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

Guests: Anna Crockett         

Opening: Brian Shaw called the meeting to order at 5:00 pm.

Worship: The Rev. Crittenden conducted a Eucharist Service. Roger Crockett offered the opening prayer

Minutes:

·         The Rev. Crittenden turned the meeting over to the Senior Warden.

·         Brian asked for approval of the minutes from the August meeting. Woody asked for a correction on page two of the minutes. The correction should read, “A motion was then made to separate the proposals. That motion was seconded (no vote needed)”. The secretary noted the correction. Nb: (Correction made 9/18.07)

·         The motion to approve the minutes was then passed. (12-0-0)

Finance Committee (Budget): (Anna Crockett)

·         Anna noted her thanks to Finance Committee for their hard work and thanks also go to each of the committee chairs and activity directors. Anna further noted that this is the fourth evolution of the budget.

·         Anna explained that the sizable increase in the budget reflects the addition of a staff member. The figure is based upon the salary that would have been paid to Rhonda Wheeler had she remained in our employ for the entire year.  Anna asked Buddy for a clarification.

·         Buddy stated that the figure came from a discussion within the committee. The Finance Committee based the figure on the addition of a clergy staff person.

·         Anna added that the search cost and moving expenses were factored into the figure and amortized over a 12 month period. The initial figure reflected a $129,000 deficit.

·          The Finance Committee used the deficit as a starting point to winnow the figure down in order to avoid a deficit budget and also to give the every member canvas a figure on which to base their pledge requests.

·         This decision was agreed to a few years back in order for parishioners to see the cost of all the programs when making their yearly pledge.

·         The Budget Committee decided that the addition of a staff member would not be made right away and estimated that the additional staff person would be added six months hence thereby cutting the figure by 50%.

·         At their next meeting, the committee would ask the Rev. Crittenden to state what kind of staff position he has in mind.

·         Anna asked the Rev. Crittenden if he had any position in mind. He answered that he is still trying to decide what kind of staff person the parish really needs. He further said that he is weighing the options noting that there is a tradition of having an ordained person on staff to handle the college ministry. He noted that to date, he is holding up and it will take time to define responsibilities and make his recommendations at an appropriate time.

·         Anna noted that she and the Committee hope that the $43,000 figure would be ample. The Rev. Crittenden pointed out that it would be much more cost effective to hire a lay person due to the cost for an ordained person based mandated by the Diocese’s pay scale.

·         The final version of the budget reflects the addition of new lines:

·         5028 (Additional lay and clergy staffing) Revenue “other operating income” 4420 “Income from the Capital Campaign”

·         Anna said in the budget, the committee was asking for $20,000 from the campaign funds. $16,000 would go for a staff worker (youth/college worker) and $4,000 for outreach. Anna said that the campaign request would not (emphasis added) be intended to replace funds from the operating budget but rather for additional outreach. Rather, it was intended to add to those areas. To allow us to do things over and above what the operating was already doing. The figure was covering the increase in those operating areas. CF page 5 “the increases in columns F &G“ (RARA, Habitat and Project Horizon)

·         Woody thanked Anna and the Committee for their hard work. He asked for a clarification, noting that on the revenue side, it reflected a pledge increase of approximately 18%.

·         Anna answered that the Committee was asking the parish to “step up to the plate”, adding that we should not rely so much on the campaign for a shortfall in pledges.

·         Buddy stressed that the Budget request should drive the every member canvas. He further added that it was our desire to move from a Family parish to a Program parish. Buddy added that population size we are a program size but in revenue we are not there yet.

·         Woody agreed. He then questioned the idea of ear marking certain local charitable organizations before the budget was even adopted. Woody believed that we should have one lump sum and local organizations would come to us with their requests after the budget has been adopted.

·         Bob Glidden agreed and said these requests have become entitlements and Woody’ suggestion makes sense. Bob cautioned that the transition can become troublesome, noting that groups should not come to us with the idea that our donation is their entitlement.

·         Woody surmised that if the groups came to the Outreach Committee with requests, they would have more flexibility in granting requests. Brian agreed, adding that humanitarian outreach is an important part of RE Lee’s mission.

·         Buddy noted that if groups come to us with first time requests, we can also refer them to the Gadsden Committee.

·         Woody then questioned whether or not there was a duplication of fund dispersion between RE Lee and Gadsden.

·         Brian clarified that for this discussion the mission of the Gadsden Committee.

·         Bob Glidden advised that the Vestry should adopt the budget as presented noting that it is too late this year for us to report changes to these respective charities now. He added that the Vestry should address this change next year.

·         Brian asked if there were other items for discussion. Woody asked about the College Outreach Committee saying that he saw nothing in the budget allocated for it. Bob Glidden noted that #4407 was their budget category and noted that the funding came from the Diocese.

·         Bob Glidden stated that he would move that we adopt the budget as presented. He noted that our pledge to the Diocese (item 5731) was less than it was last year. And he questioned whether the Diocese would look favorably on our request for an increase in Canterbury funding.

·         Following discussion, Bob Glidden made a motion that we adopt the budget as presented by the Finance Committee noting that the Vestry will review the budget in January. It was seconded by Woody and was passed (12-0-0)

·         Woody closed the discussion asking that we address the funding structure of the budget next month. Bob Glidden said that he would address this at the next Endowment Committee meeting and would report on it.

Kitchen (Bob Glidden)

·         We have contracted with Stonewood, Inc. (Tom Hart) to serve as contractor for the project. We also have had the parish house structurally inspected by Eugene Browning and he reported that it is in good enough condition for us to proceed with the renovation.

·         In regards to the timetable, Bob said that Sarah Lanford has not changed the date of the Plum Pudding project and the kitchen is needed the project. So we have moved the date for beginning the project to reflect the project.

·         There are plumbing issues that require tearing up the floor. We will either have to find a suitable match for the existing tiles or will totally replace them. In addition, we will need to install a new drop ceiling

·         We have two air conditioning bids (Bowyer’s from Waynesboro and Donald’s Electric from Lexington). The Bowyer bid would entail ducting of all three floors. Bob noted that we can’t afford the ducting system. The bid from Donald’s Electric indicated that they would use ducting on the third floor and wall units on the first and second floors.

·         Bob stated that we can afford the Donald’s bid and it will also not interrupt the day to day schedule of the parish. The project will require an increase our electrical service from 600 amps to 800 amps.

·         We don’t have complete estimates on plumbing and carpentry and Tom Hart has suggested that we approach this on a time plus materials basis. (see attachment)

·         Bob Glidden made a motion that we approve up to the stated amount. Woody made a friendly amendment that we approve the figure up to $180,000 to save Bob Glidden having to come back to the Vestry for additional funding approval. The motion was seconded the motion and it was passed (12-0-0)

Christian Education (Bob Glidden)

·         Bob entered a report from MJ Mayerchak for Christian Education (See Attached)

Columbarium (Brian Shaw)

·         Brian proposed the following parishioners to form the membership of the Columbarium Committee:

              Evan Atkins, Betty Cadden, Helen Head, Lynn Lorrier, Dick Rathmell,

              & Pam Simpson; John Burleson will be the Vestry liaison.   

·         This committee will deal with issues of price, location and design and will report directly to the Vestry. Brian noted that by the creation of this committee, it becomes a member of the parish’s standing committee structure.

·         This was moved and seconded and passed (12-0-0)

Warden’s Report

·         The Welcoming committee will be holding a series of informal in-home gathering receptions to welcome the Crittenden family to our community

·         The formal celebration of the Rev. Tom Crittenden’s new ministry will be held October 16  at 6:00 pm. The Bishop will be here as well as other Clergy from the area. There will be a celebration liturgy followed by a reception in the parish hall.

·         The Rev. Crittenden added that it will be a formal installation service.

·         Brian noted that there was an article in a recent issue of the Roanoke Times about the bat problem at St. John’s in Glasgow. Brian noted that there problem was more serious than ours but the same company was coming to deal with our bat problem by October 1 or sooner.

·         We have received a letter from Yellow Brick Road thanking us for our on-going contribution and informing us that when the officially dedicate their new facility, they wish to dedicate the link between their old facility and their new facility in honor of RE Lee Church.

Rector’s Remarks

·         The family is settling in and things are moving along toward the closing on their new home. They have had no movement on their house in Tallahassee. So they have changed their strategy.

·         The children are getting used to the public schools.

·         Tom’s mother is holding up well and enjoys the family’s being in Lexington.

Brian closed the meeting with a prayer.

The Meeting adjourned at 7:04 pm

Submitted

Robert J. de Maria, Clerk