by Anika Rinker | Aug 24, 2020 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY RETREAT AND MEETING
March 15, 2020
Present: Bob Bess, Keen Haynes, D.J. Mitchell, Kristy Pemberton, the Very Rev. Ron Pogue (Interim Rector), Becky Snell, Chris Mullaney, Julie Sutton.
Guest: Sue Mitchell
Absent: Bob Garrity, Linda Seeber and Ben Taylor
Such meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, March 15, 2020, via Zoom meeting during the COVID-19 Pandemic at approximately 12:30 p.m.
The minutes from the February 29th meeting and the financial report were approved. Motion by Bess and seconded by Mullaney
The following topics were discussed:
- Sue Mitchell provided an update on the Search Committee, they are scheduled to meet via Zoom on Sunday, March 21st at 9:00 a.m.
Stewardship:
- Snell provided information that they will begin contacting potential new members to join the currently standing committee members.
Junior Warden Report
Bess provided an update on the Eagle Scout ongoing cleanup. It is still scheduled to occur even during the quarantine. It was recommended that after the pandemic has passed that we schedule a spring cleaning even if we do it in shifts to avoid mass numbers of helpers. Punch list items would include the blinds in the sanctuary, pews, consumables and renewables. Anika will provide a list of cleaning items the church already has and all members of the vestry agreed that as a group we would also provide anything that the church as lacking. Bess will handle the sign-up list.
Senior Warden Report
Haynes has nothing new to report at this time.
Interim Rector’s Report
The Very Rev. Pogue asked for an action to be decided on a new computer for the office. Liza and Haleigh are having to share a really old one. Father Ron will check the budget for this, Mitchell said there is room in the budget for one new computer. After much discuss, we all agreed to follow the direction of Father Ron, All approved.
Father Ron explained that no intinction will continue for the foreseeable future,
The Easter offering letter will go out next week.
Father Ron suggested that as Vestry members we begin reaching out to members of the congregation to check on them and see if there is any immediate needs. We will keep a running list of how we can help as a group.
An update on the commissions, most groups have not met due to the crisis, but we will keep tabs on them and follow up.
We will need to vote on the parochial report, Father Ron will send it out via email this evening.
Pemberton suggested we continue to emphasize online giving during this pandemic.
Adjournment and Closing Prayer:
The Meeting was adjourned with prayer by The Vey Rev. Pogue at 3:00 p.m.
NEXT REGULAR VESTRY MEETING SUNDAY, APRIL 19, 2020 AT 12:30 PM, ONCE AGAIN VIA ZOOM.
Respectfully submitted,
Kristy Pemberton
Clerk
by Anika Rinker | Aug 24, 2020 | Vestry Updates
St. MARTIN-IN-THE-FIELDS VESTRY RETREAT AND MEETING
February 28-29, 2020
Present Friday Night: Bob Bess, Keen Haynes, Bob Garrity, D.J. Mitchell, Ben Taylor, Kristy Pemberton, the Very Rev. Ron Pogue (Interim Rector), Linda Seeber, Becky Snell, Chris Mullaney, Julie Sutton
Present Saturday: All of the above, minus Chris Mullaney.
A copy of our vestry retreat agenda is in the binders provided by the staff. Our vestry meeting immediately followed the retreat. Such meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Saturday, February 29, 2020, in the Small Parish Hall at approximately 12:30 p.m.
The treasures report was covered in summary during the retreat and was not part of the official vestry meeting.
The following topics were discussed:
Review schedules for VPIC, Coffee Hour, & Vestry Luncheons
- All vacant schedules were filled for VPIC assignments and Snell will distribute via email
- The coffee our was discussed with regards to the schedule being set through June, all slots are presently filled.
- Vestry Luncheon assignments are as follows
- March, Pemberton
- April, Haynes
- May, Snell
- June, Sutton
- July, Pemberton for Garrity
- August, Bess
- September, Taylor
- October, Seeber
- November, Mitchell
- December, Mullaney
Update on Endowment.
- Haynes, Mitchell and Pemberton will be the team that will work on this. Father Ron has given Pemberton materials from the Diocese that will assist us. Pemberton will pass that email information to Haynes and Mitchell.
Update on Safe Church Training & Background Checks
- Anyone that still needs to get safe training, must do so immediately, if you are unsure if your previous training has expired needs to see Anika.
Update on Staff
- Nothing new to report, Haleigh and Anika assisted in making our binders and we thank you!
Update on Safety Plan
- Pemberton reported that Kelly Lincoln is going to reach out to the Southlake Police department to see about training for Active shooter as well as emergency responses.
Junior Warden Report
New lights have been installed on the signs in front of the church as well as flood lights on the parish hall. There is still much work to be done including lights in the parking lot that have burned out. Bess will get someone with a lift to assist in changing those. Fans in the small perish hall are no longer working. The all are welcome sign has been moved to the front of the church and visible from Pearson. Dick Seeber will be provided a church credit card for expenses relating to repairs.
Bess has proposed a new sign as a future improvement for advertising upcoming events. He also wants to get keys to any vestry member that does not have them.
Senior Warden Report
Mardi Gras had an excellent turn out. Haynes has requested that when emails go out asking for volunteers or vestry subs that we all reply all so we know who is helping.
Interim Rector’s Report
The Very Rev. Pogue asked for an action to be decided on the Easter Offering, he would like it to go towards the youth. Bess moved and was seconded by Pemberton. All approved.
The search committee will be sworn in on March 22nd. It was suggested that the Vestry reach out to all committee members and their families during the search process, it is very time consuming and taxing on everyone. We all agreed and suggested meals from time to time.
The website was discussed, it is currently being updated by Anika and Amy and will be updated soon to show a page with the Rector search and updates including the flow charts. Lesli Schultz is helping with training on web design.
The door next to the entry needs to be updated ASAP.
Adjournment and Closing Prayer:
The Meeting was adjourned with prayer by The Vey Rev. Pogue at 3:00 p.m.
NEXT REGULAR VESTRY MEETING SUNDAY, MARCH 15, 2020 AT 12:30 PM.
Respectfully submitted,
Kristy Pemberton
Clerk
by Anika Rinker | Aug 24, 2020 | Vestry Updates
St. MARTIN-IN-THE-FIELDS VESTRY MEETING
February 16, 2020
Present: Bob Bess, Keen Haynes, Bob Garrity, D.J. Mitchell, Kristy Pemberton, the Very Rev. Ron Pogue (Interim Rector), Linda Seeber, Becky Snell, Chris Mullaney.
Absent: Julie Sutton.
Also Present: Linda Snow, Historian; Gary Wilkinson, Finance Committee, Rex Angle and Sue Mitchell, Co-Chairs of the Rector Search committee.
Since we have a meeting with the Bishop on February 25th and our vestry retreat is at the end of the month, Father Ron suggested we meet briefly to approve last month’s minutes and discuss the Rector Search committee. Such meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, February 16, 2020, in the East Parish Hall. The meeting was opened with prayer by the Very Rev. Ron Pogue at 12:15 p.m.
Consideration of Vestry Minutes from previous meetings:
Minutes from the January 19th vestry meeting were approved as distributed.
Minutes from the January 26th search for co-chairs were approved as distributed.
Minutes form the annual meeting on January 26th were approved as distributed.
Treasurer’s Report
All were given copies of the approved budget and treasures report. All of the approved budget items are on schedule, we do not anticipate any shortages until after June of this year. Depending on how things look, things like the cleaning crew, Music Minster and Youth Minister will looked at and any concerns will be addressed on a monthly basis.
Treasurer’s Report Approved: The January Treasurer’s Report was presented by Mitchell. Snell moved acceptance and Bess seconded. The report was accepted.
Finance Committee Report
No report presented; Gary Wilkinson addressed the internal audit being done as an internal group vs an outside firm. We all agreed that when the time comes an internal group will be the best vs spending money on a non-budget item. Gary and DJ will get external bids for the 2021-year audit.
School Report
Gary Wilkinson reported that school attendance remains unchanged
Finance Committee Report and School Reports Approved: The January Finance and School reports moved to acceptance by Bess and Pemberton seconded. The reports are accepted
Rector Search Committee Report
Rex Angle and Sue Mitchell presented the recommendations for the Search committee. They are as follows:
Co- Chairs as previously approved are Rex Angle and Sue Mitchell.
Members; Tom Bolerjack, Jerry Burkett, Lisa Efthymiou, Courtney Mullaney, Mark Pulliam, Janna Soesbe and Cathy Tolliver.
Angle explained that over 19 applications were submitted and that Canon Waggoner approved selections.
Mitchell moved to accept the Search committee, Seeber seconded, all approved. Chris Mullaney abstained due to conflict of interest.
Announcements and Upcoming Events
February 23 Mardi Gras pancake and talent show
February 28-29 Vesty Retreat and SMIF
Junior Wardens’ Report
Bess said that an electrician will be hired to handle items such as replacing ballasts, fixing the parking lot lights and the Parish Hall porch lights. Thanks was extended to Dick Seeber for fixing the door closer at the church entrance.
Senior Warden’s Report
Firearms Policy Changed: Haynes presented the resolution adopted at the recent diocesan convention regarding carrying of firearms in churches. After discussion and agreement to modify the verbiage to fit St. Martin’s, Bess moved that St. Martin’s replace its existing policy with the following:
“Whereas under Texas SB 535, which goes into effect on September 1, 2019, firearms can be carried legally at any church, synagogue, or other established place of worship in Texas;
Whereas the 77th General Convention in resolution 2012-D003 requested every parish and every diocesan place of work to declare their establishments as Gun Free Zones;
Whereas the members, parishioners, and visitors to the facilities owned or controlled by the Episcopal Diocese of Fort Worth have a legitimate need and interest to be reasonably protected while in those facilities;
Be it resolved, by the 37th Annual Convention of the Episcopal Diocese of Fort Worth, that the following policy shall be adopted:
- It is not permissible for any person, except those specifically included in (3), to carry a firearm on the property of St. Martin-in-the-Fields Church and School.
- This policy includes clergy, staff, students, volunteers and visitors, except those specifically excluded in (3) below.
- This policy does not apply to the following persons:
- A person with a valid and current Security Officer Commission as defined by the Texas Occupation Code Chapter 1702 and issued by the Department of Public Safety of the State of Texas;
- A peace officer who holds a permanent peace officer license issued under Texas Occupation Code Chapter 1701; or
- A ranger or officer commissioned by the Texas Public Safety Commission and the Director of the Texas Department of Public Safety.”
Mitchell seconded and the motion carried. Haynes also shared a communication from the Diocese about active shooter trainer training. Pogue asked the Junior Wardens to explore alternate options with the Southlake Police Department.
Interim Rector’s Report
Organization for Mission and Governance Chart: The Very Rev. Pogue asked for comments on this document, which is a work in progress. It was agreed that St. Martin’s School will be included under the Administrative heading. He asked Vestry members to consider names of parishioners who may be a good fit for work on the various commissions. A copy of the chart is attached to and made a part of these minutes.
Thank You from the Rev. Christopher Thomas: Pogue read a card from Rev. Thomas expressing gratitude for care provided by the congregation following the illness of his friend Randolph Lacy.
Christmas Eve Services: Christmas Eve services will be held at 3:00, 5:00, 8:30 and 10:30 p.m. Exact format of the first two services, which are intended for children and families, is being determined.
Executive Session
The Vestry entered Executive Session at 1:41 pm and exited the session at 2:08 pm.
Adjournment and Closing Prayer:
The Meeting was adjourned with prayer by D.J. Mitchell.
NEXT REGULAR VESTRY MEETING SUNDAY, DECEMBER 15, 12:30 PM.
MEAL AND FINAL PRAYER TO BE PROVIDED BY JULIE SUTTON.
Respectfully submitted,
Mary Beth Butler
Clerk
by Anika Rinker | Aug 11, 2020 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
December 15, 2019
Present: Bob Bess, Mary Beth Butler, Keen Haynes, Brandy Heckel, D.J. Mitchell, Christopher Mullaney, Kristy Pemberton, the Very Rev. Ron Pogue (Interim Rector), Linda Seeber, Becky Snell, Julie Sutton, Ben Taylor.
Absent: Sharon Dudek
Also Present: Linda Snow, Historian, Liza Goodner, Children’s Minister, Gary Wilkinson, Finance Committee Chair
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, December 15, 2019, in the East Parish Hall. The meeting was opened with prayer by the Very Rev. Ron Pogue at 12:41 pm.
Consideration of Vestry Minutes from November 17, 2019
Minutes from the November 17 meeting were approved as distributed.
Vote for Christmas Offering to be Applied to Outreach
On December 5 Interim Rector Pogue sent an email message to Vestry members requesting consideration that the Christmas offering be dedicated to current Outreach ministries. On December 6, 2019, the Vestry was notified that 8 members had responded in agreement, with no negative votes, and the motion carried.
Treasurer’s Report
Mitchell presented the Treasurer’s report, including the following resolution regarding housing allowance for Rev. Christopher Thomas.
Housing Allowance for Christopher Thomas
Whereas, Section 107 of the Internal Revenue Code permits a minister of the Gospel to exclude from gross income (in computing federal income taxes) a church-designated allowance paid to him as part of his compensation to the extent used by him for actual expenses in owning or renting a home; and
Whereas, the Reverend Christopher Blake Thomas is compensated by St. Martin-in-the-Fields Episcopal Church exclusively for the services as a minister of the Gospel; and
Whereas, St. Martin-in-the-Fields Episcopal Church does not provide Christopher Thomas with a rectory, it is hereby
Resolved, that the total compensation paid to Christopher Thomas for calendar year 2020 shall be $57,502, of which $20,000 is hereby designated to be a housing allowance; and it is further
Resolved, that the designation of $20,000 as a housing allowance shall apply to calendar year 2020 and all future years unless otherwise provided.
Mitchell moved acceptance. Mullaney seconded and the motion carried.
Finance Committee Report
Endowment Fund: Future action on the Endowment Fund will be on the February 2020 vestry agenda.
Next Financial Committee Meeting Scheduled: Next Finance Committee meeting will be Saturday, January 11 at 3 pm in the Chapel. The 2020 Budget will be finalized.
School Report
Wilkinson presented the school report. Cash flow is currently positive with a total of 53 enrolled students. Work is ongoing to include “preschool” in internet marketing materials.
Report of the Candidate Qualifications Review Committee
Sharon Dudek Resigns: Sharon Dudek’s resignation letter (attached to and made a part of these minutes) was accepted with regret. Mitchell moved that Clerk Butler be asked to write to her expressing thanks for her service. Pemberton seconded and the motion carried.
The resignation leaves one year of a Vestry term to be filled, along with the three three-year positions open. The Committee will work to ensure the slate is appropriately filled.
Update on Godly Play
Liza Goodner said that the room is clean and ready for use, and that Godly Play will be presented on each Sunday except the first, which is Family Worship with no separate Sunday school.
Parish Meeting
A single service will be held at 10:30 on January 26 to encourage members to stay for the meeting afterward. Ann Luttrell will be asked if she is willing to chair the event. Food assignments will be made alphabetically.
Junior Wardens’ Report
Work Planned for the Near Future: Bess said that tree service and electrician have been contacted for necessary work and proposals are in hand. Light ballasts replaced will be switched to LED.
Handicapped Seating Relocated: Pews have been moved so that the wheelchair accessible seats are near the front on the gospel (left) side. Signage is needed to reserve the spaces.
Fever United Water Bill Payments: Snell asked about the status of water payments from Fever United Soccer club. A possible written agreement was suggested. Mitchell agreed to handle the matter.
Senior Warden’s Report
Haynes said that he is serving as a member of the Diocesan Commission on Outreach and gave details and deadlines regarding submission of grant applications. Grants should be for sustainable projects that enhance community relationships. All grant applications originating in St. Martin’s should be submitted through the Outreach Commission of St. Martin’s.
Interim Rector’s Report
Pogue announced that each of the seven Commissions established to manage parish functions now has a Convener in place (a chart is attached to and made a part of these minutes.) He will be meeting with Conveners on January 9, 2020.
Pogue noted that St. Martin’s has an extraordinary number of first-time visitors and that an article he wrote this week on his blog addresses ways that the parish may welcome and connect these people. A copy of the article is attached to and made a part of these minutes.
Executive Session
The Vestry entered Executive Session at 2:20 pm and exited at 2:56 pm.
Letter of Agreement for Rev. Christopher Blake Thomas
Bess moved approval of the proposed Letter of Agreement. Sutton seconded and the motion carried.
Called Meeting Scheduled
The Vestry will have a special called meeting on Sunday, January 12, following the 10:30 service, at the home of DJ and Sue Mitchell, 409 Brazil, Hurst. The meeting is called for the purpose of meeting with Canon to the Ordinary Janet Waggoner to review the process of establishing a Rector Search Committee.
Adjournment and Closing Prayer:
The Meeting was adjourned with prayer by Julie Sutton at 2:57 pm.
NEXT REGULAR VESTRY MEETING SUNDAY, JANUARY 19, 2020, 12:30 PM.
MEAL AND FINAL PRAYER TO BE PROVIDED BY LINDA SEEBER.
Respectfully submitted,
Mary Beth Butler, Clerk
by Anika Rinker | Aug 11, 2020 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
November 17, 2019
Present: Bob Bess, Mary Beth Butler, Sharon Dudek, Keen Haynes, Brandy Heckel, D.J. Mitchell, Kristy Pemberton, the Very Rev. Ron Pogue (Interim Rector), Linda Seeber, Becky Snell, Ben Taylor.
Absent: Christopher Mullaney, Julie Sutton.
Also Present: The Rev. Jim Hazel and Mike Adams from Baird Private Wealth Management; Linda Snow, Historian; Deacon Ayo Omoniyi; Liza Goodner, Children’s Minister; Rebecca Haynes.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, November 17, 2019, in the East Parish Hall. The meeting was opened with prayer by the Very Rev. Ron Pogue at 12:30 pm.
Consideration of Vestry Minutes from October 20, 2019
Minutes from the October 20 meeting were approved as distributed.
Baird Private Wealth Management Briefing
Jim Hazel provided a report on the status of the investment accounts Baird manages for St. Martin’s. He also introduced Mike Adams, who along with George Gamez will be managing these accounts upon Hazel’s retirement at end of year. The printed report is attached to and made a part of these minutes. Senior Warden Haynes and Clerk Butler signed the legal documents required to authorize the creation of an endowment account and an account to receive donations of stock. Baird provided a document titled “Client Account Application and Client Relationship Agreement” which is attached to and made a part of these minutes. The original is stored in the Vestry Minutes binder in the church office.
Treasurer’s Report
Thanksgiving Offering: A Thanksgiving offering will be taken. Letters have already been sent out. Envelopes will be placed in the pews for this purpose.
Benevolence Fund Change: Snell moved the adoption of the following resolution.
“Be it resolved that the Interim Rector of St. Martin-in-the-Fields Episcopal Church, The Very Reverend Ronald D. Pogue, be added as an authorized signer on the Account at Veritex Bank designated as the Rector’s Benevolence Fund for as long as he shall remain the Interim Rector.
Be it also resolved, that the Treasurer, DJ Mitchell II, remain as a second signer on the Rector’s Benevolence Account. Only one signature shall be required by the Church on checks issued from this account.”
The motion was seconded by Bess and approved by a majority of the Members of the Vestry in attendance at a regularly scheduled Meeting of the Vestry of the Church on November 17, 2019.
Treasurer’s Report Approved: The October Treasurer’s Report was presented by Mitchell. Bess moved acceptance and Heckel seconded. The report was accepted.
Finance Committee Report
No report presented.
School Report
No report presented.
Stewardship Committee Report
Snell reported that as of November 11, 96 pledges had been received. The net change in 2020 giving to date is ~$80,000. 38 pledge units have not responded. In addition, six new pledge cards have arrived this weekend. Hand-written notes have been sent out (or will be) by Vestry members to each pledging unit.
Report of the Candidate Qualifications Review Committee
This committee will meet next week to finalize the questionnaires to be completed by candidates for Vestry and Convention Delegate candidates.
Update on Godly Play Room
Snell invited guest Liza Goodner to report on this. She said that Rev. Dr. Suzi Robertson from Good Shepherd, Granbury held a basic Godly Play training on November 16 and helped reorganize the room. Goodner, Butler, Rebecca Haynes, and Amy Casas attended and are preparing to expand Godly Play offerings soon.
Memorial Garden
Current Report of Expenses: Snell reported that she had picked up concrete niches costing $1150. $5640 is owed to Fred Cheek monuments for bronze frames. The total cost for basic supplies for an inurnment is just over $1500, which does not include any funds for perpetual care.
Memorial Garden Task Force Created: The Interim Rector appointed Snell to chair a Memorial Garden Task Force, to be charged with market research to determine typical charges for similar inurnments in this area and establish a charge for inurnment at St. Martin’s Memorial Garden for the future. Current plans are to include Cathy Tolliver and Brandy Heckel to serve on the task force.
Announcements and Upcoming Events
December 1 Advent 1 – Family Worship
December 8 Advent Fest with potluck
December 15 Advent Lessons and Carols
Junior Wardens’ Report
Bess said that an electrician will be hired to handle items such as replacing ballasts, fixing the parking lot lights and the Parish Hall porch lights. Thanks was extended to Dick Seeber for fixing the door closer at the church entrance.
Senior Warden’s Report
Firearms Policy Changed: Haynes presented the resolution adopted at the recent diocesan convention regarding carrying of firearms in churches. After discussion and agreement to modify the verbiage to fit St. Martin’s, Bess moved that St. Martin’s replace its existing policy with the following:
“Whereas under Texas SB 535, which goes into effect on September 1, 2019, firearms can be carried legally at any church, synagogue, or other established place of worship in Texas;
Whereas the 77th General Convention in resolution 2012-D003 requested every parish and every diocesan place of work to declare their establishments as Gun Free Zones;
Whereas the members, parishioners, and visitors to the facilities owned or controlled by the Episcopal Diocese of Fort Worth have a legitimate need and interest to be reasonably protected while in those facilities;
Be it resolved, by the 37th Annual Convention of the Episcopal Diocese of Fort Worth, that the following policy shall be adopted:
- It is not permissible for any person, except those specifically included in (3), to carry a firearm on the property of St. Martin-in-the-Fields Church and School.
- This policy includes clergy, staff, students, volunteers and visitors, except those specifically excluded in (3) below.
- This policy does not apply to the following persons:
- A person with a valid and current Security Officer Commission as defined by the Texas Occupation Code Chapter 1702 and issued by the Department of Public Safety of the State of Texas;
- A peace officer who holds a permanent peace officer license issued under Texas Occupation Code Chapter 1701; or
- A ranger or officer commissioned by the Texas Public Safety Commission and the Director of the Texas Department of Public Safety.”
Mitchell seconded and the motion carried. Haynes also shared a communication from the Diocese about active shooter trainer training. Pogue asked the Junior Wardens to explore alternate options with the Southlake Police Department.
Interim Rector’s Report
Organization for Mission and Governance Chart: The Very Rev. Pogue asked for comments on this document, which is a work in progress. It was agreed that St. Martin’s School will be included under the Administrative heading. He asked Vestry members to consider names of parishioners who may be a good fit for work on the various commissions. A copy of the chart is attached to and made a part of these minutes.
Thank You from the Rev. Christopher Thomas: Pogue read a card from Rev. Thomas expressing gratitude for care provided by the congregation following the illness of his friend Randolph Lacy.
Christmas Eve Services: Christmas Eve services will be held at 3:00, 5:00, 8:30 and 10:30 p.m. Exact format of the first two services, which are intended for children and families, is being determined.
Executive Session
The Vestry entered Executive Session at 1:41 pm and exited the session at 2:08 pm.
Adjournment and Closing Prayer:
The Meeting was adjourned with prayer by D.J. Mitchell.
NEXT REGULAR VESTRY MEETING SUNDAY, DECEMBER 15, 12:30 PM.
MEAL AND FINAL PRAYER TO BE PROVIDED BY JULIE SUTTON.
Respectfully submitted,
Mary Beth Butler, Clerk
