by Alan Bentrup | Dec 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
June 5, 2016
Present: Jim Bedell, Gil Kleinwechter, Courtney Mullaney, Ike Ogbue, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden, Kathy Wilkinson; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Jack Bolerjack, Charles Busey, Elizabeth Mason; Scot McComas, Rector; DJ Mitchell, Treasurer.
A called meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, June 5, 2015, at 12:30 PM in the chapel. The meeting was called to consider a computer security proposal that was first presented at the May 15, 2016, vestry meeting. At 12:17 PM the meeting opened with prayer by the senior warden who chaired the meeting in the absence of the rector.
Consideration of the Computer Security Proposal
At the May meeting when the proposal was first presented, there was no breakdown of costs of the various elements of the plan. The senior warden brought a revised proposal that included the requested pricing details and explained what each would mean for St. Martin’s. The proposal is attached to and made a part of these minutes. Decision on the proposal will be made at the regular vestry meeting on June 26, 2016. The finance committee will be asked to prepare a recommendation to the vestry for that meeting and the senior warden will do further research on the company providing the proposal.
Motion to Adjourn and Closing Prayer
Joel Walker moved the meeting be adjourned, Jim Bedell seconded the motion and the motion carried. The meeting closed at 12:50 PM with prayer by Gil Kleinwechter.
Respectfully submitted
Glenda Morehead
Clerk
Please note: Next regular vestry meeting Sunday, June 26, 2016, 12:30 PM, East parish Hall.
by Alan Bentrup | Dec 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
May 15, 2016
Present: Jim Bedell, Jack Bolerjack, Charles Busey, Elizabeth Mason, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell , Treasurer.
Also present: Jim Hazel of Baird Investments, Ron Hitchcock.
Not present: Gil Kleinwechter, Courtney Mullaney.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, May 15, 2016, at 12:30 PM in the West Parish Hall. The meeting opened with prayer by the Rector at 12:47 PM.
Baird Investment Presentation – Planned Giving Overview
The Rev James Hazel, Episcopal priest and Baird investment consultant, stated that although believers are charged from earliest biblical times to plan for disposition of their assets after their deaths, most churches are uncomfortable providing information and recommendations in that regard to their members. He complimented the leaders of St. Martin’s for their willingness to assist its members, from the youngest to those members most advanced in age. He provided a brief overview of some of the options available for planned giving and expressed his willingness to help in any way possible. He cautioned vestry members to remember that planned giving is a complex issue and education regarding it is not a quick process. He is available to act as the consultant to St. Martin’s in creating a plan to start the discussions with parishioners. The rector thanked him for his continuing willingness to help.
Labyrinth Update
Ron Hitchcock announced that due to the difficulties encountered from City of Southlake regarding a concrete labyrinth, he recommends creating a labyrinth without a concrete slab and increasing the size to forty-two feet. Most of the work could be done with volunteer labor, but there would be a cost for the stencil needed for the design and for an appropriate product to use for the lines. The location would remain the same. DJ Mitchell will put together the proposed financial package and they will create a construction plan and return for vestry consideration at a later date. The vestry agreed to consider the labyrinth proposal when they return.
Minutes Approved
Joel Walker moved the minutes of the March 20, 2016 vestry meeting be approved as distributed. Kathy Wilkinson seconded the motion and the motion carried. Joel Walker moved the April 17, 2016 meeting be approved as distributed. Kathy Wilkinson seconded the motion and the motion carried.
Treasurer’s Report
The Treasurer reported that pledge statements for the first quarter went out. To date there have been very few questions regarding the statements. All questions will be researched in the effort to ensure that all contributions to St. Martin’s are carefully tracked. He reviewed the monthly financial reports. (See attached.) Kathy Wilkinson moved the financial reports be accepted as presented. Cyndy Sulots seconded the motion and the motion carried.
St. Martin’s Episcopal School
Fundraiser Update: As of this date gross income from the recent school fundraiser stands at $11,272.00 with a net of $9,860.00. The rector expressed his gratitude to all who worked so tirelessly to make the event a success.
Fall Enrollment Update: Enrollment for the fall school term currently stands at sixty-one students.
Junior Warden’s Report
Church Gutters Clean: The rector praised Jr. Warden Busey who keeps the gutters of the church building cleaned out.
Tree Removal: The Bradford Pear tree at the front end of the church sidewalk broke in the recent storms, and the broken section is currently lying on the ground. The jr. warden announced that he has arranged to have the broken tree removed.
Maintenance Work Needed: The visitor sign that was displaced by the broken tree will be moved to a more convenient location. The large church sign at the front of the property is engulfed by bushes. They require frequent pruning, are unhealthy and need to be removed.
Senior Warden’s Report
The written report of the senior warden is attached and made a part of these minutes.
Rector’s Report
New Vestry Member Elected: The rector announced that Gregory Anderson has found it necessary to resign from his leadership roles at St. Martin’s including those as vestry member, co-jr. warden and diocesan delegate. Diocesan canons state that when a vestry seat is vacant the vestry has the authority to choose a replacement who serves the balance of the vestry term. Kathy Wilkinson moved the vestry elect Ike Ogbue to replace Gregory Anderson on the vestry. Elizabeth Mason seconded the motion, and the motion carried. Ogbue will serve until the parish annual meeting 2018, at which time he will be eligible for election to a full three-year term.
Computer Security Proposal: The vestry discussed the computer security proposal from Michael Young of Computer CPR. They deferred decision on the proposal until a breakdown of the necessity and cost of the various items is available.
Vote to Adjourn and Closing Prayer.
Joel Walker moved the meeting be adjourned. Jack Bolerjack seconded the motion, and the motion carried. The meeting adjourned at 2:50 PM with prayer by Cyndy Sulots.
Respectfully submitted,
Glenda Morehead
Clerk
Please note: Next regular vestry meeting Sunday, june 26, 2016 12:30 PM, East parish Hall.
May 2016 – Senior Warden Report
- Church IT Infrastructure – Susan Kleinwechter and I met with Michael (Mike) Young from Computer CPR regarding our IT infrastructure. As you know, Fr. Scot has had issues with viruses on his computer. Our computers do not have a single comprehensive security plan and our backups are minimal to non-existent. That was my assessment prior to discussing with Michael and he agrees. He has provided a proposal that I would like the vestry to review and vote upon. At a high level the proposal will secure our network, provide for regular backups and protect our PCs from viruses as much as possible. Susan and I agree that this is a smart thing to do for our church and school. The main question will be how to fund it. Since the school would benefit I would like for them to share in the cost.
- School Fundraiser – The school fundraiser was a great success. Anika and company provided a great meal and dessert. We had over 70 baskets for the silent auction! had 12 items for the live auction as well as a LOT of things to raffle. We had a good mix of people from the church as well as the school. As of the last count we had grossed $11,272 and have a net of $9,860! My thanks to Anika, Elizabeth Highsmith, the Brotherhood and all of the others that helped make it such a wonderful event.
- EYC Scavenger Hunt at Grapevine Mills Mall – I volunteered to help with the EYC scavenger hunt at Grapevine Mills Mall on April 24. It was a fun time watching the teens search for the clues over a couple of hours. I know from personal experience that it can be challenging to find activities that keep teens engaged, build friends, encourage teamwork and add a bit of God. We are blessed with a large and active youth group that is led by a Godly, dedicate person. Please take some time and thank Corrie for her hard work.
by Alan Bentrup | Dec 26, 2016 | Vestry Updates
by Alan Bentrup | Dec 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
April 17, 2016
Present: Gil Kleinwechter, Charles Busey, Gregory Anderson, Jack Bolerjack, Elizabeth Mason, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Carol-Lynn Walker, Deputy Clerk; DJ Mitchell, Treasurer.
Special Guest: The Rt. Rev. Sam Hulsey, Assistant Bishop of the Diocese of Fort Worth.
Not Present: James Bedell, Courtney Mullaney; Glenda Morehead, Clerk.
A regular meeting of the vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, April 17, 2016, at 12:30 pm in the chapel. The meeting opened with prayer by the rector.
Remarks by the Bishop
The rector introduced the bishop who then addressed the vestry. Among his remarks were the following:
- The Most Rev. Michael Curry, Presiding Bishop of the Episcopal Church, will visit the diocese in the future. The details have not been settled as yet.
- St. Martin’s has a wonderful school to be proud of.
- All our bishops are frustrated by the lawsuit.
- He asked what Bishop Mayer could do for us – there were no answers.
Vestry Ministry Liaison Reports
The rector explained our ministry liaison program.
- He asked the vestry members to introduce themselves and explain what ministries they work with.
- Each person introduced themselves and presented a brief explanation of the ministries involved (see reports submitted).
Treasurer’s Report
D J Mitchell presented the treasurer’s report. Gregory Anderson moved the report be accepted as presented. Joel Walker seconded the motion, and the motion carried.
Vote on Advances to the Benevolence Funds
The vestry had previously approved emergency transfers into the clergy benevolence funds, said transfers to be approved at the next regular meeting.
The treasurer proposed the vestry change the previous policy to allow an advance of up to two months into the clergy benevolence funds before a vestry vote is required to approve the transfers. An amendment was presented that the policy be in effect until changed or rescinded by vestry vote. Gregory Anderson moved the vestry adopt the proposed changes to the policy as amended. Kathy Wilkinson seconded the motion and the motion carried.
St. Martin’s Episcopal School
The rector presented the following information:
- Several people at Kellerfest showed interest in our school. They were provided with additional information.
- Enrollment for next year is over 55 students.
- Details for the coming school fundraiser were presented.
Jr. Wardens’ Report
The jr. wardens reported that only general maintenance items were worked on. Two of the 3 leaks have been fixed.
Senior Warden’s Report
Senior Warden Gil Kleinwechter reported that he and the Communications Director have met with Mike Young from Computer CPR to discuss our infrastructure, network and computer security, backups and other concerns. Young will be preparing a proposal for their review in the near future. After reviewing his proposal they will bring their findings and recommendations to the vestry. It is hoped that the results will be ready for the May vestry meeting.
Rector’s Report
The Rector reported on KellerFest – it was a success – see the school report.
Upcoming Events Presented:
KellerFest has been completed.
Confirmations with Bishop Hulsey have been completed.
The school fundraiser is scheduled for April 30.
- There will be no on-line auction this year.
- A list of items to be auctioned off has been sent out.
Stop Hunger Now program will be on September 24.
- 60 volunteers will be needed to make many meals.
Festival in the fields is set for Oct 15.
- The Brotherhood of St Andrews and the Daughters of the King will coordinate and present the festival.
- Kathy Wilkinson requested funding for start-up costs.
Clean Up after Coffee Hour
A discussion took place about who was to clean up after coffee hour. Vestry consensus is that clean up is the responsibility of the group or individuals responsible for hospitality that week.
Lunch and Prayer for May Meeting
Jack Bolerjack is to bring lunch for next meeting, Cyndy Sulots will do the closing prayer.
Vote to Adjourn and Closing Prayer
Kathy Wilkinson moved the meeting be adjourned. Nancy Wieden seconded the motion, and the motion carried. The meeting closed with prayer by Gil Kleinwechter.
Respectfully submitted,
Carol-Lynn Walker
Deputy Clerk
by Alan Bentrup | Dec 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
March 20, 2016
Present: Gregory Anderson, Jim Bedell, Jack Bolerjack, Charles Busey, 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.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, March 20, 2016, in the East Parish Hall. The meeting opened with prayer by the rector at 12:40 PM.
Consideration of Minutes
Gregory Anderson moved the minutes of the February 21, 2016, meeting be approved as distributed. Gil Kleinwechter seconded the motion, and the motion carried. Courtney Mullaney moved he minutes of the February 28, 2016, be approved as distributed. Jim Bedell seconded the motion, and the motion carried.
Treasurer’s Report
Treasurer DJ Mitchell reviewed the March financial reports. (See attached.) There is a new contract on the copy machine which is expected to save one cent per copy. Copier costs will continue to be monitored to determine if this is the case. Oversight of Financial Manager Kristen Kosla will continue for one month to ensure she is adequately trained. A meeting of the Finance Committee may be necessary before the April 17 vestry meeting. Gregory Anderson moved the treasurer’s reports be accepted as presented. Elizabeth Mason seconded the motion and the motion carried.
St. Martin’s Episcopal School
Enrollment for Next Fall: The rector reported that enrollment for the fall term is at 60 thus far.
School Fundraiser April 30: He distributed lists of neighboring merchants who have expressed an interest in donating items for the fundraiser. Vestry members are expected to contact these businesses and any other individuals who could donate items. Information on the items expected must be given to the parish administrator by April 9 so the booklet for the fundraiser may be printed and distributed prior to the event.
Junior Wardens’ Report
Labyrinth on Hold for the Present: Installation of St. Martin’s outdoor labyrinth has been delayed. City of Southlake is requiring more information than expected before issuing the necessary permit. The senior warden will determine if help can come from some sources outside the congregation in navigating the bureaucratic process. In addition, other options may be considered for the labyrinth installation.
Update on Building Gutters: Charles Busey has checked the rain gutters on the education building, and they remain free of leaves and debris. The rain gutter of the church appears to serve no useful purpose, except to allow accumulation of leaves and debris, resulting water cascading in unwanted areas, flooding the Memorial Garden. He plans to explore the possibility of removing the gutters from the church building.
Senior Warden’s Report
The senior warden will be emailing vestry members information on the vestry retreat at his home as the date draws nearer.
Rector’s Report
Fund Transfer Needed: There is $500.00 in the Memorial Fund that needs to be transferred to the Rector’s Benevolence Fund. Gregory Anderson moved the vestry approve the transfer of funds; Courtney Mullaney seconded the motion, and the motion carried.
Communications Position: The senior warden was excused from the meeting for this portion of the rector’s report. The rector brought for vestry consideration the Job Description for a salaried Communications Director. There were several recommendations for changes from vestry members. Gregory Anderson moved the vestry endorse the Job Description with the recommendations proposed. Kathy Wilkinson seconded the motion and the motion carried.
Having examined several other communications positions and discussed the matter with consultants, the rector announced that he is asking Susan Kleinwechter to accept the salaried position. Kleinwechter has been serving St. Martin’s as head of communications on a volunteer basis since early 2013. Vestry members concur that she is the logical choice. Funding for the position was included in the vestry-approved annual budget for 2016. Processing of the salary package will begin with the April 1, 2016 payroll with an effective date of January 1, 2016.
Upcoming Events / Announcements
Vestry Retreat April 2 – Cyndy Sulots will be unable to attend.
KellerFest April 15 – 16 – Vestry members are reminded that they previously signed up to man St. Martin’s booth.
Confirmation April 17 – The Rt. Rev. Sam Hulsey. The rector will invite Bishop Hulsey to attend the vestry meeting
Ministry Liaison Reports April 17
School Fundraiser April 30 – All vestry members are expected to take part.
Stop Hunger Now – September 24
Festival in the Fields October 15
Vote to Adjourn and Closing Prayer
Jim Bedell moved the meeting be adjourned. Nancy Wieden seconded the motion, and the motion carried. The meeting adjourned at 3:10 PM with prayer by Kathy Wilkinson.
Respectfully submitted,
Glenda Morehead
Clerk
March 2016 – Senior Warden Report
- Corrie Cabes asked to speak – Corrie was asked to speak at a meeting of the executive council of the Episcopal Church gathering in Fort Worth regarding joyful ministry (intergenerational ministry that we do at St. Martin’s). Specifically they asked her to speak on the sack lunch ministry with Union Gospel Mission. Presiding Bishop Curry was present! A report of the meeting along with a section on Corrie’s presentation can be found on the diocesan website. This is a great on so many levels. First, Corrie is a blessing for St. Martin’s. Her creativity and inclusion are helping us realize our goals for Outreach. Second, we are getting the word out. Our website, communication to our diocese and beyond are showing that we are striving to live our faith not just talk about it. Finally, we are focusing on serving instead of trying to fill seats in church. People of all ages want to live their faith not just hear about it on Sunday. Like the song says “They will know we are Christians by our love!”
- Fever United & Constance Smith – I spoke with Constance and informed her of our policy on guns. She has posted a notice on their website that includes a portion of my email as well as a link for the exact wording regarding conceal/open carry. I let her know that if the parents that had mentioned funding a gym were still interested in doing something that we have clearance from the diocese to proceed. I also informed her that we are proceeding with a labyrinth so expect to construction in front of the church soon. I want to note that I always ask her what we can do for her and Fever. She appreciates our willingness to help but she is far more interested in helping us. We are truly blessed to have our relationship with Constance and Fever.
- Young Adult Group – At the March Tap-Into-Theology I sat with two young adult couples. They were curious as to whether we had a group or groups in that age range that met regularly. Unfortunately we do not. We look after the children, youth parents and others but this age range, unless married with children, do not have something just for them. I think that we should investigate that segment at St. Martin’s and see what we can do to reach out to them.
- April Vestry Retreat – Saturday, April 2 we will have our vestry retreat at my house (2510 Brookforest Dr. Keller TX 76262). Please review the draft agenda below and come prepared to participate, discuss and strategize our way forward. Here are the topics so far:
- Team building exercises
- Planned Giving and Endowment/Foundation Formation
- Re-Imagine the future church building
- Existing plans will be available for review
- Do these plans represent who we are today?
- Do these plans project who we want to be in the future?
- The importance of the Vestry/Ministry liaison – we need to have quarterly reports submitted to the vestry
- Labyrinth snag – The city of Southlake has thrown up a big road block to our effort to build a labyrinth. They are demanding an updated master plan, drainage survey, etc. before approving a permit to build. I think that this is completely uncalled for and we need to do all that we can to get past it. I have spoken with Ron and while he was initially discouraged he will continue to work on it. He will be reaching out to the city council and possibly the mayor for help. I can understand if this was a building but it is not.
