Vestry minutes – December 15, 2013 meeting


December 15, 2013

Present:   Steve Anderson, Bob Bess, Annette Duff, Aubrey Hardman, Pat Hollifield, DJ Mitchell, Joe Panther, Linda Seeber, Becky Snell, Joel Walker, Jim Wilson; the Rev Michael Wallens, Interim Rector; the Rev Amy Haynie, Associate Rector; Glenda Morehead, Clerk; Diana Panther, Treasurer.

Absent:  Gary Grant.

A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, December 15, 2013, at 12:30 PM in the East Parish Hall.  The meeting opened with worship led by the Interim Rector.  (See attached.)
Minutes of the November meeting were approved as distributed.
Christian Education Report
The written report of Corrie Cabes, Director, is attached and made a part of these minutes.
Communications Committee
Annette Duff reported that the committee’s budget request has been given to the Treasurer.  Notification has come in that fee changes are being made by the company handling credit card receipts.  The Interim Rector will contact the company by the 18th to advise them of our intention to remain with them at this time.
Festival-in the Fields
Dick Seeber, Chair of the event, announced that he had planned that this year’s Festival would be the last, but he has already committed to head the Festival for one more year.  He reviewed this year’s event, both positive and negative aspects, and shared his recommendations for Festival 2014.  (See attached.)
Diocesan Information
Commission on Ministry:  Joel Walker reported that the December meeting of the Commission on Ministry was cancelled, and no meeting is scheduled in January.  The next meeting of the COM will probably be in February.
Eastern Deanery:  The Deanery meeting will be held at St-Martin-in-the-Fields tomorrow evening.  It will include a potluck dinner.  Volunteers are needed at 6 PM for setup and at 6:30 to serve.
Commemoration of Reorganization:  The commemoration of the reorganization of the Diocese of Fort Worth will be held February 8-9, 2014.  The Presiding Bishop and the President of the House of Deputies will both be here for the event.  Details of the schedule will come later, but it is known that on Sunday the President of the House of Deputies will visit St. Luke’s in the Meadows and the Presiding Bishop will visit St-Martin-in-the-Fields.  She will probably be with us for the 8 AM service, to hold a “town hall” type meeting between services, for the 10:30 service, and for a reception following.
Nominating Committee
Gil Kleinwechter and Cindy Sulots have agreed to be nominees for Vestry for 2014.  Conversations continue with other potential candidates.
Stewardship Campaign
Aubrey Hardman announced that $350,000 has been pledged for 2014, compared to the $314,000 that was pledged for 2013.  The stewardship campaign will continue year-long.  In light of this campaign expansion, the committee will be expanded to 5 members.
Treasurer’s Reports
The Treasurer reviewed the financial report year to date.  (See attached.)  Jim Wilson moved the Treasurer’s Report be accepted as presented.  The motion was seconded and carried. 
The Treasurer stated that church and school financials will not be consolidated by year-end. 
A consultant will be coming in at a cost of $1000 to consult with the Treasurer on fund accounting.  DJ Mitchell volunteered to join them for the meeting which will probably occur early on a Saturday morning.
Budget Consideration:  The Treasurer presented the first draft of a budget for the coming year. (See attached.)  Vestry consensus is that a budget cannot be approved until the final numbers for 2013 are in.  A called meeting will be held January 19 for the purpose of consideration of the budget for 2014.
Rector’s Report
Profile Committee:  The Interim Rector stated that 2 important committees need to be formed during the interim – a Search Committee and a Profile Committee.  The most urgent one is the Profile Committee which will use the needed all-parish surveys to create the profile of St-Martin-in-the-Fields – “warts and all.”  Members of the committee need to be persons who are good listeners, who write well and are able to accurately analyze the data from the surveys.  The committee needs to be formed before the first of the year.  “Table Top Discussions” to take place at the Parish Annual Meeting will be led by the Profile Committee members.
Needs To Be Addressed:  He sees 3 subjects in urgent need.  The relation between parish and school needs to be solidified.  As Hardman mentioned, stewardship needs to change to year round.  A determination needs to be made about what goes on before and after Radical Hospitality – how do we assimilate people after we get them in?
Soccer Team Christmas Party:  Last night the Fever Soccer Team had their Christmas party and the Interim Rector was asked to attend and provide the opening prayer.  It was a strong testimony as to what they see as their solidifying relationship with St-Martin-in-the-Fields.
Associate Rector’s Report
Keller Holly Days:  The Associate Rector reported that although the evening of the Keller Holly Days event was bitterly cold, 8 – 9 families from St-Martin-in-the-Fields were involved in the parade.  She thanked Becky Snell who drove the trailer containing our float.  About 200 people lined the parade route.  The tee shirt campaign brought in $591 for St. Martin.  Parade costs totaled $350.  The balance can help provide seed money for future participation in profile-raising opportunities in our community.
Episcopal Youth Event:  Diocesan youth are working on plans to take part in the EYE planned for summer.
Youth to Meet with PB:  During her visit to Diocese of Fort Worth, the Presiding Bishop wants to meet with youth under 18 years of age to get their views on the Episcopal Church.
Heifer Project:  Heifer International says they are matching donations made through today.  The EYC has chosen Heifer Intl as their Christmas project.  The Mission and Outreach Committee is matching $250 of the money raised by EYC.  The Associate Rector encouraged all planning to donate to the EYC Heifer Project to do so today so their contribution will be doubled.
Senior Warden’s Report
Search Committee:  The Senior Warden asked Vestry members to email him with the names of those they suggest as members of the Search Committee.  He would like 3 names from each person on the Vestry.  Richard Cabes will serve as Chair of the Search Committee.  The Senior Warden himself cannot serve on the Search Committee, since as a Vestry member he will be voting on the candidates.
Profile Committee:  This committee will be 6 to 8 members.  Several suggestions were made for members of the Profile Committee.  He again asked Vestry members to email him with further suggestions.
Waggoner’s Timeline:  The Senior Warden shared with Vestry members copies of the timeline for search process he received from Canon to the Ordinary Janet Waggoner and her suggested schedule for same.  Vestry consensus is that the suggested schedule will not be feasible for St-Martin-in-the-Fields.
Telephone System:  St. Martin’s phone system needs to be redone.  Jim Wilson will investigate to determine the best solution for our needs – now and in the future – and report back at the January called meeting.
Gantt Chart:  With several important subjects needing attention there was discussion of a Gantt chart to prioritize all that needs to be done:
Before and after Radical Hospitality
Financial records set-up
School relationship
Stewardship culture change
Parish surveying
Profile Committee
Search Committee
Junior Warden’s Report
The Jr Warden reported the following regarding buildings and grounds:
Watering and Water Meter Changes:  Nothing can be done at present regarding the water meters due to the weather.
Roof Damage Coverage:  The insurance company will cover all damage to the education building caused by damage to the roof, but we don’t yet know how much they will pay.
Playground Surface and Canopy:  The canopy of the playground equipment must be repaired.  The poles of the canopy were twisted by the weight of ice during the recent ice storm.  More gravel needs to be poured to bring the playground surface up to code.
Memorial Garden Trees:  Some of the trees in the Memorial Garden need major trimming.  They currently reach onto the roof of the sanctuary.
Joy in Serving:  Steve Anderson, Jr Warden for the past 3 years, stated that this is his last regular meeting as a member of the Vestry of St-Martin-in-the-Fields.  He has really enjoyed his years of service, and expressed his thanks to all the Vestry for making these years such a joy.
Clergy Housing Allowance Resolutions
Jim Wilson moved the adoption of the following resolution: 
Whereas the Reverend Michael Wallens, an ordained minister, is employed to serve St.-Martin-in-the-Fields Episcopal Church as Interim Rector beginning September 14, 2013; and 
Whereas St. Martin-in-the-Fields Episcopal Church does not provide a residence for its appointed minister: 
It is hereby resolved that the compensation to be paid to the Rev. Michael Wallens for the calendar year 2014, and subsequent years unless amended, shall include an annual payment of $30,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
The motion was seconded and carried
Jim Wilson moved the adoption of the following resolution:
Whereas the Reverend Amy Haynie, an ordained minister, is employed to serve St.-Martin-in-the-Fields Episcopal Church as an Assistant Clergy; and 
Whereas St. Martin-in-the-Fields Episcopal Church does not provide a residence for its appointed ministers:
It is hereby resolved that the compensation to be paid to the Rev. Amy Haynie for the calendar year 2014 and subsequent years unless amended, shall include an annual payment of $48,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
The motion was seconded and carried.
Mitchell Gift Approved
Sue Mitchell has created a wall hanging to be placed on the wall of the stairwell to the choir loft.  The recently adopted Gift Policy requires that all non cash gifts must be approved by a vote of the Vestry.  Becky Snell moved the Vestry accept the gift from Sue Mitchell.  The motion was seconded and carried.
The meeting adjourned at 2:50 PM with prayer by Jim Wilson.
Respectfully submitted,
Glenda Morehead
Called meeting following the annual parish meeting January 26, 2014.
Next regular vestry meeting Sunday, february 16, 12:30 PM, East parish Hall.

Christian Education Report

December 2013

Sunday School Update: In November, a lunch meeting was held with all Sunday school volunteers to discuss Christian education at St. Martin’s for children and youth.  This was a great meeting to gather and brainstorm about the future of Christian education.  To follow up with this meeting, I have invited all Sunday school volunteers and those interested in formation to attend a Christian educator’s workshop that will be held on January 25th in Terrell, TX.  
Episcopal 101:  Plans are in the works for a new class to be offered for adults on Sunday mornings.  This class will answer questions about our faith, our worship and what it means to be an Episcopalian.  This will also be a great opportunity for those wishing to be received or confirmed.
Youth Survey and Meeting: On January 12th, the youth and parents are invited to take part in looking at the future of youth ministry at St. Martin’s at a lunch meeting with Fr. Mike and youth leaders.  A survey will go out before the meeting to help get a better picture of what the youth of St. Martin’s see as their vision of faith in action.
Big Thanks–
Advent Fest 2013: Thanks to all who made the Advent Fest a wonderful event.   A welcomed addition to the Advent festivities came in the form of a children’s Christmas store where children could shop for loved ones.  It was great to see the parish family gather at this special coffee hour to mark the beginning of Advent.

You Are Invited!
Elves Feast: You are cordially invited to the Elves’ Feast which will be held between services on Christmas Eve in the east parish hall with goodies galore and a visit from Santa!
 Merry Christmas,
Corrie Cabes
Director of Christian Education