MINUTES OF THE ANNUAL VESTRY MEETING OF CATHEDRAL PARISH OF ST MICHAEL AND ST GEORGE

HELD IN ST GEORGES HALL AT 10h30, 6 March 2011

Opening Prayer: The Dean opened the meeting with prayer.

Present: Dean Andrew Hunter (Chair), Sr Dorianne CR, Sr Carol CR, Roger Adams, Charles Antrobus, Geoff Antrobus, Margie Antrobus, Jane Bradshaw, Richard Brooks, Geoff Brown, Rosemary Buchner, Richard Buckland, Maggy Clarke, John Claughton, Claire Cordell (appointed secretary), Beth Dickerson, Lunga Dongwana, Mzinzisi Dyantyi, Roger Embling, Ros Embling, Desmond Eve, Jeanette Eve, Allen Goliath (COTT), Bet Handcock, Di Harvey, Roswitha Hobson, Audrey Holmes, Claire Nye Hunter, John Jackson, Mary Knowling, Andy Kruger, Trevor Loots, Joyce Maarman, Cathy Meiklejohn, Lulama Mvula, Siphokazi Njokweni, Jennifer Reynolds, Daphne Rink, Busisiwe Soxujwa, Rose Spanneberg, Ann Stockwell, Peter Stockwell, Barbara Stout, Pat Terry, Sally Terry, Gwenda Thomas, Andrew Tracey, Connie Tukwasibwe, June Venn, June Walters, Paul Walters, Chris Walwyn, Marian Walwyn, Michael Whisson, Clive Whitford, Penny Whitford

Apologies: Margot Brooks, Val Buchner, Yoliswa Dongwana, Ian Meiklejohn, Duma Myemane, Thelma Neville, Heather Tracey

The minutes of the Vestry meeting held on 15 March 2010 were tabled and accepted without correction. Motion proposed by Michael Whisson and seconded by Roger Adams.

Matters arising

  1. Cathedral North Wall: the flowerbeds adjacent to the Cathedral north wall are the responsibility of the Makana Municipality. All vegetation has been removed from these beds and it has been requested that grass sods be laid for easy maintenance. It is however taking a long time for the Municipality to take action on this matter. Mary Knowling indicated that the thorn bushes which have now been removed were originally put in to protect the Cathedral's windows.

  2. Vestments: it was noted at last year's Vestry meeting that new vestments were needed. The Head Sacristan is in the process of doing a complete inventory and taking note of what items are missing from each set to facilitate decision-making about new vestments.

Reports

The reports contained in the Annual Vestry report document were tabled. Information contained in these reports will not be repeated in these minutes. It was decided to follow the order in which reports appear in the vestry report document rather than the sequence appearing on the agenda for the meeting, with late submissions and verbal reports following immediately afterwards.

  1. Dean's report: the Dean extended his thanks to all those involved in the life of the Cathedral. He said that our diversity is at once a challenge and a delight. Motion to adopt the report proposed by Paul Walters and seconded by Maggy Clarke.

  2. Church Wardens' reports: Warm thanks were extended to Geoff Brown, Michael Whisson and Paddy Tandy for all they have done. Motion to adopt the reports proposed by Daphne Rink and seconded by Clive Whitford.

  3. Maintenance report: Thanks were extended to all involved in this work and especially to Geoff Brown. Motion to adopt the report proposed by Paul Walters and seconded by Jane Bradshaw.

  4. Student ministry: Andy Kruger is to oversee the student ministry as of 2011. Jane Bradshaw highlighted the commitment of the students. The Dean extended his thanks to those parishioners who regularly attend the student service and said that the students greatly appreciated the contact with Cathedral parishioners. It was explained that the Rhodes Anglican Students Society, ANSOC, operates independently from the youth ministry at the Cathedral. Motion to adopt the report proposed by Claire Nye Hunter and seconded by Jane Bradshaw.

  5. Music: The Dean highlighted the suggestion in the report that the organ should be tuned quarterly and also the need to find someone to take over from the Stouts. He said that unfortunately the Cathedral is not at present in a position to offer a remuneration package to an organist/music director and this is a matter that will need careful consideration. June Walters praised all those involved in the music at the Cathedral for all their efforts. Motion to adopt the report proposed by Michael Whisson and seconded by Penny Whitford.

  6. SpiritFest: Ways to incorporate it into a public benefit organisation (PBO) are being investigated. It is currently self-funded from collections at events, with start-up capital provided by another NGO that closed down. Any profits go to the Cathedral Restoration Fund. Maggy Clarke and the team were warmly thanked for all their efforts. Motion to adopt the report proposed by June Walters and seconded by Geoff Antrobus.

  7. Sacristans: A correction to the written report: "Thabia Yili" should read "Thabisa Yili". Thanks were extended to Geoff Brown for responding to all maintenance-related requests from sacristans and to Peter Breetzke for making the beautiful stand for drying the cruet. Motion to adopt the report proposed by June Venn and seconded by Maggy Clarke.

  8. Lay Ministers: motion to adopt the report proposed by Jeanette Eve and seconded by June Venn.

  9. AWF: corrections to the written report are as follows: under the section entitled "Mission and Witness": "We distribute soup every month to the Phaphamani clinic in Joza Location, Grahamstown." It was indicated that assistance was no longer provided to Riebeeck East. Also, in addition to the R400 donated to the Raphael and Jabez Centres respectively, R400 was donated to GADRA Advice. Motion to adopt the report proposed by Geoff Antrobus and seconded by Jane Bradshaw.

  10. Sound: Marian Walwyn said that the sound operators constituted a tiny team doing a lot under difficult circumstances. Jane Bradshaw thanked the team for their efforts. Barbara Stout queried how much longer the sound system could continue to operate. Motion to adopt the report proposed by Daphne Rink and seconded by Maggy Clarke.

  11. Altar servers: Thanks were extended to the team. Motion to adopt the report proposed by Mzinzisi Dyantyi and seconded by Chris Walwyn.

  12. Fort England: Michael Whisson is to step down in June 2011 and was warmly thanked for his many years of ministry to Fort England. Motion to adopt the report proposed by Lunga Dongwana and seconded by June Venn.

  13. Spire: Michael Whisson is to retire as editor in June 2011. A new editor is still being sought. Warm thanks were extended to Michael Whisson and to the recently-retired production editor Chris Walwyn. Thanks were also extended to Veronica Daniels, the new production editor. Motion to adopt the report proposed by Paul Walters and seconded by Claire Nye Hunter.

  14. Sunday School: It has been good to be able to draw in students to supplement the team. The Goliaths, currently at COTT, are to help out this year too. Motion to adopt the report proposed by Jane Bradshaw and seconded by June Walters.

  15. Worship in Dance: there has been a diversity of reaction to worship in dance. There has been enthusiastic response from the younger generation. Thanks were extended to Elzina Damoes who coordinated the group in 2010 and to Claire Nye Hunter who is coordinating it in 2011. Motion to adopt the report proposed by Di Harvey and seconded by Rose Spanneberg.

  16. Marimbas: the written report should be amended to read: "The Cathedral Marimbas were renamed in 2010 and became the St Michael's Marimbas". Warm thanks were extended to Penny Whitford for all her endeavours and for her patience with the mature marimba players. Motion to adopt the report proposed by Jane Bradshaw and seconded by Maggy Clarke.

  17. Youth: Thanks were extended to Rev Noluthando Gixana who oversaw the Cathedral Youth in 2010 and to Rev Mzinzisi who has taken over from her in 2011. Jane Bradshaw said that it played an important role in fostering a sense of belonging among those who had left the Eluxolweni Home. Motion to adopt the report proposed by Claire Nye Hunter and seconded by Jeanette Eve.

  18. Sidespersons (late addition available only at Vestry meeting): motion to adopt the report proposed by June Walters and seconded by Peter Stockwell.

  19. Flower Guild (verbal report): Sally Terry said that flower arranging in the Cathedral (with the exception of the Lady Chapel flowers) is done by a team of three people which aims to provide one fresh arrangement each week at the Pulpit and additional arrangements as the availability of flowers allows. New recruits to the team would be welcome, no previous knowledge of flower-arranging is required. Flowers are provided by the flower arrangers from their gardens with kind donations allowing the purchase of additional flowers on special feasts.

  20. Tower Bells (verbal report): the Dean said that the bell-ringing team is fragile and that this is a matter of concern. Jane Bradshaw said that someone visiting Grahamstown for an extended period from the UK is a bell-ringer who might be willing to join the team. She agreed to pursue the matter. The proposed visit to Grahamstown in May 2011 by the Bellringers Guild will not take place. Colin Lewis and Siyabulela Dyasi were thanked for the wonderful work they have done to keep the bells ringing.

  21. Book sales (verbal report): there is a book sale in the Cory Room on the last Saturday of every month. Thanks were extended to Heather Haggard and her team.

  22. Bible Study groups (verbal reports): It was requested that Bible study groups submit written reports for the 2012 Vestry meeting. For 2011 verbal reports were received from the floor:

    Geoff Antrobus indicated that a group of 8-15 people met on Tuesday evenings at St Peter's. All welcome. The readings for the following Sunday are studied.

    Roswitha Hobson said that a group led by Sr Dorianne CR met on Thursdays at 15h00 at Roswitha's home. All welcome. The readings for the following Sunday are studied.

    Paul Walters indicated that a group meets at his home on Tuesday evenings. All welcome. The readings for the following Sunday are studied.

    Daphne Rink said that a group of 12 people led by Rev Eric Kelly met on Monday afternoons. Unfortunately this group cannot be expanded at present.

    Andy Kruger reported that the students meet on Thursday evenings. He will alternate leadership of Bible study with Paul Smedley. There are different people attending each time which is a challenge.

  23. Mothers Union (verbal report): meets on the first and third Thursday of the month. More members are requested. Following a query about cooperation between the Anglican Church and the Department of Health, it was pointed out that the Eastern Cape Department of Health is bankrupt and is therefore unlikely to be involved in any initiatives.

  24. St Agnes Guild: this is a guild for young women. No report was made to Vestry.

Financial report and adoption of accounts

The Draft audit for 2009 has just been completed by the Auditors and no changes have been made to the data tabled at Vestry 2010. The Draft Audit for 2010 was tabled and it was hoped that it would not take as long to complete as the previous audit. Annual reports for SpiritFest and the AWF were not distributed for which the Treasurer apologised. An amount of approximately R17 000 which was owed to us by the Municipality last Vestry has been reclaimed. Rose Spanneberg queried telephone expenses of R10 000 for the Subdeanery. It was explained that Rev Noluthando had been obliged to contact members of the Parish who did not have landlines and the cost of calls was therefore significantly higher. Bank charges are higher and Internet banking charges have played a role in this. A correction to p 7 of the financial report: "Alter" should read "Altar". Peter Stockwell noted that cash deposit fees were high. It was suggested that parishioners should be encouraged to pledge by means of stop order but should use their pledging numbers rather than their names as a reference to maintain anonymity. Geoff Antrobus indicated that it was difficult to obtain a global overview of the finances with the way in which the accounts are currently set out. He suggested that all music-related items, all ministry-related items and all salary-related items, for instance, should be grouped together for greater clarity. He further suggested that Candice Mullins might be contacted about the setting out of the accounts.

Paul Walters thanked the Treasurer and Bookkeeper and pointed out that the amazing richness of life in the parish would not be possible without their meticulous administration of the accounts. Motion to adopt the report proposed by Paul Walters and seconded by Peter Stockwell.

The budget for 2011 was tabled. Motion for adoption of the budget proposed by Gwenda Thomas and seconded by Siphokazi Njokweni.

Election of Church Wardens and Parish Councillors

Wayne Jayes was originally nominated for the position of Alternate Warden (proposed by Paddy Tandy and seconded by Michael Whisson) but since no nominations for Church Warden were received he agreed to be nominated as Church Warden (proposed by Michael Whisson and seconded by Peter Stockwell). Further nominations were requested from the Floor. Geoff Brown was nominated and agreed to stand (proposed by Jane Bradshaw and seconded by Mary Knowling).

The Alternate Warden is a member of the Parish Council and a warden in reserve. In the Cathedral parish it is customary for the Alternate Warden to sit on the Executive committee and to hold a portfolio. A motion to propose Marian Walwyn as Alternate Warden was put forward by Jeanette Eve and seconded by Trevor Loots.

Seven nominations were received for Parish Council: Roger Adams, Jane Bradshaw, Claire Cordell, Lunga Dongwana, Roger Embling, Ross Marriner and Lulama Mvula. A motion to accept nominees in a block vote was proposed by Paul Walters and seconded by Chris Walwyn.

Closure

The Pledge recorder, who wishes to remain anonymous, was thanked for his/her work.

The Dean was commended for his leadership of the Parish over the past three years. The Dean and his family were thanked with acclaim.

Church Officers to be admitted at the 9h30 service on 13 March 2011. Apologies to the Dean.

The meeting ended with the Grace and was adjourned at 12h00.