Vestry Meeting
Thursday, September 17, 2009
I. The meeting was called to order at 6:30 p.m. by Carolyn Ito, Senior Warden.
Present: Debbie Coleman, Jean Dickey, Polly Foote, Shirley Smith Graham, Rector, Lois Headden,
Register, Carolyn Ito, Senior Warden, Dani Jaworski, Sarah Noble, Gary Osborn, Gary Osborn,
Larry Williams, Junior Warden, and Lloyd Woods, Treasurer.
Absent: Ginger Ambler and Nellie Williams.
II. OPENING PRAYER: Andy McNeil opened the meeting with prayer.
III. REHEARSALS OF NORMS: The norms were reviewed by Larry Williams.
IV. NUTURE: Shirley felt that the vestry needed a change of pace because they have been working
hard on various issues. Each vestry member was given a sheet with a Star Wars game and asked
to “Join the Crew”. It asks the participants to follow a path to see what their position (Pilot,
Captain, Engineer or Chief Medical Officer)
could be on the U.S.S. Enterprise.
V. VESTRY MINUTES: A motion was made and seconded to approve the August 20, 2009 Vestry
Minutes as written. This motion was passed unanimously.
VI. TREASURER’S REPORT: Lloyd Woods reported that August revenues exceeded expenses by
$11,000. The deficit is a little over $3,000 for the year to date. He was not concerned about this year
even though pledges are $5,000 behind last year and we are $11,000 behind in income compared to
2008. Lloyd is reasonably optimistic that it will be a good year because expenses are being kept
under control.
The Income and Expense Summary Totals as of August 2009 are attached to these minutes.
Lloyd has now prepared an expense budget for 2010 which is now lower than the 2009 budget. The
Executive Committee will look at this budget in October before bringing it to the vestry for their
approval.
VII. VESTRY COMMITTEE REPORTS:
A.
in the
problem.
B. Nominating Committee Report: Shirley reported that the Nominating Committee has
come up with four candidates for Vestry. They are: Kerry Armbruster, Jane Core-Yatzeck,
Roger Hoopengardner, and Dick Mericle.
Shirley explained that the Nominating Committee is working with her looking for a new
treasurer.
answer questions about the budget at the Growing and Giving Cottage Meetings. Shirley
suggested that we have a different meeting with parishioners to address the budget. She
was willing to set a date for this if this is needed. Gary Osborn felt that we needed to
make the budget available to the parishioners. It was suggested that the budget be put on
Sarah Noble’s Stewardship Committee’s Report are attached to these minutes along with
a list of hosts and facilitators and dates of the Growing and Giving meetings.
D. Outreach Commission Report: A copy of Debbie Coleman’s Outreach Committee
Report is attached to these minutes.
Carolyn Ito explained that for the first time ever she had to turn down four people in
August because there wasn’t enough money in the Individual Assistant Fund’s budget.
She pointed out there will be money in September. Shirley said that there was money in
the Discretionary Fund for these emergencies when it is needed.
Discussion followed on whether there was a way to communicate to the parish when there
is a need. After examining three possibilities, a motion was made and seconded that we
allocate $1,000 from Discretionary Funds to the Individual Assistance Fund to cover
shortfalls. This motion passed unanimously.
E. Finance Committee Report: Andy McNeil reported that the Finance Committee is
reallocating the money that was budgeted for the zig-zag building roof repairs.
Lloyd Woods and Greg Hilger are reviewing materials on an Endowment Policy.
The projector is dying and Ann Meyer has money in her budget to purchase a new one.
The Executive Committee voted yes to having the work done on the Sound System.
Andy explained that this work will be completed by November 15.
VIII. FORWARD IN FAITH – BUSINESS
ITEMS:
A. Bishop’s Letter: Each member of the vestry had a copy of a letter from the Bishop that
shared a few thoughts about diocesan giving. He is asking all the parishes in the Diocese
of
to the diocese which is 7.3% of our operating budget. She pointed out that the vestry
has agreed to increase their pledge each year but since the vestry hasn’t looked at the budget
yet she is unsure how our pledges will come
in. She is hopeful that
to increase their pledge to the diocese each
year. Carolyn pointed out that
the 12th highest giver to the diocese in 2009. A copy of the Bishop’s letter is attached to
these minutes.
deficit budget or was it the time to look at having a balanced budget. Lloyd Woods would
like this to be an item on next month’s agenda.
C. Building and Grounds Progress: Larry Williams, Jean and Cliff Dickey has been
working hard to keep ahead of things. Larry wants to devote more time to a Plant
Maintenance Plan as stated in the Building on Faith Strategic Plan. He envisions a working
notebook on when things need to be done. Jean Dickey has been going through files, manuals,
and notebooks to see what has been done in the past.
D. Needs Assessment Report and Items Transferred to Vestry Retreat: Gary Osborn
explained that when the vestry began their “Forward in Faith” planning initiative they
established a Needs Assessment action plan. The process was purposely designed to identify
present and future NEEDS and not SOLUTIONS. From this activity they hope to establish a
focused Five Year Plan that will enhance and support the stated Mission of St. Martin’s. A
copy of the Report of the Findings of the Needs Assessment Committee was given to each
Vestry member and is also attached to these
minutes.
document and make changes. He also felt that there should be a Standing Committee for
Needs Assessment and that a member of the vestry should be a member of that committee.
Shirley suggested that once a year we have a meeting to get input on all our needs (spiritual
and building). Shirley felt that the vestry needed to place a high priority on the Need
Assessment Plan and that this should be an agenda item each month and then possibly in
June collect the items and put them in a working document.
Carolyn Ito explained that we have already achieved many of the goals that have been
identified. She asked the vestry to approve putting the Present Needs from the Needs
Assessment Plan under Potential Goals on the “Forward in Faith” document. A motion
was made and carried to accept these changes. These potential goals will be items
transferred to Vestry Retreat.
E. Wardens Selection Process: Shirley explained that last year we changed the process of
selecting Wardens. Instead of electing wardens in January at the retreat we would elect
them in November so that they were in place to help plan the retreat. Shirley and the
Executive Committee asked the vestry to think about possible candidates. Ed Pease
volunteered to be the point of contact for suggestions. The vestry will elect the wardens
at the November Vestry meeting.
F. Update on Traffic Light and Walgreen’s Proposal: Shirley stated that VDOT has
already approved the traffic light at the second entrance/exit of the shopping center on
Commissioner of the Department of Transportation from John H. Haldeman, Chair of the
James City County Citizens Coalition is attached to these minutes. Shirley also pointed
out that there was a letter in the September 16 issue of the Virginia Gazette on this subject.
IX. SENIOR WARDEN’S REPORT: Carolyn Ito’s report is attached to these minutes. She also
added to her report by explaining that part of the Icenhours gift in memory of Evelyn Fisher will be
used to buy a blue Altar Frontal.
X. JUNIOR WARDEN’S REPORT: Larry Williams said that Jean Dickey has found that we need
to fix the gutters. Andy McNeil asked Jean and Larry to make a list of items that need immediate
care so that the money that was allocated for repairs to the zig-zag building can be used for these
needs. Larry’s full report is attached to these minutes.
XI. RECTOR’S REPORT: Shirley’s Rector’s Report is attached to these minutes.
XII. IMPORTANT
DATES:
. Training for Growing and Giving Gatherings for Stewardship, Saturday, September 19,
2:00 to 4:30 p.m.
. Growing and Giving Gatherings (various dates, see online calendar)
. Growing and Giving Gala, Saturday, September 26, 2009, 5-7 p.m.
. Ministry Faire, 10:00 a.m. on Sunday, September 20, 2009
XIII. NORMS CHECK-IN: Larry Williams felt that the vestry did well.
XIV. CLOSING PRAYER: Polly Foote read two short prayers from the Celtic Prayer Book.
The meeting adjourned at 9:00 p.m.