by Alan Bentrup | May 2, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
September 20, 2015
Present: Bob Bess, Charles Busey, Jack Bolerjack, Annette Duff, Pat Hollifield, Gil Kleinwechter, Elizabeth Mason, DJ Mitchell, Courtney Mullaney, Cyndy Sulots, Jim Wilson; the Rev Scot McComas, Rector; Glenda Morehead, Clerk; Doug Watson, Treasurer.
Not present: Gregory Anderson.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, September 20, 2015, in the West Parish Hall. The meeting opened at 1:03 pm with prayer by Senior Warden Bob Bess, who chaired the meeting.
Baird Presentation
Jim Hazel and George Gamez from the Robert W. Baird & Co. investment firm gave a presentation in their first visit with the vestry. Following a get acquainted time they and vestry members exchanged plans for future meetings, expectations and goals for the relationship. The Baird representatives emphasized that they will ask for an investment of time not only in vestry meetings but later on also with the congregation as a whole. They plan to come back to the October 18, 2015, meeting and will need approximately 45 minutes at that time. They are both available any time there are questions.
Minutes Approved
DJ Mitchell moved the August 16, 2015, and August 23, 2015, minutes be approved as distributed. Jack Bolerjack seconded the motion and both minutes were approved.
2014 Audit Committee Report
By canon the vestry is required to accept the report of the Audit Committee before the report is forwarded to the diocese. Elizabeth Mason moved the vestry accept the 2014 Audit Report. Courtney Mullaney seconded the motion and the report was accepted. The rector will forward the report to the diocesan office and the diocesan treasurer.
Financial Considerations
August Financials: The August financials must be re-examined before they can be accepted by the vestry. Acceptance of the August financials will be considered at the regular October meeting.
Garden Guild (Scrip Program) Checking Account Closed: The Audit Committee has instructed that the Garden Guild checking account must be closed and all assets of the scrip program shown on the church’s financials. DJ Mitchell moved the Garden Guild checking account be closed. Gil Kleinwechter seconded the motion and the motion carried.
Stewardship Report
Gil Kleinwechter, chair of the committee, stated that the first weekend in October will be the start of the fall pledge campaign based on Reaching Out – a show of hands. He reiterated plans to use visuals in all ways possible. Different individuals will speak every week. Pledge cards will be blessed at the 10:30 am service on November 1, and lunch will follow that service.
Written Reports Approved
DJ Mitchell moved the written reports of the Youth Ministry, the Communications Committee and Memorial Garden be accepted as distributed. Courtney Mullaney seconded the motion and the reports were approved.
St. Martin’s Episcopal School
The rector announced that 72 students are new enrolled. An additional employee, Brenda Newton, has been hired.
Diocesan Information
Diocesan Convention: Vestry members were reminded of diocesan convention November 13 – 14, 2015. The cost to register is currently $30 and will go up to $45 as of October 2. St. Martin’s will pay the registration fee for clergy, delegates and alternates who will be attending.
Safeguarding Policy: The diocesan safeguarding policy is now being reviewed, and changes in the policy may be coming after the first of the year.
Diocesan Grant: St. Martin’s has received a grant of $5,000.00 for the following: $2,000.00 for the Walk a Mile in My Shoes program and $3,000.00 to go for the Service Sunday program.
Welcome Mats
The rector announced that the new rubber welcome mats at all doors were a gift to St. Martin’s from the jr. wardens – Gregory Anderson and Charles Busey
Junior Wardens’ Report
Jr. Warden Charles Busey reported the following:
Fire Inspection: St. Martin’s passed the most recent fire inspection.
Lawn Mowing: Evaluation of the status of the mowers showed that none need replacement at this time and regular maintenance will be done.
Gutters: He cleaned out all gutters recently. Cleaning of the gutters is a difficult job, and must be done frequently.
Tree Trimming: The trees on the campus will be trimmed shortly.
Overflow Solutions: He is still researching emergency water overflow solutions and will report at a later date.
Senior Warden’s Report
Newcomer Party: Senior Warden Bob Bess reported on last evening’s Newcomers Party. 68 people attended the wonderful party and all present enjoyed the evening. He spoke with two families who came to St. Martin’s Church because they have children in our school.
Ideal Impact Energy Management Proposal: For information purposes only he shared copies of the Analysis Stage Letter of Interest that will be signed with Ideal Impact, Inc. to perform an analysis stage energy audit of St. Martin’s, with no financial obligation on the part of the church. Since there is no cost involved, no action is needed from the vestry.
Rector’s Report
Appointment of School Board Chair, Secretary and PTO President and Church Librarian: The rector has appointed Gary Wilkinson chair of St. Martin’s School Board and Heather Russell as school board secretary and PTO president. He has also appointed Claire Abraham as St. Martin’s librarian.
Special Collection for Refugees Approved
Diocesan Bishop Scott Mayer has requested that every congregation in the diocese have a special collection for refugees. Cyndy Sulots moved the vestry authorize a special collection for refugees. DJ Mitchell seconded the motion, and the collection was approved.
Resolution regarding Baird Investment Firm
DJ Mitchell moved the vestry of St. Martin-in-the-Fields Episcopal Church adopt a resolution authorizing Robert W. Baird & Co. Incorporated to open an account and manage St. Martin’s Capital Fund with the following three persons authorized to authorize any changes on the account: Senior Warden Robert Bess, Treasurer Douglas Watson and Investment Committee Chair DJ Mitchell. Baird shall obtain authorization from at least two of these persons before making any changes. Courtney Mullaney seconded the motion, and the resolution was adopted.
Announcements
Daughters of the King: St. Martin’s chapter of Daughters of the King investiture will take place next weekend.
January 2016 Meetings: The rector announced there will be a meeting of the Finance Committee on January 16, 2016, to finalize the budget for the year, and a called vestry meeting on January 17, 2016, to adopt a final budget before its presentation to the congregation at the Annual Meeting 2016.
Meeting Adjournment
Jim Wilson moved that the meeting be adjourned. DJ Mitchell seconded the motion and the meeting adjourned with prayer by Gil Kleinwechter at 3:40 pm.
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
Children and Youth Minister/School Chaplain Report September 2015
Service Sundays Stats (Lunches Made/Delivered to Union Gospel Mission of Tarrant County):
July-100, August-100, September-TBA
EYC (Episcopal Youth Community)
A Few Highlights:
- Weekly Wednesday night meetings begin on September 16 from 6:30 pm – 8 pm with a brainstorming session to form the best possible weeknight program for teens.
- Teens will continue to meet on the fourth Sunday for Sunday Funday, a time for fun and fellowship.
- Service Sunday is continuing to bring in more folks to help this intergenerational ministry. We just added new drivers to our program in August.
Sunday school
Sunday school started with 63 children, teens and adult volunteers on the first Sunday. Our teen class is growing. Over 20 teens came on the first Sunday school session. We are moving to the blue hall on Sundays from 10:30 am – 11:15 am.
Pre-YC
A youth group for 3rd – 5th graders, modeled after EYC, is in the planning stages. Look for more information this fall! Liza Goodner is taking the lead with this program.
Drive-thru Pet Blessings on October 3
In addition to the St. Francis Pet Blessing worship service at 5 pm on Saturday, October 3, we will offer a drive-thru pet blessing option following the service, hosted by the youth of St. Martin’s at 6 pm. We’ll invite everyone who happens to drive by to stop for a short prayer, St. Francis medal and information about our church.
Monthly Giving Campaigns for fall
On September 20, we wrap up a successful back to school drive for Union Gospel Mission, providing over 400 flash drives and folders for the 48 children and teens living at UGM.
October 4-29
We will collect white socks for adult men at UGM in October. This drive will run at the same time with the outreach shoe drive.
October 24-December 6
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 kick off 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
We’ve started a great year at St. Martin’s Episcopal school. On September 9 we welcomed 20 grandparents and “grand friends” to the first Grandparent’s Day chapel service at St. Martin’s. On September 29 we will have the 4th annual Blessing of the Stuffed Animal chapel service. Chapel services are held in the sanctuary from 9:15 am – 9:45 am on Tuesday, Wednesday and Thursday and all are welcome to come worship with a short liturgy, songs, prayers and homily. Our services are sprinkled with lots of fun, Godly Play stories, special events and guests throughout the year.
Blessings–Corrie Cabes
Memorial Garden Report
Two notes on the Memorial Garden:
- All-weather containers have been ordered for the garden guidelines. The containers will be mounted on the signs that are already in the garden allowing people easy access to the guidelines at all times.
- Phase I of the landscape project takes place on September 18 and 19. The plants that are suitable for fall planting have been purchased, and will be set in place in the shady end of the garden during the week. The volunteers are set to come in on Friday and Saturday, the 18th and 19th, to do the planting. In the spring, we will add the rest of the plants as well as planting the sunnier part of the garden
Communications Committee report to the Vestry – September 2015
The committee met on September 13 and will meet again on October 11. Those in attendance were: the Rev. Scot McComas, Annette Duff, Susan and Gil Kleinwechter, Courtney Mullaney, Mary Beth Butler, Linda and Carl Snow.
Signs: Scot to discuss the large education building sign that still says Preschool with Gregory and Charles; plan was to have Preschool painted over to say School. Susan will complete the layout of playground rules, and Gregory will then complete the vector art and have the signs printed. The verbiage was approved at the last meeting.
School Website: Committee members had reviewed school development website navigation menus, sidebars, headers, footers, and words; this development work was done by Susan and Annette. No further comments at our meeting on September 13. Some small navigation changes were made from the live school site, with the goal to funnel prospective parents more toward exploring preschool vs kindergarten, and toward enrollment. Next task: adding photos, possible different page accent color for each age group, and after that another brief review. Website will go live by the end of October. Another task for Susan.
Church Website: A link was added to the website About menu to add a link to the existing church history page; the history page had previously been accessed from the welcome page. This small change improves access to church history information now that the project is gaining momentum and attention. Church website will eventually have same theme as school website; school site had greater need. Still under construction by Susan.
Stewardship campaign messages and visuals: Gil presented a stewardship campaign status sign that would portray the theme, which is “Reach out.” The sign will display the stewardship goal as a vertical arm and show the progress as a horizontal hand. The hand will be magnetic and easily moveable. Fr. Scott will advance the hand at every weekend service. Gil will proceed with completion. Anika has the graphic to complete the commitment card, and Susan, who found and tailored it, has it for the web.
Newcomer Bags: Decision was made to purchase 500 plastic double wall tumblers with the words “God loves you. No exceptions.” and our church logo. The expenditure will be presented to the vestry for next year’s budget. These will be given to newcomers and those making pledges for the year. We may sell some to others in the parish. The tumblers will be blue with white imprint.
Respectfully submitted,
Carl Snow, chair, Communications Committee
by Alan Bentrup | May 2, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
August 23, 2015
Present: Gregory Anderson, Bob Bess, Charles Busey, Annette Duff, Pat Hollifield, Gil KleEdit Detailsinwechter, Elizabeth Mason, DJ Mitchell, Courtney Mullaney, and Cyndy Sulots. Glenda Morehead, Clerk.
Not present: Jack Bolerjack, Jim Wilson; Scot McComas, Rector; Doug Watson, Treasurer.
A special meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, August 23, 2015, at 12:08 PM in the church office. The meeting was called for the purpose of signing the Congregational Letter of Support of St. Martin-in-the-Fields Episcopal Church for Lisa Neilson and the signing of the affirmation letter to the Audit Committee for St. Martin-in-the-Fields. Senior Warden Bob Bess chaired the meeting.
Letter of Support for Neilson
All vestry members present signed the Congregational Letter of Support for Lisa R. Neilson. The letter is needed as a part of her process to ordination.
Affirmation Letter for the Audit Committee
All vestry members present signed the letter to the Audit Committee for St. Martin-in-the-Fields affirming that all 2014 records were made available to the committee for their work and no funds were omitted. Such a letter must be provided to every Audit Committee throughout the Episcopal Church.
Gil Kleinwechter moved the meeting be adjourned, Annette Duff seconded the motion and the meeting adjourned at 12:24 PM.
Respectfully submitted,
Glenda Morehead,
Clerk
Please note: Next regular vestry meeting Sunday, September 20, 12:30 PM, East parish Hall.
by Alan Bentrup | May 2, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
August 16, 2015
Present: Gregory Anderson, Bob Bess, Charles Busey, Pat Hollifield, Elizabeth Mason, DJ Mitchell, Courtney Mullaney, Cyndy Sulots, Jim Wilson; Scot McComas, Rector; Glenda Morehead, Clerk; Doug Watson, Treasurer.
Not present: Jack Bolerjack, Annette Duff, and Gil Kleinwechter.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, August 16, 2015, at 12:30 pm in the East Parish Hall. The meeting opened with prayer by the rector.
Eagle Scout Plan Update Approved
Jacob Tiemann came once again to report to the vestry on his planned project to enlarge the outdoor worship area enough to provide space for a future outdoor labyrinth. All labor will be donated, but he expects materials to cost $1250.00; the cost of concrete alone is projected at $900.00. He will explore all possibilities for funding, but asked the vestry to approve his asking parishioners for donations. Courtney Mullaney moved the vestry approve the establishment of a Labyrinth Eagle Scout Program Fund, to which contributors can donate. Checks would be made to the church with the fund referenced in the memo line. Cyndy Sulots seconded the motion, and the establishment of the fund was approved. The presence of present or former junior wardens is necessary to ensure trucks delivering concrete adhere strictly to the route through the property laid out for them. Joel Walker volunteered to be one of those available for the duty. Jacob hopes to begin the project in October; his deadline for completion is March 23, 2016.
Use of Consent Agenda Begun
Vestry consensus is that a “consent agenda” would help with the flow of meetings. Since members receive all written reports prior to the meeting, any questions regarding the various reports could be addressed outside the meeting. Use of the consent agenda will expand in the future, as experience with the concept increases.
DJ Mitchell moved the consideration of minutes and youth ministry report be approved under the consent agenda. Charles Busey seconded the motion and the two items were approved.
Written Reports Attached
Treasurer’s Report, Youth Ministry Report, Grow the Church, Radical Hospitality and Newcomers, Communications Committee Reports.
Treasurer’s Report
The treasurer reviewed the monthly financial reports. Gregory Anderson moved the treasurer’s report be accepted as presented, the motion was seconded by DJ Mitchell and the report was accepted. The Audit Committee will meet at 10 am on Saturday, August 22.
Investment Committee Report
DJ Mitchell reported that proposals had been solicited from 3 investment firms. The same questions were asked from each firm and Baird was the only firm that answered all questions to the committee’s satisfaction. The Investment Committee voted to accept the financial management proposal of Baird with Jim Hazel as the financial advisor for St. Martin’s. representatives from Baird will come and make investment proposals and recommendations to the vestry and then to the parish as a whole if desired. Gregory Anderson moved the vestry accept Baird as the financial management firm for St. Martin-in-the-Fields Episcopal Church. Cyndy Sulots seconded the motion and the motion carried.
Stewardship
The rector went over plans to get more people committed in varying roles during the fall campaign. Emphasis will be placed on increased volunteering as well as increased pledges. The increase in pledge income will be shown in visuals as the campaign progresses. Pledge cards will be included in the newcomer bags which will be given out at the newcomer parties.
St. Martin’s Episcopal School
The rector reported that currently the enrollment for the fall semester stands at about 59 students. Megan Hickman will work on marketing our school throughout our area.
Grow the Church
Twelve zip code parties have been done, five more are scheduled with one pending. There will be a wrap-up party on Saturday, November 7, following the 5 pm service with the final one on November 22 following the 10:30 am service for all those who have been unable to attend any of the other parties.
Radical Hospitality and Newcomers
Newcomers: Flo Lowrey’s written report gave information on plans for the September 19 Newcomers Party requesting that funds be made available. The vestry reiterated its intention that these events be funded.
Radical Hospitality: Paula Maddon sends an email weekly to all vestry and church leaders on the work done by many groups to show St. Martin’s welcome and the various services provided to newcomers and church members. She does not plan to make reports for the vestry meetings.
Diocesan Information
Joel Walker reminded vestry members that anyone wanting to hold a diocesan office can apply online. The Rev Tony Hiatt has resigned as dean of our deanery. Sub dean Elizabeth McPherson will chair the next meeting of the deanery at which a new dean will be elected. On Monday, October 26 St. Martin’s will host the deanery meeting. The proposed changes to constitution and canons with the modifications that have been made to them are now available on the diocesan website. The rector is a member of the diocesan Constitution and Canons Committee.
Buildings and Grounds
Edging to Keep Out Grass: The committee has determined that edging needs to be added around the grassed areas of the church. They propose that a bid be solicited from the Fort Worth Yardman. DJ Mitchell moved that up to $1700.00 be approved with the work to be finished by September. Jim Wilson seconded the motion, and the motion carried.
Building Use Policy: A Building Use Policy is being created, and it will come to the vestry for approval when completed.
Junior Wardens’ Report
Fire Inspection Requirements: Gregory Anderson was the jr. warden present when the fire marshal did an inspection recently. He went over the violations she found in both church and education buildings. The various problems are being addressed and it is planned all will have been corrected when the next inspection is done. Fire inspections are done without prior notice. He plans to investigate whether the industrial sized stove hood currently in place is needed, since the industrial stove has been replaced. Code requires that the current hood must be professionally cleaned every six months at a cost of $250.00 per cleaning.
Water Bill Trend: At the request of the parish administrator Anderson studied the water usage bills and learned that current usage is below that of last year. He plans to plot the utility expenses over time starting with 2013 with the help of the financial manager. The vestry supports the move as an aid for better budgeting.
Rector’s Report
Retirement Party for Flo Lowrey September 20: The rector announced that there will be a party for Flo Lowrey on September 20, as she retires as head of Radical Hospitality and Newcomers. Paula Maddon, Becky Snell and Anika Barbarito will be assuming the duties Flo previously did. The party will be held in the blue hall – the West Parish Hall, starting at 12 pm.
Increase in Hours for Parish Administrator: The rector stated that the parish administrator, Anika Barbarito, is currently employed at 30 hours per week. Because of her increased duties he asked that the vestry authorize moving her to 35 hours per week starting September 1, 2015, with an increase to 40 hours per week starting January 1, 2016.
DJ Mitchell moved the hours of employment of the parish administrator be increased to 35 hours per week starting September 1, 2015, with an increase to 40 hours per week starting January 1, 2016. Cyndy Sulots seconded the motion, and the motion carried.
Jim Wilson moved the meeting be adjourned, DJ Mitchell seconded the motion, and the meeting adjourned at 2:40 pm with prayer by Elizabeth Mason.
Respectfully submitted,
Glenda Morehead, Clerk
Please note: Next regular vestry meeting Sunday, September 20, 12:30 PM, East parish Hall.
Children and Youth Minister/School Chaplain Report July 2015
Service Sundays Stats (Lunches Made/Delivered to Union Gospel Mission of Tarrant County): June-100, July-100, August-100
EYC (Episcopal Youth Community)Highlights
- EYC will continue to meet during the summer months on every second Sunday for Service Sunday (sack lunches for UGM).
- Teens meet on the fourth Sunday for Sunday Funday, a time for fun and fellowship. We were blessed to be invited to the Mason’s home for Sunday Funday on July 26. Fr. Scot led rounds of “Marco Polo” and he even did a cannonball! Great time, great fellowship for youth and gracious hosts made this a stand out event.
- Weekly Wednesday night EYC meetings return soon.
Summer Children’s Chapel Wraps Up
Summer Children’s Chapel is wrapping up for the summer. I am truly grateful for the wonderful support of the congregation. It’s inspirational to hear how each of our special visitors to chapel became involved in their current ministry. I appreciate their willingness to share their story with the children during chapel. Children are pausing to think and consider where they may be called to serve God in the church and beyond.
Vacation Bible School Wrap Up Meeting
A meeting to discuss Vacation Bible School(VBS) 2015 was held on August 9, inviting all to give feedback on the VBS held recently in June. A group of volunteers, parents and teens met to talk about the challenges and rewards of Vacation Bible School. The consensus of the group was that an evening VBS was exciting to try this year, but didn’t quite fit the needs of those we seek to serve. Many ideas were put forth and a return to a traditional five day morning VBS, geared specifically towards a younger group (4 year olds-2nd grade) was strongly supported. A separate program created specifically for tweens/teens was also suggested. Further information gathering will occur and a decision for next year’s program will be presented to the Vestry in October 2015.
Sunday school: Meet Benny
Sunday school returns on Sunday, August 30 during the 10:30 am service in the education building with a new friend to greet children and families. They will meet St. Benedict, or “Benny” as we will call him. This year children and teens will receive an introduction to Benedictine spirituality, presented in a simple way that is easy for the youngest child to the oldest teen to understand. Our young people will be asked to live out one of the “fives”: pray, give, worship, serve and love. Children will be able to grab leaves from a tree with one of the fives listed and find activities, questions and ways to live each day with purpose. The church website will feature a Benny area where families and individuals can find activities and ways to live life together with Christ at the center.
Backpack Blessings
On August 22 and 23 and August 29 and 30, backpack blessings will be offered at all weekend services to help anyone returning to school get a fresh start. A backpack tag will be given as a reminder to live life with purpose.
Union Gospel Mission
Looking ahead, we will be embarking on a new campaign starting in October through December 6 to collect toys for the new family wing that is opening at Union Gospel Mission of Tarrant County.
Communications Committee Report to the Vestry – August 2015
The committee met on August 2 and will meet again in September.
Update on IT plan/backups: Will Duff updated us on the new security procedures which include computer management, password protocol, and data backup. See attachment for details.
Website Issues: MaryBeth Butler joined us to talk about LGBT-friendly issues / opportunities on our website. Will address ideas brought forward at the next committee meeting.
Facebook Boosted Posts for School: Report attached.
Logo(s): The long (stretched out) and the short version have been approved.
Signs: Changes made in wording on playground sign have been approved. Gregory will get the sign made.
Historian and Archival update: Reports attached.
Style guide: Final approval was given to the style guide – see attached.
Video recording: Assistance still needed at the 10:30 Sunday service.
Respectfully Submitted,
Carl Snow, Chair, Communications Committee
Grow the Church Committee Report
Zip Code Parties which have been held:
April 18 – Elizabeth & Doug Mason – 76092 Southlake.
Additional host needed for 76092 (about 35 families still need to be invited. 11 families attended Mason’s party out of 47 families in 76092).
April 19 – Becky Snell – 76244 Ft Worth/Keller
May 2 – Kathy & Gary Wilkinson – 76244 Ft Worth/Keller May 9 – Marianna & Frank Folger – 76262 Roanoke Additional host needed for 76262 (about 40 families still need to be invited. 8 families attended the Folger’s party out of 48 families in 76262)
May 23 – Linda & Carl Snow – 76052, 76078, 76247 Haslet/Rhome/Justin
June 6 – Katy & Jeff Gott – 76248 Keller June 27- Helen Carr – 76244 Ft Worth/Keller & 76177
July 11 – Arlene & Blair Paul – 76137 Ft Worth/Watauga/Haltom City Additional host needed for 76137
July 18 – Christine Gehringer – 76179 Ft Worth/Saginaw Add 76131 to Christine’s list PLUS OTHERS OUTSIDE 76179
July 25 – Sue & DJ Mitchell & Kathy Watson – 76021/76022, 76039, 76054 Bedford/Euless/ Hurst
Additional host may be needed for 76021/76022, 76039, 76054\
August 1 – Heather Wilson – 76248 Keller – date chg’d from August 8
Additional host needed for 76248 (about 85 families left to be invited in 76248 to Heather’s party, so we may need to have a 3rd party. Katy Gott had 15 families attend out of 30 invited.)
Zip Code Parties To Be Held:
August 15 – Brooke & Greg Madsen – 76051 Grapevine
August 22 – Jeniffer Varley & Evie Larimore – 76034 Colleyville
September 26 – Cyndy Sulots – 76148 & 76180
September 5 – open September 12 – open
October 10 – Carol & Jim Fowler – 2nd 76262 party
Hosts needed for: 76182 North Richland Hills; 23 families + those not attending Sept. 26 76148 & 76180 party
Radical Hospitality & Newcomers report
Vestry Report for July 19, 26, Aug 2. and 9, 2015—Radical Hospitality and Newcomers
This report will be a summary of the weekly reports sent to you by Flo Lowrey and myself.
During this period there were 14 blue Communication Cards filled out by Newcomers to St. Martin’s, representing 21 people, and maybe more, as not all listed their children.
Welcome letters were sent to thirteen by email, and one by USPS.
Bread/Information sacks were delivered to those who provided physical addresses. Two did not provide addresses, and we have emailed requesting that information.
Twelve name tags were ordered.
We had great replies from several people, complimenting our friendliness and expressing surprise and appreciation for the home baked bread. People said they found us via internet and even by seeing our sign in front of our church by the soccer field. One said her son plays soccer for Fever United.
We had Newcomers who said they’d be interested in Men’s Activities (Holy Mowers and Holy Handymen,) Quiet Committee, Outreach, Daughters of the King, Acolytes, and Ladies Night Out, and those heads of ministry were contacted. Several have let me know they received positive responses. Getting people who say they want more information about St. Martin’s is great, but getting them involved is what keeps them coming. (I think!)
With Fr. Scot’s approval, I have decided to only submit further Vestry reports when there is something new or important to say. I know you read my weekly reports, and they are more detailed and personal, so there seems to be no reason to give you one more item to read at an already packed Vestry agenda.
Respectfully submitted,
Paula Maddon
Radical Hospitality/Newcomer Facilitator
by Alan Bentrup | Oct 1, 2015 | Vestry Updates
St. Martin-in-the-Fields Vestry Meeting
July 19, 2015
Present: Gregory Anderson, Charles Busey, Jack Bolerjack, Elizabeth Mason, DJ Mitchell, Courtney Mullaney, Cyndy Sulots, Jim Wilson; the Rev Scot McComas, Rector; Glenda Morehead, Clerk; Doug Watson, Treasurer.
Not present: Bob Bess, Annette Duff, Pat Hollifield, and Gil Kleinwechter.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, July 19, 2015, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Rector.
Consideration of Minutes
Courtney Mullaney moved the minutes of the June 28, 2015, be approved as distributed. DJ Mitchell seconded the motion, and the motion carried.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports. (See attached.) DJ Mitchell moved the treasurer’s report be accepted as presented. Cyndy Sulots seconded the motion, and the motion carried. The treasurer reported that the Rector’s medical insurance which is purchased through the diocese does not include vision coverage. His vision insurance coverage will be billed and paid separately by the church.
Finance Committee
Year End Expectation: The Finance Committee has determined that barring any major problems, St. Martin’s is on track to end 2015 in a positive position financially.
Audit: The committee believes that the audit of 2014 financial records in August should go smoothly. The Rector announced he has appointed Jane Smith to the Auditing Committee in place of Meagan Timmons, who is unable to serve.
Replenishment of Benevolence Funds: At St. Martin’s the 3rd Sunday plate offering traditionally goes to the clergy benevolence funds. The need for financial help from the benevolence funds frequently depletes the funds before the 3rd Sunday. There is no process in place at this time to replenish the funds when this happens. Elizabeth Mason moved the Vestry establish a process which would authorize the Vestry to vote via email to transfer money from the operating fund to the benevolence funds with a cap of $1,000.00 per vote. Such a vote would be recorded in the minutes of the next regular Vestry meeting. Cyndy Sulots seconded the motion, and the motion carried.
Investment Committee
The “Investment Goals and Risk Tolerance Assessment” agreed upon by the Investment Committee and presented to the vestry by committee chair, DJ Mitchell, is attached to and made a part of these minutes. Gregory Anderson moved the Vestry approve the committee’s plan to request proposals from three investment advisors. Cyndy Sulots seconded the motion, and the motion carried. The results of the consultations with the advisors will be reported at a later date.
Stewardship Report
The Rector announced that one of the visuals used during the fall stewardship campaign will be a thermometer which will rise as pledges come in. Vestry members were reminded that their forms reporting ministry needs and goals are due at the August 17 meeting.
St. Martin’s Episcopal School
The Rector reported that 47 students have been registered and have paid for the fall term. Elizabeth Highsmith will be working with Director Cindy James. He has appointed Charles Busey to the school board and Meagan Hickman, a school mother, to chair the school board.
Christian Education Reports
The Rector announced that 24 attended the first session of his World Religions class and 36 the second session. There have been requests for an evening version of the class.
The written report of Corrie Cabes, Children Youth Minister and School Chaplain is attached and made a part of these minutes.
Communications Committee
Gregory Anderson announced he is working on creating vector art for St. Martin’s logos. The school website update is in process and should be finished by the first week of August. Carl Snow is the new chair of the committee. Linda Snow will be working in the church library to prepare for the 50th anniversary of St. Martin-in-the-Fields Episcopal Church.
Radical Hospitality
Flo Lowrey reminds everyone of the September 19 party for newcomers. It will be held after the Saturday 5 PM service. Four ministries will be highlighted. She asked once again that everyone remember to call the blue cards that come in “Communication Cards” and not “Newcomer Cards.”
Junior Wardens’ Report
Buildings and Grounds Committee: The committee met for the first time last month. They will be meeting monthly on the fourth Saturday at 2 PM.
Lighting Update Bids: The Vestry received the bids from Daniel Fails for lighting changes. Further study is needed to determine the best way to provide the desired lighting of the altar and the area surrounding it and the choir loft. Before the next Vestry meeting two more bids will be solicited for replacing the fluorescents in all buildings with more modern technologies.
Roofs and Gutters: Parishioner Don Sulots continues working to find the best solutions to correct continuing problems. He is currently consulting with the Roofs and Siding Company.
Rector’s Report
Fall Festival in the Fields: The Rector announced there will be a Festival in the Fields on October 24, 11 AM to 3 PM. The Festival will be greatly scaled back from previous years, and Fever United will take a larger role. More information will be forthcoming in the future.
Susan Slaughter as Assistant: With approval of the Vestry the Rector plans to bring in the Rev. Susan Slaughter as an assistant priest, helping with pastoral, preaching, celebrating and other priestly duties as needed. He requested approval for the following compensation for her: 8 hours per week at $1200.00 for the month of August 2015 and 12 hours per week at $1500.00 per month September through December 2015. DJ Mitchell moved the Vestry allow $7200.00 to hire the Rev Susan Slaughter through the rest of 2015 beginning August 1. Cyndy Sulots seconded the motion, and the motion carried.
Jim Wilson moved the Vestry adopt 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 as of August 1, 2015; 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 Reverend Susan Slaughter for the calendar year 2015, and subsequent years unless amended, shall include an annual payment of $7,200.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
DJ Mitchell seconded the motion, and the resolution was adopted.
Flo Lowrey Steps Down: Flo Lowrey has decided it is time to step down as leader of Radical Hospitality. Anika Barbarito will be entering all information from the communication cards into ICON, and Becky Snell will take over other portions of the work Lowrey has done with Radical Hospitality and Newcomers. As the church grows, so grows the job of welcoming and integrating people.
Remedial Work Continues: The Vestry took a tour of the classrooms that have required remediation. All the work being done is covered by insurance. The work should be complete in time for school starting.
Playground Changes and Additions: School Director Cindy James has received a bid from one landscape company for the work needed to bring the playground up to code. At least 2 more bids will be solicited from other landscape companies. The work needs to be completed by the beginning of school.
Diocesan Information
Joel Walker reminded Vestry members that the canonical changes that will be voted on at diocesan convention are available for comment on the diocesan website. The Bishop has appointed the Rev. Scot McComas to the Constitution and Canons Committee.
New Additional Hymnals
The choir is purchasing new copies of Lift Every Voice and Sing II for use by the congregation. The hymnals will be purchased from the choir monies.
Barriers for the Fields
There is no current information on plans for closing off the fields to traffic.
East Deanery to Meet
The Fort Worth East Deanery will meet at St. Stephen’s in Hurst on Monday, July 27 at 7 PM.
The meeting closed with prayer by Courtney Mullaney.
Gregory Anderson moved the meeting be adjourned. Jim Wilson seconded the motion, the motion carried and the meeting adjourned at 3:11 PM.
Respectfully submitted,
Glenda Morehead, Clerk
Please note: Next regular vestry meeting Sunday, august 16, 12:30 PM, East parish Hall.
Children and Youth Minister/School Chaplain Report July 2015
Service Sundays Stats (Lunches Made/Delivered to Union Gospel Mission of Tarrant County): June-100, July-100
EYC (Episcopal Youth Community)
A Few Highlights:
- EYC will continue to meet during the summer months on every second Sunday for Service Sunday (sack lunches for UGM). In August, we will work on a special project involving custom pillowcases for residents at UGM. We will roll up the pillow cases, tie on a ribbon and attach a tag that says, “Sweet dreams from St. Martin’s Episcopal Youth Community.”
- Teens meet on the fourth Sunday for Sunday Funday, a time for fun and fellowship.
Summer Children’s Chapel Invites Special Guests
The children and teens of St. Martin follow the cross to the chapel during the summer months. Our young people read the Bible readings aloud and are actively involved in a children’s sermon by asking great questions or acting out a scene from the Bible. We are enjoying special guests from various ministries, ranging from ushers to the altar guild. It is so inspirational to hear how each person became involved in their current ministry and children are pausing to think and consider where they may be called to serve in the church.
Vacation Bible School Wrap Up Meeting
A meeting to discuss Vacation Bible School 2015 will be held on Sunday, August 9 from 12:30 pm-2:30 pm in the education building. This meeting will help us look toward the future to offer the best program possible.
Sunday School Sneak Peek
This year, children and teens will meet “Benny” and learn all about St. Benedict and ways to respond to God’s love “on purpose.” Benny will pop up in the education building with a different “rule of life” to help guide our young people to live with intention. This is an introduction to Benedictine spirituality, presented in a simple way that is easy for the youngest child to the oldest teen to understand. Our young people will be challenged to “Be like Benny.” In addition to this Sunday School theme, children will have age appropriate classes using curriculum of Godly Play and Re:form (Augsburg Fortress).
Children and Youth Ministry Monthly Giving Projects to Union Gospel Mission
Children and youth ministry will continue with monthly giving projects that help children, teens and families respond to God’s love in meaningful ways that enhance our Sunday school theme, create opportunities for prayer and reflection and serve the greater community. We are excited to partner with Union Gospel Mission of Tarrant County again this year. It is a blessing to see children understand that small acts of kindness, caring for others and responding to the Gospel are ways to walk closely to Jesus. Our monthly giving campaign for August will be pocket folders and thumb drives. These are much needed items for the children and teens at Union Gospel Mission. Campaigns through May 2016 are available on the church website.
Blessings,
Corrie Cabes
by Alan Bentrup | Aug 10, 2015 | Vestry Updates
St. Martin-in-the-Fields Vestry Meeting
June 28, 2015
Present: Gregory Anderson, Bob Bess, Jack Bolerjack, Charles Busey, Annette Duff, Pat Hollifield, Gil Kleinwechter, Elizabeth Mason, DJ Mitchell, Courtney Mullaney, Cyndy Sulots and Jim Wilson; the Rev Scot McComas, Rector; Glenda Morehead, Clerk; Doug Watson, Treasurer.
A regular meeting of the vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, June 28, 2015, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Rector. The Senior Warden chaired the meeting.
Memorial Garden Report
Cathy Tolliver, chair of the Memorial Garden Committee, gave a presentation that included the current status of plantings in the garden and plans for the future regarding the plants. The other current members of the committee are Steve Anderson and Doug Watson. She presented proposed Memorial Garden Guidelines for consideration by the Vestry. Vestry members had recommendations for changes to the Guidelines. Gregory Anderson moved the Vestry approve the Memorial Garden Guidelines with the necessary changes. Jack Bolerjack seconded the motion which carried. The resulting document is attached to and made a part of these minutes. There being some confusion as to the name of the Memorial Garden Committee, Gregory Anderson moved that “Memorial Garden Committee” be the official name used on the website and all church documentation. Courtney Mullaney seconded the motion and the name was adopted. Consideration of Minutes Minutes of the May 17, 2015, meeting were corrected. Jim Wilson moved the corrected minutes be approved, DJ Mitchell seconded the motion, and the minutes were approved as corrected.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports. (See attached.) DJ Mitchell moved the treasurer’s report be accepted as presented. Gregory Anderson seconded the motion and the report was accepted.
Investment Committee
DJ Mitchell, committee chair, reported that the committee is in the process of determining their tasks and how to accomplish them. More information will be forthcoming in the months ahead.
Stewardship
Gil Kleinwechter reminded Vestry members of the documents he provided in May to be used by Vestry members as they help church ministries set their stewardship goals for the future. Vestry members accepted the responsibility for liaison with the various ministries as follows:
Radical Hospitality and Newcomers Pat Hollifield and Courtney Mullaney
Outreach Elizabeth Mason and Cyndy Sulots
Pastoral Care Gregory Anderson and Annette Duff
Christian Education and Formation Charles Busey and Courtney Mullaney
Worship Support Cyndy Sulots and Jim Wilson
Committees and Elected Lay Leadership Bob Bess and Gil Kleinwechter
Facilities and Grounds Jack Bolerjack and DJ Mitchell
Kleinwechter requested that completed forms be returned by the August Vestry meeting.
St. Martin’s Episcopal School Report
Annette Duff, a member of the school board reported that at the June 2, 2015, meeting of the board Karrie Marling resigned, effective immediately, as chair of the board and from the board itself. Gary Wilkinson becomes a member of the board starting August 25. 44 students are registered at this time for the fall term. Gross receipts from the recent School Fundraiser were approximately $9,950.00. The Spring School Fundraiser for 2016 is scheduled for April 30 beginning at 6 PM. DJ Mitchell moved that the income from the 2015 School Fundraiser be used for the salary of the new kindergarten teacher, to create an outdoor education area and for enhanced curriculum for the school chaplain. Annette Duff seconded the motion, which carried.
Christian Education Report
The written report of Corrie Cabes, Children Youth Minister and School Chaplain, is attached to and made a part of these minutes.
Communications Committee
The written reports of the committee are attached to and made a part of these minutes. Linda Snow has agreed to act as historian for St. Martin’s, and will research the church’s history on commemorations, plaques, etc. The committee plans to have recommendations for vestry consideration ready in time for the July 19 vestry meeting.
Radical Hospitality and Newcomers
The written report of the chair, Flo Lowrey, is attached and made a part of these minutes. The Rector asked Vestry members once again to take part in the next Newcomers’ Party scheduled at 6 PM, September 19 following the 5 PM service. The storage space for name badges has no room for new badges. The Rector stated that he has been informed that Steve Anderson is a good source for help with the problem. The Senior Warden will contact Anderson. The Rector plans to work with the people planning the new badge storage space.
Grow the Church Ministry
The report of Elizabeth Mason is attached and made a part of these minutes. The next meeting of the committee will be August 9, 2015. Flo Lowrey has asked to work on the follow-up after the Zip Code Parties are finished.
Diocesan Information
As of July 1 the Diocese of Fort Worth will have a new provisional Bishop, the Rt. Rev Scott Mayer. The diocesan canons are being rewritten and all Vestry members were encouraged to go on the diocesan website, read the proposed new canons and form their own opinions of the proposed changes. The diocese has money available for Mission and Outreach grants. The deadline for grant requests is August 14. Any proposed requests should receive the approval of the Rector before submission.
Jr. Wardens Report
Charles Busey reported the following out of the meeting of the Buildings and Grounds Committee:
Handyman Decision: It has been determined that the person hired for regular maintenance and minor repairs at St. Martin’s is not fulfilling his role as expected. Other arrangements can be made for those responsibilities at a much lower cost. Gregory Anderson moved the Vestry terminate the current paid handyman. Cyndy Sulots seconded the motion and the position was terminated.
Cleaning Service Contract: The current cleaning service responsible for cleaning all facilities is not complying with repeated requests to clean the buildings at the times and in the manner necessary for church activities. Another service has been contacted which has agreed to do the work as needed by the church and at a lower cost. Vestry consensus is that the change in cleaning service would be to the advantage of St. Martin’s. No motion was needed to change cleaning services, since the cost of the change would not increase the amount budgeted.
Energy Audit Update: All incandescents have been replaced except those in the front of the church in the altar area and its surroundings. Consultant Daniel Fails will meet Wednesday evening with Gil Kleinwechter, Susan Kleinwechter and Jim Wilson regarding the needs for those fixtures. Jim Wilson will also ask Fails’ opinion of LED replacements of fluorescents and the cost thereof.
Floor Buffing: The buffing of floors throughout the facilities is planned after the completion of repairs and before the start of school.
Rector’s Report
New Presiding Bishop: The Rector stated that the newly elected presiding bishop, the Rt. Rev. Michael Curry, Bishop of the Diocese of North Carolina, was the bishop who ordained him priest. Bishop Curry will be installed as Presiding Bishop of the Episcopal Church November 1 in Washington Cathedral.
Festival in the Fields: Although a Fall Festival in the Fields has been entered on the church calendar, apparently no work has been done in preparation for it, and no one has come forward to chair the event. Several people shared impressions from the past 3 years in which a Festival has been held – mainly due to the overwhelming efforts of Linda and Dick Seeber. The Rector will take the subject under advisement and make a decision after consulting with interested parties.
Worship: Worship services continue to grow, and many are taking advantage of the opportunities to worship more than just the 3 weekend services.
Auditing Committee Appointed: The Rector appointed the following to serve as the 2015 Auditing Committee which will audit the church’s financial records of 2014: Aubrey Hardman, chair; Jack Bailey, Annette Duff, Courtney Mullaney and Meagan Timmons. The audit will be done August 22.
Church Personnel Changes:
Financial Manager: A person has been found to replace Jan Rees, who is retiring as Financial Manager August 1. The Search Committee has found an extremely qualified person who will receive the same salary as Rees. Anyone interested in meeting the individual is welcome to come to the final interview at 10 AM Tuesday. The person will be in the financial office 9 AM to 3 PM Tuesday and Wednesday, with other times possibly available if needed.
School Personnel: Since she meets all the necessary licensing requirements and continues to do an exemplary job, the Rector is changing Cindy James title from Interim Director of St. Martin’s Episcopal School to Director of St. Martin’s Episcopal School. Vestry consensus is that the change is appropriate. Elizabeth Highsmith will take on the task of assisting the director.
Wall Repair from Classroom Flooding: Work by the restoration firm to repair the wall damage continues. Any rain lengthens the time needed for the repair, so no completion date is available at this time. The plan is to have the repair completed in time for preparation for the school year.
The meeting closed with prayer by Jack Bolerjack.
Jim Wilson move the meeting be adjourned; Gregory Anderson seconded the motion and the meeting adjourned at 3:45 PM
Respectfully submitted,
Glenda Morehead
Clerk
Memorial garden guidelines for St. Martin-in-the-Fields Episcopal Church
St. Martin-in-the-Fields’ Memorial Garden was created for the use of the family and friends of St. Martin-in-the-Fields Episcopal Church. It is intended to be a place of comfort, peace and inspiration for the living and a place of reverence for our dearly departed. The plants and decorations have been thoughtfully and lovingly placed to try to achieve these intentions. For that reason, these guidelines have been created to try to ensure the garden continues to be a place of serenity and respect.
1. The plantings in the garden have been chosen to thrive in the sun and soil conditions for this location. While donations of plants are gratefully accepted, all plants must be approved by the Memorial Garden Committee to ensure suitability for the sun and soil conditions. In addition, all plants have specific space requirements; therefore, the planting of anything new in the memorial garden must be handled by someone from the committee after approval.
2. For maintenance reasons, only perennial plants are used in the memorial garden.
3. All mulches used in the memorial garden have been chosen for ease of maintenance and with the idea of being earth-friendly to keep the soil healthy. Only natural materials may be used. No other colored mulches, stone or man-made materials can be placed in the garden from this point forward.
4. In order to retain the serenity and beauty of St. Martin-in-the-Fields’ memorial garden, it is necessary to limit the amount and size of statues or decorations that can be added to the garden. All additions must be approved by the Memorial Garden Committee.
5. Nameplates, markers, etc. must be ordered through the church office in order to preserve continuity.
6. When placing decorations for holidays or other special occasions, please be aware of the size and appearance of the decoration. Live flowers and wreaths will die and need to be removed in a short time. Even decorations that are not alive are subject to the effects of weather. Maintenance of the garden relies on volunteers, so everyone is asked to remove their decorations in a timely manner.
7. The Memorial Garden Committee has the day-to-day responsibility of reviewing and evaluating all requests. However, any questions or concerns can be referred to the rector for a final decision.
Download a PDF copy of the policy.
Children and Youth Minister/School Chaplain Report June 2015
EYC (Episcopal Youth Community)
Wednesday nights are amazing with Mass on the Grass! This informal summer worship experience has offered opportunities for children and youth to actively participate in the worship service by serving as readers, helping with communion and prayers. Serving side by side with clergy and lay ministers, youth truly feel a part of important ministry in the church. It is a blessing to have this opportunity, brought to us by Fr Scot. After the service, young and old linger in the fields, enjoy the cool evening breeze, play games or just hang out.
A Few Highlights:
- EYC will continue to meet during the summer months on every second Sunday for Service Sunday (sack lunches for UGM). Teens meet on the fourth Sunday for Sunday Funday, a time for fun and fellowship.
- We are partnering with the Episcopal Church of the Holy Trinity, Midland, Texas for a day of service at Union Gospel Mission in June. Look for pictures and web articles about our time with Holy Trinity.
Summer Children’s Chapel
The children and teens of St. Martin follow the cross to the chapel during the summer months. Our young people read the Bible readings aloud and are actively involved in a children’s sermon by asking great questions or acting out a scene from the Bible. We are also inviting adults to come to chapel from each ministry in the church to talk about their particular calling and how God is reaching out to all of us through the Holy Spirit.
Lava Lava Island: Our 2015 Vacation Bible School Theme
June has been a month of intense Vacation Bible School (VBS) preparation. At the time of this report, we are just about to take off for an island adventure where Jesus’ love flows. We are looking forward to our partnership with Fever United and can’t wait to welcome families and children through our doors. We are trying something new with Vacation Bible School this year and we look forward to seeing what we think about our big, bold step to try VBS at night. After VBS, look for a “debriefing” where we will revisit VBS and see where we might go next.
City Week
Save the date! Youth ages 12-18 are invited to participate in a mission trip to Union Gospel Mission of Tarrant County (UGM) on July 20-23. An optional celebration day at Six Flags will be held on Friday, July 24 for those completing the mission trip.
Look for news and a fall preview in July with all the details about Sunday school, youth ministry and St. Martin’s school chapel services.
Seminary of the Southwest
On a personal note, I will complete the certificate program in Christian formation this month at the Seminary of the Southwest. For two years, I have traveled twice a year to participate in an intensive week of worship, formation and fellowship. I have encountered gifted theologians and special people in “my field.” We have really grown as a group and it is bittersweet to be completing this program. I give thanks to St. Martin’s for making this continuing education possible. I am blessed to serve a parish that believes in my ever-evolving ministry. It is a gift to serve the most precious children, youth and school families of St. Martin’s Episcopal Church and School.
Blessings,
Corrie Cabes
