by Anika Rinker | Sep 19, 2018 | Vestry Updates
St. Martin-in-the-Fields Vestry Minutes
August 19, 2018
Present: Mary Beth Butler (member & clerk), Christopher DeClerk, Sharon Dudek, Keen Haynes, Ike Ogbue, Becky Snell, Linda Seeber, Linda Snow, Joel Walker, Nancy Wieden; Scot McComas, Rector; Christopher Thomas, Assisting Priest; D.J. Mitchell, Treasurer; David Lowder, Guest; Flo Lowery, Guest.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, August 19, 2018 in the East Parish Hall. The meeting opened with prayer by the Rector at 12:20 PM.
Linda Snow moved that Mary Beth Butler be elected as Clerk of the Vestry. The motion carried.
The Rector led the vestry in a bible study using Ephesians 4:25, 29, 31 and 5:1-2.
Welcoming Ministry – Guest: Flo Lowrey
Flo Lowrey outlined her proposal to revitalize and lead the bread ministry as part of the Welcoming Ministry. She will thank and reorganize the bread bakers, all of whom will use a common recipe. Lowrey was thanked by the Vestry for her willingness to manage this important ministry, of which she has been a part for many years.
Welcoming Ministry Report
Mary Beth Butler said that Mary Parmer’s book “Invite Welcome Connect” gives excellent guidance for this ministry. Several members of St. Martin’s attended a workshop she gave a few years ago, and realized the “Connect” portion is where we need the most attention. This will be discussed at the next meeting.
Vestry Resource Guide
The Rector led a discussion of Chapter 6 of “The Vestry Resource Guide.” This concludes the group’s review of the book.
Consideration of Minutes
Minutes of the July 15, 2018 meeting were approved as distributed.
Treasurer’s Report
DJ Mitchell led a review of the financials as presented. Along with the standard reports usually presented, he included a 2019 budget mock-up arranged by priorities, recommending that this would be a useful way for the congregation to align spending with future vision. He also presented a draft of Bylaws and recommended that they be reviewed, revised as needed, and adopted so that work on the endowment can go forward. Joel Walker moved approval of the Treasurer’s Report. The motion carried.
Consideration of Scout Popcorn Fundraiser for PRAY Emblems
Christopher DeClerk presented a request for the Boy Scout troop to be permitted to sell popcorn at the church to help fund the PRAY Emblems. Sharon Dudek moved acceptance and the motion carried.
Consideration of Trunk or Treat Fundraiser
Linda Snow moved that a budget line be added for the annual Trunk or Treat Fundraiser. The motion carried.
Vote to approve Audit Committee Report
The Report of the Audit Committee for 2017 and its recommendations for changes were presented. Ike Ogbue moved approval for this document for forwarding to the Diocese. The motion carried. David Lowder, who serves as the Diocesan Treasurer, remarked that larger churches are required to secure an external audit at a cost of approximately $9000. We are fortunate to have a volunteer committee to serve in this capacity.
Rector’s Report
- Coffee Hour: The Rector led a discussion of how to best prepare coffee for attendees of the early service. It was agreed that the 8:30 Vestry Person-In-Charge would start the coffee in the big urn so that it will be ready for the Bible Study that meets between services.
- School Classrooms: The Rector reported that the school needs another classroom, and there is a proposal to locate it in the current Youth room. The Youth are willing to share this room. Because there seems not to be enough light in the room, a window needs to be cut in the room. Jr. Warden Seeber will get prices for the window installation.
Stewardship
The Stewardship Committee continues to prepare for the 2019 pledge campaign. Christopher DeClerk presented the result of research he carried out on various solutions that would add electronic giving options for members.
Junior Warden Report
Linda Seeber remarked on her written report, presented prior to the meeting. The report is attached to and made a part of these minutes.
Mary Beth Butler presented a recommendation for “Slow/Children Playing” signs to be installed at the church entrances. It was agreed that 2 large signs will be posted at driveways and one small sign will be attached to the first light post with metal straps. Butler will order materials and she and Becky Snell will handle installation.
Senior Warden Report
Sharon Dudek presented a sample of the T-shirt that she proposes for a fundraiser. Becky Snell moved the vestry approve the fundraiser with the income to go to the operating fund. The motion carried.
Other Topics for Discussion
The Rector announced the resignation from the vestry of Jim Bedell due to time constraints and Ike Ogbue, who is moving to Seattle. These positions need to be filled, along with the position vacated by Kathy Wilkinson. The Rector invited Linda Seeber to contact the people who ran for Vestry in January to see if they would be interested in being appointed; she agreed.
Announcements/Upcoming Events
October 6: Pet Blessing 5 pm; drive-thru Pet Blessing 5:45 pm
October 28: Trunk or Treat Youth & Children’s Fundraiser 12:00 pm
November 4: Stewardship Ingathering Luncheon 12:00 pm
The meeting adjourned at 4:15 PM with prayer by Keen Haynes.
Respectfully submitted,
Mary Beth Butler, Clerk
Please note: Next regular vestry meeting Sunday, September 16, EAST Parish hall.
lunch provided by Linda Seeber closing prayer: Joel Walker
by Anika Rinker | Aug 23, 2018 | Vestry Updates
St. Martin-in-the-Fields Vestry Minutes
July 15, 2018
Present:Jim Bedell, Mary Beth Butler, Christopher DeClerk, Sharon Dudek, Keen Haynes, Ike Ogbue, Becky Snell, Linda Seeber, Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Christopher Thomas, Assisting Priest; Albert Alvarez, Financial Manager. Not present: D.J. Mitchell, Treasurer. Glenda Morehead, Clerk.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, July 15, 2018 in the West Parish Hall. The meeting opened with prayer by the Rector at 12:10 PM. He then led the vestry in a bible study using Ephesians 1:3-10, followed by a discussion of Chapters 4 and 5 of “The Vestry Resource Guide.” He spoke about his service as a deputy to General Convention, held the prior two weeks in Austin.
Rector’s Report
- Request from Rev. Ayo Omoniyi for 4 Saints Food Pantry Omoniyi indicated that the needs of the community served by 4 Saints are very great, and asked if the church could consider increasing its financial support. Linda Snow moved to renew the “17 cents buys a pound of food” drive on a quarterly basis, running it for approximately 1 month each time. The motion was seconded and carried.
- Presentation by Susan Kleinwechter of Communications Committee proposal Susan Kleinwechter, director of communications, presented a proposal by the committee to establish one wall in the church administration building as a working “History Wall” to allow members to add to timeline, pictures, etc. toward creation of the 50th anniversary book. Another wall in the building would be a “Culture Wall” visually demonstrating the current culture of the parish. Target audience is people who come to the parish for reasons other than Sunday worship – NA and AA groups, school parents, etc. Susan also presented proposed signage to show worship times and direct visitors to the Labyrinth. Jim Bedell moved to approve these concepts pending confirmation of funding. The motion carried with one abstaining.
- Audit Committee appointed The Audit Committee, headed by Paula Jefferson, will meet on August 4 at 8 am.
- Vestry Clerk Rector asked the Vestry to prayerfully consider whether they were called to service as the new Clerk of Vestry.
Consideration of Minutes
Minutes of the June 10, 2018 meeting were approved as distributed.
Treasurer’s Report
In the absence of DJ Mitchell, Treasurer, Financial Manager Albert Alvarez presented the financial report. He asked for approval of the May financials, which were not complete at the previous meeting, and the June financials. Linda Snow moved acceptance and the motion carried.
Discussion ensued of when and how to inform the congregation of the shortfall in pledge and non-pledge income. Joel Walker moved that VPIC’s read a Vestry statement at each service during the weekends of July 21-22 and 28-29. Keen Haynes offered to draft a statement for Vestry review and use. The motion carried.
Union Gospel Mission Funding Request
Joel Walker moved that $1000 of the $1700 currently budgeted for Union Gospel Mission be distributed. The motion carried.
Stewardship
Mary Beth Butler reported that the Stewardship Committee was exploring external mechanisms for receiving pledges and other payments. The theme of the campaign will be Abundant Giving. Launch date will be Saturday, October 6, running for four weeks and finishing with ingathering and a luncheon on Sunday, November 4.
Welcoming
Mary Beth Butler reported that the Welcoming group is looking at ways to welcome and engage visitors and newcomers.
Vestry Vote to approve Buy-Back of Columbarium Niche
Keen Haynes moved that the church buy back the niche currently owned by LC Crowley and Jim Wilson and sell it to the family of Marie Tice. The motion carried.
Becky Snell reported on the offer recently extended to inter unclaimed remains of indigent persons. They prefer to bury intact remains rather than cremate.
Diocesan Convention Information
Joel Walker reported that Diocesan Convention will be held November 9-10, 2018, in Decatur. September 10 is the deadline for resolutions and nominations. On October 15, St. Martin’s will host the East Deanery meeting at 7:00 pm in the East Parish Hall.
Junior Warden Report
Linda Seeber remarked on her written report, presented prior to the meeting. The report is attached to and made a part of these minutes. She suggested that the Parish Hall dishwasher is not used and if it were removed, kitchen space could be gained. She agreed to ask Union Gospel Mission if there might be use for it in the new building.
Irrigation for the Labyrinth is estimated at $1100. The issue was tabled until September, when the weather is more conducive to new planting.
The first Sunday in August (8/5) will be a “Grubby Sunday” with parishioners invited to come in work clothes and stay afterward for a clean-up day.
Mary Beth Butler reported on installation of caution items in the parking lot. She is checking with the city on the possibility of a School Zone on Pearson Lane and caution signs in the parking lot.
Senior Warden Report
No report was given.
Other Topics for Discussion
Joy Malmgren is working on grant proposals for the Diocesan outreach grant. It was suggested that she explore funding for the 4 Saints Food Pantry.
July 29 Pool Party at Goodner Home (RSVP requested)
August 5 Grubby Sunday Workday following 10:30 service
August 19 Vestry Meeting 12:15 PM
The meeting adjourned at 3:00 PM with prayer by Becky Snell.
Respectfully submitted,
Mary Beth Butler, Clerk pro tem
Please note: Next regular vestry meeting Sunday, AUGUST 19, EAST Parish hall.
by Anika Rinker | Jul 17, 2018 | Vestry Updates
St. Martin-in-the-Fields Vestry Minutes, June 10, 2018
Present: MaryBeth Butler, Christopher DeClerk, Sharon Dudek, Keen Haynes, Ike Ogbue, Becky Snell, Linda Seeber, Linda Snow, Joel Walker, Nancy Wieden; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Jim Bedell, Kathy Wilkinson.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, June 10, 2018 in the West Parish Hall. The meeting opened with prayer by the Rector at 12:20 PM. He then led the vestry in a bible study using I Corinthians 12:4-21, 26-27, followed by a discussion of Chapter 3 of “The Vestry Resource Guide.” He then shared more information he received at the March Episcopal Church Foundation Conference he attended, and the vestry discussed ways in which the information can be used in leading St. Martin’s.
Rector’s Report
Summer Drive for Supplies for St. Martin’s School: The rector asked that the vestry consider having a summer drive for supplies for St. Martin’s School as has been done in the past. Ike Ogbue moved the vestry approve such a drive. The motion was seconded and carried. Dates for the drive were not determined at this time.
Applying for Mission and Outreach Grants: The deadline for applying for diocesan grants for mission and outreach is August 1. The signatures of both the rector and senior warden are necessary for such applications to be accepted by the diocese. He asked that all vestry members help ensure that anyone wishing to apply for a such a grant discuss the matter with him.
Consideration of Minutes
Minutes of the May 20, 2018 meeting were approved as distributed.
Treasurer’s Report
Draft Financials Reviewed: Treasurer DJ Mitchell reviewed the draft financials for the month of May. The final report is not available at this time and will be considered and accepted along with the June financials at the July 15 meeting. As Mitchell will be out of town at that time Financial Manager Albert Alvarez will be presenting the treasurer’s report.
Endorsement of Curate Call
Joel Walker moved the vestry endorse the rector’s calling Christopher Thomas as curate (assisting clergy) to St. Martin’s. The motion was seconded and carried.
Stewardship
The rector announced that the first Sunday in November will mark the end of St. Martin’s stewardship campaign. Pledge cards will be blessed at the altar, and there will be a celebration luncheon following the 10:30 service that day. MaryBeth Butler, Christopher DeClerk, Keen Haynes, Linda Snow and the rector will serve on the core Stewardship Committee. The rector requested that last year’s chair, Ike Ogbue be available to lend his artistic talents and wise counsel to the committee. He reminded the entire vestry that stewardship is one of the duties of each one of them.
Welcoming Ministry
MaryBeth Butler announced that though no dates have been set as yet, the committee is examining various ways to formulate strategies for action. At this time they have tabled consideration of whether to continue the use of “Radical Hospitality,” believing other matters are more urgent. They are consideringn polling the congregation via Survey Monkey with a simple abbreviated survey asking members what brought them to St. Martin’s in the first place and what is most important in making them want to stay. Welcoming bags are being distributed to newcomers at the door following each service. The rector is writing notes to those who turn in information cards.
Memorial Garden Repairs
Becky Snell, representing the Memorial Garden Committee, reported that she is still researching ways to do the needed repairs to the columbarium units, and believes the work can be done by strong volunteers. The brass columbarium frames whose purchase was authorized at the May vestry meeting should be in the church office by Monday.
Junior Warden’s Report
The written report of Junior Warden Linda Seeber is attached to and made a part of these minutes. She stated that she, Keen Haynes and Dick Seeber completed all the maintenance items listed at the bottom of her report. (See attached.)
Senior Warden’s Report
Fundraiser: Senior Warden Linda Snow has been receiving suggestions for fundraisers for 2018. One she said had received support was a Thanksgiving Feast Fundraiser with a goal of $10,000.00. A portion of the funds raised would go for Outreach.
VPiC Announcement Script: Snow had copies of the announcements that are to be used by all vestry members prior o the service. Copies are hanging on the lectern. She emphasized that everyone is to follow the script every time they make the announcements
Resignation Announced
Clerk of the Vestry Glenda Morehead announced her resignation. The minutes for today are the last she will be recording. Although she intends her term as clerk to end as of June 30, diocesan canons state that the wardens, clerk and treasurer who are elected annually remain in office until their successors are elected. Until such an election takes place, Morehead will remain as clerk, performing all the duties of the office except that of recording the minutes. In the interim the person recording the vestry minutes will sign them as “Clerk pro tem.” MaryBeth Butler has accepted that duty for July.
Announcements / Upcoming Events
June 17-22 Teen Mission Trip to Pecos, NM
June 18-July 19 Bricks 4 Kidz Summer Camp
July 5-13 Episcopal Church General Convention Austin TX
July 9-13 Vacation Bible School 9 AM – 12 PM
July 15 Vestry Meeting 12:15 PM
The meeting adjourned at 3:15 PM with prayer by Sharon Dudek.
Respectfully submitted,
Glenda Morehead, Clerk
Please note: Next regular vestry meeting Sunday, july 15, 2018, east parish hall.
by Anika Rinker | Jul 3, 2018 | Vestry Updates
St. Martin-in-the-Fields Vestry Meeting
May 20, 2018
Present: MaryBeth Butler, Christopher DeClerk, Keen Haynes, Ike Ogbue, Becky Snell, Linda Snow, Joel Walker, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Jim Bedell, Sharon Dudek, Linda Seeber, Nancy Wieden.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, May 20, 2018 in the East Parish Hall. The meeting opened with prayer by the Rector at 12:34 PM. He then led the vestry in a bible study, followed by a discussion of Chapter 2 of “The Vestry Resource Guide.”
Why People Go to Church
The rector led discussion of the recent survey of the reasons people give as to why they do or do not have connections with a church. The vestry discussed ways in which the results may or may not apply to St. Martin’s.
Welcoming Ministry
MaryBeth Butler announced that the committee will be meeting after today’s vestry meeting and invited all those who have suggestions for the committee to join them. An initial report on the plans of the Welcoming Ministry will be given at the June meeting.
Consideration of Minutes
Minutes of the April 15, 2018 meeting were approved as distributed.
Treasurer’s Report
Financials Accepted: The Treasurer reviewed the April financial reports. Linda Snow moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
Ways to Pay Pledges or Make Other Donations without Paying by Check or Cash: Treasurer Mitchell distributed a document showing the various ways parishioners may make contributions. Further research will be done on the possibility of setting up a means by which the church could directly withdraw funds from parishioners’ checking accounts.
Vestry Signs Letter of Support for Paula Jefferson
Vestry members present signed the Congregational Nomination for Postulancy for Paula Jefferson. The nomination must be signed by the nominee as accepted before it is forwarded to the Diocesan Bishop and Commission on Ministry.
Memorial Garden Repairs
Becky Snell, representing the Memorial Garden Committee, presented a list of desired repairs to the Memorial Garden. Her report is attached and made a part of these minutes.
Frame Purchase Approved: Ike Ogbue moved the vestry approve the purchase of 4 bronze frames for the columbarium at a cost of $4184.00. Funding is to come from the Building and Grounds budget line at this time and if necessary later in the year be moved to Memorial Funds – Undesignated. The motion was seconded and carried. Currently there is only a phone proposal from the vendor. Snell will ensure that documentation is provided from Fred Cheek Monuments for St. Martin’s records.
All other improvements listed on the report were tabled until more information is available.
Junior Warden’s Report
Endorsement of Email Vote Approving Increase in Cost of Breezeway Door: Joel Walker moved the vestry vote to endorse the email vote of May 9-10 in which a majority of members voted to approve the increase in cost of installation of a new door from the church building opening to the breezeway from the $550.00 approved at the April 15 meeting to $700.00. The motion was seconded and carried.
The written report of the Junior Warden is attached to and made a part of these minutes. In it she provides information on the replacement of doors, labyrinth plans, light replacements and August Grubby Sunday plans.
Senior Warden’s Report
Senior Warden Snow had nothing new to report at this time.
Rector’s Report
Update on St. Martin’s Proposed Bylaws: The rector will call the chancellor of the diocese to find out the status of the proposed bylaws for St. Martin’s that was sent them some months ago. If the diocese approves the draft, then the vestry can move forward with voting on and approving the bylaws.
Vestry Person in Charge Announcement Recommendations
Communications Director Susan Kleinwechter reminded vestry members of the importance of the announcements they make preceding church services. In response to requests from vestry members for help she agreed to provide every vestry member with the script to be used at each of the 3 weekend services and will also create new laminated cards and other tools to be used at the podium.
Announcements / Upcoming Events
June 4-7 City Week Intergenerational Mission Trip to Union Gospel Mission
June 10 Regular Vestry Meeting
June 17-22 Teen Mission Trip to Pecos, NM
June 18-July 19 Bricks 4 Kidz Summer Camp
July 5-13 Episcopal Church General Convention Austin TX
July 9-13 Vacation Bible School 9 AM – 12 PM
The meeting adjourned at 3:15 PM with prayer by Joel Walker.
Respectfully submitted,
Glenda Morehead, Clerk
Please note: Next regular vestry meeting Sunday, june 10, 2018, west parish hall.
by Anika Rinker | Jul 3, 2018 | Vestry Updates
St. Martin-in-the-Fields Vestry Meeting
April 15, 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.
Not present: Keen Haynes.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, April 15, 2018 in the East Parish Hall. The meeting opened with prayer by the Rector at 12:34 PM. He then led the vestry in a bible study using Ephesians 3:14-19, followed by a discussion of Chapter 1 of “The Vestry Resource Guide.
Information from the March 2-4 Episcopal Church Foundation Conference
The rector distributed copies of some of the materials he received at the conference and the vestry discussed ways in which the information can be used at St. Martin’s There will be further presentations and discussion at future vestry meetings.
Vestry Liaison Assignments
The Rector announced the following vestry liaison assignments for 2018 and discussed some of he possible ways vestry members can be of service to their ministries. He also announced that Ann Luttrell has agreed to head St. Martin’s Hospitality Committee.
Senior Warden: Linda Snow
Junior Warden: Linda Seeber
Welcoming Ministry: MaryBeth Butler, Becky Snell, Joel Walker
Worship: Jim Bedell
Education – Children: Christopher DeClerk
Education – Youth: Sharon Dudek
Junior Warden Assistant: Keen Haynes
Outreach: Ike Ogbue
Hospitality: Nancy Wieden
Pastoral Care: Kathy Wilkinson
Consideration of Minutes
Minutes of the March 18, 2018 meeting were approved as distributed.
Treasurer’s Report
Financials Accepted: The Treasurer reviewed the March financial reports. Joel Walker moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
Quarterly Financial Information Letter to the Parish: Mitchell distributed copies of the letter he plans to send out to the parish providing information on the financial status of the parish through the first quarter. He asked vestry members to get back to him with any comments or proposed changes no later than Tuesday April 17.
Vote to Accept Contributions for the Retirement Gift to the Smiths
Joel Walker moved the vestry vote to accept contributions for a gift from the parish to Fr. Jesse and Jean Smith on his retirement from active priestly duties as they move to Austin to be nearer family. The motion was seconded and carried.
Vestry Signs Letter of Support for Paula Jefferson
Vestry members present signed the Congregational Letter of Support for Ordination to the Diaconate for Paula Jefferson. The letter will be forwarded to the diocesan Bishop and Commission on Ministry.
Junior Warden’s Report
Additional Doors to Parish Hall and Church Building: Junior Warden Seeber announced that she has received a revised bid from Vortex in the amount of $3416.00 to replace the south doors to the parish hall. The Vortex bid is the best she has received. Ike Ogbue moved the vestry approve the replacement of the south parish hall doors as outlined in the proposal. The motion was seconded and carried. Seeber has researched the matter of replacement of the east door of the church building that opens on the breezeway and believes the work can be done for little more than $500.00. Joel Walker moved the vestry approve the replacement of the church breezeway door at a cost not to exceed $550.00. The motion was seconded and carried.
Irrigation Lines: Seeber has received no bids on the irrigation line changes needed. The matter was tabled to the May meeting.
Request for Funds for Memorial Garden Repairs: No figures were available as to cost of the repairs. Becky Snell will return with those numbers. It is expected that funding will be taken from the Memorial Funds – Undesignated.
Outdoor signage for the Church Property: The Junior Warden and the Rector will endeavor to have the corrected signage ready for consideration at the May meeting.
Senior Warden’s Report
Senior Warden Snow stated that planning needs to begin on fundraising activities to benefit the General Fund. Members were asked to give her any suggestion they may have.
Rector’s Report
The rector had nothing further to report.
Temporarily Restricted Funds in Financials
The expense line showing Seminarian Support on the financials appears to show a negative balance. A vestry member asked how monies can be diverted from other funds without the express permission of the vestry. The matter will be researched.
Announcements / Upcoming Events
Bishop’s Visit and Confirmations – April 29 10:30 Service
Carl Snow Funeral May 5 1 PM Reception Following
Parish Volunteer Appreciation Luncheon May 6 12 PM
Smith Goodbye Party May 13 12 PM
Labyrinth Workshop – May 19 3 PM
Graduation Party and Youth Fundraiser Luncheon May 20 12 PM
The meeting adjourned at 3:15 PM with prayer by Joel Walker.
Respectfully submitted,
Glenda Morehead, Clerk
Please note: Next regular vestry meeting Sunday, May 20 2018, west parish hall following the graduation party and youth fundraiser luncheon.
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.
