by Anika Rinker | Mar 10, 2021 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
November 15, 2020
Present: Bob Bess, Bob Garrity, D.J. Mitchell, Kristy Pemberton, the Very Rev. Ron Pogue (Interim Rector), Linda Seeber, Christopher DeClerk, Becky Snell, Keen Haynes, Christopher Mullaney, Julie Sutton
This special meeting of the Vestry of St. Martin-in-the-Field Episcopal Church was held Sunday, November 15, 2020 virtually via zoom meeting. The meeting was opened with prayer by the Very Rev. Ron Pogue at 12:30 p.m.
Absent: Ben Taylor
Also Present: Paula Jefferson, Sue Mitchell and Gary Wilkinson
Congregational guests: Linda Snow, Jennifer Varley
Consideration of Vestry Minutes from previous meetings:
Minutes from the October 18, 2020 meeting were approved as distributed, one abstention, Snell who had not read them.
Treasurer’s Report:
All were given copies of the budget and treasures report.
- Revenue, pledges are actually ahead of plan as of this month.
- Expenses are all under budget except for the music department, the increase is due to extra covid supplies. Even with the AC expenses building and grounds is still under budget, utilities are still down to slower building usage.
- Still no news on the PPE loan
Finance Committee Report:
The committee met on November 14, 2020
- Beginning processes of the 2021 budget including:
- How the new rector salary and compensation package will fit in.
- Inspecting all expenses to see where savings may be.
- The Vestry approved Thanksgiving offering package went out as planned.
- The Christmas package will go out in December as well as information on the Angel Tree ministry.
Financial and Treasurer’s Report Approved:
All approved the reports as presented.
Stewardship Report:
- 88 pledges are in so far over the 66 reported last month. 29 families that pledged in 2020 have not pledged in 2021.
- Father Ron and DJ suggested that we pass the word that if any families are struggling right now to please reach out to us so we can pray for the needs.
All accepted the report as presented.
Rector search committee:
Sue Mitchell reporting
- The new draft of the profile was emailed yesterday to all vestry members.
- Mitchell would like all recommendations to be emailed directly to her and not to copy all on the email distribution list. There are emails kicking back when too many are copied and she feels this alleviate the problem.
- Chuck Ambrose will narrate the drone video.
- The new website is under construction now.
- The final draft of the profile will be ready for the December vestry meeting
The vestry would like to thank all of the members for their time and prayers that have gone into this, we know countless hours have been spent and precious time away from family. You all are very much appreciated.
All acknowledge the receipt of the draft profile.
Endowment fund update:
- The new guidelines will be distributed in the December vestry meeting, DJ Mitchell is asking for all edits to be sent directly to him.
Junior Warden update:
Bess reported
- The insurance company has paid out our claim on the roof, $30,000 which includes the church building and offices.
- There is a current shingle shortage and as soon as the contractor can locate materials the repairs will begin and should take 4 weeks to complete.
- A motion was given by Bess to enter into contract with the roofing contractor, seconded by DJ Mitchell, all approved.
- As expected, the water bill increased due to extra watering on the soccer fields Fever has agreed to pay for the excess.
- A few sprinkler heads are broken, Bess/Mullaney will look at them and repair what is needed next week.
- The new sign at Union Road and Davis is up and under budget, total cost was $200.00. A special thanks to Ron Hitchcock for all his work on this.
Senior Warden update:
Haynes reported.
- There is still one slot open for delegates, please let Haynes know if anyone is interested.
- The Vestry recommendations are in there will be five slots to fill.
Curate Report:
Paula Jefferson reported on pastoral care, ministries are still under way and going great.
- Lectionary series, Forward Looking continuing, 9 attended last week.
- EYC, Movie night was a huge success, the kids were very happy to be together even though socially distanced.
- Morning prayer is going well, 9 people attended last week.
- Jefferson has written a Thanksgiving prayer and will occur in the Christmas service as well.
Interim Rector’s Report:
- All VPIC assignment are complete through the annual meeting in January.
- The space in the school areas are being utilized again, including the prayer shawl ministry.
- We need to make sure we are very careful as outside groups begin to utilize the space again. Sanitizing will need to be implemented. More on this as this time approaches.
- The charters are still in editing phase, contact info is being added on those that are in each ministry. Father Ron asked that all new charters be turned in ahead of the December Vestry Meeting.
The Vestry then entered executive session to discuss the compensation package for the new Rector.
Adjournment and Closing Prayer:
The Meeting was adjourned with prayer by Haynes.
NEXT REGULAR VESTRY MEETING WILL BE SUNDAY, DECEMBER 13TH, 2020 AT 12:30 PM VIRTUALLY ON ZOOM.
Respectfully submitted,
Kristy Pemberton, Clerk
by Anika Rinker | Nov 9, 2020 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING: September 20, 2020
Present: Bob Bess, Bob Garrity, D.J. Mitchell, Kristy Pemberton, the Very Rev. Ron Pogue (Interim Rector), Linda Seeber, Christopher DeClerk, Becky Snell, Christopher Mullaney, Keen Haynes
This special meeting of the Vestry of St. Martin-in-the-Field Episcopal Church was held Sunday, September 20, 2020 virtually via zoom meeting. The meeting was opened with prayer by the Very Rev. Ron Pogue at 12:30 p.m.
Absent: Ben Taylor and Julie Sutton
Also Present: Paula Jefferson, Sue Mitchell and Gary Wilkinson
Congregational guests: Linda Snow, Elke Tessnow, Jennifer Varley
Consideration of Vestry Minutes from previous meetings:
Minutes from the August 16, 2020 meeting were approved as distributed, with the minor change to add Keen Haynes, who was left off as attending.
Father Ron asked that all vestry members confirm email receipt of the piano gift and moving expense update. All confirmed.
Treasurer’s Report
All were given copies of the budget and treasures report. The focus was trueing up expenses and making sure they were in the right month.
Revenue, pledges are ahead of plan. Expenses have increased and without the PPE loan, the conversation could be different. The PPE loan continues to be in the budget as a liability and will stay there until the government decides if it will need to be repaid.
Finance Committee Report:
The committee met on September 19, 2020, the next meeting will be October 17th.
- The audit was accepted by the diocese. The only recommendation from the diocese was that we have an outside audit vs a committee audit. Snell mentioned that the external audit could be in the neighborhood of $8,000.00 and we need to be mindful of that in future budgets.
- The cleaning contract has been reviewed and confirmed the 2021 budget will cover the rest of the years expenses. We need to be careful we do not ask the cleaning contractor to do anything above what is lined out in the contract so we can stay on budget.
- Mullaney asked how much income has been generated from Amazon smile, YTD is $184.00.
- Endowment fund update, the committee had been formed but due to COVID has caused this to be on hold. It was decided that we would wait until after consecration Sunday to reconvene on this. It was brought to our attention that at least one member of the finance committee must be on the team.
Financial and Treasurer’s Report Approved:
Haynes motioned to approve the financial report and treasures report as presented, Pemberton seconded, all approved as distributed.
School update:
The only item to report was that Serin’s last day was August 31st and that there has been minor cleanup in the rooms.
Rector search committee
Sue Mitchell reported that during the Thursday night meeting, the survey results were released to the public and the power point presentation was shown.
- Website review is still underway and more changes are expected soon. They have over ten pages of proposed changes, some are minor.
- The drone flyover was completed a few weeks ago and the footage showing the grounds is very impressive.
- The profile is in draft form, edits still need to be made and the final draft should be available by the next vestry meeting.
All acknowledge the receipt of the rector search report.
Scout update
- DeClerk reported that over 12,000 pounds of material to complete the labyrinth project. All agreed it looks beautiful and we appreciate the efforts that went into that task.
- A new scout project has been proposed, Nathan Lane would like to refinish the outdoor benches. We all agreed this will be a good project and DeClerk will get with Father Ron further on this. It is proposed that the benches be taken apart, sanded and refinished.
- Snell recommended they walk the property and access each bench, especially the one around the labyrinth. Mullaney asked it the benches had rotting wood that it be replaced.
- The are still looking for one more cub to complete the pack and recruiting is underway.
- The scouts had a socially distanced kayaking trip and it was very successful. The scouts would also like to sell popcorn, is the possible with the social distancing and services are limited. DeClerk also would like to get the word out that donations are accepted and appreciated.
All agreed that during the November 1st service flyers will be handed out.
Stewardship Report
The last meeting was held September 17th and consecration Sunday is still scheduled for October 4th. Weekly updates will be given on pledge cards and so far over fifty families have confirmed for attendance and the meal. Calls will be made for those families who have not responded yet.
The grow one step presentation given by DJ Mitchell will be given on September 27th.
Endowment committee
Father Ron met with the Episcopal Foundation and templates were provided for our use. We need to set up a legacy society for those that want to include SMIF in their wills. Father Ron noted that the verbiage calling this the “legacy” society could be viewed and exclusive and that the committee could choose to rename that at any given time.
Snell asked when the last policy for the endowment was reviewed and it is believed it was in 2015 but Father Ron will check. We need to be prepared for this to be presented at the annual meeting.
Snell brought up VPIC assignments needed for October. One Sunday was still needed, Pemberton agreed to fill that spot. We will address this in next vestry meeting and get November taken care of.
Sue Mitchell also wanted to say thank you for all who work in the church office, the hard work is appreciated.
We all agreed that Chuck Ambrose has been amazing during the pandemic getting everything ready for services to be streamed, including running of necessary wires and cables. The vestry extends our deepest appreciation to you Chuck.
Junior Warden update:
- The roof was inspected and we need to get our insurance involved, both roofs need to be replaced.
- We need to, replace the sign at the corner of Davis and Union Church road. Ron Hitchcock will assist with post replacement and standard. The expense could be around $600.00.
- It was asked if we could place a sign at the corner of 1709 and Pearson but the city of Keller will not allow that and it has already been denied.
- Bess would like to donate a new tree between the memorial garden and the labyrinth, all approved.
- Holy mowers, a new riding lawn mower is needed. The current mower is out of commission and the grounds are too extensive to be push mowed. We need a donation or a budget item for this before the spring. Mullaney will be recruiting for helpers, COVID has put a damper on normal recruiting efforts.
- We need to check on the outdoor Wi-Fi antenna to make sure it is operating properly.
- A new plug for the security cameras should be a simple fix. Father Ron asked why we couldn’t just look in the attic above the rectors office and add a junction box there.
- Step one in getting the old security cameras up and running will happen this next week. People feel vulnerable when they are at the church alone. We all agreed this needs to happen for not only comfort of our staff and congregants but also to watch for property concerns. Step two will be a better system with a camera for recording and web/app access.
Senior Warden update:
Haynes reported that the executive council meeting reported an updated on the legal situation. An appeal must happen before October 19th to see if the supreme court will hear the case.
Other notes from executive council:
- The convention has been set for November 13, 2020
- Delegates discussed
- Church assessments based on parochial reports. Next year we could see an impact of the PPE loan, but will more than likely impact us during 2022.
Curate Report
Paula Jefferson reported on pastoral care, ministries are still under way and going great.
Other items of discussion:
- Morning prayer going well and with new liturgy
- Christian formation, considering guest lectures in the future
- Lectionary series, Forward Looking starts this evening
- EYC, DeClerk and Liza are planning an outdoor movie night to increase attendance. More info to come on this.
- Light Fragility will begin after October 4th and the first lecture will be recorded. If anyone wants to attend please email Paula.
Interim Rector’s Report
- Father Ron asked the vestry to confirm congregational support of Paula Jefferson’s ordination to the priesthood, all confirmed.
- Organizational charters are being looked at, one is missing and will be presented at future vestry meetings for approval.
- Optional uses for school room spaces, include prayer shawl ministry and music room. We all agreed we need to put them to use.
In closing Mullaney asked about vestry member recruitment, we have a few names for consideration. A meeting will be planned soon.
Adjournment and Closing Prayer:
The Meeting was adjourned with prayer by Haynes. Additional prayers for Gay Pogue for hip replacement surgery and continued prayers for Linda Seeber’s brother and the entire family.
NEXT REGULAR VESTRY MEETING WILL BE SUNDAY, October 18th, 2020 AT 12:30 PM VIRTUALLY ON ZOOM.
Respectfully submitted,
Kristy Pemberton
Clerk
by Anika Rinker | Oct 19, 2020 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
August 16, 2020
Present: Bob Bess, Bob Garrity, D.J. Mitchell, Kristy Pemberton, the Very Rev. Ron Pogue (Interim Rector), Linda Seeber, Ben Taylor, Christopher DeClerk, Becky Snell, Julie Sutton
This meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, August 16, 2020, virtually via zoom meeting. The meeting was opened with prayer by the Very Rev. Ron Pogue at 12:30 p.m.
Also Present: Ayo Omoniyi, Paula Jefferson, and Gary Wilkinson
Consideration of Vestry Minutes from previous meetings:
Minutes from the July 19, 2020 meeting were approved as distributed.
School Update:
The only item to report was that we will have boxes of files that will need to be shredded. It was suggested we have a church-wide shred to quantify the cost of the truck coming out. It will be decided at a later date.
Finance Committee Report:
The committee met on August 15, 2020
The audit occurred in the Parish Hall at SMIF. There are two recommendations:
- Bank recs – the months reviewed were October and December. The general fund did not match and it was discovered that a voided check was missing. Sue Mitchell did a manual entry and corrected the error. There was also a missing donation and it was a timing difference in the ledger.
- Annual Meeting – The combined statement of revenue should be comprehensive.
The audit has been forwarded to the Diocese for filing.
The draft for the finance committee charter has been completed and sent to the Interim Rector.
The committee had been formed but due to COVID has caused this to be on hold. It was decided that we would wait until after consecration Sunday to reconvene on this. It was brought to our attention that at least one member of the finance committee must be on the team.
The church currently has 3 phone lines, one of which is used for the school. When the budget is prepared for 2021 this will be looked at to see if money can be saved.
It is up and running now. It was suggested that we post this info in several places as well as an email blast letting the congregation know of the change as well as update the website with this info.
Treasurer’s Report
All were given copies of the budget and treasurer’s report. The focus was on month expenses and unrestricted funds. Things are status quo for now, pledges are continuing to come in on or above plan.
- Cleaning expenses increased slightly. The cleaning contract is currently under review to see if we need to continue.
- Utilities are up 300.00 but should be going back down since the school has closed.
- Bob Bess will be replacing some thermostats; they are causing the air to run longer than programmed.
- The government loan forgiveness expires in September and we are budgeting according to the plan.
- As a reminder, the church will now take 100% of the costs now that the school is closed, we used to share them.
- Julie Sutton asked if we would be cancelling the cleaning and have the church congregation start a rotation schedule. DJ Mitchell advised that we are budgeted to continue through the 2020 fiscal year. With COVID currently restricting gatherings, it’s best it is kept this way.
- Financial and Treasurer’s Report Approved:
- Becky Snell moved to approve the financial report and treasures report as presented, Linda Seeber seconded. All approved the report as distributed.
Stewardship Report
- Consecration Sunday is scheduled for October 4th the committee will ask members of the Vestry to do handwritten thank you notes again this year.
- August 23rd – Starting the live videos and speakers. This will continue every Sunday until September 27th when DJ Mitchell will give the 1 step presentation.
- Lunch will be provided by Jason’s Deli and will include, a turkey, ham, veggie and gluten free options. It was suggested by Christopher DeClerk that an option to pass on food be given. Not everyone will be able to partake due to dietary concerns.
- The service will be streamed live for those that are not comfortable attending in person.
- The save the date will be mentioned in the next email blast.
- Mullaney suggested we run the gathering by the re-entry committee to make sure safety protocols are being met.
- Becky Snell also brought up that she will be updating the VPIC assignments since we are now doing parking lot services. So far the schedule is covered through September. This will be re-visited during the October meeting for the remainder of the 2020 calendar year.
Senior Warden update:
Keen Haynes attended the Horizon Stewardship zoom conference and more will be coming later from his meeting.
Junior Warden update:
- The new A/C thermostats were mentioned in above under Financial committee report.
- Plugs have been installed for the security system, all that needs to be done now is to fire up the system and see what is working.
- Bess will investigate a new system that can be controlled and monitored online or on an app.
- Father Ron will have a separate meeting with the Junior wardens to discuss the structural soundness of our facility.
Curate Report
- Paula Jefferson is continuing to work with the Pastoral Care team with Becky Snell as Convenor. Many calls are being made weekly including hospice calls via facetime or zoom meetings.
- She attended the Beloved Community Conference regarding racism and the church as a whole and it was very enlightening.
- A zoom movie night is still in the works for kids age 8-12. The Vestry feels this is so important with school activities and quarantine continuing.
- She attended the same stewardship meeting as Keen Haynes and Fr. Pogue and said some ideas are coming forward for narratives so the congregation can understand the annual meetings better.
Interim Rector’s Report
- Holy conversations are beginning, the Search Committee is attending and the Vestry is encouraged to attend as well.
- Becky Snell suggested that In the past members of the congregation have been invited to attend Vestry meetings but that that stopped. She wanted to know if that was still an option for folks. They are and an email blast will go out soon reminding people they may attend.
- Becky Snell also asked why Vestry minutes were no longer posted on the website. Mary Beth Butler will work with Anika to get them up to date.
- Father Ron mentioned the two new raised beds on the north side are ready for planting and reminded us that a special link will be sent out so Vestry and Rector Search Committee can watch the Zoom briefing with the Holy Cow representative.
Adjournment and Closing Prayer:
The Meeting was adjourned with prayer by Bob Bess. Special prayer was offered for all school teachers and students as face-to-face classes will begin soon.
NEXT REGULAR VESTRY MEETING WILL BE SUNDAY, September 20th, 2020 AT 12:30 PM VIRTUALLY ON ZOOM.
Respectfully submitted,
Kristy Pemberton
Clerk
