Vestry Minutes – November 19, 2017

by Alan Bentrup | Jan 23, 2018 | News, Vestry Updates

St. Martin-in-the-Fields Vestry Minutes
November 19, 2017
Present: Jim Bedell, Jack Bolerjack, Charles Busey, Mary Beth Butler, Ike Ogbue, Courtney Mullaney, Linda Seeber, Linda Snow, Joel Walker, Nancy Wieden; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Norma Barbier, Kathy Wilkinson.
Also present: Ron Hitchcock.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, November 19, 2017 in the West Parish Hall.  The meeting opened with prayer by the Rector at 12:38 PM.
Labyrinth Update
Ron Hitchcock reported the resignation of the previous company that had contracted to install the labyrinth on the slab that has been constructed for it. Hitchcock has found three more contractors who have expressed interest in completing the work, and hopes to receive firm bids from them in time for completion of the labyrinth by the end of the year.
Consideration of Minutes
Jim Bedell moved the vestry approve the minutes of the October 15, 2017 meeting as distributed. Ike Ogbue seconded the motion, and the motion carried.
Treasurer’s Reports
The Treasurer reviewed the October 2017 monthly financial reports and the preliminary 2018 budget.  (See attached.)
Vestry Acceptance Vote: Jim Bedell moved the treasurer’s report be accepted as presented. Courtney Mullaney seconded the motion, and the motion carried.
Vote to Accept Contributions toward St. Martin’s Ordination Gift to Ayo Omoniyi
Jack Bolerjack moved the vestry vote to establish a temporarily restricted fund for the purpose of receiving contributions to go toward the gift St. Martin’s will present to Ayo Omoniyi on his ordination to the diaconate. MaryBeth Butler seconded the motion, and the motion carried.
Vote to Accept Contributions to the Deacon’s Benevolence Fund for Usage of Ayo Omoniyi and Approve Any Changes to the Checking Account
Ike Ogbue moved the vestry vote to accept contributions to the Deacon’s Benevolence Fund for usage by Ayo Omoniyi, and if he is assigned to St. Martin’s, approve any changes to the related St. Martin’s checking account necessitated by such assignment. Jim Bedell seconded the motion, and the motion carried.
Vote to Approve Staff Bonuses
Linda Seeber moved the vestry direct the usage of staff bonuses as found in the 2017 budget to provide Christmas bonuses to the staff of St. Martin’s church.  Jim Bedell seconded the motion and the motion carried.
Stewardship Report
Through the ingathering celebration 106 pledge cards were turned in. 101 of those were from people making pledges for 2018, 5 from those who will not be pledging for 2018. No information is available at this time on pledge cards received this weekend.
Ministry Liaison Reports
All vestry ministry liaison reports submitted have been distributed to the vestry and will be included in the minutes for this day in the permanent vestry minutes file.
St. Martin’s Episcopal School
The rector announced that currently 65 students are enrolled in the school. Teachers, students, parents and all attending the Thanksgiving Day Party enjoyed their time together. Parents continue to show good support to the school and its staff. Work has begun on the school budget for 2018. Courtney Mullaney will be looking into the various options for expanding to a full day to accommodate working parents. Several private schools in the area provide full day coverage.
Diocesan Information
Diocesan Convention: Several of those who attended the November 10 – 11 diocesan convention at the Cleburne Convention Center shared their experiences on the convention. Diocesan Convention 2018 will take place the second weekend in November in Decatur. On behalf of St. Martin’s the rector thanked all those who represented our parish to the convention.
General Convention: The 2018 General Convention of the Episcopal Church will be held July 5-13 in Austin.
Information on Curates: Joel Walker provided copies of the manual Introduction to the Curacy Program to all vestry members. Walker currently has no responsibilities on the diocesan level.
Tiemann Eagle Scout Resolution
Jim Bedell moves the vestry adopt the following resolution:
St. Martin-in-the-Fields Episcopal Church wishes to thank Max Tiemann and his crew for the recent completion of his Eagle Scout Project on behalf of our church. His project constructed a walkway to our Labyrinth, providing access for users for many years to come.
Ike Ogbue seconded the motion, and the motion carried.
Brick Contribution Resolution
MaryBeth Butler moved the vestry adopt the following resolution:
St. Martin-in-the-Fields Episcopal Church wishes to thank all those who helped make the brick walkway to the Labyrinth possible through their gifts. Some gave in thanksgiving, some in honor, some in memory, some gave simply to help provide a lasting entryway to our Labyrinth. We are grateful to them all.
Jim Bedell seconded the motion, and the motion carried.
Junior Warden’s Report
Junior Warden Charles Busey reported the following:

1. Fireproofing of the Narthex Closet: The work has been completed and looks good. The folding chairs previously stored in the closet have been moved out to the shed. Busey recommends moving some of the stacking chairs to that closet for use during large services.
2. Door Painting: Both the red doors to the church and the doors at the school entrance have been repainted.
3. Concrete Sign Painting: The painting of the monument sign on Pearson Lane will be completed soon.
4. Parking Lot Lighting: Several of the lights on parking lot are out and a “cherry picker” will be needed to repair them. New bulbs and ballast will be installed as needed. Consideration will also be given to the relative costs of use of LEDs in those lights in place of the current bulbs.
5. Leaving Flags up 24/7: If feasible while it’s on site the cherry picker will be used to install lights on the flagpole.
6. Busey plans to continue his work on the matter of the water supply source.

Senior Warden’s Report
The questionnaire for long-time members, which will help to prepare the 50^th Anniversary history, is being distributed. Additional information must be supplied to help participants submit their completed forms. Senior Warden Linda Snow will ensure that all necessary information is provided.
Rector’s Report
The rector announced the following:
Omoniyi Ordination: Kerry Angle and Paula Maddon have agreed to coordinate the reception following the ordination of Ayo Omoniyi on Monday, December 18. All vestry members were asked to help with providing refreshments. Please contact Angle or Maddon and let them know what you will be bringing.
Discernment Committee Appointed: He has appointed a parish discernment committee to assist an individual who wishes to become a candidate for ordination.
Candidates for Vestry Election: He reminded all that Ike Ogbue is currently serving a partial vestry term and is eligible for election to a full 3 year term at the January 28, 2018, Annual Parish Meeting.  Christopher DeClerk and Sharon Dudek have also agreed to run for vestry.
Adjournment and Closing Prayer
The meeting adjourned at 2:04 PM with prayer by MaryBeth Butler.
 
Respectfully submitted,
Glenda Morehead
Clerk

Vestry Minutes – December 17, 2017

by Alan Bentrup | Jan 23, 2018 | News, Vestry Updates

St. Martin-in-the-Fields Vestry Meeting
December 17, 2017
Present: Norma Barbier, Jim Bedell, Jack Bolerjack, Charles Busey, Ike Ogbue, Courtney Mullaney, Linda Seeber, Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Mary Beth Butler.
Also present: Ron Hitchcock.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, December 17, 2017 in the East Parish Hall.  The meeting opened with prayer by the Rector at 12:55 PM.
Labyrinth Completion Approved
Ron Hitchcock gave background on the labyrinth design and reviewed the 3 proposals received for completion of the labyrinth as previously approved. Joel Walker moved the vestry approve completion of the project by accepting the proposal of Lone Star Power Wash & Concrete Floors, Inc., as presented. (See attached.) Jack Bolerjack seconded the motion and the motion carried. Maintenance costs for the labyrinth will be built into the Multi Year Budget.
Consideration of Minutes
Jim Bedell moved the vestry approve the minutes of the November 19, 2017 meeting as distributed. Kathy Wilkinson seconded the motion, and the motion carried.
Treasurer’s Reports
The Treasurer remarked that the November financials were not sent out electronically prior to the vestry meeting, and the same will hold true for the December financials. He reviewed the November financials. (See attached.)
Vestry Acceptance Vote: Linda Snow moved the treasurer’s report be accepted as presented. Kathy Wilkinson seconded the motion and the motion carried.
Vote on Rector’s Housing Allowance for 2018
Joel Walker moved the vestry adopt the following resolution:
Whereas the Reverend Scot McComas, an ordained minister, is employed to serve St.-Martin-in-the-Fields Episcopal Church as Rector; and
Whereas St. Martin-in-the-Fields Episcopal Church does not provide a residence for its appointed ministers:
It is hereby resolved that the compensation to be paid to the Rev. Scot McComas for the calendar year 2018, and subsequent years unless amended, shall include an annual payment of $35,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
Charles Busey seconded the motion, and the motion carried.
Vote on Assistant Clergy’s Housing Allowance for 2018
Kathy Wilkinson 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; and
Whereas St. Martin-in-the-Fields Episcopal Church does not provide a residence for its appointed ministers:
It is hereby resolved that the compensation to be paid to the Rev. Susan Slaughter for the calendar year 2018, and subsequent years unless amended, shall include an annual payment of $15,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
Ike Ogbue seconded the motion, and the motion carried.
Stewardship Report
Nine of the people who pledged for 2017 but have not pledged for 2018 will be called by vestry members. As of today 115 pledge cards have been received, a total of $348,138.00 has been pledged. There are nine families that have moved away.
St. Martin’s Episcopal School
The rector announced that currently 65 students are enrolled in the school. School will resume on January 4, 2018. He thanked Gary Wilkinson for his chairmanship of the school board this year.
Diocesan Information
Our rector continues to serve on the Executive Council through the end of 2017 representing our Deanery.
Junior Warden’s Report
Junior Warden Charles Busey reported the following:
Painting of the Monument Sign: The work has been completed and looks good.
Irrigation System Update: Busey has learned that the cost of digging a water well would fall on the church alone, and the cost of the installation and continued maintenance of a well would be prohibitive. Fever United has offered to pay for the installation of a meter and changes to the sprinkler system required for them to assume full financial responsibility to maintain the fields. St. Martin’s would bear the costs of installation of the meters and water lines to maintain the water to the buildings and to the rest of the land. No final decision has been made on the matter at this time. Until a change is made, the church and Fever will continue to split the bills as is done at present. Busey will continue to work on correcting the irrigation system in the Memorial Garden and the labyrinth even after he retires as junior warden
Crumbling Parish Hall Thresholds: Busey plans to confer with Neil Rinker on the best way to correct the thresholds. It may be that doing the work in-house is the best approach.
Maintenance Shed: The maintenance shed has been cleared out and all unusable items discarded. The blank bricks for the labyrinth are currently being stored in the shed until they can be put in place for the labyrinth.
New Hot Water Heater: A new hot water heater has been installed in the closet next to the men’s bathroom in the church building.
Senior Warden’s Report
Distribution of Names for Calling: The names of the nine 2017 pledgers who have not yet pledged for 2018 were distributed among vestry members willing to make the calls.
Reception Refreshments: Senior Warden Snow reminded vestry members of the items they plan to bring for the Reception for Ayo Omoniyi’s ordination tomorrow night.
Rector’s Report
The rector announced the following:
Penner Retirement: Deacon Henry Penner is retiring and the weekend of January 13-14 will be his last day in the pulpit at St. Martin’s. He will continue to serve as a chaplain at Baylor-Grapevine Hospital. A reception honoring Penner will be held following the 10:30 service on January 14.
Organist/Choir Director Update: Jim Bedell is playing the robo-organ for both the 5 PM Saturday service and 8:30 AM Sunday service. A prelude is played before each of these services. The Vestry Person in Charge at those 2 services is instructed to make the announcements following the prelude. A search committee is being formed to search for an organist/choir director. Marianna Folger has graciously agreed to serve in that capacity at the 10:30 service in the interim.
Candidates for Vestry Election: The following eight individuals are running for 3 year vestry terms: Christopher DeClerk, Sharon Dudek, Keen Haynes, Ed McGlaston, Christopher Mullaney, Ike Ogbue, Becky Snell and Garrison Sutton. Elections will be held at the Parish Annual Meeting, January 28, 2018.
Adjournment and Closing Prayer
The meeting adjourned at 3:10 PM with prayer by Linda Seeber
 
Respectfully submitted,
Glenda Morehead
Clerk
 

Vestry Minutes – October 15, 2017

by Alan Bentrup | Jan 23, 2018 | News, Vestry Updates

St. Martin-in-the-Fields Vestry Meeting

October 15, 2017
Present: Norma Barbier, Jim Bedell, Jack Bolerjack, Mary Beth Butler, Courtney Mullaney, Linda Seeber, Linda Snow, Joel Walker, Kathy Wilkinson; Scot McComas, Rector; DJ Mitchell, Treasurer.
Not present: Charles Busey, Ike Ogbue, Nancy Wieden, Glenda Morehead, Clerk.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, October 15, 2017 in the East Parish Hall.  The meeting opened with prayer by the Rector at 12:15 PM.
Consideration of Minutes
Jim Bedell moved the vestry approve the minutes of the September 24, 2017 meeting as distributed. Kathy Wilkinson seconded the motion, and the motion carried.
Treasurer’s Reports
The Treasurer reviewed the August monthly financial reports.  (See attached.)
Vestry Acceptance Vote: Joel Walker moved the treasurer’s report be accepted as presented. Jim Bedell seconded the motion, and the motion carried.
Consideration of Trunk or Treat Fundraiser for Youth Ministry
Kathy Wilkinson moved that the vestry accept the proceeds of the Trunk or Treat fundraiser (scheduled for October 29) for youth ministry. Courtney Mullaney seconded the motion, and the motion carried.
Stewardship Report
The rector will pick up a large pledge return progress chart this week to display in the narthex starting October 21. He encouraged all vestry members to return their pledge cards as soon as possible.
It was suggested and agreed for the sake of security that pledge cards received in the offering should be placed in the safe, and not in the Clerk’s box (as previously instructed).
Ministry Liaison Reports
Due to late submissions of reports and the absence of the Clerk, reports will be considered at the November meeting.
St. Martin’s Episcopal School
The rector announced that currently 64 students are enrolled in the school. He noted a trend in public education to offer kindergarten and pre-K, which may affect the future of St. Martin’s School. According to the National Association of Independent Schools (NAIS), private school enrollment is down 41% across the U.S.
Diocesan Information
Diocesan Convention: Diocesan Convention 2017 will be held November 10 – 11 at the Cleburne Convention Center. November 10 schedule is 1 pm to 9 pm. November 11 schedule is 8:30 am to approximately 4 pm.
Omoniyi Ordination: A date has been set for Ayo Omoniyi’s Ordination to the Vocational Diaconate. It will be Monday, December 18 at 7:00 pm at St. Martin-in-the-Fields.
Junior Warden’s Report
Delivered by Rev. Scot McComas on behalf of Charles Busey.

1. Tree Trimming: Trees were trimmed and a large tree that had rotted was removed for safety reasons.
2. Fire Inspection Report: Fire inspector has agreed that sheetrocking over the open areas in the closet in the nave (where chairs are currently stored) will satisfy the safety finding from the inspection. This will cost about $100 and will be handled by Neil Rinker.
3. Concrete Sign Painting: Neil Rinker will handle the repainting of the monument sign on Pearson Lane.
4. Leaving Flags up 24/7: This question was raised again. Charles Busey is investigating cost of lighting.

Senior Warden’s Report
The questionnaire for long-time members, which will help to prepare the 50^th Anniversary history, is nearly complete. It will be distributed before and during the pledge ingathering event on November 12.
Rector’s Report
Please note and participate in the upcoming events:
Trunk or Treat Fundraiser & Chili Cookoff, October 29
Stewardship Ingathering & Celebration, St. Martin’s Day, November 12
Adjournment and Closing Prayer
The meeting adjourned at 1:08 PM with prayer by Linda Snow.
Respectfully submitted,
Mary Beth Butler
Substitute Clerk

Vestry Minutes – September 24, 2017

by Alan Bentrup | Nov 22, 2017 | News, Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
September 24, 2017
Present:         Norma Barbier, Jim Bedell, Jack Bolerjack, Charles Busey, MaryBeth Butler, Courtney Mullaney, Ike Ogbue, Linda Seeber, Linda Snow, Joel Walker; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Nancy Wieden, Kathy Wilkinson.
Also present: Max Tiemann.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, September 24, 2017 in the East Parish Hall.  The meeting opened with prayer by the Rector at 12:38 PM.
Eagle Scout Project Update
Max Tiemann returned to the vestry to give an update on his proposed Eagle Scout Project. He brought with him a drawing giving further information on the location, layout and design of the walkway he plans to build to the labyrinth. The walkway will be approximately 23 feet long and forty inches (five bricks) in width. Ten square yards of top soil have been delivered and will be used to provide the base for the walkway. More can be delivered if needed. St. Martin’s is providing the top soil for the project. Tiemann plans to complete the project in two days with the help of other scouts. He will begin his approved fundraising activities immediately, and will be making announcements at all services for the month of October. He will contact the parish administrator to ensure that announcements of the fundraiser are included in all bulletins and weekly electronic sendings to the parish. He sees October 21 as the earliest possible day to begin the work with completion on October 28. Ron Hitchcock envisions decorative plantings along the sides of the walkway and the labyrinth once all the construction is complete.
Consideration of Minutes
Ike Ogbue moved the vestry approve the minutes of the August 27, 2017 as distributed. MaryBeth Butler seconded the motion, and the motion carried. Courtney Mullaney moved the vestry approve the minutes of the September 10, 2017 minutes as distributed. Jim Bedell seconded the motion and the motion carried.
Treasurer’s Reports
The Treasurer reviewed the August monthly financial reports.  (See attached.)
Vestry Acceptance Vote: MaryBeth Butler moved the treasurer’s report be accepted as presented. Courtney Mullaney seconded the motion, and the motion carried.
Rector’s Housing Allowance Change
Due to an increase in costs the rector has asked that his housing allowance be increased. Linda Snow moved the vestry adopt the following resolution:
Whereas the Reverend Scot McComas, an ordained minister, is employed to serve St.-Martin-in-the-Fields Episcopal Church as Rector; and
Whereas St. Martin-in-the-Fields Episcopal Church does not provide a residence for its appointed ministers:
It is hereby resolved that effective immediately the compensation to be paid to the Rev. Scot McComas and continuing for subsequent years unless amended, shall include an annual payment of $35,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
Jim Bedell seconded the motion and the motion carried.
Stewardship Report
The stewardship campaign began this weekend as parishioners began picking up their pledge cards. Some pledge cards have already been returned. More information will be forthcoming as the campaign progresses toward celebration day on St. Martin’s Day November 12.
Recycling Research Update
Norma Barbier presented the results of her research on recycling in City of Southlake. All recycling in Southlake is done through Republic Services as is trash collection, and the billing for such services comes directly from Republic. More information is needed on what materials are recyclable, the size of containers, frequency of collection, etc, so a decision on the matter will take place at a later date. Since St. Martin’s is committed to recycling as much as feasible, education of the parish to that effect will be undertaken immediately.
St. Martin’s Episcopal School
The rector announced that currently 65 students are enrolled in the school – five new students. One teacher has found it necessary to leave, but creative rearranging of the classrooms has meant that no new teacher was needed. He stated that the school director and her staff are to be commended for their efforts in this regard.
Diocesan Information
Diocesan Convention 2017 will be held November 10 – 11 at the Cleburne Convention Center. Delegate Kathy Wilkinson cannot attend, so alternate Christopher DeClerk will be taking her place; Susan Kleinwechter also cannot attend. At this time it is not known who will attend in her place. Both Scot McComas and Joel Walker are running for election to the Standing Committee.
Junior Warden’s Report
Lighting for the Flags: There have been suggestions that St. Martin’s flags be flown 24 hours a day. To do so they would have to be lighted between sundown and sunrise. Junior Warden Busey stated that more investigation is needed as to the types of lighting available, which would be best for the flagpole location and the costs involved. In the meantime the flags will continue to be raised and lowered as is the current practice.
New Sprinkler Stations:  New shrubs on the property require the installation of additional sprinkler stations to water the shrubs. Total cost is not known at this point, but the funding will come out of regular Building and Ground maintenance.
Issues Reported in Recent Fire Inspection: The recent fire inspection revealed some problems that need to be corrected. While some of the problems are simple regular maintenance, making the large storage closet under the narthex stairs fireproof may be more costly and require additional funding. More investigation is need as to the necessary remedy and cost. Busey will provide more information when he has investigated possible options.. Vestry member planned to look at the area involved following the vestry meeting.
Senior Warden’s Report
Nothing new to report. No report given.
Rector’s Report
Nothing new to report. No report given.
Household Items on Hand
Courtney Mullaney reported that Becky Snell is responsible for the items given for the Refugees in TX Program, and would like to receive information on what should be done with the items collected. The rector will investigate the matter and inform Snell on the results.
Announcements / Upcoming Events
Rise against Hunger 10 AM – 1 PM  September 30
Ministry Liaison Reports – October 15 (Due to Clerk October 9)
Stewardship Ingathering and Celebration– St. Martin’s Day, November 12
Adjournment and Closing Prayer
The meeting adjourned at 2:28 PM with prayer by Jim Bedell.
 
Respectfully submitted,
Glenda Morehead, Clerk
Please note:  Next regular vestry meeting Sunday, October 15, 2017, 12:15 PM, East parish Hall.