The regular monthly meeting of the Vestry of R. E. Lee Memorial Church was held Monday, October 20, 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, Bob Glidden, Bridget Kelley-Dearing, Julia Littlefield, John Milford, Dick Rathmell, Woody Sadler, Gretchen Walden, The Rev. Thomas Crittenden, Sharon Massie, guest and Gail Dick, clerk

Absent: Elizabeth Harralson

Lesson and Eucharist: Sharon Massie and John Burleson read the scripture according to Matthew 22:15-22. Time was given for reflection and discussion. Tom asked for any prayer requests and celebrated the Eucharist.

Committee Reports:

• Finance Committee: Woody Sadler presented the financial report noting that the church finances were on track through September. He briefed the Vestry as to what the financial crisis has done to R.E. Lee Church stating that in December 2007 the endowment was at $4.26 million and as of October 14, 2008, it was down to $3.12 million. An update on the Every Member Canvass showed that so far we have 115 people/units who have pledged for at total of $265,000. $400,000 is the goal. There are still 85 people/units who have not yet pledged but who pledged last year. 56 units increased their pledge, 10 units have decreased, 43 remained the same, and there are six new units pledging. If the 85 units that pledged last year increase their pledge by and average 8.6% then the goal of $400,000 will be met.  The Altar Guild has asked the Finance Committee for permission to purchase a brass socket candle holder for the advent wreath at the cost of $68.50. They requested that the funds come from the Memorial Fund. Action: Woody made a motion on behalf of the Finance Committee that permission be granted to the Altar Guild to make this purchase. All Vestry members being in favor, the motion passed unanimously. Woody also noted that it is his understanding that all Bazaar proceeds will be used to offset an anticipated shortfall in Outreach. Going back to the Every Member Canvass, Woody suggested that he believes the wardens, head of the Stewardship Committee and the rector, as well as the Financial Secretary, should be advised as to each parishioner’s pledge, which he believes would make the Every Member Canvass more effective. Much discussion followed with no decision to pursue the matter further at this time.
• Stewardship Committee: Susan Cross advised that the committee will be meeting on October 27, 2008 at 5:30 in the conference room. The committee would like the all Vestry members to attend this meeting so the list of names of those still needing to return their pledge cards may be divided up for the follow-up reminder calls.
• Property Committee: John Burleson reported that the Property Committee held its meeting the first day of October. Topics of discussion were the roof, lighting, and the church sign. The roof project is moving along. John will meet with Mr. Seaman this week. He is the roof liner man. Peter is working some on the lighting. There is still discussion about the new globes and the brightness of the new lights. Also, it was reported that Virginia Dabney has been working on a church sign as well as Bob Glidden and George Brooke. Virginia has apparently obtained some estimates. Bob already has an order in for the sign and a donor has been identified. Bob asked that Virginia be advised of this.
• Christian Education: Sharon Massie distributed an excellent report on Christian Education programs available (see attached).
• Columbarium Committee: Dick Rathmell reported that the two arks have been installed. There is some difficulty in determining how to inscribe names and dates on the cover plates – we are still working on that. There will be a special service on All Saints Day that will mention the progress of the Columbarium Committee. There is one plant in the garden that needs to be replaced but all in all everything is progressing well. Bob confirmed with Dick that the Vestry had passed all policies as Dick recommended last meeting, including what we will charge for the niches. It will need to be decided how everyone will be informed of this. Dick advised that he has written up an annual report which will be distributed.
• Green Committee: Molly asked Jay to read a report from the Green Committee that will be in the Cross & Crown. It mentioned that Prof. James Kahn of W&L’s Williams School of Commerce will be speaking in the Parish Hall on Wed., Nov. 12, at 7:30 pm. His expertise is in the economics of the environment. He will speak on Environmental Preservation Economic Progress: Pipe Dream or Necessity. The program will take place in the Parish Hall and is open to the public. This will be in Cross and Crown and local papers.

Old Business:

• Vestry Recruiting for 2009:  John Burleson is chairing the committee for recruiting new members to the Vestry in 2009. John reported they have a list of 30 names that have been provided by Vestry members. John passed this list around to which the Vestry may add other names. Bob asked that the group get together by the end of this month either in person or by e-mail, to narrow the list down to about 12 people to begin with and to ask these people on the list if they are willing to serve. If five are to be elected, there should be at least seven but preferably eight or nine candidates. George noted that all should be asked to make sure they are willing to serve.
• Sign: Andy Wolf is the person George and Bob are working with on the proposed sign. He has done many of the signs for the Horse Center. Bob and George met with Andy at the Horse Center and looked at a variety of signs. The proposed sign will have the Episcopal seal at the top and would say “R.E. Lee Memorial Church” and in smaller letters underneath “The Episcopal Church Welcomes You.” It will be about 4’ wide and approximately 30” high, made out of white oak, painted with a lacquer finish in a deep red color, lettering either gold or white. Andy will have a mock-up for approval before investing in the real thing. Andy would install the sign, placing it probably behind the banner sign which is now hanging on the front railing outside the church. John Milford asked about perhaps another sign on the W&L side of the church. John Burleson asked that a Vestry member brief the Property Committee on progress being made on the sign.

New Business:

• Vestry Member for Gadsden Committee: Bob made note that there needs to be a Vestry member on the Gadsden Committee. Bob and Roger are both on the Gadsden Committee now and both will be going off the Vestry at the end of this year. Bob noted that he will also be going off the Gadsden Committee as well so a replacement from the Vestry needs to be appointed.  He recommended that this person be a first year Vestry member to ensure that at least for the next two years there is a Vestry person on the Gadsden Committee. Bob will be contacting someone to fill that slot. He also asked for a volunteer for this position.
• Vestry Committee for Undercroft: Bob mentioned that now is the time to start thinking about renovation of the undercroft. He would like a Vestry committee to work with him, George, and Tom. The proposed Vestry members for this committee, if they are willing to serve, are Julia Littlefield, Jay Crawford, John Burleson, and Elizabeth Harralson. Bob would like this group to meet soon. John Burleson offered that he thought that whoever takes his place as Vestry liaison to the Property Committee should also be on the Undercroft Committee.

Report on “Safeguarding God’s Children” Program:  Sharon Massie told the Vestry that she and James Keane had participated in a training session at Evans House on Safeguarding God’s Children. She offered a 30 minute DVD which is being in compliance with the Diocesan policy that the Vestry be aware that this is the literature that the Episcopal Church requires for the healthy and wholesome youth ministry. Tom expects the church leadership to be aware and vigilant. There is a need to protect the staff as well. The church is now running background checks on all paid employees at the church.

Comments by the Wardens: George had no comments. Bob is going to give a report on the Capital Campaign when the conclusion of the campaign is celebrated on All Saints Sunday. The results of the campaign are as follows:

Steeple:            $328,000

Kitchen: $85,300

AC and Upgraded Electrical: $62,000

3 New Endowed funds were established to support programs of the parish:

            J.S. Love music endowment:   $30,835

            Clergy/Staff/Support:               $25,000

            Youth/College Resources         $100,000

The Jones Fund was used to match or supplement what was raised from the campaign to make these endowments whole at a minimum of $25,000. These three endowments should produce about $6500 a year in perpetuity. In the Campaign, parishioners pledged $560,552 of which $414,880 has already been paid. There were 134 individuals or pledging units making a pledge to the campaign, which was nearly 70% of all pledging units. Last year there were 195 pledging units. There are still some unrestricted funds which can be used. Molly asked if the funds for the undercroft will come from the capital campaign. There is about $6000 left in the allocation that the Vestry made for renovation of the kitchen and the AC and electrical upgrade, but that may not be enough to finish the undercroft. There are, however, some unrestricted funds still available from the Campaign.

Comments by the Rector: Tom said that there have been some questions raised regarding the fund raising dance for the adoption of their child. He would like to clarify some of those. This is not a church sponsored event. Some of the Vestry members shared concerns heard from other parishioners. Tom said that they need about $15,000 for the remainder of the adoption fees. They have already paid $7,000. It has been suggested that Tom address the congregation to answer some of the questions parishioners may have. He will do that this coming Sunday October 26, 2008.

Closing Prayer: John Milford gave the closing prayer on behalf of Jay Crawford, who had to leave the meeting early.

Adjournment: The meeting was adjourned at 6:55.

Next meeting:  November 17, 2008 at 5:00

Respectfully submitted,           Gail Dick, Clerk