The regular monthly meeting of the Vestry of R. E. Lee Memorial Church was held Monday, April 19, 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, Mary Doyle, Elizabeth Harralson, Sarah Lanford, Julia Littlefield, Dick Rathmell, Steve Riethmiller, Gloria Smitka, Don Whittington, and Gail Dick, (clerk). Absent: Doug Cumming, Punky Dod, and Tim Gaylard.

Opening and Prayers: Tom asked for any prayer concerns and opened the meeting with prayer.

Approval of February Minutes: Stand as published.

Committee Reports:

• Green Committee – Elizabeth reported that the parish-wide Earth Day Fair is scheduled for this Sunday, April 25. It will be a “recycle, re-use, and reduce fair” which will be held in the parish hall during the Sunday school hour. It will be an intergenerational event. Seven tables will be set up with the following exhibits: tree planting, recycled products, local food products, recycling, green cleaning, and water conservation. Molly Brown will be on hand to show how to pack a “no-trash” lunch. Elizabeth has put an article in the local newspaper and a banner out in front of the church. To add to the enjoyment of this event, the men’s crew will be serving up breakfast.
• Finance Committee – Don Whittington noted that the plate offerings are down and that pledges are behind, but stated this is not unusual for this time of year. In previous years, it was explained that budget items were over-budgeted but currently that gap is being narrowed. Last year almost $20,000 was over-budgeted. This cushion is gradually being eliminated causing cash flow to be tighter resulting in the need for payments to come in on time.
• Property Committee – Steve Riethmiller reported that Gordon Woodcock has been instrumental in fixing up the undercroft along with Barton Dick. Steve and Gordon feel they have fixed the leak in the undercroft. They want to wait for a good rain to double check that the leak is really fixed. At that point they will be ready to move ahead with getting the ceiling fixed. The issues of complaints with the undercroft include noise, dampness, and the lack of a ceiling. Adding the ceiling will encourage more use of the room. The ceiling will need to be repaired/replaced before a decision in made on how the room will be used. Funds are available for repair of the ceiling. The one dehumidifier which is in place seems to be working to eliminate the moisture. This summer will be a test for that.

The next topic of discussion was the playground area behind the church. Apparently 2/3 of that property is owned by W&L and 1/3 by R. E. Lee Church. Steve spoke with Jim Farrar who will meet with the Building and Grounds person to discuss how best to improve that area. John Milford added that the playhouse on the right side of the play yard is unsafe and Sharon Massie has requested that it be torn down. According to Sharon, all of the other equipment is safe and well used and loved by our children at R.E. Lee Church and the community. Gordon, Steve, and John suggested that there be a “parish work day” to work on this area. No date has yet been set. They plan to ask for volunteers for this project via the Cross & Crown.

Dick Rathmell suggested illuminating the altar window from the outside. It was noted that there is a light but it was up high and the bulbs needed to be replaced. Dick suggested that a spotlight from the ground might work.

 
The next topic of discussion was the cost of the scaffolding needed to complete the repointing of the church. Steve talked to the man in charge of the scaffolding equipment and to do the work on the front and back of the church, the scaffolding would cost $17,700+ and this quote did NOT include a forklift required to load and unload the scaffolding from the truck. A forklift could be rented for another $2000. So the total for the scaffolding would be approximately $20,000 and the repointing itself would cost about $20,000 for a total of $40,000 for the entire job. John Friedrichs can begin the repointing some time in June. The scaffolding company would require half of the money up front. (More on this subject is found later in these minutes).

Suzanne raised the question about the structural integrity of the balcony. John Milford did not know the last time it was checked. Since we don’t have building blue prints it would involve extensive work to find out if it is safe. Tom feels that the supporting structures appear adequate. The question then becomes how adequate are the horizontal structures. It was also noted that the railing needs to be raised.

·         Endowments and Investments – Jay Crawford reported that the Apgar Fund income now earns $4,244 annually, which is more than the $3,444 previously earned. According to the guidelines of this fund, more money will be available to go into youth education. Based on a 5-year rolling average, we have been limiting our annual drawdown of Endowment/Investment earnings  to 4.50%. However, since the fund earnings have risen, our drawdown has now been raised to 4.75%.

·         Outreach – John asked about the Sudanese visitor, David Bako. Gloria shared that he is getting a program going for girls and women in the Sudan entitled “Feed my sheep”. This ministry is not connected with R. E. Lee’s ministry in the Sudan.  Tom mentioned that the Outreach Committee is looking into doing some ministry outreach toward Haiti. There is a need in Haiti for the Episcopal Church. It would be a more interpersonal relationship that R.E. Lee is unable to have with the Sudan.

·         Christian Education – Tom handed out a report from Sharon Massie, Program Director, listing all of the Christian Education offerings for our children, youth, and adults, as well as the numerous other activities being offered at R. E. Lee Church. A list of upcoming events is also in her report along with an update on the website.

New Business:

·         Proposal for completing Repointing of Church – John Milford spoke further about the repointing of the church. The total project will cost approximately $40,000. This is a good time for John Friedrichs to complete this project. The Finance Committee recommended to the Vestry that up to $40,000 be borrowed to cover this job. Woody has put together a grant letter requesting $10,000 which has been sent to the Patterson Foundation which has monies available for capital improvements for Episcopal churches within the state of Virginia that are older than 100 years. R.E. Lee Church fits all these requirements.

          Edward Jones and Cornerstone Bank were consulted about the above mentioned loan. Edward Jones’ interest rate is 6% and Cornerstone Bank’s rate is 5%. Over eight years, the difference would only be about $1000. The Finance Committee recommended going with Edward Jones since all of R. E. Lee Church’s investments are with them and this would also make bookkeeping easier. At Edward Jones, the collateral would be the investments. There was quite a bit of discussion wondering if other banks should be consulted regarding their interest rates to see if there were any that were lower. Steve stressed the need to move on with the project considering John Friedrich’s schedule.

          Motion: Judy moved that we accept the Finance Committee’s recommendation to finance the repointing of the church with a line of credit from Edward Jones.

          Discussion followed with the major concerns being the desire to check two other banks' interest rates which would thus delay the repointing.

          Tom called for a vote by a show of hands. In favor of the motion: 7. Opposed: 5
The motion carried.

          It was noted that interest rates could still be investigated at other financial institutions.  John Milford will send an e-mail to Bob Glidden regarding this.

·         Link Parish in Diocese of Bradford – One of the goals for Tom’s visit to England was to investigate another companion parish. Our diocese found what seemed to be a suitable church in the Diocese of Bradford for this purpose. The name of the church is St. Mary the Virgin, Gisburn. Tom visited the church and met with the Vicar who has an R. E. Lee connection. He did an exchange with Mark Lattime in the 1990’s.  Tom asked for a motion to establish a link relationship with St. Mary the Virgin, Gisburn. Mary Doyle so moved. Judy seconded. Motion passed unanimously.

·         Election of Council Delegates – Delegates need to be elected for the upcoming Council. There are four delegates and three alternates elected each year. Sarah mentioned that for continuity, one delegate from the prior year might serve another year. Suggested delegates are Sharon Massie, from the prior year, Punky Dod, Doug Cumming, Carol Dent, and John Burleson. Suggestions for alternates are Suzanne Carmichael, Elizabeth Harralson, and Judy Glick. Tom will check with all of these to see if they are willing to serve. Elizabeth recommended that the delegates and alternates attend three of the Augusta Convocation meetings prior to Council.

Old Business:

• Welcome Signage – Due to the time of the evening, Elizabeth tabled her report until next meeting.

Comments by the Wardens:

• John – John reported that the sidewalk is now sealed and that he has replaced two stones on the patio.
• Judy – Judy had no report other than to say she is very interested in the boy scouts and would like
  R. E. Lee parishioners to be more involved. She is interested in perhaps having a small article entitled “Scouts’ Corner” in the Cross & Crown. Judy also reminded the Vestry about sending notes to the confirmands.

Comments by the Rector:

Tom advised the Vestry that Kay would be working from home for the next six weeks. Gail will be filling in for her but will compensate for the extra time by taking six weeks off in the summer.

Tom reminded the Vestry of the Bishop’s visitation and confirmations on Sunday May 2^nd. There will be an adult forum with the Bishop between the services at 9:15. May 2^nd is also the last Canterbury service and dinner. There will be two cadets confirmed at that service.

The parish summer lake retreat at Lake Robertson will be July 16-18. Tom is adding an extra night for camping out. There will be a Sunday Eucharist at the Lake on that Sunday, July 18^th.

The Littlefields, Crocketts, Hotchkisses, and Crittendens celebrated with Betty Bentley thanking her for her generous gift which allowed the restoration of the inside of the church.

Dane has been invited by the Bishop to come for the next step in the process toward his ordination.

Next Meeting – 5:00 PM May 17, 2010 in the Parish Hall. 

Closing Prayer – Elizabeth closed the meeting with prayer. 

Meeting adjourned at 6:45 

Respectfully submitted

Gail Dick, Clerk