Vestry minutes – March 16, 2014 meeting

by Anika Rinker | May 4, 2014 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
March 16, 2014
Present: Bob Bess, Bob Blomstrom, Annette Duff, Pat Hollifield, Gil Kleinwechter, DJ Mitchell, Joe Panther, Elizabeth Mason, Cyndy Sulots, Joel Walker, Jim Wilson; the Rev Michael Wallens, Interim Rector; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Not present: Aubrey Hardman, the Rev Amy Haynie, Associate Rector.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, March 16, 2014, at 12:30 PM in the East Parish Hall. The meeting opened with worship led by the Interim Rector, using the vision, mission and core values statements.
Minutes of the May 16, 2014, meeting were approved as distributed.
Annual Parochial Report Approved
Canons require that the Annual Parochial Report of every parish must be approved by its Vestry before being forwarded to the diocese. St. Martin’s Annual Parochial Report was not completed in time to be approved at the February meeting. That being the case, the Vestry agreed to break with long-standing policy and consider the report via email. The report was distributed by email and was approved in its final form on March 4 to be forwarded to the diocese. That vote is made a part of these minutes.
Staff Changes
Children and Youth Minister: The Interim Rector distributed copies of the new job description for Corrie Cabes who has previously served as Christian Education Director. (See attached.) Her title is now Children and Youth Minister, serving those 4 years of age through 12th grade. Christian Education for older youth and adults is now the duty of the clergy. Anyone with ideas for adult classes is asked to contact a member of the clergy.
Administrative Assistant: 3 candidates for the position has been interviewed by the Interim Rector, Senior Warden, DJ Mitchell and Paula Jefferson. The interview committee hopes to make a decision by next Sunday.
Other Positions: Candidates are being sought for 2 other positions, which would be extremely part time – Financial Manager and Communications.
Communications
Annette Duff reported that the style guide to be used for materials on the website is still not finalized. The new Academy website is ready to go and will replace the old one. The Academy Facebook page is complete and Cindy James, a member of the school staff, will be doing it.
Diocesan Convention Committee
Joel Walker reminded Vestry members that our deanery, the Fort Worth East Deanery, is responsible for diocesan convention 2014. The committe working on the diocesan convention held its initial meeting Tuesday evening. Convention will be held in the Jack Daniels Club at the ballpark in Arlington. Its layout is excellent for diocesan convention.
St Martin’s Preschool and Academy
School Board Chair Karrie Marling gave an overview of the school. The School Board meets monthly, and all members support the school as one of the most visible outreach arms of the parish. There are currently a total of 62 students enrolled, but there is no breakdown of numbers in classes or days per week enrolled. Three committees have been created to help guide the school currently and in the future – Playground Committee, Technology Committee and Marketing Committee. A board member chairs each committee and more committee members will be solicited from among school parents and members of the congregation. School bylaws will be voted on at the April board meeting, then forwarded to the Vestry for approval. A workshop on Episcopal Schools will be held April 5 and several board members will be attending.
Stewardship
Members of the committee are Aubrey Hardman, chair, Bob Bess, Richard Cabes, Eloise Frye, DJ Mitchell, Courtney Mullaney, Ibun Omoniyi, Ife Omoniyi, Tayo Omoniyi, and Interim Rector Wallens. In the absence of Aubrey Hardman DJ Mitchell reported that the committee is using the 7 holy habits of stewardship for its work this year. Each person chose one of the habits to determine the actions they personally will take. The next meeting of the committee will be next Sunday.
Treasurer’s Report
The Treasurer presented the revised January financial report which includes the Academy financials and the monthly report for February. Joel Walker moved the financial reports be accepted as presented. The motion was seconded and carried. The Treasurer stated that income is down, with pledges received under the amount expected. The information on pledge income will go into the weekly email blast to parishioners and be included in the announcements in services.
Interim Rector’s Report
Newsletter to Return: The newsletter of St-Martin-in-the-Fields is being revived. It will be distributed to the parish electronically and hard copies will be available in the narthex for newcomers and others.
Growing in Faith Together: The Interim Rector once again presented information on the diocesan workshop on how a congregation works, how to keep it healthy and ways to grow. Part 1 will be held April 4 & 5 at Trinity Lutheran Fort Worth. The cost is $25 per person. Details are online at http://bit/ly/Grow0414 . Part II will be held June 20 & 21. He asked all Vestry members to plan to attend if possible.
Vestry Responsibilities: He distributed lists of areas of church life and asked that Vestry members sign up for oversight responsibilities of church departments. Vestry members volunteered as follows:
Stewardship: Bob Bess, Aubrey Hardman, DJ Mitchell
Worship: Bob Blomstrom, Jim Wilson
Evangelism: Elizabeth Mason, Cyndy Sulots
Education Formation: Aubrey Hardman, Pat Hollifield, Cyndy Sulots
Pastoral Care: Joe Panther, Joel Walker
Service and Outreach: Annette Duff, Gil Kleinwechter               
Growing the Church: He sees the need for a Committee to Grow the Church. He distributed copies of his proposal with recommendations for action and listing hoped-for results. (See attached.) Elizabeth Mason volunteered to head the group and Bob Blomstorm to help in its development. The Interim Rector has 15 names for membership on the committee.
Senior Warden’s Report
Tee Shirts Available: The short sleeved tee shirts purchased locally for the visit of the Presiding Bishop cost $1492.00. $850 has come in to date from sale of the shirts. Vestry members were encouraged to purchase commemorative shirts for their families if they have not done so.
Neilson Seminary Support: Lisa Neilson is applying to Virginia Seminary and must submit a statement of the financial support she will receive from St-Martin-in-the-Fields. On the form the Senior Warden will show no funds for tuition, $100 for textbooks.
2014 Festival in the Fields: The Senior Warden has assured Dick Seeber, chair of the Festival that $2000 will be available as seed money for the Festival. Plans include a soccer tournament and a chili cookoff on the same day as the Festival.
Junior Warden’s Report
Phone System Upgrade: Jim Wilson will get the information needed to get the equipment for a phone system upgrade.
Grounds Care: The Fever Soccer Team will take care of the grounds as a service project.
Leaks from Yesterday’s Rain: There were some minor leaks as a result of the rain yesterday. Jr Warden Joe Panther will be contacting Don Sulots for help.
Office Refrigerator Replacement Needed: The refrigerator in the office kitchen cannot be repaired. Panther will send out a solicitation to members of the parish requesting donation of a refrigerator (with icemaker) under 10 years old.
Finance Committee Announced
The membership of the Finance Committee was announced: Jack Bailey, chair, Bob Bess, Aubrey Hardman, Paula Jefferson and Treasurer Diana Panther.
Profile Committee Announced
Jim Wilson, Chair of the Profile Committee, announced the current members of the committee: Bob Bess, Ron Hitchcock, Susan Kleinwechter, Courtney Mullaney and Interim Rector Mike Wallens. This committee is charged with creating a parish-wide survey and the resulting profile that will be used by the Search Committee in its work. Wilson plans that the work of the committee will be completed by the end of April.
Search Committee Chosen
In secret ballot the Vestry elected the following persons to serve as the Search Committee for St-Martin-in-the-Fields: Ashley Hardman, Brian Long, Chris Mullaney, Eloise Frye, Flo Lowrey, Francine deLongchamp, Gil Kleinwechter, Marty Hitchcock, Tayo Omoniyi. A concerted effort was made to ensure all areas of the parish and all age groups were represented. Richard Cabes will chair the committee; Senior Warden Bob Bess will attend meetings, but will have no vote.
The meeting adjourned at 3:55 PM with prayer by Jim Wilson.
Respectfully submitted,
Glenda Morehead
Clerk
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SUNDAY, APRIL 27, 12:30 PM, EAST PARISH HALL.

Vestry minutes – February 16, 2014 meeting

by Alan Bentrup | May 4, 2014 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
February 16, 2014
Present: Bob Bess, Bob Blomstrom, Annette Duff, Aubrey Hardman, Pat Hollifield, Gil Kleinwechter, DJ Mitchell, Joe Panther, Elizabeth Mason, Cyndy Sulots, Jim Wilson; the Rev Michael Wallens, Interim Rector; the Rev Amy Haynie, Associate Rector; Glenda Morehead, Clerk.
Not present: Joel Walker; Diana Panther, Treasurer.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, February 16, 2014, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Interim Rector.
Minutes of the December 15, 2013, January 16,2014, and January 26, 2014, meetings were approved as distributed. There being no regular meeting in January the minutes of all 3 meetings could not be considered until this meeting.
Christian Education
The regular monthly report of CE Director Corrie Cabes is attached and made a part of these minutes.
Sunday School Discussion: There was discussion of what Vestry members have learned about parishioners’ concerns regarding the Sunday morning schedule – both within and outside of the Town Hall Meetings today. Bob Blomstrom moved the Vestry recommend a return to the previous schedule (Sunday School for children during the 10:30 service) with first Sunday each month designated Family Worship Sunday (no Sunday School that day). The motion was seconded and carried. DJ Mitchell moved the Vestry recommend the 8 AM service be moved to 8:30. The motion was seconded and carried. The Interim Rector announced that the staff has agreed that the schedule changes outlined will begin the first Sunday in Lent, March 9.
Treasurer’s Report
In the absence of the Treasurer the Senior Warden distributed the Treasurer’s written report and the financial report for January. (See attached.) Jim Wilson moved the treasurer’s reports be accepted as presented. The motion was seconded and carried.
Communications
Annette Duff has presented the proposed revised School website to the St. Martin School Board and it was well received by the board. Susan Kleinwechter announced that articles and videos of the visit of the Presiding Bishop to St-Martin-in-the-Fields are on the parish website. She is writing a style guide to be used for materials to be published on the website and in emails. (See attached.)
Deanery Information
The Associate Rector reported that in the changes made to deaneries St Luke’s in the Meadow has been added to our deanery. The deanery has elected Executive Council alternates, both lay and clergy. Our deanery is hosting the November diocesan convention to be held in Arlington. She is currently getting volunteers to head the various committees needed.
Associate Rector’s Report
Episcopal Youth Event: St-Martin-in-the-Fields has at least 4 teens, possibly 5, going to the event at Villanova in July. The cost per teen is $800. Each congregation is to provide $400 for each teen going. Fundraising is being planned for our youth attending.
Praying in Color Workshop: She will be leading this workshop on March 8, the first Saturday in Lent. The workshop is designed to provide a low tech guide for spiritual centering and intercessory prayer.
Soccer Signs: She plans to put containers on the backs of the Fever Soccer League signs to hold information about St-Martin-in-the-Fields sometime in the next week.
She will be out of town the week of Spring Break, March 10-16.
Interim Rector’s Report
The Interim Rector thanked Vestry members for their presence at the town hall meetings today, for their listening and compassionate hearts as they heard all parishioners had to say.
Growing in Faith Together: He presented information on the diocesan workshop on how a congregation works, how to keep it healthy and ways to grow. Part 1 will be held April 4 & 5 at Trinity Lutheran Fort Worth. The cost is $25 per person. Details are online at http://bit/ly/Grow0414 Part II will be held June 20 & 21. He asked all Vestry members to plan to attend if possible.
Vestry Retreat : He stated that the planned clergy-led Vestry retreat will take place sometime after the first part of the diocesan workshop.
Parochial Report: He has most of the information needed for the Annual Parochial Report. Once completed, the report must be approved by the Vestry before submission to the diocese. A vote by Vestry members via email will be taken as soon as the report is complete. Canons state the report is to be submitted to the diocese by March 1.
Senior Warden’s Report
Michele King’s Resignation: Michele King, administrative assistant, has resigned as of February 21 but with the permission of the Senior Warden has already left the office. She begins a job in the diocesan office March 1. Steps will be taken to replace her as soon as possible. Until a new person is hired office duties will be covered by volunteers. A volunteer coordinator is needed to direct the office volunteers.
Search Committee: The names of more nominees must be submitted before the Vestry can elect a Search Committee. Consideration and election of the Search Committee will be held at the March meeting in executive (closed) session with no visitors or observers present.
Junior Warden’s Report
The Jr Warden reported the following regarding equipment: It appears the weedeater can be repaired, and replacement is not necessary; the refrigerator used by the Flower Guild is not working well; the refrigerator in the small kitchen needs repair; the big copy machine has more than 1,000,000 copies on it, and will need to be replaced soon. The church owns the machine.
Phone System Update
Jim Wilson reported he is researching small business phone service through Verizon with purchased equipment at a cost of around $2600. The Interim Rector will call Verizon to advise them we no longer need email through their service.
Mission Statement Adopted
Elizabeth Mason moved the Vestry adopt the following as the Mission Statement for St-Martin-in-the-Fields “Our mission is to be Jesus Christ’s heart, hands and feet to our neighbors no matter where they are on their journey of faith.” The motion was seconded and carried.
The meeting adjourned at 2:50 PM with prayer by Aubrey Hardman.
Respectfully submitted,
Glenda Morehead
Clerk
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SUNDAY, MARCH 16, 12:30 PM, EAST PARISH HALL.

Vestry highlights – March 16, 2014 meeting

by Alan Bentrup | Mar 19, 2014 | Vestry Updates

What follows is approved by the senior warden and interim rector, but is strictly unofficial, meaning it is not a substitute for meeting minutes. Contact any member of the Vestry with your questions or comments.
Karrie Marling, chair of the School Board of St. Martin-in-the-Fields Preschool and Academy, told of plans to improve the school today and in the future. Committees are being formed to work on improving the playground, technology in the classroom and education of students. Parishioners as well as parents will be asked to help in all areas.
The Vestry elected the following persons to serve as the Search Committee for St-Martin-in-the-Fields: Ashley Hardman, Brian Long, Chris Mullaney, Eloise Frye, Flo Lowrey, Francine deLongchamp, Gil Kleinwechter, Marty Hitchcock, Tayo Omoniyi. A concerted effort was made to ensure all areas of the parish and all age groups were represented. Richard Cabes will chair the committee; Senior Warden Bob Bess will attend meetings, but will have no vote.
Jim Wilson, chair of the Profile Committee, announced the current members of the committee: Bob Bess, Ron Hitchcock, Susan Kleinwechter, Courtney Mullaney and Interim Rector Mike Wallens. This committee is charged with creating a parish-wide survey and the resulting profile that will be used by the Search Committee in its work. Wilson plans that the work of the committee will be completed by the end of April.
The membership of the Stewardship Committee was announced: Aubrey Hardman, chair, Bob Bess, Eloise Frye, DJ Mitchell, Courtney Mullaney, Ibun Omoniyi, Ife Omoniyi, Tayo Omoniyi and Interim Rector Mike Wallens. The Stewardship Committee will function year-round, rather than just during “pledge season.”
The membership of the Finance Committee was announced: Jack Bailey, chair, Bob Bess, Aubrey Hardman, Paula Jefferson and Treasurer Diana Panther.
Pledge income continues to be much lower than budgeted. Announcements, notices and first quarter contribution statements will encourage parishioners to remember their financial commitments to St-Martin-in-the-Fields.
Three candidates have been interviewed for the position of administrative assistant for St-Martin-in-the-Fields. The interview committee hopes to make a decision by next Sunday.
The job description and title of Corrie Cabes has changed. Rather than serving as Christian Education Director she is now the Children and Youth Minister, serving children 4 years through 12th grade. Christian Education for adults and older youth will be the responsibility of the clergy.
The refrigerator in the office kitchen cannot be repaired. A solicitation will be sent out to members of the parish requesting donation of a refrigerator (with icemaker) under 10 years old. Anyone wishing to donate such a refrigerator is asked to contact junior warden Joe Panther or the church office.
St-Martin-in-the-Fields’ newsletter is returning. It will be sent out electronically and hard copies will be made available for newcomers and members preferring them.
“We’re good once they get here, but how do we do at getting them in the door?” A committee on church growth is in the planning stages. Elizabeth Mason will work with the interim rector on the committee’s development and activities.

Vestry highlights – February 16, 2014 meeting

by Alan Bentrup | Feb 23, 2014 | Vestry Updates

What follows is approved by the Senior Warden and Interim Rector, but is strictly unofficial. Contact any member of the Vestry with your questions or comments.

The Vestry is aware that all aspects of Christian Education are in the hands of the clergy. After hearing parishioners’ comments at the Town Hall meetings, Vestry members recommended that Sunday School be scheduled during the 10:30 service with the first Sunday of every month designated as Family Worship.
The Vestry voted to adopt the following mission statement for St-Martin-in-the-Fields: “Our mission is to be Jesus Christ’s heart, hands and feet to our neighbors no matter where they are on their journey of faith.”
The Treasurer reported that income for January was less than expected.
Our Deanery is hosting Diocesan Convention 2014 in Arlington in November. Help will be needed.
Michele King, church secretary, has resigned and gone to work in the diocesan office. We will move as quickly as possible to replace her.
The copy machine has been used to make more than 1,000,000 copies and will need to be replaced soon. The refrigerator used for flowers is not working well and the refrigerator in the little kitchen needs repair. The phone system needs to be updated.
The Profile Committee is almost complete. This is the committee that will put together the profile of St-Martin-in-the-Fields that goes to prospective candidates for rector. The profile they create is to tell who we are as a church – our strengths and weaknesses.
The names of Search Committee candidates are currently being collected. The Vestry will consider the names on the list in “executive session” at the March meeting. Executive session means that the meeting is closed to all visitors and observers.
 

Vestry meetings – a spectator sport

by Alan Bentrup | Feb 23, 2014 | Vestry Updates

My favorite spectator sport is Vestry watching.  Even if I weren’t clerk of the Vestry, I would still want to come to the monthly meetings.  Do you know that Vestry meetings are open meetings?  All members of the parish are welcome to attend meetings as observers.  While observers can have no say in what goes on during the meeting, they can come and see.  It’s the best way to find out just what’s going on.  Church rumors can be fun, but seeing for yourself is better.  What will you see if you come?  You will see a group of people of varying backgrounds and approaches to life, of different ages and professions.  The meetings open and close with prayer.  Sometimes decisions are reached quickly, sometimes the discussions take longer.  They listen carefully to each other; they respect each other, they enjoy working together.  They are very aware of the important decisions they must make in these changing days.  They all care greatly about St-Martin-in-the-Fields and her future.  Tell Vestry members any concerns you may have – they do listen.  Be sure you also thank them for taking on what must sometimes feel like a heavy load – a part in the governing of our parish.  Most of all pray that God will watch over and guide them.