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· VESTRY MEETING MINUTES

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Vestry Meeting Minutes

January 8, 2003

Vestry members present: Ann Homer Cook, Senior Warden; Linda Ross Aldy, Scott Carter; Al Doty; Suzanne Files; Oscar Hartman; Don Long; Brooks Mosley; Cathy Stroud; and David Wilson.

Others present: David Christian, Priest-in-Charge; Dale Marcum, Consultant; Nat Duncan, Director of Youth Ministries; and Jeannine Barrett, Clerk.

Ann Homer Cook opened the meeting at 5:00 p.m. with prayers and Bible study.

Ann Homer Cook presided over the meeting.

BUSINESS:

Approval of Minutes. The December minutes were approved as submitted.

Financial Report. Dale Marcum distributed handouts of the Operating Budget vs. Actual for January through December 2002, Operating Profit and Loss for January through December 2002, and a Preliminary 2003 Operating Budget. During a discussion of the handouts, it was pointed out that the financial outlook is much better than the last few months. The parishioners' giving increased during the last half of 2002. Ann Homer Cook reported that Kenneth Wills, who was a communicant at St. Andrews but liked riding out to the Chapel and enjoying the beautiful grounds, left twenty-five percent (25%) of his estate, in perpetuity, to the Chapel. The contribution for 2002 was Ten Thousand Dollars ($10,000.00). Ann Homer Cook recommended that this gift be acknowledged, possibly in Cross Currents, in the near future.

Following a question regarding the designation of the 2002 Day in the Country proceeds, Brooks Mosley made a motion that ten percent (10%) of the 2002 Day in the Country proceeds, with a Five Hundred Dollar ($500.00) minimum, go to the Madison County Stewpot. Cathy Stroud seconded the motion, and it passed unanimously. Due to the fact that the proceeds of the 2002 Day in the Country were approximately One Thousand Six Hundred Dollars ($1,600.00), the donation to the Madison County Stewpot will be the Five Hundred Dollars ($500.00) which was designated as a minimum.

In connection with a discussion of the annual budget, it was pointed out that the compensation for the staff should be reviewed and possibly that salary increases should go into effect. Ann Homer Cook expressed an interest in appointing two (2) Vestry members to conduct interviews with the staff and report back to the Vestry prior to those salary increases being implemented. Cathy Stroud and Brooks Mosley were assigned to work on the staff compensation issue. The proposed budget reflects salary increases for most of the staff built into it already, based on the recommendations of Judy Barnes and Ed Dacus for those people under their supervision. Al Doty pointed out that formal evaluations of the staff members should be conducted periodically and placed in the file, and raises should be given according to performance. Scott Carter made a motion to accept the recommendations suggested by Judy Barnes and Ed Dacus and ask David Christian to make recommendations for those persons for whom salary increases were not recommended. Brooks Mosley seconded the motion and a discussion of the subject followed. Al Doty made a substitute motion, which was accepted by Scott Carter, that a Compensation Review Committee, consisting of Ann Homer Cook, Cathy Stroud and Brooks Mosley, formulate recommendations for salary increases for the staff. Oscar Hartman seconded the substitute motion and, after discussion, it passed unanimously. Scott Carter withdrew his original motion. Ann Homer Cook asked Dale Marcum to advise the staff regarding the Compensation Review Committee.

Youth Trip to Honduras. Nat Duncan distributed handouts regarding the proposed mission trip to Honduras for the youth to take place June 10-17, 2003. In response to Nat's question regarding whether or not trips for the youth must be approved by the Vestry, Oscar Hartman pointed out that the Vestry approves the pilgrimages for J2A. Ann Homer Cook pointed out that the Vestry needs to at least be informed in advance of any proposed trips. Nat Duncan provided information about the trip, the preparation for the trip and the fundraising he plans to conduct. Oscar Hartman advised that he feels the trip should be limited to no more than 20 - 25 youth and that non-Chapel youth should go on the trip only if outside people need to be added so that the trip can go forward. Al Doty supports the trip and, after having gone on mission trips to Honduras himself, feels that a medical professional should be included in the group, as well as a person experienced in traveling to that area that could help with getting through customs, etc. He also would like to see a higher ratio of adults to youth. Nat Duncan advised that Kathy Warwick and Frank Spencer have already committed to going on the trip. Linda Ross Aldy made a motion to approve the youth mission trip to Honduras. Cathy Stroud seconded the motion, and after discussion, the motion passed unanimously.

Renewal of Lease on the Garage Apartment. Ann Homer Cook reported that the lease on the garage apartment is up for renewal and suggested that it be renewed for the same term at the same rate. Linda Ross Aldy made a motion that the lease on the garage apartment be renewed for the same term at the same rate. Don Long seconded the motion and it passed unanimously. Renting the Dewees House. Scott Carter provided an update on the work he has done relating to renting the Dewees House to the Russells. Based on his discussions with various people about work to be done, he estimates approximately Ten Thousand Dollars ($10,000.00) will be needed for foundation and septic system improvements prior to renting the house. Scott Carter met with Chris Russell, who advised that he would perform additional work to upgrade and improve the house, subject to the approval of the Vestry, and be paid for that work at an agreed rate. Chris Russell has requested that they be provided a one-year lease, with a one-year option. During a discussion of the matter, David Wilson reported that Ewing & Ray is to come out next week and perform an analysis, at a fee of $250, of the foundation work that is needed to the house. David Wilson has also lined up some other companies to provide estimates of the foundation work to be done. David Wilson pointed out that the air conditioning also needs to be checked and that two (2) rooms in the house are not air conditioned and might need to be updated. Scott Carter made a motion to set aside Ten Thousand Dollars ($10,000.00) for repairs to the foundation and septic system prior to renting the house and thereafter to rent the house to the Russells for One Thousand Dollars ($1,000.00) per month which will go into designated funds (the monthly rental amount approved by the Vestry December 2001). Any future repairs and upgrades that are performed by the Russells must be pre- approved by the Junior Warden and the Buildings and Grounds Committee, and the Russells will be reimbursed after the work has been performed and accepted. Don Long seconded the motion. After discussion, the motion passed unanimously. Scott Carter recommended that a Committee be formed to oversee the maintenance and repairs to the house. Ann Homer Cook suggested that Gibson Sims and Hermine Welch be on the Committee.

A recommendation was made that a barbed-wire fence be put up on the Gluckstadt Road side of the Chapel property to prevent work crews from using that area to park heavy equipment. Al Doty made a motion that a barbed-wire fence be put up on the Gluckstadt Road boundary of the Chapel property. Brooks Mosley seconded the motion and it passed unanimously.

Restructuring Education Building Mortgage. Brooks Mosley and Ann Homer Cook met with Stan Foster and Renee Rice at Merchants and Farmers regarding refinancing the debt for the Education Building. The rate given, which is a fixed rate for 5 years, would provide a savings of approximately $2000.00 per quarter. Brooks Mosley made a motion that the Education Building debt be refinanced at 5.875%, with a $650.00 fee. Don Long seconded the motion and, after discussion, it passed unanimously.

Annual Parish Meeting/Committee Reports. Ann Homer Cook advised that reports from the various Committees are usually provided at the Annual Meeting and asked that any Committee that has anything new to please get the information to Judy Barnes immediately. After discussion, it was suggested that, in the interest of time, there will not be any detailed reports given, that the Committee Chairpersons will be recognized and a synopsis of their work will be provided. Ann Homer Cook advised the Vestry of the persons who have been nominated for the Vestry election to be conducted at the Annual Meeting. Scott Carter suggested that a report from the Search Committee be included on the agenda.

The meeting was adjourned at 7:15 p.m. with prayer.