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Vestry Minutes

Thursday, February 19, 2009

In attendance were vestry members:   Ginger Ambler, Debbie Coleman, Jean Dickey, Polly Foote, Carolyn Ito, Andy McNeil, Sarah Noble, Ed Pease, Dorsey Smith, Larry Williams and Nellie Williams. Also attending were Shirley Smith Graham, Rector, Edith Edwards,(for Lois Headden, register) and Lloyd Woods, Treasurer.  Absent: Lois Headden, Dani Jaworski and Gary Osborn.

The meeting was called to order at 6:30 p.m. 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 some parts of Bishop Hollerith’s opening address to Counsel on the day after his consecration as Bishop.  She commended to us the Diocesan web site where we can read the entire address

The minutes for the vestry retreat on January 16-18, 2009 were approved.

Treasurer’s Report, Lloyd Woods:  St. Martin’s ended 2008 with a plus of $43,000.  January of 2009 was very close to being balanced. (Finance Report is attached, including the budget for 2009).

Revenue is coming in slower than 2008 and unfortunately expenses are coming in faster than normal.

The Parent Cooperative Pre-School lease for 2009 was agreed upon.  The monthly rate is $900 a month through May, 2009.  From September 2009 through May 2010 (the Coop’s fiscal year) the rent will be $925 a month.

Andy McNeil moved that the lease for the Parent Cooperative Pre-School be approved.  The motion was seconded and carried.

Polly Foote agreed to be the liaison to the Coop from the Vestry.

The “Capital Major Maintenance and Replacement Budget” was handed out by Lloyd.  He asked the Vestry to review it and be ready to vote on it in March.  He also suggested that it is time to start thinking about a capital campaign.

Committee Reports

Bell Tower Memorial Gardens (Carolyn Ito reported for Gary Osborn)  Two names plaques have been added to the cross in the memorial garden.

The Needs Assessment Committee is continuing to work.


Nominating Committee  Shirley Smith Graham reported that the nominating committee is now in place.  Members are Bob Coleman, Dave Douglas, Cindy Jordan and Gary Ripple.  Shirley handed out a list of all the Lay Leadership positions there are at St. Martin’s.

The following committee reports are attached to these minutes:

Stewardship Committee
Finance Committee
Christian Formation—Youth
Outreach Commission
Guidelines for Facility Use.  Andy McNeil moved that the guidelines be approved.  The motion was seconded and carried.

Forward in Faith  Item on the Forward in Faith Plan were reviewed

Jean Dickey moved that a letter be sent to Sam DeCroes saying that the bridge group will be asked to leave after May 2009.  Discussion followed.  Parking seemed to be the major problem.  The motion was seconded and carried.

Larry Williams, Jean Dickey, Carolyn Ito, Ed Pease and Shirley Smith Graham toured the Whitehall building on January 25, 2009.  It is a cooperative and at this time only the restaurant is on the market.  Larry will get in touch with the agent and tell him to go ahead with any plans to lease the property as a restaurant since we are not able to proceed with any plan to purchase now.  Shirley plans to write a letter to the diocese stating that we have expansion needs and adjacent property is available.

Ways to alleviate parking were discussed.  Shirley suggested that a committee be formed to look at this.  She is more concerned about the erosion problem in the driveway.  Ed Pease suggested we need to know what has caused the erosion before we proceed to fix it.  Larry will proceed with getting additional bids and investigate the need to have all three rip-rap areas repaired.

Jean Dickey reported on their inspection of the zig-zag building.  There is a water problem both on the roof and from water seeping up from below. She reported that the building is at the end of its usefulness.  Building and Grounds report is attached.

Rector’s report  Shirley Smith Graham reported that the Parochial Report is being prepared.  She gave the vestry copies of the membership report that included an explanation of what “members”
means.  The Vestry will be asked to approve it by email on Tuesday, February 24.

Carolyn Ito stated that she thought we followed the “Norms” during our meeting.

Closing prayer was given by Jean Dickey.

The meeting adjourned at 9:10 p.m.

Respectfully submitted,
Edith Edwards (for Lois Headden, register)



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