Vestry minutes – September 16, 2012 meeting

September 16, 2012
Present: Steve Anderson, Jack Bailey, Bob Bess, Gary Grant, Aubrey Hardman, Pat Hollifield, Joy Malmgren, Joe Panther, Linda Seeber, Jami Taylor, Brian West; Jim Reynolds, Rector; Amy Haynie, Parochial Associate; Glenda Morehead, Clerk,. Diana Panther, Treasurer.
Not Present:    Becky Snell.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, September 16, 2012, at 12:30 PM in the East Parish Hall. The meeting opened with prayer by the Rector.
Minutes of the August 19, 2012, meeting were approved as distributed.
Christian Education
Corrie Cabes, Director, reported on CE activities. Her report is attached and made a part of these minutes.
Diocesan Information
Joel Walker announced that on Thursday at 6 PM Carlye Hughes will be installed as the new Rector of Trinity. 2 women of the Diocese will be priested in the fall.
The Rector reported that The Rt Rev Rayford High will be instituted as the next provisional Bishop of the Diocese of Fort Worth on November 3 at Diocesan Convention. He reminded all those attending Convention to register on the diocesan website.
Dick Seeber showed the postcard invitation that will be sent to 2800 households prior to the event. Signs are up. Everything is coming together. Tee shirts have been purchased for the day: green for all festival staff and black for the clergy. 33 vendors have signed up so far. The event will be patrolled by off-duty policemen for the entire day. Firemen will be present in the morning. Businesses south of the church are being asked to allow participants to park in their lots to provide overflow parking. Sprinkler heads will all be marked to ensure their safety. Joe Panther who will be in charge of food asked that anyone who has not volunteered in other areas contact him. There are no provisions for a “rain out.”
Bob Bess announced that the first Stewardship Reflection is on the website and in this week’s bulletin. 14 reflections are ready for use throughout the campaign. The celebration of completion will take place November 11. He stated that the campaign is on track because of all the people involved in the work. During the month of October short sermons at all services will be followed by lay members speaking on stewardship. Joy Malmgren announced plans for a parish-wide meeting to be held October 14, noon to 4:30 PM with a light lunch provided. The focus of the meeting will be visioning for the future of St-Martin-in-the-Fields. Who are we? Where did we come from? Where are we going? Rob Karvo will be facilitator for the meeting.
Establishment of Endowment
Gary Grant stated that an endowment fund can be set up only after funds for it are received, not before. Consensus of the Finance Committee is to have any St-Martin-in-the-Fields Endowment Fund administered through the endowment fund of the Episcopal Church. Sense of the Vestry is that Grant should move forward on plans for education of the congregation and preparations for an Endowment Fund to be launched at St-Martin’s Annual Meeting 2013.
Parochial Associate’s Report
The Parochial Associate reported the following:
She is currently working on the ordination and liturgy for diocesan convention.
She is still working on establishing a relationship with an elementary school in our area. She and the school’s administrators are currently “trading phone messages.”
The Diocese of Fort Worth is working on redistributing the deaneries. She is heading the effort. She asked that anyone having input on composition and efforts of deaneries contact her.
A daytime weekday Holy Eucharist will begin this Thursday at 11:15 AM in the chapel.
Province 7 will be holding a youth event in our area, hosted by the youth of the Diocese. The kids want to host the event through Diocesan EYC. The date will be either the first week or last week of July 2013. The target attendance is 200 youth.
Treasurer’s Report
The Treasurer announced that she had been able to get into St-Martin’s safe deposit at Liberty Bank. The property deeds were there. She has bank documents that must be signed by the Rector and Clerk. The deeds will be kept in secure files in the church office.
She reviewed the monthly financial reports. (See attached.) Bob Bess moved the treasurer’s report be accepted as presented. The motion was seconded and carried.
Rector’s Report
The Rector appointed the Nominating Committee for Vestry members and diocesan delegates to be elected at the Parish Annual Meeting 2013. They are: Jack Bailey – chair, Pat Hollifield, Joy Malmgren and former Senior Wardens – Lisa Neilson, Scott Pannell and DJ Mitchell. The committee is to make its report at the November meeting.
He appointed the Stewardship Committee for this year’s campaign. Bob Bess will chair the committee, members are the following: Mary Anderson, Steve Anderson, Jack Bailey, Bob Bess, Phyllis Bess, Linda Hahn, the Rev Amy Haynie, Pat Hollifield, Paula Jefferson, Gil Kleinwechter, Susan Kleinwechter, Flo Lowrey, Joy Malmgren, Don Mayer, Sue Mitchell, Lisa Neilson, Diana Panther, Joe Panther, Susan Reeves, the Rev Jim Reynolds, Linda Seeber, Becky Snell, Jami Taylor, Doug Watson, Kathy Watson.
Senior Warden’s Report
The Senior Warden distributed copies of the Letter of Agreement between St-Martin-in-the-Fields and the Rev James Reynolds which has been approved by Bishop Ohl. When signed by the Rector, Senior Warden and Bishop, each will receive official copies of the document, with the original to be filed in the secure files in the church office. He asked for any input from Vestry members regarding the Letter of Agreement no later than Friday, September 21.
Junior Warden
The Jr Warden had no report.
The meeting adjourned at 2:20 PM with prayer by Bob Bess.
Respectfully submitted,
Glenda Morehead