Vestry Minutes: Annual Meeting, January 31, 2021

by | Mar 22, 2021 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS ANNUAL MEETING

January 31, 2021

The Annual Meeting of St. Martin-in-the-Fields Episcopal Church was held on January 31, 2021 virtually via Zoom meeting.

Call to Order

The Very Rev. Ron Pogue, Interim Rector, called the meeting to order and prayer by Deacon Ayo Omoniyi.

The Diocesan canon requires a quorum of at least 10% attendance by all confirmed communicants of good standing, we have a quorum.

Meeting Secretary/Clerk

Per Article 6.4 of the Bylaws of the St. Martin-in-the-Fields Episcopal Church, Kristy Pemberton, the current Vestry Clerk, will record today’s meeting.

Identification of Present Vestry Members

The Interim Rector introduced the current Vestry members. Those whose terms end in 2022 are Bob Bess, DJ Mitchell, Chris Mullaney, and Julie Sutton. Those whose terms end today are Christopher De Clerk, Kristy Pemberton, Ben Taylor, and Becky Snell. These members were recognized and encouraged to wave on the Zoom call. Father Ron thanked the vestry for the hard work during the 2020 calendar year.

Introduction of Nominees for Vestry

Those nominated for the 2023-2024 Vestry were Amanda Alvarez, Mary Anderson, Melissa Kurkul, Jim McManic, Joe Stark, and Elke Tessnow.

Introduction of Nominees for 2020 Diocesan Convention

Those nominated as Delegates to the 2021 Convention were Mary Beth Butler, Christopher De Clerk, Bob Garrity, Keen Haynes, Ed McGlaston, Mark Pulliam, and Dan Wagner.

A few notes and instructions for voting for the vestry and the delegates are:

For the Vestry:

We need one person to fill vacancy for the class of 2023, this person is eligible for a full three-year term after serving the remainder of the year of the vacancy.

We need to elect four people for the 2024 term, which will be a full three-year term.

There are 6 nominees, the four with the highest votes will serve for the class of 2024 and the person with the next highest vote will serve for the 2023 term.

When casting votes, five must be voted for.

For the Diocesan Convention:

St. Martins is entitled by Diocesan cannon to have five lay delegates for the Diocesan Convention.  We have seven nominees, so there for five must be voted for.

Preparations for Balloting

The votes were done electronically via Election Runner. The ballot counters were Becky Snell, Christopher De Clerk, and Kristy Pemberton. They worked with Anika Rinker, Parish Administrator, to ensure that all ballots are correctly counted and the results would be reported directly to The Very Rev. Ron Pogue.

Vestry Election

Members were instructed to begin voting online.

Report on the Rector Search

Sue Mitchell and Rex Angel reported on the rector search committee. Page 12 of the annual report lays out the extensive report on all the steps taken to accomplish the goal of calling a new Rector for St. Martins.  Initial meetings with Bishop Scott and Canon Waggoner, they told us it would take 12-18 months for this process to complete this process, and it has taken 12 months indeed.

The Profile has been approved by the Bishop and will be posted to the church and OTM websites soon. After it is posted the committee will have the ability to view possible Rectors that are looking for a new church as well.

It will be the end of March before we are able to accumulate all of the applicants. While we wait for that the applicants to respond the committee will begin setting up the interview processes. The interviews will be held via Zoom due to the pandemic.

Sue would like to thank the committee for all of their hard work and dedication to this process. Sue also mentioned that as soon as details are allowed to be communicated on the search, they will be announced, until then please keep the committee in prayer.

Father Ron instructed all to visit the St. Martins website and click on Rector Search and it will take them to the website showing the parish profile and updates as they are available. It can be downloaded as a PDF or read it like a book on the website. Father Ron also thanked the committee and their families for the level of commitment it has taken.

Other Reports

The Rector commended to the Parish the printed 2020 Annual Parish Report, a copy of which is attached to and made a part of these minutes. Reports from ministries are found within the report.

Junior Wardens’ Report

Chris Mullaney and Bob Bess, co-Junior Wardens. Bob Bess thanked everyone in the Parish and Chris Mullaney for all the hard work that happened in 2020. Due to the pandemic several projects were able to be taken care of due to the simple fact that we had an empty building.

The biggest project was a new roof, we are thankful for that repair. Xander, who serves the church in a cleaning capacity has really stepped in to help with the repairs. With Xander’s help, new lights, ceiling tiles and new wiring have been installed. Chris Mullaney thanked Dick and Linda Seeber for all the hard work helping us keep the building going during the Pandemic. Chris would also thanked the Holy Mowers for helping keep the grounds green and clean. New sprinklers have been installed so this will give us a good start for the spring.

Senior Warden’s Report

Keen Haynes started by thanking everyone for the continued prayers for his family. Keen read from his report that is attached to the minutes.

Click HERE for the Annual Report

Interim Rector’s Report

The Very Rev. Ron Pogue shared his written report. Father Ron recapped the last 17 months of his service, encouraging us in our future and reminding us to continue to run the race with peace and patience.

A special thanks was given to Chuck Ambrose for all of the hard for and commitment in helping with the live streaming services, the new wiring that was necessary for us to continue during the pandemic.

Father Ron believes we will have our new Rector sometime this summer and that he and Gay will be with us until then.

Click HERE for the Annual Report

Treasurer’s Report

Treasurer DJ Mitchell gave a report, with printed materials included in the Parish Report. The report contained a narrative of the state of the finances from the Finance Committee, a 2020 Income and Expense Graphic Statement, and a 2020 Statement of Assets, Liabilities, and Fund Balances.

The 2021 budget was included in the report.

DJ commended the church on the faithfulness to every member, considering we did not meet face to face for most of the 2020 calendar year. DJ also thanks the vestry for watching every penny for the church.

The budget looks good for the 2021 fiscal year, which includes a salary for the new Rector and a full time Curate.

The zoom meeting was unmuted for questions.

Endowment Report

DJ Mitchell, Jen Duncan and Kristy Pemberton reporting. The Charter for our Legacy Society, St. Martins Cloak, was unanimously adopted. The Charter is included in the annual report.

The Zoom meeting was unmuted for questions.

Mary Beth Butler asked the best way to give to the endowment fund. Father Ron and Jen Duncan said they are typically given in a will and directed to the church, the wishes of the giver. An accountant and a lawyer can assist you in this.

A committee will need to be established in the future to manage this fund in conjunction with the outside financial management team.

Father Ron asked that members vote online to approve this charter. It was approved.

Final thoughts by Father Ron

Father Ron encouraged all members to read and reflect on page 31 of the annual report to see what is happening in the church.  It is alive and well even with the doors closed.

COVID is no match for SMITF!

Results of the Vestry and Diocesan elections

Vestry:

Amanda Alvarez, Mary Anderson, Melissa Kurkul, Jim McManic, and Joe Stark.

Delegates:

Mary Beth Butler, Christopher De Clerk, Keen Haynes, Ed McGlaston, Mark Pulliam. Dan Wagner and Bob Garrity will be alternates.

The Vestry and Delegates were commissioned by our curate Paula Jefferson.

Adjournment

The meeting was adjourned at 1:30 pm.

Respectfully submitted,

Kristy Pemberton Clerk/Secretary of St. Martin-in-the-Fields Episcopal Church

Vestry Minutes: January 17, 2021

by | Mar 11, 2021 | News, Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING

January 17, 2021

Present:  Bob Bess, Bob Garrity, D.J. Mitchell, Kristy Pemberton, the Very Rev. Ron Pogue (Interim Rector), Linda Seeber, Becky Snell, Julie Sutton, Christopher DeClerk

Absent:  Ben Taylor, Christopher Mullaney, Keen Haynes

Also Present:  Paula Jefferson, Sue Mitchell, and Gary Wilkinson

This special meeting of the Vestry of St. Martin-in-the-Field Episcopal Church was held Sunday, January 17, 2021 virtually via zoom meeting. The meeting was opened with prayer by the Very Rev. Ron Pogue at 12:30 p.m.

Consideration of Vestry Minutes from previous meetings:

Minutes from the December 20, 2020 meeting were approved as distributed, no revisions. 

Treasurer’s Report:

All were given copies of the drafted 2021 budget and treasures report prior to the meeting.

  • Thankfully, we ended 2021 on a positive note, $52k ahead. If we had not received the PPE loan we would have ran out of money in November.
  • Expenses were under budget overall, the only are that was above budget was in the worship ministry, up $6k and that was 100% due to an increase is costs during the pandemic as previously as reported from all of 2020.
  • The Christmas offering was almost $7k
  • Snell asked the question about maintenance costs in 2021. What is the plan going forward when the church re-opens?  Bess confirmed that we will be able to stay within the budget as planned and that 2020 was a good opportunity to catch up on much needed projects including changing out the light fixtures.  The light project will be an ongoing effort in 2021.  Bess also noted that Zander is doing a great job of assisting with the lights, this is helping our costs as well. 

Treasurer’s Report Approved:

  • All approved the reports as presented. 

Finance Committee Report:

The committee met on January 16, 2021

  • Gary Wilkinson personally thanked the Vestry for watching every penny in 2020 and expressed how important the donations were to get us through a tough year. The Vestry agrees, we are all so thankful for everyone!
  • Copies of the budget were presented to the Vestry.
    • So far the pledged budget for revenue is $475k and the budget is $472k, we will also be carrying over the surplus from the 2020 budget. The pledge revenue includes $344k pledges and $64k in other pledge income. The other income is based off several years average for this revenue stream.
    • It is important to note that there is no money in the budget for a youth minister or a financial manager. We currently have a volunteer financial manager and for that we are thankful.
    • Gary Wilkinson also noted that our 2020 financials are un-audited at this time. The final budget will be ready by the annual meeting January 31st.
    • Julie Sutton asked if the surplus school items can be sold, like furniture that is no longer needed and books that other schools may be able to use. We all agreed that items that can be filtered into the children’s ministry should be and then anything else that is needed can be sold. The money earned from this sale will be used for 2021 Children’s ministry only.

Financial Report Approved:

All approved the reports as presented. The budget was approved, motioned by Linda Seeber, seconded by Becky Snell. All approved. 

Rector search committee:

Sue Mitchell reporting

  • The final profile was submitted to the Bishop on Tuesday January 12th and is awaiting his review and subsequent approval. Canon Waggoner confirmed receipt via email. Sue Mitchell shared our eagerness to see this approved so we can move to the next step.

Endowment update:

  • A committee will need to be established now that the paperwork and processes are in place. Some gifts come with very specific requirements for usage and we need a team to decide ahead of time if the gifts and requests line up with the guidelines of the fund.

DJ Mitched moved to accept this recommendation, Bob Bess seconded and all approved.

Senior Warden update:

Keen Haynes had excused absence, no report given.

Father Ron said the only thing he would add here is that the litigation is under consideration by the U.S. Supreme Court and we will report any updates as they are given.

Junior Warden update:

Bob Bess reported

  • The roof is complete and the ring doorbells are still working great.
  • The Fever Soccer League added markers on the side of the driveways hoping to deter people from driving into the ditches.
  • The buildings and grounds committee still needs to be organized.

Curate Report:

Paula Jefferson reporting.

  • Human Flourishing adult class is going really well. They finished the book and have entered into a two-week lecture regarding homosexuality which was spurred on by Bishop Curry’s book. Some attendees are not affiliated with St. Martins and that is exciting.
    • The next book will be Not in God’s Name and will be facilitated by DJ Mitchell.
  • The visiting Eucharistic Visitor is thriving. At Christmas over 130 people were served.
  • Calls to our community are continuing and Morning Prayer is going great.
  • Jefferson asked that during lent that all vestry members write a Lentin reflection to be shared with all. A schedule was set for the members to help. Rev. Jefferson asked that all submissions be to her by the end of January.
  • Linda Seeber suggested a drive through pancake meal this year since Covid limits our getting together. There were no objections from the vestry, we just need to figure out the logistics. 

Interim Rector’s Report:

  • Stations of the cross will be virtual this year and planning is still in the works for ashes for Holy week.
  • Annual Parish Meeting discussions:
    • It will be via zoom this year and each qualified member will be sent a link on the day of the meeting and can be voted online.
    • The vote counting committee, Leslie Pemberton, Becky Snell, and Christopher DeClerk will verify and monitor the voting and Anika Rinker will report results back to Father Ron before the meeting adjourns.
    • Father Ron asked that all vestry members stay online after the meeting to elect new officers for the 2021 year and set up all the meetings as well.
    • A new clerk will need to be elected, please keep in mind it does not have to be a member of the vestry, but can be. 

Adjournment and Closing Prayer:

The Meeting was adjourned with prayer by Linda Seeber. 

NEXT REGULAR VESTRY MEETING WILL BE SUNDAY, FEBRUARY 21, 2021 AT 12:30 PM VIRTUALLY ON ZOOM.

Respectfully submitted,

Kristy Pemberton

Clerk

 

 

Vestry Minutes: December 20, 2020

by | Mar 10, 2021 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING

December 20, 2020

Present:  Bob Bess, Bob Garrity, D.J. Mitchell, Kristy Pemberton, the Very Rev. Ron Pogue (Interim Rector), Linda Seeber, Becky Snell, Keen Haynes, Christopher Mullaney, Julie Sutton

Absent:  Ben Taylor, Christopher DeClerk

Also Present:  Paula Jefferson, Sue Mitchell and Gary Wilkinson

This special meeting of the Vestry of St. Martin-in-the-Field Episcopal Church was held Sunday, December 20, 2020 virtually via zoom meeting.  The meeting was opened with prayer by the Very Rev. Ron Pogue at 12:30 p.m.

Consideration of Vestry Minutes from previous meetings:

Minutes from the November 15, 2020 meeting were approved as distributed, one revisions, Snell asked that instead of saying that the church staff and pastoral care staff will be praying for all the needs of the congregation during Covid, that we make sure we mention that we will continue to reach out to those in need.

Treasurer’s Report:

All were given copies of the budget and treasures report.

  • Revenue, pledges continue to be slightly ahead of plan as of this month.
  • Expenses are all on track, a few areas are slightly above budget but others are below. There has been a pledge to help offset some of the increased costs of Covid related expenses.
  • Still no news on the PPE loan

Finance Committee Report:

The committee met on December 19, 2020

  • The budget is on its third revision and is just waiting on final YTD numbers to see where we can start for 2021. The January meeting will finalize the budget.
  • There are still 22 pledges outstanding, so far $429k has been pledged and the budget is $454k. It is possible we will be voting on a 6-month budget to get us started like we did in 2020.
  • Snell asked for clarification on what the impact is exactly for the PPE loan. Clarification was given.
  • The thanksgiving offering brought in $6k and the Christmas offering has not come in yet.
  • It was suggested that the vestry approve Christmas gifts for the staff. The amount would be $109.00 for 5 staff members including Zander, minus Father Ron.  All approved.  DJ and Sue Mitchell will arrange for the gifts and the distribution.
  • All PDFs are being sent to the vestry to approve the housing resolutions. Mitchell moved to accept, Bess 2nd, all approved.

Financial and Treasurer’s Report Approved:

All approved the reports as presented.

 Rector search committee:

Sue Mitchell reporting

  • The final profile is coming soon and will be ready for the January Vestry meeting. They are still waiting on the drone video and commentary by Chuck Ambrose.
  • The new website is still under construction. Snell asked that an organizational chart be added to the website for easy viewing.  The staff is on the website, it was suggested that it be labeled clearly for new visitors to find.
  • We are setting up an account on the Rector search website so we can post our need.
  • The vestry will view and approve the final compensation package for the new rector before it is sent to the diocese for approval.

The vestry would like to thank all of the members for their time and prayers that have gone into this, we know countless hours have been spent and precious time away from family.  You all are very much appreciated.

All acknowledge the receipt of the draft profile. 

Senior Warden update:

Haynes reported.

  • DJ Mitchell and Haynes submitted the clergy compensation plan to Canon Waggoner. Further compensation conversations will be had with the Bishop.

Junior Warden update:

Bess reported

  • The roof is complete. After the shingles were removed substantial damage was found to the decking and it all had to be replaced.  The bid was an additional $17k to replace and the insurance company approved the supplement and has already paid for the work to be completed.  An additional vent was installed, and a new gutter system.
  • The new Ring doorbells have been installed on the East and West doors and are now operational. Father Ron, Paula Jefferson and Sue Mitchell all have access to the app to assist Bess in monitoring.
  • 4 out of the 5 TVs have been installed and are operational. All of the wires have been ran and organized for less chaos in the attic.  The remaining TV will be installed in the choir loft but we need to get direction from Joe on where he wants it.
  • Zander is helping with odd projects around the church and it has been so helpful. He has helped replace the damaged ceiling tiles and other floor tile issues.
  • The Fever have donated a new sprinkler controller and have replaced the purple martin house. They will also install reflectors to help others see the bar ditch.
  • Chuck Ambrose has gone above and beyond to help with all of the wiring as well as continued live streaming of the services. The DeClerk family has been such a blessing as well.  Thank you all for the help you provide for us.
  • May thanks to Gabriela Gordon for all of the hard work on the grounds. So much has been done for the labyrinth, the memorial garden and overall clean up around the church.
  • Mullaney asked for help with rounding up help during the spring for the Holy Mowers and to help clean up the grounds. He is open to ideas on how to get folks plugged in to help.  It can be a daunting task and we need help.
    • Suggestions were made to re-hire the company that used to keep the playground clean and weed free. Father Ron suggested that we re-institute the building and grounds committee.  It was also recommended that we ask for people to volunteer for specific time slots, like 6 months instead of an open-ended term.  We may get more volunteers this way.
    • Mullaney will write up detail instructions on how the Holy Mowers handle the grounds to assist in our volunteer efforts.

The vestry extends our gratitude for all the hard work given to St. Martin, this is truly Gods work being done, and we notice.

Curate Report:

Paula Jefferson reporting.

  • 2 funerals have been held in the past month.
  • We are adding a blue advent service on Wednesdays.
  • The Eucharist visitor program is going great, more sign up sheets are being added.
  • Pastoral care committee, the offices will be open Christmas week to pick up communion kits. The days for this will be Tuesday, Wednesday and Thursday only and will be staffed by the Pastoral Care team.
  • Suggested zoom meeting with The Fever so we can join together for common projects.
  • Father Ron advised the vestry that Zander worked really hard to put together an office for Paula, we are so thankful.
  • The new book for the Human Flourish ministry will be Love is the Way by Bishop Curry. 

Interim Rector’s Report:

  • The space in the school areas are being utilized again, including the prayer shawl ministry. Shelving has been moved around to accommodate everyone.
  • The final drafts of the Charters are ready and will be added to the website soon.
  • VPICs for February are scheduled.
  • Father Ron asked for the Vestry to approve the final Endowment document, Mullaney moved to accept, DJ Mitchell seconded, all approved and recommended to be published for the January Annual Church meeting.

Adjournment and Closing Prayer:

The Meeting was adjourned with prayer by Father Ron 

NEXT REGULAR VESTRY MEETING WILL BE SUNDAY, JANUARY 17TH, 2021 AT 12:30 PM VIRTUALLY ON ZOOM.

Respectfully submitted,

Kristy Pemberton

Clerk

 

 

Vestry Minutes: November 15, 2020

by | Mar 10, 2021 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING

November 15, 2020

Present:  Bob Bess, Bob Garrity, D.J. Mitchell, Kristy Pemberton, the Very Rev. Ron Pogue (Interim Rector), Linda Seeber, Christopher DeClerk, Becky Snell, Keen Haynes, Christopher Mullaney, Julie Sutton

This special meeting of the Vestry of St. Martin-in-the-Field Episcopal Church was held Sunday, November 15, 2020 virtually via zoom meeting.  The meeting was opened with prayer by the Very Rev. Ron Pogue at 12:30 p.m.

Absent:  Ben Taylor

Also Present:  Paula Jefferson, Sue Mitchell and Gary Wilkinson

Congregational guests:  Linda Snow, Jennifer Varley

Consideration of Vestry Minutes from previous meetings:

Minutes from the October 18, 2020 meeting were approved as distributed, one abstention, Snell who had not read them. 

Treasurer’s Report:

All were given copies of the budget and treasures report.

  • Revenue, pledges are actually ahead of plan as of this month.
  • Expenses are all under budget except for the music department, the increase is due to extra covid supplies. Even with the AC expenses building and grounds is still under budget, utilities are still down to slower building usage.
  • Still no news on the PPE loan

Finance Committee Report:

The committee met on November 14, 2020

  • Beginning processes of the 2021 budget including:
    • How the new rector salary and compensation package will fit in.
    • Inspecting all expenses to see where savings may be.
  • The Vestry approved Thanksgiving offering package went out as planned.
  • The Christmas package will go out in December as well as information on the Angel Tree ministry.

Financial and Treasurer’s Report Approved:

All approved the reports as presented.

Stewardship Report:

  • 88 pledges are in so far over the 66 reported last month. 29 families that pledged in 2020 have not pledged in 2021.
  • Father Ron and DJ suggested that we pass the word that if any families are struggling right now to please reach out to us so we can pray for the needs.

All accepted the report as presented.

Rector search committee:

Sue Mitchell reporting

  • The new draft of the profile was emailed yesterday to all vestry members.
  • Mitchell would like all recommendations to be emailed directly to her and not to copy all on the email distribution list. There are emails kicking back when too many are copied and she feels this alleviate the problem.
  • Chuck Ambrose will narrate the drone video.
  • The new website is under construction now.
  • The final draft of the profile will be ready for the December vestry meeting

The vestry would like to thank all of the members for their time and prayers that have gone into this, we know countless hours have been spent and precious time away from family.  You all are very much appreciated.

All acknowledge the receipt of the draft profile.

Endowment fund update:

  • The new guidelines will be distributed in the December vestry meeting, DJ Mitchell is asking for all edits to be sent directly to him.

Junior Warden update:

Bess reported

  • The insurance company has paid out our claim on the roof, $30,000 which includes the church building and offices.
  • There is a current shingle shortage and as soon as the contractor can locate materials the repairs will begin and should take 4 weeks to complete.
    • A motion was given by Bess to enter into contract with the roofing contractor, seconded by DJ Mitchell, all approved.
  • As expected, the water bill increased due to extra watering on the soccer fields Fever has agreed to pay for the excess.
  • A few sprinkler heads are broken, Bess/Mullaney will look at them and repair what is needed next week.
  • The new sign at Union Road and Davis is up and under budget, total cost was $200.00. A special thanks to Ron Hitchcock for all his work on this.

Senior Warden update:

Haynes reported.

  • There is still one slot open for delegates, please let Haynes know if anyone is interested.
  • The Vestry recommendations are in there will be five slots to fill.

Curate Report:

Paula Jefferson reported on pastoral care, ministries are still under way and going great.

  • Lectionary series, Forward Looking continuing, 9 attended last week.
  • EYC, Movie night was a huge success, the kids were very happy to be together even though socially distanced.
  • Morning prayer is going well, 9 people attended last week.
  • Jefferson has written a Thanksgiving prayer and will occur in the Christmas service as well.

 Interim Rector’s Report:

  • All VPIC assignment are complete through the annual meeting in January.
  • The space in the school areas are being utilized again, including the prayer shawl ministry.
  • We need to make sure we are very careful as outside groups begin to utilize the space again. Sanitizing will need to be implemented.  More on this as this time approaches.
  • The charters are still in editing phase, contact info is being added on those that are in each ministry. Father Ron asked that all new charters be turned in ahead of the December Vestry Meeting. 

The Vestry then entered executive session to discuss the compensation package for the new Rector.

Adjournment and Closing Prayer:

The Meeting was adjourned with prayer by Haynes. 

NEXT REGULAR VESTRY MEETING WILL BE SUNDAY, DECEMBER 13TH, 2020 AT 12:30 PM VIRTUALLY ON ZOOM.

Respectfully submitted,

Kristy Pemberton, Clerk

 

 

Vestry Minutes: September 20, 2020

Vestry Minutes: September 20, 2020

by | Nov 9, 2020 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING: September 20, 2020

Present:  Bob Bess, Bob Garrity, D.J. Mitchell, Kristy Pemberton, the Very Rev. Ron Pogue (Interim Rector), Linda Seeber, Christopher DeClerk, Becky Snell, Christopher Mullaney, Keen Haynes

This special meeting of the Vestry of St. Martin-in-the-Field Episcopal Church was held Sunday, September 20, 2020 virtually via zoom meeting.  The meeting was opened with prayer by the Very Rev. Ron Pogue at 12:30 p.m.

Absent:  Ben Taylor and Julie Sutton

Also Present:  Paula Jefferson, Sue Mitchell and Gary Wilkinson

Congregational guests:  Linda Snow, Elke Tessnow, Jennifer Varley

Consideration of Vestry Minutes from previous meetings:

Minutes from the August 16, 2020 meeting were approved as distributed, with the minor change to add Keen Haynes, who was left off as attending.

Father Ron asked that all vestry members confirm email receipt of the piano gift and moving expense update.  All confirmed.

Treasurer’s Report

All were given copies of the budget and treasures report.  The focus was trueing up expenses and making sure they were in the right month.

Revenue, pledges are ahead of plan.  Expenses have increased and without the PPE loan, the conversation could be different.  The PPE loan continues to be in the budget as a liability and will stay there until the government decides if it will need to be repaid.

Finance Committee Report:

The committee met on September 19, 2020, the next meeting will be October 17th.

  • The audit was accepted by the diocese. The only recommendation from the diocese was that we have an outside audit vs a committee audit.  Snell mentioned that the external audit could be in the neighborhood of $8,000.00 and we need to be mindful of that in future budgets.
  • The cleaning contract has been reviewed and confirmed the 2021 budget will cover the rest of the years expenses. We need to be careful we do not ask the cleaning contractor to do anything above what is lined out in the contract so we can stay on budget.
  • Mullaney asked how much income has been generated from Amazon smile, YTD is $184.00.
  • Endowment fund update, the committee had been formed but due to COVID has caused this to be on hold. It was decided that we would wait until after consecration Sunday to reconvene on this.  It was brought to our attention that at least one member of the finance committee must be on the team.

Financial and Treasurer’s Report Approved:

Haynes motioned to approve the financial report and treasures report as presented, Pemberton seconded, all approved as distributed.

School update:

The only item to report was that Serin’s last day was August 31st and that there has been minor cleanup in the rooms. 

Rector search committee

Sue Mitchell reported that during the Thursday night meeting, the survey results were released to the public and the power point presentation was shown.

  • Website review is still underway and more changes are expected soon. They have over ten pages of proposed changes, some are minor.
  • The drone flyover was completed a few weeks ago and the footage showing the grounds is very impressive.
  • The profile is in draft form, edits still need to be made and the final draft should be available by the next vestry meeting.

All acknowledge the receipt of the rector search report.

Scout update

  • DeClerk reported that over 12,000 pounds of material to complete the labyrinth project. All agreed it looks beautiful and we appreciate the efforts that went into that task.
  • A new scout project has been proposed, Nathan Lane would like to refinish the outdoor benches. We all agreed this will be a good project and DeClerk will get with Father Ron further on this.  It is proposed that the benches be taken apart, sanded and refinished.
  • Snell recommended they walk the property and access each bench, especially the one around the labyrinth. Mullaney asked it the benches had rotting wood that it be replaced.
  • The are still looking for one more cub to complete the pack and recruiting is underway.
  • The scouts had a socially distanced kayaking trip and it was very successful. The scouts would also like to sell popcorn, is the possible with the social distancing and services are limited.  DeClerk also would like to get the word out that donations are accepted and appreciated.

All agreed that during the November 1st service flyers will be handed out.

Stewardship Report

The last meeting was held September 17th and consecration Sunday is still scheduled for October 4th.  Weekly updates will be given on pledge cards and so far over fifty families have confirmed for attendance and the meal.   Calls will be made for those families who have not responded yet.

The grow one step presentation given by DJ Mitchell will be given on September 27th.

Endowment committee

Father Ron met with the Episcopal Foundation and templates were provided for our use.  We need to set up a legacy society for those that want to include SMIF in their wills.  Father Ron noted that the verbiage calling this the “legacy” society could be viewed and exclusive and that the committee could choose to rename that at any given time.

Snell asked when the last policy for the endowment was reviewed and it is believed it was in 2015 but Father Ron will check.  We need to be prepared for this to be presented at the annual meeting.

Snell brought up VPIC assignments needed for October.  One Sunday was still needed, Pemberton agreed to fill that spot.  We will address this in next vestry meeting and get November taken care of.

Sue Mitchell also wanted to say thank you for all who work in the church office, the hard work is appreciated.

We all agreed that Chuck Ambrose has been amazing during the pandemic getting everything ready for services to be streamed, including running of necessary wires and cables.  The vestry extends our deepest appreciation to you Chuck.

Junior Warden update:

  • The roof was inspected and we need to get our insurance involved, both roofs need to be replaced.
  • We need to, replace the sign at the corner of Davis and Union Church road. Ron Hitchcock will assist with post replacement and standard.  The expense could be around $600.00.
  • It was asked if we could place a sign at the corner of 1709 and Pearson but the city of Keller will not allow that and it has already been denied.
  • Bess would like to donate a new tree between the memorial garden and the labyrinth, all approved.
  • Holy mowers, a new riding lawn mower is needed. The current mower is out of commission and the grounds are too extensive to be push mowed.  We need a donation or a budget item for this before the spring.  Mullaney will be recruiting for helpers, COVID has put a damper on normal recruiting efforts.
  • We need to check on the outdoor Wi-Fi antenna to make sure it is operating properly.
  • A new plug for the security cameras should be a simple fix. Father Ron asked why we couldn’t just look in the attic above the rectors office and add a junction box there.
  • Step one in getting the old security cameras up and running will happen this next week. People feel vulnerable when they are at the church alone.  We all agreed this needs to happen for not only comfort of our staff and congregants but also to watch for property concerns.  Step two will be a better system with a camera for recording and web/app access.

Senior Warden update:

Haynes reported that the executive council meeting reported an updated on the legal situation.  An appeal must happen before October 19th to see if the supreme court will hear the case.

Other notes from executive council:

  • The convention has been set for November 13, 2020
  • Delegates discussed
  • Church assessments based on parochial reports. Next year we could see an impact of the PPE loan, but will more than likely impact us during 2022.

Curate Report

Paula Jefferson reported on pastoral care, ministries are still under way and going great.

Other items of discussion:

  • Morning prayer going well and with new liturgy
  • Christian formation, considering guest lectures in the future
  • Lectionary series, Forward Looking starts this evening
  • EYC, DeClerk and Liza are planning an outdoor movie night to increase attendance. More info to come on this.
  • Light Fragility will begin after October 4th and the first lecture will be recorded. If anyone wants to attend please email Paula. 

Interim Rector’s Report

  • Father Ron asked the vestry to confirm congregational support of Paula Jefferson’s ordination to the priesthood, all confirmed.
  • Organizational charters are being looked at, one is missing and will be presented at future vestry meetings for approval.
  • Optional uses for school room spaces, include prayer shawl ministry and music room. We all agreed we need to put them to use.

In closing Mullaney asked about vestry member recruitment, we have a few names for consideration.  A meeting will be planned soon.

Adjournment and Closing Prayer:

The Meeting was adjourned with prayer by Haynes.  Additional prayers for Gay Pogue for hip replacement surgery and continued prayers for Linda Seeber’s brother and the entire family.

NEXT REGULAR VESTRY MEETING WILL BE SUNDAY, October 18th, 2020 AT 12:30 PM VIRTUALLY ON ZOOM.

Respectfully submitted,
Kristy Pemberton
Clerk

Vestry Minutes August 16, 2020

by | Oct 19, 2020 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
August 16, 2020
Present:  Bob Bess, Bob Garrity, D.J. Mitchell, Kristy Pemberton, the Very Rev. Ron Pogue (Interim Rector), Linda Seeber, Ben Taylor, Christopher DeClerk, Becky Snell, Julie Sutton
This meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, August 16, 2020, virtually via zoom meeting. The meeting was opened with prayer by the Very Rev. Ron Pogue at 12:30 p.m.
Also Present:  Ayo Omoniyi, Paula Jefferson, and Gary Wilkinson
Consideration of Vestry Minutes from previous meetings:
Minutes from the July 19, 2020 meeting were approved as distributed.
School Update:
The only item to report was that we will have boxes of files that will need to be shredded. It was suggested we have a church-wide shred to quantify the cost of the truck coming out. It will be decided at a later date.
Finance Committee Report:
The committee met on August 15, 2020

  • Audit Review:

The audit occurred in the Parish Hall at SMIF. There are two recommendations:

  • Bank recs – the months reviewed were October and December. The general fund did not match and it was discovered that a voided check was missing. Sue Mitchell did a manual entry and corrected the error. There was also a missing donation and it was a timing difference in the ledger.
  • Annual Meeting – The combined statement of revenue should be comprehensive.

The audit has been forwarded to the Diocese for filing.
The draft for the finance committee charter has been completed and sent to the Interim Rector.

  • Endowment fund update:

The committee had been formed but due to COVID has caused this to be on hold. It was decided that we would wait until after consecration Sunday to reconvene on this. It was brought to our attention that at least one member of the finance committee must be on the team.

  • Phone lines:

The church currently has 3 phone lines, one of which is used for the school. When the budget is prepared for 2021 this will be looked at to see if money can be saved.

  • PO Box update:

It is up and running now. It was suggested that we post this info in several places as well as an email blast letting the congregation know of the change as well as update the website with this info.
Treasurer’s Report
All were given copies of the budget and treasurer’s report. The focus was on month expenses and unrestricted funds. Things are status quo for now, pledges are continuing to come in on or above plan.

  • Cleaning expenses increased slightly. The cleaning contract is currently under review to see if we need to continue.
  • Utilities are up 300.00 but should be going back down since the school has closed.
  • Bob Bess will be replacing some thermostats; they are causing the air to run longer than programmed.
  • The government loan forgiveness expires in September and we are budgeting according to the plan.
  • As a reminder, the church will now take 100% of the costs now that the school is closed, we used to share them.
  • Julie Sutton asked if we would be cancelling the cleaning and have the church congregation start a rotation schedule. DJ Mitchell advised that we are budgeted to continue through the 2020 fiscal year. With COVID currently restricting gatherings, it’s best it is kept this way.
  • Financial and Treasurer’s Report Approved:
    • Becky Snell moved to approve the financial report and treasures report as presented, Linda Seeber seconded. All approved the report as distributed.

Stewardship Report

  • Consecration Sunday is scheduled for October 4th the committee will ask members of the Vestry to do handwritten thank you notes again this year.
  • August 23rd – Starting the live videos and speakers. This will continue every Sunday until September 27th when DJ Mitchell will give the 1 step presentation.
  • Lunch will be provided by Jason’s Deli and will include, a turkey, ham, veggie and gluten free options. It was suggested by Christopher DeClerk that an option to pass on food be given. Not everyone will be able to partake due to dietary concerns.
  • The service will be streamed live for those that are not comfortable attending in person.
  • The save the date will be mentioned in the next email blast.
  • Mullaney suggested we run the gathering by the re-entry committee to make sure safety protocols are being met.
  • Becky Snell also brought up that she will be updating the VPIC assignments since we are now doing parking lot services. So far the schedule is covered through September. This will be re-visited during the October meeting for the remainder of the 2020 calendar year.

Senior Warden update:
Keen Haynes attended the Horizon Stewardship zoom conference and more will be coming later from his meeting.
Junior Warden update:

  • The new A/C thermostats were mentioned in above under Financial committee report.
  • Plugs have been installed for the security system, all that needs to be done now is to fire up the system and see what is working.
  • Bess will investigate a new system that can be controlled and monitored online or on an app.
  • Father Ron will have a separate meeting with the Junior wardens to discuss the structural soundness of our facility.

Curate Report

  • Paula Jefferson is continuing to work with the Pastoral Care team with Becky Snell as Convenor. Many calls are being made weekly including hospice calls via facetime or zoom meetings.
  • She attended the Beloved Community Conference regarding racism and the church as a whole and it was very enlightening.
  • A zoom movie night is still in the works for kids age 8-12. The Vestry feels this is so important with school activities and quarantine continuing.
  • She attended the same stewardship meeting as Keen Haynes and Fr. Pogue and said some ideas are coming forward for narratives so the congregation can understand the annual meetings better.

Interim Rector’s Report

  • Holy conversations are beginning, the Search Committee is attending and the Vestry is encouraged to attend as well.
  • Becky Snell suggested that In the past members of the congregation have been invited to attend Vestry meetings but that that stopped. She wanted to know if that was still an option for folks. They are and an email blast will go out soon reminding people they may attend.
  • Becky Snell also asked why Vestry minutes were no longer posted on the website. Mary Beth Butler will work with Anika to get them up to date.
  • Father Ron mentioned the two new raised beds on the north side are ready for planting and reminded us that a special link will be sent out so Vestry and Rector Search Committee can watch the Zoom briefing with the Holy Cow representative.

Adjournment and Closing Prayer:
The Meeting was adjourned with prayer by Bob Bess. Special prayer was offered for all school teachers and students as face-to-face classes will begin soon.
NEXT REGULAR VESTRY MEETING WILL BE SUNDAY, September 20th, 2020 AT 12:30 PM VIRTUALLY ON ZOOM.
Respectfully submitted,
Kristy Pemberton
Clerk