vestry meeting, september 19, 2013 · vestry meeting, september 19, 2013 dinner this month is...

1

St. Martin’s Episcopal Church

Vestry Meeting, September 19, 2013

Dinner this month is provided by John Pouch and Geoff Wade.

The reporter is Frank Caruso.

If you are prevented from attending, please contact Shirley ASAP. Please contribute $5 for

dinner. The meeting begins with dinner at 6 p.m.

I. Opening Prayer and Grace (Rene deJager)

II. Rehearsal of the Norms (Rene)

III. Nurture (Shirley)

IV. Approval of July Minutes (Lois)

V. Treasurer’s Report (Ron)

VI. Rector’s Report (Shirley)

VII. Senior Warden’s Report (Geoff)

VIII. Junior Warden’s Report (Rene)

IX. Update from the Ad Hoc Committee for Memorial Garden expansion (Cliff)

X. Vestry Committee Reports

A. Bell Tower Memorial Garden (Cliff, regarding expansion, vote to approve

“patio” and landscaping plants bid)

B. Nominating Committee Report (Shirley, vote to approve slate for vestry

election in December)

C. Grateful, Glad and Giving Report (Shirley)

D. Finance Committee Report (David, Bill)

E. Endowment Fund Committee (Shirley) – on hold pending Jim Pierce’s

recovery

XI. Important Dates

Anniversary Reception, Sat. Sept. 21, 4-6 p.m. and Sunday, Sept. 22, 8, 9:15

and 10:30 p.m. services and “family-style picnic” at end of 10:30 service.

Diocesan Service of Repentance, Reconciliation & Healing

for the sin of racism November 2, 2013 at 11:00 a.m., Christ & St. Luke's,

Norfolk

Bishop’s Days of Education, www.diosova.org

October – November: Annual Giving Appeal

XII. Norms Check-in (How did we do with one another?), (Rene)

XIII. Closing Prayer (Geoff Wade)

Saturday, October 5 Church of the Redeemer 2341 Winterfield Rd., Midlothian 9:00 a.m. to 2:00 p.m. Check-in will begin at 8:15 a.m. Register before Sep. 30!

Saturday, October 12 Eastern Shore Chapel

2020 Laskin Road, Virginia Beach 9:00 a.m. to 2:00 p.m.

Check-in will begin at 8:15 a.m. Register before Oct. 7!

St. Martin’s Episcopal Church

Vestry Meeting

July 18, 2013

The meeting was called to order at 6:30 p.m. by Geoff Wade, Senior Warden.

Present: Cindy Albert, Frank Caruso, Rene deJager, Junior Warden, Cliff Dickey, David Dry,

Shirley Smith Graham, Rector, Lois Headden, Register, Bill Hoover, Ron Monark, Treasurer,

Nancy Pierce, Bob Saunders, Geoff Wade, Senior Warden, and Barbara Watson.

Absent: John Pouch, Clay Riley, Assistant Rector, and Barbette Spaeth.

I. OPENING PRAYER: Nancy opened the meeting with prayer.

II. REHEARSALS OF THE NORMS: Rene read the norms for the vestry.

III. NURTURE: Shirley felt that it was her job to provide us with spiritual substance. This

last year has been stressing to her when she participates in Ecumenical communities

(churches). There has been a lot of talk about voting rights and the negative experiences

people have encountered when going to vote as Christians and people of faith. It is not

what we believe but what we practice. We are to love our neighbor as we love ourselves.

It is important for us to be aware of what is happening around us. Members of the vestry

shared their thoughts about the George Zimmerman and Trevor Martin decision. Shirley

felt that this decision changed the interpretation of our commandants. Neighborly

relations are important. How do we live out our discipleship?

IV. APPROVAL OF JUNE VESTRY MINUTES: A motion was made and seconded to

approve the June 18, 2013 Vestry minutes as corrected. This motion passed unanimously.

V. TREASURER’S REPORT: Ron reported that we are in very good shape. His gut

feeling is that we are under budgeted at this point. Non pledges are running ahead of

pledgers. He feels that the impact of the notice in the bulletin has affected positively for

pledgers and non-pledgers. This means that we are in very good shape going into the

summer.

Ron explained that with Shirley’s approval $40,000 with come out of the Money Market

Account and be placed in a Vanguard Fund. Funds can be withdrawn from this fund easily.

A motion was made and seconded to give Ron Monark, Treasurer, and Barbara Faubert

the authority to sign for the Money Market Account and the Vanguard Account.

A copy of Ron’s June Financial Report; Income and Expense Statement (January to June

2013); a Balance Sheet (June 2013); and Summary of Restricted Accounts (June 2013) are

attached to these minutes.

VI. RECTOR’S REPORT: Shirley reported that she will be traveling with other

Parishioners July 27 – August 3 to work on the Minot project.

Shirley urged members of the vestry to attend the Bishop’s Day with wardens and

Vestries.

A parishioner came to Shirley with a $10,000 inheritance she wanted to give to St.

Martin’s.

Shirley explained that Martha Caruso has agreed to work as an independent consultant

to link parishioners with senior support services in the Williamsburg/James City County

community. A copy of the letter she sent to Martha detailing the responsibilities of this

position is attached to these minutes. A copy of the Rector’s report is also attached to

these minutes.

VII. JUNIOR WARDEN’S REPORT: Rene reported that he has signed a contract with Cox

Powell HVAC system. There was a Saturday morning party with the Building and

Grounds Committee and they cleaned out the shed and did some painting. Rene is still

trying to figure out the leaking in the Choir Room and Treasurer’s office. Gina Clayton

and Cliff Dickey have talked to the neighbor about the tree on their property that might

fall on the AC system. This is a work in progress. A letter has been written to the owner

of the property and a copy of this letter also went to the county.

VIII. REPORT ON FUTURE OF ST. MARTIN’S DISCUSSION AT THE FORUM:

Rene felt that if we outgrow our facilities we will need another discussion group about

starting another Episcopal church in this area. Shirley, Rene, and Geoff met and have

talked about this and decided that in about six months we will have another forum to

discuss this issue.

IX. UPDATE FROM THE AD HOC COMMITTEE FOR MEMORIAL GARDEN

EXPANSION: A copy of the Memorial Garden Expansion Committee is attached

to these minutes. Cliff explained that in order to expand the Memorial Garden we

are going to have a fund raiser. A booklet was given to each Vestry member explaining

a brick fundraiser project. Cliff passed around a brick so that each member could see

the type that would be used. The vestry voted to endorse the concept of expanding the

Memorial Garden funded in part by a brick fundraising.

X. UPDATE FROM THE AD HOC COMMITTEE FOR THE 50TH

ANNIVERSARY:

Geoff reported that there have been no major changes on the activities for this event.

He has met with Kerry Armbruster and she showed him a mug with the St. Martin’s crest.

Kerry is also looking into getting T-shirts with St. Martin’s logo. Geoff will run this by

Shirley, Clay and the office staff before anything is ordered. Kerry and Nellie Williams

are focused on the picnic on Sunday, September 22 following the service. The service

will end at 11:30 a.m. On Saturday, September 21 at 4:00 p.m. there will be a wine and

cheese event. It was decided that there needs to be a flyer in the pews as soon as possible

with the details of the 50th

Anniversary events. Cindy will work with the office staff to

create this flyer. Kathy Grier will be the speaker Saturday afternoon and also at the

10:30 service on Sunday. Lois is working on names of special guests to be invited to this

event as well as St. Martin’s history. There will be a Parish Time Line along with

pictures. Geoff is working on a video and Gina Clayton is working on a landscaping idea

for the celebration. A motion was made and seconded that the profits from the sale of

wine, T-shirts, and mugs be targeted to the Outreach Committee. This motion passed

unanimously.

XI. VESTRY ACTION PLAN: Geoff explained that this plan will be updated in

September.

XII. VESTRY COMMITTEE REPORTS:

A. Bell Tower Memorial Garden: Shirley reported that the St. Francis statue that

was in the Pet Cemetery has been painted by Cliff and Jean Dickey. A question

was raised as to who is maintaining the graves in this garden. Shirley

explained that Gina Clayton is doing this.

B. Nominating Committee Report: This committee’s next task is to raise up

candidates for the vestry. They already have two of the four candidates. A

notice will be put in the bulletin asking for volunteers.

C. Grateful, Glad and Giving Report: Shirley explained that Ginger Ambler

and Jane-Core Yatzeck are working on making this a year long campaign.

D. Finance Committee Report: David explained that he will be the point of contact

for the Vanguard Fund so that he can track it daily. A copy of the Finance

Committee’s Minutes are attached to these minutes. The Vestry had asked the

Finance Committee to set some parameters for acceptable risk to our principal in

general and in particular to our Short Term Government Bond Vanguard Fund.

The five point rational developed at the July Finance Committee meeting was

presented and was accepted by the Vestry. Shirley requested that the rational be

placed in the “Procedures of the Church.”

E. Endowment Fund Committee: Shirley hasn’t heard any thing from this

committee.

XIII. IMPORTANT DATES:

. HIP (Home Improvement for People) Mission to Minot, July 27 - August 3

. Vacation Bible School, August 5 -9

. Shirley at Sandbridge, August 3 – 10

. No Vestry meeting in August – Next meeting September 19

. Anniversary Weekend September 21 and 22. See Cloak for details.

. Please see parish calendar for other important dates

XIV. NORMS CHECK-IN: Rene felt that the vestry did well with the norms.

XV. CLOSING PRAYER: Nancy closed the meeting with prayer at 9:00 p.m.

ST. MARTINS

FINANCIAL REPORT

AUGUST, 2013

August was the worst month this year, as YTD Net dropped from a positive $14.2k in July to a NEGATIVE

$5k at month end. The plan called for a negative Net month. Revenue was the main culprit.

REVENUES

Revenue shortfall for the month was $11.7k, bringing our YTD shortfall to $20.6k. The three shortfalls

were (a) $8.9k in pledges, (b) $1.9k From Restricted Funds (mentioned every month), and (c) $500

Building Use Donations. Of these, only the pledge shortfall needs immediate attention, and I suggest we

return to appeals in the Sunday bulletins.

EXPENSES

Monthly expenses were $62.4k compared to a budget of $61k. The only category of expense

significantly over budget was Building and Grounds, which spent $8.4k compared to a budget of $4.5k.

YTD, we are still under budget in expenses by $7.8k, with Building and Grounds under by $58.

BALANCE SHEET

No unexpected changes.

CONCERNS

Normally, we would expect a bounce back in pledges in September. Until we see what happens this

month, there is no real concern. If we do not return to an actual position close to budget, we may have

to consider other actions.

Page : 1Date : 09/05/2013

Time : 2:47:49 PM

ST. MARTIN'S EPISCOPAL CHURCH

Income & Expense Statement (Open)

January to August 2013

Note: The Report Option to include Open Transactions is selected.

This MonthActual

This MonthBudget

Year To DateActual

Year To DateBudget

Variance FromBudget

Accounts Annual Budget % of AnnualBudget YTD

Revenues

Operating Income

$418,562.68 $12,502.44$38,311.48 $47,182.83 $406,060.24 400100 - Current Year Pledge Pmts $607,294.00 66.86 %

$28,666.64 ($8,035.36)$3,765.00 $3,583.33 $36,702.00 400110 - Non-Pledge Contributions $43,000.00 85.35 %

$1,833.36 ($1,376.64)$0.00 $229.17 $3,210.00 400200 - Prior Year Pledge Pmts $2,750.00 116.73 %

$6,666.64 $726.31$576.50 $833.33 $5,940.33 400300 - Loose Plate Offerings $10,000.00 59.40 %

$1,466.64 $402.01$50.78 $183.33 $1,064.63 400500 - Interest/Dividend Income $2,200.00 48.39 %

$0.00 ($40.00)$0.00 $0.00 $40.00 400600 - Miscellaneous Income $0.00 0.00 %

$0.00 $107.21$0.00 $0.00 ($107.21) 400700 - Gain/(Loss) Sale of Stock $0.00 0.00 %

$15,200.00 $15,200.00$0.00 $1,900.00 $0.00 400900 - From Restricted Funds $22,800.00 0.00 %

$8,166.64 $1,081.64$500.00 $1,020.83 $7,085.00 420100 - Building Use Donations $12,250.00 57.84 %

$480,562.60 $20,567.61$43,203.76 $54,932.82 $459,994.99 Total Operating Income $700,294.00 65.69 %

$480,562.60 $20,567.61$43,203.76 $54,932.82 $459,994.99 Total Revenues $700,294.00 65.69 %

Page : 2Date : 09/05/2013

Time : 2:47:49 PM





This MonthActual

This MonthBudget

Year To DateActual

Year To DateBudget

Variance FromBudget


Expenses

Rector's Compensation

$36,002.00 $0.00$4,500.25 $4,500.25 $36,002.00 500110 - Rector Salary $54,003.00 66.67 %

$3,526.64 $0.00$440.83 $440.83 $3,526.64 500111 - Rector FICA Supplement $5,290.00 66.67 %

$19,218.00 $0.00$2,402.25 $2,402.25 $19,218.00 500112 - Rector Housing $28,827.00 66.67 %

$3,553.36 $0.08$444.16 $444.17 $3,553.28 500113 - Rector Utilities $5,330.00 66.67 %

$12,615.75 $0.00$4,205.25 $4,205.25 $12,615.75 500114 - Rector Pension $16,821.00 75.00 %

$10,872.00 $0.00$1,359.00 $1,359.00 $10,872.00 500115 - Rector Medical Insurance $16,308.00 66.67 %

$333.36 ($95.69)$0.00 $41.67 $429.05 500116 - Rector Professional Allowance $500.00 85.81 %

$1,800.00 $0.00$0.00 $0.00 $1,800.00 500117 - Rector Continuing Education $1,800.00 100.00 %

$333.36 $333.36$0.00 $41.67 $0.00 500119 - Rector's Auto/Business Exp $500.00 0.00 %

$88,254.47 $237.75$13,351.74 $13,435.09 $88,016.72 Total Rector's Compensation $129,379.00 68.03 %

Assistant Rector Compensation

$22,482.64 $0.00$2,810.33 $2,810.33 $22,482.64 500210 - Assistant Rector Salary $33,724.00 66.67 %

$2,740.00 $0.00$342.50 $342.50 $2,740.00 500211 - Assistant Rector FICA $4,110.00 66.67 %

$13,333.36 $0.00$1,666.67 $1,666.67 $13,333.36 500212 - Assistant Rector Housing $20,000.00 66.67 %

$7,447.50 ($360.09)$3,326.85 $2,482.50 $7,807.59 500214 - Assistant Rector Pension $9,930.00 78.63 %

$16,896.00 $0.00$2,112.00 $2,112.00 $16,896.00 500215 - Assistant Rector Medical Insura $25,344.00 66.67 %

$333.36 $333.36$0.00 $41.67 $0.00 500216 - Asst Rector Professional Allowa $500.00 0.00 %

$666.64 ($158.36)$0.00 $83.33 $825.00 500217 - Asst Rector Continuing Educatio $1,000.00 82.50 %

$333.36 $203.36$0.00 $41.67 $130.00 500219 - Assistant Rector Auto/Business $500.00 26.00 %

$64,232.86 $18.27$10,258.35 $9,580.67 $64,214.59 Total Assistant Rector Compensation $95,108.00 67.52 %

Other Clergy Expenses

$333.36 $133.36$100.00 $41.67 $200.00 500710 - Supply Clergy $500.00 40.00 %

$266.64 $160.04$0.00 $33.33 $106.60 500730 - Clergy Conference $400.00 26.65 %

$600.00 $293.40$100.00 $75.00 $306.60 Total Other Clergy Expenses $900.00 34.07 %

Other Staff Compensation

$24,630.64 $0.00$3,078.83 $3,078.83 $24,630.64 500510 - Administrator $36,946.00 66.67 %

$12,097.36 $768.75$1,357.30 $1,512.17 $11,328.61 500520 - Financial Manager $18,146.00 62.43 %

$33,152.64 $0.00$4,144.08 $4,144.08 $33,152.64 500530 - Director Christian Education $49,729.00 66.67 %

$23,850.00 $0.00$2,981.25 $2,981.25 $23,850.00 500540 - Music Director $35,775.00 66.67 %

$3,466.64 ($265.36)$512.00 $433.33 $3,732.00 500550 - Nursery Care $5,200.00 71.77 %

$1,600.00 $300.00$0.00 $200.00 $1,300.00 500560 - Supply Organist $2,400.00 54.17 %

$9,733.36 $2,439.65$910.68 $1,216.67 $7,293.71 500910 - Employer Share of FICA $14,600.00 49.96 %

$16,896.00 $0.00$2,112.00 $2,112.00 $16,896.00 500920 - Lay Staff Medical Expense $25,344.00 66.67 %

$666.64 $194.40$59.03 $83.33 $472.24 500930 - Lay Staff Life Insurance $1,000.00 47.22 %

$533.36 ($394.64)$0.00 $66.67 $928.00 500940 - Staff Continuing Education $800.00 116.00 %

$5,477.75 $0.17$1,204.26 $1,204.25 $5,477.58 500950 - Lay Staff Pension Expense $7,801.00 70.22 %

$233.36 $233.36$0.00 $29.17 $0.00 500960 - Lay Staff Mileage $350.00 0.00 %

$1,750.00 $80.00$0.00 $0.00 $1,670.00 500970 - Worker's Comp Insurance $1,750.00 95.43 %

$134,087.75 $3,356.33$16,359.43 $17,061.75 $130,731.42 Total Other Staff Compensation $199,841.00 65.42 %

Page : 3Date : 09/05/2013

Time : 2:47:49 PM





This MonthActual

This MonthBudget

Year To DateActual

Year To DateBudget

Variance FromBudget


Program Expenses

$850.00 ($25.00)$0.00 $0.00 $875.00 501000 - Annual Council $850.00 102.94 %

$1,600.00 ($1,440.00)$0.00 $0.00 $3,040.00 501100 - Vestry $1,600.00 190.00 %

Fellowship and Hospitality

$666.64 ($17.18)$0.00 $83.33 $683.82 580100 - Kitchen Committee $1,000.00 68.38 %

$133.36 $133.36$0.00 $16.67 $0.00 580200 - Newcomers $200.00 0.00 %

$800.00 $116.18$0.00 $100.00 $683.82 Total Fellowship and Hospitality $1,200.00 56.98 %

Christian Formation

$2,733.36 $1,625.16$185.21 $341.67 $1,108.20 570100 - Children's Faith Formation $4,100.00 27.03 %

$1,333.36 $85.41$25.40 $166.67 $1,247.95 570200 - Youth Faith Formation $2,000.00 62.40 %

$1,500.00 $0.00$0.00 $0.00 $1,500.00 570300 - J2A Program $3,000.00 50.00 %

$1,666.64 $910.88$196.87 $208.33 $755.76 570400 - Adult Formation $2,500.00 30.23 %

$2,000.00 $43.47$0.00 $250.00 $1,956.53 570500 - Faith Formation Programming $3,000.00 65.22 %

$1,533.36 $1,463.00$0.00 $191.67 $70.36 570600 - EYC Evening Youth Group $2,300.00 3.06 %

$10,766.72 $4,127.92$407.48 $1,158.34 $6,638.80 Total Christian Formation $16,900.00 39.28 %

Worship (Music & Altar Guild)

$500.00 $98.85$0.00 $62.50 $401.15 578010 - Altar Guild $750.00 53.49 %

$2,666.64 $1,066.34$0.00 $333.33 $1,600.30 578020 - Music Program Expenses $4,000.00 40.01 %

$420.00 $165.00$0.00 $0.00 $255.00 578030 - Forward Day By Day $560.00 45.54 %

$266.64 $141.76$0.00 $33.33 $124.88 578040 - Lay Pastoral Associates $400.00 31.22 %

$3,853.28 $1,471.95$0.00 $429.16 $2,381.33 Total Worship (Music & Altar Guild) $5,710.00 41.70 %

$17,870.00 $4,251.05$407.48 $1,687.50 $13,618.95 Total Program Expenses $26,260.00 51.86 %

General Expenses

Administration & Communication

$466.64 $192.64$0.00 $58.33 $274.00 560110 - Postage $700.00 39.14 %

$4,000.00 $23.61$449.62 $500.00 $3,976.39 560120 - Copier $6,000.00 66.27 %

$2,000.00 ($110.00)$247.00 $250.00 $2,110.00 560130 - Computer Support/Mnt $3,000.00 70.33 %

$333.36 ($149.14)$60.00 $41.67 $482.50 560140 - Advertising $500.00 96.50 %

$3,533.36 ($521.64)$460.00 $441.67 $4,055.00 560160 - Desktop Publishing $5,300.00 76.51 %

$2,333.36 $457.94$130.30 $291.67 $1,875.42 560400 - Office Expenses $3,500.00 53.58 %

$12,666.72 ($106.59)$1,346.92 $1,583.34 $12,773.31 Total Administration & Communication $19,000.00 67.23 %

Buildings and Grounds

$13,333.36 $2,366.60$2,743.66 $1,666.67 $10,966.76 510100 - General Bldg Maintenance $20,000.00 54.83 %

$1,000.00 ($620.99)$325.00 $125.00 $1,620.99 510110 - General Supplies $1,500.00 108.07 %

$5,442.64 ($1,583.24)$2,757.96 $680.33 $7,025.88 510120 - Grounds Care and Trash Remov $8,164.00 86.06 %

$500.00 ($149.89)$599.99 $62.50 $649.89 510130 - Furniture and Equipment $750.00 86.65 %

$16,076.00 $45.32$1,991.33 $2,009.50 $16,030.68 510200 - Custodial Services $24,114.00 66.48 %

$36,352.00 $57.80$8,417.94 $4,544.00 $36,294.20 Total Buildings and Grounds $54,528.00 66.56 %

Utilities

$3,333.36 ($1,359.03)$45.67 $416.67 $4,692.39 550100 - Natural Gas $5,000.00 93.85 %

$9,700.00 $1,014.53$1,534.98 $1,212.50 $8,685.47 550110 - Electricity $14,550.00 59.69 %

Page : 4Date : 09/05/2013

Time : 2:47:49 PM





This MonthActual

This MonthBudget

Year To DateActual

Year To DateBudget

Variance FromBudget


$686.25 ($100.87)$243.94 $228.75 $787.12 550120 - Water and Sewer $915.00 86.02 %

$2,960.00 ($43.43)$378.87 $370.00 $3,003.43 550130 - Telephone $4,440.00 67.64 %

$16,679.61 ($488.80)$2,203.46 $2,227.92 $17,168.41 Total Utilities $24,905.00 68.94 %

Finance and Stewardship

$533.36 $533.36$0.00 $66.67 $0.00 530200 - Stewardship $800.00 0.00 %

$0.00 $0.00$0.00 $0.00 $0.00 530300 - Audit $5,300.00 0.00 %

$15,240.66 ($5,283.09)$0.00 $0.00 $20,523.75 530400 - Bldg/Liability Insurance $17,361.00 118.22 %

$200.00 $200.00$0.00 $25.00 $0.00 530500 - Legal Fees $300.00 0.00 %

$0.00 ($316.29)$32.98 $0.00 $316.29 530600 - Bank Fees $0.00 0.00 %

$15,974.02 ($4,866.02)$32.98 $91.67 $20,840.04 Total Finance and Stewardship $23,761.00 87.71 %

$81,672.35 ($5,403.61)$12,001.30 $8,446.93 $87,075.96 Total General Expenses $122,194.00 71.26 %

Outside Contributions

$32,000.00 $0.00$4,000.00 $4,000.00 $32,000.00 520100 - Diocesan Pledge $48,000.00 66.67 %

$6,666.64 $5,015.64$0.00 $833.33 $1,651.00 520110 - Organizational Asst Fund $10,000.00 16.51 %

$4,000.00 $0.00$500.00 $500.00 $4,000.00 520120 - Individual Asst Fund $6,000.00 66.67 %

$42,666.64 $5,015.64$4,500.00 $5,333.33 $37,651.00 Total Outside Contributions $64,000.00 58.83 %

Mortgage

$43,333.36 $0.08$5,416.66 $5,416.67 $43,333.28 510500 - Mortgage Principal & Interest $65,000.00 66.67 %

$43,333.36 $0.08$5,416.66 $5,416.67 $43,333.28 Total Mortgage $65,000.00 66.67 %

$472,717.43 $7,768.91$62,394.96 $61,036.94 $464,948.52 Total Expenses $702,682.00 66.17 %

$7,845.17 $12,798.70($19,191.20) ($6,104.12) ($4,953.53)Net Total ($2,388.00) 0.00 %

Page : 1Date : 09/05/2013

Time : 2:17:44 PM


Balance Sheet (Open)

August 2013


Accounts

Assets

Current Assets

$53,726.57 100100 - Suntrust Checking Account

$100.00 100200 - Petty Cash

$191,102.30 102205 - Union First MM

$16,149.61 102400 - CD's - Operating Fund

$394.44 140100 - Other Receivables

$261,472.92 Total Current Assets

Restricted Fund Assets

$58,114.12 102110 - Vanguard Index 500 (CMMR)

$16,053.26 102120 - Vanguard Wellington (SLF)

$41,904.28 102145 - Union First MM (CMMR)

$51,989.16 102150 - Suntrust MM (Restricted)

$168,060.82 Total Restricted Fund Assets

Fixed Assets

$49,795.00 150100 - Land

$2,664,452.00 150200 - Buildings

$2,295.01 151100 - Computers/Office Equipmt

$21,913.76 151250 - Sound Systems

$155,531.27 151300 - Furniture and Fixtures

Accumulated Depreciation

($1,095,879.82) 150999 - Accumulated Depreciation

($1,095,879.82) Total Accumulated Depreciation

$1,798,107.22 Total Fixed Assets

$2,227,640.96 Total Assets

Liabilities, Fund Principal, & Restricted Funds

Liabilities

Funds Held for Others

$146.16 292110 - Vacation Bible School

$19.20 292120 - Daughters of the King

$365.99 292130 - Rite 13

$3,523.24 292140 - Journey to Adulthood

$1,422.20 292150 - J2A - Budget Funds

$3,523.00 292160 - YAC Mission

$8,999.79 Total Funds Held for Others

Fund Principal

$1,915,120.11 299999 - Church Investment

$1,915,120.11 Total Fund Principal

Long Term Liabilities

$203,498.42 200100 - Loan Payable-SunTrust

$203,498.42 Total Long Term Liabilities

$2,127,618.32 Total Liabilities

($4,953.53) Excess Cash Received

($4,953.53) Total Fund Principal and Excess Cash Received

Restricted Funds

$104,976.17 Total Temporarily Restricted

$0.00 Total Permanently Restricted

$104,976.17 Total Restricted Funds

$2,227,640.96Total Liabilities, Fund Principal, & Restricted Funds

Page : 1Date : 09/05/2013

Time : 2:49:31 PM


Summary of Restricted Accounts-MTD

August 2013


Accounts

Beginning

Balance Revenue

Restricted Restricted

Expenses Adjustments

Credit Debit

Adjustments Balance

Ending

Temporary Restricted

Restricted Funds

$2,522.88 $2,522.88$0.00 $0.00 $0.00 820140 - ERD Fund $0.00

$0.00 $0.00$6.44 $0.00 $0.00 820150 - Parish Gatherings/Dinners $6.44

$371.00 $232.00$2,407.73 $0.00 $0.00 860100 - Flower Fund $2,546.73

$0.00 $5,654.15$6,379.33 $0.00 $0.00 860200 - Memorial Garden Fund $725.18

$300.00 $2,620.29$3,924.81 $0.00 $0.00 860400 - Outreach Fund $1,604.52

$0.00 $3,268.85$3,268.85 $0.00 $0.00 860600 - Shelly Lake Fund $0.00

$0.00 $0.00$525.52 $0.00 $0.00 861150 - Funeral Receptions $525.52

$0.00 $0.00$38,216.13 $0.00 $0.00 861200 - Capital/Major Maintenance Reserve $38,216.13

$3,193.88 $14,298.17$54,728.81 $0.00 $0.00 Total Restricted Funds $43,624.52

Discretionary Reserve

$0.00 $759.60$46,052.48 $0.00 $0.00 860500 - Discretionary Donations $45,292.88

$0.00 $172.31$7,050.29 $0.00 $0.00 861100 - Memorial Gift Fund $6,877.98

$64.50 $232.00$7,117.50 $0.00 $0.00 861500 - Pastoral - In Parish $6,950.00

$119.50 $200.00$2,311.29 $0.00 $0.00 861600 - Pastoral - Out of Parish $2,230.79

$184.00 $1,363.91$62,531.56 $0.00 $0.00 Total Discretionary Reserve $61,351.65

$3,377.88 $15,662.08$117,260.37 $0.00 $0.00 Total Temporary Restricted $104,976.17

Rector's Report, September 19, 2013

The Rev'd Shirley Smith Graham, St. Martin's Episcopal Church

Administration

Staff and I are meeting weekly on Tuesdays from 11-12:30 until we feel confident that program

year details are in order. At that time, we will revert to our twice a month pattern and resume

our strategic focus.

I have not yet done the staff evaluations that I had planned for last April. Increased time

needed in pastoral care has consumed that time. I will make it a priority in October.

The order of priority I use for staff management (and my own time) is worship/preaching,

funerals, pastoral care, communications, teaching, work on existing programs, work on new

programs, administration, diocesan ministry, community relations.

I have participated in Finance Committee discussions. David Feldman has served as chair for

more than one year, and he has offered his resignation in order to attend to personal matters.

David has served very effectively, and we should offer our thanks. David and I are working on

his replacement.

Executive Committee now meets on the second Sunday of each month at 1:30 p.m.

New program development

Bringing on Martha Caruso to spearhead our senior pastoral care efforts for a limited time has

enabled us to make necessary and huge progress in this area, both in program design and in

doing senior visits. this is made possible by a generous restricted gift to help us with senior

pastoral care, and we are deeply grateful. Ideally, we would be able to have someone on staff to

do this part-time work year round. However, anticipating a limited budget, I am planning for a

program to train volunteers to do what Martha does.

Clay has successfully brought the St. Martin's Cloaks Softball Team to reality. We are in the

Chesapeake West league. Special thanks go to Clay, Parker Burden, Tom Hale, and Susan and

Mark Goodin.

The initial Home Fellowship Groups are beginning next week. These are training groups that will

operate through December, take a break in January and then multiply in February. Initial

interest was so strong that I am training two groups instead of one. I will need to not attend

some meetings in the Fall (Stephen Ministry and Finance Committee) so that I can get these

groups trained.

Operations

Vacation Bible School was a huge success in numbers of participants (70+) and effectiveness of

program. Ann Meyer developed her own curriculum (Water Works Wondrs) based on Jesus'

water miracles. Our turn to design and host will be in another three years since we share this

responsibility with Hickory Neck Church and Bruton Parish Church.

The Ministry Faire was a tremendous success in terms of participation, newcomer involvement,

youth and joy. it definitely worked not to run a separate teen program. The biggest share of

the reason for success was the efforts of Lora Price with the Ministry Faire Handbook and

communications and Ann Meyer with the logistics (room design and equipping)

I have been working with Jane Core-Yatzeck and Ginger Ambler on the roll-out of the year round

stewardship education program (Grateful, Glad and Giving Gatherings).

I have been the reference point for the Ad Hoc Committee for the Expansion of the Memorial

Garden. Cliff Dickey has done a masterful job running this project with the assistance of Jean

Dickey and Gina Clayton. Bonnie Klem has been assisting Gina with the landscaping.

I have been coordinating the 50th Anniversary events with the able assistance of Lora Price,

Geoff Wade, Kerry Armbruster, Nellie Williams, Lois Headden and Cindy Albert. Special thanks

to the Harris family and La Tienda for donating wonderful Spanish tapas food for the reception.

We have taken delivery of the new, green altar paraments set especially designed for St.

Martin's. Work was done by Bonnie Kiermier of Virginia Beach.. Funding came from restricted

Memorial Gifts, and we are grateful for this sorely needed new set.

We are getting feedback from newcomers that the high quality of our website is encouraging

their visits to St. Martin's and speeding up their decision to join the church.

Pastoral Care

Pastoral Care continues heavy as Boomer generation begins to see more age-related issues and

our "vintage" population remains large despite over 13 deaths already in 2013.

PC needs have included bereavement and grief care, funeral prepation, dementia issues,

substance abuse/actions issues, hospital visits.

The volunteer Pastoral Care Associates continue to be instrumental and meet weekly. Many of

our PCAs are having their own aging issues and are in agreement with the long-term plan of

transitioning this ministry to an effort that will be coordinated by staff and distributed out to the

neighborhood Home Fellowship Groups.

Fr. Joel continues to be a godsend even as he and his wife endure their own health issues. We

are grateful. Patricia is having back surgery in October.

Community relations

I spoke at the dedication ceremony for the new marker at Jamestowne Island Commemorating

the loss of life during The Middle Passage, the mark of slavery upon our land and the impact to

First Peoples.

I helped design and produce the interfaith 9/11 service of music and prayer called "Comfort for

the Afflicted." Congregational participation was good and much appreciated.. Normally this is

part of Clay's portfolio, but the date coincided with his vacation.

I'm attending All Together meetings and helping St. Martin's people make connections in the

community.

I'm participating in the James City County-sponsored Multi-Disciplinary Committee and have

found it very beneficial for finding resources for parishioners with health or safety needs.

Continuing Education

I finished my course requirements for 2013 toward by Doctorate in Ministry. 2014 will be my

year for submitting a project proposal and my last year for doing classes. 2015 will be my year

for research and writing, with a graduation no earlier than 2016.

Diocesan Responsibilities

We have been participating in clericus, and Clay is on the Liturgics Commission.

Memorial Garden Expansion Committee

September Report

The trees and stumps were removed in mid June. The $3,700 cost was shared with Building and

Grounds, the Memorial Garden part was $2,058. Over ten stumps were ground, but one was

missed. It was underground and not seen when the trees and stumps were tagged.

On August 12 the Common Committal Ground, Retaining Wall and Pet Cemetery were

completed for $6,865. This included $129 for grinding the missed stump.

We have an estimate from the contractor who did the work above to build a 728 sq. ft. patio for

$5,824. This is the lowest bid by far for this size patio. “Smoke color” concrete pavers will be

used. There are six different size pavers placed in a random pattern.

To finance the patio part of the expansion, the memorial garden expansion committee would like

to borrow $6,000 from the capital reserve fund. The money will be paid back in 2014 with

money from the Shelly Lake fund and two expected large donations This proposal has Ron

Monark’s approval. There were no negatives from the finance committee.

With the vestry’s approval to transfer the money from Capital Reserve to the Memorial Garden

fund and permission the go ahead with the patio project Geoff or I will let the contractor know

that we accept his estimate. Construction of the patio will probably be in October or November.

There are more things to do in the Memorial Garden expansion area; Posts with ropes similar to

those in the rest of the Memorial Garden, to protect the new in-ground committal area that is

being created. These are not critical now and can be done as a DIY project. A cross for the

Common Committal Ground would be a nice gift from some one. More landscaping is needed.

Landscaping will be a continuing expense as it has been. I don’t know of or foresee any other

large expenses in the future.

Two images are included, one is a diagram of the patio area, and the other is a picture of the

pavers we will be using.

Cliff Dickey

Shirley,

The Nominating Committee presents the following slate of Vestry Candidates for three-year terms

beginning January, 2014:

Catherine White

Ted Lyman

Sheila Glennon-Sandling

Bev Olsen

With grateful thanksgiving,

Carolyn Ito

Shelby Hawthorne

Gary Ripple

vestry meeting, september 19, 2013 · vestry meeting, september 19, 2013 dinner this month is...

Documents