by Alan Bentrup | Sep 25, 2017 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
August 27, 2017
Present: Norma Barbier, Jim Bedell, Jack Bolerjack, Charles Busey, MaryBeth Butler, Courtney Mullaney, Ike Ogbue, Linda Seeber, Linda Snow, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Joel Walker, Kathy Wilkinson.
Also present: Max Tiemann.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, August 27, 2017 in the East Parish Hall. The meeting opened with prayer by the Rector at 12:38 PM.
Eagle Scout Project Presentation and Vote
Max Tiemann, a member of St. Martin’s, came before the vestry to present his Eagle Scout Project proposal. He wants to build a walkway to the labyrinth using the bricks purchased for that purpose. The labyrinth is to be wheelchair accessible which will require construction of a ramp from ground level to the slab on which the labyrinth exists. His initial plans include a dirt base for the ramp which will be approximately 22 feet long and 36 inches wide. He believes that other Boy Scouts will help with the prep work. Charles Busey and Ike Ogbue will oversee the project to ensure it provides the best result. MaryBeth Butler moved the vestry approve Tiemann’s request for a St. Martin’s fundraiser for his Eagle Scout Project once his plans are finalized. Jim Bedell seconded the motion, and the motion carried. He is to return to present his completed plans for the project at the September 24, 2017, meeting.
Consideration of Minutes
Jack Bolerjack moved the vestry approve the minutes of the July 16, 2017 meeting as distributed. Linda Snow seconded the motion, and the motion carried.
Treasurer’s Reports
The Treasurer reviewed the July monthly financial reports. (See attached.) He remarked that if the current trend continues, St. Martin’s will end the year with a surplus. At this point the financials are better than historically for mid August.
Vestry Acceptance Vote: Jack Bolerjack moved the treasurer’s report be accepted as presented. Jim Bedell seconded the motion, and the motion carried.
Budget Committee Announced
The following individuals will serve as the Budget Committee to prepare the 2018 budget for St. Martin’s: the Senior Warden, the Junior Warden, the Treasurer, the Chair of the School Board, the Rector and the Financial Manager.
Financial Manager Announced
The rector announced that Albert Alvarez has accepted the position of Financial Manager of St. Martin’s. He is a retired state auditor. His starting date is September 11.
Stewardship Report
Stewardship Chair Ike Ogbue presented the image of the 2017 fall stewardship campaign. The theme for the year is Rooted in Faith – Growing & Giving. Pledge packets will be prepared for all who have given to St. Martin’s in the past year. The rector thanked all members of the committee – Ike Ogbue, Linda Snow and Glenda Morehead.
St. Martin’s Episcopal School
The rector announced that currently 60 students are enrolled for the fall term. All private schools in the area are being impacted by the inclusion of preschool programs in the public schools, causing a dip in enrollment for private schools.
Diocesan Information
Endorsement of Ayo Omoniyi: Ike Ogbue moved the vestry endorse the ordination of Ayo Omoniyi to the permanent diaconate and sign the necessary letter to the bishop to that effect. MaryBeth Butler seconded the motion, and the motion carried. The letter was signed by the rector and all vestry members, attested to by the clerk and will be forwarded to the bishop. Scheduling of Omoniyi’s ordination will depend on the bishop’s calendar.
Diocesan Convention 2017: The convention will be held November 10 – 11 at the Cleburne Convention Center. Registration fees will be paid by the church for all delegates representing St. Martin’s. Hotel costs for anyone electing to spend the night will be at the expense of the individual.
Junior Warden’s Report
Playground Update: Junior Warden Busey announced that his grandchildren, Neil Rinker and the Mullaney family helped him with completion of the work on playground phase 1.
Water Well Update: Busey has spoken with 3 water well companies and prices to complete a water well range between $38,000.00 and $40,000.00. In addition to the cost of the well itself there are related costs that must be considered: A well house must be constructed to house the well equipment at a cost of around $5,000.00. A 22 voltage line must be run to power the equipment at a cost of around $2.000.00. An irrigation company must be contracted to attach the lines from the well to the current sprinkler system at a cost of around $1,000.00 – $1,2000.00. He expects that the total additional costs will run around $10,000.00. If for any reason it is determined that a water well is not an option reconsideration will be given to new water meters.
Sprinkler System Update: Busey has tuned up and repaired pipes and repaired and reset sprinkler heads on the sprinkler system.
Senior Warden’s Report
Photo Directories Coming: The photo directories should be coming to the church office in the next couple of weeks and will be available for distribution to those who are to receive them after that time.
Fiftieth Anniversary Celebration Plans Update: The 50th anniversary celebration of our parish will occur on January 18, 2020. A “coffee table book” is being planned to commemorate the first 50 years of St. Martin-in-the-Fields Episcopal Church. It is to include stories, statistics through the years and acknowledgement of the involvement by those who have impacted the life of St. Martin’s. The memorial gift books will also be on display for the celebration.
Rector’s Report
Reducing the Carbon Footprint of St. Martin’s: The rector asked all vestry members to ponder ways to reduce our energy usage. The school director has been instructed to check all rooms to ensure that all thermostats are reset to the recommended levels at the end of the school day. Norma Barbier will look into the options for pickup of recyclables. The current practice is to ask volunteers to take recyclable materials home with them and include those items in their own recycling.
Committee Chair Appointed: Norma Barbier has been appointed chair of the Lay Ministry Committee for Megan Grant.
Large Print Prayerbooks
MaryBeth Butler has ordered two large print copies of the Book of Common Prayer to see if they might be a useful tool for some worshipers with vision problems.
Announcements / Upcoming Events
Stewardship Campaign Kickoff – September 9-10
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 Jack Bolerjack.
Respectfully submitted,
Glenda Morehead, Clerk
Please note: Next regular vestry meeting Sunday, September 24, 2017, 12:15 PM, East parish Hall.
by Alan Bentrup | Aug 29, 2017 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
July 16, 2017
Present: Jack Bolerjack, Charles Busey, MaryBeth Butler, Ike Ogbue, Linda Seeber, Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Norma Barbier, Jim Bedell, and Courtney Mullaney.
Also present: Gil Kleinwechter
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, July 16, 2017 in the East Parish Hall. The meeting opened with prayer by the Rector at 12:25 PM.
Presentation on Stained Glass Windows for the Church Room
At the request of some vestry members Gill Kleinwechter is looking at the possibility of creating stained glass enclosures for the side windows of the church room (the nave) much like those he made for the narthex and those he has been asked to create for the choir loft. He gave information on the framing and installation process required. He is in the process of creating an overall theme for the windows and is accepting ideas for theme and individual windows from various sources. No vote was taken, but vestry members agreed they are interested in having Kleinwechter return with further information on the matter at a future meeting.
Consideration of Minutes
Kathy Wilkinson moved the minutes of the June 25, 2017 be approved as distributed. Joel Walker seconded the motion, and the motion carried.
Bylaws Being Prepared
DJ Mitchell announced that several months of diligent searches have found no previous or current bylaws for St. Martin-in-the-Fields Episcopal Church. That being the case new bylaws must be created. Mitchell is in charge of preparing new bylaws in the proper form and bringing them to the next vestry meeting. The vestry must approve proposed bylaws in order for them to become effective.
Financial Matters
Baird Update: Treasurer DJ Mitchell reported that information has come that for bookkeeping purposes our two funds with Baird – Capital Funds and Endowment Fund – must be placed in separate accounts. As capital gains and interest are recorded for each fund, that can be done only if they are in two different accounts. Baird does not charge a fee for any accounts St. Martin’s has with them.
Financials Reviewed and Approved: Mitchell reviewed the monthly financial reports and his notes relating thereto. (See attached.) Joel Walker moved the financials be accepted as presented. Nancy Wieden seconded the motion, and the motion carried.
Salary Increase Approved: A review of employee duties and compensation has shown that since becoming employed by St. Martin’s, Amy Pirk has consistently started on and worked to develop and improve more programs that were originally planned. Such dedication should be appropriately compensated. Ike Ogbue moved that beginning August 1 and continuing through the balance of 2017 Amy Pirk’s salary be increased $300.00 per month. Kathy Wilkinson seconded the motion, and the motion carried.
Historian File Cabinet Purchase Approved: Linda Snow reported that in the search to find a fire proof file cabinet of the size needed to preserve important church documents, she has determined that the amount budgeted for the purpose ($1,000.00) is not sufficient. Jack Bolerjack moved the vestry approve the purchase of the fire proof file cabinet as described and direct the Financial Manager to determine the source of the necessary additional funds for the purchase. Kathy Wilkinson seconded the motion, and the motion carried.
Financial Manager Resigns: Kristen Kosla announced that she will be leaving her position at St. Martin’s to re-enter the corporate world. Although she has enjoyed the relationship she has had with St. Martin’s and the flexibility the part-time structure has provided her and her family, circumstances have changed. She has been offered a wonderful opportunity for a full-time position and has accepted. Her last day at St. Martin’s will be July 25. She was given a round of applause and thanks for her service.
Financial Manager Candidate Search Begins: The rector stated that Sue Mitchell and Jan Rees have agreed to cover the duties of the financial office during the transition period. Diana Panther has agreed to head the search for a new Financial Manager once more and has already begun reaching out through her contacts. Kristen Kosla has provided Panther an updated job description for the position.
St. Martin’s Episcopal School
Fifty nine students are enrolled for the fall term. Extended care 2 – 4 PM will be offered on Tuesdays and Fridays of each school week.
Diocesan Information
Nothing new to report. No report submitted.
Junior Warden’s Report
Labyrinth Update: Jr. Warden Charles Busey reported that the concrete base of the labyrinth is in place, and the stencil work will probably be done by mid September. A possible Eagle Scout Project to work on completion of the labyrinth area will be presented at a vestry meeting in the near future.
Water Usage Update: Busey discovered that Fever United had turned on the sprinklers that cover the fields and they were scheduled to run 3 times every week, whether the fields needed water or not. Fever has refunded 90% of St. Martin’s water bills and will continue that policy into the future. Busey has been advised that the most cost effective long-term solution for water usage would be to dig a water well for irrigation purposes only. Water for the buildings would continue to be supplied through City of Southlake. Cost of digging a water well would be around $35,000.00 plus the necessary fees and permits from the City.. Officers of Fever United have expressed interest in covering a portion of that cost. Busey will be soliciting 3 bids for the well and will report back to the vestry on the matter.
Playground Update: Borders have been ordered and will be put into place after which pea gravel will be spread. The work is to be finished by the time school starts.
Update on School Building Doors: The surface on the newly installed doors on the west side of the building is already peeling and the doors themselves are rusting. Vortex, the company contracted for the doors and their installation, agrees that both the doors and the installation were not as contracted. Vortex has ordered replacement doors from the manufacturer and will install and paint them as soon as possible.
Senior Warden’s Report
Photo Directory Update: Sr. Warden Linda Snow stated that the photo directory is almost ready and should be available by the end of August.
VPiC Instructions: The VPiC instructions need to be updated showing all the thermostat locations and settings. The clerk will send out new instruction sheets to vestry members and Anika will replace the laminated copies that are kept on her office door.
Coffee Hour Responsibilities: Snow reviewed the instructions for those serving as hosts for the coffee hour following the 10:30 service. In the future doughnut holes will be served, rather than whole doughnuts to cut down on waste.
Rector’s Report
Book Discussion: The rector led the vestry in a discussion of the book “Who Moved My Cheese.”
Announcements / Upcoming Events
Audit of 2016 Financial Records – July 22 9 AM
Adjournment and Closing Prayer
The meeting adjourned at 2:10 PM with prayer by MaryBeth Butler
Respectfully submitted,
Glenda Morehead, Clerk
Please note: Next regular vestry meeting Sunday, august 27, 2017, 12:15 PM, East parish Hall.
by Alan Bentrup | Aug 29, 2017 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
June 25, 2017
Present: Jim Bedell, Jack Bolerjack, Charles Busey, MaryBeth Butler, Courtney Mullaney, Ike Ogbue, Linda Seeber, Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Norma Barbier.
Also present: Jim Hazel, Ron Hitchcock
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, June 25, 2017 in the East Parish Hall. The meeting opened with prayer by the Rector at 12:25 PM.
Endowment Presentation
Jim Hazel of Baird Investments gave a recap of the performance of St. Martin’s funds that are currently invested with Baird, reminding the high rate of return on our investment should not be expected to continue. The market fluctuates, and is high at this time. He has extensive experience assisting non-profits with setting up endowments. Because of the complications associated with setting up a Foundation, his experience has shown that the best route for an investing entity particularly in the beginning is to set up Endowment Funds. The change from Fund to Foundation can come if or when experience with the matter seems to warrant it. A Foundation has a separate board of governors, its own bylaws, etc. A Fund remains under the direction of the vestry, the board governing the parish. Frequently the day to day oversight of the Fund is handled by a subcommittee of the vestry, which reports to and makes recommendations to the vestry. Hazel offered his help to St. Martin’s in the preliminary work to set up an Endowment, much as he did in setting up our Capital Campaign Fund investment.
Endowment Committee Formed: A committee will meet with Jim Hazel to formulate recommendations for the vestry for setting up an endowment for St. Martin’s, and report back to the vestry at the September vestry meeting. The following will serve as the committee to work with Jim Hazel: Scot McComas, DJ Mitchell, Linda Snow, Jack Bolerjack. Anyone who wishes to make suggestions to the committee should contact Jim Hazel or DJ Mitchell.
Labyrinth Update and Vote
Ron Hitchcock reported that he has received a new bid from SolCrete for construction of St. Martin’s labyrinth as previously approved by vestry vote. (See attached bid and the vestry minutes of May 28, 2017.) Courtney Mullaney moved the vestry approve the use of up to $1,985.97 from the temporarily restricted Eagle Scout Fund as needed to complete the project. Jack Bolerjack seconded the motion, and the motion carried.
Consideration of Minutes
Kathy Wilkinson moved the minutes of the May 28, 2017 vestry meeting be approved as distributed. Linda Seeber seconded the motion, and the motion carried.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports including his notes. (See attached.) He explained the process by which he makes his conclusions as to projections on income and expenses. He reminded the vestry that a vestry has the power to vote to use monies in Temporarily Restricted Funds for a purpose other than that designated in their titles. When the vestry votes to do so, the tr funds are used first, the general fund for any remaining balance.
St. Martin’s Episcopal School
Fifty five students are currently enrolled for the fall term.
Diocesan Information
The written reports are attached and made a part of these minutes.
Junior Warden’s Report
New West-Facing Doors on the School Building: Jr. Warden Charles Busey announced that the new doors are keyed the same as the outside doors on the office area of the church building. He recommended that all church leaders who need access to both buildings check their current keys to ensure they work on all doors. If not, new keys are available for their use.
Water Meter Update: Busey has discovered that more research is needed regarding the current water lines before any changes are made and new water meters installed. He plans to provide further information at the July meeting.
Playground Update: Neil Rinker will put in the new border in the next few weeks. Pea gravel will be used as the playground base which will be at the depth required by the licensing entity. All the work is to be completed by the time school starts again in August.
Senior Warden’s Report
The Senior Warden had nothing new to report.
Rector’s Report
Memorial Garden Committee Appointed: The rector announced that he has appointed the following members of the Memorial Garden Committee – Cathy Tolliver, chair, Charles Busey, MaryBeth Butler, Rich Lantz, Sue Mitchell, Becky Snell, and himself. The committee will research to create a proposed fee schedule for vestry consideration.
Columbarium Agreement Approved: In the vestry discussion regarding the proposed columbarium agreement it was pointed out that some of the wording caused confusion as to the physical location of St. Martin’s property. MaryBeth Butler moved the columbarium agreement – with the necessary wording changes to show the physical property location as Southlake, TX – be approved by the vestry. Nancy Wieden seconded the motion, and the motion carried. The rector stated he will see that the agreement wording is changed as required.
Eagle Scout Projects: Both Max Tiemann and Alex Pradhan are interested in doing Eagle Scout projects for St. Martin’s. Tiemann is considering constructing the walkway to the labyrinth using the bricks purchased for that purpose. Pradhan has no specific project in mind at this time and requests suggestions from vestry members. Neither one is ready yet to make a formal presentation for consideration by the vestry. Jack Bolerjack will act as vestry liaison to either or both of the young men as they work to reach the Eagle Scout Project milestone.
Announcements / Upcoming Events
Audit of 2016 Financial Records – July 22 9 AM
The meeting adjourned at 2:45 PM with prayer by Ike Ogbue.
Respectfully submitted,
Glenda Morehead
Clerk
Please note: Next regular vestry meeting Sunday, july 16, 2017, 12:15 PM, East parish Hall.
by Alan Bentrup | Aug 29, 2017 | News, Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
May 28, 2017
Present: Norma Barbier, Jim Bedell, Jack Bolerjack, Charles Busey, Ike Ogbue, Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: MaryBeth Butler, Courtney Mullaney, and Linda Seeber.
Also present: Ron Hitchcock.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, May 28, 2017 in the East Parish Hall. The meeting opened with prayer by the Rector at 12:25 PM.
Labyrinth Presentation
Ron Hitchcock, chair of the Labyrinth Committee, reviewed the history of the efforts to create a labyrinth for St. Martin-in-the-Fields Episcopal Church. He brought with him the documents previously provided as to size, sources of funding and the bid from the contractor selected to install the labyrinth. (See the attached copy of his documents.) On February 28, 2016 the vestry approved the construction of the labyrinth at the front of the property. Information received from City of Southlake subsequent to that time indicated that the process to obtain the necessary construction permit would be extremely involved and expensive. Hitchcock came today to request vestry approval to move the labyrinth to a location east of the slab already in place and north of the playground. He has determined that construction of a concrete slab requires no permit. He still plans to use bricks purchased by members and friends of St. Martin’s as a walkway from the school building to the labyrinth. Joel Walker moved the vestry approve the location of the labyrinth east of the concrete slab current in place and north of the playground, with cost of construction and sources of funding to remain as approved by the vestry on February 28, 2016. Charles Busey seconded the motion, and the motion carried.
Consideration of Minutes
Minutes of the April 23, 2017 meeting were approved as distributed.
Treasurer’s Report
Acceptance of Treasurer’s Report: The Treasurer reviewed the monthly financial reports. (See attached.) Kathy Wilkinson moved the treasurer’s report be accepted as presented. Jack Bolerjack seconded the motion, and the motion carried.
Transfer from Seminarian’s Fund: Linda Snow moved $120.00 from the Seminarians Fund be transferred to Corrie Cabes as recommended by the treasurer. Nancy Wieden seconded the motion, and the motion carried.
Preliminary Results on School Fundraiser: The rector announced that the preliminary income information on the April 29 fundraiser for the school is as follows: gross income – about $5600.00, net income – about $5100.00. More complete information will be available at the June vestry meeting.
Junior Warden’s Report
Door Replacement on School Building: Jr. Warden Charles Busey reported that the new doors will be installed on the west side of the school building June 5 and 6.
Update on Gutters: The gutters on the buildings have been repaired and sealed by Neil Rinker. Cost of the work is covered in the buildings and grounds maintenance budget.
Water Meter Replacement: Busey has consulted with City of Southlake to learn ways in which our water and sewage usage costs might be reduced. He learned that water meters that service buildings are billed sewer charges while those that provide irrigation only are not billed for sewer charges – it is assumed the water soaks into the earth rather than travelling through sewer lines. St. Martin’s currently has 1 water meter with a 2 ½” line that serves the entire property. City of Southlake recommends replacement of that meter with 3 separate meters – one that serves the buildings, one that serves the grounds used only by the church and one that serves the soccer fields – all utilizing 1” lines. Replacement of one meter would be done at no charge. Each other meter would cost $6,000.00. Fever United will be asked to assume the cost of one of the meters as a part of their ongoing commitment to support St. Martin’s and to maintain the soccer fields. Since one meter will be replaced at no charge, Charles Busey moved the vestry approve the plan as presented with the $6,000.00 cost of one meter to come from the Emergency Reserve Fund. Jim Bedell seconded the motion, and the motion carried.
Vote on Playground Update: The School Board has voted to recommend that up to $4,700.00 be approved by the vestry for phase 1 of work to update the playground – the items necessary to bring the playground into compliance with the requirements of the licensing authority. Busey has investigated the matter and provided the following figures as to the expected costs of each part in phase one: $1700.00 for borders, $1300.00 for fill, $600.00 for labor, $300.00 for equipment rental – a total of $3,900.00 Charles Busey moved the vestry approve up to $4,700.00 from school funds to bring the playground into compliance with the requirements of the licensing authority. Kathy Wilkinson seconded the motion, and the motion carried.
Dumpster Enclosure: The enclosure surrounding the trash dumpster needs to be replaced. Neil Rinker will construct a new enclosure.
St. Martin’s Episcopal School
The written reports are attached and made a part of these minutes.
Vote on Extended Care Program: Jack Bolerjack moved the vestry approve the extended care program for St. Martin’s School as outlined by Director Serin Stanford. Ike Ogbue seconded the motion, and the motion carried.
Diocesan Information
The written report is attached and made a part of these minutes.
Senior Warden’s Report
The written report is attached and made a part of these minutes.
Stained Glass Hangings for Windows: Senior Warden Linda Snow has received information that Gil Kleinwechter has offered to make stained glass hanging units for the side windows along the church room (the nave) similar to those he created for the lobby (narthex) west windows. Snow plans to discuss the matter with Kleinwechter and hopes to have him come to discuss his ideas with the vestry either in July or August.
Rector’s Report
The written report is attached and made a part of these minutes.
Announcements / Upcoming Events
Vacation Bible School – June 12 – 16 9 AM – 12 PM
Fever Soccer Camp – June 19 -23 9 AM – 12 PM
Audit of 2016 Financial Records – July 22 9 AM
The meeting adjourned at 2:35 PM with prayer by Ike Ogbue.
Respectfully submitted,
Glenda Morehead, Clerk
Please note: Next regular vestry meeting Sunday, June 25, 2017, 12:15 pm, east parish hall.
by Alan Bentrup | Aug 29, 2017 | News, Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
April 23, 2017
Present: Norma Barbier, Jim Bedell, Jack Bolerjack, Charles Busey, Courtney Mullaney, Ike Ogbue, Linda Seeber, Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: MaryBeth Butler.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, April 23, 2017, at 12:15 PM in the East Parish Hall. The meeting opened with prayer by the Rector.
Approval of Minutes
Joel Walker moved the minutes of the March 19 meeting be approved as distributed. Jim Bedell seconded the motion, and the motion carried. Kathy Wilkinson moved the minutes of the March 25 meeting be approved as distributed. Jim Bedell seconded the motion, and the motion carried. Kathy Wilkinson moved the minutes of the April 9 meeting be approved as distributed. Jim Bedell seconded the motion, and the motion carried.
Treasurer’s Report
Treasurer’s Report Accepted: The Treasurer reviewed the monthly financial reports. (See attached.) Joel Walker moved the treasurer’s report be accepted as presented. Jim Bedell seconded the motion, and the motion carried.
Votes on Budget Changes: At the recommendation of the Treasurer the following motions were passed:
Joel Walker moved that the Organist/Music Director and the Supply Organist budget line items be combined. Ike Ogbue seconded the motion, and the motion carried.
Courtney Mullaney moved that the expense category in the budget called “YM Mission Trip” and the category called “Youth Mission Trip” in the Temporarily Restricted Fund Activity and Balances report be changed to “YM Mission and EYE Conference Trips.” Ike Ogbue seconded the motion, and the motion carried.
The Treasurer announced that a report will be presented at the May meeting regarding funding for the replacement of the gutters as recommended by the Jr. Warden. He also announced that the clergy benevolence funds will be combined into one account.
Audit Date to Be Changed: The rector stated that the audit of St. Martin’s previous year financials needs to be done in July. The report of the Auditing Committee must be prepared in time to be approved by the vestry at a vestry meeting before it is forwarded to the diocese by the canonical deadline of September 1. Selection of Auditing Committee members will begin shortly.
Endowment Consideration: Consideration is being given to setting up an endowment fund for St. Martin’s. Our financial advisor, Jim Hazel, has previously offered the assistance of his team when St. Martin’s is ready to proceed. DJ Mitchell will contact Hazel with the idea of inviting him to come and speak to the vestry in that regard in the very near future.
St. Martin’s Episcopal School
The written report is attached and made a part of these minutes.
Diocesan Information
The written report is attached and made a part of these minutes.
Racial Reconciliation Training Update: The times for the Racial Reconciliation training on May 12 – 13 are not available at this time. The training will take place at St. Luke’s in the Meadow Episcopal Church. The training is strongly recommended for all those in church leadership positions.
Bishop to Move: The bishop will be moving his residence to Abilene sometime in the future.
Vestry Ministry Liaison Reports
The written reports of the vestry liaisons to the following ministries are attached and made a part of these minutes:
Adult Education Ministries, Children’s Ministry, Communications Committee, Hospitality, Outreach, Pastoral Care, Worship Committee, and Youth Ministry.
Junior Warden’s Report
Replacement of School Building Doors: Jr. Warden Charles Busey recommends acceptance of the bid from Vortex for replacement of the doors on the west side of the building with the change of clear glass windows rather than the mirror glass listed on the current proposal. Linda Snow moved the vestry approve acceptance of the Vortex bid with uniform doors including clear glass windows on the west side of the school building at a cost not to exceed $5.000.00, funding to come from the Emergency Fund. Jim Bedell seconded the motion, and the motion carried.
Playground Changes: School Director Serin Stanford submitted a proposal with suggestions on options to redo the base and borders on the playground (see attached). Charles Busey, Neil Rinker and Norma Barbier will assist in researching the matter and provide recommendations on how to proceed with any changes.
Resolution of Thanks for the Soccer Field Enclosure: Charles Busey moved the vestry adopt the following resolution:
On behalf of St. Martin-in-the-Fields Episcopal Church the Vestry wishes to express our profound gratitude to Constance and Willard Smith and Fever United for the gift of the enclosure which now surrounds our fields. The enclosure is a symbol of the commitment of us all to preserve the fields not only for use by those who come today but all those in the future. We thank you.
Kathy Wilkinson seconded the motion, and the motion carried.
Senior Warden’s Report
The written report is attached and made a part of these minutes.
Newcomers Dinner: A newcomers dinner is currently on the church calendar in May. The vestry discussed the matter and decided instead to honor those new to the church in parish-wide gatherings during the year. The dinner currently listed on the church calendar will be removed.
Rector’s Report
The written report is attached and made a part of these minutes.
The meeting adjourned at 2 PM with prayer by Joel Walker.
April 2017 Monthly Written Reports
St. Martin’s Episcopal School
School Report: enrollment for next year: 50. Current enrollment: 72. – Scot McComas
Episcopal Diocese of Fort Worth
The Presiding Bishop of the Episcopal Church came into our diocese for a visit on April 6, 7, and 8. On Friday, April 7, he had meetings with the clergy and laity of the diocese. That day finished with a fund-raiser held at Colonial Country Club. Saturday concluded with a mass at University Christian Church which was attended by many people from around the diocese. – Joel Walker
Senior Warden’s Report April 2017
I have not brought up CPR class to Anika due to how busy she is during the Easter Season, but I will talk to her this week. The pictorial directory is moving along well. We filled up the first three days we had for pictures, May4th – 7th. So we have 2 new days May 12th and 13th If you know anyone who has not signed up please encourage them to sign up the more we have the more complete our directory will be. – Linda Snow
Rector’s Report
Rector Report: none, still looking for Outreach Chair. – Scot McComas
Adult Education Ministries
EfM – Education for Ministry Classes have been going on primarily according to schedule. The addition of two fourth-year students from another community has made this possible. Both those students will have completed the course in June. In the upcoming year (September 2017) there will be a need to find at least 2 other students, as the remaining group will have 1 second year, 1 third year, and 2 fourth students. Recruiting will need to be done to fill spaces for first, second, and/or third year students.
Wednesday Morning Study – The Group finished a study of the book “Falling Upward” by Richard Rohr, and followed that with a series of recorded presentations on subjects from the book. The group will be starting a new book on April 26.
Worship Committee
Worship committee has not had another meeting since the last one that I had reported on. Organist Search Committee, an organist has been hired on a part time basis (to worship services on Sunday morning and a Wednesday evening Rehearsal. That is all to report. – Jim Bedell
Outreach
Since January/Interim Chairman: Scot McComas – Need lay chairman
Well water: Raised $3000.00 for ERD/Clean Water, 3/5 of a well, 6-week campaign
Refugee ministry: Soon to publish household items for refugee apartment. Will be a sign-up for what you have or can donate on short notice. Church cannot accept or store items. Will be a delivery from you on a short notice.
4Saints Food Pantry: On-going project /specific items only…see sheet in Narthex for needs.
Rise Against Hunger: Meal packaging…10,000+ meals coming up September 30th/10:00 a.m.
UGM: personal items/on-going project.
Nancy Wieden / Outreach Liaison
Youth report
Youth ministry at St. Martin’s is a vibrant part of this church. Strong support from parents and parish will help youth ministry continue to flourish. Sunday School and monthly Sunday Funday events will be on break during summer months. It would be helpful for there to be an organized attempt to notify parents of the plan for transition and a way to keep youth engaged and strong kick-off in August/September if the plan is not to have a youth minister over the summer.
Corrie says: It has been a joy to serve the youth of this parish and I am grateful for the support from this church to help build a strong youth program. I pray that God will send a creative, energetic and loving youth minister to bring youth ministry to new heights.
Here are some events going on during summer months:
The Episcopal Youth Event (EYE17) is coming!This international youth event is held every three years and it’s a chance for teens to experience amazing worship and workshops created especially to feed young people’s faith. Teens come back transformed and ready to serve God in the world.This summer we will be sending 4 teens and one adult mentor to join teens and mentors from Trinity Episcopal Church. EYE17 will take place on the campus of the University of Central Oklahoma in Edmond, OK on July 10-14. *Support needed: prayer for our youth and adult mentors
City Week will be held on June 26-29 at Union Gospel Mission of Tarrant County. This intergenerational mission trip invites teens ages 12 years through adult to be a part of the rhythms of daily life at UGM. Volunteers get a chance to cook and serve food, lead chapel and work on meaningful projects that give them a sense of the complexity of homelessness. An information meeting will be held on Wednesday, May 3 from 6:30 pm – 8 pm in the school building. Rhonda Ackley is the point person for this week. *Support needed: prayer, adults who can carpool, adults who can serve as daily mentors for teens.
Service Sunday will offer a transition meeting on Sunday, April 30 at 12 pm in the school building. This ministry needs a strong, organized leader to take over–is there someone in Outreach to lead? *Support needed: prayer, volunteers to take over small parts of the ministry and continued donations.
SURPRISE GOING AWAY PARTIES!! After the 10:30 service on May 14th, we will have cake and the congregation will have an opportunity to tell her goodbye. But we know the heart of Corrie is with her youth so we want to give them an opportunity to celebrate with her. Corrie is aware of this event.
Youth potluck–will be at the 5:00 Saturday service on May 13th and we would love for all the youth to join her with their families and later come together for a pot luck dinner in the parish hall. *Both events are being coorindated by Amy Pirk and Mary Anderson
Transition Plan: Committee formed for identifying new youth minister. First interview this Sunday at same time as vestry meeting. –
April 2017 Children’s Ministry Report from Amy Pirk
Here’s what is what’s going on this quarter:
First up we have “Maker Fun Factory” vacation bible school, June 12-16 from 9:00-12:00 pm. The theme this year is centered around sharing the message with kids that God created each of them for a purpose! How great is that?! We are preparing to host 100 VBS participants: 20 preschoolers and 80 elementary school children. Registration for the event is open and going strong, both on the participant side and the volunteer side, with many returning participants and volunteers from last year’s event returning. On the volunteer side of things, I am happy to report that all the crucial station leader positions are filled. What I am looking for now are more crew leaders (crew leaders travel with a group of five throughout the course of each VBS day, providing a calm presence, and keeping kids on task). I am needing 15 people to complete the crew leader roster. That said, I am not worried whatsoever that I will get these positions filled in the coming weeks.
You have asked me to specifically identity what Vestry can do to support children’s ministry, and the answer to that is simple: volunteer! If anyone on Vestry would like to volunteer to serve at Maker Fun Factory, they can register to do so HERE. I love to see Vestry members support our events with their physical presence. In addition to the need for crew leaders, I also need bodies in the kitchen to help prepare snacks for hungry kids.
The second big event for the summer is a Family Fun Day to be hosted by the DeClerk family July 23 from 2-5 pm. This will be a pool party and promises to be great fun for all to enjoy.
The last day of Sunday School is May 21 and we will be having an end of the year party to celebrate. I will be asking parents to provide a dish to share and we will have some games and crafts for children to enjoy as they remember their year spent learning that when you love God, and serve others, you change the world. Amen.
Summer Sunday Chapel will begin May 28 in the east parish hall. Here kids will gather together to learn about the love of Jesus through interactive lessons, music, and crafts. Teens will be invited in each week to help.
One final mention: As an extension of my ministry, I started Band of Moms. The idea behind my starting this ministry was that when moms take time out to be with other moms–when they take time to nurture themselves with the company of other moms, when they take time to reflect in prayer, then children ultimately benefit. Band of Moms is going strong with 12-15 members regularly attending the twice a month meetings. We have both parish moms attending, as well as school moms.
That about sums it up! I am happy to answer and questions you might have. I look forward to a wonderful summer with the kids! God’s blessings to you, – Courtney Mullaney
Communications Committee Report – Mary Beth Butler / April 23, 2017
The Communications committee consists of Chuck Ambrose (Chair), Mary Beth Butler (Vestry liaison), Brooke Casey, Susan Kleinwechter (Communications Director), Carl Snow, Linda Snow, and Rev. Scot McComas. This committee meets on the Second Sunday of each month following the 10:30 service (around 12:15). It has been decided to delay the meeting start until 12:45 to allow members to participate in Service Sunday activities.
The committee is or has been working on the following initiatives:
New website: The committee has worked for several months on a new look and feel for the St. Martin’s website. Care has been taken to ensure that our branding is conveyed in this, as in all our output. The launch of the new site is planned for early May. Development site is stmartinkeller.org.
Office phone service: The office phone and internet service has been reviewed, extensively researched, and replaced by Charter Spectrum Business. This is faster service at a better price. With the internet equipment change, we have a new staff network and a guest network.
Social media guidelines: It was discussed and agreed that these were not needed. The diocese has guidelines, and the committee members believe we are in compliance.
Business card welcome items: These are in process and are intended for members to carry and distribute to friends and community members to share about St. Martin’s.
Photo directory: The church will work with Lifetouch on a photo directory. Linda Snow is in charge of the effort and will be assisted by Mev Matulevich. Photos will be taken May 4-7 at the church, with a possible additional weekend for overflow. Volunteers are needed to assist with sign-up and at the photography event.
New Cameras to record/livestream services: These are under consideration.
Respectfully Submitted,
Mary Beth Butler
Hospitality Liaison report/April 2017 – Linda Seeber/Sharon Payne
The hospitality team is in good shape with the guidance of Sharon Payne and her team. A few more volunteers are needed for bread delivery, especially on the 2nd Sunday of the month. Greeters for 10 am service have been changed from 4 people to 2. There seems to be a lot of congestion at the entrance to the church and the ushers can be back up if needed to help.
Respectfully,
Linda R. Seeber, Hospitality Liaison
Pastoral Care
E-Prayer Group Almost every day – and sometimes more than once a day – a prayer request is received from a member or an extended church member, or from the church office or clergy, for someone in need of healing, travel safety, for the departed, etc. These are sent on to the people who have requested to be on our e-prayer mailing list. If I have a problem I can always count on getting help from Susan Kleinwechter – Flo Lowrey
Al-Anon The Al-Anon group is doing well, meeting every Sunday at 4 PM. There are regulars in attendance and many newcomers. I feel we are a service to the community in helping families of alcoholics and families of those suffering from drug addiction. Evie Larimore
Prayer Shawl Ministry The Prayer Shawl Ministry is alive and well. Since January 1, we have donated 20 Prayer Shawls to those that are in need of comfort. We have taken on an additional project—that of crocheting mats for the homeless. The mats are made from repurposing plastic bags. It is a worthwhile and rewarding endeavor. Any donations of plastic bags would be greatly appreciated. Kathy Wilkinson
Quiet Committee QC is very blessed to have incredible members with caregiver’s hearts who are always right there to help out when needed. Currently we have about 20 members and we are always looking for new people to help.
We continue to provide meals for those church families in need of a home-cooked meal and we have helped with food for three large funeral receptions in the past year. Occasionally our committee can become overrun with requests during a certain time period. In an effort to not burn people out, we occasionally find it necessary to supplement by buying food using our budgeted funds. Thanks to the Vestry for budgeting those funds.
The leadership of Quiet Committee will be in transition very soon. After serving as the ministry head for many, many, (many) years, I am retiring from QC at the end of March. It has been my absolute pleasure to serve as head of this ministry…an absolute joy to work with the members. I know that there is someone who will volunteer to head this committee very soon and they will do an incredible job. Thank you, Kathy and thanks to the Vestry and to Father Scot for your continued support of this important ministry. – Kathy Watson
Driving Circle No report
Daughters of the King No report
Hope Group No report
Respectfully Submitted, Kathy Wilkinson
