by Anika Rinker | Apr 25, 2013 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
March 17, 2013
Present: Steve Anderson, Bob Bess, Annette Duff, Gary Grant, Aubrey Hardman, Pat Hollifield, DJ Mitchell, Linda Seeber, Becky Snell, Joel Walker, Jim Wilson; Jim Reynolds, Rector; Glenda Morehead, Clerk.
Not present: Amy Haynie, Parochial Associate; Joe Panther; Diana Panther, Treasurer.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, May 22, 2011, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Rector.
Minutes of the February 17, 2013, meeting were approved as distributed.
Christian Education Report
The written report of Corrie Cabes, director, is attached and made a part of these minutes.
Treasurer’s Report
In the absence of the Treasurer the financials and her written report are attached and made a part of these minutes. DJ Mitchell moved the Treasurer’s Report be accepted as presented. The motion was seconded and carried.
Parochial Associate’s Report
In the absence of the Parochial Associate, her written report is attached and made a part of these minutes.
Rector’s Report
The Rector passed a congregational certification for the Episcopal Diocese of Fort Worth for Vestry members to sign supporting the ordination of Jordan Haynie to the priesthood. The signatures of the 11 Vestry members present were attested to by the Clerk. The completed certification and an accompanying letter will be sent to the Bishop and Standing Committee. (See attached copy.)
He announced that since St Stephen’s, Hurst, must rent a facility for services, they will be having no Holy Week weekday services. Members of St Stephen’s will be attending some of the Holy Week services at St Martin. The Rector of Trinity has announced that they will have no Easter Vigil service. She has charged members of her congregation with attending the Vigil at other Episcopal churches. They are to return with ideas of what Vigil practices they want to have in the future at Trinity.
Senior Warden’s Report
The Senior Warden shared details of his recent meeting with Bishop High. (See attached.)
The diocese has a list of those who are trained to serve as Interim Rectors. The Vestry will elect an Interim Rector from that list.
The Rev Jim Reynolds’ final service at St-Martin has been moved from June 30 to June 9. The Bishop will be present. There will be one service that day at 9:30 AM – a special service that ends the relationship that began when the priest was installed as Rector in the parish.
The Bishop will meet with the Vestry when he is at St Martin for confirmations on May 5. He will be discussing the calling process. The Vestry will not serve as the Calling Committee. The Vestry will be represented on the Calling Committee, however. The Senior Warden plans to work with the Calling Committee. He intends that all areas of church life will be represented on the Calling Committee which will be elected by the Vestry. The Bishop has stated that past experience has shown that the bigger the committee, the slower the calling process, the smaller the committee the faster the process.
The Vestry agreed with the Senior Warden’s proposal to move the June meeting to Tuesday, June 18, 7:30 PM.
Junior Warden’s Report
The Jr Warden thanked Vestry members for all their prayers and support during the final illness of his brother. He reported there was a good turnout for Grubby Sunday, and thanks have gone out to the parish. There is a Girl Scout project going on at present in the Memorial Garden.
Green Teams are gearing up to begin their work. A determination must be made if teens can be used on Green Teams if a parent is not present.
Mission and Outreach
Joy Malmgren stated that the committee is making plans.
Building Security System
Pat Hollifield distributed written information sheets on the hardware he has researched to date and a questionnaire detailing decisions that must be made in order to choose the correct type system. Hollifield was charged with getting firm-price proposals as soon as possible from several professional sources for the equipment they recommend and the installation costs involved to secure both buildings. Vestry members agreed they would be willing to vote via email when they have the information in hand. Linda Seeber will check into the price of a “gun safe” for use to store the valuable items used for services.
The meeting adjourned at 1:10 PM with prayer by Gary Grant.
Respectfully submitted,
Glenda Morehead
Clerk
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SUNDAY, APRIL 21 2013 12:30 PM, EAST PARISH HALL. CLOSING PRAYER – STEVE ANDERSON. LUNCH – LINDA SEEBER.
Christian Education Report
March 2013
LENTEN PROGRAM HIGHLIGHTS
Soup, Study and Stations-This program wraps up on Friday, March 22nd. Mother Amy Haynie has led a wonderful discussion and helped families connect childhood memories and faith traditions, bringing meaningful holy time now to their own family.
Children and Youth have brought the Bible to life, brick by brick with Legos. They will walk from the manger to the cross and beyond with our Lord.
I am happy to say that the Vestry has been well-represented during this series!
Special thanks to these Vestry Members:
ANNETTE DUFF, for your family’s participation and support of this program. STEVE ANDERSON, for checking in on the program, coordinating the cleaning crew and being available during set-up time.
JOEL WALKER, for his generous donation of soup that has spanned the entire program length and paper/plastic products. His adoption and support of this program has been invaluable!
SSJE– The Society of St. John the Evangelist—each day, this wonderful group of learned scholars and monks has brought a refreshing approach to the Lenten Journey with video clips on the St. Martin’s Facebook page and blog.
AWAKE MY SOUL– St. Martin’s and St. Elisabeth’s have come together to support a family in need. Donations ranging from canned goods to self-care items have poured in from the generous hearts of these two parish families.
Holy Week Worship Opportunities for Youth– Mother Amy and I are combining to bring our children and youth a meaningful worship experience on Maundy Thursday and Good Friday. Children will begin in the Sanctuary and process out to the East Parish Hall in the Education Building for a special liturgy for youth. There will be interactive stations of the cross and a standing wooden cross that will be bare during Holy Week yet will transform on Easter as a living symbol of Christ’s defeat of death.
Easter Sunday Events– An egg hunt will be held in between the 8:30am and 10:30am services at 9:45am. Children are encouraged to arrive at 9:30am in the East Parish Hall to be put into “crews” before they hunt for eggs. Look for a beautiful flowering cross that children will decorate with flowers from home or those provided by the church. Photo opportunities will abound on this blessed day!
SPRING HIGHLIGHTS
Living the Questions– A new Adult Sunday Morning Christian Education offering begins between the Sunday services starting April 7th in the West Parish Hall .
Diocesan Fine Art Gallery-What was once a beautiful Lenten journey for many artists is expanding to invite the entire Fort Worth Diocese to reflect on the liturgical calendar. Artists may choose a season, such as Epiphany and reflect with art or music. The Bishop’s calendar is marked to attend the Fine Art’s Gallery on May 18th from 5-7pm. You are cordially invited to attend and mingle with some of the most talented artists and musicians in North Texas! Participants may download registration forms from the St. Martin’s webpage or the Fort Worth diocese webpage. May 1st is the deadline to participate!
Youth Confirmation Retreat– A retreat for Youth Confirmands will be held at Trinity Episcopal Church on May 3rd and 4th. Please pray for our youth as they continue the path set before them at their baptism. Bishop High will confirm candidates who have completed this weekend retreat.
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 in May.
Labyrinth-It is my pleasure to team up with Ron Hitchcock and a Labyrinth committee to start the plans for an outdoor worship space and labyrinth on the campus of St. Martin’s. A “Path of Prayer” will be the theme of this project and it will come to clear focus as a Lenten Project for 2014.
VBS– Many hands will make God’s work come alive to children and their families this June 24th-28th from 9:30am-12:00pm.
Last Note-
I was deeply saddened by the recent crime resulting in a broken window to my office and the theft of our penny jar for the Lenten project. I want to thank Father Jim Reynolds and Mother Amy Haynie for their quick and cool-headed response, working with the police and crime investigators and their assistance in cleaning up the rather large mess of shattered glass in my office. In addition, I want to thank Jim Wilson for his kindness towards me. He did an additional deep cleaning on Grubby Sunday and I was very touched by this.
As a result, I have met with Father Jim Reynolds and Mother Amy Haynie to consult them about the security of the church. It is my greatest mission to provide a safe and secure environment for the children and adults that God has entrusted me to educate and care for at St. Martin’s. We have put a trusted parishioner, Bill Matulevich, in charge of the Awake My Soul fund and he will empty and deposit the funds weekly.
I am very grateful to hear that the Vestry has a security plan in the works. I have been told by Father Jim that the flat screen television that I plan to use for the Spring Adult Christian education program cannot be remounted in the West Parish Hall for use until the security plan is put in place. It is my prayer that I will be able to move forward with this exciting new offering for our adults beginning on April 7th.
In His Service,
Corrie Cabes
Director of Christian Education
Parochial Associate’s Report
March 2013
Hi Friends,
Corrie and I are chaperoning the EYC to Main Event this week for one last Spring break party.
The Holy Week schedule is the same times as in past years. Corrie and I are working together to introduce a new Children’s worship time within Maundy Thursday and Good Friday evening services so that families may feel comfortable bringing children. It is important to all of us that we walk through all the days of Holy Week so that we truly understand the joy of Easter. Corrie and I felt that the children might need an age-appropriate way to participate in the story.
Easter Vigil has one baptism, and the 10:30 Easter service has one baptism. SMiTF is blessed to have so many families with babies and young children. Thanks be to God and to the vestry who supports a Christian formation director so well.
Corrie and I are also gearing up for the Youth Confirmation Retreat May 3-4. The entire Confirmation class will take 26 hours – six sessions – over two days with a closing worship. We are hopeful that this format will fit busy family schedules better than six classes spread over six weeks. April 1 is the deadline to register so that we can get t-shirts ordered and know whom to expect. On April 19th, Corrie and I will spend the day in preparation and prayer for our confirmands and chaperones. Bishop High will be at SMiTF on May 5th for confirmation. It will be a big weekend for all of us – please keep us in your prayers.
The provincial Youth Event is being advertised throughout Province VII. I may have two teens from Stephenville joining us, as well as a college senior willing to be a chaperone! It will be exciting to have more youth from the diocese involved if possible. SMiTF has done a great job of representing the diocese for the last three years through our teens, and I expect that will continue at the PYE.
There is still a middle school summer Youth Event being talked about. Some of the clergy have planning it are slow to respond, but I am hopeful it will still happen. Once I have the dates, I will publicize. It would be an event within the diocese, staying at a local Episcopal church (maybe even SMiTF). I am working really hard to not be the only person planning youth events for the diocese, so I am anxiously waiting to see how this plays out.
I will be out of town April 8-10 to attend the Episcopal Church Building Fund Symposium. This will be my third year to attend on behalf of the Episcopal Diocese of Ft. Worth. If you need me those days, I will have my cell phone with me and will respond, as I am able. We will be meeting in Albuquerque, NM.
by Anika Rinker | Mar 25, 2013 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING MINUTES
February 17, 2013
Present: Bob Bess, Annette Duff, Aubrey Hardman, Pat Hollifield, 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: Steve Anderson, Gary Grant.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, February 17, 2013, at 12:30 PM in the East Parish Hall. The Rector opened the meeting with prayer and a meditation on the introduction in the Vestry Resource Guide by the Presiding Bishop.
Seating of New Vestry Members
The Rector announced that he has received the resignations of Richard Cabes and Brian West for personal reasons. He reminded Vestry members that the practice of St-Martin-in-the-Fields in such cases is to replace the resigning members with those persons who received the next number of votes in the most recent Parish Annual Meeting. Both Pat Hollifield and Joel Walker have agreed to serve. By general consent Pat Hollifield will serve the 3 year term of Richard Cabes, and Joel Walker will fill the remaining two years of Brian West’s term.
Festival in the Fields
Dick Seeber reviewed the expenses and income for Festival in the Fields 2012 (See attached.). A request was made to the Finance Committee for $2000 “seed money” for a Festival in 2013, but the Committee was unable to provide funding. DJ Mitchell moved the Vestry endorse Festival in the Fields for 2013 and advance Festival in the Fields $2000, in hopes we get it back. The motion was seconded and carried.
Communication Card Procedures
Flo Lowery distributed revised instructions for handling the communication cards (formerly known as visitor cards) after services. She thanked all those who handle the cards. She will have a copy of the instructions available with the supplies for counting money. She will also be emailing them to all Vestry, ushers and others who might be handling the cards after services.
Website Improvement
Susan Kleinwechter provided information on the history and growth of our current website and the procedures necessary to change to a new website as she and Gil propose. The changeover will take about 2 months from beginning to completion. The Senior Warden announced that money is already set aside in the budget for the website, and the expected cost of the change is less than funds budgeted, so additional funding is not needed. After the changeover the Vestry will want to monitor feedback on a regular basis to ensure the website is doing the job needed.
Christian Education
Corrie Cabes, CE director, introduced herself to new Vestry members, remarking she is the “go-to” person for Christian Education for children and adults. Her complete report is attached and made a part of these minutes.
Treasurer’s Report
The treasurer announced she will be giving the “owners” of line items in the budget financial reports on their area of responsibility on a monthly basis. She will be providing to Michele the monthly comparison of pledge income budgeted to pledge income received for the period for inclusion in the bulletin.
She reviewed the Treasurer’s Report for January. (See attached.) DJ Mitchell moved the Vestry accept the Treasurer’s Report as presented. The motion was seconded and carried.
Parochial Associate’s Report
The Parochial Associate reported that the Drive Through Ashes on Ash Wednesday was very successful. 41 people came to receive the imposition of ashes in that manner. She requested that if anyone heard any negative comments, they refer the individuals to her directly.
Bishop High has his staff meetings on Thursdays, so the Thursday Holy Eucharist service is being discontinued. During lent she will be doing a book study on Tuesdays, followed by a Eucharist. Friday evenings will have soup supper, Stations of the Cross and a study focused on how to practice religion in the home.
The diocesan court case is still at the Texas Supreme Court level. Their decision, however they rule, will go back to Judge Chupp.
The planned Event for the Youth of Province 7 will be held at University of Dallas July 8-13.
Clergy of the diocese have decided a diocesan middle school event is needed in Summer 2013, patterned after the provincial event.
Rector’s Report
The Rector announced he has appointed the following committees for the coming year:
Finance: Jack Bailey, chair; Bob Bess; Aubrey Hardman, Paula Jefferson and Treasurer Diana Panther. Stewardship: Aubrey Hardman, chair. (Hardman will no longer be working on the website committee.) Building Security: Pat Hollifield, chair.
Radical Hospitality: Flo Lowery, chair.
Mission and Outreach: Joy Malmgren, chair; Ron Hitchcock, Linda Seeber, and Becky Snell. The Rector is continuing all the work necessary in his personal life to get ready for retirement.
Senior Warden’s Report
The Senior Warden shared some of his intentions during the transition time ahead. He wants everyone to feel that he is approachable and that the Vestry all pulls together. He hopes to be the leader the Vestry needs. He suggested Vestry members read especially the section of the Vestry Resource Guide that deals with transitioning to a new Rector. He expects the Search Committee will be larger than some may expect, and that the process will take longer than many expect. He will meet with Bishop High the afternoon of Thursday, February 21. He will have more information after that meeting.
Building Security Update
Pat Hollifield reviewed some of the facts that have come to light as he continues investigation to determine our needs for building security monitoring. There is general agreement that all entrances need to be monitored.
Sound System Update
Jim Wilson asked that everyone making announcements or acting as VPiC use the microphone when speaking to the congregation. The system continues to be “tweaked” as needed.
The Rector encouraged all Vestry members to attend the Diocesan Leadership Conference March 2 at St Luke’s in the Meadow 9 – 3:30.
The meeting adjourned at 2:26 PM with prayer by Linda Seeber.
Respectfully submitted,
Glenda Morehead
Clerk
NEXT REGULAR VESTRY MEETING SUNDAY, MARCH 17, 2013, 12:30 PM, EAST PARISH HALL. LUNCH – JOE PANTHER; CLOSING PRAYER – GARY GRANT.
Vestry Report for February Big Thanks!
-Thanks to the Vestry for your support of Christian Education this past Fall. I am anticipating a busy Spring and your continued participation and support is VITAL to the parish. You are the leadership of the church and when you actively participate in Christian Education, an important message is sent. Your involvement tells each person that walks through our doors that they are important and that their own personal journey of faith is something we are deeply committed to nurturing.
How YOU can Help-
-Christian Education does not end when we reach adulthood. Adult Sunday School, “Living the Liturgy,” which digs deeper at the lectionary needs your help! Annette Meyer and Lisa Neilson have been leading a marvelous discussion on Sundays in the Chapel from 9:45am-10:15am. This class will take a break during Lent but will start up again after Easter with a big campaign for the Spring.
I am asking for your support to get this class the spotlight it needs to reach adults in the parish. Stop in on Sundays and see what this class is all about. Then TALK about it. Plug it to the parish when you are the Vestry person in charge. I want Adult Ed to be HUGE at St. Martins! This class will move to the West Parish Hall this Spring for more visibility.
Spring Program Highlights— Soup, Study and Stations
-Friday Nights in Lent are going to be very busy at St. Martin’s. We will start with a light soup dinner at 6pm in the West Parish Hall. From 6:30pm-7:30pm, classes for adults and children/youth will be offered. Mother Amy Haynie will host a book study on Sabbath in the Suburbs, a call to reclaim holy time for busy families. Lego Mentors Sarah Pannell and Jacob Tiemann will host “Lego Bible Stories: Building the Bible Brick-by-Brick” based on The Brick Bible. The evening will end with Stations of the Cross in the Sanctuary. I would like to see Vestry members each week, greeting everyone and participating in the classes. Want to bake bread? See me.
Confirmation
-Taking a different approach to Adult Confirmation and Youth Confirmation. Both classes will offer retreat formats. Youth Confirmation will be led by Mother Amy Haynie and Corrie Cabes at Trinity Episcopal Church in Fort Worth. Adult Confirmation will be held by Mother Lauren Gough.
Lenten Project- AWAKE MY SOUL
We are joining forces with St. Elisabeth’s in Fort Worth to help a family in need. A weekly parish challenge will be issued to donate items ranging from canned goods to school supplies. We will walk a prayerful journey, led by Deacon Henry Penner. This would be a great opportunity for the Vestry to support. Talk to Deacon Penner or Corrie Cabes for more information.
Fine Arts
On May 18th, a fine arts gallery will be held at St. Elisabeth’s. This gallery, reflecting on the liturgical calendar will draw artists and musicians from across the diocese. Deacon Tracie Middleton (St. Stephen’s), Deacon Cindy Ruiz (St. Elisabeth’s) and Corrie Cabes are leading this project with the help of Susan Kleinwechter and the diocesan communications team.
Looking Ahead –
Vacation Bible School, our largest outreach ministry will be held June 24-28th.
EFM-Education For Ministry, through the Seminary of the South is coming to St. Martin’s this Fall
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
