by Anika Rinker | Feb 17, 2014 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
January 16, 2014
Present: Bob Bess, Annette Duff, Aubrey Hardman, Pat Hollifield, Joe Panther, Linda Seeber, Becky Snell, Joel Walker, Jim Wilson; the Rev Michael Wallens, Interim Rector; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Not present: Steve Anderson, DJ Mitchell.
Absent: Gary Grant
A called meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Thursday, January 16, 2014, at 6:30 PM in the East Parish Hall. The meeting opened with prayer by the Interim Rector. The meeting was called for the purpose of approval of the budget for 2014, to hear of the changes planned in Christian Education and the worship services, and to discuss the upcoming visit to St-Martin-in-the-Fields by the Most Rev Katharine Jefferts Schori.
Treasurer’s Reports
The Treasurer announced the School Board approved a budget for 2014 which was then reviewed and approved by the Finance Committee with the balance of income over expenses rolled back into maintenance of the playground. She stated that the financial reports she presents to the Vestry in the future will look different with the inclusion of the School as required.
The Treasurer reviewed the final budget that was approved by the Finance Committee. It includes the final income figures for 2013. Joel Walker moved the Vestry approve the budget as presented.
Roof and Water Damage
The Senior Warden stated that the education building now has a new roof. The East Parish Hall was repainted as a part of the repair due to water damage.
Changes in Worship
The Interim Rector reminded Vestry members that worship is the central part of what goes on in an Episcopal church. All that we do is centered around the altar. Because of this the first priority in an Episcopal parish is having the children in church. Sunday School at 9:30 has been very difficult and attendance has declined. One of the changes being planned is to move the 10:30 service to 10 AM and have Sunday School for adults and children after the service. Plans call for the 5 PM service during Lent to be a Taize service.
The Visit
The Presiding Bishop, the head of the Episcopal Church will be with us on February 9. She will have a town hall meeting to share information and listen to concerns about the Episcopal Church at 9:30 AM with all who wish to attend and will celebrate and preach at the 10:30 service. The Senior Warden plans to attend every service this weekend to invite parishioners to volunteer to help with the visit. Parishioners are also being invited to contribute to help defray the costs of the logistics of the service. He asked that the Vestry designate “The Visit” as an approved Fund. The Vestry members agreed.
The meeting adjourned at 8 PM with prayer by Joe Panther.
Respectfully submitted,
Glenda Morehead
Clerk
by Anika Rinker | Feb 17, 2014 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
December 15, 2013
Present: Steve Anderson, Bob Bess, Annette Duff, Aubrey Hardman, Pat Hollifield, DJ Mitchell, Joe Panther, Linda Seeber, Becky Snell, Joel Walker, Jim Wilson; the Rev Michael Wallens, Interim Rector; the Rev Amy Haynie, Associate Rector; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Absent: Gary Grant.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, December 15, 2013, at 12:30 PM in the East Parish Hall. The meeting opened with worship led by the Interim Rector. (See attached.)
Minutes of the November meeting were approved as distributed.
Christian Education Report
The written report of Corrie Cabes, Director, is attached and made a part of these minutes.
Communications Committee
Annette Duff reported that the committee’s budget request has been given to the Treasurer. Notification has come in that fee changes are being made by the company handling credit card receipts. The Interim Rector will contact the company by the 18th to advise them of our intention to remain with them at this time.
Festival-in the Fields
Dick Seeber, Chair of the event, announced that he had planned that this year’s Festival would be the last, but he has already committed to head the Festival for one more year. He reviewed this year’s event, both positive and negative aspects, and shared his recommendations for Festival 2014. (See attached.)
Diocesan Information
Commission on Ministry: Joel Walker reported that the December meeting of the Commission on Ministry was cancelled, and no meeting is scheduled in January. The next meeting of the COM will probably be in February.
Eastern Deanery: The Deanery meeting will be held at St-Martin-in-the-Fields tomorrow evening. It will include a potluck dinner. Volunteers are needed at 6 PM for setup and at 6:30 to serve.
Commemoration of Reorganization: The commemoration of the reorganization of the Diocese of Fort Worth will be held February 8-9, 2014. The Presiding Bishop and the President of the House of Deputies will both be here for the event. Details of the schedule will come later, but it is known that on Sunday the President of the House of Deputies will visit St. Luke’s in the Meadows and the Presiding Bishop will visit St-Martin-in-the-Fields. She will probably be with us for the 8 AM service, to hold a “town hall” type meeting between services, for the 10:30 service, and for a reception following.
Nominating Committee
Gil Kleinwechter and Cindy Sulots have agreed to be nominees for Vestry for 2014. Conversations continue with other potential candidates.
Stewardship Campaign
Aubrey Hardman announced that $350,000 has been pledged for 2014, compared to the $314,000 that was pledged for 2013. The stewardship campaign will continue year-long. In light of this campaign expansion, the committee will be expanded to 5 members.
Treasurer’s Reports
The Treasurer reviewed the financial report year to date. (See attached.) Jim Wilson moved the Treasurer’s Report be accepted as presented. The motion was seconded and carried.
The Treasurer stated that church and school financials will not be consolidated by year-end.
A consultant will be coming in at a cost of $1000 to consult with the Treasurer on fund accounting. DJ Mitchell volunteered to join them for the meeting which will probably occur early on a Saturday morning.
Budget Consideration: The Treasurer presented the first draft of a budget for the coming year. (See attached.) Vestry consensus is that a budget cannot be approved until the final numbers for 2013 are in. A called meeting will be held January 19 for the purpose of consideration of the budget for 2014.
Rector’s Report
Profile Committee: The Interim Rector stated that 2 important committees need to be formed during the interim – a Search Committee and a Profile Committee. The most urgent one is the Profile Committee which will use the needed all-parish surveys to create the profile of St-Martin-in-the-Fields – “warts and all.” Members of the committee need to be persons who are good listeners, who write well and are able to accurately analyze the data from the surveys. The committee needs to be formed before the first of the year. “Table Top Discussions” to take place at the Parish Annual Meeting will be led by the Profile Committee members.
Needs To Be Addressed: He sees 3 subjects in urgent need. The relation between parish and school needs to be solidified. As Hardman mentioned, stewardship needs to change to year round. A determination needs to be made about what goes on before and after Radical Hospitality – how do we assimilate people after we get them in?
Soccer Team Christmas Party: Last night the Fever Soccer Team had their Christmas party and the Interim Rector was asked to attend and provide the opening prayer. It was a strong testimony as to what they see as their solidifying relationship with St-Martin-in-the-Fields.
Associate Rector’s Report
Keller Holly Days: The Associate Rector reported that although the evening of the Keller Holly Days event was bitterly cold, 8 – 9 families from St-Martin-in-the-Fields were involved in the parade. She thanked Becky Snell who drove the trailer containing our float. About 200 people lined the parade route. The tee shirt campaign brought in $591 for St. Martin. Parade costs totaled $350. The balance can help provide seed money for future participation in profile-raising opportunities in our community.
Episcopal Youth Event: Diocesan youth are working on plans to take part in the EYE planned for summer.
Youth to Meet with PB: During her visit to Diocese of Fort Worth, the Presiding Bishop wants to meet with youth under 18 years of age to get their views on the Episcopal Church.
Heifer Project: Heifer International says they are matching donations made through today. The EYC has chosen Heifer Intl as their Christmas project. The Mission and Outreach Committee is matching $250 of the money raised by EYC. The Associate Rector encouraged all planning to donate to the EYC Heifer Project to do so today so their contribution will be doubled.
Senior Warden’s Report
Search Committee: The Senior Warden asked Vestry members to email him with the names of those they suggest as members of the Search Committee. He would like 3 names from each person on the Vestry. Richard Cabes will serve as Chair of the Search Committee. The Senior Warden himself cannot serve on the Search Committee, since as a Vestry member he will be voting on the candidates.
Profile Committee: This committee will be 6 to 8 members. Several suggestions were made for members of the Profile Committee. He again asked Vestry members to email him with further suggestions.
Waggoner’s Timeline: The Senior Warden shared with Vestry members copies of the timeline for search process he received from Canon to the Ordinary Janet Waggoner and her suggested schedule for same. Vestry consensus is that the suggested schedule will not be feasible for St-Martin-in-the-Fields.
Telephone System: St. Martin’s phone system needs to be redone. Jim Wilson will investigate to determine the best solution for our needs – now and in the future – and report back at the January called meeting.
Gantt Chart: With several important subjects needing attention there was discussion of a Gantt chart to prioritize all that needs to be done:
Before and after Radical Hospitality
Financial records set-up
School relationship
Stewardship culture change
Parish surveying
Profile Committee
Search Committee
Junior Warden’s Report
The Jr Warden reported the following regarding buildings and grounds:
Watering and Water Meter Changes: Nothing can be done at present regarding the water meters due to the weather.
Roof Damage Coverage: The insurance company will cover all damage to the education building caused by damage to the roof, but we don’t yet know how much they will pay.
Playground Surface and Canopy: The canopy of the playground equipment must be repaired. The poles of the canopy were twisted by the weight of ice during the recent ice storm. More gravel needs to be poured to bring the playground surface up to code.
Memorial Garden Trees: Some of the trees in the Memorial Garden need major trimming. They currently reach onto the roof of the sanctuary.
Joy in Serving: Steve Anderson, Jr Warden for the past 3 years, stated that this is his last regular meeting as a member of the Vestry of St-Martin-in-the-Fields. He has really enjoyed his years of service, and expressed his thanks to all the Vestry for making these years such a joy.
Clergy Housing Allowance Resolutions
Jim Wilson moved the adoption of the following resolution:
Whereas the Reverend Michael Wallens, an ordained minister, is employed to serve St.-Martin-in-the-Fields Episcopal Church as Interim Rector beginning September 14, 2013; and
Whereas St. Martin-in-the-Fields Episcopal Church does not provide a residence for its appointed minister:
It is hereby resolved that the compensation to be paid to the Rev. Michael Wallens for the calendar year 2014, and subsequent years unless amended, shall include an annual payment of $30,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
The motion was seconded and carried
Jim Wilson moved the adoption of the following resolution:
Whereas the Reverend Amy Haynie, 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. Amy Haynie for the calendar year 2014 and subsequent years unless amended, shall include an annual payment of $48,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
The motion was seconded and carried.
Mitchell Gift Approved
Sue Mitchell has created a wall hanging to be placed on the wall of the stairwell to the choir loft. The recently adopted Gift Policy requires that all non cash gifts must be approved by a vote of the Vestry. Becky Snell moved the Vestry accept the gift from Sue Mitchell. The motion was seconded and carried.
The meeting adjourned at 2:50 PM with prayer by Jim Wilson.
Respectfully submitted,
Glenda Morehead
Clerk
Called meeting following the annual parish meeting January 26, 2014.
Next regular vestry meeting Sunday, february 16, 12:30 PM, East parish Hall.
Christian Education Report
December 2013
CHRISTIAN EDUCATION HIGHLIGHTS
Sunday School Update: In November, a lunch meeting was held with all Sunday school volunteers to discuss Christian education at St. Martin’s for children and youth. This was a great meeting to gather and brainstorm about the future of Christian education. To follow up with this meeting, I have invited all Sunday school volunteers and those interested in formation to attend a Christian educator’s workshop that will be held on January 25th in Terrell, TX.
Episcopal 101: Plans are in the works for a new class to be offered for adults on Sunday mornings. This class will answer questions about our faith, our worship and what it means to be an Episcopalian. This will also be a great opportunity for those wishing to be received or confirmed.
Youth Survey and Meeting: On January 12th, the youth and parents are invited to take part in looking at the future of youth ministry at St. Martin’s at a lunch meeting with Fr. Mike and youth leaders. A survey will go out before the meeting to help get a better picture of what the youth of St. Martin’s see as their vision of faith in action.
Big Thanks–
Advent Fest 2013: Thanks to all who made the Advent Fest a wonderful event. A welcomed addition to the Advent festivities came in the form of a children’s Christmas store where children could shop for loved ones. It was great to see the parish family gather at this special coffee hour to mark the beginning of Advent.
–
You Are Invited!
Elves Feast: You are cordially invited to the Elves’ Feast which will be held between services on Christmas Eve in the east parish hall with goodies galore and a visit from Santa!
Merry Christmas,
Corrie Cabes
Director of Christian Education
by Anika Rinker | Jan 12, 2014 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
November 17, 2013
Present: Steve Anderson, Bob Bess, Annette Duff, DJ Mitchell, Linda Seeber, Becky Snell, Joel Walker, Jim Wilson; the Rev Michael Wallens, Interim Rector; the Rev Amy Haynie, Associate Rector; Glenda Morehead, Clerk; the Rt Rev Rayford High, Bishop of the Diocese of Fort Worth, Guest.
Not present: Aubrey Hardman, Pat Hollifield, Joe Panther; Diana Panther, Treasurer
Absent: Gary Grant.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, November 17, 2013, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Bishop.
Conversation with the Bishop
The Bishop stated that he and Canon Janet Waggoner will be available to help the Vestry of St-Martin-in-the-Fields during the search process. He reaffirmed his belief that St. Martin is a great place with great potential – a parish in which it would be a pleasure to serve. He thanked all present for their service for the parish. He recommended the online publications Vestry Papers, found at ecfvp.org, as good sources regarding Vestry matters in any parish. He was asked to list some of the “best practices” to grow a parish in a highly populated area. He responded that the first contact with any church comes in the worship service. The worship service should be the best it can be with each person participating doing the best job possible; music should be good and singable; efforts should be made to make the service go smoothly. He will ponder the question and get back to us. He thanked everyone for the hospitality shown today and is looking forward to returning for Spring confirmations.
Minutes of the October 20, 2013, meeting were approved as distributed.
Christian Education Report
The written report of Corrie Cabes, CE director, is attached and made a part of these minutes.
Communication Report
Annette Duff reported that the changeover of email went smoothly. There needs to be better coordination of communication. The Rector asked that a representative of the Communication Committee attend the weekly staff meeting at 1 PM on Wednesdays. Better communication among groups is needed in particular to lessen calendar conflicts (the “double-booking” of space, leaders being expected to take part in multiple gatherings taking place at the same time, etc).
Diocesan Information
Joel Walker announced that St. Martin will have 4 members on the Commission on Ministry – Richard Cabes and Joel Walker are continuing, the Rev Henry Penner and Joe Malmgren are new members on the commission. The COM has an interview in December with an individual who is starting the 3 – 3 ½ year journey to ordination.
Stewardship
Bob Bess stated the stewardship follow-up process will start as soon as he analyzes the comparison between those who pledged in 2013 and those who have not yet pledged for 2014.
Treasurer’s Report
The Treasurer’s report was given in written form only. DJ Mitchell moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
Nominating Committee
Steve Anderson, chair of the committee, announced the committee has nothing to report at this time.
Interim Rector’s Report
Building Use Policy: The Interim Rector is working on compiling a current building use policy with one of the goals being to help avoid scheduling conflicts. Joel Walker has found a copy of a previous building use policy which he will provide to the Interim Rector.
Parish Council Meeting: He reviewed some recommendations that came out of the recent meeting with heads of guilds and organizations. A Vestry member needs to be working with each parish organization; this individual would report back to the Vestry on the organization’s activities. The Mission and Outreach Committee needs to include Evangelism. The organizational chart that came out of the meeting includes all parish organizations with the exception of the Transition Committee. The Transition Committee will be a long term group which will discuss what’s going on now and be available for the new Rector, who will determine when their service is no longer needed. The Interim Rector will appoint the Transition Committee as well as the Profile and Search Committees.
Vestry Retreat: He has a friend in Maryland who is very experienced in advising vestries. The individual will be attending a meeting in Albuquerque in April, and a retreat with St. Martin’s Vestry is scheduled to take place while he is in the area.
Fever Soccer Football Club: Constance Smith, director and founder of the Fever, the soccer club that uses our fields, has a goal of getting the club’s members and their families to come to St. Martin. The club is made up mainly of African American, Hispanic and Asian members. They have already done a number of service projects for St. Martin and hope to do more in a long term relationship with the parish.
Upcoming Conferences: He asked that all parish members who are available attend the Changed Conference Workshop in Frisco February 9 – 11 and the THE Conference on Evangelism, Stewardship and Formation May 2 – 4 at Camp Allen in Diocese of Texas.
St. Martin Preschool and Academy Planning Meeting: There was a gathering on November 5 to begin the process of formation of a School Board. The (Interim) Rector, Senior Warden and School Director are ex officio members of the School Board. Participants at the meeting reviewed the requirements for School Board membership and suggested names for the board members who are appointed by the Rector. The following have agreed to serve on the St. Martin School Board and have been appointed by the Interim Rector: Brian Long, Karrie Marling, Annette Duff and Linda Seeber. He is contacting one other person. The Board will meet December 3 at 7 PM. The Interim Rector plans to attend the School staff meetings on Wednesday mornings.
Associate Rector’s Report
Diocesan Activities: The Associate Rector announced that she and the Bishop have agreed that as of the recent court hearing, her diocesan inreach job is finished. She is on the wrap-up committee for the recent 2013 convention. Our deanery is in charge of all diocesan convention 2014, and she will bring to our deanery the information she learns at the wrap-up meeting.
St. Martin Information for the Fever Games: She has some plastic real estate boxes that will be attached to the backs of the soccer signs, giving information on the services and activities of St-Martin-in-the-Fields to all who come for the soccer games.
Keller Holly Days: St Martin will have a St. Nicholas float in the Holiday Parade on Bear Creek Pkwy, Keller, December 6. The parade starts at 6 PM and St. Martin participants will gather at 4 PM. Participants are to wear red or green tops if they wish to walk alongside the float and hand out gold-foil wrapped candy in the shape of coins – the traditional gift of St. Nicholas. Those planning to participate are to contact her.
Senior Warden’s Report
The Senior Warden shared information regarding 2 proposed non-budgeted expenditures for the remainder of 2013. He postponed discussion and decision on the matters until the December meeting. Input is needed on the subjects from the Treasurer and the Finance Committee before a decision is made.
Junior Warden’s Report
Roof Repair Claim: At the recommendation of the insurance adjustor the Jr Warden will be turning in a bid received for replacement of the entire roof plus coverage of the damage to the interior and attic areas.
Watering of Soccer Fields: The Fever Soccer Club wants to take over responsibility for watering the soccer fields. To do so they want to tie in to our water meter system at the street and pay the cost (approximately $2000) resulting from the work. DJ Mitchell moved the Vestry authorize the Jr Warden to proceed with negotiations regarding the property with the goal of reaching a contract which would then be brought back to the Vestry for consideration at the December Vestry meeting. The motion was seconded and carried.
Outside Signage: There was discussion re changing the outside signage for St-Martin-in-the-Fields. DJ Mitchell moved the Senior Warden and Jr Warden be authorized to investigate the most reasonable approach to outside signage as soon as possible. The motion was seconded and carried.
Gift Policy Resolution
At the last Vestry meeting DJ Mitchell was tasked with preparing a possible Gift Policy for St-Martin-in-the-Fields. He presented the Gift Policy in resolution form. Joel Walker moved the Vestry adopt the Gift Policy resolution as presented. The motion was seconded and carried. The resolution is attached to and made a part of these minutes.
Columbarium Transfer
There are currently no firm policies in effect regarding transfer of columbarium spaces between individuals. DJ Mitchell moved the Vestry approve the transfer of a columbarium space from Paula Steves to Jim Wilson and LC Crowley as agreed between the parties. The motion was seconded and carried. Jim Wilson, as a party to the transfer, recused himself from the vote.
St-Martin-in-the-Fields Tee Shirts
The Associate Rector gave information on ordering St. Martin tee shirts to wear in the Holly Days parade. The design and cost will be provided on the manufacturer’s website.
The meeting adjourned at 3:31 PM with prayer by Joel Walker.
Respectfully submitted,
Glenda Morehead
Clerk
Please note: Next regular vestry meeting Sunday, December 15, 12:30 PM, East parish Hall.
Christian Education Report
November 2013
CHRISTIAN EDUCATION HIGHLIGHTS
Sunday School Update:
In November, Sunday school resumed age-specific curriculum (Godly Play, re:form and RefLectionary) for youth and children in the east parish hall at a new time between the 8:00am and 10:30am service from 9:30am-10:15am. Since the time change, Sunday school attendance for children and teens has dramatically decreased. I have called a meeting this month with all Sunday school volunteers and Fr. Mike to discuss the current Sunday school schedule.
Adult Education, led by Fr. Mike, is currently being held in the west parish hall from 9:30am-10:15am, with a morning gathering time starting at 9:15am with coffee and conversation and has drawn a great crowd each Sunday.
Wednesday Study: This group recently began a book study on Help, Thanks, Wow: The Three Official Prayers by Anne Lamott.
Looking Towards December–
Advent Fest 2013: Plans are in full swing for St. Martin’s Advent Festival to be held during coffee hour in the east parish hall on December 1st. All are welcome! Make an advent wreath, grab a cookie and hot chocolate and learn about this blessed season. Vestry member Linda Seeber will be offering a children’s Christmas store where children can shop for family and friends during this event!
St. Nicholas Visit: St. Nicholas will visit St. Martin’s Preschool and Academy on Dec. 4th and 5th to spread God’s love and his message of the importance of giving. All are welcome to attend this special chapel service in the sanctuary at 9:25-9:50am.
Elves Feast: A couple of sneaky elves are planning a feast to celebrate Christmas on Christmas Eve in the east parish hall. After the 5pm family service, join in the merriment with special Christmas goodies in the east parish hall! I will be looking for bakers and those willing to bring some treats to make this event a success!
In His Service,
Corrie Cabes
Director of Christian Education
Gift Policy Resolution
WHEREAS, St. Martin in the Field appreciates and welcomes the spirit of giving inherent in each donor’s prospective gift or donation (herein after referred to as “Gift” or “Gifts”) and thanks each donor for their thoughts and intentions;
WHEREAS, St. Martin in the Field must affirmatively vote to accept all Gifts offered to it, subject to the strictures of law and the Tax Codes of the United States of America and of the State of Texas and may decline acceptance of any Gift if such Gift detracts from the purpose, goals, character, integrity or independence of our church;
WHEREAS, St. Martin in the Field will make all Gifts available to aid in carrying out the mission of our church, subject to the affirmative vote of its Vestry, and consistent with the laws of the United States of America and the State of Texas;
WHEREAS, The Vestry of St. Martin in the Field (herein after referred to as “the Vestry”) recognizes its responsibility to be a good steward of the Gifts entrusted to it;
THEREFORE BE IT RESOLVED BY THE VESTRY:
1. Unrestricted cash Gifts will be accepted and recorded by the Treasurer of St. Martin in the Field (herein after referred to as “the Treasurer”) at the direction of an affirmative vote of the Vestry;
2. Restricted Gifts or Gifts designated for a particular use will be accepted and recorded by the Treasurer at the direction of and after an affirmative vote of the Vestry only if the Vestry has previously established a fund (herein after referred to as “Fund” or “Funds”) into which the restricted or designated Gift may be placed in a way consistent with the wishes of the donor;
3. Funds established by the Vestry will include the General Fund, the Restricted Capital Fund, the Unrestricted Capital Fund, the Memorial Garden Fund or other Funds as my be established from time to time by an affirmative vote of the Vestry;
4. If the restrictions or designations placed on a particular Gift are not consistent with the limitations and purposes of a particular Fund, a member of the Vestry, as directed by the Senior Warden of the Vestry, will inform the donor, and if agreement cannot be reached as to what Fund the Gift can be directed, the Gift will be returned to the donor;
5. At the time the Vestry receives notice of a non-cash Gift (e.g., stock, various kinds of securities, insurance products, automobiles, furniture, animals, jewelry and real estate), such Gift cannot be encumbered in any way and will be subject to verification of ownership by the donor and an affirmative vote of acceptance the Vestry;
6. All non-cash Gifts shall, under the direction and guidance of the Vestry and as quickly as reasonable possible, be liquidated and the receipt of cash from such act of liquidation shall be given to the Treasurer for deposit into an established Fund, as designated by the donor and accepted by the Vestry; thus establishing the non-cash Gift’s fair market value for both St. Martin in the Field and the donor;
7. All costs related to the liquidation of a non-cash Gift will be deducted from the cash derived from the liquidation of the non-cash Gift;
8. Acceptance of all Gifts will be acknowledged by the Treasurer in a written letter to the donor and will state, among other things, the value of the cash Gift or, in the case of a non-cash Gift, the value of said Gift as established through the process of its liquidation; and,
9. The Vestry will at all times safeguard a donor’s privacy and other confidential information related to his or her donation and will make public the donation only with the express written approval of the donor.
by Anika Rinker | Dec 4, 2013 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
October 20, 2013
Present: Steve Anderson, Bob Bess, Annette Duff, Aubrey Hardman, Pat Hollifield, DJ Mitchell, Joe Panther, Linda Seeber, Becky Snell, Joel Walker, Jim Wilson; the Rev Michael Wallens, Interim Rector; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Not present: The Rev Amy Haynie, Associate Rector;
Absent: Gary Grant.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, October 20, 2013, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Interim Rector.
Discussion by members of the parts of the prayer that were most meaningful to them was followed by their reading the prayer in unison.
Minutes of the September 15, 2013, meeting were approved as distributed.
Christian Education Report
The written report of Corrie Cabes, CE Director, is attached and made a part of these minutes.
Communication Committee Report
Susan Kleinwechter reported that in the future a different email setup will be used for emails from persons sending out emails on behalf of the church. She went over some of the ways in which those emails will be different (see her attached report). She asked that a vote of the Vestry be taken to allow or disallow forwarding of church-related emails to personal email accounts in the future. DJ Mitchell moved the Vestry vote to not auto-forward in the future. The motion was seconded and carried.
Diocesan Information
Joel Walker announced that the diocesan Commission on Ministry will meet on Friday. One new person is to be interviewed by the COM in December. The annual diocesan convention will be held November 8 and 9 in Wichita Falls.
Stewardship
Aubrey Hardman, committee chair, reported that so far $105,000 has been pledged by 26 households. It is estimated that St. Martin has about 217 active households. 4 additional pledges were received today. Information on stewardship is now being included in the bulletin and the Bible studies are going well.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports. (See attached.) Joel Walker moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
Interim Rector’s Report
The Rev Mike Wallens stated it is a real joy to be at St. Martin’s. He is grateful for the support of the Vestry and the staff. He listed several subjects he has seen that need consideration:
He reminded the Vestry that they are currently the school board for St. Martin’s Academy. It is very important that the School Board meetings be separate from Vestry meetings. He suggested Monday, Tuesday or Wednesday evening for meetings of the School Board. Vestry consensus is that Tuesday is the best day. The Interim Rector will check with Catherine and the first meeting of the School Board will be Tuesday, October 29 or November 1 at 7 PM.
The current phone system does not allow for inter office communication. The possibility of changing the phone system is being investigated.
He has requested and the cleaning service has agreed to start cleaning on Sundays to ensure the buildings are ready for use on Monday.
Policies need to be put in place for gifts to St-Martin-in-the-Fields. DJ Mitchell volunteered to do the preliminary work on gift policies.
Policies also need to be on record for weddings, funerals and building use.
Starting in November a Parish Council – made up of the heads of all organizations and ministries – will begin meeting on a regular basis to ensure that all are aware of the work of the others.
Diocesan meetings will be held February 9-11 on transformation and change to take place in Frisco and May 2-4 on formation at Camp Allen. Teams need to be put together to attend these gatherings.
Our Bishop will visit on November 17 – the Feast of St. Martin. He will meet with all interested parishioners between the Sunday services that day to answer questions and listen to concerns.
A Vestry retreat will be planned for January or February. Between now and then the Mission, Vision, and Values statements will be determined and from those will come the parish profile.
He stated that previous experience has shown a successful search for a new rector needs to begin before Lent or be delayed until after the start of fall activities. Because of the work that needs to be done before a search starts, that means that the search for a new rector for St. Martin can begin no sooner than fall. He announced that an interim rector needs to leave 4 to 6 weeks before the new rector comes.
Associate Rector’s Report
The written report of the Associate Rector is attached and made a part of these minutes.
Junior Warden’s Report
The Jr Warden reported that the insurance adjustor came to assess the roof of the education building. His initial assessment is there is not enough damage to warrant a new roof. A structural engineer was planning to come to analyze the cause of water damage, but a convenient time could not be found. If the engineer and the church do not agree on the determination, arbitration would be required.
Nominating Committee Announced
The Senior Warden announced that Steve Anderson, Linda Seeber and Becky Snell will serve as members of the nominating committee for Vestry and delegates nominees for election at the Annual Parish Meeting 2014. Anderson will chair the committee. In recent years the 3 most recent senior wardens have been invited to serve on the committee also. The committee is charged with determining the slate of nominees by the November Vestry meeting.
Associate Rector Housing Allowance Resolution
Jim Wilson moved the adoption of the following resolution:
Whereas the Reverend Amy Haynie, 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. Amy Haynie for the calendar year 2013, and subsequent years unless amended, shall include an annual payment of $48,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
The motion was seconded and carried.
Mitchell Report on Capital Funds Research
DJ Mitchell reported on his findings in regard to the history and designation of the Capital Funds. The resulting resolution he prepared was distributed to Vestry members prior to this meeting for their consideration. Said resolution is attached to and made a part of these minutes. Joel Walker moved the resolution be adopted as written. The motion was seconded and carried.
Offer by the Soccer People
The people of the soccer league that uses our field have worked on the playground and landscaping as a service project and want to do more volunteering for St. Martin. They currently plan to paint the hall in the office area. The Green Teams are presently responsible for mowing the closer areas of our property, and the Jr Warden plans to ask the soccer people to make this mowing one of their service projects. City of Southlake has ceased watering the soccer field. The soccer people have offered to take over responsibility for the watering if an agreement can be reached. The Senior Warden passed around the agreement he plans to sign with the soccer people as soon as the details are ironed out. The proposed agreement states they will have use of the field for a consideration of $500 plus documented volunteer hours.
Announcements
The diocese is looking at realigning the deaneries. Discussion and realigning the deaneries may occur at the Executive Council meeting on December 7, 2013.
The Senior Warden remarked that recently St. Alban’s did an evaluation and found that most people in Arlington didn’t know they exist. They have no “local identity.” St. Martin must ensure that is never the case for our parish.
The Interim Rector announced that he offered the invocation at the October Keller Council meeting.
Joe Panther reported that Boy Scout troop 937 is considering asking for permission to hold a fundraiser in the St. Martin parking lot next March.
The meeting adjourned at 3:18 PM with prayer by Pat Hollifield.
Respectfully submitted,
Glenda Morehead
Clerk
Please note: Next regular vestry meeting Sunday, November 17, 12:30 PM, East parish Hall.
Christian Education Report
October 2013
CHRISTIAN EDUCATION HIGHLIGHTS
Sunday School Update: We have enjoyed the breath of fresh air that the Intergenerational Bible Study has brought to the parish. Each week we have learned new things about each other and it has been great to look towards the future. I’d like to offer thanks to Fr. Mike Wallens for facilitating this bible study and to my wonderful Sunday school volunteers for their help. The highlight of each Sunday morning was seeing Joel and Carol-Lynn Walker set up a breakfast for the parish and many thanks goes to the Walkers for their generosity.
In November, Sunday school resumes the chosen curriculum (Godly Play, re:form and RefLectionary) for youth and children in the east parish hall between the 8:00am and 10:30am service. Sunday school will be held from 9:30am-10:15am. Adult Education will be held in the west parish hall from 9:30am-10:15am, with a morning gathering time starting at 9:15am with coffee and conversation.
Wednesday Study: The Heart of Christianity by Marcus J. Borg wraps up on Wednesday, October 23rd. The next book for this group will be Help, Thanks, Wow: The Three Official Prayers by Annie Lamott.
Wednesday Night Bible Study: A Wednesday night bible study is in full swing! Each Wednesday night, everyone is invited to the Education building for coffee, dessert and great discussion from 7:00pm-8:00pm.
This class will also offer childcare.
All Hallow’s Eve: An All Hallow’s Eve service will be held on Saturday, October 26th at 5pm. We will celebrate God’s victory over evil and learn about the history of Halloween. Following the service, we will gather in the east parish hall for a Spooky Kooky evening with tricks and treats and more! Candy donations are graciously accepted in the narthex and the parish is encouraged to dress in their spooky best and hand out candy, gobble “soul cakes” and have a grand time!
In His Service,
Corrie Cabes
Director of Christian Education
Associate Rector’s Report
Vestry Report – October 2013
Since we met last, I have been on the road a lot. The Spiritual Retreat in Massachusetts was wonderful for my soul. The silence was very healing and the quiet allowed me to reflect on the last year with all of its busy-ness. This was my first real retreat since my ordination and it was sorely needed.
The Episcopal Business Administrator’s Conference was the complete opposite. New York City is not the place to be when the United Nations is meeting. One of the groups was staying in the same hotel so bomb-sniffing dogs and secret service men greeted us every time we ventured to the lobby. I learned a great deal there, mostly about the Church Pension Group and all of its workings. There were a few very practical tips that I will introduce to y’all later- once things slow down a bit.
Last week, Corrie and I met with the diocesan youth workers from Province 7 in Houston at the Diocese of Texas offices. We learned a lot of great information that we will put to use right away here at SMitF. We also learned the most up-to-date information on the Episcopal Youth Event that will be held at Villanova, July 9-13, 2014. In 2011, SMitF sent several youth and I expect we will again.
Today I am travelling to the clergy conference of the Episcopal Diocese of Texas with other colleagues from Ft Worth. If you remember, I went last year and found it to be a very valuable event for building collegiality and poaching good ideas. I pledge to do the same this year.
I am hopeful that all of this time away has given Mike a chance to settle in without my interference in his pastoral relationship building with the staff and parishioners. I believe he and I are working well together, learning each other’s strengths and shortfalls so that we can serve God effectively at SMitF.
This next weekend, Martha Spong will be the guest preacher. She is a United Universalist pastor and president of RevGalBlogPals. She will be leading a continuing education class on the SMitF campus Friday & Saturday (10/25-26) and offered to preach on Sunday as a gift to us. She is related to Bishop Spong as a cousin of some sort, but I’m sure she will tell you all about that. She said it’s always the first question she gets from Episcopalians.
I got our delegates and clergy for diocesan convention (11/8-9) registered. The delegates are: Bob Bess, Phyllis Bess, Richard Cabes, Lisa Neilson, Becky Snell, and Joel Walker. The alternate is Susan Kleinwechter. Sue Mitchell and Marty Hitchcock are unable to join us. Each person, including clergy, is responsible for making their hotel arrangements. That trip to Wichita Falls will conclude my travel for the fall – thanks be to God.
As always, I am honored to serve alongside you all. Please contact me if you have any questions or concerns.
For His Sake,
The Rev. Amy Haynie
Cell: 214-695-2627
by Anika Rinker | Oct 29, 2013 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
September 15, 2013
Present: Steve Anderson, Bob Bess, Annette Duff, Aubrey Hardman, Pat Hollifield, DJ Mitchell, Joe Panther, Linda Seeber, Becky Snell, Joel Walker, Jim Wilson; the Rev Michael Wallens, Interim Rector; the Rev Amy Haynie, Associate Rector; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Absent: Gary Grant.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, September 15, 2013, at 1:15 PM in the Godly Play Room. Immediately prior to the opening of the meeting Senior Warden Bob Bess announced that he will chair the meeting today, and future meetings will be chaired by the Rev Mike Wallens, the Interim Rector.
The meeting opened with a prayer by the Interim Rector, who distributed the prayer and asked Vestry members to come to the next meeting ready to answer the question, “What line in the prayer jumps out at you personally?”
Minutes of the August 18, 2013, regular meeting were approved as distributed. Minutes of the August 25 called meeting were approved as distributed.
Audit Committee Report
Paula Jefferson, chair of the committee, presented the Audit Committee Report, a copy of which is attached and made a part of these minutes. She stressed that since St. Martin’s Academy is not a separate entity from the church, the Vestry bears the fiduciary responsibility for the Academy. The financial records of St Martin’s Academy must be a part of the financial records of St-Martin-in-the-Fields. There is also a problem with the loan vote that was taken in April 2010. DJ Mitchell volunteered to draft a resolution to revise the decision on the loan.
Academy School Board Voted
Jim Wilson moved the Vestry of St-Martin-in-the-Fields serve as School Board for St. Martin’s Academy. The motion was seconded and carried.
Interim Rector’s Remarks
The Interim Rector thanked all present for the warm welcome he and wife Susan have received. He stated that this parish has an important choice to make – whether to return to the days when the open field was occupied by cattle or go forward into an unknown future. Dealing with the financial corrections that must be made is only one of the things that has to happen during the transition time. Time must be allowed to determine how this parish wants to serve those who come – those already here and those in the future.
Christian Education Report
The written report of Corrie Cabes, CE Director, is attached and made a part of these minutes.
Communication Committee Report
Reporting for the committee Susan Kleinwechter announced that there have been some glitches with the website used for testing. She apologized to everyone affected. The Stewardship roll-out is in process. She reminded everyone that communication is critical during the transition period.
Festival In the Fields
Dick Seeber, chair, reported on the progress of the activities of the event so far: All those working with children during the event will need Safeguarding God’s Children training prior to the event. Musicians will perform in the sanctuary. Books are needed for the book sale. He is still 17 volunteers short for the event. If there is not a full team of volunteers, he will be forced to cancel the Festival. Those who have not volunteered so far and that are willing to do so are to contact him as soon as possible.
Diocesan Information
Joel Walker reported that the Diocesan Nominating Committee still shows some openings for nominees – 2 members of the laity for the disciplinary committee and one for the standing committee. Anyone interested in those positions or in appointed positions on the diocesan level are asked to check the diocesan website.
Stewardship
Aubrey Hardman, chair, reported the following:
A Stewardship Study is scheduled Wednesday nights October 6 through November 10. The study will be facilitated by lay persons. Volunteers are needed for 4 weeks. 2 more people are needed for weekly stewardship reflections. The reflections need to mirror those from TENS that will be used. He has received from the Interim Rector pledge and volunteer forms that were used in other parishes. A pledge form will be created for immediate use; the volunteer form will be used at a later date. He has a Vestry stewardship letter which he will be emailing to Vestry members for their support. The letter is attached and made a part of these minutes. There is a special stewardship song for the offertory that needs to be adapted for St. Martin’s. The Stewardship Committee will continue throughout the year.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports. (See attached.) Joel Walker moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
Associate Rector’s Report
The Associate Rector announced that she will be out of town this week at a silent clergy women’s retreat. The following week she will be attending a conference on behalf of the diocese. Her next day in the office will be September 27. She expressed her gratitude to the office staff who worked so diligently this summer to “hold this place down.” She and the Interim Rector are now splitting the duties she did in the past 13 weeks. She remarked that at the time of the October Vestry meeting she’ll be at a clergy conference hosted by the Diocese of Texas for the Diocese of Fort Worth at Camp Allen, Navasota, TX.
Junior Warden’s Report
The Jr Warden reported that he will be meeting with an adjustor from the Church Insurance Corporation, the insurer of our property, to see if the water damage in the Parish Hall is covered by our policy. Anderson is of the opinion the problem may be building design or the proximity of some of the trees planted.
Acceptance of the 2012 Audit
Joel Walker moved the Vestry accept the 2012 Audit prior to its being forwarded to the Diocese as required by canon law. The motion was seconded and carried.
Senior Warden’s Report
Letter of Agreement with the Interim Rector: The Senior Warden distributed copies of the Letter of Agreement with the Rev Michael Wallens to all Vestry members as instructed by Canon Waggoner. Both the Senior Warden and Interim Rector have signed the LOA. The Jr Warden will sign as the other representative of the parish, and the document will be sent to the Diocese.
Expenses of the Interim Rector: The Senior Warden has instructed that the Interim Rector be added as a user of the parish American Express account and be given a credit card for the account. Bess has received the first expense report from the Interim Rector, has approved and signed it, and the Treasurer has written the check for reimbursement.
Interim Rector Housing Allowance Resolution
As required by the Episcopal Church and the Internal Revenue Service the Vestry must adopt a resolution regarding the housing allowance for the Interim Rector prior to his receiving compensation from the parish.
DJ Mitchell moved the Vestry of St-Martin-in-the-Fields adopt the following resolution:
Whereas the Reverend Michael Wallens, an ordained minister, is employed to serve St.-Martin-in-the-Fields Episcopal Church as Interim Rector beginning September 14, 2013; and Whereas St. Martin-in-the-Fields Episcopal Church does not provide a residence for its appointed minister:
It is hereby resolved that the compensation to be paid to the Rev. Michael Wallens for the calendar year 2013, and subsequent years unless amended, shall include an annual payment of $30,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
The motion was seconded and the resolution was adopted.
The meeting adjourned at 4:07 PM with prayer by Becky Snell.
Respectfully submitted,
Glenda Morehead
Clerk
Please note: Next regular vestry meeting Sunday, october 20, 2013, 12:30 PM, East parish Hall.
Christian Education Report
September 2013
CHRISTIAN EDUCATION HIGHLIGHTS
Sunday School Update: Sunday School started off brilliantly with over 85 children, teens and volunteers. I am thrilled to have such a dedicated team of volunteers who have hearts for the precious children and youth that walk through “the kingdom” each Sunday.
We are blessed to have Father Mike Wallens as interim at St. Martin’s. He has so many great ideas and I wanted to share with you some changes he would like to see in Christian Education on Sundays.
1) Starting In October, Sunday School will move to 9:30am-10:10:15am each Sunday
2) For the month of October, Fr. Mike will facilitate an intergenerational bible study focusing on our identity as a parish in the West Parish Hall. This study invites the young and old to join together in the discussion over food and refreshments.
3) In November, Sunday School resumes the set curriculum (Godly Play, re:form and RefLectionary) at the new Sunday School time (9:30am-10:15am).
EfM- Education for Ministry: I am pleased to announce that EfM will officially begin on Wednesday, September 25th from 6:30pm-9:00pm in the Chapel. This program through the University of the South will meet weekly to educate and equip our lay people to be informed and knowledgeable in their daily ministry. We are blessed to have the Rev. Judy Upham leading this group.
Wednesday Study: “The Heart of Christianity” by Marcus J. Borg got off to a great start and has a lively and consistent group of members. It will continue through Wednesday, October 23rd in the Chapel. The success of this class is due to the amazing leadership of Flo Lowrey and it has been wonderful for Mother Amy Haynie, Father Ernest Maddon and Father Mike Wallens popping in to add to the great discussion. Grab a copy of this book and see where this book leads you!
Stewardship Through Christian Education Ministries: My Theme for Stewardship this year is “The Kingdom.” I am transforming how our children, youth and family will look at our education programs and the building. I will be asking them to see that “The Kingdom” is worth taking care of and will offer programs to spiff up the building, to welcome friends and newcomers, to give from the heart and to treat each other like royal subjects in the Kingdom of God! This month, the children and youth will vote on what stewardship project they take on. One of the “contenders” is to work with the Heifer Project.
Preparing for the Inevitable: Annette Mayer has graciously offered to speak to the parish about end of life issues, how to be proactive with the medical community and how we might offer bequests to the church. A potluck will start off this Saturday evening event on September 21st, from 6:15-8:30pm in the East Parish Hall. Thank you again to Glenda Morehead for bringing this needed topic to my attention.
Safeguarding Training: Look for a Safeguarding Training and luncheon to be held on Sunday, Sept. 22nd from 12:00pm-2:00pm in the East Parish Hall and Library, led by Kirsten Tiemann. You will be required to RSVP by Sept. 20th and pay a $5 fee to cover lunch and supplies for this course. I have contacted Vestry members who need to take this course. Please save this date, make your check out with “safeguarding” in the memo and drop it in the collection plate or give to me.
Wednesday Night Bible Study: Wednesday Night Live is changing! Starting October 9th-November 6th, join us for coffee and dessert from 7:00pm-8:00pm in the West Parish Hall. Connect with others and “Flourish in Faith” with stewardship in its many forms. This class will also offer childcare.
In His Service,
Corrie Cabes
Director of Christian Education
by Anika Rinker | Sep 16, 2013 | Vestry Updates
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
August 25, 2013
Present: Steve Anderson, Bob Bess, Annette Duff, Aubrey Hardman, Pat Hollifield, DJ Mitchell, Joe Panther, Linda Seeber, Becky Snell, Joel Walker, Jim Wilson; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Not present: Amy Haynie, Associate Rector;
Absent: Gary Grant,
A called meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, August 25, 2013, at 12 PM in the Chapel. The meeting was called for the purpose of discussion regarding the ongoing negotiations with the candidate recently interviewed. The meeting opened with prayer by Jim Wilson. The meeting was chaired by the Senior Warden, Bob Bess.
The Senior Warden shared information on the dinner meeting with the candidate and his wife on August 20. The candidate and his wife, the Senior Warden and his wife Phyllis were joined by DJ Mitchell and his wife Susan.
The Senior Warden offered the candidate a full time Interim Rector position with a total compensation package of $80,000 per year. The offer was considered by the candidate and his wife, who counter-offered. After discussion by the Vestry of the matter, DJ Mitchell moved the Vestry authorize the Senior Warden to offer the candidate a total starting compensation package of $90,000 with review and the possibility of an increase to $95,000 effective July 1, 2014, subject to the results of the stewardship campaign of Fall 2013, with the candidate to keep his current part time position. The motion was seconded and carried unanimously.
The meeting adjourned at 1:15 PM.
Respectfully submitted,
Glenda Morehead
Clerk
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SUNDAY, SEPTEMBER 15, 1:15 PM, EAST PARISH HALL.
