by Alan Bentrup | May 2, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
January 17, 2016
Present: Gregory Anderson, Jack Bolerjack, Charles Busey, Annette Duff, Pat Hollifield, Gil Kleinwechter, DJ Mitchell, Courtney Mullaney, Cyndy Sulots, Jim Wilson; Scot McComas, Rector; Glenda Morehead, Clerk.
Not present: Elizabeth Mason.
A special meeting of the vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, January 17, 2016, at 12:30 PM in the East Parish Hall. The meeting was called for the following purposes: to receive information on and discuss the ramifications of the new Texas Open Carry Law, to consider the minutes of the December 13, 2015 meeting and to consider and vote on the budget for St. Martin’s for 2016. The meeting opened with prayer by the rector.
St. Martin-in-the-Fields Episcopal Church and theTexas Open Carry Law
Officer Christopher Mullaney, a member of St. Martin’s, provided information on the new firearms law in Texas as of the first of January. After his presentation and their discussion on the matter the vestry members voted unanimously by written secret ballots to comply with the laws of the State of Texas prohibiting the carrying of firearms on the premises of worship facilities and school property, and that no signs would be posted. There will be a parish-wide meeting following the 10:30 service on February 14, 2016, to address the matter. Officer Mullaney was thanked for his presentation and asked to take part in the February 14 meeting.
Consideration of December 13, 2015, Minutes
Gregory Anderson moved the minutes of the December meeting be approved as distributed. DJ Mitchell seconded the motion and the minutes were approved.
Consideration of the 2016 Budget
Interim Treasurer DJ Mitchell presented the proposed budget for St. Martin’s for 2016. Gregory Anderson moved the budget be approved as presented. Jack Bolerjack seconded the motion and the budget was approved.
Meeting Adjournment
Jim Wilson offered the closing prayer.
DJ Mitchell moved the meeting be adjourned, Jim Wilson seconded the motion and the meeting was adjourned at 2:22 PM.
Respectfully submitted,
Glenda Morehead
Clerk
by Alan Bentrup | May 2, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
December 13, 2015
Present: Gregory Anderson, Charles Busey, Jack Bolerjack, Pat Hollifield, Gil Kleinwechter, Elizabeth Mason, DJ Mitchell, Courtney Mullaney, Cyndy Sulots, Jim Wilson; Scot McComas, Rector; Glenda Morehead, Clerk.
Not present: Annette Duff.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, December 13, 2015, at 12:30 PM in the West Parish Hall. The meeting opened with prayer by the Rector.
Approval of Minutes
Gregory Anderson moved the minutes of the November 15 meeting be approved as distributed. DJ Mitchell seconded the motion and the minutes were approved.
Outreach End-of Year Askings Approved
Joy Malmgren presented the request from the Outreach Committee for the distribution of funds from the outreach budget line. DJ Mitchell moved the distribution be approved as requested. Cyndy Sulots seconded the motion and the distribution was approved.
Treasurer’s Report and Funds Created
Financials Approved: Treasurer DJ Mitchell reviewed the financial reports, and explained all the corrections that have been required. (See attached.) Jim Wilson moved the treasurer’s report be accepted as presented. Jack Bolerjack seconded the motion, and the financials were approved. Mitchell stated that a manual will be written so that such problems as those he outlined should be avoided in the future.
Name Tag Fund: Courtney Mullaney moved the vestry approve acceptance of gifts for a Name Tag Fund and that the funds be drawn down as needed. DJ Mitchell seconded the motion, and the Fund was approved.
Bread and Wine Fund: DJ Mitchell moved the vestry establish a Bread and Wine Fund which would function much as the Flower Fund functions, with information regarding contributions made being printed in the service bulletins. Elizabeth Mason seconded the motion and the fund is established.
Investment Committee
DJ Mitchell moved the vestry approve the investment plan offered at the last vestry meeting. Jack Bolerjack seconded the motion and the investment plan was adopted.
Stewardship
Gil Kleinwechter reported that as of the end of the week 128 pledges had been received totaling $434,938.00. 39 of the pledges are from new pledgers. Four more pledge cards came in today.
St. Martin’s Episcopal School
The rector reported that things are going very well with about 75 students currently attending. The school Christmas Pageant will take place at 9:15 AM on December 18, and everyone is invited to attend. School closes that day for the holidays and reopens January 5, 2016.
Diocesan Information
Joel Walker reported that the Standing Committee met Monday. The diocese will not tell parishes what decision to make regarding the open carry law that goes into effect in January, but rectors must report back to the bishop by March 1. The bishop reiterated his call that rectors have a discussion with their vestries on the subject of same sex marriages.
Junior Wardens’ Reports
Possible Dishwasher Repair: The dishwasher in the small kitchen may be in need of repair, but further information is needed…
Tree Removal and Gutter Check: When the trees along the south side of the education building were removed, the tree service workers arrived at 7 AM and were gone by 11:30 AM leaving no sign that the trees had ever been there or that the work had been done. Check of the gutters after the recent storms revealed no leaves or debris.
Roof Leaks: The roof leaks continue and the person responsible for the repair under warranty continues to be unresponsive. Don Sulots will be asked to contact the owner of the company to get the issue resolved.
Cellular Tower Proposal: A proposal has been received from Vertex Development, LLC, to install a cellular tower on our property. Whereas the proposed agreement appears to be a good source of revenue for St. Martin’s, there are a number of questions that must be resolved. DJ Mitchell will refer the proposed contract to an attorney to see if it is a good lease, to see if the tower can be moved, if the lease can be revised and to see if various desired revisions can be made. Any construction would need to go through the necessary zoning process which can take as long as nine months. Consideration of the matter will be postponed until more information is available.
Water Usage: The water bills continue to rise. Gregory Anderson will continue to monitor the usage. There may be a leak in the lines.
Monument Lighted: Neil Rinker has repaired the light on the monument sign at the front of our property.
The Jr. Wardens received a round of thanks for all they do to keep our building and grounds in good condition.
Senior Warden’s Report
Conversation with Constance Smith: Constance Smith of Fever has contacted the senior warden saying that some supporters of Fever are looking for some place to make large donations to a non-profit organization. He will keep the vestry updated as further information comes to him.
Procedures for Emergencies during Services: Recent emergencies with parishioners during services have made it clear that guidelines are needed for action when such things occur. The vestry will devise the guidelines, and the senior warden will ensure that they are provided to all concerned.
Rector’s Report
Clergy on Staff: The rector asks the help of vestry members to make clear that although the Rev Lauren Gough and the Rev Judith Upham serve at the altar, preach, teach and fulfill other priestly roles at St. Martin’s, they refuse to accept any compensation for their services. Since no deacons receive compensation, the deacons who serve St. Martin’s – the Rev. Henry Penner and the Rev. Annette Mayer receive no compensation for their services. Clarification of these facts will be shown in the treasurer’s report at the Annual Meeting.
Financial Manager Increase: DJ Mitchell moved the compensation for the Financial Manage be increased to $25.00 per hour for 19 hours per week in 2016. Gil Kleinwechter seconded the motion, and the motion carried.
Children and Youth Ministers: Corrie Cabes, Children and Youth Minister has asked that her job be split into two positions. She herself feels called to the ministry with youth grades 6 through 12, and would like another person brought on to serve children 4 years of age through fifth grade. Cabes plans to continue as school chaplain. Gil Kleinwechter moved the vestry authorize the position of Youth Minister at 20 hours per week and the position of Children’s Minister at 15 hours per week. Jim Wilson seconded the motion, and the positions were authorized. Gregory Anderson moved the vestry direct the finance committee to include the cost of the positions in the 2016 budget. Cyndy Sulots seconded the motion and the motion carried.
Outreach Committee Chair: The rector announced that he is the new chair of the Outreach Committee. The committee will meet monthly on first Sunday at 12:30 PM.
Texas Open Carry Law: All parishes must report back to the diocese by March 1, 2016, how they plan to respond to the new gun rules. Christopher Mullaney will be asked to provide a professional opinion at the called meeting January 17, 2016.
Same Sex Marriages and Blessings: The rector’s conversation with the vestry continued.
Staff Bonuses and Recognition
The vestry discussed the matter of year end recognition for the paid and unpaid staff of St. Martin’s. Gregory Anderson moved each member of the paid staff – Scot McComas, Susan Slaughter, Anika Barbarito, Corrie Cabes, Susan Brishke, Christi Hardy and the three members of the nursery staff –receive a Christmas bonus of $100.00. DJ Mitchell seconded the motion, and the motion carried.
Elizabeth Mason moved the vestry set up a volunteer appreciation dinner for all volunteer clergy and staff. DJ Mitchell seconded the motion, and the motion carried. No date was set for the dinner.
Resolution re Eagle Scout Project
Gregory Anderson moved the vestry adopt the following resolution on behalf of the parish:
St. Martin-in-the-Fields Episcopal Church wishes to thank Jacob Tiemann and his family for the recent completion of his Eagle Scout Project on behalf of our church. His project enlarged and changed the dimensions of our Outdoor Worship Area.
DJ Mitchell seconded the motion and the resolution was adopted.
Vote to Remove Authorized Signers from Baird Account
Jim Wilson moved that Robert Bess (previous Senior Warden) and Douglas Watson (previous Treasurer) be removed as persons authorized to authorize changes on the R. W. Baird account. Cyndy Sulots seconded the motion and the motion carried.
Vote to Add Authorized Signers to the Baird Account
Elizabeth Mason moved that Gil Kleinwechter, Senior Warden and Sue Mitchell be added as persons authorized to authorize changes on the R. W. Baird account, and that DJ Mitchell, Interim Treasurer continue as a person authorized to make changes. Baird shall obtain authorization from at least two of these persons before making any changes. Cyndy Sulots seconded the motion, and the motion carried.
Resolution re 2016 Rector’s Housing Allowance
Jim Wilson moved the adoption of the following resolution:
Whereas the Reverend Scot McComas, an ordained minister, is employed to serve St.-Martin-in-the-Fields Episcopal Church as Rector; and
Whereas St. Martin-in-the-Fields Episcopal Church does not provide a residence for its appointed ministers:
It is hereby resolved that the compensation to be paid to the Rev. Scot McComas for the calendar year 2016, and subsequent years unless amended, shall include an annual payment of $33,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
Cyndy Sulots seconded the motion, and the resolution was adopted.
Resolution re 2016 Assistant Clergy Housing Allowance
Gregory Anderson moved the adoption of the following resolution:
Whereas the Reverend Susan Slaughter, an ordained minister, is employed to serve St. Martin-in-the-Fields Episcopal Church as an Assistant Clergy; and
Whereas St. Martin-in-the-Fields Episcopal Church does not provide a residence for its appointed ministers:
It is hereby resolved that the compensation to be paid to the Rev. Susan Slaughter for the calendar year 2016, and subsequent years unless amended, shall include an annual payment of $18,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
Cyndy Sulots seconded the motion, and the resolution was adopted.
Closing Prayer and Adjournment
Elizabeth Mason gave the closing prayer.
Gregory Anderson moved the meeting be adjourned, DJ Mitchell seconded the motion and the meeting adjourned at 4:30 PM.
Respectfully submitted,
Glenda Morehead
Clerk
Please note: called vestry meeting Sunday, january 17, 12:30 PM, East parish Hall.
Request for Approval of Outreach Funds
- Union Gospel Mission funds, 3rd quarter and 4th quarter: $333
- Meals on Wheels funds, 2nd quarter, 3rd quarter and 4th quarter: $667
- Presbyterian Night Shelter, 3rd quarter and 4th quarter: $333
- Saint Luke’s Food Pantry (The pantry donation may need to go through Saint Lukes until the Food pantry is incorporated.): $500
- Presbyterian Night Shelter sponsoring a room in a new women & childrens unit opening in 2016: $500
- Episcopal Relief & Development: $1,000
- Boys & Girls Club on IM Terrill Way for purchase of DVD player and learning tablets: $625
- Union Gospel Mission for cost of Children’s Castle from Outreach Funds: $500
- December, 2015 purchase of bananas for Service Sunday: $22.75
- Remaining funds for 2015: $3163.42
- Total requests for expenditure: $3147.75
Respectfully submitted,
Joy Malmgren
Outreach Committee
by Alan Bentrup | May 2, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
November 15, 2015
Present: Gregory Anderson, Jack Bolerjack, Annette Duff, Pat Hollifield, Gil Kleinwechter, DJ Mitchell, Courtney Mullaney, Cyndy Sulots, Jim Wilson; Scot McComas, Rector; Glenda Morehead, Clerk.
Also Present: Sue Mitchell.
Guest: Rachel Hitt, Ideal Impact Energy.
Not present: Charles Busey, Elizabeth Mason.
A regular meeting of the vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, November 15, 2015, at 12:30 pm in the East Parish Hall. The meeting opened with prayer by the rector.
Treasurer’s Report
Treasurer Watson Resigns: The rector announced that he has regretfully accepted the resignation of Douglas Watson as treasurer of St. Martin-in-the-Fields Episcopal Church and thanked Watson for his service. He thanked DJ Mitchell for agreeing to serve as Interim Treasurer until elections are held at the called vestry meeting immediately following the Parish Annual Meeting January 31, 2016. He also thanked Sue Mitchell for her work in helping to correct and clarify the financials.
October Financials Approved: The Interim Treasurer reviewed the October financial reports. Jim Wilson moved the vestry accept the financials as presented. Gregory Anderson seconded the motion and the reports were accepted.
Changes to Account Signers: Courtney Mullaney moved Douglas Watson be removed as a signer on all St. Martin’s financial accounts, and that DJ Mitchell be added in his place. Annette Duff seconded the motion, and the motion carried.
Investment Committee Report
DJ Mitchell stated that two more people are needed on the Investment Committee. Only he and Sue Mitchell were available to meet with Jim Hazel in their recent meeting. He distributed copies of the Initial Recommendations for the St. Martin-in-the-Fields Capital Fund. Since they were recommendations only, no vote was necessary. He will put together information on tax reductions items for the vestry to vote on at the December 13 meeting. Vestry members are asked to email him any questions to him at least one week before the meeting – no later than December 6.
Ideal Impact Energy Audit Presentation
Rachel Hitt reminded the vestry that the purpose of their company is to help churches find new and creative ways to conserve energy and bring their electric and gas bills down as much as possible. She stated that sometimes their audit shows that a church doesn’t need their help. St. Martin’s is such a church. In response to a question regarding thermostats that could be controlled remotely, she agreed to put together an estimate of the cost to St. Martin’s.
Minutes Approved
Gil Kleinwechter moved the minutes of the October 18, 2015, meeting be approved as distributed. Cyndy Sulots seconded the motion and the minutes were approved.
Stewardship Report
Gil Kleinwechter reported that 110 pledges have been received for 2016 totaling $382,038.00, more than was pledged for 2015. Four more were received this weekend.
St. Martin-in-the-Fields Episcopal School’
The rector announced that the school has 2 new students. He has asked Pat Hollifield to serve on the School Board, and Hollifield has accepted.
Communications Committee
Gil Kleinwechter reported that plans are to refresh the church website in February. The school website will be reviewed on November 20. Brooke Casey is working on the church banners used on our site.
Diocesan Information
Joel Walker reported the following from the diocesan convention:
Jordan Ware is the new chair of the Commission on Ministry. Henry Penner and Joy Malmgren from St. Martin’s continue to serve on the COM.
Calye Hughes is the new president of the Standing Committee.
Scot McComas is chair of the diocesan School Commission and also serves on the Disciplinary Board and on the committee on Constitution and Canons.
ERD has an international map onto which Epsicopal churches can put information about themselves. St. Martin’s already has a presence there.
Deanery information: Our deanery – the Fort Worth East Deanery – meets the fourth Monday of January, April, July and October. Bob Gross in its dean and Gregory Anderson its sub dean. Scot McComas and Linda Snow are the deanery representatives to the Executive Council.
Written Reports Attached
The following written reports are attached and made a part of these minutes: Children and Youth Ministry Report, Grow the Church ZIP Code party Report.
Junior Wardens’ Report
Gregory Anderson reported on the following:
Water Heater in the Parish Hall: A new water heater has been installed in the parish hall at a cost of $1250.00. It replaces the unit that was installed in 1991.
Tree Removal: The 3 Bradford pear trees along the south side of the Parish Hall continue to cause problems. Gil Kleinwechter moved the vestry approve the removal of the trees by a bonded and insured professional at a cost of no more than $1500.00. Jack Bolerjack seconded the motion, and the motion carried, Jim Wilson abstaining.
Roof Leaks: The roof leaking continues, and the individual who is to do the work under warranty is proving to be nonresponsive. Don Sulots will contact the company to get the work completed as soon as possible.
Labyrinth Resurfacing: Jacob Tiemann has completed his Eagle Scout Labyrinth project which enlarged and changed the dimensions of the Outdoor Worship Area to make possible the installation of a labyrinth. Only one estimate has been received for completion of the labyrinth. The vestry must receive at least three bids before proceeding to vote on the work. No action was taken at this time.
Senior Warden’s Report
Nominees needed for Vestry and Delegates 2016: Senior warden Gil Kleinwechter asked everyone to begin recruitment for vestry and delegates. Five vestry positions must be filled this year.. Jim Bedell, Joel Walker and Nancy Wieden are those who have agreed to run for vestry to date. The number of delegates needed from St. Martin’s will be based on Average Sunday Attendance, and that information is not available at this time.
Senior Warden Contact Information: Gil Kleinwechter asked that everyone use his official email address to contact him, rather than using his personal email address as in the past. His official email address is senior.warden@stmartininthefields.org.. He can also be contacted on his cell 817-319-1752
Rector’s Report
Library Funding Needed: Now that St. Martin’s has a revitalized library, funding for it will need to be included in budgeting for 2016.
Gifts to Retiring Diocesan Leaders: The diocese has asked all churches to contribute to a fund to provide gifts for the retiring Chancellor and Treasurer, both of whom have served for a number of years. Gregory Anderson moved a check be sent to the diocese to go toward purchasing gifts for the retiring chancellor and treasurer, $100.00 for each. Jim Wilson seconded the motion and the motion carried.
Same Sex Marriages and Blessings: The Episcopal Church has approved the marriage of same-sex couples in Episcopal churches, and the blessing of same-sex relationships is also approved church-wide. Bishop Mayer has approved them for the Diocese of Fort Worth. The same canonical requirements apply to all those wishing to be married in the Episcopal Church no matter the genders of the individuals. A variety of comments and opinions were expressed by vestry members. The rector reminded vestry members this is just the first conversation they will have on the subject, as they lead the congregation into new territory.
Vote On and Signing of Letter of Support for Lisa Neilson
Jim Wilson moved the vestry vote to continue St. Martin’s support for Lisa Neilson in her ordination journey and sign the necessary letter of support for her ordination to the diaconate. Cyndy Sulots seconded the motion, and the motion carried. All members present signed the letter of support which will be forwarded to the bishop.
On January 15, 2016 at 7 pm at St. Martin-in-the-Fields Episcopal Church Lisa Neilson from St. Martin’s and Lynn Waltman from All Saints will be ordained to the diaconate by the Rt. Rev. Scott Mayer.
Brotherhood of St. Andrew
St. Martin’s chapter of the Brotherhood of St. Andrew will have its inaugural breakfast at 9 am on November 3 – St. Andrew’s Day – at the Main Street Grill, Keller. Jim Bedell is the contact person for more information.
Meeting Adjournment
Jim Wilson moved the meeting be adjourned, Gil Kleinwechter seconded the motion, and the meeting adjourned at 3:25 pm with prayer by Gregory Anderson.
Respectfully submitted,
Glenda Morehead
Clerk
Please note: Next regular vestry meeting Sunday, December 13, 12:30 PM, East parish Hall.
Children and Youth Minister/School Chaplain Report – November 2015
EYC (Episcopal Youth Community)
A Few Highlights:
- Teens will continue to meet on the fourth Sunday for Sunday Funday, a time for fun and fellowship.
- With Advent and Christmas approaching, you’ll find our teens involved in the coat and toy drive and planning ways to help the homeless at Union Gospel Mission of Tarrant County.
Sunday school
Sunday school is strong and vibrant with an average of 50 children and volunteers participating regularly. Did you know we have 23 teens regularly attending Sunday school? Our children and teens are learning more about St. Benedict with Benny lanyards, an activity that invites children to live with purpose, respond creatively and get some Benedictine inspired goodies too!
Pre-YC
A youth group for 3rd – 5th graders, modeled after EYC, will meet for fun, fellowship and a Benedictine service project on November 22 to create prayer cards to go in each coat donated to the coat drive. They will slip the cards in the pocket of the coat, as an extra layer of love and support for the recipient. Liza Goodner is taking the lead with this program and is thrilled to have tweens and parent volunteers joining this new and active group.
Monthly Giving Campaigns for fall
Sock Drive Stats:
We have just wrapped up the sock drive for the 140 men finding a new start at Union Gospel Mission. During a recent Wednesday night EYC meeting, our teens counted 349 pairs of socks and prayed for the men who would receive them.
Toy Drive
The toy drive has kicked off and we’ve already filled two very large boxes with toys for the children of Union Gospel Mission. This campaign will wrap up at the Advent fest on December 6.
Save the Date
November 29: Feast of St. Nicholas features a potluck brunch after the 10:30 am service to kick off Advent with a focus on the joy of giving and celebrating the reveal of our updated parish library.
December 6: Advent Fest (grab Advent resources, enjoy live music and visit the hot chocolate station at this festive coffee hour held after the 10:30 am service.
December 24: Elvish the Elf is at it again, helping facilitate a delightful potluck of cookies and appetizers fit for a king…Jesus, that is! There is a rumor that Santa will make a brief appearance.
Chaplain’s Corner
All are invited to attend weekly chapel, held three times a week in the church sanctuary from 9:15 am – 9:45 am on Tuesday, Wednesday and Thursday. We recently welcomed our patron saint, Martin of Tours! Join us for a very special chapel service on December 3. We will welcome St. Nicholas. Chocolate gold coins will find their way into the tiny shoes of our precious students!
Blessings–Corrie Cabes
Grow the Church Report on the Final Zip Code Party
Reaching out to Neighbors and Friends and Those in Need
Fellow Vestry Members,
Please mark your calendars for the final Zip Code party, Sunday November 22 at NOON (after the 10:30am service).
There seems to be a little confusion about who should attend – the answer is- everyone who can and who wants to!
Please spread the word to your friends to come and enjoy the fellowship and hear the hopes and dreams of the parish.
We need some help for the set up for this event on Saturday the 21st after the 5pm service.
If you can help set up for 30 minutes from 6 to 6:30 please let me know.
Please plan to attend and represent your zip code!
Babe’s fried chicken will be served and we are asking everyone to bring a side dish or dessert.
This event includes a contest between zip codes for the most non-perishable food brought. The winning zip code participants will win a prize!
All participants WIN by having an opportunity to be Jesus’ hands by providing food to those who are in need at Union Gospel Mission.
Thank you!
Elizabeth Mason
817-714-6778
by Alan Bentrup | May 2, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
October 18, 2015
Present: Gregory Anderson: Bob Bess, Charles Busey, Jack Bolerjack, Annette Duff, Gil Kleinwechter, Elizabeth Mason, DJ Mitchell, Courtney Mullaney , Cyndy Sulots, Jim Wilson; Scot McComas, Rector; Glenda Morehead, Clerk; Doug Watson, Treasurer.
Not present: Pat Hollifield.
Guests: Jim Hazel, George Gamez, Michell Barber from Baird Investment
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, October 18, 2015, East Parish Hall. The meeting opened at 12:40 PM with prayer by the senior warden.
Baird Investment Presentation
The Baird representatives brought with them the Investment Policy Guidelines that were prepared for St. Martin-in-the-Fields Episcopal Church using the information provided to Baird at their last visit. The Guidelines were carefully examined by vestry members and the representatives answered their questions. Both groups now have a clearer understanding on the goals of the church and the timetable and actions necessary to achieve those goals. It will be important to identify and celebrate all milestones as they are reached.
Vote on Investment Policy Guidelines: Jim Wilson moved the vestry accept the Investment Policy Guidelines as presented, giving the Investment Committee authority to monitor investment performance and make appropriate modifications in the pursuit of St. Martin’s investment objectives. DJ Mitchell seconded the motion and the motion carried.
Minutes Approved
Gregory Anderson moved the minutes of the September 20 be approved as distributed. Elizabeth Mason seconded the motion and the September 20 minutes were approved. Elizabeth Mason moved the minutes of the October 4 meeting be approved as distributed. Courtney Mullaney seconded the motion and the October 4 minutes were approved.
Treasurer’s Report
Financial Reports Accepted: The Treasurer reviewed the monthly financial reports for August and September. Senior warden Bob Bess provided explanations for the items that were questioned on the August report. DJ Mitchell moved the vestry accept both the August financial report and the September report. Gil Kleinwechter seconded the motion and the financial reports were accepted.
September 24 Email Vote: On September 24, 2015, the vestry voted by email to replenish the clergy benevolence funds with $1,000.00 from the general fund. Gregory Anderson moved the vestry endorse the email vote. Cyndy Sulots seconded the motion, and the vote was endorsed.
Finance Committee
Changes to the Monthly Financials: The finance committee has asked that detailed explanations be provided for any expense line that show a 5% overage or expense line that shows a credit balance. The vestry concurred with the change in financials with no vote taken.
Recommendation to Change Amount to Go to Baird: The finance committee recommends that the amount to be sent to Baird Investments be increased from approximately $394,000.00 to $400,000.00, additional funds to come from the general fund. Gregory Anderson moved the vestry accept the recommendation of the finance committee, DJ Mitchell seconded the motion and the amount to Baird was increased to $400,000.00.
Compensation for Communication Director in 2016: Currently Susan Kleinwechter serves as a volunteer Communication Director for St. Martin’s. The rector would like for her to be compensated for her work in the budget for 2016. Annette Duff and Courtney Mullaney will prepare the necessary information for the budgeting process. Because of their relationship Gil Kleinwechter would recuse himself from any vote on such compensation.
Stewardship
Gil Kleinwechter reviewed his written report which is attached and made a part of these minutes.
Written Reports Approved
DJ Mitchell moved the written reports of the Children and Youth Ministry, the Communications Committee, and the Grow the Church Committee be accepted as distributed. Gil Kleinwechter seconded the motion and the reports were accepted.
St. Martin’s Episcopal School
Deadbolt Update: At the last meeting the vestry approved purchase and installation of deadbolts for school classrooms. Since that time School Director Cindy James has determined that deadbolts are unnecessary. All doors are kept locked, and all teachers carry their keys at all times when they are on campus. No deadbolts were purchased.
School Bylaws: The vestry reviewed the bylaws of St. Martin’s Episcopal School which were approved by the school board at their most recent meeting. It was pointed out that the Letters of Agreement mentioned in the bylaws must be worded in such a way that they comply with the laws of the State of Texas. The rector will ensure that the Letters of Agreement are reworded to bring them into compliance, and have them signed by all school staff. With that assurance Gregory Anderson moved the vestry approve the bylaws as presented. DJ Mitchell seconded the motion, and the bylaws were approved.
Diocesan Information
Joel Walker reported that on Friday morning, November 13 training on Safeguarding God’s People will be held for all diocesan clergy and wardens.
Signup for convention is still available online at a cost of $45.
Junior Wardens’ Report
Parking Lot Lights: Several parking lot lights needed bulbs replaced. The replacements were done at a cost of approximately $750.00 for labor and bulbs.
Memorial Garden Sprinklers: The sprinkler system for the Memorial Garden has been repaired by Charles Busey’s sprinkler man at no charge.
Bill Tracking: Gregory Anderson continues to track St. Martin’s water bills. The most recent bills were $1660.58 charged by City of Keller for water and just under $980.00 by City of Southlake for storm sewer – much higher than normal even for the time of year and weather. Constance Smith of Fever United has written a check for the water used on the fields. She intends that every month Fever will reimburse St. Martin’s for 13.28% of the water bills. Electric bills for this time of year run around $1300.00 per month.
Parking Lot Repainting: Several areas of the parking lot need repainting. The jr. wardens will solicit bids for the work.
Senior Warden’s Report
Cameras for the Parking Lot: The senior warden stated that high definition cameras for surveillance of the parking lots need to be included in the budget for 2016.
Update Current Video Equipment: Updating of the video equipment is urgently needed. DJ Mitchell and Jack Bolerjack will include the updating in their budgeting for buildings and grounds for 2016.
Rector’s Report
Archive Committee File Cabinet: The Archive Committee needs a large fireproof filing cabinet for valuable church documents. The rector will ask congregation members to donate such an item if they have one available.
Ideal Impact Energy Update: A representative from the company came out and began collecting information on the church’s energy usage. He will return again next week.
Ordination Gift for Annette Mayer: Mayer will be ordained to the transitional diaconate Thursday evening at St. Martin’s. The rector would like to send out an email regarding an ordination gift for her. DJ Mitchell moved the vestry authorize the rector to solicit funds for an ordination gift for Annette Mayer. Cyndy Sulots seconded the motion, and the motion carried.
Playground Equipment Reminders
Gil Kleinwechter reported that he had to remind some of the youth that the playground and its equipment are off limits to children who are too old to be in that area. All members of the parish and school are asked to help families understand the playground policies.
Meeting Adjournment
Jim Wilson moved the meeting be adjourned. DJ Mitchell seconded the motion and the meeting adjourned at 3:20 PM with prayer by Charles Busey.
Respectfully submitted,
Glenda Morehead
Clerk
Please note: Next regular vestry meeting Sunday, November 15, 12:30 PM, East parish Hall.
Children and Youth Minister/School Chaplain Report, October 2015
EYC (Episcopal Youth Community)
A Few Highlights:
- Our Wednesday night group is growing with 15-17 teens meeting weekly for fun, faith and snacks.
- Teens will continue to meet on the fourth Sunday for Sunday Funday, a time for fun and fellowship.
- Stewardship: teens took to the fields to prayerfully consider what it means to “commit” to an abundant life at St. Martin’s. Using chalk, they wrote their names on the concrete slab by the memorial garden. They also wrote down ways they could commit to be a part of a daily life of service, worship and giving.
Sunday school
Sunday school is strong and vibrant with an average of 50 children and volunteers participating regularly.
Pre-YC
A youth group for 3rd – 5th graders, modeled after EYC, is meeting on October 18 for a kick-off meeting to establish a new youth group for tweens. Liza Goodner is taking the lead with this program.
Monthly Giving Campaigns for fall
October 4-29
We are quickly wrapping this campaign up! Outreach is working on the total number of shoes and socks collected for adult men at UGM in October.
October 24-December 6 (Kick-off on October 18!)
Currently, there are 48 children and teens living at UGM and those numbers will expand with the new wing opening in October that will allow UGM to minister to many more children and families. A Christmas toy drive (in lieu of Angel Tree) targeted at infant-elementary aged children (0-10 years) will provide toys for the outdoor play area, intake room and give homeless children some Christmas cheer. This drive will officially start at the Festival in the Fields on October 24 with a booth featuring our special guest, Lezlee Kinney, UGM volunteer coordinator. EYC will help with the booth and offer Christmas wish list information and a drop off area for new toys.
Chaplain’s Corner
All are invited to attend weekly chapel, held three times a week in the church sanctuary from 9:15 am – 9:45 am on Tuesday, Wednesday and Thursday. Come worship with our students and hear a short homily, sing songs and pray with our students and staff. Our services are sprinkled with lots of fun, Godly Play stories, special events and guests throughout the year.
Blessings–Corrie Cabes
Grow the Church Report – October 2015
I believe the final count was 16 community zip code parties from April to October.
Communication prepared for the last two zip code parties (see below).
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> Share your Hopes and Dreams for St Martin’s!
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> Two opportunities for all to come together for food, fellowship and to support Youth and Outreach food pantry project.
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> Saturday November 7 at 6pm
> And
> Sunday November 22 at noon
> In the large parish hall.
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> These are the last two “zip code parties” designed to allow all to meet Father Scot, our zip code neighbors, and share all our hopes and dreams for St Martin’s!
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> We will share the results from all the 15 other neighborhood zip parties with the whole parish and provide everyone an opportunity to express your ideas.
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> Babe’s fried chicken will be served.
> Please bring a side dish and / or dessert to share.
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> We will have a little friendly competition between zip codes!
> Please support our Youth and outreach ministries by bringing canned and or non perishable food for the Food Pantry they are supporting. Prizes will be awarded to the “zip area” participants who bring the most food items!
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> We will have zip code areas arranged so you can fellowship with those who live near you as we eat and share and hear from all our parishioners.
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> We hope to see you there!
> Volunteers are needed for set up and clean up. Please contact stmartin@stmartininthefields.org to volunteer or for questions.
> (Anika can forward questions and volunteers to my email)
Needs: Help with hosting the final two events and Help ordering the chicken.
Prizes follow up.
Discuss sinner’s dinners concept and get Vestry input on this idea.
Elizabeth Mason
Communications Committee report to the Vestry – October 2015
The committee met on October 11. Those in attendance were: the Rev. Scot McComas, Susan and Gil Kleinwechter, MaryBeth Butler, Linda and Carl Snow.
Mission and Vision Statements: Add Vision Statement to church website opening page and both statements to the Seasons document. Simplify wording in Core Values “Faithfulness” section to improve understanding for church newcomers.
Signs: Sign design for playground was decided upon and will be given to Jr. Wardens to order. One for each of the playground gates and one for the church door leading to the playground. Church address will be added to the sign. Changes to the school sign attached to the Monument sign were discussed – add Kindergarten and increase size of phone number.
School Website: Add Fr. Scot’s Biography.
Church Website: Replace Mission statement with Vision statement.
Stewardship campaign messages and visuals: Campaign has started. Gil gave a talk at the 10:30 service last Sunday. It was recorded and has been be posted on the church website. Members of the stewardship committee will give talks each week, and they will be recorded / posted on the site. The stewardship status sign will be updated every week showing progress of the campaign in terms of percentage of people who have pledged.
Tumblers: The Tumbler design has been approved and a sample has been shipped. A quantity of 500 has been ordered. Will arrive by end of October.
T-Shirts: Need to get input from Joy Malmgren – chair of outreach committee.
Respectfully submitted,
Carl Snow, Chair
Communications Committee
by Alan Bentrup | May 2, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
October 4, 2015
Present: Bob Bess, Jack Bolerjack Charles Busey, Annette Duff, Pat Hollifield, Gil Kleinwechter, Elizabeth Mason, DJ Mitchell, Cyndy Sulots, Jim Wilson; Scot McComas, Rector; Glenda Morehead, Clerk.
Not present: Gregory Anderson, Courtney Mullaney; Doug Watson, Treasurer.
A special meeting of the vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, October 4, 2015, at 12:30 PM in the East Parish Hall. The meeting was called for the following purposes: to consider bids for installation of dead bolts on school classroom doors and to discuss the current plans for new church buildings to see if they still fulfill our needs. The meeting opened with prayer by the rector.
Decision on Installation of Dead Bolts on School Classroom Doors
After consideration of the bids received, Jack Bolerjack moved the vestry accept the bid of A1 Locksmith. DJ Mitchell seconded the motion and the bid was accepted. Jr. Warden Charles Busey will advise the locksmith that the bid was accepted, and that all deadbolts must be keyed alike.
Decision Regarding the Current Church Plans
The current plans for future building of the church were carefully reviewed and discussed. Jack Bolerjack moved the vestry approve the following:
That the original design concept is validated with modifications.
That the costs must be refreshed.
That the financial options must be determined.
Gil Kleinwechter seconded the motion, and the motion carried.
Meeting Adjournment
DJ Mitchell moved the meeting be adjourned, Charles Busey seconded the motion and the motion carried. The meeting adjourned at 2:04 pm with prayer by Glenda Morehead.
Respectfully submitted,
Glenda Morehead
Clerk
Next regular vestry meeting October 18, 2015 12:30 pm east parish hall.
lunch – Annette Duff
ending prayer – Charles Busey
