by Alan Bentrup | Dec 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
August 21, 2016
Present: Jim Bedell, Charles Busey, Gil Kleinwechter, Elizabeth Mason, Courtney Mullaney, Ike Ogbue, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden, Kathy Wilkinson: Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Jack Bolerjack.
Also present: Linda and Richard Seeber.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, August 21, 2016, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Rector.
Donation of Kitchen Items
Linda Seeber came before the vestry to request the vestry approve the donation of place settings of dishes, flatware and glasses to Refugee Services of Texas. The place settings of the items would be placed in boxes, four settings per box and stored at the home of Becky Snell. They would be delivered to RST clients when needed to assist in setting up their households. Elizabeth Mason moved the vestry approve donation of the items as proposed. Linda Snow seconded the motion, and the motion carried.
Consideration of Minutes
Kathy Wilkinson moved the minutes of the July 17, 2016 meeting be approved as distributed. Jim Bedell seconded the motion, and the motion carried.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports for July, 2016, which are attached and made a part of these minutes. Courtney Mullaney moved the reports be accepted as presented. Jim Bedell seconded the motion, and the motion carried. Treasurer Mitchell stated that in September using only the expense side of the budget he will begin to create the expense side for the 2017 budget. With the assistance of Jim Hazel of Baird Investments he also plans to provide a list of ways church members can bequeath all or part of their estates to their church.
St. Martin’s Episcopal School
The rector reported that enrollment for the fall term currently stands at 74 students. Cindy James has resigned as director of the school and Serin Stanford has been hired to take her place. Other changes to the school staff are Jennifer Thompson, Carol Moroney and Melissa Solomon.
Junior Wardens’ Report
Sign Replacements: Jr Warden Busey reported that all the signs around the fields have been redone at a cost of only $245.00.
Fire Inspection: The Fire Marshall inspected all the buildings and provided a list of items needing correction. Most items were minor problems and either have been addressed or will be corrected shortly. The major item she cited is the necessity for maximum occupancy capacity signs which must be visible on the walls of the church room and both parish halls. The signs are to be in place within sixty days. The jr. warden will determine the maximum occupancy for the various rooms, so that the needed signs can be installed.
Vote to Accept Picnic Benches: Nancy Wieden wishes to provide picnic benches for the use of St. Martin’s. The wood benches would be convertible to use as picnic tables and would be finished by Neill Rinker. Gil Kleinwechter moved the vestry vote to accept the gift of the picnic benches as proposed. Cyndy Sulots seconded the motion, and the motion carried.
Senior Warden’s Report
Anti Virus Protection: Initial set up will take place on Tuesday to monitor the computers of both church and school. Protection from viruses will begin as soon as the monitoring is in place.
Vestry Nominees: Senior Warden Kleinwechter asked that all vestry members whose terms will end with the annual meeting January 2017 begin now to seek out replacements for themselves for the vestry. Frequently those asked need time to consider accepting such responsibility.
Vestry Christmas Party: The senior warden invited all vestry members, the clerk and treasurer and all their spouses to a Christmas Party at the Kleinwechter home on December 3 after the 5 PM service. More information will be available closer to the date.
Naming of Halls, Buildings and Rooms: There are a variety of names used for the various halls, rooms and buildings at St. Martin’s. Information about where to go for gatherings and events is difficult when there is no consistency as to the names used. In an effort to provide clarity the vestry is being asked by the Communications Committee to determine what names are to be used in all announcements and communications going forward. Linda Snow provided background on some of the persons whose names have been suggested. (The list is attached.) The senior warden asked all vestry members to research, consider and determine what names they believe should be used and come prepared to vote on the matter at the September meeting. Vestry members may solicit suggestions from others not members of the vestry.
Rector’s Report
Worship Service Appointments: The rector announced that Deneice Woods was installed as verger for St. Martin’s on July 31. Joe Panther has been appointed director of the acolytes.
Stewardship Chair: The rector has appointed John Wieden to head the Stewardship Campaign in fall 2016. Ike Ogbue will act as liaison to the stewardship chair. Pledge cards for 2017 will blessed at all services the weekend of November 5 – 6.
Newcomers Dinner: Paula Maddon, who heads the Radical Hospitality and Newcomers Committee, has announced that the next party for newcomers to St. Martin’s will be held at 6 PM on October 1. All vestry members are expected to attend. The main course will be provided, and vestry members with last names beginning A – M are asked to provide appetizers (and a 6-pack of beer if they wish); those with last names N – Z are asked to provide desserts (and a bottle of wine.) The church ministries to be highlighted during the evening will be announced later. Childcare will be provided.
Honoring the Military: At all services November 12 and 13 the military members and veterans present at the services and their spouses will be honored and receive a special blessing.
Ordination of Lisa Nielson: Lisa Nielson will be ordained to the priesthood on October 22, 2016 at 11 AM in the Episcopal Diocese of Texas at St. Thomas Episcopal Church, College Station. The rector will be out of town and cannot attend. Gil Kleinwechter and Joel will act as presenters for Nielson on behalf of St. Martin’s.
Artists in our Community: On a quarterly basis St. Martin’s will be holding an event highlighting an artist in our local community. The events will take place the second Saturday of September, December, March and June from 6 to 8 PM. Beverages and cheese will be served and those attending will have the opportunity to meet the artist being highlighted, see examples of the person’s art and hear his or her story. The first such event will be held September 10 and will highlight Rhonda Ackley, whose medium is clay.
Vestry Acceptance of Audit Committee Report
Joel Walker moved the vestry accept the Audit Committee Report (copy attached) and that it be forwarded to the diocesan treasurer as required by canon. Jim Bedell seconded the motion, and the motion carried.
Vestry Vote to Change Credit Card Authorized Users
Jim Bedell moved that the vestry adopt the following resolution:
Whereas Cindy James has resigned as director of St. Martin’s Episcopal School, and is no longer associated with St. Martin-in-the-Fields Episcopal Church
That the vestry of St. Martin-in-the-Fields Episcopal Church request removal of Cindy James, holder of credit card no.################ as an authorized cardholder on the credit card account of St. Martin-in-the-Fields Episcopal Church, and that the credit card previously issued to her be removed from the account.
And whereas Serin Stanford is now the director of St. Martin’s Episcopal School, she be added as an authorized cardholder on the account, and a credit card be issued in her name.
All previous restrictions regarding “cash back” or “cash advance” are to continue to apply.
The credit card in the name of Cindy James is to be destroyed.
Ike Ogbue seconded the motion, and the motion carried.
Upcoming Events / Announcements
Art at St. Martin’s – September 10, 6 – 8 PM
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
Vote to Adjourn and Closing Prayer
Courtney Mullaney moved the meeting be adjourned. Jim Bedell seconded the motion, and the motion carried. The meeting adjourned at 1:55.PM with prayer by Elizabeth Mason.
Respectfully submitted,
Glenda Morehead
Clerk
by Alan Bentrup | Dec 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
July 17, 2016
Present: Jim Bedell, Jack Bolerjack, Charles Busey, Gil Kleinwechter, Elizabeth Mason, Courtney Mullaney , Ike Ogbue, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden, Kathy Wilkinson: Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, May 17, 2015, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Rector.
Consideration of Minutes
Jack Bolerjack moved the minutes of the June 26, 2016, meeting be approved as corrected. Jim Bedell seconded the motion, and the motion carried.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports and drew vestry members’ attention to his notes attached to the reports. The reports and notes are attached and made a part of these minutes. Jack Bolerjack moved the vestry accept the reports and notes as presented. Cyndy Sulots seconded the motion, and the motion carried.
Resolution to Establish a Credit Card Account
Courtney Mullaney moved the adoption of the following resolution:
That the vestry of St. Martin-in-the-Fields Episcopal Church request the establishment of a credit card account with a cumulative credit limit of $13,000.00, St. Martin-in-the-Fields Episcopal Church to be the responsible party. Credit cards issued on such account are to be in the names of the following persons:
- Scot McComas
- Anika Barbarito
- Corrie Cabes
- Cindy James
- Amy Pirk.
No authorization is given for any “cash back” or “cash advance” to any cardholder.
Joel Walker seconded the motion, and the motion carried.
St. Martin’s Episcopal School
The rector reported that there are currently 69 students enrolled for the fall term. It is expected that enrollment will increase as the time for school opening comes closer.
Deanery to Meet
Joel Walker announced that Fort Worth East Deanery will meet at St. Luke’s in the Meadow Monday, July 25 at 7 PM. All delegates and alternates are expected to attend.
Junior Wardens’ Report
Bids for Cabinet Construction: Jr. Warden Busey reported that some maintenance projects have been completed in preparation for the fall. Additional cabinets are still needed in the educational building. He will solicit the necessary three bids for the vestry to consider.
Signage on the Fields: The signs on the fields need to be replaced with more durable signs and the wording on the signs needs to be consistent.
Senior Warden’s Report
Vote on Computer Security: Other consultants the senior warden has contacted have endorsed the package presented by Computer CPR, and the prices quoted by others are equivalent. He then assessed what is the most pressing need and determined that the answer is virus protection and regular back-ups of work. The rector stated that all staff have been instructed to back up their work at the end of every work day. Gil Kleinwechter moved the vestry approve contracting Computer CPR to manage virus protection of St. Martin’s computers – including an initial set up fee – with a cost of $7.00 per computer per month following set-up. Jim Bedell seconded the motion, and the motion carried.
Update on Gymnasium: Constance Smith remains very focused on the possibility of Fever’s being able to help achieve the construction of a gymnasium at St. Martin’s. No details are available at this time.
Firearms Open Carry Information: In speaking with law enforcement experts the senior warden has learned that the policy previously adopted by St. Martin-in-the-Fields Episcopal Church is in compliance with state law. No changes in the policy are needed. Firearms are not welcome on the campus.
Vote on and Signing of Letter of Support for Lisa Nielson
Cyndy Sulots moved the vestry vote to support Lisa Nielson for ordination to the priesthood and sign the necessary letter of support. . Elizabeth Mason seconded the motion, and the motion carried. The completed letter of support will be forwarded to the bishop and commission on ministry of the diocese.
Upcoming Events / Announcements
Audit of St. Martin’s 2015 Financial Records – July 30
Outreach Grant Application Deadline July 31
Audit Report Accepted and Forwarded to Diocese by September 1
Stop Hunger Now – September 24
Festival in the Fields October 15
Ministry Liaison Reports – October 16
Now What – Buildings for a New Tomorrow – October 28
Vote to Adjourn and Closing Prayer
Charles Busey moved the meeting be adjourned. Nancy Wieden seconded the motion, and the motion carried. The meeting adjourned at 1:45 PM with prayer by Courtney Mullaney.
Respectfully submitted,
Glenda Morehead
Clerk
by Alan Bentrup | Dec 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
November 20, 2016
Present: Jim Bedell, Jack Bolerjack, Charles Busey, Gil Kleinwechter, Courtney Mullaney, Ike Ogbue, Linda Snow, Cyndy Sulots, Joel Walker, Kathy Wilkinson: Scot McComas, Rector; Glenda Morehead, Clerk.
Not present: Elizabeth Mason, Nancy Wieden; DJ Mitchell, Treasurer.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, November 20, 2016, in the East Parish Hall. The meeting opened at 12:35 PM with prayer by the Rector.
Consideration of Minutes
Kathy Wilkinson moved that the minutes of the October 16, 2016, meeting be approved as distributed. Jim Bedell seconded the motion, and the motion carried.
Treasurer’s Report
In the absence of the Treasurer Senior Warden Gil Kleinwechter presented the monthly financial reports. (See attached.) Joel Walker moved the treasurer’s report be accepted as presented. Linda Snow seconded the motion, and the motion carried.
Prayer Shawl Ministry Fund Established: Gil Kleinwechter moved the vestry approve the establishment of a Prayer Shawl Fund to receive contributions to the Prayer Shawl Ministry. Joel Walker seconded the motion, and the motion carried.
First Draft of the Budget for 2017: Kleinwechter stated that the first draft of the budget for St. Martin’s for 2017 is now ready and will be sent out to vestry members shortly after this meeting. He reminded vestry members that this is just the first of probably several drafts.
Stewardship Report
Gil Kleinwechter reported that the Stewardship Campaign this year is tracking well with that of last year. Up to this weekend 87 pledges have been received, six of which are new. The total pledged to date is $324,719.00.
St. Martin’s Episcopal School
School enrollment currently stands at 69 students. Director Serin Stanford is working to make the administration of the school run smoother. There are no plans to raise tuition for the school for Fall 2017.
Diocesan Information
2016 Convention: Joel Walker reported on the convention of the Episcopal Diocese of Fort Worth held November 11 and 12 at All Saints School, Fort Worth.
Location not ADA Compliant: One concern that came out of the convention was that the location was not compliant with American with Disabilities Act (ADA) requirements for accessibility to all rooms used for the convention. The matter will be a part of the Convention Wrap-Up Meeting when it is held.
Elections: Chris Jambor is the new clergy member of the Standing Committee and Amy Haynie is president of the Standing Committee. Scot McComas is a clergy deputy to General Convention.
Racial Reconciliation: A resolution was passed at the convention to require 13 hours of Racial Reconciliation training for all persons in leadership roles in parishes. A diocesan trainer will come to every parish to conduct the training.
Junior Wardens’ Report
Jr. Warden Busey reported the following:
Parking Lot Striping: It has been learned that Ken Pritchett, a member of St. Martin’s has a company that stripes parking lots around our area. Busey will be talking with him about our needs.
Tree Pruning: Pruning of trees and shrubs around our property may be delayed until Spring 2017. Early Spring is the best time to prune plants in our area.
Replacement of Education Building Doors: Bids for replacement of the doors are to be available for consideration at the December meeting.
Senior Warden’s Report
Outreach Committee: As interim chair of the committee Senior Warden Kleinwechter reported that the committee is looking at all its programs and is hoping to up the budget for Outreach in 2017. Many programs will stand as they are today, some may be changed.
Support for Those on the Ordination Journey: The Diocese wants every church to pay $1,000.00 toward the education expenses of each of its members in seminary each semester. The 2017 budget needs to include that for Corrie Cabes for the fall semester 2017. Money may also be needed for the required psychological testing of Ayo Omoniyi.
Senior Warden-Elect
First Aid Kit Upkeep: Senior Warden-Elect Linda Snow is restocking the large first aid kits in both the church and education building. It appears that the restocking may be an ongoing need. Apparently supplies in the kits are used for non first aid needs at times.
AED and First Aid Instructions Needed: Snow will be scheduling instructions on use of the Automated External Defibrillator (AED) and how to administer first aid in an emergency for all vestry, ushers and others needing training. She stated that ideally every person responsible for providing help in an emergency can do so calmly no matter what the circumstances.
Rector’s Report
Festival in the Fields: The rector thanked everyone who took part in the Festival. The weather cooperated, and the day provided a wonderful time out for those who attended. The many hours of planning and work necessary were exhausting for those responsible, however. Serious examination will be involved to determine what changes need to be made if the event is to continue. In its current form the event requires too much from those involved. Clarity of purpose will be the first step in the examination.
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. He asked that vestry members forward names of any nominees to him.
Service Animal Request: ADA rulings on service animals specifically exempt places of worship from the requirements to allow service animals to be present. St. Martin’s does want to be welcoming to everyone, however. The person who plans to bring her service animal to services has presented documentation that the dog is fully trained and certified. The rector will contact the owner to see what suggestions she has to ease accommodations for the animal in church services.
Scrip Program Discussion
Joel Walker reported that he has been asked by several members of the parish to express their upset over the vestry decision to discontinue the Scrip Program at the recommendation of the Auditing Committee. Although the program in its current form will be phased out, investigation will be undertaken after the first of the year to determine if it can be re-instituted in some other form. Courtney Mullaney will begin the investigation by contacting other members of the Auditing Committee to ascertain what recommendations they might have to make the program more fiscally compliant.
Upcoming Events / Announcements
December Regular Meeting – December 18, 2016.
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 3:05 PM with prayer by Gil Kleinwechter.
Respectfully submitted,
Glenda Morehead
Clerk
by Alan Bentrup | Dec 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
October 16, 2016
Present: Jack Bolerjack, Charles Busey, Gil Kleinwechter, Courtney Mullaney , Ike Ogbue, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden: Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Jim Bedell, Elizabeth Mason, Kathy Wilkinson.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, October 16, 2016, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Rector.
Consideration of Minutes
Gil Kleinwechter moved that the minutes of the September 18, 2016, meeting be approved as distributed. Linda Snow seconded the motion, and the motion carried.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports. (See attached.) Joel Walker moved the treasurer’s report be accepted as presented. Ike Ogbue seconded the motion, and the motion carried. Treasurer Mitchell stated that he will have a draft budget available for the November meeting.
Stewardship Report
Stewardship minutes are being presented at every church service. Church ministries are also being highlighted to give parishioners insight as to some of the work that is funded by their giving. Next week the Youth Mission Trip program will be highlighted. Celebration Sunday will be November 6 with a Potluck Luncheon following the 10:30 AM service. Calls will be made in January to any contributors who have not yet pledged for 2017.
St. Martin’s Episcopal School
School enrollment currently stands at 70 students. Departure of some students was caused by the students being accepted into public school programs.
Vestry Vote on New School Software Program: The school administration staff has requested that the purchase of the Childcare Manager Software Program be included in the budget for 2017. (Copy of the proposal attached.) Charles Busey moved the vestry approve inclusion of the program costs as presented be included in the 2017 budget as requested. Courtney Mullaney seconded the motion, and the motion carried.
VPiC Volunteers for Special Services
Volunteers are needed to serve as Vestry Person in Charge for services Thanksgiving Day and all Christmas services. Vestry members volunteered for the services. A copy of the volunteer schedule will be provided to all vestry members and to the schedulers.
Diocesan Information
2016 Convention: The 2016 Convention of the Episcopal Diocese of Fort Worth will be held November 11 and 12 at All Saints School, Fort Worth. Convention is scheduled to open with Holy Eucharist at 4 PM Friday, with the first business session opening at 7:50 PM. Closing of convention is scheduled for 4 PM Saturday with various committee meetings to follow. Further details are available on the diocesan website.
Racial Reconciliation: Very soon the diocese will require anti-racism training for all vestry members and all in leadership roles in parishes. Currently the expectation is that 72 hours of training will be required for certification.
Ministry Liaison Reports
The quarterly Liaison Reports of the following Ministries of St. Martin’s are attached and made a part of these minutes: Adult Education, Children, Communications Committee, Outreach, Pastoral Care, Radical Hospitality, Worship, Youth. The rector thanked all vestry members for their work with the church’s ministries.
Junior Wardens’ Report
Jr. Warden Busey reported the following:
Roof Leaks Update: Efforts to to correct the recurring roof leak problems will come in 2017. Any additional costs will be included in the budget for 2017.
Water Bill Sharing: St. Martin’s has an agreement with Fever United under which Fever will pay 60% of the water bills. To date in 2016 they have paid $500.00 and planned to pay an additional $3,000.00. Fever gifted St. Martin’s with a dishwasher for the office kitchen. The rector recommended that in light of the gift they pay $2,500.00 for the water bill, and they have done so.
Replacement of Education Building Doors: Three estimates have been received on replacement of the doors, but no actual bids (resulting from on site examination by the contractors) have been produced yet. If the bids are provided in time, the matter will be considered at the November vestry meeting.
Senior Warden’s Report
Stop Hunger Now: Senior Warden Kleinwechter thanked all vestry members and church leaders who took part in St. Martin’s’ first participation in this program. There was a large group who participated, and those who did are asking that it be a part of the Outreach programs for 2017.
Gymnasium Update: When he met with the potential donors they expressed concerns with dealing with City of Southlake. He was able to lessen their concerns by explaining that the church has plans that include a gymnasium, and the plans have already been approved by the city. Kleinwechter hopes to continue to work toward a gymnasium when his vestry term ends.
Labyrinth Bricks Moved: Gil and Mark Kleinwechter have moved all the labyrinth bricks inside the fenced area of St. Martin’s property. The vestry thanked them for their work.
First Aid Kit Upkeep: It has been learned that there is no regular oversight over the first aid kits in either building to ensure that each contains the recommended supplies. Linda Snow took on the responsibility of first aid kit upkeep.
Rector’s Report
Memorial Garden Fall Beautification: The rector thanked Cathy Tolliver and her eight volunteers for their work to keep the Memorial Garden a place of remembrance, peace and beauty.
Nominees for Vestry Election 2017: At the called vestry meeting following the Annual Meeting on January 31, 2016, Jim Bedell volunteered to serve out the last year of Bob Bess’s vacant term on the vestry. That term ends with the Annual Meeting 2017. Bedell has agreed to run for a full three-year term. The rector reminded vestry members that Bedell’s willingness to serve again means that only three other nominees are needed. He asked that vestry members forward names of any nominees to him.
VPiC Duty Changes: The list of duties of Vestry Person in Charge at the various services has changed. He will review the current list to ensure that it is updated and currently correct. The updated list will be provided to vestry members as soon as possible.
Rector on Vacation: The rector will be on vacation October 17 through October 29. He plans to be with his mother in Florida. He can still be reached by email and text. He asked for prayers for his mother, Mary, who will undergo surgery while he’s there.
Upcoming Events / Announcements
Ordination of Lisa Nielson as Priest – October 22, St. Thomas Episcopal Church, College Station
Now What – Buildings for a New Tomorrow – October 28
Commitment Sunday and Celebration Pot Luck – November 6
Diocesan Convention – November 11and 12, All Saints School
St. Martin’s Feast Day Weekend – November 12 and 13
Honoring Military and Spouses – November 12 and 13, all services
Parish Annual Meeting – January 29, 2017 12:15 PM.
Vote to Adjourn and Closing Prayer
The meeting adjourned at 2 PM with prayer by Linda Snow.
Respectfully submitted,
Glenda Morehead
Clerk
by Alan Bentrup | Dec 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
June 26, 2016
Present: Jim Bedell, Jack Bolerjack, Charles Busey, Gil Kleinwechter, Courtney Mullaney, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden, Kathy Wilkinson: Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Elizabeth Mason, Ike Ogbue.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, June 26, 2016 in the East Parish Hall. The meeting opened at 12:23 pm with prayer by the Rector.
Consideration of Minutes
Kathy Wilkinson moved the vestry approve the minutes of the May 15, 2016 vestry meeting as distribued. Linda Snow seconded the motion, and the motion carried. Joel Walker moved the vestry approve the minutes of the June 5 called meeting as distributed. Cyndy Sulots seconded the motion, and the motion carried.
Treasurer’s Report
May Financials Accepted: The Treasurer reviewed the monthly financial reports. (See attached.) He remarked that they show that the school financials are in good shape at present. He will provide projections for financial expectations through the end of 2016 at the July meeting. Courtney Mullaney moved the vestry accept the financial reports as presented. Jack Bolerjack seconded the motion, and the motion carried.
Memorial Garden Maintenance Funding: The treasurer reported that undesignated monies totaling $1450.00 are available for use on the Memorial Garden. Cyndy Sulots moved the vestry approve usage of Memorial Garden Funds up to a total of $1450.00 for maintenance of the Memorial Garden. When or if maintenance over and above that total is needed, a vote by the vestry will be required. Jim Bedell seconded the motion, and the motion carried.
Festival in the Fields Line of Credit: Kathy Wilkinson reviewed the projected budget for the October Festival in the Fields. (See attached.) Jack Bolerjack moved the vestry approve a line of credit for the Festival of up to $2000.00, funding to come under the Hospitality budget line. Cyndy Sulots seconded the motion, and the motion carried.
Rector’s Sabbatical Funding Plans: The rector provided information on the sabbatical after each five years of service that is one of the provisions in his letter of agreement with St. Martin’s. This is commonplace in letters of agreement for rectors across the church. The parish must provide time and funding for such sabbatical. Since he came to St. Martin’s in 2015, his first sabbatical will be due in 2020. The treasurer is compiling information on the Five Year Budget he will present at a later time and will include the rector’s sabbatical in that budgeting as well as the annual budgets.
St. Martin’s Episcopal School
The rector announced that 66 students are now enrolled for the fall term. As the opening of school draws closer, it is expected that the number will be larger. No traditional kindergarten classes will be offered this year; instead there will be transitional kindergarten for children who would benefit from that environment. The school board meets Tuesday evening.
Diocesan Information
Joel Walker, a member of the Standing Committee of the diocese, reported that Bishop Mayer will be on his sabbatical July 1 through October 31. In his absence his various duties will be covered by the standing committee, the canon to the ordinary and the assistant bishops.
Junior Warden’s Report
Junior Warden Busey announced that the overflow drain on the church building over the door to the office area is stopped up again and needs to be cleaned out and the air conditioner in the parish hall kitchen is not working. There are also other small routine maintenance jobs that need to be addressed.
Senior Warden’s Report
Thank Yous: Senior Warden Kleinwechter reiterated the recognition and thanks to volunteers in his written report which is attached and made a part of these minutes.
Computer Security Proposal: Discussion of the matter will be deferred to the July meeting; he is still soliciting specific information and cost breakdowns from vendors.
Rector’s Report
Audit Committee: The rector announced Paula Jefferson, CPA and member of St. Martin’s, has agreed to chair the 2016 Audit Committee. He has asked her to appoint the other members of her committee. The committee will be auditing St. Martin’s 2015 financial records on July 30, 2016 starting at 9:30 AM. Vestry acceptance of the audit is required before it can be forwarded to the diocese by September 1.
Continuing Education for Communications Director: $1,000.00 of money budgeted for the rector’s continuing education money has been provided to Susan Kleinwechter to attend a “Leading in a Changing Church” conference in Austin. The rector himself would have attended but, due to a family wedding, he is grateful Susan represented our church.
Upcoming Events / Announcements
Audit of 2015 Finances – July 30
Outreach Grant Application Deadline July 31
Audit Report Accepted and Forwarded to Diocese by September 1
Stop Hunger Now – September 24
Festival in the Fields October 15
Ministry Liaison Reports – October 16
Vote to Adjourn and Closing Prayer
Jim Bedell moved the meeting be adjourned. Kathy Wilkinson seconded the motion, and the motion carried. The meeting adjourned at 1:33 PM with prayer by Joel Walker.
Respectfully submitted,
Glenda Morehead
Clerk
May 2016 – Senior Warden Report
- Brotherhood, Hospitality and Volunteers – I want to thank these groups in particular for their continued service to St. Martins. These people have helped setup and take down at the events at St. Martins. This is usually done behind the scenes and with little fanfare. While I understand and respect their desire to not seek recognition I want thank them. They are a huge help to St. Martins and I am thankful for all of their efforts!
Admission to Postulancy – Ayo Omoniyi
