Vestry minutes – April 17, 2016 meeting
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
April 17, 2016
Present: Gil Kleinwechter, Charles Busey, Gregory Anderson, Jack Bolerjack, Elizabeth Mason, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Carol-Lynn Walker, Deputy Clerk; DJ Mitchell, Treasurer.
Special Guest: The Rt. Rev. Sam Hulsey, Assistant Bishop of the Diocese of Fort Worth.
Not Present: James Bedell, Courtney Mullaney; Glenda Morehead, Clerk.
A regular meeting of the vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, April 17, 2016, at 12:30 pm in the chapel. The meeting opened with prayer by the rector.
Remarks by the Bishop
The rector introduced the bishop who then addressed the vestry. Among his remarks were the following:
- The Most Rev. Michael Curry, Presiding Bishop of the Episcopal Church, will visit the diocese in the future. The details have not been settled as yet.
- St. Martin’s has a wonderful school to be proud of.
- All our bishops are frustrated by the lawsuit.
- He asked what Bishop Mayer could do for us – there were no answers.
Vestry Ministry Liaison Reports
The rector explained our ministry liaison program.
- He asked the vestry members to introduce themselves and explain what ministries they work with.
- Each person introduced themselves and presented a brief explanation of the ministries involved (see reports submitted).
Treasurer’s Report
D J Mitchell presented the treasurer’s report. Gregory Anderson moved the report be accepted as presented. Joel Walker seconded the motion, and the motion carried.
Vote on Advances to the Benevolence Funds
The vestry had previously approved emergency transfers into the clergy benevolence funds, said transfers to be approved at the next regular meeting.
The treasurer proposed the vestry change the previous policy to allow an advance of up to two months into the clergy benevolence funds before a vestry vote is required to approve the transfers. An amendment was presented that the policy be in effect until changed or rescinded by vestry vote. Gregory Anderson moved the vestry adopt the proposed changes to the policy as amended. Kathy Wilkinson seconded the motion and the motion carried.
St. Martin’s Episcopal School
The rector presented the following information:
- Several people at Kellerfest showed interest in our school. They were provided with additional information.
- Enrollment for next year is over 55 students.
- Details for the coming school fundraiser were presented.
Jr. Wardens’ Report
The jr. wardens reported that only general maintenance items were worked on. Two of the 3 leaks have been fixed.
Senior Warden’s Report
Senior Warden Gil Kleinwechter reported that he and the Communications Director have met with Mike Young from Computer CPR to discuss our infrastructure, network and computer security, backups and other concerns. Young will be preparing a proposal for their review in the near future. After reviewing his proposal they will bring their findings and recommendations to the vestry. It is hoped that the results will be ready for the May vestry meeting.
Rector’s Report
The Rector reported on KellerFest – it was a success – see the school report.
Upcoming Events Presented:
KellerFest has been completed.
Confirmations with Bishop Hulsey have been completed.
The school fundraiser is scheduled for April 30.
- There will be no on-line auction this year.
- A list of items to be auctioned off has been sent out.
Stop Hunger Now program will be on September 24.
- 60 volunteers will be needed to make many meals.
Festival in the fields is set for Oct 15.
- The Brotherhood of St Andrews and the Daughters of the King will coordinate and present the festival.
- Kathy Wilkinson requested funding for start-up costs.
Clean Up after Coffee Hour
A discussion took place about who was to clean up after coffee hour. Vestry consensus is that clean up is the responsibility of the group or individuals responsible for hospitality that week.
Lunch and Prayer for May Meeting
Jack Bolerjack is to bring lunch for next meeting, Cyndy Sulots will do the closing prayer.
Vote to Adjourn and Closing Prayer
Kathy Wilkinson moved the meeting be adjourned. Nancy Wieden seconded the motion, and the motion carried. The meeting closed with prayer by Gil Kleinwechter.
Respectfully submitted,
Carol-Lynn Walker
Deputy Clerk
Vestry minutes – March 20, 2016 meeting
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
March 20, 2016
Present: Gregory Anderson, Jim Bedell, Jack Bolerjack, Charles Busey, Gil Kleinwechter, Elizabeth Mason, Courtney Mullaney , Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden, Kathy Wilkinson: Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, March 20, 2016, in the East Parish Hall. The meeting opened with prayer by the rector at 12:40 PM.
Consideration of Minutes
Gregory Anderson moved the minutes of the February 21, 2016, meeting be approved as distributed. Gil Kleinwechter seconded the motion, and the motion carried. Courtney Mullaney moved he minutes of the February 28, 2016, be approved as distributed. Jim Bedell seconded the motion, and the motion carried.
Treasurer’s Report
Treasurer DJ Mitchell reviewed the March financial reports. (See attached.) There is a new contract on the copy machine which is expected to save one cent per copy. Copier costs will continue to be monitored to determine if this is the case. Oversight of Financial Manager Kristen Kosla will continue for one month to ensure she is adequately trained. A meeting of the Finance Committee may be necessary before the April 17 vestry meeting. Gregory Anderson moved the treasurer’s reports be accepted as presented. Elizabeth Mason seconded the motion and the motion carried.
St. Martin’s Episcopal School
Enrollment for Next Fall: The rector reported that enrollment for the fall term is at 60 thus far.
School Fundraiser April 30: He distributed lists of neighboring merchants who have expressed an interest in donating items for the fundraiser. Vestry members are expected to contact these businesses and any other individuals who could donate items. Information on the items expected must be given to the parish administrator by April 9 so the booklet for the fundraiser may be printed and distributed prior to the event.
Junior Wardens’ Report
Labyrinth on Hold for the Present: Installation of St. Martin’s outdoor labyrinth has been delayed. City of Southlake is requiring more information than expected before issuing the necessary permit. The senior warden will determine if help can come from some sources outside the congregation in navigating the bureaucratic process. In addition, other options may be considered for the labyrinth installation.
Update on Building Gutters: Charles Busey has checked the rain gutters on the education building, and they remain free of leaves and debris. The rain gutter of the church appears to serve no useful purpose, except to allow accumulation of leaves and debris, resulting water cascading in unwanted areas, flooding the Memorial Garden. He plans to explore the possibility of removing the gutters from the church building.
Senior Warden’s Report
The senior warden will be emailing vestry members information on the vestry retreat at his home as the date draws nearer.
Rector’s Report
Fund Transfer Needed: There is $500.00 in the Memorial Fund that needs to be transferred to the Rector’s Benevolence Fund. Gregory Anderson moved the vestry approve the transfer of funds; Courtney Mullaney seconded the motion, and the motion carried.
Communications Position: The senior warden was excused from the meeting for this portion of the rector’s report. The rector brought for vestry consideration the Job Description for a salaried Communications Director. There were several recommendations for changes from vestry members. Gregory Anderson moved the vestry endorse the Job Description with the recommendations proposed. Kathy Wilkinson seconded the motion and the motion carried.
Having examined several other communications positions and discussed the matter with consultants, the rector announced that he is asking Susan Kleinwechter to accept the salaried position. Kleinwechter has been serving St. Martin’s as head of communications on a volunteer basis since early 2013. Vestry members concur that she is the logical choice. Funding for the position was included in the vestry-approved annual budget for 2016. Processing of the salary package will begin with the April 1, 2016 payroll with an effective date of January 1, 2016.
Upcoming Events / Announcements
Vestry Retreat April 2 – Cyndy Sulots will be unable to attend.
KellerFest April 15 – 16 – Vestry members are reminded that they previously signed up to man St. Martin’s booth.
Confirmation April 17 – The Rt. Rev. Sam Hulsey. The rector will invite Bishop Hulsey to attend the vestry meeting
Ministry Liaison Reports April 17
School Fundraiser April 30 – All vestry members are expected to take part.
Stop Hunger Now – September 24
Festival in the Fields October 15
Vote to Adjourn and Closing Prayer
Jim Bedell moved the meeting be adjourned. Nancy Wieden seconded the motion, and the motion carried. The meeting adjourned at 3:10 PM with prayer by Kathy Wilkinson.
Respectfully submitted,
Glenda Morehead
Clerk
March 2016 – Senior Warden Report
- Corrie Cabes asked to speak – Corrie was asked to speak at a meeting of the executive council of the Episcopal Church gathering in Fort Worth regarding joyful ministry (intergenerational ministry that we do at St. Martin’s). Specifically they asked her to speak on the sack lunch ministry with Union Gospel Mission. Presiding Bishop Curry was present! A report of the meeting along with a section on Corrie’s presentation can be found on the diocesan website. This is a great on so many levels. First, Corrie is a blessing for St. Martin’s. Her creativity and inclusion are helping us realize our goals for Outreach. Second, we are getting the word out. Our website, communication to our diocese and beyond are showing that we are striving to live our faith not just talk about it. Finally, we are focusing on serving instead of trying to fill seats in church. People of all ages want to live their faith not just hear about it on Sunday. Like the song says “They will know we are Christians by our love!”
- Fever United & Constance Smith – I spoke with Constance and informed her of our policy on guns. She has posted a notice on their website that includes a portion of my email as well as a link for the exact wording regarding conceal/open carry. I let her know that if the parents that had mentioned funding a gym were still interested in doing something that we have clearance from the diocese to proceed. I also informed her that we are proceeding with a labyrinth so expect to construction in front of the church soon. I want to note that I always ask her what we can do for her and Fever. She appreciates our willingness to help but she is far more interested in helping us. We are truly blessed to have our relationship with Constance and Fever.
- Young Adult Group – At the March Tap-Into-Theology I sat with two young adult couples. They were curious as to whether we had a group or groups in that age range that met regularly. Unfortunately we do not. We look after the children, youth parents and others but this age range, unless married with children, do not have something just for them. I think that we should investigate that segment at St. Martin’s and see what we can do to reach out to them.
- April Vestry Retreat – Saturday, April 2 we will have our vestry retreat at my house (2510 Brookforest Dr. Keller TX 76262). Please review the draft agenda below and come prepared to participate, discuss and strategize our way forward. Here are the topics so far:
- Team building exercises
- Planned Giving and Endowment/Foundation Formation
- Re-Imagine the future church building
- Existing plans will be available for review
- Do these plans represent who we are today?
- Do these plans project who we want to be in the future?
- The importance of the Vestry/Ministry liaison – we need to have quarterly reports submitted to the vestry
- Labyrinth snag – The city of Southlake has thrown up a big road block to our effort to build a labyrinth. They are demanding an updated master plan, drainage survey, etc. before approving a permit to build. I think that this is completely uncalled for and we need to do all that we can to get past it. I have spoken with Ron and while he was initially discouraged he will continue to work on it. He will be reaching out to the city council and possibly the mayor for help. I can understand if this was a building but it is not.
Vestry Minutes June 2016
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
June 26, 2016
Present: Jim Bedell, Jack Bolerjack, Charles Busey, Gil Kleinwechter, Courtney Mullaney, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden, Kathy Wilkinson: Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Elizabeth Mason, Ike Ogbue.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, June 26, 2016 in the East Parish Hall. The meeting opened at 12:23 pm with prayer by the Rector.
Consideration of Minutes
Kathy Wilkinson moved the vestry approve the minutes of the May 15, 2016 vestry meeting as distribued. Linda Snow seconded the motion, and the motion carried. Joel Walker moved the vestry approve the minutes of the June 5 called meeting as distributed. Cyndy Sulots seconded the motion, and the motion carried.
Treasurer’s Report
May Financials Accepted: The Treasurer reviewed the monthly financial reports. (See attached.) He remarked that they show that the school financials are in good shape at present. He will provide projections for financial expectations through the end of 2016 at the July meeting. Courtney Mullaney moved the vestry accept the financial reports as presented. Jack Bolerjack seconded the motion, and the motion carried.
Memorial Garden Maintenance Funding: The treasurer reported that undesignated monies totaling $1450.00 are available for use on the Memorial Garden. Cyndy Sulots moved the vestry approve usage of Memorial Garden Funds up to a total of $1450.00 for maintenance of the Memorial Garden. When or if maintenance over and above that total is needed, a vote by the vestry will be required. Jim Bedell seconded the motion, and the motion carried.
Festival in the Fields Line of Credit: Kathy Wilkinson reviewed the projected budget for the October Festival in the Fields. (See attached.) Jack Bolerjack moved the vestry approve a line of credit for the Festival of up to $2000.00, funding to come under the Hospitality budget line. Cyndy Sulots seconded the motion, and the motion carried.
Rector’s Sabbatical Funding Plans: The rector provided information on the sabbatical after each five years of service that is one of the provisions in his letter of agreement with St. Martin’s. This is commonplace in letters of agreement for rectors across the church. The parish must provide time and funding for such sabbatical. Since he came to St. Martin’s in 2015, his first sabbatical will be due in 2020. The treasurer is compiling information on the Five Year Budget he will present at a later time and will include the rector’s sabbatical in that budgeting as well as the annual budgets.
St. Martin’s Episcopal School
The rector announced that 66 students are now enrolled for the fall term. As the opening of school draws closer, it is expected that the number will be larger. No traditional kindergarten classes will be offered this year; instead there will be transitional kindergarten for children who would benefit from that environment. The school board meets Tuesday evening.
Diocesan Information
Joel Walker, a member of the Standing Committee of the diocese, reported that Bishop Mayer will be on his sabbatical July 1 through October 31. In his absence his various duties will be covered by the standing committee, the canon to the ordinary and the assistant bishops.
Junior Warden’s Report
Junior Warden Busey announced that the overflow drain on the church building over the door to the office area is stopped up again and needs to be cleaned out and the air conditioner in the parish hall kitchen is not working. There are also other small routine maintenance jobs that need to be addressed.
Senior Warden’s Report
Thank You’s: Senior Warden Kleinwechter reiterated the recognition and thanks to volunteers:
Brotherhood, Hospitality and Volunteers – I want to thank these groups in particular for their continued service to St. Martins. These people have helped setup and take down at the events at St. Martins. This is usually done behind the scenes and with little fanfare. While I understand and respect their desire to not seek recognition I want thank them. They are a huge help to St. Martins and I am thankful for all of their efforts!
Computer Security Proposal: Discussion of the matter will be deferred to the July meeting; he is still soliciting specific information and cost breakdowns from vendors.
Rector’s Report
Audit Committee: The rector announced Paula Jefferson, CPA and member of St. Martin’s, has agreed to chair the 2016 Audit Committee. He has asked her to appoint the other members of her committee. The committee will be auditing St. Martin’s 2015 financial records on July 30, 2016 starting at 9:30 AM. Vestry acceptance of the audit is required before it can be forwarded to the diocese by September 1.
Continuing Education for Communications Director: $1,000.00 of money budgeted for the rector’s continuing education money has been provided to Susan Kleinwechter to attend a “Leading in a Changing Church” conference in Austin. The rector himself would have attended but, due to a family wedding, he is grateful Susan represented our church.
Upcoming Events / Announcements
Audit of 2015 Finances – July 30
Outreach Grant Application Deadline July 31
Audit Report Accepted and Forwarded to Diocese by September 1
Stop Hunger Now – September 24
Festival in the Fields October 15
Ministry Liaison Reports – October 16
Vote to Adjourn and Closing Prayer
Jim Bedell moved the meeting be adjourned. Kathy Wilkinson seconded the motion, and the motion carried. The meeting adjourned at 1:33 PM with prayer by Joel Walker.
Respectfully submitted,
Glenda Morehead, Clerk
–
Letter admitting Ayo as a postulant
Vestry minutes – February 28, 2016 meeting
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
February 28, 2016
Present: Gregory Anderson, Jim Bedell, Charles Busey, Gil Kleinwechter, Elizabeth Mason, Courtney Mullaney , Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Also Present: Ronald Hitchcock.
Not present: Jack Bolerjack, Cyndy Sulots; Scot McComas, Rector.
A special meeting of the vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, February 28, 2016, in the Chapel. The meeting was called for two purposes: to acknowledge receipt of the Parochial Report and consider the vote to approve its being forwarded to the diocese and to discuss and consider a vote on a labyrinth for St. Martin’s. In the absence of the rector, who was teaching a class nearby, the meeting opened with prayer by Senior Warden Kleinwechter at 12:12 pm.
Consideration of the Parochial Report
Gregory Anderson moved the vestry acknowledge receipt of the Parochial Report for 2015 and approve its being forwarded to the diocese. Linda Snow seconded the motion and the motion carried.
Consideration of a Labyrinth for St. Martin-in-the-Fields Episcopal Church
The wardens and Ron Hitchcock met recently with a representative of the contractor, SolCrete, which has provided the best bid for construction of a labyrinth for St. Martin’s. After determining that the contractor also best understands the needs of St. Martin’s, the wardens recommend that the vestry vote to approve awarding the contract to SolCrete as proposed. (See the attached documentation compiled by Hitchcock.) Total cost of the project would be $16,080.00 plus $75.00 for the permit required from City of Southlake. Funding for the labyrinth would come from the following sources: Memorial Fund – $11,110.00, Brick Money – $2,292.00. The balance required would come from the General Fund. Courtney Mullaney moved the vestry approve construction of the labyrinth as proposed. Jim Bedell seconded the motion, and the motion carried. With the location of the labyrinth being at the front of the church building Hitchcock envisions that the bricks purchased to border the labyrinth will be used instead to provide a walkway from the front sidewalk to the labyrinth, allowing participants to begin to enter a meditative state before entering the labyrinth.
Vote to Adjourn and Closing Prayer
Gregory Anderson moved the meeting be adjourned, Kathy Wilkinson seconded the motion, and the motion carried. The meeting was adjourned with the closing prayer offered by Gil Kleinwechter at 12:32 pm.
Respectfully submitted,
Glenda Morehead
Clerk
Vestry minutes – February 20, 2016 meeting
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
February 21, 2016
Present: Gregory Anderson, Jim Bedell, Jack Bolerjack, Charles Busey, Gil Kleinwechter, Elizabeth Mason, Courtney Mullaney , Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson: Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Cyndy Sulots.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, February 21, 2016, at 12:30 PM in the Chapel. The meeting opened with prayer by the rector.
Consideration of Minutes
There were three sets of minutes that needed consideration by the vestry. Jack Bolerjack moved the minutes of the January 17, 2016 vestry meeting be approved as distributed. Jim Bedell seconded the motion and the motion carried. Linda Snow moved the minutes of the January 31, 2016 vestry be approved as distributed. Kathy Wilkinson seconded the motion and the motion carried. Gil Kleinwechter moved the minutes of the January 31, 2016 Parish Annual Meeting be approved as distributed. Charles Busey seconded the motion and the motion carried.
Treasurer’s Report
Reporting Change Approved: In order to more accurately show the financial position of the parish, Treasurer DJ Mitchell asked that the vestry approve the following changes to St. Martin’s financial reports going forward: show an opening balance of Other Facility Expenses – School of $13,794.00 and add an additional $13,794.00 to Other Income. The change is explained fully in the notes which accompany the financial reports attached. Courtney Mullaney moved the vestry approve the change as outlined by the treasurer, Elizabeth Mason seconded the motion and the motion carried.
Financials Accepted: Gil Kleinwechter moved the January financial reports be accepted as presented. Jim Bedell seconded the motion and the motion carried.
Diocesan Information
Joel Walker, who is a member of the diocesan standing committee, reported that the bishop will be on sabbatical beginning in July. During his absence eccliastical authority in the diocese devolves to the Standing Committee.
Consideration of Written Reports Distributed
Vote to Accept Reports for Today: The following reports were distributed to vestry members prior to the meeting and included in their printed packets: St. Martin’s Episcopal School, Communications Committee, Junior Wardens and Senior Warden. There was a typo in the School Report; 41 students are pre –enrolled for the fall term, not 31 as shown on the report. Courtney Mullaney moved the written reports be accepted with the necessary correction to the school report. Kathy Wilkinson seconded the motion and the reports were accepted.
Acceptance of Reports Going Forward: Joel Walker moved the vestry continue the process of accepting the written reports in the future without requiring a vote. Kathy Wilkinson seconded the motion, and the motion carried.
Junior Wardens’ Addition
Bradford Pear Tree Removal: It has been determined that in order for a labyrinth to be built on the front of our property, the three Bradford Pear trees along the front sidewalk must be removed. Linda Snow moved the trees be removed as recommended, Nancy Wieden seconded the motion and the motion carried. The junior wardens will get at least three bids for professional removal of the trees and go with the lowest bid received. The junior wardens will research and bring recommendations for replacement trees to the March meeting.
Rector’s Report
Vestry Liaison Duties: The rector reminded vestry members that with the exception of the wardens each of them has agreed to act as liaison to the various ministries of St. Martin’s. As such they are to act as a conduit to the vestry for the ministry, to report on how they are doing, their plans and their needs. Liaison reports will be due quarterly – iat the vestry meetings April , July, October, and January. Written reports should be emailed to the clerk in time to be included in the electronic and printed packets provided for members. The first liaison reports will be made for the April 17, 2016 meeting.
Letter of Support for Ayo Omoniyi: Vestry approval is necessary on every step a candidate takes on the pathway to ordination. Ayo Omoniyi has completed his discernment period, having received the endorsement of the parish discernment committee and the rector. Gil Kleinwechter moved the vestry sign the Congregational Nomination for Postulancy to the Diaconate for Ayo Omoniyi. Elizabeth Mason seconded the motion, and the motion carried. The letter was signed by all vestry members present. The rector will ensure the written acceptance of the nomination from Omoniyi is received before forwarding the letter to the bishop and the diocesan commission on ministry.
Same Sex Marriages – “The I-30 Plan” and Others: The bishops of the dioceses of Dallas and Fort Worth have agreed on “The I-30 Plan.” Same sex marriages cannot be performed in the Diocese of Dallas, however under the I-30 plan, same sex couples who have received their priest’s permission to marry may do so in the Diocese of Fort Worth. Bishop Mayer has asked a number of parishes to allow these couples to marry in their facilities. All couples wishing to be married in an Episcopal Church must meet the same requirements. Priests from the Diocese of Dallas may preach and celebrate at the ceremonies in Diocese of Fort Worth, but the actual marriage must be performed by a Diocese of Fort Worth priest. St. Martin’s as a parish has been asked to respond whether we will allow such marriages in our church. Although the decision to allow same-sex marriages rests solely in the hands of the Rector, our rector asked for vestry input. By secret written ballots the vestry voted to approve same sex marriages under the I-30 Plan and to approve same sex marriages in other circumstances.
Upcoming Events / Announcements
Vestry Retreat April 2 – 10 AM – 2:30 PM, Kleinwechter home
KellerFest April 15 – 16 (Vestry members signed up to times in the St. Martin’s Booth)
Confirmation April 17 – the Rt. Rev Sam Hulsey
School Fundraiser April 30
Festival in the Fields October 15
Vote to Adjourn and Closing Prayer
Jack Bolerjack moved the meeting be adjourned, Nancy Wieden seconded the motion, and the motion carried. The meeting closed with prayer by Gil Kleinwechter at 3:05 PM.
Respectfully submitted,
Glenda Morehead
Clerk
St. Martin’s Episcopal School Report February 2016
Current enrollment: 75
Staff: 10
New hire Feb 1 (intern): Emily works Mon & Wed in class 18 months–2 year olds (Ms. Jackie’s class)
Re-enrollment packets went out Feb 1 and were due Feb 16…..31 students re-enrolled this far.
5-6 new families toured the school in last 2 weeks.
Lots of exciting growth.
–Scot
Communications Committee report to the Vestry – February 2016
The committee met on February 14. Those in attendance were: the Rev. Scot McComas, Susan and Gil Kleinwechter, Brooke Casey, Linda and Carl Snow.
Outside and Inside Banners: Outside banner for the school is complete and installed. No inside banners at this time. However, pictures of the vestry members to be mounted on the wall across from the bathroom in the office area.
Episcopal Church Bumper Stickers: Due to inquiries about obtaining bumper stickers for the Episcopal Church we are looking into an online store that sells them.
School Phone Number Confusion: Numerous phone calls have come into the office that were meant for the school. Much of this caused by not knowing that the school has a separate number. A decision was made to investigate purchasing 100 refrigerator magnets with the schools phone number to give out to parents to be put in their phones.
Live Streaming of Sermons: Due to inquiries from parishioners who are unable to attend services, we discussed live streaming thru the internet. Many areas need to be investigated including: numerous license issues, new equipment (1 or 2 video cameras and audio mixer table) to insure quality of the video and sound, an internet streaming service, a workspace for equipment. All of this equipment would be able to be moved to the new church’s sanctuary.
Respectfully submitted,
Carl Snow, Chair
Communications Committee
Junior Wardens’ Report – February 2016
We changed all the air filters in both buildings.
We met with the contractors for bids on labyrinth
Lights added to choir loft (gift from Jim Wilson and LC Crowley)
Water bills are much lower
–Gregory Anderson and Charles Busey
Senior Warden Report – February 2016
We are off to a great start for the New Year. I believe we will have an exciting year ahead of us and I am looking forward to working with everyone. Here are the highlights so far:
- Finalized and Approved 2016 Budget – In January we finalized and approved the 2016 budget. Many thanks go to Diana Panther, DJ and Sue Mitchell, Jack Bailey and the Finance Committee and Fr. Scot for their hard work in achieving a balanced budget. We met our goal of tithing to Outreach and in this case doubling the amount. Well done!
- Annual Parish Meeting – The end of January saw the annual parish meeting. We departed from printing and providing large packets of information that is often discarded after the meeting. I have received several positive comments on how the meeting was conducted so we will do this again next year. I would appreciate the vestry providing any suggestions for improvement.
- Open Carry Position – In a unanimous vote of the vestry members present at the January 17, 2016 vestry meeting (one member not present) the following was approved:
- We will comply with the laws of the state of Texas that does not permit weapons on the church premises.
- We will not post the signage outlined in 30.06 and 30.07 that prohibits handguns on the premises.
- Town Hall for the parish to present the position and allow for public comment. The position was well received.
- Newcomer’s Dinner – We had another successful newcomer’s dinner. We had 28 newcomers, 33 vestry and staff, for a total of 61 people.
Vestry minutes – January 31, 2016 meeting
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
January 31, 2016
Present: Gregory Anderson, Jim Bedell, Jack Bolerjack, Gil Kleinwechter, Elizabeth Mason, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden, Kathy Wilkinson: Scot McComas, Rector.
Also present: Glenda Morehead, DJ Mitchell.
Not present: Charles Busey, Courtney Mullaney.
A special meeting of the vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, January 31, 2016, in the Godly Play Room immediately following the Annual Parish Meeting. The meeting was called for the purpose of electing jr. wardens, clerk of the vestry, and treasurer for the coming year, and for other organizational matters. The meeting opened with prayer by the rector at 1:50 PM.
Election of Clerk of the Vestry
Gregory Anderson moved Glenda Morehead be elected clerk of the vestry of the coming year. Gil Kleinwechter seconded the motion and the motion carried.
Determination of Member Filling One year Term
One of the five persons elected at the annual meeting is to fill the year left on the term of Bob Bess. Jim Bedell volunteered to complete Bess’s term, meaning that his term will end as of the Parish Annual Meeting in January 2017. He will then be eligible for election to a full three year term.
Election of Treasurer
Gil Kleinwechter moved DJ Mitchell be elected treasurer of St. Martin-in-the-Fields Episcopal Church for the coming year. Elizabeth Mason seconded the motion andn the motion carried.
Election of Jr. Wardens
Joel Walker moved Charles Busey and Gregory Anderson be elected jr. wardens of St. Martin-in-the-Fields Episcopal Church for the coming year. Elizabeth Mason seconded the motion and the motion carried.
Vestry Liaisons to Ministries
The rector announced that with the exception of the wardens all vestry members will be expected to be liaison to one or more of the ministries of St. Martin’s. He distributed directories of ministries to the members to assist them in deciding their preferences. He will be notifying members of their liaison assignments at the next regular vestry meeting Sunday, February 21, or prior to that time.
Treasurer’s Job Outline and Expenditure Approval Chart
DJ Mitchell shared with the vestry his understanding of his job and responsibilities. He has prepared a chart showing who must sign showing they have approved expenditures. No checks will be written without the necessary approval from the responsible person. Any suggested changes in the chart of responsible parties must be in his hands by Friday. If none are received, the chart shall be considered approved.
Vestry Sign-Ups
Vestry members provided their contact information to the clerk. They also chose which of the 3 weekend services is their preference to serve as Vestry Person in Charge. Lists of the duties of each service were provided to members.The printed contact information list and VPiC schedule will be emailed to members as soon as possible this week.
Meeting Adjournment
Joel Walker moved the meeting be adjourned. Gil Kleinwechter seconded the motion and the meeting closed with prayer by Jack Bolerjack at 2:20 PM.
Respectfully submitted,
Glenda Morehead
Clerk
2016 Vestry Contact Information (PDF)
2016 Vestry Person in Charge Schedule (PDF)
Minutes of St. Martin-in-the-Fields Episcopal Church Annual Meeting 2015
St. Martin-in-the-Fields Episcopal Church Annual Meeting 2015
January 31, 2016
The Annual Meeting of St. Martin-in-the-Fields Episcopal Church was held January 31, 2016, in the East Parish Hall. The Rector read diocesan canons Title IV: 8.1 and 8.2 regarding Annual Meetings and after announcing there was a quorum present opened the meeting with prayer at 12:21 PM.
Election of the Secretary
Gregory Anderson moved Glenda Morehead be elected secretary to record the minutes of the meeting. Edith Bartley seconded the motion and the motion carried.
Annual Meeting Minutes Approval Today and Going Forward
Joy Malmgren moved the minutes of the last Annual Meeting be approved. Jim Wilson seconded the motion, and the motion carried. The Rector announced that henceforth St. Martin’s will follow the diocesan guidelines that Annual Meeting minutes be forwarded to the incoming vestry to be approved by them at their first regular meeting. After their approval the minutes will be placed in the permanent church files and available on the church website.
Introduction of Current Vestry
Current Vestry members present were introduced and acknowledged by a round of applause. Included in the group was Bob Bess, previous senior warden. Those whose terms end today are Annette Duff, Pat Hollifield, DJ Mitchell, and Jim Wilson. The Rector presented the outgoing vestry members with St Francis prayer cards, including Bob Bess in that number. Bess was given a standing round of applause as thanks for his service during the interim.
Introduction of Current Delegates and Alternates
Those elected at last year’s Annual Meeting as delegates and alternates to diocesan convention were introduced and thanked for their service during the past year with a round of applause. They are Gregory Anderson, Tom Bolerjack, Martha Hitchcock, Susan Kleinwechter, Ayo Omoniyi, Rebecca Snell, Joel Walker, and Kathy Watson. Alternates are Francine deLongchamp, Shawn Higgins, Karrie Marling, Mary Ellen Matulevich, and Linda Snow. When vacancies occurred among delegates, alternates took their places.
2016 Vestry Election
The Rector introduced the five nominees for vestry. They are James Bedell, Linda Snow, Joel Walker, Nancy Wieden and Kathy Wilkinson. He then asked for nominations from the floor. There being none Bob Bess moved the nominations be closed and the slate elected by acclamation. Cyndy Sulots seconded the motion, and the slate was elected as presented. One of those elected will be selected by the vestry to serve the final year of Bob Bess’s term. The others will serve the usual three year term.
2016 Delegate Election
The Rector announced that the formula for deciding the number of delegates from each congregation is now based on Average Sunday Attendance (ASA) meaning the average attending all weekend church services (excluding Easter) in the year preceding the diocesan convention… Based on St. Martin’s ASA for 2015 (224) we are entitled to 6 delegates for 2016. He remarked that judged by ASA, St. Martin’s is now the third largest congregation in the diocese, no longer the “little church in the fields of Keller.”
Those nominated as St. Martin’s delegates for 2016 are Gregory Anderson, Susan Kleinwechter, Rebecca Snell, Linda Snow, Joel Walker and Nancy Wieden. The Rector introduced them and called for additional nominations from the floor. There being none, Jack Bolerjack moved the nominations be closed and the slate elected by acclamation. John Wieden seconded the motion and the slate was elected.
Election of Alternate Delegates
The Rector asked for volunteers who would be willing to serve as alternate delegates for 2016. The following persons volunteered: Kathy Bedell, Mary Beth Butler, Brandy Heckel, Martha Hitchcock, Joy Malmgren and Deneice Wood. There being no more volunteers to come forward Elizabeth Mason moved the slate of volunteers be elected as alternate delegates for 2016. DJ Mitchell seconded the motion and the slate was elected.
Rector’s Report
The Rector’s report was projected on the wall screen, and he highlighted parts of it. He had presented his report at every worship service this weekend, to ensure that even those who would not attend the meting today would have the opportunity to receive it in person. He reminded everyone that the younger members are the future of any church, and in that respect St. Martin’s is truly blessed with tremendous growth with many new families with children. New growth means increased needs for space, and our church will have to find new and creative ways to fulfill that need. People feel welcomed only if there is space for them.
He announced that the school now has 76 students. A new teacher has been hired, and an intern will be coming on staff as a part of her teacher training program. He thanked all staff and volunteers who work with our children in any capacity.
Senior Warden’s Report
Senior Warden Gil Kleinwechter highlighted some aspects of his projected report. He is certain that our new energetic Rector and dedicated staff will meet the challenges ahead.
Junior Wardens Report
One of our two Junior Wardens, Gregory Anderson, reported on much of the work He and Charles Busey have done in the past year. As with any church our buildings require constant attention.
Financial Report
Interim Treasurer DJ Mitchell, aided by his projected reports, went over the financials for 2015 He mentioned that in any human endeavor mistakes can occur, and the most important response is to solve problems as quickly as possible. He reviewed the budget for 2016 which has been approved by the vestry.
St. Martin’s Library
The Rector introduced Claire Abraham, Librarian, who stated that the library now has about 550 volumes available for loan. She explained the process for checking out materials and recommended that any teachers or ministry leaders check the library first when they need materials for classes, etc.
Announcements and Final Remarks
Parishioners were referred to all Annual Meeting reports for today which are published on the church website.
Confirmation will take place April 17 with Assisting Bishop, the Rt. Rev. Hulsey, ret.
A School Fundraiser will be held April 30.
177 bricks have been purchased for the labyrinth border.
The vestry will meet in the Godly Play room immediately following this meeting.
Adjournment and Closing Prayer
Gregory Anderson moved the meeting be adjourned, Gary Wilkinson seconded the motion and the meeting closed with prayer by the Rector at 1:38 PM
Respectively submitted,
Glenda Morehead
Secretary
Vestry minutes – January 17, 2016 meeting
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
January 17, 2016
Present: Gregory Anderson, Jack Bolerjack, Charles Busey, Annette Duff, Pat Hollifield, Gil Kleinwechter, DJ Mitchell, Courtney Mullaney, Cyndy Sulots, Jim Wilson; Scot McComas, Rector; Glenda Morehead, Clerk.
Not present: Elizabeth Mason.
A special meeting of the vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, January 17, 2016, at 12:30 PM in the East Parish Hall. The meeting was called for the following purposes: to receive information on and discuss the ramifications of the new Texas Open Carry Law, to consider the minutes of the December 13, 2015 meeting and to consider and vote on the budget for St. Martin’s for 2016. The meeting opened with prayer by the rector.
St. Martin-in-the-Fields Episcopal Church and theTexas Open Carry Law
Officer Christopher Mullaney, a member of St. Martin’s, provided information on the new firearms law in Texas as of the first of January. After his presentation and their discussion on the matter the vestry members voted unanimously by written secret ballots to comply with the laws of the State of Texas prohibiting the carrying of firearms on the premises of worship facilities and school property, and that no signs would be posted. There will be a parish-wide meeting following the 10:30 service on February 14, 2016, to address the matter. Officer Mullaney was thanked for his presentation and asked to take part in the February 14 meeting.
Consideration of December 13, 2015, Minutes
Gregory Anderson moved the minutes of the December meeting be approved as distributed. DJ Mitchell seconded the motion and the minutes were approved.
Consideration of the 2016 Budget
Interim Treasurer DJ Mitchell presented the proposed budget for St. Martin’s for 2016. Gregory Anderson moved the budget be approved as presented. Jack Bolerjack seconded the motion and the budget was approved.
Meeting Adjournment
Jim Wilson offered the closing prayer.
DJ Mitchell moved the meeting be adjourned, Jim Wilson seconded the motion and the meeting was adjourned at 2:22 PM.
Respectfully submitted,
Glenda Morehead
Clerk
Vestry minutes – December 13, 2015 meeting
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
December 13, 2015
Present: Gregory Anderson, Charles Busey, Jack Bolerjack, Pat Hollifield, Gil Kleinwechter, Elizabeth Mason, DJ Mitchell, Courtney Mullaney, Cyndy Sulots, Jim Wilson; Scot McComas, Rector; Glenda Morehead, Clerk.
Not present: Annette Duff.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, December 13, 2015, at 12:30 PM in the West Parish Hall. The meeting opened with prayer by the Rector.
Approval of Minutes
Gregory Anderson moved the minutes of the November 15 meeting be approved as distributed. DJ Mitchell seconded the motion and the minutes were approved.
Outreach End-of Year Askings Approved
Joy Malmgren presented the request from the Outreach Committee for the distribution of funds from the outreach budget line. DJ Mitchell moved the distribution be approved as requested. Cyndy Sulots seconded the motion and the distribution was approved.
Treasurer’s Report and Funds Created
Financials Approved: Treasurer DJ Mitchell reviewed the financial reports, and explained all the corrections that have been required. (See attached.) Jim Wilson moved the treasurer’s report be accepted as presented. Jack Bolerjack seconded the motion, and the financials were approved. Mitchell stated that a manual will be written so that such problems as those he outlined should be avoided in the future.
Name Tag Fund: Courtney Mullaney moved the vestry approve acceptance of gifts for a Name Tag Fund and that the funds be drawn down as needed. DJ Mitchell seconded the motion, and the Fund was approved.
Bread and Wine Fund: DJ Mitchell moved the vestry establish a Bread and Wine Fund which would function much as the Flower Fund functions, with information regarding contributions made being printed in the service bulletins. Elizabeth Mason seconded the motion and the fund is established.
Investment Committee
DJ Mitchell moved the vestry approve the investment plan offered at the last vestry meeting. Jack Bolerjack seconded the motion and the investment plan was adopted.
Stewardship
Gil Kleinwechter reported that as of the end of the week 128 pledges had been received totaling $434,938.00. 39 of the pledges are from new pledgers. Four more pledge cards came in today.
St. Martin’s Episcopal School
The rector reported that things are going very well with about 75 students currently attending. The school Christmas Pageant will take place at 9:15 AM on December 18, and everyone is invited to attend. School closes that day for the holidays and reopens January 5, 2016.
Diocesan Information
Joel Walker reported that the Standing Committee met Monday. The diocese will not tell parishes what decision to make regarding the open carry law that goes into effect in January, but rectors must report back to the bishop by March 1. The bishop reiterated his call that rectors have a discussion with their vestries on the subject of same sex marriages.
Junior Wardens’ Reports
Possible Dishwasher Repair: The dishwasher in the small kitchen may be in need of repair, but further information is needed…
Tree Removal and Gutter Check: When the trees along the south side of the education building were removed, the tree service workers arrived at 7 AM and were gone by 11:30 AM leaving no sign that the trees had ever been there or that the work had been done. Check of the gutters after the recent storms revealed no leaves or debris.
Roof Leaks: The roof leaks continue and the person responsible for the repair under warranty continues to be unresponsive. Don Sulots will be asked to contact the owner of the company to get the issue resolved.
Cellular Tower Proposal: A proposal has been received from Vertex Development, LLC, to install a cellular tower on our property. Whereas the proposed agreement appears to be a good source of revenue for St. Martin’s, there are a number of questions that must be resolved. DJ Mitchell will refer the proposed contract to an attorney to see if it is a good lease, to see if the tower can be moved, if the lease can be revised and to see if various desired revisions can be made. Any construction would need to go through the necessary zoning process which can take as long as nine months. Consideration of the matter will be postponed until more information is available.
Water Usage: The water bills continue to rise. Gregory Anderson will continue to monitor the usage. There may be a leak in the lines.
Monument Lighted: Neil Rinker has repaired the light on the monument sign at the front of our property.
The Jr. Wardens received a round of thanks for all they do to keep our building and grounds in good condition.
Senior Warden’s Report
Conversation with Constance Smith: Constance Smith of Fever has contacted the senior warden saying that some supporters of Fever are looking for some place to make large donations to a non-profit organization. He will keep the vestry updated as further information comes to him.
Procedures for Emergencies during Services: Recent emergencies with parishioners during services have made it clear that guidelines are needed for action when such things occur. The vestry will devise the guidelines, and the senior warden will ensure that they are provided to all concerned.
Rector’s Report
Clergy on Staff: The rector asks the help of vestry members to make clear that although the Rev Lauren Gough and the Rev Judith Upham serve at the altar, preach, teach and fulfill other priestly roles at St. Martin’s, they refuse to accept any compensation for their services. Since no deacons receive compensation, the deacons who serve St. Martin’s – the Rev. Henry Penner and the Rev. Annette Mayer receive no compensation for their services. Clarification of these facts will be shown in the treasurer’s report at the Annual Meeting.
Financial Manager Increase: DJ Mitchell moved the compensation for the Financial Manage be increased to $25.00 per hour for 19 hours per week in 2016. Gil Kleinwechter seconded the motion, and the motion carried.
Children and Youth Ministers: Corrie Cabes, Children and Youth Minister has asked that her job be split into two positions. She herself feels called to the ministry with youth grades 6 through 12, and would like another person brought on to serve children 4 years of age through fifth grade. Cabes plans to continue as school chaplain. Gil Kleinwechter moved the vestry authorize the position of Youth Minister at 20 hours per week and the position of Children’s Minister at 15 hours per week. Jim Wilson seconded the motion, and the positions were authorized. Gregory Anderson moved the vestry direct the finance committee to include the cost of the positions in the 2016 budget. Cyndy Sulots seconded the motion and the motion carried.
Outreach Committee Chair: The rector announced that he is the new chair of the Outreach Committee. The committee will meet monthly on first Sunday at 12:30 PM.
Texas Open Carry Law: All parishes must report back to the diocese by March 1, 2016, how they plan to respond to the new gun rules. Christopher Mullaney will be asked to provide a professional opinion at the called meeting January 17, 2016.
Same Sex Marriages and Blessings: The rector’s conversation with the vestry continued.
Staff Bonuses and Recognition
The vestry discussed the matter of year end recognition for the paid and unpaid staff of St. Martin’s. Gregory Anderson moved each member of the paid staff – Scot McComas, Susan Slaughter, Anika Barbarito, Corrie Cabes, Susan Brishke, Christi Hardy and the three members of the nursery staff –receive a Christmas bonus of $100.00. DJ Mitchell seconded the motion, and the motion carried.
Elizabeth Mason moved the vestry set up a volunteer appreciation dinner for all volunteer clergy and staff. DJ Mitchell seconded the motion, and the motion carried. No date was set for the dinner.
Resolution re Eagle Scout Project
Gregory Anderson moved the vestry adopt the following resolution on behalf of the parish:
St. Martin-in-the-Fields Episcopal Church wishes to thank Jacob Tiemann and his family for the recent completion of his Eagle Scout Project on behalf of our church. His project enlarged and changed the dimensions of our Outdoor Worship Area.
DJ Mitchell seconded the motion and the resolution was adopted.
Vote to Remove Authorized Signers from Baird Account
Jim Wilson moved that Robert Bess (previous Senior Warden) and Douglas Watson (previous Treasurer) be removed as persons authorized to authorize changes on the R. W. Baird account. Cyndy Sulots seconded the motion and the motion carried.
Vote to Add Authorized Signers to the Baird Account
Elizabeth Mason moved that Gil Kleinwechter, Senior Warden and Sue Mitchell be added as persons authorized to authorize changes on the R. W. Baird account, and that DJ Mitchell, Interim Treasurer continue as a person authorized to make changes. Baird shall obtain authorization from at least two of these persons before making any changes. Cyndy Sulots seconded the motion, and the motion carried.
Resolution re 2016 Rector’s Housing Allowance
Jim Wilson moved the adoption of the following resolution:
Whereas the Reverend Scot McComas, an ordained minister, is employed to serve St.-Martin-in-the-Fields Episcopal Church as Rector; 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. Scot McComas for the calendar year 2016, and subsequent years unless amended, shall include an annual payment of $33,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
Cyndy Sulots seconded the motion, and the resolution was adopted.
Resolution re 2016 Assistant Clergy Housing Allowance
Gregory Anderson moved the adoption of the following resolution:
Whereas the Reverend Susan Slaughter, 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. Susan Slaughter for the calendar year 2016, and subsequent years unless amended, shall include an annual payment of $18,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
Cyndy Sulots seconded the motion, and the resolution was adopted.
Closing Prayer and Adjournment
Elizabeth Mason gave the closing prayer.
Gregory Anderson moved the meeting be adjourned, DJ Mitchell seconded the motion and the meeting adjourned at 4:30 PM.
Respectfully submitted,
Glenda Morehead
Clerk
Please note: called vestry meeting Sunday, january 17, 12:30 PM, East parish Hall.
Request for Approval of Outreach Funds
- Union Gospel Mission funds, 3rd quarter and 4th quarter: $333
- Meals on Wheels funds, 2nd quarter, 3rd quarter and 4th quarter: $667
- Presbyterian Night Shelter, 3rd quarter and 4th quarter: $333
- Saint Luke’s Food Pantry (The pantry donation may need to go through Saint Lukes until the Food pantry is incorporated.): $500
- Presbyterian Night Shelter sponsoring a room in a new women & childrens unit opening in 2016: $500
- Episcopal Relief & Development: $1,000
- Boys & Girls Club on IM Terrill Way for purchase of DVD player and learning tablets: $625
- Union Gospel Mission for cost of Children’s Castle from Outreach Funds: $500
- December, 2015 purchase of bananas for Service Sunday: $22.75
- Remaining funds for 2015: $3163.42
- Total requests for expenditure: $3147.75
Respectfully submitted,
Joy Malmgren
Outreach Committee