Vestry minutes – November 15, 2015 meeting

by Alan Bentrup | May 2, 2016 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
November 15, 2015
Present: Gregory Anderson, Jack Bolerjack, Annette Duff, Pat Hollifield, Gil Kleinwechter, DJ Mitchell, Courtney Mullaney, Cyndy Sulots, Jim Wilson; Scot McComas, Rector; Glenda Morehead, Clerk.
Also Present: Sue Mitchell.
Guest: Rachel Hitt, Ideal Impact Energy.
Not present: Charles Busey, Elizabeth Mason.
A regular meeting of the vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, November 15, 2015, at 12:30 pm in the East Parish Hall.  The meeting opened with prayer by the rector.
Treasurer’s Report
Treasurer Watson Resigns: The rector announced that he has regretfully accepted the resignation of Douglas Watson as treasurer of St. Martin-in-the-Fields Episcopal Church and thanked Watson for his service. He thanked DJ Mitchell for agreeing to serve as Interim Treasurer until elections are held at the called vestry meeting immediately following the Parish Annual Meeting January 31, 2016. He also thanked Sue Mitchell for her work in helping to correct and clarify the financials.
October Financials Approved: The Interim Treasurer reviewed the October financial reports. Jim Wilson moved the vestry accept the financials as presented. Gregory Anderson seconded the motion and the reports were accepted.
Changes to Account Signers: Courtney Mullaney moved Douglas Watson be removed as a signer on all St. Martin’s financial accounts, and that DJ Mitchell be added in his place. Annette Duff seconded the motion, and the motion carried.
 
Investment Committee Report
DJ Mitchell stated that two more people are needed on the Investment Committee. Only he and Sue Mitchell were available to meet with Jim Hazel in their recent meeting. He distributed copies of the Initial Recommendations for the St. Martin-in-the-Fields Capital Fund. Since they were recommendations only, no vote was necessary. He will put together information on tax reductions items for the vestry to vote on at the December 13 meeting. Vestry members are asked to email him any questions to him at least one week before the meeting – no later than December 6.
 
Ideal Impact Energy Audit Presentation
Rachel Hitt reminded the vestry that the purpose of their company is to help churches find new and creative ways to conserve energy and bring their electric and gas bills down as much as possible. She stated that sometimes their audit shows that a church doesn’t need their help. St. Martin’s is such a church. In response to a question regarding thermostats that could be controlled remotely, she agreed to put together an estimate of the cost to St. Martin’s.
 
Minutes Approved
Gil Kleinwechter moved the minutes of the October 18, 2015, meeting be approved as distributed. Cyndy Sulots seconded the motion and the minutes were approved.
 
Stewardship Report
Gil Kleinwechter reported that 110 pledges have been received for 2016 totaling $382,038.00, more than was pledged for 2015. Four more were received this weekend.
 
St. Martin-in-the-Fields Episcopal School’
The rector announced that the school has 2 new students. He has asked Pat Hollifield to serve on the School Board, and Hollifield has accepted.
 
Communications Committee
Gil Kleinwechter reported that plans are to refresh the church website in February. The school website will be reviewed on November 20.  Brooke Casey is working on the church banners used on our site.
 
Diocesan Information
Joel Walker reported the following from the diocesan convention:
Jordan Ware is the new chair of the Commission on Ministry. Henry Penner and Joy Malmgren from St. Martin’s continue to serve on the COM.
Calye Hughes is the new president of the Standing Committee.
Scot McComas is chair of the diocesan School Commission and also serves on the Disciplinary Board and on the committee on Constitution and Canons.
ERD has an international map onto which Epsicopal churches can put information about themselves. St. Martin’s already has a presence there.
Deanery information:  Our deanery – the Fort Worth East Deanery –  meets the fourth Monday of January, April, July and October. Bob Gross in its dean and Gregory Anderson its sub dean. Scot McComas and Linda Snow are the deanery representatives to the Executive Council.
 
Written Reports Attached
The following written reports are attached and made a part of these minutes: Children and Youth Ministry Report, Grow the Church ZIP Code party Report.
 
Junior Wardens’ Report
Gregory Anderson reported on the following:
Water Heater in the Parish Hall: A new water heater has been installed in the parish hall at a cost of $1250.00. It replaces the unit that was installed in 1991.
Tree Removal: The 3 Bradford pear trees along the south side of the Parish Hall continue to cause problems. Gil Kleinwechter moved the vestry approve the removal of the trees by a bonded and insured professional at a cost of no more than $1500.00. Jack Bolerjack seconded the motion, and the motion carried, Jim Wilson abstaining.
Roof Leaks: The roof leaking continues, and the individual who is to do the work under warranty is proving to be nonresponsive. Don Sulots will contact the company to get the work completed as soon as possible.
Labyrinth Resurfacing: Jacob Tiemann has completed his Eagle Scout Labyrinth project which enlarged and changed the dimensions of the Outdoor Worship Area to make possible the installation of a labyrinth. Only one estimate has been received for completion of the labyrinth. The vestry must receive at least three bids before proceeding to vote on the work. No action was taken at this time.
 
Senior Warden’s Report
Nominees needed for Vestry and Delegates 2016: Senior warden Gil Kleinwechter asked everyone to begin recruitment for vestry and delegates. Five vestry positions must be filled this year.. Jim Bedell, Joel Walker and Nancy Wieden are those who have agreed to run for vestry to date. The number of delegates needed from St. Martin’s will be based on Average Sunday Attendance, and that information is not available at this time.
Senior Warden Contact Information: Gil Kleinwechter asked that everyone use his official email address to contact him, rather than using his personal email address as in the past. His official email address is senior.warden@stmartininthefields.org.. He can also be contacted on his cell 817-319-1752
 
Rector’s Report
Library Funding Needed: Now that St. Martin’s has a revitalized library, funding for it will need to be included in budgeting for 2016.
Gifts to Retiring Diocesan Leaders: The diocese has asked all churches to contribute to a fund to provide gifts for the retiring Chancellor and Treasurer, both of whom have served for a number of years. Gregory Anderson moved a check be sent to the diocese to go toward purchasing gifts for the retiring chancellor and treasurer, $100.00 for each. Jim Wilson seconded the motion and the motion carried.
Same Sex Marriages and Blessings: The Episcopal Church has approved the marriage of same-sex couples in Episcopal churches, and the blessing of same-sex relationships is also approved church-wide. Bishop Mayer has approved them for the Diocese of Fort Worth. The same canonical requirements apply to all those wishing to be married in the Episcopal Church no matter the genders of the individuals. A variety of comments and opinions were expressed by vestry members. The rector reminded vestry members this is just the first conversation they will have on the subject, as they lead the congregation into new territory.
 
Vote On and Signing of Letter of Support for Lisa Neilson
Jim Wilson moved the vestry vote to continue St. Martin’s support for Lisa Neilson in her ordination journey and sign the necessary letter of support for her ordination to the diaconate. Cyndy Sulots seconded the motion, and the motion carried. All members present signed the letter of support which will be forwarded to the bishop.
On January 15, 2016 at 7 pm at St. Martin-in-the-Fields Episcopal Church Lisa Neilson from St. Martin’s and Lynn Waltman from All Saints will be ordained to the diaconate by the Rt. Rev. Scott Mayer.
 
Brotherhood of St. Andrew
St. Martin’s chapter of the Brotherhood of St. Andrew will have its inaugural breakfast at 9 am on November 3 – St. Andrew’s Day – at the Main Street Grill, Keller. Jim Bedell is the contact person for more information.
 
Meeting Adjournment
Jim Wilson moved the meeting be adjourned, Gil Kleinwechter seconded the motion, and the meeting adjourned at 3:25 pm with prayer by Gregory Anderson.
 
 
 
Respectfully submitted,
Glenda Morehead
Clerk
Please note:  Next regular vestry meeting Sunday, December 13, 12:30 PM, East parish Hall.
 

Children and Youth Minister/School Chaplain Report – November 2015

EYC (Episcopal Youth Community)
A Few Highlights:

• Teens will continue to meet on the fourth Sunday for Sunday Funday, a time for fun and fellowship.
• With Advent and Christmas approaching, you’ll find our teens involved in the coat and toy drive and planning ways to help the homeless at Union Gospel Mission of Tarrant County.

 
Sunday school
Sunday school is strong and vibrant with an average of 50 children and volunteers participating regularly. Did you know we have 23 teens regularly attending Sunday school? Our children and teens are learning more about St. Benedict with Benny lanyards, an activity that invites children to live with purpose, respond creatively and get some Benedictine inspired goodies too!
 
Pre-YC
A youth group for 3^rd – 5^th graders, modeled after EYC, will meet for fun, fellowship and a Benedictine service project on November 22 to create prayer cards to go in each coat donated to the coat drive. They will slip the cards in the pocket of the coat, as an extra layer of love and support for the recipient. Liza Goodner is taking the lead with this program and is thrilled to have tweens and parent volunteers joining this new and active group.
 
Monthly Giving Campaigns for fall
Sock Drive Stats:
We have just wrapped up the sock drive for the 140 men finding a new start at Union Gospel Mission. During a recent Wednesday night EYC meeting, our teens counted 349 pairs of socks and prayed for the men who would receive them.
Toy Drive
The toy drive has kicked off and we’ve already filled two very large boxes with toys for the children of Union Gospel Mission. This campaign will wrap up at the Advent fest on December 6.
Save the Date
November 29: Feast of St. Nicholas features a potluck brunch after the 10:30 am service to kick off Advent with a focus on the joy of giving and celebrating the reveal of our updated parish library.
December 6: Advent Fest (grab Advent resources, enjoy live music and visit the hot chocolate station at this festive coffee hour held after the 10:30 am service.
December 24: Elvish the Elf is at it again, helping facilitate a delightful potluck of cookies and appetizers fit for a king…Jesus, that is! There is a rumor that Santa will make a brief appearance.
 
Chaplain’s Corner
All are invited to attend weekly chapel, held three times a week in the church sanctuary from 9:15 am – 9:45 am on Tuesday, Wednesday and Thursday. We recently welcomed our patron saint, Martin of Tours! Join us for a very special chapel service on December 3. We will welcome St. Nicholas. Chocolate gold coins will find their way into the tiny shoes of our precious students!
 
Blessings–Corrie Cabes
 

Grow the Church Report on the Final Zip Code Party

Reaching out to Neighbors and Friends and Those in Need
Fellow Vestry Members,
Please mark your calendars for the final Zip Code party, Sunday November 22 at NOON (after the 10:30am service).
There seems to be a little confusion about who should attend – the answer is- everyone who can and who wants to!
Please spread the word to your friends to come and enjoy the fellowship and hear the hopes and dreams of the parish.
We need some help for the set up for this event on Saturday the 21st after the 5pm service.
If you can help set up for 30 minutes from 6 to 6:30 please let me know.
Please plan to attend and represent your zip code!
Babe’s fried chicken will be served and we are asking everyone to bring a side dish or dessert.
This event includes a contest between zip codes for the most non-perishable food brought. The winning zip code participants will win a prize!
All participants WIN by having an opportunity to be Jesus’ hands by providing food to those who are in need at Union Gospel Mission.
Thank you!
Elizabeth Mason
817-714-6778
 

Vestry minutes – October 18, 2015 meeting

by Alan Bentrup | May 2, 2016 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
October 18, 2015
Present: Gregory Anderson: Bob Bess, Charles Busey, Jack Bolerjack, Annette Duff, Gil Kleinwechter, Elizabeth Mason, DJ Mitchell, Courtney Mullaney , Cyndy Sulots, Jim Wilson; Scot McComas, Rector; Glenda Morehead, Clerk; Doug Watson, Treasurer.
Not present: Pat Hollifield.
Guests: Jim Hazel, George Gamez, Michell Barber from Baird Investment
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, October 18, 2015, East Parish Hall.  The meeting opened at 12:40 PM with prayer by the senior warden.
 
Baird Investment Presentation
The Baird representatives brought with them the Investment Policy Guidelines that were prepared for St. Martin-in-the-Fields Episcopal Church using the information provided to Baird at their last visit. The Guidelines were carefully examined by vestry members and the representatives answered their questions. Both groups now have a clearer understanding on the goals of the church and the timetable and actions necessary to achieve those goals. It will be important to identify and celebrate all milestones as they are reached.
Vote on Investment Policy Guidelines: Jim Wilson moved the vestry accept the Investment Policy Guidelines as presented, giving the Investment Committee authority to monitor investment performance and make appropriate modifications in the pursuit of St. Martin’s investment objectives. DJ Mitchell seconded the motion and the motion carried.
 
Minutes Approved
Gregory Anderson moved the minutes of the September 20 be approved as distributed. Elizabeth Mason seconded the motion and the September 20 minutes were approved. Elizabeth Mason moved the minutes of the October 4 meeting be approved as distributed. Courtney Mullaney seconded the motion and the October 4 minutes were approved.
 
Treasurer’s Report
Financial Reports Accepted: The Treasurer reviewed the monthly financial reports for August and September.  Senior warden Bob Bess provided explanations for the items that were questioned on the August report. DJ Mitchell moved the vestry accept both the August financial report and the September report. Gil Kleinwechter seconded the motion and the financial reports were accepted.
September 24 Email Vote: On September 24, 2015, the vestry voted by email to replenish the clergy benevolence funds with $1,000.00 from the general fund. Gregory Anderson moved the vestry endorse the email vote. Cyndy Sulots seconded the motion, and the vote was endorsed.
 
Finance Committee
Changes to the Monthly Financials: The finance committee has asked that detailed explanations be provided for any expense line that show a 5% overage or expense line that shows a credit balance. The vestry concurred with the change in financials with no vote taken.
Recommendation to Change Amount to Go to Baird: The finance committee recommends that the amount to be sent to Baird Investments be increased from approximately $394,000.00 to $400,000.00, additional funds to come from the general fund. Gregory Anderson moved the vestry accept the recommendation of the finance committee, DJ Mitchell seconded the motion and the amount to Baird was increased to $400,000.00.
Compensation for Communication Director in 2016: Currently Susan Kleinwechter serves as a volunteer Communication Director for St. Martin’s. The rector would like for her to be compensated for her work in the budget for 2016. Annette Duff and Courtney Mullaney will prepare the necessary information for the budgeting process. Because of their relationship Gil Kleinwechter would recuse himself from any vote on such compensation.
 
Stewardship
Gil Kleinwechter reviewed his written report which is attached and made a part of these minutes.
 
Written Reports Approved
DJ Mitchell moved the written reports of the Children and Youth Ministry, the Communications Committee, and the Grow the Church Committee be accepted as distributed. Gil Kleinwechter seconded the motion and the reports were accepted.
 
St. Martin’s Episcopal School
Deadbolt Update: At the last meeting the vestry approved purchase and installation of deadbolts for school classrooms. Since that time School Director Cindy James has determined that deadbolts are unnecessary. All doors are kept locked, and all teachers carry their keys at all times when they are on campus. No deadbolts were purchased.
School Bylaws: The vestry reviewed the bylaws of St. Martin’s Episcopal School which were approved by the school board at their most recent meeting. It was pointed out that the Letters of Agreement mentioned in the bylaws must be worded in such a way that they comply with the laws of the State of Texas. The rector will ensure that the Letters of Agreement are reworded to bring them into compliance, and have them signed by all school staff. With that assurance Gregory Anderson moved the vestry approve the bylaws as presented. DJ Mitchell seconded the motion, and the bylaws were approved.
 
Diocesan Information
Joel Walker reported that on Friday morning, November 13 training on Safeguarding God’s People will be held for all diocesan clergy and wardens.
Signup for convention is still available online at a cost of $45.
 
Junior Wardens’ Report
Parking Lot Lights: Several parking lot lights needed bulbs replaced. The replacements were done at a cost of approximately $750.00 for labor and bulbs.
Memorial Garden Sprinklers: The sprinkler system for the Memorial Garden has been repaired by Charles Busey’s sprinkler man at no charge.
Bill Tracking: Gregory Anderson continues to track St. Martin’s water bills. The most recent bills were $1660.58 charged by City of Keller for water and just under $980.00 by City of Southlake for storm sewer – much higher than normal even for the time of year and weather. Constance Smith of Fever United has written a check for the water used on the fields. She intends that every month Fever will reimburse St. Martin’s for 13.28% of the water bills. Electric bills for this time of year run around $1300.00 per month.
Parking Lot Repainting: Several areas of the parking lot need repainting. The jr. wardens will solicit bids for the work.
 
Senior Warden’s Report
Cameras for the Parking Lot: The senior warden stated that high definition cameras for surveillance of the parking lots need to be included in the budget for 2016.
Update Current Video Equipment: Updating of the video equipment is urgently needed. DJ Mitchell and Jack Bolerjack will include the updating in their budgeting for buildings and grounds for 2016.
 
Rector’s Report
Archive Committee File Cabinet: The Archive Committee needs a large fireproof filing cabinet for valuable church documents. The rector will ask congregation members to donate such an item if they have one available.
Ideal Impact Energy Update: A representative from the company came out and began collecting information on the church’s energy usage. He will return again next week.
Ordination Gift for Annette Mayer: Mayer will be ordained to the transitional diaconate Thursday evening at St. Martin’s. The rector would like to send out an email regarding an ordination gift for her. DJ Mitchell moved the vestry authorize the rector to solicit funds for an ordination gift for Annette Mayer. Cyndy Sulots seconded the motion, and the motion carried.
 
Playground Equipment Reminders
Gil Kleinwechter reported that he had to remind some of the youth that the playground and its equipment are off limits to children who are too old to be in that area. All members of the parish and school are asked to help families understand the playground policies.
 
Meeting Adjournment
Jim Wilson moved the meeting be adjourned. DJ Mitchell seconded the motion and the meeting adjourned at 3:20 PM with prayer by Charles Busey.
 
 
Respectfully submitted,
Glenda Morehead
Clerk
Please note:  Next regular vestry meeting Sunday, November 15, 12:30 PM, East parish Hall.
 

Children and Youth Minister/School Chaplain Report, October 2015

EYC (Episcopal Youth Community)
A Few Highlights:

• Our Wednesday night group is growing with 15-17 teens meeting weekly for fun, faith and snacks.
• Teens will continue to meet on the fourth Sunday for Sunday Funday, a time for fun and fellowship.
• Stewardship: teens took to the fields to prayerfully consider what it means to “commit” to an abundant life at St. Martin’s. Using chalk, they wrote their names on the concrete slab by the memorial garden. They also wrote down ways they could commit to be a part of a daily life of service, worship and giving.

 
Sunday school
Sunday school is strong and vibrant with an average of 50 children and volunteers participating regularly.
Pre-YC
A youth group for 3^rd – 5^th graders, modeled after EYC, is meeting on October 18 for a kick-off meeting to establish a new youth group for tweens. Liza Goodner is taking the lead with this program.
Monthly Giving Campaigns for fall
October 4-29
We are quickly wrapping this campaign up! Outreach is working on the total number of shoes and socks collected for adult men at UGM in October.
October 24-December 6 (Kick-off on October 18!)
Currently, there are 48 children and teens living at UGM and those numbers will expand with the new wing opening in October that will allow UGM to minister to many more children and families.  A Christmas toy drive (in lieu of Angel Tree) targeted at infant-elementary aged children (0-10 years) will provide toys for the outdoor play area, intake room and give homeless children some Christmas cheer. This drive will officially start at the Festival in the Fields on October 24 with a booth featuring our special guest, Lezlee Kinney, UGM volunteer coordinator. EYC will help with the booth and offer Christmas wish list information and a drop off area for new toys.
Chaplain’s Corner
All are invited to attend weekly chapel, held three times a week in the church sanctuary from 9:15 am – 9:45 am on Tuesday, Wednesday and Thursday. Come worship with our students and hear a short homily, sing songs and pray with our students and staff.  Our services are sprinkled with lots of fun, Godly Play stories, special events and guests throughout the year.
 
Blessings–Corrie Cabes
 

Grow the Church Report – October 2015

I believe the final count was 16 community zip code parties from April to October.
Communication prepared for the last two zip code parties (see below).
>
> Share your Hopes and Dreams for St Martin’s!
>
> Two opportunities for all to come together for food, fellowship and to support Youth and Outreach food pantry project.
>
> Saturday November 7 at 6pm
> And
> Sunday November 22 at noon
> In the large parish hall.
>
> These are the last two “zip code parties” designed to allow all to meet Father Scot, our zip code neighbors, and share all our hopes and dreams for St Martin’s!
>
> We will share the results from all the 15 other neighborhood zip parties with the whole parish and provide everyone an opportunity to express your ideas.
>
> Babe’s fried chicken will be served.
> Please bring a side dish and / or dessert to share.
>
> We will have a little friendly competition between zip codes!
> Please support our Youth and outreach ministries by bringing canned and or non perishable food for the Food Pantry they are supporting. Prizes will be awarded to the “zip area” participants who bring the most food items!
>
> We will have zip code areas arranged so you can fellowship with those who live near you as we eat and share and hear from all our parishioners.
>
> We hope to see you there!
> Volunteers are needed for set up and clean up. Please contact stmartin@stmartininthefields.org to volunteer or for questions.
> (Anika can forward questions and volunteers to my email)
Needs: Help with hosting the final two events and Help ordering the chicken.
Prizes follow up.
Discuss sinner’s dinners concept and get Vestry input on this idea.
 
Elizabeth Mason
 

Communications Committee report to the Vestry – October 2015

The committee met on October 11. Those in attendance were: the Rev. Scot McComas, Susan and Gil Kleinwechter, MaryBeth Butler, Linda and Carl Snow.
 Mission and Vision Statements: Add Vision Statement to church website opening page and both statements to the Seasons document. Simplify wording in Core Values “Faithfulness” section to improve understanding for church newcomers.
Signs:  Sign design for playground was decided upon and will be given to Jr. Wardens to order. One for each of the playground gates and one for the church door leading to the playground. Church address will be added to the sign. Changes to the school sign attached to the Monument sign were discussed – add Kindergarten and increase size of phone number.
School Website: Add Fr. Scot’s Biography.
Church Website:  Replace Mission statement with Vision statement.
Stewardship campaign messages and visuals: Campaign has started. Gil gave a talk at the 10:30 service last Sunday. It was recorded and has been be posted on the church website. Members of the stewardship committee will give talks each week, and they will be recorded / posted on the site. The stewardship status sign will be updated every week showing progress of the campaign in terms of percentage of people who have pledged.
Tumblers: The Tumbler design has been approved and a sample has been shipped. A quantity of 500 has been ordered. Will arrive by end of October.
T-Shirts: Need to get input from Joy Malmgren – chair of outreach committee.
 
Respectfully submitted,
Carl Snow, Chair
Communications Committee
 
 
 
 
 
 
 

Vestry minutes – October 4, 2015 meeting

by Alan Bentrup | May 2, 2016 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
October 4, 2015
Present: Bob Bess, Jack Bolerjack Charles Busey, Annette Duff, Pat Hollifield, Gil Kleinwechter, Elizabeth Mason, DJ Mitchell, Cyndy Sulots, Jim Wilson; Scot McComas, Rector; Glenda Morehead, Clerk.
Not present: Gregory Anderson, Courtney Mullaney; Doug Watson, Treasurer.
A special meeting of the vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, October 4, 2015, at 12:30 PM in the East Parish Hall. The meeting was called for the following purposes: to consider bids for installation of dead bolts on school classroom doors and to discuss the current plans for new church buildings to see if they still fulfill our needs. The meeting opened with prayer by the rector.
Decision on Installation of Dead Bolts on School Classroom Doors
After consideration of the bids received, Jack Bolerjack moved the vestry accept the bid of A1 Locksmith. DJ Mitchell seconded the motion and the bid was accepted. Jr. Warden Charles Busey will advise the locksmith that the bid was accepted, and that all deadbolts must be keyed alike.
Decision Regarding the Current Church Plans
The current plans for future building of the church were carefully reviewed and discussed. Jack Bolerjack moved the vestry approve the following:
That the original design concept is validated with modifications.
That the costs must be refreshed.
That the financial options must be determined.
Gil Kleinwechter seconded the motion, and the motion carried.
Meeting Adjournment
DJ Mitchell moved the meeting be adjourned, Charles Busey seconded the motion and the motion carried. The meeting adjourned at 2:04 pm with prayer by Glenda Morehead.
 
Respectfully submitted,
Glenda Morehead
Clerk
 
Next regular vestry meeting October 18, 2015 12:30 pm east parish hall.
lunch – Annette Duff
ending prayer – Charles Busey

Vestry minutes – September 20, 2015 meeting

by Alan Bentrup | May 2, 2016 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
September 20, 2015
Present: Bob Bess, Charles Busey, Jack Bolerjack, Annette Duff, Pat Hollifield, Gil Kleinwechter, Elizabeth Mason, DJ Mitchell, Courtney Mullaney, Cyndy Sulots, Jim Wilson; the Rev Scot McComas, Rector; Glenda Morehead, Clerk; Doug Watson, Treasurer.
Not present: Gregory Anderson.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, September 20, 2015, in the West Parish Hall.  The meeting opened at 1:03 pm with prayer by Senior Warden Bob Bess, who chaired the meeting.
Baird Presentation
Jim Hazel and George Gamez from the Robert W. Baird & Co. investment firm gave a presentation in their first visit with the vestry. Following a get acquainted time they and vestry members exchanged plans for future meetings, expectations and goals for the relationship. The Baird representatives emphasized that they will ask for an investment of time not only in vestry meetings but later on also with the congregation as a whole. They plan to come back to the October 18, 2015, meeting and will need approximately 45 minutes at that time. They are both available any time there are questions.
Minutes Approved
DJ Mitchell moved the August 16, 2015, and August 23, 2015, minutes be approved as distributed. Jack Bolerjack seconded the motion and both minutes were approved.
2014 Audit Committee Report
By canon the vestry is required to accept the report of the Audit Committee before the report is forwarded to the diocese. Elizabeth Mason moved the vestry accept the 2014 Audit Report. Courtney Mullaney seconded the motion and the report was accepted. The rector will forward the report to the diocesan office and the diocesan treasurer.
Financial Considerations
August Financials: The August financials must be re-examined before they can be accepted by the vestry. Acceptance of the August financials will be considered at the regular October meeting.
Garden Guild (Scrip Program) Checking Account Closed: The Audit Committee has instructed that the Garden Guild checking account must be closed and all assets of the scrip program shown on the church’s financials. DJ Mitchell moved the Garden Guild checking account be closed. Gil Kleinwechter seconded the motion and the motion carried.
Stewardship Report
Gil Kleinwechter, chair of the committee, stated that the first weekend in October will be the start of the fall pledge campaign based on Reaching Out – a show of hands. He reiterated plans to use visuals in all ways possible. Different individuals will speak every week. Pledge cards will be blessed at the 10:30 am service on November 1, and lunch will follow that service.
Written Reports Approved
DJ Mitchell moved the written reports of the Youth Ministry, the Communications Committee and Memorial Garden be accepted as distributed. Courtney Mullaney seconded the motion and the reports were approved.
St. Martin’s Episcopal School
The rector announced that 72 students are new enrolled. An additional employee, Brenda Newton, has been hired.
Diocesan Information
Diocesan Convention: Vestry members were reminded of diocesan convention November 13 – 14, 2015. The cost to register is currently $30 and will go up to $45 as of October 2. St. Martin’s will pay the registration fee for clergy, delegates and alternates who will be attending.
Safeguarding Policy: The diocesan safeguarding policy is now being reviewed, and changes in the policy may be coming after the first of the year.
Diocesan Grant: St. Martin’s has received a grant of $5,000.00 for the following: $2,000.00 for the Walk a Mile in My Shoes program and $3,000.00 to go for the Service Sunday program.
Welcome Mats
The rector announced that the new rubber welcome mats at all doors were a gift to St. Martin’s from the jr. wardens – Gregory Anderson and Charles Busey
Junior Wardens’ Report
Jr. Warden Charles Busey reported the following:
Fire Inspection:  St. Martin’s passed the most recent fire inspection.
Lawn Mowing: Evaluation of the status of the mowers showed that none need replacement at this time and regular maintenance will be done.
Gutters: He cleaned out all gutters recently. Cleaning of the gutters is a difficult job, and must be done frequently.
Tree Trimming: The trees on the campus will be trimmed shortly.
Overflow Solutions: He is still researching emergency water overflow solutions and will report at a later date.
Senior Warden’s Report
Newcomer Party: Senior Warden Bob Bess reported on last evening’s Newcomers Party. 68 people attended the wonderful party and all present enjoyed the evening. He spoke with two families who came to St. Martin’s Church because they have children in our school.
Ideal Impact Energy Management Proposal: For information purposes only he shared copies of the Analysis Stage Letter of Interest that will be signed with Ideal Impact, Inc. to perform an analysis stage energy audit of St. Martin’s, with no financial obligation on the part of the church. Since there is no cost involved, no action is needed from the vestry.
Rector’s Report
Appointment of School Board Chair, Secretary and PTO President and Church Librarian: The rector has appointed Gary Wilkinson chair of St. Martin’s School Board and Heather Russell as school board secretary and PTO president. He has also appointed Claire Abraham as St. Martin’s librarian.
Special Collection for Refugees Approved
Diocesan Bishop Scott Mayer has requested that every congregation in the diocese have a special collection for refugees. Cyndy Sulots moved the vestry authorize a special collection for refugees. DJ Mitchell seconded the motion, and the collection was approved.
Resolution regarding Baird Investment Firm
DJ Mitchell moved the vestry of St. Martin-in-the-Fields Episcopal Church adopt a resolution authorizing Robert W. Baird & Co. Incorporated to open an account and manage St. Martin’s Capital Fund with the following three persons authorized to authorize any changes on the account: Senior Warden Robert Bess, Treasurer Douglas Watson and Investment Committee Chair DJ Mitchell. Baird shall obtain authorization from at least two of these persons before making any changes.  Courtney Mullaney seconded the motion, and the resolution was adopted.
Announcements
Daughters of the King: St. Martin’s chapter of Daughters of the King investiture will take place next weekend.
January 2016 Meetings:  The rector announced there will be a meeting of the Finance Committee on January 16, 2016, to finalize the budget for the year, and a called vestry meeting on January 17, 2016, to adopt a final budget before its presentation to the congregation at the Annual Meeting 2016.
Meeting Adjournment
Jim Wilson moved that the meeting be adjourned. DJ Mitchell seconded the motion and the meeting adjourned with prayer by Gil Kleinwechter at 3:40 pm.
 
Respectfully submitted,
Glenda Morehead
Clerk
Next regular vestry meeting October 18, 2015 12:30 pm east parish hall.
lunch – Annette Duff
ending prayer – charles busey
 

Children and Youth Minister/School Chaplain Report September 2015

Service Sundays Stats (Lunches Made/Delivered to Union Gospel Mission of Tarrant County):
July-100, August-100, September-TBA
EYC (Episcopal Youth Community)
A Few Highlights:

• Weekly Wednesday night meetings begin on September 16 from 6:30 pm – 8 pm with a brainstorming session to form the best possible weeknight program for teens.
• Teens will continue to meet on the fourth Sunday for Sunday Funday, a time for fun and fellowship.
• Service Sunday is continuing to bring in more folks to help this intergenerational ministry. We just added new drivers to our program in August.

Sunday school
Sunday school started with 63 children, teens and adult volunteers on the first Sunday. Our teen class is growing. Over 20 teens came on the first Sunday school session. We are moving to the blue hall on Sundays from 10:30 am – 11:15 am.
Pre-YC
A youth group for 3^rd – 5^th graders, modeled after EYC, is in the planning stages. Look for more information this fall! Liza Goodner is taking the lead with this program.
Drive-thru Pet Blessings on October 3
In addition to the St. Francis Pet Blessing worship service at 5 pm on Saturday, October 3, we will offer a drive-thru pet blessing option following the service, hosted by the youth of St. Martin’s at 6 pm. We’ll invite everyone who happens to drive by to stop for a short prayer, St. Francis medal and information about our church.
Monthly Giving Campaigns for fall
On September 20, we wrap up a successful back to school drive for Union Gospel Mission, providing over 400 flash drives and folders for the 48 children and teens living at UGM.
October 4-29
We will collect white socks for adult men at UGM in October. This drive will run at the same time with the outreach shoe drive.
October 24-December 6
Currently, there are 48 children and teens living at UGM and those numbers will expand with the new wing opening in October that will allow UGM to minister to many more children and families.  A Christmas toy drive (in lieu of Angel Tree) targeted at infant-elementary aged children (0-10 years) will provide toys for the outdoor play area, intake room and give homeless children some Christmas cheer. This drive will kick off at the Festival in the Fields on October 24 with a booth featuring our special guest, Lezlee Kinney, UGM volunteer coordinator. EYC will help with the booth and offer Christmas wish list information and a drop off area for new toys.
Chaplain’s Corner
We’ve started a great year at St. Martin’s Episcopal school. On September 9 we welcomed 20 grandparents and “grand friends” to the first Grandparent’s Day chapel service at St. Martin’s. On September 29 we will have the 4^th annual Blessing of the Stuffed Animal chapel service. Chapel services are held in the sanctuary from 9:15 am – 9:45 am on Tuesday, Wednesday and Thursday and all are welcome to come worship with a short liturgy, songs, prayers and homily.  Our services are sprinkled with lots of fun, Godly Play stories, special events and guests throughout the year.
Blessings–Corrie Cabes

Memorial Garden Report

Two notes on the Memorial Garden:

1. All-weather containers have been ordered for the garden guidelines. The containers will be mounted on the signs that are already in the garden allowing people easy access to the guidelines at all times.

2. Phase I of the landscape project takes place on September 18 and 19. The plants that are suitable for fall planting have been purchased, and will be set in place in the shady end of the garden during the week.  The volunteers are set to come in on Friday and Saturday, the 18^th and 19^th, to do the planting.  In the spring, we will add the rest of the plants as well as planting the sunnier part of the garden

Communications Committee report to the Vestry – September 2015

The committee met on September 13 and will meet again on October 11. Those in attendance were: the Rev. Scot McComas, Annette Duff, Susan and Gil Kleinwechter, Courtney Mullaney, Mary Beth Butler, Linda and Carl Snow.
Signs:  Scot to discuss the large education building sign that still says Preschool with Gregory and Charles; plan was to have Preschool painted over to say School. Susan will complete the layout of playground rules, and Gregory will then complete the vector art and have the signs printed. The verbiage was approved at the last meeting.
School Website: Committee members had reviewed school development website navigation menus, sidebars, headers, footers, and words; this development work was done by Susan and Annette. No further comments at our meeting on September 13. Some small navigation changes were made from the live school site, with the goal to funnel prospective parents more toward exploring preschool vs kindergarten, and toward enrollment.  Next task: adding photos, possible different page accent color for each age group, and after that another brief review. Website will go live by the end of October. Another task for Susan.
Church Website:  A link was added to the website About menu to add a link to the existing church history page; the history page had previously been accessed from the welcome page.  This small change improves access to church history information now that the project is gaining momentum and attention. Church website will eventually have same theme as school website; school site had greater need. Still under construction by Susan.
Stewardship campaign messages and visuals: Gil presented a stewardship campaign status sign that would portray the theme, which is “Reach out.” The sign will display the stewardship goal as a vertical arm and show the progress as a horizontal hand. The hand will be magnetic and easily moveable. Fr. Scott will advance the hand at every weekend service. Gil will proceed with completion. Anika has the graphic to complete the commitment card, and Susan, who found and tailored it, has it for the web.
Newcomer Bags: Decision was made to purchase 500 plastic double wall tumblers with the words “God loves you. No exceptions.” and our church logo. The expenditure will be presented to the vestry for next year’s budget. These will be given to newcomers and those making pledges for the year. We may sell some to others in the parish. The tumblers will be blue with white imprint.
Respectfully submitted,
Carl Snow,  chair, Communications Committee

Vestry minutes – August 23, 2015 meeting

by Alan Bentrup | May 2, 2016 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
August 23, 2015
Present: Gregory Anderson, Bob Bess, Charles Busey, Annette Duff, Pat Hollifield, Gil KleEdit Detailsinwechter, Elizabeth Mason, DJ Mitchell, Courtney Mullaney, and Cyndy Sulots. Glenda Morehead, Clerk.
Not present: Jack Bolerjack, Jim Wilson; Scot McComas, Rector; Doug Watson, Treasurer.
A special meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, August 23, 2015, at 12:08 PM in the church office. The meeting was called for the purpose of signing the Congregational Letter of Support of St. Martin-in-the-Fields Episcopal Church for Lisa Neilson and the signing of the affirmation letter to the Audit Committee for St. Martin-in-the-Fields. Senior Warden Bob Bess chaired the meeting.
Letter of Support for Neilson
All vestry members present signed the Congregational Letter of Support for Lisa R. Neilson. The letter is needed as a part of her process to ordination.
Affirmation Letter for the Audit Committee
All vestry members present signed the letter to the Audit Committee for St. Martin-in-the-Fields affirming that all 2014 records were made available to the committee for their work and no funds were omitted. Such a letter must be provided to every Audit Committee throughout the Episcopal Church.
 
Gil Kleinwechter moved the meeting be adjourned, Annette Duff seconded the motion and the meeting adjourned at 12:24 PM.
 
 
 
Respectfully submitted,
Glenda Morehead,
Clerk
 
Please note: Next regular vestry meeting Sunday, September 20, 12:30 PM, East parish Hall.
 

Vestry minutes – August 2, 2015 meeting

by Anika Rinker | Oct 1, 2015 | Vestry Updates

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

Vestry minutes – July 19, 2015 meeting

by Alan Bentrup | Oct 1, 2015 | Vestry Updates

St. Martin-in-the-Fields Vestry Meeting
July 19, 2015
Present: Gregory Anderson, Charles Busey, Jack Bolerjack, Elizabeth Mason, DJ Mitchell, Courtney Mullaney, Cyndy Sulots, Jim Wilson; the Rev Scot McComas, Rector; Glenda Morehead, Clerk; Doug Watson, Treasurer.
Not present: Bob Bess, Annette Duff, Pat Hollifield, and Gil Kleinwechter.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, July 19, 2015, at 12:30 PM in the East Parish Hall.  The meeting opened with prayer by the Rector.
Consideration of Minutes
Courtney Mullaney moved the minutes of the June 28, 2015, be approved as distributed. DJ Mitchell seconded the motion, and the motion carried.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports.  (See attached.)  DJ Mitchell moved the treasurer’s report be accepted as presented.  Cyndy Sulots seconded the motion, and the motion carried. The treasurer reported that the Rector’s medical insurance which is purchased through the diocese does not include vision coverage. His vision insurance coverage will be billed and paid separately by the church.
Finance Committee
Year End Expectation: The Finance Committee has determined that barring any major problems, St. Martin’s is on track to end 2015 in a positive position financially.
Audit: The committee believes that the audit of 2014 financial records in August should go smoothly. The Rector announced he has appointed Jane Smith to the Auditing Committee in place of Meagan Timmons, who is unable to serve.
Replenishment of Benevolence Funds:  At St. Martin’s the 3rd Sunday plate offering traditionally goes to the clergy benevolence funds. The need for financial help from the benevolence funds frequently depletes the funds before the 3rd Sunday. There is no process in place at this time to replenish the funds when this happens. Elizabeth Mason moved the Vestry establish a process which would authorize the Vestry to vote via email to transfer money from the operating fund to the benevolence funds with a cap of $1,000.00 per vote. Such a vote would be recorded in the minutes of the next regular Vestry meeting. Cyndy Sulots seconded the motion, and the motion carried.
Investment Committee
The “Investment Goals and Risk Tolerance Assessment” agreed upon by the Investment Committee and presented to the vestry by committee chair, DJ Mitchell, is attached to and made a part of these minutes. Gregory Anderson moved the Vestry approve the committee’s plan to request proposals from three investment advisors. Cyndy Sulots seconded the motion, and the motion carried. The results of the consultations with the advisors will be reported at a later date.
Stewardship Report
The Rector announced that one of the visuals used during the fall stewardship campaign will be a thermometer which will rise as pledges come in. Vestry members were reminded that their forms reporting ministry needs and goals are due at the August 17 meeting.
St. Martin’s Episcopal School
The Rector reported that 47 students have been registered and have paid for the fall term. Elizabeth Highsmith will be working with Director Cindy James. He has appointed Charles Busey to the school board and Meagan Hickman, a school mother, to chair the school board.
Christian Education Reports
The Rector announced that 24 attended the first session of his World Religions class and 36 the second session. There have been requests for an evening version of the class.
The written report of Corrie Cabes, Children Youth Minister and School Chaplain is attached and made a part of these minutes.
Communications Committee
Gregory Anderson announced he is working on creating vector art for St. Martin’s logos. The school website update is in process and should be finished by the first week of August. Carl Snow is the new chair of the committee. Linda Snow will be working in the church library to prepare for the 50th anniversary of St. Martin-in-the-Fields Episcopal Church.
Radical Hospitality
Flo Lowrey reminds everyone of the September 19 party for newcomers. It will be held after the Saturday 5 PM service. Four ministries will be highlighted. She asked once again that everyone remember to call the blue cards that come in “Communication Cards” and not “Newcomer Cards.”
Junior Wardens’ Report
Buildings and Grounds Committee: The committee met for the first time last month. They will be meeting monthly on the fourth Saturday at 2 PM.
Lighting Update Bids: The Vestry received the bids from Daniel Fails for lighting changes. Further study is needed to determine the best way to provide the desired lighting of the altar and the area surrounding it and the choir loft. Before the next Vestry meeting two more bids will be solicited for replacing the fluorescents in all buildings with more modern technologies.
Roofs and Gutters: Parishioner Don Sulots continues working to find the best solutions to correct continuing problems. He is currently consulting with the Roofs and Siding Company.
Rector’s Report
Fall Festival in the Fields:  The Rector announced there will be a Festival in the Fields on October 24, 11 AM to 3 PM. The Festival will be greatly scaled back from previous years, and Fever United will take a larger role. More information will be forthcoming in the future.
Susan Slaughter as Assistant: With approval of the Vestry the Rector plans to bring in the Rev. Susan Slaughter as an assistant priest, helping with pastoral, preaching, celebrating and other priestly duties as needed. He requested approval for the following compensation for her: 8 hours per week at $1200.00 for the month of August 2015 and 12 hours per week at $1500.00 per month September through December 2015. DJ Mitchell moved the Vestry allow $7200.00 to hire the Rev Susan Slaughter through the rest of 2015 beginning August 1. Cyndy Sulots seconded the motion, and the motion carried.
Jim Wilson moved the Vestry adopt 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 as of August 1, 2015; 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 Reverend Susan Slaughter for the calendar year 2015, and subsequent years unless amended, shall include an annual payment of $7,200.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
DJ Mitchell seconded the motion, and the resolution was adopted.
Flo Lowrey Steps Down: Flo Lowrey has decided it is time to step down as leader of Radical Hospitality. Anika Barbarito will be entering all information from the communication cards into ICON, and Becky Snell will take over other portions of the work Lowrey has done with Radical Hospitality and Newcomers. As the church grows, so grows the job of welcoming and integrating people.
Remedial Work Continues: The Vestry took a tour of the classrooms that have required remediation. All the work being done is covered by insurance. The work should be complete in time for school starting.
Playground Changes and Additions:  School Director Cindy James has received a bid from one landscape company for the work needed to bring the playground up to code. At least 2 more bids will be solicited from other landscape companies. The work needs to be completed by the beginning of school.
Diocesan Information
Joel Walker reminded Vestry members that the canonical changes that will be voted on at diocesan convention are available for comment on the diocesan website. The Bishop has appointed the Rev. Scot McComas to the Constitution and Canons Committee.
New Additional Hymnals
The choir is purchasing new copies of Lift Every Voice and Sing II for use by the congregation. The hymnals will be purchased from the choir monies.
Barriers for the Fields
There is no current information on plans for closing off the fields to traffic.
East Deanery to Meet
The Fort Worth East Deanery will meet at St. Stephen’s in Hurst on Monday, July 27 at 7 PM.
 
The meeting closed with prayer by Courtney Mullaney.
Gregory Anderson moved the meeting be adjourned. Jim Wilson seconded the motion, the motion carried and the meeting adjourned at 3:11 PM.
Respectfully submitted,
Glenda Morehead, Clerk
 
Please note:  Next regular vestry meeting Sunday, august 16, 12:30 PM, East parish Hall.
 

Children and Youth Minister/School Chaplain Report July 2015

Service Sundays Stats (Lunches Made/Delivered to Union Gospel Mission of Tarrant County): June-100, July-100
EYC (Episcopal Youth Community)
A Few Highlights:

• EYC will continue to meet during the summer months on every second Sunday for Service Sunday (sack lunches for UGM). In August, we will work on a special project involving custom pillowcases for residents at UGM. We will roll up the pillow cases, tie on a ribbon and attach a tag that says, “Sweet dreams from St. Martin’s Episcopal Youth Community.”
• Teens meet on the fourth Sunday for Sunday Funday, a time for fun and fellowship.

Summer Children’s Chapel Invites Special Guests
The children and teens of St. Martin follow the cross to the chapel during the summer months. Our young people read the Bible readings aloud and are actively involved in a children’s sermon by asking great questions or acting out a scene from the Bible. We are enjoying special guests from various ministries, ranging from ushers to the altar guild. It is so inspirational to hear how each person became involved in their current ministry and children are pausing to think and consider where they may be called to serve in the church.
Vacation Bible School Wrap Up Meeting
A meeting to discuss Vacation Bible School 2015 will be held on Sunday, August 9 from 12:30 pm-2:30 pm in the education building. This meeting will help us look toward the future to offer the best program possible.
Sunday School Sneak Peek
This year, children and teens will meet “Benny” and learn all about St. Benedict and ways to respond to God’s love “on purpose.” Benny will pop up in the education building with a different “rule of life” to help guide our young people to live with intention. This is an introduction to Benedictine spirituality, presented in a simple way that is easy for the youngest child to the oldest teen to understand. Our young people will be challenged to “Be like Benny.” In addition to this Sunday School theme, children will have age appropriate classes using curriculum of Godly Play and Re:form  (Augsburg Fortress).
Children and Youth Ministry Monthly Giving Projects to Union Gospel Mission
Children and youth ministry will continue with monthly giving projects that help children, teens and families respond to God’s love in meaningful ways that enhance our Sunday school theme, create opportunities for prayer and reflection and serve the greater community. We are excited to partner with Union Gospel Mission of Tarrant County again this year. It is a blessing to see children understand that small acts of kindness, caring for others and responding to the Gospel are ways to walk closely to Jesus. Our monthly giving campaign for August will be pocket folders and thumb drives. These are much needed items for the children and teens at Union Gospel Mission. Campaigns through May 2016 are available on the church website.
Blessings,
Corrie Cabes

Vestry minutes – June 28, 2015 meeting

by Alan Bentrup | Aug 10, 2015 | Vestry Updates

St. Martin-in-the-Fields Vestry Meeting
June 28, 2015

Present: Gregory Anderson, Bob Bess, Jack Bolerjack, Charles Busey, Annette Duff, Pat Hollifield, Gil Kleinwechter, Elizabeth Mason, DJ Mitchell, Courtney Mullaney, Cyndy Sulots  and Jim Wilson; the Rev Scot McComas, Rector; Glenda Morehead, Clerk; Doug Watson, Treasurer.

A regular meeting of the vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, June 28, 2015, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Rector. The Senior Warden chaired the meeting.
Memorial Garden Report
Cathy Tolliver, chair of the Memorial Garden Committee, gave a presentation that included the current status of plantings in the garden and plans for the future regarding the plants. The other current members of the committee are Steve Anderson and Doug Watson. She presented proposed Memorial Garden Guidelines for consideration by the Vestry. Vestry members had recommendations for changes to the Guidelines. Gregory Anderson moved the Vestry approve the Memorial Garden Guidelines with the necessary changes. Jack Bolerjack seconded the motion which carried. The resulting document is attached to and made a part of these minutes. There being some confusion as to the name of the Memorial Garden Committee, Gregory Anderson moved that “Memorial Garden Committee” be the official name used on the website and all church documentation. Courtney Mullaney seconded the motion and the name was adopted. Consideration of Minutes Minutes of the May 17, 2015, meeting were corrected. Jim Wilson moved the corrected minutes be approved, DJ Mitchell seconded the motion, and the minutes were approved as corrected.

Treasurer’s Report
The Treasurer reviewed the monthly financial reports. (See attached.)  DJ Mitchell moved the treasurer’s report be accepted as presented. Gregory Anderson seconded the motion and the report was accepted.

Investment Committee
DJ Mitchell, committee chair, reported that the committee is in the process of determining their tasks and how to accomplish them. More information will be forthcoming in the months ahead.
Stewardship
Gil Kleinwechter reminded Vestry members of the documents he provided in May to be used by Vestry members as they help church ministries set their stewardship goals for the future. Vestry members accepted the responsibility for liaison with the various ministries as follows:

Radical Hospitality and Newcomers           Pat Hollifield and Courtney Mullaney

Outreach                                                           Elizabeth Mason and Cyndy Sulots

Pastoral Care                                                    Gregory Anderson and Annette Duff

Christian Education and Formation           Charles Busey and Courtney Mullaney

Worship Support                                             Cyndy Sulots and Jim Wilson

Committees and Elected Lay Leadership    Bob Bess and Gil Kleinwechter

Facilities and Grounds                                    Jack Bolerjack and DJ Mitchell

Kleinwechter requested that completed forms be returned by the August Vestry meeting.

St. Martin’s Episcopal School Report
Annette Duff, a member of the school board reported that at the June 2, 2015, meeting of the board Karrie Marling resigned, effective immediately, as chair of the board and from the board itself. Gary Wilkinson becomes a member of the board starting August 25. 44 students are registered at this time for the fall term. Gross receipts from the recent School Fundraiser were approximately $9,950.00. The Spring School Fundraiser for 2016 is scheduled for April 30 beginning at 6 PM. DJ Mitchell moved that the income from the 2015 School Fundraiser be used for the salary of the new kindergarten teacher, to create an outdoor education area and for enhanced curriculum for the school chaplain. Annette Duff seconded the motion, which carried.
Christian Education Report
The written report of Corrie Cabes, Children Youth Minister and School Chaplain, is attached to and made a part of these minutes.
Communications Committee
The written reports of the committee are attached to and made a part of these minutes. Linda Snow has agreed to act as historian for St. Martin’s, and will research the church’s history on commemorations, plaques, etc. The committee plans to have recommendations for vestry consideration ready in time for the July 19 vestry meeting.
Radical Hospitality and Newcomers
The written report of the chair, Flo Lowrey, is attached and made a part of these minutes. The Rector asked Vestry members once again to take part in the next Newcomers’ Party scheduled at 6 PM, September 19 following the 5 PM service. The storage space for name badges has no room for new badges. The Rector stated that he has been informed that Steve Anderson is a good source for help with the problem. The Senior Warden will contact Anderson. The Rector plans to work with the people planning the new badge storage space.
Grow the Church Ministry
The report of Elizabeth Mason is attached and made a part of these minutes. The next meeting of the committee will be August 9, 2015. Flo Lowrey has asked to work on the follow-up after the Zip Code Parties are finished.
Diocesan Information
As of July 1 the Diocese of Fort Worth will have a new provisional Bishop, the Rt. Rev Scott Mayer. The diocesan canons are being rewritten and all Vestry members were encouraged to go on the diocesan website, read the proposed new canons and form their own opinions of the proposed changes. The diocese has money available for Mission and Outreach grants. The deadline for grant requests is August 14. Any proposed requests should receive the approval of the Rector before submission.
Jr. Wardens Report
Charles Busey reported the following out of the meeting of the Buildings and Grounds Committee:
Handyman Decision: It has been determined that the person hired for regular maintenance and minor repairs at St. Martin’s is not fulfilling his role as expected. Other arrangements can be made for those responsibilities at a much lower cost. Gregory Anderson moved the Vestry terminate the current paid handyman. Cyndy Sulots seconded the motion and the position was terminated.
Cleaning Service Contract: The current cleaning service responsible for cleaning all facilities is not complying with repeated requests to clean the buildings at the times and in the manner necessary for church activities. Another service has been contacted which has agreed to do the work as needed by the church and at a lower cost. Vestry consensus is that the change in cleaning service would be to the advantage of St. Martin’s. No motion was needed to change cleaning services, since the cost of the change would not increase the amount budgeted.
Energy Audit Update:  All incandescents have been replaced except those in the front of the church in the altar area and its surroundings. Consultant Daniel Fails will meet Wednesday evening with Gil Kleinwechter, Susan Kleinwechter and Jim Wilson regarding the needs for those fixtures. Jim Wilson will also ask Fails’ opinion of LED replacements of fluorescents and the cost thereof.
Floor Buffing: The buffing of floors throughout the facilities is planned after the completion of repairs and before the start of school.
Rector’s Report
New Presiding Bishop: The Rector stated that the newly elected presiding bishop, the Rt. Rev. Michael Curry, Bishop of the Diocese of North Carolina, was the bishop who ordained him priest. Bishop Curry will be installed as Presiding Bishop of the Episcopal Church November 1 in Washington Cathedral.
Festival in the Fields: Although a Fall Festival in the Fields has been entered on the church calendar, apparently no work has been done in preparation for it, and no one has come forward to chair the event. Several people shared impressions from the past 3 years in which a Festival has been held – mainly due to the overwhelming efforts of Linda and Dick Seeber. The Rector will take the subject under advisement and make a decision after consulting with interested parties.
Worship: Worship services continue to grow, and many are taking advantage of the opportunities to worship more than just the 3 weekend services.
Auditing Committee Appointed:  The Rector appointed the following to serve as the 2015 Auditing Committee which will audit the church’s financial records of 2014: Aubrey Hardman, chair; Jack Bailey, Annette Duff, Courtney Mullaney and Meagan Timmons. The audit will be done August 22.
Church Personnel Changes:
Financial Manager: A person has been found to replace Jan Rees, who is retiring as Financial Manager August 1. The Search Committee has found an extremely qualified person who will receive the same salary as Rees. Anyone interested in meeting the individual is welcome to come to the final interview at 10 AM Tuesday. The person will be in the financial office 9 AM to 3 PM Tuesday and Wednesday, with other times possibly available if needed.
School Personnel: Since she meets all the necessary licensing requirements and continues to do an exemplary job, the Rector is changing Cindy James title from Interim Director of St. Martin’s Episcopal School to Director of St. Martin’s Episcopal School. Vestry consensus is that the change is appropriate. Elizabeth Highsmith will take on the task of assisting the director.
Wall Repair from Classroom Flooding: Work by the restoration firm to repair the wall damage continues. Any rain lengthens the time needed for the repair, so no completion date is available at this time. The plan is to have the repair completed in time for preparation for the school year.
The meeting closed with prayer by Jack Bolerjack.

Jim Wilson move the meeting be adjourned; Gregory Anderson seconded the motion and the meeting adjourned at 3:45 PM

Respectfully submitted,
Glenda Morehead

Clerk

Memorial garden guidelines for St. Martin-in-the-Fields Episcopal Church

St. Martin-in-the-Fields’ Memorial Garden was created for the use of the family and friends of St. Martin-in-the-Fields Episcopal Church. It is intended to be a place of comfort, peace and inspiration for the living and a place of reverence for our dearly departed. The plants and decorations have been thoughtfully and lovingly placed to try to achieve these intentions. For that reason, these guidelines have been created to try to ensure the garden continues to be a place of serenity and respect.
1. The plantings in the garden have been chosen to thrive in the sun and soil conditions for this location. While donations of plants are gratefully accepted, all plants must be approved by the Memorial Garden Committee to ensure suitability for the sun and soil conditions. In addition, all plants have specific space requirements; therefore, the planting of anything new in the memorial garden must be handled by someone from the committee after approval.
2. For maintenance reasons, only perennial plants are used in the memorial garden.
3. All mulches used in the memorial garden have been chosen for ease of maintenance and with the idea of being earth-friendly to keep the soil healthy. Only natural materials may be used. No other colored mulches, stone or man-made materials can be placed in the garden from this point forward.
4. In order to retain the serenity and beauty of St. Martin-in-the-Fields’ memorial garden, it is necessary to limit the amount and size of statues or decorations that can be added to the garden. All additions must be approved by the Memorial Garden Committee.
5. Nameplates, markers, etc. must be ordered through the church office in order to preserve continuity.
6. When placing decorations for holidays or other special occasions, please be aware of the size and appearance of the decoration. Live flowers and wreaths will die and need to be removed in a short time. Even decorations that are not alive are subject to the effects of weather. Maintenance of the garden relies on volunteers, so everyone is asked to remove their decorations in a timely manner.
7. The Memorial Garden Committee has the day-to-day responsibility of reviewing and evaluating all requests. However, any questions or concerns can be referred to the rector for a final decision.
Download a PDF copy of the policy.

Children and Youth Minister/School Chaplain Report June 2015

EYC (Episcopal Youth Community)
Wednesday nights are amazing with Mass on the Grass! This informal summer worship experience has offered opportunities for children and youth to actively participate in the worship service by serving as readers, helping with communion and prayers. Serving side by side with clergy and lay ministers, youth truly feel a part of important ministry in the church. It is a blessing to have this opportunity, brought to us by Fr Scot. After the service, young and old linger in the fields, enjoy the cool evening breeze, play games or just hang out.
A Few Highlights:

• EYC will continue to meet during the summer months on every second Sunday for Service Sunday (sack lunches for UGM). Teens meet on the fourth Sunday for Sunday Funday, a time for fun and fellowship.
• We are partnering with the Episcopal Church of the Holy Trinity, Midland, Texas for a day of service at Union Gospel Mission in June. Look for pictures and web articles about our time with Holy Trinity.

 Summer Children’s Chapel
The children and teens of St. Martin follow the cross to the chapel during the summer months. Our young people read the Bible readings aloud and are actively involved in a children’s sermon by asking great questions or acting out a scene from the Bible. We are also inviting adults to come to chapel from each ministry in the church to talk about their particular calling and how God is reaching out to all of us through the Holy Spirit.
Lava Lava Island: Our 2015 Vacation Bible School Theme
June has been a month of intense Vacation Bible School (VBS) preparation. At the time of this report, we are just about to take off for an island adventure where Jesus’ love flows. We are looking forward to our partnership with Fever United and can’t wait to welcome families and children through our doors. We are trying something new with Vacation Bible School this year and we look forward to seeing what we think about our big, bold step to try VBS at night. After VBS, look for a “debriefing” where we will revisit VBS and see where we might go next.
City Week
Save the date! Youth ages 12-18 are invited to participate in a mission trip to Union Gospel Mission of Tarrant County (UGM) on July 20-23. An optional celebration day at Six Flags will be held on Friday, July 24 for those completing the mission trip.
Look for news and a fall preview in July with all the details about Sunday school, youth ministry and St. Martin’s school chapel services.
Seminary of the Southwest
On a personal note, I will complete the certificate program in Christian formation this month at the Seminary of the Southwest. For two years, I have traveled twice a year to participate in an intensive week of worship, formation and fellowship. I have encountered gifted theologians and special people in “my field.” We have really grown as a group and it is bittersweet to be completing this program. I give thanks to St. Martin’s for making this continuing education possible. I am blessed to serve a parish that believes in my ever-evolving ministry. It is a gift to serve the most precious children, youth and school families of St. Martin’s Episcopal Church and School.
Blessings,
Corrie Cabes
 
 

Vestry minutes – May 17, 2015 meeting

by Alan Bentrup | Jul 1, 2015 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
May 17, 2015
Present: Gregory Anderson, Bob Bess, Jack Bolerjack, Annette Duff, Pat Hollifield, Gil Kleinwechter, Elizabeth Mason, DJ Mitchell, Jim Wilson; the Rev Scot McComas, Rector; Glenda Morehead, Clerk; Treasurer, Doug Watson.
Not present: Charles Busey, Courtney Mullaney and Cyndy Sulots.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, May 17, 2015, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Rector. The Senior Warden chaired the meeting.
Eagle Scout Project Proposal
Jacob Tiemann came before the Vestry to request permission to take the preliminary steps to do an Eagle Scout Project for St. Martin-in-the-Fields Episcopal Church. If granted permission he will create a plan showing the scope, projected costs, etc. to his scout council for the required permission from that body, then return to the Vestry for final approval before beginning the necessary labor, with July as a probable start date. His project would involve doubling the size of the current Outdoor Worship Area from 15’x30’ to 30’x30’, moving the standing cross to center it in the enlarged area, and changing the surrounds as needed. Gregory Anderson moved the Vestry approve the preliminary plan for Tiemann’s Eagle Scout Project as outlined. DJ Mitchell seconded the motion and approval was given. Jack Bolerjack will mentor Tiemann as needed.
April Minutes Approved
Gregory Anderson moved the minutes of the April 19 regular meeting be approved as distributed. DJ Mitchell seconded the motion and the minutes were approved.
Jim Wilson moved the minutes of the April 25 meeting be approved as distributed. Gregory Anderson seconded the motion and the minutes were approved.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports. (See attached.) DJ Mitchell moved the treasurer’s report be accepted as presented. Gregory Anderson seconded the motion and the report was accepted.
Stewardship Report
Gil Kleinwechter reviewed his plans for this year’s approach to stewardship. His outline is attached to and made a part of these minutes. He intends that the Stewardship Committee shall include both members of the Vestry and the congregation at large. A principle part of the stewardship campaign will be the development of a 3 – 5 year plan for St. Martin’s. The starting point will be the work the parish completed during the interim period. The Vestry will work with the ministries to help them formulate their individual plans. A draft of the combined plan is scheduled to be ready for the August 2015 vestry meeting.
The Rector stated that stewardship plans require that a representative for the committee attend the Calendar Planning Meeting on June 6 at 1 PM. He has set November 1, All Saints Day, as Commitment Sunday.
St. Martin’s Episcopal School Report
The written report of Karrie Marling, board chair, is attached to and made a part of these minutes. The Rector updated the written report by stating that the current enrollment for fall as of today is 41 students, up from the 38 stated in Marling’s report. Elizabeth Highsmith is the newest member of the staff of the school. She will have social media and marketing duties and will be assisting Interim Director Cindy James.
School Fundraiser a Success: The Rector stated that response from both church members and school parents was gratifying – a large number of items were provided for sale and use, and early analysis indicates that proceeds exceeded expectations. He thanked all who took part in any way. A final amount earned (gross and net) will be provided at the June Vestry meeting.
Christian Education Reports
The written report of Corrie Cabes, Children and Youth Minister and School Chaplain, is attached and made a report of these minutes.
Communications Committee
The written report of Annette Duff, committee chair, is attached and made a part of these minutes.
Newcomers Report
Flo Lowrey reports that since the Newcomer Party at the end of March, we now have 20 families to be invited to a Newcomer Party. One will be planned by or before mid-September.
Grow the Church Ministry
Elizabeth Mason, chair of the ministry, reported that 4 Zip Code parties have been held and 5 more have been scheduled. One is in the planning stage and 6 more are needed in various sections of our church coverage area. The parties will wrap up with two being held at the church in September. The next meeting of the ministry will be Sunday, June 28 at 9:30 AM.
Diocesan Information
New Provisional Bishop Elected: Joel Walker announced that at the special diocesan convention held yesterday, the Rt Rev Scott Mayer was elected as provisional bishop of the Episcopal Diocese of Fort Worth, taking office as of July 1. Bishop Mayer has agreed with the Standing Committee’s request that he plan to serve a term of 7 years.
Chancellor Resigning: Diocesan Chancellor Kathleen Wells is stepping down as chancellor effective as of the November regular diocesan convention. She will continue to serve as assistant chancellor. Wells has served pro bono during the past 5 years of litigation and finds it necessary to focus more on her private law practice.
November Convention: The annual convention of the Episcopal Diocese of Fort Worth will be held November 13 – 14 at Fort Worth Botanical Garden. Walker is once again on the planning committee for the convention.
New Assessment Recommended: Susan Kleinwechter stated that the assessment taskforce has recommended to Executive Council a new formula for assessment of parishes – 10% of the first $50,000 of income and 16 1/2% of all income over $50,000. The taskforce made no recommendations regarding reducing expenses.
Junior Warden’s Report
In the absence of the Jr. Warden, the Senior Warden announced that the new stoves have been installed with an additional $300.00 cost for the plumbing necessary for the installation.
Senior Warden’s Report
Co-Jr. Warden Elected: Senior Warden Bob Bess stated that the size and complexity of St. Martin’s property makes the job of Jr. Warden all but impossible for one person. He asked for a volunteer to act as Co-Jr. Warden with Charles Busey. Gregory Anderson responded to his request. Jim Wilson moved the Vestry elect Gregory Anderson as Co-Jr. Warden. DJ Mitchell seconded the motion, and Anderson was elected. Pat Hollifield offered to help when necessary.
Electric Energy Savings Options: Daniel Fails, Silverstone Electric, recently did an electric energy audit for St. Martin’s. He has recommended several changes in incandescent and fluorescent lighting throughout St. Martin’s. His final report will be considered at the June Vestry meeting. He will also be asked to investigate and provide information on what savings could be gained from making offsite monitoring of the thermostats possible.
Rector’s Report
Worship: Although exact numbers for this weekend are not available at this time all agree that the 10:30 worship service is growing.
Transition Committee: The Rector and Transition Committee continue to meet each month on the fourth Thursday.
Installation of the Rev Scot McComas May 30 2015 11 AM: Additional chairs will be placed in the church and narthex. Chairs will be available in the West Parish Hall with a live feed of the service to the wall-mounted TV there. The service booklet is being prepared and invitations sent out to all priests and officials of the diocese.
Investment Committee Appointed: The Rector has appointed the following persons to serve as an Investment Committee for St. Martin’s: DJ Mitchell, chair, Aubrey Hardman, Gil Kleinwechter, Paula Jefferson, Sue Mitchell, Doug Watson and the Rector himself. The committee met for the first time on May 9 at the Mitchell home. Their next meeting will be on June 27 at 2 PM at the Mitchell home.
Buildings and Grounds Committee Appointed: He has appointed the following persons to serve as a Buildings and Grounds Committee for St. Martin’s: Joe Panther, chair, Gregory Anderson, Mary Anderson, Steve Anderson, Charles Busey, Pat Hollifield, Cathy Tolliver, Kathy Watson and the Rector himself. He will also investigate the possibility of including Constance Smith of Fever United on the committee.
Church Personnel Change: Jan Rees has announced her resignation as Financial Manager as of August 1, 2015. Diana Panther will chair the search committee for a replacement for Rees. Bob Bess, Doug Watson and the Rector are the other members of the committee. The committee hopes to end its work successfully in time for Rees to help train her replacement before church activities gear up for the fall.
Update on Classroom Flooding: Mooring, the remediation firm chosen by the insurance company, continues its work, and will have an update soon. The work should be completed in time for VBS which shall take place June 23-25.
Part-Time Priest Help Considered: The Rector is in conversation with Susan Slaughter with the possibility of her helping with priestly duties, beginning in September. At this point in time it is difficult for him to assess what help he might need once he begins full-time in June. When he has a clearer picture, he will return to the Vestry possibly with a request for funding.
Other Matters
Online Giving Resource: In response to a request by a Vestry member the Finance Committee will determine the best program to use for St. Martin’s online giving.
Thank You Note for New Stoves: A thank you note was read from Kathy Watson writing on behalf of all those who currently use the parish hall kitchen and all those who will do so in the future. She thanked all members of the Vestry for authorizing the funds for the project, Jr. Warden Charles Busey for his research and work to make the stove change-out possible and DJ Mitchell for finding a company who would purchase the old stove and remove it.
Parish Assessment Not Used for Diocesan Lawsuit Expenses: Concern has been expressed at some of the Zip Code Parties by persons who need clarification on the use of the diocesan assessment funds. DJ Mitchell will write an article for publication on St. Martin’s website. The article will be ready for publication by the end of next week.
Jim Wilson moved the meeting be adjourned. Jack Bolerjack seconded the motion. The meeting adjourned at 3:06 PM with prayer by Jack Bolerjack.
Respectfully submitted,
 
Glenda Morehead
Clerk
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SUNDAY, JUNE 28, 12:30 PM, EAST PARISH HALL.
 

Children and Youth Minister/School Chaplain Report May 2015

EYC (Episcopal Youth Community)
Wednesday nights will change up a bit in the summer. Teens will be invited to join in Mass on the Grass on Wednesday nights, an informal summer worship experience where teens are an integral part of the service. It’s a great opportunity for youth to be involved in ministry, serving side by side with clergy and lay ministers. After the service, all are invited to stay for a picnic dinner and fellowship. When weather allows, we will stay and play outdoor games.
A Few Highlights:
• EYC will continue to meet during the summer months on every second Sunday for Service Sunday (sack lunches for UGM). Teens meet on the fourth Sunday for Sunday Funday, a time for fun and fellowship.
• Five youth were confirmed by Bishop High in April following a youth confirmation retreat featuring yarn labyrinths, ancient prayer practices and a round of “stump the priest” with our new rector, Fr. Scot!
Sunday School Takes a Summer Break
We are wrapping up an amazing year of Christian formation!
• Children’s chapel begins on May 24 during the 10:30 am service (except for the first Sunday of the month) and will run through the summer months. Children and teens are invited to follow the cross after the Gospel procession for a children’s sermon, liturgy and lots of fun activities. Teens are invited to serve as chaplains leading small group discussions.
St. Martin’s Episcopal School Chaplain Minute
The students at St. Martin’s are preparing for graduation and end of year ceremonies. Students have had a great time learning about the liturgical seasons, Bible stories and lots of fun with music and drama. Kindergarten students will have an opportunity to serve as worship assistants next fall!
Lava Lava Island: Our 2015 VBS Theme
Vacation Bible School preparations are in full swing for children ages 4-5th grade! Join us for a tropical adventure on June 23-25, from 6-8:30pm. It’s three days of island fun, Bible truths and soccer! We are starting to plan our closing VBS worship service that will be held on Saturday, June 27 at 5pm in the church sanctuary with all the songs and prayers the children will learn at Vacation Bible School.
Lava Lava Luau
All are invited to celebrate Vacation Bible School with a luau dinner and a movie in the education building after the closing worship service on Saturday, June 27. Fun tropical food and a Chadder (VBS’s official mascot) movie theater experience awaits.
City Week
Save the date! Youth ages 12-18 are invited to participate in a mission trip to Union Gospel Mission of Tarrant County (UGM) on July 20-23. An optional celebration day at Six Flags will be held on Friday, July 24 for those completing the mission trip.
A mission trip information meeting with lunch will be held on Sunday, May 24 from 12:30 pm-2 pm in the education building. I encourage all interested teens, parents and volunteers to attend.
In addition to the mission trip, St. Martin’s Episcopal Youth Community (EYC) will join forces in June with the youth from Holy Trinity Episcopal Church in Midland, Texas. One of our youth, Justan Presley, was a member of their youth group before becoming a member of St. Martin’s EYC. Holy Trinity’s youth leaders, Kevin Leoffler and Bert Bostic, will be visiting our area and want to get their youth group together with our group for some fun and meaningful work at Union Gospel Mission, a Ranger’s game and worship with us at St. Martin’s!
Blessings,
Corrie Cabes
 

Communications Committee Report to the Vestry – May 2015

Facebook
Strategy will be a dual approach

1. Continue to publish to our page for all to see
2. Use a group for community building

St. Martin’s Group: Gregory Anderson has agreed to take over the St. Martin’s group on Facebook.  We discussed the merits of keeping a group as well as the page, which include more personal peer to peer communication and simpler posting on mobile devices to a group versus a page.  Susan Kleinwechter has added all communications committee members as administrators to the group to assist with moderating.  Gregory will invite all newcomers to both the Facebook page and group and encourage them to “Like” our pages.  He would like to use the group to get the congregation more engaged, as currently there is little activity on the group.
Facebook presence:
Church Group:  https://www.facebook.com/groups/stmartinkellertx/   Note: to access the group, you must be logged into Facebook.
The group currently has 139 members, moderators are: Gregory Anderson, Susan Kleinwechter, Annette Duff, Linda Snow, Courtney Mullaney, Corrie Cabes
Church Page: http://www.facebook.com/stmartinkellertx  Note: Anyone on the internet can go to the page.
The page currently has 223 fans, moderators are: Susan Kleinwechter, Annette Duff, Gil Kleinwechter,  Corrie Cabes
School Page: https://www.facebook.com/StMartinSchool
The page currently has 147 fans, moderators are: Cindy James, Susan Kleinwechter, Annette Duff, Corrie Cabes, Mayra Carballo, Regina Molaschi, Nikki Wenham, Alison Zukowski
School Group: https://www.facebook.com/groups/397358880430892
Cindy James created this group approximately 5 months ago. Our committee is unaware of its purpose or strategy.  It is a public group with 34 members. Cindy James is the sole administrator for this group.
Marketing:  As the Holy Week paid Facebook post was a huge success for the $20 spent, we advise the following events to utilize this with for the rest of 2015.
School Fundraiser on May 16
Installation of Scot+ on May 30
School Enrollment – Monthly post from May – August to plug school and new Kindergarten program
VBS
Pentecost
Sunday School – Back to school
Fall Festival
Halloween
Advent/Christmas
Boosted posts will be limited to $20 each.  The school board approved $100 of the $300 total marketing budget to be used for Facebook marketing.  Posts on the school Facebook site include the fundraiser on May 16, as well as the monthly enrollment posts.  The school fundraiser was also marketed on the church Facebook page.
Regarding VBS, after discussing with Corrie Cabes, the number of posts will be contingent on how the registration numbers look closer to the start date.  We will split the $20 into $5 increments to avoid over enrollment and we will also boost posts in short sprints.  We are also able to pause the boosted post if enrollment max is reached.  We will run the post on the school Facebook page the week of May 18 as this is the last week of school.  If needed, we can also post to the church Facebook page.   We will wait to see how the street banner increases enrollment.  The banner will go up on or around May 20.
Historian – Linda Snow has agreed to take on the role of historian to compile and preserve St. Martin’s history from what has already been documented and fill in the gaps.  History of the parish has been compiled through 1999, she will continue from that point forward.  Carl Snow will be assisting Linda with scanning documents and digital compilation.  The information will be kept in multiple archives: physical media, digital media and media that is publically published.  The Rector discussed with the committee a former parish that had a coffee table book made for the 50^th anniversary and would like to do the same for St. Martin’s.
Seasons Newsletter:  We discussed adding a history section to include an interview with an “old timer” as well as a newcomer profile in each edition.  Expansion of content was also discussed, Gregory is seeking direction of newsletter.
Signs:  Susan Kleinwechter and Annette Duff have compiled a list of all current outdoor signage of the church and school, as well as additional needed signage (playground).  Each sign has been reviewed with pictures and measurements and we have created the verbiage for the small school sign on the monument, the school office sign by the school door, 3 doorbell signs and need to finish the remainder.
For the sign by the red church doors we recommend steel because we can lay a magnet over it to change information.  For other things, we want to assess interest in steel and magnetic sheets.  We can create ad hoc signs on printable magnet sheets to do things like change service times and post events.
We recommend contracting with Signs in a Flash, which is the sign company on the corner of 1709 and Pearson.  Signs in a Flash has confirmed they print magnetic vinyl sheets and can do steel signs in the sizes needed, as well as aluminum.  Our sizes needed are stock sizes.
Audio/Visual recording volunteers:  We are in need of more volunteers to record sermons.  Susan Kleinwechter would like to get a list to the schedulers to stream line the process, but we don’t have enough people currently.  We request to be early on the list for the “ministry minute” to promote this ministry.
Communication cards – Discussion involved breaking the current communication card into two cards.  Rather than list all the ministries on the back of the card, two cards were discussed, with one card aimed at the newcomer and one at those returning with information on how to get involved with the church.  The new “Communication Card”  would be basically the front of the current card with a few edits and more room for capturing personal information with the back to have our mission statement.  The second card would be a listing of the ministries and how to get more involved in the church – a step 2 type card.  The welcome folder is also to be redesigned with the possibility of a pledge card on the inside.  The rector has the drafts of the cards and will pass along the feedback to Anika Barbarito and Flo Lowery.
Monthly Meeting – The communications committee will meet as a group with the rector on a monthly basis, with individual members meeting more frequently as needed.
-Submitted by Annette Duff