by Anika Rinker | Dec 4, 2013 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
October 20, 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; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Not present: The Rev Amy Haynie, Associate Rector;
Absent: Gary Grant.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, October 20, 2013, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Interim Rector.
Discussion by members of the parts of the prayer that were most meaningful to them was followed by their reading the prayer in unison.
Minutes of the September 15, 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 Committee Report
Susan Kleinwechter reported that in the future a different email setup will be used for emails from persons sending out emails on behalf of the church. She went over some of the ways in which those emails will be different (see her attached report). She asked that a vote of the Vestry be taken to allow or disallow forwarding of church-related emails to personal email accounts in the future. DJ Mitchell moved the Vestry vote to not auto-forward in the future. The motion was seconded and carried.
Diocesan Information
Joel Walker announced that the diocesan Commission on Ministry will meet on Friday. One new person is to be interviewed by the COM in December. The annual diocesan convention will be held November 8 and 9 in Wichita Falls.
Stewardship
Aubrey Hardman, committee chair, reported that so far $105,000 has been pledged by 26 households. It is estimated that St. Martin has about 217 active households. 4 additional pledges were received today. Information on stewardship is now being included in the bulletin and the Bible studies are going well.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports. (See attached.) Joel Walker moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
Interim Rector’s Report
The Rev Mike Wallens stated it is a real joy to be at St. Martin’s. He is grateful for the support of the Vestry and the staff. He listed several subjects he has seen that need consideration:
He reminded the Vestry that they are currently the school board for St. Martin’s Academy. It is very important that the School Board meetings be separate from Vestry meetings. He suggested Monday, Tuesday or Wednesday evening for meetings of the School Board. Vestry consensus is that Tuesday is the best day. The Interim Rector will check with Catherine and the first meeting of the School Board will be Tuesday, October 29 or November 1 at 7 PM.
The current phone system does not allow for inter office communication. The possibility of changing the phone system is being investigated.
He has requested and the cleaning service has agreed to start cleaning on Sundays to ensure the buildings are ready for use on Monday.
Policies need to be put in place for gifts to St-Martin-in-the-Fields. DJ Mitchell volunteered to do the preliminary work on gift policies.
Policies also need to be on record for weddings, funerals and building use.
Starting in November a Parish Council – made up of the heads of all organizations and ministries – will begin meeting on a regular basis to ensure that all are aware of the work of the others.
Diocesan meetings will be held February 9-11 on transformation and change to take place in Frisco and May 2-4 on formation at Camp Allen. Teams need to be put together to attend these gatherings.
Our Bishop will visit on November 17 – the Feast of St. Martin. He will meet with all interested parishioners between the Sunday services that day to answer questions and listen to concerns.
A Vestry retreat will be planned for January or February. Between now and then the Mission, Vision, and Values statements will be determined and from those will come the parish profile.
He stated that previous experience has shown a successful search for a new rector needs to begin before Lent or be delayed until after the start of fall activities. Because of the work that needs to be done before a search starts, that means that the search for a new rector for St. Martin can begin no sooner than fall. He announced that an interim rector needs to leave 4 to 6 weeks before the new rector comes.
Associate Rector’s Report
The written report of the Associate Rector is attached and made a part of these minutes.
Junior Warden’s Report
The Jr Warden reported that the insurance adjustor came to assess the roof of the education building. His initial assessment is there is not enough damage to warrant a new roof. A structural engineer was planning to come to analyze the cause of water damage, but a convenient time could not be found. If the engineer and the church do not agree on the determination, arbitration would be required.
Nominating Committee Announced
The Senior Warden announced that Steve Anderson, Linda Seeber and Becky Snell will serve as members of the nominating committee for Vestry and delegates nominees for election at the Annual Parish Meeting 2014. Anderson will chair the committee. In recent years the 3 most recent senior wardens have been invited to serve on the committee also. The committee is charged with determining the slate of nominees by the November Vestry meeting.
Associate Rector Housing Allowance Resolution
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 2013, 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 Report on Capital Funds Research
DJ Mitchell reported on his findings in regard to the history and designation of the Capital Funds. The resulting resolution he prepared was distributed to Vestry members prior to this meeting for their consideration. Said resolution is attached to and made a part of these minutes. Joel Walker moved the resolution be adopted as written. The motion was seconded and carried.
Offer by the Soccer People
The people of the soccer league that uses our field have worked on the playground and landscaping as a service project and want to do more volunteering for St. Martin. They currently plan to paint the hall in the office area. The Green Teams are presently responsible for mowing the closer areas of our property, and the Jr Warden plans to ask the soccer people to make this mowing one of their service projects. City of Southlake has ceased watering the soccer field. The soccer people have offered to take over responsibility for the watering if an agreement can be reached. The Senior Warden passed around the agreement he plans to sign with the soccer people as soon as the details are ironed out. The proposed agreement states they will have use of the field for a consideration of $500 plus documented volunteer hours.
Announcements
The diocese is looking at realigning the deaneries. Discussion and realigning the deaneries may occur at the Executive Council meeting on December 7, 2013.
The Senior Warden remarked that recently St. Alban’s did an evaluation and found that most people in Arlington didn’t know they exist. They have no “local identity.” St. Martin must ensure that is never the case for our parish.
The Interim Rector announced that he offered the invocation at the October Keller Council meeting.
Joe Panther reported that Boy Scout troop 937 is considering asking for permission to hold a fundraiser in the St. Martin parking lot next March.
The meeting adjourned at 3:18 PM with prayer by Pat Hollifield.
Respectfully submitted,
Glenda Morehead
Clerk
Please note: Next regular vestry meeting Sunday, November 17, 12:30 PM, East parish Hall.
Christian Education Report
October 2013
CHRISTIAN EDUCATION HIGHLIGHTS
Sunday School Update: We have enjoyed the breath of fresh air that the Intergenerational Bible Study has brought to the parish. Each week we have learned new things about each other and it has been great to look towards the future. I’d like to offer thanks to Fr. Mike Wallens for facilitating this bible study and to my wonderful Sunday school volunteers for their help. The highlight of each Sunday morning was seeing Joel and Carol-Lynn Walker set up a breakfast for the parish and many thanks goes to the Walkers for their generosity.
In November, Sunday school resumes the chosen curriculum (Godly Play, re:form and RefLectionary) for youth and children in the east parish hall between the 8:00am and 10:30am service. Sunday school will be held from 9:30am-10:15am. Adult Education will be held in the west parish hall from 9:30am-10:15am, with a morning gathering time starting at 9:15am with coffee and conversation.
Wednesday Study: The Heart of Christianity by Marcus J. Borg wraps up on Wednesday, October 23rd. The next book for this group will be Help, Thanks, Wow: The Three Official Prayers by Annie Lamott.
Wednesday Night Bible Study: A Wednesday night bible study is in full swing! Each Wednesday night, everyone is invited to the Education building for coffee, dessert and great discussion from 7:00pm-8:00pm.
This class will also offer childcare.
All Hallow’s Eve: An All Hallow’s Eve service will be held on Saturday, October 26th at 5pm. We will celebrate God’s victory over evil and learn about the history of Halloween. Following the service, we will gather in the east parish hall for a Spooky Kooky evening with tricks and treats and more! Candy donations are graciously accepted in the narthex and the parish is encouraged to dress in their spooky best and hand out candy, gobble “soul cakes” and have a grand time!
In His Service,
Corrie Cabes
Director of Christian Education
Associate Rector’s Report
Vestry Report – October 2013
Since we met last, I have been on the road a lot. The Spiritual Retreat in Massachusetts was wonderful for my soul. The silence was very healing and the quiet allowed me to reflect on the last year with all of its busy-ness. This was my first real retreat since my ordination and it was sorely needed.
The Episcopal Business Administrator’s Conference was the complete opposite. New York City is not the place to be when the United Nations is meeting. One of the groups was staying in the same hotel so bomb-sniffing dogs and secret service men greeted us every time we ventured to the lobby. I learned a great deal there, mostly about the Church Pension Group and all of its workings. There were a few very practical tips that I will introduce to y’all later- once things slow down a bit.
Last week, Corrie and I met with the diocesan youth workers from Province 7 in Houston at the Diocese of Texas offices. We learned a lot of great information that we will put to use right away here at SMitF. We also learned the most up-to-date information on the Episcopal Youth Event that will be held at Villanova, July 9-13, 2014. In 2011, SMitF sent several youth and I expect we will again.
Today I am travelling to the clergy conference of the Episcopal Diocese of Texas with other colleagues from Ft Worth. If you remember, I went last year and found it to be a very valuable event for building collegiality and poaching good ideas. I pledge to do the same this year.
I am hopeful that all of this time away has given Mike a chance to settle in without my interference in his pastoral relationship building with the staff and parishioners. I believe he and I are working well together, learning each other’s strengths and shortfalls so that we can serve God effectively at SMitF.
This next weekend, Martha Spong will be the guest preacher. She is a United Universalist pastor and president of RevGalBlogPals. She will be leading a continuing education class on the SMitF campus Friday & Saturday (10/25-26) and offered to preach on Sunday as a gift to us. She is related to Bishop Spong as a cousin of some sort, but I’m sure she will tell you all about that. She said it’s always the first question she gets from Episcopalians.
I got our delegates and clergy for diocesan convention (11/8-9) registered. The delegates are: Bob Bess, Phyllis Bess, Richard Cabes, Lisa Neilson, Becky Snell, and Joel Walker. The alternate is Susan Kleinwechter. Sue Mitchell and Marty Hitchcock are unable to join us. Each person, including clergy, is responsible for making their hotel arrangements. That trip to Wichita Falls will conclude my travel for the fall – thanks be to God.
As always, I am honored to serve alongside you all. Please contact me if you have any questions or concerns.
For His Sake,
The Rev. Amy Haynie
Cell: 214-695-2627
by Anika Rinker | Oct 29, 2013 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
September 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, September 15, 2013, at 1:15 PM in the Godly Play Room. Immediately prior to the opening of the meeting Senior Warden Bob Bess announced that he will chair the meeting today, and future meetings will be chaired by the Rev Mike Wallens, the Interim Rector.
The meeting opened with a prayer by the Interim Rector, who distributed the prayer and asked Vestry members to come to the next meeting ready to answer the question, “What line in the prayer jumps out at you personally?”
Minutes of the August 18, 2013, regular meeting were approved as distributed. Minutes of the August 25 called meeting were approved as distributed.
Audit Committee Report
Paula Jefferson, chair of the committee, presented the Audit Committee Report, a copy of which is attached and made a part of these minutes. She stressed that since St. Martin’s Academy is not a separate entity from the church, the Vestry bears the fiduciary responsibility for the Academy. The financial records of St Martin’s Academy must be a part of the financial records of St-Martin-in-the-Fields. There is also a problem with the loan vote that was taken in April 2010. DJ Mitchell volunteered to draft a resolution to revise the decision on the loan.
Academy School Board Voted
Jim Wilson moved the Vestry of St-Martin-in-the-Fields serve as School Board for St. Martin’s Academy. The motion was seconded and carried.
Interim Rector’s Remarks
The Interim Rector thanked all present for the warm welcome he and wife Susan have received. He stated that this parish has an important choice to make – whether to return to the days when the open field was occupied by cattle or go forward into an unknown future. Dealing with the financial corrections that must be made is only one of the things that has to happen during the transition time. Time must be allowed to determine how this parish wants to serve those who come – those already here and those in the future.
Christian Education Report
The written report of Corrie Cabes, CE Director, is attached and made a part of these minutes.
Communication Committee Report
Reporting for the committee Susan Kleinwechter announced that there have been some glitches with the website used for testing. She apologized to everyone affected. The Stewardship roll-out is in process. She reminded everyone that communication is critical during the transition period.
Festival In the Fields
Dick Seeber, chair, reported on the progress of the activities of the event so far: All those working with children during the event will need Safeguarding God’s Children training prior to the event. Musicians will perform in the sanctuary. Books are needed for the book sale. He is still 17 volunteers short for the event. If there is not a full team of volunteers, he will be forced to cancel the Festival. Those who have not volunteered so far and that are willing to do so are to contact him as soon as possible.
Diocesan Information
Joel Walker reported that the Diocesan Nominating Committee still shows some openings for nominees – 2 members of the laity for the disciplinary committee and one for the standing committee. Anyone interested in those positions or in appointed positions on the diocesan level are asked to check the diocesan website.
Stewardship
Aubrey Hardman, chair, reported the following:
A Stewardship Study is scheduled Wednesday nights October 6 through November 10. The study will be facilitated by lay persons. Volunteers are needed for 4 weeks. 2 more people are needed for weekly stewardship reflections. The reflections need to mirror those from TENS that will be used. He has received from the Interim Rector pledge and volunteer forms that were used in other parishes. A pledge form will be created for immediate use; the volunteer form will be used at a later date. He has a Vestry stewardship letter which he will be emailing to Vestry members for their support. The letter is attached and made a part of these minutes. There is a special stewardship song for the offertory that needs to be adapted for St. Martin’s. The Stewardship Committee will continue throughout the year.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports. (See attached.) Joel Walker moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
Associate Rector’s Report
The Associate Rector announced that she will be out of town this week at a silent clergy women’s retreat. The following week she will be attending a conference on behalf of the diocese. Her next day in the office will be September 27. She expressed her gratitude to the office staff who worked so diligently this summer to “hold this place down.” She and the Interim Rector are now splitting the duties she did in the past 13 weeks. She remarked that at the time of the October Vestry meeting she’ll be at a clergy conference hosted by the Diocese of Texas for the Diocese of Fort Worth at Camp Allen, Navasota, TX.
Junior Warden’s Report
The Jr Warden reported that he will be meeting with an adjustor from the Church Insurance Corporation, the insurer of our property, to see if the water damage in the Parish Hall is covered by our policy. Anderson is of the opinion the problem may be building design or the proximity of some of the trees planted.
Acceptance of the 2012 Audit
Joel Walker moved the Vestry accept the 2012 Audit prior to its being forwarded to the Diocese as required by canon law. The motion was seconded and carried.
Senior Warden’s Report
Letter of Agreement with the Interim Rector: The Senior Warden distributed copies of the Letter of Agreement with the Rev Michael Wallens to all Vestry members as instructed by Canon Waggoner. Both the Senior Warden and Interim Rector have signed the LOA. The Jr Warden will sign as the other representative of the parish, and the document will be sent to the Diocese.
Expenses of the Interim Rector: The Senior Warden has instructed that the Interim Rector be added as a user of the parish American Express account and be given a credit card for the account. Bess has received the first expense report from the Interim Rector, has approved and signed it, and the Treasurer has written the check for reimbursement.
Interim Rector Housing Allowance Resolution
As required by the Episcopal Church and the Internal Revenue Service the Vestry must adopt a resolution regarding the housing allowance for the Interim Rector prior to his receiving compensation from the parish.
DJ Mitchell moved the Vestry of St-Martin-in-the-Fields adopt 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 2013, 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 the resolution was adopted.
The meeting adjourned at 4:07 PM with prayer by Becky Snell.
Respectfully submitted,
Glenda Morehead
Clerk
Please note: Next regular vestry meeting Sunday, october 20, 2013, 12:30 PM, East parish Hall.
Christian Education Report
September 2013
CHRISTIAN EDUCATION HIGHLIGHTS
Sunday School Update: Sunday School started off brilliantly with over 85 children, teens and volunteers. I am thrilled to have such a dedicated team of volunteers who have hearts for the precious children and youth that walk through “the kingdom” each Sunday.
We are blessed to have Father Mike Wallens as interim at St. Martin’s. He has so many great ideas and I wanted to share with you some changes he would like to see in Christian Education on Sundays.
1) Starting In October, Sunday School will move to 9:30am-10:10:15am each Sunday
2) For the month of October, Fr. Mike will facilitate an intergenerational bible study focusing on our identity as a parish in the West Parish Hall. This study invites the young and old to join together in the discussion over food and refreshments.
3) In November, Sunday School resumes the set curriculum (Godly Play, re:form and RefLectionary) at the new Sunday School time (9:30am-10:15am).
EfM- Education for Ministry: I am pleased to announce that EfM will officially begin on Wednesday, September 25th from 6:30pm-9:00pm in the Chapel. This program through the University of the South will meet weekly to educate and equip our lay people to be informed and knowledgeable in their daily ministry. We are blessed to have the Rev. Judy Upham leading this group.
Wednesday Study: “The Heart of Christianity” by Marcus J. Borg got off to a great start and has a lively and consistent group of members. It will continue through Wednesday, October 23rd in the Chapel. The success of this class is due to the amazing leadership of Flo Lowrey and it has been wonderful for Mother Amy Haynie, Father Ernest Maddon and Father Mike Wallens popping in to add to the great discussion. Grab a copy of this book and see where this book leads you!
Stewardship Through Christian Education Ministries: My Theme for Stewardship this year is “The Kingdom.” I am transforming how our children, youth and family will look at our education programs and the building. I will be asking them to see that “The Kingdom” is worth taking care of and will offer programs to spiff up the building, to welcome friends and newcomers, to give from the heart and to treat each other like royal subjects in the Kingdom of God! This month, the children and youth will vote on what stewardship project they take on. One of the “contenders” is to work with the Heifer Project.
Preparing for the Inevitable: Annette Mayer has graciously offered to speak to the parish about end of life issues, how to be proactive with the medical community and how we might offer bequests to the church. A potluck will start off this Saturday evening event on September 21st, from 6:15-8:30pm in the East Parish Hall. Thank you again to Glenda Morehead for bringing this needed topic to my attention.
Safeguarding Training: Look for a Safeguarding Training and luncheon to be held on Sunday, Sept. 22nd from 12:00pm-2:00pm in the East Parish Hall and Library, led by Kirsten Tiemann. You will be required to RSVP by Sept. 20th and pay a $5 fee to cover lunch and supplies for this course. I have contacted Vestry members who need to take this course. Please save this date, make your check out with “safeguarding” in the memo and drop it in the collection plate or give to me.
Wednesday Night Bible Study: Wednesday Night Live is changing! Starting October 9th-November 6th, join us for coffee and dessert from 7:00pm-8:00pm in the West Parish Hall. Connect with others and “Flourish in Faith” with stewardship in its many forms. This class will also offer childcare.
In His Service,
Corrie Cabes
Director of Christian Education
by Anika Rinker | Sep 16, 2013 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
August 25, 2013
Present: Steve Anderson, Bob Bess, Annette Duff, Aubrey Hardman, Pat Hollifield, DJ Mitchell, Joe Panther, Linda Seeber, Becky Snell, Joel Walker, Jim Wilson; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Not present: Amy Haynie, Associate Rector;
Absent: Gary Grant,
A called meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, August 25, 2013, at 12 PM in the Chapel. The meeting was called for the purpose of discussion regarding the ongoing negotiations with the candidate recently interviewed. The meeting opened with prayer by Jim Wilson. The meeting was chaired by the Senior Warden, Bob Bess.
The Senior Warden shared information on the dinner meeting with the candidate and his wife on August 20. The candidate and his wife, the Senior Warden and his wife Phyllis were joined by DJ Mitchell and his wife Susan.
The Senior Warden offered the candidate a full time Interim Rector position with a total compensation package of $80,000 per year. The offer was considered by the candidate and his wife, who counter-offered. After discussion by the Vestry of the matter, DJ Mitchell moved the Vestry authorize the Senior Warden to offer the candidate a total starting compensation package of $90,000 with review and the possibility of an increase to $95,000 effective July 1, 2014, subject to the results of the stewardship campaign of Fall 2013, with the candidate to keep his current part time position. The motion was seconded and carried unanimously.
The meeting adjourned at 1:15 PM.
Respectfully submitted,
Glenda Morehead
Clerk
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SUNDAY, SEPTEMBER 15, 1:15 PM, EAST PARISH HALL.
by Anika Rinker | Sep 16, 2013 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
August 18, 2013
Present: Steve Anderson, Bob Bess, Annette Duff, Aubrey Hardman, Pat Hollifield, DJ Mitchell, Joe Panther, Linda Seeber, Becky Snell, Joel Walker, Jim Wilson; 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, August 18, 2013, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Associate Rector.
Minutes of the July 21, 2013, meeting were approved as distributed.
Christian Education
The written report of CE Director Corrie Cabes is attached to and made a part of these minutes.
Festival in the Fields
Dick Seeber, chair of the Festival, reported that leaders are in place in all areas of responsibility, but “worker bees” are needed in all. (See the attached listings.) He commented that many Vestry members have already volunteered and asked that those who have not yet volunteered do so. There is a special need for “floaters” – those who are not assigned to a specific area but can fill spaces where needed on the day of the Festival. No outside vendors will be invited to participate this year; only members or friends of St. Martin, and there will be no fee for participation. Silent Auction, Book Sale and Bake Sale are all planned. There will be no mail-outs this year; door-hanger invitations will be placed on the doors of our neighbors. He asked for and received permission to make announcements at the peace in all services next weekend. The Senior Warden asked that information on the Festival be included on the website and in the pew sheet ASAP.
Recommendations for Security of the Buildings and Contents
Joe Panther reported on his findings regarding the changes recommended:
A video inventory of the contents of the buildings can be done easily. The goal is to be able to list all items that need replacing in case of loss.
Smoke detectors with an 8 hour cut-off feature (to allow for the smoke caused when incense is used in services) can easily be installed in the sanctuary at a probable cost of $12 each.
Relocation of services in case of disaster would depend on what kind of disaster and the extent of its effects. Any needed cancellation or relocation notice would come from the Senior Warden via the website.
The Jr Warden will investigate the possibility of additional emergence lighting (exit signs). He will check with Tyco, our fire alarm monitoring company, to see if an alarm goes to local police department in case of fire.
Communications
Annette Duff reported that she and Susan Kleinwechter had met with Academy Director Catherine Stehlik. They will be working with her to update the Academy website.
Susan Kleinwechter reported on the status of planned changes and usage of the parish website.
Stewardship
Aubrey Hardman announced that this year’s stewardship campaign will use the TENS (The Episcopal Network for Stewardship) plan. Stewardship activities are all planned out, complete with suggested letters to be sent out at specified times, personal thankfulness stories to be given in services and a children’s program culminating in Commitment Sunday November 10. He distributed to the Vestry copies of the planned activities for St-Martin-in-the-Fields. (See attached.) The first public meeting of the Stewardship Committee will be September 1 following the 10:30 service, and all are welcome.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports. (See attached.) DJ Mitchell moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
The financial records of St-Martin-in-the-Fields were audited yesterday, and the report is not available at this time. It will be presented at the September Vestry meeting.
Associate Rector
Safeguarding God’s Children: The Associate Rector asked who still needed Safeguarding God’s Children as mentioned in the CE report. Bob Bess, Annette Duff, Pat Hollifield, DJ Mitchell, Joe Panther and Joel Walker have yet to be trained.
Memorial Area for Pets: At a previous meeting she had suggested an area be set aside inside the fence of the Memorial Garden for the cremains of pets. The area outside the shrubbery and inside the fence is not designated for the repository of human cremains. If the Vestry approves, the Associate Rector plans to bless the area for pet cremains as a part of the Blessing of the Animals on October 5 outside at the 5PM service. The Vestry approved the setting aside of the area inside the fence, beyond the shrubbery for the deposit of pet cremains and the blessing of its use as such. The Vestry also approved the organization of a work group to landscape the area. At some future time the Jr Warden will extend the Memorial Garden walkway to the area.
Feedback: She asked that Vestry members contact her to give feedback on the recent sermon series and the changes in the bulletin.
Senior Warden
Departure of Gary Grant: The Senior Warden announced that Gary Grant has not sent a letter resigning from the Vestry, and therefore cannot be replaced yet. This year is Grant’s final year of Vestry service. With these facts in mind and with so little time left on Grant’s service, it may be best not to replace him for the remaining months. The canons do not require that he be replaced. Grant is scheduled for Vestry Person in Charge duties next weekend and the weekend of November 16 and 17. Jim Wilson volunteered to handle the VPiC duties for the Saturday service, Joe Panther will cover the 8:30 Sunday service, and Bob Bess the 10:30. DJ Mitchell will cover the weekend of November 16 – 17.
Agreement with City of Southlake regarding Use of the Fields: The Senior Warden has received the proposed 10 year agreement from the City and will sign and return it to the City. He passed the agreement for Vestry members to look at. Either party can back out of the agreement at any time with a 60 day prior notice.
Lisa Neilson’s Letter: He reported that Lisa Neilson, one of our seminarians, will be attending Virginia Theological Seminary next year. She has a letter that must be signed by parish representatives and returned to VTS showing any financial support she will be receiving from St-Martin-in-the-Fields. He will complete the letter showing she will receive no financial support from the parish and return it to VTS.
Meeting with a Candidate for Interim Rector: Those present who were a part of the recent interview with the candidate for Interim Rector shared their impressions of the individual and whether the person was a good fit for St-Martin-in-the-Fields.
Vote on Letter of Agreement: The Diocese has already authorized the Senior Warden to enter into a Letter of Agreement with the candidate. DJ Mitchell moved the Vestry authorize the Senior Warden to enter into negotiations with the candidate with the goal of reaching a Letter of Agreement with the candidate. The motion was seconded and approved unanimously.
Junior Warden
The Jr Warden announced the floors have all been stripped and waxed in preparation for the start of the school year for St. Martin’s Academy. He also had the landscape crew get the playground ready for the start of school for the Academy. The Academy traditionally begins classes on the date surrounding public schools require their teachers to begin.
Information Regarding the Academy
Christian Education Director Corrie Cabes, who has extensive preschool experience, is working closely with Academy Director Catherine Stehlik. Changes will be made in the Academy’s focus and classes this year. The Audit Committee has stated that the Academy’s financials must be included in the parish’s financial statements every month. The Vestry bears the fiduciary responsibility for the Academy as well as that of the parish.
Reminder for Vestry Person in Charge
Joe Panther asked that the VPiC remember to scrub the reusable lemonade containers inside thoroughly to remove hardened sugar. When the containers are allowed to dry out without thorough cleaning it is very difficult to remove accumulated sugar.
The meeting adjourned at 2:53 PM with prayer by DJ Mitchell.
Respectfully submitted,
Glenda Morehead
Clerk
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SUNDAY, SEPTEMBER 15, 1:15 PM, EAST PARISH HALL.
Christian Education Report
August 2013
CHRISTIAN EDUCATION HIGHLIGHTS
QUESTION: “What do you get when you put 23 children and youth and one Director of Christian Education together for weekly crazy fun and opportunities for growing in faith?”
ANSWER: Children’s Chapel!
Children’s Chapel: This has been an amazingly successful summer program held during the 10:30am Sunday services starting in May. Teens were trained to be “Teen Chaplains” and children enjoyed a Gospel reading, music, a children’s sermon. The children learned creeds and prayers and returned to church with a warm greeting from the parish during the peace. Teens mentored the children during group time and helped facilitate great discussions and asked questions to get children thinking. The program definitely soared this summer and will be back next year! Children’s Chapel ends on Sunday, September 1st with the return of Sunday School on Sunday, September 8th.
EfM- Education for Ministry: a program through the University of the South, equips lay-persons to be informed and knowledgeable in their daily ministry. Led by the Reverend Judy Upham, an experienced Fort Worth EfM Mentor, this group is meeting each Wednesday evening from 6:30pm-9pm in the Chapel at St. Martin’s.
“Same Kind of Different as Me”: This Friday Night program has recently wrapped up. A special thanks goes to Deacon Henry for facilitating this class, offering an amazing story and heartening lessons.
Wednesday Study: “The Heart of Christianity” by Marcus J. Borg will be the focus of this class running through Wednesday, October 23rd in the Chapel. This class will be facilitated by Flo Lowrey , The Rev. Amy Haynie and The Rev. Ernest Maddon. Grab a copy of this book and join in the discussion!
Security Update: The flatscreen television is now back in its rightful place on the wall in the Parish Hall. Thanks to Jack Bailey, Richard Cabes and Dan King for their time, talent and skill with this project! I would like to propose that a team forms specifically to form ideas and programs to continue the work started with the security installation.
Labyrinth Planning Meeting: A meeting to talk about the possibility of creating a labyrinth at St. Martins’ was on August 8th in the West Parish Hall with many in attendance. Thanks to Ron Hitchcock for bringing this idea to life with his presentation. It is exciting to think of a labyrinth on our campus! This meeting finished with prayer outside in the fields. We look forward to “walking a path” of prayer and purpose as this project continues.
Stewardship Through Chaplain Program: Everyone is called to stewardship, using their gifts of the Spirit. For my part, I have taken over all Chaplain duties and services this year with our preschool and academy. Before I started my work as the Director of Christian Education, I spent my time as a teacher and Chaplain at Colleyville Christian School. I want to try my best to link families in the community to the many ministries at St. Martin’s. I have been successful in “snagging” new families from the school to be involved with Vacation Bible School and some families have found a great new home at St. Martin’s!
As a Vestry, look for invitations from me to form a partnership with the school through special events and projects. The families should know that there are people from St. Martin’s who care about them. It is in the best of stewardship that I seek your help in tapping into the wealth of families who have no idea how fabulous St. Martin’s parish family is and what we offer with our openness and inclusiveness and many activities for children, youth and families.
Stewardship Through Christian Education Ministries: My Theme for Stewardship this year is “The Kingdom.” I am transforming how our children, youth and family will look at our education programs and the building. I will be asking them to see that “The Kingdom” is worth taking care of and will offer programs to spiff up the building, to welcome friends and newcomers, to give from the heart and to treat each other like royal subjects in the Kingdom of God! Look for more specifics in my September report.
BACK TO BUSINESS: It’s business as usual for my awesome team of Sunday School Volunteers as we head back to our classrooms starting on September 8th! Sunday school for children ages 4-12th grade begins on Sunday, September 8th during the 10:30 am service!
Annual Training: Sunday School Teacher Breakfast and Training will be held on Sunday, August 25th and will continue with a teacher blessing and installation of Sunday School volunteer staff.
Safeguarding Training: Look for a Safeguarding Training and luncheon to be held in mid-September, led by Kirsten Tiemann. You will be required to RSVP and pay a $5 fee to cover lunch and supplies for this course. Date TBA on website.
LOOKING AHEAD—More Stewardship: Annette Mayer will host an evening to inform the parish on “What to Expect” when you go to the doctor or hospital and how to have a successful partnership with medical staff, how to make a lasting financial gift to the church and will answer questions.
In His Service,
Corrie Cabes
Director of Christian Education
by Anika Rinker | Sep 16, 2013 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
July 21, 2013
Present: Bob Bess, Gary Grant, Pat Hollifield, DJ Mitchell, Joe Panther, Linda Seeber, Becky Snell, Joel Walker, Jim Wilson; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Not present: Steve Anderson, Annette Duff, Aubrey Hardman; Amy Haynie, Associate Rector.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, July 21, 2013, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Senior Warden.
Minutes of the May 19, 2013, meeting were approved as distributed. Minutes of the June 18, 2013 were approved as distributed.
Communications Committee
Susan Kleinwechter provided an update on the parish website. Her technical report is attached and made a part of these minutes.
Christian Education
The written report of Corrie Cabes, CE director, is attached and made a part of these minutes.
Diocesan Information
Joel Walker announced that 18 people from St-Martin-in-the-Fields attended the ordination of Jordan Haynie.
He stated that nominees are currently being solicited for potential candidates to stand for election or be considered for appointment at the 2013 Diocesan Convention. Information and applicant form will be on the diocesan website beginning July 29 and closing at the end of the day September 9, 2013. St. Martin, as the 3rd largest parish in the diocese, has an obligation to be well represented on the diocesan level. He distributed information to those present. (See attached copies.)
Treasurer’s Report
The Treasurer reported that the clergy benevolence funds have been audited and found correct. She reviewed the monthly financial reports. (See attached.) DJ Mitchell moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
Associate Rector’s Report
The written report of the Associate Rector is attached and made a part of these minutes.
Senior Warden’s Report
Thank You from Annette Mayer: The Senior Warden read a note from Annette Mayer in which she thanked the Vestry and all the members of St-Martin-in-the-Fields for their support during her progress toward ordination. She will be interning at another parish during the next step in the process.
The Rev Lauren Gough: He stated that the Rev Gough’s announcement of her leaving St. Martin came during a meeting he had with the clergy of the parish. She gave no explanation of her decision at that time, and he has no further information.
Security Assessment: A letter has come from the diocese listing the causes for concern they found during an assessment of security. The assessment was done before the recent installation of our video security system. Joe Panther will evaluate the list and report back to the Vestry. Joel Walker offered to assist him if necessary.
Stewardship Update: Aubrey Hardman, Stewardship chair, will be using the Episcopal Network for Stewardship for this year’s campaign. He requests that Vestry members check out the program with feedback to go to the Senior Warden.
Interim Rector Search: The Senior Warden invited anyone interested to serve with him on a “mini search committee” for an Interim Rector. He plans to hold interviews in late July and early August. He intends to have the work of the committee finished by the August Vestry meeting. Vestry members DJ Mitchell, Becky Snell, Joel Walker and Jim Wilson volunteered to serve on the committee, as did observers Eloise Frye and Joy Malmgren.
Rector Search: The Senior Warden announced that Richard Cabes will head the Search Committee for a new Rector. Cabes plans to do a “history dinner” as part of the process.
Consideration of Canon Waggoner’s List
Prior to this meeting the Senior Warden distributed to Vestry members a list of questions from Canon Waggoner. She has asked for the information in order to better assist St. Martin in finding both an Interim Rector and a Rector. Vestry members present, acting as a committee of the whole, provided answers, and suggestions were solicited from non Vestry members present. The Senior Warden will organize the list and share his document with Vestry members before sending it on to Canon Waggoner later this evening. (See attached copy of the final document.)
Licensed Lay Ministers Licenses
The licenses of the members of the Licensed Lay Ministers Guild need to be updated. The licenses of those serving at present will be located to see which ones need to be renewed.
The meeting adjourned at 2:10 PM with prayer by Glenda Morehead.
Respectfully submitted,
Glenda Morehead
Clerk
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SUNDAY, AUGUST 18, 12:30 PM, EAST PARISH HALL.
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