St. Martin’s Episcopal Church

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 Jamestown

          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.  Bell Tower Memorial Garden:  Gary Osborn reported on the Bell Tower

                       Memorial Garden and his report is attached to these minutes.

                 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.  Gary asked the vestry to look at this document and give him

                       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.  Gary will write

                       an article for the October “Cloak” explaining our present and future needs.  A

                       copy of Gary’s report is attached to these minutes.

                 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 St. Martin’s

                       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, Camp Wakonda, and

          Chanco on the James.  Also attached to this report is the letter to The Virginia Gazette

          written by Ed Pease expressing St. Martin’s concern with their plans to build a Walgreen’s

          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 Southern Virginia on General Convention, Wednesday,

                     September 2 at 7:00 p.m. at St. Andrew’s, Newport News

                   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.