Vestry Minutes – September 24, 2017

September 24, 2017
Present:         Norma Barbier, Jim Bedell, Jack Bolerjack, Charles Busey, MaryBeth Butler, Courtney Mullaney, Ike Ogbue, Linda Seeber, Linda Snow, Joel Walker; Scot McComas, Rector; Glenda Morehead, Clerk; DJ Mitchell, Treasurer.
Not present: Nancy Wieden, Kathy Wilkinson.
Also present: Max Tiemann.
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, September 24, 2017 in the East Parish Hall.  The meeting opened with prayer by the Rector at 12:38 PM.
Eagle Scout Project Update
Max Tiemann returned to the vestry to give an update on his proposed Eagle Scout Project. He brought with him a drawing giving further information on the location, layout and design of the walkway he plans to build to the labyrinth. The walkway will be approximately 23 feet long and forty inches (five bricks) in width. Ten square yards of top soil have been delivered and will be used to provide the base for the walkway. More can be delivered if needed. St. Martin’s is providing the top soil for the project. Tiemann plans to complete the project in two days with the help of other scouts. He will begin his approved fundraising activities immediately, and will be making announcements at all services for the month of October. He will contact the parish administrator to ensure that announcements of the fundraiser are included in all bulletins and weekly electronic sendings to the parish. He sees October 21 as the earliest possible day to begin the work with completion on October 28. Ron Hitchcock envisions decorative plantings along the sides of the walkway and the labyrinth once all the construction is complete.
Consideration of Minutes
Ike Ogbue moved the vestry approve the minutes of the August 27, 2017 as distributed. MaryBeth Butler seconded the motion, and the motion carried. Courtney Mullaney moved the vestry approve the minutes of the September 10, 2017 minutes as distributed. Jim Bedell seconded the motion and the motion carried.
Treasurer’s Reports
The Treasurer reviewed the August monthly financial reports.  (See attached.)
Vestry Acceptance Vote: MaryBeth Butler moved the treasurer’s report be accepted as presented. Courtney Mullaney seconded the motion, and the motion carried.
Rector’s Housing Allowance Change
Due to an increase in costs the rector has asked that his housing allowance be increased. Linda Snow moved the vestry adopt the following resolution:
Whereas the Reverend Scot McComas, an ordained minister, is employed to serve St.-Martin-in-the-Fields Episcopal Church as Rector; and
Whereas St. Martin-in-the-Fields Episcopal Church does not provide a residence for its appointed ministers:
It is hereby resolved that effective immediately the compensation to be paid to the Rev. Scot McComas and continuing for subsequent years unless amended, shall include an annual payment of $35,000.00, which is designated as housing allowance, within the meaning of the term as used in Section 107 of the Internal Revenue Code of 1986.
Jim Bedell seconded the motion and the motion carried.
Stewardship Report
The stewardship campaign began this weekend as parishioners began picking up their pledge cards. Some pledge cards have already been returned. More information will be forthcoming as the campaign progresses toward celebration day on St. Martin’s Day November 12.
Recycling Research Update
Norma Barbier presented the results of her research on recycling in City of Southlake. All recycling in Southlake is done through Republic Services as is trash collection, and the billing for such services comes directly from Republic. More information is needed on what materials are recyclable, the size of containers, frequency of collection, etc, so a decision on the matter will take place at a later date. Since St. Martin’s is committed to recycling as much as feasible, education of the parish to that effect will be undertaken immediately.
St. Martin’s Episcopal School
The rector announced that currently 65 students are enrolled in the school – five new students. One teacher has found it necessary to leave, but creative rearranging of the classrooms has meant that no new teacher was needed. He stated that the school director and her staff are to be commended for their efforts in this regard.
Diocesan Information
Diocesan Convention 2017 will be held November 10 – 11 at the Cleburne Convention Center. Delegate Kathy Wilkinson cannot attend, so alternate Christopher DeClerk will be taking her place; Susan Kleinwechter also cannot attend. At this time it is not known who will attend in her place. Both Scot McComas and Joel Walker are running for election to the Standing Committee.
Junior Warden’s Report
Lighting for the Flags: There have been suggestions that St. Martin’s flags be flown 24 hours a day. To do so they would have to be lighted between sundown and sunrise. Junior Warden Busey stated that more investigation is needed as to the types of lighting available, which would be best for the flagpole location and the costs involved. In the meantime the flags will continue to be raised and lowered as is the current practice.
New Sprinkler Stations:  New shrubs on the property require the installation of additional sprinkler stations to water the shrubs. Total cost is not known at this point, but the funding will come out of regular Building and Ground maintenance.
Issues Reported in Recent Fire Inspection: The recent fire inspection revealed some problems that need to be corrected. While some of the problems are simple regular maintenance, making the large storage closet under the narthex stairs fireproof may be more costly and require additional funding. More investigation is need as to the necessary remedy and cost. Busey will provide more information when he has investigated possible options.. Vestry member planned to look at the area involved following the vestry meeting.
Senior Warden’s Report
Nothing new to report. No report given.
Rector’s Report
Nothing new to report. No report given.
Household Items on Hand
Courtney Mullaney reported that Becky Snell is responsible for the items given for the Refugees in TX Program, and would like to receive information on what should be done with the items collected. The rector will investigate the matter and inform Snell on the results.
Announcements / Upcoming Events
Rise against Hunger 10 AM – 1 PM  September 30
Ministry Liaison Reports – October 15 (Due to Clerk October 9)
Stewardship Ingathering and Celebration– St. Martin’s Day, November 12
Adjournment and Closing Prayer
The meeting adjourned at 2:28 PM with prayer by Jim Bedell.
Respectfully submitted,
Glenda Morehead, Clerk
Please note:  Next regular vestry meeting Sunday, October 15, 2017, 12:15 PM, East parish Hall.