Vestry Minutes

St. Martin=s Episcopal Church

Vestry Meeting

April 16, 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, Sarah Noble, Gary Osborn, Larry Williams, Junior Warden, Nellie Williams, and Lloyd Woods, Treasurer.  Absent: Ginger Ambler, Dani Jaworski, Andy McNeil, Ed Pease, and Dorsey Smith.

 

   II..  OPENING PRAYER:   Nellie Williams read a writing by Mother Theresa.

 

  III.   REHEARSAL OF NORMS:   The Rehearsal of Norms was led by Larry Williams. 

 

   IV.  NUTURE:  Shirley wanted to share with the vestry that it isn'ng a vestry member.  Your experience as community and worship changes.  She explained how to keep feeling connected, open and equal in God to the person who is       talking to you.

 

    V.  APPROVAL OF VESTRY MINUTES:  A motion was made and seconded to                  accept the March 19, 2009 Vestry Minutes as corrected.

 

   VI.  TREASURER=S REPORT:   Lloyd Woods reported that year-to-date revenues                have exceeded expenses but that we are $24,000 behind last year in pledged                income.  He feels this is because our expenses have increased because of the              addition of Sven vanBaars, Assistant Rector.

 

             Lloyd reported that revenues are slower coming in this year compared to last                    year.  Pledges are being paid when due rather than being prepaid monthly or                    quarterly.  However, revenues exceed expenses by about $7,000 year-to-date.

             Since individuals are not required to take the Required Minimum Distribution                     (RMD) from their IRA’s in 2009, fewer people are using these funds to prepay

             Their pledges in a lump sum.  In spite of all these factors, Lloyd is guardedly                     optimistic about the results for the year.   

 

             The Income and Expense Summary totals as of March 2009 are attached to                      these minutes.

 
 

  VII.  MAJOR EXPENDITURES GUIDELINES: 

 

              1.  The minimum guideline for the number of bids for all expenditures is:

                      a.  Up to $2,000, one bid

                      b.  $2,000 to $5,000, two bids unless they are more than 20% apart, then a                             3rd bid must be requested

                      c.   More than $5,000, 3 bids

 

               2.  The minimum guideline for approval authority for all expenditures is:

                       a.  Up to $2,000 by Junior Warden

                       b.  $2,000 to $5,000 by the Executive Committee

                       c.  More than $5,000 by the Finance Committee which must have three or                              more written,  signed estimates in hand.

 

               3.  St. Martin=s is not compelled to take the lowest bid in appropriate situations.

 

               4.  Sole sources are allowable in appropriate situations.

 

               5.  Emergency situations may necessitate deviations from the guidelines.                               Deviations from guidelines should go before the Executive Committee prior                       to action.

 

              A motion was made and seconded to accept the Major Expenditures Guidelines.               Motion passed unanimously.

 

              A question was raised as to where we would get the money for Major Expenses.               Lloyd Woods explained that money that had been previously restricted had                       become unrestricted and put into an account titled Capital Major Maintenance,                 and Replacement Budget.   

 

VIII.  VESTRY COMMITTEE REPORTS:

 

               A.  Bell Tower Memorial Garden: Gary Osborn reported that all is well in the                         Memorial Garden.  He stated that we have received the plaques for Dorothy                      Birtwistle and Mrs. Maltby and he has informed Mr. Maltby=s daughter that                         he would move her mother=s plaque next to her father=s.  Gary explained                           that they still intend to perform a major clean up on May 9th.  This committee                      is also looking at a replacement for the Aold grey bench@ with something                            more attractive.

 

                     Shirley wanted the vestry to thank Tom Luckum for returning on the day                            after Easter to plant the flowers that had been donated on Easter under the                      cross.  Instead of decorating the cross with flowers this year, parishioners                         were asked to bring flowers to be planted.

 

               B.  Nominating Committee Report:  No report

 


               C.  Stewardship Committee Report:  Sarah Noble reported that the                                        Stewardship Committee met on March 26, 2009 and discussed the                                     information to be presented at the Adult Forum on April 26th. This forum is                          planned as a basic introduction to some opportunities for giving at St.                                 Martin=s.  A handout will be available at this session describing the distinction                      between annual, outright and planned giving options.

 

                    Plans to implement the Cottage Meeting program for the fall pledge campaign                     are continuing.  The general outline of the campaign follows:

                         September 27, 2009 - Opening Festive Dinner for the Parish, hosted by                              the Fellowship Committee, with possible entertainment.  No dessert will be                          served.

                         October 5, 2009 - Cottage Meetings begin.  Dessert will be served at                                  these meetings.  These meetings will have about 8-15 family units based                           on information gathered for the Ameet-and-greets@ held for Shirley and                                Sven.  These meetings will include a speaker other than the host family                              and one of the rectors will attend.  The presentation will present the                                    stewardship message and also information about how pledges are used.                            Pledge cards will be available.  Training for presenters and hosts will be                             done following plans outlined in the Cottage Meeting Stewardship

                         Program from TENS (The Episcopal Network for Stewardship).

                         November 15, 2009 - Ingathering and blessing of pledges at Sunday                                  worship services.

 

                     The next Stewardship Committee Meeting is April 23, 2009.

 

                D.  Finance Committee Report:  Andy McNeil was not present to give a report.

 

                      Shirley wanted the results from the April 26th forum published in AThe                                  Cloak@.   She also stated that the Building Use Fees would be published on                        our web site on April 17th.

 

      IX.  FORWARD IN FAITH STRATEGIC PLAN ITEMS:

 

                  A.   Needs Assessment Report:  Gary Osborn reported that he has contacted                         the Needs Assessment Committee to set up a meeting or meetings for the                         purpose of re-starting the process and to work on the report of its findings.                         He still hopes to have a report for the vestry by the May meeting.

 

                        Jean Dickey suggested that when the Needs Assessment Committee gets                         through with their work, they need to communicate their findings to the                               congregation.  This report should include what we need, a reasonable                                assessment about the steps to be taken and what the approach will be.

 

 


                  B.  Gift Acceptance Policy and Endowment Enabling Resolution:  A draft                          of this document was delivered to the vestry for review, parallel to legal                               review.  Shirley explained that this document is a giving vehicle for people                          in their wills.  Both these documents will be reviewed by a lawyer and they                          have also been sent to the Episcopal Church Foundation.

 

                 C.  Review of Strategic Plan:  Carolyn Ito reviewed each category in the                                Strategic Plan to see what had been completed and what still needed work.                       Some of the items discussed were:

 

                          1.  The vestry felt that a point person for transportation was needed.                                        Shirley will draft a description of what a transportation ombudsman                                     does and give this to the Nominating Committee for them to find a                                      point person.

 

                          2.  Under Goal Number II, discussion was held about older parishioners                                  and William and Mary Students.  A question was raised as to whether                                 there was another time for a service for Young Adults who come from                                 the college.  Shirley explained that Sven is looking into this.  The                                         clergy are taking active steps to identify the twenty and thirty year olds                                who attend our services by passing out special cards for them to fill                                    out.      

                   

                              Since Dani Jaworski wasn=t at the meeting Carolyn Ito will follow up                                    with her and also talk to her about being the liaison for the Fellowship                                 Committee and for her to find other people to do the work.

 

    X.  ESTABLISHED MINISTRY ITEMS:

 

              A.  Schedule for Featuring Ministry Areas:  Carolyn Ito explained how this                            scheduling would work.  She stated that we would not schedule ministry area                     speakers in January, April, July and October since those are months when                         we review Forward in Faith and omit scheduling in December as agendas are                     just too full.

                                                               Schedule:

                                                                                    2009

                          May                           Ann                Faith Formation: Children, Youth,                                                                                         Adults

                          June                         Phaedra         Music

                          August                                Tim                  Administration

    September                        Joe                  Stewardship

               November                         Alan W.           Outreach

                                                                                     2010

                          February                  Roma             Hospitality

                          March                                               Pastoral Care           

                          Other groups that are not scheduled but appropriate - the Kitchen                                       Committee and the Memorial Garden Committee.

 


                    Logistics: The presenter will be given written guidelines for the time frame                          and format.  Presenters are asked to focus on present goals, successes,                            charge and work.  This may include informing the vestry how the vestry can                        help.  The presentation should take no more than 7.5 minutes.  A short (3-5                       minute) time may follow for questions.  A handout would be appreciated and                      should be given to Tim for duplication three days before the vestry meeting.                       The presenters will be asked to come at 7:30 p.m.

 

          B.  Letter of Appreciation:  Debbie Coleman distributed an edited copy of a letter                 that had been written by Allan Willey, chairman of the Outreach Committee,                       detailing the work Skip Floyd had done for AFrom His Hands Ministry@.  This letter                and the vestry=s thanks will be given to Skip at the 11:00 a.m. service on May                     17th.

 

               Shirley and the vestry thanked Debbie for compiling this information and the                       letter will be in the June Newsletter.

 

           C.  Summary of Financial Assistance Available:  Shirley explained that there is                    money available to parishioners and non-parishioners.  These  funds are                            provided by the money collected in the loose plate offering on the first Sunday                   of each month.

 

   XI.  SENIOR WARDEN=S REPORT:  Carolyn Ito reported that she had sent thank you             notes to Mary Rupe and Bill Hawthorne.

 

           Under Administrative (Office) she reported the following:

                1.  Doris Gibson, frequent office volunteer, has a new job and cannot help in the                      office.  She was responsible for membership follow up.  Two more volunteers                      will be needed for the work to be done well and consistently.

                2.  Tim found a far less expensive trash service, Waste Management.

                3.  Tim had good help for bulletin preparation for Holy Week.  He noted the help                       from Ann Duff and Carol Haas especially.

                4.  Tim continues to work toward sending more newsletters by email.

                5.  The Lenten Devotional series was very well received.  Tim asks for our                                guidance for next year in terms of using an opt out or an opt in procedure.

 

           Carolyn explained that she has had a few emails from Kent James and he has                   given her the name of the architect who drew up the plans of a new building that                were on display at the Parish Retreat in 2008.

 

 

   XII.  JUNIOR WARDEN=S REPORT:  Larry Williams reported:

 


                  A.  New Developments

                        Doug Finch noted that the Hot Water Recirculating Pump in the Sexton=s                             office is inoperative.  It is currently shut off until we can determine the most                          effective course of action for repairs.

 

                        Tim has determined we cold save approximately $75/month by transferring                          our refuse collection to Waste Management.  A new contract will be for                                one year.

 

                        The Sacristy piscina drywell is clogged.  If our plans are accurate, we                                   should be able to dig out the drywell.  After a call to Miss Utility for                                        marking, we will conduct some exploratory digging.  

 

                  B.   Parking Lot Repair

                        Specifications for multiple bids for parking lot repair have been refined.                                Potential Bidders (B & H Contractors, Claymac Corporation, and Shouse-                            Manning Construction) will be contacted before May 1, 2009.  Hopefully,                              repair work will be scheduled and completed in June.

 

                    C.  Parking Lot Redesign

                          The first meeting of the Ad Hoc Committee for Parking Lot Redesign is                                   scheduled for Thursday, April 30, 2009 at 7:00 p.m. in the library.  The                                  Committee will evaluate all economically feasible code compliant                                           alternatives.  The Forward in Faith completion goal for developing bid                                    specifications is August 2009.

 

                      D.  Grounds

                            Bill Hawthorne has removed the dead trees along our driveway.  Carolyn                               Ito will draft a letter of thanks for this pro bono work.  Larry will draft an                                  article for AThe Cloak@,  letting the parish know of this work and thanking                                Bill for eliminating the hazard.  We will have our Spring Clean Up on                                      Saturday, May 9.  Jean Dickey, Garry Osborn and Larry will provide                                       guidance to volunteers.  Gary will handle tasks at the Memorial Garden                                 and Jean and Larry will divide the remaining tasks.  Larry will draft a                                      Cloak article outlining tasks, tools needed, points of contact and other                                   guidance for volunteers.  Those who would like to work on specific tasks                               can email or call the office before May 8.

 

                       E.  Rezoning Application

                            The rezoning request at 1332 Jamestown Road is tentatively scheduled                                for vote on May 4.  James City County staff recommended denial of the                                request for high density commercial and the James Square Homeowners                              Association which adjoins the property expressed concern.  

 

                        F.  Siding Replacement:  Polly Foote volunteered to help Larry Williams                                   find contractors who could replace the siding on the Parish Hall and                                       Church.  Larry felt that he could have a package of costs to replace the                                 siding within the next thirty days.

 

                            Jean Dickey suggested that we assemble a crew to paint the siding                                       before it is put up.

 

XIII.  RECTOR=S REPORT:   Shirley thanked the vestry for their participation in the Holy             Week  Services.

 

                   A.  Prayer Books:  Shirley reported that we had received a gift of $500 from a                          parishioner and along with $133 from another fund had enabled us to buy                            34 Prayer Books.

 

                   B.   Blessing of the Oils Service:  This Diocesan service was well attended.

 

                   C.   Tracking Trends:  Shirley and the Pastoral Care Committee have been     tracking which group of parishioners they have spent most of their time                                ministering to.  These include those with addiction problems, pre-teens,    the elderly and the sandwich generation (those who care for elderly                                      parents).  She feels that this next to liturgy and sermon preparation has      taken most of her time this past month.

 

  XIV.  IMPORTANT DATES:

 

                .  Reception honoring Susan Axtell as Director of Co-Op, May 3.

                  .   Spring Clean-Up Day, May 9

                .  May Ministry Market (featuring Outreach-oriented ministries), May 17

                

   XV.   NORMS CHECK-IN:  Larry Williams felt that the vestry did well with the norms this

             evening.

 

 XVI.   CLOSING PRAYER:  Debbie Coleman read a selection written by Henry Nouwen.

 

             The meeting adjourned at 9:20 p.m.