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Vestry Minutes

St. Martin’s Episcopal Church

Vestry Minutes

Thursday, August 21, 2008

 

In attendance were vestry members:  Ginger Ambler, David Feldman, Lois Headden, Carolyn Ito, Dani Jaworski, Andy McNeil, Sarah Noble, Gary Osborn, Ed Pease, Dorsey Smith, and Larry Williams.   Also attending were Shirley Smith Graham, rector; Edith Edwards, register and Lloyd Woods, Treasurer.  Absent: Doug Finch and Michael Terrien.

 

The meeting was called to order at 6:35 p.m. by Carolyn Ito, Senior Warden.

Opening prayer was given by Carolyn Ito.

 

Rehearsal of the Norms was led by Gary Osborn.

 

Nurture:  Shirley Smith Graham used a portion of a sermon given by the Arch Bishop of Canterbury at the closing Eucharist held at the Lambeth Conference.

 

The minutes for July were approved with one correction. Under “Nominating Committee Procedures”  “Welcome” should be removed.

 

Rector’s Report: This has been a week of several major illnesses in the congregation which has made this a full one for pastoral care.

 

There will be a forum on the Lambeth Conference on August 24.

 

About 14-16 people have asked to join the church so Shirley will have an inquirers class starting in October.

 

Ricky Meadows from St. Augustine in Newport News is joining us for his ordination for ministry exploration period.

 

Wardens Report:  Carolyn Ito read a blurb from the “Last Word” column in the Virginia Gazette.

Someone called in to congratulate the search committee on finding Shirley Smith Graham and Sven vanBaars.

 

The new chairs have come for the choir plus 30 additional chairs for the congregation.  The vestry took a brief break to go view them.  Carolyn emailed Kent James to let him know the chairs had come.  She received a reply thanking her for letting him know about it.  One of the parishioners who helped unload the chairs offered to pay for having candle wax removed from the old chairs.

 

Gary Osborn reported that he has appointed a Needs Assessment Committee consisting of: Gary Osborn  (convenor), Lloyd Wood, Doug Finch, Lois Headden, Ed Pease, Carol Wilson, Meredith Poole, Shirley Smith Graham (ex officio), Carolyn Ito (ex officio).

 

He said this committee will identify needs not fix them.

          

Treasurer’s Report:  Lloyd Woods reported that total revenues to date are $371,450.51.  Total expenses are $324,263.33.  July revenue was as expected “not very good.”  Revenues exceeded expenses by $47187.18.

The Audit is complete and the management letter will come to the Vestry in September

Memorial Gifts Committee: 

Bell Tower Memorial Garden.  Gary Osborn reported that he is in the process of getting an handicapped ramp from the church to the memorial garden.  It was suggested that he get several bids for this project.

 

New Business

 

Reports from the Finance Committee   A recommendation to improve oversight and control of St. Martin’s financial resources and, 2. A schedule of all restricted funds with a recommendation of how they should be handled now. These reports will be presented to the Vestry in September and voted on for approval.

 

Maintenance Contract  Doug Finch has received a bid on a contract for yearly maintenance of all the heating and air conditioning units.  The vestry requested that he get at least an additional bid for this.

Warden Leadership for 2009

 

Shirley suggested the vestry consider the option of electing wardens before the first of the year from the existing vestry so that the new wardens can help plan the retreat and also meet with the previous wardens.  The decision will be made in September about when to elect wardens.

 

Letter of Support for Sven’s ordination to the priesthood

 

Shirley presented the letter of support that needs to go the Diocese of Virginia.  Ginger Ambler moved that the letter be approved.  The motion was seconded and carried.

 

Old Business

 

The outline of a brochure was presented to the vestry for approval.  It contains the strategic plan for 2008-2013.  The vestry decided to name it “Forward in Faith: A Plan for Realizing Our Vision.”  Vestry members agreed to announce the availability of the brochure at each service on September 7 and September 14.

 

Building Use Committee has a draft for the vestry to look at in September and approve on in October.

 

Carolyn Ito has compiled a document for the nominating committee to use in recruiting new vestry members.  It is an excerpt of the Bylaws (Article 3) with expanded duties of the Vestry.

 

The Vestry reviewed the strategic plan to see how many action steps have been taken.  So far we have completed the steps that were planned through August.

 

Closing prayer was led by Larry Williams.

 

The meeting adjourned at 9:08 p.m.

 
 

Respectfully submitted,

Edith Edwards, Register




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