November 9, 2021

The following is a summary of topics discussed during the November 9 Vestry Meeting

The October Treasurer's report shows operating income for October and year-to-date exceeds operating expenses. This includes the Payroll Protection Plan (PPP) grant that was received earlier this year.

Don Hazen reported that Parish Hall renovation is nearing completion. He expects the construction "punch list" walkthrough in late November or early December. Don advised that furnishing for the gathering space and meeting room are being selected and purchased. There is a delay in delivery of a component of the audio/visual system and entry doors (temporary doors are in place). Don believes we will be able to occupy and use the parish hall and kitchen in January after we complete a thorough cleaning and relocate all the "stuff" that's been in storage while construction was underway.

Christine Kelly reported that the outdoor lighting project planning is on-going. The committee is engaged with the architect for initial design. They are also in contact with Dominion Energy to explore the feasibility and possible options to remove the single power pole in the middle of the parking lot green strip.

Our heating system remains a problem. We are waiting delivery and installation of a part, identified by the manufacturer, before we can attempt to get the system up and running. We are doing all we can to address this recurring issue and will advise the congregation as we know more.

Paul Johnson reported that the Finance Committee is developing low/medium/high 2022 operating budget scenarios to be presented at the next Vestry meeting. These options are informed by the outcome of our current Stewardship Campaign with pledge income being our primary source of funds for the operating budget.

Lee Gilmore provided an update on the Stewardship Campaign which is scheduled to end on November 22. We have received 71 pledges to date totaling $329,000. Fifty four pledges are increased over previous years and there are five new pledges. We have some heavy lifting to do over the next couple of weeks to secure remaining pledge commitments. Thank you to all who have pledged to date and please submit your pledge if you haven't already done so.

Reynold Schweickhardt reported on Vestry Nominating Committee progress to identify nominees for the next Vestry class. Nominees will be presented at the Parish Meeting in February 2022 for congregation vote. There are four positions to be filled by adult communicants in good standing.

Nick stated that he continues to be impressed with Saint Luke's and the great momentum he has witnessed over the last two-and-a-half months. Things are "fantastic" and we will slowly and deliberately determine our "new normal" as we get back into full facility operations once construction is complete. Nick is in dialogue with GAMMC, the Ghanian church community, and they anticipate a return in early December.

The Vestry approved fundraising requests from Boy Scout Troop 654 (annual Greens sale), Child Christmas Wish Program (Alice's Kids charity), and West Potomac Crew (wreath sale).

Thank you to the Pumpkin Patch Team! Gross sales receipts exceeded $38,000 and netted in excess of $15,000. This was a strong team effort, headed by Melissa Brunton, with participation and support from across the congregation. ORANGE returned to the greater Saint Luke's community.

Richard McFarland

Senior Warden

October 20, 2021

As Senior Warden I received an invitation to attend the Celebration of New Ministry and installation of The Reverend Ellis Tucker "Tuck" Bowerfind as the 20th Rector of Grace Episcopal Church, Lexington, VA. Tuck formerly served as our Rector here at Saint Luke's, 2003-2019. I plan to attend Tuck's installation and he asked that I extend the invitation to all Saint Luker's. Following are the details:

Wednesday, November 3, 6:00 pm with reception to follow

Grace Episcopal Church

123 West Washington Street

Lexington, VA 24450

Please RSVP 540-463-4981 or office@graceepiscopallexington.org

Vestry Nominating Committee. There are four Vestry positions to be filled for a three year term in the next Vestry class. A nominating committee, in consultation with Nick as Priest-in-Charge, will identify nominees to be presented for congregational vote during the Parish Meeting in February 2022. There are certain canonical requirements for Vestry membership. Per Diocese of Virginia Canon 11. Section 4 "Only Lay persons, who are confirmed adult communicants in good standing of the church, as defined in General Convention Canon I.17., shall be eligible for election as Vestry members of such church." The following is summarized from General Convention Canon I.17: Baptized and duly recorded in the church; confirmed or received; adult communicant 16 years and older; communicant having received Holy Communion at least three times in the previous year; and communicant in good standing having for the previous year been faithful in corporate worship and faithful in working, praying, and giving for the spread of the Kingdom of God.

Richard McFarland

Senior Warden

September 15, 2021

The following highlights are from the 14 September Vestry meeting

- Reviewed the Treasurer's report. Year-to-date expenses exceed income however when Payroll Protection Plan (PPP). grant funds are recognized total income exceeds expenses.

- Richard reported that the annual Independent Accounting Report on Applying Agreed-Upon Procedures for the period ending December 31, 2020, was completed and submitted to the Diocese in August.

- Reviewed report from Don Hazen, parish hall renovation project manager. At week seven of an estimated sixteen week construction schedule we are currently on schedule and within budget for occupancy in early-mid November. There are several change orders including reinforcement of a wooden truss, discovered during demolition, and a workaround to acquire temporary doors while waiting for the availability of permanent doors that have a long lead time. The audio/visual contract was signed and a pre-installation meeting is being scheduled. Chris Weaver is working with a team to select furnishings. Don thanked Treasurer Alan Hope and Parish Administrator Sue Bentley for their efforts interfacing with the bank and administrative support respectively.

- Christine Kelly reported on the outdoor lighting project. Christine is heading a team consisting of John Young, Amanda Wallingford, Bob McPeek and Amy Moorman. They recently held an initial planning meeting with the architect. Christine submitted, and the Vestry approved, a motion to enter into a contract with LSG Inc., Landscape Architecture for project planning.

- Paul Johnson reported on Finance Committee activity including establishing a straw-man operating budget for 2022. This lead to a report from Lee Gilmore on Stewardship Commitee activity and preparation for this Fall's stewardship campaign. Our list of "wants" translates to a challenging budget which will require a robust response in pledges.

- Nick updated the Vestry on "bringing ministry back." There was a buzz of activity this past Sunday, homecoming, with a large turnout of parishioners, youth activities and the choir back for the 10:00 a.m. service. Nick also addressed our continuing response to covid-19. He noted our response to a recent covid-19 positive case was completely in line with the Bishop's recently released guidance. The Vestry discussed what additional steps we might consider to ensure we remain both safe and welcoming. In the meantime, please remain masked indoors and consider accessing our live stream service if you are not feeling quite up to par.

- Paul Johnson reflected on the life of the recently deceased Reverend Mike Moore. Paul submitted, and the Vestry approved, a resolution honoring Mike's years of service to St. Luke's in a variety of clergy positions and as a parishioner. Carlo Uchello noted that Mike was instrumental in organizing and leading the Via Media adult forum series.

- Upcoming parish events: Craft Fair September 18, Parish Retreat October 1-3, Pumpkin Patch 9-31 October

April 23

Thank you for the very strong turn-out for the April 18 congregation meeting. The call to encumber church property for the purpose of securing a construction loan was unanimously approved!. Thank you to Don Hazen and Alan Hope for their presentations. We now have both Diocesan and Congregational approval to proceed with financing. I met with Nick, Christine Kelly, Alan Hope, John Young, and Don Hazen on Monday, April 19, to determine the path forward and map out our next steps to get us to construction start in mid-June. There are several moving parts that we are working to sync-up to keep the project on schedule. The Vestry is engaged and taking proactive steps in order to turn on our construction contractor as soon as our loan is approved by the bank. Please keep us in your prayers as we work to execute the plan for this complex project.

Richard McFarland

Senior Warden

April 16

A reminder to all adult communicants in good standing. The virtual Zoom congregational meeting is this Sunday, April 18, 11:5 AM. We will review plans for two major capital projects, renovation of the parish hall and lighting for our parking lot. The Treasurer will then provide an overview of the financing plan. At that point we will have a congregational vote on encumbering church property for the construction loan. This is in accordance with the Constitution and Canons of the Diocese of Virginia and as approved by the Standing Committee and Bishop. You must pre-register to attend this virtual Zoom meeting.

Pumpkins are coming! Thank you to Melissa Brunton and Cathy McPeek for organizing a team that will put us back in the pumpkin business. Please plan to support this community event.

Following are highlights of the April 13 Vestry meeting:- Reviewed and approved the St. Luke's Day School budget.
- Authorized extension of Chip Russell's letter of agreement through August.

- Reviewed the Treasurer's Report. Our year-to-date income is exceeding expenses.

- Elected Bob McPeek as Trustee to serve with Drew Hutcheson and Sue Reynolds. Many thanks to Drew for drafting the documentation and submitting to Fairfax Circuit Court.

- Elected Rob Lamb as delegate to Convention of the Diocese of Virginia.

- Reviewed and approved the annual Parochial Report for submission.

- Reviewed and approved fund raiser applications for the Pumpkin Patch, Craft Fair, and Saint Luke's Day School Silent Auction.

- Received a report from the Junior Warden on our heating, ventilation, and air conditioning system.

Richard McFarland, Senior Warden

April 9

I want to remind you of the Zoom congregation meeting to be held 18 April beginning at 11:15 a.m. There will be a brief presentation on our parish hall renovation and exterior parking light projects followed by a congregation vote on the proposed construction loan. The vote is required by Diocese of Virginia Canons in order to use church property as collateral for the loan. Please see the church e-mail of 5 April, Call for Congregational Meeting, and register to attend.

Pumpkin Patch news. A team of adult leaders has come together in support of the 2021 Pumpkin Patch. The team consists of patch veterans and newer members who will oversee and coordinate the effort. Please stay tuned and spread the word to the community...St. Luke's Pumpkin Patch will be back in October!

Richard McFarland

Senior Warden

March 26

We are getting ready to start parish hall renovation this summer. The Diocese of Virginia sent a letter dated March 18 that provided approval from the Bishop and Standing Committee for St. Luke's to secure construction financing...good news! This is one of two required approvals. The second approval involves the congregation as we intend to use Church property as collateral. Canon 15, Section 2 states that the congregation must consent as we are encumbering real property of the Church and directs a congregation meeting be called. In consultation with Nick, I am calling that meeting 11:15 a.m. on Sunday April 18. I have asked the co-chairs of the Building for Ministry team, Treasurer, and clergy to be present to respond to any questions on the projects prior to a call for vote on the loan. This will be similar to voting as we did in our Zoom annual meeting held in February. It is very important that parishioners mark their calendar and plan to attend. Please watch for further communication on the meeting.

Also on the parish hall renovation. Don Hazen reported receipt of lab results on the asbestos study...no issues. More good news!

Our Junior Warden, Christine Kelly, in coordination with Tom Stallman, reports the new chiller system installation is about 90% complete pending start up testing and control integration with the overall HVAC system controls...even more good news!

Now one potential downer. I've received no response on my call for someone, or team of persons, to be responsible for the 2021 Pumpkin Patch. Our supplier is extremely anxious to know if we are going to have a patch this year. At some point the decision will be made for us if we don't soon make a commitment. Anyone feeling up to it, what do you say?

Thank you.

Richard McFarland

Senior Warden

March 19

This week I have several things I want to highlight and bring to your attention. First, we are nearing the construction phase of Building for Ministry which includes renovation of our parish hall and installation of exterior lighting in our parking areas. Last week I provided a video update on the projects and I encourage you, if you haven't done so already, to view my message by clicking here.

We are moving ahead with the regathering plan in anticipation of the day when we may begin to meet inside our building. Amy Moorman is serving as Vestry point person for submission of our plan to the Diocese for approval. We hope to have this plan blessed by the Diocese so that when COVID numbers permit we may once again gather safely inside.

Several major calendar events are worth noting. We decided to cancel the annual Catesby Jones-Saint Luke's BBQ that we would normally hold the 1st Saturday in May. Chris Pegher and I concluded it just wasn't feasible given the manpower requirements. However, we will consider a scaled down BBQ later in the year if the situation permits. We are planning to hold the parish retreat 1-3 October in Shrine Mont. Lisa and Richard Maple are coordinating this family event. The Pumpkin Patch remains up in the air. This is the major fundraiser for the Youth Pilgrimage. Pumpkin Patch Fundraiser, Inc. is requesting a commitment so that they can plan for the upcoming growing season. In order to proceed we need someone with strong organizational and planning skills to serve as lead. Ideally the lead would be a parent of children participating in our youth programs. Please let me know if you are willing to take this on.

March 12

Building for Ministry Update to the Congregation

Good day, I’m Richard McFarland, Senior Warden of Saint Luke’s Vestry. I’m reaching out to you to provide an important update on two capital projects that comprise Building for Ministry. They are renovation of our Parish Hall and installation of Exterior Lighting in our parking areas. Before I begin, I want to recognize the team that put their time, energy, and passion into developing plans that meet the will of the congregation. Thank you goes to co-chairs Don Hazen and John Young for their leadership. The team worked to plan, develop, and implement these two significant projects on behalf of Saint Luke’s and our church community. Their efforts have been many years in the making and the projects are nearing the construction phase.

On March 6th Don Hazen provided a presentation to the Vestry detailing an approach for success for project realization. I want to provide you, the congregation, a top-level overview of where we are and how the Vestry plans to proceed.

Please click here to read the full text of Richard's update, or watch this video.

February 12

During the February 9, 2021 Vestry meeting the following was discussed and/or acted upon as required.

1. Received nomination and elected Richard McFarland as Senior Warden. Christine Kelly agreed to continue to serve as Junior Warden.

2. Reviewed position of Registrar and Regional Representative. No change at this time.

3. Approved revision of 2021 Operating Budget incorporating a new pledge and extending Letter of Agreement for Chip Russell through April 2021.

4. Approved "parsonage allowance" for Nick Hull as a component of his total compensation. This was an administrative action with no impact to the operating budget.

5. Administered Diocese of Virginia "Qualifying Statement" per Canon to new Vestry members.

6. Received comments and feedback from Nick based on his time with us to date.

7. Reviewed various administrative actions to ensure clear and open lines of communication.

8. Nick discussed plans for Ash Wednesday and Lenten Season.

8. Announced Vestry Retreat, virtual, scheduled for March 6, 2021. Topics to be determined.

As newly elected Senior Warden it is my aim to work with the Vestry hand-in-hand with our Clergy to best meet the needs of our congregation within our community. Nick landed with us during a time of uncertainty. He is off to a great start as we begin to peek beyond the challenges of the last twelve months. I look forward with excitement to seeing where he can take us.

I wish to express my thanks and gratitude to George Omohundro for his steady and patient leadership as Senior Warden. He expertly guided us through some tough times. In addition, Christine Kelly played a critical role in preparation for the next phase of the Building for Ministry capital campaign. I look forward to working with her as our Junior Warden and fully expect to continue to utilize her skills and knowledge to help deliver on key infrastructure projects identified in the campaign.

If you tuned into last week's Annual Meeting you already know it was a success...we didn't skip a beat. Special thanks to Susan Bentley for pulling together and publishing the Annual Report. I know this was a tough and time consuming job given the complexities of our virtual communications. And to Chip Russell, wow! I didn't know voting could be so easy. Thank you Chip for giving us a reliable virtual platform to conduct our required business.

Please reach out to me or other members of the Vestry if you have something you wish to discuss pertinent to Saint Luke's.

Yours,

Richard McFarland

Senior Warden