by Alan Bentrup | Mar 7, 2018 | News, Vestry Updates
St. Martin-in-the-Fields Vestry Meeting
January 21, 2018
Present: Norma Barbier, Jim Bedell, Jack Bolerjack, Mary Beth Butler, Courtney Mullaney, Ike Ogbue, Linda Seeber, Linda Snow, Joel Walker, Nancy Wieden; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Charles Busey, Kathy Wilkinson; Scot McComas, Rector
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, January 21, 2018 in the East Parish Hall. In the absence of the rector due to illness the meeting opened with prayer by Senior Warden Linda Snow at 12:20 PM.
Consideration of Minutes
Jim Bedell moved the vestry approve the minutes of the December 17, 2017 meeting as distributed. MaryBeth Butler seconded the motion, and the motion carried.
Endorsement of Email Vote: The vestry endorsed the following email vote approved by majority vote on December 26, 2017:
Vote to Accept Contributions toward St. Martin’s Retirement Gift to Henry Penner
The vestry approves the establishment of a temporarily restricted fund for the purpose of receiving contributions to go toward the gift St. Martin’s will present to Henry Penner on his retirement as an active clergy serving St. Martin-in-the-Fields Episcopal Church.
Treasurer’s Reports
The Treasurer reviewed the financials for December, 2017.
Vestry Acceptance Vote: Jack Bolerjack moved the treasurer’s report be accepted as presented. Jim Bedell seconded the motion and the motion carried.
Consideration of the 2018 Church Budget: Mitchell announced that the Budget Committee met Saturday, January 20, and 6 vestry members accepted the invitation to participate in the meeting. He reviewed the recommended budget for 2018. Joel Walker moved the adoption of the proposed 2018 budget, subject to the use of temporarily restricted funds to finance selected future operating costs as may be appropriate and necessary. Jack Bolerjack seconded the motion, the motion carried, and the budget for 2018 was adopted.
Stewardship Report
To date 119 pledges have been received for 2018. The total pledged stands at $358,418.00
St. Martin’s Episcopal School
Enrollment remains at 65 students. The school budget for 2018 shows an expected balance of $10.81 by the end of the calendar year.
Diocesan Information
Nothing new to report at this time. No report given.
Junior Warden’s Report
Due to his illness and absence from today’s meeting Junior Warden Charles Busey reported the following via email:
Crumbling Parish Hall Thresholds: The thresholds have been fixed.
Broken Pipe Fixed: A broken pipe in the parish hall has been fixed.
Senior Warden’s Report
Enhanced Vestry Duties for 2018: Senior Warden Linda Snow announced that in 2018 vestry members are to stand at the door with the rector following every service to welcome worshipers and to serve as representatives of the vestry of St. Martin’s. Vestry members are also being asked to host the “coffee hour” following the 10:30 service twice during the year rather than once as in previous years. The following vestry members have accepted the hosting responsibilities during February and the first half of March.
February 4 Linda Snow February 25 Jim Bedell
February 11 MaryBeth Butler March 4 Nancy Wieden
February 18 Joel Walker March 18 Linda Seeber
Vestry Elections at the Annual Meeting: The following eight individuals are running for 3 year vestry terms: Christopher DeClerk, Sharon Dudek, Keen Haynes, Ed McGlaston, Christopher Mullaney, Ike Ogbue, Becky Snell and Garrison Sutton.
Counters for the elections are the following: Charles Busey, chair of the committee, Norma Barbier, MaryBeth Butler, Linda Seeber, and Joel Walker.
Vestry Retreat: The 2018 vestry retreat will be held at the church on March 24 in the East Parish Hall 10 AM – 1:30 PM.
Rector’s Report
Due to the illness of the rector no report was given.
Adjournment and Closing Prayer
The meeting adjourned at 2:18 PM with the prayer sent by Kathy Wilkinson and read by Glenda Morehead.
Respectfully submitted,
Glenda Morehead, Clerk
Please note: Next vestry meeting Sunday, january 28, 2018, immediately following the parish annual meeting. location to be announced.
by Alan Bentrup | Jan 23, 2018 | News, Vestry Updates
St. Martin-in-the-Fields Vestry Minutes
November 19, 2017
Present: Jim Bedell, Jack Bolerjack, Charles Busey, Mary Beth Butler, Ike Ogbue, Courtney Mullaney, Linda Seeber, Linda Snow, Joel Walker, Nancy Wieden; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Norma Barbier, Kathy Wilkinson.
Also present: Ron Hitchcock.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, November 19, 2017 in the West Parish Hall. The meeting opened with prayer by the Rector at 12:38 PM.
Labyrinth Update
Ron Hitchcock reported the resignation of the previous company that had contracted to install the labyrinth on the slab that has been constructed for it. Hitchcock has found three more contractors who have expressed interest in completing the work, and hopes to receive firm bids from them in time for completion of the labyrinth by the end of the year.
Consideration of Minutes
Jim Bedell moved the vestry approve the minutes of the October 15, 2017 meeting as distributed. Ike Ogbue seconded the motion, and the motion carried.
Treasurer’s Reports
The Treasurer reviewed the October 2017 monthly financial reports and the preliminary 2018 budget. (See attached.)
Vestry Acceptance Vote: Jim Bedell moved the treasurer’s report be accepted as presented. Courtney Mullaney seconded the motion, and the motion carried.
Vote to Accept Contributions toward St. Martin’s Ordination Gift to Ayo Omoniyi
Jack Bolerjack moved the vestry vote to establish a temporarily restricted fund for the purpose of receiving contributions to go toward the gift St. Martin’s will present to Ayo Omoniyi on his ordination to the diaconate. MaryBeth Butler seconded the motion, and the motion carried.
Vote to Accept Contributions to the Deacon’s Benevolence Fund for Usage of Ayo Omoniyi and Approve Any Changes to the Checking Account
Ike Ogbue moved the vestry vote to accept contributions to the Deacon’s Benevolence Fund for usage by Ayo Omoniyi, and if he is assigned to St. Martin’s, approve any changes to the related St. Martin’s checking account necessitated by such assignment. Jim Bedell seconded the motion, and the motion carried.
Vote to Approve Staff Bonuses
Linda Seeber moved the vestry direct the usage of staff bonuses as found in the 2017 budget to provide Christmas bonuses to the staff of St. Martin’s church. Jim Bedell seconded the motion and the motion carried.
Stewardship Report
Through the ingathering celebration 106 pledge cards were turned in. 101 of those were from people making pledges for 2018, 5 from those who will not be pledging for 2018. No information is available at this time on pledge cards received this weekend.
Ministry Liaison Reports
All vestry ministry liaison reports submitted have been distributed to the vestry and will be included in the minutes for this day in the permanent vestry minutes file.
St. Martin’s Episcopal School
The rector announced that currently 65 students are enrolled in the school. Teachers, students, parents and all attending the Thanksgiving Day Party enjoyed their time together. Parents continue to show good support to the school and its staff. Work has begun on the school budget for 2018. Courtney Mullaney will be looking into the various options for expanding to a full day to accommodate working parents. Several private schools in the area provide full day coverage.
Diocesan Information
Diocesan Convention: Several of those who attended the November 10 – 11 diocesan convention at the Cleburne Convention Center shared their experiences on the convention. Diocesan Convention 2018 will take place the second weekend in November in Decatur. On behalf of St. Martin’s the rector thanked all those who represented our parish to the convention.
General Convention: The 2018 General Convention of the Episcopal Church will be held July 5-13 in Austin.
Information on Curates: Joel Walker provided copies of the manual Introduction to the Curacy Program to all vestry members. Walker currently has no responsibilities on the diocesan level.
Tiemann Eagle Scout Resolution
Jim Bedell moves the vestry adopt the following resolution:
St. Martin-in-the-Fields Episcopal Church wishes to thank Max Tiemann and his crew for the recent completion of his Eagle Scout Project on behalf of our church. His project constructed a walkway to our Labyrinth, providing access for users for many years to come.
Ike Ogbue seconded the motion, and the motion carried.
Brick Contribution Resolution
MaryBeth Butler moved the vestry adopt the following resolution:
St. Martin-in-the-Fields Episcopal Church wishes to thank all those who helped make the brick walkway to the Labyrinth possible through their gifts. Some gave in thanksgiving, some in honor, some in memory, some gave simply to help provide a lasting entryway to our Labyrinth. We are grateful to them all.
Jim Bedell seconded the motion, and the motion carried.
Junior Warden’s Report
Junior Warden Charles Busey reported the following:
- Fireproofing of the Narthex Closet: The work has been completed and looks good. The folding chairs previously stored in the closet have been moved out to the shed. Busey recommends moving some of the stacking chairs to that closet for use during large services.
- Door Painting: Both the red doors to the church and the doors at the school entrance have been repainted.
- Concrete Sign Painting: The painting of the monument sign on Pearson Lane will be completed soon.
- Parking Lot Lighting: Several of the lights on parking lot are out and a “cherry picker” will be needed to repair them. New bulbs and ballast will be installed as needed. Consideration will also be given to the relative costs of use of LEDs in those lights in place of the current bulbs.
- Leaving Flags up 24/7: If feasible while it’s on site the cherry picker will be used to install lights on the flagpole.
- Busey plans to continue his work on the matter of the water supply source.
Senior Warden’s Report
The questionnaire for long-time members, which will help to prepare the 50th Anniversary history, is being distributed. Additional information must be supplied to help participants submit their completed forms. Senior Warden Linda Snow will ensure that all necessary information is provided.
Rector’s Report
The rector announced the following:
Omoniyi Ordination: Kerry Angle and Paula Maddon have agreed to coordinate the reception following the ordination of Ayo Omoniyi on Monday, December 18. All vestry members were asked to help with providing refreshments. Please contact Angle or Maddon and let them know what you will be bringing.
Discernment Committee Appointed: He has appointed a parish discernment committee to assist an individual who wishes to become a candidate for ordination.
Candidates for Vestry Election: He reminded all that Ike Ogbue is currently serving a partial vestry term and is eligible for election to a full 3 year term at the January 28, 2018, Annual Parish Meeting. Christopher DeClerk and Sharon Dudek have also agreed to run for vestry.
Adjournment and Closing Prayer
The meeting adjourned at 2:04 PM with prayer by MaryBeth Butler.
Respectfully submitted,
Glenda Morehead
Clerk
by Alan Bentrup | Jan 23, 2018 | News, Vestry Updates
St. Martin-in-the-Fields Vestry Meeting
December 17, 2017
Present: Norma Barbier, Jim Bedell, Jack Bolerjack, Charles Busey, Ike Ogbue, Courtney Mullaney, Linda Seeber, Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Mary Beth Butler.
Also present: Ron Hitchcock.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, December 17, 2017 in the East Parish Hall. The meeting opened with prayer by the Rector at 12:55 PM.
Labyrinth Completion Approved
Ron Hitchcock gave background on the labyrinth design and reviewed the 3 proposals received for completion of the labyrinth as previously approved. Joel Walker moved the vestry approve completion of the project by accepting the proposal of Lone Star Power Wash & Concrete Floors, Inc., as presented. (See attached.) Jack Bolerjack seconded the motion and the motion carried. Maintenance costs for the labyrinth will be built into the Multi Year Budget.
Consideration of Minutes
Jim Bedell moved the vestry approve the minutes of the November 19, 2017 meeting as distributed. Kathy Wilkinson seconded the motion, and the motion carried.
Treasurer’s Reports
The Treasurer remarked that the November financials were not sent out electronically prior to the vestry meeting, and the same will hold true for the December financials. He reviewed the November financials. (See attached.)
Vestry Acceptance Vote: Linda Snow moved the treasurer’s report be accepted as presented. Kathy Wilkinson seconded the motion and the motion carried.
Vote on Rector’s Housing Allowance for 2018
Joel Walker moved the vestry adopt the following resolution:
Whereas the Reverend Scot McComas, 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 ministers:
It is hereby resolved that the compensation to be paid to the Rev. Scot McComas for the calendar year 2018, and subsequent years unless amended, shall include an annual payment of $35,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
Charles Busey seconded the motion, and the motion carried.
Vote on Assistant Clergy’s Housing Allowance for 2018
Kathy Wilkinson moved the vestry adopt the following resolution:
Whereas the Reverend Susan Slaughter, 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. Susan Slaughter for the calendar year 2018, and subsequent years unless amended, shall include an annual payment of $15,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
Ike Ogbue seconded the motion, and the motion carried.
Stewardship Report
Nine of the people who pledged for 2017 but have not pledged for 2018 will be called by vestry members. As of today 115 pledge cards have been received, a total of $348,138.00 has been pledged. There are nine families that have moved away.
St. Martin’s Episcopal School
The rector announced that currently 65 students are enrolled in the school. School will resume on January 4, 2018. He thanked Gary Wilkinson for his chairmanship of the school board this year.
Diocesan Information
Our rector continues to serve on the Executive Council through the end of 2017 representing our Deanery.
Junior Warden’s Report
Junior Warden Charles Busey reported the following:
Painting of the Monument Sign: The work has been completed and looks good.
Irrigation System Update: Busey has learned that the cost of digging a water well would fall on the church alone, and the cost of the installation and continued maintenance of a well would be prohibitive. Fever United has offered to pay for the installation of a meter and changes to the sprinkler system required for them to assume full financial responsibility to maintain the fields. St. Martin’s would bear the costs of installation of the meters and water lines to maintain the water to the buildings and to the rest of the land. No final decision has been made on the matter at this time. Until a change is made, the church and Fever will continue to split the bills as is done at present. Busey will continue to work on correcting the irrigation system in the Memorial Garden and the labyrinth even after he retires as junior warden
Crumbling Parish Hall Thresholds: Busey plans to confer with Neil Rinker on the best way to correct the thresholds. It may be that doing the work in-house is the best approach.
Maintenance Shed: The maintenance shed has been cleared out and all unusable items discarded. The blank bricks for the labyrinth are currently being stored in the shed until they can be put in place for the labyrinth.
New Hot Water Heater: A new hot water heater has been installed in the closet next to the men’s bathroom in the church building.
Senior Warden’s Report
Distribution of Names for Calling: The names of the nine 2017 pledgers who have not yet pledged for 2018 were distributed among vestry members willing to make the calls.
Reception Refreshments: Senior Warden Snow reminded vestry members of the items they plan to bring for the Reception for Ayo Omoniyi’s ordination tomorrow night.
Rector’s Report
The rector announced the following:
Penner Retirement: Deacon Henry Penner is retiring and the weekend of January 13-14 will be his last day in the pulpit at St. Martin’s. He will continue to serve as a chaplain at Baylor-Grapevine Hospital. A reception honoring Penner will be held following the 10:30 service on January 14.
Organist/Choir Director Update: Jim Bedell is playing the robo-organ for both the 5 PM Saturday service and 8:30 AM Sunday service. A prelude is played before each of these services. The Vestry Person in Charge at those 2 services is instructed to make the announcements following the prelude. A search committee is being formed to search for an organist/choir director. Marianna Folger has graciously agreed to serve in that capacity at the 10:30 service in the interim.
Candidates for Vestry Election: The following eight individuals are running for 3 year vestry terms: Christopher DeClerk, Sharon Dudek, Keen Haynes, Ed McGlaston, Christopher Mullaney, Ike Ogbue, Becky Snell and Garrison Sutton. Elections will be held at the Parish Annual Meeting, January 28, 2018.
Adjournment and Closing Prayer
The meeting adjourned at 3:10 PM with prayer by Linda Seeber
Respectfully submitted,
Glenda Morehead
Clerk
by Alan Bentrup | Jan 23, 2018 | News, Vestry Updates
St. Martin-in-the-Fields Vestry Meeting
October 15, 2017
Present: Norma Barbier, Jim Bedell, Jack Bolerjack, Mary Beth Butler, Courtney Mullaney, Linda Seeber, Linda Snow, Joel Walker, Kathy Wilkinson; Scot McComas, Rector; DJ Mitchell, Treasurer.
Not present: Charles Busey, Ike Ogbue, Nancy Wieden, Glenda Morehead, Clerk.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, October 15, 2017 in the East Parish Hall. The meeting opened with prayer by the Rector at 12:15 PM.
Consideration of Minutes
Jim Bedell moved the vestry approve the minutes of the September 24, 2017 meeting as distributed. Kathy Wilkinson seconded the motion, and the motion carried.
Treasurer’s Reports
The Treasurer reviewed the August monthly financial reports. (See attached.)
Vestry Acceptance Vote: Joel Walker moved the treasurer’s report be accepted as presented. Jim Bedell seconded the motion, and the motion carried.
Consideration of Trunk or Treat Fundraiser for Youth Ministry
Kathy Wilkinson moved that the vestry accept the proceeds of the Trunk or Treat fundraiser (scheduled for October 29) for youth ministry. Courtney Mullaney seconded the motion, and the motion carried.
Stewardship Report
The rector will pick up a large pledge return progress chart this week to display in the narthex starting October 21. He encouraged all vestry members to return their pledge cards as soon as possible.
It was suggested and agreed for the sake of security that pledge cards received in the offering should be placed in the safe, and not in the Clerk’s box (as previously instructed).
Ministry Liaison Reports
Due to late submissions of reports and the absence of the Clerk, reports will be considered at the November meeting.
St. Martin’s Episcopal School
The rector announced that currently 64 students are enrolled in the school. He noted a trend in public education to offer kindergarten and pre-K, which may affect the future of St. Martin’s School. According to the National Association of Independent Schools (NAIS), private school enrollment is down 41% across the U.S.
Diocesan Information
Diocesan Convention: Diocesan Convention 2017 will be held November 10 – 11 at the Cleburne Convention Center. November 10 schedule is 1 pm to 9 pm. November 11 schedule is 8:30 am to approximately 4 pm.
Omoniyi Ordination: A date has been set for Ayo Omoniyi’s Ordination to the Vocational Diaconate. It will be Monday, December 18 at 7:00 pm at St. Martin-in-the-Fields.
Junior Warden’s Report
Delivered by Rev. Scot McComas on behalf of Charles Busey.
- Tree Trimming: Trees were trimmed and a large tree that had rotted was removed for safety reasons.
- Fire Inspection Report: Fire inspector has agreed that sheetrocking over the open areas in the closet in the nave (where chairs are currently stored) will satisfy the safety finding from the inspection. This will cost about $100 and will be handled by Neil Rinker.
- Concrete Sign Painting: Neil Rinker will handle the repainting of the monument sign on Pearson Lane.
- Leaving Flags up 24/7: This question was raised again. Charles Busey is investigating cost of lighting.
Senior Warden’s Report
The questionnaire for long-time members, which will help to prepare the 50th Anniversary history, is nearly complete. It will be distributed before and during the pledge ingathering event on November 12.
Rector’s Report
Please note and participate in the upcoming events:
Trunk or Treat Fundraiser & Chili Cookoff, October 29
Stewardship Ingathering & Celebration, St. Martin’s Day, November 12
Adjournment and Closing Prayer
The meeting adjourned at 1:08 PM with prayer by Linda Snow.
Respectfully submitted,
Mary Beth Butler
Substitute Clerk
by Alan Bentrup | Nov 22, 2017 | News, Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
September 24, 2017
Present: Norma Barbier, Jim Bedell, Jack Bolerjack, Charles Busey, MaryBeth Butler, Courtney Mullaney, Ike Ogbue, Linda Seeber, Linda Snow, Joel Walker; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Nancy Wieden, Kathy Wilkinson.
Also present: Max Tiemann.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, September 24, 2017 in the East Parish Hall. The meeting opened with prayer by the Rector at 12:38 PM.
Eagle Scout Project Update
Max Tiemann returned to the vestry to give an update on his proposed Eagle Scout Project. He brought with him a drawing giving further information on the location, layout and design of the walkway he plans to build to the labyrinth. The walkway will be approximately 23 feet long and forty inches (five bricks) in width. Ten square yards of top soil have been delivered and will be used to provide the base for the walkway. More can be delivered if needed. St. Martin’s is providing the top soil for the project. Tiemann plans to complete the project in two days with the help of other scouts. He will begin his approved fundraising activities immediately, and will be making announcements at all services for the month of October. He will contact the parish administrator to ensure that announcements of the fundraiser are included in all bulletins and weekly electronic sendings to the parish. He sees October 21 as the earliest possible day to begin the work with completion on October 28. Ron Hitchcock envisions decorative plantings along the sides of the walkway and the labyrinth once all the construction is complete.
Consideration of Minutes
Ike Ogbue moved the vestry approve the minutes of the August 27, 2017 as distributed. MaryBeth Butler seconded the motion, and the motion carried. Courtney Mullaney moved the vestry approve the minutes of the September 10, 2017 minutes as distributed. Jim Bedell seconded the motion and the motion carried.
Treasurer’s Reports
The Treasurer reviewed the August monthly financial reports. (See attached.)
Vestry Acceptance Vote: MaryBeth Butler moved the treasurer’s report be accepted as presented. Courtney Mullaney seconded the motion, and the motion carried.
Rector’s Housing Allowance Change
Due to an increase in costs the rector has asked that his housing allowance be increased. Linda Snow moved the vestry adopt the following resolution:
Whereas the Reverend Scot McComas, 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 ministers:
It is hereby resolved that effective immediately the compensation to be paid to the Rev. Scot McComas and continuing for subsequent years unless amended, shall include an annual payment of $35,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
Jim Bedell seconded the motion and the motion carried.
Stewardship Report
The stewardship campaign began this weekend as parishioners began picking up their pledge cards. Some pledge cards have already been returned. More information will be forthcoming as the campaign progresses toward celebration day on St. Martin’s Day November 12.
Recycling Research Update
Norma Barbier presented the results of her research on recycling in City of Southlake. All recycling in Southlake is done through Republic Services as is trash collection, and the billing for such services comes directly from Republic. More information is needed on what materials are recyclable, the size of containers, frequency of collection, etc, so a decision on the matter will take place at a later date. Since St. Martin’s is committed to recycling as much as feasible, education of the parish to that effect will be undertaken immediately.
St. Martin’s Episcopal School
The rector announced that currently 65 students are enrolled in the school – five new students. One teacher has found it necessary to leave, but creative rearranging of the classrooms has meant that no new teacher was needed. He stated that the school director and her staff are to be commended for their efforts in this regard.
Diocesan Information
Diocesan Convention 2017 will be held November 10 – 11 at the Cleburne Convention Center. Delegate Kathy Wilkinson cannot attend, so alternate Christopher DeClerk will be taking her place; Susan Kleinwechter also cannot attend. At this time it is not known who will attend in her place. Both Scot McComas and Joel Walker are running for election to the Standing Committee.
Junior Warden’s Report
Lighting for the Flags: There have been suggestions that St. Martin’s flags be flown 24 hours a day. To do so they would have to be lighted between sundown and sunrise. Junior Warden Busey stated that more investigation is needed as to the types of lighting available, which would be best for the flagpole location and the costs involved. In the meantime the flags will continue to be raised and lowered as is the current practice.
New Sprinkler Stations: New shrubs on the property require the installation of additional sprinkler stations to water the shrubs. Total cost is not known at this point, but the funding will come out of regular Building and Ground maintenance.
Issues Reported in Recent Fire Inspection: The recent fire inspection revealed some problems that need to be corrected. While some of the problems are simple regular maintenance, making the large storage closet under the narthex stairs fireproof may be more costly and require additional funding. More investigation is need as to the necessary remedy and cost. Busey will provide more information when he has investigated possible options.. Vestry member planned to look at the area involved following the vestry meeting.
Senior Warden’s Report
Nothing new to report. No report given.
Rector’s Report
Nothing new to report. No report given.
Household Items on Hand
Courtney Mullaney reported that Becky Snell is responsible for the items given for the Refugees in TX Program, and would like to receive information on what should be done with the items collected. The rector will investigate the matter and inform Snell on the results.
Announcements / Upcoming Events
Rise against Hunger 10 AM – 1 PM September 30
Ministry Liaison Reports – October 15 (Due to Clerk October 9)
Stewardship Ingathering and Celebration– St. Martin’s Day, November 12
Adjournment and Closing Prayer
The meeting adjourned at 2:28 PM with prayer by Jim Bedell.
Respectfully submitted,
Glenda Morehead, Clerk
Please note: Next regular vestry meeting Sunday, October 15, 2017, 12:15 PM, East parish Hall.
by Alan Bentrup | Aug 29, 2017 | News, Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
May 28, 2017
Present: Norma Barbier, Jim Bedell, Jack Bolerjack, Charles Busey, Ike Ogbue, Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: MaryBeth Butler, Courtney Mullaney, and Linda Seeber.
Also present: Ron Hitchcock.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, May 28, 2017 in the East Parish Hall. The meeting opened with prayer by the Rector at 12:25 PM.
Labyrinth Presentation
Ron Hitchcock, chair of the Labyrinth Committee, reviewed the history of the efforts to create a labyrinth for St. Martin-in-the-Fields Episcopal Church. He brought with him the documents previously provided as to size, sources of funding and the bid from the contractor selected to install the labyrinth. (See the attached copy of his documents.) On February 28, 2016 the vestry approved the construction of the labyrinth at the front of the property. Information received from City of Southlake subsequent to that time indicated that the process to obtain the necessary construction permit would be extremely involved and expensive. Hitchcock came today to request vestry approval to move the labyrinth to a location east of the slab already in place and north of the playground. He has determined that construction of a concrete slab requires no permit. He still plans to use bricks purchased by members and friends of St. Martin’s as a walkway from the school building to the labyrinth. Joel Walker moved the vestry approve the location of the labyrinth east of the concrete slab current in place and north of the playground, with cost of construction and sources of funding to remain as approved by the vestry on February 28, 2016. Charles Busey seconded the motion, and the motion carried.
Consideration of Minutes
Minutes of the April 23, 2017 meeting were approved as distributed.
Treasurer’s Report
Acceptance of Treasurer’s Report: The Treasurer reviewed the monthly financial reports. (See attached.) Kathy Wilkinson moved the treasurer’s report be accepted as presented. Jack Bolerjack seconded the motion, and the motion carried.
Transfer from Seminarian’s Fund: Linda Snow moved $120.00 from the Seminarians Fund be transferred to Corrie Cabes as recommended by the treasurer. Nancy Wieden seconded the motion, and the motion carried.
Preliminary Results on School Fundraiser: The rector announced that the preliminary income information on the April 29 fundraiser for the school is as follows: gross income – about $5600.00, net income – about $5100.00. More complete information will be available at the June vestry meeting.
Junior Warden’s Report
Door Replacement on School Building: Jr. Warden Charles Busey reported that the new doors will be installed on the west side of the school building June 5 and 6.
Update on Gutters: The gutters on the buildings have been repaired and sealed by Neil Rinker. Cost of the work is covered in the buildings and grounds maintenance budget.
Water Meter Replacement: Busey has consulted with City of Southlake to learn ways in which our water and sewage usage costs might be reduced. He learned that water meters that service buildings are billed sewer charges while those that provide irrigation only are not billed for sewer charges – it is assumed the water soaks into the earth rather than travelling through sewer lines. St. Martin’s currently has 1 water meter with a 2 ½” line that serves the entire property. City of Southlake recommends replacement of that meter with 3 separate meters – one that serves the buildings, one that serves the grounds used only by the church and one that serves the soccer fields – all utilizing 1” lines. Replacement of one meter would be done at no charge. Each other meter would cost $6,000.00. Fever United will be asked to assume the cost of one of the meters as a part of their ongoing commitment to support St. Martin’s and to maintain the soccer fields. Since one meter will be replaced at no charge, Charles Busey moved the vestry approve the plan as presented with the $6,000.00 cost of one meter to come from the Emergency Reserve Fund. Jim Bedell seconded the motion, and the motion carried.
Vote on Playground Update: The School Board has voted to recommend that up to $4,700.00 be approved by the vestry for phase 1 of work to update the playground – the items necessary to bring the playground into compliance with the requirements of the licensing authority. Busey has investigated the matter and provided the following figures as to the expected costs of each part in phase one: $1700.00 for borders, $1300.00 for fill, $600.00 for labor, $300.00 for equipment rental – a total of $3,900.00 Charles Busey moved the vestry approve up to $4,700.00 from school funds to bring the playground into compliance with the requirements of the licensing authority. Kathy Wilkinson seconded the motion, and the motion carried.
Dumpster Enclosure: The enclosure surrounding the trash dumpster needs to be replaced. Neil Rinker will construct a new enclosure.
St. Martin’s Episcopal School
The written reports are attached and made a part of these minutes.
Vote on Extended Care Program: Jack Bolerjack moved the vestry approve the extended care program for St. Martin’s School as outlined by Director Serin Stanford. Ike Ogbue seconded the motion, and the motion carried.
Diocesan Information
The written report is attached and made a part of these minutes.
Senior Warden’s Report
The written report is attached and made a part of these minutes.
Stained Glass Hangings for Windows: Senior Warden Linda Snow has received information that Gil Kleinwechter has offered to make stained glass hanging units for the side windows along the church room (the nave) similar to those he created for the lobby (narthex) west windows. Snow plans to discuss the matter with Kleinwechter and hopes to have him come to discuss his ideas with the vestry either in July or August.
Rector’s Report
The written report is attached and made a part of these minutes.
Announcements / Upcoming Events
Vacation Bible School – June 12 – 16 9 AM – 12 PM
Fever Soccer Camp – June 19 -23 9 AM – 12 PM
Audit of 2016 Financial Records – July 22 9 AM
The meeting adjourned at 2:35 PM with prayer by Ike Ogbue.
Respectfully submitted,
Glenda Morehead, Clerk
Please note: Next regular vestry meeting Sunday, June 25, 2017, 12:15 pm, east parish hall.
