by Anika Rinker | Feb 25, 2013 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING MINUTES
January 27, 2013
Present: Steve Anderson, Bob Bess, Richard Cabes, Annette Duff, Gary Grant, Aubrey Hardman, DJ Mitchell, Joe Panther, Linda Seeber, Becky Snell, Brian West, Jim Wilson; Jim Reynolds, Rector; Amy Haynie, Parochial Associate; Glenda Morehead, Clerk; Diana Panther, Treasurer.
A called meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, January 27, 2013, in the Godly Play Room immediately following the Parish Annual Meeting. The meeting was called for the purpose of determining Vestry officers for the coming year. The meeting opened with prayer by the Rector.
Election of Clerk
Bob Bess moved Glenda Morehead be elected Clerk for the coming year. The motion was seconded and carried.
Election of Treasurer
Jim Wilson moved Diana Panther be elected Treasurer for the coming year. The motion was seconded and carried.
Election of Jr Warden
Aubrey Hardman moved Steve Anderson be elected Jr Warden for the coming year. The motion was seconded and carried.
Senior Warden Announced
The Rector announced that he has chosen Bob Bess as Senior Warden for the coming year.
The Rector gave insights on the reasons for his decision to retire effective July 1.
Vestry members were advised of the following events requiring their presence: Installation of all Vestry members during the 10:30 AM service February 10, 2013. Next regular Vestry meeting Sunday, February 17, 2013, 12:30 PM, East Parish Hall.
Vestry members were encouraged to take part in the Diocesan Leadership Conference March 2, 2013 at St. Luke’s in the Meadow Episcopal Church 9 AM – 3:30 PM.
The clerk will be sending out the schedule of regular Vestry meetings for the coming year, the schedule of closing prayer responsibilities for the coming year and the Vestry contact information.
The Senior Warden will be preparing the VPiC (Vestry Person in Charge) schedule for the coming year.
The meeting adjourned at 2:20 PM with prayer by Becky Snell.
Respectfully submitted,
Glenda Morehead
Clerk
by Anika Rinker | Jan 31, 2013 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
December 12, 2012
Present: Steve Anderson, Jack Bailey, Bob Bess, Gary Grant, Aubrey Hardman, Pat Hollifield, Joy Malmgren, Joe Panther, Linda Seeber, Becky Snell, Jami Taylor, Brian West; Amy Haynie, Parochial Associate; Glenda Morehead, Clerk; Diana Panther, Treasurer; Lisa Neilson, Finance Committee Chair.
Not present: Jim Reynolds, Rector.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, December 16, 2012, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Parochial Associate. In the absence of the Rector, due to a family emergency, the Senior Warden chaired the meeting.
Minutes of the November 18, 2012, meeting were approved as distributed.
Christian Education Report – Corrie Cabes
The written report of Corrie Cabes, CE Director, is attached and made a part of these minutes.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports. (See attached.) Bob Bess moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
Parochial Associate’s Report
The Parochial Associate announced that those involved in leadership roles in worship will meet January 20 to plan the calendar through Lent, Easter and Pentecost On Fridays there will be a study of the Bible in chronological order (the order in which the books were actually written, not the order in which they appear in our Bible.
There will be observances of February 7 as the 4th anniversary of the reorganizational meeting of the Episcopal Diocese of Fort Worth.
Senior Warden’s Report
The Senior Warden announced that it has been confirmed that St-Martin-in-the-Fields is entitled to 6 diocesan delegates. The following six members of St. Martin are nominees for diocesan delegates: Phyllis Bess , Richard Cabes, Sue Mitchell, Lisa Neilson, Becky Snell, Joel Walker.
Funds have been budgeted for the necessary hotel rooms for delegates for diocesan convention.
Junior Warden’s Report
The Jr Warden announced plans for a “Grubby Sunday.” Grubby Sunday is a day each year when members of St-Martin-in-the-Fields “spruce up” the church for Spring. Grubby Sunday 2013 will take place March 3.
He reported that funds for moving the pipes in the Memorial Garden came from the same gift that paid for the Memorial Garden fence. He spoke with the donor, who approved the funds usage.
Linda Seeber provided an update on the carpet installation in the office area of the main building. The work will be done Thursday, January 3. If for any reason the work cannot be completed on that day, it will be finished on Friday, January 4.
Resolutions re Clergy Housing
Bob Bess moved the following resolutions be adopted:
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 $40,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
Whereas the Reverend James Reynolds, an ordained minister, is employed to serve St.-Martin-in-the-Fields Episcopal Church as Rector; and
Whereas St. Martin-in-the-Fields Episcopal Church does not provide a residence for its appointed minister:
It is hereby resolved that the compensation to be paid to the Rev. James Reynolds for the calendar year 2013, and subsequent years unless amended, shall include an annual payment of $36,000.00, 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
Budget Consideration
Lisa Neilson, Chair of the Finance Committee, reviewed the processes by the committee in determining their recommendation for the budget for 2013. (See attached report and budget.) Neilson moved the budget as prepared by the Finance Committee be approved by the Vestry. The motion being proposed by the committee needed no second. The Treasurer distributed the budget and answered questions from Vestry members. The motion by the committee carried with 11 favorable votes, Gary Grant abstaining.
The meeting adjourned at 1:45 PM with prayer by Jack Bailey.
Respectfully submitted,
Glenda Morehead
Clerk
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SUNDAY, FEBRUARY 17, 12:30 PM, EAST PARISH HALL.
Vestry Report for January 2013 Christian Education News and Highlights
Sunday School
-Epiphany Pageant, Directed by Patricia Pannell –Jan.6th @10:30am Service -Sunday School for Children and Adults-Resumes Jan. 13th
Weekday Christian Education
-New Friday morning class offers participants a chance to read the entire bible in a year! Led by Mother Amy Haynie
-SOS resumes on Monday, Jan. 14..new book TBA!
-Twice Weekly Children’s Chapel Services held in the Sanctuary on Wednesday and Thursday at 9:30am! All Welcome! Children’s Liturgy and Christian Music/Movement.
Special Events-
Lenten “Fridays in the Fields” -Soup and Bread Served
-Adult Ed.-“Sabbath in the Suburbs”—A Family’s Experiment with Holy Time”
-Adult Ed.-“Unabashedly Episcopalian”-(Tentative) “A call to Episcopalians to wake up to the church’s unique gifts and story, and equips them to share that witness in the neighborhoods and out in the world.”
-Youth/Children Ed.-“Constructing the Gospel”—Teen “Creators” and Adult Volunteers will lead children in bringing the Gospel to life with marshmallow peep dioramas and Lego scenes. -Childcare for 3 and under provided.
-Each Evening Ends with Parish Family Stations of the Cross
Diocesan Wide Artist Reception
-Interest Meeting to be held on January 20th after the 10:30 service in the Godly Play Room.
Safeguarding God’s Children
-Diocesan Wide Godly Play Training (tentative) in February—date TBA
Thanks for your continued support of the Christian Education programming at St. Martins!—Corrie Cabes
by Anika Rinker | Dec 27, 2012 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
November 18, 2012
Present: Steve Anderson, Jack Bailey, Aubrey Hardman, Pat Hollifield, Joy Malmgren, Joe Panther, Linda Seeber, Becky Snell, Jami Taylor Brian West; Jim Reynolds, Rector; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Not present: Bob Bess, Gary Grant; Amy Haynie, Parochial Associate.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, November 18, 2012, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Rector.
Remarks by Deacon
The Rector introduced the Rev Henry Penner, who was ordained to the permanent diaconate on November 2. The Deacon reminded Vestry members that St-Martin-in-the-Fields has been his church home for over 20 years. He praised the Vestry, saying they all do a wonderful job representing the parish. He thanked everyone for all their prayers, support and help during his long journey to the diaconate.
Minutes of the October 21, 2012, meeting were approved as distributed.
Christian Education Report
Corrie Cabes, Director of CE, was not available, but her written report is attached and made a part of these minutes. The Rector stated that great strides have been made in the Academy chapel due to Corrie’s work.. Chapel is held each Wednesday and Thursday at 9:30 AM, and Vestry members are invited to attend this service for the children. On December 6 St. Nicholas will be visiting during chapel.
Diocesan Information
Joel Walker announced that Henry Penner’s ordination to the diaconate at diocesan convention was a unique event. St-Martin-in-the-Fields was well represented among those attending. On December 21 at 7PM Jordan Haynie will be ordained to the transitional diaconate in St-Martin-in-the-Fields. In mid December the Commission on Ministry will be sitting down with Bishop High, the new provisional bishop, to begin to learn his thoughts on ordination.
Security of Property
Pat Hollifield gave particulars on the security camera systems he has investigated so far. Vestry members with information on sources and equipment were asked to provide them to Hollifield to assist him, as he continues his work.
Stewardship
In the absence of Bob Bess, chair, Glenda Morehead provided the following update:
We now have 97 cards returned. There are 90 pledges with a total of $264,600. (One of the pledges is from someone who lives here only a part of the year, and theirs always spans over into the next year.) When you add the part that will be paid in 2014, the total pledged is $264900.) There are 20 new pledgers. Follow up continues.
The Rector stated he needs a volunteer to head Stewardship in 2013. He intends to have a Stewardship chair in place by the Parish Annual Meeting.
Mission and Outreach
Joy Malmgren, chair of the Committee, reiterated the plans for St. Martin’s Angel Tree to provide gifts for children at a charter school.
She would like to have a special collection to be sent to St. Mark’s-in-the-Bowery, an Episcopal church in one of the areas hardest hit by Storm Sandy. They are working to provide help to people in need. She plans to add $250 of budgeted funds to those collected.
Nominating Committee
The Senior Warden, chair of the committee, reported that 6 people have agreed to run for Vestry so far: Pat Hollifield (who is currently completing a partial term), Richard Cabes, Annette Duff, DJ Mitchell, Joel Walker and Jim Wilson. All have been asked to provide autobiographies as soon as possible. He asked that anyone who knows of anyone who would like to run get the information to the Rector or any member of the Nominating Committee. He has asked Becky Snell to help him and the committee choose nominees for Delegate to Convention. Those serving as delegates are committing to attend all Deanery meetings in addition to their attendance at diocesan convention. Plans were made to announce the invitation to run for Vestry or Delegate in church services. The Senior Warden will make the committee’s final report at the December meeting.
Treasurer’s Report
The Treasurer announced that the Finance Committee will be meeting on December 1 to prepare the budget for Vestry consideration at the December meeting. After approval by the Vestry the budget is shared with the parish at the Parish Annual Meeting.
The Treasurer reviewed the monthly financial reports. (See attached.) Aubrey Hardman moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
Rector’s Report
The Rector announced that he met yesterday with the Altar Guild. In the meeting they discussed the 9 services that will take place in 6 days at St-Martin-in-the-Fields during December. Thursday the 20th 7 PM will be the Blue Christmas gathering. Friday the 21st
7 PM is the ordination of Jordan Haynie. The weekend of 22-23 are the services of Advent 4, with Greening of the Church following, Monday the 24th are the 3 Christmas Eve services, Tuesday the 25th 10 AM is the Christmas Holy Eucharist. The church office will be closed from then through January 1. The Rector will be available if needed for emergencies.
The Rector, his mother and his wife will be leaving next Friday for DisneyWorld. They will be returning the following Thursday.
On behalf of his mother, Jan, he expressed profound gratitude to Linda Seeber and all the Helping Hands Ministry for their help, their chauffeuring, and their assistance during her recent treatments.
On April 9, 2013, he, his wife and his mother will be gone for 2 weeks. They will be going to Europe, mainly to Germany, where he and his mother lived while his father was stationed there. This will be his wife, Linda’s, first trip to Germany.
Senior Warden’s Report
The Senior Warden announced that he is checking into an upgrade of the sound system in the sanctuary. He has bids from all the vendors he has worked with and will be forwarding the information to Jim Wilson, our resident sound system expert. Funds for the redone sound system will not come from the Operating Fund but from special gifts made to the Memorial Fund.
Junior Warden’s Report
The Jr Warden announced that Linda Seeber has gotten estimates for carpeting of the hall outside the Rector’s office and the area comprising the Parish Administrator and Parochial Associate offices. The cost quoted of commercial carpet is $2275 for carpet squares $3400. The cost would come from capital funds. Vestry consensus is to go with Seeber’s recommendation of the carpet. Jami Taylor moved the project be changed to include carpeting the Rector’s office and the Chapel with commercial carpet also at a total project cost not to exceed $6000, cost to come from capital funds. The motion was seconded and carried.
Announcements
Becky Snell announced that on Tuesday the slab will be poured for the first multipurpose area being built by scouts (15’x30’). The boys are putting up the framework today. The pour will be cancelled if the weather is inclement.
The Parish Annual Meeting lunch this year will be a Pot Luck.
The responsibility for the Vestry lunch each month will be added to the agenda beginning with the new Vestry in 2013.
The meeting adjourned at 2:15 PM with prayer by Joy Malmgren.
Please note: Next regular vestry meeting Sunday, december 16, 12:30 PM, East parish Hall.
Respectfully submitted,
Glenda Morehead
Clerk
Christian Education Report
November 2012
Christian Education News:
We have lots of exciting events going on in Christian Education!
Wrap Up of Fall Events—WNL was a great success with 40-50 people participating for 6 weeks. It was a great time to gather around a good meal, classes for all and EYC-led compline. Thanks go especially to Becky Snell and the Vestry for a GRAND FINALE of grillin’ and cookin’ and cleanin’ up after WNL!
-Advent Festival Dec. 2nd
–hot cocoa, caroling, cookies, “green” an advent wreath, decorate an ornament and create a manger scene (crèche’).
I am seeking favorite family cookie recipes for this event. Looking for the Vestry and parish family to bake cookies and give out copies of the recipes to share with everyone. Please email me if you can do this!
St. Nicholas Chapel Service, Dec. 9th
St. Nicholas will make a guest appearance at the Preschool and Academy for a very special Chapel Service. Children’s shoes will line the halls and await goodies to be delivered by St. Nick! Preschool Chapel is held bi-weekly with music, liturgy and I am proud to say that the children have memorized the Lord’s Prayer! This is an amazing outreach ministry to the over 80 children and families enrolled in the preschool. Drop in Wednesday and Thursday at 9:30am in the sanctuary and join in the fun!
Elves Feast Dec.24th
After the 5pm Family Service-
This fun event features goodies and a visit from good ole’ St. Nick!
Epiphany Pageant Jan 6th
Under the direction of Patricia Pannell, the story of Christ’s birth is brought to life with all the children of St. Martin’s participating!
Questions/comments? Contact Corrie Cabes christianed@stmartinthefields.org
by Anika Rinker | Dec 20, 2012 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
October 21, 2012
Present: Jack Bailey, Gary Grant, Pat Hollifield, Joy Malmgren, Joe Panther, Linda Seeber, Becky Snell, Jami Taylor; Jim Reynolds, Rector; Amy Haynie, Parochial Associate; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Absence notified: Steve Anderson, Bob Bess, Aubrey Hardman, Brian West.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, October 21, 2012, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Rector. Minutes of the September 16, 2012, meeting were approved as distributed.
Christian Education Report
Corrie Cabes, Director of CE, was not available, but her written report is attached and made a part of these minutes.
Diocesan Information
Joel Walker announced that on Tuesday at 7 PM, at St Elizabeth in northwest Fort Worth Cyndy Riker will be ordained to the transitional deaconate. On Saturday at 10 AM at St. Alban’s, Arlington, two deacons will be priested – Heather O’Brien and Doyle Diets-Allen. Joy Malmgren reported that the next meeting of the Eastern Deanery is tomorrow night.
Festival-in-the-Fields
Linda Seeber reported on the wrap-up meeting of the Committee on behalf of Dick Seeber, chair. The email that forms the notes on the meeting is attached and made a part of these minutes. The Festival cleared approximately $1000.
Mission and Outreach
Joy Malmgren, chair of the Committee, reported the following:
The daughter of Elizabeth Mason provides Christmas gifts for children at her school. She will be providing 50 names for St. Martin’s Angel Tree.
She announced the following plans:
She is looking at bringing in a truck for St. Martin’s Day for parishioners to fill with household goods for Community Storehouse. She will ask in the bulletin for donations for the Storehouse for Thanksgiving. She will pursue getting lists of needs from our partnered school. She got a discount card for St-Martin-in-the-Fields from the Mattel Outlet. Mattel will give a discount to anyone who brings in a bulletin or other proof of their connection to St. Martin.
Stewardship
In the absence of Bob Bess, chair, Glenda Morehead provided the following update:
Prior to today 10 pledge cards had been turned in. Bess had been hoping that after services today the total would have reached 20. Vestry members applauded when she announced the actual number received prior to today’s Vestry meeting is 30.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports. (See attached.) Jami Taylor moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
Parochial Associate Report
The Parochial Associate announced that next Saturday will be a busy one, starting with the ordinations at St. Alban’s at 10 AM. Acolyte practice for Henry Penner’s ordination will be at 12:30 PM at St-Martin-in-the-Fields, and the Sandy Bess memorial service will take place at 3 PM. The Parochial Associate’s presentation at Diocesan Convention will begin at 5 PM Friday evening. The Diocese will pay for dinner for 15 of the people who will be coming that evening to Henry Penner’s ordination to the vocational deaconate. The liturgy bulletins for the ordination will be done at St. Martin’s and the Diocese will reimburse the church.
She reported that the 11:15 Thursday Holy Eucharist is going well and they continue to explore a variety of liturgies. There were 20 participants in the Blessing of the Animals.
On December 20 the Parochial Associate and Annette Mayer will be doing a Blue Christmas for those for whom Christmas is a difficult time.
Next Sunday will be the planning meeting for the church calendar Advent through Epiphany. The event for youth of our Province will be held July 8-14, 2013, at the University of Dallas. Participants will stay in the dorms there, and each day go to the work sites of their choice. Time will be provided for fun events, also. 200 kids are expected.
Rector’s Report
Security of Property Committee: The Rector announced that Pat Hollifield will chair the Security of Property Committee which will determine the best option for protection for all St. Martin buildings, property and contents. Hollifield will report on the committee findings at the next regular meeting.
Ordination of Jordan Haynie: Bishop High will ordain Jordan Haynie to the transitional deaconate at 7 PM, December 21 at St-Martin-in-the-Fields.
Bishop’s Official Visit: He has requested May 5, 2013, for the official visit of the Bishop to confirm those who will be ready.
Henry Penner Benevolence Fund: A bucket will be set out at Diocesan Convention Friday night and Saturday morning for donations to Henry Penner’s benevolence fund. Becky Snell and a person representing the diocese will count the money received, and Snell will bring the money back to be put into the Deacon’s Benevolence Fund. A small reception for Penner will be held after the 10:30 service on November 4. Penner will function as a deacon at the altar after November 4.
Gifts to Deacons: The Rector would like to provide Jordan Haynie with an alb and cincture for her ordination gift to the transitional deaconate. Cost would be $130 – $140. Sense of the Vestry is that the gift to Haynie and the gift to Henry Penner for his ordination will be from the Vestry members. The Treasurer will bring cost of the gifts to the November meeting, and the Vestry will split it.
Senior Warden’s Report
Carpet for Offices: The Senior Warden reminded Vestry members of the poor condition of the carpet in the offices of the Parochial Associate and the Parish Administrator. Carpet in both areas needs to be replaced. Linda Seeber is getting price estimates for carpeting them. The cost will be a capital expense and taken from the Capital Fund.
Saturday Service Nursery: The Senior Warden reported that the Finance Committee has analyzed nursery costs for the 5 PM Saturday service. In the past 18 months coverage of the nursery for that service has cost a total of $1638. During that time only 2 children stayed in the nursery during the service – the children of a Vestry member when he was VPiC. After discussion and suggestions of solutions, Joe Panther moved the Vestry adopt the following policy change:
To suspend the nursery for the 5 PM Saturday service with the provision that a nursery will be scheduled for the 5 PM Saturday service at the discretion of the clergy.
The motion was passed with no dissenting votes.
Letter of Agreement with the Rector: The Senior Warden reported that the letter of agreement was approved by 10 Vestry members in email commiunications. The letter has been signed by the Bishop, the Rector and the Senior Warden. One signed copy is filed with the Diocese, one copy with the Rector, and the original is on file in the secure files of St. Martin.
Parish Bylaws: The Senior Warden stated that the Diocese wants every parish to have bylaws governing their policies. Kathleen Wells, Chancellor of the Diocese, has a model. He will get one from Wells, get it to the Rector and they will determine how to proceed.
The meeting adjourned at 2 PM with prayer by Joe Panther.
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SUNDAY, NOVEMBER 18, 12:30 PM, EAST PARISH HALL.
Respectfully submitted,
Glenda Morehead
Clerk
Vestry Report for the Month of October
Christian Ed. Highlights-
WNL—Kicked off Oct. 3—Great Success! Avg 45-50 people in attendance weekly. -Dinner and classes for adults, kids and teens.
-Teens have led compline and music at the end of each WNL. I appreciate the Vestry agreeing to cook for the last WNL. It has been wonderful to see Vestry members supporting me weekly with attending WNL and I look forward to finishing Fall WNL with my Vestry Chefs!
Twice Weekly Chapel– It’s been great to be a part of the “Chapel Team” for the Preschool Academy with Fr. Jim and Mother Amy. We’ve included even the youngest classes for Chapel. Recently we had a stuffed animal blessing for St. Francis day. Each week we hold Chapel services for 70-80 children.
Adult Sunday School began Oct.14th! 9:45am-10:15am in the Library with Annette Mayer. This class is based on the weekly revised common lectionary!
-Lots of interest about this new offering!
Let’s Build Community! Trunk or Treat!! Sunday, Oct. 28th
Petrifying Parking Lot Coffee Hour—Looking for participants to bring decorated cars and hand out candy out of their car trunks. Costumes strongly encouraged!!! -Bounce Houses! Trunk or Treating! What fun!
Christian Education Report
November 2012 Vestry
Christian Education News:
We have lots of exciting events going on in Christian Education! Wrap Up of Fall Events—WNL was a great success with 40-50 people participating for 6 weeks. It was a great time to gather around a good meal, classes for all and EYC-led compline. Thanks go especially to Becky Snell and the Vestry for a GRAND FINALE of grillin’ and cookin’ and cleanin’ up after WNL!
Advent Festival Dec. 2nd
–hot cocoa, caroling, cookies, “green” an advent wreath, decorate an ornament and create a manger scene (crèche’).
I am seeking favorite family cookie recipes for this event. Looking for the Vestry and parish family to bake cookies and give out copies of the recipes to share with everyone. Please email me if you can do this!
St. Nicholas Chapel Service, Dec. 9th
St. Nicholas will make a guest appearance at the Preschool and Academy for a very special Chapel Service. Children’s shoes will line the halls and await goodies to be delivered by St. Nick! Preschool Chapel is held bi-weekly with music, liturgy and I am proud to say that the children have memorized the Lord’s Prayer! This is an amazing outreach ministry to the over 80 children and families enrolled in the preschool. Drop in Wednesday and Thursday at 9:30am in the sanctuary and join in the fun!
Elves Feast Dec.24th
After the 5pm Family Service-
This fun event features goodies and a visit from good ole’ St. Nick!
Epiphany Pageant Jan 6th
Under the direction of Patricia Pannell, the story of Christ’s birth is brought to life with all the children of St. Martin’s participating!
Questions/comments? Contact Corrie Cabes christianed@stmartinthefields.org
by Anika Rinker | Oct 27, 2012 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
September 16, 2012
Present: Steve Anderson, Jack Bailey, Bob Bess, Gary Grant, Aubrey Hardman, Pat Hollifield, Joy Malmgren, Joe Panther, Linda Seeber, Jami Taylor, Brian West; Jim Reynolds, Rector; Amy Haynie, Parochial Associate; Glenda Morehead, Clerk,. Diana Panther, Treasurer.
Not Present: Becky Snell.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, September 16, 2012, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Rector.
Minutes of the August 19, 2012, meeting were approved as distributed.
Christian Education
Corrie Cabes, Director, reported on CE activities. Her report is attached and made a part of these minutes.
Diocesan Information
Joel Walker announced that on Thursday at 6 PM Carlye Hughes will be installed as the new Rector of Trinity. 2 women of the Diocese will be priested in the fall.
The Rector reported that The Rt Rev Rayford High will be instituted as the next provisional Bishop of the Diocese of Fort Worth on November 3 at Diocesan Convention. He reminded all those attending Convention to register on the diocesan website.
Festival-the-Fields
Dick Seeber showed the postcard invitation that will be sent to 2800 households prior to the event. Signs are up. Everything is coming together. Tee shirts have been purchased for the day: green for all festival staff and black for the clergy. 33 vendors have signed up so far. The event will be patrolled by off-duty policemen for the entire day. Firemen will be present in the morning. Businesses south of the church are being asked to allow participants to park in their lots to provide overflow parking. Sprinkler heads will all be marked to ensure their safety. Joe Panther who will be in charge of food asked that anyone who has not volunteered in other areas contact him. There are no provisions for a “rain out.”
Stewardship
Bob Bess announced that the first Stewardship Reflection is on the website and in this week’s bulletin. 14 reflections are ready for use throughout the campaign. The celebration of completion will take place November 11. He stated that the campaign is on track because of all the people involved in the work. During the month of October short sermons at all services will be followed by lay members speaking on stewardship. Joy Malmgren announced plans for a parish-wide meeting to be held October 14, noon to 4:30 PM with a light lunch provided. The focus of the meeting will be visioning for the future of St-Martin-in-the-Fields. Who are we? Where did we come from? Where are we going? Rob Karvo will be facilitator for the meeting.
Establishment of Endowment
Gary Grant stated that an endowment fund can be set up only after funds for it are received, not before. Consensus of the Finance Committee is to have any St-Martin-in-the-Fields Endowment Fund administered through the endowment fund of the Episcopal Church. Sense of the Vestry is that Grant should move forward on plans for education of the congregation and preparations for an Endowment Fund to be launched at St-Martin’s Annual Meeting 2013.
Parochial Associate’s Report
The Parochial Associate reported the following:
She is currently working on the ordination and liturgy for diocesan convention.
She is still working on establishing a relationship with an elementary school in our area. She and the school’s administrators are currently “trading phone messages.”
The Diocese of Fort Worth is working on redistributing the deaneries. She is heading the effort. She asked that anyone having input on composition and efforts of deaneries contact her.
A daytime weekday Holy Eucharist will begin this Thursday at 11:15 AM in the chapel.
Province 7 will be holding a youth event in our area, hosted by the youth of the Diocese. The kids want to host the event through Diocesan EYC. The date will be either the first week or last week of July 2013. The target attendance is 200 youth.
Treasurer’s Report
The Treasurer announced that she had been able to get into St-Martin’s safe deposit at Liberty Bank. The property deeds were there. She has bank documents that must be signed by the Rector and Clerk. The deeds will be kept in secure files in the church office.
She reviewed the monthly financial reports. (See attached.) Bob Bess moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
Rector’s Report
The Rector appointed the Nominating Committee for Vestry members and diocesan delegates to be elected at the Parish Annual Meeting 2013. They are: Jack Bailey – chair, Pat Hollifield, Joy Malmgren and former Senior Wardens – Lisa Neilson, Scott Pannell and DJ Mitchell. The committee is to make its report at the November meeting.
He appointed the Stewardship Committee for this year’s campaign. Bob Bess will chair the committee, members are the following: Mary Anderson, Steve Anderson, Jack Bailey, Bob Bess, Phyllis Bess, Linda Hahn, the Rev Amy Haynie, Pat Hollifield, Paula Jefferson, Gil Kleinwechter, Susan Kleinwechter, Flo Lowrey, Joy Malmgren, Don Mayer, Sue Mitchell, Lisa Neilson, Diana Panther, Joe Panther, Susan Reeves, the Rev Jim Reynolds, Linda Seeber, Becky Snell, Jami Taylor, Doug Watson, Kathy Watson.
Senior Warden’s Report
The Senior Warden distributed copies of the Letter of Agreement between St-Martin-in-the-Fields and the Rev James Reynolds which has been approved by Bishop Ohl. When signed by the Rector, Senior Warden and Bishop, each will receive official copies of the document, with the original to be filed in the secure files in the church office. He asked for any input from Vestry members regarding the Letter of Agreement no later than Friday, September 21.
Junior Warden
The Jr Warden had no report.
The meeting adjourned at 2:20 PM with prayer by Bob Bess.
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SUNDAY, OCTOBER 20, 12:30 PM, EAST PARISH HALL.
Respectfully submitted,
Glenda Morehead
Clerk
by Anika Rinker | Sep 26, 2012 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING MINUTES
August 19, 2012
Present: Steve Anderson, Jack Bailey, Bob Bess, Gary Grant, Aubrey Hardman, Pat Hollifield, Joy Malmgren, Joe Panther, Linda Seeber, Becky Snell, Jami Taylor, Brian West; Jim Reynolds, Rector; Amy Haynie, Parochial Associate; Glenda Morehead, Clerk,. Diana Panther, Treasurer.Not present: MalmgrenA regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, August 19, 2012, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Rector.Minutes of the June 23, 2012, meeting were approved as distributed. Minutes of the July 29, 2012, called meeting were approved as distributed.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports. (See attached.) Bob Bess moved the treasurer’s report be accepted as presented. The motion was seconded and carried. The Treasurer announced that the safe deposit boxes of Liberty Bank are being moved to Liberty’s new location. St-Martin-in-the-Fields has a safe deposit at Liberty, but a thorough search did not result in the key’s being found. Bob Bess moved the adoption of the following resolution:
Whereas Diana Panther is the treasurer of St-Martin-in-the-Fields Episcopal Church
The Vestry of St-Martin-in-the-Fields hereby authorizes Diana Panther, Treasurer of St-Martin-in-the-Fields to access the current safe deposit box of St-Martin-in-the-Fields at Liberty Bank and to obtain and access a new safe deposit box for St-Martin-in-the-Fields at the new location of Liberty Bank.
Finance Committee Report
Lisa Neilson, committee chair, reported the following from the Finance Committee meeting: Gary Grant will report to the Vestry in September on the committee discussion of endowments. Paula Jefferson led the discussion of generally accepted accounting principles. From the discussion the committee moved the following actions be taken by the Vestry: (The motions being made by committee no seconds were necessary.)
That the replacement air conditioner unit, which meets the criteria of a capital expense, be paid for out of the building fund. The motion carried.
That the Treasurer be authorized to consolidate multiple bank accounts and use budget line items rather than separate bank accounts to streamline the SMITF accounting system. The motion carried.
Festival-in-the-Fields
Dick Seeber, committee chair, reported on the progress of plans for the event September 29. His chart of responsibilities and activities is attached and made a part of these minutes. He asked for and the Jr Warden agreed that treatment for fire ants will be done on the property at the appropriate time to ensure they will not be a problem. He asked for and the Rector granted him permission to speak to all 3 church services telling of plans and opportunities to participate and serve. He is preparing a “continuity notebook” for use in the future if the Festival becomes a regularly scheduled event. In the notebook are included all ideas presented during discussions by the committee.
Stewardship Committee
Bob Bess, committee chair, announced that the committee will meet Aug 28 at 6:30 PM to make plans for this year’s campaign. All who are interested are invited to attend. Bob Bess informed the Vestry that Joy Malmgren would like to have Rob Karvo help facilitate the Stewardship Campaign The Rector will meet with Rob Karvo and make his recommendation to the Vestry at the September meeting. Kick-off of the Stewardship Campaign will be in September, with completion by October 31. Bess plans to have Stewardship Reflections on the website during the campaign.
Rector’s Report
Blessing of Relationship: The Rector announced that on September 22 at 1:30 PM Kariann Erickson and Anne Connaghan will have a blessing of their relationship using the rite approved by the General Convention.
Nursery Procedures: The Rector reviewed the Policies and Procedures for Childcare and Childcare Workers with revisions he has made to the document. There were some suggested revisions proposed by the Vestry. Bob Bess moved the revised Policies be accepted with the changes as discussed. The motion was seconded and carried. The Rector reminded everyone that anyone with concerns regarding the Nursery is to bring them to him.
Executive Council Meeting: The Executive Council of the Diocese of Fort Worth will meet at St-Martin-in-the-Fields September 15, 10 AM to 2 PM. Steve Anderson will coordinate the hosting for the day. All Vestry are requested to serve in one of the 3 times people will be needed. Those helping with set up need to arrive at 9 AM, midday hosts at 11:45 and tear down people at approximately 3 PM.
Parochial Associate’s Report
The Parochial Associate reiterated that she and Corrie Cabes are splitting the leadership duties of the EYC. She stated that she has completed the preliminary work in partnering with Whitley Road Elementary School.
While at General Convention she learned of a young couple to whom St. Martin had been recommended. They determined that they would prefer a church that had young adult activities. She will be contacting young adults of our congregation to find out their needs, with the possibility of developing programs.
On her work on a diocesan level: She is organizing a mission trip for adults and older youth. Registration opens Monday for Diocesan Convention in Stephenville November 2 and 3. The Holiday Inn Express is the best location for lodging for the convention. Individuals will need to make their own reservations using a credit card. St-Martin-in-the-Fields will handle all aspects of the ordination of Henry Penner on November 2. She wants the youth who go for the ordination to form the core group for the youth lock-in at convention that night. By the time of convention we should know who will be our next Provisional Bishop. Various plans are being considered for partnering churches with buildings with those who have no buildings. No decision has been made at this time.
She will be attending the Diocese of Texas Clergy Conference October 22-24. Diocese of Texas will cover her expenses, and Bishop Ohl has approved her going.
The Diocese is changing the background checks; the company that previously did them at no charge has gone out of business. There are three levels of checks available. The cost for volunteers is $15 per person; Vestry, Treasurer and money counters, and Altar Guild $38 per person; all employees $80 per person. Knowing that most congregations will find it a hardship to pay for every person in each category, she has proposed the following be checked: all employees, Senior Warden, Jr Warden, and head of the Altar Guild. 1 adult of each Sunday School or youth grouping. The stated levels of background checks are guidelines only, not requirements at this time.
Senior Warden’s Report
The Senior Warden reported that he hopes to have the letter of agreement ready to bring to the September Vestry meeting. DJ Mitchell is close to finalizing the letter. Once that is done the Senior Warden will meet with the Rector and the Bishop to see if it meets with their approval. The Senior Warden stated that the Finance Committee will work toward a 3 year budget when it plans the budget for next year.
Junior Warden’s Report
The Jr Warden announced that the floors in the Parish Hall have been done. The man who has done the floors for several years stated that he finds it hard to justify the cost of his work because the floors are always in such good shape when he is called in to do them.
Monday the installation of the Memorial Garden fence begins, work to be completed by Labor Day.
The placement of park benches and a cross to form an outdoor worship space is the Eagle Scout Project of Devin Raymer. A total of 4 active Scout Projects are being done at this time. The Jr Warden thanked the Senior Warden for all his help during the past year.
The meeting adjourned at 2:37 PM with prayer by Pat Hollifield.
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SUNDAY, SEPTEMBER 16, 12:30 PM, EAST PARISH HALL.
Respectfully submitted,
Glenda Morehead
Clerk
by Anika Rinker | Aug 30, 2012 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING MINUTES
July 29, 2012
Present: Jack Bailey, Bob Bess, Gary Grant, Aubrey Hardman, Pat Hollifield, Joy Malmgren, Joe Panther, Becky Snell; Jim Reynolds, Rector; Glenda Morehead, Clerk,
Absence notified: Steve Anderson, Linda Seeber, Brian West.
Absent: Jami Taylor
A called meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, July 29. 2012 at 10 AM in St. Martin’s Chapel. The meeting was called for the purpose of Vestry members signing the official Congregational Certification for the Episcopal Diocese of Fort Worth to support the ordination of Jordan Melissa Haynie to the transitional deaconate in accordance with Canon III 8 (c) (2). The meeting was opened in due form by the Rector at 10 AM.
All Vestry members present signed the Congregational Certification to support the ordination of Jordan Melissa Haynie (8 members, 2/3 of the entire Vestry.) (See attached copy.)
The meeting adjourned at 10:05 AM.
Respectfully submitted,
Glenda Morehead
Clerk
by Anika Rinker | Jul 27, 2012 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
June 23, 2012
Present: Steve Anderson, Jack Bailey, Bob Bess, Gary Grant, Aubrey Hardman, Pat Hollifield, Joy Malmgren, Joe Panther, Linda Seeber, Becky Snell, Jami Taylor, Brian West; Jim Reynolds, Rector; Amy Haynie, Parochial Associate; Glenda Morehead, Clerk, Diana Panther, Treasurer.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, June 23, 2012, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Rector.
Minutes of the May 20, 2012, meeting were approved as distributed.
Christian Education Report
The Rector introduced Corrie Cabes, the new CE Director who is on board as of June 15. He stated that she has Montessori training and experience in previous teaching employment. Cabes reported the following:
VBS was an amazing success with 150 enrolled. 75% of the students were linked to the Academy. There were 25 youth assistants, 6 staff and clergy. 131 were present for the Saturday evening service celebrating VBS. 500 canned items were donated to the Community Storehouse, and these items were blessed at the Saturday service. She thanked the entire congregation for their support. Next year’s VBS will have a medieval theme. She is looking at the Sunday School curriculum for the next year with the goal of doing what’s best for our children.
Fun Festival-in the-Fields
Dick Seeber, chairman of the event, reported the following:
The Festival-in-the-Fields will be from 10 AM to 3 PM on Saturday, September 29, 2012. The purpose of the Festival is to let people know who we are. A tent has been rented for 2 days, Saturday and Sunday at a cost of $1135 for the 2 days. Setup of the tent will be done on Friday. Ron Hitchcock is checking into what permits will be required and from whom, and those will be obtained. Linda Seeber is in charge of the Silent Auction. So far 13 people have agreed to donate items for the Silent Auction. Richard Cabes in charge of activities for the children. Entertainment is being arranged and a leader is needed for that. Brian West volunteered to help, but will not be in charge of it. Dawn Childers 1s in charge of ticket booths. Everything will be free except for hamburgers and hot dogs. Joel Walker will be providing the food and Joe Panther will head food service. Bill and Maeve Matulevich will be in charge of the vendor craft booths. The fee is $25 per table. All vendors must be approved by the Festival Committee. Ron Hitchcock and Joy Malmgren are in charge of advertising. The Masons and Jeffersons have volunteered to head parking for the event. The Parish Hall will be open only for use of the restrooms. Flo Lowrey will be in charge of welcoming and directing those who come into the buildings. The church building will be open to provide information and a look at our worship area. It was suggested that hiring of off-duty policemen would be a good idea to provide a secure presence. Seeber asked that all the Vestry plan to participate in the Festival in some way.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports. (See attached.) Bob Bess moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
Rector’s Report
Thank you for support: The Rector expressed his thanks for all the support shown him and his family on the death of his father. His mother’s house was put on the market and sold within 15 days for cash. On July 1 Jan, Linda and other family will be going to finish emptying the house.
Times off 2012: The Rector stated that this year he has been gone 22 days, taken as vacation only. He plans to take off an additional week in the Fall – 7-8 days – to return to Disney World.
Times out of the office Rector and Parochial Associate: The Rector and Parochial Associate leave tomorrow AM on the youth mission trip and will return June 29. They will be in town that Saturday and Sunday, and will be leaving on Tuesday to go to General Convention, returning on July 15. The Rev Lauren Gough will cover services July 7-8 and again July 14-15. Jordan Haynie will be preaching July 14-15. She will preach 3 times while she is home this summer. The Rector reviewed some of the subjects that will be considered at General Convention. Sometime after their return he, the Parochial Associate and Lisa Neilson will present a program on General Convention.
Parochial Associate’s Report
The Parochial Associate announced that the Rev David Madison of Diocese of Fort Worth is on the Budget Committee of General Convention. The budget is one of the subjects that will be controversial. Diocese of Fort Worth is 1 of the 4 dioceses that is meeting or exceeding their 19% asking to support the Episcopal Church.
She thanked everyone for their understanding and support while the Rector and Parish Administrator were out.
She reported that the kids going on the mission trip asked specifically that the Rector and Bob Neilson provide the male adult presence on the trip. She and Becky Snell will be the female presence. 10 people are going – 6 kids and 4 adults.
Her first day back in the office in July will be July 31. She will be making her annual trip to Navajoland right after returning from General Convention.
Starting in August she will start conversations about working to help in Title 1 schools.
Senior Warden’s Report
The Senior Warden passed a note from Michele King thanking the Vestry for their help and support, spiritually and financially, during her time recovering from surgery.
Delegates to Diocesan Convention: Although there is no money budgeted for it at this time, the budget originally included $800 for delegate expenses. The consensus of the Vestry is that St. Martin’s delegates’ registration be paid for all and reimbursement provided for those who need it.
2011 Audit of St-Martin-in-the-Fields: Paula Jefferson, chair of the Auditing Committee plans to complete the audit in July.
Letter of Agreement with the Rector: The Senior Warden reported that there is no Letter of Agreement between St-Martin-in-the-Fields and the Rector. A thorough search of all church official documents has yielded no contract or Letter of Agreement. The Senior Warden will work with the Bishop, the Rector and DJ Mitchell, Senior Warden at the time of calling of the Rector, to prepare a Letter of Agreement, which will be taken to the Finance Committee for their recommendation before being brought to the Vestry at the September meeting.
Summer program for elementary age children: There is no activity available for children ages 4-10 during the summer. 2 adults are needed to watch these children every Sunday.
Nursery policies: Nursery policies need some changes. The Rector will sit down with the Nursery Director and all childcare givers to go over the policies. Anyone having concerns about the nursery is to go first to the Nursery Director, then to the Rector.
Junior Warden’s Report
AC unit replaced: The Jr Warden reported the big air conditioner unit went out and has been replaced at a cost of under $3600, which includes a 5 year warranty. He once again requested that thermostats never be turned off. Reaching a reasonable temperature after the units have been completely turned off is too hard on the air conditioners and shortens their life.
Playground: July 13 from 4-8 PM Richard Cabes is having a work evening with his work group for specific actions in the playground. No volunteers are needed for that evening. Unlocking and locking the playground on Sundays will be added to the list of VPIC duties.
Memorial Garden fencing: The Jr Warden is researching various fencing types for the Memorial Garden. Fencing of the MemorialGarden will coordinate with the planned scout project. He plans to fence the entire area that is currently irrigated. All the work should be done by the start of school.
Carpet estimate: The estimate to carpet Michele and Amy’s offices and outside the Rector’s office is $2000.
The education building floors will be waxed before school starts.
Weekday Nursery
As was reported at the last Vestry meeting the space currently being used for a weekday nursery is being lost. That room is needed for use by the Academy as a classroom. The Rector has decided that the bookstore space in the West Parish Hall could be better used as a nursery during the week. Patricia Pannell, bookstore manager, was consulted and agrees with the Rector. He has also been in discussion with some of those concerned about having a dedicated space for a weekday nursery, and all agree the bookstore space would be perfect for that use. No one on the Vestry objects to the bookstore closure. The Parochial Associate and Becky Snell will work with Patricia Pannell to liquidate the bookstore stock and will head the volunteers who will ready the room for use as a nursery. The work will be finished by September 8.
Recycling Program
Linda Seeber stated that Styrofoam cups are being put into the recycling containers. She would like to go to paper cups and plates in an effort toward conservation. The Vestry agreed to adopt the use of recyclables for church events, moving away from Styrofoam and toward paper and plastic. Recycling bins will be placed in various areas throughout the church facilities, Seeber to determine placement of the bins. In future budgets funds will need to be budgeted for purchase of the paper and plastic goods.
The meeting adjourned at 3:10 PM with prayer by Aubrey Hardman.
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SUNDAY, AUGUST 19, 12:30 PM, EAST PARISH HALL.
Respectfully submitted,
Glenda Morehead
Clerk
by Anika Rinker | Jun 24, 2012 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
May 20, 2012
Present: Steve Anderson, Jack Bailey, Bob Bess, Gary Grant, Aubrey Hardman, Joy Malmgren, Joe Panther, Linda Seeber, Becky Snell, Jami Taylor; Amy Haynie, Parochial Associate; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Excused: Pat Hollifield, Brian West; Jim Reynolds, Rector.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, May 20, 2012, 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.
Minutes of the March 18, 2012 meeting were approved as distributed. Minutes of the April 15 2012, meeting were approved as amended.
Diocesan Information
Joel Walker reported that the ordination of Henry Penner to the deaconate has been approved by the Standing Committee of the Episcopal Diocese of Fort Worth. The date of his ordination has not been set yet.
Action Items
There was discussion as to how to prevent misunderstandings on what has been agreed to in Vestry meetings. The Senior Warden introduced the addition to the agenda of “Action Items.” The Action Items will be reviewed at the end of each Vestry meeting to ensure that all members have a clear understanding of what items were approved and/or discussed by the Vestry during the meeting. Since the minutes provide a more complete record of Vestry actions, the Action List will not be recorded in the minutes.
We Want to Know
Becky Snell went over the results of the recent survey on construction of a new playground. (See attached.) Consideration will be given as to how to conduct surveys in the future, possible renaming of the committee and which if any surveys should be done for fall. The Rector and Senior Warden will meet regarding these matters.
New Playground Tabled
Steve Anderson moved the Vestry table the discussion on a new playground for the balance of 2012. The motion was seconded and carried.
Mission and Outreach
Joy Malmgren reported she is supporting the Fun Fest and asked Vestry members sign up to help with the event. She has no new M&O information at this time. She will be getting with Becky Snell regarding items to make up care packages for military people. She will be doing reminders about goods for the Storehouse.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports. (See attached.) Bob Bess moved the treasurer’s report be accepted as presented. The motion was seconded and carried. Bess and Jami Taylor will be doing the weekly bulletin updates on finances.
St. Martin Academy
Richard Cabes reported that when an outside group was using church facilities recently, some of their children broke some of the playground equipment, leaving broken plastic with sharp edges. The broken plastic has been removed, but playground repairs and maintenance are needed. A maintenance list will be provided to the Jr Warden, so needed work can be done before VBS. The Senior Warden asked that Vestry members take part in a walk-through of the playground at the close of this meeting.
Parochial Associate’s Report
The Parochial Associate asked that Vestry members use her cell phone number 214-695-2627 when needing to contact her. She reported that Michele King will be returning to the parish office June 4 and the Rector will return June 7. She and CE Director Valerie Reinke are working on things to close out the year.
Christian Education Director and EYC Plans: Corrie Cabes has accepted the position of CE Director. The Parochial Associate and CE Director will work together on the ministry to youth. Cabes will focus mainly on middle school students, and Haynie on the high school students. The two of them will “tag team” EYC next year. The Nets for Life drive brought in $860 from St-Martin-in-the-Fields, $660 of it from the cake sale, $200 from Mission and Outreach for this ERD program.
Volunteer Appreciation Luncheon: The Volunteer Appreciation Luncheon will be held after the 9 AM service next Sunday. She asked about putting out a basket at the luncheon for use by those who wish to contribute to the hospice that cared for the Rector’s father in his final days. The Vestry consensus was that such was appropriate.
Senior Warden’s Report
Finance Committee: The Senior Warden announced the Rector has appointed the following Finance Committee: Lisa Neilson – chair, Jack Bailey, Bob Bess, Paula Jefferson, and Diana Panther.
Audit Committee: The following have volunteered to serve as the Audit Committee: PaOKula Jefferson – chair, Kerry Angle, Neil Hahn, and Doug Watson. Bob Bess moved the Vestry approve the Audit Committee as listed. The motion was seconded and carried. The audit is due to the diocese annually by September 1. The Vestry must accept the audit before it is sent to the diocese.
Episcopal Connection Resolution: The Diocese has sent a resolution to be adopted by St-Martin-in-the-Fields to reaffirm its continuing connection to the Episcopal Diocese of Fort Worth and The Episcopal Church. The resolution was adopted and will be forwarded to the Diocese. A copy of the resolution is attached and made a part of these minutes. Christian Education Director Overlap: The Rector has requested funding at a cost of $1049 for a 2 week overlap for Reinke and Cabes to allow for training the new Director. Aubrey Hardman moved the overlap funding be approved as requested. The motion was seconded and carried.
Junior Warden’s Report
Concrete Work: The Jr Warden announced that the concrete work will not be done before VBS. He stated that the sloped sidewalk to the East Parish Hall and correction of the front sidewalk to the church are the priorities for concrete work for the $5000 approved by the Vestry. The Senior Warden plans to get one more bid for the concrete work. Memorial Garden: A $20,000 memorial gift has been received. $1000 is designated to the choir and $19000 to the MemorialGarden. He will be getting bids for fencing the MemorialGarden, either the entire designated area or only the current garden area. There was discussion about setting aside an area for the cremains of pets – not in individual plots and not in the MemorialGarden itself.
Playground Maintenance Committee: The following volunteered to serve on a committee to maintain the current playground, subject to appointment by the Rector: the Jr Warden, Richard Cabes, Aubrey Hardman and Becky Snell.
Additional Funding for Assistant Clergy
The Rev Lauren Gough (ret) is currently being compensated $100 per month for her work at St-Martin-in-the-Fields. Steve Anderson moved the Vestry set the compensation to the Rev Lauren Gough at $400 per month for her services to St-Martin-in-the-Fields, for the balance of 2012, effective June 1. The motion was seconded and carried with Joe Panther abstaining.
Additional Academy Matters
The Senior Warden announced the school needs to use an additional room. Discussion of the matter was postponed until the Rector returns.
The meeting adjourned at 2:40 PM with prayer by the Parochial Associate.
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SATURDAY, JUNE 23, 12:30 PM, EAST PARISH HALL.
Respectfully submitted,
Glenda Morehead
Clerk
by Anika Rinker | May 31, 2012 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING MINUTES
April 15, 2012
Present: Jack Bailey, Bob Bess, Gary Grant, Joy Malmgren, Joe Panther, Linda Seeber, Becky Snell, Jami Taylor, Brian West; Jim Reynolds, Rector; Glenda Morehead, Clerk: Diana Panther, Treasurer.
Absence notified: Steve Anderson, Aubrey Hardman, Pat Hollifield, Amy Haynie, Parochial Associate.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, April 15, 2012, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Rector.
Christian Education
Valerie Reinke, CE director, reported the following:
She is trying to bring the 10:30 coffee hour into the East Hall, so that parishioners have a chance to see the Lenten Art Work. The show was a great success. The projects will remain on display throughout April. Next Sunday we will celebrate Earth Day. Everyone is asked to wear green. Sisters of the Spirit will do a green coffee hour. Earth Day will be the subject for the Parochial Associate’s sermon. We will go paperless for services with no bulletins. April 18 will be the last time for Wednesday Night Live this year. All are invited to come try any class on a one time basis. VBS will take place June 11 – 15. The theme is “Sky.” The kick off meeting will be April 29; online sign-up will be available in May. Reinke will invite participation from St Stephen’s and will send information to the diocese for inclusion on the website.
Proposed Joint Scout Project
Jack Bolerjack, Tom Bolerjack and Sarah Kleinwechter provided an update on their plan for a joint outdoor living space project. (See attached drawings and October 23, 2011 minutes.) They plan to have it completed by the end of summer. They need approval of the Vestry for their plans so far in order to take the proposal to their Councils for approval – which is needed before they can seek funding. St. Martin would be responsible for movement of the playground fence to accommodate the scout project as planned. Joy Malmgren moved approval of the scout project as presented. The motion was seconded and carried.
Diocesan Information
Joel Walker reported that prayer visitors are still needed for some parishes. Currently 17 of 33 parishes are covered. He reviewed the requirements for those who agree to participate. (See February 19, 2012 minutes.)
He announced that on Saturday, April 21, 2012 at 10 AM at TrinityChurch two people will be ordained and serve as transitional deacons.
Mission and Outreach
Joy Malmgren reported the following:
On Holy Saturday she delivered to the Presbyterian Night Shelter the items that had been given. The next project she plans is to ask for donations for care packages for the troops in Afghanistan. She has received a request from a group who wants to come do stroke detection. She would coordinate that group with the Blood Drive. Mission and Outreach has made 83 loans to Kiva.
Radical Hospitality
Joy Malmgren announced that the group has proposed a Fun Festival – in the Fields to be held Saturday, September 29, 10 AM – 3 PM. (See attached proposal.) A variety of activities will take place and those living in surrounding areas will be invited to take part. All members of St-Martin-in-the-Fields will be asked to volunteer. Nominal charges for activities, food and beverages and an auction are planned to defray costs. A tent will be rented for the weekend – for use for the festival, then for the Saturday and Sunday services. RH plans that the cost of tent rental will be covered by income from the festival. If not, the members of RH will cover the cost. They ask that the Vestry authorize the cutting of a check to rent the tent before the event, repayment for the rental to be done as outlined. Jami Taylor moved the Vestry authorize fronting RH the cost of rental of a tent as outlined, with the understanding they will contact the city and obtain all proper permits first. The motion was seconded and carried.
Communications Committee
Gil Kleinwechter reported that the committee is small – Will Duff, Aubrey Hardman and Gil and Susan Kleinwechter – to ensure that everyone is aware how communication is to flow. Currently the Fielder and bulletin are the primary sources of information for within the parish. We need to reach outside the membership of St-Martin-in-the-Fields, and the website can be the best vehicle for that. The website will be redone. The start-up cost to redo the website will be $3,000 – 5,000 with an annual cost of under $150. The committee will be making regular reports to the Vestry of their plans and progress. Susan Kleinwechter explained the possibilities of usage with a blog, and stated that the Lenten Reflections were St. Martin’s first foray into use of a blog. The opening rate for the Reflections averaged around 30%, an excellent rate.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports. (See attached.) Bob Bess moved the treasurer’s report be accepted as presented. The motion was seconded and carried. There was discussion of the current shortfall in receipts – $9000 year to date. Vestry consensus was that parishioners need to be aware of the shortfall, and the best vehicle would be the weekly enewsletter. Bob Bess and Jami Taylor will compose the wording for the notification.
Parochial Associate Report
In the absence of the Parochial Associate her written report is attached and made a part of these minutes.
Rector’s Report
Vestry members signed a letter of support for Annette Mayer as a candidate for ordination. 3 of the 4 candidates from St-Martin-in-the-Fields are in the process toward ordination.
The Rector reiterated that St. Martin will be going paperless next weekend as our contribution to Earth Day. He announced that Michele King, the Administrative Assistant, will be out 4 – 6 weeks recuperating from her surgery. Volunteers are being recruited to answer phones during her absence. The Parochial Associate will be the person in charge of organizing the front office during King’s absence. The Rector would like to pay King her regular salary during her recuperation. Recent practice at St. Martin has been to pay staff members’ regular salaries when they are absent due to illness, but there is no written policy. Bob Bess moved that the Vestry agree to pay Michele King during her recuperation up to 6 weeks – the first week to be taken as sick leave and up to 5 weeks as regular salary. The motion was seconded and carried, 7 in favor, 1 opposed. The Rector appointed Gary Grant, Diana Panther and Jami
Taylor as the Leave Policy Committee to create a written leave policy for St-Martin-in-the-Fields, and to return with a report at the next meeting. Panther will chair the committee.
Senior Warden’s Report
Concrete Work: The Senior Warden reported for the Jr Warden that the window for the placement of concrete for the redo of the front sidewalk and changing the steps up to the East Parish Hall to a ramp is between May 14, close of the Academy, and the beginning of VBS, June 11. The cost of concrete needed for the slanted sidewalk was not specified in the previous amount approved. Joy Malmgren moved the Vestry approve addition of the concrete for the slanted sidewalk, the total for the whole project not to exceed the $5000 previously approved. The motion was seconded and carried.
Playground Update: The Senior Warden announced that he has learned there are 76 children between the ages of 4 and 10 in Sunday School. Currently there is no playground for children between the ages of 5 and 12. He proposed using some of the oil lease income to cover the cost of a playground to accommodate the 5-12 age group. He is getting bids for the work, which would be coordinated with the scout project. He asked the Vestry to look at other churches in the area to see what they have for children at the elementary school level. Becky Snell stated that she will do a survey of the congregation on a new playground and bring the survey results to the next Vestry meeting.
Announcements
Joe Panther announced that the VPIC needs to be sure the ropes are wrapped around the pole securely when the flags are taken down
The meeting adjourned at 3:15 PM with prayer by Jami Taylor.
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SUNDAY, MAY 20, 12:30 PM, EAST PARISH HALL.
Respectfully submitted,
Glenda Morehead
Clerk
Report to the Vestry – April 2012
I will be at the Episcopal Church Building Fund 2012 Symposium this weekend, so I will be unable to attend the Vestry Meeting at SMitF.
Youth Work:
- April 26-29 – I will be at the Province VII youth workers meeting at All Saint’s Camp, LakeTexoma. Sadly, the date of this conflicts with Texas TAKS test dates so I will be unable to take youth reps with me.
- May 5 – EYC will have an ActOut day. ActOut is a new program that TEC has rolled out this year to provide Episcopal Relief and Development a way to interact with youth in the same way that WorldVision has with 30 Hour Famine. We will be focusing on Malaria as one of the Millennium Development Goals. Part of the work of the day will be to put together the sermon for that weekend – and then present it at all three services. There is not an overnight component to this one. There will be a fund-raising component to this; ERD is matching funds raised for mosquito nets through May 25 (details here: http://www.er-d.org/NetsforLife-Inspiration-Fund-Matching-Gift/). Any $$ we raise will be doubled so it is well worth our energy.
- May 18-20 – Diocesan Youth Leadership Project at SMitF. This is a retreat for all middle school and high school youth in the diocese. The purpose is to get the youth involved in the planning of further diocesan youth activities. We will stay overnight at SMitF on Saturday.
- June 24-29 – Bastrop Blessings High School Mission Trip – Adults will be me, Becky Snell, Fr Jim, and Bob Nielson. I am predicting that we will have about 12 youth going. This is for youth going into 9th grade to those who have just graduated from high school. We will stay at an abandoned camp in Smithville that the Presbyterian, Lutheran, Methodist, and Episcopal churches in the area have set up to feed and house volunteers. The organizers will assign our work there. I have made contact with the Episcopal priest in Bastrop, so she is also looking for some work around the church or for church members. The cost to the youth will be $200 per person, with a $50 deposit due March 25. I have money in my benevolence fund to scholarship any youth who need it. As of 4-13-12, I have six youths registered to go, but I know there is more interest.
Other Work:
I am working with Kathleen Wells to update the policies and procedures concerning youth work in the diocese.
- I have now completed my first solo funeral (3-30-12). Thanks be to God that all went well.
- From the funeral through Easter, I preached 9 times, celebrated 7 times, and participated in 13 services. Thank you all for your words and deeds of support throughout.
- I have been contacted by a young couple to counsel them before performing their marriage in late September. I am looking forward to it.
- April 22 – the diocesan chapter of Integrity has asked me to celebrate a Eucharist for them here at SMitF. I will ask the Bishop’s permission to use an inclusive language Eucharistic prayer from Enriching Our Worship. I predict it will be OK with him. The group will arrive on campus at 330 pm and begin to make individual videos for the It Gets Better Project on YouTube. After the Eucharist at 5pm, there will be a potluck and more videos made.
