ST. MARTIN-IN-THE-FIELDS VESTRY MEETING MINUTES
January 27, 2013
Present: Steve Anderson, Bob Bess, Richard Cabes, Annette Duff, Gary Grant, Aubrey Hardman, DJ Mitchell, Joe Panther, Linda Seeber, Becky Snell, Brian West, Jim Wilson; Jim Reynolds, Rector; Amy Haynie, Parochial Associate; Glenda Morehead, Clerk; Diana Panther, Treasurer.
A called meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, January 27, 2013, in the Godly Play Room immediately following the Parish Annual Meeting. The meeting was called for the purpose of determining Vestry officers for the coming year. The meeting opened with prayer by the Rector.
Election of Clerk
Bob Bess moved Glenda Morehead be elected Clerk for the coming year. The motion was seconded and carried.
Election of Treasurer
Jim Wilson moved Diana Panther be elected Treasurer for the coming year. The motion was seconded and carried.
Election of Jr Warden
Aubrey Hardman moved Steve Anderson be elected Jr Warden for the coming year. The motion was seconded and carried.
Senior Warden Announced
The Rector announced that he has chosen Bob Bess as Senior Warden for the coming year.
The Rector gave insights on the reasons for his decision to retire effective July 1.
Vestry members were advised of the following events requiring their presence: Installation of all Vestry members during the 10:30 AM service February 10, 2013. Next regular Vestry meeting Sunday, February 17, 2013, 12:30 PM, East Parish Hall.
Vestry members were encouraged to take part in the Diocesan Leadership Conference March 2, 2013 at St. Luke’s in the Meadow Episcopal Church 9 AM – 3:30 PM.
The clerk will be sending out the schedule of regular Vestry meetings for the coming year, the schedule of closing prayer responsibilities for the coming year and the Vestry contact information.
The Senior Warden will be preparing the VPiC (Vestry Person in Charge) schedule for the coming year.
The meeting adjourned at 2:20 PM with prayer by Becky Snell.
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING MINUTES
The Treasurer reviewed the monthly financial reports. (See attached.) Bob Bess moved the treasurer’s report be accepted as presented. The motion was seconded and carried. The Treasurer announced that the safe deposit boxes of Liberty Bank are being moved to Liberty’s new location. St-Martin-in-the-Fields has a safe deposit at Liberty, but a thorough search did not result in the key’s being found. Bob Bess moved the adoption of the following resolution:
Whereas Diana Panther is the treasurer of St-Martin-in-the-Fields Episcopal Church
The Vestry of St-Martin-in-the-Fields hereby authorizes Diana Panther, Treasurer of St-Martin-in-the-Fields to access the current safe deposit box of St-Martin-in-the-Fields at Liberty Bank and to obtain and access a new safe deposit box for St-Martin-in-the-Fields at the new location of Liberty Bank.
Finance Committee Report
Lisa Neilson, committee chair, reported the following from the Finance Committee meeting: Gary Grant will report to the Vestry in September on the committee discussion of endowments. Paula Jefferson led the discussion of generally accepted accounting principles. From the discussion the committee moved the following actions be taken by the Vestry: (The motions being made by committee no seconds were necessary.)
That the replacement air conditioner unit, which meets the criteria of a capital expense, be paid for out of the building fund. The motion carried.
Dick Seeber, committee chair, reported on the progress of plans for the event September 29. His chart of responsibilities and activities is attached and made a part of these minutes. He asked for and the Jr Warden agreed that treatment for fire ants will be done on the property at the appropriate time to ensure they will not be a problem. He asked for and the Rector granted him permission to speak to all 3 church services telling of plans and opportunities to participate and serve. He is preparing a “continuity notebook” for use in the future if the Festival becomes a regularly scheduled event. In the notebook are included all ideas presented during discussions by the committee.
Blessing of Relationship: The Rector announced that on September 22 at 1:30 PM Kariann Erickson and Anne Connaghan will have a blessing of their relationship using the rite approved by the General Convention.
Nursery Procedures: The Rector reviewed the Policies and Procedures for Childcare and Childcare Workers with revisions he has made to the document. There were some suggested revisions proposed by the Vestry. Bob Bess moved the revised Policies be accepted with the changes as discussed. The motion was seconded and carried. The Rector reminded everyone that anyone with concerns regarding the Nursery is to bring them to him.
Executive Council Meeting: The Executive Council of the Diocese of Fort Worth will meet at St-Martin-in-the-Fields September 15, 10 AM to 2 PM. Steve Anderson will coordinate the hosting for the day. All Vestry are requested to serve in one of the 3 times people will be needed. Those helping with set up need to arrive at 9 AM, midday hosts at 11:45 and tear down people at approximately 3 PM.
On her work on a diocesan level: She is organizing a mission trip for adults and older youth. Registration opens Monday for Diocesan Convention in Stephenville November 2 and 3. The Holiday Inn Express is the best location for lodging for the convention. Individuals will need to make their own reservations using a credit card. St-Martin-in-the-Fields will handle all aspects of the ordination of Henry Penner on November 2. She wants the youth who go for the ordination to form the core group for the youth lock-in at convention that night. By the time of convention we should know who will be our next Provisional Bishop. Various plans are being considered for partnering churches with buildings with those who have no buildings. No decision has been made at this time.
She will be attending the Diocese of Texas Clergy Conference October 22-24. Diocese of Texas will cover her expenses, and Bishop Ohl has approved her going.
The Diocese is changing the background checks; the company that previously did them at no charge has gone out of business. There are three levels of checks available. The cost for volunteers is $15 per person; Vestry, Treasurer and money counters, and Altar Guild $38 per person; all employees $80 per person. Knowing that most congregations will find it a hardship to pay for every person in each category, she has proposed the following be checked: all employees, Senior Warden, Jr Warden, and head of the Altar Guild. 1 adult of each Sunday School or youth grouping. The stated levels of background checks are guidelines only, not requirements at this time.
Senior Warden’s Report
The Senior Warden reported that he hopes to have the letter of agreement ready to bring to the September Vestry meeting. DJ Mitchell is close to finalizing the letter. Once that is done the Senior Warden will meet with the Rector and the Bishop to see if it meets with their approval. The Senior Warden stated that the Finance Committee will work toward a 3 year budget when it plans the budget for next year.
Junior Warden’s Report
The Jr Warden announced that the floors in the Parish Hall have been done. The man who has done the floors for several years stated that he finds it hard to justify the cost of his work because the floors are always in such good shape when he is called in to do them.
Monday the installation of the Memorial Garden fence begins, work to be completed by Labor Day.
The placement of park benches and a cross to form an outdoor worship space is the Eagle Scout Project of Devin Raymer. A total of 4 active Scout Projects are being done at this time. The Jr Warden thanked the Senior Warden for all his help during the past year.
The meeting adjourned at 2:37 PM with prayer by Pat Hollifield.
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SUNDAY, SEPTEMBER 16, 12:30 PM, EAST PARISH HALL.
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING MINUTES
July 29, 2012
Present: Jack Bailey, Bob Bess, Gary Grant, Aubrey Hardman, Pat Hollifield, Joy Malmgren, Joe Panther, Becky Snell; Jim Reynolds, Rector; Glenda Morehead, Clerk,
Absence notified: Steve Anderson, Linda Seeber, Brian West.
Absent: Jami Taylor
A called meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, July 29. 2012 at 10 AM in St. Martin’s Chapel. The meeting was called for the purpose of Vestry members signing the official Congregational Certification for the Episcopal Diocese of Fort Worth to support the ordination of Jordan Melissa Haynie to the transitional deaconate in accordance with Canon III 8 (c) (2). The meeting was opened in due form by the Rector at 10 AM.
All Vestry members present signed the Congregational Certification to support the ordination of Jordan Melissa Haynie (8 members, 2/3 of the entire Vestry.) (See attached copy.)
The meeting adjourned at 10:05 AM.
ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
June 23, 2012
Present: Steve Anderson, Jack Bailey, Bob Bess, Gary Grant, Aubrey Hardman, Pat Hollifield, Joy Malmgren, Joe Panther, Linda Seeber, Becky Snell, Jami Taylor, Brian West; Jim Reynolds, Rector; Amy Haynie, Parochial Associate; Glenda Morehead, Clerk, Diana Panther, Treasurer.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, June 23, 2012, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Rector.
Minutes of the May 20, 2012, meeting were approved as distributed.
Christian Education Report
The Rector introduced Corrie Cabes, the new CE Director who is on board as of June 15. He stated that she has Montessori training and experience in previous teaching employment. Cabes reported the following:
VBS was an amazing success with 150 enrolled. 75% of the students were linked to the Academy. There were 25 youth assistants, 6 staff and clergy. 131 were present for the Saturday evening service celebrating VBS. 500 canned items were donated to the Community Storehouse, and these items were blessed at the Saturday service. She thanked the entire congregation for their support. Next year’s VBS will have a medieval theme. She is looking at the Sunday School curriculum for the next year with the goal of doing what’s best for our children.
Fun Festival-in the-Fields
Dick Seeber, chairman of the event, reported the following:
The Festival-in-the-Fields will be from 10 AM to 3 PM on Saturday, September 29, 2012. The purpose of the Festival is to let people know who we are. A tent has been rented for 2 days, Saturday and Sunday at a cost of $1135 for the 2 days. Setup of the tent will be done on Friday. Ron Hitchcock is checking into what permits will be required and from whom, and those will be obtained. Linda Seeber is in charge of the Silent Auction. So far 13 people have agreed to donate items for the Silent Auction. Richard Cabes in charge of activities for the children. Entertainment is being arranged and a leader is needed for that. Brian West volunteered to help, but will not be in charge of it. Dawn Childers 1s in charge of ticket booths. Everything will be free except for hamburgers and hot dogs. Joel Walker will be providing the food and Joe Panther will head food service. Bill and Maeve Matulevich will be in charge of the vendor craft booths. The fee is $25 per table. All vendors must be approved by the Festival Committee. Ron Hitchcock and Joy Malmgren are in charge of advertising. The Masons and Jeffersons have volunteered to head parking for the event. The Parish Hall will be open only for use of the restrooms. Flo Lowrey will be in charge of welcoming and directing those who come into the buildings. The church building will be open to provide information and a look at our worship area. It was suggested that hiring of off-duty policemen would be a good idea to provide a secure presence. Seeber asked that all the Vestry plan to participate in the Festival in some way.
The Treasurer reviewed the monthly financial reports. (See attached.) Bob Bess moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
Thank you for support: The Rector expressed his thanks for all the support shown him and his family on the death of his father. His mother’s house was put on the market and sold within 15 days for cash. On July 1 Jan, Linda and other family will be going to finish emptying the house.
Times off 2012: The Rector stated that this year he has been gone 22 days, taken as vacation only. He plans to take off an additional week in the Fall – 7-8 days – to return to Disney World.
Times out of the office Rector and Parochial Associate: The Rector and Parochial Associate leave tomorrow AM on the youth mission trip and will return June 29. They will be in town that Saturday and Sunday, and will be leaving on Tuesday to go to General Convention, returning on July 15. The Rev Lauren Gough will cover services July 7-8 and again July 14-15. Jordan Haynie will be preaching July 14-15. She will preach 3 times while she is home this summer. The Rector reviewed some of the subjects that will be considered at General Convention. Sometime after their return he, the Parochial Associate and Lisa Neilson will present a program on General Convention.
Parochial Associate’s Report
The Parochial Associate announced that the Rev David Madison of Diocese of Fort Worth is on the Budget Committee of General Convention. The budget is one of the subjects that will be controversial. Diocese of Fort Worth is 1 of the 4 dioceses that is meeting or exceeding their 19% asking to support the Episcopal Church.
She thanked everyone for their understanding and support while the Rector and Parish Administrator were out.
She reported that the kids going on the mission trip asked specifically that the Rector and Bob Neilson provide the male adult presence on the trip. She and Becky Snell will be the female presence. 10 people are going – 6 kids and 4 adults.
Her first day back in the office in July will be July 31. She will be making her annual trip to Navajoland right after returning from General Convention.
Starting in August she will start conversations about working to help in Title 1 schools.
Senior Warden’s Report
The Senior Warden passed a note from Michele King thanking the Vestry for their help and support, spiritually and financially, during her time recovering from surgery.
Delegates to Diocesan Convention: Although there is no money budgeted for it at this time, the budget originally included $800 for delegate expenses. The consensus of the Vestry is that St. Martin’s delegates’ registration be paid for all and reimbursement provided for those who need it.
2011 Audit of St-Martin-in-the-Fields: Paula Jefferson, chair of the Auditing Committee plans to complete the audit in July.
Letter of Agreement with the Rector: The Senior Warden reported that there is no Letter of Agreement between St-Martin-in-the-Fields and the Rector. A thorough search of all church official documents has yielded no contract or Letter of Agreement. The Senior Warden will work with the Bishop, the Rector and DJ Mitchell, Senior Warden at the time of calling of the Rector, to prepare a Letter of Agreement, which will be taken to the Finance Committee for their recommendation before being brought to the Vestry at the September meeting.
Summer program for elementary age children: There is no activity available for children ages 4-10 during the summer. 2 adults are needed to watch these children every Sunday.
Nursery policies: Nursery policies need some changes. The Rector will sit down with the Nursery Director and all childcare givers to go over the policies. Anyone having concerns about the nursery is to go first to the Nursery Director, then to the Rector.
Junior Warden’s Report
AC unit replaced: The Jr Warden reported the big air conditioner unit went out and has been replaced at a cost of under $3600, which includes a 5 year warranty. He once again requested that thermostats never be turned off. Reaching a reasonable temperature after the units have been completely turned off is too hard on the air conditioners and shortens their life.
Playground: July 13 from 4-8 PM Richard Cabes is having a work evening with his work group for specific actions in the playground. No volunteers are needed for that evening. Unlocking and locking the playground on Sundays will be added to the list of VPIC duties.
Memorial Garden fencing: The Jr Warden is researching various fencing types for the Memorial Garden. Fencing of the MemorialGarden will coordinate with the planned scout project. He plans to fence the entire area that is currently irrigated. All the work should be done by the start of school.
Carpet estimate: The estimate to carpet Michele and Amy’s offices and outside the Rector’s office is $2000.
The education building floors will be waxed before school starts.
As was reported at the last Vestry meeting the space currently being used for a weekday nursery is being lost. That room is needed for use by the Academy as a classroom. The Rector has decided that the bookstore space in the West Parish Hall could be better used as a nursery during the week. Patricia Pannell, bookstore manager, was consulted and agrees with the Rector. He has also been in discussion with some of those concerned about having a dedicated space for a weekday nursery, and all agree the bookstore space would be perfect for that use. No one on the Vestry objects to the bookstore closure. The Parochial Associate and Becky Snell will work with Patricia Pannell to liquidate the bookstore stock and will head the volunteers who will ready the room for use as a nursery. The work will be finished by September 8.
Linda Seeber stated that Styrofoam cups are being put into the recycling containers. She would like to go to paper cups and plates in an effort toward conservation. The Vestry agreed to adopt the use of recyclables for church events, moving away from Styrofoam and toward paper and plastic. Recycling bins will be placed in various areas throughout the church facilities, Seeber to determine placement of the bins. In future budgets funds will need to be budgeted for purchase of the paper and plastic goods.
The meeting adjourned at 3:10 PM with prayer by Aubrey Hardman.
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SUNDAY, AUGUST 19, 12:30 PM, EAST PARISH HALL.
May 20, 2012
Present: Steve Anderson, Jack Bailey, Bob Bess, Gary Grant, Aubrey Hardman, Joy Malmgren, Joe Panther, Linda Seeber, Becky Snell, Jami Taylor; Amy Haynie, Parochial Associate; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Excused: Pat Hollifield, Brian West; Jim Reynolds, Rector.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, May 20, 2012, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Parochial Associate. In the absence of the Rector the Senior Warden chaired the meeting.
Minutes of the March 18, 2012 meeting were approved as distributed. Minutes of the April 15 2012, meeting were approved as amended.
Joel Walker reported that the ordination of Henry Penner to the deaconate has been approved by the Standing Committee of the Episcopal Diocese of Fort Worth. The date of his ordination has not been set yet.
There was discussion as to how to prevent misunderstandings on what has been agreed to in Vestry meetings. The Senior Warden introduced the addition to the agenda of “Action Items.” The Action Items will be reviewed at the end of each Vestry meeting to ensure that all members have a clear understanding of what items were approved and/or discussed by the Vestry during the meeting. Since the minutes provide a more complete record of Vestry actions, the Action List will not be recorded in the minutes.
We Want to Know
Becky Snell went over the results of the recent survey on construction of a new playground. (See attached.) Consideration will be given as to how to conduct surveys in the future, possible renaming of the committee and which if any surveys should be done for fall. The Rector and Senior Warden will meet regarding these matters.
New Playground Tabled
Steve Anderson moved the Vestry table the discussion on a new playground for the balance of 2012. The motion was seconded and carried.
Mission and Outreach
Joy Malmgren reported she is supporting the Fun Fest and asked Vestry members sign up to help with the event. She has no new M&O information at this time. She will be getting with Becky Snell regarding items to make up care packages for military people. She will be doing reminders about goods for the Storehouse.
The Treasurer reviewed the monthly financial reports. (See attached.) Bob Bess moved the treasurer’s report be accepted as presented. The motion was seconded and carried. Bess and Jami Taylor will be doing the weekly bulletin updates on finances.
St. Martin Academy
Richard Cabes reported that when an outside group was using church facilities recently, some of their children broke some of the playground equipment, leaving broken plastic with sharp edges. The broken plastic has been removed, but playground repairs and maintenance are needed. A maintenance list will be provided to the Jr Warden, so needed work can be done before VBS. The Senior Warden asked that Vestry members take part in a walk-through of the playground at the close of this meeting.
Parochial Associate’s Report
The Parochial Associate asked that Vestry members use her cell phone number 214-695-2627 when needing to contact her. She reported that Michele King will be returning to the parish office June 4 and the Rector will return June 7. She and CE Director Valerie Reinke are working on things to close out the year.
Christian Education Director and EYC Plans: Corrie Cabes has accepted the position of CE Director. The Parochial Associate and CE Director will work together on the ministry to youth. Cabes will focus mainly on middle school students, and Haynie on the high school students. The two of them will “tag team” EYC next year. The Nets for Life drive brought in $860 from St-Martin-in-the-Fields, $660 of it from the cake sale, $200 from Mission and Outreach for this ERD program.
Volunteer Appreciation Luncheon: The Volunteer Appreciation Luncheon will be held after the 9 AM service next Sunday. She asked about putting out a basket at the luncheon for use by those who wish to contribute to the hospice that cared for the Rector’s father in his final days. The Vestry consensus was that such was appropriate.
Senior Warden’s Report
Finance Committee: The Senior Warden announced the Rector has appointed the following Finance Committee: Lisa Neilson – chair, Jack Bailey, Bob Bess, Paula Jefferson, and Diana Panther.
Audit Committee: The following have volunteered to serve as the Audit Committee: PaOKula Jefferson – chair, Kerry Angle, Neil Hahn, and Doug Watson. Bob Bess moved the Vestry approve the Audit Committee as listed. The motion was seconded and carried. The audit is due to the diocese annually by September 1. The Vestry must accept the audit before it is sent to the diocese.
Episcopal Connection Resolution: The Diocese has sent a resolution to be adopted by St-Martin-in-the-Fields to reaffirm its continuing connection to the Episcopal Diocese of Fort Worth and The Episcopal Church. The resolution was adopted and will be forwarded to the Diocese. A copy of the resolution is attached and made a part of these minutes. Christian Education Director Overlap: The Rector has requested funding at a cost of $1049 for a 2 week overlap for Reinke and Cabes to allow for training the new Director. Aubrey Hardman moved the overlap funding be approved as requested. The motion was seconded and carried.
Junior Warden’s Report
Concrete Work: The Jr Warden announced that the concrete work will not be done before VBS. He stated that the sloped sidewalk to the East Parish Hall and correction of the front sidewalk to the church are the priorities for concrete work for the $5000 approved by the Vestry. The Senior Warden plans to get one more bid for the concrete work. Memorial Garden: A $20,000 memorial gift has been received. $1000 is designated to the choir and $19000 to the MemorialGarden. He will be getting bids for fencing the MemorialGarden, either the entire designated area or only the current garden area. There was discussion about setting aside an area for the cremains of pets – not in individual plots and not in the MemorialGarden itself.
Playground Maintenance Committee: The following volunteered to serve on a committee to maintain the current playground, subject to appointment by the Rector: the Jr Warden, Richard Cabes, Aubrey Hardman and Becky Snell.
Additional Funding for Assistant Clergy
The Rev Lauren Gough (ret) is currently being compensated $100 per month for her work at St-Martin-in-the-Fields. Steve Anderson moved the Vestry set the compensation to the Rev Lauren Gough at $400 per month for her services to St-Martin-in-the-Fields, for the balance of 2012, effective June 1. The motion was seconded and carried with Joe Panther abstaining.
Additional Academy Matters
The Senior Warden announced the school needs to use an additional room. Discussion of the matter was postponed until the Rector returns.
The meeting adjourned at 2:40 PM with prayer by the Parochial Associate.
PLEASE NOTE: NEXT REGULAR VESTRY MEETING SATURDAY, JUNE 23, 12:30 PM, EAST PARISH HALL.