Vestry Minutes: April 23, 2017

by Anika Rinker | Apr 23, 2017 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING

April 23, 2017

Present: Norma Barbier, Jim Bedell, Jack Bolerjack, Charles Busey, Courtney Mullaney, Ike Ogbue, Linda Seeber, Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.

Not present: MaryBeth Butler.

A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, April 23, 2017, at 12:15 PM in the East Parish Hall.  The meeting opened with prayer by the  Rector.

Approval of Minutes

Joel Walker moved the minutes of the March 19 meeting be approved as distributed. Jim Bedell seconded the motion, and the motion carried. Kathy Wilkinson moved the minutes of the March 25 meeting be approved as distributed. Jim Bedell seconded the motion, and the motion carried. Kathy Wilkinson moved the minutes of the April 9 meeting be approved as distributed. Jim Bedell seconded the motion, and the motion carried.

Treasurer’s Report

Treasurer’s Report Accepted: The Treasurer reviewed the monthly financial reports.  (See attached.) Joel Walker moved the treasurer’s report be accepted as presented. Jim Bedell seconded the motion, and the motion carried.

Votes on Budget Changes: At the recommendation of the Treasurer the following motions were passed:

Joel Walker moved that the Organist/Music Director and the Supply Organist budget line items be combined. Ike Ogbue seconded the motion, and the motion carried.

Courtney Mullaney moved that the expense category in the budget called “YM Mission Trip” and the category called “Youth Mission Trip” in the Temporarily Restricted Fund Activity and Balances report be changed to “YM Mission and EYE Conference Trips.” Ike Ogbue seconded the motion, and the motion carried.

The Treasurer announced that a report will be presented at the May meeting regarding funding for the replacement of the gutters as recommended by the Jr. Warden. He also announced that the clergy benevolence funds will be combined into one account.

Audit Date to Be Changed: The rector stated that the audit of St. Martin’s previous year financials needs to be done in July. The report of the Auditing Committee must be prepared in time to be approved by the vestry at a vestry meeting before it is forwarded to the diocese by the canonical deadline of September 1. Selection of Auditing Committee members will begin shortly.

Endowment Consideration: Consideration is being given to setting up an endowment fund for St. Martin’s. Our financial advisor, Jim Hazel, has previously offered the assistance of his team when St. Martin’s is ready to proceed. DJ Mitchell will contact Hazel with the idea of inviting him to come and speak to the vestry in that regard in the very near future.

St. Martin’s Episcopal School

The written report is attached and made a part of these minutes.

Diocesan Information

The written report is attached and made a part of these minutes.

Racial Reconciliation Training Update: The times for the Racial Reconciliation training on May 12 – 13 are not available at this time. The training will take place at St. Luke’s in the Meadow Episcopal Church. The training is strongly recommended for all those in church leadership positions.

Bishop to Move: The bishop will be moving his residence to Abilene sometime in the future.

Vestry Ministry Liaison Reports

The written reports of the vestry liaisons to the following ministries are attached and made a part of these minutes:

Adult Education Ministries, Children’s Ministry, Communications Committee, Hospitality, Outreach, Pastoral Care, Worship Committee, and Youth Ministry.

Junior Warden’s Report

Replacement of School Building Doors: Jr. Warden Charles Busey recommends acceptance of the bid from Vortex for replacement of the doors on the west side of the building with the change of clear glass windows rather than the mirror glass listed on the current proposal. Linda Snow moved the vestry approve acceptance of the Vortex bid with uniform doors including clear glass windows on the west side of the school building at a cost not to exceed $5.000.00, funding to come from the Emergency Fund. Jim Bedell seconded the motion, and the motion carried.

Playground Changes: School Director Serin Stanford submitted a proposal with suggestions on options to redo the base and borders on the playground (see attached). Charles Busey, Neil Rinker and Norma Barbier will assist in researching the matter and provide recommendations on how to proceed with any changes.

Resolution of Thanks for the Soccer Field Enclosure: Charles Busey moved the vestry adopt the following resolution:

On behalf of St. Martin-in-the-Fields Episcopal Church the Vestry wishes to express our profound gratitude to Constance and Willard Smith and Fever United for the gift of the enclosure which now surrounds our fields. The enclosure is a symbol of the commitment of us all to preserve the fields not only for use by those who come today but all those in the future. We thank you.

Kathy Wilkinson seconded the motion, and the motion carried.

Senior Warden’s Report

The written report is attached and made a part of these minutes.

Newcomers Dinner: A newcomers dinner is currently on the church calendar in May. The vestry discussed the matter and decided instead to honor those new to the church in parish-wide gatherings during the year. The dinner currently listed on the church calendar will be removed.

Rector’s Report

The written report is attached and made a part of these minutes.

The meeting adjourned at 2 PM with prayer by Joel Walker.

Respectfully submitted,

Glenda Morehead
Clerk

Please note:  Next regular vestry meeting Sunday, May 28, 2017, 12:15 PM, East parish Hall.

Vestry minutes – August 2, 2015 meeting

by Anika Rinker | Oct 1, 2015 | Vestry Updates

St. Martin-in-the-Fields Vestry Meeting
August 2, 2015
Present: Gregory Anderson, Jack Bolerjack, Annette Duff, Pat Hollifield, Gil Kleinwechter, Elizabeth Mason, DJ Mitchell, Cyndy Sulots, Jim Wilson; the Rev Scot McComas, Rector; Glenda Morehead, Clerk; Treasurer, Doug Watson.
Not present: Bob Bess, Charles Busey, Courtney Mullaney.
Guest: Cindy James, Director of St. Martin-in-the-Fields Episcopal School.
A called meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, August 2, 2015, in the Library. The meeting opened with prayer by the Rector at 12:34 PM. The meeting was called for two purposes: to consider the bids received for playground upgrade including the installation of irrigation needed for the playground area and to consider salary adjustments for members of the school staff.
Salary Adjustment for School Director
Prior to the arrival of the school director, the Rector recommended the salary of the Director of St. Martin-in-the-Fields Episcopal School be increased by 5%, resulting in a total of approximately $42,000.00 for the school year September 1, 2015, through August 31, 2016. Elizabeth Mason moved the salary for Cindy James be increased by the additional 5%, subject to the recommendation of the school board. Annette Duff seconded the motion, and the motion carried.
Consideration of Bids Received
Cindy James reviewed the 4 bids that were received for the playground upgrade and installation of the irrigation necessary for the new grassed-in area. The grassy area will not only provide alternative play space but will be utilized as an outdoor learning center. Gregory Anderson moved the Vestry approve acceptance of the bid from The Fort Worth Yardman. DJ Mitchell seconded the motion, and the motion carried. The Treasurer will instruct the Financial Manager on the sources for the money necessary.
Salary Adjustments for School Staff
Director James requested salary adjustments for four members of the school staff. DJ Mitchell moved that subject to action by the school board the Vestry support raising the salaries by $1 per hour for Regina Molaschi, Mayra Carballo, and Alison Zukowski and $3 per hour for Nikki Wenham as compared to the school’s financial plan which remains subject to approval by the school board. Gil Kleinwechter seconded the motion, and the motion carried.
Information on Education Building Repairs
The Rector announced Mooring Remediation will be returning on Monday to complete the final cleaning of the rooms.
Cyndy Sulots reported that the roofing people will be replacing the stained ceiling tiles under warranty.
Adjournment
Annette Duff moved the meeting be adjourned. DJ Mitchell seconded the motion, and the meeting adjourned at 1:08 PM.
 
Respectfully submitted,
Glenda Morehead, Clerk
 
Please note:  Next regular vestry meeting Sunday, August 16, 2015, 12:30 PM, East parish Hall. lunch by Charles Busey. closing prayer by Elizabeth Mason.
 

Vestry minutes – November 16, 2014 meeting

by Anika Rinker | Jan 8, 2015 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
November 16, 2014
Present: Bob Bess, Annette Duff, Gil Kleinwechter, Elizabeth Mason, DJ Mitchell, Joe Panther, Cyndy Sulots, Joel Walker, Jim Wilson; the Rev Michael Wallens, Interim Rector; Glenda Morehead, Clerk; Diana Panther, Treasurer; Doug Watson, treasurer in training.
Not present: Bob Blomstrom, Aubrey Hardman, Pat Hollifield.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, November 16, 2014, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Clerk.
Scout Presentation
Nicolas Chasteler, a member of Troop 937, the scout troop sponsored by St. Martin-in-the-Fields, presented an Eagle Scout project to the Vestry. The project involves completing the pathway to the outdoor worship area with pavestones and surrounding the worship area with a decorative stone border. He provided drawings and photos of the 3 options he asked the Vestry to consider. His family plans to provide large urns as part of the decorations planned. Nicolas plans to have the project completed no later than the end of February 2015, weather permitting. Joe Panther moved the Vestry approve his proceeding with his plan as designed (option B). The motion was seconded and carried.
Minutes of the October 19, 2014, meeting were approved as distributed.
Resignation of Bob Blomstrom
The Senior Warden announced that he has received an email from Bob Blomstrom resigning from the Vestry, effective immediately, and stating that he and his family are leaving St. Martin-in-the-Fields at this time. The Senior Warden will contact Blomstrom to thank him for his service to the parish and expressing the hope that they find peace and opportunities for service in a new church home.
Christian Education Report
The written report of Corrie Cabes, Children and Youth Minister, is attached and made a part of these minutes.
Communications Committee
Annette Duff reported that all the Advent information is already available on the parish website. The person who had planned to be responsible for the school website is unable to do so, and responsibility has returned to the Communications Committee.
Diocesan Information
At diocesan convention which ended yesterday, Joel Walker was elected to the Standing Committee and Becky Snell was elected to the Disciplinary Board. In the stewardship information presented it was stated that whereas most churches think in terms of “the average pledged”, the better picture comes from the determination of “the median pledged.” The bishop stressed that, contrary to rumors, there are no plans for the Diocese of Fort Worth to merge with the Diocese of Texas.
Playground Usage Policy
DJ Mitchell announced that he is in the process of formulating the draft Playground Usage Policy and will have it ready for consideration by the Vestry at the December regular meeting.
Nominating Committee Report
The Senior Warden reported that to date Bob Bess, Charles Busey, Mev Matulevich, Chris Mullaney and Gary Wilkinson have agreed to stand as candidates for election to the vestry. With the resignation of Bob Blomstrom 5 new vestry members will need to be elected. No information is available on candidates for diocesan delegates. New vestry members and diocesan delegates will be elected at the Annual Parish Meeting January 25, 2015.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports. (See attached.) DJ Mitchell moved the treasurer’s reports be accepted as presented. The motion was seconded and carried.
Senior Warden’s Report
Search Update: The Search Committee has completed its work. The Senior Warden is currently in conversation with the candidate presented by the Search Committee. He hopes to be able to announce soon that a contract has been signed by him, the candidate and the bishop. No further information is available at this time. If negotiations are successful, plans will be made to bring the new rector to St. Martin to serve as supply priest for the 5 PM service on Saturday, December 13, with a celebration party to follow.
Supply Priest Plans: The Rev. Jesse Smith and the Rev. Gayland Pool will continue to serve as our supply priests, at least through November. The Rev. William Winston will do all Christmas Eve services with the Rev. Henry Penner preaching at the 5 PM service, Winston preaching at the 8:30 service and Annette Mayer preaching at the 10:30.
Junior Warden’s Report
The Jr Warden will maintain supervision of the Eagle Scout project by Nicolas Chasteler.
Search Prayer Changed
Jim Wilson proposed some wording changes in the Search for a New Rector prayer used in bulletins and services. The Vestry adopted the proposed changes.
The meeting adjourned at 1:33 PM with prayer by DJ Mitchell.
Respectfully submitted,
Glenda Morehead
Clerk
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SUNDAY, DECEMBER 21, 12:30 PM, EAST PARISH HALL.
 
Children and Youth Minister/School Chaplain Report
November 2014
Service Sundays Stats (Lunches Made /Delivered to Union Gospel Mission of Tarrant):
July 2014-84 Sack Lunches
August 2014-91 Sack Lunches
September 2014-100 Sack Lunches
October 2014-100 Sack Lunches
November 2014-102 Sack Lunches
EYC (Episcopal Youth Community)
Wednesday night meetings returned on November 12! Teens are invited for fun, prayer and fellowship each Wednesday night from 7-8pm in the EYC room.
EYC will continue to meet on every second Sunday for Service Sunday (sack lunches for UGM). Teens meet on the fourth Sunday for Sunday Funday, a time for fun and fellowship. Teens will have opportunities to work closely with Union Gospel Mission throughout the year.
The EYC will bring a Godly Play story to life on Sunday, January 4 during the family worship service at 10:30am. Tens will describe the journey to Bethlehem in a new way.
Sunday School
Nursery, children and teens began a Bible based curriculum this fall and have walked through the garden of Eden, jumped onboard the Ark, and walked with Sarah and Abraham in the desert. The stories continue this winter and spring! It’s great to see the children relate Bible truths to their daily lives.
Youth Musicians at St. Martin’s
A youth musician group has formed, inviting all 6th graders through high school to join in the fun. The group has been preparing to perform at the Advent Fest on November 30 and at the 5pm Christmas Eve family service.
Advent Fest
An Advent Festival will be held on Sunday, November 30 after the 10:30am service in the large parish hall. Everyone is invited to this free event featuring Advent resources, wreath making station, caroling and more!
Online Advent Resources
Lots of new Advent resources are already on the St. Martin’s website! There’s something for everyone, young and old, from printable calendars, tween and teen resources (d365.org) and a daily subscription to the online Advent Word from Society of St. John the Evangelist (SSJE). These Advent resources are great for busy people to connect, take a moment and refocus as we look towards Christmas.
Check it out at: stmartininthefields.org/advent-resources-2014/
Epiphany Pageant
The Epiphany pageant is in full swing! Casting started November 9 and it is always a joy to see the precious children of St. Martins bring the story of Jesus’ birth to life. Join us on Saturday, January 3 at the 5pm service to experience the Epiphany Pageant.
St. Martin’s Episcopal School Chaplain Minute
The students at St. Martin’s are learning short liturgical lessons and it is exciting to see the Pre-K class carry the chapel cross into the sanctuary to start Chapel each day. St. Martin’s Episcopal Preschool has also partnered with outreach efforts at St. Martin’s. For the month of November, the students have brought coats into chapel for blessings and to pray for those who will receive coats. St. Martin even visited last week, inspiring students to give and share! Thanks to Annette Duff for being an excellent St. Martin!
Blessings,
Corrie Cabes
 

Vestry minutes – September 20, 2014 meeting

by Anika Rinker | Nov 11, 2014 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
September 20, 2014
Present: Bob Bess, Bob Blomstrom, Annette Duff, Aubrey Hardman, Pat Hollifield, Gil Kleinwechter, Elizabeth Mason, DJ Mitchell, Joe Panther, Cyndy Sulots, Joel Walker, Jim Wilson; the Rev Michael Wallens, Interim Rector; Glenda Morehead, Clerk.
Not present: Diana Panther, Treasurer.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Saturday, September 20, 2014, at 3:00 PM in the home of Gil and Susan Kleinwechter. The meeting followed the Vestry retreat in the same location.
Minutes of the August 17, 2014, meeting were approved as distributed.
Children and Youth Minister/ School Chaplain Report
The written report of Corrie Cabes, CYM, is attached and made a part of these minutes.
Diocesan Information
Joel Walker reiterated the information previously given regarding the upcoming convention of the Episcopal Diocese of Fort Worth. The Bishop of the Diocese of Texas will be the keynote speaker. Once again he encouraged all Vestry members to plan to attend.
Committee for Church Growth
Elizabeth Mason, chair, announced the introductory Town Hall scheduled for tomorrow has been cancelled. There were only 8 responses from the numerous emails sent asking ministry heads to attend. There seems to be some confusion on the purpose of the committee. The Senior Warden and committee chair will revise the handout to clarify its purpose. The group will meet to determine how to proceed in the future.
Treasurer’s Report
The Treasurer’s report was presented in writing only. (See attached.) DJ Mitchell moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
Interim Rector’s Report
Ayo Omoniyi and the Discernment Process: Ayo Omoniyi spoke to the Vestry to tell of his progress in response to a calling to the permanent (vocational) diaconate. He went through the discernment process in Diocese of West Texas. He began his studies with 3 years at Texas Tech but was unable to complete his degree due to illness. He desires to continue his journey toward ordination and has met with Bishop High who has recommended he study at Iona School in the Diocese of Texas. The Interim Rector will appoint a discernment committee who will meet with Omoniyi and report back to the Vestry with their decision regarding his continuing his journey.
St. Martin-in-the-Fields Episcopal School Update: The school was recently inspected by the licensing authority and was cited for 10 minor items, all of which have been corrected.
New Ministry to Veterans and Their Families: A new ministry to veterans and their families is beginning at St. Martin. The goal of the ministry is to assist veterans and their families who are dealing with problems as a result of their service – both those within the congregation and those in our community. Child care will be provided for all sessions. A brain training workshop will be done in connection beginning on October 11. Other veterans in the congregation will be encouraged to become involved to provide support.
Senior Warden’s Report
Playground Changes Voted: The school director has received a proposal from a vendor for improvements to the playground, including vendor installation. DJ Mitchell moved the Senior Warden be authorized to meet with the school and advise them the Vestry has voted to purchase whatever is necessary to improve the playground and whatever else is needed to bring it up to code. The motion was seconded and carried.
Staff Addition Proposed by the Canon: Canon Janet Waggoner has proposed that St. Martin-in-the-Fields add Slaven Manning to a temporary parish staff position. Bob Blomstrom moved the Vestry authorize the Senior Warden to decline the Canon’s proposal. The motion was seconded and carried.
Transition Committee To Be Appointed
The Interim Rector and Senior Warden will meet and select those who will be asked to form the Transition Committee. The Senior Warden will then appoint the committee.
2013 Audit Accepted
The Vestry received the report of the audit committee who reviewed the 2013 financial records of St. Martin-in-the-Fields. DJ Mitchell moved the Vestry accept the audit for forwarding to the diocese. The motion was seconded and carried.
The Vestry joined in thanking the Kleinwechters for their hospitality for the day.
The meeting adjourned at 4:15 PM with prayer by Joe Panther.
Respectfully submitted,
Glenda Morehead
Clerk
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SUNDAY, OCTOBER 19, 12:30 PM, EAST PARISH HALL.
 
Children and Youth Minister/School Chaplain Report
September 2014
Wednesday Nights
Jr.’s Adventures Bible study has been so much fun! The kids are learning about the principles of ownership and how God fits into the picture. Through interactive outdoor games, cooking and stories, children are learning to lead a God-centered generous life.
Second Sundays Stats (Lunches Made /Delivered to Union Gospel Mission of Tarrant County)
July 2014-84 Sack Lunches
August 2014-91 Sack Lunches
September 2014-100 Sack Lunches
This intergenerational outreach work will expand in the colder months with each lunch containing nutritious food and a pair of adult socks. A sock drive will start in October.
EYC (Episcopal Youth Community)
EYC will continue to meet on every second Sunday and fourth Sunday for service, faith and fellowship. One highlight to share includes preparation for Advent. The teens will take on a project of creating large reproductions of the Advent cards used in the Advent Godly Play stories.

Picture this story retold in 8 ft. tall foam board!

Sunday School Theme and Curriculum-It’s All About Servant Leaders!
Sunday school kicked off with Fun Faith Field Day on September 14.A super-hero sized blessing started the festivities that day with Sunday school volunteers sporting superhero t-shirts , costumes and capes. Over 50 children, teens and volunteers joined in a field day with themes from Genesis. Reveling in the cooler weather, the children enjoyed an interactive retelling of the Creation story. It was fun to hear the kids hollering “and God said it was good!” after each day of Creation was read. Playing games with oversized hand-painted world discs, children played “He’s got the Whole World in His Hands” relay and “Creation Kickball.” After cooling off with water bottles and popsicles, the children joined the congregation with an outdoor Eucharist.
Children will have service opportunities at the beginning of each Sunday school morning, with stations where children can create prayer shawls, cards and decorate lunch sacks for Union Gospel Mission. Younger children will experience a brief chapel time with biblical teachings that tie into God’s desire for us to love and serve one another. Older children will brainstorm a Fall outreach project to be worked on during Sunday school.
Did You Know?
The children will experience stories from the Old Testament and New Testament, moving through the entire Bible in three years with the FaithweaverNOW curriculum. New Godly Play stories are being told this year as well. The Bible is alive at St. Martin’s in Sunday school for children and teens. In addition, the Nicene Creed will be broken down into meaningful chunks and explained to the children during Sunday school.
St. Martin’s Episcopal School Chaplain Minute
The “Shell” curriculum, created especially for preschoolers, comes from Virginia Theological Seminary. The students are enjoying each day of the Creation story in the month of September! Godly Play stories are being told to the students as well, with time to wonder and chat about together. Children play instruments and learn short prayers and creeds. Special guests will make appearances such as “St. Nicholas” and “St. Martin.”
Blessings,
Corrie Cabes