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Vestry Minutes

St. Martin’s Episcopal Church

Vestry Minutes

Thursday, November 15, 2007

 

In attendance were vestry members: Ginger Ambler, Sandy Dunton, David Feldman, Doug Finch, Melinda Hagaman, Lois Headden, Carolyn Ito, Cindy Jordan, Sarah Noble, Gary Osborn, Richard Reeves, and Dorsey Smith   Also attending were Shirley Smith Graham, rector; Edith Edwards, register.   Absent: Kent James, Michael Terrien and Lloyd Woods, Treasurer.

We used the discussions at dinner to replace the personal check-in.

The meeting was called to order by Cindy Jordan, Warden, at 6:45 p.m.

 

Doug Finch opened the meeting with a prayer.

 

Spiritual Nurture: Shirley used a reading from Meditations for Vestry Members by Coleen McMahon.  The section on duties of a vestry with emphasis on being a servant leader were read.

 

The Minutes for October were approved.

 

Proposed Budget: A discussion of the proposed budget including the discretionary items followed.   Cindy suggested the Vestry should think about what items we should cut from the “soft money.”  The budget will be voted on at the December Vestry meeting.

 

Richard Reeves handed out the minutes from the Finance Committee meeting.  He said the stewardship drive has been very successful.  So far 50% of households are pledging.

 

Richard also distributed a copy of the audit report.  A copy of this is appended to these minutes.

 

Bell Tower Memorial Garden Committee: Gary Osborn.  Gary did a walk- through of the Memorial Garden this week with Jim Holcombe, small contractor with lots of experience for Mr. Holcombe to give estimates for the following:

 

 *  Handicap access from the church to MG (from one of the doors at the rear of

      the choir section - probably brick pattern matching existing.

 *  Rental of a metal detector to find brass grave markers hidden by land shifts

      and/or overgrowth.

*   Clearing of "abundant" overgrowth.

*   Changing of white chain to black (rope or chain).

*    Repair of numerous plaques - due to bolts securing them rusting and

     breaking off - Future bolts will be stainless.

 

Budgeted funds available : 

  $5000.00   Mrs. Dassell & Dr. Winneberger fund for

                    handicap access and general improvements.

  $  750.00   (interest only) the Lake fund - general maintenance.

 

Memorial Gift Committee:  Catherine Palmer has agreed to meet with a committee to update the list of needed items for suggestions for use of memorial gifts.

 

The following tasks forces are under review:

            Carolyn Ito is setting up a procedure for the nomination of delegates to Diocesan Council.

            Cindy Jordan is reviewing the Facilities Use Policies.

 

            Shirley Smith Graham and Cindy are reviewing the policies for wedding and funerals.

 

            Gary Osborn is looking at the policy regarding the Memorial Garden.

 

The Personnel Policies have been reviewed and a draft is done which will be presented in December by Cindy Jordan.

 

Annual Meeting: The annual meeting will be on December 9, at 10:00 a.m.  There will be the usual three services.  Everyone should get a report of their areas of ministry in to Tim Terry by Dec. 2, so they can be compiled for the annual meeting.

 

The December Vestry meeting will be on December 20.  The newly elected members will be invited to attend.  They will have seat and voice at that meeting.

 

On January 5, their will be a new vestry member orientation from 10-12 a.m.  Current vestry members are also invited to attend.

 

The Vestry Retreat will be on January 11,12 and 13, at Roslyn Conference Center in Richmond.  The focus of this retreat will be on long range planning.

 

There will be a “Hail and Farewell” party on January 26, at the home of Jack and Edith Edwards.

 

A “Mutual Ministry Review” with Shirley will be in February, 2008.  Dorsey Smith will do the research to determine what this review entails.

 

Areas of Ministry:

 

Stewardship: Sarah Noble.  As of November 10, there had been 101 pledges received totaling $310,000.

 

Outreach: Carolyn Ito.  Vibrant Life Ministries held a meeting in October at St. Martin’s Church.  There were 33 people at the meeting representing approximately 13 of the 56 churches in our community who support Vibrant Life.  The meeting was well organized and the testimony of one of the men who has been significantly helped through the program was very moving. 

The present monthly income does not cover expenses. Grants are pending.  Vibrant Life purchased four houses and would like to purchase the White Lion Motel to house families. St. Martin’s along with Bruton Parish and Hickory Neck are supporting one of the houses. This involves furnishing the home and working with the residents. Volunteer opportunities such as dinners with and mentoring the residents will continue to be listed in the Cloak.

The Heifer Project  has concluded for now. Our contributions purchased an arc, water buffalo, and pig.

Cherub Tree project will be held this year. Parishoners will choose a child's name and purchase a gift.

            An officer with the Shop with a Cop contacted the church about this project. Children who are at risk for becoming involved with the police are taken shopping with an officer to help forge positive relationships. St. Martin’s was asked to contribute to this cause. More information is needed before making a commitment.

       Yard Sale in June 2008 is the year for the every other year yard sale. It will be held in June. Sam will contact Diane Bishop and Mary Lour Newman to see if they will head up the effort even though neither still attends St. Martin’s. A suggestion was made to expand on the yard sale and develop a “tea room” serving baked goods and drinks during the sale.

       Proud Patriots Project Proposal Anna Wolf proposed supporting the Proud Patriots project, a non-profit organization of volunteers that supports U.S. military troops throughout the world by sending care packages including notes and cards.  The project was approved and will begin in the new year. Brenda Wigginton, the Williamsburg contact, will speak to the Women’s Group in January and the project will begin in February. Anna will be responsible for the announcements and collection and delivery of items parishioners donate.

       Thanksgiving Meal Preparation Kerry Armbruster, Emily Pease, and other volunteers will be preparing Thanksgiving meals in the kitchen for five families. Notices will be in the bulletins.

       Due to increasing demands on Judy’s time for caring for her parents and her mother-in-law, she can not chair the commission. She does want to continue as a member. A new chair is needed.

 

 

Hospitality & Fellowship: Lois Headden.  The Newcomers Committee met with Shirley Smith Graham on Thursday, November 8th. Over the past month bread and letters have been sent/delivered to about six families. Roma Maycock does follow up calls with those who fill out a Newcomer Card or sign the Guest Book. On Sunday, December 2nd there will be a reception for newcomers at 10:00 a.m. in Miles Hall.  Invitations will be sent to those who have visited in the last six months. We hope that many of the vestry members will also attend this event.

 

Worship and Music: Ginger Ambler and David Feldman.  On Wednesday, November 7 there was a meeting of our newly constituted Worship Committee. The meeting was co-facilitated by Shirley Smith Graham and Phaedra McNorton; Cindy Jordan was the warden representative; and David Feldman and Ginger Ambler were present as vestry advocates for Worship & Music.  The following people were invited to serve on the worship committee to represent parishioners at the 9 a.m. and the 11 a.m. services and were present at the meeting:  Bev Olsen, Susan Axtell, Ruth D'Alessandro, Amy Harris, Edith Edwards, and Jim Osbourne. Dave Douglas was absent at this first meeting.

 

After introductions, we each shared what we appreciated most about the worship service(s) we regularly attend. Then, the group separated into two group -- 9 a.m. and 11 a.m. parishioners -- to discuss (1) for whom the worship service is designed, (2) how we want people to experience God in the service; how we want people to experience one another as part of the service. A third question about specific rituals, symbols, practices, etc. was tabled until the next meeting.  Shirley led the discussion about the 9 a.m. service and Phaedra led the discussion about the 11 a.m. service. While the small groups talked broadly about our experiences and perceptions, the facilitators took notes to identify broad themes that came out of the discussions. Shirley agreed to distill those themes and bring them back to the group at our next meeting which will be sometime in January. 

 

Communications and Administration: Dorsey Smith.  New personnel manual has been compiled and is in the review process.  Hope to have Vestry approval in December meeting for January implementation.

 

Warden’s report

 

Cindy Jordan asked the vestry to think about who they would like to nominate for wardens for next year.  Let Shirley know these names and also if you are willing to be a warden.  Also think about what ministry of the church you would like to be the vestry advocate for.

 

Cindy presented a formula for election of vestry members.  Ginger Ambler moved that we elect 5 vestry members this year, one of whom will serve a 2 year term.  That will give us a vestry of 13 members.  The next year we will only elect enough people to make a vestry of 12.  Dorsey Smith seconded the motion which passed.

 

Rector’s report

 

Shirley thanked the stewardship committee and also the hospitality/newcomers committee for the job they have done.  The “meet and greet” neighborhood meetings have been a great success.

 

Shirley and the vestry would like to commend Lloyd Woods for the work he has done on getting us all the information about the budget.  We also thank Barbara Faubert for her faithfulness and dependability as the pledge official.

 

An advisory committee for hiring an assistant rector has been formed.  Ginger Ambler is the vestry liaison for the advisory committee.

 

All the staff is due for performance evaluatiion.  Shirley has arranged the dates for meeting with all of the staff to see what areas they need support in.

 

Items for the Cloak and Web Site

 

Cindy suggested that the vestry minutes be put on the web site.  The date for the annual meeting should be included also.

 

Closing prayer was given by Carolyn Ito.

 

Meeting adjourned at 8:55 p.m.

 

Respectfully submitted

Edith Edwards




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