Vestry Minutes – March 18, 2018

by Anika Rinker | Apr 16, 2018 | News, Vestry Updates

St. Martin-in-the-Fields Vestry Meeting
March 18, 2018
Present:Jim Bedell, MaryBeth Butler, Christopher DeClerk, Sharon Dudek,  Ike Ogbue, Linda Seeber, Becky Snell, Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Also present: Cheryl Beesley, Ron Hitchcock.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, March 18, 2018 in the East Parish Hall.  The meeting opened with prayer by the Rector at 12:18 PM.
Landscape Plans for the Memorial Garden
The rector introduced Cheryl Beesley, landscape designer, who came to share her vision for landscaping the Memorial Garden. Vestry members were given the opportunity to examine the extensive plans she had. Beesley emphasized her plans were conceptual only. One thing that must be considered is that there are perennial plants that are dormant at this time but will be coming up soon. Beesley and the Memorial Garden Committee will work together to create a final plan which will be presented for vestry approval at a later date.
Consideration of Minutes
Minutes of the February 18, 2018 meeting were approved as corrected.
Treasurer’s Report
Financials Accepted: The Treasurer reviewed the monthly financial reports.  Linda Snow moved the treasurer’s report be accepted as presented.  The motion was seconded and carried.
Revised 2018 Budget Approved: Treasurer Mitchell reviewed the proposed revised 2018 budget. Ike Ogbue moved the revised 2018 budget be approved as presented. The motion was seconded and carried.
Financial Information for Parish to Change: Mitchell stated that the financial information provided in the bulletins will change as of the coming week. Every month after the vestry meeting the information will be updated and remain the same until after the following monthly meeting. He will also be providing quarterly updates on the current financial position of the parish to ensure that members are always informed.
Check Approval List Update: The list of those authorized to approve checks written from the various budget lines is still being updated and will be ready for vestry approval at the April meeting.
Vote to Approve Prayer Shawl Ministry Fundraiser
Kathy Wilkinson moved the vestry approve a Prayer Shawl Ministry Fundraiser to be held December 2, 2018 after both services in the Parish Hall. Items to be sold in the “boutique”  event would be made by Ministry members, proceeds to go for supplies for the ministry as needed to give comfort to those in need. The motion was seconded and carried.

The Prayer Shawl Ministry requests the approval of the Vestry for a Fundraising Event the first weekend in December 2018.  This would consist of a “Boutique type” event held in the Parish Hall after the 8:30 AM and 10:30 AM services on Dec 2.  Items that would be up for sale will be made by members of this Ministry.
All proceeds from this event would go into the Prayer Shawl Ministry Temporarily Restricted Account for the purchase of yarn, gift bags, tissue paper, cards and postage as needed in order to give comfort to those in need.
Thank you for your attention concerning this matter.
Respectfully submitted,
Kathy Wilkinson
Prayer Shawl Director

Election of Junior Warden for 2018
Linda Snow moved the vestry elect Linda Seeber to serve as St. Martin’s Junior Warden for 2018. The motion was seconded and carried.
Vote to Fill Vacant Vestry Seat
Linda Seeber moved the vestry select Keen Haynes to fill the vestry seat recently vacated by Norma Barbier. The motion was seconded and carried. Norma Barbier plans to continue to coordinate Service Sunday and work with the Youth Minister, but finds she cannot continue to fulfill the duties of a vestry member. Haynes will complete Barbier’s vestry term ending in 2020. He has agreed to assist Seeber with building and grounds matters.
Buildings and Grounds Matters
Labyrinth Area Landscaping: Jr. Warden Seeber, Keen Haynes and Ron Hitchcock will investigate what all is needed to landscape the area around the labyrinth and return with more information at the April meeting.
Additional Doors to Parish Hall and Church Building: The bid from Vortex to replace the south doors to the parish hall and the east door to the church building was reviewed. Vestry consensus is that Vortex should be contacted to ask if there is a possibility of receiving a discount of any sort and the possible cost of replacing the west door to the office area at the same time. Information will be reviewed at the April meeting.
Signage for the Labyrinth: Some changes were required in the proposed signage for the labyrinth area. Consideration of the proposal was tabled until the corrections are made.
Senior Warden’s Report
Senior Warden Snow stated that she had nothing new to report. She did however take the opportunity to express her gratitude for all the ways in which vestry members have stepped up to cover her usual church service duties, providing help in ways large and small freeing her to care for Carl and herself as they work to find medical solutions for him.
Rector’s Report
Vestry Ministry Liaison Choices: The rector asked vestry members to choose their top three choices for serving as liaison to the various ministries of St. Martin’s. The acronym that helps is SWEEP: S- Stewardship, W – Worship, E Education – the categories under which are Adult Education, Youth Ministry and Children’s Ministry, E – Evangelism Bringing Others into the Church (Radical Hospitality Committee), P – Pastoral Care and S – Service (Outreach). The Wardens already know what roles they have for the coming year. All other vestry members are to email him their top three choices by Easter.
Children’s Ministry Changes: Amy Pirk has recently begun a full-time job and finds it necessary to resign as St. Martin’s Children’s Minister. A lay volunteer has come forward to lead the “Band of Moms.” Liza Goodner has been working with St. Martin’s children in various capacities. She has been hired to serve as the new St. Martin’s Christian Minister. The change will be announced tomorrow.
Radical Hospitality Chair Needed: Due to increased family obligations, Sharon Payne finds it necessary to step down as Chair of the Radical Hospitality Committee. Vestry members will work to ensure that the welcoming of newcomers to our midst continues.
VPiC Reminders for Sundays: Vestry member were reminded that a prelude is played at all weekend worship services. The VPiCs are to make their announcements from the pulpit after the prelude is ended.
Special Refreshments on Easter Day
Although no vote was taken vestry members decided to provide mimosas and special snacks between the 8:30 and 10:30 services and following the 10:30 service during the Children’s Easter Egg Hunt. Non alcoholic beverages will be available.
Announcements / Upcoming Events
Vestry Retreat – March 24 10 AM – 1:30 PM East Parish Hall
Blessing of St. Martin’s Labyrinth – March 25 12:00 PM
St. Martin’s School Bingo Beers and Barbeque Fundraiser – April 14 6 -9 PM
Bishop’s Visit and Confirmations – April 29
Labyrinth Workshop – May 19 3 PM
The meeting adjourned at 4:18 PM with prayer by Linda Seeber.
 
Respectfully submitted,
Glenda Morehead, Clerk
Please note:  Next regular vestry meeting Sunday, april 15 2018, 12:15 PM, East parish Hall.
 

Vestry Minutes – February 18, 2018

by Anika Rinker | Apr 3, 2018 | News, Vestry Updates

St. Martin-in-the-Fields Vestry Minutes
February 18, 2018
Present: Norma Barbier, Jim Bedell, Christopher DeClerk, Sharon Dudek,  Ike Ogbue, Linda Seeber, Becky Snell, Joel Walker, Nancy Wieden; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: MaryBeth Butler, Linda Snow, Kathy Wilkinson.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, February 18, 2018 in the East Parish Hall.  The meeting opened with prayer by the Rector at 12:24 PM.
Consideration of Minutes
Minutes of the vestry meetings of January 21 and January 28, 2018, were approved as distributed. Minutes of the January 28, 2018, Annual Meeting were also approved as distributed.
Financial Matters
January Financials: The Treasurer announced that the new format for the financials comes directly from Quickbooks and is a true reflection of the financial status of St. Martin’s. He guided vestry members in their first examination of the new format. No vote was taken as to the format itself, but vestry members informally agreed that having complete information in a clearer form than previously was a wise decision. They thanked Treasurer DJ, Sue Mitchell and Albert Alvarez who made the change possible. Ike Ogbue moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
The following 3 items were approved in one motion by Linda Snow. The motion was seconded and carried:
Lenten Project Fund: The vestry established a Lenten Project Fund to accept contributions to the announced Lenten Project each year.
Slaughter Retirement Gifts: The vestry agreed to accept contributions to St. Martin’s retirement gift to the Rev. Susan Slaughter.
Mayer Ordination Gifts: The vestry agreed to accept contributions to St. Martin’s ordination gift to the Rev. Annette Mayer as she completes her journey to priesthood..
Vestry Endorsement of School Fundraiser
Ike Ogbue moved the vestry endorse the proposal of St. Martin’s School to hold a  Barbeque Beers and Bingo Fundrdaiser on April 14, 2018, 6 – 9 PM. The motion was seconded and carried.
Deacon’s Benevolence Fund Check Signers Changed
In view of the recent retirement of the Rev. Henry Penner as a deacon at St. Martin’s and the assignment of the Rev. Ayo Omoniyi  as a deacon serving St. Martin’s, Jim Bedell moved Henry Penner be removed as a signer on the Deacon’s Benevolence Fund and Ayo Omoniyi be added as a signer in his place. The motion was seconded and carried. The clerk will guide the necessary paperwork through the process with Liberty Bank.
Parochial Report Approved
The 2017 Parochial Report of St. Martin-in-the-Fields Episcopal Church includes a final page which requests information on the Outreach Ministries and Volunteer Activity of the congregation. The rector asked vestry assistance to review the list to help ensure it is filled out correctly before the report is forwarded to the diocese. Ike Ogbue moved the vestry approve the 2017 Parochial Report of St. Martin-in-the-Fields Episcopal Church as amended. The motion was seconded and carried. The report as amended will be forwarded to the Episcopal Diocese of Fort Worth before the deadline of March 1, 2018.
Diocesan Information
Racial Reconciliation Training: The rector attended the Racial Reconciliation Training recently and commends it to all who have not yet attended. He reminded vestry members that the training is required for all those in leadership positions in churches in the diocese.
New Officers: Joel Walker has been elected as the Eastern Deanery representative on the Executive Council for the current year. Becky Snell has been elected Dean of the Eastern Deanery for the current year.
Executive Council Meeting Hosts: St. Martin’s will be hosting the meeting of the Executive Council on March 17. Joel Walker will be contacting the vestry members with information on what help is needed from them.
VPiC Volunteers for Upcoming Special Services
Vestry members volunteered for the special services coming up during Lent leading to Easter. Becky Snell, one of those who works in St. Martin’s computer scheduling program will ensure that their names are entered into the program.
Junior Warden Election Postponed
The vestry will revisit the matter of electing a Junior Warden for 2018. Canons state that the jr. warden must be an elected member of the vestry, but there is no requirement that the jr. warden be a “handyman” as such. The jr. warden is one of the four church officers chosen annually in a parish.
Buildings and Grounds Matters
Memorial Garden Landscaping Plan: The rector displayed the landscaping plan for the Memorial Garden proposed by Cheryl Beesley, a professional landscaper. Beesley will come to describe her proposal to the vestry at the March 18 meeting. Her presentation will be the first item on the agenda following the opening prayer.
ADA Compliance of Men’s Restrooms: Vestry members were informed that the men’s room in the church building is not compliant with the Americans with Disabilities Act, however the men’s room in the school building is ADA compliant. Men needing such a facility should be directed to the school building. Investigation will be done as to what would be necessary to make the church building men’s room also ADA compliant.
Scout Projects Requested: Christopher DeClerk, vestry liaison to the scouts, stated that the scout troop sponsored by St. Martin’s is looking for projects scouts can do to assist our parish.
Rector’s Report
Coffee Hour Signups” The rector passed a signup sheet for vestry members to fill in. He has taken on the task of keeping the spreadsheet up to date. He asked that anyone who needs to change their chosen dates later on be sure to notify both him and the schedulers.
Strategic Planning and Leadership: He will be attending a workshop on Strategic Planning and Leadership at Kanuga Conference Center. The information he receives there will be used for the Vestry Retreat on March 24.
Fundraiser Discussion Group: He is assembling a group whose focus will be to discuss various fundraising possibilities to benefit St. Martin’s. Christopher DeClerk, Sharon Dudek, Nancy Wieden and Becky Snell are the first appointees to the group., Additional appointments may follow.
Choosing an Assistant Priest: The retirement of the Rev. Susan Slaughter means that the rector is the only priest currently serving St. Martin’s on a regular basis. Diocesan canons provide that the rector of a church chooses assisting clergy with the approval of the vestry as to funding of the position. The rector shared with the vestry his preferences as to the duties to be performed by an assistant priest. He is currently looking for candidates interested in serving St. Martin’s as assistant priest on a part-time basis and hopes to have the post filled in the near future.
Announcements / Upcoming Events
Ordination of Annette Mayer to the Priesthood, Reception Following – March 1 7 PM
Vestry Retreat – March 24 10 AM – 1:30 PM East Parish Hall
St. Martin’s School Bingo and Barbeque Fundraiser – April 14 6 -9 PM
Bishop’s Visit and Confirmations April 29
The meeting adjourned at 3:09 PM with prayer by Nancy Wieden.
 
Respectfully submitted,
Glenda Morehead
Clerk
Corrected March 18, 2018
Please note:  Next regular vestry meeting Sunday, March 18 2018, 12:15 PM, East parish Hall.