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Vestry Minutes

St. Martin’s Episcopal Church

Vestry Minutes

Thursday, September 18, 2008

 

In attendance were vestry members:   David Feldman, Doug Finch, Lois Headden, Carolyn Ito, Dani Jaworski, Andy McNeil, Sarah Noble, Gary Osborn, Michael Terrien and Larry Williams.   Also attending were Sven vanBaars, Assistant Rector; Edith Edwards, register and Lloyd Woods, Treasurer.  Absent: Ginger Ambler, Ed Pease, Dorsey Smith and Shirley Smith Graham, Rector.

 

The meeting was called to order at 6:30 p.m. by Carolyn Ito, Senior Warden.

Opening prayer was given by David Feldman.

 

Rehearsal of the Norms was led by Gary Osborn.

 

Nurture:  Sven vanBaars used Stewardship as his subject.  Using a container of rice with large nuts hidden inside he demonstrated that if you fill up life with little things you cannot get the more important things done.  So we need to allow for the important things in life and fill in the little things around that.

 

The minutes for August were approved .

 

Wardens’ Report.  Carolyn Ito read a letter from the Williamsburg Parent Cooperative thanking the church for being proactive during the recent hurricane which prevented flood problems in the school.

 

The Ministry Fair went very well.  Thank-you cards were signed to give to Ann Meyer and Tim Terry for their work on the Ministry Fair.

 

Conscientious Carpet will clean the wax off the chairs for $5.00 a chair.  There are 108 chairs that have wax on them.

 

Junior Warden’s report. Gary Osborn reported that the “Needs Assessment Committee is in place and has started a conversation via email.

Sandbags were placed by the back door of the CO-OP in anticipation of Hanna.  There were no water problems.  Gary thinks we can fix our drainage issue without having to terrace the hillside.  A simple Earth Berm along the walkway should divert the water from the hill.  He and Doug are pursuing this project and will attempt to complete it (hopefully at very little expense) this fall.

 

The parking lot fence has been damaged twice in the past month.  He suggests using concrete tire curbs and planting a hedge of some sort as an additional barrier.  He will investigate the cost of this.

 

Six people signed up for the “Light Brigade” at the Ministry Fair

 

Finance Committee Report  Lloyd Woods. The total revenues for this month were $48,176.12.  Total expenses were $56,660.98.

 

The Vestry was given a recommendation for the use of the Capital/Major Maintenance Budget to improve the oversight and control of SMEC’s financial resources. The Vestry also received a schedule of all “restricted funds.”

 

We also received the “Management Letter” from the auditor.  Everything is in order financially.

The auditor also sent a letters saying that we are not following generally accepted accounting principle (GAP) in the way that we handle restricted funds. Lloyd Woods will write a resolution  for the Vestry to consider at the October meeting concerning our accounting practices.

 

New Business.  Gary Osborn says he has a quote of $2200 for a contract to build a ramp for the Memorial Garden.  Lois Headden moved acceptance of that quote.  The motion was seconded and carried.

 

Sven vanBaars reporting for Shirley said the following people have agreed to be on the nominating committee:  Bob Coleman, Dave Douglas, Cindy Jordan and Gary Ripple

 

Gary Osborn reported that all the delegates and alternates went to Newport News to meet the candidates for Bishop.  Gary felt they were all acceptable candidates.  Shirley will meet with our delegates to explain the process of election which will take place at Council on September 27.

 

Old Business.

 

Lois Headden moved that the Capital/Major Maintenance Budget be approved.  The motion was seconded and carried.

 

Doug Finch moved that Restricted Funds recommendations (Lloyd Woods) be approved.  The motion was seconded and carried.

 

There followed a discussion for plans for the September 28 meeting during adult forum time to discuss our “Vision for the Future.”

 

Important Dates.

 

 

The Norms check-in was favorable.

 

Michael Terrien led the closing prayer.

 

The meeting adjourned a 8:42 p.m.

 

Respectfully submitted,

Edith Edwards

 

By email on October 9, 2008 the vestry approved a yearly maintenance contract with Tidewater Services for servicing the Air Conditioners and Heat.




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