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.
by Alan Bentrup | Aug 29, 2017 | News, Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
April 23, 2017
Present: Norma Barbier, Jim Bedell, Jack Bolerjack, Charles Busey, Courtney Mullaney, Ike Ogbue, Linda Seeber, Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: MaryBeth Butler.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, April 23, 2017, at 12:15 PM in the East Parish Hall. The meeting opened with prayer by the Rector.
Approval of Minutes
Joel Walker moved the minutes of the March 19 meeting be approved as distributed. Jim Bedell seconded the motion, and the motion carried. Kathy Wilkinson moved the minutes of the March 25 meeting be approved as distributed. Jim Bedell seconded the motion, and the motion carried. Kathy Wilkinson moved the minutes of the April 9 meeting be approved as distributed. Jim Bedell seconded the motion, and the motion carried.
Treasurer’s Report
Treasurer’s Report Accepted: The Treasurer reviewed the monthly financial reports. (See attached.) Joel Walker moved the treasurer’s report be accepted as presented. Jim Bedell seconded the motion, and the motion carried.
Votes on Budget Changes: At the recommendation of the Treasurer the following motions were passed:
Joel Walker moved that the Organist/Music Director and the Supply Organist budget line items be combined. Ike Ogbue seconded the motion, and the motion carried.
Courtney Mullaney moved that the expense category in the budget called “YM Mission Trip” and the category called “Youth Mission Trip” in the Temporarily Restricted Fund Activity and Balances report be changed to “YM Mission and EYE Conference Trips.” Ike Ogbue seconded the motion, and the motion carried.
The Treasurer announced that a report will be presented at the May meeting regarding funding for the replacement of the gutters as recommended by the Jr. Warden. He also announced that the clergy benevolence funds will be combined into one account.
Audit Date to Be Changed: The rector stated that the audit of St. Martin’s previous year financials needs to be done in July. The report of the Auditing Committee must be prepared in time to be approved by the vestry at a vestry meeting before it is forwarded to the diocese by the canonical deadline of September 1. Selection of Auditing Committee members will begin shortly.
Endowment Consideration: Consideration is being given to setting up an endowment fund for St. Martin’s. Our financial advisor, Jim Hazel, has previously offered the assistance of his team when St. Martin’s is ready to proceed. DJ Mitchell will contact Hazel with the idea of inviting him to come and speak to the vestry in that regard in the very near future.
St. Martin’s Episcopal School
The written report is attached and made a part of these minutes.
Diocesan Information
The written report is attached and made a part of these minutes.
Racial Reconciliation Training Update: The times for the Racial Reconciliation training on May 12 – 13 are not available at this time. The training will take place at St. Luke’s in the Meadow Episcopal Church. The training is strongly recommended for all those in church leadership positions.
Bishop to Move: The bishop will be moving his residence to Abilene sometime in the future.
Vestry Ministry Liaison Reports
The written reports of the vestry liaisons to the following ministries are attached and made a part of these minutes:
Adult Education Ministries, Children’s Ministry, Communications Committee, Hospitality, Outreach, Pastoral Care, Worship Committee, and Youth Ministry.
Junior Warden’s Report
Replacement of School Building Doors: Jr. Warden Charles Busey recommends acceptance of the bid from Vortex for replacement of the doors on the west side of the building with the change of clear glass windows rather than the mirror glass listed on the current proposal. Linda Snow moved the vestry approve acceptance of the Vortex bid with uniform doors including clear glass windows on the west side of the school building at a cost not to exceed $5.000.00, funding to come from the Emergency Fund. Jim Bedell seconded the motion, and the motion carried.
Playground Changes: School Director Serin Stanford submitted a proposal with suggestions on options to redo the base and borders on the playground (see attached). Charles Busey, Neil Rinker and Norma Barbier will assist in researching the matter and provide recommendations on how to proceed with any changes.
Resolution of Thanks for the Soccer Field Enclosure: Charles Busey moved the vestry adopt the following resolution:
On behalf of St. Martin-in-the-Fields Episcopal Church the Vestry wishes to express our profound gratitude to Constance and Willard Smith and Fever United for the gift of the enclosure which now surrounds our fields. The enclosure is a symbol of the commitment of us all to preserve the fields not only for use by those who come today but all those in the future. We thank you.
Kathy Wilkinson seconded the motion, and the motion carried.
Senior Warden’s Report
The written report is attached and made a part of these minutes.
Newcomers Dinner: A newcomers dinner is currently on the church calendar in May. The vestry discussed the matter and decided instead to honor those new to the church in parish-wide gatherings during the year. The dinner currently listed on the church calendar will be removed.
Rector’s Report
The written report is attached and made a part of these minutes.
The meeting adjourned at 2 PM with prayer by Joel Walker.
April 2017 Monthly Written Reports
St. Martin’s Episcopal School
School Report: enrollment for next year: 50. Current enrollment: 72. – Scot McComas
Episcopal Diocese of Fort Worth
The Presiding Bishop of the Episcopal Church came into our diocese for a visit on April 6, 7, and 8. On Friday, April 7, he had meetings with the clergy and laity of the diocese. That day finished with a fund-raiser held at Colonial Country Club. Saturday concluded with a mass at University Christian Church which was attended by many people from around the diocese. – Joel Walker
Senior Warden’s Report April 2017
I have not brought up CPR class to Anika due to how busy she is during the Easter Season, but I will talk to her this week. The pictorial directory is moving along well. We filled up the first three days we had for pictures, May4th – 7th. So we have 2 new days May 12th and 13th If you know anyone who has not signed up please encourage them to sign up the more we have the more complete our directory will be. – Linda Snow
Rector’s Report
Rector Report: none, still looking for Outreach Chair. – Scot McComas
Adult Education Ministries
EfM – Education for Ministry Classes have been going on primarily according to schedule. The addition of two fourth-year students from another community has made this possible. Both those students will have completed the course in June. In the upcoming year (September 2017) there will be a need to find at least 2 other students, as the remaining group will have 1 second year, 1 third year, and 2 fourth students. Recruiting will need to be done to fill spaces for first, second, and/or third year students.
Wednesday Morning Study – The Group finished a study of the book “Falling Upward” by Richard Rohr, and followed that with a series of recorded presentations on subjects from the book. The group will be starting a new book on April 26.
Worship Committee
Worship committee has not had another meeting since the last one that I had reported on. Organist Search Committee, an organist has been hired on a part time basis (to worship services on Sunday morning and a Wednesday evening Rehearsal. That is all to report. – Jim Bedell
Outreach
Since January/Interim Chairman: Scot McComas – Need lay chairman
Well water: Raised $3000.00 for ERD/Clean Water, 3/5 of a well, 6-week campaign
Refugee ministry: Soon to publish household items for refugee apartment. Will be a sign-up for what you have or can donate on short notice. Church cannot accept or store items. Will be a delivery from you on a short notice.
4Saints Food Pantry: On-going project /specific items only…see sheet in Narthex for needs.
Rise Against Hunger: Meal packaging…10,000+ meals coming up September 30th/10:00 a.m.
UGM: personal items/on-going project.
Nancy Wieden / Outreach Liaison
Youth report
Youth ministry at St. Martin’s is a vibrant part of this church. Strong support from parents and parish will help youth ministry continue to flourish. Sunday School and monthly Sunday Funday events will be on break during summer months. It would be helpful for there to be an organized attempt to notify parents of the plan for transition and a way to keep youth engaged and strong kick-off in August/September if the plan is not to have a youth minister over the summer.
Corrie says: It has been a joy to serve the youth of this parish and I am grateful for the support from this church to help build a strong youth program. I pray that God will send a creative, energetic and loving youth minister to bring youth ministry to new heights.
Here are some events going on during summer months:
The Episcopal Youth Event (EYE17) is coming!This international youth event is held every three years and it’s a chance for teens to experience amazing worship and workshops created especially to feed young people’s faith. Teens come back transformed and ready to serve God in the world.This summer we will be sending 4 teens and one adult mentor to join teens and mentors from Trinity Episcopal Church. EYE17 will take place on the campus of the University of Central Oklahoma in Edmond, OK on July 10-14. *Support needed: prayer for our youth and adult mentors
City Week will be held on June 26-29 at Union Gospel Mission of Tarrant County. This intergenerational mission trip invites teens ages 12 years through adult to be a part of the rhythms of daily life at UGM. Volunteers get a chance to cook and serve food, lead chapel and work on meaningful projects that give them a sense of the complexity of homelessness. An information meeting will be held on Wednesday, May 3 from 6:30 pm – 8 pm in the school building. Rhonda Ackley is the point person for this week. *Support needed: prayer, adults who can carpool, adults who can serve as daily mentors for teens.
Service Sunday will offer a transition meeting on Sunday, April 30 at 12 pm in the school building. This ministry needs a strong, organized leader to take over–is there someone in Outreach to lead? *Support needed: prayer, volunteers to take over small parts of the ministry and continued donations.
SURPRISE GOING AWAY PARTIES!! After the 10:30 service on May 14th, we will have cake and the congregation will have an opportunity to tell her goodbye. But we know the heart of Corrie is with her youth so we want to give them an opportunity to celebrate with her. Corrie is aware of this event.
Youth potluck–will be at the 5:00 Saturday service on May 13th and we would love for all the youth to join her with their families and later come together for a pot luck dinner in the parish hall. *Both events are being coorindated by Amy Pirk and Mary Anderson
Transition Plan: Committee formed for identifying new youth minister. First interview this Sunday at same time as vestry meeting. –
April 2017 Children’s Ministry Report from Amy Pirk
Here’s what is what’s going on this quarter:
First up we have “Maker Fun Factory” vacation bible school, June 12-16 from 9:00-12:00 pm. The theme this year is centered around sharing the message with kids that God created each of them for a purpose! How great is that?! We are preparing to host 100 VBS participants: 20 preschoolers and 80 elementary school children. Registration for the event is open and going strong, both on the participant side and the volunteer side, with many returning participants and volunteers from last year’s event returning. On the volunteer side of things, I am happy to report that all the crucial station leader positions are filled. What I am looking for now are more crew leaders (crew leaders travel with a group of five throughout the course of each VBS day, providing a calm presence, and keeping kids on task). I am needing 15 people to complete the crew leader roster. That said, I am not worried whatsoever that I will get these positions filled in the coming weeks.
You have asked me to specifically identity what Vestry can do to support children’s ministry, and the answer to that is simple: volunteer! If anyone on Vestry would like to volunteer to serve at Maker Fun Factory, they can register to do so HERE. I love to see Vestry members support our events with their physical presence. In addition to the need for crew leaders, I also need bodies in the kitchen to help prepare snacks for hungry kids.
The second big event for the summer is a Family Fun Day to be hosted by the DeClerk family July 23 from 2-5 pm. This will be a pool party and promises to be great fun for all to enjoy.
The last day of Sunday School is May 21 and we will be having an end of the year party to celebrate. I will be asking parents to provide a dish to share and we will have some games and crafts for children to enjoy as they remember their year spent learning that when you love God, and serve others, you change the world. Amen.
Summer Sunday Chapel will begin May 28 in the east parish hall. Here kids will gather together to learn about the love of Jesus through interactive lessons, music, and crafts. Teens will be invited in each week to help.
One final mention: As an extension of my ministry, I started Band of Moms. The idea behind my starting this ministry was that when moms take time out to be with other moms–when they take time to nurture themselves with the company of other moms, when they take time to reflect in prayer, then children ultimately benefit. Band of Moms is going strong with 12-15 members regularly attending the twice a month meetings. We have both parish moms attending, as well as school moms.
That about sums it up! I am happy to answer and questions you might have. I look forward to a wonderful summer with the kids! God’s blessings to you, – Courtney Mullaney
Communications Committee Report – Mary Beth Butler / April 23, 2017
The Communications committee consists of Chuck Ambrose (Chair), Mary Beth Butler (Vestry liaison), Brooke Casey, Susan Kleinwechter (Communications Director), Carl Snow, Linda Snow, and Rev. Scot McComas. This committee meets on the Second Sunday of each month following the 10:30 service (around 12:15). It has been decided to delay the meeting start until 12:45 to allow members to participate in Service Sunday activities.
The committee is or has been working on the following initiatives:
New website: The committee has worked for several months on a new look and feel for the St. Martin’s website. Care has been taken to ensure that our branding is conveyed in this, as in all our output. The launch of the new site is planned for early May. Development site is stmartinkeller.org.
Office phone service: The office phone and internet service has been reviewed, extensively researched, and replaced by Charter Spectrum Business. This is faster service at a better price. With the internet equipment change, we have a new staff network and a guest network.
Social media guidelines: It was discussed and agreed that these were not needed. The diocese has guidelines, and the committee members believe we are in compliance.
Business card welcome items: These are in process and are intended for members to carry and distribute to friends and community members to share about St. Martin’s.
Photo directory: The church will work with Lifetouch on a photo directory. Linda Snow is in charge of the effort and will be assisted by Mev Matulevich. Photos will be taken May 4-7 at the church, with a possible additional weekend for overflow. Volunteers are needed to assist with sign-up and at the photography event.
New Cameras to record/livestream services: These are under consideration.
Respectfully Submitted,
Mary Beth Butler
Hospitality Liaison report/April 2017 – Linda Seeber/Sharon Payne
The hospitality team is in good shape with the guidance of Sharon Payne and her team. A few more volunteers are needed for bread delivery, especially on the 2nd Sunday of the month. Greeters for 10 am service have been changed from 4 people to 2. There seems to be a lot of congestion at the entrance to the church and the ushers can be back up if needed to help.
Respectfully,
Linda R. Seeber, Hospitality Liaison
Pastoral Care
E-Prayer Group Almost every day – and sometimes more than once a day – a prayer request is received from a member or an extended church member, or from the church office or clergy, for someone in need of healing, travel safety, for the departed, etc. These are sent on to the people who have requested to be on our e-prayer mailing list. If I have a problem I can always count on getting help from Susan Kleinwechter – Flo Lowrey
Al-Anon The Al-Anon group is doing well, meeting every Sunday at 4 PM. There are regulars in attendance and many newcomers. I feel we are a service to the community in helping families of alcoholics and families of those suffering from drug addiction. Evie Larimore
Prayer Shawl Ministry The Prayer Shawl Ministry is alive and well. Since January 1, we have donated 20 Prayer Shawls to those that are in need of comfort. We have taken on an additional project—that of crocheting mats for the homeless. The mats are made from repurposing plastic bags. It is a worthwhile and rewarding endeavor. Any donations of plastic bags would be greatly appreciated. Kathy Wilkinson
Quiet Committee QC is very blessed to have incredible members with caregiver’s hearts who are always right there to help out when needed. Currently we have about 20 members and we are always looking for new people to help.
We continue to provide meals for those church families in need of a home-cooked meal and we have helped with food for three large funeral receptions in the past year. Occasionally our committee can become overrun with requests during a certain time period. In an effort to not burn people out, we occasionally find it necessary to supplement by buying food using our budgeted funds. Thanks to the Vestry for budgeting those funds.
The leadership of Quiet Committee will be in transition very soon. After serving as the ministry head for many, many, (many) years, I am retiring from QC at the end of March. It has been my absolute pleasure to serve as head of this ministry…an absolute joy to work with the members. I know that there is someone who will volunteer to head this committee very soon and they will do an incredible job. Thank you, Kathy and thanks to the Vestry and to Father Scot for your continued support of this important ministry. – Kathy Watson
Driving Circle No report
Daughters of the King No report
Hope Group No report
Respectfully Submitted, Kathy Wilkinson
by Anika Rinker | Jan 22, 2015 | News, Vestry Updates
The 2014 Annual Parish Report is provided in preparation for our Annual Parish Meeting on January 25, 2015. It contains the agenda for the annual parish meeting, minutes of the annual meeting in 2014, nominees for Vestry and diocesan Convention, financial reports and budget, and other reports.
Read or download this 1.5 MB, 43-page PDF: 2014 Annual Report (UPDATED 14:33pm January 22 to correct an omission)
