Vestry Minutes – February 18, 2018

St. Martin-in-the-Fields Vestry Minutes
February 18, 2018
Present: Norma Barbier, Jim Bedell, Christopher DeClerk, Sharon Dudek,  Ike Ogbue, Linda Seeber, Becky Snell, Joel Walker, Nancy Wieden; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: MaryBeth Butler, Linda Snow, Kathy Wilkinson.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, February 18, 2018 in the East Parish Hall.  The meeting opened with prayer by the Rector at 12:24 PM.
Consideration of Minutes
Minutes of the vestry meetings of January 21 and January 28, 2018, were approved as distributed. Minutes of the January 28, 2018, Annual Meeting were also approved as distributed.
Financial Matters
January Financials: The Treasurer announced that the new format for the financials comes directly from Quickbooks and is a true reflection of the financial status of St. Martin’s. He guided vestry members in their first examination of the new format. No vote was taken as to the format itself, but vestry members informally agreed that having complete information in a clearer form than previously was a wise decision. They thanked Treasurer DJ, Sue Mitchell and Albert Alvarez who made the change possible. Ike Ogbue moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
The following 3 items were approved in one motion by Linda Snow. The motion was seconded and carried:
Lenten Project Fund: The vestry established a Lenten Project Fund to accept contributions to the announced Lenten Project each year.
Slaughter Retirement Gifts: The vestry agreed to accept contributions to St. Martin’s retirement gift to the Rev. Susan Slaughter.
Mayer Ordination Gifts: The vestry agreed to accept contributions to St. Martin’s ordination gift to the Rev. Annette Mayer as she completes her journey to priesthood..
Vestry Endorsement of School Fundraiser
Ike Ogbue moved the vestry endorse the proposal of St. Martin’s School to hold a  Barbeque Beers and Bingo Fundrdaiser on April 14, 2018, 6 – 9 PM. The motion was seconded and carried.
Deacon’s Benevolence Fund Check Signers Changed
In view of the recent retirement of the Rev. Henry Penner as a deacon at St. Martin’s and the assignment of the Rev. Ayo Omoniyi  as a deacon serving St. Martin’s, Jim Bedell moved Henry Penner be removed as a signer on the Deacon’s Benevolence Fund and Ayo Omoniyi be added as a signer in his place. The motion was seconded and carried. The clerk will guide the necessary paperwork through the process with Liberty Bank.
Parochial Report Approved
The 2017 Parochial Report of St. Martin-in-the-Fields Episcopal Church includes a final page which requests information on the Outreach Ministries and Volunteer Activity of the congregation. The rector asked vestry assistance to review the list to help ensure it is filled out correctly before the report is forwarded to the diocese. Ike Ogbue moved the vestry approve the 2017 Parochial Report of St. Martin-in-the-Fields Episcopal Church as amended. The motion was seconded and carried. The report as amended will be forwarded to the Episcopal Diocese of Fort Worth before the deadline of March 1, 2018.
Diocesan Information
Racial Reconciliation Training: The rector attended the Racial Reconciliation Training recently and commends it to all who have not yet attended. He reminded vestry members that the training is required for all those in leadership positions in churches in the diocese.
New Officers: Joel Walker has been elected as the Eastern Deanery representative on the Executive Council for the current year. Becky Snell has been elected Dean of the Eastern Deanery for the current year.
Executive Council Meeting Hosts: St. Martin’s will be hosting the meeting of the Executive Council on March 17. Joel Walker will be contacting the vestry members with information on what help is needed from them.
VPiC Volunteers for Upcoming Special Services
Vestry members volunteered for the special services coming up during Lent leading to Easter. Becky Snell, one of those who works in St. Martin’s computer scheduling program will ensure that their names are entered into the program.
Junior Warden Election Postponed
The vestry will revisit the matter of electing a Junior Warden for 2018. Canons state that the jr. warden must be an elected member of the vestry, but there is no requirement that the jr. warden be a “handyman” as such. The jr. warden is one of the four church officers chosen annually in a parish.
Buildings and Grounds Matters
Memorial Garden Landscaping Plan: The rector displayed the landscaping plan for the Memorial Garden proposed by Cheryl Beesley, a professional landscaper. Beesley will come to describe her proposal to the vestry at the March 18 meeting. Her presentation will be the first item on the agenda following the opening prayer.
ADA Compliance of Men’s Restrooms: Vestry members were informed that the men’s room in the church building is not compliant with the Americans with Disabilities Act, however the men’s room in the school building is ADA compliant. Men needing such a facility should be directed to the school building. Investigation will be done as to what would be necessary to make the church building men’s room also ADA compliant.
Scout Projects Requested: Christopher DeClerk, vestry liaison to the scouts, stated that the scout troop sponsored by St. Martin’s is looking for projects scouts can do to assist our parish.
Rector’s Report
Coffee Hour Signups” The rector passed a signup sheet for vestry members to fill in. He has taken on the task of keeping the spreadsheet up to date. He asked that anyone who needs to change their chosen dates later on be sure to notify both him and the schedulers.
Strategic Planning and Leadership: He will be attending a workshop on Strategic Planning and Leadership at Kanuga Conference Center. The information he receives there will be used for the Vestry Retreat on March 24.
Fundraiser Discussion Group: He is assembling a group whose focus will be to discuss various fundraising possibilities to benefit St. Martin’s. Christopher DeClerk, Sharon Dudek, Nancy Wieden and Becky Snell are the first appointees to the group., Additional appointments may follow.
Choosing an Assistant Priest: The retirement of the Rev. Susan Slaughter means that the rector is the only priest currently serving St. Martin’s on a regular basis. Diocesan canons provide that the rector of a church chooses assisting clergy with the approval of the vestry as to funding of the position. The rector shared with the vestry his preferences as to the duties to be performed by an assistant priest. He is currently looking for candidates interested in serving St. Martin’s as assistant priest on a part-time basis and hopes to have the post filled in the near future.
Announcements / Upcoming Events
Ordination of Annette Mayer to the Priesthood, Reception Following – March 1 7 PM
Vestry Retreat – March 24 10 AM – 1:30 PM East Parish Hall
St. Martin’s School Bingo and Barbeque Fundraiser – April 14 6 -9 PM
Bishop’s Visit and Confirmations April 29
The meeting adjourned at 3:09 PM with prayer by Nancy Wieden.
Respectfully submitted,
Glenda Morehead
Corrected March 18, 2018
Please note:  Next regular vestry meeting Sunday, March 18 2018, 12:15 PM, East parish Hall.