by Anika Rinker | Jul 16, 2019 | Vestry Updates
Meeting Minutes, May 21-22, 2019
A special called meeting on email
Voting by e-mail: Bob Bess, Mary Beth Butler (member & clerk), Christopher DeClerk, Sharon Dudek, Keen Haynes, Brandy Heckel, D.J. Mitchell (member & treasurer), Christopher Mullaney, Linda Seeber, Becky Snell, Julie Sutton.
Voting by phone per Rector Scot McComas: Ben Taylor
A special called meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held via e-mail on Tuesday, May 21 and Wednesday, May 22.
At the May 5 meeting, the Vestry voted to approve the proposal submitted by Chuck Taylor, Chair of the Communications Committee, for the replacement of the current sound system. Subsequently, there was confusion over the result of the vote, so after e-mail conversation among the Vestry members, Julie Sutton referenced the Parish Bylaws Article 5.6 (c) and moved the following:
that we seek additional funds for the temporarily restricted fund called “sound system + audio system” via a fundraiser handled by Sr. Warden Keen Haynes (per the minutes on 5/5/19).
All members voted in the affirmative and the motion carried.
Respectfully submitted,
Mary Beth Butler, Clerk
by Anika Rinker | Jul 16, 2019 | Vestry Updates
St. Martin-in-the-Fields Vestry Meeting Minutes – May 19, 2019
Present: Bob Bess, Mary Beth Butler (member & clerk), Sharon Dudek, Keen Haynes, Brandy Heckel, D.J. Mitchell (member & treasurer), Christopher Mullaney, Linda Seeber, Becky Snell, Julie Sutton, Christopher Thomas, Assisting Priest
Absent: Christopher DeClerk, Ben Taylor, Scot McComas, Rector
Also Present: Glenda Morehead, Parliamentarian, Linda Snow, Historian
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, May 19, 2019 in the West Parish Hall. The meeting was opened with prayer by the Assisting Priest at 12:27 PM.
Bible Study
The Assisting Priest led the Vestry in a study using Ephesians 5:1-2, 6-11, 18b-20.
Senior Warden Haynes chaired the balance of the meeting.
Norms of Vestry Meetings
Mullaney is working on a draft of a statement to be read at the beginning of all meetings. The matter was tabled until the June 23 meeting.
Fundraiser Updates & Calendar Planning
Dudek and Sutton presented their proposal for a Parish Bingo Night on September 28. This document is attached and made a part of these minutes. Signup sheets were circulated for volunteer positions. Mitchell moved acceptance of the proposal and the motion carried.
The Octoberfest event will be offered as planned on October 27 with the following elements: Chili Cookoff, Trunk or Treat, Beer and possibly wine by parish artisans.
Parish Bylaws Approved
The revised Parish Bylaws were presented at the May 5, 2019 meeting. Bess moved that the bylaws be accepted as presented. The motion carried. The bylaws were signed by Hayes as Senior Warden and Butler as Clerk, affirming the vote. Morehead will submit copies to the Diocesan office and to the investment firm.
Senior Warden’s Report
AED & CPR Classes: Haynes said that DeClerk will be offering AED and CPR classes on a date to be announced.
Walk or Run Evenings: Mullaney will be forming a group to walk or run together one evening per week.
Safeguarding Vestry members were reminded to update their Safeguarding classes. This may now be done entirely online. It was agreed to ask Kirsten Tiemann to offer a Safeguarding class on June 30 following the 10:30 service. Class will be open to all members of the congregation.
Consideration of Minutes
Minutes of the May 5, 2019 meeting were approved.
Treasurer’s Report
Treasurer Mitchell reported on the April 2019 financials. Heckel moved acceptance and the motion carried.
Transparency of Financial Status: Mitchell will make his first bi-monthly announcement on the “State of the Financials” at the services on June 1 & 2.
Salary Increase for Parish Administrator: Bob Bess moved that the salary of the Parish Administrator be increased to $40,000.00 per year effective February 1, 2019, due to an increase in responsibilities of the position and to bring the salary to market level. The motion was seconded and carried.
Welcome Ministry Initiatives
Three follow up calls were assigned.
Junior Warden’s Report – Labyrinth Signage
Bess noted ongoing needs for replacement of bulbs and HVAC filters. Parishioner Andres Delgado owns a handyman service and it was suggested that he be contacted to assist with this and other work.
Rector’s Report
In the absence of the Rector, no report was presented.
Announcements/Upcoming Events
June 2: Parish Picnic and Blood Drive
June 9: Pentecost
July 15-19 Vacation Bible School
July 22 – 25 City Week at Union Gospel Mission
The meeting adjourned at 2:28 pm with prayer by Mullaney
Respectfully submitted,
Mary Beth Butler, Clerk
by Anika Rinker | May 15, 2019 | Vestry Updates
St. Martin-in-the-Fields Vestry Minutes – March 17, 2019
Present: Bob Bess, Mary Beth Butler (member & clerk), Christopher DeClerk, Sharon Dudek, Keen Haynes, Scot McComas, Rector; D.J. Mitchell (member & treasurer), Christopher Mullaney, Linda Seeber, Julie Sutton, Ben Taylor, Christopher Thomas, Assisting Priest
Absent: Brandy Heckel, Becky Snell
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, March 17, 2019 in the East Parish Hall. The meeting opened with prayer by the Rector at 12:32 PM.
Bible Study
The Rector led the Vestry in a Bible study using 1 Corinthians 12:4-31.
Senior Warden to Chair Vestry Meetings
The Rector reminded the vestry that although church canons state he is president of both the parish and the vestry, canons also authorize him to appoint another person to chair meetings in his stead if he chooses. He has asked the Senior Warden, Keen Haynes, to share chairing of vestry meetings for the rest of this vestry year. The rector will open the meetings as usual and lead the Bible study, then turn the chair over to Haynes for the balance of the meeting.
Meeting Norms
In the interest of helping meetings go more smoothly vestry members endorsed having a list of norms for meetings which will apply to all those present at vestry meetings – not only those who are officially a part of the meeting but those who come as visitors and observers. The list will be read at the beginning of all Vestry meetings.
Consideration of Minutes
Minutes of the January 27, 2019 Annual Meeting were approved as corrected. Minutes of the January 27, 2019 Special Called Vestry Meeting were approved. Minutes of the February 17, 2019 Vestry Meeting were approved as corrected.
Treasurer’s Report
Treasurer Mitchell reported on the January 2019 financials. Sutton moved acceptance and the motion carried.
Fundraiser Updates & Calendar Planning
The Rummage Sale held the weekend of March 15-16 was extremely successful, with funds raised close to $5000 (a full assessment has yet to be made). Further success was noted in the hard work of Brandy Heckel and other organizers and volunteers, and in the opportunity provided for the parish to work together toward a common goal.
Additional fundraising opportunities were suggested as follows:
Band of Moms is considering a “Mom Prom” – invite Good Shepherd Catholic Church to join us.
Oktoberfest Polka Band with Sausage, sauerkraut and a craft beer contest
CPR Classes – Christopher DeClerk is certified to offer several types of CPR classes and this could be beneficial to our community’s health and also serve as a fund raiser. DeClerk and Mitchell will bring forward a proposal on this.
Parish Picnic with Blood Drive, Bounce House, homemade ice cream contest – Sutton agreed to manage this event. Good Shepherd Church will also be invited to this event.
Shrove Tuesday Change for 2020
Sutton moved that due to schedule difficulties with a weeknight event, the 2020 Shrove Tuesday Pancake Meal be moved to Sunday, February 23, 2020, immediately following the 10:30 service. A vote was taken and the motion carried.
Welcome Ministry Initiatives (Invite-Welcome-Connect)
The Rector asked for reports on phone calls to visitors. Calls made so far have not been returned. More copies of cards were distributed and vestry members were asked to make calls and report on them next month.
Junior Warden’s Report
- Bess reported that he anchored the dishwasher in the office building.
- Bess also proposed that the short “wheelchair pew” which is in the back of the nave be moved forward, swapped for an existing pew, and placed in the center of the space. This will allow room for two wheelchairs, one on either side, and will not place our wheelchair using members in the back pew.
- Mullaney said that some of the Dutch doors (two-part doors) are made of particle board and are deteriorating. They need to be replaced. He will consult with the Head of School on State requirements for these doors.
Senior Warden’s Report
Haynes suggested that the church adopt a year-round stewardship program, with quarterly focus on Wealth, Health, Time and Talent, and the Environment. A quarterly blood drive was suggested as part of this and will begin at the June 2 picnic.
Rector’s Report
- The Rector made the Vestry Liaison Assignments. The list of responsibilities is attached and made a part of these minutes.
- He announced the appointment of the following to serve as a Personnel Committee – Bess, Butler, DeClerk, Haynes, and Mitchell.
Announcements/Upcoming Events
Vestry members are reminded to update their Safe Church Training (if required) by June. If not sure what classes to take and when, contact Anika in the church office.
The meeting adjourned at 2:15 pm with prayer by Mullaney
_
Respectfully submitted,
Mary Beth Butler, Clerk
by Anika Rinker | Apr 26, 2019 | Vestry Updates
St. Martin-in-the-Fields Vestry Meeting
January 27, 2019
Present: Bob Bess, Christopher DeClerk, Sharon Dudek, Keen Haynes (senior warden), Brandy Heckel, D.J. Mitchell (treasurer), Linda Seeber (junior warden), Scot McComas (rector), Julie Sutton, Ben Taylor.
Not Present: Mary Beth Butler, Chris Mullaney, Becky Snell
A special meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, January 27, 2019 in the Library. The meeting was called for the purpose of electing a junior warden, clerk of the vestry, and treasurer for the coming year, and for other organizational matters. The meeting opened with prayer by the rector at 2:00 PM.
Election of Clerk of the Vestry
Bob Bess moved that Mary Beth Butler be elected clerk of the vestry for the coming year. D.J. Mitchell seconded the motion and the motion carried.
Election of Treasurer
D.J. Mitchell moved that he be elected treasurer of the vestry for the coming year. Bob Bess seconded the motion and the motion carried.
Election of Junior Warden Tabled
There being no volunteer to serve as junior warden for the coming year, the election of junior warden was tabled until the February 17 meeting.
Vestry Sign-Ups
Vestry members chose which of the 3 weekend services to serve as the Vestry Person in Charge. The vestry meeting schedule, lists of the VPiC duties for each service, the VPiC schedule, and the contact information list will be emailed to members later this week.
Adjournment and Closing Prayer
The meeting closed with prayer led by the rector at 2:08 pm.
Respectfully submitted,
The Rev. Scot McComas, Clerk Pro Tempore and Rector
Next regular vestry meeting sunday, February 17, east parish hall.
Lunch & closing prayer provided by: Christopher DeClerk
by Anika Rinker | Apr 26, 2019 | Vestry Updates
St. Martin-in-the-Fields Episcopal Church Annual Meeting 2018
January 27, 2019
The Annual Meeting of St. Martin-in-the-Fields Episcopal Church was held January 27, 2019 in the East Parish Hall. The Rector announced there was a quorum present, then opened the meeting with prayer at 12.28 PM.
Election of the Secretary
Linda Seeber moved the Rev. Scot McComas be elected secretary to record the minutes of the meeting. D.J. Mitchell seconded the motion and the motion carried.
Introduction of Current Vestry
The Rector introduced the current vestry members, and they were acknowledged by a round of applause. Those whose terms end in 2021 are Christopher DeClerk, Sharon Dudek, Becky Snell, and Ben Taylor. Those whose terms end in 2020 are Mary Beth Butler, Keen Haynes, Brandy Heckel, and Linda Seeber. He then introduced those whose terms end today. They are Christopher Mullaney, Linda Snow, Joel Walker and Nancy Wieden. He presented each with a St. Martin card. Nancy Wieden was not present due to illness and Christopher Mullaney was not present due to a sick child. The Rector expressed thanks on behalf of himself and St. Martin-in-the-Fields Episcopal Church to Linda Snow who has served as senior warden for the past two years. He gave her a gift of a Waterford Cross.
Ballot Counters Announced
The Rector announced the vestry members who will serve as the committee to count the ballots for this meeting: Linda Seeber, chair, Sharon Dudek, and Joel Walker.
2019 Vestry Election
The Rector announced the 4 candidates nominated to the vestry prior to today’s meeting: Bob Bess, DJ Mitchell, Chris Mullaney (who was eligible for election to a full 3 year term), and Julie Sutton. The Rector thanked all the nominees for their willingness to serve. There being no nominations from the floor, he declared the nominations closed. Gil Kleinwechter moved the slate be elected by acclimation. Kerry Angle seconded the motion, the motion carried, and the slate was elected.
Introduction of Current Delegates
Those who served as St. Martin’s delegates to diocesan convention during the past year were thanked for their service with a round of applause. They were Keen Haynes, Ron Hitchcock, Susan Kleinwechter, Ed McGlaston, and Becky Snell.
2019 Delegate Election
The Rector announced that the following individuals have been nominated to serve as St. Martin-in-the-Fields Episcopal Church delegates to diocesan convention for the coming year: Keen Haynes, Ed McGlaston, Becky Snell, and Linda Snow. One additional delegate was needed and Marty Hitchcock nominated Brandy Heckel to serve. Heckel’s nomination was seconded by Ron Hitchcock. There being no nominations from the floor, Linda Snow moved the nominations be closed and the slate elected by acclamation. Susan Kleinwechter seconded the motion, the motion carried, and the slate was elected.
Election of Alternate Delegates
The Rector asked for volunteers to serve as alternate delegates for 2019. The following persons volunteered: Bob Bess, Joel Walker, Paula Jefferson and Phyllis Bess. They were seconded by the following respectively: Keen Haynes, Jim Bedell, Marty Hitchcock, Deneice Wood. There being no more volunteers to come forward the Rector moved the slate of volunteers be elected as alternate delegates for 2019. Susan Kleinwechter seconded this motion, the motion carried, and the slate was elected.
Rector’s Report
The Rector announced that he had presented his report at every worship service this weekend, to ensure that even those not attending the meeting today would have the opportunity to receive it in person. After today’s meeting it will be available on the website. He thanked all the volunteers, staff and clergy who serve the people of St. Martin’s.
Senior Warden’s Report
Senior Warden Linda Snow expressed her thanks to the Rector for the confidence he has shown in her by asking her to serve as senior warden for past two years. She also thanked all the people of St. Martin’s who have helped in so many ways to make her job easier. She reviewed her report displayed on the screen, placing special emphasis on the outreach programs St. Martin’s conducted in the past year. She also discussed The General Convention of the Episcopal Church in Austin in summer 2018.
Junior Warden’s Report
Junior Warden Linda Seeber highlighted portions of her report and thanked all those who volunteered and have participated in the repair and maintenance of our buildings and their contents and surrounding grounds. The Rector thanked Linda and her husband, Dick, who assisted Linda in the upkeep and care of the grounds and facilities.
Financial Report
Treasurer DJ Mitchell provided copies of his report for all present and reviewed them. The report combined statement of operating income and expenses for the church and school for 2018, the same budget for 2019, the temporarily restricted fund activity and balances for 2018, and the 2018 cash carryover as of December 31, 2018.
The Rector thanked DJ and Sue Mitchell for their willingness to provide their financial expertise in hours of work on behalf of St. Martin’s. He also thanked the people who count the money weekly and make the deposits at the bank weekly.
Announcements and Final Remarks
Reports and Minutes on the Website: Parishioners were referred to all Annual Meeting reports for today which are published on the church website. Annual meeting minutes will be published on the website after their approval by the vestry as soon as possible.
Vestry Meeting: The vestry will meet in the church library immediately following this meeting.
Appointment of Senior Warden: The Rector announced he appointed Keen Haynes as Senior Warden for the 2019 year.
50th Anniversary Announcement: Linda Snow invited people to assist the History Committee in preparation for St. Martin’s 50th anniversary on January 18, 2020. The Rector asked people to gather in various parts of the room to represent the years they have attended St. Martin’s in groups of 0-5 years, 6-10 years, 11-15 years, 16-20 years, 21-25 years, and over 25 years. It was a great visual – depicting years of ministry at St. Martin’s.
Next Annual Meeting: The next annual meeting of St. Martin’s will be on January 26, 2020.
Closing Prayer
The meeting closed with prayers by the Rector at 1:53 pm.
Respectfully submitted,
The Rev. Scot McComas, Secretary Pro Tempore and Rector
by Anika Rinker | Apr 26, 2019 | Vestry Updates
St. Martin-in-the-Fields Vestry Meeting
February 17, 2019
Present: Bob Bess, Mary Beth Butler (member & clerk), Christopher DeClerk, Sharon Dudek, Keen Haynes (senior warden), Brandy Heckel, the Rev. Scot McComas (rector), D.J. Mitchell (member & treasurer), Christopher Mullaney, Linda Seeber, Julie Sutton, Ben Taylor
Absent: Becky Snell; the Rev. Christopher Thomas (assisting priest)
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, February 17, 2019 in the East Parish Hall. The meeting opened with prayer by the Rector at 12:08 PM.
Bible Study
The Rector led the Vestry in a Bible study using Philippians 4:4-9.
Consideration of Minutes
Minutes of the January 20, 2019 meeting were approved with correction.
Treasurer’s Report
- Treasurer Mitchell reported on the January 2019 financials. Dudek moved acceptance and the motion carried.
- A piano was donated to the church and school at a cost of $300 for moving. The gift policy (11/17/13) was included with the Vestry packet and is made a part of these minutes.
- Mitchell said that per usual at the beginning of the year, next month’s meeting will include a resolution for consideration as follows:
- “By affirmative vote of the Vestry, the Church’s Financial Manager is directed to no longer process any payment that does not have with it a fully executed check request form, signed by the person who is responsible for the cost incurred, except as follows…” The statement will go on to identify persons with signature authority for budget items in 2019.
Fundraiser Updates & Calendar Information
- Heckel reported on planning for the March 15-16 rummage sale. A planning committee is meeting on Thursday afternoons at 2:30 in the chapel and all are welcome. Donations will be accepted on Friday, March 8 from 4-6 pm; Saturday, March 9 from 3-5 pm; Sunday, March 10, after services until 2 pm; and from Monday March 11 – Friday March 15 from 10 am – 2 pm. VPICs will announce collection dates and ask for volunteers in their pre-service comments. Plans were discussed for sale of hot dogs, drinks, and availability of a bounce house.
- DeClerk moved that Cub Scout Pack 937 be allowed to sell camp cards (discount cards for local businesses) at the rummage sale and at church. The motion carried.
2019 Calendar Information: Mitchell suggested that at March meeting, a subcommittee be formed to plan and schedule other fundraisers in 2019. McComas said that the school fundraiser is planned for April 27 at 6:00 p.m. He encouraged vestry members to attend.
Welcome Ministry Initiatives (Invite-Welcome-Connect)
Mitchell suggested a procedure for the Connect initiative that has been discussed for several months: Each vestry member will contact someone who has filled out a Contact Card since January 1 to welcome them and help them explore ways to meet their needs at St. Martin’s. The idea was expanded to include the entire list of active members, with each member taking 1/12th of the list and reporting back (generally, not specifically) about needs, questions, and other issues that arise from the conversations. Members are invited to send Mullaney emails with items that they believe should be addressed in the calls, and he will prepare a set of general talking points. A committee will be formed to proceed with this at the next meeting.
Sutton suggested and offered to write a brief survey of parishioners. The Vestry accepted with thanks.
Junior Warden’s Report
- Office Copier discussion: Parish Administrator Anika Rinker’s recommendation on copier update was discussed, and a copy is made a part of these minutes. Bess indicated his appreciation of the thoroughness of Rinker’s work. The Vestry concurred. Mitchell moved acceptance of the proposal presented by Rinker and the motion carried.
- Eagle Scout Project: DeClerk said he has an Eagle Scout ready to do a project who wishes to do it at St. Martin’s. His suggestion is improving the perimeter of the labyrinth with weed cloth and edging. Mitchell moved that the project be approved. The motion carried.
- Junior Warden Election: The vestry elected Bob Bess and Chris Mullaney to serve as co-Junior Wardens.
Senior Warden’s Report
Haynes tabled his report until the March meeting.
Rector’s Report
- Parochial Report Approved: The annual Parochial report was presented for review. Mitchell moved approval and the motion carried. The report will be filed with the national Episcopal Church.
- Cabes’ Application for Candidacy Approved: Corrie Cabes application for Candidacy was presented. Mullaney moved approval and the motion carried, with all members present signing their agreement.
- Vestry Liaison Assignments: Members who are not also serving as officers are asked to send the Rector their top three choices for assignments.
- School Board Vestry Representative Elected: Butler nominated herself to serve. The motion carried.
- Vestry Retreat information is to be announced.
Announcements/Upcoming Events
February 22 Setup Parish Hall for Vestry Leadership Training (Diocesan)
February 23 Vestry Leadership Training 9:30 – 3:00.
Vestry members, please arrive at 9:00 and wear nametag to help host.
February 24 Ministry Fair 9:30 and 12:15 (vestry requested to bring food items)
March 5 Shrove Tuesday. Pancake Supper, 5:30, talent show at 6:00 (Megan Grant handling talent show)
March 6 Ash Wednesday
March 15-16 Parish Rummage Sale – Fundraiser
The meeting adjourned at 2:55 pm with prayer by Taylor.
Respectfully submitted,
Mary Beth Butler, Clerk
Please note: Next regular vestry meeting Sunday, March 17, west parish hall. Lunch & closing prayer provided by: Christopher Mullaney
