Vestry Minutes

St. Martin’s Episcopal Church

Vestry Meeting

May 21, 2009 (Ascension Day)

 

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,

           Andy McNeil, Sarah Noble, Gary Osborn, Ed Pease, Dorsey Smith, Larry Williams,

            Junior Warden, Nellie Williams, Lloyd Woods, Treasurer, and Mike Foote.                                                                                                                                                                                                                                                                                                                                                                                                      

 

 II.  OPENING PRAYER:  Sarah Noble read a prayer from “Guerillas of Grace” which is a

           prayer pointing us towards Pentecost.

 

III.  REHEARSALS OF NORMS:  The Rehearsal of Norms was read by Larry Williams.

 

 IV.  NUTURE:  Shirley explained to the vestry that what we do in Worship shapes the real                                                                                  

            world.  Worship practices shape all of our life.

 

V.  APPROVAL OF VESTRY MINUTES:  A motion was made and carried to accept the

            April 16, 2009 Vestry Minutes as amended.

 

VI. TREASURER’S REPORT:  Lloyd Woods reported that revenues exceeded expenses by                                                                                                                

            $1400 for the month.  A positive thing is that all the committees are staying well within

            their budgets and he still feels that things are going well.                                                                                            

              

            Carolyn Ito asked the liaisons from the vestry to check with their committees about

            expenses for the remainder of the year in case the vestry needs to adjust the budget. 

           

VII.  MINISTRY PRESENTATION:  Due to a  family emergency, Ann Meyer was unable

             to be at this meeting but a copy of her report is attached to these minutes.

 

             Shirley reported that the Outreach Ministry Market on May 17th was well attended by

             10% of the average Sunday attendance.

 

 VIII.  VESTRY COMMITTEE REPORTS:

 

                A.  Bell Tower Memorial Garden:  Gary Osborn reported that a great deal of clean

            up was accomplished on May 9th.  With the help of Patty Jackson, Terry Adair, Sarah Noble,        Mel Runzo and Gary they were able to clean out a lot of brush and tidy up the Garden.  He still          plans on purchasing new benches and chairs.  Patty Jackson and Terry Adair will be working            with Gary on this project.  They are experimenting with different ground covers in lieu of           wood mulch.  Pine Straw and play sand are possibilities.  This committee is also investigating   alternatives to the present method of mounting the in-ground plaques.

           

            Gary said there have been no new internments since his last report.

 

                B.  Nominating Committee Report:  Shirley has sent a note to this committee                                                                 

              asking them to meet with her in June or July and then again in the fall.

 

                C.  Stewardship Committee Report:  Sarah Noble reported that the Stewardship                                   Committee met on April 23rd to plan for the April 26th Adult Forum on Planned Giving and         continue plans for the Cottage Meeting Fall Pledge Campaign.  Tasks were defined and       assigned to committee members as follows:

                        Develop goals to guide the new cottage meeting stewardship approach and criteria to        gauge its success (Joe Poole)                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              

                        Develop a planning calendar.  (Sven vanBaars)

                        Identify prospective cottage meeting speakers and develop job training for them.  (Ralph Cobb and Sarah Noble)                                                                                                         

                        Identify prospective cottage meeting hosts & job descriptions for them. (John        Dewhirst)

                        Coordinate the September 27, 2009 Stewardship Festive Dinner with                     entertainment hosted by the Fellowship Commission (Ted Lyman)

 

                      The next meeting of the Stewardship Committee will be May 28, 2009.

 

                      In Sarah’s report she also included ways to financially assist St. Martin’s

            Episcopal Church:

 

                       1.  Annual Stewardship Pledge - operating support; recurrent each year;                                           

                                 personal

                       2.  Special Outright Gifts - operational or special needs/priorities;  episodic;                                        communal

                                            .  Unrestricted

                                            .  Vestry-approved restricted

                       3.  Planned gifts/bequests - perpetual, ongoing support; legacy example and provision                           for entire faith community

    .  Gifts via Will, Trust, Life Insurance Policy, and/or Retirement Plan  

                                            .  Unrestricted              

                                            .  Vestry-approved restricted

      

D.    Finance Committee Report:  Andy McNeil reported that the Finance Committee met\ on May 11, 2009.

At this meeting Barbara Faubert reported that there was a surge in pledge payments so that now we are $3000 behind.  A comparison of the first quarters of 2007 and 2008 shows us considerably behind, but in this economy the feeling of the committee is that we are doing well enough, and the Finance Committee; of course, continue to monitor the situation closely.  Barbara will bring details of May’s activity to the meeting in June.                                                   

 

                 The Finance Committee will discuss pledges and the budget in detail with the rector at the               June meeting.

 

                Al Wright reported on parking.  It was determined that we are within code according to                   county regulations; we cannot restripe the lot and stay within code; we can add 5 or 6 spots               after the repairs are made to the pavement and fencing; there are several other spots that              could be created if we move the playground fence; signs need to be painted on the pavement              stating “No Parking, Fire Lane”.  A discussion was held on how to utilize best the full $6000             allotted for this major maintenance item.                                                                                                                       

 

IX.  FORWARD IN FAITH: 

       

        A.  Report on Plan to Enhance the Sound System:  Andy McNeil presented                              proposals and costs to upgrade the sound system in three areas.  Andy thought t would cost about $6,000 ($2,000) for each area.  All 3 people submitting bids said the we need to write up a manual to explain how to use the sound system.  Once Andy has the bids and proposals in hand, he will take them to the Finance Committee and then bring them to the June Vestry meeting.  Lloyd Woods pointed out that if we do these upgrades we would need to go to the Finance Committee to put more money in the budget.

        The paperwork on these costs, etc. are attached to these minutes.

       

        B.   Siding Project Report:  Mike Foote reported that a meeting was held with a Certainteed representative supplied through Allied Building Materials in Williamsburg.  Larry Williams, Jean Dickey, and Mike Foote attended this meeting.  The representative analyzed the current siding situation and  recommended the following material.

        .     85 pieces of 4'x10' Certainteed wood-grain pre-finished sheets (color to be specified)

         .      320pc of pre-finished 1'x2'x16' Miratec boards spaced every 8" on cent

        Mike passed around sample boards of these materials.  He explained that this material can be purchased and made available onsite for the contractor’s use.  There is currently a four week lead time for receiving this material once the order is placed.  Mike felt that in order to have enough lead time for bids to be received, material to be ordered and to have this project completed during the summer, the vestry must move swiftly.

        Mike recommended that Brantley & Ripley Construction, Preston Construction and KSL Construction were the proposed contractors that should be sent a letter requesting a bid  for this job.   A draft letter was included with the documents given to the vestry and are attached to these                  minutes.  Mike felt that the cost of this project would be about $18,000.

        A motion was made and seconded that we send a letter to the three construction firms asking them to have their bids to St. Martin’s by June 11th in time for the next Finance Committee meeting.  Motion passed unanimously.  Andy McNeil will get this proposal to the Finance Committee by the end of this week before any materials are ordered.

        A motion was made and seconded to have Mike Foote buy the siding painted with two coats.  Motion passed unanimously.

         The vestry thanked Mike for all he has done.

       

C.     Needs Assessment Committee Report:  Gary Osborn reported that the  Needs Assessment

       Committee met on May 3rd to discuss the creation of a draft report to be submitted to the vestry and the “final” report to be presented to the congregation.  Gary provided the attending members with an outline for the report and requested their input.  He has received some input but because of busy schedules everyone was not able to respond by the 20th. 

       Therefore, he will need more time to formulate the draft report.  His intent is to provide the vestry with the report via email at least 10 days before the June Vestry meeting so that the vestry will be able to comment on it.  The list below (not by importance or priority) of the things that have surfaced as “needs”.

 

 Present Needs

- Vehicular access on Sunday                                        

- Upgrading of classroom and youth meeting space

- Un-clutter storage space

- Inventory of all materials, tools, drawings, etc. and provide space for same

- Address problems with activities in the Narthex during and between services

- Improve sound systems

- Improve Lighting in Miles Hall

- Up-grade Audio-Visual Equipment

- Up-grade Office Computer

- Up-grade Building security i.e. Key Inventory, Visual Monitors, etc.

 

   Future Needs

   - Formulate a contingency plan for expanding and improving classroom and meeting space for          future needs.

   - Closely monitor the growth and demographics of the congregation to determine the need for action (STAY AHEAD OF THE CURVE)

- Establish a Capital Funding plan in anticipation of the need for major Capital spending to meet our future needs.

- Closely and Continuously monitor the expressed needs and concerns of the Congregation: Physical, Cultural, Educational and, of course, Spiritual.

 

       D.  Information from the Proposed Walgreen’s Development:  Shirley reported that about 150 people attended the meeting on May 20th.  20 or 30% of those attending were from St. Martin’s.  The meeting was put on by the James Square Homeowners Association.  The land in question is zoned B1 but it will need to have a special needs permit before any building takes place.  Shirley explained that the next time we need to show up is in July when this proposal goes before the Planning Commission but that it is important to get the information that was presented at the meeting to others to keep them aware of the situation.  Shirley was concerned that many at the meeting expressed “Do you think there is any sense of fighting this”.  Carolyn Ito asked the vestry how they wanted their voice to be heard at the Planning Commission meeting.

 

X.  SENIOR WARDEN’S REPORT:  Carolyn Ito reported that she had updated the “Forward in Faith” Plan, written an article for “The Cloak” and designed a form for guests who are invited to Vestry meetings.

        Carolyn has worked with Tim Terry to update the website.  She thanked Jean Dickey for the current photos of the church and there is also a new sign on the home page.                                                                                                                                                                                           

        They reworked the pull down menus, included more of groups mentioned in the Ministry Faire booklet, and there is a new color change for the site. 

       Carolyn reported that Tim is arranging office coverage for his paternity leave.

        The $30.00 subscription to Vestry Papers was renewed. 

        Carolyn also co-taught an Inquirers class with Sven.

 

XI.  JUNIOR WARDEN’S REPORT:  Larry Williams reported:

 

A.    Developments from Last Month:  The inoperative hot water recirculation pump in the Sexton’s office will be removed.  Cypher’s Plumbing will remove it when they take care of kitchen and bathroom issues in Miles Hall.  The estimate for this plumbing work is $520.  Waste Management is now handling refuse collection; the new contract is for one year.

      The effort to resolve the Sacristy piscina drywell without digging has not worked.

      We will need to replace the drywell.  Jean Dickey noted that she has a son that might be able to       

      track this problem and Larry felt that with help from Jean’s son we can fix this problem.

                                                                                                                                                          

        B.  Parking Lot Repair:  B & H Contractors, Shamrock Construction, and Shouse-

       Manning Construction have all visited and intend to submit bids before the June 11th  Finance     

       Committee Meeting.  Hopefully, repair work can be completed in July.  Larry thinks the bids will      come in about $9,000 to $10,000.                                                                  

 

        C.  Parking Lot Redesign:  The Ad Hoc Committee for Parking Lot Redesign met April 30,           

       2009.  The Committee reviewed Jean and Cliff Dickey’s findings and discussed possible       alternatives.  A coordinated summary report is to follow and will be made available for the June            Vestry meeting.  The group consensus was to hold off on alternatives that would require       additional paving.  The group felt that in short term we can stripe additional code compliant    spaces and delineate no parking areas.                              

 

         D.  Grounds:  A Spring Clean Up Day was held on Saturday, May 9th.  Almost all of our    planned projects were completed by the 15 hard-working folks who gave it their all on a hot,       muggy day.  Jean Dickey’s June Cloak article highlights the effort.

                    Jean Dickey showed the vestry a metal chair and explained that there are about 40

       of these stored in an area on the outside back of the Sanctuary.  Discussion was held on what to do with them.  Debbie Coleman volunteered to call Grove Christian Outreach to see if they can use     these chairs.

                    Jean also talked about things stored in other areas.  Lois Headden and Carolyn Ito

       volunteered to help Jean decide what to keep.

                    Lloyd Woods asked Larry Williams if we planned to replace the roof on the zig-

       zag building.  Larry didn’t think we would be doing that at this time so the money set aside for         this project could be used for the other three projects.

                                                                                                                                                                                                                                                                       

    XII.   RECTOR’S REPORT:  Shirley reported that the Clergy Conference on May 10 -12 was  

       work time but also fun time.  It was announced at this Conference that the Diocesan staff has been   cut by 2 ½ positions.                                                                                                                                                                                                                                 

                    Shirley explained that John Gardner was a classmate of hers.  He also was a member of         St. Martin’s and Pickett was his mentor as he went through the Ministry Exploration  Program.        Shirley said that he wanted her to say “hello” to everyone at St. Martin’s.

                    Sven and Shirley will be taking people from Spiritual Gifts discernment to ministries on

       June 2 and June 9. 

                    Trinity Sunday on June 7 is an experience of being community with the Trinity.  At 10:00      there will be a celebration for Sunday School students and teachers plus a Newcomer Reception.

                    Shirley discussed the cost of having the vestry retreat in January at Richmond Hill or on                                                                                                                                                         

       site.  It would be less expensive if it was held on site.  The consensus of the vestry was that   having the retreat at Richmond Hill was the best option.  An $800 deposit will be sent to   Richmond Hill to secure January 22-24, 2010 for the vestry retreat.

 

 

 

XIII.   IMPORTANT DATES:

 

Pentecost Sunday, May 31

Deep Spiritual Dive with Dana Castle, Saturday, June 6

New Member Welcome and Sunday School Celebration, 10 a.m., Sunday June 7

(Trinity Sunday)

Executive Committee, Wednesday, June 10

Finance Committee, Thursday, June 11

Summer Worship Schedule begins Sunday, June 14

Shirley on vacation June 20 - July 11

J2A pilgrims depart June 22 and return July 1

                 

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

           evening.                                        

 

 XV.   CLOSING PRAYER:  Debbie Coleman read a prayer from Compline.