Vestry Minutes – August 27, 2017

August 27, 2017
Present: Norma Barbier, Jim Bedell, Jack Bolerjack, Charles Busey, MaryBeth Butler, Courtney Mullaney, Ike Ogbue, Linda Seeber, Linda Snow, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Joel Walker, Kathy Wilkinson.
Also present: Max Tiemann.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, August 27, 2017 in the East Parish Hall.  The meeting opened with prayer by the Rector at 12:38 PM.
Eagle Scout Project Presentation and Vote
Max Tiemann, a member of St. Martin’s, came before the vestry to present his Eagle Scout Project proposal. He wants to build a walkway to the labyrinth using the bricks purchased for that purpose. The labyrinth is to be wheelchair accessible which will require construction of a ramp from ground level to the slab on which the labyrinth exists. His initial plans include a dirt base for the ramp which will be approximately 22 feet long and 36 inches wide. He believes that other Boy Scouts will help with the prep work. Charles Busey and Ike Ogbue will oversee the project to ensure it provides the best result. MaryBeth Butler moved the vestry approve Tiemann’s request for a St. Martin’s fundraiser for his Eagle Scout Project once his plans are finalized. Jim Bedell seconded the motion, and the motion carried. He is to return to present his completed plans for the project at the September 24, 2017, meeting.
Consideration of Minutes
Jack Bolerjack moved the vestry approve the minutes of the July 16, 2017 meeting as distributed. Linda Snow seconded the motion, and the motion carried.
Treasurer’s Reports
The Treasurer reviewed the July monthly financial reports.  (See attached.)  He remarked that if the current trend continues, St. Martin’s will end the year with a surplus. At this point the financials are better than historically for mid August.
Vestry Acceptance Vote: Jack Bolerjack moved the treasurer’s report be accepted as presented. Jim Bedell seconded the motion, and the motion carried.
Budget Committee Announced
The following individuals will serve as the Budget Committee to prepare the 2018 budget for St. Martin’s: the Senior Warden, the Junior Warden, the Treasurer, the Chair of the School Board, the Rector and the Financial Manager.
Financial Manager Announced
The rector announced that Albert Alvarez has accepted the position of Financial Manager of St. Martin’s. He is a retired state auditor. His starting date is September 11. 
Stewardship Report
Stewardship Chair Ike Ogbue presented the image of the 2017 fall stewardship campaign. The theme for the year is Rooted in Faith – Growing & Giving. Pledge packets will be prepared for all who have given to St. Martin’s in the past year. The rector thanked all members of the committee – Ike Ogbue, Linda Snow and Glenda Morehead.
St. Martin’s Episcopal School
The rector announced that currently 60 students are enrolled for the fall term. All private schools in the area are being impacted by the inclusion of preschool programs in the public schools, causing a dip in enrollment for private schools.
Diocesan Information
Endorsement of Ayo Omoniyi: Ike Ogbue moved the vestry endorse the ordination of Ayo Omoniyi to the permanent diaconate and sign the necessary letter to the bishop to that effect. MaryBeth Butler seconded the motion, and the motion carried. The letter was signed by the rector and all vestry members, attested to by the clerk and will be forwarded to the bishop. Scheduling of Omoniyi’s ordination will depend on the bishop’s calendar.
Diocesan Convention 2017: The convention will be held November 10 – 11 at the Cleburne Convention Center. Registration fees will be paid by the church for all delegates representing St. Martin’s. Hotel costs for anyone electing to spend the night will be at the expense of the individual.
Junior Warden’s Report
Playground Update: Junior Warden Busey announced that his grandchildren, Neil Rinker and the Mullaney family helped him with completion of the work on playground phase 1.
Water Well Update: Busey has spoken with 3 water well companies and prices to complete a water well range between $38,000.00 and $40,000.00. In addition to the cost of the well itself there are related costs that must be considered: A well house must be constructed to house the well equipment at a cost of around $5,000.00. A 22 voltage line must be run to power the equipment at a cost of around $2.000.00. An irrigation company must be contracted to attach the lines from the well to the current sprinkler system at a cost of around $1,000.00 – $1,2000.00. He expects that the total additional costs will run around $10,000.00. If for any reason it is determined that a water well is not an option reconsideration will be given to new water meters.
Sprinkler System Update: Busey has tuned up and repaired pipes and repaired and reset sprinkler heads on the sprinkler system.
Senior Warden’s Report
Photo Directories Coming: The photo directories should be coming to the church office in the next couple of weeks and will be available for distribution to those who are to receive them after that time.
Fiftieth Anniversary Celebration Plans Update: The 50th anniversary celebration of our parish will occur on January 18, 2020. A “coffee table book” is being planned to commemorate the first 50 years of St. Martin-in-the-Fields Episcopal Church. It is to include stories, statistics through the years and acknowledgement of the involvement by those who have impacted the life of St. Martin’s. The memorial gift books will also be on display for the celebration.
Rector’s Report
Reducing the Carbon Footprint of St. Martin’s: The rector asked all vestry members to ponder ways to reduce our energy usage. The school director has been instructed to check all rooms to ensure that all thermostats are reset to the recommended levels at the end of the school day. Norma Barbier will look into the options for pickup of recyclables. The current practice is to ask volunteers to take recyclable materials home with them and include those items in their own recycling.
Committee Chair Appointed: Norma Barbier has been appointed chair of the Lay Ministry Committee for Megan Grant.
Large Print Prayerbooks
MaryBeth Butler has ordered two large print copies of the Book of Common Prayer to see if they might be a useful tool for some worshipers with vision problems.
Announcements / Upcoming Events
Stewardship Campaign Kickoff – September 9-10
Ministry Liaison Reports – October 15 (Due to Clerk October 9)
Stewardship Ingathering and Celebration– St. Martin’s Day, November 12
Adjournment and Closing Prayer
The meeting adjourned at 2:28 PM with prayer by Jack Bolerjack.
Respectfully submitted,
Glenda Morehead, Clerk
Please note:  Next regular vestry meeting Sunday, September 24, 2017, 12:15 PM, East parish Hall.