Vestry minutes – September 15, 2013 meeting


September 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, September 15, 2013, at 1:15 PM in the Godly Play Room.  Immediately prior to the opening of the meeting Senior Warden Bob Bess announced that he will chair the meeting today, and future meetings will be chaired by the Rev Mike Wallens, the Interim Rector.
The meeting opened with a prayer by the Interim Rector, who distributed the prayer and asked Vestry members to come to the next meeting ready to answer the question, “What line in the prayer jumps out at you personally?”
Minutes of the August 18, 2013, regular meeting were approved as distributed.  Minutes of the August 25 called meeting were approved as distributed.
Audit Committee Report
Paula Jefferson, chair of the committee, presented the Audit Committee Report, a copy of which is attached and made a part of these minutes.  She stressed that since St. Martin’s Academy is not a separate entity from the church, the Vestry bears the fiduciary responsibility for the Academy.  The financial records of St Martin’s Academy must be a part of the financial records of St-Martin-in-the-Fields.  There is also a problem with the loan vote that was taken in April 2010.  DJ Mitchell volunteered to draft a resolution to revise the decision on the loan.
Academy School Board Voted
Jim Wilson moved the Vestry of St-Martin-in-the-Fields serve as School Board for St. Martin’s Academy.  The motion was seconded and carried.
Interim Rector’s Remarks
The Interim Rector thanked all present for the warm welcome he and wife Susan have received.  He stated that this parish has an important choice to make – whether to return to the days when the open field was occupied by cattle or go forward into an unknown future.  Dealing with the financial corrections that must be made is only one of the things that has to happen during the transition time.  Time must be allowed to determine how this parish wants to serve those who come – those already here and those in the future.
Christian Education Report
The written report of Corrie Cabes, CE Director, is attached and made a part of these minutes.
Communication Committee Report
Reporting for the committee Susan Kleinwechter announced that there have been some glitches with the website used for testing.  She apologized to everyone affected.  The Stewardship roll-out is in process.  She reminded everyone that communication is critical during the transition period.
Festival In the Fields
Dick Seeber, chair, reported on the progress of the activities of the event so far:  All those working with children during the event will need Safeguarding God’s Children training prior to the event.  Musicians will perform in the sanctuary.  Books are needed for the book sale.  He is still 17 volunteers short for the event.  If there is not a full team of volunteers, he will be forced to cancel the Festival.  Those who have not volunteered so far and that are willing to do so are to contact him as soon as possible.
Diocesan Information
Joel Walker reported that the Diocesan Nominating Committee still shows some openings for nominees – 2 members of the laity for the disciplinary committee and one for the standing committee.  Anyone interested in those positions or in appointed positions on the diocesan level are asked to check the diocesan website.
Aubrey Hardman, chair, reported the following:
A Stewardship Study is scheduled Wednesday nights October 6 through November 10.  The study will be facilitated by lay persons.  Volunteers are needed for 4 weeks.  2 more people are needed for weekly stewardship reflections.  The reflections need to mirror those from TENS that will be used.  He has received from the Interim Rector pledge and volunteer forms that were used in other parishes.  A pledge form will be created for immediate use; the volunteer form will be used at a later date.  He has a Vestry stewardship letter which he will be emailing to Vestry members for their support.  The letter is attached and made a part of these minutes.  There is a special stewardship song for the offertory that needs to be adapted for St. Martin’s.  The Stewardship Committee will continue throughout the year.
Treasurer’s Report
The Treasurer reviewed the monthly financial reports.  (See attached.)  Joel Walker moved the treasurer’s report be accepted as presented.  The motion was seconded and carried.
Associate Rector’s Report
The Associate Rector announced that she will be out of town this week at a silent clergy women’s retreat.  The following week she will be attending a conference on behalf of the diocese.  Her next day in the office will be September 27.  She expressed her gratitude to the office staff who worked so diligently this summer to “hold this place down.”  She and the Interim Rector are now splitting the duties she did in the past 13 weeks.  She remarked that at the time of the October Vestry meeting she’ll be at a clergy conference hosted by the Diocese of Texas for the Diocese of Fort Worth at Camp Allen, Navasota, TX.
Junior Warden’s Report
The Jr Warden reported that he will be meeting with an adjustor from the Church Insurance Corporation, the insurer of our property, to see if the water damage in the Parish Hall is covered by our policy.  Anderson is of the opinion the problem may be building design or the proximity of some of the trees planted.
Acceptance of the 2012 Audit
Joel Walker moved the Vestry accept the 2012 Audit prior to its being forwarded to the Diocese as required by canon law.  The motion was seconded and carried.
Senior Warden’s Report
Letter of Agreement with the Interim Rector:  The Senior Warden distributed copies of the Letter of Agreement with the Rev Michael Wallens to all Vestry members as instructed by Canon Waggoner.  Both the Senior Warden and Interim Rector have signed the LOA.  The Jr Warden will sign as the other representative of the parish, and the document will be sent to the Diocese.
Expenses of the Interim Rector:  The Senior Warden has instructed that the Interim Rector be added as a user of the parish American Express account and be given a credit card for the account.  Bess has received the first expense report from the Interim Rector, has approved and signed it, and the Treasurer has written the check for reimbursement.
Interim Rector Housing Allowance Resolution
As required by the Episcopal Church and the Internal Revenue Service the Vestry must adopt a resolution regarding the housing allowance for the Interim Rector prior to his receiving compensation from the parish.
DJ Mitchell moved the Vestry of St-Martin-in-the-Fields adopt 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 2013, 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 the resolution was adopted.
The meeting adjourned at 4:07 PM with prayer by Becky Snell.
Respectfully submitted,
Glenda Morehead
Please note:  Next regular vestry meeting Sunday, october 20, 2013, 12:30 PM, East parish Hall.

Christian Education Report

September 2013

Sunday School Update: Sunday School started off brilliantly with over 85 children, teens and volunteers.  I am thrilled to have such a dedicated team of volunteers who have hearts for the precious children and youth that walk through “the kingdom” each Sunday.
We are blessed to have Father Mike Wallens as interim at St. Martin’s.  He has so many great ideas and I wanted to share with you some changes he would like to see in Christian Education on Sundays.
1)      Starting In October, Sunday School will move to 9:30am-10:10:15am each Sunday
2)     For the month of October, Fr. Mike will facilitate an intergenerational bible study focusing on our identity as a parish in the West Parish Hall.  This study invites the young and old to join together in the discussion over food and refreshments.
3)     In November, Sunday School resumes the set curriculum (Godly Play, re:form and RefLectionary) at the new Sunday School time (9:30am-10:15am).
EfM- Education for Ministry: I am pleased to announce that EfM will officially begin on Wednesday, September 25th from 6:30pm-9:00pm in the Chapel.  This program through the University of the South will meet weekly to educate and equip our lay people to be informed and knowledgeable in their daily ministry. We are blessed to have the Rev. Judy Upham leading this group.
Wednesday Study: “The Heart of Christianity” by Marcus J. Borg got off to a great start and has a lively and consistent group of members.  It will continue through Wednesday, October 23rd in the Chapel.  The success of this class is due to the amazing leadership of Flo Lowrey and it has been wonderful for Mother Amy Haynie, Father Ernest Maddon and Father Mike Wallens popping in to add to the great discussion.  Grab a copy of this book and see where this book leads you!
Stewardship Through Christian Education Ministries: My Theme for Stewardship this year is “The Kingdom.”  I am transforming how our children, youth and family will look at our education programs and the building.  I will be asking them to see that “The Kingdom” is worth taking care of and will offer programs to spiff up the building, to welcome friends and newcomers, to give from the heart and to treat each other like royal subjects in the Kingdom of God!  This month, the children and youth will vote on what stewardship project they take on.  One of the “contenders” is to work with the Heifer Project.
Preparing for the Inevitable: Annette Mayer has graciously offered to speak to the parish about end of life issues, how to be proactive with the medical community and how we might offer bequests to the church.  A potluck will start off this Saturday evening event on September 21st, from 6:15-8:30pm in the East Parish Hall.  Thank you again to Glenda Morehead for bringing this needed topic to my attention.
Safeguarding Training: Look for a Safeguarding Training and luncheon to be held on Sunday, Sept. 22nd from 12:00pm-2:00pm in the East Parish Hall and Library, led by Kirsten Tiemann. You will be required to RSVP by Sept. 20th and pay a $5 fee to cover lunch and supplies for this course. I have contacted Vestry members who need to take this course.  Please save this date, make your check out with “safeguarding” in the memo and drop it in the collection plate or give to me.
Wednesday Night Bible Study: Wednesday Night Live is changing! Starting October 9th-November 6th, join us for coffee and dessert from 7:00pm-8:00pm in the West Parish Hall.  Connect with others and “Flourish in Faith” with stewardship in its many forms.  This class will also offer childcare.
In His Service,
Corrie Cabes
Director of Christian Education