by Alan Bentrup | Jan 26, 2017 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
December 18, 2016
Present: Jim Bedell, Jack Bolerjack, Gil Kleinwechter, Elizabeth Mason, Courtney Mullaney, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Charles Busey, Ike Ogbue.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, December 18, 2016, in the East Parish Hall. The meeting opened at 12:30 PM with prayer by the Rector.
Consideration of Minutes
Kathy Wilkinson moved that the minutes of the November 20, 2016, meeting be approved as distributed. Jim Bedell seconded the motion, and the motion carried.
Writing Strategically about the Money Gap
Susan Kleinwechter spoke to the vestry about the importance of preparing and sticking to a script when speaking or writing information for dissemination in services. Many times the messages can be difficult for newcomers and long-time members alike. The vestry can help a great deal in the effort to make messages clear by choosing their words carefully.
Treasurer’s Report
November Financials Accepted: Treasurer DJ Mitchell reviewed the November 2016 financial information. Courtney Mullaney moved the treasurer’s report be accepted as presented. Jack Bolerjack seconded the motion, and the motion carried. Mitchell also provided some pledge statistics to keep in mind when budgeting for 2017.
Vote on Assistant Clergy Housing Allowance 2017: Linda Snow 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 2017, 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.
Kathy Wilkinson seconded the motion, and the motion carried.
Vote on Rector’s Housing Allowance 2017: Courtney Mullaney 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 2017, and subsequent years unless amended, shall include an annual payment of $33,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
Joel Walker seconded the motion, and the motion carried.
Votes on Fund Transfer Recommendations from Outreach Committee:
Gil Kleinwechter moved the vestry approve moving $1000.00 from the Outreach budget to the Benevolence Fund. Elizabeth Mason seconded the motion, and the motion carried.
Gil Kleinwechter moved the vestry create a 4Saints Food Pantry temporarily restricted fund and move the remaining St. Luke’s Food Pantry funds to it. Linda Snow seconded the motion, and the motion carried.
Gil Kleinwechter moved the vestry create an ERD Water Project temporarily restricted fund and move $500.00 from the Outreach budget to it. Kathy Wilkinson seconded the motion, and the motion carried.
Gil Kleinwechter moved the vestry create a Stop Hunger Now temporarily restricted fund and move the remaining Outreach 2016 funds to it.
Gil Kleinwechter moved the vestry create an EYE Event 2017 temporarily restricted fund and move the remaining Trunk-or-Treat monies into it. Linda Snow seconded the motion, and the motion carried.
Gil Kleinwechter moved the vestry create a Seminarian temporarily restricted fund and move the remaining $500.00 Seminarian Support to that fund. Joel Walker seconded the motion, and the motion carried.
Stewardship Report
Gil Kleinwechter reported that number of pledges received to date and the resulting total pledged so far falls far short of the funds needed for the proposed 2017 budget. He and DJ Mitchell reviewed the financial numbers once again to emphasize the importance of the follow-up calls vestry members will be making. Kleinwechter asked that everyone complete their calling by Wednesday if at all possible.
St. Martin’s Episcopal School
School enrollment currently stands at 69 students. A great end-of-year program was held Thursday with Santa in attendance. Consideration will be given in the future to the possibility of providing childcare before and after school hours to reach working parents.
Diocesan Information
Convention 2017: Joel Walker reported that the next regular convention of the Diocese of Fort Worth will be held November 10-11, 2017, at the Cleburne Convention Center.
Presiding Bishop to Visit: The Most Rev. Michael Curry will be visiting the Diocese of Fort Worth Thursday, Friday and Saturday, April 6, 7, 8 , 2017. The schedule for his visit will be available at a later date.
Diocesan Bishop to Visit: The Rt. Rev. J. Scott Mayer will be at St. Martin-in-the-Fields Episcopal Church on April 2, 2017, and will be confirming and baptizing at that visit.
Executive Council to Meet: The next meeting of the Executive Council of the Diocese of Fort Worth will be January 21, 2017.
Junior Wardens’ Report
Parking Lot Striping: One bid has been received for striping St. Martin’s parking lot. Jr Warden Busey will solicit 2 more bids as required in order for the vestry to vote on the matter.
Reimbursement for Lightning Damage: Notification has been received that Church Insurance Corporation is reimbursing St. Martin’s for the recent damage caused by lightning. The actual reimbursement check will come from the diocese.
Illumination for Driveway Entrances: Options are being explored to make the driveway entrances more visible in darkness. Small reflectors are being put up on a temporary basis.
Senior Warden’s Report
No report.
Senior Warden Elect Report
No report.
Rector’s Report
Nominees for Vestry Election 2017: The rector stated that Mary Beth Butler has agreed to run for vestry as has Jim Bedell. Two other persons are needed to fill the four vacancies that must be filled by election at the Annual Meeting 2017. Some vestry members have contacted other persons who are currently considering running for vestry. He asked that vestry members forward names of any nominees to him.
Church Social Media Policy
Consideration of a Social Media Policy was referred to the Communications Committee for consideration in 2017.
Upcoming Events / Announcements
January Regular Meeting – January 15, 2017.
Parish Annual Meeting – January 29, 2017 12:15 PM.
Called Vestry Meeting – January 29, 2017 immediately following the Parish Annual Meeting
Closing Prayer
The meeting adjourned at 3:30 PM with prayer by Cyndy Sulots.
Respectfully submitted,
Glenda Morehead
Clerk
by Alan Bentrup | Dec 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
September 18, 2016
Present: Jim Bedell, Jack Bolerjack, Charles Busey, Gil Kleinwechter, Elizabeth Mason, Courtney Mullaney, Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson: Scot McComas, Rector; DJ Mitchell, Treasurer.
Not present: Ike Ogbue, Cyndy Sulots; Glenda Morehead, Clerk.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, September 18, 2016, at 12:35 PM in the East Parish Hall. The meeting opened with prayer by the Rector. In the absence of the clerk, Joel Walker acted as clerk pro tem for the meeting.
Consideration of Minutes
Jim Bedell moved the minutes of the August 21, 2016 meeting be approved as distributed. Kathy Wilkinson seconded the motion, and the motion carried.
Treasurer’s Report
Treasurer’s Report Accepted: The Treasurer reviewed the monthly financial reports and his notes on them. (See attached.) He stated that at the current rate there will be a possible shortfall of as much as $20,000.00 by end of 2016. Kathy Wilkinson moved the treasurer’s report be accepted as presented. Jim Bedell seconded the motion, and the motion carried.
Scrip Program Phase-Out: Vestry members were reminded of the analysis of the Scrip Program by the Auditing Committee which showed that an inventory of $10,000.00 produces an annual income for St. Martin’s of only $660.00, which the committee determined was not financially productive, considering the intensive work necessary from a volunteer staff. The Auditing Committee recommends purchase of no more scrip and phasing out the program over the coming months. The rector and Patricia Pannell, Director of the Scrip Program, have consulted on the matter. The recommendation of the Auditing Committee will be followed. The expectation is that the scrip program will end by year end.
Planned Giving Presentation: DJ Mitchell and Gil Kleinwechter gave information on a planned giving program for St. Martin’s. Although setting up such a program is work intensive, the benefits for the church would extend far into the future. More details will be provided later.
St. Martin’s Episcopal School
The rector reported that current enrollment at the school is 72 students. The student tracking computer program that the school has been using for many years is outdated. There are other programs that are specifically created for use by schools; research is being done as to the cost and feasibility of such a program for St. Martin’s School.
Diocesan Information
Joel Walker announced that the diocese will be reinstituting the Risk Audit program at the request of the Church Insurance Corporation. Some details of the process were presented to the standing committee at their meeting.
Junior Wardens’ Report
Roof Inspection Update: Jr. Warden Busey reported that the roof is being inspected and the cause of some of the leaks has been determined. More information will be presented as it becomes available.
Water Bills: The review of water bills from both Southlake and Keller continue to ensure there is no double billing. Investigation is also being done as to outdoor water usage on campus.
New Dishwasher: There is now a new dishwasher in the office kitchen thanks to Constance Smith of Fever United.
Senior Warden’s Report
Soccer Field Damage: Senior Warden Kleinwechter stated that discussion is ongoing with Fever United about the vandalism to the soccer fields. Both Fever and the church want to find a resolution to what appears to be a problem caused by unknown persons driving on the fields after heavy rains.
Damage to Electronic Equipment: Many pieces of electronic equipment of both the church and school were damaged by recent lightening strikes which apparently entered through the Verizon lines. Some repairs have been done, others are pending.
Gymnasium: Senior Warden Kleinwechter reported that Constance Smith, director of Fever United, continues to talk to potential donors for a gymnasium. A meeting with Smith to discuss some concerns from the donors will take place next week.
Rector’s Report
Diocesan Delegate Appointed: The rector announced that he has appointed alternate delegate Mary Beth Butler to serve as diocesan delegate in the place vacated by Gregory Anderson’s resignation. He thanked Anderson for his previous service and Butler for taking on such an important role for St. Martin’s.
Vote to Change Signers on St. Martin’s accounts with Liberty Bank
Jim Bedell moved the vestry approve the removal of the following individuals as authorized signers on the financial accounts of St. Martin-in-the-Fields Episcopal Church held with Liberty Bank:
Phyllis Bess Diana Panther
Flo Lowrey Helen Simpson
Sue Mitchell Douglas Watson
And the addition of the following as authorized signers on Liberty Bank accounts:
Kerry Angle DJ Mitchell
Jean Freitag Jeniffer Varley.
The account numbers of such accounts with the persons authorized as the signers on each are to be listed in the authorization letter written to Liberty Bank.
Kathy Wilkinson seconded the motion, and the motion carried.
Upcoming Events / Announcements
Stop Hunger Now – September 24
Newcomers Party – October 1, 6 PM
Festival in the Fields – October 15, 11 AM – 3 PM
Ministry Liaison Reports – October 16
Ordination of Lisa Nielson as Priest – October 22, St. Thomas Episcopal Church, College Station
Now What – Buildings for a New Tomorrow – October 28
Honoring Military and Spouses – November 12 and 13, all services
Adjournment and Closing Prayer
The meeting adjourned at 2:45 PM with prayer by Jim Bedell.
Respectfully submitted,
Joel Walker
Clerk, pro tem
by Alan Bentrup | Dec 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
August 21, 2016
Present: Jim Bedell, Charles Busey, Gil Kleinwechter, Elizabeth Mason, Courtney Mullaney, Ike Ogbue, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden, Kathy Wilkinson: Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Jack Bolerjack.
Also present: Linda and Richard Seeber.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, August 21, 2016, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Rector.
Donation of Kitchen Items
Linda Seeber came before the vestry to request the vestry approve the donation of place settings of dishes, flatware and glasses to Refugee Services of Texas. The place settings of the items would be placed in boxes, four settings per box and stored at the home of Becky Snell. They would be delivered to RST clients when needed to assist in setting up their households. Elizabeth Mason moved the vestry approve donation of the items as proposed. Linda Snow seconded the motion, and the motion carried.
Consideration of Minutes
Kathy Wilkinson moved the minutes of the July 17, 2016 meeting be approved as distributed. Jim Bedell seconded the motion, and the motion carried.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports for July, 2016, which are attached and made a part of these minutes. Courtney Mullaney moved the reports be accepted as presented. Jim Bedell seconded the motion, and the motion carried. Treasurer Mitchell stated that in September using only the expense side of the budget he will begin to create the expense side for the 2017 budget. With the assistance of Jim Hazel of Baird Investments he also plans to provide a list of ways church members can bequeath all or part of their estates to their church.
St. Martin’s Episcopal School
The rector reported that enrollment for the fall term currently stands at 74 students. Cindy James has resigned as director of the school and Serin Stanford has been hired to take her place. Other changes to the school staff are Jennifer Thompson, Carol Moroney and Melissa Solomon.
Junior Wardens’ Report
Sign Replacements: Jr Warden Busey reported that all the signs around the fields have been redone at a cost of only $245.00.
Fire Inspection: The Fire Marshall inspected all the buildings and provided a list of items needing correction. Most items were minor problems and either have been addressed or will be corrected shortly. The major item she cited is the necessity for maximum occupancy capacity signs which must be visible on the walls of the church room and both parish halls. The signs are to be in place within sixty days. The jr. warden will determine the maximum occupancy for the various rooms, so that the needed signs can be installed.
Vote to Accept Picnic Benches: Nancy Wieden wishes to provide picnic benches for the use of St. Martin’s. The wood benches would be convertible to use as picnic tables and would be finished by Neill Rinker. Gil Kleinwechter moved the vestry vote to accept the gift of the picnic benches as proposed. Cyndy Sulots seconded the motion, and the motion carried.
Senior Warden’s Report
Anti Virus Protection: Initial set up will take place on Tuesday to monitor the computers of both church and school. Protection from viruses will begin as soon as the monitoring is in place.
Vestry Nominees: Senior Warden Kleinwechter asked that all vestry members whose terms will end with the annual meeting January 2017 begin now to seek out replacements for themselves for the vestry. Frequently those asked need time to consider accepting such responsibility.
Vestry Christmas Party: The senior warden invited all vestry members, the clerk and treasurer and all their spouses to a Christmas Party at the Kleinwechter home on December 3 after the 5 PM service. More information will be available closer to the date.
Naming of Halls, Buildings and Rooms: There are a variety of names used for the various halls, rooms and buildings at St. Martin’s. Information about where to go for gatherings and events is difficult when there is no consistency as to the names used. In an effort to provide clarity the vestry is being asked by the Communications Committee to determine what names are to be used in all announcements and communications going forward. Linda Snow provided background on some of the persons whose names have been suggested. (The list is attached.) The senior warden asked all vestry members to research, consider and determine what names they believe should be used and come prepared to vote on the matter at the September meeting. Vestry members may solicit suggestions from others not members of the vestry.
Rector’s Report
Worship Service Appointments: The rector announced that Deneice Woods was installed as verger for St. Martin’s on July 31. Joe Panther has been appointed director of the acolytes.
Stewardship Chair: The rector has appointed John Wieden to head the Stewardship Campaign in fall 2016. Ike Ogbue will act as liaison to the stewardship chair. Pledge cards for 2017 will blessed at all services the weekend of November 5 – 6.
Newcomers Dinner: Paula Maddon, who heads the Radical Hospitality and Newcomers Committee, has announced that the next party for newcomers to St. Martin’s will be held at 6 PM on October 1. All vestry members are expected to attend. The main course will be provided, and vestry members with last names beginning A – M are asked to provide appetizers (and a 6-pack of beer if they wish); those with last names N – Z are asked to provide desserts (and a bottle of wine.) The church ministries to be highlighted during the evening will be announced later. Childcare will be provided.
Honoring the Military: At all services November 12 and 13 the military members and veterans present at the services and their spouses will be honored and receive a special blessing.
Ordination of Lisa Nielson: Lisa Nielson will be ordained to the priesthood on October 22, 2016 at 11 AM in the Episcopal Diocese of Texas at St. Thomas Episcopal Church, College Station. The rector will be out of town and cannot attend. Gil Kleinwechter and Joel will act as presenters for Nielson on behalf of St. Martin’s.
Artists in our Community: On a quarterly basis St. Martin’s will be holding an event highlighting an artist in our local community. The events will take place the second Saturday of September, December, March and June from 6 to 8 PM. Beverages and cheese will be served and those attending will have the opportunity to meet the artist being highlighted, see examples of the person’s art and hear his or her story. The first such event will be held September 10 and will highlight Rhonda Ackley, whose medium is clay.
Vestry Acceptance of Audit Committee Report
Joel Walker moved the vestry accept the Audit Committee Report (copy attached) and that it be forwarded to the diocesan treasurer as required by canon. Jim Bedell seconded the motion, and the motion carried.
Vestry Vote to Change Credit Card Authorized Users
Jim Bedell moved that the vestry adopt the following resolution:
Whereas Cindy James has resigned as director of St. Martin’s Episcopal School, and is no longer associated with St. Martin-in-the-Fields Episcopal Church
That the vestry of St. Martin-in-the-Fields Episcopal Church request removal of Cindy James, holder of credit card no.################ as an authorized cardholder on the credit card account of St. Martin-in-the-Fields Episcopal Church, and that the credit card previously issued to her be removed from the account.
And whereas Serin Stanford is now the director of St. Martin’s Episcopal School, she be added as an authorized cardholder on the account, and a credit card be issued in her name.
All previous restrictions regarding “cash back” or “cash advance” are to continue to apply.
The credit card in the name of Cindy James is to be destroyed.
Ike Ogbue seconded the motion, and the motion carried.
Upcoming Events / Announcements
Art at St. Martin’s – September 10, 6 – 8 PM
Stop Hunger Now – September 24
Newcomers Party – October 1, 6 PM
Festival in the Fields – October 15, 11 AM – 3 PM
Ministry Liaison Reports – October 16
Ordination of Lisa Nielson as Priest – October 22, St. Thomas Episcopal Church, College Station
Now What – Buildings for a New Tomorrow – October 28
Honoring Military and Spouses – November 12 and 13, all services
Vote to Adjourn and Closing Prayer
Courtney Mullaney moved the meeting be adjourned. Jim Bedell seconded the motion, and the motion carried. The meeting adjourned at 1:55.PM with prayer by Elizabeth Mason.
Respectfully submitted,
Glenda Morehead
Clerk
by Alan Bentrup | Dec 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
July 17, 2016
Present: Jim Bedell, Jack Bolerjack, Charles Busey, Gil Kleinwechter, Elizabeth Mason, Courtney Mullaney , Ike Ogbue, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden, Kathy Wilkinson: Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, May 17, 2015, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Rector.
Consideration of Minutes
Jack Bolerjack moved the minutes of the June 26, 2016, meeting be approved as corrected. Jim Bedell seconded the motion, and the motion carried.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports and drew vestry members’ attention to his notes attached to the reports. The reports and notes are attached and made a part of these minutes. Jack Bolerjack moved the vestry accept the reports and notes as presented. Cyndy Sulots seconded the motion, and the motion carried.
Resolution to Establish a Credit Card Account
Courtney Mullaney moved the adoption of the following resolution:
That the vestry of St. Martin-in-the-Fields Episcopal Church request the establishment of a credit card account with a cumulative credit limit of $13,000.00, St. Martin-in-the-Fields Episcopal Church to be the responsible party. Credit cards issued on such account are to be in the names of the following persons:
- Scot McComas
- Anika Barbarito
- Corrie Cabes
- Cindy James
- Amy Pirk.
No authorization is given for any “cash back” or “cash advance” to any cardholder.
Joel Walker seconded the motion, and the motion carried.
St. Martin’s Episcopal School
The rector reported that there are currently 69 students enrolled for the fall term. It is expected that enrollment will increase as the time for school opening comes closer.
Deanery to Meet
Joel Walker announced that Fort Worth East Deanery will meet at St. Luke’s in the Meadow Monday, July 25 at 7 PM. All delegates and alternates are expected to attend.
Junior Wardens’ Report
Bids for Cabinet Construction: Jr. Warden Busey reported that some maintenance projects have been completed in preparation for the fall. Additional cabinets are still needed in the educational building. He will solicit the necessary three bids for the vestry to consider.
Signage on the Fields: The signs on the fields need to be replaced with more durable signs and the wording on the signs needs to be consistent.
Senior Warden’s Report
Vote on Computer Security: Other consultants the senior warden has contacted have endorsed the package presented by Computer CPR, and the prices quoted by others are equivalent. He then assessed what is the most pressing need and determined that the answer is virus protection and regular back-ups of work. The rector stated that all staff have been instructed to back up their work at the end of every work day. Gil Kleinwechter moved the vestry approve contracting Computer CPR to manage virus protection of St. Martin’s computers – including an initial set up fee – with a cost of $7.00 per computer per month following set-up. Jim Bedell seconded the motion, and the motion carried.
Update on Gymnasium: Constance Smith remains very focused on the possibility of Fever’s being able to help achieve the construction of a gymnasium at St. Martin’s. No details are available at this time.
Firearms Open Carry Information: In speaking with law enforcement experts the senior warden has learned that the policy previously adopted by St. Martin-in-the-Fields Episcopal Church is in compliance with state law. No changes in the policy are needed. Firearms are not welcome on the campus.
Vote on and Signing of Letter of Support for Lisa Nielson
Cyndy Sulots moved the vestry vote to support Lisa Nielson for ordination to the priesthood and sign the necessary letter of support. . Elizabeth Mason seconded the motion, and the motion carried. The completed letter of support will be forwarded to the bishop and commission on ministry of the diocese.
Upcoming Events / Announcements
Audit of St. Martin’s 2015 Financial Records – July 30
Outreach Grant Application Deadline July 31
Audit Report Accepted and Forwarded to Diocese by September 1
Stop Hunger Now – September 24
Festival in the Fields October 15
Ministry Liaison Reports – October 16
Now What – Buildings for a New Tomorrow – October 28
Vote to Adjourn and Closing Prayer
Charles Busey moved the meeting be adjourned. Nancy Wieden seconded the motion, and the motion carried. The meeting adjourned at 1:45 PM with prayer by Courtney Mullaney.
Respectfully submitted,
Glenda Morehead
Clerk
by Alan Bentrup | Dec 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
November 20, 2016
Present: Jim Bedell, Jack Bolerjack, Charles Busey, Gil Kleinwechter, Courtney Mullaney, Ike Ogbue, Linda Snow, Cyndy Sulots, Joel Walker, Kathy Wilkinson: Scot McComas, Rector; Glenda Morehead, Clerk.
Not present: Elizabeth Mason, Nancy Wieden; DJ Mitchell, Treasurer.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, November 20, 2016, in the East Parish Hall. The meeting opened at 12:35 PM with prayer by the Rector.
Consideration of Minutes
Kathy Wilkinson moved that the minutes of the October 16, 2016, meeting be approved as distributed. Jim Bedell seconded the motion, and the motion carried.
Treasurer’s Report
In the absence of the Treasurer Senior Warden Gil Kleinwechter presented the monthly financial reports. (See attached.) Joel Walker moved the treasurer’s report be accepted as presented. Linda Snow seconded the motion, and the motion carried.
Prayer Shawl Ministry Fund Established: Gil Kleinwechter moved the vestry approve the establishment of a Prayer Shawl Fund to receive contributions to the Prayer Shawl Ministry. Joel Walker seconded the motion, and the motion carried.
First Draft of the Budget for 2017: Kleinwechter stated that the first draft of the budget for St. Martin’s for 2017 is now ready and will be sent out to vestry members shortly after this meeting. He reminded vestry members that this is just the first of probably several drafts.
Stewardship Report
Gil Kleinwechter reported that the Stewardship Campaign this year is tracking well with that of last year. Up to this weekend 87 pledges have been received, six of which are new. The total pledged to date is $324,719.00.
St. Martin’s Episcopal School
School enrollment currently stands at 69 students. Director Serin Stanford is working to make the administration of the school run smoother. There are no plans to raise tuition for the school for Fall 2017.
Diocesan Information
2016 Convention: Joel Walker reported on the convention of the Episcopal Diocese of Fort Worth held November 11 and 12 at All Saints School, Fort Worth.
Location not ADA Compliant: One concern that came out of the convention was that the location was not compliant with American with Disabilities Act (ADA) requirements for accessibility to all rooms used for the convention. The matter will be a part of the Convention Wrap-Up Meeting when it is held.
Elections: Chris Jambor is the new clergy member of the Standing Committee and Amy Haynie is president of the Standing Committee. Scot McComas is a clergy deputy to General Convention.
Racial Reconciliation: A resolution was passed at the convention to require 13 hours of Racial Reconciliation training for all persons in leadership roles in parishes. A diocesan trainer will come to every parish to conduct the training.
Junior Wardens’ Report
Jr. Warden Busey reported the following:
Parking Lot Striping: It has been learned that Ken Pritchett, a member of St. Martin’s has a company that stripes parking lots around our area. Busey will be talking with him about our needs.
Tree Pruning: Pruning of trees and shrubs around our property may be delayed until Spring 2017. Early Spring is the best time to prune plants in our area.
Replacement of Education Building Doors: Bids for replacement of the doors are to be available for consideration at the December meeting.
Senior Warden’s Report
Outreach Committee: As interim chair of the committee Senior Warden Kleinwechter reported that the committee is looking at all its programs and is hoping to up the budget for Outreach in 2017. Many programs will stand as they are today, some may be changed.
Support for Those on the Ordination Journey: The Diocese wants every church to pay $1,000.00 toward the education expenses of each of its members in seminary each semester. The 2017 budget needs to include that for Corrie Cabes for the fall semester 2017. Money may also be needed for the required psychological testing of Ayo Omoniyi.
Senior Warden-Elect
First Aid Kit Upkeep: Senior Warden-Elect Linda Snow is restocking the large first aid kits in both the church and education building. It appears that the restocking may be an ongoing need. Apparently supplies in the kits are used for non first aid needs at times.
AED and First Aid Instructions Needed: Snow will be scheduling instructions on use of the Automated External Defibrillator (AED) and how to administer first aid in an emergency for all vestry, ushers and others needing training. She stated that ideally every person responsible for providing help in an emergency can do so calmly no matter what the circumstances.
Rector’s Report
Festival in the Fields: The rector thanked everyone who took part in the Festival. The weather cooperated, and the day provided a wonderful time out for those who attended. The many hours of planning and work necessary were exhausting for those responsible, however. Serious examination will be involved to determine what changes need to be made if the event is to continue. In its current form the event requires too much from those involved. Clarity of purpose will be the first step in the examination.
Nominees for Vestry Election 2017: The rector stated that Mary Beth Butler has agreed to run for vestry as has Jim Bedell. Two other persons are needed to fill the four vacancies that must be filled by election at the Annual Meeting 2017. He asked that vestry members forward names of any nominees to him.
Service Animal Request: ADA rulings on service animals specifically exempt places of worship from the requirements to allow service animals to be present. St. Martin’s does want to be welcoming to everyone, however. The person who plans to bring her service animal to services has presented documentation that the dog is fully trained and certified. The rector will contact the owner to see what suggestions she has to ease accommodations for the animal in church services.
Scrip Program Discussion
Joel Walker reported that he has been asked by several members of the parish to express their upset over the vestry decision to discontinue the Scrip Program at the recommendation of the Auditing Committee. Although the program in its current form will be phased out, investigation will be undertaken after the first of the year to determine if it can be re-instituted in some other form. Courtney Mullaney will begin the investigation by contacting other members of the Auditing Committee to ascertain what recommendations they might have to make the program more fiscally compliant.
Upcoming Events / Announcements
December Regular Meeting – December 18, 2016.
January Regular Meeting – January 15, 2017.
Parish Annual Meeting – January 29, 2017 12:15 PM.
Called Vestry Meeting – January 29, 2017 immediately following the Parish Annual Meeting
Closing Prayer
The meeting adjourned at 3:05 PM with prayer by Gil Kleinwechter.
Respectfully submitted,
Glenda Morehead
Clerk
by Alan Bentrup | Dec 26, 2016 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
October 16, 2016
Present: Jack Bolerjack, Charles Busey, Gil Kleinwechter, Courtney Mullaney , Ike Ogbue, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden: Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Jim Bedell, Elizabeth Mason, Kathy Wilkinson.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, October 16, 2016, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Rector.
Consideration of Minutes
Gil Kleinwechter moved that the minutes of the September 18, 2016, meeting be approved as distributed. Linda Snow seconded the motion, and the motion carried.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports. (See attached.) Joel Walker moved the treasurer’s report be accepted as presented. Ike Ogbue seconded the motion, and the motion carried. Treasurer Mitchell stated that he will have a draft budget available for the November meeting.
Stewardship Report
Stewardship minutes are being presented at every church service. Church ministries are also being highlighted to give parishioners insight as to some of the work that is funded by their giving. Next week the Youth Mission Trip program will be highlighted. Celebration Sunday will be November 6 with a Potluck Luncheon following the 10:30 AM service. Calls will be made in January to any contributors who have not yet pledged for 2017.
St. Martin’s Episcopal School
School enrollment currently stands at 70 students. Departure of some students was caused by the students being accepted into public school programs.
Vestry Vote on New School Software Program: The school administration staff has requested that the purchase of the Childcare Manager Software Program be included in the budget for 2017. (Copy of the proposal attached.) Charles Busey moved the vestry approve inclusion of the program costs as presented be included in the 2017 budget as requested. Courtney Mullaney seconded the motion, and the motion carried.
VPiC Volunteers for Special Services
Volunteers are needed to serve as Vestry Person in Charge for services Thanksgiving Day and all Christmas services. Vestry members volunteered for the services. A copy of the volunteer schedule will be provided to all vestry members and to the schedulers.
Diocesan Information
2016 Convention: The 2016 Convention of the Episcopal Diocese of Fort Worth will be held November 11 and 12 at All Saints School, Fort Worth. Convention is scheduled to open with Holy Eucharist at 4 PM Friday, with the first business session opening at 7:50 PM. Closing of convention is scheduled for 4 PM Saturday with various committee meetings to follow. Further details are available on the diocesan website.
Racial Reconciliation: Very soon the diocese will require anti-racism training for all vestry members and all in leadership roles in parishes. Currently the expectation is that 72 hours of training will be required for certification.
Ministry Liaison Reports
The quarterly Liaison Reports of the following Ministries of St. Martin’s are attached and made a part of these minutes: Adult Education, Children, Communications Committee, Outreach, Pastoral Care, Radical Hospitality, Worship, Youth. The rector thanked all vestry members for their work with the church’s ministries.
Junior Wardens’ Report
Jr. Warden Busey reported the following:
Roof Leaks Update: Efforts to to correct the recurring roof leak problems will come in 2017. Any additional costs will be included in the budget for 2017.
Water Bill Sharing: St. Martin’s has an agreement with Fever United under which Fever will pay 60% of the water bills. To date in 2016 they have paid $500.00 and planned to pay an additional $3,000.00. Fever gifted St. Martin’s with a dishwasher for the office kitchen. The rector recommended that in light of the gift they pay $2,500.00 for the water bill, and they have done so.
Replacement of Education Building Doors: Three estimates have been received on replacement of the doors, but no actual bids (resulting from on site examination by the contractors) have been produced yet. If the bids are provided in time, the matter will be considered at the November vestry meeting.
Senior Warden’s Report
Stop Hunger Now: Senior Warden Kleinwechter thanked all vestry members and church leaders who took part in St. Martin’s’ first participation in this program. There was a large group who participated, and those who did are asking that it be a part of the Outreach programs for 2017.
Gymnasium Update: When he met with the potential donors they expressed concerns with dealing with City of Southlake. He was able to lessen their concerns by explaining that the church has plans that include a gymnasium, and the plans have already been approved by the city. Kleinwechter hopes to continue to work toward a gymnasium when his vestry term ends.
Labyrinth Bricks Moved: Gil and Mark Kleinwechter have moved all the labyrinth bricks inside the fenced area of St. Martin’s property. The vestry thanked them for their work.
First Aid Kit Upkeep: It has been learned that there is no regular oversight over the first aid kits in either building to ensure that each contains the recommended supplies. Linda Snow took on the responsibility of first aid kit upkeep.
Rector’s Report
Memorial Garden Fall Beautification: The rector thanked Cathy Tolliver and her eight volunteers for their work to keep the Memorial Garden a place of remembrance, peace and beauty.
Nominees for Vestry Election 2017: At the called vestry meeting following the Annual Meeting on January 31, 2016, Jim Bedell volunteered to serve out the last year of Bob Bess’s vacant term on the vestry. That term ends with the Annual Meeting 2017. Bedell has agreed to run for a full three-year term. The rector reminded vestry members that Bedell’s willingness to serve again means that only three other nominees are needed. He asked that vestry members forward names of any nominees to him.
VPiC Duty Changes: The list of duties of Vestry Person in Charge at the various services has changed. He will review the current list to ensure that it is updated and currently correct. The updated list will be provided to vestry members as soon as possible.
Rector on Vacation: The rector will be on vacation October 17 through October 29. He plans to be with his mother in Florida. He can still be reached by email and text. He asked for prayers for his mother, Mary, who will undergo surgery while he’s there.
Upcoming Events / Announcements
Ordination of Lisa Nielson as Priest – October 22, St. Thomas Episcopal Church, College Station
Now What – Buildings for a New Tomorrow – October 28
Commitment Sunday and Celebration Pot Luck – November 6
Diocesan Convention – November 11and 12, All Saints School
St. Martin’s Feast Day Weekend – November 12 and 13
Honoring Military and Spouses – November 12 and 13, all services
Parish Annual Meeting – January 29, 2017 12:15 PM.
Vote to Adjourn and Closing Prayer
The meeting adjourned at 2 PM with prayer by Linda Snow.
Respectfully submitted,
Glenda Morehead
Clerk
