Vestry Minutes: December 20, 2020

by Anika Rinker | Mar 10, 2021 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING

December 20, 2020

Present:  Bob Bess, Bob Garrity, D.J. Mitchell, Kristy Pemberton, the Very Rev. Ron Pogue (Interim Rector), Linda Seeber, Becky Snell, Keen Haynes, Christopher Mullaney, Julie Sutton

Absent:  Ben Taylor, Christopher DeClerk

Also Present:  Paula Jefferson, Sue Mitchell and Gary Wilkinson

This special meeting of the Vestry of St. Martin-in-the-Field Episcopal Church was held Sunday, December 20, 2020 virtually via zoom meeting.  The meeting was opened with prayer by the Very Rev. Ron Pogue at 12:30 p.m.

Consideration of Vestry Minutes from previous meetings:

Minutes from the November 15, 2020 meeting were approved as distributed, one revisions, Snell asked that instead of saying that the church staff and pastoral care staff will be praying for all the needs of the congregation during Covid, that we make sure we mention that we will continue to reach out to those in need.

Treasurer’s Report:

All were given copies of the budget and treasures report.

• Revenue, pledges continue to be slightly ahead of plan as of this month.
• Expenses are all on track, a few areas are slightly above budget but others are below. There has been a pledge to help offset some of the increased costs of Covid related expenses.
• Still no news on the PPE loan

Finance Committee Report:

The committee met on December 19, 2020

• The budget is on its third revision and is just waiting on final YTD numbers to see where we can start for 2021. The January meeting will finalize the budget.
• There are still 22 pledges outstanding, so far $429k has been pledged and the budget is $454k. It is possible we will be voting on a 6-month budget to get us started like we did in 2020.
• Snell asked for clarification on what the impact is exactly for the PPE loan. Clarification was given.
• The thanksgiving offering brought in $6k and the Christmas offering has not come in yet.
• It was suggested that the vestry approve Christmas gifts for the staff. The amount would be $109.00 for 5 staff members including Zander, minus Father Ron.  All approved.  DJ and Sue Mitchell will arrange for the gifts and the distribution.
• All PDFs are being sent to the vestry to approve the housing resolutions. Mitchell moved to accept, Bess 2^nd, all approved.

Financial and Treasurer’s Report Approved:

All approved the reports as presented.

 Rector search committee:

Sue Mitchell reporting

• The final profile is coming soon and will be ready for the January Vestry meeting. They are still waiting on the drone video and commentary by Chuck Ambrose.
• The new website is still under construction. Snell asked that an organizational chart be added to the website for easy viewing.  The staff is on the website, it was suggested that it be labeled clearly for new visitors to find.
• We are setting up an account on the Rector search website so we can post our need.
• The vestry will view and approve the final compensation package for the new rector before it is sent to the diocese for approval.

The vestry would like to thank all of the members for their time and prayers that have gone into this, we know countless hours have been spent and precious time away from family.  You all are very much appreciated.

All acknowledge the receipt of the draft profile. 

Senior Warden update:

Haynes reported.

• DJ Mitchell and Haynes submitted the clergy compensation plan to Canon Waggoner. Further compensation conversations will be had with the Bishop.

Junior Warden update:

Bess reported

• The roof is complete. After the shingles were removed substantial damage was found to the decking and it all had to be replaced.  The bid was an additional $17k to replace and the insurance company approved the supplement and has already paid for the work to be completed.  An additional vent was installed, and a new gutter system.
• The new Ring doorbells have been installed on the East and West doors and are now operational. Father Ron, Paula Jefferson and Sue Mitchell all have access to the app to assist Bess in monitoring.
• 4 out of the 5 TVs have been installed and are operational. All of the wires have been ran and organized for less chaos in the attic.  The remaining TV will be installed in the choir loft but we need to get direction from Joe on where he wants it.
• Zander is helping with odd projects around the church and it has been so helpful. He has helped replace the damaged ceiling tiles and other floor tile issues.
• The Fever have donated a new sprinkler controller and have replaced the purple martin house. They will also install reflectors to help others see the bar ditch.
• Chuck Ambrose has gone above and beyond to help with all of the wiring as well as continued live streaming of the services. The DeClerk family has been such a blessing as well.  Thank you all for the help you provide for us.
• May thanks to Gabriela Gordon for all of the hard work on the grounds. So much has been done for the labyrinth, the memorial garden and overall clean up around the church.
• Mullaney asked for help with rounding up help during the spring for the Holy Mowers and to help clean up the grounds. He is open to ideas on how to get folks plugged in to help.  It can be a daunting task and we need help.
  • Suggestions were made to re-hire the company that used to keep the playground clean and weed free. Father Ron suggested that we re-institute the building and grounds committee.  It was also recommended that we ask for people to volunteer for specific time slots, like 6 months instead of an open-ended term.  We may get more volunteers this way.
  • Mullaney will write up detail instructions on how the Holy Mowers handle the grounds to assist in our volunteer efforts.

The vestry extends our gratitude for all the hard work given to St. Martin, this is truly Gods work being done, and we notice.

Curate Report:

Paula Jefferson reporting.

• 2 funerals have been held in the past month.
• We are adding a blue advent service on Wednesdays.
• The Eucharist visitor program is going great, more sign up sheets are being added.
• Pastoral care committee, the offices will be open Christmas week to pick up communion kits. The days for this will be Tuesday, Wednesday and Thursday only and will be staffed by the Pastoral Care team.
• Suggested zoom meeting with The Fever so we can join together for common projects.
• Father Ron advised the vestry that Zander worked really hard to put together an office for Paula, we are so thankful.
• The new book for the Human Flourish ministry will be Love is the Way by Bishop Curry. 

Interim Rector’s Report:

• The space in the school areas are being utilized again, including the prayer shawl ministry. Shelving has been moved around to accommodate everyone.
• The final drafts of the Charters are ready and will be added to the website soon.
• VPICs for February are scheduled.
• Father Ron asked for the Vestry to approve the final Endowment document, Mullaney moved to accept, DJ Mitchell seconded, all approved and recommended to be published for the January Annual Church meeting.

Adjournment and Closing Prayer:

The Meeting was adjourned with prayer by Father Ron 

NEXT REGULAR VESTRY MEETING WILL BE SUNDAY, JANUARY 17^TH, 2021 AT 12:30 PM VIRTUALLY ON ZOOM.

Respectfully submitted,

Kristy Pemberton

Clerk

Vestry Minutes: November 15, 2020

by Anika Rinker | Mar 10, 2021 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING

November 15, 2020

Present:  Bob Bess, Bob Garrity, D.J. Mitchell, Kristy Pemberton, the Very Rev. Ron Pogue (Interim Rector), Linda Seeber, Christopher DeClerk, Becky Snell, Keen Haynes, Christopher Mullaney, Julie Sutton

This special meeting of the Vestry of St. Martin-in-the-Field Episcopal Church was held Sunday, November 15, 2020 virtually via zoom meeting.  The meeting was opened with prayer by the Very Rev. Ron Pogue at 12:30 p.m.

Absent:  Ben Taylor

Also Present:  Paula Jefferson, Sue Mitchell and Gary Wilkinson

Congregational guests:  Linda Snow, Jennifer Varley

Consideration of Vestry Minutes from previous meetings:

Minutes from the October 18, 2020 meeting were approved as distributed, one abstention, Snell who had not read them. 

Treasurer’s Report:

All were given copies of the budget and treasures report.

• Revenue, pledges are actually ahead of plan as of this month.
• Expenses are all under budget except for the music department, the increase is due to extra covid supplies. Even with the AC expenses building and grounds is still under budget, utilities are still down to slower building usage.
• Still no news on the PPE loan

Finance Committee Report:

The committee met on November 14, 2020

• Beginning processes of the 2021 budget including:
  • How the new rector salary and compensation package will fit in.
  • Inspecting all expenses to see where savings may be.
• The Vestry approved Thanksgiving offering package went out as planned.
• The Christmas package will go out in December as well as information on the Angel Tree ministry.

Financial and Treasurer’s Report Approved:

All approved the reports as presented.

Stewardship Report:

• 88 pledges are in so far over the 66 reported last month. 29 families that pledged in 2020 have not pledged in 2021.
• Father Ron and DJ suggested that we pass the word that if any families are struggling right now to please reach out to us so we can pray for the needs.

All accepted the report as presented.

Rector search committee:

Sue Mitchell reporting

• The new draft of the profile was emailed yesterday to all vestry members.
• Mitchell would like all recommendations to be emailed directly to her and not to copy all on the email distribution list. There are emails kicking back when too many are copied and she feels this alleviate the problem.
• Chuck Ambrose will narrate the drone video.
• The new website is under construction now.
• The final draft of the profile will be ready for the December vestry meeting

The vestry would like to thank all of the members for their time and prayers that have gone into this, we know countless hours have been spent and precious time away from family.  You all are very much appreciated.

All acknowledge the receipt of the draft profile.

Endowment fund update:

• The new guidelines will be distributed in the December vestry meeting, DJ Mitchell is asking for all edits to be sent directly to him.

Junior Warden update:

Bess reported

• The insurance company has paid out our claim on the roof, $30,000 which includes the church building and offices.
• There is a current shingle shortage and as soon as the contractor can locate materials the repairs will begin and should take 4 weeks to complete.
  • A motion was given by Bess to enter into contract with the roofing contractor, seconded by DJ Mitchell, all approved.
• As expected, the water bill increased due to extra watering on the soccer fields Fever has agreed to pay for the excess.
• A few sprinkler heads are broken, Bess/Mullaney will look at them and repair what is needed next week.
• The new sign at Union Road and Davis is up and under budget, total cost was $200.00. A special thanks to Ron Hitchcock for all his work on this.

Senior Warden update:

Haynes reported.

• There is still one slot open for delegates, please let Haynes know if anyone is interested.
• The Vestry recommendations are in there will be five slots to fill.

Curate Report:

Paula Jefferson reported on pastoral care, ministries are still under way and going great.

• Lectionary series, Forward Looking continuing, 9 attended last week.
• EYC, Movie night was a huge success, the kids were very happy to be together even though socially distanced.
• Morning prayer is going well, 9 people attended last week.
• Jefferson has written a Thanksgiving prayer and will occur in the Christmas service as well.

 Interim Rector’s Report:

• All VPIC assignment are complete through the annual meeting in January.
• The space in the school areas are being utilized again, including the prayer shawl ministry.
• We need to make sure we are very careful as outside groups begin to utilize the space again. Sanitizing will need to be implemented.  More on this as this time approaches.
• The charters are still in editing phase, contact info is being added on those that are in each ministry. Father Ron asked that all new charters be turned in ahead of the December Vestry Meeting. 

The Vestry then entered executive session to discuss the compensation package for the new Rector.

Adjournment and Closing Prayer:

The Meeting was adjourned with prayer by Haynes. 

NEXT REGULAR VESTRY MEETING WILL BE SUNDAY, DECEMBER 13^TH, 2020 AT 12:30 PM VIRTUALLY ON ZOOM.

Respectfully submitted,

Kristy Pemberton, Clerk