Vestry minutes – December 15, 2013 meeting

by Anika Rinker | Feb 17, 2014 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
December 15, 2013

Present:   Steve Anderson, Bob Bess, Annette Duff, Aubrey Hardman, Pat Hollifield, DJ Mitchell, Joe Panther, Linda Seeber, Becky Snell, Joel Walker, Jim Wilson; the Rev Michael Wallens, Interim Rector; the Rev Amy Haynie, Associate Rector; Glenda Morehead, Clerk; Diana Panther, Treasurer.

Absent:  Gary Grant.

A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, December 15, 2013, at 12:30 PM in the East Parish Hall.  The meeting opened with worship led by the Interim Rector.  (See attached.)
Minutes of the November meeting were approved as distributed.
Christian Education Report
The written report of Corrie Cabes, Director, is attached and made a part of these minutes.
Communications Committee
Annette Duff reported that the committee’s budget request has been given to the Treasurer.  Notification has come in that fee changes are being made by the company handling credit card receipts.  The Interim Rector will contact the company by the 18^th to advise them of our intention to remain with them at this time.
Festival-in the Fields
Dick Seeber, Chair of the event, announced that he had planned that this year’s Festival would be the last, but he has already committed to head the Festival for one more year.  He reviewed this year’s event, both positive and negative aspects, and shared his recommendations for Festival 2014.  (See attached.)
Diocesan Information
Commission on Ministry:  Joel Walker reported that the December meeting of the Commission on Ministry was cancelled, and no meeting is scheduled in January.  The next meeting of the COM will probably be in February.
Eastern Deanery:  The Deanery meeting will be held at St-Martin-in-the-Fields tomorrow evening.  It will include a potluck dinner.  Volunteers are needed at 6 PM for setup and at 6:30 to serve.
Commemoration of Reorganization:  The commemoration of the reorganization of the Diocese of Fort Worth will be held February 8-9, 2014.  The Presiding Bishop and the President of the House of Deputies will both be here for the event.  Details of the schedule will come later, but it is known that on Sunday the President of the House of Deputies will visit St. Luke’s in the Meadows and the Presiding Bishop will visit St-Martin-in-the-Fields.  She will probably be with us for the 8 AM service, to hold a “town hall” type meeting between services, for the 10:30 service, and for a reception following.
Nominating Committee
Gil Kleinwechter and Cindy Sulots have agreed to be nominees for Vestry for 2014.  Conversations continue with other potential candidates.
Stewardship Campaign
Aubrey Hardman announced that $350,000 has been pledged for 2014, compared to the $314,000 that was pledged for 2013.  The stewardship campaign will continue year-long.  In light of this campaign expansion, the committee will be expanded to 5 members.
Treasurer’s Reports
The Treasurer reviewed the financial report year to date.  (See attached.)  Jim Wilson moved the Treasurer’s Report be accepted as presented.  The motion was seconded and carried. 
The Treasurer stated that church and school financials will not be consolidated by year-end. 
A consultant will be coming in at a cost of $1000 to consult with the Treasurer on fund accounting.  DJ Mitchell volunteered to join them for the meeting which will probably occur early on a Saturday morning.
Budget Consideration:  The Treasurer presented the first draft of a budget for the coming year. (See attached.)  Vestry consensus is that a budget cannot be approved until the final numbers for 2013 are in.  A called meeting will be held January 19 for the purpose of consideration of the budget for 2014.
Rector’s Report
Profile Committee:  The Interim Rector stated that 2 important committees need to be formed during the interim – a Search Committee and a Profile Committee.  The most urgent one is the Profile Committee which will use the needed all-parish surveys to create the profile of St-Martin-in-the-Fields – “warts and all.”  Members of the committee need to be persons who are good listeners, who write well and are able to accurately analyze the data from the surveys.  The committee needs to be formed before the first of the year.  “Table Top Discussions” to take place at the Parish Annual Meeting will be led by the Profile Committee members.
Needs To Be Addressed:  He sees 3 subjects in urgent need.  The relation between parish and school needs to be solidified.  As Hardman mentioned, stewardship needs to change to year round.  A determination needs to be made about what goes on before and after Radical Hospitality – how do we assimilate people after we get them in?
Soccer Team Christmas Party:  Last night the Fever Soccer Team had their Christmas party and the Interim Rector was asked to attend and provide the opening prayer.  It was a strong testimony as to what they see as their solidifying relationship with St-Martin-in-the-Fields.
Associate Rector’s Report
Keller Holly Days:  The Associate Rector reported that although the evening of the Keller Holly Days event was bitterly cold, 8 – 9 families from St-Martin-in-the-Fields were involved in the parade.  She thanked Becky Snell who drove the trailer containing our float.  About 200 people lined the parade route.  The tee shirt campaign brought in $591 for St. Martin.  Parade costs totaled $350.  The balance can help provide seed money for future participation in profile-raising opportunities in our community.
Episcopal Youth Event:  Diocesan youth are working on plans to take part in the EYE planned for summer.
Youth to Meet with PB:  During her visit to Diocese of Fort Worth, the Presiding Bishop wants to meet with youth under 18 years of age to get their views on the Episcopal Church.
Heifer Project:  Heifer International says they are matching donations made through today.  The EYC has chosen Heifer Intl as their Christmas project.  The Mission and Outreach Committee is matching $250 of the money raised by EYC.  The Associate Rector encouraged all planning to donate to the EYC Heifer Project to do so today so their contribution will be doubled.
Senior Warden’s Report
Search Committee:  The Senior Warden asked Vestry members to email him with the names of those they suggest as members of the Search Committee.  He would like 3 names from each person on the Vestry.  Richard Cabes will serve as Chair of the Search Committee.  The Senior Warden himself cannot serve on the Search Committee, since as a Vestry member he will be voting on the candidates.
Profile Committee:  This committee will be 6 to 8 members.  Several suggestions were made for members of the Profile Committee.  He again asked Vestry members to email him with further suggestions.
Waggoner’s Timeline:  The Senior Warden shared with Vestry members copies of the timeline for search process he received from Canon to the Ordinary Janet Waggoner and her suggested schedule for same.  Vestry consensus is that the suggested schedule will not be feasible for St-Martin-in-the-Fields.
Telephone System:  St. Martin’s phone system needs to be redone.  Jim Wilson will investigate to determine the best solution for our needs – now and in the future – and report back at the January called meeting.
Gantt Chart:  With several important subjects needing attention there was discussion of a Gantt chart to prioritize all that needs to be done:
Before and after Radical Hospitality
Financial records set-up
School relationship
Stewardship culture change
Parish surveying
Profile Committee
Search Committee
Junior Warden’s Report
The Jr Warden reported the following regarding buildings and grounds:
Watering and Water Meter Changes:  Nothing can be done at present regarding the water meters due to the weather.
Roof Damage Coverage:  The insurance company will cover all damage to the education building caused by damage to the roof, but we don’t yet know how much they will pay.
Playground Surface and Canopy:  The canopy of the playground equipment must be repaired.  The poles of the canopy were twisted by the weight of ice during the recent ice storm.  More gravel needs to be poured to bring the playground surface up to code.
Memorial Garden Trees:  Some of the trees in the Memorial Garden need major trimming.  They currently reach onto the roof of the sanctuary.
Joy in Serving:  Steve Anderson, Jr Warden for the past 3 years, stated that this is his last regular meeting as a member of the Vestry of St-Martin-in-the-Fields.  He has really enjoyed his years of service, and expressed his thanks to all the Vestry for making these years such a joy.
Clergy Housing Allowance Resolutions
Jim Wilson moved the adoption of the following resolution: 
Whereas the Reverend Michael Wallens, an ordained minister, is employed to serve St.-Martin-in-the-Fields Episcopal Church as Interim Rector beginning September 14, 2013; and 
Whereas St. Martin-in-the-Fields Episcopal Church does not provide a residence for its appointed minister: 
It is hereby resolved that the compensation to be paid to the Rev. Michael Wallens for the calendar year 2014, and subsequent years unless amended, shall include an annual payment of $30,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
The motion was seconded and carried
Jim Wilson moved the adoption of the following resolution:
Whereas the Reverend Amy Haynie, an ordained minister, is employed to serve St.-Martin-in-the-Fields Episcopal Church as an Assistant Clergy; and 
Whereas St. Martin-in-the-Fields Episcopal Church does not provide a residence for its appointed ministers:
It is hereby resolved that the compensation to be paid to the Rev. Amy Haynie for the calendar year 2014 and subsequent years unless amended, shall include an annual payment of $48,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
The motion was seconded and carried.
Mitchell Gift Approved
Sue Mitchell has created a wall hanging to be placed on the wall of the stairwell to the choir loft.  The recently adopted Gift Policy requires that all non cash gifts must be approved by a vote of the Vestry.  Becky Snell moved the Vestry accept the gift from Sue Mitchell.  The motion was seconded and carried.
The meeting adjourned at 2:50 PM with prayer by Jim Wilson.
 
Respectfully submitted,
Glenda Morehead
Clerk
 
Called meeting following the annual parish meeting January 26, 2014.
Next regular vestry meeting Sunday, february 16, 12:30 PM, East parish Hall.

Christian Education Report

December 2013

CHRISTIAN EDUCATION HIGHLIGHTS
Sunday School Update: In November, a lunch meeting was held with all Sunday school volunteers to discuss Christian education at St. Martin’s for children and youth.  This was a great meeting to gather and brainstorm about the future of Christian education.  To follow up with this meeting, I have invited all Sunday school volunteers and those interested in formation to attend a Christian educator’s workshop that will be held on January 25^th in Terrell, TX.  
Episcopal 101:  Plans are in the works for a new class to be offered for adults on Sunday mornings.  This class will answer questions about our faith, our worship and what it means to be an Episcopalian.  This will also be a great opportunity for those wishing to be received or confirmed.
Youth Survey and Meeting: On January 12^th, the youth and parents are invited to take part in looking at the future of youth ministry at St. Martin’s at a lunch meeting with Fr. Mike and youth leaders.  A survey will go out before the meeting to help get a better picture of what the youth of St. Martin’s see as their vision of faith in action.
Big Thanks–
Advent Fest 2013: Thanks to all who made the Advent Fest a wonderful event.   A welcomed addition to the Advent festivities came in the form of a children’s Christmas store where children could shop for loved ones.  It was great to see the parish family gather at this special coffee hour to mark the beginning of Advent.
–
You Are Invited!
Elves Feast: You are cordially invited to the Elves’ Feast which will be held between services on Christmas Eve in the east parish hall with goodies galore and a visit from Santa!
 Merry Christmas,
Corrie Cabes
Director of Christian Education
 
 
 

Vestry minutes – October 20, 2013 meeting

by Anika Rinker | Dec 4, 2013 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING

October 20, 2013

Present:    Steve Anderson, Bob Bess, Annette Duff, Aubrey Hardman, Pat Hollifield, DJ Mitchell, Joe Panther, Linda Seeber, Becky Snell, Joel Walker, Jim Wilson; the Rev Michael Wallens, Interim Rector; Glenda Morehead, Clerk; Diana Panther, Treasurer.

Not present:    The Rev Amy Haynie, Associate Rector;
Absent:  Gary Grant.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, October 20, 2013, at 12:30 PM in the East Parish Hall.  The meeting opened with prayer by the Interim Rector.
Discussion by members of the parts of the prayer that were most meaningful to them was followed by their reading the prayer in unison.
Minutes of the September 15, 2013, meeting were approved as distributed.
 
Christian Education Report
The written report of Corrie Cabes, CE Director, is attached and made a part of these minutes.
Communication Committee Report
Susan Kleinwechter reported that in the future a different email setup will be used for emails from persons sending out emails on behalf of the church.  She went over some of the ways in which those emails will be different (see her attached report).  She asked that a vote of the Vestry be taken to allow or disallow forwarding of church-related emails to personal email accounts in the future.  DJ Mitchell moved the Vestry vote to not auto-forward in the future.  The motion was seconded and carried.
Diocesan Information
Joel Walker announced that the diocesan Commission on Ministry will meet on Friday.  One new person is to be interviewed by the COM in December.  The annual diocesan convention will be held November 8 and 9 in Wichita Falls.
Stewardship
Aubrey Hardman, committee chair, reported that so far $105,000 has been pledged by 26 households.  It is estimated that St. Martin has about 217 active households.  4 additional pledges were received today.  Information on stewardship is now being included in the bulletin and the Bible studies are going well.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports.  (See attached.)  Joel Walker moved the treasurer’s report be accepted as presented.  The motion was seconded and carried.
Interim Rector’s Report
The Rev Mike Wallens stated it is a real joy to be at St. Martin’s.  He is grateful for the support of the Vestry and the staff.  He listed several subjects he has seen that need consideration:
He reminded the Vestry that they are currently the school board for St. Martin’s Academy.  It is very important that the School Board meetings be separate from Vestry meetings.  He suggested Monday, Tuesday or Wednesday evening for meetings of the School Board.  Vestry consensus is that Tuesday is the best day.  The Interim Rector will check with Catherine and the first meeting of the School Board will be Tuesday, October 29 or November 1 at 7 PM.
The current phone system does not allow for inter office communication.  The possibility of changing the phone system is being investigated.
He has requested and the cleaning service has agreed to start cleaning on Sundays to ensure the buildings are ready for use on Monday.
Policies need to be put in place for gifts to St-Martin-in-the-Fields.  DJ Mitchell volunteered to do the preliminary work on gift policies.
Policies also need to be on record for weddings, funerals and building use.
Starting in November a Parish Council – made up of the heads of all organizations and ministries – will begin meeting on a regular basis to ensure that all are aware of the work of the others.
Diocesan meetings will be held February 9-11 on transformation and change to take place in Frisco and May 2-4 on formation at Camp Allen.  Teams need to be put together to attend these gatherings.
Our Bishop will visit on November 17 – the Feast of St. Martin.  He will meet with all interested parishioners between the Sunday services that day to answer questions and listen to concerns.
A Vestry retreat will be planned for January or February.  Between now and then the Mission, Vision, and Values statements will be determined and from those will come the parish profile.
He stated that previous experience has shown a successful search for a new rector needs to begin before Lent or be delayed until after the start of fall activities.  Because of the work that needs to be done before a search starts, that means that the search for a new rector for St. Martin can begin no sooner than fall.  He announced that an interim rector needs to leave 4 to 6 weeks before the new rector comes.
Associate Rector’s Report
The written report of the Associate Rector is attached and made a part of these minutes.
Junior Warden’s Report
The Jr Warden reported that the insurance adjustor came to assess the roof of the education building.  His initial assessment is there is not enough damage to warrant a new roof.  A structural engineer was planning to come to analyze the cause of water damage, but a convenient time could not be found.  If the engineer and the church do not agree on the determination, arbitration would be required.
Nominating Committee Announced
The Senior Warden announced that Steve Anderson, Linda Seeber and Becky Snell will serve as members of the nominating committee for Vestry and delegates nominees for election at the Annual Parish Meeting 2014.  Anderson will chair the committee.  In recent years the 3 most recent senior wardens have been invited to serve on the committee also.  The committee is charged with determining the slate of nominees by the November Vestry meeting.
Associate Rector Housing Allowance Resolution
Jim Wilson moved the adoption of the following resolution:
Whereas the Reverend Amy Haynie, an ordained minister, is employed to serve St.-Martin-in-the-Fields Episcopal Church as an Assistant Clergy; and
Whereas St. Martin-in-the-Fields Episcopal Church does not provide a residence for its appointed ministers:
It is hereby resolved that the compensation to be paid to the Rev. Amy Haynie for the calendar year 2013, and subsequent years unless amended, shall include an annual payment of $48,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
The motion was seconded and carried.
Mitchell Report on Capital Funds Research
DJ Mitchell reported on his findings in regard to the history and designation of the Capital Funds.  The resulting resolution he prepared was distributed to Vestry members prior to this meeting for their consideration.  Said resolution is attached to and made a part of these minutes.  Joel Walker moved the resolution be adopted as written.  The motion was seconded and carried.
Offer by the Soccer People
The people of the soccer league that uses our field have worked on the playground and landscaping as a service project and want to do more volunteering for St. Martin.  They currently plan to paint the hall in the office area.  The Green Teams are presently responsible for mowing the closer areas of our property, and the Jr Warden plans to ask the soccer people to make this mowing one of their service projects.  City of Southlake has ceased watering the soccer field.  The soccer people have offered to take over responsibility for the watering if an agreement can be reached.  The Senior Warden passed around the agreement he plans to sign with the soccer people as soon as the details are ironed out.  The proposed agreement states they will have use of the field for a consideration of $500 plus documented volunteer hours.
Announcements
The diocese is looking at realigning the deaneries.  Discussion and realigning the deaneries may occur at the Executive Council meeting on December 7, 2013.
The Senior Warden remarked that recently St. Alban’s did an evaluation and found that most people in Arlington didn’t know they exist.  They have no “local identity.”  St. Martin must ensure that is never the case for our parish.
The Interim Rector announced that he offered the invocation at the October Keller Council meeting.
Joe Panther reported that Boy Scout troop 937 is considering asking for permission to hold a fundraiser in the St. Martin parking lot next March.
The meeting adjourned at 3:18 PM with prayer by Pat Hollifield.
 
Respectfully submitted,
 
Glenda Morehead
Clerk
Please note:  Next regular vestry meeting Sunday, November 17, 12:30 PM, East parish Hall.
 

Christian Education Report

October 2013

CHRISTIAN EDUCATION HIGHLIGHTS
Sunday School Update: We have enjoyed the breath of fresh air that the Intergenerational Bible Study has brought to the parish.   Each week we have learned new things about each other and it has been great to look towards the future. I’d like to offer thanks to Fr. Mike Wallens for facilitating this bible study and to my wonderful Sunday school volunteers for their help.  The highlight of each Sunday morning was seeing Joel and Carol-Lynn Walker set up a breakfast for the parish and many thanks goes to the Walkers for their generosity.
In November, Sunday school resumes the chosen curriculum (Godly Play, re:form and RefLectionary) for youth and children in the east parish hall between the 8:00am and 10:30am service.  Sunday school will be held from 9:30am-10:15am.   Adult Education will be held in the west parish hall from 9:30am-10:15am, with a morning gathering time starting at 9:15am with coffee and conversation.
Wednesday Study: The Heart of Christianity by Marcus J. Borg wraps up on Wednesday, October 23^rd.  The next book for this group will be Help, Thanks, Wow: The Three Official Prayers by Annie Lamott.
Wednesday Night Bible Study: A Wednesday night bible study is in full swing! Each Wednesday night, everyone is invited to the Education building for coffee, dessert and great discussion from 7:00pm-8:00pm.
This class will also offer childcare.
All Hallow’s Eve:  An All Hallow’s Eve service will be held on Saturday, October 26^th at 5pm.  We will celebrate God’s victory over evil and learn about the history of Halloween.  Following the service, we will gather in the east parish hall for a Spooky Kooky evening with tricks and treats and more! Candy donations are graciously accepted in the narthex and the parish is encouraged to dress in their spooky best and hand out candy, gobble “soul cakes” and have a grand time!
 
In His Service,
 
Corrie Cabes
Director of Christian Education

Associate Rector’s Report

Vestry Report – October 2013
Since we met last, I have been on the road a lot.  The Spiritual Retreat in Massachusetts was wonderful for my soul.  The silence was very healing and the quiet allowed me to reflect on the last year with all of its busy-ness.  This was my first real retreat since my ordination and it was sorely needed.
The Episcopal Business Administrator’s Conference was the complete opposite.  New York City is not the place to be when the United Nations is meeting.  One of the groups was staying in the same hotel so bomb-sniffing dogs and secret service men greeted us every time we ventured to the lobby.  I learned a great deal there, mostly about the Church Pension Group and all of its workings.  There were a few very practical tips that I will introduce to y’all later- once things slow down a bit.
Last week, Corrie and I met with the diocesan youth workers from Province 7 in Houston at the Diocese of Texas offices.  We learned a lot of great information that we will put to use right away here at SMitF.  We also learned the most up-to-date information on the Episcopal Youth Event that will be held at Villanova, July 9-13, 2014.  In 2011, SMitF sent several youth and I expect we will again.
Today I am travelling to the clergy conference of the Episcopal Diocese of Texas with other colleagues from Ft Worth.  If you remember, I went last year and found it to be a very valuable event for building collegiality and poaching good ideas.  I pledge to do the same this year.
I am hopeful that all of this time away has given Mike a chance to settle in without my interference in his pastoral relationship building with the staff and parishioners.  I believe he and I are working well together, learning each other’s strengths and shortfalls so that we can serve God effectively at SMitF.
This next weekend, Martha Spong will be the guest preacher.  She is a United Universalist pastor and president of RevGalBlogPals.  She will be leading a continuing education class on the SMitF campus Friday & Saturday (10/25-26) and offered to preach on Sunday as a gift to us.  She is related to Bishop Spong as a cousin of some sort, but I’m sure she will tell you all about that.  She said it’s always the first question she gets from Episcopalians.
I got our delegates and clergy for diocesan convention (11/8-9) registered.  The delegates are:  Bob Bess, Phyllis Bess, Richard Cabes, Lisa Neilson, Becky Snell, and Joel Walker.  The alternate is Susan Kleinwechter.  Sue Mitchell and Marty Hitchcock are unable to join us.  Each person, including clergy, is responsible for making their hotel arrangements.  That trip to Wichita Falls will conclude my travel for the fall – thanks be to God.
As always, I am honored to serve alongside you all.  Please contact me if you have any questions or concerns.
For His Sake,
 
The Rev. Amy Haynie
Cell: 214-695-2627

Vestry minutes – September 15, 2013 meeting

by Anika Rinker | Oct 29, 2013 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING

September 15, 2013

Present:    Steve Anderson, Bob Bess, Annette Duff, Aubrey Hardman, Pat Hollifield, DJ Mitchell, Joe Panther, Linda Seeber, Becky Snell, Joel Walker, Jim Wilson; the Rev Michael Wallens, Interim Rector; the Rev Amy Haynie, Associate Rector; Glenda Morehead, Clerk; Diana Panther, Treasurer.

 Absent:  Gary Grant.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, September 15, 2013, at 1:15 PM in the Godly Play Room.  Immediately prior to the opening of the meeting Senior Warden Bob Bess announced that he will chair the meeting today, and future meetings will be chaired by the Rev Mike Wallens, the Interim Rector.
The meeting opened with a prayer by the Interim Rector, who distributed the prayer and asked Vestry members to come to the next meeting ready to answer the question, “What line in the prayer jumps out at you personally?”
Minutes of the August 18, 2013, regular meeting were approved as distributed.  Minutes of the August 25 called meeting were approved as distributed.
Audit Committee Report
Paula Jefferson, chair of the committee, presented the Audit Committee Report, a copy of which is attached and made a part of these minutes.  She stressed that since St. Martin’s Academy is not a separate entity from the church, the Vestry bears the fiduciary responsibility for the Academy.  The financial records of St Martin’s Academy must be a part of the financial records of St-Martin-in-the-Fields.  There is also a problem with the loan vote that was taken in April 2010.  DJ Mitchell volunteered to draft a resolution to revise the decision on the loan.
Academy School Board Voted
Jim Wilson moved the Vestry of St-Martin-in-the-Fields serve as School Board for St. Martin’s Academy.  The motion was seconded and carried.
Interim Rector’s Remarks
The Interim Rector thanked all present for the warm welcome he and wife Susan have received.  He stated that this parish has an important choice to make – whether to return to the days when the open field was occupied by cattle or go forward into an unknown future.  Dealing with the financial corrections that must be made is only one of the things that has to happen during the transition time.  Time must be allowed to determine how this parish wants to serve those who come – those already here and those in the future.
Christian Education Report
The written report of Corrie Cabes, CE Director, is attached and made a part of these minutes.
Communication Committee Report
Reporting for the committee Susan Kleinwechter announced that there have been some glitches with the website used for testing.  She apologized to everyone affected.  The Stewardship roll-out is in process.  She reminded everyone that communication is critical during the transition period.
Festival In the Fields
Dick Seeber, chair, reported on the progress of the activities of the event so far:  All those working with children during the event will need Safeguarding God’s Children training prior to the event.  Musicians will perform in the sanctuary.  Books are needed for the book sale.  He is still 17 volunteers short for the event.  If there is not a full team of volunteers, he will be forced to cancel the Festival.  Those who have not volunteered so far and that are willing to do so are to contact him as soon as possible.
Diocesan Information
Joel Walker reported that the Diocesan Nominating Committee still shows some openings for nominees – 2 members of the laity for the disciplinary committee and one for the standing committee.  Anyone interested in those positions or in appointed positions on the diocesan level are asked to check the diocesan website.
Stewardship
Aubrey Hardman, chair, reported the following:
A Stewardship Study is scheduled Wednesday nights October 6 through November 10.  The study will be facilitated by lay persons.  Volunteers are needed for 4 weeks.  2 more people are needed for weekly stewardship reflections.  The reflections need to mirror those from TENS that will be used.  He has received from the Interim Rector pledge and volunteer forms that were used in other parishes.  A pledge form will be created for immediate use; the volunteer form will be used at a later date.  He has a Vestry stewardship letter which he will be emailing to Vestry members for their support.  The letter is attached and made a part of these minutes.  There is a special stewardship song for the offertory that needs to be adapted for St. Martin’s.  The Stewardship Committee will continue throughout the year.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports.  (See attached.)  Joel Walker moved the treasurer’s report be accepted as presented.  The motion was seconded and carried.
Associate Rector’s Report
The Associate Rector announced that she will be out of town this week at a silent clergy women’s retreat.  The following week she will be attending a conference on behalf of the diocese.  Her next day in the office will be September 27.  She expressed her gratitude to the office staff who worked so diligently this summer to “hold this place down.”  She and the Interim Rector are now splitting the duties she did in the past 13 weeks.  She remarked that at the time of the October Vestry meeting she’ll be at a clergy conference hosted by the Diocese of Texas for the Diocese of Fort Worth at Camp Allen, Navasota, TX.
Junior Warden’s Report
The Jr Warden reported that he will be meeting with an adjustor from the Church Insurance Corporation, the insurer of our property, to see if the water damage in the Parish Hall is covered by our policy.  Anderson is of the opinion the problem may be building design or the proximity of some of the trees planted.
Acceptance of the 2012 Audit
Joel Walker moved the Vestry accept the 2012 Audit prior to its being forwarded to the Diocese as required by canon law.  The motion was seconded and carried.
Senior Warden’s Report
Letter of Agreement with the Interim Rector:  The Senior Warden distributed copies of the Letter of Agreement with the Rev Michael Wallens to all Vestry members as instructed by Canon Waggoner.  Both the Senior Warden and Interim Rector have signed the LOA.  The Jr Warden will sign as the other representative of the parish, and the document will be sent to the Diocese.
Expenses of the Interim Rector:  The Senior Warden has instructed that the Interim Rector be added as a user of the parish American Express account and be given a credit card for the account.  Bess has received the first expense report from the Interim Rector, has approved and signed it, and the Treasurer has written the check for reimbursement.
Interim Rector Housing Allowance Resolution
As required by the Episcopal Church and the Internal Revenue Service the Vestry must adopt a resolution regarding the housing allowance for the Interim Rector prior to his receiving compensation from the parish.
DJ Mitchell moved the Vestry of St-Martin-in-the-Fields adopt the following resolution:
Whereas the Reverend Michael Wallens, an ordained minister, is employed to serve St.-Martin-in-the-Fields Episcopal Church as Interim Rector beginning September 14, 2013; and Whereas St. Martin-in-the-Fields Episcopal Church does not provide a residence for its appointed minister:
It is hereby resolved that the compensation to be paid to the Rev. Michael Wallens for the calendar year 2013, and subsequent years unless amended, shall include an annual payment of $30,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
The motion was seconded and the resolution was adopted.
 
The meeting adjourned at 4:07 PM with prayer by Becky Snell.
Respectfully submitted,
Glenda Morehead
Clerk
Please note:  Next regular vestry meeting Sunday, october 20, 2013, 12:30 PM, East parish Hall.
 

Christian Education Report

September 2013

CHRISTIAN EDUCATION HIGHLIGHTS
Sunday School Update: Sunday School started off brilliantly with over 85 children, teens and volunteers.  I am thrilled to have such a dedicated team of volunteers who have hearts for the precious children and youth that walk through “the kingdom” each Sunday.
We are blessed to have Father Mike Wallens as interim at St. Martin’s.  He has so many great ideas and I wanted to share with you some changes he would like to see in Christian Education on Sundays.
1)      Starting In October, Sunday School will move to 9:30am-10:10:15am each Sunday
2)     For the month of October, Fr. Mike will facilitate an intergenerational bible study focusing on our identity as a parish in the West Parish Hall.  This study invites the young and old to join together in the discussion over food and refreshments.
3)     In November, Sunday School resumes the set curriculum (Godly Play, re:form and RefLectionary) at the new Sunday School time (9:30am-10:15am).
EfM- Education for Ministry: I am pleased to announce that EfM will officially begin on Wednesday, September 25^th from 6:30pm-9:00pm in the Chapel.  This program through the University of the South will meet weekly to educate and equip our lay people to be informed and knowledgeable in their daily ministry. We are blessed to have the Rev. Judy Upham leading this group.
Wednesday Study: “The Heart of Christianity” by Marcus J. Borg got off to a great start and has a lively and consistent group of members.  It will continue through Wednesday, October 23^rd in the Chapel.  The success of this class is due to the amazing leadership of Flo Lowrey and it has been wonderful for Mother Amy Haynie, Father Ernest Maddon and Father Mike Wallens popping in to add to the great discussion.  Grab a copy of this book and see where this book leads you!
Stewardship Through Christian Education Ministries: My Theme for Stewardship this year is “The Kingdom.”  I am transforming how our children, youth and family will look at our education programs and the building.  I will be asking them to see that “The Kingdom” is worth taking care of and will offer programs to spiff up the building, to welcome friends and newcomers, to give from the heart and to treat each other like royal subjects in the Kingdom of God!  This month, the children and youth will vote on what stewardship project they take on.  One of the “contenders” is to work with the Heifer Project.
Preparing for the Inevitable: Annette Mayer has graciously offered to speak to the parish about end of life issues, how to be proactive with the medical community and how we might offer bequests to the church.  A potluck will start off this Saturday evening event on September 21^st, from 6:15-8:30pm in the East Parish Hall.  Thank you again to Glenda Morehead for bringing this needed topic to my attention.
Safeguarding Training: Look for a Safeguarding Training and luncheon to be held on Sunday, Sept. 22^nd from 12:00pm-2:00pm in the East Parish Hall and Library, led by Kirsten Tiemann. You will be required to RSVP by Sept. 20^th and pay a $5 fee to cover lunch and supplies for this course. I have contacted Vestry members who need to take this course.  Please save this date, make your check out with “safeguarding” in the memo and drop it in the collection plate or give to me.
Wednesday Night Bible Study: Wednesday Night Live is changing! Starting October 9^th-November 6^th, join us for coffee and dessert from 7:00pm-8:00pm in the West Parish Hall.  Connect with others and “Flourish in Faith” with stewardship in its many forms.  This class will also offer childcare.
 
In His Service,
  
Corrie Cabes
Director of Christian Education

Vestry minutes – August 25, 2013 meeting

by Anika Rinker | Sep 16, 2013 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
August 25, 2013
Present: Steve Anderson, Bob Bess, Annette Duff, Aubrey Hardman, Pat Hollifield, DJ Mitchell, Joe Panther, Linda Seeber, Becky Snell, Joel Walker, Jim Wilson; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Not present: Amy Haynie, Associate Rector;
Absent: Gary Grant,
A called meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, August 25, 2013, at 12 PM in the Chapel. The meeting was called for the purpose of discussion regarding the ongoing negotiations with the candidate recently interviewed. The meeting opened with prayer by Jim Wilson. The meeting was chaired by the Senior Warden, Bob Bess.
The Senior Warden shared information on the dinner meeting with the candidate and his wife on August 20. The candidate and his wife, the Senior Warden and his wife Phyllis were joined by DJ Mitchell and his wife Susan.
The Senior Warden offered the candidate a full time Interim Rector position with a total compensation package of $80,000 per year. The offer was considered by the candidate and his wife, who counter-offered. After discussion by the Vestry of the matter, DJ Mitchell moved the Vestry authorize the Senior Warden to offer the candidate a total starting compensation package of $90,000 with review and the possibility of an increase to $95,000 effective July 1, 2014, subject to the results of the stewardship campaign of Fall 2013, with the candidate to keep his current part time position. The motion was seconded and carried unanimously.
The meeting adjourned at 1:15 PM.
Respectfully submitted,
Glenda Morehead
Clerk
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SUNDAY, SEPTEMBER 15, 1:15 PM, EAST PARISH HALL.

Vestry minutes – August 18, 2013 meeting

by Anika Rinker | Sep 16, 2013 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
August 18, 2013
Present: Steve Anderson, Bob Bess, Annette Duff, Aubrey Hardman, Pat Hollifield, DJ Mitchell, Joe Panther, Linda Seeber, Becky Snell, Joel Walker, Jim Wilson; Amy Haynie, Associate Rector; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Absent: Gary Grant.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, August 18, 2013, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Associate Rector.
Minutes of the July 21, 2013, meeting were approved as distributed.
Christian Education
The written report of CE Director Corrie Cabes is attached to and made a part of these minutes.
Festival in the Fields
Dick Seeber, chair of the Festival, reported that leaders are in place in all areas of responsibility, but “worker bees” are needed in all. (See the attached listings.) He commented that many Vestry members have already volunteered and asked that those who have not yet volunteered do so. There is a special need for “floaters” – those who are not assigned to a specific area but can fill spaces where needed on the day of the Festival. No outside vendors will be invited to participate this year; only members or friends of St. Martin, and there will be no fee for participation. Silent Auction, Book Sale and Bake Sale are all planned. There will be no mail-outs this year; door-hanger invitations will be placed on the doors of our neighbors. He asked for and received permission to make announcements at the peace in all services next weekend. The Senior Warden asked that information on the Festival be included on the website and in the pew sheet ASAP.
Recommendations for Security of the Buildings and Contents
Joe Panther reported on his findings regarding the changes recommended:
A video inventory of the contents of the buildings can be done easily. The goal is to be able to list all items that need replacing in case of loss.
Smoke detectors with an 8 hour cut-off feature (to allow for the smoke caused when incense is used in services) can easily be installed in the sanctuary at a probable cost of $12 each.
Relocation of services in case of disaster would depend on what kind of disaster and the extent of its effects. Any needed cancellation or relocation notice would come from the Senior Warden via the website.
The Jr Warden will investigate the possibility of additional emergence lighting (exit signs). He will check with Tyco, our fire alarm monitoring company, to see if an alarm goes to local police department in case of fire.
Communications
Annette Duff reported that she and Susan Kleinwechter had met with Academy Director Catherine Stehlik. They will be working with her to update the Academy website.
Susan Kleinwechter reported on the status of planned changes and usage of the parish website.
Stewardship
Aubrey Hardman announced that this year’s stewardship campaign will use the TENS (The Episcopal Network for Stewardship) plan. Stewardship activities are all planned out, complete with suggested letters to be sent out at specified times, personal thankfulness stories to be given in services and a children’s program culminating in Commitment Sunday November 10. He distributed to the Vestry copies of the planned activities for St-Martin-in-the-Fields. (See attached.) The first public meeting of the Stewardship Committee will be September 1 following the 10:30 service, and all are welcome.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports. (See attached.) DJ Mitchell moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
The financial records of St-Martin-in-the-Fields were audited yesterday, and the report is not available at this time. It will be presented at the September Vestry meeting.
Associate Rector
Safeguarding God’s Children: The Associate Rector asked who still needed Safeguarding God’s Children as mentioned in the CE report. Bob Bess, Annette Duff, Pat Hollifield, DJ Mitchell, Joe Panther and Joel Walker have yet to be trained.
Memorial Area for Pets: At a previous meeting she had suggested an area be set aside inside the fence of the Memorial Garden for the cremains of pets. The area outside the shrubbery and inside the fence is not designated for the repository of human cremains. If the Vestry approves, the Associate Rector plans to bless the area for pet cremains as a part of the Blessing of the Animals on October 5 outside at the 5PM service. The Vestry approved the setting aside of the area inside the fence, beyond the shrubbery for the deposit of pet cremains and the blessing of its use as such. The Vestry also approved the organization of a work group to landscape the area. At some future time the Jr Warden will extend the Memorial Garden walkway to the area.
Feedback: She asked that Vestry members contact her to give feedback on the recent sermon series and the changes in the bulletin.
Senior Warden
Departure of Gary Grant: The Senior Warden announced that Gary Grant has not sent a letter resigning from the Vestry, and therefore cannot be replaced yet. This year is Grant’s final year of Vestry service. With these facts in mind and with so little time left on Grant’s service, it may be best not to replace him for the remaining months. The canons do not require that he be replaced. Grant is scheduled for Vestry Person in Charge duties next weekend and the weekend of November 16 and 17. Jim Wilson volunteered to handle the VPiC duties for the Saturday service, Joe Panther will cover the 8:30 Sunday service, and Bob Bess the 10:30. DJ Mitchell will cover the weekend of November 16 – 17.
Agreement with City of Southlake regarding Use of the Fields: The Senior Warden has received the proposed 10 year agreement from the City and will sign and return it to the City. He passed the agreement for Vestry members to look at. Either party can back out of the agreement at any time with a 60 day prior notice.
Lisa Neilson’s Letter: He reported that Lisa Neilson, one of our seminarians, will be attending Virginia Theological Seminary next year. She has a letter that must be signed by parish representatives and returned to VTS showing any financial support she will be receiving from St-Martin-in-the-Fields. He will complete the letter showing she will receive no financial support from the parish and return it to VTS.
Meeting with a Candidate for Interim Rector: Those present who were a part of the recent interview with the candidate for Interim Rector shared their impressions of the individual and whether the person was a good fit for St-Martin-in-the-Fields.
Vote on Letter of Agreement: The Diocese has already authorized the Senior Warden to enter into a Letter of Agreement with the candidate. DJ Mitchell moved the Vestry authorize the Senior Warden to enter into negotiations with the candidate with the goal of reaching a Letter of Agreement with the candidate. The motion was seconded and approved unanimously.
Junior Warden
The Jr Warden announced the floors have all been stripped and waxed in preparation for the start of the school year for St. Martin’s Academy. He also had the landscape crew get the playground ready for the start of school for the Academy. The Academy traditionally begins classes on the date surrounding public schools require their teachers to begin.
Information Regarding the Academy
Christian Education Director Corrie Cabes, who has extensive preschool experience, is working closely with Academy Director Catherine Stehlik. Changes will be made in the Academy’s focus and classes this year. The Audit Committee has stated that the Academy’s financials must be included in the parish’s financial statements every month. The Vestry bears the fiduciary responsibility for the Academy as well as that of the parish.
Reminder for Vestry Person in Charge
Joe Panther asked that the VPiC remember to scrub the reusable lemonade containers inside thoroughly to remove hardened sugar. When the containers are allowed to dry out without thorough cleaning it is very difficult to remove accumulated sugar.
The meeting adjourned at 2:53 PM with prayer by DJ Mitchell.
Respectfully submitted,
Glenda Morehead
Clerk
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SUNDAY, SEPTEMBER 15, 1:15 PM, EAST PARISH HALL.
 
Christian Education Report
August 2013
CHRISTIAN EDUCATION HIGHLIGHTS
QUESTION: “What do you get when you put 23 children and youth and one Director of Christian Education together for weekly crazy fun and opportunities for growing in faith?”
ANSWER: Children’s Chapel!
Children’s Chapel: This has been an amazingly successful summer program held during the 10:30am Sunday services starting in May. Teens were trained to be “Teen Chaplains” and children enjoyed a Gospel reading, music, a children’s sermon. The children learned creeds and prayers and returned to church with a warm greeting from the parish during the peace. Teens mentored the children during group time and helped facilitate great discussions and asked questions to get children thinking. The program definitely soared this summer and will be back next year! Children’s Chapel ends on Sunday, September 1st with the return of Sunday School on Sunday, September 8th.
EfM- Education for Ministry: a program through the University of the South, equips lay-persons to be informed and knowledgeable in their daily ministry. Led by the Reverend Judy Upham, an experienced Fort Worth EfM Mentor, this group is meeting each Wednesday evening from 6:30pm-9pm in the Chapel at St. Martin’s.
“Same Kind of Different as Me”: This Friday Night program has recently wrapped up. A special thanks goes to Deacon Henry for facilitating this class, offering an amazing story and heartening lessons.
Wednesday Study: “The Heart of Christianity” by Marcus J. Borg will be the focus of this class running through Wednesday, October 23rd in the Chapel. This class will be facilitated by Flo Lowrey , The Rev. Amy Haynie and The Rev. Ernest Maddon. Grab a copy of this book and join in the discussion!
Security Update: The flatscreen television is now back in its rightful place on the wall in the Parish Hall. Thanks to Jack Bailey, Richard Cabes and Dan King for their time, talent and skill with this project! I would like to propose that a team forms specifically to form ideas and programs to continue the work started with the security installation.
Labyrinth Planning Meeting: A meeting to talk about the possibility of creating a labyrinth at St. Martins’ was on August 8th in the West Parish Hall with many in attendance. Thanks to Ron Hitchcock for bringing this idea to life with his presentation. It is exciting to think of a labyrinth on our campus! This meeting finished with prayer outside in the fields. We look forward to “walking a path” of prayer and purpose as this project continues.
Stewardship Through Chaplain Program: Everyone is called to stewardship, using their gifts of the Spirit. For my part, I have taken over all Chaplain duties and services this year with our preschool and academy. Before I started my work as the Director of Christian Education, I spent my time as a teacher and Chaplain at Colleyville Christian School. I want to try my best to link families in the community to the many ministries at St. Martin’s. I have been successful in “snagging” new families from the school to be involved with Vacation Bible School and some families have found a great new home at St. Martin’s!
As a Vestry, look for invitations from me to form a partnership with the school through special events and projects. The families should know that there are people from St. Martin’s who care about them. It is in the best of stewardship that I seek your help in tapping into the wealth of families who have no idea how fabulous St. Martin’s parish family is and what we offer with our openness and inclusiveness and many activities for children, youth and families.
Stewardship Through Christian Education Ministries: My Theme for Stewardship this year is “The Kingdom.” I am transforming how our children, youth and family will look at our education programs and the building. I will be asking them to see that “The Kingdom” is worth taking care of and will offer programs to spiff up the building, to welcome friends and newcomers, to give from the heart and to treat each other like royal subjects in the Kingdom of God! Look for more specifics in my September report.
BACK TO BUSINESS: It’s business as usual for my awesome team of Sunday School Volunteers as we head back to our classrooms starting on September 8th! Sunday school for children ages 4-12th grade begins on Sunday, September 8th during the 10:30 am service!
Annual Training: Sunday School Teacher Breakfast and Training will be held on Sunday, August 25th and will continue with a teacher blessing and installation of Sunday School volunteer staff.
Safeguarding Training: Look for a Safeguarding Training and luncheon to be held in mid-September, led by Kirsten Tiemann. You will be required to RSVP and pay a $5 fee to cover lunch and supplies for this course. Date TBA on website.
LOOKING AHEAD—More Stewardship: Annette Mayer will host an evening to inform the parish on “What to Expect” when you go to the doctor or hospital and how to have a successful partnership with medical staff, how to make a lasting financial gift to the church and will answer questions.
In His Service,
Corrie Cabes
Director of Christian Education
 
 

Vestry minutes – July 21, 2013 meeting

by Anika Rinker | Sep 16, 2013 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
July 21, 2013
Present: Bob Bess, Gary Grant, Pat Hollifield, DJ Mitchell, Joe Panther, Linda Seeber, Becky Snell, Joel Walker, Jim Wilson; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Not present: Steve Anderson, Annette Duff, Aubrey Hardman; Amy Haynie, Associate Rector.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, July 21, 2013, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Senior Warden.
Minutes of the May 19, 2013, meeting were approved as distributed. Minutes of the June 18, 2013 were approved as distributed.
Communications Committee
Susan Kleinwechter provided an update on the parish website. Her technical report is attached and made a part of these minutes.
Christian Education
The written report of Corrie Cabes, CE director, is attached and made a part of these minutes.
Diocesan Information
Joel Walker announced that 18 people from St-Martin-in-the-Fields attended the ordination of Jordan Haynie.
He stated that nominees are currently being solicited for potential candidates to stand for election or be considered for appointment at the 2013 Diocesan Convention. Information and applicant form will be on the diocesan website beginning July 29 and closing at the end of the day September 9, 2013. St. Martin, as the 3rd largest parish in the diocese, has an obligation to be well represented on the diocesan level. He distributed information to those present. (See attached copies.)
Treasurer’s Report
The Treasurer reported that the clergy benevolence funds have been audited and found correct. She reviewed the monthly financial reports. (See attached.) DJ Mitchell moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
Associate Rector’s Report
The written report of the Associate Rector is attached and made a part of these minutes.
Senior Warden’s Report
Thank You from Annette Mayer: The Senior Warden read a note from Annette Mayer in which she thanked the Vestry and all the members of St-Martin-in-the-Fields for their support during her progress toward ordination. She will be interning at another parish during the next step in the process.
The Rev Lauren Gough: He stated that the Rev Gough’s announcement of her leaving St. Martin came during a meeting he had with the clergy of the parish. She gave no explanation of her decision at that time, and he has no further information.
Security Assessment: A letter has come from the diocese listing the causes for concern they found during an assessment of security. The assessment was done before the recent installation of our video security system. Joe Panther will evaluate the list and report back to the Vestry. Joel Walker offered to assist him if necessary.
Stewardship Update: Aubrey Hardman, Stewardship chair, will be using the Episcopal Network for Stewardship for this year’s campaign. He requests that Vestry members check out the program with feedback to go to the Senior Warden.
Interim Rector Search: The Senior Warden invited anyone interested to serve with him on a “mini search committee” for an Interim Rector. He plans to hold interviews in late July and early August. He intends to have the work of the committee finished by the August Vestry meeting. Vestry members DJ Mitchell, Becky Snell, Joel Walker and Jim Wilson volunteered to serve on the committee, as did observers Eloise Frye and Joy Malmgren.
Rector Search: The Senior Warden announced that Richard Cabes will head the Search Committee for a new Rector. Cabes plans to do a “history dinner” as part of the process.
Consideration of Canon Waggoner’s List
Prior to this meeting the Senior Warden distributed to Vestry members a list of questions from Canon Waggoner. She has asked for the information in order to better assist St. Martin in finding both an Interim Rector and a Rector. Vestry members present, acting as a committee of the whole, provided answers, and suggestions were solicited from non Vestry members present. The Senior Warden will organize the list and share his document with Vestry members before sending it on to Canon Waggoner later this evening. (See attached copy of the final document.)
Licensed Lay Ministers Licenses
The licenses of the members of the Licensed Lay Ministers Guild need to be updated. The licenses of those serving at present will be located to see which ones need to be renewed.
The meeting adjourned at 2:10 PM with prayer by Glenda Morehead.
Respectfully submitted,
Glenda Morehead
Clerk
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SUNDAY, AUGUST 18, 12:30 PM, EAST PARISH HALL.
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Vestry minutes – June 18, 2013 meeting

by Anika Rinker | Jul 23, 2013 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
June 18, 2013
Present: Steve Anderson, Bob Bess, Annette Duff, Pat Hollifield, Joe Panther, Linda Seeber, Becky Snell, Joel Walker, Jim Wilson; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Not present: Gary Grant, DJ Mitchell.
Absent: Aubrey Hardman.
A meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Tuesday, June 18, 2013, at 7:30 PM in the East Parish Hall. Due to the necessity to move the regular date and time of a meeting for June, the meeting was called by the Senior Warden, Bob Bess, who chaired the meeting and opened with prayer.
Jordan Haynie’s Reception
Joel Walker, of the diocesan Commission on Ministry, announced that Jordan Haynie will be ordained to the priesthood at All Saints at 7 PM on July 9. St-Martin-in-the-Fields has supported Jordan through her entire process toward priesthood. A reception (serving snacks and beverages only) will be held after the service. Help is needed at All Saints starting at 5:30 PM setting up the reception. Walker asked that those who can help contact him. The ordination will be put on the website calendar; Linda Seeber will inform Michele King.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports. (See attached.) Jim Wilson moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
Consideration of the Letter of Agreement with the Parochial Associate
The Senior Warden presented the proposed Letter of Agreement. Joel Walker moved the Vestry approve the Letter of Agreement between St-Martin-in-the-Fields Episcopal Church and the Rev Amy Haynie as proposed. The motion was seconded and carried, Jim Wilson abstaining.
Security System Installation Update
The Jr Warden reported that installation of the security system is nearing completion. Dan King is putting in long hours to install the system, all on a volunteer basis. Joel Walker moved that $500 be given to Dan King as a thank you gesture for all his help. The motion was seconded and carried.
Senior Warden’s Report
Search Committee Plans The Senior Warden outlined his plan for choosing the members of the search committee for Rector of St-Martin-in-the-Fields, when the time comes for their selection. He plans to request that each Vestry member come to that meeting bringing the names of 3 candidates for the committee. The Vestry would then select the committee from the resulting list. He remarked that in his opinion a committee of 36 is by far too many and 12 is too few. The hope is that the criteria for membership on the search committee can be decided at the July meeting.
Interim Rector He has spoken with the new Canon to the Ordinary of the Diocese, Canon Janet Wagner. She has stated that there is no need to rush the choice of Interim Rector since the Rev Amy Haynie is available to cover priestly duties for the parish at present. She also stated that the person chosen as Interim Rector needs to be someone who is specifically trained for the role.
Junior Warden’s Report
Broken Water Line The Jr Warden announced that the solution used to repair/redo the water line serving St. Martin is good for the long range. The total cost is expected to be just over $8000, $3000 of which has been donated.
Handyman Changes He plans to prepare a different proposal for coverage of handyman duties at St. Martin. He will be bringing the proposal to the Vestry at a later date.
Choir Expresses Gratitude On behalf of the choir Jim Wilson thanked the Jr Warden and Bill Matulevich for correction of the door to the storage closet in the choir loft.
Scout Project Completed The scout project in the Memorial Garden has been completed.
Coke Machine
Apparently the coke machine has been removed. Linda Seeber will check with Michele King to see if she knows who removed it and why.
Church – School Documents Found
A search of church records has resulted in location of bylaws and other documents relating to the relationship between St-Martin-in-the-Fields Episcopal Church and St. Martin Academy. Linda Seeber will see that these are shared with Richard Cabes for use with the Rev David Madison when they start working on the long range plans for the Academy.
The meeting adjourned at 9:22 PM with prayer by Bob Bess.
Respectfully submitted,
Glenda Morehead
Clerk
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SUNDAY, JULY 21, 12:30 PM, EAST PARISH HALL.

Vestry minutes – May 19, 2013 meeting

by Anika Rinker | Jul 23, 2013 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
May 19, 2013
Present: Steve Anderson, Annette Duff, DJ Mitchell, Joe Panther, Linda Seeber, Becky Snell, Joel Walker, Jim Wilson; Jim Reynolds, Rector; Amy Haynie, Parochial Associate; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Not present: Bob Bess, Gary Grant, Pat Hollifield.
Absent: Aubrey Hardman.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, May 19, 2013, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Rector.
Minutes of the April 21, 2013, meeting were approved as distributed.
Christian Education Report
The written report of Director Corrie Cabes is attached and made a part of these minutes.
Communications Committee
Annette Duff and Gil and Susan Kleinwechter provided an update on the status of the proposed parish website. Susan stated that the goal was to have all the information currently presented in print or electronic form be put on the website. The Rector announced that the staff will be developing the policies regarding the website as the needs arise. Bios of all Vestry members and information on the various ministries of St-Martin-in-the-Fields are needed by Friday. Plans are to launch the new website in the next 2 weeks. The Vestry approved launching the new website when all areas of it are ready.
Diocesan Information
Day of Discovery Joel Walker reported that June 1 at All Saints School there will be a Day of Discovery. Cost for the day is $15 which includes lunch. All are encouraged to attend. The main thrust for the Day will be “What it takes to be ordained.”
Jordan Haynie’s Ordination June 11 there will be a planning meeting in preparation for the ordination of Jordan Haynie to the priesthood at All Saints, Fort Worth, July 9. Jordan will be on the staff at All Saints. The planners have especially asked the help of people from St-Martin-in-the-Fields. Jordan began the ordination to Holy Order process from St. Martin.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports. (See attached.) Jim Wilson moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
Relationship between the Church and School
Questions were raised about financial reports from St Martin’s Academy on a regular basis. The Treasurer stated that year end financials from the school were included in the Annual Reports booklet. She does not have access to the school’s financial information, so cannot report on its behalf.
Diligent searching has not revealed any papers documenting the relationship between the church and school. As a result, the Parochial Associate has asked the school director to consider being open to the creation of a “letter of agreement” between the school and church, and the director has agreed. Several Vestry members stated that a document detailing the relationship between the church and the school was created in or around 2009. The search for the document will continue.
The Rector reported that over the summer Richard Cabes will be working with the Rev David Madison of the school accreditation board on the requirements for accreditation of the school.
Rector’s Report
The Rector remarked that this is his last Vestry meeting. The shelves and walls in his office are emptying, in preparation for his retirement. He is currently putting together the booklet for the service on June 9 – the liturgy is created to demonstrate the end of the relationship between a parish and its rector. Bishop High will preside at the service during which the Rector will present his letter of resignation and his keys to parish offices and files to the Senior Warden. He plans to perform no sacramental duties in any parish for a year. He asked Vestry members for their support during the last services over which he will preside, the services the weekend of June 2. He thanked all present for their support during his 11 years of service in St-Martin-in-the-Fields.
Parochial Associate’s Report
The Parochial Associate reported the following:
Province Youth Event The Province-wide youth event planned for Dallas this summer has been cancelled since the Diocese of Dallas decided not to participate. It was decided that it was not a good use of resources to hold the planned event for the few youth who were left.
Youth Confirmation Retreat The confirmation retreat for youth was held at Trinity May 3-4 with 16 youth participating. Almost all the youth who participated were then confirmed May 5.
Volunteer Brunch The Volunteer Appreciation event this year was a brunch rather than a luncheon as in the past. The brunch was held between the services today and went really well. Plans are being made to do a program in the fall to help members of the parish determine their spiritual gifts and talents and what ministries in the parish would be a good fit for them.
Back to Church Participation Bishop High intends for every parish to have a focus this fall on getting back into church participation in conjunction with stewardship.
Services during the Interim The Parochial Associate and Deacon will be responsible for the services during the summer until an Interim Rector is called. They plan that one Saturday a month the Deacon will be conducting Evening Prayer, giving the Parochial Associate that evening off.
Summer Children’s Chapel This summer there will be a Children’s Chapel for those children 3 years old through elementary school during the 10:30 service. Older youth will be enlisted to help shepherd the younger ones. The children will join the service during the peace.
Junior Warden’s Report
New Water Line The Jr Warden reported that water started coming up through the pavement in the parking lot on Monday. Water has been restored to the education building, but remains off in the main building. A new water line is needed. He hopes to meet with a new plumber tomorrow. He estimates that replacing the line may run as high as $9,000.
Air Conditioner Repaired On Saturday the AC unit on the south side of the sanctuary started putting out hot air. It was repaired this morning. Apparently nothing is wrong with the unit. The repairman says although it is possible there is a slow leak, he is of the opinion we are once again victims of freon theft.
The meeting adjourned at 1:57 PM with prayer by Annette Duff.
Respectfully submitted,
Glenda Morehead
Clerk
PLEASE NOTE: NEXT MEETING A CALLED MEETING TUESDAY, JUNE 18, 2013, 7:30 PM, EAST PARISH HALL
NEXT REGULAR VESTRY MEETING SUNDAY, JULY 21, 2013 12:30 PM, EAST PARISH HALL.
Christian Education Report
May 2013
CHRISTIAN EDUCATION HIGHLIGHTS
Sunday School wraps up this Sunday, May 19th with a FUN FAITH FIELD DAY. Children and Youth will get a Vacation Bible School games preview with outdoor field games filled with faith inspired themes. Game Master Lou Madsen leads the charge and has developed game stations for our Sunday School children and youth. Face painting, Pentecost origami crane making station and popsicle bar are some of the highlights of this wrap up of a wonderful year in Sunday Christian Education at St. Martin-in-the-“Fun Fields.” Thanks also to Mother Amy Haynie and Sunday School teachers for making this event possible.
Sunday school has brought in new families who have gotten involved in the ministry of St. Martin’s and I am proud to lead a wonderful team of Sunday School volunteers who are very dedicated to Children’s ministry at St. Martin’s. I look forward to a wonderful Fall in Christian Education.
NEW SUMMER PROGRAMS
Children’s Chapel– Beginning Sunday, May 26th, Children’s Chapel will be offered during the 10:30 am Service. At the beginning of the service, children and youth ages 4yrs-12th grade are invited to “Follow the Cross” from the Sanctuary to the Chapel to participate in their own learning of the Bible. Some of the older children will be asked to help lead the reading and discussion of the lessons or by facilitating a fun project for the younger children. Once the sermon is finished, the children return and join their parents and the congregation in time for Communion.
Bible Lessons follow the Revised Common Lectionary and are facilitated by members of the church. Leaders are trained and certified in child safety classes and follow guidelines which require two or more adults to supervise children at all times. Parents are always welcome to visit and learn more about the program.
Diocesan Fine Art Gallery: It has been an amazing privilege to be a part of this Diocesan-wide project. This gallery project, graciously hosted by St. Elisabeth’s Episcopal Church in Fort Worth features art and musical performances from more than 55 artists and musicians. A new “template” has been created for this event with an original liturgy to celebrate the God-given gifts of artists and musicians. On Saturday, May 18th, clergy, youth and lay people from the Fort Worth and Dallas Dioceses will participate in a service starting a 5pm, with blessings for artists and musicians, Stations of the Liturgical year and music from St. Martin-in-the-Fields Choir and Christ the King Choir. After the service, all are invited to move through the gallery and refreshments will be offered under tents on the beautiful St. Elisabeth grounds. A virtual gallery, created by Lefty Brandon, diocesan photographer, will continue the work of the Fine
Art Group, led by The Rev. Cynthia Ruiz, The Rev. Tracie Middleton and Corrie Cabes with contribution from Bishop Rayford High.

Retreat Opportunities: The Fine Art Gallery will host day or evening retreats through June for groups interested in experiencing the Liturgical year through powerful art and liturgy. Contact art.project@edfw.org for more information.
EfM: Education for Ministry, a program through the University of the South, equips lay-persons to be informed and knowledgeable in their daily ministry. Look for an inquirer’s booth in the West Parish Hall after the 10:30am service on May 26th, led by the Reverend Judy Upham, an experienced Fort Worth EfM Mentor.
VBS: We will have a Vacation Bible School Kick-Off Coffee Hour after the 10:30am service on Sunday, May 26th to kick off “Kingdom Rock”, a medieval themed curriculum that is sure to inspire and delight children as they learn that “God is Strong.” Work nights and many planning sessions continue as we prepare for our largest outreach ministry of the year. Vacation Bible School will be held on June 24th-28th . A Family Service will be held on Saturday, June 29th at 5pm at St. Martin’s. Please save the date–following the service, a yummy medieval style banquet will be held in “Ye Royal Eastern Parish Hall” with McTeggart Irish Dancers entertaining the lords and
ladies in attendance.
Security Update: The security system has been purchased and the installation process will begin next week. Thank you for funding and approving this project.
In His Service,
Corrie Cabes
Director of Christian Education

Vestry minutes – April 21, 2013 meeting

by Anika Rinker | Jun 27, 2013 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
April 21, 2013
Present:  Steve Anderson, Bob Bess, Annette Duff, Gary Grant, Pat Hollifield, DJ Mitchell, Joe Panther, Linda Seeber, Becky Snell, Joel Walker, Jim Wilson; Amy Haynie, Parochial Associate; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Not present:  Aubrey Hardman; Jim Reynolds, Rector.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, April 21, 2013, at 12:30 PM in the East Parish Hall.  The meeting opened with prayer by the Parochial Associate.  In the absence of the Rector the Senior Warden chaired the meeting.
Request from the Rev Gough
The Rev Lauren Gough requested $300 for expenses for the upcoming adult confirmation retreat – $200 to go as an honorarium to New Hope Lutheran Church, where the retreat will be held, and $100 for food.  She will ask participants at the retreat for contributions.  The budget line from which the expenses will come having been determined, no Vestry vote was required.
Mission and Outreach
Joy Malmgren announced the committee is making plans for the following:
For the summer they will try to encourage everyone to participate in a church-wide reading of Same Kind of Different Like Me – a book about Union Gospel Mission.  They may try to plan a fundraising event in connection and ask people to do a day of service at the Mission.
There are tentative plans for something for soldiers in July.
Minutes of the March 17, 2013, meeting were approved as distributed
Christian Education Report
The written report of Corrie Cabes, Director of Christian Education is attached and made a part of these minutes.  She specifically highlighted her meeting with the Bishop.  She also asked that Vestry members plan to attend and help greet people at the Art Event, Saturday, May 18, 5 – 7 PM, St. Elisabeth’s Episcopal Church, Fort Worth.
Security System
Prior to the meeting Pat Hollifield sent Vestry members copies of the 3 proposals he has received from security system companies for professionally installed systems.  Costs ranged from just under $10000 to over $13000.  The Christian Ed Director has researched the possibility of having volunteers do the work.  Joel Walker moved the Vestry authorize Corrie Cabes to do what is necessary to have a security system installed at a cost under $2000.  The motion was seconded and carried.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports.  (See attached.)  DJ Mitchell moved the treasurer’s report be accepted as presented.  The motion was seconded and carried.
Parochial Associate Report
The Parochial Associate reported she spent 3 days in Albuquerque at a Church Building Fund meeting last week.  There was a presentation on power, authority and leadership in the church.  She would like all St-Martin-in-the-Fields leaders to see the presentation when it is available online.
There is a deanery meeting Monday evening at Covenant UMC, Arlington.
Tuesday at 2 PM Jonnie Estes will be interred in the Memorial Garden.  Her daughter is donating a tree for the Memorial Garden.  Her funeral will be Sunday, May 5 at 2 PM.
The Province 7 Youth Event plans are working well.  Operation Kindness and Mission Arlington have been added to the projects available to the youth in attendance.
St-Martin-in-the-Fields and a Dallas church are having a youth confirmation retreat together.
Her letter of agreement with St. Martin is due for renewal.  Bishop High intends that clergy in our diocese be paid at a reasonable rate, and St. Martin will be the first with letters of agreement coming up.  The Parochial Associate and Senior Warden will work together on her letter.
Senior Warden’s Report
The Senior Warden read the resignation letter from the Rev Lauren Gough.  She thanked the Vestry for the stipend paid her for the past months, and stated that she no longer needs the help.  She plans to continue working in the parish, to serve at services, teach or assist in whatever capacity is desired.  The Senior Warden stated that her travel expenses will be covered when she is acting in a pastoral capacity for St. Martin.
He read a note from Michele King thanking the Vestry for her new desk and carpet.
He gave an update on the ongoing situation with Tarrant Appraisal District.  They have asked for a firm date construction will start on the land at issue.  Our reply stated that we cannot provide a firm building date due to ongoing legal issues.  Tarrant Appraisal has until April 30 to respond.
He asked that all Vestry members plan to attend the meeting with Bishop High following the 10:30 service and reception for the Bishop and the newly confirrmed on May 5.
Junior Warden’s Report
The Jr Warden announced that he plans to continue utilizing the services of the current cleaning company.
He stated that it is time for the Green Teams to begin their work.  He will assist Joel Walker, chair of the Green Teams, to get teams set up and assigned times.
Doug Watson has agreed to work with the Jr Warden on administration of the Memorial Garden.
The meeting adjourned at 1:50 PM with prayer by Steve Anderson.
Respectfully submitted,
Glenda Morehead
Clerk
Please note:  Next regular vestry meeting Sunday, May 19, 2013, 12:30 PM, East parish Hall.
 
Christian Education Report
April 2013
RECENT CHRISTIAN EDUCATION HIGHLIGHTS
Easter-On Easter Sunday, children and families gathered in the “fields” at St. Martin for a festive egg hunt. Led by the youth of St. Martin’s, this event featured professional photographers Gil and Susan Kleinwechter, a flowering cross and many happy children!
This event showcased the wonderful work of the EYC at St. Martin’s. They diligently met to stuff over 1000 eggs and served as crew leaders, planning the location of the hunt and helping the younger children gather eggs. A new tradition began as Mark Kleinwechter retired his trumpet and passed the “torch” to Michael Stehlik, who regally sounded his trombone to mark the start of the hunt!
Egg Hunt 2014: I am pleased to announce that we will be partnering with Sunny Bunny, a company who provides meaningful employment to those with disabilities and distributes stuffed Easter eggs.
Special thanks to these Vestry Members: Steve and his wife Mary Anderson for the lovely Easter reception, Bob Bess and Becky Snell for helping with clean up and Linda Seeber for her donation of candy for the eggs. Thank you to all that attended!
AWAKE MY SOUL Update: St. Martin’s and St. Elisabeth’s are continuing the work started during Lent, helping a family in need. In addition to the donations of food and household items, this family has received generous donations of furniture and a large anonymous donation that will go towards the repainting and repair of their house. Deacon Cindy Ruiz said that we have restored hope in this family. Due to this ministry, family members are now dedicating themselves to furthering their education with new vigor and purpose. The donation of a computer and printer from Kari Ann Erickson, along with Microsoft Office, donated by Will and Annette Duff, will help their children with schoolwork. Opportunities for our parish to join other churches in the diocese on work projects for this family will begin this Summer and Fall. We will also continue to think of this family during the Christmas season with a special “Angel Tree.”
SPRING/SUMMER HIGHLIGHTS and INFORMATION
Confirmation for Youth and Adults: Adult Confirmation will be led by Mother Lauren Gough for adults wishing to be confirmed, received and those wanting to renew their confirmation vows.
Diocesan Wide Youth Confirmation Retreat: 19 Confirmation candidates, will take part in a Confirmation Retreat on Friday, May 3rd-Saturday, May 4th. We are presenting the Youth with Call on Me, a prayer book for youth and prayer shawls, hand stitched by Vestry member Linda Seeber and her group of St. Martin’s seamstresses! Our congregation will be asked to submit prayers to be given to the adult and youth Confirmation Candidates for the next two weeks. This joyous journey will peak with a visit from Bishop High on Sunday, May 5th, confirming candidates at the 10:30am service. We talked about how blessed we are to have so many young children and youth at St. Martin’s. I am so excited to tell you that he is going to give a sermon for youth and children on this day!
“Living the Questions”:  Living the Questions is an amazing curriculum, sweeping the nation with many Episcopal Churches buzzing as they use this fresh approach to look at who we are as Progressive Christians. In addition, St. Martin in the Fields in London, a leader in Christian Education, has recently offered this series! St. Martin’s in Keller can also be a beacon, providing a source that promises the continuation of our Baptismal covenant through education. Living the Questions is a triumphal exultation of our Episcopal Heritage and other Progressive Christian faiths. This challenging series demands us to use our tradition, scripture and reason to further the kingdom of God in a world where exclusive faith practices are all too common.
More About Living the Questions: This new Adult Sunday Morning Christian Education series was canceled by Father Reynolds due to two recent break-ins and theft and a lack of a security system, necessary to ensure the safety of technology equipment that would be needed for this class. I want to thank Vestry Member Pat Hollifield for leading the research for a new security system. I am pleased to announce that a group of concerned parents have offered to install a security system, free of charge. Members of this group have successfully installed systems at churches before. All that is needed is the purchase of the equipment from COSTCO, Wal-Mart, etc. as Pat Hollifield and the Vestry see fit. I respectfully ask that this be swiftly approved. My work in Christian Education is being drastically affected with what I am able to offer to our growing congregation.
Diocesan Fine Art Gallery: I am seeking five members of the Vestry to help Usher and Greet at this event. Please let me know who can help! What is exciting about this event is the participation of artists and musicians from across the diocese. The Liturgical Calendar becomes a prayerful circle, with powerful works of art and a special Liturgy created for this event. The Bishop has marked his calendar! Please do the same:
Saturday, May 18 from 5-7pm at St. Elisabeth’s Episcopal Church, 5410 Black Oak Lane, Fort Worth.
Meeting with the Bishop: I was delighted to meet with the Bishop on April 12th in the Diocesan Office. He made time to discuss my vision as the Director of Christian Education and had wonderful insights about bringing people to St. Martin’s and our exciting future as we call a new rector. He specifically challenged me to work with the Vestry to create more of an Episcopal identity with St. Martin’s Preschool and Academy. We discussed many ways of doing this and I look forward to meeting with the Senior Warden and Vestry about increasing our efforts. As one of the school chaplains, I have made it my mission to make St. Martin’s church feel like a welcoming place for the families of the school, but with your help I know we can do so much more!
This could be accomplished through:
Mentoring Programs
Coffee with Parents/Education Programs
SAES-Southwest Association of Episcopal Schools
School Board
EfM: Education for Ministry, a program through the University of the South, equips lay-persons to be informed and knowledgeable in their daily ministry. Look for an inquirer’s meeting on May 26th, led by the Reverend Judy Upham, an experienced Fort Worth EfM Mentor.
Labyrinth: “A Path of Prayer” will be a six week series for Wednesday Night Live. Participants will be guided by Mother Amy Haynie in project-based learning, with the final outcome of a labyrinth project behind the Memorial Garden. This project will expand and be the heart of Lent in 2014.
FUN FIELDS FAITH DAY: A morning of fun, faith-filled games marks the end of Sunday School on May 19th. Sunday School resumes in the Fall.
VBS: Many hands will make God’s work come alive to children and their families this June 24th-28th from 9:30am-12:00pm. Look for work nights and many planning sessions as we prepare for our largest outreach ministry of the year. Start thinking of how you will be a part of this ministry!
In His Service,
Corrie Cabes
Director of Christian Education