Present:
Buddy Atkins, Jon Burleson, Melissa Cox, Roger Crockett, Susan Cross, Libby Cumming, Paula Cushman, Bob de Maria, Bob Glidden, Gerry Locher, Cindy Mullen, Jerry Nay, Brian Shaw, Gretchen Walden, Kay Horner, Daniel Brinson.
Guests: Anna Crockett, Virginia Dabney, Sarah Lanford, Mo Littlefield, MJ Mayerchak, Ann Nay, Elise Sprunt.

Opening:
Melissa Cox called the meeting to order at 5:00 pm.

Worship:
Daniel Brinson opened the meeting with a hymn. Buddy Atkins led the worship.

Minutes:
Melissa Cox asked for approval of the minutes from the August meeting. The motion to accept was approved without dissent.

Music (Daniel Brinson)
Daniel submitted a request seeking permission to spend money from the music fund. Following discussion, Bob Glidden made a motion that the Music Director be allowed to spend money from the music fund up to $1000.00 without the Vestry’s approval. Cindy Mullen added this sentence, “Not to exceed the balance of the fund.” The motion as amended was seconded and passed without dissent.

Steeple (Jerry Nay)

-         Jerry circulated a citation from the Massachusetts Historical Commission presented to Old Time Restorations commending the company for it’s adherence to historical preservation. Jerry then made the following motion:

“That the Vestry authorize the Senior Warden to sign an agreement, as drafted by VMDO Architects and reviewed by our Attorney at Law, accepting the proposal of Old Time Restorations to rebuild our steeple at a total cost of $240,000; in accordance with the attached proposal.”

“Further, that VMDO Architects continue to be our architect for this project and that fees for professional architectural and engineering services will not exceed $25,000 with a contingency of $24,000 set aside for the project.”

 The motion was seconded. (Discussion ensued)

-         Jerry was asked about the materials and the color of the steeple. Jerry reported that Old Time Restoration has stated that the restored Steeple will last 50 to 100 years if properly maintained..

-         There were questions concerning about the other proposals submitted. Jerry added the construction will begin January fourth and will last no longer than four months and will be completed in time for a dedication ceremony on May 1.  Also, Old Time Restorations will do all work on site and will use his own people, supplemented by local labor.

-         The driveway will be inaccessible from the archway back. But the handicapped area and the elevator will be accessible.  

-         Brian Shaw noted that he could not support the fiberglass proposal based on the fact that we are near the historical district. And the steeple would be “restored to its Victorian Grandeur.”

-         Gerry Locher noted that the fiberglass steeple could be transported and installed within two weeks.

-         Melissa opened the discussion to the visitors.

-         There were comments made concerning the historic adherence of the reconstructed steeple.

-         There were other comments about this expenditure and the need for the kitchen renovation. Brian assured the speaker that we are not forgetting the kitchen.

-         There were questions asked about access of fire and emergency vehicles. Jerry Nay assured the questioner that these issues had been discussed and will continue to be in touch with fire officials.

-         There was another question concerning the funding of the initiative. Buddy Atkins said that there were some money already given toward the construction and he said that we will borrow the rest of the money from ourselves and will be repaid. Jerry quoted a letter dated March 5, 2004 from Col. George M. Brooke, Chair of the Board of Trustees concerning the Jones gift, “but we do wish you to know that it is the consensus of the Trustees that plans be made to expend principal funds from this gift on needed repairs and major maintenance of the church buildings, which we understand include but are not limited to the steeple, …”

-         Melissa called for a vote by the showing of hands. The vote was eight to five with two absences.

Outreach (Jerry Nay)
Jerry discussed the proposal circulated to the Vestry concerning expenditures by the Christian Outreach Committee for a Trauma Healing Workshop.

            - In August, the Christian Outreach Committee sent four checks payable to Virginia Western Community College to cover the cost of one course for four of our Sudanese friends in Roanoke. The funds were drawn from the Sudan Relief fund.
Jerry excused himself in order to attend a prior commitment and asked that any questions be addressed to MJ Mayerchak. There were none.

Yellow Brick Road (Paula Cushman)
Paula reported that the School is making plans to begin a fund raising campaign. They received approval from the city for the construction of the house to be built by the Building Trades Class at the Vo-Tech Center and some YBR alumni.
Spencer Home Center of Lexington has granted Yellow Brick Road an account to cover the cost of materials.

Finance Committee (Buddy Atkins)

Buddy made the report in Jonathan Webster’s absence. (A proposed Budget had been submitted to the Vestry prior to the meeting)

            - Buddy made a motion on behalf of the Committee to transfer $2,500.00 to the Mission Emergency Fund for the remainder of 2006 to cover expenses as we go into the winter season.

            (The Vestry voted to approve 11-0 with one excused & one absent)

Buddy presented a request in order to get the budget proposal in line for the every member canvas, the committee kept the expenditures in line with allocations of the 2005 budget.
Buddy noted that there were specific allocations from the Christian Outreach Committee for support for trips to and from the Sudan and for specific operational funds for Operation Golden Rule. They were not included in the 2007operational budget request but the committee urged that these items to have target fund raising projects for both operations. The Committee requests that we dispense with the operation of the van before the Insurance comes due in October.

-         Following discussion concerning the use of the van, it was decided to table the request until we receive a report from Jerry Nay.

Buddy presented a proposed balanced budget and explained the allocations and expenditures.
He requested on behalf of the Endowment & Investments Committee that we allocate a four percent draw rather than a five percent draw. He recommended on behalf of the Finance Committee that the budget be approved.

-         Following discussion the question was called and the motion to accept the proposed budget was approved 12-0 with one excused and two absent.

Capital Committee (Brian Shaw)
Brian noted that there is still a great deal of cost refinement on the proposal. The campaign will move forward. There are committee meetings set. A draft of the Case Statement will be drawn up. The campaign will move forward in a quiet phase until the kick-off on Sunday, February 4. The campaign will run through the month.

-         Brian asked for approval to hold a catered event on Sunday, February 4 following the 10:30 service. Brian asked that the Vestry support this expenditure. Following discussion, the proposal was approved 13-0 with one excused and one absent.

Wardens Report (Melissa Cox)
Melissa called our attention to the Vestry papers and the Bylaws distributed at each place. She said that Don Ellis, Louise Moore and John Mirabella who have been reviewing the Bylaws will be invited to the October Vestry meeting to answer questions as we discuss them. In November we will be asked to accept them.

Melissa noted that the new Trustees, Anna Crockett, Farris Hotchkiss and Mo Littlefield are working alongside the continuing Trustees, Elizabeth Harrelson and Louise Moore and are reviewing the Trustees’ Files.

She announced that Mary Webster had notified her that our profile had been approved at Evans House so they could be printed.

Melissa said that the school year has gotten off to a good start. The Youth Group and Canterbury have begun their programs and DOC will begin on Wednesday, October 4 at 6:30 with a Discussion of Gomes’ The Good Book.  The ECW held a luncheon to discuss the bazaar, followed the next day by a smaller group gathering to discuss their involvement. On Thursday, Sept. 24 the choir invited the parish to a dedication of the piano in the Parish Hall recently given by the Mirabellas, followed by a hymn sing and ice cream social.

Kay noted that Sunday school got off to a great start under the leadership of Frances Grist and Lisa Bowles. She pointed out that Lisa has needed to pull back in her involvement as her father is ill.

Brian moved that we go into Executive Session. (Approved)
Brian moved that we come out of Executive Session
Brian asked that the following items be corrected in last month’s meeting.

-         For the purpose of placing a motion on the floor in public session, from a consensus of the vestry expressed in closed session; Jerry Nay moved that R. E. Lee Memorial Episcopal Church terminate our relationship with the Rev. Barry Miller immediately, in accordance with the terms of the employment Agreement we have with him. It was seconded by Buddy Atkins and passed by secret written ballot (11 voting for the motion and two voting against the motion, with one abstention and one member absent.

-         Gerry Locher asked that the word “worried” be changed to “expressed concern”.

Buddy made a motion that the two budgetary items discussed in Executive session be approved.

-         A two-week Vacation compensation for Rhonda Wheeler

-         A one-time bonus compensation for Kay Horner for extra work this year

The motion was seconded and passed 12-0 with one excused and one absent.

Buddy Atkins closed with a prayer.