by Alan Bentrup | Apr 5, 2017 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
March 25, 2017
Present: Jim Bedell, Charles Busey, MaryBeth Butler, Ike Ogbue, Linda Seeber, Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson: Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer..
Guest: The Rev Courtland Moore, Retreat Leader.
Not Present: Jack Bolerjack, Courtney Mullaney.
A special meeting of the vestry of St. Martin-in-the-Fields Episcopal Church was held Saturday, March 25, 2017, in the home of Jim Bedell, prior to the Vestry Retreat at that location. The meeting was called for the purpose of selecting a vestry member to fill the vacant seat previously filled by Adam Jarrett, who is leaving the area. The meeting opened with prayer by the rector at 10:25 AM.
Selection of New Vestry Member
Joel Walker moved that Norma Barbier be selected to fill the vacant seat on the vestry created by the resignation of Adam Jarrett. Kathy Wilkinson seconded the motion and the motion carried. Barbier’s election will become effective upon her confirmation on April 2, and she will be seated and assume her duties at the April 23, 2017, vestry meeting.
Adjournment
The meeting was adjourned at 10:40 AM.
Respectfully submitted,
Glenda Morehead
Clerk
Next Regular Meeting April 23, 2017
- Lunch – Nancy Wieden
- Ending Prayer – Joel Walker
by Alan Bentrup | Apr 5, 2017 | Vestry Updates
MARTIN-IN-THE-FIELDS VESTRY MEETING
March 19, 2017
Present: Adam Jarrett, Jim Bedell, Jack Bolerjack, Charles Busey, MaryBeth Butler, Courtney Mullaney, Ike Ogbue, Linda Seeber, Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, March 19, 2017, in the East Parish Hall. The meeting opened at 12:30 PM with prayer by the Rector.
Minutes Approved
Jim Bedell moved the minutes of the February 19, 2017 meeting be approved. Kathy Wilkinson seconded the motion and the motion carried.
Treasurer’s Report
The Treasurer reviewed the February financial reports. (See attached.) Treasurer DJ Mitchell stated that this is the last vestry meeting at which he will provide no notes providing analysis of the year to date and projections for the future. Everyone who has the responsibility of a budget line should be receiving monthly statements of their budget. If they are not, they are to contact the financial manager. He assured the vestry that all expenses have the appropriate paper trail for the comfort of the vestry and for auditing purposes.
St. Martin’s Episcopal School
School Fundraiser: Plans are progressing for the school’s Bingo Night Fundraiser on April 29. Vestry members will be bringing the following beverages for the evening:
MaryBeth Butler, Joel Walker, and Jack Bolerjack will provide beer.
Courtney Mullaney and Ike Ogbue will bring red wine, and all other vestry members will bring white wine.
Extended Care Plans: Current plans are to provide extended care from 2-4 PM following the regular school hours, if it is determined to be financially viable. Courtney Mullaney will work with the school director about the possibility of more extended hours, including mornings, if there is enough of a market for that extension.
Summer Activities for Children
- Vacation Bible School will be held June 12 – 16 from 9 AM to 12 PM.
- Fever United will hold a Soccer Camp June 19 – 23 from 9 AM to 12 PM.
- Other two to three week Summer Camps are being considered for the months of July and August.
Diocesan Information
Joel Walker provided the following information from the Diocese of Fort Worth:
Racial Reconciliation Plans: The Rev Eric Law, assisted by Bill Cruz, will do the advance work to customize the program for the Diocese of Fort Worth in a half day session to be held at St. Christopher’s on April 22. Walker will be attending that advance preparation session.
Property Lawsuit Update: Although there have been statements by various entities alluding to a time frame for the settlement of the property dispute, no rulings have been made by the courts. Any information to the contrary is not accurate.
Presiding Bishop to Visit: The Most Rev. Michael Curry will visit the Episcopal Diocese of Fort Worth April 6 – April 8, 2017. Plans for activities during his visit continue to evolve. The best source for information is the diocesan website.
Grant Received for Church Planting: A grant has been received from the Episcopal Church for church planting in Parker County.
Junior Warden’s Report
Additional Handicapped Spaces Planned: St. Martin’s currently has 3 spaces for handicapped parking. It is possible to provide 5 spaces. Charles Busey moved the vestry approve the addition of two additional handicapped spaces as recommended by the striping company. Jim Bedell seconded the motion, and the motion carried.
Striping of the Parking Lot: Weather has delayed the striping of the parking lot. Jr. Warden Busey stated that it is hoped the work can be done Friday, March 24.
Soccer Fence Installation Update: The poles for the fence surrounding the fields are in place, and the cable will be put in this week.
AED Will Be Moved: Vestry consensus is that the Automated External Defibrillator needs to be moved to the church building so it will be readily available during services. Research will be done to determine the best place for it to be installed, and the jr. warden will have it moved.
Senior Warden’s Report
AED Training: Senior Warden Linda Snow stated that she has been unable to determine who needs the AED 4 hour course and when it can be held.
Food for Retreat: She distributed a list for vestry members to sign up saying what food they will be bringing to the retreat. Host Jim Bedell will provide brisket as the meat for the lunch.
Picture Directory: Vestry members are expected to help guide people through the process when they come to have photos taken for the directory. Parishioners will be signing up to schedule their photos for the next 4 weeks.
Rector’s Report
Vestry Retreat Plans: The Vestry Retreat is planned for 10 AM – 1:30 PM. The Rev Courtland Moore will lead the retreat at the home of Jim Bedell.
Written Vestry Reports: The rector asked that all who plan to report to the vestry, including those who report on a regular basis, prepare their reports in writing and send them electronically to the clerk so they can then be electronically distributed to all vestry members for them to study prior to the meeting. Written reports help speed the progress of meetings. He will ensure that the information regarding St. Martin’s School and Diocesan Information are provided in writing going forward as are the minutes, treasurer’s reports and vestry ministry liaison reports currently.
Announcements/Upcoming Events
- Vestry Retreat – March 25 10 AM – 1:30 PM
- Bishop’s Visit and Confirmations – April 2
- Ministry Liaison Reports Due to Clerk – April 19
- Ministry Liaison Reports – April 23
- St. Martin’s School Bingo Night Fundraiser – April 29 6 PM
- Vacation Bible School – June 12 – 16 9 AM – 12 PM
- Fever Soccer Camp – June 19 – 23 9 AM – 12 PM
- The meeting adjourned at 1:55 PM with prayer by Nancy Wieden.
Respectfully submitted,
Glenda Morehead
Clerk
Please note: Next regular vestry meeting Sunday, April 23, 2017, 12:30 PM, East parish Hall.
by Alan Bentrup | Apr 4, 2017 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
February 19, 2017
Present: Adam Jarrett, Jim Bedell, Jack Bolerjack, Charles Busey, MaryBeth Butler, Courtney Mullaney, Ike Ogbue, Linda Seeber, Linda Snow, Joel Walker, Nancy Wieden; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Add New
Not present: Kathy Wilkinson.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, February 19, 2017, in the East Parish Hall. The meeting opened at 12:34 PM with prayer by the Rector.
Minutes Approved
Jim Bedell moved the minutes of the January 15, 2017 vestry meeting be approved as distributed. Adam Jarrett seconded the motion and the motion carried.
Linda Snow moved the minutes of the January 22, 2017 vestry meeting be approved as distributed. MaryBeth Butler seconded the motion and the motion carried.
Jim Bedell moved the minutes of the January 29, 2017 vestry meeting be approved as distributed. Courtney Mullaney seconded the motion and the motion carried.
Linda Seeber moved the minutes of the January 29, 2017 Annual Meeting be approved as distributed. Jim Bedell seconded the motion and the motion carried.
Treasurer’s Report
The Treasurer reviewed the January financial reports. (See attached.) Treasurer DJ Mitchell stated that there he did not prepare any notes regarding the financials, since the focus of the notes is analysis of the year to date and projections for the future. He will resume the practice probably with the March financials. Joel Walker moved the vestry accept the financials as presented. Charles Busey seconded the motion and the motion carried.
Music for Services
The rector announced that in the recent survey conducted regarding music during services a large majority of those at each service prefers having music. The search committee for a new choir director/organist has interviewed a candidate for the position and was very impressed with the person. He plans to contact the individual later in the day to offer him the job. Since the person will provide music only on Sundays, the automated organ program will be utilized for the Saturday service.
Authorization Changes on Baird Accounts
St. Martin’s financial advisor, the Rev. Jim Hazel recommends that the senior warden be one of the persons authorized to make changes to any accounts held by Baird Associates. Joel Walker moved that Gil Kleinwechter (previous Senior Warden) be removed as a person authorized to authorize changes on the R. W. Baird account, that Linda Snow, Senior Warden, be added as a person authorized to authorize changes on the R. W. Baird account and that DJ Mitchell, Treasurer, and Susan Mitchell continue as persons authorized to make changes. Baird shall obtain authorization from at least two of these persons before making any changes. Ike Ogbue seconded the motion and the motion carried.
Parochial Report Approved
Linda Snow moved the vestry approve the Parochial Report for 2016 for forwarding to the diocese. Jim Bedell seconded the motion, and the motion carried. Canons require that the report be sent each year by March 1.
Prayer Shawl Ministry Established
Ike Ogbue moved the vestry establish a Prayer Shawl Ministry which is authorized to accept contributions to said ministry until and unless voted upon to the contrary by a future vestry. Nancy Wieden seconded the motion and the motion carried. The vestry also approved the fundraiser planned by the ministry for late Fall 2017. (See request attached.)
EYE Italian Lunch Fundraiser
Courtney Mullaney moved that the vestry approve the proposed EYE Italian Lunch Fundraiser with all monies collected to be used to fund attendance at the upcoming Episcopal Youth Event and for youth ministries of our church. Nancy Wieden seconded the motion and the motion carried.
St. Martin’s Episcopal School
The rector announced that a survey conducted recently among parents showed interest in extended care on school days – before and after school – to accommodate working parents. The extended care program is slated to begin in April or August.
Summer Activities for Children
Vacation Bible School will be held June 12 – 16 from 9 AM to 12 PM.
Fever United will hold a Soccer Camp June 19 – 23 from 9 AM to 12 PM..
Diocesan Information
Joel Walker provided the following information from the Diocese of Fort Worth:
4Saints Food Pantry: The food pantry is now open for business. The grand opening event was held on Thursday. Food is needed by the pantry as well as volunteers to fill the various jobs involved in food organizing and distribution. Current hours are Fridays only from 12 PM to 2 PM. The goal is to have enough food and volunteers to expand the hours of operation.
Presiding Bishop to Visit: The Most Rev. Michael Curry will visit the Episcopal Diocese of Fort Worth April 6 – April 8, 2017. The complete schedule for his visit is not available as yet. Church leaders, lay and clergy, are encouraged to attend all events possible.
Racial Reconciliation Training: The training will be held May 12 – 13. All church leaders, staff and vestry are to attend.
Parishes Encouraged to Appoint a Chancellor: All parishes in the diocese are strongly encouraged to have an in-house chancellor to assist in legal matters.
Junior Warden’s Report
Striping of the Parking Lot: Joel Walker moved the vestry accept the lowest bid received for the striping of the parking lot, that from Stripes Parking Lot Service, Inc., at their reduced pre-Easter discounted price. (See attached.) Jim Bedell seconded the motion and the motion carried. MaryBeth Butler, who is an officer of the company, recused herself from the discussion and vote on the matter.
Tree Trimming Update: Jr. Warden Charles Busey spoke with an expert arborist with Aspen Landscapers who advised that no trimming or pruning is needed at this time; he recommended that the subject be revisited in May or June. Busey will reconsider the subject in that time frame.
Ongoing Gutter Concerns: Busey is looking into possible options to seal the gutters to stop the continuous leaks experienced in our buildings due to the gutters.
Phone Service Provider Change: Jack Bolerjack moved the vestry approve the change in phone service provider as proposed in the analysis by the parish administrator. (See attached.) Linda Seeber seconded the motion and the motion carried.
Soccer Fence Installation: Constance Smith of Fever United has offered to have the soccer fields enclosed by a fence with Fever United to pay the entire cost. Joel Walker moved the vestry approve the installation of the fence pending approval by the necessary governing bodies with Fever United to pay all costs including any necessary licensing fees and permits. Ike Ogbue seconded the motion and the motion carried.
Senior Warden’s Report
AED Training: Senior Warden Linda Snow stated that further research is needed as to when and how training will take place.
First Aid Kits: Supplies in all first aid kits are up to date and when necessary are replenished.
Coffee Hour Service: Snow explained that one Sunday each month a vestry member is in charge of the coffee hour. The coffee hour schedule was emailed to every member of the vestry previously. She went over the instructions for set-up, serving, cleanup and money handling.
Picture Directory: Snow will direct the project of a parish pictorial directory in addition to her senior warden duties. The project will take place in May.
Rector’s Report
Ministry Liaisons: The rector reminded vestry members of their liaison assignments and outlined for them their duties in that capacity. Their first liaison reports are to be presented at the April 23 vestry meeting. Written reports are to reach the clerk by April 19 so that they can be included in the electronic packets sent out to vestry members prior to the meeting. Wardens are not assigned liaison responsibilities. The following are the liaison assignments:
Stewardship – Ike Ogbue Education – Youth – Courtney Mullaney
Worship – Jim Bedell Pastoral Care – Kathy Wilkinson
Communications – MaryBeth Butler Outreach – Nancy Wieden
Education – Adult Joel Walker Radical Hospitality – Linda Seeber
Education – Children – Adam Jarrett Facility and Property – Jack Bolerjack
Committee Appointments: The rector announced his appointment of the following committees:
Standing Committees:
Parliamentarian – Glenda Morehead; Investment Committee – DJ Mitchell, chair, Linda Snow, rector, Sue Mitchell; Finance – Rector, chair, Linda Snow, DJ Mitchell, Ike Ogbue; Stewardship – Ike Ogbue, chair and vestry liaison, Linda Snow, rector, Sol Gieser, Glenda Morehead, Outreach – Rector, temporary chair, MaryBeth Butler, Susan Kleinwechter, Joy Malmgren, Delia Schilder, Nancy Wieden, vestry liaison; Communications – Chuck Ambrose, chair, rector, communications director, MaryBeth Butler, vestry liaison, Broke Casey, Courtney Mullaney, Linda Snow.
Temporary Committees (ad hoc)
Music Search Committee – rector, chair, Jim Bedell, vestry liaison, MaryBeth Butler, Diane Draper, Sue Mitchell, Linda Snow; Youth Minister Search Committee – rector, chair, Lauri Ambrose, December Champion, Aaron DeClerk, Adam Jarrett, Courtney Mullaney, vestry liaison, 1 or 2 youth representatives.
Vote On and Letter of Support for Candidacy of Ayo Omoniyi: Canons require that a vestry vote and signing of a letter of support is required for every step in the journey toward ordination of an individual. Jim Bedell moved the vestry vote to continue the support of St. Martin-in-the-Fields Episcopal Church for Ayo Omoniyi in his application to become a Candidate for Holy Orders. Ike Ogbue seconded the motion and the motion carried. The letter of support was signed and attested and will be forwarded to the Bishop of the Episcopal Diocese of Fort Worth.
Announcements/Upcoming Events
EYE Italian Lunch – March 5 12:15 PM
Vestry Meeting – March 19 12:30 PM
Vestry Retreat – March 25 10 AM – 1:30 PM
Bishop’s Visit and Confirmations – April 2
Ministry Liaison Reports – April 23
St. Martin’s School Bingo Night Fundraiser – April 29 6 PM
Vacation Bible School – June 12 – 16 9 AM – 12 PM
Fever Soccer Camp – June 19 – 23 9 AM – 12 PM
The meeting adjourned at 3:45 PM with prayer by Charles Busey.
Respectfully submitted,
Glenda Morehead
Clerk
Please note: Next regular vestry meeting Sunday, March 19, 2017, 12:30 PM, East parish Hall.
Prayer Shawl Fundraiser Request
The Prayer Shawl Ministry requests the approval of the Vestry for a Fundraising Event in late Fall of 2017. This would consist of a “Boutique type” event held in the small Parish Hall after the 10:30 AM service on one ––maybe two Sundays. Items that would be up for sale will be made by members of this Ministry.
All proceeds from this event would go into the Prayer Shawl Ministry Account for the purchase of yarn, gift bags, tissue paper, cards and postage as needed.
Thank you for your attention concerning this matter.
Respectfully submitted,
Kathy Wilkinson
Prayer Shawl Director
by Alan Bentrup | Feb 20, 2017 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
January 29, 2017
Present: Jim Bedell, Jack Bolerjack, Charles Busey, Adam Jarrett, Courtney Mullaney, Ike Ogbue, Linda Seeber, Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson: Scot McComas, Rector.
Also present: Glenda Morehead, DJ Mitchell.
Not Present: MaryBeth Butler,
A special meeting of the vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, January 29, 2017, in the Godly Play Room immediately following the Annual Parish Meeting. The meeting was called for the purpose of electing a junior warden, clerk of the vestry, and treasurer for the coming year, and for other organizational matters. The meeting opened with prayer by the rector at 1:25 PM.
Election of Clerk of the Vestry
Courtney Mullaney moved Glenda Morehead be elected clerk of the vestry of the coming year. Adam Jarrett seconded the motion and the motion carried.
Election of Treasurer
Jim Bedell moved DJ Mitchell be elected treasurer of St. Martin-in-the-Fields Episcopal Church for the coming year. Linda Snow seconded the motion and the motion carried.
Election of Jr. Warden
Charles Busey volunteered to serve as junior warden for St. Martin’s for another year, and moved that he be elected to the post. Adam Jarrett seconded the motion and the motion carried.
Email requirements for Vestry Members
Senior Warden Linda Snow announced that the diocese has directed that all church leaders are to use email addresses that are theirs alone, not used by any other coworkers or family members. Communications Director Susan Kleinwechter can assist any vestry member who needs help setting up such an address.
Vestry Sign-Ups
Vestry members provided their contact information to the clerk. They also chose which of the 3 weekend services is their preference to serve as Vestry Person in Charge. The vestry meeting schedule and lists of the duties of each service were provided to members. The printed contact information list and VPiC schedule will be emailed to members as soon as possible this week.
Vestry Spring Retreat
The rector announced that the Spring Vestry Retreat will be led by the Rev. Courtland Moore who will be instructing all present on the roles of the vestry, rector and all other church leaders in their responsibilities and relationships as those who direct St. Martin-in-the-Fields Episcopal Church. Attendance at the retreat is mandatory for all vestry members, the clerk and treasurer. All vestry members present agreed to the date of March 25, 2017, 10 AM to 1:30 PM, in the home of Jim Bedell, 3900 Kimbell, Fort Worth 76244.
Adjournment and Closing Prayer
The meeting closed with prayer by Courtney Mullaney at 1:40 PM.
Respectfully submitted,
Glenda Morehead
Clerk
Next Regular Meeting February 19, 2017
Lunch – Jack Bolerjack
Ending Prayer – Charles Busey
by Alan Bentrup | Feb 20, 2017 | Vestry Updates
St. Martin-in-the-Fields Episcopal Church Annual Meeting 2016
January 29, 2017
The Annual Meeting of St. Martin-in-the-Fields Episcopal Church was held January 29, 2017, in the East Parish Hall. The Rector announced there was a quorum present, then opened the meeting with prayer at 12:15 PM.
Election of the Secretary
Gil Kleinwechter moved Glenda Morehead be elected secretary to record the minutes of the meeting. Edith Bartley seconded the motion and the motion carried.
Election of Parliamentarian
Elizabeth Mason moved Glenda Morehead be elected parliamentarian for the meeting. Charles Busey seconded the motion and the motion carried.
Introduction of Current Vestry
Current Vestry members were introduced and acknowledged by a round of applause. Those whose terms end today are Jim Bedell, Gil Kleinwechter, Elizabeth Mason and Cyndy Sulots. The Rector presented the outgoing vestry members with St Martin cards. Deacon Henry Penner explained how St. Martin-in-the-Fields Episcopal Church works to exemplify the example set by our patron saint. The rector expressed his personal thanks to Gil Kleinwechter for serving as senior warden and presented him with a crystal Waterford cross to show his gratitude. He also expressed his thanks to Linda Snow for her willingness to take on the position of senior warden for the coming year.
2017 Vestry Election
The rector introduced the 3 candidates nominated for the vestry prior to today’s meeting: Jim Bedell, MaryBeth Butler, and Adam Jarrett. One seat remained to be filled. Richard Seeber nominated Linda Seeber to fill the vacant seat. Carol-Lynn Walker seconded the nomination, and the vote to add Linda Seeber to the slate of nominees was favorable. Jim Wilson moved the nominations be closed and the slate elected by acclamation. Sharon Payne seconded the motion, and the motion carried.
Introduction of Current Delegates
Those who served as St. Martin’s delegates to diocesan convention during the past year were thanked for their service with a round of applause. They were MaryBeth Butler, Susan Kleinwechter, Rebecca Snell, Linda Snow, Joel Walker, and Nancy Wieden.
2017 Delegate Election
The rector announced that the following individuals have agreed to continue as St. Martin-in-the-Fields Episcopal Church delegates to diocesan convention: MaryBeth Butler, Susan Kleinwechter, Rebecca Snell, Linda Snow, and Joel Walker. He stated that one more person is needed to complete the full complement of six delegates from St. Martin’s. Linda Snow moved Kathy Wilkinson be added to the slate of nominees for delegate. Susan Kleinwechter seconded the motion, and the motion carried. Christopher Mullaney moved the nominations be closed and the slate elected by acclamation. Joy Malmgren seconded the motion and the slate was elected.
Election of Alternate Delegates
The Rector asked for volunteers willing to serve as alternate delegates for 2017. The following persons volunteered: Christopher DeClerk, Delia Schilder, and Ann Luttrell. There being no more volunteers to come forward Sharon Payne moved the slate of volunteers be elected as alternate delegates for 2017. Jim Bedell seconded the motion and the slate was elected.
Rector’s Report
The Rector’s report was projected on the wall screen, and he highlighted parts of it. He had presented his report at every worship service this weekend, to ensure that even those not attending the meeting today would have the opportunity to receive it in person.
He also highlighted portions of the school report. He thanked Gary Wilkinson, chair, and all members of the school board and the staff of the school for their efforts on behalf of the school. He announced that parish members will have another opportunity to show their support of the school by participating in the Bingo Night School Fundraiser which will be held on April 29 beginning at 6 PM.
He thanked Corrie Cabes and Amy Pirk and all volunteers who work with the youth and children of our parish. He also thanked all the staff and clergy who serve the people of St. Martin-in-the-Fields Episcopal Church in so many ways.
Senior Warden’s Report
Senior Warden Gil Kleinwechter highlighted some aspects of his projected report. He expressed his gratitude for the opportunity to serve St. Martin’s as senior warden, and thanked all those who have been helpful to him in his work.
Junior Wardens Report
Junior Warden Charles Busey highlighted portions of his report and thanked all those – professional and volunteer – who have participated in the repair and maintenance of our buildings and their contents and our surrounding grounds.
Financial Report
Treasurer DJ Mitchell, aided by his projected reports, went over the financials for 2016.He reviewed the budget for 2017 which has been approved by the vestry. The budget shows a slight deficit, and he reminded all present of the “social contract” they have as members of St. Martin-in-the-Fields Episcopal Church – to support her as much as they can, according to their ability to contribute financially, whether by a pledge or by non pledge giving. Members were reminded also of the importance of their contributing time and talents according to their ability.
The Rector thanked DJ Mitchell, Sue Mitchell and Financial Manager Kristen Kosla for their financial work on behalf of St. Martin’s. The treasurer stated they couldn’t do their work without the volunteers who provide the information to them: Vestry members who count the collection after services, the weekday counters and Marty Hitchcock who records the income in the church management program.
Announcements and Final Remarks
Reports and Minutes on the Website: Parishioners were referred to all Annual Meeting reports for today which are published on the church website. Annual Meeting minutes will be published on the website after their approval by the vestry at their meeting on February 19, 2017. In answer to a question as to where minutes are found on the website, Communications Director Susan Kleinwechter announced they can be found under the “Resources” heading.
Vestry Meets: The vestry will meet in the Godly Play room immediately following this meeting.
Next Annual Meeting: The next Annual Meeting of St. Martin-in-the-Fields Episcopal Church will be held on January 28, 2018.
Closing Prayer
The meeting closed with prayer by the Rector at 1:16 PM
Respectively submitted,
Glenda Morehead, Secretary
by Alan Bentrup | Feb 20, 2017 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
January 22, 2017
Present: Jim Bedell, Jack Bolerjack, Charles Busey, Gil Kleinwechter, Elizabeth Mason, CourOKtney Mullaney, Ike Ogbue, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Also present: Kristen Kosla.
A special meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, January 22, 2017, in the West Parish Hall. The meeting was called for the purpose of adopting a budget for St. Martin’s for 2017. The meeting opened at 12:15 PM with prayer by the Rector.
Transfer from Garden Guild Fund Approved
Joel Walker moved that $4344.00 be moved from the Garden Guild Fund to the General Fund. Jack Bolerjack seconded the motion, and the motion carried.
2017 Budget Adopted
Joel Walker moved the vestry adopt a budget for St. Martin-in-the-Fields Episcopal Church for 2017 as it currently stands – showing a $3500.00 deficit. Cyndy Sulots seconded the motion, and the motion carried.
Thank Yous for Service
On behalf of St. Martin-in-the-Fields Episcopal Church the Rector expressed thanks to Gil Kleinwechter for his leadership as Senior Warden, to DJ Mitchell, Sue Mitchell and Kristen Kosla for their financial leadership, to Gary Wilkinson for his leadership of St. Martin’s School Board, and to all Vestry members, outgoing and continuing, for their leadership of the parish.
Donut Delivery Volunteer
The rector announced that in recent years Christi Hardy, the retiring choir director/organist has picked up the donuts for the Hospitality Hour. Cyndy Sulots reiterated her support for all those who come to St. Martin’s by volunteering to pick up the donuts every Sunday.
Upcoming Events / Announcements
Parish Annual Meeting – January 29, 2017 12:15 PM.
Called Vestry Meeting – January 29, 2017 immediately following the Parish Annual Meeting
Next Regular Vestry Meeting – February 19, 2017
Closing Prayer
The meeting adjourned at 1:45 PM with prayer by Glenda Morehead.
Respectfully submitted,
Glenda Morehead
Clerk
by Alan Bentrup | Jan 27, 2017 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
January 15, 2017
Present: Jim Bedell, Jack Bolerjack, Charles Busey, Gil Kleinwechter, Elizabeth Mason, Courtney Mullaney, Linda Snow, Cyndy Sulots, Joel Walker, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Also present: Kristen Kosla, Sue Mitchell.
Not Present: Ike Ogbue, Nancy Wieden.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, January 15, 2017, in the West Parish Hall. The meeting opened at 12:30 PM with prayer by the Rector. By general consent, the agenda was abbreviated and limited only to financial matters.
Consideration of Minutes
Kathy Wilkinson moved that the minutes of the December 18, 2016, meeting be approved as corrected. Jim Bedell seconded the motion, and the motion carried. The corrected minutes will be sent electronically to all vestry members. The minutes that are posted on the vestry board and placed into the permanent vestry file will be the corrected version.
Treasurer’s Report
December Financials Accepted: Treasurer DJ Mitchell reviewed the December 2016 financial information. Courtney Mullaney moved the treasurer’s report be accepted as presented. Cyndy Sulots seconded the motion, and the motion carried.
Vote on Gift in Honor of Bishop High’s Ordination Anniversary: Elizabeth Mason moved the vestry direct $100.00 be sent as requested in honor of the anniversary of The Rt. Rev. Rayford High’s anniversary. Joel Walker seconded the motion, and the motion carried.
Vestry Consideration of a Budget for 2017: The vestry was unable to reach a decision regarding a budget for St. Martin-in-the-Fields Episcopal Church for 2017. They will prayerfully consider the matter during the coming week and will meet in a special executive session on January 22, 2017 at 12:15 PM.
Upcoming Events / Announcements
Called Vestry Meeting – January 22, 2017, 12:15 PM
Parish Annual Meeting – January 29, 2017 12:15 PM
Called Vestry Meeting – January 29, 2017 immediately following the Parish Annual Meeting
Next Regular Vestry Meeting – February 19, 2017
Closing Prayer
The meeting adjourned at 3 PM with prayer by Elizabeth Mason.
Respectfully submitted,
Glenda Morehead
Clerk
by Alan Bentrup | Jan 26, 2017 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
December 18, 2016
Present: Jim Bedell, Jack Bolerjack, Gil Kleinwechter, Elizabeth Mason, Courtney Mullaney, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Charles Busey, Ike Ogbue.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, December 18, 2016, in the East Parish Hall. The meeting opened at 12:30 PM with prayer by the Rector.
Consideration of Minutes
Kathy Wilkinson moved that the minutes of the November 20, 2016, meeting be approved as distributed. Jim Bedell seconded the motion, and the motion carried.
Writing Strategically about the Money Gap
Susan Kleinwechter spoke to the vestry about the importance of preparing and sticking to a script when speaking or writing information for dissemination in services. Many times the messages can be difficult for newcomers and long-time members alike. The vestry can help a great deal in the effort to make messages clear by choosing their words carefully.
Treasurer’s Report
November Financials Accepted: Treasurer DJ Mitchell reviewed the November 2016 financial information. Courtney Mullaney moved the treasurer’s report be accepted as presented. Jack Bolerjack seconded the motion, and the motion carried. Mitchell also provided some pledge statistics to keep in mind when budgeting for 2017.
Vote on Assistant Clergy Housing Allowance 2017: Linda Snow 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; and
Whereas St. Martin-in-the-Fields Episcopal Church does not provide a residence for its appointed ministers:
It is hereby resolved that the compensation to be paid to the Rev. Susan Slaughter for the calendar year 2017, and subsequent years unless amended, shall include an annual payment of $15,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
Kathy Wilkinson seconded the motion, and the motion carried.
Vote on Rector’s Housing Allowance 2017: Courtney Mullaney moved the vestry adopt the following resolution:
Whereas the Reverend Scot McComas, an ordained minister, is employed to serve St.-Martin-in-the-Fields Episcopal Church as Rector; and
Whereas St. Martin-in-the-Fields Episcopal Church does not provide a residence for its appointed ministers:
It is hereby resolved that the compensation to be paid to the Rev. Scot McComas for the calendar year 2017, and subsequent years unless amended, shall include an annual payment of $33,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
Joel Walker seconded the motion, and the motion carried.
Votes on Fund Transfer Recommendations from Outreach Committee:
Gil Kleinwechter moved the vestry approve moving $1000.00 from the Outreach budget to the Benevolence Fund. Elizabeth Mason seconded the motion, and the motion carried.
Gil Kleinwechter moved the vestry create a 4Saints Food Pantry temporarily restricted fund and move the remaining St. Luke’s Food Pantry funds to it. Linda Snow seconded the motion, and the motion carried.
Gil Kleinwechter moved the vestry create an ERD Water Project temporarily restricted fund and move $500.00 from the Outreach budget to it. Kathy Wilkinson seconded the motion, and the motion carried.
Gil Kleinwechter moved the vestry create a Stop Hunger Now temporarily restricted fund and move the remaining Outreach 2016 funds to it.
Gil Kleinwechter moved the vestry create an EYE Event 2017 temporarily restricted fund and move the remaining Trunk-or-Treat monies into it. Linda Snow seconded the motion, and the motion carried.
Gil Kleinwechter moved the vestry create a Seminarian temporarily restricted fund and move the remaining $500.00 Seminarian Support to that fund. Joel Walker seconded the motion, and the motion carried.
Stewardship Report
Gil Kleinwechter reported that number of pledges received to date and the resulting total pledged so far falls far short of the funds needed for the proposed 2017 budget. He and DJ Mitchell reviewed the financial numbers once again to emphasize the importance of the follow-up calls vestry members will be making. Kleinwechter asked that everyone complete their calling by Wednesday if at all possible.
St. Martin’s Episcopal School
School enrollment currently stands at 69 students. A great end-of-year program was held Thursday with Santa in attendance. Consideration will be given in the future to the possibility of providing childcare before and after school hours to reach working parents.
Diocesan Information
Convention 2017: Joel Walker reported that the next regular convention of the Diocese of Fort Worth will be held November 10-11, 2017, at the Cleburne Convention Center.
Presiding Bishop to Visit: The Most Rev. Michael Curry will be visiting the Diocese of Fort Worth Thursday, Friday and Saturday, April 6, 7, 8 , 2017. The schedule for his visit will be available at a later date.
Diocesan Bishop to Visit: The Rt. Rev. J. Scott Mayer will be at St. Martin-in-the-Fields Episcopal Church on April 2, 2017, and will be confirming and baptizing at that visit.
Executive Council to Meet: The next meeting of the Executive Council of the Diocese of Fort Worth will be January 21, 2017.
Junior Wardens’ Report
Parking Lot Striping: One bid has been received for striping St. Martin’s parking lot. Jr Warden Busey will solicit 2 more bids as required in order for the vestry to vote on the matter.
Reimbursement for Lightning Damage: Notification has been received that Church Insurance Corporation is reimbursing St. Martin’s for the recent damage caused by lightning. The actual reimbursement check will come from the diocese.
Illumination for Driveway Entrances: Options are being explored to make the driveway entrances more visible in darkness. Small reflectors are being put up on a temporary basis.
Senior Warden’s Report
No report.
Senior Warden Elect Report
No report.
Rector’s Report
Nominees for Vestry Election 2017: The rector stated that Mary Beth Butler has agreed to run for vestry as has Jim Bedell. Two other persons are needed to fill the four vacancies that must be filled by election at the Annual Meeting 2017. Some vestry members have contacted other persons who are currently considering running for vestry. He asked that vestry members forward names of any nominees to him.
Church Social Media Policy
Consideration of a Social Media Policy was referred to the Communications Committee for consideration in 2017.
Upcoming Events / Announcements
January Regular Meeting – January 15, 2017.
Parish Annual Meeting – January 29, 2017 12:15 PM.
Called Vestry Meeting – January 29, 2017 immediately following the Parish Annual Meeting
Closing Prayer
The meeting adjourned at 3:30 PM with prayer by Cyndy Sulots.
Respectfully submitted,
Glenda Morehead
Clerk
by Alan Bentrup | Dec 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
September 18, 2016
Present: Jim Bedell, Jack Bolerjack, Charles Busey, Gil Kleinwechter, Elizabeth Mason, Courtney Mullaney, Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson: Scot McComas, Rector; DJ Mitchell, Treasurer.
Not present: Ike Ogbue, Cyndy Sulots; Glenda Morehead, Clerk.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, September 18, 2016, at 12:35 PM in the East Parish Hall. The meeting opened with prayer by the Rector. In the absence of the clerk, Joel Walker acted as clerk pro tem for the meeting.
Consideration of Minutes
Jim Bedell moved the minutes of the August 21, 2016 meeting be approved as distributed. Kathy Wilkinson seconded the motion, and the motion carried.
Treasurer’s Report
Treasurer’s Report Accepted: The Treasurer reviewed the monthly financial reports and his notes on them. (See attached.) He stated that at the current rate there will be a possible shortfall of as much as $20,000.00 by end of 2016. Kathy Wilkinson moved the treasurer’s report be accepted as presented. Jim Bedell seconded the motion, and the motion carried.
Scrip Program Phase-Out: Vestry members were reminded of the analysis of the Scrip Program by the Auditing Committee which showed that an inventory of $10,000.00 produces an annual income for St. Martin’s of only $660.00, which the committee determined was not financially productive, considering the intensive work necessary from a volunteer staff. The Auditing Committee recommends purchase of no more scrip and phasing out the program over the coming months. The rector and Patricia Pannell, Director of the Scrip Program, have consulted on the matter. The recommendation of the Auditing Committee will be followed. The expectation is that the scrip program will end by year end.
Planned Giving Presentation: DJ Mitchell and Gil Kleinwechter gave information on a planned giving program for St. Martin’s. Although setting up such a program is work intensive, the benefits for the church would extend far into the future. More details will be provided later.
St. Martin’s Episcopal School
The rector reported that current enrollment at the school is 72 students. The student tracking computer program that the school has been using for many years is outdated. There are other programs that are specifically created for use by schools; research is being done as to the cost and feasibility of such a program for St. Martin’s School.
Diocesan Information
Joel Walker announced that the diocese will be reinstituting the Risk Audit program at the request of the Church Insurance Corporation. Some details of the process were presented to the standing committee at their meeting.
Junior Wardens’ Report
Roof Inspection Update: Jr. Warden Busey reported that the roof is being inspected and the cause of some of the leaks has been determined. More information will be presented as it becomes available.
Water Bills: The review of water bills from both Southlake and Keller continue to ensure there is no double billing. Investigation is also being done as to outdoor water usage on campus.
New Dishwasher: There is now a new dishwasher in the office kitchen thanks to Constance Smith of Fever United.
Senior Warden’s Report
Soccer Field Damage: Senior Warden Kleinwechter stated that discussion is ongoing with Fever United about the vandalism to the soccer fields. Both Fever and the church want to find a resolution to what appears to be a problem caused by unknown persons driving on the fields after heavy rains.
Damage to Electronic Equipment: Many pieces of electronic equipment of both the church and school were damaged by recent lightening strikes which apparently entered through the Verizon lines. Some repairs have been done, others are pending.
Gymnasium: Senior Warden Kleinwechter reported that Constance Smith, director of Fever United, continues to talk to potential donors for a gymnasium. A meeting with Smith to discuss some concerns from the donors will take place next week.
Rector’s Report
Diocesan Delegate Appointed: The rector announced that he has appointed alternate delegate Mary Beth Butler to serve as diocesan delegate in the place vacated by Gregory Anderson’s resignation. He thanked Anderson for his previous service and Butler for taking on such an important role for St. Martin’s.
Vote to Change Signers on St. Martin’s accounts with Liberty Bank
Jim Bedell moved the vestry approve the removal of the following individuals as authorized signers on the financial accounts of St. Martin-in-the-Fields Episcopal Church held with Liberty Bank:
Phyllis Bess Diana Panther
Flo Lowrey Helen Simpson
Sue Mitchell Douglas Watson
And the addition of the following as authorized signers on Liberty Bank accounts:
Kerry Angle DJ Mitchell
Jean Freitag Jeniffer Varley.
The account numbers of such accounts with the persons authorized as the signers on each are to be listed in the authorization letter written to Liberty Bank.
Kathy Wilkinson seconded the motion, and the motion carried.
Upcoming Events / Announcements
Stop Hunger Now – September 24
Newcomers Party – October 1, 6 PM
Festival in the Fields – October 15, 11 AM – 3 PM
Ministry Liaison Reports – October 16
Ordination of Lisa Nielson as Priest – October 22, St. Thomas Episcopal Church, College Station
Now What – Buildings for a New Tomorrow – October 28
Honoring Military and Spouses – November 12 and 13, all services
Adjournment and Closing Prayer
The meeting adjourned at 2:45 PM with prayer by Jim Bedell.
Respectfully submitted,
Joel Walker
Clerk, pro tem
by Alan Bentrup | Dec 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
August 21, 2016
Present: Jim Bedell, Charles Busey, Gil Kleinwechter, Elizabeth Mason, Courtney Mullaney, Ike Ogbue, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden, Kathy Wilkinson: Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Jack Bolerjack.
Also present: Linda and Richard Seeber.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, August 21, 2016, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Rector.
Donation of Kitchen Items
Linda Seeber came before the vestry to request the vestry approve the donation of place settings of dishes, flatware and glasses to Refugee Services of Texas. The place settings of the items would be placed in boxes, four settings per box and stored at the home of Becky Snell. They would be delivered to RST clients when needed to assist in setting up their households. Elizabeth Mason moved the vestry approve donation of the items as proposed. Linda Snow seconded the motion, and the motion carried.
Consideration of Minutes
Kathy Wilkinson moved the minutes of the July 17, 2016 meeting be approved as distributed. Jim Bedell seconded the motion, and the motion carried.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports for July, 2016, which are attached and made a part of these minutes. Courtney Mullaney moved the reports be accepted as presented. Jim Bedell seconded the motion, and the motion carried. Treasurer Mitchell stated that in September using only the expense side of the budget he will begin to create the expense side for the 2017 budget. With the assistance of Jim Hazel of Baird Investments he also plans to provide a list of ways church members can bequeath all or part of their estates to their church.
St. Martin’s Episcopal School
The rector reported that enrollment for the fall term currently stands at 74 students. Cindy James has resigned as director of the school and Serin Stanford has been hired to take her place. Other changes to the school staff are Jennifer Thompson, Carol Moroney and Melissa Solomon.
Junior Wardens’ Report
Sign Replacements: Jr Warden Busey reported that all the signs around the fields have been redone at a cost of only $245.00.
Fire Inspection: The Fire Marshall inspected all the buildings and provided a list of items needing correction. Most items were minor problems and either have been addressed or will be corrected shortly. The major item she cited is the necessity for maximum occupancy capacity signs which must be visible on the walls of the church room and both parish halls. The signs are to be in place within sixty days. The jr. warden will determine the maximum occupancy for the various rooms, so that the needed signs can be installed.
Vote to Accept Picnic Benches: Nancy Wieden wishes to provide picnic benches for the use of St. Martin’s. The wood benches would be convertible to use as picnic tables and would be finished by Neill Rinker. Gil Kleinwechter moved the vestry vote to accept the gift of the picnic benches as proposed. Cyndy Sulots seconded the motion, and the motion carried.
Senior Warden’s Report
Anti Virus Protection: Initial set up will take place on Tuesday to monitor the computers of both church and school. Protection from viruses will begin as soon as the monitoring is in place.
Vestry Nominees: Senior Warden Kleinwechter asked that all vestry members whose terms will end with the annual meeting January 2017 begin now to seek out replacements for themselves for the vestry. Frequently those asked need time to consider accepting such responsibility.
Vestry Christmas Party: The senior warden invited all vestry members, the clerk and treasurer and all their spouses to a Christmas Party at the Kleinwechter home on December 3 after the 5 PM service. More information will be available closer to the date.
Naming of Halls, Buildings and Rooms: There are a variety of names used for the various halls, rooms and buildings at St. Martin’s. Information about where to go for gatherings and events is difficult when there is no consistency as to the names used. In an effort to provide clarity the vestry is being asked by the Communications Committee to determine what names are to be used in all announcements and communications going forward. Linda Snow provided background on some of the persons whose names have been suggested. (The list is attached.) The senior warden asked all vestry members to research, consider and determine what names they believe should be used and come prepared to vote on the matter at the September meeting. Vestry members may solicit suggestions from others not members of the vestry.
Rector’s Report
Worship Service Appointments: The rector announced that Deneice Woods was installed as verger for St. Martin’s on July 31. Joe Panther has been appointed director of the acolytes.
Stewardship Chair: The rector has appointed John Wieden to head the Stewardship Campaign in fall 2016. Ike Ogbue will act as liaison to the stewardship chair. Pledge cards for 2017 will blessed at all services the weekend of November 5 – 6.
Newcomers Dinner: Paula Maddon, who heads the Radical Hospitality and Newcomers Committee, has announced that the next party for newcomers to St. Martin’s will be held at 6 PM on October 1. All vestry members are expected to attend. The main course will be provided, and vestry members with last names beginning A – M are asked to provide appetizers (and a 6-pack of beer if they wish); those with last names N – Z are asked to provide desserts (and a bottle of wine.) The church ministries to be highlighted during the evening will be announced later. Childcare will be provided.
Honoring the Military: At all services November 12 and 13 the military members and veterans present at the services and their spouses will be honored and receive a special blessing.
Ordination of Lisa Nielson: Lisa Nielson will be ordained to the priesthood on October 22, 2016 at 11 AM in the Episcopal Diocese of Texas at St. Thomas Episcopal Church, College Station. The rector will be out of town and cannot attend. Gil Kleinwechter and Joel will act as presenters for Nielson on behalf of St. Martin’s.
Artists in our Community: On a quarterly basis St. Martin’s will be holding an event highlighting an artist in our local community. The events will take place the second Saturday of September, December, March and June from 6 to 8 PM. Beverages and cheese will be served and those attending will have the opportunity to meet the artist being highlighted, see examples of the person’s art and hear his or her story. The first such event will be held September 10 and will highlight Rhonda Ackley, whose medium is clay.
Vestry Acceptance of Audit Committee Report
Joel Walker moved the vestry accept the Audit Committee Report (copy attached) and that it be forwarded to the diocesan treasurer as required by canon. Jim Bedell seconded the motion, and the motion carried.
Vestry Vote to Change Credit Card Authorized Users
Jim Bedell moved that the vestry adopt the following resolution:
Whereas Cindy James has resigned as director of St. Martin’s Episcopal School, and is no longer associated with St. Martin-in-the-Fields Episcopal Church
That the vestry of St. Martin-in-the-Fields Episcopal Church request removal of Cindy James, holder of credit card no.################ as an authorized cardholder on the credit card account of St. Martin-in-the-Fields Episcopal Church, and that the credit card previously issued to her be removed from the account.
And whereas Serin Stanford is now the director of St. Martin’s Episcopal School, she be added as an authorized cardholder on the account, and a credit card be issued in her name.
All previous restrictions regarding “cash back” or “cash advance” are to continue to apply.
The credit card in the name of Cindy James is to be destroyed.
Ike Ogbue seconded the motion, and the motion carried.
Upcoming Events / Announcements
Art at St. Martin’s – September 10, 6 – 8 PM
Stop Hunger Now – September 24
Newcomers Party – October 1, 6 PM
Festival in the Fields – October 15, 11 AM – 3 PM
Ministry Liaison Reports – October 16
Ordination of Lisa Nielson as Priest – October 22, St. Thomas Episcopal Church, College Station
Now What – Buildings for a New Tomorrow – October 28
Honoring Military and Spouses – November 12 and 13, all services
Vote to Adjourn and Closing Prayer
Courtney Mullaney moved the meeting be adjourned. Jim Bedell seconded the motion, and the motion carried. The meeting adjourned at 1:55.PM with prayer by Elizabeth Mason.
Respectfully submitted,
Glenda Morehead
Clerk
