by Alan Bentrup | Mar 23, 2015 | Vestry Updates
Vestry Highlights 3-15-2015
As clerk of the vestry I have been authorized by the rector and the senior warden to provide the following report of the most recent vestry meeting. Full minutes of the meeting will be posted after their approval at the next regular vestry meeting. In the meantime if you have questions or want more information, contact any vestry member.
The March Vestry meeting continued the process of everyone getting acquainted with one another, as well as with their duties and responsibilities as the leaders of St. Martin-in-the-Fields Episcopal Church. Many things are different – not only are there new members on the Vestry, but a new Rector is in place after the interim time during which we had no permanent Rector. Although canons specify a Rector is the president of both the church and the Vestry, Fr Scot has asked Senior Warden Bob Bess to continue to chair Vestry meetings, giving him a chance to observe and ask questions like the other newcomers.
Flo Lowrey came to give information on the party planned for Newcomers on March 21 following the 5:00 service. The party will be quite large, and was made even larger with the addition of the 2 new members of the Mason household. As always, Flo has planned activities that will make all the new people feel welcomed and cared for. They will also be given help to decide in what way they can offer their talents and gifts to their church. Kathy Watson and her committee of practically perfect party preparation people will be in charge of what promises to be a sumptuous meal. Flo helped all Vestry members understand that one of their duties as leaders is to welcome all who come through the doors.
An AEDU (Automated External Defibrillation Unit) has been donated to St. Martin’s. Arrangements will be made to ensure all Vestry members are trained in its use. Since a Vestry Person in Charge is present at every service, that person is the logical person to call on when use of the unit is needed.
Jack Bolerjack and DJ Mitchell provided a quick lesson in the many steps required in completion of an Eagle Scout Project. Nicholas Chasteler is nearing the end of his Eagle Scout Project for St. Martin’s, and DJ will help him to ensure his final paperwork is all in order for him to receive the award.
The professional style stove in the parish hall kitchen is very difficult to operate. Jr Warden Charles Busey will bring a proposal for replacement of the unit to the next Vestry meeting.
There continues to be damage to the fields and grounds. In partnership with Fever United St. Martin’s will decide the most feasible way to solve the problem. Interest is increasing in better monitoring of the exterior. Gil Kleinwechter will analyze the options and return to the Vestry with a recommendation.
The Vestry went on record recognizing the name of our school as St. Martin-in-the-Fields Episcopal School with the usage of St. Martin’s Episcopal School permissible in some instances.
VBS will be held in the evenings this summer for the first time in order to partner with Fever United Futbol. It is hoped that the new hours will attract more working families, more working volunteers and higher participation among older children.
The Rector is continuing the appointment of committees heads and members for the coming year: He will chair the Worship Committee, he and Gil Kleinwechter will head Stewardship, Annette Duff and Courtney Mullaney will co-chair the Communications Committee, Elizabeth Mason the Grow the Church Ministry, Gregory Anderson the Brotherhood of St. Andrew, Linda Snow the Order of Daughters of the King. Other committee chairs and members will be announced later with a full listing of chairs to be included in the Directory of Ministries.
2015 Vestry members: the Rev. Scot McComas (Rector); Gregory Anderson, Bob Bess (Senior Warden), Jack Bolerjack, Charles Busey (Jr. Warden), Annette Duff, Pat Hollifield, Gil Kleinwechter, Elizabeth Mason, DJ Mitchell, Courtney Mullaney, Cyndy Sulots, Jim Wilson; Glenda Morehead (Clerk); Doug Watson (Treasurer).
by Alan Bentrup | Feb 25, 2015 | Vestry Updates
Vestry Highlights 2-15-2015
As clerk of the vestry I have been authorized by the rector and the senior warden to provide the following report of the most recent vestry meeting. Full minutes of the meeting will be posted after their approval at the next regular vestry meeting. In the meantime if you have questions or want more information, contact any vestry member.
The Vestry’s first regular meeting of the year involved many new things. The new Rector, the Rev. Scot McComas, new Jr Warden Charles Busey, and new Treasurer Doug Watson met with the Vestry for the first time. The newly elected class of Vestry was largely made up of new Episcopalians, although another new member has been a part of St. Martin all his life. The question “Why?” was asked many times as those new to the process at St. Martin worked to learn everything they could as fast as they could.
The Vestry adopted a new School Playground Policy, clearly outlining the policy for use of the new playground equipment. Manufacturer guidelines set weight limitations for use of the equipment. Previous Vestry discussions had involved the difficulty of enforcing weight limitations in the policy. The discussions ended when some young mothers on the Vestry reminded everyone that most small children and even some mothers don’t know how much the child weighs, but all children know how old they are. It was decided the policy would state that the current playground is to be used only by children 6 and under, during daylight hours, under parental supervision. The policy will be posted everywhere necessary and all adults of both church and school are expected to help enforce the rules in a loving, caring way.
The Treasurer reviewed the new format for the monthly financial report and made note of the format changes requested by Vestry members.
Changes are needed to the school website. The Rector will take care of decision making regarding the website, using the help of the Senior Warden, Annette Duff, Cindy James and Susan Kleinwechter. He plans to meet with them before the next school board meeting.
St. Martin’s school continues to thrive, and plans to offer kindergarten classes in the fall.
For the benefit of all members the procedures were reviewed for handling the communication cards and revised Vestry Person in Charge duties.
A Vestry retreat for all Vestry members, Rector, clerk and treasurer will be held April 25, 10 AM – 1:30 PM, in the home of Gil and Susan Kleinwechter.
The Rector appointed the following persons to head committees for the coming year: Jack Bailey will chair the Finance Committee, Joy Malmgren the Mission and Outreach Committee. Other committee chairs and the members of committees will be announced later.
A Newcomers Dinner will be held Saturday, March 21 beginning at 6:15 PM, following the 5 PM service. Childcare will be provided.
Starting March 2 our Rector will have regular office hours, afternoons 3:30 – 7:30 PM, Monday Tuesday, Wednesday and Friday, or by appointment to rector@stmartininthefields.org or 704-779-6113.
2015 Vestry members: Gregory Anderson, Bob Bess (Senior Warden), Jack Bolerjack, Charles Busey, Annette Duff, Pat Hollifield, Gil Kleinwechter, Elizabeth Mason, DJ Mitchell, Courtney Mullaney, Cyndy Sulots, Jim Wilson.
by Alan Bentrup | Feb 24, 2015 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
January 25, 2015
Present: Gregory Anderson, Bob Bess, Jack Bolerjack, Charles Busey, Annette Duff, Pat Hollifield, Gil Kleinwechter, Elizabeth Mason, DJ Mitchell, Courtney Mullaney, Cyndy Sulots, Jim Wilson; Glenda Morehead, Clerk; Treasurer, Doug Watson.
Guest: The Rev Scot McComas, our future Rector.
A called meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, January 25, 2015, in the Godly Play Room immediately following the Parish Annual Meeting. The meeting was called for the purpose of Vestry reorganization for the coming year and to vote on the establishment of temporarily restricted funds. The meeting opened with prayer by the Rev. Scot McComas, who thanked all present for their willingness to serve our parish.
Election of Clerk
Jim Wilson moved Glenda Morehead be elected clerk of the Vestry for the coming year. The motion was seconded and carried.
Election of Senior Warden
According to diocesan canon the Rector of a parish appoints a Senior Warden annually who must be a member of the Vestry; when a parish has no Rector in place, the Vestry must elect a Senior Warden from among its members. Jim Wilson moved Bob Bess be elected Senior Warden for the coming year. The motion was seconded and carried. Bess chaired the remainder of the meeting.
Election of Treasurer
Jim Wilson moved Doug Watson be elected Treasurer for the coming year. The motion was seconded and carried.
Election of Jr Warden
DJ Mitchell moved Charles Busey be elected Jr Warden for the coming year. The motion was seconded and carried.
Vote on 2 Year Vestry Term
At the Parish Annual Meeting immediately adjourned five persons were elected to the Vestry with 4 to serve 3-year terms and 1 to serve a 2-year term, the Vestry to determine the person to serve the 2-year term. At the request of the Senior Warden DJ Mitchell moved Bob Bess serve the 2-year term. The motion was seconded and carried.
Named Funds Established
DJ Mitchell moved the Vestry of St. Martin-in-the-Fields approve the establishment of the following temporarily restricted named funds with disbursements from the funds to be subject to Vestry approval: Building Fund, Flower Fund, Helping Hands, Memorial, Seminarian Fund, Special Gift. Jim Wilson seconded the motion which passed unanimously.
Vestry Person in Charge Duties
The Senior Warden reviewed the duties involved in serving as Vestry Person in Charge at the Saturday service (5 PM), the early Sunday service (8:30 AM) and the late Sunday service (10:30 AM). Vestry members chose which service worked best for them as VPiC. The schedule for VPiC duties through January 2016 will be sent out to all members by mid week.
The meeting adjourned at 2:45 PM with prayer by Bob Bess.
Respectfully submitted,
Glenda Morehead
Clerk
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SUNDAY, FEBRUARY 15, 2015, 12:30 PM, EAST PARISH HALL. LUNCH BY GIL KLEINWECHTER. CLOSING PRAYER BY PAT HOLLIFIELD.
by Alan Bentrup | Feb 24, 2015 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
January 18, 2015
Present: Bob Bess, Annette Duff, Gil Kleinwechter, Elizabeth Mason, DJ Mitchell, Joe Panther, Joel Walker, Jim Wilson; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Not present: Cyndy Sulots; Doug Watson, treasurer in training.
A called meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, January 18, 2015, at 12:10 PM in the East Parish Hall. The meeting was called for the purpose of considering the church budget for 2015. The meeting opened with prayer by Senior Warden Bob Bess.
The Treasurer presented the proposed budget for St. Martin-in-the-Fields for 2015, and reviewed its details. The proposed budget is attached to and hereby made a part of these minutes. DJ Mitchell moved the proposed 2015 budget be approved as presented. Elizabeth Mason seconded the motion. The budget was approved unanimously.
The meeting adjourned at 12:45 PM with prayer by DJ Mitchell.
Respectfully submitted,
Glenda Morehead
Clerk
PLEASE NOTE: NEXT VESTRY MEETING A CALLED MEETING OF THE CONTINUING AND NEW VESTRY MEMBERS IMMEDIATELY FOLLOWING THE PARISH ANNUAL MEETING, JANUARY 25, 2015. LOCATION TO BE ANNOUNCED.
NEXT REGULAR VESTRY MEETING SUNDAY, FEBRUARY 15, 12:30 PM, EAST PARISH HALL.
by Alan Bentrup | Feb 24, 2015 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
December 21, 2014
Present: Bob Bess, Annette Duff, Gil Kleinwechter, Elizabeth Mason, DJ Mitchell, Joe Panther, Cyndy Sulots, Joel Walker, Jim Wilson; Glenda Morehead, Clerk; Diana Panther, Treasurer; Doug Watson, treasurer in training.
Not present: Pat Hollifield.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, December 21, 2014, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Senior Warden.
Minutes of the November 9 and November 16, 2014, meetings were approved as distributed.
St. Martin-in-the-Fields Episcopal School
The written report of Karrie Marling, chair of the School Board is attached and made a part of these minutes. The Vestry endorsed the plan to use the same report with necessary editing as the school’s report to the Parish Annual Meeting.
Communications Committee
Susan Kleinwechter announced that the website will be refreshed as soon as possible.
Diocesan Information
Susan Kleinwechter has been named one of the 2 lay representatives of the Eastern Deanery to the diocesan Executive Council.
Stewardship
Aubrey Hardman reported that the total pledged to date for 2015 is $339,000.00. 7 parishioners have increased their pledges since Scot’s announcement. There are about 30 new pledges for 2015 totaling $61,000.00. 10 families who have not yet pledged for 2015 will be contacted by members of the Finance Committee. Previous pledges by those 10 total around $50,000.00.
Playground Usage Policy
DJ Mitchell distributed copies of the proposed Playground Usage Policy for consideration by the Vestry. Gil Kleinwechter moved the policy with changes recommended by Vestry members be approved. The motion was seconded and the policy was adopted.
Nominating Committee Report
The Nominating Committee made an updated report of candidates for Vestry and delegates to convention. Gregory Anderson, Bob Bess, Jack Bolerjack, Charles Busey, Mev Matulevich, and Chris Mullaney are nominees for election to the Vestry. Gregory Anderson, Phyllis Bess, Tom Bolerjack, Marty Hitchcock, Susan Kleinwechter, Tayo Omoniyi, Becky Snell and Joel Walker are nominees for diocesan delegates. The committee continues to solicit candidates for both. Elections will take place at the January 25, 2015, annual meeting.
Treasurer’s Report and Budget Update
The Treasurer reviewed the monthly financial reports. (See attached.) DJ Mitchell moved the treasurer’s report be accepted as presented. The motion was seconded and carried. The Rev. Scot McComas participated in the December Finance Committee meeting which took the first look at the budget for 2015. The final budget will be presented for Vestry approval at a called Vestry meeting January 11, 2015.
Senior Warden’s Report
Introduction of New Rector: 147 persons were present for the first service celebrated at St. Martin-in-the-Fields by the Rev. Scot McComas on Saturday, December 13, 2014. The party which followed gave parishioners the opportunity to chat with McComas as they enjoyed the food prepared by Kathy Watson and her committee.
In contact with McComas: The Senior Warden is in frequent communication with the incoming Rector during this time leading up to his assuming his duties officially February 9, 2015.
Junior Warden’s Report
Eagle Scout Project Update: Jr Warden Joe Panther continues his supervision of the Eagle Scout Project expected to be completed by the end of February, weather permitting.
Floor Treatment: The floors are scheduled to be polished on December 31, during school break.
Thank You to Panther: As Panther completes his years of Vestry service, the Vestry thanked him for all his work as Jr Warden. He was also thanked for delivering Angel Tree gifts to A Plus Academy as well as serving as Santa at the St. Martin School Christmas Party.
Building Incursion Ramifications
Incursion into the buildings recently has prompted increased security measures. Consideration is being given to installation of more and or different cameras both inside and outside the buildings. The Vestry will be updated as security measures are further increased.
Traditional Gifts Approved
DJ Mitchell moved the Vestry approve gifts for the deacon and staff of St. Martin-in-the-Fields using the script program. as has been the practice in recent years. The motion was seconded and carried.
Housing Allowance Resolution Passed
Jim Wilson moved the Vestry adopt the following resolution
Whereas the Reverend Scot McComas, an ordained minister, is to be employed to serve St.-Martin-in-the-Fields Episcopal Church as Rector beginning February 9, 2015; and Whereas St. Martin-in-the-Fields Episcopal Church does not provide a residence for its appointed minister:
It is hereby resolved that the compensation to be paid to the Reverend Scot McComas for the calendar year 2015, and subsequent years unless amended, shall include an annual payment of $30,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
The motion was carried and the resolution was adopted.
Paschal Candle Gift Approved
Jim Wilson moved the Vestry vote to accept the gift of a brass candle stand dedicated for use with the Paschal Candle. The motion was seconded and carried.
The meeting adjourned at 2:04 PM with prayer by Joel Walker.
Respectfully submitted,
Glenda Morehead
Clerk
