St. Martin’s Episcopal Church

                                                                 Vestry Meeting

                                                         Thursday, June 18, 2009

 

     I.   The meeting was called to order at 6:35 p.m. by Carolyn Ito, Senior Warden. 

           Present:  Ginger Ambler, Debbie Coleman, Jean Dickey, Shirley Smith Graham, Rector,

           Lois Headden, Register, Carolyn Ito, Senior Warden, Dani Jaworski, Andy McNeil, Ed 

           Pease, Dorsey Smith, Larry Williams, Junior Warden, Nellie Williams, and Lloyd Woods,

           Treasurer.  Absent:  Polly Foote, Sarah Noble, and Gary Osborn.

    II.  OPENING PRAYER:  Debbie Coleman read a prayer entitled “Sacred Space”.

  III.  REHEARSALS OF NORMS:  The Rehearsals of Norms was read by Larry Williams. 

  IV.  NUTURE:  Shirley explained that whatever we need God will provide.  She sees                                                                    

          evidence of this at St. Martin’s and she is thankful for this because she doesn’t think it is               

          normal in a congregation.  She is excited because everyone at St. Martin’s is doing                        

          something.

   V.  VESTRY MINUTES: A motion was made and seconded to accept the May 21, 2009

         Vestry Minutes as written.  This vote was passed unanimously.

 VI.  TREASURER’S REPORT:  Lloyd Woods reported that expenses exceeded income by                                                                                                                 

         about $2,000 this month and for the year revenues exceeded expenses by about $5,000. 

         He doesn’t feel there is any cause to panic.  He also explained that most people are on a                 

         pay as you go basis instead of paying prepaid pledges.  The Income and Expense                             

         Summary as of May 2009 are attached to these minutes.

         Lloyd felt that in the future St. Martin’s might have to use the Episcopal Church Health

         Plan that would cost as much as $40,000 or $50,000 more than we are paying now.

         Discussion followed on the increase in health care costs.

         Lloyd reported that budgeting this year will be tougher than it has been in the past and the

         budgeting process will begin in August.

VII.  MINISTRY PRESENTATION:  Phaedra McNorton wasn’t present to give her report on

          the music program because her house had been struck by lightening last week.

VIII.  VESTRY COMMITTEE REPORTS:

                    A.  Bell Tower Memorial Garden:  Gary Osborn wasn’t present so there was no 

                           report.

                    B.  Nominating Committee Report: Shirley met with the Nominating Committee a

                          couple of weeks ago and gave them a number of assignments.  Shirley gave each

                          Vestry member a copy of these assignments for this committee and they are

                           attached to these minutes.

                           The committee’s first assignment was to find people to serve as Delegates and                                                                                                                                                           

                           Alternates to Diocesan Annual Council.  St. Martin’s needs four delegates and

                           four alternates.

 

                           A motion was made and seconded to approve Ginger Ambler, Debbie Coleman,

                           Carolyn Ramage and Susan Ripple as delegates to Diocesan Annual Council.

                           Motion passed unanimously.

                           A motion was made and seconded to approve Dennis Ogorzaly as alternate to

                           Diocesan Annual Council.

                           Shirley gave the vestry members a draft copy of a Ministry Leaders Directory

                           that had been developed for the July  12, 2009 Mutual Ministry Picnic and

                           explained that it was just for the vestry’s use.  A copy of it is attached to these

                           minutes.

                    C.   Stewardship Committee Report:  Sarah Noble wasn’t present to give this  

                           Report so a written report of the Stewardship Committee’s meeting was

                           submitted by Joe Poole and is attached to these minutes.

                    D.   Finance Committee Report:  Andy McNeil reported on the Finance 

                           Committee Meeting and his report is attached to these minutes.

 IX.  FORWARD IN FAITH:

 

                    A.  Enhancing the Sound System:  Andy McNeil reported that he had gone out for

                          four bids and had two bids in hand.  Andy will put these bids together in a

                          form (break it down) and then email it to the vestry so they can vote on it at their

                          August meeting.  The vestry asked Andy to check to see if there was a term on

                          offers.  Andy felt that the scope of this work would not take long.

                    B.  Bid Recommendations for Parking Lot Project and Siding Repair:  Larry

                          Williams reported that the Finance Committee unanimously voted to recommend

                           to the vestry the proposal from Headwind, Inc.  The cost is $9,140 for this

                           project.

                          A motion was made and seconded to accept the Finance Committee’s

                          recommendation to hire Headwind, Inc. to replace the siding on Miles Hall for a

                          cost of $9,140.  Motion passed unanimously.

                          Larry stated that the Finance Committee unanimously voted to recommend to

                          the vestry the proposal from Shouse Manning for repairs to the parking lot.  The

                          cost is $10,650 for this repair.

                          A motion was made and seconded to accept the Finance Committee’s

                          recommendation to hire Shouse Manning for the repairs to the parking lot for a

                          cost of $10,650.  Motion passed unanimously.

                    C.  Vestry Action and Statement Related to the Proposed Walgreen’s

                           Development: Carolyn felt that it was a good idea for St. Martin’s to go on

                           record with a letter to the James City Planning Commission to express our

                           feelings about this project.  Emily Pease was suggested as a good person to

                           write this letter.  The vestry discussed items that should be included in this

                           letter.  It should include that the biggest problem would be increased traffic;

                           the storm water run off; Historic Corridor Issue; and a store that would be

                           open 24 hours a day.   The vestry felt that this letter should also be sent to

                           the Virginia Gazette.

                           A motion was made and seconded to oppose this project and to send a letter

                           to the James City County Planning Commission.  Motion passed unanimously.

                           Carolyn will ask Tim to send an email to parishioners to let them know how

                           they can sign a petition opposing this proposal.  This letter will be signed by all

                           vestry members.

                    D.   Snapshor of What Makes St. Martin’s Unique for Website Homepage:

                           Carolyn asked the vestry to write down three things that make St. Martin’s

                           unique in this community.  After each member shared their ideas the vestry

                           decided that the following statement would be our logo on the Website

                           Home Page.  Small Enough To Welcome You – Big Enough to Make A

                          Difference.

  X.  SENIOR WARDEN’S REPORT:  Carolyn reported on activities that she has been

        involved in this month.  Her main focus has been on looking at the attendance figures for

        this past year and she feels that attendance has been good.  The Senior Warden’s report is

        attached to these minutes.

 XI.  JUNIOR WARDEN’S REPORT:  Larry Williams reported on the Parking Lot Repair

         and Redesign; Grounds; and Miles Hall Siding Replacement.  The Junior Warden’s report

         is attached to these minutes.

XII.  RECTOR’S REPORT:  Shirley felt that there were wonderful things to celebrate going

        on now at St. Martin’s.  She will be on vacation from June 20 until July 11.  She employs

        Vestry member to listen to the Sunday sermons which if you can’t attend church, you can

        find them on the website.

        Shirley reported that she had set the dates for her Continuing Education: July 22 - 31; and

        August 10 - 14.

        Shirley has met with members of the 9:00 a.m. service to look at this service.

XIII.  IMPORTANT DATES:

$                     Shirley on vacation June 20 - July 11; Sven has authority.  He know how to reach Shirley for emergencies or clarifications.

$                      J2A pilgrims depart June 22 and return July 1

$                      July 12, 12:15 p.m. All Parish “Picnic” in Miles Hall for our Mutual Ministry

            Celebration

$             General convention of the Episcopal Church, July 8 – 17

XIV.   NORMS CHECK-IN:  Larry Williams felt that the vestry did well with the norms and                                      

           he liked the way the vestry disagreed.

  XV.  CLOSING PRAYER:  Nellie Williams led the vestry in the closing prayer.

           The meeting adjourned at 8:59 p.m.