Vestry Meeting
Thursday, August 20, 2009
I. The meeting was called to order at 6:30 p.m. by Carolyn Ito, Senior Warden.
Present: Ginger Ambler, Debbie Coleman, Jean Dickey, Polly Foote, Shirley Smith
Graham, Rector, Lois Headden, Register, Carolyn Ito, Senior Warden, Dani Jaworski,
Sarah Noble, Gary Osborn, Larry Williams, Junior Warden, Nellie Williams, and Lloyd
Woods, Treasurer. Absent: Andy McNeil and Ed Pease.
II. OPENING PRAYER: Dorsey Smith read a Native American Prayer.
III. REHEARSAL OF NORMS: The norms were reviewed by Larry Williams.
IV. NUTURE: Shirley read her thoughts on “Practicing Our Faith on the Ground”. She
explained that part of the legacy she would like to leave is one she had not anticipated, but
one which, over the past two years, has become obvious to her as being necessary. Part of
her gift to this church is to help us relate better to the land upon which this church is
situated and to do so in a way that grows us spiritually even as we reckon with the physical
work it
takes to manage a facility and plant in this fragile environment at 1333
Road.
All of Shirley’s thoughts are attached to these minutes.
Following Shirley’s report, the vestry went outside to look at all the box culverts.
V. BOX CULVERT CERTIFICATION AND CLEARING/DE-SILTING PROJECT:
Larry Williams reported on the Box Culvert Certification and Clearing/De-silting Project.
He explained that we needed guidance from the County before we can start to clean. He
stated that we needed people to help clean out these areas. Joe Homer’s name was
suggested as someone who could help organize these volunteers. Carolyn Ito will contact
Joe. Dana de Jager was also suggested as a person to help with this organization of
volunteers. Larry’s report on this subject is attached to these minutes.
VI. VESTRY MINUTES: A motion was made and seconded to accept the June 18, 2009
Vestry Minutes as written. This motion was passed unanimously.
VII. TREASURER’S REPORT: Lloyd Woods reported that July was not a good month but
August is looking better and the fact that it is a five Sunday month will help. He feels
that the pledges will come in in August. Expenses for July exceeded revenues by
$10,000. The Income and Expense Summary Totals as of July 2009 are attached to these
minutes.
VIII. VESTRY COMMITTEE REPORTS:
A.
B. Nominating Committee Report: Shirley reported that the Nominating
Committee is marching through their list of tasks that was given to the vestry
in Shirley’s June report.
C. Stewardship Committee Report: Sarah Noble reported that this year’s
Stewardship Campaign would be titled “Growing and Giving” and would be
presented at various Cottage Meetings. She also distributed a calendar of these
meetings and asked each member to sign up to be a facilitator at one or more of
these meetings. She then described what a facilitator job entails. A copy of
Sarah’s report is attached to these minutes.
D. Finance Committee Report: Andy McNeil wasn’t present so Sarah Noble gave
this report. Sarah stated that an article was put in the August “Cloak” asking
parishioners to keep their pledges current. Barbara Faubert asked that no decision
be made about handling budget shortfalls until after the next quarter at the end of
September. The Finance Committee will not meet in August.
IX. FORWARD IN FAITH – BUSINESS ITEMS:
A. Discussion of Needs Accessment Report: Gary Osborn distributed a document
entitled Needs Accessment Report. This document outlined our present needs and
our future needs.
their input so that this report can be presented to the congregation. Carolyn felt
that the present needs could be incorporated into the Forward in Faith Document
and she will see that this is done before the next Vestry meeting.
an article for the October “Cloak” explaining our present and future needs. A
copy of
B. Updating on Enhancing the Sound System: Andy McNeil sent a bid he had
received on the Sound System to the Executive Committee which exceeded what
he had originally anticipated. This bid will now go to the Finance Committee
before it is brought to the vestry.
C. Audit Report for 2008: Lloyd Woods has received a management letter from the
company that did the audit and our audit was better than okay and they had no
recommendations for changes except to say that we don’t prepare our records
according to their standards. We use the guidelines from the diocese so Lloyd
asked the vestry to adopt a resolution approving the current accounting practices.
Resolved that the Vestry approves the current accounting for “Restricted Funds”
and acknowledges that it is not according to 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
Episcopal Church more understandable and to comply with Diocesan Accounting
Guidelines. A motion was made and seconded to approve this resolution.
Resolution passed unanimously.
X. SENIOR WARDEN’S REPORT: A copy of Carolyn Ito’s Report is attached to these
minutes
along with thank you notes from the Terrys, Susan Axtell,
Chanco on the James. Also attached to this report is the letter to The Virginia Gazette
written by
Ed Pease expressing
across the street from the church.
XI. JUNIOR WARDEN’S REPORT: Larry Williams reported on developments from last
last month; parking lot repair; parking lot redesign; building and grounds; Miles Hall
siding replacement. His report is attached to these minutes.
XII. RECTOR’S REPORT: Shirley explained that we are incorporating a lot of newcomers.
Koral Yengel is now responsible for keeping the Parish Register and she is the person to
get in touch with if you request a transfer.
Shirley also reported that she isn’t any further along on the worship schedule so the
schedule for the worship services will remain as is until Fall.
Shirley’s entire report is attached to these minutes.
XIII. IMPORTANT
DATES:
● Report by the Delegation of
September 2 at 7:00 p.m. at St. Andrew’s,
● Homecoming Sunday and Commissioning of Stephen Ministers, September 11,
2009
● Training for Cottage Meetings or Stewardship, Saturday, September 13, 2009
● Ministry Faire, 10:00 a.m. on Sunday, September 20, 2009
● Sven’s vacation: September 6 - 18
XIV. NORMS CHECK-IN: Larry Williams felt the vestry did well with the norms.
XV. CLOSING PRAYER: Ginger Ambler read a prayer for new beginnings.
The meeting adjourned at 9:00 p.m.