by Alan Bentrup | Jan 23, 2018 | News, Vestry Updates
St. Martin-in-the-Fields Vestry Meeting
December 17, 2017
Present: Norma Barbier, Jim Bedell, Jack Bolerjack, Charles Busey, Ike Ogbue, Courtney Mullaney, Linda Seeber, Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Mary Beth Butler.
Also present: Ron Hitchcock.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, December 17, 2017 in the East Parish Hall. The meeting opened with prayer by the Rector at 12:55 PM.
Labyrinth Completion Approved
Ron Hitchcock gave background on the labyrinth design and reviewed the 3 proposals received for completion of the labyrinth as previously approved. Joel Walker moved the vestry approve completion of the project by accepting the proposal of Lone Star Power Wash & Concrete Floors, Inc., as presented. (See attached.) Jack Bolerjack seconded the motion and the motion carried. Maintenance costs for the labyrinth will be built into the Multi Year Budget.
Consideration of Minutes
Jim Bedell moved the vestry approve the minutes of the November 19, 2017 meeting as distributed. Kathy Wilkinson seconded the motion, and the motion carried.
Treasurer’s Reports
The Treasurer remarked that the November financials were not sent out electronically prior to the vestry meeting, and the same will hold true for the December financials. He reviewed the November financials. (See attached.)
Vestry Acceptance Vote: Linda Snow moved the treasurer’s report be accepted as presented. Kathy Wilkinson seconded the motion and the motion carried.
Vote on Rector’s Housing Allowance for 2018
Joel Walker moved the vestry adopt the following resolution:
Whereas the Reverend Scot McComas, an ordained minister, is employed to serve St.-Martin-in-the-Fields Episcopal Church as Rector; 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 Rev. Scot McComas for the calendar year 2018, and subsequent years unless amended, shall include an annual payment of $35,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
Charles Busey seconded the motion, and the motion carried.
Vote on Assistant Clergy’s Housing Allowance for 2018
Kathy Wilkinson moved the vestry adopt the following resolution:
Whereas the Reverend Susan Slaughter, an ordained minister, is employed to serve St. Martin-in-the-Fields Episcopal Church as an Assistant Clergy; 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 Rev. Susan Slaughter for the calendar year 2018, and subsequent years unless amended, shall include an annual payment of $15,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
Ike Ogbue seconded the motion, and the motion carried.
Stewardship Report
Nine of the people who pledged for 2017 but have not pledged for 2018 will be called by vestry members. As of today 115 pledge cards have been received, a total of $348,138.00 has been pledged. There are nine families that have moved away.
St. Martin’s Episcopal School
The rector announced that currently 65 students are enrolled in the school. School will resume on January 4, 2018. He thanked Gary Wilkinson for his chairmanship of the school board this year.
Diocesan Information
Our rector continues to serve on the Executive Council through the end of 2017 representing our Deanery.
Junior Warden’s Report
Junior Warden Charles Busey reported the following:
Painting of the Monument Sign: The work has been completed and looks good.
Irrigation System Update: Busey has learned that the cost of digging a water well would fall on the church alone, and the cost of the installation and continued maintenance of a well would be prohibitive. Fever United has offered to pay for the installation of a meter and changes to the sprinkler system required for them to assume full financial responsibility to maintain the fields. St. Martin’s would bear the costs of installation of the meters and water lines to maintain the water to the buildings and to the rest of the land. No final decision has been made on the matter at this time. Until a change is made, the church and Fever will continue to split the bills as is done at present. Busey will continue to work on correcting the irrigation system in the Memorial Garden and the labyrinth even after he retires as junior warden
Crumbling Parish Hall Thresholds: Busey plans to confer with Neil Rinker on the best way to correct the thresholds. It may be that doing the work in-house is the best approach.
Maintenance Shed: The maintenance shed has been cleared out and all unusable items discarded. The blank bricks for the labyrinth are currently being stored in the shed until they can be put in place for the labyrinth.
New Hot Water Heater: A new hot water heater has been installed in the closet next to the men’s bathroom in the church building.
Senior Warden’s Report
Distribution of Names for Calling: The names of the nine 2017 pledgers who have not yet pledged for 2018 were distributed among vestry members willing to make the calls.
Reception Refreshments: Senior Warden Snow reminded vestry members of the items they plan to bring for the Reception for Ayo Omoniyi’s ordination tomorrow night.
Rector’s Report
The rector announced the following:
Penner Retirement: Deacon Henry Penner is retiring and the weekend of January 13-14 will be his last day in the pulpit at St. Martin’s. He will continue to serve as a chaplain at Baylor-Grapevine Hospital. A reception honoring Penner will be held following the 10:30 service on January 14.
Organist/Choir Director Update: Jim Bedell is playing the robo-organ for both the 5 PM Saturday service and 8:30 AM Sunday service. A prelude is played before each of these services. The Vestry Person in Charge at those 2 services is instructed to make the announcements following the prelude. A search committee is being formed to search for an organist/choir director. Marianna Folger has graciously agreed to serve in that capacity at the 10:30 service in the interim.
Candidates for Vestry Election: The following eight individuals are running for 3 year vestry terms: Christopher DeClerk, Sharon Dudek, Keen Haynes, Ed McGlaston, Christopher Mullaney, Ike Ogbue, Becky Snell and Garrison Sutton. Elections will be held at the Parish Annual Meeting, January 28, 2018.
Adjournment and Closing Prayer
The meeting adjourned at 3:10 PM with prayer by Linda Seeber
Respectfully submitted,
Glenda Morehead
Clerk
by Alan Bentrup | Jan 23, 2018 | News, Vestry Updates
St. Martin-in-the-Fields Vestry Meeting
October 15, 2017
Present: Norma Barbier, Jim Bedell, Jack Bolerjack, Mary Beth Butler, Courtney Mullaney, Linda Seeber, Linda Snow, Joel Walker, Kathy Wilkinson; Scot McComas, Rector; DJ Mitchell, Treasurer.
Not present: Charles Busey, Ike Ogbue, Nancy Wieden, Glenda Morehead, Clerk.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, October 15, 2017 in the East Parish Hall. The meeting opened with prayer by the Rector at 12:15 PM.
Consideration of Minutes
Jim Bedell moved the vestry approve the minutes of the September 24, 2017 meeting as distributed. Kathy Wilkinson seconded the motion, and the motion carried.
Treasurer’s Reports
The Treasurer reviewed the August monthly financial reports. (See attached.)
Vestry Acceptance Vote: Joel Walker moved the treasurer’s report be accepted as presented. Jim Bedell seconded the motion, and the motion carried.
Consideration of Trunk or Treat Fundraiser for Youth Ministry
Kathy Wilkinson moved that the vestry accept the proceeds of the Trunk or Treat fundraiser (scheduled for October 29) for youth ministry. Courtney Mullaney seconded the motion, and the motion carried.
Stewardship Report
The rector will pick up a large pledge return progress chart this week to display in the narthex starting October 21. He encouraged all vestry members to return their pledge cards as soon as possible.
It was suggested and agreed for the sake of security that pledge cards received in the offering should be placed in the safe, and not in the Clerk’s box (as previously instructed).
Ministry Liaison Reports
Due to late submissions of reports and the absence of the Clerk, reports will be considered at the November meeting.
St. Martin’s Episcopal School
The rector announced that currently 64 students are enrolled in the school. He noted a trend in public education to offer kindergarten and pre-K, which may affect the future of St. Martin’s School. According to the National Association of Independent Schools (NAIS), private school enrollment is down 41% across the U.S.
Diocesan Information
Diocesan Convention: Diocesan Convention 2017 will be held November 10 – 11 at the Cleburne Convention Center. November 10 schedule is 1 pm to 9 pm. November 11 schedule is 8:30 am to approximately 4 pm.
Omoniyi Ordination: A date has been set for Ayo Omoniyi’s Ordination to the Vocational Diaconate. It will be Monday, December 18 at 7:00 pm at St. Martin-in-the-Fields.
Junior Warden’s Report
Delivered by Rev. Scot McComas on behalf of Charles Busey.
- Tree Trimming: Trees were trimmed and a large tree that had rotted was removed for safety reasons.
- Fire Inspection Report: Fire inspector has agreed that sheetrocking over the open areas in the closet in the nave (where chairs are currently stored) will satisfy the safety finding from the inspection. This will cost about $100 and will be handled by Neil Rinker.
- Concrete Sign Painting: Neil Rinker will handle the repainting of the monument sign on Pearson Lane.
- Leaving Flags up 24/7: This question was raised again. Charles Busey is investigating cost of lighting.
Senior Warden’s Report
The questionnaire for long-time members, which will help to prepare the 50th Anniversary history, is nearly complete. It will be distributed before and during the pledge ingathering event on November 12.
Rector’s Report
Please note and participate in the upcoming events:
Trunk or Treat Fundraiser & Chili Cookoff, October 29
Stewardship Ingathering & Celebration, St. Martin’s Day, November 12
Adjournment and Closing Prayer
The meeting adjourned at 1:08 PM with prayer by Linda Snow.
Respectfully submitted,
Mary Beth Butler
Substitute Clerk
by Alan Bentrup | Nov 22, 2017 | News, Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
September 24, 2017
Present: Norma Barbier, Jim Bedell, Jack Bolerjack, Charles Busey, MaryBeth Butler, Courtney Mullaney, Ike Ogbue, Linda Seeber, Linda Snow, Joel Walker; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Nancy Wieden, Kathy Wilkinson.
Also present: Max Tiemann.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, September 24, 2017 in the East Parish Hall. The meeting opened with prayer by the Rector at 12:38 PM.
Eagle Scout Project Update
Max Tiemann returned to the vestry to give an update on his proposed Eagle Scout Project. He brought with him a drawing giving further information on the location, layout and design of the walkway he plans to build to the labyrinth. The walkway will be approximately 23 feet long and forty inches (five bricks) in width. Ten square yards of top soil have been delivered and will be used to provide the base for the walkway. More can be delivered if needed. St. Martin’s is providing the top soil for the project. Tiemann plans to complete the project in two days with the help of other scouts. He will begin his approved fundraising activities immediately, and will be making announcements at all services for the month of October. He will contact the parish administrator to ensure that announcements of the fundraiser are included in all bulletins and weekly electronic sendings to the parish. He sees October 21 as the earliest possible day to begin the work with completion on October 28. Ron Hitchcock envisions decorative plantings along the sides of the walkway and the labyrinth once all the construction is complete.
Consideration of Minutes
Ike Ogbue moved the vestry approve the minutes of the August 27, 2017 as distributed. MaryBeth Butler seconded the motion, and the motion carried. Courtney Mullaney moved the vestry approve the minutes of the September 10, 2017 minutes as distributed. Jim Bedell seconded the motion and the motion carried.
Treasurer’s Reports
The Treasurer reviewed the August monthly financial reports. (See attached.)
Vestry Acceptance Vote: MaryBeth Butler moved the treasurer’s report be accepted as presented. Courtney Mullaney seconded the motion, and the motion carried.
Rector’s Housing Allowance Change
Due to an increase in costs the rector has asked that his housing allowance be increased. Linda Snow moved the vestry adopt the following resolution:
Whereas the Reverend Scot McComas, an ordained minister, is employed to serve St.-Martin-in-the-Fields Episcopal Church as Rector; and
Whereas St. Martin-in-the-Fields Episcopal Church does not provide a residence for its appointed ministers:
It is hereby resolved that effective immediately the compensation to be paid to the Rev. Scot McComas and continuing for subsequent years unless amended, shall include an annual payment of $35,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
Jim Bedell seconded the motion and the motion carried.
Stewardship Report
The stewardship campaign began this weekend as parishioners began picking up their pledge cards. Some pledge cards have already been returned. More information will be forthcoming as the campaign progresses toward celebration day on St. Martin’s Day November 12.
Recycling Research Update
Norma Barbier presented the results of her research on recycling in City of Southlake. All recycling in Southlake is done through Republic Services as is trash collection, and the billing for such services comes directly from Republic. More information is needed on what materials are recyclable, the size of containers, frequency of collection, etc, so a decision on the matter will take place at a later date. Since St. Martin’s is committed to recycling as much as feasible, education of the parish to that effect will be undertaken immediately.
St. Martin’s Episcopal School
The rector announced that currently 65 students are enrolled in the school – five new students. One teacher has found it necessary to leave, but creative rearranging of the classrooms has meant that no new teacher was needed. He stated that the school director and her staff are to be commended for their efforts in this regard.
Diocesan Information
Diocesan Convention 2017 will be held November 10 – 11 at the Cleburne Convention Center. Delegate Kathy Wilkinson cannot attend, so alternate Christopher DeClerk will be taking her place; Susan Kleinwechter also cannot attend. At this time it is not known who will attend in her place. Both Scot McComas and Joel Walker are running for election to the Standing Committee.
Junior Warden’s Report
Lighting for the Flags: There have been suggestions that St. Martin’s flags be flown 24 hours a day. To do so they would have to be lighted between sundown and sunrise. Junior Warden Busey stated that more investigation is needed as to the types of lighting available, which would be best for the flagpole location and the costs involved. In the meantime the flags will continue to be raised and lowered as is the current practice.
New Sprinkler Stations: New shrubs on the property require the installation of additional sprinkler stations to water the shrubs. Total cost is not known at this point, but the funding will come out of regular Building and Ground maintenance.
Issues Reported in Recent Fire Inspection: The recent fire inspection revealed some problems that need to be corrected. While some of the problems are simple regular maintenance, making the large storage closet under the narthex stairs fireproof may be more costly and require additional funding. More investigation is need as to the necessary remedy and cost. Busey will provide more information when he has investigated possible options.. Vestry member planned to look at the area involved following the vestry meeting.
Senior Warden’s Report
Nothing new to report. No report given.
Rector’s Report
Nothing new to report. No report given.
Household Items on Hand
Courtney Mullaney reported that Becky Snell is responsible for the items given for the Refugees in TX Program, and would like to receive information on what should be done with the items collected. The rector will investigate the matter and inform Snell on the results.
Announcements / Upcoming Events
Rise against Hunger 10 AM – 1 PM September 30
Ministry Liaison Reports – October 15 (Due to Clerk October 9)
Stewardship Ingathering and Celebration– St. Martin’s Day, November 12
Adjournment and Closing Prayer
The meeting adjourned at 2:28 PM with prayer by Jim Bedell.
Respectfully submitted,
Glenda Morehead, Clerk
Please note: Next regular vestry meeting Sunday, October 15, 2017, 12:15 PM, East parish Hall.
by Alan Bentrup | Sep 25, 2017 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
September 10, 2017
Present: Norma Barbier, Jim Bedell, MaryBeth Butler, Courtney Mullaney, Ike Ogbue, Linda Seeber, Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Jack Bolerjack, Charles Busey.
A special meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, September 10, 2017 in the chapel. The meeting was called for the purpose of consideration of resolutions to set up funds for hurricane relief. The meeting opened with prayer by the Rector at 12:00 PM.
Profit from Sale of Gift Cards
Linda Snow moved that St. Martin’s profit from gift card sales for hurricane relief through October 1, 2017, also go for hurricane relief. Kathy Wilkinson seconded the motion, and the motion carried.
Creation of Hurricane Relief Fund
Joel Walker moved the vestry create a temporarily restricted Hurricane Relief Fund to receive all monies contributed for hurricane relief through the balance of 2017. MaryBeth Butler seconded the motion, and the motion carried.
The rector will ensure that the congregation is made of aware of these decisions by the vestry by all means possible.
Although no vote was taken to that effect it is expected that St. Martin’s will follow the recommendation of the Episcopal Diocese of Fort Worth that all monies designated for relief of hurricane victims go through ERD (the Episcopal Relief and Development Fund).
The meeting adjourned at 12:25 PM with prayer by MaryBeth Butler.
Respectfully submitted,
Glenda Morehead, Clerk
Please note: Next regular vestry meeting Sunday, September 24, 2017, 12:15 PM, East parish Hall.
by Alan Bentrup | Sep 25, 2017 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
August 27, 2017
Present: Norma Barbier, Jim Bedell, Jack Bolerjack, Charles Busey, MaryBeth Butler, Courtney Mullaney, Ike Ogbue, Linda Seeber, Linda Snow, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Joel Walker, Kathy Wilkinson.
Also present: Max Tiemann.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, August 27, 2017 in the East Parish Hall. The meeting opened with prayer by the Rector at 12:38 PM.
Eagle Scout Project Presentation and Vote
Max Tiemann, a member of St. Martin’s, came before the vestry to present his Eagle Scout Project proposal. He wants to build a walkway to the labyrinth using the bricks purchased for that purpose. The labyrinth is to be wheelchair accessible which will require construction of a ramp from ground level to the slab on which the labyrinth exists. His initial plans include a dirt base for the ramp which will be approximately 22 feet long and 36 inches wide. He believes that other Boy Scouts will help with the prep work. Charles Busey and Ike Ogbue will oversee the project to ensure it provides the best result. MaryBeth Butler moved the vestry approve Tiemann’s request for a St. Martin’s fundraiser for his Eagle Scout Project once his plans are finalized. Jim Bedell seconded the motion, and the motion carried. He is to return to present his completed plans for the project at the September 24, 2017, meeting.
Consideration of Minutes
Jack Bolerjack moved the vestry approve the minutes of the July 16, 2017 meeting as distributed. Linda Snow seconded the motion, and the motion carried.
Treasurer’s Reports
The Treasurer reviewed the July monthly financial reports. (See attached.) He remarked that if the current trend continues, St. Martin’s will end the year with a surplus. At this point the financials are better than historically for mid August.
Vestry Acceptance Vote: Jack Bolerjack moved the treasurer’s report be accepted as presented. Jim Bedell seconded the motion, and the motion carried.
Budget Committee Announced
The following individuals will serve as the Budget Committee to prepare the 2018 budget for St. Martin’s: the Senior Warden, the Junior Warden, the Treasurer, the Chair of the School Board, the Rector and the Financial Manager.
Financial Manager Announced
The rector announced that Albert Alvarez has accepted the position of Financial Manager of St. Martin’s. He is a retired state auditor. His starting date is September 11.
Stewardship Report
Stewardship Chair Ike Ogbue presented the image of the 2017 fall stewardship campaign. The theme for the year is Rooted in Faith – Growing & Giving. Pledge packets will be prepared for all who have given to St. Martin’s in the past year. The rector thanked all members of the committee – Ike Ogbue, Linda Snow and Glenda Morehead.
St. Martin’s Episcopal School
The rector announced that currently 60 students are enrolled for the fall term. All private schools in the area are being impacted by the inclusion of preschool programs in the public schools, causing a dip in enrollment for private schools.
Diocesan Information
Endorsement of Ayo Omoniyi: Ike Ogbue moved the vestry endorse the ordination of Ayo Omoniyi to the permanent diaconate and sign the necessary letter to the bishop to that effect. MaryBeth Butler seconded the motion, and the motion carried. The letter was signed by the rector and all vestry members, attested to by the clerk and will be forwarded to the bishop. Scheduling of Omoniyi’s ordination will depend on the bishop’s calendar.
Diocesan Convention 2017: The convention will be held November 10 – 11 at the Cleburne Convention Center. Registration fees will be paid by the church for all delegates representing St. Martin’s. Hotel costs for anyone electing to spend the night will be at the expense of the individual.
Junior Warden’s Report
Playground Update: Junior Warden Busey announced that his grandchildren, Neil Rinker and the Mullaney family helped him with completion of the work on playground phase 1.
Water Well Update: Busey has spoken with 3 water well companies and prices to complete a water well range between $38,000.00 and $40,000.00. In addition to the cost of the well itself there are related costs that must be considered: A well house must be constructed to house the well equipment at a cost of around $5,000.00. A 22 voltage line must be run to power the equipment at a cost of around $2.000.00. An irrigation company must be contracted to attach the lines from the well to the current sprinkler system at a cost of around $1,000.00 – $1,2000.00. He expects that the total additional costs will run around $10,000.00. If for any reason it is determined that a water well is not an option reconsideration will be given to new water meters.
Sprinkler System Update: Busey has tuned up and repaired pipes and repaired and reset sprinkler heads on the sprinkler system.
Senior Warden’s Report
Photo Directories Coming: The photo directories should be coming to the church office in the next couple of weeks and will be available for distribution to those who are to receive them after that time.
Fiftieth Anniversary Celebration Plans Update: The 50th anniversary celebration of our parish will occur on January 18, 2020. A “coffee table book” is being planned to commemorate the first 50 years of St. Martin-in-the-Fields Episcopal Church. It is to include stories, statistics through the years and acknowledgement of the involvement by those who have impacted the life of St. Martin’s. The memorial gift books will also be on display for the celebration.
Rector’s Report
Reducing the Carbon Footprint of St. Martin’s: The rector asked all vestry members to ponder ways to reduce our energy usage. The school director has been instructed to check all rooms to ensure that all thermostats are reset to the recommended levels at the end of the school day. Norma Barbier will look into the options for pickup of recyclables. The current practice is to ask volunteers to take recyclable materials home with them and include those items in their own recycling.
Committee Chair Appointed: Norma Barbier has been appointed chair of the Lay Ministry Committee for Megan Grant.
Large Print Prayerbooks
MaryBeth Butler has ordered two large print copies of the Book of Common Prayer to see if they might be a useful tool for some worshipers with vision problems.
Announcements / Upcoming Events
Stewardship Campaign Kickoff – September 9-10
Ministry Liaison Reports – October 15 (Due to Clerk October 9)
Stewardship Ingathering and Celebration– St. Martin’s Day, November 12
Adjournment and Closing Prayer
The meeting adjourned at 2:28 PM with prayer by Jack Bolerjack.
Respectfully submitted,
Glenda Morehead, Clerk
Please note: Next regular vestry meeting Sunday, September 24, 2017, 12:15 PM, East parish Hall.
by Alan Bentrup | Aug 29, 2017 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
July 16, 2017
Present: Jack Bolerjack, Charles Busey, MaryBeth Butler, Ike Ogbue, Linda Seeber, Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Norma Barbier, Jim Bedell, and Courtney Mullaney.
Also present: Gil Kleinwechter
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, July 16, 2017 in the East Parish Hall. The meeting opened with prayer by the Rector at 12:25 PM.
Presentation on Stained Glass Windows for the Church Room
At the request of some vestry members Gill Kleinwechter is looking at the possibility of creating stained glass enclosures for the side windows of the church room (the nave) much like those he made for the narthex and those he has been asked to create for the choir loft. He gave information on the framing and installation process required. He is in the process of creating an overall theme for the windows and is accepting ideas for theme and individual windows from various sources. No vote was taken, but vestry members agreed they are interested in having Kleinwechter return with further information on the matter at a future meeting.
Consideration of Minutes
Kathy Wilkinson moved the minutes of the June 25, 2017 be approved as distributed. Joel Walker seconded the motion, and the motion carried.
Bylaws Being Prepared
DJ Mitchell announced that several months of diligent searches have found no previous or current bylaws for St. Martin-in-the-Fields Episcopal Church. That being the case new bylaws must be created. Mitchell is in charge of preparing new bylaws in the proper form and bringing them to the next vestry meeting. The vestry must approve proposed bylaws in order for them to become effective.
Financial Matters
Baird Update: Treasurer DJ Mitchell reported that information has come that for bookkeeping purposes our two funds with Baird – Capital Funds and Endowment Fund – must be placed in separate accounts. As capital gains and interest are recorded for each fund, that can be done only if they are in two different accounts. Baird does not charge a fee for any accounts St. Martin’s has with them.
Financials Reviewed and Approved: Mitchell reviewed the monthly financial reports and his notes relating thereto. (See attached.) Joel Walker moved the financials be accepted as presented. Nancy Wieden seconded the motion, and the motion carried.
Salary Increase Approved: A review of employee duties and compensation has shown that since becoming employed by St. Martin’s, Amy Pirk has consistently started on and worked to develop and improve more programs that were originally planned. Such dedication should be appropriately compensated. Ike Ogbue moved that beginning August 1 and continuing through the balance of 2017 Amy Pirk’s salary be increased $300.00 per month. Kathy Wilkinson seconded the motion, and the motion carried.
Historian File Cabinet Purchase Approved: Linda Snow reported that in the search to find a fire proof file cabinet of the size needed to preserve important church documents, she has determined that the amount budgeted for the purpose ($1,000.00) is not sufficient. Jack Bolerjack moved the vestry approve the purchase of the fire proof file cabinet as described and direct the Financial Manager to determine the source of the necessary additional funds for the purchase. Kathy Wilkinson seconded the motion, and the motion carried.
Financial Manager Resigns: Kristen Kosla announced that she will be leaving her position at St. Martin’s to re-enter the corporate world. Although she has enjoyed the relationship she has had with St. Martin’s and the flexibility the part-time structure has provided her and her family, circumstances have changed. She has been offered a wonderful opportunity for a full-time position and has accepted. Her last day at St. Martin’s will be July 25. She was given a round of applause and thanks for her service.
Financial Manager Candidate Search Begins: The rector stated that Sue Mitchell and Jan Rees have agreed to cover the duties of the financial office during the transition period. Diana Panther has agreed to head the search for a new Financial Manager once more and has already begun reaching out through her contacts. Kristen Kosla has provided Panther an updated job description for the position.
St. Martin’s Episcopal School
Fifty nine students are enrolled for the fall term. Extended care 2 – 4 PM will be offered on Tuesdays and Fridays of each school week.
Diocesan Information
Nothing new to report. No report submitted.
Junior Warden’s Report
Labyrinth Update: Jr. Warden Charles Busey reported that the concrete base of the labyrinth is in place, and the stencil work will probably be done by mid September. A possible Eagle Scout Project to work on completion of the labyrinth area will be presented at a vestry meeting in the near future.
Water Usage Update: Busey discovered that Fever United had turned on the sprinklers that cover the fields and they were scheduled to run 3 times every week, whether the fields needed water or not. Fever has refunded 90% of St. Martin’s water bills and will continue that policy into the future. Busey has been advised that the most cost effective long-term solution for water usage would be to dig a water well for irrigation purposes only. Water for the buildings would continue to be supplied through City of Southlake. Cost of digging a water well would be around $35,000.00 plus the necessary fees and permits from the City.. Officers of Fever United have expressed interest in covering a portion of that cost. Busey will be soliciting 3 bids for the well and will report back to the vestry on the matter.
Playground Update: Borders have been ordered and will be put into place after which pea gravel will be spread. The work is to be finished by the time school starts.
Update on School Building Doors: The surface on the newly installed doors on the west side of the building is already peeling and the doors themselves are rusting. Vortex, the company contracted for the doors and their installation, agrees that both the doors and the installation were not as contracted. Vortex has ordered replacement doors from the manufacturer and will install and paint them as soon as possible.
Senior Warden’s Report
Photo Directory Update: Sr. Warden Linda Snow stated that the photo directory is almost ready and should be available by the end of August.
VPiC Instructions: The VPiC instructions need to be updated showing all the thermostat locations and settings. The clerk will send out new instruction sheets to vestry members and Anika will replace the laminated copies that are kept on her office door.
Coffee Hour Responsibilities: Snow reviewed the instructions for those serving as hosts for the coffee hour following the 10:30 service. In the future doughnut holes will be served, rather than whole doughnuts to cut down on waste.
Rector’s Report
Book Discussion: The rector led the vestry in a discussion of the book “Who Moved My Cheese.”
Announcements / Upcoming Events
Audit of 2016 Financial Records – July 22 9 AM
Adjournment and Closing Prayer
The meeting adjourned at 2:10 PM with prayer by MaryBeth Butler
Respectfully submitted,
Glenda Morehead, Clerk
Please note: Next regular vestry meeting Sunday, august 27, 2017, 12:15 PM, East parish Hall.
