Present: Taylor Butler, Jennifer Gallagher, Larry Hlad, Nancy Lancaster, Steve Libby, Joe Mayton, Lee Minix, Molly McClellan, Rev. Bob and Ruth Partlow, Sarah Southall.

Absent: Katherine Kemner  

The meeting began at 6:00pm with a prayer led by Rev. Ruth Partlow.

The minutes of the January 15 meeting were accepted as read.

Treasurer’s Report – Accepted as presented.

New Business:

The annual Diocesan council took place February 1 through February 3 in Williamsburg. Mrs. Elsie Wilson and Mr. Mark Lenker were the appointed Council delegates, and provided the Vestry with their Council report. They stated that the Bishop spoke about taking God’s work out to the community. A resolution was passed concerning the Millennium Goals. The Council also asked that each congregation give .7% to overseas relief. The election for the new Bishop will occur in the fall. The consecration will be held at William and Mary in February, 2009.

Mr. Libby discussed the prior Search Committee update meeting with the congregation. He was concerned about the level of anxiety exhibited by different members of the congregation at this meeting. He asked members of the Search Committee and consultant Ms. Cindy Barnes to provide a report on the mission and progress of the Search Committee. Ms. Barnes emphasized that the mission of the Committee was to find the best rector that would fit at Johns Memorial. Much discussion was given to how this was to be viewed not as a job interview, but as a calling for the new priest and from the Search Committee. Ms. Barnes also provided a list to the Vestry of action items that the Committee was following. The Search Committee is in the process of doing telephone interviews. Discussion was given to having only one candidate presented to the Vestry to review at one time.

The meeting adjourned at 8pm due to inclement weather. The Vestry meeting was re-scheduled for February 19 at 6pm.

Minutes from the February 19 meeting :

(All Vestry members were present except Katherine Kemner)

New Business cont.:

Rev. Bob Partlow provided a rough draft of the Campus Ministry proposal which included a position and budget description for the Diocese. He asked that the Campus Ministry committee be allowed to review these descriptions. Mrs. McClellan motioned, seconded by Mr. Hlad, to submit this proposal to the Campus Ministry committee for review. The motion carried.

The new Bishop will be elected in September. Rev. Ruth Partlow urged the Vestry to begin thinking about who they would want to go the elections as Delegates. Two delegates and two alternates are needed.

New Vestry members will be elected in early March to take the three open positions vacated by Mr. Libby, Mrs. Lancaster, and Mr. Ramsey. Mr. Libby stated that there are three people, Mrs. Molly McClellan, Mrs. Mary Meade Edwards, and Mr. Sam Shield, who agreed to run for these open Vestry slots. Mr. Butler motioned, seconded by Mrs. Southall, that the Vestry accept these names. The motion passed. The Annual Parish meeting and potluck date to elect these new members will be March 2. Mr. Libby will have Kathy send out post cards updating members about the Vestry nomination process and the date for the meeting. Mr. Libby and Mrs. Lancaster agreed to attend the March meeting with the new Vestry members.

The Partlows have created a draft Wedding Policy manual. $850 will be charged to non-members to use the Church. Church pews, stands, and furniture may not be moved before or during the ceremony. Extra furniture will not be permitted. This price includes access to the Church, the Parish house, and the cost of the organist. If a member wishes to use the Church for a wedding, they will have to pay the organist and $50 to the Sexton to clean up. They are not obligated to give donations to the clergy.

Rev. Bob and Ruth Partlow discussed an extension agreement concerning their time at Johns Memorial as transitional rectors. This proposed agreement would allow them to continue past the first Sunday after Easter with the same compensation and benefits they are currently receiving, and with the understanding that they will be gone up to one week most months. This extension period will continue until two to four weeks before the new Rector’s first Sunday. Mrs. Southall motioned, seconded by Mr. Butler, that the Vestry accept this extension agreement. The motion carried.

The Partlows attended an Interim meeting with other clergy. They learned that, in a Search process, the Vestry needs to give a charge to the Search Committee to locate one candidate and be unanimous with this charge. For future searches, they recommended that the Vestry make a charge to the Search Committee.

Mrs. Lancaster requested permission from the Vestry to have Mr. Lee Minix and her name added to the safety deposit signature cards at the BB&T bank of Farmville. Mr. Butler motioned, seconded by Ms. Gallagher, that Mrs. Lancaster and Mr. Minix should have their names added to the safety deposit signature cards at the BB&T bank of Farmville. The motion passed.

Old Business:

Rev. Bob Partlow stated that Mrs. Barbara Henley will be discussing the endowment policy with the Vestry at next month’s meeting.

Discussion was given to the 2008 budget. An additional $2000 was allocated to the seminary line, and up to $5000 for the new rector’s moving expenses. Mr. Butler motioned, seconded by Mr. Hlad, that the budget be passed with these additional corrections. The motion passed.

The Keohanes volunteered to promote Chanco by providing a Chanco Open House on Feb. 24. They will also be hosting the coffee hour that day.

Ms. Susan Booker, the new Lector Trainer, will be using a new training video starting March 30. College students and acolytes are encouraged to attend. The Partlows are working on finding an Usher coordinator.

Committee Reports:

Communication and Administration: Mr. Libby provided an update on the progress of the Search Committee. Telephone interviews are ongoing. There is a great list of candidates. He is also revamping the musicians’ contracts and will have Mr. Mayton review them.

Buildings and Grounds: Mrs. Lancaster reported that the ceiling in the undercroft of the Church is falling in. The ceiling is hooked onto some lights and plaster. The Carpet House provided a quote to have the ceiling replaced at $1712. The lights also need to be replaced when the ceiling is fixed. The lockers are being taken out. The Parish roof also needs to be replaced. Mr. Hlad motioned, seconded by Mr. Libby, to have Mrs. Lancaster continue with the ceiling and roof projects after going off the Vestry, which would include getting a roof estimate, having the Parish roof replaced, as well as having the ceiling replaced with additional lights at an estimated cost of $2500. The motion carried.

Co-Rectors: The Partlows had up to eight people attend their 9:30am Sunday school Hospitality class. Discussion was given to providing childcare for Thursday nights.

Christian formation: Mr. Hlad reported that more volunteers are needed to teach Sunday school. The Intermediate class is staffed. The Primary and Pre-K classes are not staffed.

Young Adults and Youth: Mrs. Southall reported that the College Ministry group is moving along with their activities. The College students will be helping to provide a Lenten supper.

Parish Life/Outreach: Carpool volunteers are needed to pick up church members on Sundays. Ms. Gallagher will help organize this project. She also reported that Mrs. Kathy Orth will be sending out the proofs soon for the Member Directory. A final proof should be available within a month and a half. The sound system is a wonderful new addition to the Church. Ms. Gallagher noted that nobody has received training on how to use it. Mr. Libby will call the company that installed the sound system to get a manual and set up training.

Pastoral care: Very few people have volunteered for the prayer chain. Mrs. McClellan will talk with Mrs. Kemner about adding new volunteers.

Worship: Mr. Butler reiterated that intercessors, chalice bearers, lectors, and ushers need to find their own substitute if they are unable to perform their duties on any given Sunday.  

Special thanks from the Vestry were extended to Mr. Libby and Mrs. Lancaster for their hard work and support as Vestry members.

The meeting adjourned at 8:30pm after Compline. 

Respectfully submitted,