Vestry Minutes – May 28, 2017

May 28, 2017
Present: Norma Barbier, Jim Bedell, Jack Bolerjack, Charles Busey, Ike Ogbue, Linda Snow, Joel Walker, Nancy Wieden, Kathy Wilkinson; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: MaryBeth Butler, Courtney Mullaney, and Linda Seeber.
Also present: Ron Hitchcock.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, May 28, 2017 in the East Parish Hall.  The meeting opened with prayer by the Rector at 12:25 PM.
Labyrinth Presentation
Ron Hitchcock, chair of the Labyrinth Committee, reviewed the history of the efforts to create a labyrinth for St. Martin-in-the-Fields Episcopal Church. He brought with him the documents previously provided as to size, sources of funding and the bid from the contractor selected to install the labyrinth. (See the attached copy of his documents.) On February 28, 2016 the vestry approved the construction of the labyrinth at the front of the property. Information received from City of Southlake subsequent to that time indicated that the process to obtain the necessary construction permit would be extremely involved and expensive. Hitchcock came today to request vestry approval to move the labyrinth to a location east of the slab already in place and north of the playground. He has determined that construction of a concrete slab requires no permit. He still plans to use bricks purchased by members and friends of St. Martin’s as a walkway from the school building to the labyrinth. Joel Walker moved the vestry approve the location of the labyrinth east of the concrete slab current in place and north of the playground, with cost of construction and sources of funding to remain as approved by the vestry on February 28, 2016. Charles Busey seconded the motion, and the motion carried.
Consideration of Minutes
Minutes of the April 23, 2017 meeting were approved as distributed.
Treasurer’s Report
Acceptance of Treasurer’s Report: The Treasurer reviewed the monthly financial reports.  (See attached.) Kathy Wilkinson moved the treasurer’s report be accepted as presented. Jack Bolerjack seconded the motion, and the motion carried.
Transfer from Seminarian’s Fund: Linda Snow moved $120.00 from the Seminarians Fund be transferred to Corrie Cabes as recommended by the treasurer. Nancy Wieden seconded the motion, and the motion carried.
Preliminary Results on School Fundraiser: The rector announced that the preliminary income information on the April 29 fundraiser for the school is as follows: gross income – about $5600.00, net income – about $5100.00. More complete information will be available at the June vestry meeting.
Junior Warden’s Report
Door Replacement on School Building: Jr. Warden Charles Busey reported that the new doors will be installed on the west side of the school building June 5 and 6.
Update on Gutters: The gutters on the buildings have been repaired and sealed by Neil Rinker. Cost of the work is covered in the buildings and grounds maintenance budget.
Water Meter Replacement: Busey has consulted with City of Southlake to learn ways in which our water and sewage usage costs might be reduced. He learned that water meters that service buildings are billed sewer charges while those that provide irrigation only are not billed for sewer charges – it is assumed the water soaks into the earth rather than travelling through sewer lines. St. Martin’s currently has 1 water meter with a 2 ½” line that serves the entire property. City of Southlake recommends replacement of that meter with 3 separate meters – one that serves the buildings, one that serves the grounds used only by the church and one that serves the soccer fields – all utilizing 1” lines. Replacement of one meter would be done at no charge. Each other meter would cost $6,000.00. Fever United will be asked to assume the cost of one of the meters as a part of their ongoing commitment to support St. Martin’s and to maintain the soccer fields. Since one meter will be replaced at no charge, Charles Busey moved the vestry approve the plan as presented with the $6,000.00 cost of one meter to come from the Emergency Reserve Fund. Jim Bedell seconded the motion, and the motion carried.
Vote on Playground Update: The School Board has voted to recommend that up to $4,700.00 be approved by the vestry for phase 1 of work to update the playground – the items necessary to bring the playground into compliance with the requirements of the licensing authority. Busey has investigated the matter and provided the following figures as to the expected costs of each part in phase one: $1700.00 for borders, $1300.00 for fill, $600.00 for labor, $300.00 for equipment rental – a total of $3,900.00 Charles Busey moved the vestry approve up to $4,700.00 from school funds to bring the playground into compliance with the requirements of the licensing authority. Kathy Wilkinson seconded the motion, and the motion carried.
Dumpster Enclosure: The enclosure surrounding the trash dumpster needs to be replaced. Neil Rinker will construct a new enclosure.
St. Martin’s Episcopal School
The written reports are attached and made a part of these minutes.
Vote on Extended Care Program: Jack Bolerjack moved the vestry approve the extended care program for St. Martin’s School as outlined by Director Serin Stanford. Ike Ogbue seconded the motion, and the motion carried.
Diocesan Information
The written report is attached and made a part of these minutes.
Senior Warden’s Report
The written report is attached and made a part of these minutes.
Stained Glass Hangings for Windows: Senior Warden Linda Snow has received information that Gil Kleinwechter has offered to make stained glass hanging units for the side windows along the church room (the nave) similar to those he created for the lobby (narthex) west windows. Snow plans to discuss the matter with Kleinwechter and hopes to have him come to discuss his ideas with the vestry either in July or August.
Rector’s Report
The written report is attached and made a part of these minutes.
Announcements / Upcoming Events
Vacation Bible School – June 12 – 16 9 AM – 12 PM
Fever Soccer Camp – June 19 -23  9 AM – 12 PM
Audit of 2016 Financial Records – July 22  9 AM
The meeting adjourned at 2:35 PM with prayer by Ike Ogbue.
Respectfully submitted,
Glenda Morehead, Clerk
Please note:  Next regular vestry meeting Sunday, June 25, 2017, 12:15 pm, east parish hall.