The Annual meeting of the Board of Trustees of the Village Chapel was held Sunday morning following 8:30 am Chapel service. President Melissa Jessen welcomed everyone and opened the meeting with a prayer.
PRESENT Melissa Jessen, Betsy Carr, Bob Taylor, Sylvia Poole, Barbara McQuaide, Dick Johnston, Brenda Jones, Clark Pennell, Dana Quanstrom, Bob Daffer, Pat Miller and Pat Lammert, together with many property owners.
President Melissa Jessen recognized the many volunteers and thanked them for their contributions to the Chapel.
President Jessen asked if there were any corrections to the January 22, 2012, minutes and, as there were none, the minutes were approved.
REPORTS:
ALTAR GUILD ANNUAL REPORT – Barbara McQuaide
Altar Guild Committee members for 2012 were Pat Lammert, Pat Miller, Pat Johnston, Debbie Smith, Marti Flanagan, and Barbara McQuaide, Chairman.
We began our year by selecting Communion assistants for the first Sunday of each month, plus for services on Easter Sunday and Christmas Eve. For the months of June through September we provided second Communions for the 10:00 service. We are responsible for preparing the Altar for Communion, assisting the Pastor with serving the wafers and wine, and making sure he is familiar with our Communion traditions. We also see that the Communion linens are laundered and pressed, and the brass candle holders and snuffer cleaned and polished. In addition, we make sure our inventory of Altar candles, wafers and wine is sufficient.
Altar Guild representatives were present for Baptisms on February 18, July 22, August 12, and September 4. In addition to the parents being presented with a certificate of Baptism, they also receive a linen cloth and a sea shell from our beach. We provided ashes for Gary Albertson who conducted our Ash Wednesday service on February 22.
In preparation for Palm Sunday, we cut palm fronds from the forest and gathered to make 120 small palm crosses to hand out that morning. Palms were also placed in Altar vases for the service. The Guild purchased six potted lilies to be placed on the Altar for Easter Sunday.
In early November a form for ordering memorial Christmas poinsettias was placed in the bulletin. This year we purchased thirty plants from the grower the Bald Head Island Club uses, and the Club delivered them to the Chapel in their truck. This system seems to work well, and the plants were full and healthy. Pat Lammert and I kept them watered until after New Year’s. We also assembled the Advent Wreath for Advent Sunday, and Jane Johnson decorated it with live greenery.
In early December we decorated the Chapel for Christmas, placing candles and greens on all the window sills and a large wreath on the main door. The Altar Guild also decorated an artificial tree for the Pastor’s condo, as well as a wreath for the door. And to end our work for the year, we “undecorated” everything and packed it away for Christmas 2013!
In closing, we couldn’t have done all of this without the able help of Pattie Caban, our Chapel administrator!
BUILDINGS & GROUNDS – Dana Quanstrom
The following is a summary of work completed at the Chapel and Chapel Condo during 2012.
Numerous small repairs and maintenance were completed in both the Chapel and the Condo. These items are too numerous to list here but can be found in quarterly reports.
A new primary HVAC system was installed at the start of 2012. Additionally, there was a new electronic air cleaner and a digital/programmable thermostat.
This completes all chapel and condo HVAC upgrades and requirements.
The broken irrigation system that was causing high water bills was repaired.
The Condo golf cart was refurbished with curtains and new batteries. It was also put on an annual maintenance program with Always Ready Golf Cart Company.
Several nice contributions were received for the Condo: furniture, bedroom sets, porch furniture and a larger used television
Repair work was done on the bell tower as a contribution by the Steven Henson Company.
Tree trimming work was done on the Chapel grounds by the Total Tree Care Company who provides this work each year as a contribution.
K & K carpet cleaning cleaned all carpets in the Condo.
I would be remiss if I did not mention all of the volunteer work that I have received this year: Joe Ridgeway, Larry Lammert, Steven Henson, Pat Miller,
Richard and Diane Mesaris, and Billie Hewitt.
There are probably several others who have contributed their time as well.
The Pending Projects scheduled for 2013 are as follows:
Replace the two double doors on either side of the Altar.
Paint and repair the steeple
Clean Oriental rugs in the sanctuary
Spring pressure wash eaves and decks
Repair bad flooring at office back door and foyer front door
Start design work and obtain pricing for removal of the kitchenette and reworking of the upper level work area for the Office.
In closing, I would like to thank Bob Daffer for our new Rogers Infinitive 361 Console organ upgrade.
FINANCE - Bob Taylor, Treasurer.
Bob discussed the Chapel operations and financial position as presented from the attached balance sheet and P/L.
HOSPITALITY COMMITTEE REPORT –Brenda Jones
The Hospitality Committee is charged with creating a welcoming atmosphere for worshippers attending all chapel services. Sunday worship services are at 8:30am from the Sunday following Labor Day weekend through the Sunday before Memorial Day weekend. Sunday worship services beginning with Memorial Day weekend and concluding with Labor Day weekend are at 8:30 and 10:00am.
A master list of volunteers and a “greet and seat” instruction sheet are maintained by the committee chair. Volunteers from the master list are recruited quarterly via e-mail to serve as greeters for all services. Once the quarterly schedule is coordinated, it is e-mailed to greeters, along with the instruction sheet and a copy of master volunteer list. Copies of these documents are kept in the Hospitality Committee file in the Chapel Administrator’s office. The Administrator assists the Committee by calling greeters on Wednesday before they are to greet on Sunday. In 2012, the greet and seat process worked well, with some last minute adjustments.
From September through May, the Hospitality Chairperson is responsible for coordinating hosts for Linger Longer. This is a fellowship gathering following 8:30 worship, usually held in the chapel office area and occasionally in the courtyard, weather permitting. In 2012, a small group of hosts continued to provide this fellowship time, mostly attended by regular worshippers.
In April, the Hospitality Committee, greatly supported by board members and other volunteers, provided a brunch as part of the celebration of the Chapel’s 25th Anniversary.
Thank you to all volunteers who have participated in hospitality activities throughout this year and to the chapel administrators who have supported these activities.
INVESTMENT REPORT – Bob Taylor
Our investment is $312,363. 30% is cash in the Money Market, 22% is in IJH fund (S&P 400 type account) and 46% is in SPY account (S&P 500 type account). Our returns are as follows: 16% for the IJH fund, $13.5% for the SPY account, and 10.14% overall. The Chapel will do as well as the market does, and the fact that we have some in cash to hold us over is good.
MUSIC COMMITTEE REPORT – Bob Daffer
Overall the music at The Chapel has gone very well throughout 2012. The children's choir "His Kids" has been a great success under the direction of Carol Sauder and Diane Hayden. It has been a wonderful opportunity for the kids to learn and perform in a real life environment and the audience has been very appreciative.
On December 21st there was a Carol Service led by myself which I believe was well received. This service was immediately followed by a Carol Sing around the island. Bald Head Island Limited provided a tram which was much appreciated and added greatly to the experience. The shut-in's and other families that we visited along the way were most appreciative of our visit. Upon returning to the Chapel we were served hot chocolate and home baked cookies supplied by Jeff Hobbs.
"The Friends of Music Society" is now separated from The Chapel and is well under way as a 501C3 non-profit organization. We are planning an expanded concert and educational program and have moved in a new direction for raising funds through tax deductible contributions. I am anxious to resolve the issue of the" carry over funds" due Friends of Music from the Chapel. The amount we believe due is $2118. Attached are supporting Documents.
The new organ console is currently scheduled for shipment around the first of May. Two things have delayed its shipment. First, it will have four manuals [keyboards] instead of three. Secondly, it will have hand made wooden keys from Germany. These keys are an $18,000 option and are a gift from the Rodgers Organ Company. The dedication recital is tentatively planned for September of this year and will be played by Felix Hell who is one of the world’s finest and most famous concert organists.
Finally, I am recommending that we raise Cindy's cash stipend by 3% which is just a cost of living increase. Also, I believe in general she is underpaid for the job she does. At your pleasure, I will do proper research and report back to the board at the next meeting for your consideration.
OFF ISLAND OUTREACH – Clark Pennell
First Quarter
Collected over 100 pounds of food from Souper Bowl of Caring for Food Pantry
Participated in discussion of Food Pantry purchasing the building they rent
Voted to change name of Crop Walk and the way money is distributed.
Name changed to InterChurch Fellowship Walk. 75% of money to stay in Brunswick County 25% to Church World Services.
Second Quarter
Voted for Food Pantry to purchase the building. Payment for purchase will be less than rent.
Chapel helped with financing the building of walls for a house being built in BSL by Habitat for Humanity.
Assisted Brunswick Family Assistance
In their "Christmas in July" program.
Third Quarter
Made donation to New Hope Clinic to help provide free prescriptions and medical care to Brunswick County residents.
Agreed to assist Brunswick Family Assistance with Tree of Hope.
Fourth Quarter
InterChurch Walk had 14 walkers, some dogs and raised over $1400 Total raised by all churches almost $11000.
Bought toys and clothes for 12 children that Brunswick Family Assistance furnished the chapel.
Led the worship service at Dosher Nursing Home the first Sunday in Dec.
Pattie Caban added that the Chapel also helped “The Glory Girls”, a group of Gospel Singers that includes our cleaning person, Billie Hewett, by donating more that 50 small stuffed animals that were placed in Christmas Stockings given to residents in 4 nursing homes in Brunswick County.
ON ISLAND OUTREACH – Submitted by Pat Miller
Education Ministry - (Ann Cathcart and Brenda Quanstrom)
Evening Bible Study: (Tuesday 7:00-8:30 p.m. at On Island Homes) An exciting 2013 Bible Study Schedule has been planned: We will study the Beatitudes (taught by Brenda Quanstrom, For Lent - The Final Words from the Cross taught by (Ann Cathcart, The Jewish Passover (taught by Tom and Ann Schick) and Forgiveness (taught by Clark Pennell
Women Exploring the Bible: (The First and Third Tuesday each month at On Island Homes). Our Spring Line-up includes: Being a Mary in a Martha World (Taught by Pat Johnston, The Women in the Genealogy of Jesus (taught by Pat Miller), and Studying a Book of the Bible (taught by Ann Cathcart)
Men’s Bible Study: Island Men and Guests are meeting with Rev. Garrett Albertson the first and third Friday of each month at the Association Building.
Prayer Ministry (Carol Sauder and Patti Cabin)
Prayer Chain is active with requests for the needs on Island and sharing praises for answered prayer
Prayer and Meditation: The Chapel is open from 12:00-1:00 the third Thursday of each month. Music is provided as people participate through meditation, prayers and Bible reading.
Community Service Ministry: (Carol Sauder)
Meals, Transportation, Visitation and In Home Communion
Five meals were provided, six rides off Island, and one visitation.
Chapel Sound Ministry: (Don Sauder)
Sound for Hearing Impaired: Ongoing weekly.
Sound for Special Services: Will Morris took video and made a DVDs of the "His Kids" Christmas Cantata - December 2
Outreach: (Susan and Charlie Himes)
Out-reach is being handled “informally”. As people become permanent Island residents, Susan and Charlie meet them and share information about the Chapel and extend an invitation. This is being very effective and we have had four new people join Bible Studies and join us for Sunday Worship.
Volunteers: Susan Himes, Megan Morris, Marilyn Ridgeway , Carol Sauder and Chris Webb provided meals and Carol Johnert, Susan Himes Lorraine Messitt, and Don Sauder provided transportation. Others: Ann Cathcart, Brenda Quanstrom, and a special thank You to Elayne Bennett for hosting the reception after The God’s Kids Program.
WEBSITE TECHNOLOGY SUPPORT- Dick Johnston
The following Request for Information was provided to two interested potential providers of this service on December 29, 2012.
Two responses were received by January 14, 2013 showing reasonable plans for going forward with support for the Web Site and for other Technology Related Concerns.
An analysis of the responses and recommendation will be provided at the January 27 Board Meeting. A “place holder” draft amount has been provided for the 2013 Budget process and will be refined after Board decision.
The following is the RFI that was provided.
Village Chapel of Bald Head Island Technology Support Resource Request for Information
December 29, 2012
Dick Johnston has recommended to the Chapel Board that a part time resource be considered to provide technical support in at least two areas:
Web Site
Other Technology Related Concerns
Equipment and Processes for preparation of bulletins and special event programs, etc.
Use of tools for accounting and managing files.
Work flows and work spaces that support these processes.
Status as of now:
Existing site software technology is:
Linux Server
Apache web server
MySQL Data Base
Joomla … Editing / Content Management tool
Domain registrar … Network Solutions
Joomla is designed for non technical people to provide input …
Hosting services provided by Don Sauder. He agreed to invoice Chapel going forward for this service.
Printing equipment:
Brother DCP 7040 Laser Printer … day-to-day copying, B & W printing, etc.
HP Officejet 8500 A Plus for color, high quality print, copying, Fax, etc.
Don Sauder has been providing hosting for the site … no charge and when he has time
This has been greatly appreciated.
After discussion at last Board Meeting:
Agreement reached on major items of plan to get the web site back current and effective.
Effective for Chapel ‘Regulars’ and visitors …
All process improvements focused on making it current and a meaningful way to communicate with various constituencies in a way to further the mission and effectiveness of the Chapel for all.
It was agreed that:
Focus will be on current items for calendar, special events, pictures, etc.
Information for posting to site will be provided by various Board Committees and volunteers, Including:
Assumptions to be considered:
Web Site should continue to be informational; somewhat static and more slowly changing … without constant updates required.
Support is not to create information …but to put provided information on the site in an effective way, with some movement toward equipping selected volunteers or staff to do some of the input.
Software tools seem to be satisfactory … some may need to be updated for release level, etc.
Current lists for items of interest:
Letters from visiting ministers can be included … plus other timely input.
Lists of visiting ministers with some information on background, experience with BHI, etc.
Lists of serving schedules, Linger Longer responsibilities, etc.
Special Services, events, weddings, etc. Give a view of when Chapel will be in use for scheduled events.
Pictures of various events and participants … provided by members. This will include editing, sizing, etc. as appropriate.
Agreement reached to review equipment and processes for office support items.
There appears to be concerns over technology used to prepare bulletins and special event programs, etc.
One recent concern was the preparation of program for Brooke Williams’ service.
Some thoughts reflect a need for updated printing and possibly folding equipment.
The program used for bulletins and programs is based on old MS version, etc., with some printers not supported, etc.
Initial anticipated work is to do the following:
Review of the funding of, and the need for, timely upgrades to the operating system and user-installed software (e.g.: Microsoft Office Suite, QuickBooks), etc.
Review printing and possible folding equipment to determine if improvements for reasonable cost are appropriate.
Work with Secretary as needed to improve processes.
The Board considers a new contract position for Part Time Technology Support Person.
This position description to include:
Analyze and prepare recommendation for any changes to Web Site tools going forward
Estimate hours to implement and support this tool. Put site into operation and keep updated until some of the entry responsibilities can be turned over to staff or volunteers.
Analyze and prepare recommendation for improvements including equipment, software and processes.
Estimate hours to implement and support these changed processes.
Contacts for this person:
Billing contact Pattie
Admin contact Pattie
Questions on Strategy / approach Dick Johnston
Interested persons should submit proposal to Dick Johnston with:
Hourly rate for this service
How hours to be calculated. i.e., would learning time be billable, etc.
Suggested approach by the interested person …
Any estimate of hours by quarter that might be required. We understand this will be highly dependent on work required as we move forward.
Understand that interested persons will need to have the time to perform this work … 24 hour response not required, but unless out of town, etc. the projects will need to be delivered in a reasonable time frame.
Please send proposals to Dick Johnston.
We are not requesting detailed analysis or write ups … just basic information on how you suggest support is delivered.
Request that these proposals be submitted by end of day, Saturday, January 5th if possible.
This will allow budget items to be developed in the Chapel Budget process
We appreciate your interest in this work … these improvements can be a very important part of how we lead the Bald Head Island Faith Community.
Thanks again to Dan Sauder for all his hard work and support on a volunteer basis to date.
WEDDING GUILD ANNUAL REPORT – Pat Lammert
The Village Chapel of Bald Head Island had a total of 32 weddings in 2012. There were
6 property owners and 27 non-property owners who used the Chapel for weddings. There was also 1 vow renewal. Each was facilitated by a member of the Wedding Guild, which now has 17 members. Sylvia Poole and Pat Lammert were co-chairs.
The budget for 2012 was $32,500.00 and the actual revenue was $38,250.00, generating an additional income of $5750.00 or 18% above budget.
There are 23 weddings scheduled so far for 2013; 10 of these are property owners and 13 are non property owners.
This year we are only scheduling one wedding per day and will continue with that policy in the future. In order to accommodate the number of wedding requests, there may be a wedding and rehearsal scheduled on the same day, with a minimum of 4 hours between them.
The Wedding Guidelines and Forms were updated and are on the Chapel website for the bride and groom to print out, instead of Patti mailing them.
We are working on a list of approved music selections for weddings (Chapel requires sacred or classical selections) that will also be added to the website.
The projected financials for 2013 are:
11 Property owner weddings @ $750.00 = $ 8,250.00
22 Non-property owner weddings @ $1250.00 = $27,500.00
Total Income $35,750.00
WORSHIP COMMITTEE REPORT – Betsy Carr
The Worship Committee’s Mission Statement is as follows: The worship committee is responsible for the scheduling of all worship services held in the Village Chapel of Bald Head Island as well as the scheduling of all visiting ministers. This committee maintains a list of all ministers recommended by property owners. The committee sends out invitations to our ministers on this list, to fill the BHI Chapel pulpit for regular and special services.
This year, we sent out letters to 88 ministers on our up-dated list and had about 70 responses. We have had 10 new referrals to be considered for next year.
Our 2013 Calendar is complete except for 2 Sundays in December and Christmas Services.
Our Committee consists of Ann Cathcart, Bob Daffer, Pat Johnston, Pat Miller and Carol Sauder.
Property owners recommend guest ministers. The Worship Committee maintains the list of guest ministers and in the early summer, sends letters to these ministers requesting that the minister select three dates for the following year.
Chapel Services are scheduled throughout the year at 8:30 am on Sunday morning with a second service at 10:00 from Memorial day through Labor day. Communion is observed the first Sunday of the month at both services.
Special Services are planned throughout the year. The Special Services this year were Ash Wednesday, Maundy Thursday, Easter Sunrise, Easter Communion services at 8:30 am and 10:00 am, A Blessing of the Animals Service, a 4th of July Service, a National Day of Prayer Recognition, Thanksgiving, Christmas Eve at 5:00 pm for the Family Service and 9:00 pm for the Candlelight Communion Service, and a New Years Eve Service.
PRESIDENTS REPORT – Melissa Jessen
The Village Chapel celebrated its 25th anniversary in 2012 and continues to provide a place to worship for the faith community and guests on the island, offer Bible Studies and other programs, and support for agencies in Brunswick County. Our success reflects the commitment of our Board and numerous volunteers and those of you who support the Chapel with your generous offerings and donations.
Chapel attendance and offerings exceeded past years, as did the number of weddings conducted and scheduled. We hosted two memorial services and four baptisms in addition to our weekly church services and ten special services this year. We are grateful for our visiting ministers and provide them a Royal James condo to enjoy with their families to thank them for their service.
Pat Miller agreed to fill a vacancy on the Board last spring and has proven to be a wonderful asset. We will miss Brenda Jones whose term is expiring and thank her for the outstanding job she did as Hospitality Chair for the past three years. Pattie Caban, our Chapel Administrator, recently completed her first year with us. She is an excellent ambassador for the Chapel, and we appreciate the great job she is doing.
One of our major expenditures this year was the replacement of the HVAC system in the Chapel. As a result, you have probably been more comfortable in the sanctuary and may have also noticed how nice the Chapel grounds look this year. We thank Dianne Robinson and the Garden Club for their assistance with our landscaping needs last fall.
If you have not attended a service at the Chapel, we invite you to worship with us, participate in one of the Bible Studies, or join the Chapel choir under the direction of Cindy Sellers. Your suggestions on how we can improve our outreach to the Bald Head Island community are always welcome.
NOMINATING COMMITTEE: The nominating committee consisting of Pat Miller, Chair, Pat Lammert and Bob Taylor nominated Rhonda McNairy to serve a three year term on the board of the Village Chapel, who was approved by consensus. Brenda Jones was presented with a small gift in appreciation for her service as Hospitality Chair on the Board.
The Nominating Committee also submitted the following slate of officers for the 2013-2014 term:
President, Melissa Jessen
Vice President, Betsy Carr
Recording Secretary, Dick Johnston
Treasurer, Rhonda McNairy
OLD BUSINESS: The Board approved a reorganization of our Committee assignments, including the assignment of website management and liaison to the new part time technology contractor to the Recording Secretary. These changes will be reflected in a revision of the Bylaws and Policy Guidelines.
The Board approved an amendment to our Chapel Endowment to include the Minister’s condo which reflects the original intent of the original endowment.
NEW BUSINESS: Thanks to a restricted grant from Sylvia Poole’s family foundation, the Board is beginning the process of remodeling the Chapel Administrator’s office and upgrading the office equipment.
Dick Johnston was authorized by the Board to pursue the need for a pastoral counselor as a ministry under the umbrella of the On-Island Outreach Committee. He presented a summary of his proposal at the meeting and took questions from the audience. After discussion of the job description for this part time, experimental role and how Garrett Albertson will be compensated, Melissa thanked everyone for their comments and assured them they would be considered when the Board voted on the proposal at the Board meeting immediately following the Annual meeting.
There being no further business, the 2013 Annual Meeting of the Board of Trustees of the Village Chapel of Bald Head Island was adjourned.
Respectfully submitted,
Pattie Caban Melissa Jessen
Executive Secretary President
