Vestry Minutes – April 15, 2018

St. Martin-in-the-Fields Vestry Meeting
April 15, 2018
Present:Jim Bedell, MaryBeth Butler, Christopher DeClerk, Sharon Dudek,  Ike Ogbue, Linda Seeber, Becky Snell, Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Keen Haynes.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, April 15, 2018 in the East Parish Hall.  The meeting opened with prayer by the Rector at 12:34 PM. He then led the vestry in a bible study using Ephesians 3:14-19, followed by a discussion of Chapter 1 of “The Vestry Resource Guide.
Information from the March 2-4 Episcopal Church Foundation Conference
The rector distributed copies of some of the materials he received at the conference and the vestry discussed ways in which the information can be used at St. Martin’s  There will be further presentations and discussion at future vestry meetings.
Vestry Liaison Assignments
The Rector announced the following vestry liaison assignments for 2018 and discussed some of he possible ways vestry members can be of service to their ministries. He also announced that Ann Luttrell has agreed to head St. Martin’s Hospitality Committee.
Senior Warden: Linda Snow
Junior Warden: Linda Seeber
Welcoming Ministry: MaryBeth Butler, Becky Snell, Joel Walker
Worship: Jim Bedell
Education – Children: Christopher DeClerk
Education – Youth: Sharon Dudek
Junior Warden Assistant: Keen Haynes
Outreach: Ike Ogbue
Hospitality: Nancy Wieden
Pastoral Care: Kathy Wilkinson
Consideration of Minutes
Minutes of the March 18, 2018 meeting were approved as distributed.
Treasurer’s Report
Financials Accepted: The Treasurer reviewed the March financial reports. Joel Walker  moved the treasurer’s report be accepted as presented.  The motion was seconded and carried.
Quarterly Financial Information Letter to the Parish: Mitchell distributed copies of the letter he plans to send out to the parish providing information on the financial status of the parish through the first quarter. He asked vestry members to get back to him with any comments or proposed changes no later than Tuesday April 17.
Vote to Accept Contributions for the Retirement Gift to the Smiths
Joel Walker moved the vestry vote to accept contributions for a gift from the parish to Fr. Jesse and Jean Smith on his retirement from active priestly duties as they move to Austin to be nearer family. The motion was seconded and carried.
Vestry Signs Letter of Support for Paula Jefferson
Vestry members present signed the Congregational Letter of Support for Ordination to the Diaconate for Paula Jefferson. The letter will be forwarded to the diocesan Bishop and Commission on Ministry.
Junior Warden’s Report
Additional Doors to Parish Hall and Church Building: Junior Warden Seeber announced that she has received a revised bid from Vortex in the amount of $3416.00 to replace the south doors to the parish hall. The Vortex bid is the best she has received. Ike Ogbue moved the vestry approve the replacement of the south parish hall doors as outlined in the proposal. The motion was seconded and carried. Seeber has researched the matter of replacement of the east door of the church building that opens on the breezeway and believes the work can be done for little more than $500.00. Joel Walker moved the vestry approve the replacement of the church breezeway door at a cost not to exceed $550.00. The motion was seconded and carried.
Irrigation Lines:  Seeber has received no bids on the irrigation line changes needed. The matter was tabled to the May meeting.
Request for Funds for Memorial Garden Repairs: No figures were available as to cost of the repairs. Becky Snell will return with those numbers. It is expected that funding will be taken from the Memorial Funds  – Undesignated.
Outdoor signage for the Church Property: The Junior Warden and the Rector will endeavor to have the corrected signage ready for consideration at the May meeting.
Senior Warden’s Report
Senior Warden Snow stated that planning needs to begin on fundraising activities to benefit the General Fund. Members were asked to give her any suggestion they may have.
Rector’s Report
The rector had nothing further to report.
Temporarily Restricted Funds in Financials
The expense line showing Seminarian Support on the financials appears to show a negative balance. A vestry member asked how monies can be diverted from other funds without the express permission of the vestry. The matter will be researched.
Announcements / Upcoming Events
Bishop’s Visit and Confirmations – April 29 10:30 Service
Carl Snow Funeral May 5 1 PM Reception Following
Parish Volunteer Appreciation Luncheon May 6 12 PM
Smith Goodbye Party May 13 12 PM
Labyrinth Workshop – May 19 3 PM
Graduation Party and Youth Fundraiser Luncheon May 20 12 PM
The meeting adjourned at 3:15 PM with prayer by Joel Walker.
Respectfully submitted,
Glenda Morehead, Clerk
Please note:  Next regular vestry meeting Sunday, May 20 2018, west parish hall following the graduation party and youth fundraiser luncheon.