Vestry Minutes for December 9, 2018

by Anika Rinker | Dec 18, 2018 | News, Vestry Updates

St. Martin-in-the-Fields Vestry Meeting Minutes

December 9, 2018
Present: Keen Haynes, Brandy Heckel, Christopher Mullaney, Linda Seeber, Becky Snell, Linda Snow, Ben Taylor, Scot McComas, Rector; D.J. Mitchell, Treasurer
Not Present: Mary Beth Butler, Christopher DeClerk, Sharon Dudek, Joel Walker, Nancy Wieden.
A special called meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, December 9, 2018 in the Chapel.  The meeting was held for the purpose of receiving an update on the 2019 Stewardship Campaign and discussion of the financial projections and proposed budget for 2019.The meeting opened with prayer by the Rector at 12:18 PM.
Stewardship Campaign and 2019 Financial Information
A discussion was held regarding the 2019 stewardship pledge campaign, financial projections for 2019 and the proposed budget. The 2019 budget will be presented to the vestry at the January 13, 2019 vestry meeting.
The meeting adjourned at 1:06 pm with prayer by Snow.
Respectfully submitted,
The Rev. Scot McComas
Rector and Substitute Clerk
Jr. Warden’s Report

Vestry Minutes for November 18, 2018

by Anika Rinker | Dec 18, 2018 | News, Vestry Updates

St. Martin-in-the-Fields Vestry Meeting Minutes

November 18, 2018
Present:  Mary Beth Butler (member & clerk), Christopher DeClerk, Sharon Dudek, Brandy Heckel, Christopher Mullaney, Linda Seeber, Becky Snell, Linda Snow, Ben Taylor, Scot McComas, Rector; Christopher Thomas, Assisting Priest; Nancy Wieden.
Not Present: Keen Haynes, D.J. Mitchell, Treasurer, Joel Walker.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, November 18, 2018 in the West Parish Hall.  The meeting opened with prayer by the Rector at 12:36 PM.
Bible Study
The Rector led the vestry in a bible study using Ecclesiastes 3:1-8.
Consideration of Minutes
Minutes of the October 21, 2018 meeting were approved as distributed.
Treasurer’s Report

• The October 2018 Financials were reviewed. Dudek moved acceptance. The motion carried.
• There was further discussion of the draft budget for 2019.

Breeze Software Update
Volunteers (including Vestry members) will be asked to help with coaching parishioners in setting up Breeze accounts and using the system.
Rector’s Report

• School Report: The Rector indicated that, both nationwide and locally, there is a trend toward public schools offering pre-Kindergarten, transitional Kindergarten, and classes for even younger children. This has caused a downturn in private and parochial school enrollments. Discussion brought forward some ideas for other revenue streams: Offering before and after school care; offering our own camps; expanding VBS and raising tuition for VBS.
• Cub Scout Endeavor: DeClerk said that due to LDS churches withdrawing from Boy Scouts of America (now known as BSA), other churches are being asked to sponsor troops. He is exploring whether our parish would be interested in starting a Cub Scout Troop, in addition to our current Boy Scout Troop 937. Bob Garrity, a parishioner who is a Unit Commander in the Lakeview District, is supportive. DeClerk said that to start a Cub Scout troop we must have a Committee Chair, a Cub Master, and a Chartered Organization Representative. Mullaney moved that DeClerk continue to explore the option with the Vestry’s thanks. The motion carried.

Stewardship Report

220. Pledge Campaign Update: An update was given on the 2019 pledge report. There are 76 pledges received with $252,220.00 committed thus far.
221. Division of names for vestry calls to non-pledging members: Heckel distributed a suggested script & bulleted list of items to include in calls. Names of non-pledging members were divided among Vestry. There will be a brief special meeting after the 10:30 service on December 9 to discuss the 2019 Stewardship Campaign.

Junior Warden Report
There was no written report. Thanks were returned to Seeber for her diligent work.
Senior Warden Report
Snow said that the History Committee, which she chairs, meets at 1:00 on Thursdays and needs more assistance. The group is preparing for the 50^th Anniversary of the church on January 18, 2020.
Announcements/Upcoming Events
December 2                Prayer Shawl Boutique between services & after 10:30 service
December 9                Special Called Vestry Meeting to review pledge calls
December 16              Regular Vestry meeting
January 13, 2019        Regular Vestry meeting (12:15 pm)
January 20, 2019        Special Called Vestry meeting to accept December 2018 Financials 12:15 pm
January 27, 2019        Annual Meeting and Potluck 12 pm
The meeting adjourned at 3:17 pm with prayer by Butler.
Respectfully submitted,
Mary Beth Butler, Clerk
Please note:  Next regular vestry meeting Sunday, DECEMBER 16, WeST Parish hall.
lunch provided by Mary Beth Butler    closing prayer: Mary Beth ButleR

Vestry Minutes – March 18, 2018

by Anika Rinker | Apr 16, 2018 | News, Vestry Updates

St. Martin-in-the-Fields Vestry Meeting
March 18, 2018
Present:Jim Bedell, MaryBeth Butler, Christopher DeClerk, Sharon Dudek,  Ike Ogbue, Linda Seeber, Becky Snell, Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Also present: Cheryl Beesley, Ron Hitchcock.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, March 18, 2018 in the East Parish Hall.  The meeting opened with prayer by the Rector at 12:18 PM.
Landscape Plans for the Memorial Garden
The rector introduced Cheryl Beesley, landscape designer, who came to share her vision for landscaping the Memorial Garden. Vestry members were given the opportunity to examine the extensive plans she had. Beesley emphasized her plans were conceptual only. One thing that must be considered is that there are perennial plants that are dormant at this time but will be coming up soon. Beesley and the Memorial Garden Committee will work together to create a final plan which will be presented for vestry approval at a later date.
Consideration of Minutes
Minutes of the February 18, 2018 meeting were approved as corrected.
Treasurer’s Report
Financials Accepted: The Treasurer reviewed the monthly financial reports.  Linda Snow moved the treasurer’s report be accepted as presented.  The motion was seconded and carried.
Revised 2018 Budget Approved: Treasurer Mitchell reviewed the proposed revised 2018 budget. Ike Ogbue moved the revised 2018 budget be approved as presented. The motion was seconded and carried.
Financial Information for Parish to Change: Mitchell stated that the financial information provided in the bulletins will change as of the coming week. Every month after the vestry meeting the information will be updated and remain the same until after the following monthly meeting. He will also be providing quarterly updates on the current financial position of the parish to ensure that members are always informed.
Check Approval List Update: The list of those authorized to approve checks written from the various budget lines is still being updated and will be ready for vestry approval at the April meeting.
Vote to Approve Prayer Shawl Ministry Fundraiser
Kathy Wilkinson moved the vestry approve a Prayer Shawl Ministry Fundraiser to be held December 2, 2018 after both services in the Parish Hall. Items to be sold in the “boutique”  event would be made by Ministry members, proceeds to go for supplies for the ministry as needed to give comfort to those in need. The motion was seconded and carried.

The Prayer Shawl Ministry requests the approval of the Vestry for a Fundraising Event the first weekend in December 2018.  This would consist of a “Boutique type” event held in the Parish Hall after the 8:30 AM and 10:30 AM services on Dec 2.  Items that would be up for sale will be made by members of this Ministry.
All proceeds from this event would go into the Prayer Shawl Ministry Temporarily Restricted Account for the purchase of yarn, gift bags, tissue paper, cards and postage as needed in order to give comfort to those in need.
Thank you for your attention concerning this matter.
Respectfully submitted,
Kathy Wilkinson
Prayer Shawl Director

Election of Junior Warden for 2018
Linda Snow moved the vestry elect Linda Seeber to serve as St. Martin’s Junior Warden for 2018. The motion was seconded and carried.
Vote to Fill Vacant Vestry Seat
Linda Seeber moved the vestry select Keen Haynes to fill the vestry seat recently vacated by Norma Barbier. The motion was seconded and carried. Norma Barbier plans to continue to coordinate Service Sunday and work with the Youth Minister, but finds she cannot continue to fulfill the duties of a vestry member. Haynes will complete Barbier’s vestry term ending in 2020. He has agreed to assist Seeber with building and grounds matters.
Buildings and Grounds Matters
Labyrinth Area Landscaping: Jr. Warden Seeber, Keen Haynes and Ron Hitchcock will investigate what all is needed to landscape the area around the labyrinth and return with more information at the April meeting.
Additional Doors to Parish Hall and Church Building: The bid from Vortex to replace the south doors to the parish hall and the east door to the church building was reviewed. Vestry consensus is that Vortex should be contacted to ask if there is a possibility of receiving a discount of any sort and the possible cost of replacing the west door to the office area at the same time. Information will be reviewed at the April meeting.
Signage for the Labyrinth: Some changes were required in the proposed signage for the labyrinth area. Consideration of the proposal was tabled until the corrections are made.
Senior Warden’s Report
Senior Warden Snow stated that she had nothing new to report. She did however take the opportunity to express her gratitude for all the ways in which vestry members have stepped up to cover her usual church service duties, providing help in ways large and small freeing her to care for Carl and herself as they work to find medical solutions for him.
Rector’s Report
Vestry Ministry Liaison Choices: The rector asked vestry members to choose their top three choices for serving as liaison to the various ministries of St. Martin’s. The acronym that helps is SWEEP: S- Stewardship, W – Worship, E Education – the categories under which are Adult Education, Youth Ministry and Children’s Ministry, E – Evangelism Bringing Others into the Church (Radical Hospitality Committee), P – Pastoral Care and S – Service (Outreach). The Wardens already know what roles they have for the coming year. All other vestry members are to email him their top three choices by Easter.
Children’s Ministry Changes: Amy Pirk has recently begun a full-time job and finds it necessary to resign as St. Martin’s Children’s Minister. A lay volunteer has come forward to lead the “Band of Moms.” Liza Goodner has been working with St. Martin’s children in various capacities. She has been hired to serve as the new St. Martin’s Christian Minister. The change will be announced tomorrow.
Radical Hospitality Chair Needed: Due to increased family obligations, Sharon Payne finds it necessary to step down as Chair of the Radical Hospitality Committee. Vestry members will work to ensure that the welcoming of newcomers to our midst continues.
VPiC Reminders for Sundays: Vestry member were reminded that a prelude is played at all weekend worship services. The VPiCs are to make their announcements from the pulpit after the prelude is ended.
Special Refreshments on Easter Day
Although no vote was taken vestry members decided to provide mimosas and special snacks between the 8:30 and 10:30 services and following the 10:30 service during the Children’s Easter Egg Hunt. Non alcoholic beverages will be available.
Announcements / Upcoming Events
Vestry Retreat – March 24 10 AM – 1:30 PM East Parish Hall
Blessing of St. Martin’s Labyrinth – March 25 12:00 PM
St. Martin’s School Bingo Beers and Barbeque Fundraiser – April 14 6 -9 PM
Bishop’s Visit and Confirmations – April 29
Labyrinth Workshop – May 19 3 PM
The meeting adjourned at 4:18 PM with prayer by Linda Seeber.
 
Respectfully submitted,
Glenda Morehead, Clerk
Please note:  Next regular vestry meeting Sunday, april 15 2018, 12:15 PM, East parish Hall.
 

Vestry Minutes – February 18, 2018

by Anika Rinker | Apr 3, 2018 | News, Vestry Updates

St. Martin-in-the-Fields Vestry Minutes
February 18, 2018
Present: Norma Barbier, Jim Bedell, Christopher DeClerk, Sharon Dudek,  Ike Ogbue, Linda Seeber, Becky Snell, Joel Walker, Nancy Wieden; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: MaryBeth Butler, Linda Snow, Kathy Wilkinson.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, February 18, 2018 in the East Parish Hall.  The meeting opened with prayer by the Rector at 12:24 PM.
Consideration of Minutes
Minutes of the vestry meetings of January 21 and January 28, 2018, were approved as distributed. Minutes of the January 28, 2018, Annual Meeting were also approved as distributed.
Financial Matters
January Financials: The Treasurer announced that the new format for the financials comes directly from Quickbooks and is a true reflection of the financial status of St. Martin’s. He guided vestry members in their first examination of the new format. No vote was taken as to the format itself, but vestry members informally agreed that having complete information in a clearer form than previously was a wise decision. They thanked Treasurer DJ, Sue Mitchell and Albert Alvarez who made the change possible. Ike Ogbue moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
The following 3 items were approved in one motion by Linda Snow. The motion was seconded and carried:
Lenten Project Fund: The vestry established a Lenten Project Fund to accept contributions to the announced Lenten Project each year.
Slaughter Retirement Gifts: The vestry agreed to accept contributions to St. Martin’s retirement gift to the Rev. Susan Slaughter.
Mayer Ordination Gifts: The vestry agreed to accept contributions to St. Martin’s ordination gift to the Rev. Annette Mayer as she completes her journey to priesthood..
Vestry Endorsement of School Fundraiser
Ike Ogbue moved the vestry endorse the proposal of St. Martin’s School to hold a  Barbeque Beers and Bingo Fundrdaiser on April 14, 2018, 6 – 9 PM. The motion was seconded and carried.
Deacon’s Benevolence Fund Check Signers Changed
In view of the recent retirement of the Rev. Henry Penner as a deacon at St. Martin’s and the assignment of the Rev. Ayo Omoniyi  as a deacon serving St. Martin’s, Jim Bedell moved Henry Penner be removed as a signer on the Deacon’s Benevolence Fund and Ayo Omoniyi be added as a signer in his place. The motion was seconded and carried. The clerk will guide the necessary paperwork through the process with Liberty Bank.
Parochial Report Approved
The 2017 Parochial Report of St. Martin-in-the-Fields Episcopal Church includes a final page which requests information on the Outreach Ministries and Volunteer Activity of the congregation. The rector asked vestry assistance to review the list to help ensure it is filled out correctly before the report is forwarded to the diocese. Ike Ogbue moved the vestry approve the 2017 Parochial Report of St. Martin-in-the-Fields Episcopal Church as amended. The motion was seconded and carried. The report as amended will be forwarded to the Episcopal Diocese of Fort Worth before the deadline of March 1, 2018.
Diocesan Information
Racial Reconciliation Training: The rector attended the Racial Reconciliation Training recently and commends it to all who have not yet attended. He reminded vestry members that the training is required for all those in leadership positions in churches in the diocese.
New Officers: Joel Walker has been elected as the Eastern Deanery representative on the Executive Council for the current year. Becky Snell has been elected Dean of the Eastern Deanery for the current year.
Executive Council Meeting Hosts: St. Martin’s will be hosting the meeting of the Executive Council on March 17. Joel Walker will be contacting the vestry members with information on what help is needed from them.
VPiC Volunteers for Upcoming Special Services
Vestry members volunteered for the special services coming up during Lent leading to Easter. Becky Snell, one of those who works in St. Martin’s computer scheduling program will ensure that their names are entered into the program.
Junior Warden Election Postponed
The vestry will revisit the matter of electing a Junior Warden for 2018. Canons state that the jr. warden must be an elected member of the vestry, but there is no requirement that the jr. warden be a “handyman” as such. The jr. warden is one of the four church officers chosen annually in a parish.
Buildings and Grounds Matters
Memorial Garden Landscaping Plan: The rector displayed the landscaping plan for the Memorial Garden proposed by Cheryl Beesley, a professional landscaper. Beesley will come to describe her proposal to the vestry at the March 18 meeting. Her presentation will be the first item on the agenda following the opening prayer.
ADA Compliance of Men’s Restrooms: Vestry members were informed that the men’s room in the church building is not compliant with the Americans with Disabilities Act, however the men’s room in the school building is ADA compliant. Men needing such a facility should be directed to the school building. Investigation will be done as to what would be necessary to make the church building men’s room also ADA compliant.
Scout Projects Requested: Christopher DeClerk, vestry liaison to the scouts, stated that the scout troop sponsored by St. Martin’s is looking for projects scouts can do to assist our parish.
Rector’s Report
Coffee Hour Signups” The rector passed a signup sheet for vestry members to fill in. He has taken on the task of keeping the spreadsheet up to date. He asked that anyone who needs to change their chosen dates later on be sure to notify both him and the schedulers.
Strategic Planning and Leadership: He will be attending a workshop on Strategic Planning and Leadership at Kanuga Conference Center. The information he receives there will be used for the Vestry Retreat on March 24.
Fundraiser Discussion Group: He is assembling a group whose focus will be to discuss various fundraising possibilities to benefit St. Martin’s. Christopher DeClerk, Sharon Dudek, Nancy Wieden and Becky Snell are the first appointees to the group., Additional appointments may follow.
Choosing an Assistant Priest: The retirement of the Rev. Susan Slaughter means that the rector is the only priest currently serving St. Martin’s on a regular basis. Diocesan canons provide that the rector of a church chooses assisting clergy with the approval of the vestry as to funding of the position. The rector shared with the vestry his preferences as to the duties to be performed by an assistant priest. He is currently looking for candidates interested in serving St. Martin’s as assistant priest on a part-time basis and hopes to have the post filled in the near future.
Announcements / Upcoming Events
Ordination of Annette Mayer to the Priesthood, Reception Following – March 1 7 PM
Vestry Retreat – March 24 10 AM – 1:30 PM East Parish Hall
St. Martin’s School Bingo and Barbeque Fundraiser – April 14 6 -9 PM
Bishop’s Visit and Confirmations April 29
The meeting adjourned at 3:09 PM with prayer by Nancy Wieden.
 
Respectfully submitted,
Glenda Morehead
Clerk
Corrected March 18, 2018
Please note:  Next regular vestry meeting Sunday, March 18 2018, 12:15 PM, East parish Hall.

Vestry Minutes for Annual Meeting, January 28, 2018

by Alan Bentrup | Mar 7, 2018 | News, Vestry Updates

St. Martin-in-the-Fields Episcopal Church Annual Meeting 2017
January 28, 2018
The Annual Meeting of St. Martin-in-the-Fields Episcopal Church was held January 28, 2018, in the East Parish Hall. The Rector announced there was a quorum present, then opened the meeting with prayer at 12:25 PM.
Election of the Secretary
Courtney Mullaney moved Glenda Morehead be elected secretary to record the minutes of the meeting. Kathy Wilkinson seconded the motion and the motion carried.
Introduction of Current Vestry
The rector introduced the current vestry members, and they were acknowledged by a round of applause. Those whose terms end in 2020 are Norma Barbier, Jim Bedell, MaryBeth Butler and Linda Seeber. Those whose terms end in 2019 are Linda Snow, Joel Walker, Nancy Wieden and Kathy Wilkinson. He then introduced those whose terms end today. They are Jack Bolerjack, Charles Busey, Courtney Mullaney and Ike Ogbue. He presented each with a St. Martin card. Jack Bolerjack was not present due to illness, and his token of appreciation will be delivered to him by his mother, Becky Snell.
The rector expressed thanks on behalf of himself and St. Martin-in-the-Fields Episcopal Church to Linda Snow who has served as senior warden for the past year. He announced that she has agreed to serve as senior warden again for 2018.
Ballot Counters Announced
The rector announced the vestry members who will serve as the committee to count the ballots for this meeting: Charles Busey, chair, Norma Barbier, MaryBeth Butler, Linda Seeber and Joel Walker.
2018 Vestry Election
The rector announced the 8 candidates nominated for the vestry prior to today’s meeting: Christopher DeClerk, Sharon Dudek, Keen Haynes, Ed McGlaston, Christopher Mullaney, Ike Ogbue (who was eligible for election to a full 3 year term), Becky Snell and Garrison Sutton. Christopher DeClerk was not present due to emergency surgery; Ed McGlaston was unavailable due to being out of town on business. The rector thanked all the nominees for their willingness to serve. There being no nominations from the floor, he declared the nominations closed. Balloting to fill the four vacant seats on the vestry continued throughout the meeting until the following were elected, each by a majority of qualified voters voting: Christopher DeClerk, Sharon Dudek, Ike Ogbue, and Becky Snell.
Introduction of Current Delegates
Those who served as St. Martin’s delegates to diocesan convention during the past year were thanked for their service with a round of applause. They were Christopher DeClerk, Susan Kleinwechter, Becky Snell, Linda Snow, and Joel Walker, and Nancy Wieden.
2018 Delegate Election
The rector announced that the following individuals have been nominated to serve as St. Martin-in-the-Fields Episcopal Church delegates to diocesan convention for the coming year: Christopher DeClerk, Keen Haynes, Susan Kleinwechter, Ed McGlaston, Becky Snell, and Joel Walker. There being no nominations from the floor, Glenda Morehead moved the nominations be closed and the slate elected by acclamation. MaryBeth Butler seconded the motion, the motion carried, and the slate was elected
Election of Alternate Delegates
The rector asked for volunteers willing to serve as alternate delegates for 2018. The following persons volunteered: Ron Hitchcock, Ann Luttrell and Linda Snow. There being no more volunteers to come forward Linda Snow moved the slate of volunteers be elected as alternate delegates for 2018. Kathy Wilkinson seconded the motion, the motion carried, and the slate was elected.
Rector’s Report
The Rector announced that he had presented his report at every worship service this weekend, to ensure that even those not attending the meeting today would have the opportunity to receive it in person. After today’s meeting it will be available on the website to everyone not present at this meeting or at any of the weekend services.
He thanked all the volunteers, staff and clergy who serve the people of St. Martin’s.
Senior Warden’s Report
Senior Warden Linda Snow expressed her thanks to the Rector for the confidence he has shown in her by asking her to serve as senior warden for the past year and to continue in that position for 2018. She also thanked all the people of St. Martin’s who have helped in so many ways to make her job easier. She reviewed her report displayed on the screen, placing special emphasis on all the outreach programs St. Martin’s conducted in the past year and those planned for the future to care for those in need outside our own congregation.
Junior Wardens Report
Junior Warden Charles Busey highlighted portions of his report and thanked all those – professional and volunteer – who have participated in the repair and maintenance of our buildings and their contents and our surrounding grounds.
Financial Report
Treasurer DJ Mitchell provided copies of his report for all present and reviewed them. The report included pledge statistics, the combined statement of operating income and expenses for the church and school for 2017, the budget for same for 2018, the temporarily restricted fund activity and balances for 2017, and the 2017 cash carryover as of December 31, 2017. He answered all the questions asked regarding the documents and stated that he could be contacted following today’s meeting by anyone with further questions.
The Rector thanked DJ and Sue Mitchell for their willingness to provide their financial expertise in hours of work on behalf of St. Martin’s. The treasurer stated they couldn’t do their work without the volunteers who provide the information to them: vestry members who count the collection after services, the weekday counters and Marty Hitchcock who records the income in the church management program.
Announcements and Final Remarks
Reports and Minutes on the Website: Parishioners were referred to all Annual Meeting reports for today which are published on the church website. Annual Meeting minutes will be published on the website after their approval by the vestry at their meeting on February 18, 2018.
Vestry Meets: The vestry will meet in the church library immediately following this meeting.
50^th Anniversary Committee Meeting: The first meeting of the committee that will create the Anniversary Book assembling the stories of St. Martin’s will be held February 1, 2018, at 2:30 PM in the library.
Next Annual Meeting: The next Annual Meeting of St. Martin-in-the-Fields Episcopal Church will be held on January 27, 2019.
Closing Prayer
The meeting closed with prayer by the Rector at 2:25 PM
Respectively submitted,
Glenda Morehead, Secretary