by Alan Bentrup | Dec 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
July 17, 2016
Present: Jim Bedell, Jack Bolerjack, 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.
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.
Consideration of Minutes
Jack Bolerjack moved the minutes of the June 26, 2016, meeting be approved as corrected. Jim Bedell seconded the motion, and the motion carried.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports and drew vestry members’ attention to his notes attached to the reports. The reports and notes are attached and made a part of these minutes. Jack Bolerjack moved the vestry accept the reports and notes as presented. Cyndy Sulots seconded the motion, and the motion carried.
Resolution to Establish a Credit Card Account
Courtney Mullaney moved the adoption of the following resolution:
That the vestry of St. Martin-in-the-Fields Episcopal Church request the establishment of a credit card account with a cumulative credit limit of $13,000.00, St. Martin-in-the-Fields Episcopal Church to be the responsible party. Credit cards issued on such account are to be in the names of the following persons:
- Scot McComas
- Anika Barbarito
- Corrie Cabes
- Cindy James
- Amy Pirk.
No authorization is given for any “cash back” or “cash advance” to any cardholder.
Joel Walker seconded the motion, and the motion carried.
St. Martin’s Episcopal School
The rector reported that there are currently 69 students enrolled for the fall term. It is expected that enrollment will increase as the time for school opening comes closer.
Deanery to Meet
Joel Walker announced that Fort Worth East Deanery will meet at St. Luke’s in the Meadow Monday, July 25 at 7 PM. All delegates and alternates are expected to attend.
Junior Wardens’ Report
Bids for Cabinet Construction: Jr. Warden Busey reported that some maintenance projects have been completed in preparation for the fall. Additional cabinets are still needed in the educational building. He will solicit the necessary three bids for the vestry to consider.
Signage on the Fields: The signs on the fields need to be replaced with more durable signs and the wording on the signs needs to be consistent.
Senior Warden’s Report
Vote on Computer Security: Other consultants the senior warden has contacted have endorsed the package presented by Computer CPR, and the prices quoted by others are equivalent. He then assessed what is the most pressing need and determined that the answer is virus protection and regular back-ups of work. The rector stated that all staff have been instructed to back up their work at the end of every work day. Gil Kleinwechter moved the vestry approve contracting Computer CPR to manage virus protection of St. Martin’s computers – including an initial set up fee – with a cost of $7.00 per computer per month following set-up. Jim Bedell seconded the motion, and the motion carried.
Update on Gymnasium: Constance Smith remains very focused on the possibility of Fever’s being able to help achieve the construction of a gymnasium at St. Martin’s. No details are available at this time.
Firearms Open Carry Information: In speaking with law enforcement experts the senior warden has learned that the policy previously adopted by St. Martin-in-the-Fields Episcopal Church is in compliance with state law. No changes in the policy are needed. Firearms are not welcome on the campus.
Vote on and Signing of Letter of Support for Lisa Nielson
Cyndy Sulots moved the vestry vote to support Lisa Nielson for ordination to the priesthood and sign the necessary letter of support. . Elizabeth Mason seconded the motion, and the motion carried. The completed letter of support will be forwarded to the bishop and commission on ministry of the diocese.
Upcoming Events / Announcements
Audit of St. Martin’s 2015 Financial Records – July 30
Outreach Grant Application Deadline July 31
Audit Report Accepted and Forwarded to Diocese by September 1
Stop Hunger Now – September 24
Festival in the Fields October 15
Ministry Liaison Reports – October 16
Now What – Buildings for a New Tomorrow – October 28
Vote to Adjourn and Closing Prayer
Charles Busey moved the meeting be adjourned. Nancy Wieden seconded the motion, and the motion carried. The meeting adjourned at 1:45 PM with prayer by Courtney Mullaney.
Respectfully submitted,
Glenda Morehead
Clerk
by Alan Bentrup | Dec 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
November 20, 2016
Present: Jim Bedell, Jack Bolerjack, Charles Busey, Gil Kleinwechter, Courtney Mullaney, Ike Ogbue, Linda Snow, Cyndy Sulots, Joel Walker, Kathy Wilkinson: Scot McComas, Rector; Glenda Morehead, Clerk.
Not present: Elizabeth Mason, Nancy Wieden; DJ Mitchell, Treasurer.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, November 20, 2016, in the East Parish Hall. The meeting opened at 12:35 PM with prayer by the Rector.
Consideration of Minutes
Kathy Wilkinson moved that the minutes of the October 16, 2016, meeting be approved as distributed. Jim Bedell seconded the motion, and the motion carried.
Treasurer’s Report
In the absence of the Treasurer Senior Warden Gil Kleinwechter presented the monthly financial reports. (See attached.) Joel Walker moved the treasurer’s report be accepted as presented. Linda Snow seconded the motion, and the motion carried.
Prayer Shawl Ministry Fund Established: Gil Kleinwechter moved the vestry approve the establishment of a Prayer Shawl Fund to receive contributions to the Prayer Shawl Ministry. Joel Walker seconded the motion, and the motion carried.
First Draft of the Budget for 2017: Kleinwechter stated that the first draft of the budget for St. Martin’s for 2017 is now ready and will be sent out to vestry members shortly after this meeting. He reminded vestry members that this is just the first of probably several drafts.
Stewardship Report
Gil Kleinwechter reported that the Stewardship Campaign this year is tracking well with that of last year. Up to this weekend 87 pledges have been received, six of which are new. The total pledged to date is $324,719.00.
St. Martin’s Episcopal School
School enrollment currently stands at 69 students. Director Serin Stanford is working to make the administration of the school run smoother. There are no plans to raise tuition for the school for Fall 2017.
Diocesan Information
2016 Convention: Joel Walker reported on the convention of the Episcopal Diocese of Fort Worth held November 11 and 12 at All Saints School, Fort Worth.
Location not ADA Compliant: One concern that came out of the convention was that the location was not compliant with American with Disabilities Act (ADA) requirements for accessibility to all rooms used for the convention. The matter will be a part of the Convention Wrap-Up Meeting when it is held.
Elections: Chris Jambor is the new clergy member of the Standing Committee and Amy Haynie is president of the Standing Committee. Scot McComas is a clergy deputy to General Convention.
Racial Reconciliation: A resolution was passed at the convention to require 13 hours of Racial Reconciliation training for all persons in leadership roles in parishes. A diocesan trainer will come to every parish to conduct the training.
Junior Wardens’ Report
Jr. Warden Busey reported the following:
Parking Lot Striping: It has been learned that Ken Pritchett, a member of St. Martin’s has a company that stripes parking lots around our area. Busey will be talking with him about our needs.
Tree Pruning: Pruning of trees and shrubs around our property may be delayed until Spring 2017. Early Spring is the best time to prune plants in our area.
Replacement of Education Building Doors: Bids for replacement of the doors are to be available for consideration at the December meeting.
Senior Warden’s Report
Outreach Committee: As interim chair of the committee Senior Warden Kleinwechter reported that the committee is looking at all its programs and is hoping to up the budget for Outreach in 2017. Many programs will stand as they are today, some may be changed.
Support for Those on the Ordination Journey: The Diocese wants every church to pay $1,000.00 toward the education expenses of each of its members in seminary each semester. The 2017 budget needs to include that for Corrie Cabes for the fall semester 2017. Money may also be needed for the required psychological testing of Ayo Omoniyi.
Senior Warden-Elect
First Aid Kit Upkeep: Senior Warden-Elect Linda Snow is restocking the large first aid kits in both the church and education building. It appears that the restocking may be an ongoing need. Apparently supplies in the kits are used for non first aid needs at times.
AED and First Aid Instructions Needed: Snow will be scheduling instructions on use of the Automated External Defibrillator (AED) and how to administer first aid in an emergency for all vestry, ushers and others needing training. She stated that ideally every person responsible for providing help in an emergency can do so calmly no matter what the circumstances.
Rector’s Report
Festival in the Fields: The rector thanked everyone who took part in the Festival. The weather cooperated, and the day provided a wonderful time out for those who attended. The many hours of planning and work necessary were exhausting for those responsible, however. Serious examination will be involved to determine what changes need to be made if the event is to continue. In its current form the event requires too much from those involved. Clarity of purpose will be the first step in the examination.
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. He asked that vestry members forward names of any nominees to him.
Service Animal Request: ADA rulings on service animals specifically exempt places of worship from the requirements to allow service animals to be present. St. Martin’s does want to be welcoming to everyone, however. The person who plans to bring her service animal to services has presented documentation that the dog is fully trained and certified. The rector will contact the owner to see what suggestions she has to ease accommodations for the animal in church services.
Scrip Program Discussion
Joel Walker reported that he has been asked by several members of the parish to express their upset over the vestry decision to discontinue the Scrip Program at the recommendation of the Auditing Committee. Although the program in its current form will be phased out, investigation will be undertaken after the first of the year to determine if it can be re-instituted in some other form. Courtney Mullaney will begin the investigation by contacting other members of the Auditing Committee to ascertain what recommendations they might have to make the program more fiscally compliant.
Upcoming Events / Announcements
December Regular Meeting – December 18, 2016.
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 3:05 PM with prayer by Gil Kleinwechter.
Respectfully submitted,
Glenda Morehead
Clerk
by Alan Bentrup | Dec 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
October 16, 2016
Present: Jack Bolerjack, Charles Busey, Gil Kleinwechter, Courtney Mullaney , Ike Ogbue, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden: Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Jim Bedell, Elizabeth Mason, Kathy Wilkinson.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, October 16, 2016, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Rector.
Consideration of Minutes
Gil Kleinwechter moved that the minutes of the September 18, 2016, meeting be approved as distributed. Linda Snow seconded the motion, and the motion carried.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports. (See attached.) Joel Walker moved the treasurer’s report be accepted as presented. Ike Ogbue seconded the motion, and the motion carried. Treasurer Mitchell stated that he will have a draft budget available for the November meeting.
Stewardship Report
Stewardship minutes are being presented at every church service. Church ministries are also being highlighted to give parishioners insight as to some of the work that is funded by their giving. Next week the Youth Mission Trip program will be highlighted. Celebration Sunday will be November 6 with a Potluck Luncheon following the 10:30 AM service. Calls will be made in January to any contributors who have not yet pledged for 2017.
St. Martin’s Episcopal School
School enrollment currently stands at 70 students. Departure of some students was caused by the students being accepted into public school programs.
Vestry Vote on New School Software Program: The school administration staff has requested that the purchase of the Childcare Manager Software Program be included in the budget for 2017. (Copy of the proposal attached.) Charles Busey moved the vestry approve inclusion of the program costs as presented be included in the 2017 budget as requested. Courtney Mullaney seconded the motion, and the motion carried.
VPiC Volunteers for Special Services
Volunteers are needed to serve as Vestry Person in Charge for services Thanksgiving Day and all Christmas services. Vestry members volunteered for the services. A copy of the volunteer schedule will be provided to all vestry members and to the schedulers.
Diocesan Information
2016 Convention: The 2016 Convention of the Episcopal Diocese of Fort Worth will be held November 11 and 12 at All Saints School, Fort Worth. Convention is scheduled to open with Holy Eucharist at 4 PM Friday, with the first business session opening at 7:50 PM. Closing of convention is scheduled for 4 PM Saturday with various committee meetings to follow. Further details are available on the diocesan website.
Racial Reconciliation: Very soon the diocese will require anti-racism training for all vestry members and all in leadership roles in parishes. Currently the expectation is that 72 hours of training will be required for certification.
Ministry Liaison Reports
The quarterly Liaison Reports of the following Ministries of St. Martin’s are attached and made a part of these minutes: Adult Education, Children, Communications Committee, Outreach, Pastoral Care, Radical Hospitality, Worship, Youth. The rector thanked all vestry members for their work with the church’s ministries.
Junior Wardens’ Report
Jr. Warden Busey reported the following:
Roof Leaks Update: Efforts to to correct the recurring roof leak problems will come in 2017. Any additional costs will be included in the budget for 2017.
Water Bill Sharing: St. Martin’s has an agreement with Fever United under which Fever will pay 60% of the water bills. To date in 2016 they have paid $500.00 and planned to pay an additional $3,000.00. Fever gifted St. Martin’s with a dishwasher for the office kitchen. The rector recommended that in light of the gift they pay $2,500.00 for the water bill, and they have done so.
Replacement of Education Building Doors: Three estimates have been received on replacement of the doors, but no actual bids (resulting from on site examination by the contractors) have been produced yet. If the bids are provided in time, the matter will be considered at the November vestry meeting.
Senior Warden’s Report
Stop Hunger Now: Senior Warden Kleinwechter thanked all vestry members and church leaders who took part in St. Martin’s’ first participation in this program. There was a large group who participated, and those who did are asking that it be a part of the Outreach programs for 2017.
Gymnasium Update: When he met with the potential donors they expressed concerns with dealing with City of Southlake. He was able to lessen their concerns by explaining that the church has plans that include a gymnasium, and the plans have already been approved by the city. Kleinwechter hopes to continue to work toward a gymnasium when his vestry term ends.
Labyrinth Bricks Moved: Gil and Mark Kleinwechter have moved all the labyrinth bricks inside the fenced area of St. Martin’s property. The vestry thanked them for their work.
First Aid Kit Upkeep: It has been learned that there is no regular oversight over the first aid kits in either building to ensure that each contains the recommended supplies. Linda Snow took on the responsibility of first aid kit upkeep.
Rector’s Report
Memorial Garden Fall Beautification: The rector thanked Cathy Tolliver and her eight volunteers for their work to keep the Memorial Garden a place of remembrance, peace and beauty.
Nominees for Vestry Election 2017: At the called vestry meeting following the Annual Meeting on January 31, 2016, Jim Bedell volunteered to serve out the last year of Bob Bess’s vacant term on the vestry. That term ends with the Annual Meeting 2017. Bedell has agreed to run for a full three-year term. The rector reminded vestry members that Bedell’s willingness to serve again means that only three other nominees are needed. He asked that vestry members forward names of any nominees to him.
VPiC Duty Changes: The list of duties of Vestry Person in Charge at the various services has changed. He will review the current list to ensure that it is updated and currently correct. The updated list will be provided to vestry members as soon as possible.
Rector on Vacation: The rector will be on vacation October 17 through October 29. He plans to be with his mother in Florida. He can still be reached by email and text. He asked for prayers for his mother, Mary, who will undergo surgery while he’s there.
Upcoming Events / Announcements
Ordination of Lisa Nielson as Priest – October 22, St. Thomas Episcopal Church, College Station
Now What – Buildings for a New Tomorrow – October 28
Commitment Sunday and Celebration Pot Luck – November 6
Diocesan Convention – November 11and 12, All Saints School
St. Martin’s Feast Day Weekend – November 12 and 13
Honoring Military and Spouses – November 12 and 13, all services
Parish Annual Meeting – January 29, 2017 12:15 PM.
Vote to Adjourn and Closing Prayer
The meeting adjourned at 2 PM with prayer by Linda Snow.
Respectfully submitted,
Glenda Morehead
Clerk
by Alan Bentrup | Dec 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
June 26, 2016
Present: Jim Bedell, Jack Bolerjack, Charles Busey, Gil Kleinwechter, Courtney Mullaney, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden, Kathy Wilkinson: Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Elizabeth Mason, Ike Ogbue.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, June 26, 2016 in the East Parish Hall. The meeting opened at 12:23 pm with prayer by the Rector.
Consideration of Minutes
Kathy Wilkinson moved the vestry approve the minutes of the May 15, 2016 vestry meeting as distribued. Linda Snow seconded the motion, and the motion carried. Joel Walker moved the vestry approve the minutes of the June 5 called meeting as distributed. Cyndy Sulots seconded the motion, and the motion carried.
Treasurer’s Report
May Financials Accepted: The Treasurer reviewed the monthly financial reports. (See attached.) He remarked that they show that the school financials are in good shape at present. He will provide projections for financial expectations through the end of 2016 at the July meeting. Courtney Mullaney moved the vestry accept the financial reports as presented. Jack Bolerjack seconded the motion, and the motion carried.
Memorial Garden Maintenance Funding: The treasurer reported that undesignated monies totaling $1450.00 are available for use on the Memorial Garden. Cyndy Sulots moved the vestry approve usage of Memorial Garden Funds up to a total of $1450.00 for maintenance of the Memorial Garden. When or if maintenance over and above that total is needed, a vote by the vestry will be required. Jim Bedell seconded the motion, and the motion carried.
Festival in the Fields Line of Credit: Kathy Wilkinson reviewed the projected budget for the October Festival in the Fields. (See attached.) Jack Bolerjack moved the vestry approve a line of credit for the Festival of up to $2000.00, funding to come under the Hospitality budget line. Cyndy Sulots seconded the motion, and the motion carried.
Rector’s Sabbatical Funding Plans: The rector provided information on the sabbatical after each five years of service that is one of the provisions in his letter of agreement with St. Martin’s. This is commonplace in letters of agreement for rectors across the church. The parish must provide time and funding for such sabbatical. Since he came to St. Martin’s in 2015, his first sabbatical will be due in 2020. The treasurer is compiling information on the Five Year Budget he will present at a later time and will include the rector’s sabbatical in that budgeting as well as the annual budgets.
St. Martin’s Episcopal School
The rector announced that 66 students are now enrolled for the fall term. As the opening of school draws closer, it is expected that the number will be larger. No traditional kindergarten classes will be offered this year; instead there will be transitional kindergarten for children who would benefit from that environment. The school board meets Tuesday evening.
Diocesan Information
Joel Walker, a member of the Standing Committee of the diocese, reported that Bishop Mayer will be on his sabbatical July 1 through October 31. In his absence his various duties will be covered by the standing committee, the canon to the ordinary and the assistant bishops.
Junior Warden’s Report
Junior Warden Busey announced that the overflow drain on the church building over the door to the office area is stopped up again and needs to be cleaned out and the air conditioner in the parish hall kitchen is not working. There are also other small routine maintenance jobs that need to be addressed.
Senior Warden’s Report
Thank Yous: Senior Warden Kleinwechter reiterated the recognition and thanks to volunteers in his written report which is attached and made a part of these minutes.
Computer Security Proposal: Discussion of the matter will be deferred to the July meeting; he is still soliciting specific information and cost breakdowns from vendors.
Rector’s Report
Audit Committee: The rector announced Paula Jefferson, CPA and member of St. Martin’s, has agreed to chair the 2016 Audit Committee. He has asked her to appoint the other members of her committee. The committee will be auditing St. Martin’s 2015 financial records on July 30, 2016 starting at 9:30 AM. Vestry acceptance of the audit is required before it can be forwarded to the diocese by September 1.
Continuing Education for Communications Director: $1,000.00 of money budgeted for the rector’s continuing education money has been provided to Susan Kleinwechter to attend a “Leading in a Changing Church” conference in Austin. The rector himself would have attended but, due to a family wedding, he is grateful Susan represented our church.
Upcoming Events / Announcements
Audit of 2015 Finances – July 30
Outreach Grant Application Deadline July 31
Audit Report Accepted and Forwarded to Diocese by September 1
Stop Hunger Now – September 24
Festival in the Fields October 15
Ministry Liaison Reports – October 16
Vote to Adjourn and Closing Prayer
Jim Bedell moved the meeting be adjourned. Kathy Wilkinson seconded the motion, and the motion carried. The meeting adjourned at 1:33 PM with prayer by Joel Walker.
Respectfully submitted,
Glenda Morehead
Clerk
May 2016 – Senior Warden Report
- Brotherhood, Hospitality and Volunteers – I want to thank these groups in particular for their continued service to St. Martins. These people have helped setup and take down at the events at St. Martins. This is usually done behind the scenes and with little fanfare. While I understand and respect their desire to not seek recognition I want thank them. They are a huge help to St. Martins and I am thankful for all of their efforts!
Admission to Postulancy – Ayo Omoniyi
by Alan Bentrup | Dec 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
June 5, 2016
Present: Jim Bedell, Gil Kleinwechter, Courtney Mullaney, Ike Ogbue, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden, Kathy Wilkinson; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Jack Bolerjack, Charles Busey, Elizabeth Mason; Scot McComas, Rector; DJ Mitchell, Treasurer.
A called meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, June 5, 2015, at 12:30 PM in the chapel. The meeting was called to consider a computer security proposal that was first presented at the May 15, 2016, vestry meeting. At 12:17 PM the meeting opened with prayer by the senior warden who chaired the meeting in the absence of the rector.
Consideration of the Computer Security Proposal
At the May meeting when the proposal was first presented, there was no breakdown of costs of the various elements of the plan. The senior warden brought a revised proposal that included the requested pricing details and explained what each would mean for St. Martin’s. The proposal is attached to and made a part of these minutes. Decision on the proposal will be made at the regular vestry meeting on June 26, 2016. The finance committee will be asked to prepare a recommendation to the vestry for that meeting and the senior warden will do further research on the company providing the proposal.
Motion to Adjourn and Closing Prayer
Joel Walker moved the meeting be adjourned, Jim Bedell seconded the motion and the motion carried. The meeting closed at 12:50 PM with prayer by Gil Kleinwechter.
Respectfully submitted
Glenda Morehead
Clerk
Please note: Next regular vestry meeting Sunday, June 26, 2016, 12:30 PM, East parish Hall.
by Alan Bentrup | Dec 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
May 15, 2016
Present: Jim Bedell, Jack Bolerjack, Charles Busey, Elizabeth Mason, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell , Treasurer.
Also present: Jim Hazel of Baird Investments, Ron Hitchcock.
Not present: Gil Kleinwechter, Courtney Mullaney.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, May 15, 2016, at 12:30 PM in the West Parish Hall. The meeting opened with prayer by the Rector at 12:47 PM.
Baird Investment Presentation – Planned Giving Overview
The Rev James Hazel, Episcopal priest and Baird investment consultant, stated that although believers are charged from earliest biblical times to plan for disposition of their assets after their deaths, most churches are uncomfortable providing information and recommendations in that regard to their members. He complimented the leaders of St. Martin’s for their willingness to assist its members, from the youngest to those members most advanced in age. He provided a brief overview of some of the options available for planned giving and expressed his willingness to help in any way possible. He cautioned vestry members to remember that planned giving is a complex issue and education regarding it is not a quick process. He is available to act as the consultant to St. Martin’s in creating a plan to start the discussions with parishioners. The rector thanked him for his continuing willingness to help.
Labyrinth Update
Ron Hitchcock announced that due to the difficulties encountered from City of Southlake regarding a concrete labyrinth, he recommends creating a labyrinth without a concrete slab and increasing the size to forty-two feet. Most of the work could be done with volunteer labor, but there would be a cost for the stencil needed for the design and for an appropriate product to use for the lines. The location would remain the same. DJ Mitchell will put together the proposed financial package and they will create a construction plan and return for vestry consideration at a later date. The vestry agreed to consider the labyrinth proposal when they return.
Minutes Approved
Joel Walker moved the minutes of the March 20, 2016 vestry meeting be approved as distributed. Kathy Wilkinson seconded the motion and the motion carried. Joel Walker moved the April 17, 2016 meeting be approved as distributed. Kathy Wilkinson seconded the motion and the motion carried.
Treasurer’s Report
The Treasurer reported that pledge statements for the first quarter went out. To date there have been very few questions regarding the statements. All questions will be researched in the effort to ensure that all contributions to St. Martin’s are carefully tracked. He reviewed the monthly financial reports. (See attached.) Kathy Wilkinson moved the financial reports be accepted as presented. Cyndy Sulots seconded the motion and the motion carried.
St. Martin’s Episcopal School
Fundraiser Update: As of this date gross income from the recent school fundraiser stands at $11,272.00 with a net of $9,860.00. The rector expressed his gratitude to all who worked so tirelessly to make the event a success.
Fall Enrollment Update: Enrollment for the fall school term currently stands at sixty-one students.
Junior Warden’s Report
Church Gutters Clean: The rector praised Jr. Warden Busey who keeps the gutters of the church building cleaned out.
Tree Removal: The Bradford Pear tree at the front end of the church sidewalk broke in the recent storms, and the broken section is currently lying on the ground. The jr. warden announced that he has arranged to have the broken tree removed.
Maintenance Work Needed: The visitor sign that was displaced by the broken tree will be moved to a more convenient location. The large church sign at the front of the property is engulfed by bushes. They require frequent pruning, are unhealthy and need to be removed.
Senior Warden’s Report
The written report of the senior warden is attached and made a part of these minutes.
Rector’s Report
New Vestry Member Elected: The rector announced that Gregory Anderson has found it necessary to resign from his leadership roles at St. Martin’s including those as vestry member, co-jr. warden and diocesan delegate. Diocesan canons state that when a vestry seat is vacant the vestry has the authority to choose a replacement who serves the balance of the vestry term. Kathy Wilkinson moved the vestry elect Ike Ogbue to replace Gregory Anderson on the vestry. Elizabeth Mason seconded the motion, and the motion carried. Ogbue will serve until the parish annual meeting 2018, at which time he will be eligible for election to a full three-year term.
Computer Security Proposal: The vestry discussed the computer security proposal from Michael Young of Computer CPR. They deferred decision on the proposal until a breakdown of the necessity and cost of the various items is available.
Vote to Adjourn and Closing Prayer.
Joel Walker moved the meeting be adjourned. Jack Bolerjack seconded the motion, and the motion carried. The meeting adjourned at 2:50 PM with prayer by Cyndy Sulots.
Respectfully submitted,
Glenda Morehead
Clerk
Please note: Next regular vestry meeting Sunday, june 26, 2016 12:30 PM, East parish Hall.
May 2016 – Senior Warden Report
- Church IT Infrastructure – Susan Kleinwechter and I met with Michael (Mike) Young from Computer CPR regarding our IT infrastructure. As you know, Fr. Scot has had issues with viruses on his computer. Our computers do not have a single comprehensive security plan and our backups are minimal to non-existent. That was my assessment prior to discussing with Michael and he agrees. He has provided a proposal that I would like the vestry to review and vote upon. At a high level the proposal will secure our network, provide for regular backups and protect our PCs from viruses as much as possible. Susan and I agree that this is a smart thing to do for our church and school. The main question will be how to fund it. Since the school would benefit I would like for them to share in the cost.
- School Fundraiser – The school fundraiser was a great success. Anika and company provided a great meal and dessert. We had over 70 baskets for the silent auction! had 12 items for the live auction as well as a LOT of things to raffle. We had a good mix of people from the church as well as the school. As of the last count we had grossed $11,272 and have a net of $9,860! My thanks to Anika, Elizabeth Highsmith, the Brotherhood and all of the others that helped make it such a wonderful event.
- EYC Scavenger Hunt at Grapevine Mills Mall – I volunteered to help with the EYC scavenger hunt at Grapevine Mills Mall on April 24. It was a fun time watching the teens search for the clues over a couple of hours. I know from personal experience that it can be challenging to find activities that keep teens engaged, build friends, encourage teamwork and add a bit of God. We are blessed with a large and active youth group that is led by a Godly, dedicate person. Please take some time and thank Corrie for her hard work.
by Alan Bentrup | Dec 26, 2016 | Vestry Updates
by Alan Bentrup | Dec 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
April 17, 2016
Present: Gil Kleinwechter, Charles Busey, Gregory Anderson, Jack Bolerjack, Elizabeth Mason, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Carol-Lynn Walker, Deputy Clerk; DJ Mitchell, Treasurer.
Special Guest: The Rt. Rev. Sam Hulsey, Assistant Bishop of the Diocese of Fort Worth.
Not Present: James Bedell, Courtney Mullaney; Glenda Morehead, Clerk.
A regular meeting of the vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, April 17, 2016, at 12:30 pm in the chapel. The meeting opened with prayer by the rector.
Remarks by the Bishop
The rector introduced the bishop who then addressed the vestry. Among his remarks were the following:
- The Most Rev. Michael Curry, Presiding Bishop of the Episcopal Church, will visit the diocese in the future. The details have not been settled as yet.
- St. Martin’s has a wonderful school to be proud of.
- All our bishops are frustrated by the lawsuit.
- He asked what Bishop Mayer could do for us – there were no answers.
Vestry Ministry Liaison Reports
The rector explained our ministry liaison program.
- He asked the vestry members to introduce themselves and explain what ministries they work with.
- Each person introduced themselves and presented a brief explanation of the ministries involved (see reports submitted).
Treasurer’s Report
D J Mitchell presented the treasurer’s report. Gregory Anderson moved the report be accepted as presented. Joel Walker seconded the motion, and the motion carried.
Vote on Advances to the Benevolence Funds
The vestry had previously approved emergency transfers into the clergy benevolence funds, said transfers to be approved at the next regular meeting.
The treasurer proposed the vestry change the previous policy to allow an advance of up to two months into the clergy benevolence funds before a vestry vote is required to approve the transfers. An amendment was presented that the policy be in effect until changed or rescinded by vestry vote. Gregory Anderson moved the vestry adopt the proposed changes to the policy as amended. Kathy Wilkinson seconded the motion and the motion carried.
St. Martin’s Episcopal School
The rector presented the following information:
- Several people at Kellerfest showed interest in our school. They were provided with additional information.
- Enrollment for next year is over 55 students.
- Details for the coming school fundraiser were presented.
Jr. Wardens’ Report
The jr. wardens reported that only general maintenance items were worked on. Two of the 3 leaks have been fixed.
Senior Warden’s Report
Senior Warden Gil Kleinwechter reported that he and the Communications Director have met with Mike Young from Computer CPR to discuss our infrastructure, network and computer security, backups and other concerns. Young will be preparing a proposal for their review in the near future. After reviewing his proposal they will bring their findings and recommendations to the vestry. It is hoped that the results will be ready for the May vestry meeting.
Rector’s Report
The Rector reported on KellerFest – it was a success – see the school report.
Upcoming Events Presented:
KellerFest has been completed.
Confirmations with Bishop Hulsey have been completed.
The school fundraiser is scheduled for April 30.
- There will be no on-line auction this year.
- A list of items to be auctioned off has been sent out.
Stop Hunger Now program will be on September 24.
- 60 volunteers will be needed to make many meals.
Festival in the fields is set for Oct 15.
- The Brotherhood of St Andrews and the Daughters of the King will coordinate and present the festival.
- Kathy Wilkinson requested funding for start-up costs.
Clean Up after Coffee Hour
A discussion took place about who was to clean up after coffee hour. Vestry consensus is that clean up is the responsibility of the group or individuals responsible for hospitality that week.
Lunch and Prayer for May Meeting
Jack Bolerjack is to bring lunch for next meeting, Cyndy Sulots will do the closing prayer.
Vote to Adjourn and Closing Prayer
Kathy Wilkinson moved the meeting be adjourned. Nancy Wieden seconded the motion, and the motion carried. The meeting closed with prayer by Gil Kleinwechter.
Respectfully submitted,
Carol-Lynn Walker
Deputy Clerk
by Alan Bentrup | Dec 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
March 20, 2016
Present: Gregory Anderson, Jim Bedell, Jack Bolerjack, Charles Busey, Gil Kleinwechter, Elizabeth Mason, Courtney Mullaney , Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden, Kathy Wilkinson: Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, March 20, 2016, in the East Parish Hall. The meeting opened with prayer by the rector at 12:40 PM.
Consideration of Minutes
Gregory Anderson moved the minutes of the February 21, 2016, meeting be approved as distributed. Gil Kleinwechter seconded the motion, and the motion carried. Courtney Mullaney moved he minutes of the February 28, 2016, be approved as distributed. Jim Bedell seconded the motion, and the motion carried.
Treasurer’s Report
Treasurer DJ Mitchell reviewed the March financial reports. (See attached.) There is a new contract on the copy machine which is expected to save one cent per copy. Copier costs will continue to be monitored to determine if this is the case. Oversight of Financial Manager Kristen Kosla will continue for one month to ensure she is adequately trained. A meeting of the Finance Committee may be necessary before the April 17 vestry meeting. Gregory Anderson moved the treasurer’s reports be accepted as presented. Elizabeth Mason seconded the motion and the motion carried.
St. Martin’s Episcopal School
Enrollment for Next Fall: The rector reported that enrollment for the fall term is at 60 thus far.
School Fundraiser April 30: He distributed lists of neighboring merchants who have expressed an interest in donating items for the fundraiser. Vestry members are expected to contact these businesses and any other individuals who could donate items. Information on the items expected must be given to the parish administrator by April 9 so the booklet for the fundraiser may be printed and distributed prior to the event.
Junior Wardens’ Report
Labyrinth on Hold for the Present: Installation of St. Martin’s outdoor labyrinth has been delayed. City of Southlake is requiring more information than expected before issuing the necessary permit. The senior warden will determine if help can come from some sources outside the congregation in navigating the bureaucratic process. In addition, other options may be considered for the labyrinth installation.
Update on Building Gutters: Charles Busey has checked the rain gutters on the education building, and they remain free of leaves and debris. The rain gutter of the church appears to serve no useful purpose, except to allow accumulation of leaves and debris, resulting water cascading in unwanted areas, flooding the Memorial Garden. He plans to explore the possibility of removing the gutters from the church building.
Senior Warden’s Report
The senior warden will be emailing vestry members information on the vestry retreat at his home as the date draws nearer.
Rector’s Report
Fund Transfer Needed: There is $500.00 in the Memorial Fund that needs to be transferred to the Rector’s Benevolence Fund. Gregory Anderson moved the vestry approve the transfer of funds; Courtney Mullaney seconded the motion, and the motion carried.
Communications Position: The senior warden was excused from the meeting for this portion of the rector’s report. The rector brought for vestry consideration the Job Description for a salaried Communications Director. There were several recommendations for changes from vestry members. Gregory Anderson moved the vestry endorse the Job Description with the recommendations proposed. Kathy Wilkinson seconded the motion and the motion carried.
Having examined several other communications positions and discussed the matter with consultants, the rector announced that he is asking Susan Kleinwechter to accept the salaried position. Kleinwechter has been serving St. Martin’s as head of communications on a volunteer basis since early 2013. Vestry members concur that she is the logical choice. Funding for the position was included in the vestry-approved annual budget for 2016. Processing of the salary package will begin with the April 1, 2016 payroll with an effective date of January 1, 2016.
Upcoming Events / Announcements
Vestry Retreat April 2 – Cyndy Sulots will be unable to attend.
KellerFest April 15 – 16 – Vestry members are reminded that they previously signed up to man St. Martin’s booth.
Confirmation April 17 – The Rt. Rev. Sam Hulsey. The rector will invite Bishop Hulsey to attend the vestry meeting
Ministry Liaison Reports April 17
School Fundraiser April 30 – All vestry members are expected to take part.
Stop Hunger Now – September 24
Festival in the Fields October 15
Vote to Adjourn and Closing Prayer
Jim Bedell moved the meeting be adjourned. Nancy Wieden seconded the motion, and the motion carried. The meeting adjourned at 3:10 PM with prayer by Kathy Wilkinson.
Respectfully submitted,
Glenda Morehead
Clerk
March 2016 – Senior Warden Report
- Corrie Cabes asked to speak – Corrie was asked to speak at a meeting of the executive council of the Episcopal Church gathering in Fort Worth regarding joyful ministry (intergenerational ministry that we do at St. Martin’s). Specifically they asked her to speak on the sack lunch ministry with Union Gospel Mission. Presiding Bishop Curry was present! A report of the meeting along with a section on Corrie’s presentation can be found on the diocesan website. This is a great on so many levels. First, Corrie is a blessing for St. Martin’s. Her creativity and inclusion are helping us realize our goals for Outreach. Second, we are getting the word out. Our website, communication to our diocese and beyond are showing that we are striving to live our faith not just talk about it. Finally, we are focusing on serving instead of trying to fill seats in church. People of all ages want to live their faith not just hear about it on Sunday. Like the song says “They will know we are Christians by our love!”
- Fever United & Constance Smith – I spoke with Constance and informed her of our policy on guns. She has posted a notice on their website that includes a portion of my email as well as a link for the exact wording regarding conceal/open carry. I let her know that if the parents that had mentioned funding a gym were still interested in doing something that we have clearance from the diocese to proceed. I also informed her that we are proceeding with a labyrinth so expect to construction in front of the church soon. I want to note that I always ask her what we can do for her and Fever. She appreciates our willingness to help but she is far more interested in helping us. We are truly blessed to have our relationship with Constance and Fever.
- Young Adult Group – At the March Tap-Into-Theology I sat with two young adult couples. They were curious as to whether we had a group or groups in that age range that met regularly. Unfortunately we do not. We look after the children, youth parents and others but this age range, unless married with children, do not have something just for them. I think that we should investigate that segment at St. Martin’s and see what we can do to reach out to them.
- April Vestry Retreat – Saturday, April 2 we will have our vestry retreat at my house (2510 Brookforest Dr. Keller TX 76262). Please review the draft agenda below and come prepared to participate, discuss and strategize our way forward. Here are the topics so far:
- Team building exercises
- Planned Giving and Endowment/Foundation Formation
- Re-Imagine the future church building
- Existing plans will be available for review
- Do these plans represent who we are today?
- Do these plans project who we want to be in the future?
- The importance of the Vestry/Ministry liaison – we need to have quarterly reports submitted to the vestry
- Labyrinth snag – The city of Southlake has thrown up a big road block to our effort to build a labyrinth. They are demanding an updated master plan, drainage survey, etc. before approving a permit to build. I think that this is completely uncalled for and we need to do all that we can to get past it. I have spoken with Ron and while he was initially discouraged he will continue to work on it. He will be reaching out to the city council and possibly the mayor for help. I can understand if this was a building but it is not.
by Alan Bentrup | Jun 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
June 26, 2016
Present: Jim Bedell, Jack Bolerjack, Charles Busey, Gil Kleinwechter, Courtney Mullaney, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden, Kathy Wilkinson: Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Elizabeth Mason, Ike Ogbue.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, June 26, 2016 in the East Parish Hall. The meeting opened at 12:23 pm with prayer by the Rector.
Consideration of Minutes
Kathy Wilkinson moved the vestry approve the minutes of the May 15, 2016 vestry meeting as distribued. Linda Snow seconded the motion, and the motion carried. Joel Walker moved the vestry approve the minutes of the June 5 called meeting as distributed. Cyndy Sulots seconded the motion, and the motion carried.
Treasurer’s Report
May Financials Accepted: The Treasurer reviewed the monthly financial reports. (See attached.) He remarked that they show that the school financials are in good shape at present. He will provide projections for financial expectations through the end of 2016 at the July meeting. Courtney Mullaney moved the vestry accept the financial reports as presented. Jack Bolerjack seconded the motion, and the motion carried.
Memorial Garden Maintenance Funding: The treasurer reported that undesignated monies totaling $1450.00 are available for use on the Memorial Garden. Cyndy Sulots moved the vestry approve usage of Memorial Garden Funds up to a total of $1450.00 for maintenance of the Memorial Garden. When or if maintenance over and above that total is needed, a vote by the vestry will be required. Jim Bedell seconded the motion, and the motion carried.
Festival in the Fields Line of Credit: Kathy Wilkinson reviewed the projected budget for the October Festival in the Fields. (See attached.) Jack Bolerjack moved the vestry approve a line of credit for the Festival of up to $2000.00, funding to come under the Hospitality budget line. Cyndy Sulots seconded the motion, and the motion carried.
Rector’s Sabbatical Funding Plans: The rector provided information on the sabbatical after each five years of service that is one of the provisions in his letter of agreement with St. Martin’s. This is commonplace in letters of agreement for rectors across the church. The parish must provide time and funding for such sabbatical. Since he came to St. Martin’s in 2015, his first sabbatical will be due in 2020. The treasurer is compiling information on the Five Year Budget he will present at a later time and will include the rector’s sabbatical in that budgeting as well as the annual budgets.
St. Martin’s Episcopal School
The rector announced that 66 students are now enrolled for the fall term. As the opening of school draws closer, it is expected that the number will be larger. No traditional kindergarten classes will be offered this year; instead there will be transitional kindergarten for children who would benefit from that environment. The school board meets Tuesday evening.
Diocesan Information
Joel Walker, a member of the Standing Committee of the diocese, reported that Bishop Mayer will be on his sabbatical July 1 through October 31. In his absence his various duties will be covered by the standing committee, the canon to the ordinary and the assistant bishops.
Junior Warden’s Report
Junior Warden Busey announced that the overflow drain on the church building over the door to the office area is stopped up again and needs to be cleaned out and the air conditioner in the parish hall kitchen is not working. There are also other small routine maintenance jobs that need to be addressed.
Senior Warden’s Report
Thank You’s: Senior Warden Kleinwechter reiterated the recognition and thanks to volunteers:
Brotherhood, Hospitality and Volunteers – I want to thank these groups in particular for their continued service to St. Martins. These people have helped setup and take down at the events at St. Martins. This is usually done behind the scenes and with little fanfare. While I understand and respect their desire to not seek recognition I want thank them. They are a huge help to St. Martins and I am thankful for all of their efforts!
Computer Security Proposal: Discussion of the matter will be deferred to the July meeting; he is still soliciting specific information and cost breakdowns from vendors.
Rector’s Report
Audit Committee: The rector announced Paula Jefferson, CPA and member of St. Martin’s, has agreed to chair the 2016 Audit Committee. He has asked her to appoint the other members of her committee. The committee will be auditing St. Martin’s 2015 financial records on July 30, 2016 starting at 9:30 AM. Vestry acceptance of the audit is required before it can be forwarded to the diocese by September 1.
Continuing Education for Communications Director: $1,000.00 of money budgeted for the rector’s continuing education money has been provided to Susan Kleinwechter to attend a “Leading in a Changing Church” conference in Austin. The rector himself would have attended but, due to a family wedding, he is grateful Susan represented our church.
Upcoming Events / Announcements
Audit of 2015 Finances – July 30
Outreach Grant Application Deadline July 31
Audit Report Accepted and Forwarded to Diocese by September 1
Stop Hunger Now – September 24
Festival in the Fields October 15
Ministry Liaison Reports – October 16
Vote to Adjourn and Closing Prayer
Jim Bedell moved the meeting be adjourned. Kathy Wilkinson seconded the motion, and the motion carried. The meeting adjourned at 1:33 PM with prayer by Joel Walker.
Respectfully submitted,
Glenda Morehead, Clerk
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Letter admitting Ayo as a postulant
