The regular monthly meeting of the Vestry of R. E. Lee Memorial Church was held Monday, December 15, 2008, at 5:00 p.m. in the Parish Hall of the church.

Present: Buddy Atkins, George Brooke, Molly Brown, John Burleson, Jay Crawford, Roger Crockett, Susan Cross, Punky Dod, Bob Glidden, Elizabeth Harralson, Julia Littlefield, John Milford, Dick Rathmell, Woody Sadler, Gretchen Walden, The Rev. Thomas Crittenden, and Gail Dick, clerk. Also present were Timothy Gaylard, Sarah Lanford, and Don Whittington, new Vestry members for 2009. Nick Moga, Representative of the Diocese Executive Board, was a guest of the Vestry.

Lesson and Eucharist: Woody Sadler and Gretchen Walden read the scripture according to John 1:6-8, 19-28. Time was given for reflection and discussion. Tom asked for any prayer requests and celebrated the Eucharist.

Discussion with Nick Moga, representative of the Diocese of Southwestern Virginia’s Executive Board:  Nick lives in Covington, he is on the Executive Board of the diocese, is president of the Augusta Convocation, of which R. E. Lee Church is a part, and he is the Episcopal Relief Coordinator.  Nick explained how the diocese is broken down into five convocations and who makes up each convocation. Nick’s main reason for his visit to R.E. Lee Church was to explain the resources available through the diocese and to find out which were most important to our church.

The business meeting began after Nick’s presentation.

The November Minutes were approved as distributed.

Committee Reports:

• Stewardship: Susan reported that there is still a shortfall in the pledges. Total pledges are still just short of $360,000.  180 pledges are in, leaving 10-14 yet to come. Bob has hope that a pledge total of $370,000 will yet be met.
• Property: John Burleson noted that the Property Committee is in agreement with the sign design. There will be further discussion this evening when the subject of the sign is up for discussion.  John sent in a proposal for the energy audit. He received an e-mail from three cadets and the audit will begin around January 11^th.
• Columbarium: Dick reported that there is nothing new with the Columbarium. A nice service was held and now his wife Jean’s cremains are in this new Columbarium. New shields are forthcoming.
• Green Committee: Elizabeth reported that on Wednesday, January 21, Mr. Paul Bugas, fisheries biologist for the Virginia Department of Game and Inland Fisheries, will be speaking in the Parish Hall at 7:30 pm on the declining quality and decreasing abundance of water.  This is sponsored by the Green Committee.  He made a presentation at Diocesan Council last year and it was thought-provoking.
• Ad Hoc Committee on Committees: George reported that the committee has arrived at recommendations regarding the existing church committees. He handed out a packet containing these recommendations and asked that each Vestry member look over this information and be prepared to discuss it at the Vestry Retreat in January. The Committee on Committees examined each committee, studied their mission statements, and if changes were needed recommendations were made. Bob noted that there needs to be a more orderly rotation of membership on the committees.
• Finance: Woody asked about what appeared to be a $10,000 shortfall in the budget. Buddy explained that it did appear to be that way but that the budget is actually on course and that is not a problem.

Old Business

• Sign: Bob circulated two sketches for a possible sign for the church. One, Virginia Dabney designed. It is approximately 30”x36”, it is in the shape of a shield, it will hang from a wrought iron standard and be free hanging. Bob asked for opinions from the Vestry members. Most agreed that this sign is more historic looking. There was some discussion on the size of lettering and placement of the sign. Bob suggested that we select this design of Virginia’s with the stipulation that we can get a wrought iron standard made to support the sign. Someone will need to talk to a blacksmith about the weight of the sign and the standard to support it. Andy Wolfe would not be able to install this particular sign as he has no way to deal with the wrought iron part.
• Undercroft: Another drawing, with only minimal changes to the present open configuration of the undercroft has been sent to Tom Hart, with the request that he gather estimates on both this and the configuration previously sent to him.
• Every Member Canvass: It was brought to Jay’s attention by a parishioner, and Jay brought it to the Vestry’s attention, that there had been some unfinished business as noted in the October Vestry minutes regarding the possibility that the wardens, the head of the Stewardship Committee and the rector, as well as the Financial Secretary be advised of each parishioner’s pledge, thus making the canvass more effective. No decision was made to pursue the matter at that time, but some confusion apparently ensured. Jay asked that we take action.

Action: Jay made a motion that the current procedure in the handling of parishioners’ pledges not be changed, that is, that absolute confidentiality be maintained with only the Financial Secretary being aware of pledge amounts.  Elizabeth seconded. Motion carried unanimously.

New Business

• Boy Scouts: George noted that the Scouts need some help. In 1959-1960, R. E. Lee Church decided to accept the Boy Scouts as a mission of the church and give them a room for their use. Troop 6 moved from Lexington Presbyterian Church and became Troop 29 upon coming to R. E. Lee. R. E. Lee Church has not been as attentive to the Boy Scouts and they have suffered because of it. Their numbers have dropped significantly. George would like to propose that:

1.      R. E. Lee Church recognize that the Scouts are accepted as a mission of the church.

2.      The church leadership for the scouts be revitalized and try to increase membership in the Troop and Pack.

3.      R. E. Lee Church rededicate the scout room to the Scouts so that they will have their own designated space, which would mean cleaning out this room and not using it for storage. It is no longer used for Canterbury.

Action: George asked the Vestry to accept this proposal to rededicate the space in the Parish Hall for sole use of Troop 29 and Pack 29 with limited exceptions. Dick seconded. Motion carried unanimously.

·          Lights for the Chancel: Tom noted that more lights have gone out in the chancel. There is a fixed expense for equipment to replace the lights so it would be wise to replace all the lights while the equipment is here. A quote has been received from Lexington Electric. The charge for the equipment and labor to replace the lights would be $800. The cost of the bulbs would be:  $500 for compact fluorescent (may tend to burn our faster when used for only a few hours a day, but they may be more energy efficient and tend to keep the heat down), $200 for incandescent, and $2000 for LED lights (which were deemed too bright). Bob noted that there is enough money in the Property Committee budget to cover these expenses. Elizabeth suggested that an estimate be gotten from another electric company before making a decision. Tom said he would take care of this.

      Action: Woody moved to replace the lights after we get an estimate from another electric          company. Dick seconded. Motion carried unanimously.

·          Proposed Budget for 2009:  Bob presented the proposed budget for 2009 noting that for the past four years there has been a 4% draw on endowments. The proposed upcoming 2009 budget is figured using a 5% draw on endowments. There are no campaign funds in the budget except for Habitat. The Cost of Living Adjustment (COLA), which the diocese recommended be 4.5%, was cut to 2%. Many expenses were cut from the budget, mostly in the area of Outreach. Everything possible was cut from the 2009 proposed budget in order to present a balanced budget. There is approximately a $28,000 shortfall in the budget. It may be necessary to ask parishioners to help fund the Outreach programs. Much discussion followed the presentation. No action was taken at this time. It will be discussed further at the Vestry retreat in January.

·          Request for Memorial Gifts Expenditure: Julia brought to the Vestry’s attention a request for a memorial gift expenditure. There have been unrestricted gifts given to the Church in memory of Fran Drake, Bill Watt, and Chuck Harer, all former members of the choir. The committee has recommended that 40 Wonder, Love, and Praise hymnals be purchased in memory of these three persons.

      Action: Julia moved that $720 be allocated from the unrestricted monies in the Memorial          Fund for these hymnals. Motion was approved unanimously.

·          Vestry Retreat: Tom reported that the Young Life Camp is not available for the Vestry retreat in January. He proposed the Peaks of Otter as an alternate location. Individual expenses will include the cost of the room and dinner. The retreat is scheduled for January 9-10, 2009. Woody has agreed to make the arrangements.

Comments by the Wardens:  Bob reminded John Burleson that the committee of outgoing Vestry members needs to make nominations for 2009 officers which would be voted on at the retreat. George has already reported that he and Bob met with the W&L buildings and grounds people about the new Hillel House. The current house next to the church will be taken down or moved and set back about five feet. The metal fence will be taken down and replaced with a sidewalk. This project will begin this coming summer or fall. The property line in the back of the church was also discussed. No official steps were taken regarding the property. W&L wants pedestrian access to the campus and will allow R. E. Lee Church to keep about half the area for the playground. George thanked the members of his Committee on Committees, Jay, Julia, Molly, and Susan for the great job they did. George also thanked Bob for the super job he did this year as Senior Warden.

Comments by the Rector: Tom thanked Bob, George, Buddy, and Gail for a job well done.  The Vestry thanked Bob for his leadership as senior warden this past year.

Closing Prayer was offered by Woody.

Meeting adjourned at 7:20 pm

Next meeting:  Retreat, January 9, 3:00 pm

Respectfully Submitted, 

Gail Dick, Clerk