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St. Martin's Episcopal Church | ![]() |
St. Martin’s Episcopal Church
Vestry Minutes
Thursday, Dec 17, 2008
In attendance were vestry
members: Ginger Ambler, Lois Headden, Carolyn Ito, Andy
McNeil, Sarah Noble, Gary Osborn, Ed Pease, Dorsey Smith, Michael Terrien and
Larry Williams. Also attending Shirley
Smith Graham, Rector, Edith Edwards, register and Lloyd Woods, Treasurer and 4
new vestry members: Debbie Coleman, Jean Dickey, Polly
Foote and Nellie Williams. Absent: David Feldman, Doug Finch and Dani
Jaworski.
The meeting was called to
order at 6:30 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 the scripture for
Sunday as her nurturing theme. God
really wants to dwell within in all of us and we need to make room for God.
The minutes for November were
approved.
Wardens’ Report: Carolyn read a
thank you note from Bob Mulcahy thanking the vestry for the Jefferson Cup
honoring his 40 years of service as a Lay Eucharist Minister. She also received
a note from Lois Headden who received a Jefferson Cup from the Vestry because
she is retiring from the Vestry.
Carolyn reported that the
Whitehall Building is going to be on the market. Shirley feels we should discuss the potential
for the property in conjunction with St. Martin’s.
Ginger Ambler moved that we
give serious consideration for the purchase of the property. The motion was seconded and carried.
Larry Williams will get in
touch with Sheila Meyers and ask her if she would get in touch with the realtor
about the property.
Junior Wardens Report
There are some minor leaks
from the Mop Sink in the kitchen. This has been referred to Tim Terry who will
contact a plumber to fix same.
A Circuit Breaker that feeds
a wall receptacle in the Kitchen was found to be in the off position. When
returned to the on position it held. It is suspected that someone plugged in a
power strip to that receptacle and over loaded it. I would suggest we post a
sign in the Kitchen warning people not to overload any wall receptacle with
multiple outlets.
Tide Water Service completed
their first service inspection and cleaning on Wednesday 12/10/2008. Shirley
was there when they were doing their work and reports that they were very thorough
and that they found and dealt with a lot of dirty filters and full drip pans.
We have signed an extended
service contract with Otis Elevator and for doing so received a
significant discount.
We are in the process of
replacing Electric Strip Heaters in the Zig Zag Building and the Sacristy.
Doug Finch has received a
estimate from B&H Contractors for repairing the Parking Lot erosion
problem. The quote was for $7500.00 with additional options. Larry Williams,
Doug and myself will meet to review this project and report back to the Vestry
via E-Mail.
I don’t think this repair can
wait until February so we will probably request a vote via E-mail after we have
reported back with the details and perhaps more quotes.
In reference to the above I
think we need to set the following guidelines.
When do we require multiple
Quotes( i.e., $ amount)?
What qualifications are we
going to establish for the Companies we Contract with (i.e., License, Labor
Policies and Environmental Practices)?
Treasurer’s Report: Lloyd Woods
reported that revenues exceeded expenditures by $36,824.84. Lloyd is optimistic that by the end of the
year we will be in the black.
Stewardship committee: Sarah Noble
reported that the stewardship committee met on December 4, 2008. Weekly pledge
reports will appear in the Sunday bulletins throughout January. A mid-December mailing (with pledge card) has
been sent to all non-pledging member household, and another to remaining
non-pledge households will follow in early February.
John Herringshaw is stepping
down as Stewardship chair. Joe Poole,
Chair and Kathy Whitehead Vice-Chair.
John Dewhirst will be added to the committee.
The Stewardship Committee
will meet for a half-day workshop on January 24, 2009.
Finance Committee: Sarah Nobel
reported that the finance committee met on December 8, 2008.
The committee wrapped up
discussion the fee schedule for building use by recommending the following:
1. That annual
contract will be signed by St. Martin’s partners and St. Martin’s lessees.
2. That copies of
all approved building use application will be sent to the Treasurer’s office for payment purposes.
These recommendations will be
voted on when the Vestry considers the Building Use Fees.
Carolyn Ito welcomed the new
Vestry Members. Everyone introduced themselves (both current and incoming
members) and said something about themselves.
New Business:
Annual Meeting thanks and
debrief (Carolyn Ito)
A discussion followed in
regard to the success of the Annual Meeting on December 7.
Shirley reported that
attendance at church was down for both Sundays that only two services were
held; the Sunday at the beginning of the school year and the Sunday of the
annual meeting.
Shirley announced that during
January (Black History Month) Sigma Pi Phi has planned programs for each
Saturday. She encouraged Vestry Members
to attend.
Operating Budget for 2009: Lloyd Woods
presented a proposed budget for 2009. Gary Osborn moved that the diocesan
pledge be $ 44,000. The motion was
seconded and carried. We will vote on
the percentage for housing allowance by email.
Mike Terrien moved the adoption of the budget. The motion was seconded and carried.
Old Business: Carolyn Ito
presented the survey update.
Thirty-three males and sixty-eight females have responded. Thirty percent of the respondents are over
50.
Email voting policy: Andy McNeil
presented the following policy for approval:
Extenuating circumstances may
require a vote by the Vestry outside of a meeting. The item being decided must meet certain
criteria. No new item can be decided
through a vote by email. The issue must
have been discussed by a quorum of the Vestry at a prior meeting. The issue must be urgent and time sensitive
in nature.
Conduct of a vote by email:
1.
A Warden shall be responsible for
conducting a vote by email.
2.
72 hours will be the period of time the
vote is open.
3.
A majority a quorum of the Vestry
must vote in the affirmative within the time period for the item to pass.
4.
The Vestry member that made the motion
or the Warden conducting the vote may contact members who have not responded to
the email.
5.
Vestry members may register a vote by
phone.
6.
Non-responses shall be counted as
abstentions.
7.
Results of the vote shall be included in
the Warden’s report at the next Vestry meeting.
The policy was approved
as presented.
The following two items
may require email approval: the parking
lot repaving and the housing allowance for Shirley and Sven.
The job description for
the rector will remain as Shirley presented in November. This will be reviewed by the committee to
evaluate the rector’s performance.
Rector’s Report: Shirley commended the Vestry on the way the
approval of the budget was handled. She
thanked Lloyd and the Finance Committee for their excellent preparation. She feels we are beginning to show signs of
being a corporate size church. She
thinks St. Martin’s is bold enough to embrace changes that may occur.
The Norms check was
favorable.
The meeting closed with a
prayer by Ginger Ambler using the evening prayer blessing for Advent from Celtic
Daily Prayers.
The meeting adjourned at 9:08
p.m.
Respectfully submitted,
Edith Edwards, register
8/6-8/10: Vacation Bible School
9/9 Fall Schedule Begins 7:45,9 & 11am Services
Church Picnic –10 am Refreshments Avail after 7:45 & 11am9/16: Sunday School & Adult Forum Begin
9/23: Party at Chanco - Transportation Available
9/30: 5pm Celebration of New Ministry - Details soon