by Anika Rinker | Apr 26, 2019 | Vestry Updates
St. Martin-in-the-Fields Vestry Meeting
February 17, 2019
Present: Bob Bess, Mary Beth Butler (member & clerk), Christopher DeClerk, Sharon Dudek, Keen Haynes (senior warden), Brandy Heckel, the Rev. Scot McComas (rector), D.J. Mitchell (member & treasurer), Christopher Mullaney, Linda Seeber, Julie Sutton, Ben Taylor
Absent: Becky Snell; the Rev. Christopher Thomas (assisting priest)
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, February 17, 2019 in the East Parish Hall. The meeting opened with prayer by the Rector at 12:08 PM.
Bible Study
The Rector led the Vestry in a Bible study using Philippians 4:4-9.
Consideration of Minutes
Minutes of the January 20, 2019 meeting were approved with correction.
Treasurer’s Report
- Treasurer Mitchell reported on the January 2019 financials. Dudek moved acceptance and the motion carried.
- A piano was donated to the church and school at a cost of $300 for moving. The gift policy (11/17/13) was included with the Vestry packet and is made a part of these minutes.
- Mitchell said that per usual at the beginning of the year, next month’s meeting will include a resolution for consideration as follows:
- “By affirmative vote of the Vestry, the Church’s Financial Manager is directed to no longer process any payment that does not have with it a fully executed check request form, signed by the person who is responsible for the cost incurred, except as follows…” The statement will go on to identify persons with signature authority for budget items in 2019.
Fundraiser Updates & Calendar Information
- Heckel reported on planning for the March 15-16 rummage sale. A planning committee is meeting on Thursday afternoons at 2:30 in the chapel and all are welcome. Donations will be accepted on Friday, March 8 from 4-6 pm; Saturday, March 9 from 3-5 pm; Sunday, March 10, after services until 2 pm; and from Monday March 11 – Friday March 15 from 10 am – 2 pm. VPICs will announce collection dates and ask for volunteers in their pre-service comments. Plans were discussed for sale of hot dogs, drinks, and availability of a bounce house.
- DeClerk moved that Cub Scout Pack 937 be allowed to sell camp cards (discount cards for local businesses) at the rummage sale and at church. The motion carried.
2019 Calendar Information: Mitchell suggested that at March meeting, a subcommittee be formed to plan and schedule other fundraisers in 2019. McComas said that the school fundraiser is planned for April 27 at 6:00 p.m. He encouraged vestry members to attend.
Welcome Ministry Initiatives (Invite-Welcome-Connect)
Mitchell suggested a procedure for the Connect initiative that has been discussed for several months: Each vestry member will contact someone who has filled out a Contact Card since January 1 to welcome them and help them explore ways to meet their needs at St. Martin’s. The idea was expanded to include the entire list of active members, with each member taking 1/12th of the list and reporting back (generally, not specifically) about needs, questions, and other issues that arise from the conversations. Members are invited to send Mullaney emails with items that they believe should be addressed in the calls, and he will prepare a set of general talking points. A committee will be formed to proceed with this at the next meeting.
Sutton suggested and offered to write a brief survey of parishioners. The Vestry accepted with thanks.
Junior Warden’s Report
- Office Copier discussion: Parish Administrator Anika Rinker’s recommendation on copier update was discussed, and a copy is made a part of these minutes. Bess indicated his appreciation of the thoroughness of Rinker’s work. The Vestry concurred. Mitchell moved acceptance of the proposal presented by Rinker and the motion carried.
- Eagle Scout Project: DeClerk said he has an Eagle Scout ready to do a project who wishes to do it at St. Martin’s. His suggestion is improving the perimeter of the labyrinth with weed cloth and edging. Mitchell moved that the project be approved. The motion carried.
- Junior Warden Election: The vestry elected Bob Bess and Chris Mullaney to serve as co-Junior Wardens.
Senior Warden’s Report
Haynes tabled his report until the March meeting.
Rector’s Report
- Parochial Report Approved: The annual Parochial report was presented for review. Mitchell moved approval and the motion carried. The report will be filed with the national Episcopal Church.
- Cabes’ Application for Candidacy Approved: Corrie Cabes application for Candidacy was presented. Mullaney moved approval and the motion carried, with all members present signing their agreement.
- Vestry Liaison Assignments: Members who are not also serving as officers are asked to send the Rector their top three choices for assignments.
- School Board Vestry Representative Elected: Butler nominated herself to serve. The motion carried.
- Vestry Retreat information is to be announced.
Announcements/Upcoming Events
February 22 Setup Parish Hall for Vestry Leadership Training (Diocesan)
February 23 Vestry Leadership Training 9:30 – 3:00.
Vestry members, please arrive at 9:00 and wear nametag to help host.
February 24 Ministry Fair 9:30 and 12:15 (vestry requested to bring food items)
March 5 Shrove Tuesday. Pancake Supper, 5:30, talent show at 6:00 (Megan Grant handling talent show)
March 6 Ash Wednesday
March 15-16 Parish Rummage Sale – Fundraiser
The meeting adjourned at 2:55 pm with prayer by Taylor.
Respectfully submitted,
Mary Beth Butler, Clerk
Please note: Next regular vestry meeting Sunday, March 17, west parish hall. Lunch & closing prayer provided by: Christopher Mullaney
by Anika Rinker | Mar 11, 2019 | Vestry Updates
St. Martin-in-the-Fields Vestry Minutes
January 20, 2019
Present: Mary Beth Butler (member & clerk), Christopher DeClerk, Sharon Dudek, Keen Haynes, Brandy Heckel, D.J. Mitchell, Treasurer; Christopher Mullaney, Linda Seeber, Becky Snell, Linda Snow, Scot McComas, Rector; Ben Taylor, Christopher Thomas, Assisting Priest Joel Walker, Nancy Wieden.
Guest: Susan Kleinwechter, Communications Director
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, December 20, 2019 in the East Parish Hall. The meeting opened with prayer by the Assisting Priest at 12:21 PM.
Bible Study
The Assisting Priest led the Vestry in a Bible study using Romans 12:1-13.
Breeze Software Update
Communication Director Kleinwechter reported that 55 non-staff Breeze accounts have been activated to date. Less than ten new gifts have been made online. All data has been transferred from the previously used ICON CMO system and its use will be ended as of end of year 2018. Kleinwechter asked Vestry members attending the Parish Meeting on January 27 to bring laptops and walk parishioners through the sign-up process. Snow, Mullaney and Heckel offered to do this.
Revision of Questions for New Vestry Members
Mullaney asked that the questions asked of potential Vestry members be revised for clarity. A committee chaired by Mullaney and including Butler and Kleinwechter will address this via e-mail.
Junior Warden’s Report
The written report submitted by Linda Seeber was accepted with thanks for her service.
Senior Warden’s Report
Linda Snow reflected on her two years as Senior Warden. She reported to the group that the Invite-Welcome-Connect effort will need to be a major project championed by the entire congregation. She recommended serious effort be turned to this in 2019. The group thanked Linda for her excellent work.
Consideration of Minutes
Minutes of the December 16, 2018 meeting were approved as distributed.
Treasurer’s Report
- The Treasurer reported on the December 2018 financials. Mullaney moved acceptance and the motion carried.
- The draft 2019 budget was presented. Snell moved approval and the motion carried.
- Snell moved that the Vestry fully utilize the resources of the Diocese of Fort Worth and the National Episcopal Church Foundation to review and further develop our ministries, individual spiritual gifts, and financial activities. The motion carried.
Rector’s Report
- Butler will not be attending the annual meeting. The Rector requested a volunteer to act as substitute clerk for that event.
- A new tenant will be using the East Parish hall on Sunday evenings: La Iglesia de Keller, a Pentecostal group. Their references are excellent and their contribution will add $2600 to the budget.
- Ballot counters were identified for the Parish Meeting: Seeber, Snow, Walker, Wieden
Announcements/Upcoming Events
January 27, 2019 Annual Meeting and Potluck 12 pm
February 12, 2019 New Inquirer’s Class (Episcopal 101) begins
February 24, 2019 Ministry Fair
March 5 Shrove Tuesday. Pancake Supper, 5:30, talent show at 6:00
March 15-16 Parish Rummage Sale – Fundraiser
September 8, 2019 Ministry Fair
The meeting adjourned at 3:43 pm with prayer by Heckel
Respectfully submitted,
Mary Beth Butler, Clerk
Please note: Next regular vestry meeting Sunday, FEBRUARY 17, EAST Parish hall.
Lunch AND CLOSING PRAYER provided by: Christopher Declerk
by Anika Rinker | Dec 18, 2018 | News, Vestry Updates
St. Martin-in-the-Fields Vestry Meeting Minutes
December 9, 2018
Present: Keen Haynes, Brandy Heckel, Christopher Mullaney, Linda Seeber, Becky Snell, Linda Snow, Ben Taylor, Scot McComas, Rector; D.J. Mitchell, Treasurer
Not Present: Mary Beth Butler, Christopher DeClerk, Sharon Dudek, Joel Walker, Nancy Wieden.
A special called meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, December 9, 2018 in the Chapel. The meeting was held for the purpose of receiving an update on the 2019 Stewardship Campaign and discussion of the financial projections and proposed budget for 2019.The meeting opened with prayer by the Rector at 12:18 PM.
Stewardship Campaign and 2019 Financial Information
A discussion was held regarding the 2019 stewardship pledge campaign, financial projections for 2019 and the proposed budget. The 2019 budget will be presented to the vestry at the January 13, 2019 vestry meeting.
The meeting adjourned at 1:06 pm with prayer by Snow.
Respectfully submitted,
The Rev. Scot McComas
Rector and Substitute Clerk
Jr. Warden’s Report
by Anika Rinker | Dec 18, 2018 | News, Vestry Updates
St. Martin-in-the-Fields Vestry Meeting Minutes
November 18, 2018
Present: Mary Beth Butler (member & clerk), Christopher DeClerk, Sharon Dudek, Brandy Heckel, Christopher Mullaney, Linda Seeber, Becky Snell, Linda Snow, Ben Taylor, Scot McComas, Rector; Christopher Thomas, Assisting Priest; Nancy Wieden.
Not Present: Keen Haynes, D.J. Mitchell, Treasurer, Joel Walker.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, November 18, 2018 in the West Parish Hall. The meeting opened with prayer by the Rector at 12:36 PM.
Bible Study
The Rector led the vestry in a bible study using Ecclesiastes 3:1-8.
Consideration of Minutes
Minutes of the October 21, 2018 meeting were approved as distributed.
Treasurer’s Report
- The October 2018 Financials were reviewed. Dudek moved acceptance. The motion carried.
- There was further discussion of the draft budget for 2019.
Breeze Software Update
Volunteers (including Vestry members) will be asked to help with coaching parishioners in setting up Breeze accounts and using the system.
Rector’s Report
- School Report: The Rector indicated that, both nationwide and locally, there is a trend toward public schools offering pre-Kindergarten, transitional Kindergarten, and classes for even younger children. This has caused a downturn in private and parochial school enrollments. Discussion brought forward some ideas for other revenue streams: Offering before and after school care; offering our own camps; expanding VBS and raising tuition for VBS.
- Cub Scout Endeavor: DeClerk said that due to LDS churches withdrawing from Boy Scouts of America (now known as BSA), other churches are being asked to sponsor troops. He is exploring whether our parish would be interested in starting a Cub Scout Troop, in addition to our current Boy Scout Troop 937. Bob Garrity, a parishioner who is a Unit Commander in the Lakeview District, is supportive. DeClerk said that to start a Cub Scout troop we must have a Committee Chair, a Cub Master, and a Chartered Organization Representative. Mullaney moved that DeClerk continue to explore the option with the Vestry’s thanks. The motion carried.
Stewardship Report
- Pledge Campaign Update: An update was given on the 2019 pledge report. There are 76 pledges received with $252,220.00 committed thus far.
- Division of names for vestry calls to non-pledging members: Heckel distributed a suggested script & bulleted list of items to include in calls. Names of non-pledging members were divided among Vestry. There will be a brief special meeting after the 10:30 service on December 9 to discuss the 2019 Stewardship Campaign.
Junior Warden Report
There was no written report. Thanks were returned to Seeber for her diligent work.
Senior Warden Report
Snow said that the History Committee, which she chairs, meets at 1:00 on Thursdays and needs more assistance. The group is preparing for the 50th Anniversary of the church on January 18, 2020.
Announcements/Upcoming Events
December 2 Prayer Shawl Boutique between services & after 10:30 service
December 9 Special Called Vestry Meeting to review pledge calls
December 16 Regular Vestry meeting
January 13, 2019 Regular Vestry meeting (12:15 pm)
January 20, 2019 Special Called Vestry meeting to accept December 2018 Financials 12:15 pm
January 27, 2019 Annual Meeting and Potluck 12 pm
The meeting adjourned at 3:17 pm with prayer by Butler.
Respectfully submitted,
Mary Beth Butler, Clerk
Please note: Next regular vestry meeting Sunday, DECEMBER 16, WeST Parish hall.
lunch provided by Mary Beth Butler closing prayer: Mary Beth ButleR
by Anika Rinker | Dec 7, 2018 | Vestry Updates
St. Martin-in-the-Fields Vestry Meeting, October 21, 2018
Present: Mary Beth Butler (member & clerk), Sharon Dudek, Keen Haynes, Brandy Heckel, Christopher Mullaney, Becky Snell, Linda Snow, Scot McComas, Rector; Ben Taylor, Christopher Thomas, Assisting Priest; D.J. Mitchell, Treasurer, Nancy Wieden.
Not Present: Christopher DeClerk, Linda Seeber, Joel Walker.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, October 21, 2018 in the West Parish Hall. The meeting opened with prayer by the Rector at 12:27 PM.
Bible Study
The Rector led the vestry in a bible study using Ephesians 4:1-3.
Consideration of Minutes
Minutes of the September 16, 2018 meeting were approved as distributed.
Treasurer’s Report
- Mitchell led a review of the financials as presented. Haynes moved acceptance of the Treasurer’s Report. The motion carried.
- Mitchell presented a draft budget for 2019.
Breeze Software Update
The newly purchased Breeze software has been installed and staff and volunteers are training on it. It will be run alongside the current software through the end of the calendar year.
Stewardship
Haynes reported that to date, 11 pledges have been made for a total of $36,610.
Rector’s Report
- Nominating Committee: The rector asked for volunteers to serve on the nominating committee for the 2019 Vestry. Mary Beth Butler, Sharon Dudek, Becky Snell, and Linda Snow agreed to serve.
- Questions for Vestry Applicants: A draft of questions for vestry nominees and applicants was presented and is made a part of these minutes. Those interested in standing for vestry will be asked to address the questions in writing, with responses to be added to the candidate biographical statements published on the website.
Junior Warden Report
The written report was presented by McComas. A copy is attached to and made a part of these minutes.
Senior Warden Report
Snow said that staff member Anika Rinker has asked to sell homemade soap at the December 5 Prayer Shawl Boutique. 10% of her profits will be returned to the church. Haynes moved approval, and the motion carried.
Other Topics for Discussion
The annual Keller bike race presents problems for those trying to access the church. Butler agreed to talk with the city about ways to handle the issue. A discussion ensued regarding meeting space on campus.
Announcements/Upcoming Events
November 20: Ecumenical Dialogue 7 pm
November 22: Thanksgiving Worship 10 am
December 2: Prayer Shawl Boutique between services & after 10:30 service
The meeting adjourned at 1:55 PM with prayer by Snow.
Respectfully submitted,
Mary Beth Butler, Clerk
Please note: Next regular vestry meeting Sunday, November 18, east parish hall.
lunch provided by Becky Snell closing prayer: Mary Beth Butler
by Anika Rinker | Oct 22, 2018 | Vestry Updates
St. Martin-in-the-Fields Vestry Minutes
September 16, 2018
Present: Mary Beth Butler (member & clerk), Christopher DeClerk, Keen Haynes, Becky Snell, Linda Seeber, Linda Snow, Scot McComas, Rector; Christopher Thomas, Assisting Priest; D.J. Mitchell, Treasurer. Following election added: Brandy Heckel, Christopher Mullaney, Ben Taylor.
Not Present: Sharon Dudek, Joel Walker, Nancy Wieden.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, September 16, 2018 in the West Parish Hall. The meeting opened with prayer by the Rector at 12:20 PM.
Election of New Vestry Members
New vestry members were elected to fill vacant seats as follows:
Haynes moved the vestry elect Christopher Mullaney to complete the term of Kathy Wilkinson which ends 2019; Snell moved the vestry elect Brandy Heckel to complete the term of Jim Bedell which ends 20020; Butler moved the vestry elect Ben Taylor to complete the term of Ike Ogbue which ends 2021. Each motion carried unanimously.
New members were seated and welcomed by the rector, with thanks for their willingness to serve. Each will be supplied with a copy of The Vestry Handbook, keys, name tags, mail boxes, and contacted for a required background check.
Presentation by Senior Warden
Snow distributed a document titled, “Observations by the Senior Warden” outlining several group norms for members to adopt to help meetings run smoothly and end in a timely manner. Her recommendations are attached and made a part of these minutes.
Bible Study
The Rector led the vestry in a bible study using Mark 8:27-29a, 34-35.
Consideration of Minutes
Minutes of the August 19, 2018 meeting were approved as distributed.
Treasurer’s Report
Mitchell led a review of the financials as presented. Haynes moved acceptance of the Treasurer’s Report. The motion carried.
Finance Committee Announced
A Finance Committee of the Treasurer, Senior Warden, Rector, Snell, Haynes, and Heckel was created to work on the 2019 budget. The rector noted that the Finance Committee meets monthly on the Saturday prior to Vestry meetings at 3 pm in the Chapel. All are welcome to attend.
Vote on Church Management Software
DeClerk reported that the staff and vestry members who have reviewed the online giving options proposed have unanimously agreed on the Breeze church management program. It will replace the ICON software currently used. The cost for Breeze will not be higher than that for ICON. The plan is to introduce Breeze in the next weeks and run it concurrently with ICON until the new fiscal year, then continue with Breeze alone. Haynes moved that the change in software be made. The motion carried.
Stewardship
Haynes reported on the 2019 pledge campaign plans and shared a copy of the draft pledge card. The theme for the year is Boundless Giving.
Rector’s Report
- Discussion of Bylaws: This was tabled for future review.
- Youth Group Information and Discussion: The rector asked the vestry to consider ways to ensure that our restrooms are appropriately welcoming to young people in the process of coming out as transgender.
Junior Warden Report
Seeber remarked on her written report, presented prior to the meeting. The report is attached to and made a part of these minutes.
Senior Warden Report
No report was presented.
Other Topics for Discussion
It was announced that the prior week’s offering of red envelopes for the 17 Cents a Pound food campaign had netted $362.
Mullaney noted that some members of the Holy Mowers team need keys to be able to access water and facilities.
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 with Potluck 12:00 pm
November 4: Stewardship Ingathering Potluck Luncheon 12:00 pm
The meeting adjourned at 2:15 PM with prayer by Haynes.
Respectfully submitted,
Mary Beth Butler, Clerk
Please note: Next regular vestry meeting Sunday, October 21, WEST (SMALL) Parish hall.
lunch provided by Sharon Dudek closing prayer: Linda Snow
