by Anika Rinker | Aug 11, 2020 | Vestry Updates
St. MARTIN-IN-THE-FIELDS VESTRY MEETING
July 28, 2019
Present: Mary Beth Butler, Christopher DeClerk, Keen Haynes, Brandy Heckel, D.J. Mitchell, Linda Seeber, Becky Snell, Julie Sutton
Absent: Bob Bess, Sharon Dudek, Christopher Mullaney, Ben Taylor
Also Present: Ayo Omoniyi, Deacon, Glenda Morehead, Parliamentarian, Linda Snow, Historian, Rhonda Ackley, Tony Ackley, Sue Mitchell, Dick Seeber
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, July 28, 2019 in the East Parish Hall. The meeting was opened with prayer by Deacon Omoniyi at 12:14 pm.
Consideration of Vestry Minutes from June 27, 2019
D.J. Mitchell moved acceptance of the minutes from the June 27 meeting. Mary Beth Butler seconded and the motion carried.
Editing of Vestry Meeting Minutes
Parliamentarian Glenda Morehead read a statement explaining the process by which she reviews draft minutes to ensure accuracy and proper format.
Treasurer’s Report
Mitchell presented the Treasurer’s report. Julie Sutton moved approval and Becky Snell seconded. The motion carried.
Stewardship Pledge Campaign
Keen Haynes asked for members to volunteer to be on the Stewardship committee. Rev. Pogue has asked to begin working with the committee prior to his official start date on September 1. Mitchell, Snell and Linda Seeber agreed to serve.
Ministry Fair (September 8, 2019)
Haynes said that the Ministry Fair would be held on the date above, along with a reception to welcome Rev. Pogue and his wife Gay. Haynes will not be present on that date, so Mitchell will coordinate the details of the fair. Snell will supply Haynes with contact information about ministry members and leaders.
Fundraiser Updates
In preparation for the Bingo! Fundraiser scheduled for September 28, Sutton distributed copies of a donation solicitation letter. The letter is attached and made a part of these minutes. Sutton has created a Google Sheets Document (SMITFBINGO_PotentialDonationList – link was sent to all Vestry members on July 28, 8:53 am), to which all Vestry members have been invited to contribute. The list contains 84 suggested donors. If a potential donor is approached, the result should be indicated on the Sheets document to avoid duplication. Each Vestry member is asked to solicit $100 worth of donated items for the event (gift cards or certificates or items for silent auction).
CPR Fundraiser is tentatively scheduled for Saturday, August 17. DeClerk will confirm this week.
Potential Eagle Project
DeClerk reported that a prospective Eagle Scout has proposed a project to clean up the area between the labyrinth and Memorial Garden. He moved that the Scout be allowed to raise funds by appeal to the parish. Mitchell moved acceptance, Butler seconded and the motion carried.
Stewardship Request by Scout
DeClerk said that a Scout member of the parish noticed use of plastic stirrers for coffee and asked that wooden stirrers be substituted to reduce environmental impact. Haynes agreed to ask parish administrator Anika Rinker to implement this.
DeClerk requested approval for Boy Scout Troop/Pack 937 to sell popcorn at church as a fundraiser. Snell moved acceptance, Mitchell seconded and the motion carried.
Junior Warden Report
Mullaney submitted a report to Haynes that lights were replaced and a new battery acquired for lawnmower. It was agreed that a Grubby Sunday is needed and Haynes will ask the Jr. Wardens to schedule, possibly on August 25.
Senior Warden‘s Report
Haynes said that a new Board Member and parish representative for 4 Saints Food Pantry be identified. Sutton agreed to take on this role with the goal of having a parishioner replace her by year end. Note that 4 Saints is also seeking a Director, a volunteer position requiring 15-20 hours per week. Applications are being accepted through August 1, 2019.
Dick Seeber offered to work in Outreach. He was accepted with thanks.
Hayes noted the need for two new outdoor flags due to the poor condition of the ones we have.
Linda Seeber has researched prices and will handle the purchase.
Guest Rhonda Ackley asked about restarting the Night in Bethlehem Advent program. It was agreed that this could be explored.
Mitchell moved adjournment, Sutton seconded, and the meeting was adjourned at 1:34 pm with prayer by Haynes.
NEXT REGULAR VESTRY MEETING SUNDAY, AUGUST 18. LUNCH & FINAL PRAYER PROVIDED BY BRANDY HECKEL
Respectfully submitted,
Mary Beth Butler, Clerk
by Anika Rinker | Aug 11, 2020 | Vestry Updates
St. Martin-in-the-Fields Vestry Meeting
July 25, 2019
Special Called Meeting
Present: Mary Beth Butler, Christopher DeClerk, Keen Haynes, Brandy Heckel, Christopher Mullaney, Linda Seeber, Becky Snell, Julie Sutton
Present by telephone: Bob Bess, Sharon Dudek, Ben Taylor
Absent: D.J. Mitchell
A special called meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held on Thursday, July 25, 2019 in the East Parish Hall. The meeting was closed to the public. The purpose of the meeting was to interview The Rev. Ronald Pogue, candidate for Interim Rector. The meeting was opened with prayer by Rev. Pogue at 7:10 p.m.
The Vestry and Rev. Pogue engaged in questions and answers for approximately one hour. Afterward, the Rev. Pogue departed the meeting.
Following discussion, Mary Beth Butler moved that the Very Rev. Ronald Pogue be called as Interim Rector. Julie Sutton seconded and the motion carried.
The Letter of Agreement was reviewed. Following discussion, Julie Sutton moved and Christopher DeClerk seconded that the Letter of Agreement as presented be approved. The motion carried.
The meeting was closed with prayer by Brandy Heckel at 9:23 p.m.
Respectfully submitted,
Mary Beth Butler, Vestry Clerk
by Anika Rinker | Jul 16, 2019 | Vestry Updates
St. Martin’s Special Vestry Meeting, June 4, 2019
Present: Bob Bess, Mary Beth Butler (member & clerk), Sharon Dudek, Keen Haynes, Brandy Heckel, Rev. Scot McComas, Rector, D.J. Mitchell (member & treasurer), Christopher Mullaney, Linda Seeber, Becky Snell, Julie Sutton
Absent: Christopher DeClerk, Ben Taylor
Also Present: the Rev. Janet Waggoner, Canon to the Ordinary, Diocese of Fort Worth
A special called meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Tuesday, June 4, 2019 at 6:30 pm in the East Parish Hall. The meeting was called for two purposes – to receive information regarding Safeguarding Training and for a Matter Regarding a Personnel Change. The meeting was opened with prayer by the Rector at 6:36 PM.
Safeguarding Update
The Rector distributed printed information about the Safeguarding Courses that Vestry members and other church volunteers are required to complete. The document is attached and made a part of these minutes.
Vestry members are asked to contact Anika Rinker in the church office to determine which modules they need to take and by when and to receive log-in information.
An in-person training session for “Safeguarding God’s Children” will take place at St. Martin’s at 12:30 pm June 30 for those who prefer a group training setting rather than individual training via the internet. All congregation members will be invited to attend. A trainer will be secured by Sutton.
Personnel Change
Rector’s Announcement: The Rector announced he has accepted a call from Church of the Nativity, Scottsdale, AZ. He read a letter to that effect that will go out to St. Martin’s parishioners at 9 pm following this meeting. The document is attached and made a part of these minutes. His last Sunday at St. Martin’s will be July 14, 2019. A farewell reception for him will be held in the Parish Hall after the 10:30 service that day.
Canon’s Remarks: Canon Waggoner gave an overview of the process for St. Martin’s going forward. The Clerk’s notes on those remarks are attached to and made a part of these minutes.
Vestry Vote: Bess moved the Vestry accept the resignation of Scot McComas as Rector of St. Martin-in-the-Fields Episcopal Church with thanks to him for his five years with us. The motion carried.
Bess moved the meeting be adjourned, and the motion carried.
The meeting was closed with prayer at 7:43 PM by the Rector.
Respectfully submitted,
Mary Beth Butler, Clerk
by Anika Rinker | Jul 16, 2019 | Vestry Updates
Meeting Minutes, May 21-22, 2019
A special called meeting on email
Voting by e-mail: Bob Bess, Mary Beth Butler (member & clerk), Christopher DeClerk, Sharon Dudek, Keen Haynes, Brandy Heckel, D.J. Mitchell (member & treasurer), Christopher Mullaney, Linda Seeber, Becky Snell, Julie Sutton.
Voting by phone per Rector Scot McComas: Ben Taylor
A special called meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held via e-mail on Tuesday, May 21 and Wednesday, May 22.
At the May 5 meeting, the Vestry voted to approve the proposal submitted by Chuck Taylor, Chair of the Communications Committee, for the replacement of the current sound system. Subsequently, there was confusion over the result of the vote, so after e-mail conversation among the Vestry members, Julie Sutton referenced the Parish Bylaws Article 5.6 (c) and moved the following:
that we seek additional funds for the temporarily restricted fund called “sound system + audio system” via a fundraiser handled by Sr. Warden Keen Haynes (per the minutes on 5/5/19).
All members voted in the affirmative and the motion carried.
Respectfully submitted,
Mary Beth Butler, Clerk
by Anika Rinker | Jul 16, 2019 | Vestry Updates
St. Martin-in-the-Fields Vestry Meeting Minutes – May 19, 2019
Present: Bob Bess, Mary Beth Butler (member & clerk), Sharon Dudek, Keen Haynes, Brandy Heckel, D.J. Mitchell (member & treasurer), Christopher Mullaney, Linda Seeber, Becky Snell, Julie Sutton, Christopher Thomas, Assisting Priest
Absent: Christopher DeClerk, Ben Taylor, Scot McComas, Rector
Also Present: Glenda Morehead, Parliamentarian, Linda Snow, Historian
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, May 19, 2019 in the West Parish Hall. The meeting was opened with prayer by the Assisting Priest at 12:27 PM.
Bible Study
The Assisting Priest led the Vestry in a study using Ephesians 5:1-2, 6-11, 18b-20.
Senior Warden Haynes chaired the balance of the meeting.
Norms of Vestry Meetings
Mullaney is working on a draft of a statement to be read at the beginning of all meetings. The matter was tabled until the June 23 meeting.
Fundraiser Updates & Calendar Planning
Dudek and Sutton presented their proposal for a Parish Bingo Night on September 28. This document is attached and made a part of these minutes. Signup sheets were circulated for volunteer positions. Mitchell moved acceptance of the proposal and the motion carried.
The Octoberfest event will be offered as planned on October 27 with the following elements: Chili Cookoff, Trunk or Treat, Beer and possibly wine by parish artisans.
Parish Bylaws Approved
The revised Parish Bylaws were presented at the May 5, 2019 meeting. Bess moved that the bylaws be accepted as presented. The motion carried. The bylaws were signed by Hayes as Senior Warden and Butler as Clerk, affirming the vote. Morehead will submit copies to the Diocesan office and to the investment firm.
Senior Warden’s Report
AED & CPR Classes: Haynes said that DeClerk will be offering AED and CPR classes on a date to be announced.
Walk or Run Evenings: Mullaney will be forming a group to walk or run together one evening per week.
Safeguarding Vestry members were reminded to update their Safeguarding classes. This may now be done entirely online. It was agreed to ask Kirsten Tiemann to offer a Safeguarding class on June 30 following the 10:30 service. Class will be open to all members of the congregation.
Consideration of Minutes
Minutes of the May 5, 2019 meeting were approved.
Treasurer’s Report
Treasurer Mitchell reported on the April 2019 financials. Heckel moved acceptance and the motion carried.
Transparency of Financial Status: Mitchell will make his first bi-monthly announcement on the “State of the Financials” at the services on June 1 & 2.
Salary Increase for Parish Administrator: Bob Bess moved that the salary of the Parish Administrator be increased to $40,000.00 per year effective February 1, 2019, due to an increase in responsibilities of the position and to bring the salary to market level. The motion was seconded and carried.
Welcome Ministry Initiatives
Three follow up calls were assigned.
Junior Warden’s Report – Labyrinth Signage
Bess noted ongoing needs for replacement of bulbs and HVAC filters. Parishioner Andres Delgado owns a handyman service and it was suggested that he be contacted to assist with this and other work.
Rector’s Report
In the absence of the Rector, no report was presented.
Announcements/Upcoming Events
June 2: Parish Picnic and Blood Drive
June 9: Pentecost
July 15-19 Vacation Bible School
July 22 – 25 City Week at Union Gospel Mission
The meeting adjourned at 2:28 pm with prayer by Mullaney
Respectfully submitted,
Mary Beth Butler, Clerk
by Anika Rinker | May 15, 2019 | Vestry Updates
St. Martin-in-the-Fields Vestry Minutes – March 17, 2019
Present: Bob Bess, Mary Beth Butler (member & clerk), Christopher DeClerk, Sharon Dudek, Keen Haynes, Scot McComas, Rector; D.J. Mitchell (member & treasurer), Christopher Mullaney, Linda Seeber, Julie Sutton, Ben Taylor, Christopher Thomas, Assisting Priest
Absent: Brandy Heckel, Becky Snell
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, March 17, 2019 in the East Parish Hall. The meeting opened with prayer by the Rector at 12:32 PM.
Bible Study
The Rector led the Vestry in a Bible study using 1 Corinthians 12:4-31.
Senior Warden to Chair Vestry Meetings
The Rector reminded the vestry that although church canons state he is president of both the parish and the vestry, canons also authorize him to appoint another person to chair meetings in his stead if he chooses. He has asked the Senior Warden, Keen Haynes, to share chairing of vestry meetings for the rest of this vestry year. The rector will open the meetings as usual and lead the Bible study, then turn the chair over to Haynes for the balance of the meeting.
Meeting Norms
In the interest of helping meetings go more smoothly vestry members endorsed having a list of norms for meetings which will apply to all those present at vestry meetings – not only those who are officially a part of the meeting but those who come as visitors and observers. The list will be read at the beginning of all Vestry meetings.
Consideration of Minutes
Minutes of the January 27, 2019 Annual Meeting were approved as corrected. Minutes of the January 27, 2019 Special Called Vestry Meeting were approved. Minutes of the February 17, 2019 Vestry Meeting were approved as corrected.
Treasurer’s Report
Treasurer Mitchell reported on the January 2019 financials. Sutton moved acceptance and the motion carried.
Fundraiser Updates & Calendar Planning
The Rummage Sale held the weekend of March 15-16 was extremely successful, with funds raised close to $5000 (a full assessment has yet to be made). Further success was noted in the hard work of Brandy Heckel and other organizers and volunteers, and in the opportunity provided for the parish to work together toward a common goal.
Additional fundraising opportunities were suggested as follows:
Band of Moms is considering a “Mom Prom” – invite Good Shepherd Catholic Church to join us.
Oktoberfest Polka Band with Sausage, sauerkraut and a craft beer contest
CPR Classes – Christopher DeClerk is certified to offer several types of CPR classes and this could be beneficial to our community’s health and also serve as a fund raiser. DeClerk and Mitchell will bring forward a proposal on this.
Parish Picnic with Blood Drive, Bounce House, homemade ice cream contest – Sutton agreed to manage this event. Good Shepherd Church will also be invited to this event.
Shrove Tuesday Change for 2020
Sutton moved that due to schedule difficulties with a weeknight event, the 2020 Shrove Tuesday Pancake Meal be moved to Sunday, February 23, 2020, immediately following the 10:30 service. A vote was taken and the motion carried.
Welcome Ministry Initiatives (Invite-Welcome-Connect)
The Rector asked for reports on phone calls to visitors. Calls made so far have not been returned. More copies of cards were distributed and vestry members were asked to make calls and report on them next month.
Junior Warden’s Report
- Bess reported that he anchored the dishwasher in the office building.
- Bess also proposed that the short “wheelchair pew” which is in the back of the nave be moved forward, swapped for an existing pew, and placed in the center of the space. This will allow room for two wheelchairs, one on either side, and will not place our wheelchair using members in the back pew.
- Mullaney said that some of the Dutch doors (two-part doors) are made of particle board and are deteriorating. They need to be replaced. He will consult with the Head of School on State requirements for these doors.
Senior Warden’s Report
Haynes suggested that the church adopt a year-round stewardship program, with quarterly focus on Wealth, Health, Time and Talent, and the Environment. A quarterly blood drive was suggested as part of this and will begin at the June 2 picnic.
Rector’s Report
- The Rector made the Vestry Liaison Assignments. The list of responsibilities is attached and made a part of these minutes.
- He announced the appointment of the following to serve as a Personnel Committee – Bess, Butler, DeClerk, Haynes, and Mitchell.
Announcements/Upcoming Events
Vestry members are reminded to update their Safe Church Training (if required) by June. If not sure what classes to take and when, contact Anika in the church office.
The meeting adjourned at 2:15 pm with prayer by Mullaney
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Respectfully submitted,
Mary Beth Butler, Clerk
