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· VESTRY MEETING MINUTES

· ANGLICAN FAITH

Vestry Meeting Minutes

March 19, 2003

Vestry members present: Oscar Hartman, Senior Warden; Scott Carter, Junior Warden; David Conn; Al Doty; Bill Fanning; Suzanne Files; Philip Gaines; Sherry Mosley; Keith Obert; and David Wilson.

Others present: Jeannine Barrett, Clerk

Oscar Hartman opened the meeting with prayer.

Oscar Hartman presided over the meeting.

BUSINESS:

Approval of Minutes. Al Doty made a suggestion for revision of the February minutes relating to the Resolution adopted at the February meeting. Bill Fanning made a motion that the minutes of the February Vestry meeting be approved as revised. Suzanne Files seconded the motion and the motion passed unanimously.

Commission Reports. Al Doty gave an update on the Christian Growth Commission. He has talked with Nat Duncan regarding finishing the upstairs of the Education Building for a Youth Center and a more detailed update regarding same is on the agenda for later in the meeting. Karla Andress will supervise Church School until the name of a person to take over that position is provided.

Suzanne Files gave an update on the Christian Service Commission. She reported that everything seems to be doing fine. The pastoral care program is going well.

David Wilson gave an update on the Christian Stewardship Commission. Ann Homer Cook has agreed to continue on the Compensation Review Committee.

Financial Report. The Financial Statement was previously distributed via e-mail. Oscar Hartman and Steve Downs are in the process of updating the format to one that will be easier to read. Oscar Hartman reported that the Audit Report should be ready by the April meeting.

Approval of Judy Barnes as Clerk of the Vestry. Keith Obert made a motion that Judy Barnes be approved as Clerk of the Vestry. Sherry Mosley seconded the motion and it passed unanimously. The vestry expressed to Jeannine Barrett its deep appreciation for the dedicated work she has done both as clerk of the vestry and to prepare the pictorial directory. She will be missed.

Authorization for Bank Checking Account Signatures. Oscar Hartman advised that there might be occasions on which the persons who have already been approved to sign on the Chapel checking account might not be readily available. Stuart Burgess has previously been authorized as a signor and would be agreeable to continue in that capacity. Philip Gaines made a motion that Stuart Burgess be authorized to sign on the Chapel checking account. David Wilson seconded the motion and it passed unanimously.

Deacons' Discretionary Checking Accounts. Oscar reported that the deacons assigned to the Chapel currently do not have discretionary checking accounts. In the past, such items were run through the Rector's Discretionary Fund and/or the Servant Ministry Committee. Some problems have arisen with designated donations and approval of projects. A policy is being drafted that will include guidelines for discretionary funds and should be ready for review at the April meeting. After discussion, Suzanne Files made a motion to authorize creation of up to two (2) Deacon Discretionary Funds. Bill Fanning seconded the motion and it passed unanimously.

Approval for Hiring Assistant to Sexton. Scott Carter reported that James Jackson, the Chapel's Sexton, is in need of an assistant to work approximately 16-20 hours a week on small projects in order to allow him adequate time to complete his work. A salary for an assistant has been included in the proposed budget at $11 per hour for up to 20 hours a week. The assistant would report to Judy and she would be charge of hiring such a person. Scott Carter made a motion that an assistant for the Sexton be hired at up to $11 per hour, for up to 20 hours a week. Al Doty seconded the motion and it passed unanimously.

Update on the Dewees Property. Scott Cater provided an update on the work done and to be done to the Dewees property. Four proposals were submitted to level the house and were subsequently reviewed by Red Rutledge, who advised that Dotson Foundation's estimate of $11,250 appeared to be the best choice. Red Rutledge will also oversee the foundation project, and then look into the cause of the house's settling and address that problem. $10,000 has already been authorized for work to be done to the house, and between $6,000 and $7,000 has been spent on the septic system and other minor items. David Wilson reported that, at some point, a preservation architect will need to be involved in the work on the Dewees House, and suggested that a plan of how to proceed be formulated prior to locating funds for the work. After discussion, Al Doty made the motion to authorized up to an additional $15,000 from Day in the Country funds to perform the foundation work on the Dewees House and other repairs as needed. Bill Fanning seconded the motion and it passed unanimously. After further discussion, Philip Gaines made a motion to authorized up to $5,000, which would come out of Day in the Country funds, to retain a preservation architect to give an overview of the work necessary to stabilize the condition of the residence. Sherry Mosley seconded the motion and it passed unanimously.

Update on Second Floor of Education Building. Bill Fanning presented a drawing he prepared to finish out the second floor of the Education Building. Based on his discussions with Nat Duncan and others, Bill's proposed design is to have two large rooms of equal size with some enclosed rooms for storage and meeting space. The vestry toured the upstairs area. Bill was requested by the vestry to form a working group to get additional input and an estimate of the cost to complete the project. Bill will report back his findings back to the vestry for their approval to proceed with the project.

Support for Seminary Student. A discussion was held regarding the Chapel's direct financial support for Tom Fanning when he enters the seminary at Sewannee July 2003 for a planned three year stay. After a general discussion and review of the budget, the vestry felt it was appropriate to allocate approximately 1% of budgeted pledge/non-pledge income for seminary student support, which, based upon the current budget, would represent approximately $7,000 for 2003. Upon a motion made by Suzanne Files and seconded by Al Doty, the vestry voted unanimously to budget $600 per month direct financial support to Tom Fanning beginning in July 2003 through June 2004. Bill Fanning abstained.

Approval of 2003 Operating Budget. The vestry reviewed the proposed budget for 2003. After a general discussion Al Doty moved and Suzanne Files seconded that the budget be approved as presented. The motion carried unanimously.

Adjournment. On a motion by Al Doty and seconded by Bill Fanning, the vestry voted unanimously to adjourn at 9:10 p.m.

The next meeting is scheduled for Wednesday April 16.