by Alan Bentrup | Feb 20, 2017 | Vestry Updates
St. Martin-in-the-Fields Episcopal Church Annual Meeting 2016
January 29, 2017
The Annual Meeting of St. Martin-in-the-Fields Episcopal Church was held January 29, 2017, in the East Parish Hall. The Rector announced there was a quorum present, then opened the meeting with prayer at 12:15 PM.
Election of the Secretary
Gil Kleinwechter moved Glenda Morehead be elected secretary to record the minutes of the meeting. Edith Bartley seconded the motion and the motion carried.
Election of Parliamentarian
Elizabeth Mason moved Glenda Morehead be elected parliamentarian for the meeting. Charles Busey seconded the motion and the motion carried.
Introduction of Current Vestry
Current Vestry members were introduced and acknowledged by a round of applause. Those whose terms end today are Jim Bedell, Gil Kleinwechter, Elizabeth Mason and Cyndy Sulots. The Rector presented the outgoing vestry members with St Martin cards. Deacon Henry Penner explained how St. Martin-in-the-Fields Episcopal Church works to exemplify the example set by our patron saint. The rector expressed his personal thanks to Gil Kleinwechter for serving as senior warden and presented him with a crystal Waterford cross to show his gratitude. He also expressed his thanks to Linda Snow for her willingness to take on the position of senior warden for the coming year.
2017 Vestry Election
The rector introduced the 3 candidates nominated for the vestry prior to today’s meeting: Jim Bedell, MaryBeth Butler, and Adam Jarrett. One seat remained to be filled. Richard Seeber nominated Linda Seeber to fill the vacant seat. Carol-Lynn Walker seconded the nomination, and the vote to add Linda Seeber to the slate of nominees was favorable. Jim Wilson moved the nominations be closed and the slate elected by acclamation. Sharon Payne seconded the motion, and the motion carried.
Introduction of Current Delegates
Those who served as St. Martin’s delegates to diocesan convention during the past year were thanked for their service with a round of applause. They were MaryBeth Butler, Susan Kleinwechter, Rebecca Snell, Linda Snow, Joel Walker, and Nancy Wieden.
2017 Delegate Election
The rector announced that the following individuals have agreed to continue as St. Martin-in-the-Fields Episcopal Church delegates to diocesan convention: MaryBeth Butler, Susan Kleinwechter, Rebecca Snell, Linda Snow, and Joel Walker. He stated that one more person is needed to complete the full complement of six delegates from St. Martin’s. Linda Snow moved Kathy Wilkinson be added to the slate of nominees for delegate. Susan Kleinwechter seconded the motion, and the motion carried. Christopher Mullaney moved the nominations be closed and the slate elected by acclamation. Joy Malmgren seconded the motion and the slate was elected.
Election of Alternate Delegates
The Rector asked for volunteers willing to serve as alternate delegates for 2017. The following persons volunteered: Christopher DeClerk, Delia Schilder, and Ann Luttrell. There being no more volunteers to come forward Sharon Payne moved the slate of volunteers be elected as alternate delegates for 2017. Jim Bedell seconded the motion and the slate was elected.
Rector’s Report
The Rector’s report was projected on the wall screen, and he highlighted parts of it. He had presented his report at every worship service this weekend, to ensure that even those not attending the meeting today would have the opportunity to receive it in person.
He also highlighted portions of the school report. He thanked Gary Wilkinson, chair, and all members of the school board and the staff of the school for their efforts on behalf of the school. He announced that parish members will have another opportunity to show their support of the school by participating in the Bingo Night School Fundraiser which will be held on April 29 beginning at 6 PM.
He thanked Corrie Cabes and Amy Pirk and all volunteers who work with the youth and children of our parish. He also thanked all the staff and clergy who serve the people of St. Martin-in-the-Fields Episcopal Church in so many ways.
Senior Warden’s Report
Senior Warden Gil Kleinwechter highlighted some aspects of his projected report. He expressed his gratitude for the opportunity to serve St. Martin’s as senior warden, and thanked all those who have been helpful to him in his work.
Junior Wardens Report
Junior Warden Charles Busey highlighted portions of his report and thanked all those – professional and volunteer – who have participated in the repair and maintenance of our buildings and their contents and our surrounding grounds.
Financial Report
Treasurer DJ Mitchell, aided by his projected reports, went over the financials for 2016.He reviewed the budget for 2017 which has been approved by the vestry. The budget shows a slight deficit, and he reminded all present of the “social contract” they have as members of St. Martin-in-the-Fields Episcopal Church – to support her as much as they can, according to their ability to contribute financially, whether by a pledge or by non pledge giving. Members were reminded also of the importance of their contributing time and talents according to their ability.
The Rector thanked DJ Mitchell, Sue Mitchell and Financial Manager Kristen Kosla for their financial work on behalf of St. Martin’s. The treasurer stated they couldn’t do their work without the volunteers who provide the information to them: Vestry members who count the collection after services, the weekday counters and Marty Hitchcock who records the income in the church management program.
Announcements and Final Remarks
Reports and Minutes on the Website: Parishioners were referred to all Annual Meeting reports for today which are published on the church website. Annual Meeting minutes will be published on the website after their approval by the vestry at their meeting on February 19, 2017. In answer to a question as to where minutes are found on the website, Communications Director Susan Kleinwechter announced they can be found under the “Resources” heading.
Vestry Meets: The vestry will meet in the Godly Play room immediately following this meeting.
Next Annual Meeting: The next Annual Meeting of St. Martin-in-the-Fields Episcopal Church will be held on January 28, 2018.
Closing Prayer
The meeting closed with prayer by the Rector at 1:16 PM
Respectively submitted,
Glenda Morehead, Secretary
by Alan Bentrup | Feb 20, 2017 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
January 22, 2017
Present: Jim Bedell, Jack Bolerjack, Charles Busey, Gil Kleinwechter, Elizabeth Mason, CourOKtney Mullaney, Ike Ogbue, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Also present: Kristen Kosla.
A special meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, January 22, 2017, in the West Parish Hall. The meeting was called for the purpose of adopting a budget for St. Martin’s for 2017. The meeting opened at 12:15 PM with prayer by the Rector.
Transfer from Garden Guild Fund Approved
Joel Walker moved that $4344.00 be moved from the Garden Guild Fund to the General Fund. Jack Bolerjack seconded the motion, and the motion carried.
2017 Budget Adopted
Joel Walker moved the vestry adopt a budget for St. Martin-in-the-Fields Episcopal Church for 2017 as it currently stands – showing a $3500.00 deficit. Cyndy Sulots seconded the motion, and the motion carried.
Thank Yous for Service
On behalf of St. Martin-in-the-Fields Episcopal Church the Rector expressed thanks to Gil Kleinwechter for his leadership as Senior Warden, to DJ Mitchell, Sue Mitchell and Kristen Kosla for their financial leadership, to Gary Wilkinson for his leadership of St. Martin’s School Board, and to all Vestry members, outgoing and continuing, for their leadership of the parish.
Donut Delivery Volunteer
The rector announced that in recent years Christi Hardy, the retiring choir director/organist has picked up the donuts for the Hospitality Hour. Cyndy Sulots reiterated her support for all those who come to St. Martin’s by volunteering to pick up the donuts every Sunday.
Upcoming Events / Announcements
Parish Annual Meeting – January 29, 2017 12:15 PM.
Called Vestry Meeting – January 29, 2017 immediately following the Parish Annual Meeting
Next Regular Vestry Meeting – February 19, 2017
Closing Prayer
The meeting adjourned at 1:45 PM with prayer by Glenda Morehead.
Respectfully submitted,
Glenda Morehead
Clerk
by Alan Bentrup | Jan 27, 2017 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
January 15, 2017
Present: Jim Bedell, Jack Bolerjack, Charles Busey, Gil Kleinwechter, Elizabeth Mason, Courtney Mullaney, Linda Snow, Cyndy Sulots, Joel Walker, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Also present: Kristen Kosla, Sue Mitchell.
Not Present: Ike Ogbue, Nancy Wieden.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, January 15, 2017, in the West Parish Hall. The meeting opened at 12:30 PM with prayer by the Rector. By general consent, the agenda was abbreviated and limited only to financial matters.
Consideration of Minutes
Kathy Wilkinson moved that the minutes of the December 18, 2016, meeting be approved as corrected. Jim Bedell seconded the motion, and the motion carried. The corrected minutes will be sent electronically to all vestry members. The minutes that are posted on the vestry board and placed into the permanent vestry file will be the corrected version.
Treasurer’s Report
December Financials Accepted: Treasurer DJ Mitchell reviewed the December 2016 financial information. Courtney Mullaney moved the treasurer’s report be accepted as presented. Cyndy Sulots seconded the motion, and the motion carried.
Vote on Gift in Honor of Bishop High’s Ordination Anniversary: Elizabeth Mason moved the vestry direct $100.00 be sent as requested in honor of the anniversary of The Rt. Rev. Rayford High’s anniversary. Joel Walker seconded the motion, and the motion carried.
Vestry Consideration of a Budget for 2017: The vestry was unable to reach a decision regarding a budget for St. Martin-in-the-Fields Episcopal Church for 2017. They will prayerfully consider the matter during the coming week and will meet in a special executive session on January 22, 2017 at 12:15 PM.
Upcoming Events / Announcements
Called Vestry Meeting – January 22, 2017, 12:15 PM
Parish Annual Meeting – January 29, 2017 12:15 PM
Called Vestry Meeting – January 29, 2017 immediately following the Parish Annual Meeting
Next Regular Vestry Meeting – February 19, 2017
Closing Prayer
The meeting adjourned at 3 PM with prayer by Elizabeth Mason.
Respectfully submitted,
Glenda Morehead
Clerk
by Alan Bentrup | Jan 26, 2017 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
December 18, 2016
Present: Jim Bedell, Jack Bolerjack, Gil Kleinwechter, Elizabeth Mason, Courtney Mullaney, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Charles Busey, Ike Ogbue.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, December 18, 2016, in the East Parish Hall. The meeting opened at 12:30 PM with prayer by the Rector.
Consideration of Minutes
Kathy Wilkinson moved that the minutes of the November 20, 2016, meeting be approved as distributed. Jim Bedell seconded the motion, and the motion carried.
Writing Strategically about the Money Gap
Susan Kleinwechter spoke to the vestry about the importance of preparing and sticking to a script when speaking or writing information for dissemination in services. Many times the messages can be difficult for newcomers and long-time members alike. The vestry can help a great deal in the effort to make messages clear by choosing their words carefully.
Treasurer’s Report
November Financials Accepted: Treasurer DJ Mitchell reviewed the November 2016 financial information. Courtney Mullaney moved the treasurer’s report be accepted as presented. Jack Bolerjack seconded the motion, and the motion carried. Mitchell also provided some pledge statistics to keep in mind when budgeting for 2017.
Vote on Assistant Clergy Housing Allowance 2017: Linda Snow 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 2017, 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.
Kathy Wilkinson seconded the motion, and the motion carried.
Vote on Rector’s Housing Allowance 2017: Courtney Mullaney 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 2017, and subsequent years unless amended, shall include an annual payment of $33,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
Joel Walker seconded the motion, and the motion carried.
Votes on Fund Transfer Recommendations from Outreach Committee:
Gil Kleinwechter moved the vestry approve moving $1000.00 from the Outreach budget to the Benevolence Fund. Elizabeth Mason seconded the motion, and the motion carried.
Gil Kleinwechter moved the vestry create a 4Saints Food Pantry temporarily restricted fund and move the remaining St. Luke’s Food Pantry funds to it. Linda Snow seconded the motion, and the motion carried.
Gil Kleinwechter moved the vestry create an ERD Water Project temporarily restricted fund and move $500.00 from the Outreach budget to it. Kathy Wilkinson seconded the motion, and the motion carried.
Gil Kleinwechter moved the vestry create a Stop Hunger Now temporarily restricted fund and move the remaining Outreach 2016 funds to it.
Gil Kleinwechter moved the vestry create an EYE Event 2017 temporarily restricted fund and move the remaining Trunk-or-Treat monies into it. Linda Snow seconded the motion, and the motion carried.
Gil Kleinwechter moved the vestry create a Seminarian temporarily restricted fund and move the remaining $500.00 Seminarian Support to that fund. Joel Walker seconded the motion, and the motion carried.
Stewardship Report
Gil Kleinwechter reported that number of pledges received to date and the resulting total pledged so far falls far short of the funds needed for the proposed 2017 budget. He and DJ Mitchell reviewed the financial numbers once again to emphasize the importance of the follow-up calls vestry members will be making. Kleinwechter asked that everyone complete their calling by Wednesday if at all possible.
St. Martin’s Episcopal School
School enrollment currently stands at 69 students. A great end-of-year program was held Thursday with Santa in attendance. Consideration will be given in the future to the possibility of providing childcare before and after school hours to reach working parents.
Diocesan Information
Convention 2017: Joel Walker reported that the next regular convention of the Diocese of Fort Worth will be held November 10-11, 2017, at the Cleburne Convention Center.
Presiding Bishop to Visit: The Most Rev. Michael Curry will be visiting the Diocese of Fort Worth Thursday, Friday and Saturday, April 6, 7, 8 , 2017. The schedule for his visit will be available at a later date.
Diocesan Bishop to Visit: The Rt. Rev. J. Scott Mayer will be at St. Martin-in-the-Fields Episcopal Church on April 2, 2017, and will be confirming and baptizing at that visit.
Executive Council to Meet: The next meeting of the Executive Council of the Diocese of Fort Worth will be January 21, 2017.
Junior Wardens’ Report
Parking Lot Striping: One bid has been received for striping St. Martin’s parking lot. Jr Warden Busey will solicit 2 more bids as required in order for the vestry to vote on the matter.
Reimbursement for Lightning Damage: Notification has been received that Church Insurance Corporation is reimbursing St. Martin’s for the recent damage caused by lightning. The actual reimbursement check will come from the diocese.
Illumination for Driveway Entrances: Options are being explored to make the driveway entrances more visible in darkness. Small reflectors are being put up on a temporary basis.
Senior Warden’s Report
No report.
Senior Warden Elect Report
No report.
Rector’s Report
Nominees for Vestry Election 2017: The rector stated that Mary Beth Butler has agreed to run for vestry as has Jim Bedell. Two other persons are needed to fill the four vacancies that must be filled by election at the Annual Meeting 2017. Some vestry members have contacted other persons who are currently considering running for vestry. He asked that vestry members forward names of any nominees to him.
Church Social Media Policy
Consideration of a Social Media Policy was referred to the Communications Committee for consideration in 2017.
Upcoming Events / Announcements
January Regular Meeting – January 15, 2017.
Parish Annual Meeting – January 29, 2017 12:15 PM.
Called Vestry Meeting – January 29, 2017 immediately following the Parish Annual Meeting
Closing Prayer
The meeting adjourned at 3:30 PM with prayer by Cyndy Sulots.
Respectfully submitted,
Glenda Morehead
Clerk
by Alan Bentrup | Dec 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
September 18, 2016
Present: Jim Bedell, Jack Bolerjack, Charles Busey, Gil Kleinwechter, Elizabeth Mason, Courtney Mullaney, Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson: Scot McComas, Rector; DJ Mitchell, Treasurer.
Not present: Ike Ogbue, Cyndy Sulots; Glenda Morehead, Clerk.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, September 18, 2016, at 12:35 PM in the East Parish Hall. The meeting opened with prayer by the Rector. In the absence of the clerk, Joel Walker acted as clerk pro tem for the meeting.
Consideration of Minutes
Jim Bedell moved the minutes of the August 21, 2016 meeting be approved as distributed. Kathy Wilkinson seconded the motion, and the motion carried.
Treasurer’s Report
Treasurer’s Report Accepted: The Treasurer reviewed the monthly financial reports and his notes on them. (See attached.) He stated that at the current rate there will be a possible shortfall of as much as $20,000.00 by end of 2016. Kathy Wilkinson moved the treasurer’s report be accepted as presented. Jim Bedell seconded the motion, and the motion carried.
Scrip Program Phase-Out: Vestry members were reminded of the analysis of the Scrip Program by the Auditing Committee which showed that an inventory of $10,000.00 produces an annual income for St. Martin’s of only $660.00, which the committee determined was not financially productive, considering the intensive work necessary from a volunteer staff. The Auditing Committee recommends purchase of no more scrip and phasing out the program over the coming months. The rector and Patricia Pannell, Director of the Scrip Program, have consulted on the matter. The recommendation of the Auditing Committee will be followed. The expectation is that the scrip program will end by year end.
Planned Giving Presentation: DJ Mitchell and Gil Kleinwechter gave information on a planned giving program for St. Martin’s. Although setting up such a program is work intensive, the benefits for the church would extend far into the future. More details will be provided later.
St. Martin’s Episcopal School
The rector reported that current enrollment at the school is 72 students. The student tracking computer program that the school has been using for many years is outdated. There are other programs that are specifically created for use by schools; research is being done as to the cost and feasibility of such a program for St. Martin’s School.
Diocesan Information
Joel Walker announced that the diocese will be reinstituting the Risk Audit program at the request of the Church Insurance Corporation. Some details of the process were presented to the standing committee at their meeting.
Junior Wardens’ Report
Roof Inspection Update: Jr. Warden Busey reported that the roof is being inspected and the cause of some of the leaks has been determined. More information will be presented as it becomes available.
Water Bills: The review of water bills from both Southlake and Keller continue to ensure there is no double billing. Investigation is also being done as to outdoor water usage on campus.
New Dishwasher: There is now a new dishwasher in the office kitchen thanks to Constance Smith of Fever United.
Senior Warden’s Report
Soccer Field Damage: Senior Warden Kleinwechter stated that discussion is ongoing with Fever United about the vandalism to the soccer fields. Both Fever and the church want to find a resolution to what appears to be a problem caused by unknown persons driving on the fields after heavy rains.
Damage to Electronic Equipment: Many pieces of electronic equipment of both the church and school were damaged by recent lightening strikes which apparently entered through the Verizon lines. Some repairs have been done, others are pending.
Gymnasium: Senior Warden Kleinwechter reported that Constance Smith, director of Fever United, continues to talk to potential donors for a gymnasium. A meeting with Smith to discuss some concerns from the donors will take place next week.
Rector’s Report
Diocesan Delegate Appointed: The rector announced that he has appointed alternate delegate Mary Beth Butler to serve as diocesan delegate in the place vacated by Gregory Anderson’s resignation. He thanked Anderson for his previous service and Butler for taking on such an important role for St. Martin’s.
Vote to Change Signers on St. Martin’s accounts with Liberty Bank
Jim Bedell moved the vestry approve the removal of the following individuals as authorized signers on the financial accounts of St. Martin-in-the-Fields Episcopal Church held with Liberty Bank:
Phyllis Bess Diana Panther
Flo Lowrey Helen Simpson
Sue Mitchell Douglas Watson
And the addition of the following as authorized signers on Liberty Bank accounts:
Kerry Angle DJ Mitchell
Jean Freitag Jeniffer Varley.
The account numbers of such accounts with the persons authorized as the signers on each are to be listed in the authorization letter written to Liberty Bank.
Kathy Wilkinson seconded the motion, and the motion carried.
Upcoming Events / Announcements
Stop Hunger Now – September 24
Newcomers Party – October 1, 6 PM
Festival in the Fields – October 15, 11 AM – 3 PM
Ministry Liaison Reports – October 16
Ordination of Lisa Nielson as Priest – October 22, St. Thomas Episcopal Church, College Station
Now What – Buildings for a New Tomorrow – October 28
Honoring Military and Spouses – November 12 and 13, all services
Adjournment and Closing Prayer
The meeting adjourned at 2:45 PM with prayer by Jim Bedell.
Respectfully submitted,
Joel Walker
Clerk, pro tem
