St. Martin’s Episcopal Church

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.  Bell Tower Memorial Garden:  Gary Osborn reported that there has been a lot of erosion

                         in the Memorial Garden due to recent rains so he will be putting down mulch to help this

                         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.

                    C.   Stewardship Committee Report:  A discussion was held about how facilitators will

                          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

                          St. Martin’s Website so that parishioners could access it by their password.  A copy of

                          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 Southern Virginia to tithe.  Carolyn Ito explained that last year St. Martin’s gave $44,000

                        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 St. Martin’s will continue

                        to increase their pledge to the diocese each year.  Carolyn pointed out that St. Martin’s was

                        the 12th highest giver to the diocese in 2009.  A copy of the Bishop’s letter is attached to

                        these minutes.

                   B.   Discernment Regarding 2010 Budget:  Shirley asked the vestry if they wanted to adopt a

                         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.  Gary asked the vestry to review this

                          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

                          Jamestown Road. A copy of a letter written to The Honorable David S. Ekern,

                         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.