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· VESTRY MEETING MINUTES

· ANGLICAN FAITH

Vestry Meeting Minutes

August 8, 2001

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

Others present: David Christian, Associate Rector; Trace Swartzfager, Treasurer; Dale Marcum, Bookkeeper; and Jeannine Barrett, Clerk.

David Christian opened the meeting at 6:05 p.m. with prayers and meditatio.

David Christian presided over the meeting.

Approval of Minutes:  The minutes of the July, 2001 meeting were approved as submitted with two corrections.

Treasurer's Report:  The Operating Budget vs Actual for January through July 2001 was distributed.  Trace Swartzfager recommended that the Finance Committee meet regarding various matters which need action, including midyear adjustments to the budget, authorizing another person to sign checks, and scheduling of an audit prior to September 1, 2001.  In response to a question regarding verification of the persons who comprise the Finance Committee, Ann Homer Cook reported that the Committee should consist of the Wardens, the Commission Heads and the Treasurer, and thereafter appointed those persons. There were questions from the Vestry members and explanations from Trace Swartzfager and Dale Marcum regarding some entries on the Operating Budget vs Actual.  It was pointed out that the $10,700 entry under Expenses-Computer-Technical Support was for the Web page design and development.  The question was raised about whether that entry should be applied under Operational rather than Capital Budget.  It was suggested that the Finance Committee analyze that matter and have any necessary adjustments made.  There were questions about the entries for Life & Health Insurance and the amount that it is  over budget.  It was reported that this entry is over budget partly because of the timing of being applied to the budget and partly because of cost increase.  It was recommended that the increased cost be looked at and analyzed.  The Treasurer's Report was accepted as submitted.

Don Long gave a report on research done regarding various banks in an effort to determine the best interest rates and most favorable programs available for the funds to be deposited into CDs.  There was discussion about clarification of the amount of funds to be deposited into CDs and reported that there would be four CDs in order that the different CDs would be coming due at different times of the year.

Ann Homer Cook reported that there has been some actions taken at Vestry meetings in the recent past that were not followed up on and reported that she will monitor such situations more closely in the future to ensure that any necessary paperwork or any other actions to be taken are done.

BUSINESS

Approval of Expenditures for Cemetery Service Road:
After some discussion regarding expenses relating to the cemetery service road, the motion was made by Don Long and seconded by Linda Ross Aldy that $9,250 be authorized from the Cemetery Fund for the building of the Cemetery Service Road. The motion passed, with votes against the motion being cast by Brooks Mosley and Cathy Stroud.

Any such arrangement utilizing the Rectory would not be irrevocable and would be specifically for the benefit of the Chapel, rather than for the entire Diocese.  It was pointed out that David Nutt has previously established an endowment for the upkeep of the Rectory.  In response to a question about whether a portion of the Rectory or other Chapel property will be used for the storage of archives for the Diocese, David Christian reported that there has been no word as yet regarding this matter.  One suggestion for something to be included in the Rectory would be a "super" Parish library, which would include computers equipped with Internet access.  Other possible uses which have been mentioned are: meetings, EFM, other classes, retreats, etc.  There would need to be a director employed to manage the Center for Christian Formation, whose salary would be paid from the endowment.  Whether or not the endowment is forthcoming is the key issue for the Center at this time.  At present, the Center for Christian Formation is only a concept and if other needs arise, utilization of the Rectory can be modified at a later date.  In connection with the discussion about the Rectory, Ann Homer Cook advised the Vestry that she has received a letter from the Shaw family expressing interest in renting the apartment on the Rectory grounds and outlining what they would be willing to do; however, Mr. Deweese does not want the apartment rented until he has moved into his new home.  There was discussion about different security measures that could be implemented on the Rectory property, such as motion lights, fencing around the remaining portion of the property, and a gate across the entrance.  There was a motion from Suzanne Files that the Vestry approve the concept of formation of a Center for Christian Formation in the Deweese house.  Al Doty seconded the motion, and it passed unanimously.

In order to accommodate the additional programs, additional funding will be needed for items such as choir robes, music, and contractual teaching help.  Ed Dacus put together the following Music Expenditures outlining the budget he would like to have approved:

Music Expenditures
Chapel of the Cross
January 1-June 30, 2001
Report dated July 10, 2001

  $1250.00
Projected use: 
all            
-428.65   
 $821.35

  Anthems for Adult Choir:  30 Titles/$25 per Title (15 copies) 
  $750.00
 -341.97  
  408.03

Music for Handbells, Children's Choirs, Liturgy Guides, etc.   
500.00
-86.68
413.32

II. MUSICIANS (original budget amount)    $4525.00

Projected use: will overrun $875  
2600.00
$1925.00

Scholarship for Male Singer @ $300/month       $2700.00
(January - May; September - December)         -1800.00
will sing throughout summer; additional $900 to original budget    $ 900.00

Bound Street Players @350/engagement      $ 700.00
(don't know from what budget the Easter engagement came)

Instrumentalists
Easter Trumpet (original budgeted amount)     $ 125.00
Trumpets, Trombones, Singers (actual amount)     -550.00
overrun of original Easter budget    $-425.00

Orchestra for Christmas (Vivaldi Gloria); 8 instrumentalists     $1000.00

Substitute organists     -250.00

III. DEVELOPMENT AND SUBSCRIPTIONS (original budget amount)   $1562.00

Projected use: $200; leaves $367 to redistribute   
-495.00
 $1067.00

Travel for Boys and/or Girls Choir (Tuscon, Tuscaloosa, Mobile, Stillwater, Oklahoma)   $1000.00

Subscription to American Guild of Organists, Royal School of Church Music, AAM  -80.00
$182.00

Mississippi Church Music Conference x2 (actually will be about $650)    300.00

Regional American Guild of Organists Convention (not budgeted originally)   -415.00

IV.  OTHER (original budget amount)    $ 500.00

Blinds for Choir Room and Music Office (leaves $53 to redistribute) 
  -447.00  
$  53.00

V.     SALARIES*   $9000.00

Assistant Organist/Children's Choir Director @750/month     -4500.00

Projected use: all     $4500.00

NOT BUDGETED

Organ Service Contract    $-465.45

TOTAL BUDGET REQUEST   $16837.00

TOTAL EXPENDITURES TO DATE   -8936.10

TOTAL REMAINING IN MUSIC BUDGET    $ 7900.90

*The assistant organist salary did not appear in the original budget, but is added to this summation to give an accurate picture of music expenditures.

ADDITIONAL MID-YEAR BUDGET REQUESTS

New Staff                                                                                                       

Pre-school and 1st-/2nd-grade choir coordinator @400/month                            $3600.00

3rd-6th grade girls and all 3rd-6th grade solefeggio teacher @400/month      
3600.00

Parish Hall piano refurbishing                                                                                 1000.00  
$8200.00

Also, we will need new robes for the boys and girls choirs.  The existing ones are in poor repair.  I have not yet investigated that cost.

We are in the process of looking for a small pipe organ for the chapel, but most likely prospective donations would cover those costs.

ADDITIONAL MID-YEAR MUSIC BUDGET REQUESTS

For remainder of year 2001

August 1, 2001

New Staff

Pre-school and 1st-/2nd-grade choir director @$400/month                                  $3600.00

3rd-6th grade girls and all 3rd-6th grade solefeggio teacher @$400/month               3600.00

Parish Hall piano refurbishing                 
1000.00

Vestments for 3rd-6th grace choirs, Cassocks and Cottas                                         1818.00

 $10,010.00

Ann Homer Cook made a motion, and Don Long seconded same, to approve the additional $10,000.00 requested by Ed Dacus for the Music Budget for Choir needs.  The motion was approved unanimously.  The Finance Committee will decide how to allocate the additional funds.  Cathy Stroud made a substitute motion to approve the alternate figure of $8,600.00 in additional funds.  Oscar Hartman seconded the motion and it failed unanimously.  Linda Ross Aldy made a motion for approval of $10,000 in additional funds and Scott Carter seconded the motion.

Office Staff Changes:
David Christian reported that Laura Lamb is no longer working in the Chapel office due to her internship and pregnancy.  Carrie Barnes Duncan (Judy Barnes' daughter) has been hired part-time on a probationary basis through the remainder of the year.  Ann Homer Cook interviewed Carrie prior to her employment.  Carrie was hired at Laura's salary rate.  There will be a review at the end of the year regarding Carrie's full-time employment.  Judy Barnes feels a third full-time person is needed, and David Christian agrees.

2002 Stewardship Committee:
A letter from John Benham and Brooks Mosley has been sent out regarding the Stewardship Committee with the theme of "Giving for Now - Giving Forever."  The Mission Statement was approved last year, and as such needs no action, just reiteration.  On October 21 there will be a Stewardship Committee dinner.  November 4 will be Commitment Sunday.  Thirty volunteers will be needed.  Pledge cards and envelopes were passed out to the Vestry with the request to fill same out and return.  Everyone was encouraged to think in terms of proportionate giving.

Vestry members were reminded that Sunday, August 12, 2001 is when the volunteer fair is scheduled, which will include sign-up tables for each Committee.  The importance of follow-up for those who sign up was stressed, as it has been reported in the past that there have been instances when Committee Chairs did not contact the people who signed up for various activities.

Don Long reported that the Parish Hall project is moving along.  There is further work to be done on the wall behind the stage.  Prior to Dedication Day, parishoners will hand-rub the woodwork of the backdrop.  This project will require two to three hours of work on two to three Saturdays and will be overseen by Fletcher Cox and Sandy Neal.

Mannsdale Heritage Foundation:
Al Doty provided information regarding the Mannsdale Heritage Foundation.  The Foundation is a non-profit group which focuses on the area approximately two miles in either direction of the Chapel.  It consists of approximately fifteen members.  Thus far, the Foundation has been instrumental in getting some covenants changed that the members felt were necessary.  In order to set up a membership, there is a $100 joining fee, which entitles each member to one vote.  There is a $25 per year membership fee.  There is a 10-member Board of Directors, and currently one Board slot is open.  The Foundation would like the Chapel to join at no cost.  It has been suggested that the Vestry would appoint the Board member, who would be a current Vestry member.  Al Doty made a motion that the Chapel accept the offer of membership and appoint a Board member for the Mannsdale Heritage Foundation.  Suzanne Files seconded the motion.  There was further discussion regarding the Foundation, including:

• Board of Director liability insurance would have to be obtained;
• The Foundation currently does not have any provision for a non-voting/advisory-type membership;
• There has been no precedent for similar organizations of which the Chapel was a member; and
• Primary agenda is the four-laning of Highway 463.

Oscar Hartman made a motion that the matter of the Mannsdale Heritage Foundation be tabled until the next meeting.  Don Long seconded, and the motion was unanimously approved.

Children's Christian Education:
David Wilson gave a report regarding a meeting with Ruby Medlin, who is the new Committee Chair.  She would like to install a new program which would convert the program from the current Methodist-based to Episcopal-based materials.  The program which Ruby Medlin has been checking into follows the liturgical calendar.  The Priest has the final decision over which program will be utilized.  The current program was chosen by the previous Chairman.

David Christian reported that John Sewell will be back on September 4, 2001.

The meeting was adjourned at 8:35 p.m. with prayer.