Special Vestry Meeting Minutes for January 27, 2019

by Anika Rinker | Apr 26, 2019 | Vestry Updates

St. Martin-in-the-Fields Vestry Meeting
January 27, 2019
Present:  Bob Bess, Christopher DeClerk, Sharon Dudek, Keen Haynes (senior warden), Brandy Heckel, D.J. Mitchell (treasurer), Linda Seeber (junior warden), Scot McComas (rector), Julie Sutton, Ben Taylor.
Not Present: Mary Beth Butler, Chris Mullaney, Becky Snell
A special meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, January 27, 2019 in the Library. The meeting was called for the purpose of electing a junior warden, clerk of the vestry, and treasurer for the coming year, and for other organizational matters. The meeting opened with prayer by the rector at 2:00 PM.
Election of Clerk of the Vestry
Bob Bess moved that Mary Beth Butler be elected clerk of the vestry for the coming year. D.J. Mitchell seconded the motion and the motion carried.
Election of Treasurer
D.J. Mitchell moved that he be elected treasurer of the vestry for the coming year. Bob Bess seconded the motion and the motion carried.
Election of Junior Warden Tabled
There being no volunteer to serve as junior warden for the coming year, the election of junior warden was tabled until the February 17 meeting.
Vestry Sign-Ups
Vestry members chose which of the 3 weekend services to serve as the Vestry Person in Charge. The vestry meeting schedule, lists of the VPiC duties for each service, the VPiC schedule, and the contact information list will be emailed to members later this week.
Adjournment and Closing Prayer
The meeting closed with prayer led by the rector at 2:08 pm.
 
Respectfully submitted,
The Rev. Scot McComas, Clerk Pro Tempore and Rector
Next regular vestry meeting sunday, February 17, east parish hall.
Lunch & closing prayer provided by: Christopher DeClerk
 

Vestry Minutes for 2018 Annual Meeting

by Anika Rinker | Apr 26, 2019 | Vestry Updates

St. Martin-in-the-Fields Episcopal Church Annual Meeting 2018
January 27, 2019
The Annual Meeting of St. Martin-in-the-Fields Episcopal Church was held January 27, 2019 in the East Parish Hall. The Rector announced there was a quorum present, then opened the meeting with prayer at 12.28 PM.
Election of the Secretary
Linda Seeber moved the Rev. Scot McComas be elected secretary to record the minutes of the meeting. D.J. Mitchell seconded the motion and the motion carried.
Introduction of Current Vestry
The Rector introduced the current vestry members, and they were acknowledged by a round of applause. Those whose terms end in 2021 are Christopher DeClerk, Sharon Dudek, Becky Snell, and Ben Taylor. Those whose terms end in 2020 are Mary Beth Butler, Keen Haynes, Brandy Heckel, and Linda Seeber. He then introduced those whose terms end today. They are Christopher Mullaney, Linda Snow, Joel Walker and Nancy Wieden. He presented each with a St. Martin card. Nancy Wieden was not present due to illness and Christopher Mullaney was not present due to a sick child. The Rector expressed thanks on behalf of himself and St. Martin-in-the-Fields Episcopal Church to Linda Snow who has served as senior warden for the past two years. He gave her a gift of a Waterford Cross.
Ballot Counters Announced
The Rector announced the vestry members who will serve as the committee to count the ballots for this meeting: Linda Seeber, chair, Sharon Dudek, and Joel Walker.
2019 Vestry Election
The Rector announced the 4 candidates nominated to the vestry prior to today’s meeting: Bob Bess, DJ Mitchell, Chris Mullaney (who was eligible for election to a full 3 year term), and Julie Sutton. The Rector thanked all the nominees for their willingness to serve. There being no nominations from the floor, he declared the nominations closed. Gil Kleinwechter moved the slate be elected by acclimation. Kerry Angle seconded the motion, the motion carried, and the slate was elected.
Introduction of Current Delegates
Those who served as St. Martin’s delegates to diocesan convention during the past year were thanked for their service with a round of applause. They were Keen Haynes, Ron Hitchcock, Susan Kleinwechter, Ed McGlaston, and Becky Snell.
2019 Delegate Election
The Rector announced that the following individuals have been nominated to serve as St. Martin-in-the-Fields Episcopal Church delegates to diocesan convention for the coming year: Keen Haynes, Ed McGlaston, Becky Snell, and Linda Snow. One additional delegate was needed and Marty Hitchcock nominated Brandy Heckel to serve. Heckel’s nomination was seconded by Ron Hitchcock. There being no nominations from the floor, Linda Snow moved the nominations be closed and the slate elected by acclamation. Susan Kleinwechter seconded the motion, the motion carried, and the slate was elected.
Election of Alternate Delegates
The Rector asked for volunteers to serve as alternate delegates for 2019. The following persons volunteered: Bob Bess, Joel Walker, Paula Jefferson and Phyllis Bess. They were seconded by the following respectively: Keen Haynes, Jim Bedell, Marty Hitchcock, Deneice Wood. There being no more volunteers to come forward the Rector moved the slate of volunteers be elected as alternate delegates for 2019. Susan Kleinwechter seconded this motion, the motion carried, and the slate was elected.
Rector’s Report
The Rector announced that he had presented his report at every worship service this weekend, to ensure that even those not attending the meeting today would have the opportunity to receive it in person. After today’s meeting it will be available on the website. He thanked all the volunteers, staff and clergy who serve the people of St. Martin’s.
Senior Warden’s Report
Senior Warden Linda Snow expressed her thanks to the Rector for the confidence he has shown in her by asking her to serve as senior warden for past two years. She also thanked all the people of St. Martin’s who have helped in so many ways to make her job easier. She reviewed her report displayed on the screen, placing special emphasis on the outreach programs St. Martin’s conducted in the past year. She also discussed The General Convention of the Episcopal Church in Austin in summer 2018.
Junior Warden’s Report
Junior Warden Linda Seeber highlighted portions of her report and thanked all those who volunteered and have participated in the repair and maintenance of our buildings and their contents and surrounding grounds. The Rector thanked Linda and her husband, Dick, who assisted Linda in the upkeep and care of the grounds and facilities.
Financial Report
Treasurer DJ Mitchell provided copies of his report for all present and reviewed them. The report combined statement of operating income and expenses for the church and school for 2018, the same budget for 2019, the temporarily restricted fund activity and balances for 2018, and the 2018 cash carryover as of December 31, 2018.
The Rector thanked DJ and Sue Mitchell for their willingness to provide their financial expertise in hours of work on behalf of St. Martin’s. He also thanked the people who count the money weekly and make the deposits at the bank weekly.
Announcements and Final Remarks
Reports and Minutes on the Website: Parishioners were referred to all Annual Meeting reports for today which are published on the church website. Annual meeting minutes will be published on the website after their approval by the vestry as soon as possible.
Vestry Meeting: The vestry will meet in the church library immediately following this meeting.
Appointment of Senior Warden: The Rector announced he appointed Keen Haynes as Senior Warden for the 2019 year.
50^th Anniversary Announcement: Linda Snow invited people to assist the History Committee in preparation for St. Martin’s 50^th anniversary on January 18, 2020. The Rector asked people to gather in various parts of the room to represent the years they have attended St. Martin’s in groups of 0-5 years, 6-10 years, 11-15 years, 16-20 years, 21-25 years, and over 25 years. It was a great visual – depicting years of ministry at St. Martin’s.
Next Annual Meeting: The next annual meeting of St. Martin’s will be on January 26, 2020.
Closing Prayer         
The meeting closed with prayers by the Rector at 1:53 pm.
 
Respectfully submitted,
The Rev. Scot McComas, Secretary Pro Tempore and Rector

Vestry Minutes for February 17, 2019

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

1. Treasurer Mitchell reported on the January 2019 financials. Dudek moved acceptance and the motion carried.
2. 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.
3. 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

1. 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.
2. 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 1/12^th 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

1. 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.
2. 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.
3. 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

1. 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.
2. 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.
3. Vestry Liaison Assignments: Members who are not also serving as officers are asked to send the Rector their top three choices for assignments.
4. School Board Vestry Representative Elected: Butler nominated herself to serve. The motion carried.
5. 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

Vestry Minutes for January 20, 2019

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

1. The Treasurer reported on the December 2018 financials. Mullaney moved acceptance and the motion carried.
2. The draft 2019 budget was presented. Snell moved approval and the motion carried.
3. 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

1. Butler will not be attending the annual meeting. The Rector requested a volunteer to act as substitute clerk for that event.
2. 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.
3. 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