Present:  Buddy Atkins, George Brooke, Molly Brown, John Burleson, The Rev. Thomas Crittenden, Roger Crockett, Susan Cross, Libby Cumming, Bob de Maria, Bob Glidden, Bridget Kelly-Dearing, Cindy Mullen, Woody Sadler, Brian Shaw, Gretchen Walden, Jonathan Webster.

(New Vestry Members): Jay Crawford, Julia Littlefield, John Milford, Dick Rathmell 

Opening:  Brian Shaw called the meeting to order at 5:04 pm.

• John Burleson offered the opening prayer.

Worship:  The Rev. Thomas Crittenden celebrated a Eucharist Service and Susan Cross offered the worship. The Rev. Mr. Crittenden turned the meeting over to the Senior Warden.          

Minutes:  Brian asked for approval of the minutes from the November meeting. The minutes were approved (15-0)

Finance Committee (Buddy Atkins)

• Buddy said that the Committee met with the ECW and discussed the ECW’s outreach
• Buddy circulated the ECW’s report, which itemized their outreach and the outreach of the Gadsden Committee.
•  We have revenues amounting to $300,014.00. This leaves us roughly 10% short or $27,200.00 behind for the year with two Sundays and Christmas remaining. The Committee estimates that we usually come up between one and two percent short yearly because of people moving out of the parish or passing away. Buddy said it is an item of some concern.
• At the Committee’s meeting last Tuesday (12/11) we had 166 reported pledge units. Anita updated the figure to 173 pledge units Monday morning (12/17). The amount pledged to date is just over $345,000.00, which is an increase.
• There are still individuals who pledged last year who have yet to pledge this year. If these pledges come in, he estimates an income of approximately $363,000.00.
• Buddy noted that the Committee did not take into account any additional staffing requests which the Vestry will have to deal with later in 2008.
• Brian mentioned the Diocesan Equity Loan for the Rector which was on the agenda for later in the meeting. Brian asked Buddy to discuss it while he had the floor. 
• The Vestry needs to approve the Diocesan Equity Loan for the Rector. It is an interest-free loan for $10,000.00, to be used for the Rector’s family home. The Diocese provides the funds and the Vestry secures the loan and it is our duty to guarantee that the Rector will repay it. Buddy moved on behalf of the Finance Committee that we approve the loan. Brian called the question and the motion was approved (15-0)

Property Committee (John Burleson)

·      The Property Committee is in the process of changing out children’s toilets for adult toilets in the undercroft.

·      They are also in the process of finalizing bids for the air-conditioning in the Parish House.

·       The Committee decided to keep the propane heaters in the church vestibule. A discussion followed and it was recommended that the Committee find taller grates with smaller mesh for the heaters to guard against accidents.

·      Brian answered Cindy’s question about the bird and bat problem. Brian reported that the areas have been sealed and we should have no further problems with either.

·      Brian asked that John and Dick Rathmell discuss the Columbarium. Dick reported that the Committee had negotiated a more favorable price with the architect and the Committee needs to remit a check for $12,250.00 to Madison Spencer to allow the firm to begin fabrication of the arks. The timetable for the construction of the arks is three months. Dick has also ordered the brass name plates for the Scatter Garden.

·      The Rev. Mr. Crittenden asked that the Committee decide on policy, procedures and pricing for both the arks and the scatter garden.

Kitchen Update (Bob Glidden)

·   Bob reported that the kitchen project has been completed except for the replacement of the springs for the oven doors. Tom Hart has told Bob that total cost will be less than $100,000.00.

·   As far as the air-conditioning of the Parish House, we have received some additional information from Tom Hart that the total cost for the air-conditioning with the exception of a few rooms on the second floor will be approximately $85,000.00. This includes cost of the equipment, installation, electrical upgrade and management fees. Bob noted that a significant part of the cost is the electrical upgrade ($18,000.00).

·   We have the money for the entire project and we also have an additional $15,000.00 from the Gadsden committee to help defray any costs for the Parish House projects.

·   Molly added that the ECW is considering giving money to purchase new flatwear and glasses.

·   Bridget asked that we make sure to have adequate instruction on operation of new equipment, particularly the dishwasher. The Rev. Mr. Crittenden advised that he will look into establishing policies for the kitchen particularly for outside groups wishing to use the kitchen facilities.

·   Bob noted that we have had a line of credit with BB&T Bank and it needs to be renewed every year. The bank requires that a corporate body such as the Vestry renew the agreement. Bob explained that we should keep this current in the event of our needing a fairly large sum quickly, and there is no cost involved.  Bob made a motion that we renew this line of credit. The motion was seconded. After a brief discussion, Brian called the question and the motion passed (15-0)

·   Brian asked Bob to discuss the annual Vestry Retreat. Bob noted that the Rev. Mr. Crittenden wishes to have a retreat the first month of the new year. The retreat will be an overnight meeting and will take the place of the regular January Meeting. Bob said that he, the Senior Warden and the Rector discussed the calendar and January 18 and 19 was the only weekend in January that did not conflict with Bob Glidden’s engagements and the annual Diocesan Meeting. Bob Glidden asked if the Vestry members and the church might share the cost.

·   The Rev. Mr. Crittenden reported that he had asked Woody Sadler to investigate possible sites for the retreat. Woody reported that Sky Lark, W&L’s property on the Blue Ridge Parkway, was affordable and available.

·   Brian noted that Sky Lark would be difficult to reach in the event of snow.

·   The Rev. Mr. Crittenden noted that Woody had also recommended other venues including the Peaks of Otter and the Young Life property located near Bratton’s Run.

·   Following discussion, it was decided that we ask Woody to look into arranging for the Young Life Camp, and further into Peaks of Otter. Bob noted that only Roger Crockett and Dick Rathmell would not be available on the 1/18-1/19 weekend.

Wardens’ Report

·      Brian noted that it has been the practice of the Vestry to have the outgoing members of the Vestry serve as the nominating committee for the officers of the following year’s Vestry. It is a fairly informal process where the outgoing members set a date for nominations from the full Vestry. The officers to be decided upon would be the Senior Warden, the Junior Warden, the Treasurer and the Clerk. Following the members’ discussion, the outgoing members would present the slate to the Rector.  Brian noted that following our decision we will discuss the position of Vestry Clerk. A discussion ensued concerning the selection process of the new slate of officers. The discussion ended with the Vestry agreeing that the outgoing members serve as their nominating committee.

·      Brian now opened the floor concerning the selection of the Clerk of the Vestry for the coming year. The Wardens and the Rector discussed the issue with Kay Horner and have identified members of the Parish who could serve as clerk. The Rev. Mr. Crittenden said that neither the treasurer nor the clerk are required to be members of the Vestry. Brian asked if it was the pleasure of the group that the discussions continue. There were no objections.

·      Brian thanked the current Vestry and the outgoing members for their commitment to their roles as members of the Vestry. Brian said it was his pleasure to serve on and with the Vestry. Jonathan noted that the success of this Vestry was due in large part to Brian’s leadership.

Rector’s Report

• The Rev. Mr. Crittenden commended Brian for staying as active as he has been during his transition as Rector.
• The entire Crittenden family love their house and they are sure it will serve their family well and the Church family as a Rectory.
• Christi will be leaving for Florida just after Christmas to oversee their hiring a new realtor and consulting with that individual on any changes or improvements they might recommend to facilitate the sale of their home.

John Burleson closed the meeting with a prayer

The Meeting adjourned at 6:45 pm

Submitted

Robert J. de Maria, Clerk