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Vestry Minutes

St. Martin’s Episcopal Church

Vestry Minutes

October 30, 2008

Vestry present:   Ginger Ambler, David Feldman, Doug Finch, Lois Headden, Carolyn Ito, Dani Jaworski, Andy McNeil, Gary Osborn, Michael Terrien and Larry Williams.  Vestry absent: Sarah Noble, Ed Pease, and Dorsey Smith. Also Present: Shirley Smith Graham, Rector; Lloyd Woods, Treasurer; and Nominating Committee Chairperson, Bob Coleman.  Edith Edwards, Register, was also absent. 

 

Senior Warden Carolyn Ito called the meeting to order at 06:30 p.m.

 

Opening prayer: Dani Jaworski.

 

Norms Rehearsal: Gary Osborn.

 

Nurture:  Shirley Smith Graham led a meditative prayer exercise on being gentle with self and others.

 

September minutes were approved.

 
Wardens’ Report: 

Carolyn Ito was present for the cleaning of the Sanctuary chairs and provided a written thank you to the anonymous donor who paid $585 for the removal of wax from 117 chairs.

Carolyn led two Adult Forum presentations on “How BIG Do We Want to Be” and “Saint Martin’s Past.” 

 

She also conducted an email vote to secure Vestry approval for the HVAC maintenance contract.  

 

Junior Warden’s report:

 

Gary Osborn reported repairs to the parking lot, but additional work is required. Minor repairs will be needed as required, but resurfacing of the entire lot is not anticipated at this time.  

 

Tidewater Services will handle HVAC maintenance starting in early November and will bill the church on a quarterly basis. 

 

A plumber has been hired to fix the leak found in the ceiling of the downstairs Ladies Room.

 

The Bell Tower Garden handicapped walkway is complete. Ken Butler has brought in topsoil to begin landscaping. Daughters of the King will plant bulbs alng the walk on November 2.  

 

Needs Assessment Committee information will be in the November Cloak and the Bulletin for November 9.  Members are scheduled to participate in the November 9 Adult Forum.

 
Finance Committee Report: 

 

Lloyd Woods indicated revenues for September were $42,789.46 and expenses were $42,057.57.

 

The Finance Committee will examine building use fees at the November meeting.

 

Lloyd presented a resolution from the Finance Committee addressing the current accounting for “Restricted Funds:”

 

Resolved that the Vestry approves the current accounting for”Restricted Funds” and acknowledges that it is not in accordance with GAAP (Generally Accepted Accounting Principles). This procedure presents a certain risk which the Vestry is willing to assume in order to make the financial statements of St. Martin’s Episcopal Church more understandable and to comply with Diocesan Accounting Guidelines.

 
Andy McNeil moved the resolution be approved. The motion was seconded and carried.

 

Vestry Committee Reports:

The Fall Pledge Campaign has been the main topic for the Stewardship Committee. The 2009 pledge goal is $635,000, which is $60,000 more than the 2008 goal. Volunteers have spoken during “The Giving Minute” segment of the October services. Shirley Smith Graham noted the excellent effort underway by the Stewardship Committee.    

 

The Bell Tower Memorial Garden is being improved and has two new plaques. Terry Adair has agreed to manage internment spaces and Patty Jackson will continue to maintain and improve the landscaping. Tim Terry will be the point of contact for ordering plaques.

 

Nominating Committee Chairperson Bob Coleman reported that the committee has identified four candidates for the Vestry.  Nominees are Nellie Williams, Polly Foote, Debbie Coleman and Jean Dickey. The Vestry nominations are open until 48 hours before the annual meeting.

 
New Business:

 

The Vestry-led Adult Forum is scheduled for November 9 and will include a survey to be used by the Needs Assessment Committee. Carolyn Ito will schedule a working meeting with Dani Jaworski, Lloyd Woods and Gary Osborne to draft the survey.

 

Andy McNeil will draft a Vestry procedure for the use of email to vote on emergency/short notice motions.

 
David Feldman presented an estimate of $1,200.00 to have Dan Jackson conduct voicing and regulate the piano in Miles Hall. Lloyd Woods indicated the best way to fund this work would be to use the General Building Maintenance Fund account.  A motion to proceed with the work was made by Ginger Ambler. The motion was seconded and carried.

 
The Vestry also concluded a comprehensive maintenance plan was needed for all musical instruments, including the organ. A motion was made by Ginger Ambler, recommending the Finance Committee develop a plan. The motion was seconded and carried.  David Feldman and Phaedra McNorton were identified as subject matter specialists qualified to assist the Finance Committee with this effort. Shirley Smith Graham will discuss this initiative with the Finance Committee at their next meeting.   

 

Old Business:

 

Shirley Smith Graham provided the Vestry with a draft job description for the Rector position and requested Vestry members send any comments to her by email.

 

The Annual Meeting is scheduled for December 7.  Services for that Sunday will begin at 0800 and 1000 AM.  Four new Vestry members will be elected. The Wardens and Rector will address the health of the church and financial data will be linked to ministries and programs. Vestry Liaisons will provide two minute highlights, giving three accomplishments and one challenge for their areas.

 

Ginger Ambler moved to hold Warden Elections at the November meeting. The motion was seconded and carried.  Off-going Vestry member David Feldman will handle email nominations and establish a slate of Warden Candidates.

 

Carolyn Ito led the progress review for action steps in the Forward in Faith Plan.

 
Rector’s Report:

 

Shirley Smith Graham noted she has seen great follow up in contacting the volunteers that came forward during the Ministry Faire. Shirley also addressed the needs and efforts to develop new parish leaders.

 

Sven vanBaars’ ordination will be at Saint Stephen’s in Richmond on December 6 at 1030 a.m.

Important Dates:

 

 


The Norms check was favorable.

 

Closing prayer: Ginger Ambler.

 

Senior Warden Carolyn Ito adjourned the meeting at 09:15 p.m.

 

Respectfully submitted,

Larry Williams




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