The regular monthly meeting of the Vestry of R. E. Lee Memorial Church was held Monday, November 17, 2008, at 5:00 p.m. in the Parish Hall of the church.

Present: Buddy Atkins, Molly Brown, John Burleson, Jay Crawford, Roger Crockett, Susan Cross, Bob Glidden, Elizabeth Harralson, Julia Littlefield, John Milford, Dick Rathmell, Woody Sadler, Gretchen Walden, The Rev. Thomas Crittenden, and Gail Dick, clerk

Absent: George Brooke

Lesson and Eucharist: Susan Cross read the scripture according to Matthew 25:14-30. Time was given for reflection and discussion. Tom asked for any prayer requests and celebrated the Eucharist.

The October Vestry minutes were approved as distributed.

Committee Reports:

• Finance Committee:  Woody distributed copies of the financial report (see attached). He mentioned that Daniel’s request for a new piano had been tabled for the time being. Woody reported that 162 families have pledged thus far, as of November 10, resulting in $330,629 pledged. This leaves a shortfall of $69,000 of meeting the goal of the proposed budget. Bob Glidden reported that seven more pledges have been received in the past few days bringing the total amount pledged to $338,481, still seriously short of balancing the budget. There are still 33 pledges out of parishioners who pledged last year.
• Stewardship Committee:  Susan told the Vestry that this year a Stewardship Program had been purchased for the first time. Barbara Luton was asked, and she accepted, to continue on as Chairperson of the Stewardship Committee. The youth made $114 at their bake sale to benefit RARA food pantry.
• Property Committee:  The Vestry had asked the Property Committee to look into the lighting proposal. The Property Committee recommends that the church stay with the old globes, the old design and old color. This will be more costly on the front end. Tom stressed that a special mold would need to be ordered at a very high cost. However, all the globes need not be replaced currently, perhaps only three or four. It was recommended by the Property Committee that the Vestry ask the Finance Committee for funding. Bob said that the Vestry would need exact costs before the Vestry could decide. Woody said that in the Finance Committee meeting, the idea was raised of perhaps getting an energy audit done regarding the lighting. He went to VMI and spoke with the senior project coordinator and he said that they could make that a senior project if we would like them to at no cost to us. Cadets would come to the church and go over everything, checking for heat efficiency, cost effectiveness, etc., and they would receive a grade for their work. Elizabeth nominated John Burleson to fill out the necessary form to request the cadets do this for us since he is knowledgeable, having been on the Property Committee. John agreed.

            John mentioned that the church sign which will be discussed later at this meeting.

• Columbarium Committee:  Dick reported that a sample cover plate has been received but no cost estimate yet.
• Green Committee:  Elizabeth reported that the guest speaker, James Kahn, gave an interesting program to a “small but high quality crowd.” The next speakers they hope to have are two gentlemen who gave a presentation at Council last year on Water Conservation. December Cross and Crown will have an article reminding Lexington City residents as to the requirements of curb side pick-up. The Green Committee has a project in mind asking people to bring in one of their old mugs to be used at coffee hour replacing the need for paper products. This is still in the planning stage.
• Ad Hoc Committee on Committees:  George and committee are working diligently and will make a report in December.
• Report from the Augusta Convocation:  George will report on this next month. Convocation meets at R. E. Lee in January.

Old Business

• Vestry nominations for 2009:  John reported that as of today there are six people who have agreed to stand for the Vestry’s five open positions. They are Carole Elmore, Mary Doyle, Tim Gaylard, Judy Glick, Sarah Lanford and Don Whittington. Bob has tried, since obtaining these six people, to get at least one more to stand so that there will not be just one person left who does not fill a position. He is still waiting to hear back from one person and Roger mentioned that he is still waiting to hear back from one other person as well. Kay is working on getting the bios and pictures in the December Cross & Crown. Bob has asked if she could hold off sending the C&C for printing until they hear back from these two people. Bob and the committee contacted 38-39 people and were able to get only these six people to agree to stand for the Vestry. Bob wondered if maybe now is the time to downsize the Vestry but it would be a hasty decision and one that Tom thought didn’t need to be made right now. Much discussion followed but a decision to reduce the size of the Vestry was tabled until a later date.
• Sign: A sign identifying R. E. Lee Memorial Church is the first order of business as far as signage goes. A drawing of the proposed sign was e-mailed to the Vestry members prior to the meeting (see attached). Bob discussed the color, size and placement of the sign which is being designed by Andy Wolfe. Andy will present a model sign for approval. The sign is to be placed closer to the sidewalk and visible from the road. It will be a burgundy color, made of wood and lacquered, and have the Episcopal seal at the top. On the back, visible by parishioners leaving the church, would be “Go in peace to love and serve the Lord.”

New Business

• Resignation of Vestry Member and appointment of Alternate: Bob read Bridget’s letter of resignation from the Vestry. The alternate, the next in line by votes, from last year was Punky Dod. It was Punky’s understanding, when Bob called her to see if she would run for the Vestry this year, that she would be appointed to fill Bridget’s spot on the Vestry.

      Action: Bob asked for a motion to appoint Punky to fill Bridget’s spot on the Vestry. Julia so moved and Elizabeth seconded. The motion passed unanimously.

• Ex Officio Membership, Endowment & Investments Committee:  Bob noted that in the committee’s last year’s annual report they recommended to the Vestry that the Wardens, the Rector and the Treasurer be made ex officio members of that committee.

          Action: Bob made a motion that the Rector, the Wardens and the Treasurer be made ex officio members of the Endowment and  Investments Committee. Woody seconded. Motion passed unanimously.

• Vestry Appointment for Gadsden Committee: The Gadsden Committee has two openings. One person is appointed by the Trustees. The Trustees have appointed Julia Littlefield to fill that opening for 2009-2011. Lu Dooley was appointed by the Vestry three years ago and her first term is up now. She is secretary of the Gadsden Committee.

      Action: Bob proposed to the Vestry that Lu Dooley be appointed for a second three-year term to the Gadsden Committee. Roger seconded. It was noted that Lu had agreed and is pleased to serve. Motion passed unanimously.

• Designation of Campaign Funds for Repointing: As was discussed, Bob asked the Trustees to ask the Gadsden Committee for $15,000 in funding for the repointing project. The Trustees agreed but said that the Vestry would have to designate $15,000 from the capital campaign proceeds toward that same project. It is supposed to be a match of monies raised by the congregation.

      Action: Bob asked the Vestry to designate $15,000 from unrestricted funds from the capital campaign for the repointing project and would then ask Gadsden to match that amount. Susan seconded.

      Much discussion followed about the costs of the repointing, over how many years this project is going to take to complete, the cost of scaffolding, and how much money should be asked for from the Gadsden Committee.

Action: Friendly amendment by Roger that the Vestry request from the Gadsden Committee be $5,000 rather than $15,000, the $5,000 to be matched by unrestricted funds from the capital campaign. Both the motioner and seconder accepted this friendly amendment.  Motion passed unanimously.

• Vestry Committee for Undercroft:  Tentative proposed plans for use of the undercroft were e-mailed before the meeting to members of the Vestry (see attached) and a more detailed drawing was distributed this evening. No action is required at this meeting. These are for cost estimates only. Bob discussed the plans and a lively discussion followed. Bob emphasized that this is just a starting point.
• Vestry Retreat:  Tom and Woody drove out to the Young Life Camp on Bratton’s Run to consider it as a possible site for the Vestry Retreat. They have a cottage that will sleep 12, it has a large common room, large kitchen, and beautiful views. The cost is $49/person per night. The only workable date of the three options is January 9-10, 2009. This needs to be reserved as soon as possible.

      Action: Woody moved that the Vestry Retreat be held at the Young Life Camp January 9-10, 2009. John Milford seconded. Motion passed unanimously.

Comments by the Wardens:  George is not in attendance. The only concern that Bob has is the budget for the upcoming year, noting that unless significant pledges are realized we will have to make serious cuts in the proposed budget for 2009. The lay person who is head of Augusta Convocation is coming to the December meeting of the Vestry. He has been asked by the Bishop to visit all the Vestries and discuss diocesan programs.

Comments by the Rector: Tom said that the items on his agenda had been covered. He let everyone know that the time frame for them to pick up their adopted child has been extended to 37 months from the time the papers were filed and accepted by the Chinese government agency. Tom also mentioned that he felt good about the stewardship campaign. There have been several increased pledges and a good response. Tom feels that the Ministries Fair is the best way to get people involved in the workings of the church. Bob wondered if maybe the Ministry Fair should be done twice a year.

Closing Prayer was offered by Gretchen.

Next Meeting: 5 p.m., December 15, 2008

Meeting Adjourned at 7:00 p.m.

Respectfully submitted,

Gail G. Dick, Clerk