Vestry Minutes
RE Lee Memorial Episcopal Church
15 June 2009

The regular monthly meeting of the Vestry of R. E. Lee Memorial Church was held Monday, June 15, 2009, at 5:00 p.m. in the Parish Hall of the church.

Present: The Rev. Tom Crittenden (chair), George Brooke(Senior Warden), Judy Glick (Junior Warden), Molly Brown, Jay Crawford, Susan Cross, Punky Dod, Mary Doyle, Elizabeth Harralson, Sarah Lanford, John Milford, Dick Rathmell, Woody Sadler, and Gail Dick, clerk. Absent: Timothy Gaylard, Julia Littlefield, and Don Whittington. Guest: Merce Brooke

Lesson and Eucharist: The Gospel appointed for the Second Sunday after Pentecost, Mark 4:26-34 was contemplated and discussed. Tom asked for any prayer requests and celebrated the Eucharist.

Approval of May Minutes: Accepted as published.

Committee Reports:

  • Finance:  Woody (jokingly) reported that the Finance Committee says “Trust us.” There was no Finance Committee meeting or detailed financial report available this month, but all finances seem to be on track. The next FC meeting will be in July or August and a full financial report will be available after that meeting.
  • Outreach:  Punky announced that Hospice is the highlighted mission for June. Sharon Massie visited the last Outreach Committee meeting and discussed the Contra Dance that is to be held at R. E. Lee Church each month. At each of these dances, there will be a table set up to sell snacks and beverages. This month, the proceeds from the table will go to Hospice.  At each subsequent dance, the proceeds will go to the designated Mission for the Month. The Outreach Committee will not meet in July.  Sarah reported that she still has approximately $2000 in the Mission Emergency Fund. Requests for last month were in the amount of approximately $1000, higher than it has been. Sarah noted that there is about $4000 in the contingency fund. The committee voted to take $1000 from the contingency fund for the Mission Emergency Fund and $1000 for RARA, also very much in need. Tom interjected that R. E. Lee Thursdays at the RARA Food Pantry seems to be going very well.
  • Stewardship:  Susan noted that as other committees are winding down for the summer the Stewardship Committee is gearing up. The theme this year is “Stewardship as an Ongoing Journey.” The Living Stewardship Program will be used for the campaign. The committee will be writing monthly articles for the Cross & Crown throughout the year, not just in the Fall. Bob Glidden updated the proposed financial goal for 2010 to $390,000, a 7% increase over last year.  This is based on an increase in personnel and other line item expenses, as well as a reduction in endowment and capital campaign income. Specifically, George noted a 3% rise in personnel, a 2% increase in other line item expenses, and an assumption that the income from the endowments will be down 5%. Therefore, according to Bob Glidden, there could be a $24,700 decrease in revenue in 2010. Tom noted that the Stewardship Committee is moving in the direction of making stewardship a year round, rather than a seasonal process and awareness. Mary asked about the possibility of having a contribution box for visitors and tourists. Tom said he would like to incorporate that into a welcoming/visitors table in the Narthex. He would like someone assist him in carrying out this project.
  • Green:  Elizabeth reminded everyone that on Wednesday June 24 at 7:30, Rockbridge Grown will be making a presentation at R.E. Lee Church in the Parish Hall. This is a local organization trying to connect producers of locally grown food--lamb, beef, chicken, vegetables and fruits with local consumers. A butcher will be present, as well. They will be talking about their “every house a garden” effort. A presentation will be given to encourage people to grow their own vegetables. In August, the Green Committee will host a potluck supper, inviting people to bring dishes using locally grown produce. The dish ingredients may be home grown or purchased from the local farmers’ market. The program for this potluck supper will be a sing-along using the Roots and Shoots Garden Songs.
  • Memorial Gifts:  Elizabeth reported that the Memorial Gifts Committee met yesterday to act on a funding proposal from Daniel. The choir room is in need of new shelves to store music folders,  hymnals, and other personal items. The current shelves are in poor shape. Kevin Dick and Peter Drake, professional carpenters and woodworkers, came to look at the space and, with Daniel, came up with a plan for new shelves. The cost estimate is $1250 for finished wood or $1000 for painted wood. These prices are comparable to or less than items looked at in office supply catalogs, none of which are exactly the product they need. Daniel feels the finished wood would be preferred. There are monies in an undesignated memorial fund in the amount of $5898 and an additional $778 in the Mary Owens Griffith fund. The Memorial Gifts Committee approved a $1250 expenditure (for finished wood) from the memorial fund. George spoke with Bob Glidden about whether or not there is a need for this to be approved by the Finance Committee.  Bob says no, that the Memorial Gifts Committee is not accountable to the Finance Committee for their own money. It is the recommendation of the Memorial Gifts Committee that $1250 for finished wood choir shelves be taken from the $5898 in undesignated funds. Passed unanimously.
  • Property:  John Milford reported on three main items:  1) The Parish House roof has been repaired. The final bill came in $8.48 under budget. George spoke with the foreman on the job and he suggested that we be certain the roof does not leak at all before doing any repairs on the ceilings of the three classrooms affected in the past. 2) The Parish House sidewalk is the next project. John Friedrichs should be able to start in early August. It should be a one week project. When the sidewalk is completed, John will start repointing the west wall of the church. Repointing should be finished by October.  Elizabeth asked if it wouldn’t be a good idea to address the lighting issue while the sidewalk is being worked on. There was some discussion as to the type of outside lighting needed on the Parish House. John noted that no headway is being made on this at the present time. 3) The air conditioning in the office suites apparently has been off and on for quite some time. Now it is more off than on. Rockbridge Co-op came and gave an estimate of $2887 for repairs.  John will continue to work on the problem.
  •  Cadre Team Special Report:  Merce Brooke attended the Vestry meeting  to give a report on the Cadre Team’s work. The Cadre Team is made of up of four core members: Merce Brooke, Barton Dick, Bob Glick, and Gordon Woodcock. Gordon has patched several holes in the driveway. Bob and Gordon have been working on the drainage issue around the Scout room. The bench has been sandblasted, painted and returned to its place. The men’s toilet on the second floor has been repaired. The outlets in the Boy Scout room have been replaced. The step up to the stage has been repaired. The coat hanger pegs in the Narthex have been repaired and screwed into the wall. A switch has been secured in the treasurer’s office. A new cover has been made for the roof entrance in Daniel’s office. An estimate for the electrical work that needs to be done has been received from Donald’s Electric in the amount of $2000. Merce feels that they can do a lot of that work themselves. The cadre team started working on the undercroft this past weekend, taking chalk boards off the walls, removing nails and screws, and patching holes. Some plaster that has become soft underneath one window will have to be removed and replaced with drywall. One of the windows has actually been pushed out a bit. Perhaps it can be pushed back in, repaired and secured.  The windows have been painted multiple times in past years. Merce asked if they should be repainted again or restored to their natural state. Painting of the undercroft will be the next undertaking. Merce asked what color should be used. All agreed it should be a light color. Tom Hart has removed the rails and filled in the holes.

 

Old Business

  • Undercroft:  See above report by Merce Brooke on the Cadre Team.
  • Church Sign Update:  The sign has been approved by the Property Committee. It is a very fine product. Lee Sauder has the sign presently, as he is working on the staff. The sign is very heavy; thankfully, Lee has experience hanging signs.
  • Columbarium: Proposed Policies & Niche Certificate: George reported that a draft of columbarium policy and the niche certificate have been drawn up by Tom and Kay, combining all the notes from Dick Rathmell. Copies were handed out. Tom asked that members review this draft and make any comments to him by one week from today. At that point, a nice final brochure will be put together. There will be a need for an ongoing Columbarium Committee, perhaps a subcommittee of the Property Committee to work with the rector in the event that revisions in the policy and/or fees are necessary. The vestry thanked Dick profusely for his hard work on this project.
  • Status Update on Parishioner Gift for Interior Church improvements and Improvement Plan: Tom reported that the carpeting in the Nave will be removed this week. After church on Sunday, the pews on one side of the nave will be lifted and moved to the opposite side of the nave. One week from today, the 22nd, Donald’s Electric will rewire the chandeliers on the nave side that is absent the pews.  The floor refinisher will be here at the same time.  Once the work on one side of the nave is complete, the opposite side will be worked on in the same manner.  For two Sundays, June 28th and July 5th, while repairs and renovation are taking place, church services will be held in the Parish Hall. The Worship Committee will be asked for input regarding the services in the Parish Hall. Tom is having a hard time getting estimates on refinishing the chancel floors. Tiling of the Narthex and bridge has not been scheduled as Tom is still waiting for estimates.  The old organ has been removed from the balcony. Daniel has identified a new piano and the current one, which is on loan, has gone back to its owner.  George read and circulated a letter from the donor of the $50,000 gift to refurbish the nave, chancel, narthex and balcony.  This letter is attached to these minutes in the minutes book.  The vestry expressed their deep appreciation for such a generous gift.  Judy says that the pew cushions have been ordered for the pews in the nave, the four pews on the bridge, and the altar kneeling cushions.  The choir pews will not have cushions, though four individual cushions have been ordered for use as necessary. All cushions will have sound reflective inserts. Connie will be advised to dispose of the old cushions in a way that she sees fit.
  • Report on Gadsden Committee Tax Status: Woody spoke with Bob Glidden, head of Finance Committee, after the last meeting.  In an effort to make certain the church is following IRS guidelines, Bob said that Buddy Atkins, the church treasurer, will get together with the auditors to make a determination about the relationship of the church and the Gadsden endowment regarding the tax status of Gadsden funds.
  • Report on Status of By-Laws:  George spoke with Alan Boyce at the Diocese. Alan said there had been no action on the by-laws at the diocesan level.  George, Tom, and Bob Glidden will get together in July, with Bob’s draft of the by-laws, in order to put them into a working draft to submit to the diocese and vestry.

 

New Business

  • Does the Vestry want to meet in July? Elizabeth suggested that there be no meeting unless there is a need for a called meeting. Tom agreed and said that the next scheduled meeting will be Monday, August 17, 2009 at 5:00 in the Parish Hall.

 

Comments by the Wardens:

  • Judy:  No Comments
  • George: George reiterated that the bench had been refurbished and that the Gilliam family is working on a plaque. A rededication of the bench may be in order. George also mentioned that the only response he has received from his letters requesting grant money has come from the Bryant Foundation. There is no grant money available currently but George asked that should monies become available, that R. E. Lee be reconsidered. George will be away for the next two weeks and asked that Judy be responsible for reviewing the draft of the minutes and for getting them out to the vestry for review.

 

Comments by the Rector: Tom is back from a week’s visit to Tallahassee. He and his family will be away July 1-15. He is taking off Sunday July 5th but will be here to preach on Sunday July 12th. Bob Copenhaver will be here on July 5th.

Jay closed the meeting with prayer.

Next meeting 5:00 P.M., Monday, 17 August 2009 (Parish Hall).

Meeting adjourned at 6:40 P.M. 

Respectfully submitted,

Gail Dick, Clerk