by Alan Bentrup | May 22, 2014 | Vestry Updates
As clerk of the vestry I have been authorized by the interim rector and the senior warden to provide the following report of the 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.
Flo Lowery, chair of the event, reported on plans for the Newcomers Celebration on June 8, Pentecost Sunday. Newcomers will be recognized and their presence among us blessed during the 10:30 service. Lunch will follow the service. Barbeque and all the trimmings will be provided, bread bakers will provide desserts and the bread deliverers salads. Over 100 attendees are expected. Vestry members will each host a table, and newcomers will be assigned to tables. Brochures about the Grow the Church Ministry will be available at the event. Newcomers will be encouraged to choose a ministry that seems to call them.
The vestry received updates on events at St. Martin’s Preschool and Academy since the departure of Catherine Stehlik, long-time director. Cindy James has agreed to serve as interim director. She and the teachers are busily planning for the final days of this school year and enthusiastically planning for next year. Linda Seeber is in charge of showering all the teachers with flowers, meals and gifts to show our gratitude for their dedication to the education and wellbeing of their students. The vestry reiterated the support of St-Martin-in-the-Fields for our school and its future. The communications committee reported that the new website for the school is now online at www.stmartinacademy.com.
The shortfall on pledge receipts continues and doesn’t seem to be improving. The interim rector said that starting with today’s services stewardship minute announcements will be made at all services prior to the collection.
As announced at the last meeting Jarvis Savage, who had accepted the position of financial manager, has cancer and had to resign. An individual has agreed to fill the position starting June 16.
The office now has a new copy machine. The office refrigerator has not been replaced yet. The phone system is currently being upgraded, and the phone for the school is tied into the church system.
Senior Warden Bob Bess remarked that one unexpected fact coming out of the parish-wide survey was that many people find it much more difficult to become a part of the various ministries of St. Martin than we like to think it is.
The playground equipment poles that had been bent from severe weather have been straightened.
Annette Mayer who is currently engaged in supervised pastoral training at St. Alban’s, Arlington, feels called to remain in that ministry for another year. She remains a St-Martin-in-the-Fields seminarian and a member of our parish. St. Martin has a long history of supporting our seminarians in their journey toward ordination. The vestry firmly intends to continue that same support to Mayer and to Lisa Neilson, our other current seminarian.
An up to date operations manual is needed for St. Martin, listing pertinent information on all equipment, including location of original contracts, serial numbers, date of purchase, resource number for repairs, etc. An effort to create such a manual will be undertaken in the near future.
by Alan Bentrup | May 19, 2014 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
April 27, 2014
Present: Bob Bess, Bob Blomstrom, Annette Duff, Aubrey Hardman, Pat Hollifield, Gil Kleinwechter, DJ Mitchell, Joe Panther, Elizabeth Mason, Cyndy Sulots, Joel Walker, Jim Wilson; the Rev Michael Wallens, Interim Rector; the Rev Amy Haynie, Associate Rector; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Guest: The Very Rev Raymond High, Jr.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, April 27, 2014, at 12:30 PM in the West Parish Hall.
The meeting opened with prayer by the Bishop. He was very pleased with the number of persons confirmed, and when he learned of some who were unavailable to be confirmed today, offered to come back “any time, any day of the week.” He has already been contacted by people who have recommendations for rector of St. Martin. The diocese is ready to give the Search Committee some names when they are ready to begin their work. He emphasized that if parishioners have names to recommend, he needs to see them. Canon Waggoner will be working with the Search Committee.
Minutes of the March 16, 2014, meeting were approved as distributed.
Christian Education Reports
Children and Youth Minister: The report of Corrie Cabes, CYM, is attached. The Associate Rector added that the confirmation retreat for youth was a very good learning opportunity for young confirmands. 6 kids attended, 4 of whom were confirmed today. 2 will be moving to CA and will be confirmed in their new church there.
Clergy Report: The Interim Rector stated that adult classes are in the discussion stage. People interested are looking at the possibilities for time for the classes.
Communications Committee
Gil Kleinwechter reported that Susan is attending an Episcopal communicators conference with Katie Sherrod.
Annette Duff reported that the St Martin School Facebook page got out to parents, and there has been a very positive response from them.
Profile Committee
Jim Wilson, committee chair, announced that so far the Profile Committee has received 83 surveys from parishioners. The surveys will be used to prepare the parish profile that will be given to candidates for rector. Wilson will get the draft profile to Canon Waggoner by Thursday for her to share at the conference of deployment officers in May. Statistically speaking enough surveys have been returned to provide an accurate sampling. He is pleased with the range of ages and services attended, although more responses are needed from those under 18. The cost to use Survey Monkey to create the survey was approximately $200.
Diocesan Information
Joel Walker reported that the Commission on Ministry met yesterday. Their only action regarded a confidential matter, so he could give no further information on the meeting.
St Martin Preschool and Academy
Karrie Marling, chair of the board reported that several members of the board attended the conference of the Association of Episcopal Schools on April 5. They had the opportunity to hear about some of the successful programs in other Episcopal schools. Most thriving schools credited their success to a good relationship between the school and church and a 5 day-a-week program which included before and after school day care. Marling said the response to the recent request to parish members for their help for the school was wonderful. Many volunteered to help; two people with special skills volunteered to teach classes in their fields on a regular basis. Although there may be some difficulties ahead for the school’s future, the board remains firmly dedicated to the future and success of the school. Vestry members expressed their firm support of the board’s plans and the school’s future.
Treasurer’s Report
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. First quarter contribution statements have been mailed out.
Interim Rector’s Report
Staff: The Interim Rector reported that Anika Barbarito, the new administrative assistant, is a very cheerful addition to the staff, and was undaunted by the multitude of requirements for Holy Week, Easter and the Bishop’s visit. Jarvis Savage, who had accepted the position of financial manager, has developed cancer, will be having surgery and has had to resign. Talks are taking place with another person to fill that position.
Easter attendance: Over 500 people attended the Easter services last weekend.
Associate Rector’s Report
Arkansas Youth: About 12 college age persons from the Diocese of Arkansas slept in the parish hall on their way to an event. They really loved our hospitality.
Episcopal Youth Event: 2 youth from St. Martin will be going to the summer EYE. $800 was collected in the envelopes to assist with their expenses.
St. Francis Garden: The area set aside for the cremains of pets is almost complete. It is located outside the Memorial Garden.
CREDO: From May 13-19 she will be going to a CREDO gathering in Alabama for the recently ordained.
Ministry at St. Martin Ending: She announced that she will be leaving St. Martin when her current letter of agreement ends. Her last Sunday with us will be June 1. She is looking at 4 different opportunities at this time, 2 within this diocese. Since the transition to her new position will probably not be immediate, she looks forward to the opportunity to spend time during the summer with her two boys. A letter announcing her plans to the parish as a whole will go out no later than Friday as will an email announcement. She is grateful for the support and personal growth she has experienced at St. Martin.
Senior Warden’s Report
The Senior Warden stated that progress is being made in the process toward a new rector. The profile and search committees are doing their work at the level that is best for those volunteers involved.
In response to a question regarding moving vestry meetings to evenings, he said that past experience has shown that Sundays following the 10:30 service works best for most vestry members, but a possible change could be considered if needed.
Junior Warden’s Report
The Jr Warden reported that there seems to be a problem with the AC units in the church. He will see that they get checked. The staff is looking into options for replacement of the rapidly deteriorating copy machine. No refrigerator has been donated for the office kitchen, so he is looking into the cost of replacing the unit with a new, more energy efficient model.
Communication Card
The Senior Warden reviewed the procedure for dealing with the communication cards for the benefit for new vestry members.
Newcomer Celebration June 8
There will be a meal to welcome all newcomers following the 10:30 service on June 8. Meat for the meal will be provided. Parishioners (with the exception of newcomers) will be asked to bring a covered dish. Something to honor the newcomers will be done during the 10:30 service.
Labyrinth
Ron Hitchcock outlined a proposal for a labyrinth on the floor of the East Parish Hall (See his attached report.) Cyndy Sulots moved the Vestry approve the creation of a labyrinth in the East Parish Hall as proposed by Ron Hitchcock and his committee, funding for materials of up to $5000 to come from the Memorial Fund. The motion was seconded and carried.
Grow the Church Ministry
Elizabeth Mason reported that she and the Interim Rector had met and made preliminary plans for implementing this new ministry. The book, Holy Currencies, will be used as a reference for the committee’s work. Aubrey Hardman, chair of stewardship, agreed to co-chair the committee with Mason. The plan is to get representatives from all current ministries – programs that will attract outsiders – and those interested in other possible outreach ministries.
On May 18 there will be Town Hall meetings about the parish profile. If possible, the Grow the Church Ministry will be highlighted at the Town Hall.
The meeting adjourned at 3:05 PM with prayer by Elizabeth Mason.
Respectfully submitted,
Glenda Morehead
Clerk
Please note: Next regular vestry meeting Sunday, May 18, 2014, 12:30 PM, East parish Hall.
Children and Youth Ministry Report
I am thrilled to be reporting on new things in children and youth ministry! Serving the young people of this parish is my absolute love and I am happy to report that things are going swimmingly!
Highlights:
Good Friday Children’s Service
On Good Friday, the youth led a service for young children and their families. The teens became characters such as Peter, Mary Magdalene and the boy with the loaves and fishes. This interactive service had children thinking and responding about the amazing love of Jesus. To top off this service, children shared bits of hot cross buns and families lingered in the pews afterwards.
EYC Weekly Meetings
The EYC have been gathering each week for fellowship, fun and faith formation. Lately, we have enjoyed games in the fields, brainstormed outreach plans and looked for hidden Stations of the Cross in a scavenger hunt. We look forward to a summer packed with home communion, hitting the pool and doing some “serious good” in the community with outreach!
St. Martin’s Academy Chapel Program
On Wednesday and Thursday mornings, you will find me leading a rock concert in the church. Just kidding! I am leading 60 students and teachers in praise, worship, music and dancing. I teach a children’s creed, the Lord’s Prayer and I follow the liturgical calendar in a simple fashion. These students leave St. Martin’s packed with prayers that will stay with them even in tough times. They will know that the Episcopal Church is a warm and welcoming place where they began a life of faith. I invite the Vestry to attend the end of the year performance where the students will perform a VBS song with me on May 29. Look for a reminder email.
Fun Faith Field Day
Sunday School for children will wrap up with Fun Faith Field day on Sunday, May 18. We will spend some time in the fields with preview VBS games and lots of surprises!
Summer Chapel
On the first Sunday of the month, we will continue to have family worship Sunday with a focus on youth and families. On the other Sundays, the children will head off to chapel with me and my merry band of teen chaplains for our own prayers, creeds, bible stories and more!
VBS
VBS will be held on June 16-20 at St. Martin’s. I have invited Episcopalians from across the diocese to be a part of what makes us so special at St. Martin’s. VBS is an amazing outreach program that will touch the lives of over 100 children. In addition to VBS, we will add an outreach component that will help us share God’s love to the community.
I’m keeping this report short because I am in the midst of a Confirmation retreat, planning VBS and finishing up Sunday school. I appreciate your support and covet your prayers as I continue to work to serve the children and families at St. Martin’s.
Blessings,
Corrie Cabes
Children and Youth Minister
by Alan Bentrup | May 4, 2014 | Vestry Updates
As clerk of the vestry I have been authorized by the interim rector and the senior warden to provide the following report of the 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.
Bishop High met with the Vestry as is his custom any time he is at a church in the diocese. He was very pleased with the number of persons confirmed and when he learned of some who were unavailable to be confirmed today, offered to come back “any time, any day of the week.” He has already been contacted by people who have recommendations for rector of St. Martin. He emphasized that if parishioners have names to recommend, he needs to see them. Canon Waggoner will be working with the Search Committee.
So far the Profile Committee has received 83 surveys from parishioners. The surveys will be used to prepare the parish profile that will be given to candidates for rector. Jim Wilson, committee chair, will get the draft profile to Canon Waggoner by Thursday for her to share at the conference of deployment officers in May. Statistically speaking enough surveys have been returned to provide an accurate sampling. He is pleased with the range of ages and services attended, although more responses are needed from those under 18.
Karrie Marling, chair of the school board of St. Martin Preschool and Academy, reported that several members of the board attended the conference of the Association of Episcopal Schools on April 5. They had the opportunity to hear about some of the successful programs in other Episcopal schools and returned excited about new ideas. Marling said the response to the recent request to parish members for their help for the school was wonderful. Many volunteered to help; two people with special skills even volunteered to teach classes in their fields on a regular basis. The board remains firmly dedicated to the future and success of the school, as does the vestry.
Anika Barbarito, St. Martin’s new administrative assistant, is tackling her position with great enthusiasm. Jarvis Savage, who had accepted the position of financial manager, has developed cancer, will be having surgery and has had to resign. Talks are taking place with another person to fill that position.
A celebration for newcomers is planned for June 8. Something would be done during the 10:30 service to honor them with a potluck lunch to follow.
Ron Hitchcock and his labyrinth committee were authorized to create a labyrinth on the floor of the east parish hall.
The staff is looking into options for replacement of the rapidly deteriorating copy machine. No refrigerator has been donated for the office kitchen, so the junior warden is looking into the cost of replacing the unit with a new more energy efficient model.
Elizabeth Mason, chair of the Grow the Church Ministry, reported on plans for implementing this new ministry to attract outsiders. Aubrey Hardman, stewardship chair, has agreed to serve as co-chair of the ministry. Representation from every ministry of St. Martin will be sought.
Associate Rector Amy Haynie announced to the vestry that she will be leaving St. Martin when her current letter of agreement ends. Her last Sunday with us will be June 1. She is looking at 4 different opportunities at this time, 2 within this diocese. Since the transition to her new position will probably not be immediate, she looks forward to the opportunity to spend time during the summer with her two boys. A letter announcing her plans to the parish as a whole will go out no later than Friday as will an email announcement. She is grateful for the support and personal growth she has experienced at St. Martin.
by Alan Bentrup | May 4, 2014 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
February 16, 2014
Present: Bob Bess, Bob Blomstrom, Annette Duff, Aubrey Hardman, Pat Hollifield, Gil Kleinwechter, DJ Mitchell, Joe Panther, Elizabeth Mason, Cyndy Sulots, Jim Wilson; the Rev Michael Wallens, Interim Rector; the Rev Amy Haynie, Associate Rector; Glenda Morehead, Clerk.
Not present: Joel Walker; Diana Panther, Treasurer.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, February 16, 2014, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Interim Rector.
Minutes of the December 15, 2013, January 16,2014, and January 26, 2014, meetings were approved as distributed. There being no regular meeting in January the minutes of all 3 meetings could not be considered until this meeting.
Christian Education
The regular monthly report of CE Director Corrie Cabes is attached and made a part of these minutes.
Sunday School Discussion: There was discussion of what Vestry members have learned about parishioners’ concerns regarding the Sunday morning schedule – both within and outside of the Town Hall Meetings today. Bob Blomstrom moved the Vestry recommend a return to the previous schedule (Sunday School for children during the 10:30 service) with first Sunday each month designated Family Worship Sunday (no Sunday School that day). The motion was seconded and carried. DJ Mitchell moved the Vestry recommend the 8 AM service be moved to 8:30. The motion was seconded and carried. The Interim Rector announced that the staff has agreed that the schedule changes outlined will begin the first Sunday in Lent, March 9.
Treasurer’s Report
In the absence of the Treasurer the Senior Warden distributed the Treasurer’s written report and the financial report for January. (See attached.) Jim Wilson moved the treasurer’s reports be accepted as presented. The motion was seconded and carried.
Communications
Annette Duff has presented the proposed revised School website to the St. Martin School Board and it was well received by the board. Susan Kleinwechter announced that articles and videos of the visit of the Presiding Bishop to St-Martin-in-the-Fields are on the parish website. She is writing a style guide to be used for materials to be published on the website and in emails. (See attached.)
Deanery Information
The Associate Rector reported that in the changes made to deaneries St Luke’s in the Meadow has been added to our deanery. The deanery has elected Executive Council alternates, both lay and clergy. Our deanery is hosting the November diocesan convention to be held in Arlington. She is currently getting volunteers to head the various committees needed.
Associate Rector’s Report
Episcopal Youth Event: St-Martin-in-the-Fields has at least 4 teens, possibly 5, going to the event at Villanova in July. The cost per teen is $800. Each congregation is to provide $400 for each teen going. Fundraising is being planned for our youth attending.
Praying in Color Workshop: She will be leading this workshop on March 8, the first Saturday in Lent. The workshop is designed to provide a low tech guide for spiritual centering and intercessory prayer.
Soccer Signs: She plans to put containers on the backs of the Fever Soccer League signs to hold information about St-Martin-in-the-Fields sometime in the next week.
She will be out of town the week of Spring Break, March 10-16.
Interim Rector’s Report
The Interim Rector thanked Vestry members for their presence at the town hall meetings today, for their listening and compassionate hearts as they heard all parishioners had to say.
Growing in Faith Together: He presented information on the diocesan workshop on how a congregation works, how to keep it healthy and ways to grow. Part 1 will be held April 4 & 5 at Trinity Lutheran Fort Worth. The cost is $25 per person. Details are online at http://bit/ly/Grow0414 Part II will be held June 20 & 21. He asked all Vestry members to plan to attend if possible.
Vestry Retreat : He stated that the planned clergy-led Vestry retreat will take place sometime after the first part of the diocesan workshop.
Parochial Report: He has most of the information needed for the Annual Parochial Report. Once completed, the report must be approved by the Vestry before submission to the diocese. A vote by Vestry members via email will be taken as soon as the report is complete. Canons state the report is to be submitted to the diocese by March 1.
Senior Warden’s Report
Michele King’s Resignation: Michele King, administrative assistant, has resigned as of February 21 but with the permission of the Senior Warden has already left the office. She begins a job in the diocesan office March 1. Steps will be taken to replace her as soon as possible. Until a new person is hired office duties will be covered by volunteers. A volunteer coordinator is needed to direct the office volunteers.
Search Committee: The names of more nominees must be submitted before the Vestry can elect a Search Committee. Consideration and election of the Search Committee will be held at the March meeting in executive (closed) session with no visitors or observers present.
Junior Warden’s Report
The Jr Warden reported the following regarding equipment: It appears the weedeater can be repaired, and replacement is not necessary; the refrigerator used by the Flower Guild is not working well; the refrigerator in the small kitchen needs repair; the big copy machine has more than 1,000,000 copies on it, and will need to be replaced soon. The church owns the machine.
Phone System Update
Jim Wilson reported he is researching small business phone service through Verizon with purchased equipment at a cost of around $2600. The Interim Rector will call Verizon to advise them we no longer need email through their service.
Mission Statement Adopted
Elizabeth Mason moved the Vestry adopt the following as the Mission Statement for St-Martin-in-the-Fields “Our mission is to be Jesus Christ’s heart, hands and feet to our neighbors no matter where they are on their journey of faith.” The motion was seconded and carried.
The meeting adjourned at 2:50 PM with prayer by Aubrey Hardman.
Respectfully submitted,
Glenda Morehead
Clerk
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SUNDAY, MARCH 16, 12:30 PM, EAST PARISH HALL.
by Alan Bentrup | Mar 19, 2014 | Vestry Updates
What follows is approved by the senior warden and interim rector, but is strictly unofficial, meaning it is not a substitute for meeting minutes. Contact any member of the Vestry with your questions or comments.
Karrie Marling, chair of the School Board of St. Martin-in-the-Fields Preschool and Academy, told of plans to improve the school today and in the future. Committees are being formed to work on improving the playground, technology in the classroom and education of students. Parishioners as well as parents will be asked to help in all areas.
The Vestry elected the following persons to serve as the Search Committee for St-Martin-in-the-Fields: Ashley Hardman, Brian Long, Chris Mullaney, Eloise Frye, Flo Lowrey, Francine deLongchamp, Gil Kleinwechter, Marty Hitchcock, Tayo Omoniyi. A concerted effort was made to ensure all areas of the parish and all age groups were represented. Richard Cabes will chair the committee; Senior Warden Bob Bess will attend meetings, but will have no vote.
Jim Wilson, chair of the Profile Committee, announced the current members of the committee: Bob Bess, Ron Hitchcock, Susan Kleinwechter, Courtney Mullaney and Interim Rector Mike Wallens. This committee is charged with creating a parish-wide survey and the resulting profile that will be used by the Search Committee in its work. Wilson plans that the work of the committee will be completed by the end of April.
The membership of the Stewardship Committee was announced: Aubrey Hardman, chair, Bob Bess, Eloise Frye, DJ Mitchell, Courtney Mullaney, Ibun Omoniyi, Ife Omoniyi, Tayo Omoniyi and Interim Rector Mike Wallens. The Stewardship Committee will function year-round, rather than just during “pledge season.”
The membership of the Finance Committee was announced: Jack Bailey, chair, Bob Bess, Aubrey Hardman, Paula Jefferson and Treasurer Diana Panther.
Pledge income continues to be much lower than budgeted. Announcements, notices and first quarter contribution statements will encourage parishioners to remember their financial commitments to St-Martin-in-the-Fields.
Three candidates have been interviewed for the position of administrative assistant for St-Martin-in-the-Fields. The interview committee hopes to make a decision by next Sunday.
The job description and title of Corrie Cabes has changed. Rather than serving as Christian Education Director she is now the Children and Youth Minister, serving children 4 years through 12th grade. Christian Education for adults and older youth will be the responsibility of the clergy.
The refrigerator in the office kitchen cannot be repaired. A solicitation will be sent out to members of the parish requesting donation of a refrigerator (with icemaker) under 10 years old. Anyone wishing to donate such a refrigerator is asked to contact junior warden Joe Panther or the church office.
St-Martin-in-the-Fields’ newsletter is returning. It will be sent out electronically and hard copies will be made available for newcomers and members preferring them.
“We’re good once they get here, but how do we do at getting them in the door?” A committee on church growth is in the planning stages. Elizabeth Mason will work with the interim rector on the committee’s development and activities.
