The regular monthly meeting of the Vestry of R. E. Lee Memorial Church was held Monday, January 18, 2010, at 5:00 p.m. in the Parish Hall of the church.

Present: The Rev. Tom Crittenden (chair), John Milford (Senior Warden), Judy Glick (Junior Warden), Suzanne Carmichael, Jay Crawford, Doug Cumming, Punky Dod, Mary Doyle, Tim Gaylard, Elizabeth Harralson, Sarah Lanford, Julia Littlefield, Steve Riethmiller, Gloria Smitka. Don Whittington, and Gail Dick, clerk. Absent: Dick Rathmell

Open and Prayers: Tom asked for any prayer concerns and opened the meeting with the collect for Martin Luther King, Jr. day.

Approval of December Minutes: Stand as published.

Committee Reports:

• Green Committee:  Elizabeth reported that the Green Committee is planning two events. One will take place at the end of May after the 10:30 service on the courtyard. It will be a “recycle, re-use, and reduce fair.” It is hoped that locally produced food can be served and that parishioners of all ages will participate. The second will be a Rogation Sunday event, perhaps to include the 10:30 service and a pot luck lunch at Boxerwood. Tom added that if this event is held, it would not take the place of the 10:30 service to be held at Lake Robertson in June or July. Elizabeth reminded the Vestry that part of the Green Committee’s mission statement is to “enhance God’s creation in our worship.”
• Finance Committee:  Don Whittington noted that there is a surplus in funds from 2009 which will be used to cover the 2010 deficit. He did not have anything additional to add as discussion of proposed budget will follow later on the agenda. Elizabeth did question two categories on the short form regarding “Office” and “Miscellaneous Administration” expenses. John Milford explained this to everyone’s satisfaction. Judy asked about the shortfall in pledge payments.
• Property Committee:  Steve Riethmiller was thanked for accepting chairmanship of the Property Committee. He and John Milford, outgoing Property Chair, plan to meet this coming week. John noted that the comprehensive study of the undercroft is complete. The mold that was discovered is a common type of black mold. A dehumidifier is being run to help take care of this problem. A closet in the kitchen area appears to be where water is coming in on the west side of the building. It was suggested that the drainage on this side of the building be redone to help alleviate this water problem. After making the necessary repairs, insulating the ceiling, and putting in a drop ceiling, it is hoped that the undercroft will be a very usable space. Elizabeth asked how the roofs fared after all the snow we had. There were no problems with leaks. Tom explained why ¼ of the church driveway fell into the Hillel House building project. The drain empties directly into that area. The project manager for the Hillel House will propose a couple of possible solutions to this problem.

There were no other committee reports.

New Business: 

• Tom noted that there was one additional item of new business, in addition to discussing the proposed 2010 budget, and that is that the Vestry needs to vote on the changing of the alternate delegate to council. Because George Brooke will not be attending Diocesan Council, he asked Elizabeth Harralson to go in his place. The Diocese advised the church that she was not listed first on the submitted list of alternates and the Vestry must approve her as first alternate. There was a motion and a second that Elizabeth Harralson be moved to the position of first alternate to council 2010. Motion was passed unanimously.
• Proposed 2010 Budget:  Tom noted that the church has had a balanced budget for four consecutive years. There has been a growth in endowments. The proposed 2010 budget shows a deficit of $12,190.33. This will be covered by utilizing the operating surplus from the previous year. Sharon Massie will be brought on full time at the beginning of January for the entire year. There has been no cost of living raise for the staff. Elizabeth noted that the diocesan staff took a 5% salary cut for 2010. The draw on endowments is proposed to be up ¼ percentile from last year to 4.75% for this year. Tom asked for additional questions or comments. Since this proposed budget comes directly from the Finance Committee, there is no need for a second. The motion to approve the proposed 2010 budget passed unanimously.

Judy asked about the upcoming Annual Parish meeting which will be held Sunday February 14^th at 9:15. She was unclear as to what was expected of the Vestry other than their attendance at the meeting. Tom said that was it. It was also noted that all parish committee reports need to be given to Kay before that meeting.

Old Business: No old business.

Comments by the Wardens:

• Sr. Warden: It was noted that John Milford had been Sr. Warden for a whole week! He has received an e-mail from George Brooke regarding standing committee assignments. John noted that he needs to get that finalized.
• Jr. Warden: No comment from Judy.

Comments by the Rector:  Tom passed around two sign-up sheets: one for each Vestry member to sign up for the closing prayer at each of the upcoming Vestry meetings, and the other for each Vestry member to sign up for the best day for them to meet with the rector in small group format. Tom noted that Sharon Massie will now be the church’s webmaster.

Tom closed with prayer.

Meeting adjourned at 6:00 PM.

Next meeting will be Monday February 15, 2010 at 5:00 p.m.

Respectfully submitted,

Gail Dick, clerk