The Executive Board Diocese of Southern Virginia March 29, 2008 The Executive Board of the Diocese of Southern Virginia held its first meeting of the conciliar year, following a joint retreat with the Standing Committee, at Chanco on the James Conference Center, Surry County, on Saturday, March 29, 2008 with the following members present: The Rt. Rev, John C. Buchanan Mr. Nash Bilisoly Mrs. Laura Boucher Mr. Spencer Coleman Ms. Phyllis Edwards The Rev. Ralph Haines The Rev. Robert Johnson Ms. Lindsay Kirby Mr. John Meek Mr. Jack Messer Mr. David Page The Rev. Bob Partlow The Rev. Ed Pickup The Rev. Stephen Powers Mr. Art Spooner The Rev. Isabel Steilberg Mr. Gordon Tayloe Dr. Vivian Williamson Also Present were; Mr. Carlyle Gravely The Rev. Win Lewis The Rev. Fred Poteet The Rev. Stan Sawyer Absent were: Ms. Caroline Black* The Rev. Colin Cooper The Rev Carolyn Craft The Rev Susan Grimm* Mrs. Toni Hogg The Rev. Michael Stone * present at the retreat Opening: At. 1:00 p.m. Bishop Buchanan called the meeting to order. On motion of Mr. Spencer Coleman, duly seconded, the minutes of the January 10, 2008 meeting were approved. Organization: In accordance with Canon IX, Sec. 1, Bishop Buchanan nominated The Rev. Robert Partlow, and Mr. Nash Bilisoly to serve as at-large members of the Executive Board. The nominations were seconded by Mr. Spencer Coleman and these persons were elected unanimously. In accordance with Canon IX, Sec 3., Bishop Buchanan nominated Mrs. Toni Hogg as Vice-Chairperson of the Executive Board. The Rev. Bob Partlow moved that the nominations be closed and that Mrs. Hogg be elected. The motion, duly seconded, passed unanimously In accordance with provision 7 of its charter, The Rev. Isabel Steilberg nominated The Rev. Michael Stone, and Mr. Spencer Coleman nominated The Rev. Isabel Steilberg to serve as at-large members of the Steering Committee of the Executive Board. There being no further nominations, The Rev. Stephen Powers moved that the nominations be closed and that the two nominees be elected. The motion, duly seconded, passed unanimously.. Ms. Lindsay Kirby nominated the following Area Ministry Chairs: Formation, Ms. Caroline black; Mission, The Rev. Fred Poteet; Support, Mr. Art Spooner. Mr. Spencer Coleman moved that the nominations be closed and that those nominated be elected. The motion, duly seconded, passed unanimously. In accordance with Canon IX, Sec. 6, Bishop Buchanan nominated the following Department Chairs; Mission, the Rev. Bob Partlow; Formation, Mrs. Laura Boucher, Stewardship, Mr. John Meek; Communication Mrs. Sam Williams; College Ministries, The Rev. Scott Baker. The nominations were seconded by Ms. Lindsay Kirby, and these persons were elected unanimously. In accordance with Canon VII, Sec 1(b) Bishop Buchanan appointed Mr. Nash Bilisoly as Chair of the Program Budget and Review Committee. Mr. Spencer Coleman moved that the Bishop’s appointment be confirmed by the Executive Board. The motion, duly seconded, passed unanimously. The Rev. Bob Partlow, moved that the following persons be given seat and voice at Executive Board meetings for the conciliar year: The Rev. Win Lewis; Ms. Caroline Black, The Rev. Fred Poteet, Mr. Carlyle Gravely, Mrs. Delores Purvis, EYC President; the President of the EYC; and members of the Standing Committee. Report of the Chancellor: On recommendation of Mr. Tayloe, The Rev. Ed Pickup moved adoption of the following resolution: Resolved that the Diocese of Southern Virginia hereby waives all remaining interests in the property of St. Mark’s, Alberta and authorizes its conveyance to the County Museum. Mr. Spencer Coleman seconded the motion, which passed unanimously. On recommendation of Mr. Tayloe, The Rev. Robert Partlow moved adoption of the following resolution: Resolved that the benefit designated by the Virginia State Retirement System for St. Luke’s Church, Richmond be divided equally between the benefactors estate and the Diocese of Southern Virginia. The Rev. Ed Pickup seconded the motion which passed unanimously. Report of the Treasurer: Mr. Spooner circulated copies of the 2006 Audit Report prepared by Cavanaugh, Nelson & Co., PLC. The management letter should be received soon. Mr. Nash Bilisoly will present a revised budget later in the meeting. Report of the Canon to the Ordinary: The Rev. Win Lewis submitted his written report by title. Report of Formation Area Ministries: Ms. Caroline Black submitted her written report by title. Report of Mission Area Ministries: Trinity & St. Marks, Alberta On recommendation of The Rev. Fred Poteet, Mr. John Meek moved adoption of the following resolution: Resolved that, as directed by Canon XXV of the Constitution and Canons of the Episcopal Diocese of Southern Virginia, having received a recommendation from the Committee on the Status of Parishes and Missions, the Executive Board of the Diocese, hereby declares the property of Trinity and St. Mark’s, Alberta abandoned and does take charge and custody on behalf of the Diocese, with the title to the property vested in the Trustees of the Diocese; and be it further resolved that the Chancellor of the diocese, absent discovery of any purpose the Diocese may have for this property, is directed to pursue the sale of the property. The motion, seconded by Ms. Lindsay Kirby, passed unanimously. On recommendation of The Rev. Fred Poteet, Mr. John Meek moved adoption of the following resolution: Resolved that the Chancellor and Trustees of the Diocese of Southern Virginia, upon their determination that the transfer serves the best interest of the Diocese, be directed to prepare and execute such documents as may be required to accommodate the conveyance of the title of the former St. Mark’s, Alberta property. The motion, seconded by Mr. Spencer Coleman, passed unanimously. St. Thomas, Clarkton Mr. Meek moved adoption of the following resolution: Whereas, on March 3, 1900, Thomas B. Clark and Grace W. Clark, his wife, conveyed a lot of land to the Trustees of St. Thomas Church, Clarkton; and Whereas, the conveyance of the church was for the purpose of divine worship according to the forms and ceremonies of the Protestant Episcopal Denomination, and no other purpose. If the said lot ceased to be used for said purpose, the lot of land shall revert to the grantor’s heirs at law; and Whereas, with the consensus of the Executive Board, the Standing Committee, and the Committee on the Status of Parishes and Missions, St. Thomas Episcopal Church at Clarkton was deconsecrated in an Episcopal Service on September 10, 2007 by John C. Buchanan, Bishop Pro Temp of the Diocese of Southern Virginia; and Whereas, by the adoption of this Resolution, the Executive Board of the Diocese of Southern Virginia declares St. Thomas Episcopal Church, Clarkton to be abandoned pursuant to Canon XXV of the Constitution and Canons of the Episcopal Church in the Diocese of Southern Virginia. Resolved: As directed by Canon XXV of the Constitution and Canons of The Episcopal Church in the Diocese of Southern Virginia, the Executive Board of the Diocese, hereby declares the property of St. Thomas Episcopal Church, Clarkton abandoned. Further: The Chancellor is directed to record a copy of this Resolution in the Clerk’s Office of Halifax County, Virginia. The motion, seconded by The Rev. Bob Partlow, passed unanimously Report of Support AreaMinistries: Chanco on the James Mr. Spooner reported on the necessary reorganization of Chanco on the James. Mr. Jim Sitzler is serving as the Camp Director and will be assisted by Mr. Rick Mason. Stewardship Mr. Meek reported on the upcoming Stewardship Conference scheduled for May 3rd at Hickory Neck, Toano. Old Business: Meeting dates/places: By consensus the Executive Board confirmed the following meeting dates for the conciliar year: May 8 – St. Stephen’s, Newport News; June 26 – St. Luke’s, Powhatan; September 4 – St. Paul’s, Suffolk; November 6 - St. Timothy’s, Clarkesville and January 8 (2009) - Talbot Hall, Norfolk. Bishop Nominating Committee: Ms. Lindsay Kirby updated the Board on the work of the search committee. The committee began with forty-one candidates with whom phone interviews were held. In March the field was cut to thirteen, and site visits begin this week. By the third week in May the number should be down to five or six. New Business: Diocesan Foundation Trustees: Bishop Buchanan reported that the following were being considered as candidates to be elected as a trustee to the Diocesan Foundation Board of Trustees: Mr. Steve Herbert, Mr. Jerry McDonald, Mr. Chester Long, and Ms. Nancy Shumadine. On motion of Mr. Spencer Coleman, seconded by Mr. John Meek, these persons were approved unanimously for election by the Foundation’s Trustees. Program Budget and Review Committee: Mr. Nash Bilisoly presented and moved adoption of a revised budget which reflected a 75% reduction for most discretionary items. Mr. David Page seconded the motion which was then discussed. Mr. Spencer Coleman moved the previous question, which was seconded by The Rev. Bob Partlow and passed unanimously. The motion to adopt the revised budget passed unanimously. Report of the Standing Committee: The Rev. Stan Sawyer, reported that in light of the recommendations coming from the joint retreat, he would (1) instruct the Bishop Nominating Committee to provide additional information to the candidates; and (2) include a “systems coach” for the newly elected bishop in the 2009 Diocesan Budget, and instruct the Executive Board to fund that position. There being no further business, the meeting was adjourned at 3:15 p.m. Respectfully submitted, Ralph E. Haines, III, Secretary The Executive Board Diocese of Southern Virginia May 8, 2008 The Executive Board of the Diocese of Southern Virginia held its second meeting of the conciliar year on Thursday, May 8, 2008 in the parish hall of St. Stephen’s Church, Newport News, with the following members present: The Rt. Rev. John C. Buchanan Ms. Laura Boucher Mr. Spencer Coleman The Rev. Colin Cooper The Rev. Carolyn Craft Ms. Phyllis Edwards The Rev. Ralph E. Haines Mrs. Toni Hogg Mr. John Meek Mr. Jack Messer Mr. David Page The Rev. Bob Partlow Mr. Art Spooner The Rev. Isabel Steilberg The Rev. Michael Stone Mr. Gordon Tayloe Dr. Vivian Williamson Also present were: Ms. Caroline Black, Formation Area Chair Mr. Carlyle Gravely, Editor, Jamestown Cross The Rev. Win Lewis, Canon to the Ordinary The Rev. Fred Poteet, Mission Area Chair The Rev. Stanley Sawyer, President, Standing Committee Absent were: Mr. Nash Bilisoly The Rev. Segar Gravatt The Rev. Susan Grimm The Rev. Robert Johnson Ms. Lindsay Kirby The Rev. Ed Pickup The Rev. Stephen Powers Opening At 10:00 a.m., Bishop Buchanan called the meeting to order. Opening devotions were led by Dr. Vivian Williamson. Ms. Laura Boucher agreed to conduct opening devotions at the June meeting. Minutes: On motion of the Rev. Bob Partlow, seconded by Mr. David Page, the minutes of the March 29, 2008 meeting were approved. Report of the Bishop: Bishop Buchanan shared with the Board two situations to which the Diocese has been unable to respond because of budget constraints. The first involves The Rev. Paul Moon, Vicar of the newly established Grace Church, Virginia Beach. His position at Regent University is being phased out, and the congregation is not yet large enough to fully support his full compensation. The second situation concerns our newest parish, St. Matthew’s, Chesterfield County. Their building is already too small and they are saddled with a $500,000 mortgage. Not to assist this congregation will severely cripple St. Matthew’s and threaten its survival. At present we do not have the resources to respond to either situation. The Rev. Bob Partlow, in regard to the Grace Church dilemma, suggested contacting the Asian Desk at the Episcopal Church Center. The Rev. Stan Sawyer, who knows the director, agreed to e-mail him regarding the situation. Bishop Buchanan further reported that he had received a nice note from Mrs. Anne Vest, thanking the Diocese for the memorial service for Frank and the gift to the memorial fund of Westminster Canterbury in Lynchburg. Report of the Standing Committee: The Rev. Stan Sawyer reported that at its April 17 meeting, the Standing Committee addressed the issue of how best to respond to the issues raised at the recent joint retreat with the Executive Board. It was agreed those issues would be shared with the eight semi-finalists on the 29th and 30th of May. Bishop Matthew’s office is looking at the prospect of assisting new bishops in developing skills in the area of systems analysis. The Standing Committee approved the ordination of Mr. Dennis Patterson to the traditional diaconate. Details for the release of the names of the final candidates, will be worked out with Mr. Carlyle Gravely. A question regarding ownership of the property of Christ Church, Genito is being researched by Mr. Bud Schoolar. It is the Standing Committee’s recommendation to the Executive Board that a Properties Committee be established to conduct an inventory of abandoned property in the Diocese and develop a plan to deal with these properties. Mr. Spooner noted that the committee already exists. The Rev. Michael Stone, as Chair of the Properties Committee, agreed to pursue the Standing Committee’s recommendation, noting that the Committee on the Status of Parishes and Missions should be involved in the process. Report of the Chancellor: Mr. Gordon Tayloe submitted his written report by title. On recommendation of the Chancellor, Mr. John Meek moved that The Diocese accept the $72,000 purchase offer for St. Mark’s, Alberta, with the provision that the Diocese be allowed to remove certain items from the property, and that the proceeds from the sale but placed in the New Mission Endowment Fund to support the establishment and growth of new congregations. Mr. Spencer Coleman seconded the motion, which passed unanimously. On the recommendation of the Chancellor, The Rev. Bob Partlow moved adoption of the following resolution: Be it resolved that the Chancellor be given authority to negotiate a contract based on the following conditions: Upon receipt of an initial deposit, to be applied to the final purchase price, the Diocese enter into an exclusive renewable option contract with a developer for twelve months, for the sale of a 10.23 acre parcel in Chesterfield County at $100,000 per acre; and that upon receipt of additional deposits, the exclusive option be renewable for additional periods of six months, which additional deposits being non-refundable if the sale is not closed; and that either of the parties may elect not to renew the option at the end of the original term, or subsequent six month periods; and that when the option to purchase is exercised, an appraisal be made by an MAI appraiser to determine the fair market per acre value of the parcel at the time of closing. The motion, seconded by The Rev. Michael Stone, passed unanimously. Mr. Tayloe further reported that, though some interest has been shown, there is currently no contract on the Grace Church, Newport news property. At 11:05 p.m. the Board took a ten minute break for fifteen minutes and reconvened at 11:20 p.m. Report of the Treasurer: Mr. Art Spooner reviewed both the Balance Sheet and the Income and Expense Statement and answered questions on the details of the documents. At the June meeting there will be a complete report on the costs of Council. The Audit management letter has not yet been received. Report of the Canon to the Ordinary: The Rev. Win Lewis submitted his written report by title, noting that the Nags head Clergy Conference was well attended and the evaluations were very positive. Report of the Formation Ministries Area Chair: Ms. Caroline Black submitted her written report by title. She noted that the Shrinemont Conference was getting smaller each year and would have to be evaluated in terms of whether there may be a more cost effective alternative. Report of the Mission Ministries Area Chair. The Rev. Fred Poteet submitted his written report by title. On recommendation of Mr. Poteet, The Rev. Michael Stone moved that a resolution of thanks be drafted and sent to Ms. Judith Carlson for her outstanding leadership in the area of Congregational Development. The Rev. Bob Partlow seconded the motion, which passed unanimously. By consensus it was agreed that The Rev. Fred Poteet be authorized to have removed and stored the stained glass window from St. Mark’s, Alberta. The Rev. Fred Poteet advised that St. Mark’s, Alberta’s historic silver will be on loan to the Brunswick County Historical Society. The diocesan Treasurer and the Histographer will sign a loan agreement and the agreement will contain a provision requiring that the Historical Society will insure the silver. On recommendation of The Rev. Fred Poteet, the Rev. Michael Stone moved that a resolution of appreciation be drafted and given to Mr. Howard Dudley Hayne for his stewardship of the property of Christ Church, Virginia Beach, which will soon be closing. Mr. Spencer Coleman seconded the motion which passed unanimously. Disposition of the Christ Church property has not yet been discussed. At 12:50 p.m. the Board recessed for lunch and reconvened at 1:20 p.m. Report of the Support Ministries Area Chair: Mr. Art Spooner submitted his written report by title Mr. John Meek, Stewardship Commission Chair, reported on the recent, highly successful Stewardship Conference. Old Business: Bishop Search Committee: Dr. Vivian Williamson updated the Board on the progress of the Search Committee. New Ministry Committee: Mrs. Toni Hogg reported that walkabouts will begin on September 12. The committee is still fine tuning the details of the election process. The Consecration is set for February 13, 2009 at 7:00 p.m. in William and Mary Hall. Two farewell celebrations for the John and Peggy Buchanan have been scheduled.. Diocesan Website: The Rev. Fred Poteet reported that problems with our website continue mainly as a function of “you get what you pay for.” A general discussion on possible ways of improving the website ensued. The Rev. Stan Sawyer noted that The Standing Committee has recommended that the Executive Board investigate the possibility of adding a communications staff person on site at Talbot Hall. Bishop Buchanan appointed the following ad hoc committee to explore the possibility of adding a communication staff person and improving the website: Mr. Carlyle Gravely, Mrs. Toni Hogg, The Rev. Fred Poteet, and Mr. Jack Messer. The committee will report its findings at the June meeting. Bishop’s Report Response: The Rev. Michael Stone moved adoption of the following resolution: Be it resolved that concurrent requests for grants to assist in the expenses of Grace Church, Virginia Beach and to assist St Matthew’s, Chesterfield County in reducing their mortgage, be made to the Mission and Ministry Foundation and to the Episcopal Church Center; and be it further resolved that $18,000 of the proceeds from the condemnation of the property of Christ Church, Virginia Beach, less any amount received from the concurrent grant requests, be used to assist in the expense of clergy compensation at Grace Church, Virginia Beach; and be it further resolved that the Archdeacon for Congregational Development and the Department of Mission assume oversight of that congregation. The motion, seconded by Ms. Phyllis Edwards and discussed, passed unanimously. New Business: Committee to Certify the Minutes of Council: Bishop Buchanan appointed Mr. Roy Mcleod and Mr. John Meek to serve as the Committee to Certify the Minutes of Council. Department of College Work: Bishop Buchanan nominated The Rev. Scott Baker as Chair of the Department of College Work. The Rev. Bob Partlow moved that the Executive Board concur with the Bishop’s nomination and that The Rev. Scott Baker be so appointed. The motion, seconded by Mr. David Page, passed unanimously. Appreciation to the Bishop and Mrs. Cameron: Mr. Spencer Coleman moved that a letter of appreciation be sent to Bishop and Mrs. Cameron thanking them for sharing their time and talents with the Diocese. The motion, seconded by The Rev. Isabel Steilberg, passed unanimously. Personnel Strategy: Following a presentation by The Rev. Isabel Steilberg, the Board discussed the matter of personnel strategy in the Diocese. It was agreed by consensus that Bishop Buchanan would appoint an Ad Hoc Study Committee, to review and make recommendations for the future, on staffing procedures and personnel strategy in the Diocese. The committee will report at the September meeting. Mission and Ministry: Mr. John Meek reported that the ad hoc committee studying the effectiveness of the Mission and Ministry Foundation, will make its report at the June meeting. Following an evaluation of the Board’s adherence to the Diocesan Norms, there being no further business, the meeting was adjourned at 2:35 p.m. Respectfully submitted, Ralph E. Haines, III Secretary. The Executive Board Diocese of Southern Virginia June 26, 2008 The Executive Board of the Diocese of Southern Virginia held its third meeting of the conciliar year on Thursday, June 26, 2008 in the parish hall of St. Luke’s Church, Powhatan with the following members present: The Rt. Rev. John C. Buchanan Ms. Laura Boucher Mr. Spencer Coleman The Rev. Carolyn Craft Ms. Phyllis Edwards The Rev. Segar Gravatt The Rev. Ralph E. Haines, III Mrs. Toni Hogg The Rev. Robert Johnson Mr. John Meek Mr. Jack Messer Mr. David Page The Rev. Bob Partlow The Rev. Stephen Powers Mr. Art Spooner The Rev. Isabel Steilberg The Rev. Michael Stone Mr. Gordon Tayloe Dr. Vivian Williamson Also present were: Ms. Caroline Black, Formation Ministries Chair Mr. Carlyle Gravely, Editor, Jamestown Cross The Rev. Stan Sawyer, Standing Committee President The Rev Larry Crowell, Rector, St. Luke’s, Powhatan Absent were: Mr. Nash Bilisoly The Rev. Colin Cooper The Rev. Susan Grimm Ms. Lindsay Kirby The Rev. Win Lewis The Rev. Ed Pickup The Rev. Fred Poteet Opening: At 10:00 a.m., Bishop Buchanan called the meeting to order and called on The Rev. Larry Crowell who welcomed the board to St. Luke’s, Powhatan. Opening devotions were led by Ms. Laura Boucher, and were followed by a review of Diocesan norms as contained in How We Live and Work Together in the Episcopal Diocese of Southern Virginia. Minutes: On motion of Mr. John Meek, seconded by Mr. Spencer Coleman, the minutes of the May 8, 2008 meeting were approved. Report of the Bishop: Bishop Buchanan commented on his recent time off in South Carolina; a good time was had by all. He noted that the remainder of his report would be given during the regular agenda. Report of the Standing Committee: The Rev. Stan Sawyer reported that the Standing Committee met on June 19th at Christ and Grace, Petersburg. The Committee has expressed thanks to all who assisted in the visit of the eight bishop semifinalists to the Diocese. No names have yet been received by petition. Debbie Quam will represent the Standing Committee on the Task Force to review the Ministry Formation Process. The Standing Committee affirms the Executive Board’s decision to suspend the meeting of Special Council scheduled for October 18, 2008. The Committee has received a copy of the letter to the Bishop from the vestries of Christ Church, Emporia and Grace Church Purdy which the Chancellor will address in his report. Report of the Chancellor: Mr. Gordon Tayloe reported that Christ Church, Emporia and Grace Church, Purdy have stated their intention to leave the Episcopal Church and the Diocese of Southern Virginia and affiliate with the Diocese of Uganda, with the further intent of retaining the real property of those two congregations. A resolution of response has been prepared, and as soon as the Committee on the Status of Parishes and Missions has had an opportunity to make a recommendation to the Executive Board that the property be declared abandoned, the resolution will be circulated and the Board will be asked to adopt it by an electronic vote. A general discussion ensued on the particulars of this matter. Continuing his report, Mr. Tayloe updated the board on the pending litigation in the Diocese of Virginia. A ruling is expected within three months. Bishop Buchanan reported that some former members of Christ Church, Virginia Beach have expressed interest in renting the property. After a brief discussion, The Rev. Bob Partlow moved that The Executive Board thank Mr. Howard Dudley Haynie for his good stewardship of the former Christ Church property, but decline his request to rent the property. The motion, seconded by Mr. David Page, passed unanimously. Mr. Tayloe reported further that the condemnation of the Christ Church property is still in negotiation. Report of the Treasurer: Mr. Spooner reviewed the Income/Expense Statement dated May 31, 2008. He reported that the cash situation is good primarily because we have not yet transferred the proceeds from condemnation to the Composite Fund. The management letter for the 2006 audit was distributed and discussed. As of May 31, 2008 Chanco is “in the black.” Income is greater than estimated and expenses are all within budget. Support Ministries Report: Mr. Spooner filed his report by title and included a list of the congregations which had not yet filed their certificate of election of delegates and alternates. Formation Ministries Report: Ms. Caroline Black filed her report by title, and included comments on the report of the Youth Ministry Transition Team. Mission Ministries Report: The Rev. Bob Partlow , noting that the resolution passed at the May meeting with regard to St. Matthew’s Chesterfield County needed some clarification, moved adoption of the following statement of intent: That the Executive Board desires to assist St. Matthew’s, Chesterfield County financially in a way that provides for its proceeding directly to the construction of the second phase of its three phase building plan. This assistance could come in the form of either a grant to pay off the current mortgage or substantial assistance in servicing an additional mortgage for phase two construction. The motion, seconded by The Rev. Carolyn Craft, passed unanimously The Rev. Bob Partlow moved adoption of the following motion: that the Executive Board requests the Mission and Ministry Foundation to make a grant of $87,000 to St. Matthew’s, Chesterfield County for professional Architectural Planning services associated with the construction of phase two of its building program. This is in lieu of the withdrawal of funds from disposed properties designated for mission work. The motion was seconded by The Rev. Carolyn Craft. After some discussion, The Rev. Isabel Steilberg moved to table the motion until the September meeting following the Ad Hoc M&M Study Committee’s report to the Executive Board. The motion to table, seconded by Mr. Spencer Coleman, passed Continuing his report, on recommendation of Archdeacon Poteet, The Rev. Bob Partlow moved adoption of the following resolution: Be it resolved that, as directed by Canon XXV of the Constitution and Canons of the Episcopal Diocese of Southern Virginia, having received a recommendation from the Committee on the Status of Parishes and Missions, The Executive Board of the Diocese, hereby declares the property of Gibson Memorial, Crewe, Virginia abandoned and does take charge and custody on behalf of the Diocese, with the title to the property vested in the Trustees of the Diocese; and Be it further resolved that, the Chancellor of the Diocese, absent discovery of any purpose the Diocese may have for this property, is directed to pursue sale of the property; and Be it further resolved that the chancellor and the Trustees of the Diocese of Southern Virginia, upon their determination that the transfer serves the best interests of the Diocese, be directed to prepare and execute such documents as may be required to accommodate the conveyance of the title of the former Gibson Memorial, Crewe property. The motion, seconded by Mr. Spencer Coleman, passed unanimously. The Rev. Michael Stone noted that, that as Chair of the Properties Committee, he had recently been doing some research in the archives to determine just when congregations disappeared from our books. At 12:15 p.m. the Board recessed for lunch and reconvened at 12:45 p.m. Report of the Communications Ad Hoc Committee: Mr. Spooner noted that improvements to the Web Site have been made and should go live tomorrow. He then called on Mr. Carlyle Gravely who gave the report of the Communications Ad Hoc Committee. The Committee recommends with regard to the website, that the Diocese needs to hire a part time webmaster to work approximately twenty hours a week on site at Talbot Hall. It also recommends that in the long term, the Diocese needs to move in the direction of employing a full time Communications Officer. Report of the New Ministries Committee: Plans are being fine tuned for the walkabouts. And volunteers for the consecration choir are being sought. Old Business: Special Council: Mr. John Meek moved that the Executive Board ratify its electronic vote to not hold a Special Council on October 18, 2008. The Rev. Stephen Powers seconded the motion, which passed unanimously. New Business: Election of Diocesan Nominating Committee: The Secretary reported that the request to the deans to submit names for the Diocesan Nominating Committee had only been responded to by the 8th and 9th Convocations. The Rev. Michael Stone moved that The Rev. Robert Kerner and Mr. Steve Israel from Convocation Eight, and The Rev. Cleon Ross and Mr. Sean Anderson from the Convocation Nine be elected to the Diocesan Nominating Committee. The motion, seconded by Dr. Williamson, passed unanimously. Bishop Buchanan noted that he would do some prodding so that the remainder of the Committee can be elected at the September meeting. Strategic Planning: The Rev. Larry Crowell made a presentation to the Board on a model for doing strategic planning within the Diocese. Following the presentation, The Rev. Bob Parlow moved that the Executive Board request The Rev. Larry Crowell to develop a proposal, including costs, for conducting Strategic Planning sessions in the Diocese. The motion, seconded by Mr. Spencer Coleman, passed unanimously. There being no further business, the meeting was adjourned at 2:10 p.m. Respectfully submitted, Ralph E. Haines, II The Executive Board Diocese of Southern Virginia September 4, 2008 The Executive Board of the Diocese of Southern Virginia held its fourth meeting of the conciliar year on Thursday, September 4, 2008 in the Parish Hall of St. Paul’s, Suffolk, with the following members present: The Rt. Rev. John C. Buchanan Mr. Nash Bilisoly Mr. Spencer Coleman The Rev. Carolyn Craft Ms. Phyllis Edwards The Rev. Susan Grimm The Rev. Ralph Haines Mrs. Toni Hogg The Rev. Robert Johnson Ms. Lindsay Kirby Mr. John Meek Mr. Jack Messer Mr. David Page The Rev. Bob Partlow The Rev. Ed Pickup The Rev. Stephen Powers Mr. Art Spooner The Rev. Isabel Steilberg The Rev. Michael Stone Mr. Gordon Tayloe Dr. Vivian Williamson Also present were: Ms. Caroline Black, Formation Area Chair Mr. Carlyle Gravely, Editor, Jamestown Cross The Rev. Win Lewis, Canon to the Ordinary The Rev. Fred Poteet, Mission Area Chair The Rev. Stanley Sawyer, President, Standing Committee Ms. Marylin Meek, Chair, Mission & Ministry Ad Hoc Committee The Rev. Keith Emerson, Rector, St. Paul’s, Suffolk Absent were: Ms. Laura Boucher The Rev. Segar Gravatt Opening: At 10:00 a.m., Bishop Buchanan called the meeting to order. Opening devotions were led by Mrs. Toni Hogg. Minutes: On motion of Mr. Coleman, the minutes of the June 26, 2008 meeting were approved as corrected. Report of the Bishop: Noting that the bulk of his report would come during regular agenda items, Bishop Buchanan commented on his recent vacation in Charleston, S.C. A letter has been received from The Rev. Coleman Tyler, informing the Bishop and the Diocese that he has left the Episcopal Church to become a part of CANA. Report of the Standing Committee: The Rev. Stan Sawyer reported that at its August 14, 2008 meeting the Standing Committee passed the following three resolutions: Resolved: The Standing Committee affirms the recommendation of the Chancellor and Vice Chancellor, contained in the Vice Chancellor’s letter of July 14, 2008, regarding (1) determination of quorum for Council, and (2) that The Rt. Rev. John C. Buchanan, Bishop Pro Tempore, shall be considered a “presbyter” for purposes of the Special Electing Council. Resolved: The President of the Standing Committee of the Diocese will serve as Presiding Officer of Council at the time of its convening. Thence, in accordance with Article VIII of the Canons of the Diocese of Southern Virginia, the presiding officer will call for the election of a Presiding Officer as the first order of business. The Standing Committee duly nominates The Rt. Rev. John C. Buchanan, Bishop Pro Tempore, to serve as Presiding Officer until such time as the election process is completed. Nominations from the floor for Presiding Officer will be invited at the opening of Council. Resolved: The Rt. Rev. John C. Buchanan, Bishop Pro Tempore, shall be Celebrant and Preacher for the Opening Eucharist of the Special Council. In other business, the Standing Committee approved the recommendation of the Commission on Ministry (Diocesan Formation) that The Rev David Smith (formerly of the Presbyterian Church) be recommended to Bishop Buchanan for Candidacy. The Standing Committee unanimously approved consent requests that The Rev. C. Andrew Doyle be approved as Bishop Coadjutor of the Diocese of Texas, and that The Rev. Brian J. Thom be approved as the Bishop of Idaho. The Chancellor and Vice Chancellor are developing Rules of Order for the Special Electing Council. Report of the Chancellor: Mr. Tayloe reported that Christ Church, Virginia Beach has ceased to function as an Episcopal Church, and it appears there may have been some misappropriation of the funds remaining in that church’s bank account. Mr. Tayloe recommended that the Executive Board authorize him to send a letter demanding that certain monies be turned over to the Diocese. The Rev. Bob Partlow moved that the Executive Board authorize the Chancellor to execute a letter of demand to include: that within thirty days, Christ Church, Virginia Beach turn over to the Diocese an amount to be determined (after further review of a recent audit, but probably in the neighborhood of $25,000). The motion, seconded by The Rev. Carolyn Craft and discussed, passed unanimously. The Chancellor updated the Executive Board on the status of the property ownership litigation in the Diocese of Virginia. Report of the Treasurer: Mr. Spooner reported that, as usual for this time of year, pledge revenue is below the budgeted amount by $57,827. Generally this amount is received by year’s end. With limited exceptions, most expenses are within the budgeted amount. Our cash situation is good since we have not transferred all of the condemnation proceeds to the Composite Fund. On recommendation of Mr. Spooner, Mr. Bilisoly moved adoption of the following resolution: That the Diocese set the amount it will pay for medical insurance coverage for 2009 based on the employee only, employee plus one, and family coverage premiums for the CIGNA National HMO Plan, but to continue to allow the employee to select which plan the employee wants. The motion, coming from a commission, required no second. During the discussion, there being some unreadiness on the part of those directly affected by the action, The Rev. Bob Partlow moved to table the resolution, until sufficient time for Diocesan Staff to be consulted about the change, and that after such time an electronic vote of the Board be taken. The Rev. Michael Stone seconded the motion. The Rev. Carolyn Craft moved to amend the motion by including a provision for a three day open electronic discussion. The motion was not seconded. Mr. Bilisoly, noting that it was not urgent to act on the matter until November, moved to amend the motion to table until the November meeting of the Executive Board. Mr. Meek seconded the amendment which passed unanimously. The motion to table, as amended, then passed unanimously. Report of the Canon to the Ordinary: The Rev. Win Lewis filed his report by title, emphasizing the Ministry Discernment Weekend, and The Clergy Day, scheduled for September 17. The Rev. Stan Sawyer expressed concern that the Clergy Day seemed to give undue advantage to the clergy since the laity will have no such opportunity. Others expressed concerns about the format of the Clergy Day. It was agreed that an attempt would be made during the lunch break to contact The Rev. John Baldwin, President of the Southern Virginia Episcopal Clergy Association, who is sponsoring the event, to help clarify some of the concerns expressed. Formation Ministries Report: Ms. Caroline Black filed her report by title with emphasis on the work of the Youth Ministry Transition Team and advocacy ministries. Mission Ministries Report: Strategic Planning: The Rev. Bob Partlow, noting there was not sufficient time on today’s agenda, asked that the Strategic Planning proposal, discussed at the June meeting, be included under Old Business at our November meeting. Co-Chair of Department: The Rev. Michael Delk has agreed to co-chair the Department of Mission next year. The Diocese is in need of an Evangelism Committee. Grace Church Genito, Powhatan County: The Rev. Bob Partlow moved adoption of the following resolution: Be it resolved that the Treasurer and the Chancellor are authorized to convey the Diocesan interest in Grace Church Genito, Powhatan County, Virginia to the Powhatan County Historical Society with the provision that the Powhatan Historical society shall not transfer this interest to any other party without the consent of the Diocese. The motion, seconded by Mr. Coleman, passed unanimously. Seeds of Hope Grants: Fr. Partlow announced the Outreach Committee’s approval of the following Second Century Fund, Seeds of Hope Grants: 1. St. Augustine’s Episcopal Church, grant of $3,500News:News:News:, for an after-school program to offer artistic instruction with religious references. 2. Mission of the holy spirit, grant of $10,000, to implement a health and wellness program. 3. Saint Thomas, Freeman, a grant of $2,500 for their “youth empowerment / senior pals” project. 4. Chanco on the James, grant of $10,000, to implement its Chanco Parish Representative program, which encourages and pays scholarships for youth to attend camp. 5. Church of the Ascension, grant of $2,500 for a day school. 6. St. Paul’s, Newport News, grant of $2,500, to expand their enrichment program (tutoring, values, personal support and encouragement). 7. St. James’, Warfield, grant of $2,500, for an after-school program. Gibson Memorial, Crewe: The Rev. Bob Partlow reported that the property of Gibson Memorial, Crewe, has been listed with a Realtor for $200,000. There have been several interested parties, but no offers have been received. The pews from Gibson Memorial were moved to Christ Church, Danville which had been furnished with chairs. Christ Church, Virginia Beach: On recommendation of the Department of Mission, the Rev. Michael Stone moved that the Executive Board authorize The Rev. Fred Poteet to have some aging trailers removed from the property of Christ Church, Virginia Beach. The motion, seconded by Mr. Spencer Coleman, passed unanimously. On recommendation of the Department of Mission, Mr. John Meek moved that the property of Christ Church, Virginia Beach be put up for sale with proceeds from such sale going to fund other mission work. The motion, seconded by Mr. Spencer Coleman, passed unanimously. Council Quorum: On recommendation of the Department of Mission, Mr. Spencer Coleman moved adoption of the following resolution: Be it resolved that the Executive Board accepts the report of the Committee on the Status of Parishes and Missions dated August 2008 and submitted herewith as accurate and reliable and recognizes one hundred (100) parishes and organized missions for the establishment of a quorum for Council until an amended report be accepted by the Executive Board. The motion, seconded by Dr. Vivian Williamson, passed unanimously. At 12:15 P.M. the Board recessed for lunch and reconvened at 12:50 p.m. Support Ministries Report: Mr. Art Spponer, noting the importance of conducting parish audits, filed the remainder of his report by title. Diocesan Nominating Committee Bishop Buchanan read the list of nominees for election to the Diocesan Nominating committee ( Canon VI, sec. 1): Convocation I: The Rev. Robert Johnson and Ms. Joanne Miligan Convocation II: The Rev. Kate Bobbitt and Ms. Lindsay Kirby Convocation III: The Rev. Connor Alexander and Ms. Marilyn Meek Convocation IV: The Rev. Keith Emerson and Ms. Ginna Cutchin Convocation V: The Rev. Peg Buelow and Ms. Toni Hogg Convocation VI: The Rev. Marjorie Bevins and Ms. Yvette Thompson Convocation VII: The Rev. Bob Partlow and Mr. Bud Schoolar Convocation VIII: The Rev. Bob Kerner and Mr. Steve Israel Convocation IX: The Rev. Cleon Ross and Mr. Shaun Anderson On motion of The Rev. Michael Stone, seconded by The Rev. Carolyn Craft, these persons were elected unanimously. New Ministry Committee Report: Mrs. Toni Hogg, reviewed the format for the “walkabouts” and details of the election day process. Mr. Tayloe presented the proposed rules of order. Mr. Spencer Coleman moved that the Executive Board recommend to the Special Council that these rules be adopted. The motion, seconded by Dr. Vivian Williamson, passed unanimously. Old Business: The Rev Michael Stone moved that the results of the electronic vote taken on the following resolution be ratified and that the resolution be formally adopted. The motion, seconded by Mr. John Meek, passed unanimously. Be it resolved that the Executive Board accept the offer of the Virginia Department of Transportation to (1) construct an ingress-egress from the new right of way on the property of Christ Church, Virginia Beach; (2) pay an additional $50,000, above the $192,000 already received, for the right of way on that property; and be it further resolved that attorney fees of $12,500 plus expenses be deducted from that amount. The Rev. Michael Stone moved that the results of the electronic vote taken on the following resolution be ratified and that the resolution be formally adopted. The motion, seconded by Mr. John Meek, passed unanimously. Now therefore, by the authority vested in it by Canon XXV, Section 1, of the Diocese of Southern Virginia, the Executive Board resolves as follows: (1) The Executive Board regards the real and/or personal property heretofore and formerly owned or used by the congregation of Grace Episcopal Church, Purdy, and Christ Episcopal Church, Emporia, each a Church of The Episcopal Church in the Diocese of Southern Virginia for purposes for which religious congregations are authorized to hold property under the provisions of the Code of Virginia, as abandoned property because such real and/or personal property ceased to be so used by such congregation. (2) The Executive Board accordingly declares the real and/or personal property of Grace Episcopal Church, Purdy , and Christ Episcopal Church, Emporia abandoned. (3) The Executive Board hereby resolves to take charge and custody of such real and/or personal property. (4) The Executive Board hereby directs the Trustees of Grace Episcopal Church, Purdy, and Christ Episcopal Church, Emporia, to transfer all such real and/or personal property to the Bishop forthwith. (5) The Bishop is authorized to take such steps as he may determine to be necessary to recover or secure such real and/or personal property, including, without limitation, initiating and participating in appropriate legal proceedings. Ad Hoc Mission and Ministry Study Committee: Bishop Buchanan called on Ms. Marilyn Meek who gave the report of the Ad Hoc Mission And Ministry Foundation Study Committee. On recommendation of the Committee, Mr. Spencer Coleman moved that: The Executive Board recommend to the Annual Council that the Mission and Ministry Foundation be dissolved and reconstituted as a committee under the Department of Mission; that this action be done in such a way to insure the continued function of the current Foundation; that all Foundation funds be transferred to the Diocesan treasury and be subject to the normal financial practices and procedures of the Diocese and included in the yearly audit reports presented to the Executive Board; and that this action be done in a way to continue the function of the Foundation but in a manner consistent with other restricted funds. The motion, seconded by The Rev. Michael Stone and discussed, passed unanimously. The Chancellor agreed to work with the Committee on Constitution and Canons in constructing and presenting the necessary implementing resolutions to Council. St. Matthew’s, Chesterfield County The Rev. Robert Partlow moved that the motion regarding St. Matthew’s, Chesterfield County be taken off the table and passed in the following form: Be it resolved that the Executive Board requests the Mission and Ministry Foundation to make a grant of $87,000 to St. Matthew’s, Chesterfield County for professional Architectural Planning services associated with the construction of phase two of its building program. The motion, seconded by Mr. Spencer Coleman, passed unanimously. 2009 Medical Insurance Carriers: Mr. Art Spooner presented the following resolution, which was moved by The Rev. Susan Grimm, seconded by Dr. Vivian Williamson, and passed unanimously: Be it resolved that the Executive Board approve the use of the following medical providers for 2009: Sentara/Optima HMO, CIGNA National HMO, Empire Blue Cross/Blue Shield 75/25, Empire Blue Cross/Blue Shield EPO 90 and Aetna HMO, as well as the applicable premiums prescribed by the Medical Trust for 2009. 2009 Compensation: Mr. Art Spooner presented the following resolutions, which were moved by Mr. Spencer Coleman, seconded by Ms. Lindsay Kirby, and passed unanimously: Be it resolved that The Compensation of Clergy Information & Guidelines for 2009 be revised to reflect a cost-of-living percentage increase of 4%. Be it resolved that The Compensation of Clergy Information and Guidelines for 2009 be revised by adjusting the salary ranges for all clergy and lay employees by the recommended 4% cost-of-living adjustment. Be it resolved that in preparing the 2009 Budget, the Program Budget and Review committee increase the Diocesan Staff’s salaries by the 4% cost-of-living amount. Be it resolved that the vestries in this Diocese be encouraged to provide a cost-of- living increase of 4% to its employees. Ridley Foundation Trustees: The Rev. Susan Grimm moved adoption of the following resolution: Be it resolved that The Rev. Samantha V. Alexander be elected to suceed The Rev. Mary Garner for the remainder of her three year term, which expires on July 31, 2010, as a Trustee of the Ridley Foundation; and be it further resolved that Mr. George Little, Mr. Charlie Pfeifer, Ms. Norma Ragland, and Mr. Arthur E. Spooner, Jr., each be elected, for a three year term, commencing on August 1, 2008, as a Trustee of the Ridley Foundation. The motion, seconded by Ms. Lindsay Kirby, passed unanimously. 2009 Budget: Mr. Nash Bilisoly presented and reviewed the proposed budget for 2009. The Rev. Michael Stone moved that the Executive Board recommend the proposed 2009 budget for adoption by the Annual Council. Mr. Spencer Coleman seconded the motion which was then discussed. The Rev. Michael Stone moved to amend the budget by including a 4% increase for the Treasurer; and by increasing the allocation for the Department of Communications to $50,000. The Rev. Bob Partlow seconded the motion, which was discussed and passed unanimously. The motion to adopt the budget as amended then passed unanimously. Final Business: The Rev Win Lewis and the Rev. Stan Sawyer reported that they had contacted The Rev. John Baldwin during the lunch break and that all of their concerns regarding the Clergy Day on September 17 have been resolved. Ms. Caroline Black led a review of the Board’s adherence to the norms during the meeting. There being no further business, the meeting was adjourned at 2:30 p.m. Respectfully submitted, The Rev. Ralph E. Haines, III Secretary Next Meeting: November 6, 2008 10:00 a.m. St. Timothy’s, Clarkesville The Executive Board Diocese of Southern Virginia November 6, 2008 The Executive Board of the Diocese of Southern Virginia held its fifth meeting of the conciliar year on Thursday, November 6, 2008, in the Parish Hall of St. Timothy’s Church, Clarksville, with the following members present: The Rt. Rev. John C. Buchanan Mrs. Laura Boucher Mr. Spencer Coleman The Rev. Carolyn Craft The Rev. Michael Delk The Rev. Segar Gravatt The Rev. Susan Grimm The Rev. Ralph Haines Mrs. Toni Hogg Mr. John Meek Mr. Jack Messer Mr. David Page The Rev. Ed Pickup The Rev. Stephen Powers Mr. Art Spooner The Rev. Isabel Steilberg The Rev. Michael Stone Mr. Gordon Tayloe Dr. Vivian Williamson Also Present were: Ms. Caroline Black, Chair, Formation Ministries Mr. Carlyle Gravely, Editor, Jamestown Cross The Rev. Herman “Holly” Hollerith, Bishop-Elect Mr. Julian Hudson, New Ministry Committee The Rev. Win Lewis, Canon to the Ordinary The Rev. Fred Poteet, Chair, Mission Ministries The Rev. Stan Sawyer, President, Standing Committee Absent were: Mr. Nash Bilisoly Ms. Phyllis Edwards The Rev. Robert Johnson Ms. Lindsay Kirby Opening: At. 10:00 A.M., Bishop Buchanan called the meeting to order. Opening devotions were led by Mr. David Page. Ms. Caroline Black led the Board in a review of the Diocesan Norms as contained in How We Live and Work Together in The Episcopal Diocese of Southern Virginia. Minutes: After making three corrections, on motion of Mr. Spencer Coleman, seconded by The Rev. Carolyn Craft, the minutes of the September 4, 2008 meeting were approved. NOTE: One additional correction was made by the Secretary following the meeting: In the first line of the minutes the word “third” should be changed to “fourth”, thus reading “The Executive Board...held its fourth meeting of the conciliar year.... Report of the Bishop: Bishop Buchanan, noting that this would be his last meeting with the Executive Board, took the opportunity to thank the Board for the privilege of allowing him to serve in the Diocese. He further said, “Southern Virginia is a wonderful place to be and you have a bright future ahead under the leadership of your next Bishop, Holly Hollerith.” The Board gave Bishop Buchanan an ovation in thanksgiving for his ministry and wise leadership in the Diocese. Bishop Buchanan mentioned several agenda items, and noted that the remainder of his report would be given as those items are discussed and debated later in the meeting. Report of the Standing Committee: The Rev. Stan Sawyer reported that Mr. Tom Bell, who was to be the next President of the Standing Committee, will be moving to Atlanta, Georgia, and will thus resign from the Standing Committee. Although normally the presidency of the Standing Committee has alternated each year between clergy and laity, there is precedent for not following that rotation. The next most senior member of the Standing Committee is The Rev. Molly Douglas, and it is likely she will be its next president, though no decision has yet been made. Mr. Julian Hudson will report later in this meeting about plans for the consecration on February 13, 2009. With the election of the bishop behind us, the Standing Committee is enjoying a more relaxed time of “business as usual.” A majority of the bishops’ approvals to the election have been received; approvals from diocesan standing committees take more time because they involve committees rather than individuals, but new approvals arrive almost daily, and we anticipate no difficulty in getting the required number in the very near future. The Standing Committee in order to comply with National Canons, has appointed Mr. Bryant McGann as Church Attorney for the Diocese. The Rev. Michael Stone, requested that the Secretary write a thank you letter to Tom Bell for his many years of active service in the Diocese. By consensus it was agreed that this would be done. Report of the Chancellor: The pending sale of Trinity - St. Mark’s, Alberta has fallen through due to the prospective buyer’s inability to secure financing. The property has been put back on the market. The Deed to Grace Church, Genito will be conveyed to the Powhatan Historical Society once the Trustees of the Diocese have approved the action. The condemnation settlement of Christ, Church, Virginia Beach has been resubmitted after being “bounced back” by the court on a technicality. With regard to the “irregular” expenditures at Christ Church, Virginia Beach, an explanation for each has been received, and although not fully acceptable, pursuing the matter in the courts would not be advisable. In the future, the Diocese would be wise not to initiate the planting of churches without diligent oversight, and all agreements should be in writing. Mr. Spencer Colman moved that the Chancellor be directed to write a letter to Mr. Dudley Haynie expressing appreciation for his service to Christ Church, Virginia Beach; but expressing disapproval of his expenditure of certain funds of Christ Church; and that Diocese does not intend to pursue the matter through litigation. The motion, seconded by Mrs. Laura Boucher, passed unanimously. With regard to litigation in the Diocese of Virginia, the final hearing in the lower court occurred two weeks ago. Once a ruling is obtained the matter can be appealed to the Virginia Supreme Court. Joining the United Methodist Church, and the Presbyterian Church, a segment of the Baptist Church, and the Jewish Community have indicated an interest in joining the appeal to the Virginia Supreme Court. Bishop Lee is currently in discussions with the Catholic Church in an attempt to get that entity to intervene as well. Report of the Treasurer: Mr. Art Spooner reported that the income statement for the month ending September 30, 2008, reflects that we are experiencing our usual lag between pledge income and monthly budgeted income ($85, 688.66). Generally pledge payments catch up to pledge promises by the end of the year or within a few weeks of the following year. Total revenues also are understated in that roughly $55,000 will be withdrawn from the endowed funds to cover amounts previously spent. This currently distorts the surplus/deficit amount by understating revenues. Most expenses are within budgeted amounts. Our cash situation is good since we have not yet transferred all of the condemnation proceeds to the Composite Fund. The auditors are reviewing our 2007 books of accounts and will be issuing a draft report shortly. As of September 30, 2008, Chanco remains “in the black.” On recommendation of Mr. Spooner, Mrs. Toni Hogg moved adoption of the following resolution: BE IT RESOLVED, that the Diocesan Treasurer be, and hereby is, authorized to open a checking account, effect withdrawals and deposits and open a line-of-credit in the name of the Episcopal Diocese of Southern Virginia with Old Point Bank and Trust, N.A.; BE IT RESOLVED, that any of the following individuals are hereby authorized to draw and sign checks or requests for redemption against such funds, accounts or trusts, to make deposits and to take any other action and transact any other business relating to the disbursement or investment of funds on deposit or so invested, provided that two signatures shall be required on each withdrawal or redemption of $5,000 or more: Arthur E. Spooner, Jr Barbara Roettger Leah Porter Sicignano; BE IT RESOLVED, that this corporation enter into a commercial credit card account relationship with Old Pont Bank and Trust, N.A. (“Bank”); that the Diocesan Treasurer be, and hereby is, authorized to enter into, execute and deliver in the name of, and on behalf of, the Diocese the agreements and documents or other instruments deemed reasonable or necessary to establish the commercial credit card account relationship with Bank; and, that the Diocese shall be bound by the terms and conditions of said agreements, documents, and other instruments; BE IT RESOLVED, that the Diocesan Treasurer shall furnish to Bank a certified copy of these resolutions, which resolutions shall continue in full force and effect until written notice of the recession or modification of the same has been received by Bank, and to furnish the names and specimen signatures of the individuals who shall have authority to use said credit card. The motion, seconded by The Rev. Carolyn Craft, was discussed and passed unanimously. With regard to the matter of medical insurance, Mr. Spooner stated that currently, for staff the Diocese will pay 100% of one of the available plans, with staff members opting for another plan, paying the difference in premiums. Mr. Spooner agreed to further review Diocesan policy with regard to medical insurance, including the possibility of using a “flex plan.” Report of the Canon to the Ordinary: The Rev. Win Lewis submitted his written report by title. Reports in advance of meetings: Some members did not receive the e-mail of the consolidated reports (Canon to the Ordinary, Mission, Formation, Support). Fred Poteet agreed to look into this failure in the system. It was agreed (again) that these reports would be sent, in one package, one week in advance of meetings. It was also agreed that the draft minutes would be sent via a secure web site as soon after the meeting as possible. Report of Formation Ministries: Ms. Caroline Black, Chair, submitted her written report by title. She clarified the incident requiring the removal of one of the Aides to the E.Y.C. Board. The Chancellor requested that he be notified in the event of other such incidents. Report of Mission Ministries: The Rev. Fred Poteet, Chair, welcomed The Rev. Michael Delk to the Board and to the Chair of the Department of Mission. On the recommendation of Mr. Poteet, Mr. Spencer Coleman moved that the Executive Board approve the funding, of 51% of a Level A-3 stipend, $22,000 in 2009, for The Rev. Paul Mun; that either restricted accounts and/or Mission and Ministry Grants be used for this purpose; and that Fund “D” be used to fund his Pension Fund assessment. Mr. John Meek seconded the motion which was discussed at length. The discussion centered on the question of whether as a diocese we have the wherewithal to support an ethnic ministry which was initiated without anticipation that it would ever become a budget item. Mr. John Meek moved an amendment to the motion by striking references to the sources of the funds. Mr. Jack Messer seconded the amendment, which was discussed and passed unanimously. The motion as amended then passed unanimously in the following form: That the Executive Board approve the 2009 funding of 51% of a Level A-3 stipend, $22,000, and the Pension Fund assessment of 10% of this stipend for The Rev. Paul Mun. On recommendation of Mr. Poteet, The Rev. Segar Gravatt moved that the Executive Board ratify the Charter of The Diocesan Commission for Ecumenism and Interreligious Activity and approve the Bishop’s appointment of The Rev. Paul Phillips as Associate Ecumenical Officer for a term ending at the118th Annual council in 2010, and The Rev. Elizabeth Felicetti as Ecumenical Officer for a term ending at the 119th Annual Council in 2011. The motion seconded by Mr. Spencer Coleman passed unanimously. Report of Support Ministries: Mr. Art Spooner, Chair, submitted his written report by title, noting that details regarding youth attending the General Convention are included in the November Diocesan Newsletter. On the recommendation of Mr. Spooner, Mr. Spencer Coleman moved that the Executive Board approve the employment of Sarah Scott Thomas as part time Communications Director on terms to be negotiated. The motion, seconded by Mr. Jack Messer and discussed, passed unanimously. At 12:10 P.M. the Board recessed for lunch and reconvened at 12:45 P.M. Old Business: Report of the New Ministry Committee: Mr. Julian Hudson outlined the plans for the consecration on February 13, 2009 and answered questions from Board members. Report of the Ad Hoc committee on Personnel Strategy: The Rev. Michael Stone, Chair, moved adoption of the following resolution: BE IT RESOLVED, that the creation or dissolution of any personnel positions which are funded by the Diocesan Executive Board will be made with the advice and consent of the Board. The motion was seconded by The Rev. Michael Delk and discussed. Mr. John Meek moved adoption of the previous question. The motion to end debate, duly seconded, passed unanimously. The resolution then passed unanimously. The Rev. Michael Stone moved that a task force be appointed to explore issues such as staff performance evaluations, interconnectedness of positions, personnel procedures, and the structure and funding of staff positions. The motion was seconded by Mr. Spencer Coleman. During the discussion there was strong sentiment that the timing for such a proposal was not right and should be tabled until after the consecration of our new bishop. Mr. Stone withdrew his motion. Bishop Buchanan, thanked Mr. Stone for the work of his committee, and discharged the ad hoc committee from further duty. St Matthews Funding: The Rev. Michael Delk reported that the request of an $87,000 grant from the Mission and Ministry Foundation for the funding of architectural plans for phase two of St. Matthew’s, Chesterfield County building program was only partially funded ($10,000). Mr. Carlyle Gravely, a member of the M & M Board, explained that the Foundation had ongoing commitments in the form of interest subsidy grants, which made it impossible to fully fund the request for St. Matthew’s. Mr. Delk further reported that because the people of St. Matthew’s, in the belief that the full $87,000 grant was forthcoming, contracted with the architect firm to move ahead with the work. They now feel as if the Diocese has backed away from its commitment. If they have to go it alone, their only recourse will be to liquify some assets and severely cut their pledge to the Diocese – something they do not want to do. The Rev. Win Lewis, reported that he and Bishop Buchanan would meet soon with the Vestry of St. Matthew’s to suggest a transition plan which will help with the congregation’s further development. Mr. Spencer Coleman moved that the Executive Board appropriate $20,000 to St. Matthew’s, Chesterfield County, from restricted accounts, which when added to the $10,000 from M & M will cover the $30,000 in current obligations St. Matthew’s has to the architect. The motion was seconded by Mrs. Toni Hogg and discussed. Dr. Vivian Williamson moved to amend the motion by changing the amount to the full $77,000 amount ($87,000 less $10,000 from M & M). The motion failed for lack of a second. After further discussion, the motion passed. New Business: Approval of Mission and Ministry Grant: The Rev. Michael Delk moved that the Executive Board approve a Mission and Ministry Foundation Grant of $6,500 to St. John’s, Mt Airey for water damage repair. The motion, seconded by Mr. John Meek, passed unanimously. Westminster-Canterbury Board: On recommendation of Mr. Spooner, Mr. John Meek moved adoption of the following resolution: BE IT RESOLVED that Dr. William “Billy” T. Greer, President of Virginia Wesleyan College, be elected to a four-year term, which expires January 31, 2013, as a Trustee of the Westminster-Canterbury Board of Trustees; AND BE IT FURTHER RESOLVED that Mr. George Compo, President of Compo Construction, be elected to a four-year term, which expires January 31, 2013 as a Trustee of the Westminster-Canterbury Board of Trustees. The motion seconded by Mr. Spencer Coleman, passed unanimously. Supplemental Housing Resolutions: On recommendation of Mr. Spooner, The Rev. Ed Pickup moved adoption of the following resolution: BE IT RESOLVED, that the following designations of supplemental housing allowances for 2009 be approved and that these amounts remain in effect for future years unless changed by a subsequent resolution: (1) $24,000 for the Canon to the Ordinary, The Rev. Irwin Lewis (2) $25,000 for the Archdeacon, The Rev. Fred Poteet (3) $50,000 for the Bishop, The Rt. Rev. Herman Hollerith (4) $18,000 for the Old Dominion College Chaplain, The Rev. David Lasalle The motion seconded by Mr. John Meek, passed unanimously. Treasurer’s Authorization: On recommendation of Mr. Spooner, Mr. Spencer Coleman moved adoption of the following resolution: RESOLVED that the Treasurer be authorized to expend funds for the operation of the Diocese for the remainder of the year, provided that the amount spent for any major expense items does not exceed the budget by more than 10%. Mr. Jack Messer seconded the motion which passed unanimously. Executive Board Retreat: There is a scheduling conflict at Chanco on the date we would normally plan our Executive Board overnight retreat. Discussion ensued as to whether a one day or two day retreat was preferable. By consensus it was agreed that the two day format was better. The Bishop- elect will discuss possible dates and let us know the chosen date and place for the retreat. There being no further business, the meeting was adjourned at 2:30 P.M. Respectfully submitted, Ralph E. Haines III, Secretary