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· VESTRY MEETING MINUTES

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Vestry Meeting Minutes

December 10 , 2003

Vestry members present: Paul Pradat, Rector; Oscar Hartman, Senior Warden; Scott Carter, Junior Warden; Linda Aldy; David Conn; Al Doty; Bill Fanning; Suzanne Files; Philip Gaines; Susan Lawrence; Keith Obert; David Wilson

Others present: Judy Barnes, Clerk; David Christian, Assistant Rector; Steve Downs, Treasurer; Nat Duncan, Youth Ministries Coordinator; Barbara McDonald, Youth Formation Committee Chairman

Paul Pradat presided over the meeting. The meeting was opened with a meditation by David Christian.

BUSINESS:

Approval of Minutes. Al Doty made the motion to approve the September minutes as written. Bill Fanning seconded the motion and the motion carried unanimously. A motion was made by Philip Gaines to amend the minutes to include minutes of the October 30 special vestry meeting. The motion was seconded by Suzanne Files and approved unanimously. A motion was made by Linda Aldy to amend the minutes to include minutes of the October 13 special vestry meeting. The motion was seconded by Al Doty and approved unanimously.

Budget-Year to Date/2004. Steve Downs presented the financials for the year through November with detailed handouts. Bill Fanning made a motion to accept the budget report, Linda Aldy seconded it and the motion carried unanimously.

Commission Reports.

Christian Growth Commission: The reports began with Youth Formation Committee chairman, Barbara McDonald, giving a report on Youth Ministries. A Parents' Forum, a support group for parents of youth in grades 6-12, has been offered with small attendance. Ways will be examined to increase participation, perhaps having outside resource people presenting programs. Nat is starting an E-Group for parents. He reported the youth are beginning discussions about summer trips. It was noted that the Chapel only helps fund the J2A Pilgrimage and other trips require parents' support and fundraising. Barbara reported that the youth room painting is finished and furniture, a large screen television and other items have been donated. She presented a handout about 2003 youth trip deficits and subsequent fundraising and efforts to collect from parents. She asked the vestry to consider the church's absorbing the remainder of the deficit. She added there is a process now in place to prevent future trip deficits. Paul Pradat said the vestry would take her request under advisement for review.

Al Doty reported that Ruby Medlin had resigned as children's education and nursery chairman. He has been filling in. Children's Church continues to have parent leaders not showing up on their scheduled Sundays. He said the adult formation activities are going well with two adult Sunday School classes.

Christian Service Commission: Suzanne Files reported the welcome reception for Paul went well. She has talked to Lynne Stillions, who does not wish to continue to chair the newcomers committee. She has been unable to reach Tracy Woods, who appears to be stepping down from chairing the pastoral care committee. She will contact the committee members to determine who wants to remain on the committee. She said Maridine Wall will continue as servant ministry committee chair. They are working on Christmas service projects now. Wednesday Night Supper usually has around fifty diners. Wednesday night programming could be developed. Children's choir practice attendance has declined on Wednesdays. It was suggested that Ed contact the parents.

Christian Stewardship Commission: David Wilson reported there has been a lot of activity with the building and grounds committee. Additional heating and cooling is being installed in the Dewees house. He said the stewardship campaign is winding down.

Youth: Susan Lawrence asked the vestry to consider how another youth representative to the vestry would be chosen. It was agreed that the youth would select a representative in late spring who would be appointed to the vestry by the senior warden. Their term running through the school year. Susan was the youth representative to the 2003 Annual Council from this convocation and she expressed the hope that the youth representatives would be allowed to vote at the next Council. She reported there will be a new DOY Council chosen soon and several Chapel youth are applying. She said the Chapel was well represented at the November Happening and Chapel youth will be attending Winter Solstice at the end of December.

Rector's Report. Paul Pradat asked the vestry to approve the Chapel's licensed lay reader applicants. Linda Aldy made a motion to approve licensure. The motion was seconded by Philip Gaines and approved unanimously.

Paul reported he is examining improving seating in the chapel for the choir and the front of the nave.

He is planning to reconvene the long range planning committee with the goal of developing a master plan for the church property. Specific needs could possibly be targeted with memorial funds donations.

Paul is looking at starting another open AA meeting at the Chapel. There has been interest expressed by several members.

He feels that it may be time to re-institute the 7:30a.m. Sunday service to ease crowding at the later services. He may explore a Saturday night nontraditional service. He and David Christian are working out scheduling.

Paul plans to meet with the commission convenors to look at long range planning, newcomer/new member programming, pastoral care and Christian education. He would like to create a communications committee to look at bulletins, visitor packets, newsletter and informational materials.

He is developing a worship committee, including David, Ed and himself to look at improving the flow and timing of services. Susan Lawrence asked that a youth representative be including on the committee to stimulate youth participation in worship.

NEW BUSINESS:

Vestry Elections. Oscar Hartman will retire as senior warden and Linda Aldy, David Wilson and Sherry Mosley's vacancies on the vestry will need to be filled at the annual Parish Meeting election. Scott Carter has agreed to fulfill his term as junior warden. The nominating committee will be made up of the members rotating off plus two at large members. It was suggested that the by-laws be changed to discontinue the use of a 'lot' to select the two non-vestry nominating committee members. Paul will recruit the two members. It has been the practice that nominees for vestry are expected to turn in a pledge card. It was suggested that this requirement be added to the by-laws. By-law changes can be voted on at the annual Parish Meeting on January 11, 2004. The nominating committee should convene soon to develop a slate of candidates in order to inform the parish as early as possible. Nomination will also be accepted from the floor.

2004 Stewardship. Paul Pradat provided pledge information for 2003 and the 2004 pledge status. He reported that some individuals who had not received pledge cards had called the office. A letter and pledge cards have been mailed to those who pledged last year but had not yet pledged this year. He will discuss follow up plans with Robert Pooley.

Annual Council. Paul has reserved a block of 15 rooms at the Baymont Inn & Suites in Hattiesburg. Delegates and Alternates have been sent a packet of information. A convocation meeting for delegates and alternates is planned for Tuesday, January 20 at 7p.m. at St. Andrew's Cathedral.

Education Building Update. Carpet has been selected. Bill Fanning said that sub-flooring should be applied before carpet installation. Al Doty suggested that treads be added to the stairs for safety.

Day in the Country/Heavenly Hogs. Figures show that Heavenly Hogs costs significantly affected the DITC profits and discontinuing the contest will be examined. Paul will talk with David Cado, David Senn and Keith Obert. Executive Session.

After a short break, the vestry re-convened in executive session.