Vestry Minutes October 21, 2018

by Anika Rinker | Dec 7, 2018 | Vestry Updates

St. Martin-in-the-Fields Vestry Meeting, October 21, 2018

Present:  Mary Beth Butler (member & clerk), Sharon Dudek, Keen Haynes, Brandy Heckel, Christopher Mullaney, Becky Snell, Linda Snow, Scot McComas, Rector; Ben Taylor, Christopher Thomas, Assisting Priest; D.J. Mitchell, Treasurer, Nancy Wieden.
Not Present: Christopher DeClerk, Linda Seeber, Joel Walker.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, October 21, 2018 in the West Parish Hall.  The meeting opened with prayer by the Rector at 12:27 PM.
Bible Study
The Rector led the vestry in a bible study using Ephesians 4:1-3.
Consideration of Minutes
Minutes of the September 16, 2018 meeting were approved as distributed.
Treasurer’s Report

• Mitchell led a review of the financials as presented. Haynes moved acceptance of the Treasurer’s Report. The motion carried.
• Mitchell presented a draft budget for 2019.

Breeze Software Update
The newly purchased Breeze software has been installed and staff and volunteers are training on it. It will be run alongside the current software through the end of the calendar year.
Stewardship
Haynes reported that to date, 11 pledges have been made for a total of $36,610.
Rector’s Report

1. Nominating Committee: The rector asked for volunteers to serve on the nominating committee for the 2019 Vestry. Mary Beth Butler, Sharon Dudek, Becky Snell, and Linda Snow agreed to serve.
2. Questions for Vestry Applicants: A draft of questions for vestry nominees and applicants was presented and is made a part of these minutes. Those interested in standing for vestry will be asked to address the questions in writing, with responses to be added to the candidate biographical statements published on the website. 

Junior Warden Report
The written report was presented by McComas. A copy is attached to and made a part of these minutes.
Senior Warden Report
Snow said that staff member Anika Rinker has asked to sell homemade soap at the December 5 Prayer Shawl Boutique. 10% of her profits will be returned to the church. Haynes moved approval, and the motion carried.
Other Topics for Discussion
The annual Keller bike race presents problems for those trying to access the church. Butler agreed to talk with the city about ways to handle the issue. A discussion ensued regarding meeting space on campus.
Announcements/Upcoming Events
November 20: Ecumenical Dialogue 7 pm
November 22: Thanksgiving Worship 10 am
December 2: Prayer Shawl Boutique between services & after 10:30 service
The meeting adjourned at 1:55 PM with prayer by Snow.
Respectfully submitted,
Mary Beth Butler, Clerk
Please note:  Next regular vestry meeting Sunday, November 18, east parish hall.  
lunch provided by Becky Snell                closing prayer: Mary Beth Butler

Vestry Minutes – September 16, 2018

by Anika Rinker | Oct 22, 2018 | Vestry Updates

St. Martin-in-the-Fields Vestry Minutes

September 16, 2018
Present:  Mary Beth Butler (member & clerk), Christopher DeClerk, Keen Haynes, Becky Snell, Linda Seeber, Linda Snow, Scot McComas, Rector; Christopher Thomas, Assisting Priest; D.J. Mitchell, Treasurer. Following election added: Brandy Heckel, Christopher Mullaney, Ben Taylor.
Not Present: Sharon Dudek, Joel Walker, Nancy Wieden.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, September 16, 2018 in the West Parish Hall.  The meeting opened with prayer by the Rector at 12:20 PM.
Election of New Vestry Members
New vestry members were elected to fill vacant seats as follows:
Haynes moved the vestry elect Christopher Mullaney to complete the term of Kathy Wilkinson which ends 2019; Snell moved the vestry elect Brandy Heckel to complete the term of Jim Bedell which ends 20020; Butler moved the vestry elect Ben Taylor to complete the term of Ike Ogbue which ends 2021. Each motion carried unanimously.
New members were seated and welcomed by the rector, with thanks for their willingness to serve. Each will be supplied with a copy of The Vestry Handbook, keys, name tags, mail boxes, and contacted for a required background check.
Presentation by Senior Warden
Snow distributed a document titled, “Observations by the Senior Warden” outlining several group norms for members to adopt to help meetings run smoothly and end in a timely manner. Her recommendations are attached and made a part of these minutes.
Bible Study
The Rector led the vestry in a bible study using Mark 8:27-29a, 34-35.
Consideration of Minutes
Minutes of the August 19, 2018 meeting were approved as distributed.
Treasurer’s Report
Mitchell led a review of the financials as presented. Haynes moved acceptance of the Treasurer’s Report. The motion carried.
Finance Committee Announced
A Finance Committee of the Treasurer, Senior Warden, Rector, Snell, Haynes, and Heckel was created to work on the 2019 budget. The rector noted that the Finance Committee meets monthly on the Saturday prior to Vestry meetings at 3 pm in the Chapel. All are welcome to attend.
Vote on Church Management Software
DeClerk reported that the staff and vestry members who have reviewed the online giving options proposed have unanimously agreed on the Breeze church management program. It will replace the ICON software currently used. The cost for Breeze will not be higher than that for ICON. The plan is to introduce Breeze in the next weeks and run it concurrently with ICON until the new fiscal year, then continue with Breeze alone. Haynes moved that the change in software be made. The motion carried.
Stewardship
Haynes reported on the 2019 pledge campaign plans and shared a copy of the draft pledge card. The theme for the year is Boundless Giving.
Rector’s Report

1. Discussion of Bylaws: This was tabled for future review.
2. Youth Group Information and Discussion: The rector asked the vestry to consider ways to ensure that our restrooms are appropriately welcoming to young people in the process of coming out as transgender. 

Junior Warden Report
Seeber remarked on her written report, presented prior to the meeting. The report is attached to and made a part of these minutes.
Senior Warden Report
No report was presented.
Other Topics for Discussion
It was announced that the prior week’s offering of red envelopes for the 17 Cents a Pound food campaign had netted $362.
Mullaney noted that some members of the Holy Mowers team need keys to be able to access water and facilities.
Announcements/Upcoming Events
October 6: Pet Blessing 5 pm; drive-thru Pet Blessing 5:45 pm
October 28: Trunk or Treat Youth & Children’s Fundraiser with Potluck 12:00 pm
November 4: Stewardship Ingathering Potluck Luncheon 12:00 pm
The meeting adjourned at 2:15 PM with prayer by Haynes.
Respectfully submitted,
Mary Beth Butler, Clerk
Please note:  Next regular vestry meeting Sunday, October 21, WEST (SMALL) Parish hall.
lunch provided by Sharon Dudek       closing prayer: Linda Snow

Vestry Minutes – August 19, 2018

by Anika Rinker | Sep 19, 2018 | Vestry Updates

St. Martin-in-the-Fields Vestry Minutes

August 19, 2018
Present: Mary Beth Butler (member & clerk), Christopher DeClerk, Sharon Dudek, Keen Haynes, Ike Ogbue, Becky Snell, Linda Seeber, Linda Snow, Joel Walker, Nancy Wieden; Scot McComas, Rector; Christopher Thomas, Assisting Priest; D.J. Mitchell, Treasurer; David Lowder, Guest; Flo Lowery, Guest.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, August 19, 2018 in the East Parish Hall.  The meeting opened with prayer by the Rector at 12:20 PM.
Linda Snow moved that Mary Beth Butler be elected as Clerk of the Vestry. The motion carried.
The Rector led the vestry in a bible study using Ephesians 4:25, 29, 31 and 5:1-2.
Welcoming Ministry – Guest: Flo Lowrey
Flo Lowrey outlined her proposal to revitalize and lead the bread ministry as part of the Welcoming Ministry. She will thank and reorganize the bread bakers, all of whom will use a common recipe. Lowrey was thanked by the Vestry for her willingness to manage this important ministry, of which she has been a part for many years.
Welcoming Ministry Report
Mary Beth Butler said that Mary Parmer’s book “Invite Welcome Connect” gives excellent guidance for this ministry. Several members of St. Martin’s attended a workshop she gave a few years ago, and realized the “Connect” portion is where we need the most attention. This will be discussed at the next meeting.
Vestry Resource Guide
The Rector led a discussion of Chapter 6 of “The Vestry Resource Guide.” This concludes the group’s review of the book.
Consideration of Minutes
Minutes of the July 15, 2018 meeting were approved as distributed.
Treasurer’s Report
DJ Mitchell led a review of the financials as presented. Along with the standard reports usually presented, he included a 2019 budget mock-up arranged by priorities, recommending that this would be a useful way for the congregation to align spending with future vision. He also presented a draft of Bylaws and recommended that they be reviewed, revised as needed, and adopted so that work on the endowment can go forward. Joel Walker moved approval of the Treasurer’s Report. The motion carried.
Consideration of Scout Popcorn Fundraiser for PRAY Emblems
Christopher DeClerk presented a request for the Boy Scout troop to be permitted to sell popcorn at the church to help fund the PRAY Emblems. Sharon Dudek moved acceptance and the motion carried.
Consideration of Trunk or Treat Fundraiser
Linda Snow moved that a budget line be added for the annual Trunk or Treat Fundraiser. The motion carried.
Vote to approve Audit Committee Report
The Report of the Audit Committee for 2017 and its recommendations for changes were presented. Ike Ogbue moved approval for this document for forwarding to the Diocese. The motion carried. David Lowder, who serves as the Diocesan Treasurer, remarked that larger churches are required to secure an external audit at a cost of approximately $9000. We are fortunate to have a volunteer committee to serve in this capacity.
Rector’s Report

1. Coffee Hour: The Rector led a discussion of how to best prepare coffee for attendees of the early service. It was agreed that the 8:30 Vestry Person-In-Charge would start the coffee in the big urn so that it will be ready for the Bible Study that meets between services.
2. School Classrooms: The Rector reported that the school needs another classroom, and there is a proposal to locate it in the current Youth room. The Youth are willing to share this room. Because there seems not to be enough light in the room, a window needs to be cut in the room. Jr. Warden Seeber will get prices for the window installation.

Stewardship
The Stewardship Committee continues to prepare for the 2019 pledge campaign. Christopher DeClerk presented the result of research he carried out on various solutions that would add electronic giving options for members. 
Junior Warden Report
Linda Seeber remarked on her written report, presented prior to the meeting. The report is attached to and made a part of these minutes.
Mary Beth Butler presented a recommendation for “Slow/Children Playing” signs to be installed at the church entrances. It was agreed that 2 large signs will be posted at driveways and one small sign will be attached to the first light post with metal straps. Butler will order materials and she and Becky Snell will handle installation.
Senior Warden Report
Sharon Dudek presented a sample of the T-shirt that she proposes for a fundraiser. Becky Snell moved the vestry approve the fundraiser with the income to go to the operating fund. The motion carried.
Other Topics for Discussion
The Rector announced the resignation from the vestry of Jim Bedell due to time constraints and Ike Ogbue, who is moving to Seattle. These positions need to be filled, along with the position vacated by Kathy Wilkinson. The Rector invited Linda Seeber to contact the people who ran for Vestry in January to see if they would be interested in being appointed; she agreed.
Announcements/Upcoming Events
October 6: Pet Blessing 5 pm; drive-thru Pet Blessing 5:45 pm
October 28: Trunk or Treat Youth & Children’s Fundraiser 12:00 pm
November 4: Stewardship Ingathering Luncheon 12:00 pm
The meeting adjourned at 4:15 PM with prayer by Keen Haynes.
 
Respectfully submitted,
Mary Beth Butler, Clerk
Please note:  Next regular vestry meeting Sunday, September 16, EAST Parish hall.  
lunch provided by Linda Seeber              closing prayer: Joel Walker

Vestry Minutes – July 15, 2018

by Anika Rinker | Aug 23, 2018 | Vestry Updates

St. Martin-in-the-Fields Vestry Minutes
July 15, 2018
Present:Jim Bedell, Mary Beth Butler, Christopher DeClerk, Sharon Dudek, Keen Haynes, Ike Ogbue, Becky Snell, Linda Seeber, Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Christopher Thomas, Assisting Priest; Albert Alvarez, Financial Manager. Not present: D.J. Mitchell, Treasurer. Glenda Morehead, Clerk.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, July 15, 2018 in the West Parish Hall.  The meeting opened with prayer by the Rector at 12:10 PM. He then led the vestry in a bible study using Ephesians 1:3-10, followed by a discussion of Chapters 4 and 5 of “The Vestry Resource Guide.” He spoke about his service as a deputy to General Convention, held the prior two weeks in Austin.
Rector’s Report

1. Request from Rev. Ayo Omoniyi for 4 Saints Food Pantry Omoniyi indicated that the needs of the community served by 4 Saints are very great, and asked if the church could consider increasing its financial support. Linda Snow moved to renew the “17 cents buys a pound of food” drive on a quarterly basis, running it for approximately 1 month each time. The motion was seconded and carried.
2. Presentation by Susan Kleinwechter of Communications Committee proposal Susan Kleinwechter, director of communications, presented a proposal by the committee to establish one wall in the church administration building as a working “History Wall” to allow members to add to timeline, pictures, etc. toward creation of the 50^th anniversary book. Another wall in the building would be a “Culture Wall” visually demonstrating the current culture of the parish. Target audience is people who come to the parish for reasons other than Sunday worship – NA and AA groups, school parents, etc. Susan also presented proposed signage to show worship times and direct visitors to the Labyrinth. Jim Bedell moved to approve these concepts pending confirmation of funding. The motion carried with one abstaining.
3. Audit Committee appointed The Audit Committee, headed by Paula Jefferson, will meet on August 4 at 8 am.
4. Vestry Clerk Rector asked the Vestry to prayerfully consider whether they were called to service as the new Clerk of Vestry.

Consideration of Minutes
Minutes of the June 10, 2018 meeting were approved as distributed.
Treasurer’s Report
In the absence of DJ Mitchell, Treasurer, Financial Manager Albert Alvarez presented the financial report. He asked for approval of the May financials, which were not complete at the previous meeting, and the June financials. Linda Snow moved acceptance and the motion carried.
Discussion ensued of when and how to inform the congregation of the shortfall in pledge and non-pledge income. Joel Walker moved that VPIC’s read a Vestry statement at each service during the weekends of July 21-22 and 28-29. Keen Haynes offered to draft a statement for Vestry review and use. The motion carried.
Union Gospel Mission Funding Request
Joel Walker moved that $1000 of the $1700 currently budgeted for Union Gospel Mission be distributed. The motion carried.
Stewardship
Mary Beth Butler reported that the Stewardship Committee was exploring external mechanisms for receiving pledges and other payments. The theme of the campaign will be Abundant Giving. Launch date will be Saturday, October 6, running for four weeks and finishing with ingathering and a luncheon on Sunday, November 4.
Welcoming
Mary Beth Butler reported that the Welcoming group is looking at ways to welcome and engage visitors and newcomers.
Vestry Vote to approve Buy-Back of Columbarium Niche
Keen Haynes moved that the church buy back the niche currently owned by LC Crowley and Jim Wilson and sell it to the family of Marie Tice. The motion carried.
Becky Snell reported on the offer recently extended to inter unclaimed remains of indigent persons. They prefer to bury intact remains rather than cremate.
Diocesan Convention Information
Joel Walker reported that Diocesan Convention will be held November 9-10, 2018, in Decatur. September 10 is the deadline for resolutions and nominations. On October 15, St. Martin’s will host the East Deanery meeting at 7:00 pm in the East Parish Hall.
Junior Warden Report
Linda Seeber remarked on her written report, presented prior to the meeting. The report is attached to and made a part of these minutes. She suggested that the Parish Hall dishwasher is not used and if it were removed, kitchen space could be gained. She agreed to ask Union Gospel Mission if there might be use for it in the new building.
Irrigation for the Labyrinth is estimated at $1100. The issue was tabled until September, when the weather is more conducive to new planting.
The first Sunday in August (8/5) will be a “Grubby Sunday” with parishioners invited to come in work clothes and stay afterward for a clean-up day.
Mary Beth Butler reported on installation of caution items in the parking lot. She is checking with the city on the possibility of a School Zone on Pearson Lane and caution signs in the parking lot.
Senior Warden Report
No report was given.
Other Topics for Discussion
Joy Malmgren is working on grant proposals for the Diocesan outreach grant. It was suggested that she explore funding for the 4 Saints Food Pantry.
July 29 Pool Party at Goodner Home (RSVP requested)
August 5 Grubby Sunday Workday following 10:30 service
August 19 Vestry Meeting 12:15 PM
The meeting adjourned at 3:00 PM with prayer by Becky Snell.
Respectfully submitted,
Mary Beth Butler, Clerk pro tem
Please note:  Next regular vestry meeting Sunday, AUGUST 19, EAST Parish hall.