by Anika Rinker | Aug 11, 2020 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
October 20, 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: Gary Wilkinson, outgoing St. Martin-in-the-Fields School Board chair and incoming Finance Committee chair; Caleb Tiemann, Kirsten Tiemann
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, October 20, 2019, in the East Parish Hall. The meeting was opened with prayer by the Very Rev. Ron Pogue at 1:17 pm.
Consideration of Vestry Minutes from September 15, 2019
Minutes from the August 18 meeting were approved as distributed.
Eagle Scout Project Proposal
Caleb Tiemann said that he would like to do his Eagle Scout project at St. Martin’s and asked what projects were needed. Christopher Mullaney will meet with Tiemann to review potential projects. The Vestry invited Tiemann to return with an official proposal for review.
Treasurer’s Report
Financials Accepted: .DJ Mitchell presented the September financial report. Heckel moved acceptance, Mullaney seconded and the motion carried.
Draft Budget: Mitchell presented the first draft of the 2020 budget.
Finance Committee Report
Wilkinson, committee chair, presented the report on behalf of the Finance Committee (other members: Bob Bess, Heckel, Sue Mitchell, D.J. Mitchell, Snell, and the Interim Rector. Committee recommendations to the Vestry are as follow:
- Move amounts in select temporary restricted funds to the general fund.
- Authorize a Thanksgiving offering.
- Encourage parishioners to increase their remaining 2019 pledge payments to 2020 pledged amount.
- Encourage the school to change its name (to “preschool” rather than “school.”)
The Vestry voted to approve each of the recommendations.
School Report
Wilkinson reported on behalf of the School. Enrollments remain lower than projected, which will cause a budget shortfall for the year. Possible corrective actions include changing the name from “school” to “preschool” – one that is more suitable for internet searching with a possible logo change and offering an extended-hours program. Mullaney moved approval of both, Mitchell seconded, and the motion carried.
Stewardship Committee Report
The Consecration Sunday events were successful. Preliminary results included:
(for comparison 2019: 114 pledges for $356,011
2020 Pledges Received to Date
68 pledges for $268,800
Of these, 34 were increased pledges
9 were the same as in 2019
5 were decreased
20 were new pledges.
68 previous pledgers have not been heard from yet.
Snell reported for the Stewardship Committee (Snell, Heckel, Seeber). Reminder mailings will be sent to all members who have not responded on October 21 and 28. Vestry members will be asked to hand-write brief thank you notes to all who pledge.
The Vestry concurred that Spring Creek Barbecue did a great job and were very professional and affordable. Furthermore, it worked well to have both Sunday services combined into one. It was suggested that the same pattern might be repeated on the Sunday of the Annual Parish Meeting 2020.
Report of the Candidate Qualifications Review Committee
Julie Sutton reported for the committee (Sutton, Butler, Dudek, Mullaney). A draft document is being compiled for Vestry nominees to complete. It will include expectations of vestry members. It will also require an additional biographical sketch that covers experience or expertise relevant to Vestry service. The form will be presented to nominees on November 3. A similar but briefer form will be created for nominees for Delegates and Alternates to Diocesan Convention 2020.
Future Meeting Dates Scheduled
Regular Vestry Meetings: The Vestry agreed that future meetings will be started at 12:30 pm. For 2020, meetings will be held on the third Sunday of each month, except for the June meeting which will be held on the 28th.
2020 Annual Parish Meeting: The Annual Parish Meeting is scheduled for Sunday, January 26, 2020, following the 10:30 service.
2020 Vestry Retreat: The 2020 Vestry Retreat is scheduled for February 28/29, 2020, location to be announced.
Godly Play Room
Seeber and Snell reported that the Godly Play room has been used for storage which is inappropriate. The Interim Rector has directed Parish Administrator Anika Rinker and Children’s Minister Liza Goodner to have these items removed.
Memorial Garden Update
Snell provided a document on the Memorial Garden. A copy is attached to and made a part of these minutes. Contract records are incomplete and supplies need to be purchased. The Interim Rector appointed a Task Force led by Snell and including Heckel and Butler to investigate the situation. He has also instructed Financial Manager Albert Alvarez to assist.
Announcements and Upcoming Events
October 27 Trunk or Treat, Blood Drive
November 3 All Saints Sunday
December 1 Advent 1
December 8 Advent Fest
February 10 East Deanery Meeting, 7:00 pm at St. Stephen’s
Junior Wardens’ Report
Mullaney said that there have been some sprinkler issues.
Senior Warden’s Report
Keen Haynes had no report.
Interim Rector’s Report
Ground Rules and Guidelines Adopted: Mullaney moved and Mitchell seconded the adoption of the “Ground Rules for Church Meetings” and “Guidelines for Dealing with Criticism” supplied by the Interim Rector. The motion carried and copies are attached to and made a part of these minutes.
Coffee Hour Procedures: The Very Rev. Pogue noted the new procedures for Coffee Hour, which are posted in the kitchen, and said that stick-on name tags are provided in strategic locations for visitors and members who don’t have their name tag.
Executive Session
The Vestry entered Executive Session at 3:47 pm and exited the session at 4:18 pm.
Vote on Position of Curate
Mitchell moved and Mullaney seconded that:
The Very Rev. Pogue offer full-time employment at St. Martin-in-the-Fields to the Rev. Christopher Thomas from December 2019 through the end of Thomas’s initially contracted half-time curacy in July 2020, and that
The Very Rev. Pogue begin the process of finding a curate to begin in Summer 2020, with youth ministry to be part of the designated call.
The motion carried.
Adjournment and Closing Prayer:
The Meeting was adjourned at 4:20 pm with prayer by Ben Taylor.
NEXT REGULAR VESTRY MEETING SUNDAY, NOVEMBER 17, 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
September 15, 2019
Present: Bob Bess, Mary Beth Butler, Sharon Dudek, D.J. Mitchell, Christopher Mullaney, the Very Rev. Ron Pogue (Interim Rector), Linda Seeber, Becky Snell, Julie Sutton, Ben Taylor.
Absent: Christopher DeClerk, Keen Haynes, Brandy Heckel.
Also Present: Linda Snow, Historian, Liza Goodner, Children’s Minister, DeShay Jackson, Music Minister.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, September 15, 2019, in the East Parish Hall. The meeting was opened with prayer by the Very Rev. Ron Pogue at 12:19 pm.
Consideration of Vestry Minutes from August 18, 2019
Minutes from the August 18 meeting were approved as distributed.
Treasurer’s Report
Mitchell presented the Treasurer’s report. Bess moved the report be accepted, Snell seconded and the motion carried.
Scrip Program: Mitchell noted that the scrip program has ended.
Giving Statement Changes: Giving statements will be sent to pledgers in arrears at the end of November and end of the calendar year. From January 2020 on, all statements will be sent electronically via Breeze.
Projected Budget Shortfall: Mitchell reported that, as expected, budget shortfall will be approximately $15,000. This amount will need to be raised before the end of the year. Thanksgiving and Christmas special offerings will be directed toward this need.
Endowment Plans: The Finance Committee will bring a plan to the Vestry for setting up an endowment. Pogue suggested The Episcopal Church Foundation (ECF) be contacted for assistance in this area.
Gay Pride Parade Update
Butler announced that a group is forming to drive from the church and can also meet at the location of the Tarrant County Parade. Sutton suggested a sign-making party in advance of the event.
Christopher DeClerk Vestry Replacement Elected
Christopher DeClerk has resigned from the Vestry due to a move, so nominations to fill his term (ending in 2021) were opened. Sutton nominated Kristy Pemberton, who has indicated her willingness to serve. Bess seconded, and the motion carried.
Stewardship Pledge Campaign
The Interim Rector announced that the campaign will include 4 speakers at services, as well as personal essays from other members, to be sent out by email.
Consecration Sunday, October 20, will be the culminating event of the campaign, with pledges due at that time and a complimentary luncheon to be served. Based on research by Heckel and Snell, Sutton moved that Spring Creek Barbeque be engaged to cater the meal. Mitchell seconded, and the motion carried. Sutton will provide a large salad.
Bess moved that a temporarily restricted fund will be established to accept donations toward Consecration Sunday. Mullaney seconded, and the motion carried.
Plan for Haynes to Continue as Senior Warden
Four Vestry members’ terms end in 2020: Butler, Haynes, Heckel, and Seeber. The Vestry agrees to encourage voters to reelect Keen Haynes to the Vestry at the 2020 Annual Meeting. Immediately upon his reelection, the Interim Rector will appoint him to continue as Senior Warden to serve through the selection of the new Rector.
Candidate Qualification Review Committee Appointed
The Interim Rector requested three vestry volunteers to serve on the committee to solicit nominees for three Vestry positions as well as Diocesan Convention representatives. The committee will review their qualifications in advance. He appointed the following to serve on the Candidate Qualification Review Committee: the two Co-Junior Wardens (Bess, Mullaney) and three members not standing for election in 2020 – Butler, Sutton, and Dudek.
Fundraiser Updates
Bingo Cancelled: A Bingo Fundraiser was planned for September 28. A temporary gaming license from the Texas Lottery Commission was legally required for such an event. Due to misinformation provided by TLC, the license could not be obtained in the time available, so the event has been cancelled. Seeber agreed to ensure that any door prizes donated be held in the safe for a future event.
Murder Mystery Dinner Reaffirmed: Taylor reminded the group that he and his daughter are interested in running a Murder Mystery Dinner fundraiser. The date previously discussed for this was February 15, 2020. The Vestry reaffirmed its previous approval for Taylor to continue working on this.
Junior Warden Report
Mullaney and Bess reported that air conditioner issues persist, and a service person should be called to diagnose the problem. The Grubby Sunday on August 25 was successful. Many light bulbs were replaced. Bess noted that several of the ballasts need to be replaced. Pogue suggested that the Junior Wardens research grants to assist with changing the current lights to LEDs.
Announcements and Upcoming Events
October 5 Blessing of Animals
October 13 Leaders Social
October 14 Columbus Day (office closed)
October 20 One Worship Service, 10:30 only
Consecration Sunday Lunch, Noon
Vestry Meeting, 2 pm
October 27 Trunk or Treat
November 3 All Saints Sunday
Interim Rector’s Report
Clergy Day Information: Interim Rector Pogue reported on the Diocesan Clergy Day (Sept. 12). It is expected that the lawsuit between the breakaway group and the Episcopal Diocese of Fort Worth will be resolved by June 5, 2020. Because of this, all parishes have been asked to consider two questions:
Whom is God calling us to be?
What is God calling us to do?
The entire Diocese will also be engaging them.
Furniture Needed: Pogue will be shopping at used furniture stores for appropriate items for the Rector’s office, an expenditure previously approved by the Vestry. He noted that the doormats at main entrances are in poor condition and should be replaced.
Service Changes Proposed: The Interim Rector wants to include children in more of the 10:30 worship service. Also, there is a need for an adult formation time. He suggested moving Sunday School to a time between the services. Bess warned of the strong resistance to this during the tenure of the previous interim rector.
Search Committee Information: Pogue reported that the Search Committee will ideally be formed and divided into three groups: one to complete the Parish Profile (~6 members); one to review applications, interview, and visit candidates (10-12 members); and one to serve as transition committee for the new rector and her or his family (8-10 members). In the past, these have been three separate groups. He suggested that the first two groups initially work together, and once a rector is selected, handoff to the third.
Interim Activities and Plans: The Interim Rector also requested Vestry members’ assistance in encouraging anyone who is angry, hurt or resentful in this transition time to talk with him or Rev. Christopher Thomas. If needed, private counselors may also be engaged. In a transition, it is crucial to address and handle such issues to proceed healthfully.
Pogue will be inventorying the groups and ministries of St. Martin-in-the-Fields and making recommendations about those that need to be ended or revitalized. His goal is to create a charter for each group, an organizational chart for all, and a communication network between them. Included in each group’s charter will be a plan for rotation of leadership and short-term tasks. The Vestry endorsed his plans.
Ground Rules Provided: Pogue supplied two documents: “Ground Rules for Church Meetings” and “Guidelines for Dealing with Criticism.” These are attached to and made a part of these minutes.
Next Meeting Date
The next vestry meeting will be held October 20, following the Consecration Sunday meal, at approximately 2 pm.
The Vestry entered Executive Session at 2:32 pm.
Plans for Extending Curacy for Thomas
Mullaney moved the parish work to find funds to extend the employment of the Rev. Christopher Thomas at St. Martin’s during his job search. His curacy at St. Elizabeth/Christ the King ends in December 2019 and his St. Martin’s curacy ends in July 2020. Mitchell seconded the motion, and the motion carried. Mitchell will see if funds can be available so that Thomas would be a full-time curate at St. Martin’s in 2020.
Transportation Allowance for Music Director
Bess moved that up to $100 per month be afforded to Music Minister DeShay Jackson to be used for his work-related transportation costs. Jackson will submit his receipts for reimbursement. Sutton seconded the motion, and the motion carried.
Executive Session ended at 3:09 pm.
The Meeting ended at 3:10 with prayer by Sharon Dudek.
NEXT REGULAR VESTRY MEETING SUNDAY, OCTOBER 20 FOLLOWING THE CONSECRATION SUNDAY MEAL – APPROX 2 PM. FINAL PRAYER PROVIDED BY BEN TAYLOR.
Respectfully submitted,
Mary Beth Butler, Clerk
by Anika Rinker | Aug 11, 2020 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
August 18, 2019
Present: Bob Bess, Mary Beth Butler, Christopher DeClerk, Sharon Dudek, Keen Haynes, Brandy Heckel, D.J. Mitchell, Christopher Mullaney, Linda Seeber, Becky Snell, Julie Sutton
Absent: Ben Taylor
Also Present: Canon Janet Waggoner; Linda Snow, Historian; Sue Mitchell
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, August 18, 2019 in the East Parish Hall. The meeting was opened with prayer by Canon Waggoner at 12:10 pm.
Consideration of Vestry Minutes from July 25 and 28, 2019
Minutes from the meetings on July 25 and 28 were approved as distributed.
Deanery Report
Rev. Christopher Thomas reported that the four churches in the Deanery are interested in joining together to participate in the Tarrant County Pride March and Festival on October 5, 2019. The Vestry indicated their support for St. Martin’s to participate. Butler moved that a committee be established to increase the welcome of LGBTQIA persons to St. Martin’s. Mullaney seconded and the motion carried. Butler offered to convene the group.
Treasurer’s Report
Mitchell presented the Treasurer’s report. Mullaney moved acceptance and Sutton seconded. The motion carried. Snell noted that the Memorial Garden needs more concrete niches. After discussion it was agreed that the Memorial Garden contracts need to be reviewed and revised to ensure the cost being charged is reasonable.
Endowment: Bess moved that the pension funds left by Joy Malmgren to the church be directed to the Temporary/Emergency fund. Heckel seconded and the motion carried.
Approval of Audit Report
The report submitted by the Audit Committee was reviewed. Sutton moved approval, Seeber seconded and the motion carried. Per the recommendation of the committee, the Scrip program will be ended. Sutton moved that Haynes and Mitchell be tasked with oversight of and reporting on this process. Seeber seconded and the motion carried.
Housing Resolution for Fr. Ron Pogue
Sutton moved that the vestry adopt the following resolution:
Whereas the Very Reverend Ron Pogue, an ordained minister, is employed to serve St. Martin-in-the-Fields Episcopal Church as interim Rector, beginning September 1, 2019, and whereas St. Martin-in-the-Fields Episcopal Church does not provide a residence for its appointed ministers: It is hereby resolved that the compensation to be paid to the Very Rev. Ron Pogue for the calendar year 2019, and subsequent years unless amended, shall include an annual payment of $35,000, which is designated as housing allowance, within the meaning of the term as used in section 107 of the Internal Revenue Code.
DJ Mitchell seconded and the motion carried.
Stewardship Pledge Campaign
Becky Snell reported for the Stewardship Committee, which met with Fr. Ron Pogue on August 12, 2019. This year the church will use the New Consecration Sunday program. A report about this program and the proposed schedule was presented and is made an attachment to these minutes. Consecration Sunday is scheduled for October 20, 2019.
Ministry Fair (September 8, 2019)
The Ministry Fair is scheduled for September 8, which will be Fr. Ron Pogue’s first day to celebrate and preach at St. Martin-in-the-Fields.
Fundraiser Updates
Sutton and Dudek reminded members that each one is requested to secure $100 worth of donations for the September 28 fundraiser. They would like to have items in hand by September 21.
Junior Warden Report
Senate Bill 535: Mullaney reported on Texas Senate Bill 535 which changes the law regarding open carry of a weapon in places of worship. He will revise the presentation he created a few years ago on this topic and submit it to Bess, Haynes, and Pogue for consideration as a forum or other presentation.
Facility Usage by Outside Parties: Contract will be reviewed due to recent issues.
Grubby Sunday: Scheduled for August 25, 2019 after 10:30 service
Request: Both co-Jr. Wardens are employed full time and very busy. They cannot respond to maintenance calls instantly. Issues of maintenance should be reported to them; these will be managed.
Senior Warden Report
Haynes ceded the floor to DeClerk, who regretfully announced his resignation from the Vestry due to a new job out of state. His last meeting will be September 15. He read a letter, a copy of which is attached to and made a part of these minutes.
Haynes will be on vacation September 7 – 18.
Executive Session
The group entered executive session at 1:35 and closed that session at 2:57 pm.
Closing Prayer and Adjournment
The meeting was closed with prayer at 3:02 by Brandy Heckel.
NEXT REGULAR VESTRY MEETING SUNDAY, SEPTEMBER 15. LUNCH & FINAL PRAYER PROVIDED BY SHARON DUDEK
Respectfully submitted,
Mary Beth Butler, Clerk
by Anika Rinker | Aug 11, 2020 | Vestry Updates
St. MARTIN-IN-THE-FIELDS VESTRY MEETING
July 28, 2019
Present: Mary Beth Butler, Christopher DeClerk, Keen Haynes, Brandy Heckel, D.J. Mitchell, Linda Seeber, Becky Snell, Julie Sutton
Absent: Bob Bess, Sharon Dudek, Christopher Mullaney, Ben Taylor
Also Present: Ayo Omoniyi, Deacon, Glenda Morehead, Parliamentarian, Linda Snow, Historian, Rhonda Ackley, Tony Ackley, Sue Mitchell, Dick Seeber
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, July 28, 2019 in the East Parish Hall. The meeting was opened with prayer by Deacon Omoniyi at 12:14 pm.
Consideration of Vestry Minutes from June 27, 2019
D.J. Mitchell moved acceptance of the minutes from the June 27 meeting. Mary Beth Butler seconded and the motion carried.
Editing of Vestry Meeting Minutes
Parliamentarian Glenda Morehead read a statement explaining the process by which she reviews draft minutes to ensure accuracy and proper format.
Treasurer’s Report
Mitchell presented the Treasurer’s report. Julie Sutton moved approval and Becky Snell seconded. The motion carried.
Stewardship Pledge Campaign
Keen Haynes asked for members to volunteer to be on the Stewardship committee. Rev. Pogue has asked to begin working with the committee prior to his official start date on September 1. Mitchell, Snell and Linda Seeber agreed to serve.
Ministry Fair (September 8, 2019)
Haynes said that the Ministry Fair would be held on the date above, along with a reception to welcome Rev. Pogue and his wife Gay. Haynes will not be present on that date, so Mitchell will coordinate the details of the fair. Snell will supply Haynes with contact information about ministry members and leaders.
Fundraiser Updates
In preparation for the Bingo! Fundraiser scheduled for September 28, Sutton distributed copies of a donation solicitation letter. The letter is attached and made a part of these minutes. Sutton has created a Google Sheets Document (SMITFBINGO_PotentialDonationList – link was sent to all Vestry members on July 28, 8:53 am), to which all Vestry members have been invited to contribute. The list contains 84 suggested donors. If a potential donor is approached, the result should be indicated on the Sheets document to avoid duplication. Each Vestry member is asked to solicit $100 worth of donated items for the event (gift cards or certificates or items for silent auction).
CPR Fundraiser is tentatively scheduled for Saturday, August 17. DeClerk will confirm this week.
Potential Eagle Project
DeClerk reported that a prospective Eagle Scout has proposed a project to clean up the area between the labyrinth and Memorial Garden. He moved that the Scout be allowed to raise funds by appeal to the parish. Mitchell moved acceptance, Butler seconded and the motion carried.
Stewardship Request by Scout
DeClerk said that a Scout member of the parish noticed use of plastic stirrers for coffee and asked that wooden stirrers be substituted to reduce environmental impact. Haynes agreed to ask parish administrator Anika Rinker to implement this.
DeClerk requested approval for Boy Scout Troop/Pack 937 to sell popcorn at church as a fundraiser. Snell moved acceptance, Mitchell seconded and the motion carried.
Junior Warden Report
Mullaney submitted a report to Haynes that lights were replaced and a new battery acquired for lawnmower. It was agreed that a Grubby Sunday is needed and Haynes will ask the Jr. Wardens to schedule, possibly on August 25.
Senior Warden‘s Report
Haynes said that a new Board Member and parish representative for 4 Saints Food Pantry be identified. Sutton agreed to take on this role with the goal of having a parishioner replace her by year end. Note that 4 Saints is also seeking a Director, a volunteer position requiring 15-20 hours per week. Applications are being accepted through August 1, 2019.
Dick Seeber offered to work in Outreach. He was accepted with thanks.
Hayes noted the need for two new outdoor flags due to the poor condition of the ones we have.
Linda Seeber has researched prices and will handle the purchase.
Guest Rhonda Ackley asked about restarting the Night in Bethlehem Advent program. It was agreed that this could be explored.
Mitchell moved adjournment, Sutton seconded, and the meeting was adjourned at 1:34 pm with prayer by Haynes.
NEXT REGULAR VESTRY MEETING SUNDAY, AUGUST 18. LUNCH & FINAL PRAYER PROVIDED BY BRANDY HECKEL
Respectfully submitted,
Mary Beth Butler, Clerk
by Anika Rinker | Aug 11, 2020 | Vestry Updates
St. Martin-in-the-Fields Vestry Meeting
July 25, 2019
Special Called Meeting
Present: Mary Beth Butler, Christopher DeClerk, Keen Haynes, Brandy Heckel, Christopher Mullaney, Linda Seeber, Becky Snell, Julie Sutton
Present by telephone: Bob Bess, Sharon Dudek, Ben Taylor
Absent: D.J. Mitchell
A special called meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held on Thursday, July 25, 2019 in the East Parish Hall. The meeting was closed to the public. The purpose of the meeting was to interview The Rev. Ronald Pogue, candidate for Interim Rector. The meeting was opened with prayer by Rev. Pogue at 7:10 p.m.
The Vestry and Rev. Pogue engaged in questions and answers for approximately one hour. Afterward, the Rev. Pogue departed the meeting.
Following discussion, Mary Beth Butler moved that the Very Rev. Ronald Pogue be called as Interim Rector. Julie Sutton seconded and the motion carried.
The Letter of Agreement was reviewed. Following discussion, Julie Sutton moved and Christopher DeClerk seconded that the Letter of Agreement as presented be approved. The motion carried.
The meeting was closed with prayer by Brandy Heckel at 9:23 p.m.
Respectfully submitted,
Mary Beth Butler, Vestry Clerk
