Present: George Brooke (Senior Warden), Judy Glick (Junior Warden), Molly Brown, Jay Crawford, Susan Cross, Punky Dod, Mary Doyle, Timothy Gaylard, Sarah Lanford, Julia Littlefield, John Milford, Don Whittington, The Rev. Thomas Crittenden, and Gail Dick, clerk. Also present were guests, Louise Moore and Sharon Massie.  Absent: Elizabeth Harralson, Dick Rathmell, and Woody Sadler.

Lesson and Eucharist: Don Whittington and Punky Dod read the scripture according to Mark 1:40-45. Time was given for reflection and discussion. Tom asked for any prayer requests and celebrated the Eucharist.

Passing of the Chair: George noted that in the absence of a full time Rector since the departure of Priest-in-Charge Tom O’Dell in late 2005, Vestry meetings had been chaired by the Senior Warden. However, Canon 14 of the canons of the Diocese of Southwestern Virginia specifically directs that the Rector shall chair the meetings of the Vestry. Therefore, since the new Rector, The Rev. Tom Crittenden, is now fully on board, George passed the chair to him.

Recognition of Guests: Tom recognized the guests present, Louise Moore and Sharon Massie.

Explanation of the Gadsden Endowment: At the January Vestry Retreat, the ad hoc Committee on Committees had recommended that the Gadsden Committee be classified as a Standing Committee of the Vestry. Elizabeth Harralson, who is also a Trustee, had vigorously objected and stated that if adopted, the change would conflict with the provisions of the existing Trustee-Vestry Agreement on the administration of the Gadsden Endowment. This agreement governs the operations of the Gadsden Committee. As a consequence, action on the recommendation was tabled until Louise Moore, who was executrix of the Gadsden estate and is also a Trustee, could more fully explain the Endowment provisions and the original intent of the Trustee-Vestry Agreement to the Vestry. Louise agreed to do so at the February Vestry meeting.

Louise began by reading the portion of the Gadsden will which pertained to the Endowment. The Endowment was established in 1985 as a trust and placed the R.E. Lee Memorial Church Trustees in charge of the funds. The income from the Endowment could be used in any manner deemed necessary. Subsequently, the Trustees delegated investment responsibility for these funds to the Endowments and Investments Committee, a Standing Committee of the Vestry. In 1985, the Trustees and the Vestry jointly created the Gadsden Committee to administer the funds and to allocate the annual investment income. This committee was established by the Board of Trustees-Vestry Agreement, a document which must be jointly updated at least every five years. Louise noted that the Gadsden will does not place restrictions on disbursement of the income. However, Sarah Lanford, who had helped draft the original agreement, stated that it had been the joint decision of the Trustees and Vestry, after much prayer and additional guidance from the Bishop and Rector, to direct the funds primarily to outreach; that is, to “activities which spread the Christian Gospel and alleviate human suffering”, with “consideration…to providing financial assistance to Episcopal/Anglican seminarians”. The use of Gadsden income to fund capital expenditures was deliberately restricted: “No more than twenty-five percent of annual funds from the Gadsden Endowment will be allocated to capital projects…in any single year”, and in order for funds to be so allocated, they must be matched by funds “raised by the congregation from its own resources”. Furthermore, “none of the income” would be used to meet any part of the Church operating budget.

These are the only funds of the church which are controlled by the Trustees. The Vestry manages all other funds of the church. Consequently, any change to the allocation guidelines would require the approval of the Trustees.

The Gadsden Committee is made up of seven members, all of whom must be “communicants of R.E. Lee Church and pledgers of record”. One of these is to be a Vestry member elected by the Vestry; one a Trustee elected by the Trustees; three parishioners-at-large appointed by the Vestry; and two parishioners-at-large appointed by the Trustees. Terms are for three years. Some felt the guidelines are seen to be workable as they are and why would the committee status need to be changed. The Gadsden Committee meets quarterly and disburses the available funds made available since its last meeting, which is generally about $30,000. Allocation of funds is not based on the view that this is necessarily a fund of last resort; anyone in need may apply for funds.

The general view of the Vestry was that given the foregoing, it would seem to be counterproductive to change the existing status of the Gadsden Committee and make it a Vestry Standing Committee. However, Tom expressed his concern about the status of the Gadsden Trust and the fiduciary responsibilities of the Vestry pertaining to it as might be required under the law. He noted that in Florida the law provides that the Vestry will have fiduciary responsibility for all the Church’s funds. This would include the Gadsden Endowment. To escape this, the Endowment would have to be established as a separate 501c organization. He therefore asked that before the Vestry took final action on the status of the Gadsden Committee that he be permitted to consult an attorney concerning the legal requirements in Virginia. The Vestry agreed to this.   

Therefore, no motion was made at this time to act on the recommendation that the Gadsden Committee become a Standing Committee of the Vestry.

Christian Education:  Sharon Massie shared with the Vestry the many Christian Education offerings available this spring for all ages at R.E. Lee Church. Her report is attached to these minutes.

2008 Parochial Report: This report is due to Diocese by 1 March annually. It must be approved by the Vestry prior to submission. Tom reviewed the figures in the report, noting that the most important number is considered to be the average Sunday attendance. For R.E. Lee, this was 218 in 2008. He also addressed the confusing numbers on church membership. The report shows that there has been an increase of only 11 members in the past year. Tom noted that this is misleading because many other factors affect this number, especially if the membership list has not been updated for some time. In preparing the report, he and the church secretary, Kay Horner, reviewed the current membership list and tried to establish a more accurate representation of current members/non-members. In addition, there are approximately 136 parishioners carried on the rolls who have neither been confirmed in the Episcopal faith nor have had their membership formally transferred to R. E. Lee Church.

Motion: Judy Glick moved that the Parochial Report be accepted as presented. John Milford seconded. Motion passed unanimously.

Diocesan Council Report: The Diocesan Council was held 23-25 January in Roanoke. R.E.Lee sent the Rector and six lay persons (George Brooke, Elizabeth Harralson, and Don Whittington as delegates; Don Ellis, Sharon Massie, and Julia Littlefield as alternates) t o represent it. Don Ellis was the primary drafter of this report on the Council’s deliberations and activities. George will send the report out to the Vestry tomorrow and copies will be placed in the narthex. The report will be placed on the agenda for next month’s Vestry meeting as an item for discussion.

Approval of Minutes: The Vestry minutes from the Vestry Retreat of 9-10 January and the Vestry meeting of January 19, 2009 having already been distributed to the members, Tom asked if there were any corrections. As there were none, he then noted that they stood approved. George explained the new procedure that he would like to use in order to get the minutes out to the congregation in a more timely fashion. Gail will prepare the draft and send it to George for review. George will refine the document. He will then e-mail the draft to the Rector and Vestry members and ask for any modifications they deem necessary, requesting a week’s turnaround. The corrected draft will then be returned to Gail, who will put copies in the narthex and in the hallway outside the Church office, and send them to Lloyd Goad who will place them on the church’s website. At the following Vestry meeting the minutes will be proposed to the Vestry for correction and final approval for record. The Vestry concurred in this new procedure.

Committee Reports:

• Christian Outreach: Punky Dod gave an update on Christian Outreach stating the Yellow Brick Road was R. E. Lee’s outreach mission in February, The Free Clinic in March, and Habitat for Humanity in April. The committee is trying to get the youth involved more in outreach. Tom observed that it has been one month now that R.E. Lee’s Thursdays at the RARA Food Pantry have been in operation.
• Green Committee: Molly Brown reported that Paul Bugas gave an interesting talk on water conservation. The crowd was small (13 in attendance) but the information was well received. The committee is ready to start its “mug project” in April. Parishioners will be asked to bring in their small, old, unused mugs which will be left at the church to be used on Sunday mornings during coffee hour. A new dishwasher rack has been purchased and the coffee mugs will be run through the dishwasher after coffee hour. It is expected that a lot of paper cups will be saved in the process. Molly mentioned that the committee is also planning something for April that will stress Earth Day and Rogation Day.
• Worship: Mary Doyle reported that the committee met last week. It currently has six new members, and two “old” members. Groups that have functions in worship are all represented. At the meeting members discussed Tom’s presentation of the revised function of the committee. It will serve as both a Standing Committee of the Vestry and as an advisory body to the Rector. The committee will be meeting quarterly rather than monthly as in the past. It was noted that Rite I will be used in Lent. Some of the members have requested that Rite I be used more frequently at the 10:30 service, and the committee is considering trying this during the summer. The committee will be putting together a new mission statement, which requires Vestry approval, at their next meeting.
• Finance: Don Whittington presented an abbreviated one-page statement of Church revenue and expenses for the month of January (attached). Due in large part to the fact that only one month of the year was reported, there were no significant issues of note. This new format, which was drawn up at Don’s request by Anita Ramp, the Church Financial Secretary, provides an overview of the finances, rather than the longer and more detailed financial statements previously briefed to the Vestry . Don asked that the Vestry look over this abbreviated form and decide whether it met their needs or whether they would prefer the traditional presentation. Several Vestry members asked questions which could be answered by figures pulled from the more detailed financials, but not from the abbreviated version alone. George suggested that if the abbreviated form were used then the briefer should have the more detailed financial data available, too. Judy asked if the condensed version could be put out for the congregation along with the minutes. Tom and George agreed that it could be made available as an attachment.
• Property: John Milford reported that the committee has had its first meeting with him as the new chair. He reviewed the status of several items that will not be addressed later under “Old/New Business”. First, he stated that John Aulbach’s general inspection of the church buildings began today, 16 February, and is expected to last a couple of days. His written report will follow in March. Second, the committee has begun work on fixing the Parish House roof problems. Merce Brooke has procured the names of three roofing contractors (Don Largent Roofing in Harrisonburg, Baker Roofing in Roanoke, and W.A. Lynch Roofing in Charlottesville/Lynchburg). The committee will attempt to obtain estimates on replacement of the roof from at least two of these by the end of March. Third, John Friedrichs has agreed to repoint the west side of the church building this summer. A second foundation grant has also been received to support the repointing. This is a $5000 grant from the Titmus Foundation. Fourth, thanks to several anonymous donors, new curtains have been procured and hung in the library and new ones will be put in the Conference Room once they have been received. Finally, Molly said that it had been brought to her attention by Mary Stuart Gilliam that the bench on the patio, which had been placed there years ago by Dean Frank Gilliam in memory of his son, is in bad repair and that the memorial plaque is missing. George said that he would investigate the matter, attempt to correct the situation, and follow up with the Gilliam family.
• Stewardship: Susan Cross reported that the Stewardship Committee met on 27 January for a final assessment of the 2008 Stewardship Campaign. It was determined that there were 15 fewer pledges than last year but that the overall total dollar amount remained about the same. Parishioners also found the pie chart helpful which showed how the church funds were allotted. The lay stewardship sermon, delivered last fall by Jonathan Webster, was very well received and should be repeated by another lay person during this year’s Every Member Canvass (EMC).
• Parish Life Guild: Julia Littlefield has been in contact with Catherine Harcus, Chair of the Parish Life Guild. Catherine has teams lined up for the Lenten dinners and the Palm Sunday and Easter Sunday breakfasts. Catherine has been chair of this committee for a year now but would like to find a replacement beginning in August of this year because of a heavy load of outside commitments.
• Higher Education Ministry: Tim Gaylard reported on the results of the 25 January committee meeting. Twelve members attended, including three VMI cadets, three W&L students, and the chaplain, The Rev. Bob Crewdson. The committee discussed several issues. These included suggestions that cadets/students have input into which hymns are sung; that a meeting schedule for regular Bible study be arranged; that active efforts be made to recruit more cadets/students (such as having Bob talk to VMI Rats early in the fall semester); and that the “Adopt a Rat” program be expanded to first year W&L students. Canterbury suppers will be planned and set until 31 May by Punky Dod.

Old Business:

• Sign update: George noted that Andy Wolfe reports that the wooden physical shield part of the sign is almost complete. Fashioning the Episcopal Church emblem has been the most difficult part. Lee Sauder, a local blacksmith, has agreed to do the staff for the sign, but can’t start until the shield has been completed.
• Replacement of Chancel Lights: An estimate from a second electric company, Donald’s Electric, has been received. Their estimate was competitive with the first estimate from Lexington Electric, and Donald’s has been awarded the contract. As part of the project Tom requested that the number of lights in the balcony be increased from two to four, and this has been included in the basic estimate of approximately $1700.  Since then, Connie Bryant, the sexton, has produced several bulbs from Church storage which can be used, and so the overall cost for the work will be just under $1500. Donald’s Electric will begin work on Thursday, 19 February and is expected to complete the project in one day. There has also been a request from a parishioner to have those nave lights which illuminate the altar left on during the day. This idea may be feasible if these bulbs are of the low cost fluorescent variety. It was mentioned that it would be nice if the bulbs could be on a dimmer; however, this would not be possible with the low cost fluorescent.
• Church Lighting – Globes: George reported on the findings of the Finance Committee with respect to costing replacement lighting globes for the nave. This element had not been included in the Property Committee’s November 2008 recommendation on which type of globe to buy. There are at present three different types of globes: a long, yellow-tinted one which conveys the impression of traditional soft candlelight; a long white globe of the same shape as the yellow; and a shorter white globe. All three are of a similar shape. The yellow globe has long been used throughout the nave, but has to be made using a special mold (which must be purchased separately). Over time, several yellow globes have been broken, so that there are not enough now to outfit the entire nave. The long white globes also require a mold, and those currently in use were made at the same time as the original yellow ones; however, there are not enough of the long white to outfit the entire nave either. The short white globes do not require a mold and can currently be bought off-the-shelf by special order.

Bob Glidden, the Finance Committee chair, personally did the cost analysis. With the company which made the original mold now out of business, Bob contacted Crenshaw Lighting in Floyd, VA, which had provided cost estimates for producing traditional globes last August. Crenshaw priced the cost of making a mold for the longer globes at $4300. The cost of making 50 yellow-tinted globes (at $75 each) from the mold would be $3750, for an overall total of $8050. The cost of making 50 frosted white globes (at $64 each) from the mold would be $3200, for an overall total of $7500. The cost of fifty of the off-the-shelf shorter white globes, which do not require the mold, at $40 each, would be $2000. Although there are considerable cost savings to be had by purchasing the shorter globes, several Vestry members observed that many parishioners had already expressed their preference for the traditional yellow globes, and that there might be a donor who felt so strongly about it that he/she would be willing to contribute the difference.

Tom noted that his primary concern was how much light was being provided in the nave and that the white lights gave off more of it. However, he said that he would be content with the yellow globes if the amount of lumens could be increased sufficiently using them (perhaps using 150 watt bulbs instead of 100). Bob Glidden noted that Crenshaw had said that there were a number of different types of bulbs with different lumen output now available on the market; however, we needed to be aware that if we wanted halogen bulbs for the light (because they can be dimmed) that they burned hotter, and that we would need to have our wiring and sockets checked out before installing them. George noted that such a check should be part of John Aulbach’s general inspection of the property. Crenshaw also provided the names of two bulb suppliers who could provide more information and advice on our bulb options. These are Gexpro, in Roanoke, and an Internet company, Bulbman (www.bulbman.com).

George’s feeling on this matter, after having discussed it with Bob Glidden and the Rector, is that this issue should be returned to the Property Committee for further analysis. This analysis should consider not only the cost, but also John Aulbach’s findings about the capabilities and limitations of the Church’s current electrical system and whatever information can be obtained concerning bulb types and increased lumens. In addition, parishioners should be informally asked their own opinions on the matter. The Vestry agreed and the Property Committee was instructed to undertake the analysis, in coordination with Finance, and to give the Vestry a final recommendation on which globes to purchase, with justification, at the 20 April Vestry meeting.

• Energy Audit Status Update: John Burleson of the Property Committee is coordinating this with VMI. Three cadets are currently in the process of doing the audit under the supervision of Col Arthur of the ME Department. They will be finished in April. The Property Committee will provide a final report on the audit at the 18 May Vestry meeting.
• Monitoring of the Parish House South Wall Displacement: John Burleson is measuring the displacement on a monthly basis. He reported no change since last month.
• Cadre Team Concept: Based on its assessment that the Cadre Team concept would be both feasible and desirable for the Church, the Property Committee recommended adoption of it. The concept follows a proposal laid out by Jerry Nay last year and which was explained in the January minutes from the Vestry Retreat. The Team would consist of a small group of volunteer parishioners who are experienced handymen who would undertake to correct minor repairs beyond the ability of the sexton but not necessarily requiring the services of an outside professional. Tom charged the Property Committee to proceed with setting up and implementing this concept. The Committee is to report its progress in this regard at the 16 March Vestry meeting.

New Business:

• Election of New Trustee:  George reported that Mo Littlefield’s term as a Trustee ended on 31 December. As Mo does not wish to stand for a second six-year term, he needs to be replaced. In addition to the guidance on Trustees provided in Canon 17 of the Diocese of Southwestern Virginia, R.E. Lee Church has identified several other guidelines for the position. There are five Trustees. The initial term is for six years. After the six years are up a person may serve another six years. Trustees are elected by the Vestry. The four remaining Trustees are Elizabeth Harralson, Louise Moore, Anna Crockett, and Farris Hotchkiss. Therefore, to provide continued gender balance George noted that the new trustee should be a male, and that Mo has recommended Bob Glidden for the position. The floor was thrown open for discussion and other nominations. No other nominations were proposed.

                  MOTION: Judy Glick moved that Bob Glidden be appointed as Trustee for a six year term.        Julia seconded. Motion passed unanimously.

• Selection of Diocesan Council Delegates: Tom reported that delegates and alternates to the 2010 Diocesan Council had to be selected and reported to Diocese by name no later than 31March 2009. Canon 2 of the Diocesan Canons applies. He noted that selectees must attend three regional convocations (normally in May, November, and early January) prior to Council and then Friday-Sunday (normally the last weekend in January) at Council. The parish pays for the Council registration but the delegates are responsible for their own accommodations and some meals. R.E. Lee sends three council delegates and three alternates. (See page 2 of these minutes for a report on the 2009 Council.) Tom stressed the importance of providing some continuity among those sent to Council. Based on this, George and Don agreed to be delegates and Julia an alternate again in 2010. The remaining delegate and two alternates will be selected at the 16 March Vestry meeting.
• Drafting of Parish By-Laws: George provided an update on the status of the Parish by-laws. He noted that the 2005 Vestry had drafted a set but that they had never been approved because of the departure of Tom O’Dell. Parish by-laws, because they are by nature a set of “how-tos” should bear the imprint of the Rector’s preferences. Now that Tom Crittenden was fully aboard and comfortable, it made sense to resurrect the draft by-laws, update them, have the Vestry approve them, and then publish them. Late last year Bob Glidden had offered to begin the process, once he was no longer the Senior Warden and had more time, by updating the 2005 draft. However, at the Council, Alan Boyce, the Canon for Administration, told George that the Diocese intends to look at the parish by-laws matter and perhaps craft a draft representative set for use throughout the Diocese. The Diocesan concern is that if parishes are allowed to independently draft their own that some of the provisions may conflict with either the Diocesan canons or those of ECUSA. George stated that he would contact Alan again in a couple of months to determine the status of the Diocesan project and then report back to the Vestry with a recommendation on how to proceed.
• Disaster Preparedness Plan: The Diocese is placing increased emphasis on Disaster Preparedness, and is encouraging all of its parishes to have a plan in place. George is the point of contact for R.E. Lee Church. He noted that in discussing the matter with Tom and Judy last week that all of them had agreed that any such plan would have to be integrated into and a part of a larger plan for both the city and county. Several Vestry members noted that such a plan is already in place and that Robert Foresman is the point of contact. George stated that he would contact Mr Foresman and report back to the Vestry after he had done so.
• Proposed Safety Improvements to Entrance of Parish Hall: George raised the issue of the deteriorating sidewalk in front of the Parish House and the associated problem of the hazardous unlighted steps to both the lower and upper levels of the building. He suggested that repaving the sidewalk at a higher level might correct both the erosion/cracks problem and the danger posed by the difference in levels between the current sidewalk and the first steps at the entrances (the latter being a distinct liability issue). He also noted that Elizabeth had suggested at the Retreat that the feasibility of installing sensor lighting at the first steps and at the doors leading into the Parish Hall needed to be investigated. Molly mentioned the need for safety strips on the all of the brown inside steps. The Property Committee was requested to examine the various aspects of this issue and to provide estimates and recommendations at the 20 April Vestry meeting.
• Installation of a New Phone System: Tom noted that after being deferred for several years, a new phone system has finally been ordered for the Church. It will have the capability to expand to 28 phone units. This was approved by the Vestry last year and the $5500 package, which includes a five year maintenance agreement, will be paid out of the Depreciation Fund.

Comments by the Wardens:

• Judy stated that she had had two main concerns when she had agreed to accept the position of Junior Warden: 1) she knew very little about the history of R. E. Lee Church; an 2) there were so many parishioners that she didn’t know. To address the first, she read General Lee’s Church, which was written by George Brooke’s father. She highly recommends it to all parishioners. To alleviate her second concern she began going to committee meetings, and has discovered that this has helped her greatly.
• George reported that Boy Scout Sunday (8 February) was not as well attended as had been hoped. Three Boy Scouts, two Scoutmasters, and three members of the Troop 29 Troop Committee were in attendance. No Cub Scouts were present. The Scouts processed in and recessed out with their banners and sat in a “Reserved” section at the front of nave. Upon investigation, George determined that most of Troop 29’s Scouts reside in the county and that it is therefore more difficult for them to get in to R.E. Lee on Sunday morning. Next year efforts will be made to solve this problem. The Scout Room has been cleaned out of extraneous material and the Scouts will soon begin painting the walls.  The original curtains have also been located; they will be cleaned and re-hung.

George noted that there is a lot of work to be done by the Vestry and its Standing Committees this year. In addition to the normally scheduled taskings, such as the organizing and running the EMC and preparing next year’s budget; and those special actions which have already been tasked, such as organizing the Cadre Team and purchasing new globes for the nave, there are other items which still need to be addressed. These include, but are not limited to, an inventory of all Church property, an update of the Gadsden Agreement, the repair/refurbishment of the balcony, the repair/replacement of the flagstones of the patio in front of the church building, repair of the steps leading into the main entrance of the church building, repainting of all outside iron railings, purchase of new pew cushions for the nave and balcony, completion of all administrative requirements for the columbarium (such as preparation of a contract for niche purchase), and the submission of additional grant requests for repointing.

George also asked that the Vestry committee liaisons let him know when their committees are scheduled to meet.

Tim Gaylard gave the closing prayer.

The meeting adjourned at 7:40 P.M.

The next meeting of the Vestry will be at 5:00 P.M. Monday, 16 March 2009 in the Parish Hall of the Church.

Respectfully submitted,

Gail Dick, Clerk