by Anika Rinker | Aug 24, 2020 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY RETREAT AND MEETING
May 17, 2020
Present: Bob Bess, Keen Haynes, D.J. Mitchell, Kristy Pemberton, the Very Rev. Ron Pogue (Interim Rector), Becky Snell, Christopher Mullaney, Julie Sutton, Bob Garrity, Christopher DeClerk, Ben Taylor and Linda Seeber
Guests: Gary Wilkinson, Sue Mitchell
Such meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, May 17, 2020, via Zoom meeting during the COVID-19 Pandemic, beginning at approximately 12:30 p.m.
The minutes from the vestry meeting on April 19th were approved as submitted by all except Christopher DeClerk, who was not in attendance. The minutes from the April 26th meeting were approved by all as submitted.
Treasures Report:
DJ Mitchell presented the treasurer’s report for April. The change in our cash position is virtually unchanged. The pledge revenues are continuing above plan, yet all other revenues are as reported last month and below plan. Revenue is 15k below plan, but all expenses are significantly below plan helping keep the deficit low.
Our focus should be on the end-of-year projections. We will make a lot of assumptions based on how things pan out through the year, based on expenses and income and how the pandemic has affected things. With the PPP grant for payroll expenses, we should break even at the end of the year, there are just so many unknowns at this time. All approved the treasures report.
Finance Committee and School Report:
Gary Wilkinson gave the finance committee report and the update on the school. A finance committee meeting was held yesterday, Saturday the 16th. The committee combed through the budget and discussed stewardship. The loan was received as of May 1st and the next finance meeting is June 20th.
The school has finished up the school year with the last 6 weeks with online learning activities. We had as many as 50 kids/families participate in any given day of sessions. We had reduced tuition for April and May, from a financial perspective, we are still ahead for the school year by $3,800 we did pay the teachers full salaries until the end of March. They will continue to work on room plans, cleaning and how to keep the kids separated for next school season.
We are expecting all 50+ students to start in August, but so far only have 28 signed up now for sure.
We will have to adjust if the numbers changes, a reopening plan is in the works.
All received and accepted the finance and the school report.
Rector search committee:
Sue Mitchell presented for the search committee. We have to provide a list of members households asap so we will be prepared to pay Holy Cow once they resume services.
The profile is in progress. The team is working on an invitation and gathering more info on the Keller/ DFW area. They will begin meeting weekly starting next week to get the first draft ready. Jerry Burkett is working on the website for potential changes going forward.
A potential fall meeting will be set up and the team is working on the plan to regather. Hopefully this can be coordinated with the drone flyover so good pictures can be taken.
Father Ron anticipates 4-5 zoom meetings in August for conversations about past, present, and future and the survey report.
Junior Warden Report
Bob Bess and Christopher Mullaney reported on a few items that need to be repaired. One toilet is running nonstop. The water has been turned off to it until we can get back in the building. With all the wardens out of the church in quarantine, there isn’t much activity happening right now.
The holy mowers are doing great a great job with the yard. Mullaney will cut down the dead crape myrtle tree as soon as possible. Father Ron said the inside of the church is covered in dust. Zander will be contacted to dust the sanctuary. It needs to be kept up and should not wait we are about to regather, it could cause issues for parishioners to return to a lot of dust. There are also a lot of black bugs in the hallway by the office.
Senior Warden Report
Keen Haynes reported on the executive council meeting yesterday. The hot topic is the ongoing litigation, results still anticipated by end of June. Chancellor Sandy Liser anticipates that after litigation, we would enter mediation to iron out items for resolution, it could take up to 60 days to see results.
The Diocesean Mission and Outreach Committee met Friday and approved items on the outreach list. Our Service Sunday was funded but the United Gospel Shoe program did not get funded.
There have been topics discussed regarding how things will happen after this is resolved, regarding those that have left and want to come back to serve again. There may be a waiting period for this to occur.
Interim Rector’s Report
The Very Rev. Ron Pogue asked for more equipment for the online services, singing will be added to the online service by Joe or possibly a member of the choir. Lectors have been added. Becky Snell will reach out for volunteers.
Sunday morning online services will now be available on Sunday mornings instead of Saturday, it is a lot of work for Chuck Ambrose to finish.
There is a schedule for all speakers going forward on the online services until June.
Becky Snell asked about a mid-week service via zoom for a healing service. It’s a consideration and could be noon on Wednesdays, more to follow.
The regathering draft plan has been sent via email; more details need to be added in the actual plan especially sanitation of the facility after every service. We are not sure if we will have more than one service on Sundays. We cannot have shared hymnals etc.; they are too hard to sanitize. We all agree it is time to advance the technology and the pandemic is platform we can use to launch this.
We are considering an alternative to the hymnals; we could print out words on paper. Another option could be electronic versions sent via email and others bring their devises with them.
Our current sound system went into the shop in January and the one we are using now is a loaner and is not working well, it is not compatible with our microphones and is causing issues. We need to look into this, the shop that has our system is not open right now due to quarantine.
Pastoral care is still making calls, there are 12 people calling and reaching out to people in need. Father Ron is getting requests for pastoral meetings and those are happening via phone call.
No deaths, we have had some people have surgeries, we are keeping close tabs on those that have kept us in the loops.
Father Ron has reached out to 20+ households of newcomers and the reception has been great.
Christopher DeClerk reported the Food Drive is going really well, and the plan going forward is exciting.
Adjournment and Closing Prayer:
The Meeting was adjourned with prayer by The Vey Rev. Ron Pogue at 3:00 p.m.
NEXT REGULAR VESTRY MEETING SUNDAY, JUNE 18, 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 MEETING
April 19, 2020
Present: Bob Bess, Keen Haynes, Bob Garrity, D.J. Mitchell, Kristy Pemberton, the Very Rev. Ron Pogue (Interim Rector), Linda Seeber, Chris Mullaney., Ben Taylor, Julie Sutton
Absent: Becky Snell
Also Present: Gary Wilkenson, Rex Angle and Sue Mitchell, Co-Chairs of the Rector Search committee and Ayo Omoniyi our Deacon.
Such meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, April 19, 2020, virtually via zoom meeting. 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 March 15, 2020 meeting were approved as distributed.
Finance Committee Report and School update:
No report presented; Gary Wilkinson addressed the school refunds considering the COVID-19 shutdown. The teachers have established an online program for all students and will have its next meeting, Tuesday April 21st virtually. Many parents will continue paying tuition even during the shutdown, some will pay only half, and a few can’t pay at all. The great news is we haven’t lost any students yet.
Treasurer’s Report
All were given copies of the budget and treasures report. With the COVID-19 pandemic, our church qualifies for the payroll assistant program. We have applied for relief.
Treasurer’s Report Approved: The Treasurer’s Report was presented by Mitchell accepted and approved by all.
Rector Search Committee Report
Rex Angle and Sue Mitchell provided the update on the search committee. Holy Cow, our choice for online surveys for the church, has suspended all activity due to the pandemic. They feel and we agree that any results would be skewed by the situation of our country at this time. It will resume once things return to the new normal. The cost for the survey will be around $880.00 for a church the size of ours, ranging from 150-500 in attendance.
Father Ron is working on a survey that can be sent to the congregation regarding worship and how it will look like moving forward.
Angle is going to commission a drone to take aerial pictures of the church assets and grounds to add to our profile.
May 17th is the next scheduled virtual meeting of the committee.
Sue Mitchell brought us up to date on a tool called CAT (congregation assessment tool), she will bring more info in a future meeting.
Stewardship committee:
This is on hold for now. New names are available to be added to committee when the pandemic is over. Becky and Linda will meet soon to make sure this stays on task.
Junior Warden update:
Dick Seeber is continuing to do small tasks in the church while we are closed, recently he replaced the light covers. The Boy Scout Eagle project is completed. The Fence around the trash bin looks amazing. Father Ron signed off on the task as completed for the Scouts.
The outdoor cross has been moved and the direction of the labyrinth has been corrected.
Christopher DeClerk’s son would like to do some landscaping around the labyrinth and wanted to know if the church has some funds to assist and we all agreed we did. Christopher recently lost his job in California and the family will no longer be moving. We all agreed we would like to ask him to resume his duties on the vestry and fill one of the vacant seats. Father Ron will talk to him.
Senior Warden update:
The food pantry is in need of peanut butter and cereal donations. Many members of the vestry offered donations and will work with Haynes for pickup.
Deacon update:
Ayo thanked everyone for the hard work on phone calls and praying for the congregation. Paula Jefferson has received great feedback on the efforts.
Interim Rector’s Report
The Very Rev. Pogue assured the vestry that he will be staying here until we find a new fill time rector regardless of how long it takes.
Chuck Ambrose is continuing to come up with new ideas on how we can improve and take our online worship services to the next level.
The first congregation wide zoom meeting so we can catch up on one another is happening this Sunday at 11 a.m.
Father Ron reported the many ways the church is going forward in the pandemic.
- The prayer ministry is continuing, HEB hospital, our church is praying for them on Thursdays.
- Helping Hands, lots of people are offering to assist those in need. So far no major needs have been presented.
- Liza is continuing church online for the smaller children and Hayleigh is continuing to reach out to the youth although she is not getting much reception from the kids or parents.
- Anika is continuing to work on the update of the website
- SOS is having zoom meetings and it is going well
- The prayer shall ministry is still going
- Christian formation and Pastoral care are on task
- Paula Jefferson has been recommended as a candidate to be ordained.
- The evangelical committee met and Ron Hitchcock wrote a letter regarding how others are sharing the online services.
- Jo Henry our new music minister leased an apartment in Dallas and is due to start Mid May-Early June after his contract with Grambling University is complete.
- We are starting to record music and sharing it on the churches FaceBook page.
Father Ron discovered that our church is not incorporated. We need to move forward on this. Bess motioned to proceed, and DJ Mitchell seconded. Father Ron will check with the Bishops office to make sure this can move forward during the lawsuit.
Being incorporated helps with grants. All of the Vestry approved this process.
Adjournment and Closing Prayer:
The Meeting was adjourned with prayer by The Vey Rev. Pogue at 12:35 p.m.
NEXT REGULAR VESTRY MEETING WILL BE SUNDAY, May 17, 2020 AT 12:30 PM VIRTUALLY ON ZOOM.
Respectfully submitted,
Kristy Pemberton
Clerk
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
