Vestry minutes – December 21, 2014 meeting

December 21, 2014
Present: Bob Bess, Annette Duff, Gil Kleinwechter, Elizabeth Mason, DJ Mitchell, Joe Panther, Cyndy Sulots, Joel Walker, Jim Wilson; Glenda Morehead, Clerk; Diana Panther, Treasurer; Doug Watson, treasurer in training.
Not present: Pat Hollifield.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, December 21, 2014, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Senior Warden.
Minutes of the November 9 and November 16, 2014, meetings were approved as distributed.
St. Martin-in-the-Fields Episcopal School
The written report of Karrie Marling, chair of the School Board is attached and made a part of these minutes. The Vestry endorsed the plan to use the same report with necessary editing as the school’s report to the Parish Annual Meeting.
Communications Committee
Susan Kleinwechter announced that the website will be refreshed as soon as possible.
Diocesan Information
Susan Kleinwechter has been named one of the 2 lay representatives of the Eastern Deanery to the diocesan Executive Council.
Aubrey Hardman reported that the total pledged to date for 2015 is $339,000.00. 7 parishioners have increased their pledges since Scot’s announcement. There are about 30 new pledges for 2015 totaling $61,000.00. 10 families who have not yet pledged for 2015 will be contacted by members of the Finance Committee. Previous pledges by those 10 total around $50,000.00.
Playground Usage Policy
DJ Mitchell distributed copies of the proposed Playground Usage Policy for consideration by the Vestry. Gil Kleinwechter moved the policy with changes recommended by Vestry members be approved. The motion was seconded and the policy was adopted.
Nominating Committee Report
The Nominating Committee made an updated report of candidates for Vestry and delegates to convention. Gregory Anderson, Bob Bess, Jack Bolerjack, Charles Busey, Mev Matulevich, and Chris Mullaney are nominees for election to the Vestry. Gregory Anderson, Phyllis Bess, Tom Bolerjack, Marty Hitchcock, Susan Kleinwechter, Tayo Omoniyi, Becky Snell and Joel Walker are nominees for diocesan delegates. The committee continues to solicit candidates for both. Elections will take place at the January 25, 2015, annual meeting.
Treasurer’s Report and Budget Update
The Treasurer reviewed the monthly financial reports. (See attached.) DJ Mitchell moved the treasurer’s report be accepted as presented. The motion was seconded and carried. The Rev. Scot McComas participated in the December Finance Committee meeting which took the first look at the budget for 2015. The final budget will be presented for Vestry approval at a called Vestry meeting January 11, 2015.
Senior Warden’s Report
Introduction of New Rector:
147 persons were present for the first service celebrated at St. Martin-in-the-Fields by the Rev. Scot McComas on Saturday, December 13, 2014. The party which followed gave parishioners the opportunity to chat with McComas as they enjoyed the food prepared by Kathy Watson and her committee.
In contact with McComas: The Senior Warden is in frequent communication with the incoming Rector during this time leading up to his assuming his duties officially February 9, 2015.
Junior Warden’s Report
Eagle Scout Project Update:
Jr Warden Joe Panther continues his supervision of the Eagle Scout Project expected to be completed by the end of February, weather permitting.
Floor Treatment: The floors are scheduled to be polished on December 31, during school break.
Thank You to Panther: As Panther completes his years of Vestry service, the Vestry thanked him for all his work as Jr Warden. He was also thanked for delivering Angel Tree gifts to A Plus Academy as well as serving as Santa at the St. Martin School Christmas Party.
Building Incursion Ramifications
Incursion into the buildings recently has prompted increased security measures. Consideration is being given to installation of more and or different cameras both inside and outside the buildings. The Vestry will be updated as security measures are further increased.
Traditional Gifts Approved
DJ Mitchell moved the Vestry approve gifts for the deacon and staff of St. Martin-in-the-Fields using the script program. as has been the practice in recent years. The motion was seconded and carried.
Housing Allowance Resolution Passed
Jim Wilson moved the Vestry adopt the following resolution
Whereas the Reverend Scot McComas, an ordained minister, is to be employed to serve St.-Martin-in-the-Fields Episcopal Church as Rector beginning February 9, 2015; 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 Reverend Scot McComas for the calendar year 2015, 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 carried and the resolution was adopted.
Paschal Candle Gift Approved
Jim Wilson moved the Vestry vote to accept the gift of a brass candle stand dedicated for use with the Paschal Candle. The motion was seconded and carried.
The meeting adjourned at 2:04 PM with prayer by Joel Walker.
Respectfully submitted,
Glenda Morehead