Vestry minutes – May 18, 2014 meeting

May 18, 2014
Present: Bob Bess, Bob Blomstrom, Annette Duff, Pat Hollifield, Gil Kleinwechter, DJ Mitchell, Joe Panther, Elizabeth Mason, Cyndy Sulots, Joel Walker, Jim Wilson; the Rev Michael Wallens, Interim Rector; Glenda Morehead, Clerk; Diana Panther, Treasurer.
Not present: Aubrey Hardman; the Rev Amy Haynie, Associate Rector.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, May 18, 2014, at 12:30 PM in the East Parish Hall. The meeting opened with worship led by the Interim Rector.
Minutes of the April 27, 2014, meeting were approved as distributed.
Newcomers Party
Flo Lowery, chair of the event, stated that Pentecost Sunday, June 8 was chosen as the perfect day to hold the Newcomers Celebration. Newcomers will be recognized and their presence among us blessed during the 10:30 service. Lunch will follow the service. Barbeque and all the trimmings will be provided, bread bakers will provide desserts and the bread deliverers salads. Joe Panther will head set-up, Kathy Wilson will be in charge of food, Mary Anderson decorations and Chris Mullaney clean-up. Senior Warden Bob Bess will introduce Vestry members, who with their spouses will each host a table. Newcomers will be assigned to tables. Over 100 attendees are expected. Elizabeth Mason, chair of the Grow the Church Ministry will ensure that brochures introducing the ministry are available at the event. Newcomers will be encouraged to choose a ministry in which to volunteer. Childcare will be provided.
Children and Youth Ministry
The Interim Rector reported the following regarding summer plans:
One Sunday per month the 10:30 service will be designated a Family Service with children present in the service with their parents and more youth participation in the service as lectors, ushers, greeters, etc. The other Sundays every month Children’s Chapel will be held. VBS, one of our most successful outreach programs will take place June 16 – 20, 9 AM to 12 PM.
At the Saturday service during the summer he and the Children and Youth Minister will experiment with doing a child-friendly service once a month, possibly followed by a pot luck supper and child-appropriate movie.
Communications Committee
The new preschool website went live on Friday at Previously the email address for the academy was the name of the former director. The new email address is, and it is pulling all email from the old address. The committee has been kept busy with a variety of communication tasks.
Diocesan Information
Joel Walker, member of the Commission on Ministry stated that the next meeting of the COM is a week away, and once again they probably will be dealing with matters of a confidential nature. If that is the case, he will have no report next month.
Stewardship Report
In the absence of chair Aubrey Hardman, the Senior Warden reported that he has gone over the report which details giving by parishioners to date in 2014. He will contact the Interim Rector with the names of those he believes would benefit from a personal contact. The Interim Rector will continue stewardship moment announcements in services prior to the offertory.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports. (See attached.) The income shortfall continues and doesn’t seem to be improving yet. DJ Mitchell moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
St. Martin Preschool and Academy
The vestry received updates on events at St. Martin’s Preschool and Academy since the departure of Catherine Stehlik, long-time director. Cindy James has agreed to serve as interim director. She and the teachers are busy planning for the final days of this school year and enthusiastically planning for next year. Linda Seeber will ensure that in the final week of school all the teachers receive flowers, meals and gifts to show our gratitude for their dedication to the education and wellbeing of their students. The vestry reiterated the support of St-Martin-in-the-Fields for our school and its future.
Financial Manager
The Interim Rector announced that an individual has accepted the position of Financial Manager and is due to start June 16.
Senior Warden’s Report
Senior Warden Bob Bess remarked that one unexpected fact coming out of the parish-wide survey was that many people find it much more difficult to become a part of the various ministries of St. Martin than we like to think it is.
Junior Warden’s Report
Buildings, Grounds and Equipment: The Jr Warden reported the following regarding buildings, equipment and grounds: The office now has a new copy machine. The office refrigerator has not been replaced yet. The phone system is currently being upgraded, and the phone for the school is tied into the church system. The playground equipment poles that had been bent from severe weather have been straightened.
Operations Manual Needed: An up to date operations manual is needed for St. Martin, listing pertinent information on all equipment, including location of original contracts, serial numbers, date of purchase, resource number for repairs, etc. An effort to create such a manual will be undertaken in the near future.
Associate Rector Benevolence Fund
Jim Wilson moved the adoption of the following resolution:
Whereas Diana Panther has been elected by the Vestry of St-Martin-in-the-Fields to serve as treasurer, and as such she oversees all financial accounts of St-Martin-in-the-Fields,
She is hereby authorized to close Liberty Bank account 104-542-6 – the account for the Haynie Benevolence Fund account and distribute the funds therefrom between the Rector’s Benevolence Fund and the Deacon’s Benevolence Fund.
The motion was seconded, and the resolution was adopted.
Status of Annette Mayer
Annette Mayer who is currently engaged in supervised pastoral training at St. Alban’s, Arlington, feels called to remain in that ministry for another year. She remains a St-Martin-in-the-Fields seminarian and a member of our parish.
Additional Funds Requested for Lisa Neilson
The Senior Warden shared with Vestry members a communication he has received from Canon to the Ordinary Janet Waggoner asking that St-Martin-in-the-Fields provide $1000.00 per semester to Lisa Neilson for her seminary training for fall semester 2014 and spring semester 2015. The Vestry endorsed the Senior Warden’s reply reiterating St-Martin-in-the-Fields’ long history of supporting its seminarians equally each year from parishioners’ gifts, and its commitment to continue that support to Mayer and Neilson.
The meeting adjourned at 2:30 PM with prayer by Cyndy Sulots.
Respectfully submitted,
Glenda Morehead