by Anika Rinker | May 4, 2014 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
March 16, 2014
Present: Bob Bess, Bob Blomstrom, Annette Duff, Pat Hollifield, Gil Kleinwechter, DJ Mitchell, Joe Panther, Elizabeth Mason, Cyndy Sulots, Joel Walker, Jim Wilson; the Rev Michael Wallens, Interim Rector; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Not present: Aubrey Hardman, the Rev Amy Haynie, Associate Rector.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, March 16, 2014, at 12:30 PM in the East Parish Hall. The meeting opened with worship led by the Interim Rector, using the vision, mission and core values statements.
Minutes of the May 16, 2014, meeting were approved as distributed.
Annual Parochial Report Approved
Canons require that the Annual Parochial Report of every parish must be approved by its Vestry before being forwarded to the diocese. St. Martin’s Annual Parochial Report was not completed in time to be approved at the February meeting. That being the case, the Vestry agreed to break with long-standing policy and consider the report via email. The report was distributed by email and was approved in its final form on March 4 to be forwarded to the diocese. That vote is made a part of these minutes.
Staff Changes
Children and Youth Minister: The Interim Rector distributed copies of the new job description for Corrie Cabes who has previously served as Christian Education Director. (See attached.) Her title is now Children and Youth Minister, serving those 4 years of age through 12th grade. Christian Education for older youth and adults is now the duty of the clergy. Anyone with ideas for adult classes is asked to contact a member of the clergy.
Administrative Assistant: 3 candidates for the position has been interviewed by the Interim Rector, Senior Warden, DJ Mitchell and Paula Jefferson. The interview committee hopes to make a decision by next Sunday.
Other Positions: Candidates are being sought for 2 other positions, which would be extremely part time – Financial Manager and Communications.
Communications
Annette Duff reported that the style guide to be used for materials on the website is still not finalized. The new Academy website is ready to go and will replace the old one. The Academy Facebook page is complete and Cindy James, a member of the school staff, will be doing it.
Diocesan Convention Committee
Joel Walker reminded Vestry members that our deanery, the Fort Worth East Deanery, is responsible for diocesan convention 2014. The committe working on the diocesan convention held its initial meeting Tuesday evening. Convention will be held in the Jack Daniels Club at the ballpark in Arlington. Its layout is excellent for diocesan convention.
St Martin’s Preschool and Academy
School Board Chair Karrie Marling gave an overview of the school. The School Board meets monthly, and all members support the school as one of the most visible outreach arms of the parish. There are currently a total of 62 students enrolled, but there is no breakdown of numbers in classes or days per week enrolled. Three committees have been created to help guide the school currently and in the future – Playground Committee, Technology Committee and Marketing Committee. A board member chairs each committee and more committee members will be solicited from among school parents and members of the congregation. School bylaws will be voted on at the April board meeting, then forwarded to the Vestry for approval. A workshop on Episcopal Schools will be held April 5 and several board members will be attending.
Stewardship
Members of the committee are Aubrey Hardman, chair, Bob Bess, Richard Cabes, Eloise Frye, DJ Mitchell, Courtney Mullaney, Ibun Omoniyi, Ife Omoniyi, Tayo Omoniyi, and Interim Rector Wallens. In the absence of Aubrey Hardman DJ Mitchell reported that the committee is using the 7 holy habits of stewardship for its work this year. Each person chose one of the habits to determine the actions they personally will take. The next meeting of the committee will be next Sunday.
Treasurer’s Report
The Treasurer presented the revised January financial report which includes the Academy financials and the monthly report for February. Joel Walker moved the financial reports be accepted as presented. The motion was seconded and carried. The Treasurer stated that income is down, with pledges received under the amount expected. The information on pledge income will go into the weekly email blast to parishioners and be included in the announcements in services.
Interim Rector’s Report
Newsletter to Return: The newsletter of St-Martin-in-the-Fields is being revived. It will be distributed to the parish electronically and hard copies will be available in the narthex for newcomers and others.
Growing in Faith Together: The Interim Rector once again presented information on the diocesan workshop on how a congregation works, how to keep it healthy and ways to grow. Part 1 will be held April 4 & 5 at Trinity Lutheran Fort Worth. The cost is $25 per person. Details are online at http://bit/ly/Grow0414 . Part II will be held June 20 & 21. He asked all Vestry members to plan to attend if possible.
Vestry Responsibilities: He distributed lists of areas of church life and asked that Vestry members sign up for oversight responsibilities of church departments. Vestry members volunteered as follows:
Stewardship: Bob Bess, Aubrey Hardman, DJ Mitchell
Worship: Bob Blomstrom, Jim Wilson
Evangelism: Elizabeth Mason, Cyndy Sulots
Education Formation: Aubrey Hardman, Pat Hollifield, Cyndy Sulots
Pastoral Care: Joe Panther, Joel Walker
Service and Outreach: Annette Duff, Gil Kleinwechter
Growing the Church: He sees the need for a Committee to Grow the Church. He distributed copies of his proposal with recommendations for action and listing hoped-for results. (See attached.) Elizabeth Mason volunteered to head the group and Bob Blomstorm to help in its development. The Interim Rector has 15 names for membership on the committee.
Senior Warden’s Report
Tee Shirts Available: The short sleeved tee shirts purchased locally for the visit of the Presiding Bishop cost $1492.00. $850 has come in to date from sale of the shirts. Vestry members were encouraged to purchase commemorative shirts for their families if they have not done so.
Neilson Seminary Support: Lisa Neilson is applying to Virginia Seminary and must submit a statement of the financial support she will receive from St-Martin-in-the-Fields. On the form the Senior Warden will show no funds for tuition, $100 for textbooks.
2014 Festival in the Fields: The Senior Warden has assured Dick Seeber, chair of the Festival that $2000 will be available as seed money for the Festival. Plans include a soccer tournament and a chili cookoff on the same day as the Festival.
Junior Warden’s Report
Phone System Upgrade: Jim Wilson will get the information needed to get the equipment for a phone system upgrade.
Grounds Care: The Fever Soccer Team will take care of the grounds as a service project.
Leaks from Yesterday’s Rain: There were some minor leaks as a result of the rain yesterday. Jr Warden Joe Panther will be contacting Don Sulots for help.
Office Refrigerator Replacement Needed: The refrigerator in the office kitchen cannot be repaired. Panther will send out a solicitation to members of the parish requesting donation of a refrigerator (with icemaker) under 10 years old.
Finance Committee Announced
The membership of the Finance Committee was announced: Jack Bailey, chair, Bob Bess, Aubrey Hardman, Paula Jefferson and Treasurer Diana Panther.
Profile Committee Announced
Jim Wilson, Chair of the Profile Committee, announced the current members of the committee: Bob Bess, Ron Hitchcock, Susan Kleinwechter, Courtney Mullaney and Interim Rector Mike Wallens. This committee is charged with creating a parish-wide survey and the resulting profile that will be used by the Search Committee in its work. Wilson plans that the work of the committee will be completed by the end of April.
Search Committee Chosen
In secret ballot the Vestry elected the following persons to serve as the Search Committee for St-Martin-in-the-Fields: Ashley Hardman, Brian Long, Chris Mullaney, Eloise Frye, Flo Lowrey, Francine deLongchamp, Gil Kleinwechter, Marty Hitchcock, Tayo Omoniyi. A concerted effort was made to ensure all areas of the parish and all age groups were represented. Richard Cabes will chair the committee; Senior Warden Bob Bess will attend meetings, but will have no vote.
The meeting adjourned at 3:55 PM with prayer by Jim Wilson.
Respectfully submitted,
Glenda Morehead
Clerk
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SUNDAY, APRIL 27, 12:30 PM, EAST PARISH HALL.
by Anika Rinker | Feb 17, 2014 | News, Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
January 26, 2014
Present: Bob Bess, Bob Blomstrom, Annette Duff, Aubrey Hardman, Pat Hollifield, Gil Kleinwechter, DJ Mitchell, Joe Panther, Elizabeth Mason, Cyndy Sulots, Joel Walker, Jim Wilson; the Rev Michael Wallens, Interim Rector; the Rev Amy Haynie, Associate Rector; Glenda Morehead.
A called meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, January 26, 2014, in the Godly Play Room immediately following the Parish Annual Meeting. The meeting opened with prayer by the Senior Warden, who chaired the meeting.
DJ Mitchell moved Glenda Morehead be elected Clerk of the Vestry for the coming year. The motion was seconded and carried.
Jim Wilson moved Diana Panther be elected Treasurer of St-Martin-in-the-Fields for the coming year. The motion was seconded and carried.
Joel Walker moved Joe Panther be elected Jr Warden for the coming year. The motion was seconded and carried.
The Senior Warden announced that the Interim Rector and Jr Warden concur that the parish will benefit from having someone from the newly elected Vestry members serve as Associate Jr Warden with the understanding that that individual would be willing to serve as Jr Warden the following year. With that plan in mind DJ Mitchell moved that Bob Blomstrom be elected Associate Jr Warden for the coming year. The motion was seconded and carried.
The Interim Rector announced that the Vestry will be installed at services next weekend. At each service the Vestry members who are present at that service will be introduced and installed.
The Senior Warden announced that the Vestry Person in Charge duties will be changed for the coming year. Each weekend every person serving will serve as VPiC at only one service. Vestry members volunteered to serve as follows: Saturday service – Bob Blomstrom, Aubrey Hardman, DJ Mitchell and Jim Wilson; early Sunday service – Bob Bess, Gil Kleinwechter, Joe Panther and Cyndy Sulots; late Sunday service – Annette Duff, Pat Hollifield, Elizabeth Mason and Joel Walker. The Senior Warden will send out the schedule as soon as it is prepared.
The Clerk announced that the schedule for lunch and closing prayer at regular Vestry meetings will be distributed as soon as it is complete.
The meeting adjourned at 2:45 PM with prayer by Joe Panther.
Respectfully submitted,
Glenda Morehead
Clerk
Please note: Next regular vestry meeting Sunday, February 16, 12:30 PM, East parish Hall. lunch by Pat Hollifield, closing prayer by Aubrey Hardman
by Anika Rinker | Feb 17, 2014 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
January 16, 2014
Present: Bob Bess, Annette Duff, Aubrey Hardman, Pat Hollifield, Joe Panther, Linda Seeber, Becky Snell, Joel Walker, Jim Wilson; the Rev Michael Wallens, Interim Rector; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Not present: Steve Anderson, DJ Mitchell.
Absent: Gary Grant
A called meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Thursday, January 16, 2014, at 6:30 PM in the East Parish Hall. The meeting opened with prayer by the Interim Rector. The meeting was called for the purpose of approval of the budget for 2014, to hear of the changes planned in Christian Education and the worship services, and to discuss the upcoming visit to St-Martin-in-the-Fields by the Most Rev Katharine Jefferts Schori.
Treasurer’s Reports
The Treasurer announced the School Board approved a budget for 2014 which was then reviewed and approved by the Finance Committee with the balance of income over expenses rolled back into maintenance of the playground. She stated that the financial reports she presents to the Vestry in the future will look different with the inclusion of the School as required.
The Treasurer reviewed the final budget that was approved by the Finance Committee. It includes the final income figures for 2013. Joel Walker moved the Vestry approve the budget as presented.
Roof and Water Damage
The Senior Warden stated that the education building now has a new roof. The East Parish Hall was repainted as a part of the repair due to water damage.
Changes in Worship
The Interim Rector reminded Vestry members that worship is the central part of what goes on in an Episcopal church. All that we do is centered around the altar. Because of this the first priority in an Episcopal parish is having the children in church. Sunday School at 9:30 has been very difficult and attendance has declined. One of the changes being planned is to move the 10:30 service to 10 AM and have Sunday School for adults and children after the service. Plans call for the 5 PM service during Lent to be a Taize service.
The Visit
The Presiding Bishop, the head of the Episcopal Church will be with us on February 9. She will have a town hall meeting to share information and listen to concerns about the Episcopal Church at 9:30 AM with all who wish to attend and will celebrate and preach at the 10:30 service. The Senior Warden plans to attend every service this weekend to invite parishioners to volunteer to help with the visit. Parishioners are also being invited to contribute to help defray the costs of the logistics of the service. He asked that the Vestry designate “The Visit” as an approved Fund. The Vestry members agreed.
The meeting adjourned at 8 PM with prayer by Joe Panther.
Respectfully submitted,
Glenda Morehead
Clerk
by Anika Rinker | Feb 17, 2014 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
December 15, 2013
Present: Steve Anderson, Bob Bess, Annette Duff, Aubrey Hardman, Pat Hollifield, DJ Mitchell, Joe Panther, Linda Seeber, Becky Snell, Joel Walker, Jim Wilson; the Rev Michael Wallens, Interim Rector; the Rev Amy Haynie, Associate Rector; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Absent: Gary Grant.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, December 15, 2013, at 12:30 PM in the East Parish Hall. The meeting opened with worship led by the Interim Rector. (See attached.)
Minutes of the November meeting were approved as distributed.
Christian Education Report
The written report of Corrie Cabes, Director, is attached and made a part of these minutes.
Communications Committee
Annette Duff reported that the committee’s budget request has been given to the Treasurer. Notification has come in that fee changes are being made by the company handling credit card receipts. The Interim Rector will contact the company by the 18th to advise them of our intention to remain with them at this time.
Festival-in the Fields
Dick Seeber, Chair of the event, announced that he had planned that this year’s Festival would be the last, but he has already committed to head the Festival for one more year. He reviewed this year’s event, both positive and negative aspects, and shared his recommendations for Festival 2014. (See attached.)
Diocesan Information
Commission on Ministry: Joel Walker reported that the December meeting of the Commission on Ministry was cancelled, and no meeting is scheduled in January. The next meeting of the COM will probably be in February.
Eastern Deanery: The Deanery meeting will be held at St-Martin-in-the-Fields tomorrow evening. It will include a potluck dinner. Volunteers are needed at 6 PM for setup and at 6:30 to serve.
Commemoration of Reorganization: The commemoration of the reorganization of the Diocese of Fort Worth will be held February 8-9, 2014. The Presiding Bishop and the President of the House of Deputies will both be here for the event. Details of the schedule will come later, but it is known that on Sunday the President of the House of Deputies will visit St. Luke’s in the Meadows and the Presiding Bishop will visit St-Martin-in-the-Fields. She will probably be with us for the 8 AM service, to hold a “town hall” type meeting between services, for the 10:30 service, and for a reception following.
Nominating Committee
Gil Kleinwechter and Cindy Sulots have agreed to be nominees for Vestry for 2014. Conversations continue with other potential candidates.
Stewardship Campaign
Aubrey Hardman announced that $350,000 has been pledged for 2014, compared to the $314,000 that was pledged for 2013. The stewardship campaign will continue year-long. In light of this campaign expansion, the committee will be expanded to 5 members.
Treasurer’s Reports
The Treasurer reviewed the financial report year to date. (See attached.) Jim Wilson moved the Treasurer’s Report be accepted as presented. The motion was seconded and carried.
The Treasurer stated that church and school financials will not be consolidated by year-end.
A consultant will be coming in at a cost of $1000 to consult with the Treasurer on fund accounting. DJ Mitchell volunteered to join them for the meeting which will probably occur early on a Saturday morning.
Budget Consideration: The Treasurer presented the first draft of a budget for the coming year. (See attached.) Vestry consensus is that a budget cannot be approved until the final numbers for 2013 are in. A called meeting will be held January 19 for the purpose of consideration of the budget for 2014.
Rector’s Report
Profile Committee: The Interim Rector stated that 2 important committees need to be formed during the interim – a Search Committee and a Profile Committee. The most urgent one is the Profile Committee which will use the needed all-parish surveys to create the profile of St-Martin-in-the-Fields – “warts and all.” Members of the committee need to be persons who are good listeners, who write well and are able to accurately analyze the data from the surveys. The committee needs to be formed before the first of the year. “Table Top Discussions” to take place at the Parish Annual Meeting will be led by the Profile Committee members.
Needs To Be Addressed: He sees 3 subjects in urgent need. The relation between parish and school needs to be solidified. As Hardman mentioned, stewardship needs to change to year round. A determination needs to be made about what goes on before and after Radical Hospitality – how do we assimilate people after we get them in?
Soccer Team Christmas Party: Last night the Fever Soccer Team had their Christmas party and the Interim Rector was asked to attend and provide the opening prayer. It was a strong testimony as to what they see as their solidifying relationship with St-Martin-in-the-Fields.
Associate Rector’s Report
Keller Holly Days: The Associate Rector reported that although the evening of the Keller Holly Days event was bitterly cold, 8 – 9 families from St-Martin-in-the-Fields were involved in the parade. She thanked Becky Snell who drove the trailer containing our float. About 200 people lined the parade route. The tee shirt campaign brought in $591 for St. Martin. Parade costs totaled $350. The balance can help provide seed money for future participation in profile-raising opportunities in our community.
Episcopal Youth Event: Diocesan youth are working on plans to take part in the EYE planned for summer.
Youth to Meet with PB: During her visit to Diocese of Fort Worth, the Presiding Bishop wants to meet with youth under 18 years of age to get their views on the Episcopal Church.
Heifer Project: Heifer International says they are matching donations made through today. The EYC has chosen Heifer Intl as their Christmas project. The Mission and Outreach Committee is matching $250 of the money raised by EYC. The Associate Rector encouraged all planning to donate to the EYC Heifer Project to do so today so their contribution will be doubled.
Senior Warden’s Report
Search Committee: The Senior Warden asked Vestry members to email him with the names of those they suggest as members of the Search Committee. He would like 3 names from each person on the Vestry. Richard Cabes will serve as Chair of the Search Committee. The Senior Warden himself cannot serve on the Search Committee, since as a Vestry member he will be voting on the candidates.
Profile Committee: This committee will be 6 to 8 members. Several suggestions were made for members of the Profile Committee. He again asked Vestry members to email him with further suggestions.
Waggoner’s Timeline: The Senior Warden shared with Vestry members copies of the timeline for search process he received from Canon to the Ordinary Janet Waggoner and her suggested schedule for same. Vestry consensus is that the suggested schedule will not be feasible for St-Martin-in-the-Fields.
Telephone System: St. Martin’s phone system needs to be redone. Jim Wilson will investigate to determine the best solution for our needs – now and in the future – and report back at the January called meeting.
Gantt Chart: With several important subjects needing attention there was discussion of a Gantt chart to prioritize all that needs to be done:
Before and after Radical Hospitality
Financial records set-up
School relationship
Stewardship culture change
Parish surveying
Profile Committee
Search Committee
Junior Warden’s Report
The Jr Warden reported the following regarding buildings and grounds:
Watering and Water Meter Changes: Nothing can be done at present regarding the water meters due to the weather.
Roof Damage Coverage: The insurance company will cover all damage to the education building caused by damage to the roof, but we don’t yet know how much they will pay.
Playground Surface and Canopy: The canopy of the playground equipment must be repaired. The poles of the canopy were twisted by the weight of ice during the recent ice storm. More gravel needs to be poured to bring the playground surface up to code.
Memorial Garden Trees: Some of the trees in the Memorial Garden need major trimming. They currently reach onto the roof of the sanctuary.
Joy in Serving: Steve Anderson, Jr Warden for the past 3 years, stated that this is his last regular meeting as a member of the Vestry of St-Martin-in-the-Fields. He has really enjoyed his years of service, and expressed his thanks to all the Vestry for making these years such a joy.
Clergy Housing Allowance Resolutions
Jim Wilson moved the adoption of the following resolution:
Whereas the Reverend Michael Wallens, an ordained minister, is employed to serve St.-Martin-in-the-Fields Episcopal Church as Interim Rector beginning September 14, 2013; and
Whereas St. Martin-in-the-Fields Episcopal Church does not provide a residence for its appointed minister:
It is hereby resolved that the compensation to be paid to the Rev. Michael Wallens for the calendar year 2014, and subsequent years unless amended, shall include an annual payment of $30,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
The motion was seconded and carried
Jim Wilson moved the adoption of the following resolution:
Whereas the Reverend Amy Haynie, an ordained minister, is employed to serve St.-Martin-in-the-Fields Episcopal Church as an Assistant Clergy; 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 Rev. Amy Haynie for the calendar year 2014 and subsequent years unless amended, shall include an annual payment of $48,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
The motion was seconded and carried.
Mitchell Gift Approved
Sue Mitchell has created a wall hanging to be placed on the wall of the stairwell to the choir loft. The recently adopted Gift Policy requires that all non cash gifts must be approved by a vote of the Vestry. Becky Snell moved the Vestry accept the gift from Sue Mitchell. The motion was seconded and carried.
The meeting adjourned at 2:50 PM with prayer by Jim Wilson.
Respectfully submitted,
Glenda Morehead
Clerk
Called meeting following the annual parish meeting January 26, 2014.
Next regular vestry meeting Sunday, february 16, 12:30 PM, East parish Hall.
Christian Education Report
December 2013
CHRISTIAN EDUCATION HIGHLIGHTS
Sunday School Update: In November, a lunch meeting was held with all Sunday school volunteers to discuss Christian education at St. Martin’s for children and youth. This was a great meeting to gather and brainstorm about the future of Christian education. To follow up with this meeting, I have invited all Sunday school volunteers and those interested in formation to attend a Christian educator’s workshop that will be held on January 25th in Terrell, TX.
Episcopal 101: Plans are in the works for a new class to be offered for adults on Sunday mornings. This class will answer questions about our faith, our worship and what it means to be an Episcopalian. This will also be a great opportunity for those wishing to be received or confirmed.
Youth Survey and Meeting: On January 12th, the youth and parents are invited to take part in looking at the future of youth ministry at St. Martin’s at a lunch meeting with Fr. Mike and youth leaders. A survey will go out before the meeting to help get a better picture of what the youth of St. Martin’s see as their vision of faith in action.
Big Thanks–
Advent Fest 2013: Thanks to all who made the Advent Fest a wonderful event. A welcomed addition to the Advent festivities came in the form of a children’s Christmas store where children could shop for loved ones. It was great to see the parish family gather at this special coffee hour to mark the beginning of Advent.
–
You Are Invited!
Elves Feast: You are cordially invited to the Elves’ Feast which will be held between services on Christmas Eve in the east parish hall with goodies galore and a visit from Santa!
Merry Christmas,
Corrie Cabes
Director of Christian Education
by Anika Rinker | Jan 12, 2014 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
November 17, 2013
Present: Steve Anderson, Bob Bess, Annette Duff, DJ Mitchell, Linda Seeber, Becky Snell, Joel Walker, Jim Wilson; the Rev Michael Wallens, Interim Rector; the Rev Amy Haynie, Associate Rector; Glenda Morehead, Clerk; the Rt Rev Rayford High, Bishop of the Diocese of Fort Worth, Guest.
Not present: Aubrey Hardman, Pat Hollifield, Joe Panther; Diana Panther, Treasurer
Absent: Gary Grant.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, November 17, 2013, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Bishop.
Conversation with the Bishop
The Bishop stated that he and Canon Janet Waggoner will be available to help the Vestry of St-Martin-in-the-Fields during the search process. He reaffirmed his belief that St. Martin is a great place with great potential – a parish in which it would be a pleasure to serve. He thanked all present for their service for the parish. He recommended the online publications Vestry Papers, found at ecfvp.org, as good sources regarding Vestry matters in any parish. He was asked to list some of the “best practices” to grow a parish in a highly populated area. He responded that the first contact with any church comes in the worship service. The worship service should be the best it can be with each person participating doing the best job possible; music should be good and singable; efforts should be made to make the service go smoothly. He will ponder the question and get back to us. He thanked everyone for the hospitality shown today and is looking forward to returning for Spring confirmations.
Minutes of the October 20, 2013, meeting were approved as distributed.
Christian Education Report
The written report of Corrie Cabes, CE director, is attached and made a part of these minutes.
Communication Report
Annette Duff reported that the changeover of email went smoothly. There needs to be better coordination of communication. The Rector asked that a representative of the Communication Committee attend the weekly staff meeting at 1 PM on Wednesdays. Better communication among groups is needed in particular to lessen calendar conflicts (the “double-booking” of space, leaders being expected to take part in multiple gatherings taking place at the same time, etc).
Diocesan Information
Joel Walker announced that St. Martin will have 4 members on the Commission on Ministry – Richard Cabes and Joel Walker are continuing, the Rev Henry Penner and Joe Malmgren are new members on the commission. The COM has an interview in December with an individual who is starting the 3 – 3 ½ year journey to ordination.
Stewardship
Bob Bess stated the stewardship follow-up process will start as soon as he analyzes the comparison between those who pledged in 2013 and those who have not yet pledged for 2014.
Treasurer’s Report
The Treasurer’s report was given in written form only. DJ Mitchell moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
Nominating Committee
Steve Anderson, chair of the committee, announced the committee has nothing to report at this time.
Interim Rector’s Report
Building Use Policy: The Interim Rector is working on compiling a current building use policy with one of the goals being to help avoid scheduling conflicts. Joel Walker has found a copy of a previous building use policy which he will provide to the Interim Rector.
Parish Council Meeting: He reviewed some recommendations that came out of the recent meeting with heads of guilds and organizations. A Vestry member needs to be working with each parish organization; this individual would report back to the Vestry on the organization’s activities. The Mission and Outreach Committee needs to include Evangelism. The organizational chart that came out of the meeting includes all parish organizations with the exception of the Transition Committee. The Transition Committee will be a long term group which will discuss what’s going on now and be available for the new Rector, who will determine when their service is no longer needed. The Interim Rector will appoint the Transition Committee as well as the Profile and Search Committees.
Vestry Retreat: He has a friend in Maryland who is very experienced in advising vestries. The individual will be attending a meeting in Albuquerque in April, and a retreat with St. Martin’s Vestry is scheduled to take place while he is in the area.
Fever Soccer Football Club: Constance Smith, director and founder of the Fever, the soccer club that uses our fields, has a goal of getting the club’s members and their families to come to St. Martin. The club is made up mainly of African American, Hispanic and Asian members. They have already done a number of service projects for St. Martin and hope to do more in a long term relationship with the parish.
Upcoming Conferences: He asked that all parish members who are available attend the Changed Conference Workshop in Frisco February 9 – 11 and the THE Conference on Evangelism, Stewardship and Formation May 2 – 4 at Camp Allen in Diocese of Texas.
St. Martin Preschool and Academy Planning Meeting: There was a gathering on November 5 to begin the process of formation of a School Board. The (Interim) Rector, Senior Warden and School Director are ex officio members of the School Board. Participants at the meeting reviewed the requirements for School Board membership and suggested names for the board members who are appointed by the Rector. The following have agreed to serve on the St. Martin School Board and have been appointed by the Interim Rector: Brian Long, Karrie Marling, Annette Duff and Linda Seeber. He is contacting one other person. The Board will meet December 3 at 7 PM. The Interim Rector plans to attend the School staff meetings on Wednesday mornings.
Associate Rector’s Report
Diocesan Activities: The Associate Rector announced that she and the Bishop have agreed that as of the recent court hearing, her diocesan inreach job is finished. She is on the wrap-up committee for the recent 2013 convention. Our deanery is in charge of all diocesan convention 2014, and she will bring to our deanery the information she learns at the wrap-up meeting.
St. Martin Information for the Fever Games: She has some plastic real estate boxes that will be attached to the backs of the soccer signs, giving information on the services and activities of St-Martin-in-the-Fields to all who come for the soccer games.
Keller Holly Days: St Martin will have a St. Nicholas float in the Holiday Parade on Bear Creek Pkwy, Keller, December 6. The parade starts at 6 PM and St. Martin participants will gather at 4 PM. Participants are to wear red or green tops if they wish to walk alongside the float and hand out gold-foil wrapped candy in the shape of coins – the traditional gift of St. Nicholas. Those planning to participate are to contact her.
Senior Warden’s Report
The Senior Warden shared information regarding 2 proposed non-budgeted expenditures for the remainder of 2013. He postponed discussion and decision on the matters until the December meeting. Input is needed on the subjects from the Treasurer and the Finance Committee before a decision is made.
Junior Warden’s Report
Roof Repair Claim: At the recommendation of the insurance adjustor the Jr Warden will be turning in a bid received for replacement of the entire roof plus coverage of the damage to the interior and attic areas.
Watering of Soccer Fields: The Fever Soccer Club wants to take over responsibility for watering the soccer fields. To do so they want to tie in to our water meter system at the street and pay the cost (approximately $2000) resulting from the work. DJ Mitchell moved the Vestry authorize the Jr Warden to proceed with negotiations regarding the property with the goal of reaching a contract which would then be brought back to the Vestry for consideration at the December Vestry meeting. The motion was seconded and carried.
Outside Signage: There was discussion re changing the outside signage for St-Martin-in-the-Fields. DJ Mitchell moved the Senior Warden and Jr Warden be authorized to investigate the most reasonable approach to outside signage as soon as possible. The motion was seconded and carried.
Gift Policy Resolution
At the last Vestry meeting DJ Mitchell was tasked with preparing a possible Gift Policy for St-Martin-in-the-Fields. He presented the Gift Policy in resolution form. Joel Walker moved the Vestry adopt the Gift Policy resolution as presented. The motion was seconded and carried. The resolution is attached to and made a part of these minutes.
Columbarium Transfer
There are currently no firm policies in effect regarding transfer of columbarium spaces between individuals. DJ Mitchell moved the Vestry approve the transfer of a columbarium space from Paula Steves to Jim Wilson and LC Crowley as agreed between the parties. The motion was seconded and carried. Jim Wilson, as a party to the transfer, recused himself from the vote.
St-Martin-in-the-Fields Tee Shirts
The Associate Rector gave information on ordering St. Martin tee shirts to wear in the Holly Days parade. The design and cost will be provided on the manufacturer’s website.
The meeting adjourned at 3:31 PM with prayer by Joel Walker.
Respectfully submitted,
Glenda Morehead
Clerk
Please note: Next regular vestry meeting Sunday, December 15, 12:30 PM, East parish Hall.
Christian Education Report
November 2013
CHRISTIAN EDUCATION HIGHLIGHTS
Sunday School Update:
In November, Sunday school resumed age-specific curriculum (Godly Play, re:form and RefLectionary) for youth and children in the east parish hall at a new time between the 8:00am and 10:30am service from 9:30am-10:15am. Since the time change, Sunday school attendance for children and teens has dramatically decreased. I have called a meeting this month with all Sunday school volunteers and Fr. Mike to discuss the current Sunday school schedule.
Adult Education, led by Fr. Mike, is currently being held in the west parish hall from 9:30am-10:15am, with a morning gathering time starting at 9:15am with coffee and conversation and has drawn a great crowd each Sunday.
Wednesday Study: This group recently began a book study on Help, Thanks, Wow: The Three Official Prayers by Anne Lamott.
Looking Towards December–
Advent Fest 2013: Plans are in full swing for St. Martin’s Advent Festival to be held during coffee hour in the east parish hall on December 1st. All are welcome! Make an advent wreath, grab a cookie and hot chocolate and learn about this blessed season. Vestry member Linda Seeber will be offering a children’s Christmas store where children can shop for family and friends during this event!
St. Nicholas Visit: St. Nicholas will visit St. Martin’s Preschool and Academy on Dec. 4th and 5th to spread God’s love and his message of the importance of giving. All are welcome to attend this special chapel service in the sanctuary at 9:25-9:50am.
Elves Feast: A couple of sneaky elves are planning a feast to celebrate Christmas on Christmas Eve in the east parish hall. After the 5pm family service, join in the merriment with special Christmas goodies in the east parish hall! I will be looking for bakers and those willing to bring some treats to make this event a success!
In His Service,
Corrie Cabes
Director of Christian Education
Gift Policy Resolution
WHEREAS, St. Martin in the Field appreciates and welcomes the spirit of giving inherent in each donor’s prospective gift or donation (herein after referred to as “Gift” or “Gifts”) and thanks each donor for their thoughts and intentions;
WHEREAS, St. Martin in the Field must affirmatively vote to accept all Gifts offered to it, subject to the strictures of law and the Tax Codes of the United States of America and of the State of Texas and may decline acceptance of any Gift if such Gift detracts from the purpose, goals, character, integrity or independence of our church;
WHEREAS, St. Martin in the Field will make all Gifts available to aid in carrying out the mission of our church, subject to the affirmative vote of its Vestry, and consistent with the laws of the United States of America and the State of Texas;
WHEREAS, The Vestry of St. Martin in the Field (herein after referred to as “the Vestry”) recognizes its responsibility to be a good steward of the Gifts entrusted to it;
THEREFORE BE IT RESOLVED BY THE VESTRY:
1. Unrestricted cash Gifts will be accepted and recorded by the Treasurer of St. Martin in the Field (herein after referred to as “the Treasurer”) at the direction of an affirmative vote of the Vestry;
2. Restricted Gifts or Gifts designated for a particular use will be accepted and recorded by the Treasurer at the direction of and after an affirmative vote of the Vestry only if the Vestry has previously established a fund (herein after referred to as “Fund” or “Funds”) into which the restricted or designated Gift may be placed in a way consistent with the wishes of the donor;
3. Funds established by the Vestry will include the General Fund, the Restricted Capital Fund, the Unrestricted Capital Fund, the Memorial Garden Fund or other Funds as my be established from time to time by an affirmative vote of the Vestry;
4. If the restrictions or designations placed on a particular Gift are not consistent with the limitations and purposes of a particular Fund, a member of the Vestry, as directed by the Senior Warden of the Vestry, will inform the donor, and if agreement cannot be reached as to what Fund the Gift can be directed, the Gift will be returned to the donor;
5. At the time the Vestry receives notice of a non-cash Gift (e.g., stock, various kinds of securities, insurance products, automobiles, furniture, animals, jewelry and real estate), such Gift cannot be encumbered in any way and will be subject to verification of ownership by the donor and an affirmative vote of acceptance the Vestry;
6. All non-cash Gifts shall, under the direction and guidance of the Vestry and as quickly as reasonable possible, be liquidated and the receipt of cash from such act of liquidation shall be given to the Treasurer for deposit into an established Fund, as designated by the donor and accepted by the Vestry; thus establishing the non-cash Gift’s fair market value for both St. Martin in the Field and the donor;
7. All costs related to the liquidation of a non-cash Gift will be deducted from the cash derived from the liquidation of the non-cash Gift;
8. Acceptance of all Gifts will be acknowledged by the Treasurer in a written letter to the donor and will state, among other things, the value of the cash Gift or, in the case of a non-cash Gift, the value of said Gift as established through the process of its liquidation; and,
9. The Vestry will at all times safeguard a donor’s privacy and other confidential information related to his or her donation and will make public the donation only with the express written approval of the donor.
