by Anika Rinker | Aug 24, 2020 | Vestry Updates
St. MARTIN-IN-THE-FIELDS VESTRY MEETING
February 16, 2020
Present: Bob Bess, Keen Haynes, Bob Garrity, D.J. Mitchell, Kristy Pemberton, the Very Rev. Ron Pogue (Interim Rector), Linda Seeber, Becky Snell, Chris Mullaney.
Absent: Julie Sutton.
Also Present: Linda Snow, Historian; Gary Wilkinson, Finance Committee, Rex Angle and Sue Mitchell, Co-Chairs of the Rector Search committee.
Since we have a meeting with the Bishop on February 25th and our vestry retreat is at the end of the month, Father Ron suggested we meet briefly to approve last month’s minutes and discuss the Rector Search committee. Such meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, February 16, 2020, in the East Parish Hall. The meeting was opened with prayer by the Very Rev. Ron Pogue at 12:15 p.m.
Consideration of Vestry Minutes from previous meetings:
Minutes from the January 19th vestry meeting were approved as distributed.
Minutes from the January 26th search for co-chairs were approved as distributed.
Minutes form the annual meeting on January 26th were approved as distributed.
Treasurer’s Report
All were given copies of the approved budget and treasures report. All of the approved budget items are on schedule, we do not anticipate any shortages until after June of this year. Depending on how things look, things like the cleaning crew, Music Minster and Youth Minister will looked at and any concerns will be addressed on a monthly basis.
Treasurer’s Report Approved: The January Treasurer’s Report was presented by Mitchell. Snell moved acceptance and Bess seconded. The report was accepted.
Finance Committee Report
No report presented; Gary Wilkinson addressed the internal audit being done as an internal group vs an outside firm. We all agreed that when the time comes an internal group will be the best vs spending money on a non-budget item. Gary and DJ will get external bids for the 2021-year audit.
School Report
Gary Wilkinson reported that school attendance remains unchanged
Finance Committee Report and School Reports Approved: The January Finance and School reports moved to acceptance by Bess and Pemberton seconded. The reports are accepted
Rector Search Committee Report
Rex Angle and Sue Mitchell presented the recommendations for the Search committee. They are as follows:
Co- Chairs as previously approved are Rex Angle and Sue Mitchell.
Members; Tom Bolerjack, Jerry Burkett, Lisa Efthymiou, Courtney Mullaney, Mark Pulliam, Janna Soesbe and Cathy Tolliver.
Angle explained that over 19 applications were submitted and that Canon Waggoner approved selections.
Mitchell moved to accept the Search committee, Seeber seconded, all approved. Chris Mullaney abstained due to conflict of interest.
Announcements and Upcoming Events
February 23 Mardi Gras pancake and talent show
February 28-29 Vesty Retreat and SMIF
Junior Wardens’ Report
Bess said that an electrician will be hired to handle items such as replacing ballasts, fixing the parking lot lights and the Parish Hall porch lights. Thanks was extended to Dick Seeber for fixing the door closer at the church entrance.
Senior Warden’s Report
Firearms Policy Changed: Haynes presented the resolution adopted at the recent diocesan convention regarding carrying of firearms in churches. After discussion and agreement to modify the verbiage to fit St. Martin’s, Bess moved that St. Martin’s replace its existing policy with the following:
“Whereas under Texas SB 535, which goes into effect on September 1, 2019, firearms can be carried legally at any church, synagogue, or other established place of worship in Texas;
Whereas the 77th General Convention in resolution 2012-D003 requested every parish and every diocesan place of work to declare their establishments as Gun Free Zones;
Whereas the members, parishioners, and visitors to the facilities owned or controlled by the Episcopal Diocese of Fort Worth have a legitimate need and interest to be reasonably protected while in those facilities;
Be it resolved, by the 37th Annual Convention of the Episcopal Diocese of Fort Worth, that the following policy shall be adopted:
- It is not permissible for any person, except those specifically included in (3), to carry a firearm on the property of St. Martin-in-the-Fields Church and School.
- This policy includes clergy, staff, students, volunteers and visitors, except those specifically excluded in (3) below.
- This policy does not apply to the following persons:
- A person with a valid and current Security Officer Commission as defined by the Texas Occupation Code Chapter 1702 and issued by the Department of Public Safety of the State of Texas;
- A peace officer who holds a permanent peace officer license issued under Texas Occupation Code Chapter 1701; or
- A ranger or officer commissioned by the Texas Public Safety Commission and the Director of the Texas Department of Public Safety.”
Mitchell seconded and the motion carried. Haynes also shared a communication from the Diocese about active shooter trainer training. Pogue asked the Junior Wardens to explore alternate options with the Southlake Police Department.
Interim Rector’s Report
Organization for Mission and Governance Chart: The Very Rev. Pogue asked for comments on this document, which is a work in progress. It was agreed that St. Martin’s School will be included under the Administrative heading. He asked Vestry members to consider names of parishioners who may be a good fit for work on the various commissions. A copy of the chart is attached to and made a part of these minutes.
Thank You from the Rev. Christopher Thomas: Pogue read a card from Rev. Thomas expressing gratitude for care provided by the congregation following the illness of his friend Randolph Lacy.
Christmas Eve Services: Christmas Eve services will be held at 3:00, 5:00, 8:30 and 10:30 p.m. Exact format of the first two services, which are intended for children and families, is being determined.
Executive Session
The Vestry entered Executive Session at 1:41 pm and exited the session at 2:08 pm.
Adjournment and Closing Prayer:
The Meeting was adjourned with prayer by D.J. Mitchell.
NEXT REGULAR VESTRY MEETING SUNDAY, DECEMBER 15, 12:30 PM.
MEAL AND FINAL PRAYER TO BE PROVIDED BY JULIE SUTTON.
Respectfully submitted,
Mary Beth Butler
Clerk
by Anika Rinker | Aug 11, 2020 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
December 15, 2019
Present: Bob Bess, Mary Beth Butler, Keen Haynes, Brandy Heckel, D.J. Mitchell, Christopher Mullaney, Kristy Pemberton, the Very Rev. Ron Pogue (Interim Rector), Linda Seeber, Becky Snell, Julie Sutton, Ben Taylor.
Absent: Sharon Dudek
Also Present: Linda Snow, Historian, Liza Goodner, Children’s Minister, Gary Wilkinson, Finance Committee Chair
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, December 15, 2019, in the East Parish Hall. The meeting was opened with prayer by the Very Rev. Ron Pogue at 12:41 pm.
Consideration of Vestry Minutes from November 17, 2019
Minutes from the November 17 meeting were approved as distributed.
Vote for Christmas Offering to be Applied to Outreach
On December 5 Interim Rector Pogue sent an email message to Vestry members requesting consideration that the Christmas offering be dedicated to current Outreach ministries. On December 6, 2019, the Vestry was notified that 8 members had responded in agreement, with no negative votes, and the motion carried.
Treasurer’s Report
Mitchell presented the Treasurer’s report, including the following resolution regarding housing allowance for Rev. Christopher Thomas.
Housing Allowance for Christopher Thomas
Whereas, Section 107 of the Internal Revenue Code permits a minister of the Gospel to exclude from gross income (in computing federal income taxes) a church-designated allowance paid to him as part of his compensation to the extent used by him for actual expenses in owning or renting a home; and
Whereas, the Reverend Christopher Blake Thomas is compensated by St. Martin-in-the-Fields Episcopal Church exclusively for the services as a minister of the Gospel; and
Whereas, St. Martin-in-the-Fields Episcopal Church does not provide Christopher Thomas with a rectory, it is hereby
Resolved, that the total compensation paid to Christopher Thomas for calendar year 2020 shall be $57,502, of which $20,000 is hereby designated to be a housing allowance; and it is further
Resolved, that the designation of $20,000 as a housing allowance shall apply to calendar year 2020 and all future years unless otherwise provided.
Mitchell moved acceptance. Mullaney seconded and the motion carried.
Finance Committee Report
Endowment Fund: Future action on the Endowment Fund will be on the February 2020 vestry agenda.
Next Financial Committee Meeting Scheduled: Next Finance Committee meeting will be Saturday, January 11 at 3 pm in the Chapel. The 2020 Budget will be finalized.
School Report
Wilkinson presented the school report. Cash flow is currently positive with a total of 53 enrolled students. Work is ongoing to include “preschool” in internet marketing materials.
Report of the Candidate Qualifications Review Committee
Sharon Dudek Resigns: Sharon Dudek’s resignation letter (attached to and made a part of these minutes) was accepted with regret. Mitchell moved that Clerk Butler be asked to write to her expressing thanks for her service. Pemberton seconded and the motion carried.
The resignation leaves one year of a Vestry term to be filled, along with the three three-year positions open. The Committee will work to ensure the slate is appropriately filled.
Update on Godly Play
Liza Goodner said that the room is clean and ready for use, and that Godly Play will be presented on each Sunday except the first, which is Family Worship with no separate Sunday school.
Parish Meeting
A single service will be held at 10:30 on January 26 to encourage members to stay for the meeting afterward. Ann Luttrell will be asked if she is willing to chair the event. Food assignments will be made alphabetically.
Junior Wardens’ Report
Work Planned for the Near Future: Bess said that tree service and electrician have been contacted for necessary work and proposals are in hand. Light ballasts replaced will be switched to LED.
Handicapped Seating Relocated: Pews have been moved so that the wheelchair accessible seats are near the front on the gospel (left) side. Signage is needed to reserve the spaces.
Fever United Water Bill Payments: Snell asked about the status of water payments from Fever United Soccer club. A possible written agreement was suggested. Mitchell agreed to handle the matter.
Senior Warden’s Report
Haynes said that he is serving as a member of the Diocesan Commission on Outreach and gave details and deadlines regarding submission of grant applications. Grants should be for sustainable projects that enhance community relationships. All grant applications originating in St. Martin’s should be submitted through the Outreach Commission of St. Martin’s.
Interim Rector’s Report
Pogue announced that each of the seven Commissions established to manage parish functions now has a Convener in place (a chart is attached to and made a part of these minutes.) He will be meeting with Conveners on January 9, 2020.
Pogue noted that St. Martin’s has an extraordinary number of first-time visitors and that an article he wrote this week on his blog addresses ways that the parish may welcome and connect these people. A copy of the article is attached to and made a part of these minutes.
Executive Session
The Vestry entered Executive Session at 2:20 pm and exited at 2:56 pm.
Letter of Agreement for Rev. Christopher Blake Thomas
Bess moved approval of the proposed Letter of Agreement. Sutton seconded and the motion carried.
Called Meeting Scheduled
The Vestry will have a special called meeting on Sunday, January 12, following the 10:30 service, at the home of DJ and Sue Mitchell, 409 Brazil, Hurst. The meeting is called for the purpose of meeting with Canon to the Ordinary Janet Waggoner to review the process of establishing a Rector Search Committee.
Adjournment and Closing Prayer:
The Meeting was adjourned with prayer by Julie Sutton at 2:57 pm.
NEXT REGULAR VESTRY MEETING SUNDAY, JANUARY 19, 2020, 12:30 PM.
MEAL AND FINAL PRAYER TO BE PROVIDED BY LINDA SEEBER.
Respectfully submitted,
Mary Beth Butler, Clerk
by Anika Rinker | Aug 11, 2020 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
November 17, 2019
Present: Bob Bess, Mary Beth Butler, Sharon Dudek, Keen Haynes, Brandy Heckel, D.J. Mitchell, Kristy Pemberton, the Very Rev. Ron Pogue (Interim Rector), Linda Seeber, Becky Snell, Ben Taylor.
Absent: Christopher Mullaney, Julie Sutton.
Also Present: The Rev. Jim Hazel and Mike Adams from Baird Private Wealth Management; Linda Snow, Historian; Deacon Ayo Omoniyi; Liza Goodner, Children’s Minister; Rebecca Haynes.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, November 17, 2019, in the East Parish Hall. The meeting was opened with prayer by the Very Rev. Ron Pogue at 12:30 pm.
Consideration of Vestry Minutes from October 20, 2019
Minutes from the October 20 meeting were approved as distributed.
Baird Private Wealth Management Briefing
Jim Hazel provided a report on the status of the investment accounts Baird manages for St. Martin’s. He also introduced Mike Adams, who along with George Gamez will be managing these accounts upon Hazel’s retirement at end of year. The printed report is attached to and made a part of these minutes. Senior Warden Haynes and Clerk Butler signed the legal documents required to authorize the creation of an endowment account and an account to receive donations of stock. Baird provided a document titled “Client Account Application and Client Relationship Agreement” which is attached to and made a part of these minutes. The original is stored in the Vestry Minutes binder in the church office.
Treasurer’s Report
Thanksgiving Offering: A Thanksgiving offering will be taken. Letters have already been sent out. Envelopes will be placed in the pews for this purpose.
Benevolence Fund Change: Snell moved the adoption of the following resolution.
“Be it resolved that the Interim Rector of St. Martin-in-the-Fields Episcopal Church, The Very Reverend Ronald D. Pogue, be added as an authorized signer on the Account at Veritex Bank designated as the Rector’s Benevolence Fund for as long as he shall remain the Interim Rector.
Be it also resolved, that the Treasurer, DJ Mitchell II, remain as a second signer on the Rector’s Benevolence Account. Only one signature shall be required by the Church on checks issued from this account.”
The motion was seconded by Bess and approved by a majority of the Members of the Vestry in attendance at a regularly scheduled Meeting of the Vestry of the Church on November 17, 2019.
Treasurer’s Report Approved: The October Treasurer’s Report was presented by Mitchell. Bess moved acceptance and Heckel seconded. The report was accepted.
Finance Committee Report
No report presented.
School Report
No report presented.
Stewardship Committee Report
Snell reported that as of November 11, 96 pledges had been received. The net change in 2020 giving to date is ~$80,000. 38 pledge units have not responded. In addition, six new pledge cards have arrived this weekend. Hand-written notes have been sent out (or will be) by Vestry members to each pledging unit.
Report of the Candidate Qualifications Review Committee
This committee will meet next week to finalize the questionnaires to be completed by candidates for Vestry and Convention Delegate candidates.
Update on Godly Play Room
Snell invited guest Liza Goodner to report on this. She said that Rev. Dr. Suzi Robertson from Good Shepherd, Granbury held a basic Godly Play training on November 16 and helped reorganize the room. Goodner, Butler, Rebecca Haynes, and Amy Casas attended and are preparing to expand Godly Play offerings soon.
Memorial Garden
Current Report of Expenses: Snell reported that she had picked up concrete niches costing $1150. $5640 is owed to Fred Cheek monuments for bronze frames. The total cost for basic supplies for an inurnment is just over $1500, which does not include any funds for perpetual care.
Memorial Garden Task Force Created: The Interim Rector appointed Snell to chair a Memorial Garden Task Force, to be charged with market research to determine typical charges for similar inurnments in this area and establish a charge for inurnment at St. Martin’s Memorial Garden for the future. Current plans are to include Cathy Tolliver and Brandy Heckel to serve on the task force.
Announcements and Upcoming Events
December 1 Advent 1 – Family Worship
December 8 Advent Fest with potluck
December 15 Advent Lessons and Carols
Junior Wardens’ Report
Bess said that an electrician will be hired to handle items such as replacing ballasts, fixing the parking lot lights and the Parish Hall porch lights. Thanks was extended to Dick Seeber for fixing the door closer at the church entrance.
Senior Warden’s Report
Firearms Policy Changed: Haynes presented the resolution adopted at the recent diocesan convention regarding carrying of firearms in churches. After discussion and agreement to modify the verbiage to fit St. Martin’s, Bess moved that St. Martin’s replace its existing policy with the following:
“Whereas under Texas SB 535, which goes into effect on September 1, 2019, firearms can be carried legally at any church, synagogue, or other established place of worship in Texas;
Whereas the 77th General Convention in resolution 2012-D003 requested every parish and every diocesan place of work to declare their establishments as Gun Free Zones;
Whereas the members, parishioners, and visitors to the facilities owned or controlled by the Episcopal Diocese of Fort Worth have a legitimate need and interest to be reasonably protected while in those facilities;
Be it resolved, by the 37th Annual Convention of the Episcopal Diocese of Fort Worth, that the following policy shall be adopted:
- It is not permissible for any person, except those specifically included in (3), to carry a firearm on the property of St. Martin-in-the-Fields Church and School.
- This policy includes clergy, staff, students, volunteers and visitors, except those specifically excluded in (3) below.
- This policy does not apply to the following persons:
- A person with a valid and current Security Officer Commission as defined by the Texas Occupation Code Chapter 1702 and issued by the Department of Public Safety of the State of Texas;
- A peace officer who holds a permanent peace officer license issued under Texas Occupation Code Chapter 1701; or
- A ranger or officer commissioned by the Texas Public Safety Commission and the Director of the Texas Department of Public Safety.”
Mitchell seconded and the motion carried. Haynes also shared a communication from the Diocese about active shooter trainer training. Pogue asked the Junior Wardens to explore alternate options with the Southlake Police Department.
Interim Rector’s Report
Organization for Mission and Governance Chart: The Very Rev. Pogue asked for comments on this document, which is a work in progress. It was agreed that St. Martin’s School will be included under the Administrative heading. He asked Vestry members to consider names of parishioners who may be a good fit for work on the various commissions. A copy of the chart is attached to and made a part of these minutes.
Thank You from the Rev. Christopher Thomas: Pogue read a card from Rev. Thomas expressing gratitude for care provided by the congregation following the illness of his friend Randolph Lacy.
Christmas Eve Services: Christmas Eve services will be held at 3:00, 5:00, 8:30 and 10:30 p.m. Exact format of the first two services, which are intended for children and families, is being determined.
Executive Session
The Vestry entered Executive Session at 1:41 pm and exited the session at 2:08 pm.
Adjournment and Closing Prayer:
The Meeting was adjourned with prayer by D.J. Mitchell.
NEXT REGULAR VESTRY MEETING SUNDAY, DECEMBER 15, 12:30 PM.
MEAL AND FINAL PRAYER TO BE PROVIDED BY JULIE SUTTON.
Respectfully submitted,
Mary Beth Butler, Clerk
by Anika Rinker | Aug 11, 2020 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
October 20, 2019
Present: Bob Bess, Mary Beth Butler, Keen Haynes, Brandy Heckel, D.J. Mitchell, Christopher Mullaney, Kristy Pemberton, the Very Rev. Ron Pogue (Interim Rector), Linda Seeber, Becky Snell, Julie Sutton, Ben Taylor
Absent: Sharon Dudek
Also Present: Gary Wilkinson, outgoing St. Martin-in-the-Fields School Board chair and incoming Finance Committee chair; Caleb Tiemann, Kirsten Tiemann
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, October 20, 2019, in the East Parish Hall. The meeting was opened with prayer by the Very Rev. Ron Pogue at 1:17 pm.
Consideration of Vestry Minutes from September 15, 2019
Minutes from the August 18 meeting were approved as distributed.
Eagle Scout Project Proposal
Caleb Tiemann said that he would like to do his Eagle Scout project at St. Martin’s and asked what projects were needed. Christopher Mullaney will meet with Tiemann to review potential projects. The Vestry invited Tiemann to return with an official proposal for review.
Treasurer’s Report
Financials Accepted: .DJ Mitchell presented the September financial report. Heckel moved acceptance, Mullaney seconded and the motion carried.
Draft Budget: Mitchell presented the first draft of the 2020 budget.
Finance Committee Report
Wilkinson, committee chair, presented the report on behalf of the Finance Committee (other members: Bob Bess, Heckel, Sue Mitchell, D.J. Mitchell, Snell, and the Interim Rector. Committee recommendations to the Vestry are as follow:
- Move amounts in select temporary restricted funds to the general fund.
- Authorize a Thanksgiving offering.
- Encourage parishioners to increase their remaining 2019 pledge payments to 2020 pledged amount.
- Encourage the school to change its name (to “preschool” rather than “school.”)
The Vestry voted to approve each of the recommendations.
School Report
Wilkinson reported on behalf of the School. Enrollments remain lower than projected, which will cause a budget shortfall for the year. Possible corrective actions include changing the name from “school” to “preschool” – one that is more suitable for internet searching with a possible logo change and offering an extended-hours program. Mullaney moved approval of both, Mitchell seconded, and the motion carried.
Stewardship Committee Report
The Consecration Sunday events were successful. Preliminary results included:
(for comparison 2019: 114 pledges for $356,011
2020 Pledges Received to Date
68 pledges for $268,800
Of these, 34 were increased pledges
9 were the same as in 2019
5 were decreased
20 were new pledges.
68 previous pledgers have not been heard from yet.
Snell reported for the Stewardship Committee (Snell, Heckel, Seeber). Reminder mailings will be sent to all members who have not responded on October 21 and 28. Vestry members will be asked to hand-write brief thank you notes to all who pledge.
The Vestry concurred that Spring Creek Barbecue did a great job and were very professional and affordable. Furthermore, it worked well to have both Sunday services combined into one. It was suggested that the same pattern might be repeated on the Sunday of the Annual Parish Meeting 2020.
Report of the Candidate Qualifications Review Committee
Julie Sutton reported for the committee (Sutton, Butler, Dudek, Mullaney). A draft document is being compiled for Vestry nominees to complete. It will include expectations of vestry members. It will also require an additional biographical sketch that covers experience or expertise relevant to Vestry service. The form will be presented to nominees on November 3. A similar but briefer form will be created for nominees for Delegates and Alternates to Diocesan Convention 2020.
Future Meeting Dates Scheduled
Regular Vestry Meetings: The Vestry agreed that future meetings will be started at 12:30 pm. For 2020, meetings will be held on the third Sunday of each month, except for the June meeting which will be held on the 28th.
2020 Annual Parish Meeting: The Annual Parish Meeting is scheduled for Sunday, January 26, 2020, following the 10:30 service.
2020 Vestry Retreat: The 2020 Vestry Retreat is scheduled for February 28/29, 2020, location to be announced.
Godly Play Room
Seeber and Snell reported that the Godly Play room has been used for storage which is inappropriate. The Interim Rector has directed Parish Administrator Anika Rinker and Children’s Minister Liza Goodner to have these items removed.
Memorial Garden Update
Snell provided a document on the Memorial Garden. A copy is attached to and made a part of these minutes. Contract records are incomplete and supplies need to be purchased. The Interim Rector appointed a Task Force led by Snell and including Heckel and Butler to investigate the situation. He has also instructed Financial Manager Albert Alvarez to assist.
Announcements and Upcoming Events
October 27 Trunk or Treat, Blood Drive
November 3 All Saints Sunday
December 1 Advent 1
December 8 Advent Fest
February 10 East Deanery Meeting, 7:00 pm at St. Stephen’s
Junior Wardens’ Report
Mullaney said that there have been some sprinkler issues.
Senior Warden’s Report
Keen Haynes had no report.
Interim Rector’s Report
Ground Rules and Guidelines Adopted: Mullaney moved and Mitchell seconded the adoption of the “Ground Rules for Church Meetings” and “Guidelines for Dealing with Criticism” supplied by the Interim Rector. The motion carried and copies are attached to and made a part of these minutes.
Coffee Hour Procedures: The Very Rev. Pogue noted the new procedures for Coffee Hour, which are posted in the kitchen, and said that stick-on name tags are provided in strategic locations for visitors and members who don’t have their name tag.
Executive Session
The Vestry entered Executive Session at 3:47 pm and exited the session at 4:18 pm.
Vote on Position of Curate
Mitchell moved and Mullaney seconded that:
The Very Rev. Pogue offer full-time employment at St. Martin-in-the-Fields to the Rev. Christopher Thomas from December 2019 through the end of Thomas’s initially contracted half-time curacy in July 2020, and that
The Very Rev. Pogue begin the process of finding a curate to begin in Summer 2020, with youth ministry to be part of the designated call.
The motion carried.
Adjournment and Closing Prayer:
The Meeting was adjourned at 4:20 pm with prayer by Ben Taylor.
NEXT REGULAR VESTRY MEETING SUNDAY, NOVEMBER 17, 12:30 PM.
MEAL AND FINAL PRAYER TO BE PROVIDED BY JULIE SUTTON.
Respectfully submitted,
Mary Beth Butler, Clerk
by Anika Rinker | Aug 11, 2020 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
September 15, 2019
Present: Bob Bess, Mary Beth Butler, Sharon Dudek, D.J. Mitchell, Christopher Mullaney, the Very Rev. Ron Pogue (Interim Rector), Linda Seeber, Becky Snell, Julie Sutton, Ben Taylor.
Absent: Christopher DeClerk, Keen Haynes, Brandy Heckel.
Also Present: Linda Snow, Historian, Liza Goodner, Children’s Minister, DeShay Jackson, Music Minister.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, September 15, 2019, in the East Parish Hall. The meeting was opened with prayer by the Very Rev. Ron Pogue at 12:19 pm.
Consideration of Vestry Minutes from August 18, 2019
Minutes from the August 18 meeting were approved as distributed.
Treasurer’s Report
Mitchell presented the Treasurer’s report. Bess moved the report be accepted, Snell seconded and the motion carried.
Scrip Program: Mitchell noted that the scrip program has ended.
Giving Statement Changes: Giving statements will be sent to pledgers in arrears at the end of November and end of the calendar year. From January 2020 on, all statements will be sent electronically via Breeze.
Projected Budget Shortfall: Mitchell reported that, as expected, budget shortfall will be approximately $15,000. This amount will need to be raised before the end of the year. Thanksgiving and Christmas special offerings will be directed toward this need.
Endowment Plans: The Finance Committee will bring a plan to the Vestry for setting up an endowment. Pogue suggested The Episcopal Church Foundation (ECF) be contacted for assistance in this area.
Gay Pride Parade Update
Butler announced that a group is forming to drive from the church and can also meet at the location of the Tarrant County Parade. Sutton suggested a sign-making party in advance of the event.
Christopher DeClerk Vestry Replacement Elected
Christopher DeClerk has resigned from the Vestry due to a move, so nominations to fill his term (ending in 2021) were opened. Sutton nominated Kristy Pemberton, who has indicated her willingness to serve. Bess seconded, and the motion carried.
Stewardship Pledge Campaign
The Interim Rector announced that the campaign will include 4 speakers at services, as well as personal essays from other members, to be sent out by email.
Consecration Sunday, October 20, will be the culminating event of the campaign, with pledges due at that time and a complimentary luncheon to be served. Based on research by Heckel and Snell, Sutton moved that Spring Creek Barbeque be engaged to cater the meal. Mitchell seconded, and the motion carried. Sutton will provide a large salad.
Bess moved that a temporarily restricted fund will be established to accept donations toward Consecration Sunday. Mullaney seconded, and the motion carried.
Plan for Haynes to Continue as Senior Warden
Four Vestry members’ terms end in 2020: Butler, Haynes, Heckel, and Seeber. The Vestry agrees to encourage voters to reelect Keen Haynes to the Vestry at the 2020 Annual Meeting. Immediately upon his reelection, the Interim Rector will appoint him to continue as Senior Warden to serve through the selection of the new Rector.
Candidate Qualification Review Committee Appointed
The Interim Rector requested three vestry volunteers to serve on the committee to solicit nominees for three Vestry positions as well as Diocesan Convention representatives. The committee will review their qualifications in advance. He appointed the following to serve on the Candidate Qualification Review Committee: the two Co-Junior Wardens (Bess, Mullaney) and three members not standing for election in 2020 – Butler, Sutton, and Dudek.
Fundraiser Updates
Bingo Cancelled: A Bingo Fundraiser was planned for September 28. A temporary gaming license from the Texas Lottery Commission was legally required for such an event. Due to misinformation provided by TLC, the license could not be obtained in the time available, so the event has been cancelled. Seeber agreed to ensure that any door prizes donated be held in the safe for a future event.
Murder Mystery Dinner Reaffirmed: Taylor reminded the group that he and his daughter are interested in running a Murder Mystery Dinner fundraiser. The date previously discussed for this was February 15, 2020. The Vestry reaffirmed its previous approval for Taylor to continue working on this.
Junior Warden Report
Mullaney and Bess reported that air conditioner issues persist, and a service person should be called to diagnose the problem. The Grubby Sunday on August 25 was successful. Many light bulbs were replaced. Bess noted that several of the ballasts need to be replaced. Pogue suggested that the Junior Wardens research grants to assist with changing the current lights to LEDs.
Announcements and Upcoming Events
October 5 Blessing of Animals
October 13 Leaders Social
October 14 Columbus Day (office closed)
October 20 One Worship Service, 10:30 only
Consecration Sunday Lunch, Noon
Vestry Meeting, 2 pm
October 27 Trunk or Treat
November 3 All Saints Sunday
Interim Rector’s Report
Clergy Day Information: Interim Rector Pogue reported on the Diocesan Clergy Day (Sept. 12). It is expected that the lawsuit between the breakaway group and the Episcopal Diocese of Fort Worth will be resolved by June 5, 2020. Because of this, all parishes have been asked to consider two questions:
Whom is God calling us to be?
What is God calling us to do?
The entire Diocese will also be engaging them.
Furniture Needed: Pogue will be shopping at used furniture stores for appropriate items for the Rector’s office, an expenditure previously approved by the Vestry. He noted that the doormats at main entrances are in poor condition and should be replaced.
Service Changes Proposed: The Interim Rector wants to include children in more of the 10:30 worship service. Also, there is a need for an adult formation time. He suggested moving Sunday School to a time between the services. Bess warned of the strong resistance to this during the tenure of the previous interim rector.
Search Committee Information: Pogue reported that the Search Committee will ideally be formed and divided into three groups: one to complete the Parish Profile (~6 members); one to review applications, interview, and visit candidates (10-12 members); and one to serve as transition committee for the new rector and her or his family (8-10 members). In the past, these have been three separate groups. He suggested that the first two groups initially work together, and once a rector is selected, handoff to the third.
Interim Activities and Plans: The Interim Rector also requested Vestry members’ assistance in encouraging anyone who is angry, hurt or resentful in this transition time to talk with him or Rev. Christopher Thomas. If needed, private counselors may also be engaged. In a transition, it is crucial to address and handle such issues to proceed healthfully.
Pogue will be inventorying the groups and ministries of St. Martin-in-the-Fields and making recommendations about those that need to be ended or revitalized. His goal is to create a charter for each group, an organizational chart for all, and a communication network between them. Included in each group’s charter will be a plan for rotation of leadership and short-term tasks. The Vestry endorsed his plans.
Ground Rules Provided: Pogue supplied two documents: “Ground Rules for Church Meetings” and “Guidelines for Dealing with Criticism.” These are attached to and made a part of these minutes.
Next Meeting Date
The next vestry meeting will be held October 20, following the Consecration Sunday meal, at approximately 2 pm.
The Vestry entered Executive Session at 2:32 pm.
Plans for Extending Curacy for Thomas
Mullaney moved the parish work to find funds to extend the employment of the Rev. Christopher Thomas at St. Martin’s during his job search. His curacy at St. Elizabeth/Christ the King ends in December 2019 and his St. Martin’s curacy ends in July 2020. Mitchell seconded the motion, and the motion carried. Mitchell will see if funds can be available so that Thomas would be a full-time curate at St. Martin’s in 2020.
Transportation Allowance for Music Director
Bess moved that up to $100 per month be afforded to Music Minister DeShay Jackson to be used for his work-related transportation costs. Jackson will submit his receipts for reimbursement. Sutton seconded the motion, and the motion carried.
Executive Session ended at 3:09 pm.
The Meeting ended at 3:10 with prayer by Sharon Dudek.
NEXT REGULAR VESTRY MEETING SUNDAY, OCTOBER 20 FOLLOWING THE CONSECRATION SUNDAY MEAL – APPROX 2 PM. FINAL PRAYER PROVIDED BY BEN TAYLOR.
Respectfully submitted,
Mary Beth Butler, Clerk
by Anika Rinker | Aug 11, 2020 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
August 18, 2019
Present: Bob Bess, Mary Beth Butler, Christopher DeClerk, Sharon Dudek, Keen Haynes, Brandy Heckel, D.J. Mitchell, Christopher Mullaney, Linda Seeber, Becky Snell, Julie Sutton
Absent: Ben Taylor
Also Present: Canon Janet Waggoner; Linda Snow, Historian; Sue Mitchell
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, August 18, 2019 in the East Parish Hall. The meeting was opened with prayer by Canon Waggoner at 12:10 pm.
Consideration of Vestry Minutes from July 25 and 28, 2019
Minutes from the meetings on July 25 and 28 were approved as distributed.
Deanery Report
Rev. Christopher Thomas reported that the four churches in the Deanery are interested in joining together to participate in the Tarrant County Pride March and Festival on October 5, 2019. The Vestry indicated their support for St. Martin’s to participate. Butler moved that a committee be established to increase the welcome of LGBTQIA persons to St. Martin’s. Mullaney seconded and the motion carried. Butler offered to convene the group.
Treasurer’s Report
Mitchell presented the Treasurer’s report. Mullaney moved acceptance and Sutton seconded. The motion carried. Snell noted that the Memorial Garden needs more concrete niches. After discussion it was agreed that the Memorial Garden contracts need to be reviewed and revised to ensure the cost being charged is reasonable.
Endowment: Bess moved that the pension funds left by Joy Malmgren to the church be directed to the Temporary/Emergency fund. Heckel seconded and the motion carried.
Approval of Audit Report
The report submitted by the Audit Committee was reviewed. Sutton moved approval, Seeber seconded and the motion carried. Per the recommendation of the committee, the Scrip program will be ended. Sutton moved that Haynes and Mitchell be tasked with oversight of and reporting on this process. Seeber seconded and the motion carried.
Housing Resolution for Fr. Ron Pogue
Sutton moved that the vestry adopt the following resolution:
Whereas the Very Reverend Ron Pogue, an ordained minister, is employed to serve St. Martin-in-the-Fields Episcopal Church as interim Rector, beginning September 1, 2019, and whereas St. Martin-in-the-Fields Episcopal Church does not provide a residence for its appointed ministers: It is hereby resolved that the compensation to be paid to the Very Rev. Ron Pogue for the calendar year 2019, and subsequent years unless amended, shall include an annual payment of $35,000, which is designated as housing allowance, within the meaning of the term as used in section 107 of the Internal Revenue Code.
DJ Mitchell seconded and the motion carried.
Stewardship Pledge Campaign
Becky Snell reported for the Stewardship Committee, which met with Fr. Ron Pogue on August 12, 2019. This year the church will use the New Consecration Sunday program. A report about this program and the proposed schedule was presented and is made an attachment to these minutes. Consecration Sunday is scheduled for October 20, 2019.
Ministry Fair (September 8, 2019)
The Ministry Fair is scheduled for September 8, which will be Fr. Ron Pogue’s first day to celebrate and preach at St. Martin-in-the-Fields.
Fundraiser Updates
Sutton and Dudek reminded members that each one is requested to secure $100 worth of donations for the September 28 fundraiser. They would like to have items in hand by September 21.
Junior Warden Report
Senate Bill 535: Mullaney reported on Texas Senate Bill 535 which changes the law regarding open carry of a weapon in places of worship. He will revise the presentation he created a few years ago on this topic and submit it to Bess, Haynes, and Pogue for consideration as a forum or other presentation.
Facility Usage by Outside Parties: Contract will be reviewed due to recent issues.
Grubby Sunday: Scheduled for August 25, 2019 after 10:30 service
Request: Both co-Jr. Wardens are employed full time and very busy. They cannot respond to maintenance calls instantly. Issues of maintenance should be reported to them; these will be managed.
Senior Warden Report
Haynes ceded the floor to DeClerk, who regretfully announced his resignation from the Vestry due to a new job out of state. His last meeting will be September 15. He read a letter, a copy of which is attached to and made a part of these minutes.
Haynes will be on vacation September 7 – 18.
Executive Session
The group entered executive session at 1:35 and closed that session at 2:57 pm.
Closing Prayer and Adjournment
The meeting was closed with prayer at 3:02 by Brandy Heckel.
NEXT REGULAR VESTRY MEETING SUNDAY, SEPTEMBER 15. LUNCH & FINAL PRAYER PROVIDED BY SHARON DUDEK
Respectfully submitted,
Mary Beth Butler, Clerk
