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St. Martin's Episcopal Church | ![]() |
St. Martin’s Episcopal Church
Vestry Minutes
March 19, 2009
In attendance were vestry members: Ginger Ambler, Debbie Coleman, Jean Dickey, Polly Foote, Carolyn Ito, Dani Jaworski, Sarah Noble, Gary Osborn, Dorsey Smith, Larry Williams, and Nellie Williams. Also Attending: Shirley Smith Graham, Rector, and Lloyd Woods, Treasurer.
Absent: Lois Headden, Andy McNeil, and Ed Pease
The meeting was called to order at 6:30 by Carolyn Ito, Senior Warden.
Opening prayer was given by Carolyn Ito.
Rehearsal of the Norms was led by Larry Williams.
Nurture: Shirley Smith Graham shared excerpts from a pastoral letter written by the Bishops of the Episcopal Church meeting in Hendersonville, North Carolina to the Church and “our partners in mission throughout the world.”
The minutes for February were approved.
Treasurer’s Report
Lloyd Woods reported that expenses exceeded income by $26,o00 during the month of February. This was due to payment of a $10,000 semi-annual insurance bill and a $6,000 quarterly pension expense. Our year-to-date finances are close to break even, however.
Lloyd also presented the “Capital, Major Maintenance and Replacement Budget.” Jean Dickey moved that the budget be accepted with Ginger Ambler seconding the motion. The motion passed unanimously.
Also discussed was the “level of commitment” standard, renamed “Major Expenditure Guidelines,” developed by the Finance Committee. It was emphasized that these are general guidelines and not requirements. It was also decided that the guidelines would be revised to include sole source and emergency situations.
Committee Reports
Bell Tower Memorial Garden: Gary Osborn reported that one new name plaque for Dorothy Birtwhistle has been added to the garden and that landscaping activities will take place in May during a work Saturday.
Nominating Committee Report: Shirley reported that this committee is in place.
Stewardship Committee: Sarah Noble reported that the Stewardship Committee is planning to provide a very general overview of planned giving and endowments to the parish during one of the adult forums coming up this spring. The date is set for April 26th. Information about this program will be shared with the vestry via email prior to next month’s vestry meeting.
Finance Committee Report: Lloyd Woods shared this report for Andy McNeil at the beginning of the meeting.
The following committee reports are attached to these minutes:
Stewardship Committee
Needs Assessment Committee
Bell Tower Memorial Garden Report
Finance Committee Report
Outreach Committee Report
Youth Report
Forward in Faith Items in the Forward in Faith Plan were reviewed.
Needs Assessment Committee-still in information collection mode.
Long Term Parking (ad hoc) Committee-A planning committee, to include a CoOp parent and a St. Martin’s parent, is being created to assist with the redesign of the parking lot. Dani Jaworski volunteered to be on this committee.
Gift Acceptance Policy and Endowment Enabling Resolution update-The policy will come before the vestry in May for review. At this time, it is being reviewed by an attorney.
May Outreach Ministry Market-Debbie Coleman report that the Outreach Commission has agreed to host an Outreach Ministry Fair on 5/17/09.
Sound System Update-Andy McNeil was not present to discuss.
Review of Forward in Faith Plan-review of the whole plan will occur quarterly.
Senior Warden’s Report
Carolyn suggested that the different commissions at St. Martin’s be invited to attend a vestry meeting and share what is going on with their commission in an effort to open communication. Vestry liaisons should ask heads of commissions if they’d like to attend. It was noted that the staff should be invited.
Carolyn also reported that quarterly ministry schedules will no longer be mailed except to people who do not have email access. All schedules will be delivered electronically in an effort to save paper.
Carolyn shared with the vestry a letter to Shirley that discussed the Mutual Ministry Review completed on March 11, 2009 by the Executive Committee. Sarah Noble moved to accept the addendum to the Rector Letter of Agreement, which was seconded by Dani Jaworski. Motion carried.
Carolyn read a letter of thank you from Mary T. Rupe. Mary is a member of the bridge club and has enjoyed the use of our facilities. She enclosed a check for $50.00.
Ginger Ambler moved that the vestry accept the recommendation of the Executive Committee for a 0% merit increase for the rector, which was seconded by Dorsey Smith. Motion carried. It should be noted that the Executive Committee felt that Shirley’s performance did indeed merit an increase. Current economic circumstances, however, as well as Shirley’s desire to not receive an increase when other deserving staff members did not receive one, were the reasons the increase was not given.
Junior Warden’s Report
Larry Williams reported on the state of the parking lot repairs. A plan is in place and three companies will be invited to bid on the job.
Bill Hawthorne is in the process of removing the dead trees along our driveway and should be finished by April 7. Bill is donating his services.
Tim Terry is investigating alternatives to our current security system for 2010.
A rezoning application has been filed with the county for the Cherry Realty property. Jean Dickey or Larry Williams will follow up on this by contacting Luke Vinciguerra and the county planning division.
Jean Dickey shared photographs of some of the clutter and cluttered areas that exist in St. Martin’s. Discussion ensued about ways to deal with the clutter. No decision made at this time.
Jean Dickey also shared that too much mulch in certain areas is affecting drainage. Raking current supply of mulch should be considered before putting down more.
Rector’s Report
Vestry oath was read by Shirley to Debbie Coleman, Jean Dickey, Polly Foote, and Nellie Williams and asked that each sign the oath and return it to her for our records.
Shirley and Phaedra have been working on the Lenten music this season; Shirley is pleased with the improvements.
Ann Myer’s parents’ health is in decline; please keep Ann in your thoughts and prayers.
The Chair of the P B & R wrote to Shirley thanking St. Martin’s for our annual Diocesan pledge and asking that we consider pledging more. Shirley will reply appropriately.
Our facilities are being used well; online calendar is very helpful.
Important Dates
Shirley will be on vacation March 24-26, and out of town 3/23-28.
Bishop’s Days: 3/21 in VA Beach; 3/28 at Amelia High School
Work Saturday at St. Martin’s: May 9th
Norms Check-In-Larry Williams stated that the vestry did well with the norms this evening.
Closing prayer was given by Sarah Noble.
Meeting was adjourned at 9:00 PM.
Respectfully submitted,
Nellie Williams (for Lois Headden, Register)
8/6-8/10: Vacation Bible School
9/9 Fall Schedule Begins 7:45,9 & 11am Services
Church Picnic –10 am Refreshments Avail after 7:45 & 11am9/16: Sunday School & Adult Forum Begin
9/23: Party at Chanco - Transportation Available
9/30: 5pm Celebration of New Ministry - Details soon