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St. Martin's Episcopal Church | ![]() |
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
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