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Vestry Minutes

St. Martin’s Episcopal Church

Vestry Minutes

Thursday, June 19, 2008

 

In attendance were vestry members: David Feldman, Doug Finch, Lois Headden, Carolyn Ito, Dani Jaworski, Andy McNeil, Gary Osborn, Ed Pease, Dorsey Smith, and Michael Terrien.  Also attending were Lloyd Woods, Treasurer; and John Herringshaw, Chair of the Stewardship Committee. Absent Vestry members were: Ginger Ambler, Sarah Noble, and Larry Williams.  Also absent were Edith Edwards, Register and Shirley Smith Graham, Rector.

 

The meeting was called to order by Carolyn Ito, Senior Warden, at 6:35 p.m.  She thanked Andy and Lois for providing the meal.

Opening prayer was given by Andy McNeil.

Gary Osborn led a rehearsal of the norms.

Nurture was deferred until July.

The minutes for May 2008 were approved with the following change: Dani Jaworski, not Ambler, led the closing prayer.

The rector’s report, given by Carolyn, noted that Shirley made thorough arrangements for her absence including emergency contact information and clergy coverage for services.

Wardens’ Report: Gary noted the success of the work day.  Twenty people participated and completed four of the five projects.  The work day on May 25th was a success with approximately 20 folks helping. Four out of five projects were completed. The fifth is on hold.

Gary noted the following activities in process: creating and updating list of on call maintenance volunteers; audio training for ushers and on call maintenance volunteers; heat and air conditioning controls training/instructions for ushers and maintenance volunteers; and contracting for handicapped walkway to Bell Tower Memorial Garden., a joint venture with the Bell Tower Commission.  Long-term planning for improvements to the physical plant will be a part of our strategic vision process.  Carolyn noted she worked on the updating the Strategic Plan incorporating last month’s input.

Treasurer’s Report: Lloyd Woods reported that revenues continue to exceed expenses with a $55,000 favorable variance from budget.  Most areas are within budget.  Lloyd reminded us that $26,000 in prepaid pledges contributes to the positive balance and we are heading into the Summer Doldrums.  The budget was adjusted to accommodate the additional expenses associated with the arrival of Sven. 

            When Lloyd met with the Finance Committee on June 12, 2008 to discuss which funds would be used to purchase the new chairs and other items Shirley noted (including but not limited to a white altar frontal, pulpit fall, veil, and new cabinets for the sacristy), the Finance committee requested a resolution to cover the costs.  The vestry unanimously passed the following resolution:  “Resolved that account 21CD (CD interest) in the amount of $9,896.47 be unrestricted and transferred to operating funds to pay for the new choir and congregant chairs and such other items as the vestry approves.”

Memorial Gifts Committee:  The work of this committee will be subsumed in the endowment process as a part of our Strategic Plan.  The committee will be dissolved later this year.

Bell Tower Memorial Garden:  Terry Adair has requested that he be temporally relieved of his Bell Tower duties for personal reasons.  The commission has been reorganized. Fran Ennis and Gary Osborn will assist the Rector with administration and record keeping.  Ken Butler and Gary Osborn do interment preparations with Terry Adair helping as needed.  Patty Jackson  will maintain landscape and grounds   Gary will work with the Building and Grounds Commission to plan and contract for the construction of a Handicapped Walk Way from the church to the Memorial Garden.

New Business

John Herringshaw reported on the work of the Commission.  Under Jim Pierces guidance, an endowment policy should be ready for approval in January 2009.  Plans for the stewardship events include a Ministry Fair on September 7, presentations at Adult Forums on October 12, 19, and 26, “Stewardship Minute” presentations during worship services in October and the Fall Ingathering of pledges on November 16, 2008.  Mike Terrien volunteered to speak for a Stewardship Minute and suggested that youth should also be asked to speak.  John presented the Proposed Mission Statement for the Stewardship Committee which the Vestry will vote on in July.

Gary spoke about the need for parishioner education and information gathering around the topic of how big does St. Martin’s want to grow.  Historical data, growth predictions, the effect of size on the physical plant, the age distributions within the congregation and other information needs to be determined and shared.  Church-wide discussions will be held throughout the fall.  The Adult Forum on September 28, 2008 will focus on the topic as will sermons, newsletters, Cloak articles, letters, etc.  Parishioners will be asked to complete a questionnaire and the vestry will use the results to address the topic at the retreat in January.

The Housing Allowance resolution from Sven vanBaars was reviewed by the Vestry and unanimously passed as written.  He requested that $30,000 of his total annual compensation of $44,000 be designated as a housing allowance.  This designation will apply to all future years unless otherwise provided.  Sven sets the figure and must justify it to the IRS should he be questioned about the amount.

Nominating Committee guidelines were given to members to review for a vote in July.

The Vestry went into Executive Session to review the Rector’s compensation.

Old Business

The Policies and Procedures for Employees development process and documents were reviewed.

The motion to accept them passed unanimously.  Carolyn will write thank you notes to Sandy Hale, Cindy Jordan, Catherine Palmer, and Larry Luck for their work on this extensive project.

Strategic Plan: Work continued on the development of the Strategic Plan.  Some goal topics were moved or deleted.  Create chapel/meditation space will be included in the Needs Assessment.  The words “share future” were deleted from the first vision point since all our planning will be shared with the congregation.  Create opportunities for singles to interact is linked with create opportunities for intergenerational activities.  Evaluate worship opportunities was omitted as it is within the scope of the Worship Commission.  Dorsey will craft Goal III: Develop a Plant Maintenance Plan and email it to Carolyn for inclusion in the next revision of the Strategic Plan.  Carolyn will find the figures needed for the diocesan pledge goal and she will ask the Stewardship Committee to develop a rationale for our pledge to the diocese.

Important Dates


 Norms Check-in: We agreed that we worked well.


 Closing Prayer: Carolyn closed the meeting with prayer.


The meeting was adjourned at 8:50 p.m.

Respectfully submitted,

Carolyn Ito





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