Vestry Minutes

RE Lee Memorial Episcopal Church

February 20, 2006

Present: Melissa Cox, Jonathan Webster, Cindy Mullen, John Burleson, Gerry Locher, Buddy Atkins, Brian Shaw, Paula Cushman, Gretchen Walden, Roger Crockett, Libby Cumming, Bob de Maria, Jerry Nay

Guests: Farris Hotchkiss, Anna Crockett, Co-chairs of the Resources for Mission Committee

Opening: Melissa Cox called the meeting to order.

Worship: Daniel Brinson opened the meeting with a hymn. Bob Glidden led the worship.

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

Melissa read the Vestry Norms and stated that the Vestry should strive to adhere to them

Finance Committee - Jonathan Webster.

The goal is for programs not to exceed their budget. Mo Littlefield will monitor the budget monthly and will alert chairs who are in danger of overspending. Further expenditures must be approved by the vestry as recommended by the Finance Committee.

Buddy Atkins proposed the approval of a six month budget and said that the committee plans to present a full year budget by the April meeting. (Passed)

Operation Golden Rule will dispense with the van when the program is completed to allow the church to avoid operating expenses. Jerry Nay warned that Operation Golden Rule may continue for 10 years or more. Nay added that the committee had plans to give the van to the Chapel of the Holy Spirit in New Orleans for their use.

Treasurer’s Report - Buddy Atkins

Buddy discussed the monthly report, noting that the parish was experiencing a $15,000 deficit. He noted that $13,500 of the deficit was a result of the amortization of the capital expenses. The remaining budgetary shortfall is a result of increased cost in utilities and necessary expenses.

Buddy also noted that the amount pledged for this fiscal year will not allow us to meet program budget requests.

Rector Search - Brian Shaw

The Administration and Personnel Committee (Brian Shaw, Tim Golden, Chris Russell, Jen Sayre and Melissa Cox, ex-officio) received nominations and from that list selected members of the committee evenly based upon: demographics, length of parish membership, sex, special interest and “progressive versus status quo”. Brian noted that the Administration and Personnel Committee conducted their business by e-mail and never met face to face.

There were 49 names submitted to Kay Horner by the deadline of February 6. Each committee member chose 15 people. Six people were identified on all members’ lists. The committee then reviewed the remaining candidates and selected three more individuals for a committee membership of nine. Since the Vestry will make the final candidate selection, no Vestry members are on the search committee. Brian will contact and recruit the nominees.

Brian also noted that every member of the committee must have access to a computer and be able to receive and send e-mail. He noted that this indicates the parish’s embrace of technology and the ease of conducting business.

Gerry Locher asked about the status of the church’s web site and Brian noted that he and Melissa had contacted Peter Jetton a computer expert at Washington and Lee. Peter has agreed to design the new RE Lee web site. Brian stated that he and Melissa will look at other church websites for ideas. Brian noted also that all prospective rector candidates will be asked to submit their credentials via e-mail.

College Work Committee - Melissa Cox

Melissa suggested a name change for the committee to reflect the larger scope of its ministry to students at a University, Institute and Law School. It was proposed that we adopt the same name that the Diocese uses - Higher Education Ministries. The motion passed.

Feasibility Study - Anna Crockett and Farris Hotchkiss

The Resources for Mission and Facilities Planning Committees issued a joint report, recommending the following for Vestry approval.

1) Recommend to the Vestry that the members of R.E. Lee Memorial Episcopal Church engage in a capital fund raising campaign for the purpose of financing the objectives of Phase I of the Parish Master Plan as conditionally approved by Vestry and as listed in the Feasibility Study Report dated February, 2006; or to finance such objectives as modified by the Vestry. (Passed)

2) Recommend to the Vestry the capital fund raising campaign have a financial goal of $1,300,000 which figure would include the Jones Estate at the Estate’s original gift value of $650,000. In so doing, the members of R.E. Lee Memorial Episcopal Church would match the generous estate gift of Mr. Jones. As a slogan, it might be said the fund raising campaign will have the intention of “matching Jones.” (Passed)

3.) Recommend to the Vestry that preliminary steps be initiated immediately to rebuild the steeple. The senior warden, assisted by the facilities planning committee, on behalf of R. E. Lee memorial church, be authorized to engage VMDO architects, on an hourly-fee basis, for VMDO to take appropriate steps to obtain firm estimates to rebuild our steeple using traditional materials as voted upon by the vestry in 2005 and to return said estimates to the vestry for approval.

(Passed)

4.) With respect to the list of Phase I facilities projects, it is recommended that the Vestry consider:

a.) that the undercroft project be eliminated from Phase I to be reconsidered for a subsequent time.

b.) that the possibility of installing HVAC for the entire Parish House be explored instead of installing HVAC for only the Parish Hall level.

c.) that the proposal to reconstruct the exterior entry area to the Parish House be reevaluated.

d.) that the Vestry authorize the FPC to seek a proposal for services from VMDO architects, at no cost, returning said proposal to the Vestry for its approval. (Passed)

Wardens Report: There was no Wardens Report

Bob Glidden closed with a prayer.

Meeting adjourned 6:55 PM