Present:

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

Guests:

 Benny Lewis, Mary Lewis, Sarah Lanford, Helen Head, Mo Littlefield, Julia Littlefield, Bettye Cadden, Sissy  Prillaman, Virginia Dabney, Anna Crockett, Rene Glidden, Gordon Woodcock, Carol Woodcock, Adelaide   Simpson, Ed Craun, Lori Sadler, Louise Moore, Lynne Lorrier, Madison Spencer, Alex  Richard

Worship: Children’s chorus sand an introduction song dedicated to the Rev. Crittenden.           The Rev. Crittenden conducted a Eucharist Service.

Minutes:          

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

·         Brian welcomed the Rev. Crittenden to his first Vestry meeting.

·         Brian asked for approval of the minutes from the July meeting. The motion to approve the minutes was approved without dissent. (13-0-0)

Finance Committee (Jonathan Webster)

·         The Finance Committee is in the budgeting process is underway.

·         Jonathan asked on behalf of the committee that the Vestry approve the purchase of new office furniture in the amount of $1900.00 for Kay Horner’s office. After a brief discussion, the motion approved (13-0-0)

·         Jonathan asked on behalf of both the Finance and Property committees that the Vestry allocate $6,000.00 to repair the leak in the roof (replace wood underlayment and slate tiles.) Motion approved (13-0-0)

Kitchen (Bob Glidden)

·         Bob announced that we need to identify and contract with a suitable plumber to unclog the old drains before Grigg Mullen III can remove the old equipment.

·         The Kitchen equipment is currently being fabricated.

·         Bob said that it is very difficult to find a contractor as local contractors are all very busy. He added that the same holds true for the air conditioning project. The committee has three proposals that are all different but the scarcity of contractors is hampering our progress.

Wardens’ Report

·         Prior to the columbarium discussion, Brian noted that there has been a problem with bats. Brian said that a firm from Roanoke who specializes in bat removal has been contacted and will visit the church and deal with the problem. Brian will notify the Vestry of any further bat problems.

Columbarium

·         Brian thanked the visitors for attending the meeting. He then introduced Madison Spencer and Alex Richards from the firm of Madison Spencer Architects. Brian noted that following the presentation, Mo Littlefield will present the Columbarium Task Force recommendations again.

·         Mr. Spencer distributed a brief profile of his firm and then passed around photographs of the area beneath the balcony in the nave of the church and of the St. Francis Garden which are sites for the proposed Columbarium and scattering garden. In addition, during his presentation, Mr. Spencer passed around rendering sketches for the Columbarium and the Scattering Garden.

·         Brian introduced Mo Littlefield following Mr. Spencer’s presentation. Mo reviewed the Task Force’s recommendation indicating that the issue has been discussed by members of the Parish since 1991.

·         Mo proposed that both the recommendations by the Committee be considered by the Vestry. Bob Glidden made the motion that both proposals (niches in the nave of the church and a scattering garden) be considered. The motion was seconded. A motion was then made to separate the proposals. That motion was seconded and passed (13-0-0)

·         The Scattering Garden proposal was on the floor. There was a question concerning the remains to be scattered. Brain stated that we would require that the remains (to be referred to as cremains) would be pulverized before the scattering. Secondly the grounds would be heavily watered within 24 hours of the scattering.

·         Roger Crockett inquired if a part of the St. Francis Garden was to be set aside or will the entire garden be used. Alex Richards commented that in his parish (St. John’s, Lynchburg) uses a three by six foot area. They use liriope or monkey grass as a ground cover.

·         Mr. Spencer replied to the question about horizontal vs. vertical plaques. Brian noted that we are not approving the design of the Columbarium at this meeting. The Vestry is voting on the concept at this meeting.

·         Following a question of foot traffic in the garden, Mo stated that the question had been answered in the Q &A portion of the report. Alex noted that there are many options to prevent or deter foot traffic. Buddy added that if people do not agree with this concept, they do not have to avail themselves of this option.  

·         A motion was made that the concept of the Scattering Garden be approved. The motion was made and seconded. (passed 13-0-0)

·         The Niche proposal was on the floor. A motion was made to put the niches in the church under the balcony. The motion was seconded.

·         George Brooke stated that although he was in favor of the Columbarium he stated that it is his belief and those of several older members of the Parish that are opposed to the concept that the niches be put in the church. He suggested that the room in the undercroft where the books are sold during the annual bazaar. This room could be a private space for individual visitation.

·         Brian asked Mr. Spencer to address the use of the undercroft for the Columbarium. Mr. Spencer said there was a definite potential but to give the space over to a Columbarium would require a significant makeover. He added that the room would have to be done properly. The finished room would be not unlike a highly finished English library. (sic)  In a space of that size (16 by 24 feet), we could be spending $500-$1,000 per square foot. He estimated the cost would result in an expenditure of $100,000.

·         In replying to a question concerning the cost of the niches in the church, Mr. Spencer said that his firm has dealt with many churches. He said further that he knows of no church that is not strapped for money.

·         He stated that a fabrication cost of $15,000 for each columbarium arch in the proposed nave location.  Each niche could accommodate 30 people. This amount is an approximation.

·         Brian noted that no fees have been discussed but it is our hope that the Columbarium will be self sustaining.

·          The Rev. Crittenden noted that at Holy Comforter in Tallahassee, one purchased the reservation right then and the place was reserved. He encouraged that once a niche is full, we go ahead and purchase the next niche. In regards to qualification to make a niche reservation, he said that members of the church and their immediate family could be given use of the niches. He added that policies at RE Lee be must be formulated.

·         Sissy Prillaman asked that we reconsider the use of the room in the undercroft. There was a brief discussion among those present. Brian concluded the discussion by saying that upon Yellow Brick Road School’s leaving RE Lee, we will have use of the undercroft for the first time in 30 years. He added that there will be many proposals for the Vestry and the Parish to consider for the use of the space.

·         Following discussion Brian called for the question.  The motion on the floor was to place the niches in the space beneath the balcony. The motion was seconded. The motion passed (11-2-0).

·         The Rev. Crittenden noted that the concept presented by Mr. Spencer incorporates quite nicely the architecture of the church. If there is a future renovation of the undercroft space into a memorial chapel, future Vestries could incorporate a Columbarium in that space.

Brian concluded by saying that our next step is to appoint a standing committee of the Vestry. We will come back in the September meeting with a list of tasks.

Susan Cross closed the meeting with a prayer.

Meeting adjourned at 7:26PM.

Robert J. de Maria, Clerk of the Vestry