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
–
Letter admitting Ayo as a postulant
by Alan Bentrup | May 2, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
February 28, 2016
Present: Gregory Anderson, Jim Bedell, Charles Busey, Gil Kleinwechter, Elizabeth Mason, Courtney Mullaney , Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Also Present: Ronald Hitchcock.
Not present: Jack Bolerjack, Cyndy Sulots; Scot McComas, Rector.
A special meeting of the vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, February 28, 2016, in the Chapel. The meeting was called for two purposes: to acknowledge receipt of the Parochial Report and consider the vote to approve its being forwarded to the diocese and to discuss and consider a vote on a labyrinth for St. Martin’s. In the absence of the rector, who was teaching a class nearby, the meeting opened with prayer by Senior Warden Kleinwechter at 12:12 pm.
Consideration of the Parochial Report
Gregory Anderson moved the vestry acknowledge receipt of the Parochial Report for 2015 and approve its being forwarded to the diocese. Linda Snow seconded the motion and the motion carried.
Consideration of a Labyrinth for St. Martin-in-the-Fields Episcopal Church
The wardens and Ron Hitchcock met recently with a representative of the contractor, SolCrete, which has provided the best bid for construction of a labyrinth for St. Martin’s. After determining that the contractor also best understands the needs of St. Martin’s, the wardens recommend that the vestry vote to approve awarding the contract to SolCrete as proposed. (See the attached documentation compiled by Hitchcock.) Total cost of the project would be $16,080.00 plus $75.00 for the permit required from City of Southlake. Funding for the labyrinth would come from the following sources: Memorial Fund – $11,110.00, Brick Money – $2,292.00. The balance required would come from the General Fund. Courtney Mullaney moved the vestry approve construction of the labyrinth as proposed. Jim Bedell seconded the motion, and the motion carried. With the location of the labyrinth being at the front of the church building Hitchcock envisions that the bricks purchased to border the labyrinth will be used instead to provide a walkway from the front sidewalk to the labyrinth, allowing participants to begin to enter a meditative state before entering the labyrinth.
Vote to Adjourn and Closing Prayer
Gregory Anderson moved the meeting be adjourned, Kathy Wilkinson seconded the motion, and the motion carried. The meeting was adjourned with the closing prayer offered by Gil Kleinwechter at 12:32 pm.
Respectfully submitted,
Glenda Morehead
Clerk
by Alan Bentrup | May 2, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
February 21, 2016
Present: Gregory Anderson, Jim Bedell, Jack Bolerjack, Charles Busey, Gil Kleinwechter, Elizabeth Mason, Courtney Mullaney , Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson: Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Cyndy Sulots.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, February 21, 2016, at 12:30 PM in the Chapel. The meeting opened with prayer by the rector.
Consideration of Minutes
There were three sets of minutes that needed consideration by the vestry. Jack Bolerjack moved the minutes of the January 17, 2016 vestry meeting be approved as distributed. Jim Bedell seconded the motion and the motion carried. Linda Snow moved the minutes of the January 31, 2016 vestry be approved as distributed. Kathy Wilkinson seconded the motion and the motion carried. Gil Kleinwechter moved the minutes of the January 31, 2016 Parish Annual Meeting be approved as distributed. Charles Busey seconded the motion and the motion carried.
Treasurer’s Report
Reporting Change Approved: In order to more accurately show the financial position of the parish, Treasurer DJ Mitchell asked that the vestry approve the following changes to St. Martin’s financial reports going forward: show an opening balance of Other Facility Expenses – School of $13,794.00 and add an additional $13,794.00 to Other Income. The change is explained fully in the notes which accompany the financial reports attached. Courtney Mullaney moved the vestry approve the change as outlined by the treasurer, Elizabeth Mason seconded the motion and the motion carried.
Financials Accepted: Gil Kleinwechter moved the January financial reports be accepted as presented. Jim Bedell seconded the motion and the motion carried.
Diocesan Information
Joel Walker, who is a member of the diocesan standing committee, reported that the bishop will be on sabbatical beginning in July. During his absence eccliastical authority in the diocese devolves to the Standing Committee.
Consideration of Written Reports Distributed
Vote to Accept Reports for Today: The following reports were distributed to vestry members prior to the meeting and included in their printed packets: St. Martin’s Episcopal School, Communications Committee, Junior Wardens and Senior Warden. There was a typo in the School Report; 41 students are pre –enrolled for the fall term, not 31 as shown on the report. Courtney Mullaney moved the written reports be accepted with the necessary correction to the school report. Kathy Wilkinson seconded the motion and the reports were accepted.
Acceptance of Reports Going Forward: Joel Walker moved the vestry continue the process of accepting the written reports in the future without requiring a vote. Kathy Wilkinson seconded the motion, and the motion carried.
Junior Wardens’ Addition
Bradford Pear Tree Removal: It has been determined that in order for a labyrinth to be built on the front of our property, the three Bradford Pear trees along the front sidewalk must be removed. Linda Snow moved the trees be removed as recommended, Nancy Wieden seconded the motion and the motion carried. The junior wardens will get at least three bids for professional removal of the trees and go with the lowest bid received. The junior wardens will research and bring recommendations for replacement trees to the March meeting.
Rector’s Report
Vestry Liaison Duties: The rector reminded vestry members that with the exception of the wardens each of them has agreed to act as liaison to the various ministries of St. Martin’s. As such they are to act as a conduit to the vestry for the ministry, to report on how they are doing, their plans and their needs. Liaison reports will be due quarterly – iat the vestry meetings April , July, October, and January. Written reports should be emailed to the clerk in time to be included in the electronic and printed packets provided for members. The first liaison reports will be made for the April 17, 2016 meeting.
Letter of Support for Ayo Omoniyi: Vestry approval is necessary on every step a candidate takes on the pathway to ordination. Ayo Omoniyi has completed his discernment period, having received the endorsement of the parish discernment committee and the rector. Gil Kleinwechter moved the vestry sign the Congregational Nomination for Postulancy to the Diaconate for Ayo Omoniyi. Elizabeth Mason seconded the motion, and the motion carried. The letter was signed by all vestry members present. The rector will ensure the written acceptance of the nomination from Omoniyi is received before forwarding the letter to the bishop and the diocesan commission on ministry.
Same Sex Marriages – “The I-30 Plan” and Others: The bishops of the dioceses of Dallas and Fort Worth have agreed on “The I-30 Plan.” Same sex marriages cannot be performed in the Diocese of Dallas, however under the I-30 plan, same sex couples who have received their priest’s permission to marry may do so in the Diocese of Fort Worth. Bishop Mayer has asked a number of parishes to allow these couples to marry in their facilities. All couples wishing to be married in an Episcopal Church must meet the same requirements. Priests from the Diocese of Dallas may preach and celebrate at the ceremonies in Diocese of Fort Worth, but the actual marriage must be performed by a Diocese of Fort Worth priest. St. Martin’s as a parish has been asked to respond whether we will allow such marriages in our church. Although the decision to allow same-sex marriages rests solely in the hands of the Rector, our rector asked for vestry input. By secret written ballots the vestry voted to approve same sex marriages under the I-30 Plan and to approve same sex marriages in other circumstances.
Upcoming Events / Announcements
Vestry Retreat April 2 – 10 AM – 2:30 PM, Kleinwechter home
KellerFest April 15 – 16 (Vestry members signed up to times in the St. Martin’s Booth)
Confirmation April 17 – the Rt. Rev Sam Hulsey
School Fundraiser April 30
Festival in the Fields October 15
Vote to Adjourn and Closing Prayer
Jack Bolerjack moved the meeting be adjourned, Nancy Wieden seconded the motion, and the motion carried. The meeting closed with prayer by Gil Kleinwechter at 3:05 PM.
Respectfully submitted,
Glenda Morehead
Clerk
St. Martin’s Episcopal School Report February 2016
Current enrollment: 75
Staff: 10
New hire Feb 1 (intern): Emily works Mon & Wed in class 18 months–2 year olds (Ms. Jackie’s class)
Re-enrollment packets went out Feb 1 and were due Feb 16…..31 students re-enrolled this far.
5-6 new families toured the school in last 2 weeks.
Lots of exciting growth.
–Scot
Communications Committee report to the Vestry – February 2016
The committee met on February 14. Those in attendance were: the Rev. Scot McComas, Susan and Gil Kleinwechter, Brooke Casey, Linda and Carl Snow.
Outside and Inside Banners: Outside banner for the school is complete and installed. No inside banners at this time. However, pictures of the vestry members to be mounted on the wall across from the bathroom in the office area.
Episcopal Church Bumper Stickers: Due to inquiries about obtaining bumper stickers for the Episcopal Church we are looking into an online store that sells them.
School Phone Number Confusion: Numerous phone calls have come into the office that were meant for the school. Much of this caused by not knowing that the school has a separate number. A decision was made to investigate purchasing 100 refrigerator magnets with the schools phone number to give out to parents to be put in their phones.
Live Streaming of Sermons: Due to inquiries from parishioners who are unable to attend services, we discussed live streaming thru the internet. Many areas need to be investigated including: numerous license issues, new equipment (1 or 2 video cameras and audio mixer table) to insure quality of the video and sound, an internet streaming service, a workspace for equipment. All of this equipment would be able to be moved to the new church’s sanctuary.
Respectfully submitted,
Carl Snow, Chair
Communications Committee
Junior Wardens’ Report – February 2016
We changed all the air filters in both buildings.
We met with the contractors for bids on labyrinth
Lights added to choir loft (gift from Jim Wilson and LC Crowley)
Water bills are much lower
–Gregory Anderson and Charles Busey
Senior Warden Report – February 2016
We are off to a great start for the New Year. I believe we will have an exciting year ahead of us and I am looking forward to working with everyone. Here are the highlights so far:
- Finalized and Approved 2016 Budget – In January we finalized and approved the 2016 budget. Many thanks go to Diana Panther, DJ and Sue Mitchell, Jack Bailey and the Finance Committee and Fr. Scot for their hard work in achieving a balanced budget. We met our goal of tithing to Outreach and in this case doubling the amount. Well done!
- Annual Parish Meeting – The end of January saw the annual parish meeting. We departed from printing and providing large packets of information that is often discarded after the meeting. I have received several positive comments on how the meeting was conducted so we will do this again next year. I would appreciate the vestry providing any suggestions for improvement.
- Open Carry Position – In a unanimous vote of the vestry members present at the January 17, 2016 vestry meeting (one member not present) the following was approved:
- We will comply with the laws of the state of Texas that does not permit weapons on the church premises.
- We will not post the signage outlined in 30.06 and 30.07 that prohibits handguns on the premises.
- Town Hall for the parish to present the position and allow for public comment. The position was well received.
- Newcomer’s Dinner – We had another successful newcomer’s dinner. We had 28 newcomers, 33 vestry and staff, for a total of 61 people.
