placed at Club Nova. Erica Long comes from Maine; she works with the women s division of Freedom House Recovery Center. Allie Little comes from Tennessee and is working at the Seymour Center. Kindred Motes is from Alabama and works with the Redwoods Group. Andrew Hoelscher, who was not present, is from Arkansas and works at Threshold. Following introductions, Mr. Elkins-Williams asked the interns to share their biggest excitement so far and any stresses or worries to date. Many of the interns said that the highlights of the program so far are coming to a new place, living in community with people their own age, and the warm support of the wider community. As for stresses or worries, several expressed concern over public transit issues, as well as issues with defining their role in their work placement, but it appeared that the positive experiences to date far outweigh any concerns. Mrs. Cotten spoke of the recent Pounding Party at the church, rather than at the house because of lack of parking space, and of the interns impromptu thank-you song. It seems that they intuitively adopted the parish practice of commemorating special events with song! Mr. Elkins-Williams thanked the Johnson Interns for coming to meet with the Vestry, and the Vestry wished them well in their year with the program. The focus session ended at 7:00 p.m., and the Vestry moved to the more formal part of the agenda. Main Meeting THE NEXT MEETING OF THE VESTRY OF THE CHAPEL OF THE CROSS WILL BE ON THURSDAY, OCTOBER 18 with supper at 6:00 p.m., focus session at 6:30 p.m., and the business session to begin at 7:00 p.m. Minutes of the Vestry of the Chapel of the Cross 20 September 2012 The September meeting of the Vestry was held in the parish library on Thursday, September 20, Vestry members present were Dick Taylor (Sr. Warden), Scott Beddingfield (Jr. Warden), Alice Cotten, Joel Wagoner, Joe Ferrell, Hugh Morrison, Alan Rimer, Nancy Tunnessen, Margaret Gifford, Carter Kersh, and Neil Pedersen. Also present were Stephen Elkins-Williams (Rector), Walker Mabe (Chief Parish Administrator), David Joseph (Treasurer), John Pegram (Treasurer-Designate), and Nancy Kelly (Clerk).

3 The Rector presided and opened the meeting at 7:05 p.m. Bible Study Mr. Beddingfield led the Bible study for the evening. The Gospel reading appointed for the day was John 12: 27-36a. Timekeeper Mr. Beddingfield agreed to serve as timekeeper. Parish Concerns There were no parish concerns expressed. Approval of Minutes There were no corrections made to the minutes of the focus session nor to the minutes of the Vestry meeting of August 16. It was moved by Mr. Rimer, seconded by Mr. Morrison, and passed unanimously, that the Vestry approve the minutes of the focus session of August 16 and of the Vestry meeting of August 16. Addendum The task of Mr. Rimer has been completed and is to be removed from the list. The other items are to remain on the list, pending completion. Consent Agenda The following item was placed on the Consent Agenda (attached): -recommendations of the Outreach Ministry Committee for disbursement from the discretionary outreach line item of funds in the amounts of $1500 to Freedom House Recovery Center, $2000 to Martin Luther King, Jr. Scholarship, $1000 to Justice United, $1000 to Project Compassion, and $1000 to A Helping Hand It was moved by Mr. Ferrell, seconded by Mr. Kersh, and passed unanimously, that the Vestry approve the Consent Agenda. Rector Mr. Elkins-Williams asked for discussion of a draft of Vestry Priorities for 2013 (attached). In answer to a question, he indicated that the priorities are not listed in order of importance. Mr. Taylor commented that he liked that fact that the priorities take care of the entire parish.

4 The Vestry discussed alternate ways of expressing the priority in the second bullet. Suggestions included careful management of the 2013 budget, while planning for the financial future and prudent management of the current budget, while planning for the future. Discussion of the third bullet produced the suggestion of wording it to read careful oversight of our building project to optimize programming and outreach. Mr. Taylor also suggested that this bullet be divided into two separate priorities. Mr. Pedersen raised the question of the wisdom of adopting this list of priorities before the final report of the Strategic Planning Committee is presented to the Vestry, and it was decided that the list of priorities will be referred to the Strategic Planning Committee for consideration and that adoption of priorities will be deferred until the final report of the committee is in. Sr. Warden Mr. Taylor began by stating that he should report, as frequently does Archdeacon Bill Joyner, that he continues with his ongoing activities. Mr. Taylor has executed the contract with Mellott Construction for the work on the widening of the driveway. Election of Delegates to Annual Convention Each parish sends its clergy and a determined proportional number of delegates to Annual Convention. The Chapel of the Cross has the maximum number of six delegates, of which two are elected each year for a three-year term. Six alternates are also elected each year. Responsibilities of the delegates include attendance at two convocational meetings before the convention and then at the convention itself. Next year's convention will be held in Winston-Salem on January 25-26, Joe Ferrell and Hugh Morrison have completed their terms as delegates. Harriet Gaillard and John McGee have one year remaining, and Dick Taylor and Ann Craver have two years remaining. Three parishioners have expressed interest in serving as delegates Mr. Ferrell, Anna Sumner Noonan, and Robert Wright. By secret ballot, Mr. Ferrell and Ms Sumner Noonan were elected to serve a three-year term, and Mr. Wright was named first alternate. The Vestry drafted a list of nominees for the remaining alternates and, by lots, named Mr. Kersh as second alternate, Mr. Beddingfield as third alternate, Ms Gifford as fourth alternate, Syd Alexander as fifth alternate, and Terry Eason as sixth alternate. Discussion turned to the draft of by-laws (attached) for the election of an ECM delegate to Annual Convention. Mr. Ferrell pointed out that a candidate for election must be a confirmed adult member of a congregation of The Episcopal Church and that voting must be done in person. It was moved by Mr. Morrison, seconded by Ms Gifford, and passed unanimously, that the Vestry approve the by-laws for electing a delegate and an alternate to represent the Episcopal Campus Ministry at UNC-Chapel Hill at the Annual Diocesan Convention, pursuant to Canon 1, Section 4, of the Canons of the Diocese of North Carolina. Jr. Warden

5 The report of the Jr. Warden, including the report of the Stewardship Formation Committee, is attached. Mr. Beddingfield reported that the annual stewardship letter will be mailed on November 8 or 9 and that the kick-off for the campaign is set for November 18. He said that the campaign will need help in making phone calls during the first week in December and that there is a need for a place with multiple phones available for the event. He asked anyone with suggestions for such a place to him with the details. Finance Committee Mr. Ferrell reported that the Finance Committee didn t meet in September. Mr. Ferrell reported that the five-year budget projection suggests the need for an 8.3% increase in the budget. The targeted increase will be 10%. Mr. Ferrell then outlined other key information for the upcoming budget. The plan is for no transfers to be budgeted in The Diocesan Share will be reduced by about $12,000. Personnel costs will be up by about $28,000. The cleaning services, as a result of the switch from a cleaning vendor to a sexton on staff, will be down by about $28,000. Mrs. Mabe commented that the budget is the monetary expression of the mission of the parish. Mr. Taylor informed the Vestry of the likelihood of a need to spend some of the funds approved in the interim financing plan before the final financing plan is adopted. Treasurer Attached are the Treasurer's Report and the Combined Balance Sheets as of August 31. Mr. Joseph reported that, for a change, he will recommend that money be spent. He brought attention to the line item for Thompson Clothing on p. 4 of the balance sheets and suggested that this money needs to be spent for the benefit of the children. Mr. Elkins-Williams indicated that there are two groups involved in the periodic clothing drives and that he will contact them to ask them to coordinate expenditure of this money. Mr. Joseph also reported that $814,000 in financial commitments for the building project needs to be paid by the end of the calendar year. This will be made possible by the timely payment of Capital Campaign pledges. Every pledge dollar received now will lower the amount needed to be borrowed. Buildings and Grounds Committee The report of the Buildings and Grounds Committee is attached. Also attached are a calendar outlining key steps in the process leading up to final Vestry approval of the building project, a list of bid packages, and a memo outlining the Invitation to Bid. Mr. Rimer reported that the work on widening the driveway will take one to two weeks, beginning in October. The reconstruction of the Franklin Street stained glass window is scheduled to start this fall and be completed by Christmas. Mr. Rimer reported that Hartman-Cox is a month late on delivery of the final design drawings, this likely

6 the result of sub-contractor issues. Mr. Joseph expressed concern that a check for the work is scheduled to be sent before the drawings are in hand, and he suggested that the check be held until delivery of the drawings. Following discussion, it was agreed that, although the payment is for work already completed, it would be prudent to withhold the check until the drawings are in hand. Mr. Rimer reported that Barnhill Construction has a set of the construction drawings and that Chapel of the Cross will receive them on Monday, September 24. Barnhill is working on preparing bid packages. There will be a minimum of 24 sub-contracts on the project. Mr. Rimer then reviewed the calendar of upcoming key dates for the bidding and approval process for the building project. Bid packages will be sent on October 1, with early bid packages due on October 25 and the remaining bids due on October 30. Preliminary final figures will be available on October 31, at which time the decision can be made to go ahead with the project or not. The data for a guaranteed maximum price not-to-exceed will be available on November 6 for presentation to the Finance Committee. Vestry approval is scheduled for its regular meeting on November 15. Mr. Kersh asked if there is in place a specific if the project cost exceeds (dollar amount) that would force a no-go decision, and Mr. Ferrell followed up by asking who makes the go/no-go decision. Mr. Taylor replied that the Vestry will make the ultimate decision, with the consultation and recommendation of the Finance Committee. If the final price is over budget, then the Vestry will need to decide whether to go ahead with the project or to postpone it. Outreach Ministry Committee The report of the Outreach Ministry Committee is attached. Global Mission Committee The report of the Global Mission Committee is attached. Mrs. Cotten expressed, on behalf of the committee, appreciation to Mr. Pedersen for the Strategic Planning Committee survey. Strategic Planning Committee The report of the Strategic Planning Committee is attached. Mr. Pedersen indicated that the five focus areas outlined in the report are based on the mission statement. Mr. Pedersen reported that 456 individuals responded to the survey, with 405 of them completing it. The results of the survey will be summarized, and generalizations will be drawn. The committee is looking at such issues as clarifying the identity of the church, its mission, beliefs, values; developing a greater sense of individual engagement and community; making individuals feel that they are an important part of the parish; making the church a place where people want to come; being sensitive to changes in worship, including spiritual offerings other than worship services; emphasizing outreach; and paying attention to diversity and inclusiveness. Transition Committee

7 The report of the Transition Committee is attached. Sunday Morning Formation A report from Boykin Bell on Sunday Morning Formation is attached. Chief Parish Administrator The report of the Chief Parish Administrator is attached. Mrs. Mabe reported that the 2013 ABC Sale will be held at St. Thomas More on April 6. Communications and Website Committee The report of the Communications and Website Committee is attached. Personnel Committee The report of the Personnel Committee is attached. Announcements Attached is a brochure co-authored by former parishioner Jessica Bodford titled Moderators of the Relationship Between Religiosity and Alcohol Use in College Students. The annual Parish Barbecue will be this Sunday, September 23, at 6:00 p.m., with Bishop Curry in attendance. The event will include self-guided tours of the building and the blessing of spaces to be remodeled or replaced. The Rector offered a prayer, and the meeting was adjourned at 9:15 p.m. Attachments Respectfully submitted, Nancy F. Kelly Clerk of the Vestry Consent Agenda Vestry Priorities for By-Laws for Electing a Delegate and Alternate to Represent ECM at UNC-Chapel Hill at Annual Convention Jr. Warden's Report (including Report of Stewardship Formation Committee) Treasurer's Report Combined Balance Sheets as of August 31, Buildings and Grounds Committee Report

8 - - - Calendar of Key Dates Leading to Final Approval of Building Project Chapel of the Cross Bid Packages Invitation to Bid Outreach Ministry Committee Report Global Mission Committee Report Strategic Planning Committee Report Transition Committee Report Report of Sunday Morning Formation Chief Administrator s Report Communications and Website Committee Report Personnel Committee Report Brochure on Moderators of the Relationship Between Religiosity and Alcohol Use in College Students ADDENDUM TO THE MINUTES OF SEPTEMBER 20, 2012 Personnel Committee - Bring to Vestry a recommendation for re-wording the policy for approval of job descriptions. Mr. Elkins-Williams - Provide Vestry with electronic list of committee assignments, including non-vestry members of each committee. Mr. Elkins-Williams - Contact those responsible for Thompson clothing drives and ask them to coordinate expenditure of balance in line item.