Vestry minutes – August 21, 2016 meeting

August 21, 2016
Present: Jim Bedell, Charles Busey, Gil Kleinwechter, Elizabeth Mason, Courtney Mullaney, Ike Ogbue, Linda Snow, Cyndy Sulots, Joel Walker, Nancy Wieden, Kathy Wilkinson: Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Jack Bolerjack.
Also present: Linda and Richard Seeber.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, August 21, 2016, at 12:30 PM in the East Parish Hall.  The meeting opened with prayer by the Rector.
Donation of Kitchen Items
Linda Seeber came before the vestry to request the vestry approve the donation of place settings of dishes, flatware and glasses to Refugee Services of Texas. The place settings of the items would be placed in boxes, four settings per box and stored at the home of Becky Snell. They would be delivered to RST clients when needed to assist in setting up their households. Elizabeth Mason moved the vestry approve donation of the items as proposed. Linda Snow seconded the motion, and the motion carried.
Consideration of Minutes
Kathy Wilkinson moved the minutes of the July 17, 2016 meeting be approved as distributed. Jim Bedell seconded the motion, and the motion carried.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports for July, 2016, which are attached and made a part of these minutes. Courtney Mullaney moved the reports be accepted as presented. Jim Bedell seconded the motion, and the motion carried. Treasurer Mitchell stated that in September using only the expense side of the budget he will begin to create the expense side for the 2017 budget. With the assistance of Jim Hazel of Baird Investments he also plans to provide a list of ways church members can bequeath all or part of their estates to their church.
St. Martin’s Episcopal School
The rector reported that enrollment for the fall term currently stands at 74 students. Cindy James has resigned as director of the school and Serin Stanford has been hired to take her place. Other changes to the school staff are Jennifer Thompson, Carol Moroney and Melissa Solomon.
Junior Wardens’ Report
Sign Replacements: Jr Warden Busey reported that all the signs around the fields have been redone at a cost of only $245.00.
Fire Inspection: The Fire Marshall inspected all the buildings and provided a list of items needing correction. Most items were minor problems and either have been addressed or will be corrected shortly. The major item she cited is the necessity for maximum occupancy capacity signs which must be visible on the walls of the church room and both parish halls. The signs are to be in place within sixty days. The jr. warden will determine the maximum occupancy for the various rooms, so that the needed signs can be installed.
Vote to Accept Picnic Benches: Nancy Wieden wishes to provide picnic benches for the use of St. Martin’s. The wood benches would be convertible to use as picnic tables and would be finished by Neill Rinker. Gil Kleinwechter moved the vestry vote to accept the gift of the picnic benches as proposed. Cyndy Sulots seconded the motion, and the motion carried.

Senior Warden’s Report

Anti Virus Protection: Initial set up will take place on Tuesday to monitor the computers of both church and school. Protection from viruses will begin as soon as the monitoring is in place.
Vestry Nominees: Senior Warden Kleinwechter asked that all vestry members whose terms will end with the annual meeting January 2017 begin now to seek out replacements for themselves for the vestry. Frequently those asked need time to consider accepting such responsibility.
Vestry Christmas Party: The senior warden invited all vestry members, the clerk and treasurer and all their spouses to a Christmas Party at the Kleinwechter home on December 3 after the 5 PM service. More information will be available closer to the date.
Naming of Halls, Buildings and Rooms: There are a variety of names used for the various halls, rooms and buildings at St. Martin’s. Information about where to go for gatherings and events is difficult when there is no consistency as to the names used. In an effort to provide clarity the vestry is being asked by the Communications Committee to determine what names are to be used in all announcements and communications going forward. Linda Snow provided background on some of the persons whose names have been suggested. (The list is attached.) The senior warden asked all vestry members to research, consider and determine what names they believe should be used and come prepared to vote on the matter at the September meeting. Vestry members may solicit suggestions from others not members of the vestry.

Rector’s Report
Worship Service Appointments: The rector announced that Deneice Woods was installed as verger for St. Martin’s on July 31. Joe Panther has been appointed director of the acolytes.
Stewardship Chair: The rector has appointed John Wieden to head the Stewardship Campaign in fall 2016. Ike Ogbue will act as liaison to the stewardship chair. Pledge cards for 2017 will blessed at all services the weekend of November 5 – 6.
Newcomers Dinner: Paula Maddon, who heads the Radical Hospitality and Newcomers Committee, has announced that the next party for newcomers to St. Martin’s will be held at 6 PM on October 1. All vestry members are expected to attend. The main course will be provided, and vestry members with last names beginning A – M are asked to provide appetizers (and a 6-pack of beer if they wish); those with last names N – Z are asked to provide desserts (and a bottle of wine.) The church ministries to be highlighted during the evening will be announced later. Childcare will be provided.
Honoring the Military: At all services November 12 and 13 the military members and veterans present at the services and their spouses will be honored and receive a special blessing.
Ordination of Lisa Nielson: Lisa Nielson will be ordained to the priesthood on October 22, 2016 at 11 AM in the Episcopal Diocese of Texas at St. Thomas Episcopal Church, College Station. The rector will be out of town and cannot attend. Gil Kleinwechter and Joel will act as presenters for Nielson on behalf of St. Martin’s.
Artists in our Community: On a quarterly basis St. Martin’s will be holding an event highlighting an artist in our local community. The events will take place the second Saturday of September, December, March and June from 6 to 8 PM. Beverages and cheese will be served  and those attending will have the opportunity to meet the artist being highlighted, see examples of the person’s art and hear his or her story. The first such event will be held September 10 and will highlight Rhonda Ackley, whose medium is clay.
Vestry Acceptance of Audit Committee Report
Joel Walker moved the vestry accept the Audit Committee Report (copy attached) and that it be forwarded to the diocesan treasurer as required by canon. Jim Bedell seconded the motion, and the motion carried.
Vestry Vote to Change Credit Card Authorized Users
Jim Bedell moved that the vestry adopt the following resolution:
Whereas Cindy James has resigned as director of St. Martin’s Episcopal School, and is no longer associated with St. Martin-in-the-Fields Episcopal Church
That the vestry of St. Martin-in-the-Fields Episcopal Church request removal of Cindy James, holder of credit card no.################ as an authorized cardholder on the credit card account of St. Martin-in-the-Fields Episcopal Church, and that the credit card previously issued to her be removed from the account.
And whereas Serin Stanford is now the director of St. Martin’s Episcopal School, she be added as an authorized cardholder on the account, and a credit card be issued in her name.
All previous restrictions regarding “cash back” or “cash advance” are to continue to apply.
The credit card in the name of Cindy James is to be destroyed.
Ike Ogbue seconded the motion, and the motion carried.
Upcoming Events / Announcements
Art at St. Martin’s – September 10, 6 – 8 PM
Stop Hunger Now – September 24
Newcomers Party – October 1, 6 PM
Festival in the Fields – October 15, 11 AM – 3 PM
Ministry Liaison Reports – October 16
Ordination of Lisa Nielson as Priest – October 22, St. Thomas Episcopal Church, College Station
Now What – Buildings for a New Tomorrow – October 28
Honoring Military and Spouses – November 12 and 13, all services
Vote to Adjourn and Closing Prayer
Courtney Mullaney moved the meeting be adjourned. Jim Bedell seconded the motion, and the motion carried. The meeting adjourned at 1:55.PM with prayer by Elizabeth Mason.
Respectfully submitted,
Glenda Morehead