Vestry Minutes

RE Lee Memorial Episcopal Church

March 20, 2006

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

Opening:        Melissa Cox called the meeting to order.

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

Minutes:         Melissa Cox asked for approval of the minutes from the February meeting noting no corrections.  The motion to accept was approved without dissent.

Jerry Nay gave a brief report on the latest New Orleans trip. He stated that the trip was highly successful. The group worked with a team from Ohio Wesleyan University. The parish’s mission for the time being is to continue working on reconditioning a house where, when completed, 20-25 volunteers will be able to stay in relative comfort while working in the area.

Bob Glidden gave a report on his attendance at the annual meeting of endowed Episcopal parishes held this year in Alexandria (Feb 22-24).  Bob said that it was an informative and uplifting experience. Next year’s meeting will be held in Fort Lauderdale, FL.

Finance Committee   - Jonathan Webster.

            Jonathan distributed copies of the end of the year statement for 2005 for our review and approval. He noted that it is a deficit budget that came in at just about $15,000. Jonathan pointed out that we are just about $12,000 short on our pledges for last year. We were also slightly over in utilities, maintenance and property expenses. He noted that we were over also in administrative expenses. Jonathan noted that some of the shortfall will be covered from the depreciation category.

            Buddy noted that we have historically been short on pledges due in part to people moving out of the parish or parishioners passing away and RE Lee has never made a claim against the estate in those instances.

            Jonathan made a motion that the 2005 budget be approved.  Motion was seconded and it carried without dissent.

            A discussion about our very tight financial situation ensued in which several suggestions and recommendations were offered as ways to reduce the deficit in the proposed budget. Jonathan Webster made note and will take the suggestions to the Finance Committee.

Christian Education – Jonathan Webster

            Jonathan began by commending Rhonda for her work to insure the future of this ministry as she leaves for seminary in August. She announced that Vacation Bible School will again be a joint effort of  RE Lee, Lexington Presbyterian and Trinity Methodist Churches.. The dates are June 12-16. Lisa Bowles and Jane Sailer are the RE Lee co-chairs. He noted that the Christian Education Committee unanimously agreed that we staff this position following Rhonda’s departure.

Rector Search – Brian Shaw

            Brian distributed a list of the candidates for the Search Committee. The Personnel and Administration Committee initially received the names of 49 candidates. Each Committee member chose fifteen they felt represented a broad cross section of the church family: young and old; new members, older members; men and women; people interested in music; people interested in mission; people interested in youth and college work; people interested in Christian Ed; people supportive of the campaign; people not supportive of the campaign; etc. Those who appeared on all the lists were placed on the committee.  They then went back again through the lists of 15 and matched up the unmet needs/interests mentioned above.  The result was the 10 member search committee. All nominees have been contacted and have agreed to serve on the search committee. 

            The job of the committee will be first to develop a profile and a job description. Following that, the committee will advertise and make the notice public. After they have received the applicants’ credentials, they will read them and narrow the number. From that number, they will vet the credentials further and come up with a list of two or three finalists that the Vestry will interview. The final choice will be ours.

            Nick Gorham asked if the Personnel and Administration committee had considered putting a high school student on the Search Committee. Brian assured him that the youth will have opportunity for input and be included in the process. Brian noted that the Personnel and Administration Committee will meet with the Reverend Barry Miller and will discuss the committee’s recommendations and concerns. Brian assured Nick that his concerns will be voiced at that time.

            The motion to accept the Search Committee membership was seconded and passed without dissent.

Facilities Planning – Jerry Nay

            Jerry reported that David Oakland had visited the parish and met with the appropriate people to talk about the steeple.  It is hoped that his report will be arriving soon. Jerry will distribute it by e-mail prior to our next meeting.

Recommendation for a Professional Fundraising Organization – Melissa Cox

            The Vestry is in receipt of the Kirby-Smith proposal for our campaign. Kirby-Smith is recommended because they meet our needs, they have given us a reduction in fees and are spiritually based.. In addition, the other companies that we interviewed prior to the feasibility study would cost twice as much as Kirby-Smith We have been guaranteed that the Vice President of the company, Dale Bateman, will be leading the campaign.  After a brief discussion, there was a motion made (Nay) and seconded (Glidden) to retain Kirby-Smith Associates as the professional counsel for our campaign. The motion was passed without dissent.

Melissa thanked Buddy for providing the snacks for this meeting. Melissa also noted that the Jonathan Daniels celebration will be this Sunday at the 5:00 p.m. Canterbury service. Nick noted that a covered dish supper following the service will be held in the Parish Hall.

Melissa thanked the staff (Nick, Kay, Daniel and Rhonda) for keeping the Parish moving in the absence of a Rector. Melissa noted that The Revs. Barry and Nancy Miller will be with us beginning on Sunday, April 2 and there will be a welcoming reception following the 10:30 service. There will be luncheon food served and she urged all of us to attend and greet them.

Libby Cumming noted that the Gospel Fest will be held in the sanctuary March 25^th and urged us all to publicize and attend the event. Libby noted that Doug Cumming will accompany W & L’s Joyful Noise at the event.

Melissa announced that Lenten services continue with a 12:15 p.m Eucharist every Wednesday and a 7 a.m. Eucharist on Monday, Tuesday and Wednesday of Holy Week.  There will also be a 7:00 pm Eucharist on Maundy Thursday and a 12:15 p.m. service on Good Friday.

Melissa mentioned that she attended a Wardens’ Day on March 11 at Evans House.

Bob de Maria closed with a prayer.

Meeting adjourned 6:53 PM