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Vestry Minutes

 

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




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