The regular monthly meeting of the Vestry of R. E. Lee Memorial Church was held Monday, November 16, 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, Sarah Lanford, Julia Littlefield, John Milford, Dick Rathmell, Woody Sadler, Don Whittington, Gail Dick, clerk and guests, Theresa Brion, Mo Littlefield, and Anna Crockett. Absent: Tim Gaylard and Elizabeth Harralson.

Lesson and Eucharist: The Gospel appointed for the Twenty-Fourth Sunday after Pentecost,             Mark 13:1-8, was contemplated and discussed. Tom asked for any prayer requests and celebrated the Eucharist.

Approval of October Minutes: Minutes stand approved as published.

Committee Reports:

• Stewardship: Susan Cross reported that the Stewardship Committee met with the Vestry on 9 November to review the current status of this year’s Every Member Canvass (EMC). As of that date, the total amount of pledges received was $306,660, with pledges from 149 units having been received: 51 have increased their pledges, 25 have decreased, 57 have remained the same, and there are 16 new pledges. It was noted that pledges have not yet been received from 46 units which have traditionally pledged in the past. Vestry members were asked to make follow-up calls to these 46 units by 18 November and ask for some kind of commitment, since the preliminary budget will have to be discussed by the Finance Committee at its 15 December meeting and the EMC objective this year is $381,500. The financial secretary, Anita Ramp, has said that if all pledges come in as anticipated, she believes that this objective will be met.
• Bazaar Update: As a co-chair of this year’s bazaar, Susan stated that she was pleased with the results, and especially with the initiative shown by the church youth. She noted that Carrie Connelly had set up a table with jewelry that she had made and had taken in $60. Susan added that there are several other members of the youth group who want to learn to knit from members of the fanciwork ladies so that they can knit some things for next year’s bazaar. So far almost $9000 has been raised from the event, but this does not count earnings anticipated but not yet received, such as the continuing sale of plum puddings and remaining outstanding monies from the silent auction.
• Pastoral Care Committee:  Judy Glick stated that the new RATS van transportation program is working well. The RATS van is bringing four members to church from Kendal on Sundays. Judy hopes that if the program continues to be successful, when the RATS grant money runs out late next year, R.E. Lee Church can continue it by providing the necessary funding out of the church budget.
• Green Committee:  Molly Brown reported that the November 8^th festive harvest pot luck dinner at the church, which included a presentation by W&L’s Chris Wise and Bill Hamilton, went well.
• Finance Committee:  Woody reviewed the monthly financial reports. With respect to the status of the operating budget, pledges have fallen behind in the last two months; this drop in revenue has been compensated for by an increase in free will offerings and lower expenditures. Nevertheless, the pledge situation will have to be watched. There are no other lines which look unusually skewed. Woody also noted that the church funds continued to look healthy, and that we have withdrawn $306,241 from them this year. Finally, he noted that in his view, the church had been hampered for years in its maintenance efforts because it had never had a maintenance endowment fund. Monies which had been left to the church for the express purpose of maintenance had therefore been put into the general church endowment fund. When interest had been taken from this fund it had not always been used for maintenance. After brief discussion by the Vestry, Woody made a motion that the Endowments and Investments Committee be directed to establish a Maintenance Endowment Fund, the Fund to be funded with future gifts. Julia seconded this motion. Passed unanimously.
• Property Committee:  John Milford stated there has been no further measurable displacement in the front (south side) wall of the Parish House since last month. However, with the construction of Hillel House going on next door, this is being monitored more often. The toilets on the 2^nd floor of the Parish House were replaced on 14 November. This coming Saturday, 21 November, Bob Glick and others will begin putting insulation in the Parish House attic, and the new sidewalk in front of the building will be cleaned and a sealant applied. John also reviewed John Friedrichs’ report (see last month’s Vestry minutes) and provided follow-up information on the various projects associated with it. Rockbridge Environmental’s proposal to check for a mold and moisture problem in the undercroft has been accepted by the Property Committee, but a date for them to come in and test has not yet been set. Tom Hart’s proposal for putting in a new undercroft ceiling has also been reviewed by the committee and is within budget; it is the intent of the committee to have Tom install a new ceiling after Rockbridge Environmental is done. In the interim, a dehumidifier will be placed in the space. Tom Hart was also asked to check the extent of water damage to the ceiling in the various rooms on the third floor of the west side of the Parish House, incident to having someone come in and do repairs. Tom found that there is still some moisture accumulation in the ceiling above the high school room; Largent Roofing will be asked to come back and plug any possible leaks. The ceiling in the remaining rooms can be repaired, as can the damage in the elevator shaft, which also appears to be free of moisture now. Tom Crittenden asked that when the work is undertaken, drywall be put in the bridge at the same time.
• Worship Committee: Mary Doyle reported on the proceedings of the last Worship Committee meeting, held on 3 November. The new bulletin format was a topic of much discussion at the meeting because numerous parishioners had expressed their preference for the old, smaller format. To address concerns about the waste of paper with the larger format, Mary attempted to demonstrate that no more paper is being used with it than with the smaller. Some Vestry members expressed their concern that there is too much music being printed in the bulletin (which also wastes paper) when most parishioners don’t read music, and that there is no need to print the words of the service in the bulletin when they are already available in the Prayer Book—which Episcopalians should know how to use. Tom said that a major reason for the larger format is to make things more user friendly to any non-Episcopalians who may be in attendance. Parishioners can always use the Prayer Book if they prefer to. Tom said that the new larger bulletin format will be used through Christmas and then re-evaluated. Mary also noted that discussions continue on when to use Rite I in lieu of Rite II, but that there is general agreement that Rite I should be used during certain seasons and other special occasions. This will be further explored by the Worship Committee. Molly asked about the feasibility of taping the services. She related that it is such a blessing to those who are unable to attend. Tom said that he will look at this.

Old Business:

• Update on “Episcopal Church Welcomes You” sign: In Elizabeth’s absence, George discussed an interim report which she had prepared on this subject. In the report, Elizabeth noted that city ordinances prohibit the placing of such signs within city limits. She also discussed the issue with the county planning director and with VDOT personnel. If any of the property owners of the land within a quarter mile of each of the four main entrances to the city agree to let us place a sign on their property then we can do so on their respective property. Obtaining this permission will be the next step. Elizabeth’s report also provided sign cost information and the two different designs which are available. More to follow next month.
• Update on Church Interior Renovation and Gadsden Funds Request: Tom reported that the new carpet runners have finally been placed in the nave. With the exception of the kneeler cushions around the chancel rail, which do not fit and will have to be re-made by Waggoner’s according to new measurements, phase II of the church renovation project is now complete. The next phase will be financed by matching funds from the Gadsden Endowment. George reported that earlier this month the Trustees had approved the Vestry request for these funds in the amount of $12,591. The Gadsden Committee will meet on 16 December to set these funds aside. Phase III is to include rewiring of the chandeliers to allow more wattage to the lights, painting of the balcony walls and bell tower, and completion of the restoration of the floor in the bell tower. The last item is estimated to cost $400-$500. The amount spent thus far on the interior renovations is approximately $49,700.
• Vestry Nomination and Election Process: There are now five people who have agreed to stand for election to the five slots which will come open on the Vestry in 2010: Myra Brush, Peyton Craighill, Punky Dod, Pat Gibson, and Gloria Smitka. George stressed that it was imperative that more nominees be identified during the upcoming week, as nominations close on Sunday, 22 November. Otherwise, the idea of an “election” becomes a moot point.

Since the election will not be conducted in conjunction with the annual meeting this year, the Rector and the Wardens, with the approval of the Vestry, established the following procedure for it:

1. A polling station will be set up in the Parish Hall on Sunday December 6, 2009 beginning after the 8:00 service and remaining open until 10 minutes following the end of the 10:30 service. It will re-open 10 minutes prior to the 5:00 service and close 10 minutes following that service.
2. The outgoing Vestry class (George Brooke, Woody Sadler, Susan Cross, and Molly Brown) will be responsible for setting up the station, manning it, securing the ballots, counting the cast ballots, and providing the results to the Rector for announcement. Announcement will be made on the parish website and in the following Sunday bulletins.
3. The five persons receiving the most votes will be elected and will not need a majority vote.
4. There will be absentee ballots available in the church office before the election for those who cannot attend one of the services on election day.

There are 341 qualified voting members according the annual parochial report. The list of qualified voters will not be published but parishioners will be reminded of the voter eligibility rules in the December issue of “Cross and Crown” and in the bulletins leading up to the election. A copy of the rules will also be available at the polling station.

New Business:

·         First Reading of the Proposed Bylaws: As previously agreed to by the Rector and the Wardens, and endorsed by the Vestry at this meeting, the following procedure will be used for adoption of the new parish Bylaws: At the November Vestry meeting there will be a “first reading”. Vestry members will have the opportunity to comment on areas in the draft/recommend corrections and resolve differences. A motion will then be made to accept the modified document as corrected. The motion will then be tabled until the December Vestry meeting. In the interim the document will be made available to the parish at large through the parish website, and with hard copies available in the church office and in the narthex. At the December Vestry meeting the tabled motion will be revived and amendments will be requested. After consideration of any amendments, a motion will be made to accept the Bylaws as amended. If passed, the Bylaws will then become official, pending approval by Diocese. Tom reminded the Vestry that passage of the Bylaws requires a 2/3 majority vote of the entire Vestry—10 votes—regardless of how many of the 15 Vestry members are actually present to vote. Therefore, it is imperative that as many Vestry members as possible be present at the 21 December meeting when the vote is taken.  Absentee ballots will not be permitted since the vote will be on amended Bylaws.

      As chairperson of the ad hoc committee which managed the final review of the draft parish Bylaws, Judy reviewed each paragraph of the document in detail, identifying any remaining areas of disagreement and asking for clarification of others. Most problem areas had already been resolved, since Judy had submitted the document to Vestry members for comment before the meeting. Only one area remained contentious: Article V, Section 1 reduces the size of the Vestry from the current 15 to 12. After considerable discussion of the merits and demerits of each, the Vestry voted, and the reduction to 12 prevailed, 8 to 7. After Judy had completed her review, and further discussion had ceased, Don Whittington made a proposal to accept the Bylaws as corrected. A motion was made to table this proposal until the next Vestry meeting, pending further review by the congregation.

Comments by the Wardens:

·         Junior Warden: Judy had no comment.

·         Senior Warden: George has sent an e-mail to committee chairs reminding them of the service term length of committee chairs and members. Chairs were asked to review their committee rosters and reply to him by 1 December. Committee chairs requiring replacing will need to be appointed by the Rector in consultation with the Wardens. Individual committee members can be appointed by committee chairs. The provisions of the “Guidelines on Standing Committees”, approved in January by the Vestry, apply. George also announced that Bill Stearns has agreed to head up the “Brass Brigade” this holiday season, replacing Mo Littlefield, who led this group for many years. The Brass Brigade will do its work shining up the parish’s brass in mid-December. Finally, George noted that because the annual meeting has now been moved to the second Sunday in February, committee reports for inclusion in the annual parish report will not be due until 15 January. He will be sending out an e-mail to committee heads in early December reminding them of this change.

Comments by the Rector: Tom mentioned that the recent heavy rains caused by Hurricane Ida had created problems next door with the Hillel House construction. The large amount of water spilling from the church’s roof had contributed to the washing out of a part of the embankment and the area underneath the Parish House exit driveway. In addition, parts of the retaining walls at the W&L construction site were destroyed. Consequently, the exit driveway from behind the Parish House parking area will be closed for the next 2-3 weeks. Tom also reminded everyone that between 8:45 and 9:30 this coming Sunday (22 November) a group of the church’s men, led by Grigg Mullen, will be serving breakfast. The group’s members hope that this will become a monthly event. Tom encouraged everyone to attend. 

George closed with prayer.

Meeting adjourned at 8:30 PM.

The next meeting is scheduled for December 21, 2009 at 5:00. (Vestry members will be polled to make sure that this date, which is close to Christmas, will be acceptable to all).

Respectfully submitted, 

George M. Brooke III, Senior Warden

Gail G. Dick, Clerk