Vestry minutes – August 17, 2014 meeting

August 17, 2014
Present: Bob Bess, Annette Duff, Aubrey Hardman, Pat Hollifield, Gil Kleinwechter, Elizabeth Mason, DJ Mitchell, Joe Panther, Cyndy Sulots, Joel Walker, Jim Wilson; the Rev Michael Wallens, Interim Rector; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Not present: Bob Blomstrom.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, August 17, 2014, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Interim Rector.
Minutes of the June 22, 2014, meeting were approved as distributed.
Christian Education
The written report of Corrie Cabes, Children and Youth Minister is attached and made a part of these minutes. The Interim Rector stated that he wants to have at least 1 Vestry member present for the Wednesday evening programs taking place September 10 through November 5. A sign-up sheet was passed for all members to sign. The programs are based on the Dave Ramsey series and include the Financial Peace University for adults and older youth, Generation Change for 6th through 12th grade and Junior’s Adventure Bible Study for children entering Kindergarten age (5 years) through 5th grade that teaches about money, giving and living a generous life. The classes all teach Bible principles of generosity, the value of a dollar and living a God-centered life. A nursery will be available.
Communications Committee
The school website has officially been handed over to Sheri Almond, who will be in charge of managing it. The committee will continue to provide advice and assistance as required.
St. Martin-in-the-Fields Episcopal School
The written report of Karrie Marling, School Board Chair, is attached and made a part of these minutes.
School Bylaws Approved: The Vestry considered the proposed bylaws that were approved for adoption by the School Board at the regular August meeting. DJ Mitchell moved the Vestry approve the School Bylaws with the changes proposed by the Vestry today. Joel Walker seconded the motion and the Bylaws were approved as amended. The document will be referred back to the School Board for its consideration at the next regular meeting, September 2.
School Sign Approved: The School is requesting approval of the installation of a 5” circular sign on the front corner of the education building. The sign would be visible from the street. The current lettering “Christian Education Building” in that location would be relocated and placed above the double glass doors on the south side of the building. Jim Wilson moved the Vestry authorize the school to update the building signage as proposed, including professional installation. The motion was seconded and carried.
Festival in the Fields
Dick Seeber, chair, reported that things are going really well. This year they will have 3 inflatables, rather than 1 as previously. City of Southlake will allow no advertising banners to go up until the day of the festival. Plans for the Chili Cook-Off, Bake Sale, Silent Auction, Soccer activities and book sale are going well. He wants a commitment from all Vestry members that they will attend and participate.
Diocesan Information
Joel Walker recommends that all Vestry or potential Vestry members attend diocesan convention November 14 – 15 at the Global Life Stadium in the Jack Daniels Club. Information on convention, the elected positions to be filled, the schedule of convention and proposed changes to the constitution and canons of the diocese are all available on the diocesan website. All those planning to attend are encouraged to register early – before October 15. Through October 14 registration is $50 for one day and $80 for 2 days; October 15 and after the cost will be $60 for one day and $95 for both. Registration forms are available on the diocesan website.
Committee for Church Growth
Elizabeth Mason announced that a Town Hall with the entire parish will be held September 28 after the 10:30 service regarding Holy Currencies. There will be a 10 minute introduction followed by a session in which everyone can explore the Currency of Relationships. A potluck luncheon will be served and childcare will be provided. She reiterated that the purpose of the committee is to “super-charge” a specific ministry. The next meeting of the committee will be Sunday September 21.
Holy Habits Meetings: Aubrey Hardman reported that there will be meetings following each service on August 31 to inform the parish as a whole and ministry heads in particular about the Holy Habits described by committee members during services recently.
Pledge Drive 2014: The pledge drive this year will take place October 5 – November 9. As in 2013 the materials from TENS (The Episcopal Network for Stewardship) will be used. The theme for 2014 is Generations Walking the Way.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports for June and July and provided projections through the rest of the year. (See attached.) The shortfall on income continues and has become larger. DJ Mitchell moved the treasurer’s reports be accepted as presented. The motion was seconded and carried. The Vestry determined that a Helping Hands campaign – asking contributors to make special contributions over and above their regular giving – is needed for September. The Finance Committee will be instructed to plan and implement the campaign.
Interim Rector’s Report
Transition Committee Needed:
The Interim Rector reminded the Vestry that a Transition Committee must be formed as soon as possible. It will be a committee separate from either the Vestry or the Search Committee. The committee will be expected to be a source of information and orientation for the new Rector – on housing, our church, local schools, etc. A Transition Committee is in many ways a new Rector’s “best friend.”
Signs Allowed for Weekend Services: City of Southlake will permit St. Martin to put up signs at the corners of Hwy 1709 and Pearson Lane, giving information on Saturday and Sunday services. It is suggested that the signs be put in place Friday evenings by the Jr Warden, and removed following the 10:30 service on Sunday by the Vestry Person in Charge for that service.
Junior Warden’s Report
New Refrigerator Given
: Jim Wilson moved the Vestry accept the new refrigerator for the office kitchen given by an anonymous donor. The motion was seconded and carried.
Janitorial Service Changed: A contract is being signed with a new janitorial service at a lower cost than the service previously used.
Removal of Holly: The Jr Warden will be receiving a request for an ongoing scout project to remove the holly bushes around the monument sign.
Fire Inspection Performed: The Jr Warden reported on the items the Inspector listed that need to be corrected before the next inspection. The Inspector stated that the fire lane marking needs to be done and suggested that restriping of parking also be done. Fever United will be contacted to see if they want to take the painting as their next service project for St. Martin.
Playground Fund
DJ Mitchell moved the Vestry approve the creation of a designated Playground Fund. The motion was seconded and carried, and the Fund is established.
The meeting adjourned at 3:16 PM with prayer by Gil Kleinwechter.
Respectfully submitted,
Glenda Morehead