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Vestry Meeting Minutes

May 20 , 2004

Vestry members present: Scott Carter, David Conn, Al Doty, Brad Ewing, Suzanne Files, Philip Gaines, Ruby Medlin, David Senn, Reggie Sims.

Others present: Judy Barnes, David Christian, Steve Downs, Nat Duncan

The meeting was opened with prayer by Reggie Sims and Senior Warden, Al Doty, presided.

Approval of Minutes
The April vestry meeting minutes were reviewed. Suzanne Files made the motion to accept the minutes as written without corrections or additions. Brad Ewing seconded the motion, which carried unanimously.

Treasurer's Report
Treasurer, Steve Down, provided Operating Budget vs Actual/January through April 2004, YTD Operating P & L Comparison and Balance Sheet reports for vestry review. It was discussed that accurately assigning account code numbers would be helpful. Steve plans to get a complete general ledger printout from Dale Marcum each month prior to the vestry meeting.

Commission Reports
Brad Ewing reported on activities of the Christian Stewardship Commission. He provided a handout detailing the Stewardship Committee's plans for soliciting increased pledging and giving and a list of his new committee chairs. It was discussed that budget and financial information should be available on the website and in a summary form in the monthly newsletter. Reggie Sims will prepare a summary budget for the June newsletter with a detailed version to be posted on the website. There is a mid-year budget review planned that will also be communicated to the parish. There was discussion about the broader definition of stewardship as not only financial giving but all the work of the church. Brad Ewing asked those present to send him their own definitions of stewardship. He also asked for the vestry to commit 100 per cent to the stewardship challenge.

The Christian Service Commission report was given by Suzanne Files. She said Pastoral Care was going very well. There was a recent Cook Day. Last Sunday's Ministry Fair was well attended and had good participation by the committees. Several ministry areas recruited new volunteers.

Ruby Medlin began the Christian Growth Commission report by announcing co-chairs have been lined up for Vacation Bible School, Pam Manor and Marsha Darnell. Felicia Carter has agreed to chair the Nursery Committee. There is a continuing problem with Sunday School teacher recruitment and retention. It was noted that teaching Sunday School at some point ought to be an expectation for parents whose children attend Sunday School. Ruby said that she's been working on an alternate plan for part of the summer that will be called Family Sunday School. All the children will meet in the parish hall. Parents of the young children will be expected to accompany them. Storytelling, music, crafts and other programming are being considered. Lemonade and cookies will be served. Children's Church will continue through the summer without change.

Al Doty said the youth summer trips are on track. The Jr. High are going to Orlando to Swim with the Dolphins. The J2A Pilgrimage will be to South Dakota for a Native American experience. Philip Gaines noted that some Chapel youth will also be attending the Province IV Youth Event this summer which includes 20 dioceses. Nat Duncan is one of the primary leaders for the event, which includes building a church in rural Kentucky.

Senior Warden's Report
Al Doty polled those present for their sense now of the parish in response to Paul Pradat's leaving. Most noted the mood is calmer after the first emotional reactions. The vestry members noted attendance remains good. There is a desire to move forward, not to lose momentum, to keep the level of activity up. They felt the parish acknowledges the loss but is determined to keep moving forward with programs and ministries already in place. Al handed out a letter Bishop Gray wrote to the parish that will be included in the next newsletter.

The annual Harry Strauss Golf Tournament has been set for Friday, June 11 although some details are not firm yet. Al will look into whether the date can be pushed back to allow for more preparation and publicity.

Al has talked to Charles Warwick, Long Range Planning Committee chairman. He has asked the committee to be on hold for 30-60 days.

The youth room dedication is this Sunday. There are a few small tasks to be completed by then. Al asked the vestry to attend the dedication as a show of support and appreciation for the impressive accomplishment of this major project. He noted there is a strong commitment to the youth at the Chapel.

There was discussion of keeping momentum and participation active in the summer months by planning social events and Wednesday night meals. David Senn has talked to several members who are interested in helping with special summer activities. It was agreed that when the new Interim Rector arrives it would be an occasion for a parish-wide dinner on the grounds or similar event to welcome him. David Senn was unanimously nominated to coordinate summer event planning.

Junior Warden's Report
Scott Carter noted that Nat Duncan and some others were finishing up the last few small projects in the youth rooms to get ready for the dedication on Sunday. He said he had asked Chuck Peel to work on the driveway potholes. Ruby Medlin offered that her company may be able to assist with a permanent solution.

New Business

Al Doty passed out information about The Rev. Ron DelBene, a potential interim rector, who will be visiting next week. He is highly recommended and is possibly available by early July. He arrives about noon on Wednesday, June 26 and will lunch with Al. They will then come to the Chapel to meet David. At 3:00 the convenors, Ruby Medlin as former Search Committee member and Al will meet with Rev. DelBene. A dinner and visit with the entire vestry will begin about 5:30 pm. Al asked David Conn's assistance in pulling together a simple evening meal. Al will email him to firm up plans. Before returning home, Rev. DelBene will meet with Bishop Gray and David Johnson on Thursday morning.

Other announcements included:

• The Chapel will host the Board of Directors of the national Recovery Ministries Committee for its November meeting.
• On Sunday June 6, there will be 20 EFM graduates recognized.
• There will be no children's Sunday School this week so that they can attend the youth room dedication.
• There will also be no Sunday School on Sunday, June 30, Memorial Day weekend.

Reggie Sims made a motion to adjourn, which was seconded by Brad Ewing and approved unanimously. The next regular vestry meeting is Wednesday, June 16 at 6:30 pm.