Vestry Meeting Minutes

October 21, 2009

Devotional: C.A. Wallin

Roll Call:  Chuck Harrill, Sr. Warden called the meeting to order and took roll. Vestry attendees were: Beverly Hill, Carl Beckett, Michael Cobb, Ted Guilford, Bob Underwood, C.A. Wallin, Jr. Warden, Virginia Helms, Carolina Villa, Mary Lou Layne and Chuck Harrill, Sr. Warden

Staff present: Andy Atkinson, Deacon; Vestry Clerk, Becky Underwood

Approval of September Minutes: Minutes were reviewed prior to meeting. There were no changes suggested. Bob Underwood made a motion to accept the minutes without changes. Beverly Hill seconded the motion and it passed unanimously.

Building Committee Report: Ted Guilford reported the site plans are being reviewed by the County with no problems yet. He also met with the excavation Company, DeLeo Excavating. They are the low bidder. Total bid is $164,000 to $187,000. Ted asked the vestry to vote on starting the excavating now and giving the contract to DeLeo Excavating Company. Andy Atkinson asked if the funds for the excavating work would be coming from the LLC or Holy Cross. During discussion, Carl Becket asked how the LLC could fund this work at this time since the paperwork hasn’t been completed and contributions to the LLC haven’t begun. Carl also asked who the managers of the LLC will be and Chuck said the LLC manager must be elected by the LLC, but that all LLC members will have input. C.A. Wallin asked if the $140,000 Holy Cross has acquired to date, through our pledges, would be used for the pre-fab building. Chuck said that all funds for the building will flow from the LLC. The current Holy Cross funds can be used for the building interior work, furniture, pay down land loan, etc… He also mentioned that the LLC paperwork will be completed soon and a meeting with the investors will be planned ASAP. Ted said he would forward the quotes from the contractors to Chuck Harrill for the LLC approval.

Treasurer’s Report – Bonnie Yeakey: Bonnie e-mailed reports prior to meeting. Ted presented it to the vestry in Bonnie’s absence.

·        General Pledge receipts decreased from August 2009 by $2,170.

·        Plate offering receipts are down by $415.

·        We have a negative revenue over expenses of (-$1,636.00).

·        Capital Pledge receipts decreased from August 2009 by $4,405.

·        Non Pledged Capital increased by $9,736. 

·        Revenue over expenses has a positive of $12,593.

·        Balance Sheet items:   Total Cash in bank $140,580.

Chuck Harrill mentioned that the prepaid penalty from RBC Bank will end in May. Chuck talked to Bridge Bank, as well as others about refinancing our loan.

Finance Committee Report – Ted Guilford: Ted distributed the 2010 Proposed Budget for review. Church insurance increased significantly due to new building plans. Carolina asked if money from misc. could be used for extra things needed for the Parish Life committee. Ted said funds received from Parish Life fund raisers go to the building fund. Therefore, additional things needed for these events should come out of the building fund. All vestry members agreed. It was discussed that the Honorarium budget covers Priests only. The computer line item includes more training for the ACS database. Consensus was the budget presented is a good working number.

Andy’s comments: Andy Atkinson, Deacon, expressed his excitement about our upcoming building plans as well as all the hard work and leadership exhibited by our Holy Cross family. He commended the vestry, building committee and all the parish members. He also asked if the vestry would approve the funds for Bonnie Yeakey, HC treasurer, to attend additional ACS database training, in Raleigh, at the end of this year. The cost of the training will be $200 and she said she can stay with her son there alleviating any lodging expense. Virginia Helms made a motion that Holy Cross would pay for this additional training, as well as reimburse Bonnie for gas, food, etc... Michael Cobb seconded the motion and it passed unanimously.

Sr. Warden’s report – Chuck Harrill: Chuck said we need candidates for the vestry. There are already several members interested. Chuck asked the vestry to present the candidates to him by Dec. 6. The vestry agreed to an election this year and hopes to have 7 – 8 interested candidates.

Chuck also reported that the new assistant Bishop of the Episcopal Diocese of East Carolina is planning to visit us and speak on Palm Sunday, 2010.

Jr. Warden’s report – C.A. Wallin: nothing at this time

Ministry Reports from Vestry Liaisons: Carolina Villa reminded everyone of the upcoming Oct. Fest. She also reminded everyone of the upcoming Oyster Roast in November. Chuck Harrill said he bought an outdoor portable cooker that could be used by the church. He would like to store it at the church property. Carolina mentioned that the Parish Life committee thought that a 50/50 raffle may be illegal and we should show discretion during community functions at the church. She wanted input from the vestry on this subject. Virginia Helms said her opinion is that if the raffle amount exceeds $1,000, it could be a problem, but since we have never risen that much money with a 50/50 raffle, she does not think it would be a problem to have this type fund raiser.

Old Business: none

New Business:  Virginia Helms asked the vestry liaisons to speak with their committee chairmen and women about “wish list” items for next year. She is maintaining a “wish list” book for the church that gives parishioners donation opportunities for things needed, but not included in the yearly budget. All agreed that we could use this list for acquiring furniture, art, toys for tots, kitchen stuff, appliances, etc…for our new building next year. She will send an e-mail out about this.

Ted Guilford said there was a suggestion to use only silver chalices and wafers during Eucharist. He suggested that Marian Hills could start looking into this and purchase another chalice. It was mentioned that these chalices are very expensive. He will report the prices at the next vestry meeting for final approval.

Chuck Harrill announced that the stewardship drive will start this Sunday, October 25, with a presentation from Bob Underwood. Pledge cards will also be handed out. Canon Matt Stockard from the Diocese will be speaking this Sunday as well. Chuck asked him if he would mind introducing Bob as well as briefly speaking about the Diocese’s excitement about our new building plans. Matt thought it was a great idea and agreed to help us kick off our stewardship campaign. The vestry agreed that the pledge cards should be back on November 8. Also included in the envelopes with the pledge cards will be a 2010 budget, time and talent sheet and stewardship drive letter.

·        Time and Talent sheet: Chuck will add acolyte/crucifer, Finance, Ushers, and Fund Raising and deleting one of the Outreach lines. Virginia suggested including the pledge and time and talent sheet on one page, front and back. It was mentioned that the two needs to go to two different places, so two sheets are better.

·        Stewardship Drive letter for 2009 please suggest any changes: Chuck asked for these suggestions by tomorrow. Andy mentioned that the pledge form should add yearly total and Chuck said he would do that. The budget will be included in the envelope with the pledge letter and time and talent letter.

·         Canon Stockard's visit this Sunday (covered dish--meat & drinks?): The vestry agreed to providing a meal for Matt’s visit including the whole Parish. Chuck Harrill said he would take care of the catering for the event and send out an e-mail informing the congregation.

Bob Underwood asked the vestry for some stewardship ideas for his talk. Michael Cobb said he should focus on the whole fiscal response, we have rights and we have responsibilities. The vestry consensus was for him to be positive and upbeat. Ted said Bob should also announce the annual Parish meeting on Dec. 6, first Sunday in December.

Closing Prayer: Andy led the Lord’s Prayer

Adjourn: Chuck Harrill