St. Martin-in-the-Fields Vestry Meeting February 18, 2024

For a pdf of financials, please click here

Present: Alan Bentrup – Rector, Rick Schutz – Jr. Warden, Dick Seeber – Jr. Warden, DJ Mitchell – Treasurer, Bob Bess, Carlie Briggs, Shawn Casey, Eloise Frye, Bob Garrity, Bryan Hedrick, Elizabeth Jordan, Glenda Morehead – Clerk, Gary Wilkinson – Finance Committee Chair.

Also Present: Tony Kroll, Linda Seeber.

Not Present: Gavin Tomlin – Curate, Mary Beth Butler – Senior Warden. 

A meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, February 18. 2024, in the West Parish Hall.

The meeting opened with prayer at 12:00 PM by the Rector who chaired the meeting.

Consideration of the Minutes

DJ Mitchell moved the minutes of the January 21, 2024, vestry meeting, the January 28, 2024, Annual Meeting and the January 28, 2024, called vestry meeting be approved as corrected. Rick Schutz seconded the motion and the motion carried.

Finance Committee Report and Acceptance of the Treasurer’s Report

Finance Committee Report: Gary Wilkinson reported the following from the committee’s meeting via Zoom yesterday:

Update on High Yield Savings: As a business St. Martin’s cannot set up a high interest savings account. They are only available to individuals. Treasury Coupons are available that yield more than 5%. An account can be set up with Baird to accept the Treasury Coupons. The committee recommends this approach to the vestry.

Stewardship Plans: Bennett Cepak stated that in the 2024 pledge campaign 66% of pledges came in on paper, only 34% via the website. The committee recommends that for 2025 pledge cards be used again.

Possible Redistribution of Baird Funds: Bryan Hedrick has analyzed our investments in Baird. A redistribution of funds into more high-yield accounts would have the potential for more income for St. Martin’s. A recommendation to the vestry will be forthcoming soon.

Bob Bess moved the vestry approve the recommendations of the committee. The recommendations were approved.

Treasurer’s Report Accepted: DJ Mitchell moved the report be accepted as distributed. Bob Bess seconded the motion and the report was accepted.

Housing Allowance Resolutions Adopted:

DJ Mitchell moved the vestry adopt the following resolution:

Whereas the Rev Alan Bentrup is employed as a minister of the gospel at St. Martin-in-the-Fields Episcopal Church in Keller, Texas, which does not provide a residence for him, the vestry resolves that of the total compensation of $123,492.00 to be paid to the Rev Alan Bentrup during 2024, that $42,000.00 be designated a housing allowance within the meaning of that term as used in Section 107 of the Internal Revenue Code of 1986,

And be it further resolved that $42,000.00 of compensation is designated as housing allowance for this and all future years, unless otherwise provided.

Bob Bess seconded the motion and the resolution was adopted.

DJ Mitchell moved the vestry adopt the following resolution.

Whereas the Rev. Gavin Tomlin is employed as a minister of the gospel at St. Martin-in-the- Fields Episcopal Church in Keller, Texas, which does not provide a residence for him, the vestry resolves that of the total compensation of $68,508.00 to be paid to the Rev. Gavin Tomlin during 2024, that $30,000.00 be designated a housing allowance within the meaning of that term as used in Section 107 of the Internal Revenue Code of 1986.

And be it further resolved that $30,000.00 of compensation is designated as housing allowance for this and all further years, unless otherwise provided.

Bob Bess seconded the motion and the resolution was adopted.

Junior Wardens’ Reports

The written report is attached and made a part of these minutes.

Replacement of Outside Signs: The outside signs need to be changed. The wording will be determined and the work can be done for around $200.00. The vestry endorsed the replacement of the signs.

Installation of Remote Control of Worship Screens: Rick Schutz and Bob Bess are researching the cost, source for, and other details for making the worship screens movable as needed. 

Senior Warden’s Repot

The written report of Senior Warden Mary Beth Butler is attached to and made a part of these minutes. She has reminded vestry members to sign up for VPiC duties. 

Curate’s Report

Curate Gavin Tomlin has gone to take the eucharist to a hospitalized member of the congregation. 

Rector’s Report

The Rector’s written report is attached to and made a part of these minutes.

Vestry Orientation: Bentrup reminded vestry members they function as the Board of Directors of St. Martin’s. He plans to use the recently revised “Vestry Resource Guide” as a study guide in orientation. It is important to remember the adage “The vestry speaks with one voice.” St. Martin’s vestry members are the leaders of the church. They are not all expected to think alike. If they disagree with any decision of the vestry, they can and should vote in opposition – during the meeting. But when the meeting is over, they remember that the decisions are those of the vestry as a whole. He asked that vestry members read the first 2 chapters of the guide before the next meeting. 

Master Plan Update

DJ Mitchell reported that bids have been received from three contractors who qualify for consideration to do the first phase of St. Martin’s reconstruction. The committee will meet February 21, 2024 to consider the bids, make a decision and bring a draft contract to the vestry for their consideration at the next vestry meeting.

DJ Mitchell moved the meeting be adjourned, Elizabeth Jordan seconded the motion and the motion carried. The meeting closed with prayer by the Rev. Alan Bentrup at 1:00 PM 

Respectfully submitted, Glenda Morehead Clerk

St. Martin-in-the-Fields Vestry Meeting January 21, 2024

For a pdf of financials, please click here

Present:  Alan Bentrup – Rector, Bob Bess – Senior Warden, Rick Schulz – Jr. Warden, Dick Seeber – Jr. Warden (via Zoom), DJ Mitchell – Treasurer, Mary Anderson, Mary Beth Butler, Elizabeth Jordan (via Zoom), Melissa Kurkul, Becky Snell-Bolerjack, Glenda Morehead – Clerk.

Also Present: Gary Wilkinson – Finance Committee Chair, Tony Kroll – Seminarian, Bennett Cepak.

Not Present: Gavin Tomlin – Curate.

A regular meeting of St. Martin-in-the-Fields Vestry was held on January 21, 2024 in the small parish hall. The meeting was called to order by the Rector, who opened the meeting with prayer at 12:00 PM.

Consideration of the Minutes

DJ Mitchell moved the minutes of the December 17, 2023 meeting be approved as distributed. Becky Snell-Bolerjack seconded the motion and the motion carried.

Finance Committee Report & Treasurer’s Report

Finance Committee Report: Gary Wilkinson reviewed the process by which the budgets for upcoming years are prepared.

Endowment Committee Report:  The Endowment Committee has met with Baird, the firm who currently handles our investments. Investments are currently set at a very low-risk level. That may change in the future.

High Yield Savings Account:  The Finance Committee recommends a High Yield Savings Account in the amount of $100,000.00 be set up in a bank with $50,000.00 to serve as an emergency fund and $50,000.00 to be reserved for savings. Bob Bess seconded the Finance Committee recommendation and the vestry approved the recommendation.

Treasurer’s Report:  Bob Bess moved the report be accepted. Mary Anderson seconded the motion, and the motion carried.

Budget Adopted: DJ Mitchell seconded the adoption of the budget recommended by the Finance Committee for 2024. The vestry approved the recommendation. The budget will be shared with the congregation at the Annual Meeting January 28, 2024.

Junior Wardens’ Reports

The Jr. Wardens’ written report is attached to and made a part of these minutes.

Parking Lot Pavement Repair: Two bids have been received for repair of the church parking lot. Jr. Warden Dick Seeber recommended the vestry approve the bid by TAI. DJ Mitchell moved Seeber’s recommendation be approved, Bob Bess seconded the motion and the motion carried.

Senior Warden’s Report

The Senior Warden’s Report is attached to and made a part of these minutes. It is the report that will be included in the Annual Meeting booklet.

Curate’s Report

In the absence of the Curate the Rector reported that the two of them have been working on the Pastoral Care aspect of the priesthood. Already there are those who call on Tomlin rather than the Rector himself.

Rector’s Report:

The written report is attached and made a part of these minutes.

Curate Covenant Agreement Signed: The Rector, Senior Warden, Treasurer and the vestry members present signed the contract with EDOT providing a grant to St. Martin’s from the diocese in 4 quarterly payments toward the expenses of the curate. The signed document will be forwarded to the diocese.

Youth Minister Introduced:  The Rector introduced Leah Robinson who is the newly funded part time Youth Minister for St. Martin’s. She and the youth are currently holding their first meeting in another part of the building.

VBS Changed to Evenings:  After consulting the parents of VBS age children Liza Goodner has recommended that VBS be changed to evenings. He has approved the change.

Master Plan Update

DJ Mitchell reported that he will have the assistance of parishioners Scott Liston and his wife as work goes forward on the office/parish hall renovations. The Listons are experienced in construction and will assist in the selection of a construction firm during the month of March.

The meeting was closed with prayer by the Rector and adjourned at 1:01 PM.

Respectfully submitted,

Glenda Morehead, Clerk

VESTRY RETREAT JANUARY 27 10 AM – 12 PM N R H LIBRARY BOARD ROOM

ANNUAL MEETING JANUARY 28, 9:30 AM NAVE

NEXT REGULAR VESTRY MEETING: FEBRUARY 18, 2024 12 PM, WEST PARISH HALL

St. Martin-in-the-Fields Called Vestry Meeting January 28, 2024

Present: Alan Bentrup – Rector, Mary Beth Butler – Senior Warden, Bob Bess, Carlie Briggs, Eloise Frye, Bob Garrity, Rebecca Haynes, Bryan Hedrick, Elizabeth Jordan, DJ Mitchell, Rick Schulz, Richard Seeber.

Also Present: Tony Kroll

Not Present: Shawn Casey.

A called meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, January 28

2024, in the nave immediately following the Annual Parish Meeting. The meeting was called for the purpose of electing church officers for 2024.

The meeting opened with prayer at 10:02 AM by the Rector who chaired the meeting.

Clerk Elected

DJ Mitchell moved Glenda Morehead be elected Clerk for the coming year. Bob Bess seconded the motion and the motion carried.

Junior Wardens Elected

DJ Mitchell moved Rick Schutz and Dick Seeber be elected Co-Junior Wardens for the coming year. Elizabeth Jordan seconded the motion and the motion carried.

Treasurer Elected and Finance Committee Chair Announced

Bob Bess moved DJ Mitchell be elected Treasurer for the coming year. Dick Seeber seconded the motion and the motion carried. The Rector announced Gary Wilkinson will continue as Finance Committee Chair.

Vestry Person in Charge Weekly Schedule

Becky Snell will be contacting vestry members about VPiC duties for the coming year. She will also maintain the list of vestry members who will provide snacks for those attending vestry meetings.

Rector’s Announcements

Vestry Meeting Schedule: All regular vestry meetings are scheduled for the 3^rd Sunday of the month at 12 PM, with the following exceptions:

The June meeting is moved to Monday June 17 at 7 PM via Zoom. There is no vestry meeting in July. A regular meeting will be held January 19, 2025 – at which the vestry will make the final decision on the budget for 2025. 

DJ Mitchell moved the meeting be adjourned, Elizabeth Jordan seconded the motion and the motion carried. The meeting closed with prayer by the Rev. Alan Bentrup at 10:12 AM

Respectfully submitted,

Glenda Morehead

Clerk

St. Martin-in-the-Fields Episcopal Church Annual Meeting

January 28, 2024

The Annual Meeting of St. Martin-in-the-Fields Episcopal Church was held January 28, 2024, in the nave at 9:30 AM. Prior to the meeting the Rector reminded those present that during the weeks leading up to the meeting, forums were held on the matters to be covered in the meeting giving parishioners the opportunity to ask any questions they might have. The booklet for the meeting has been available on the website and a printed copy of it is available at the end of each pew for those who want to use it. He advised all members to read the reports from the many ministries of St. Martin’s.

A quorum (10% of the average Sunday attendance during 2023) being present the meeting opened at 9:38 AM with prayer by the Rev. Alan Bentrup, Rector, who chaired the meeting.

Appointment of a Clerk

The Rector appointed Glenda Morehead clerk for the meeting.

Introduction of Current Vestry Members

Current Vestry members present were introduced and acknowledged by a round of applause by the parish members present.  Those whose terms end today are Amanda Alvarez, Mary Anderson, Melissa Kurkul, and Becky Snell-Bolerjack. Those going off the Vestry were presented with “St. Augustine’s Prayerbook” by the Rector.

2024 Vestry Election

The nominees for vestry were selected by the Nominating Committee and were elected by acclamation. Those elected to 3-year terms are the following: Carlie Briggs, Shawn Casey, Bob Garrity, and Rebecca Haynes. Eloise Frye was elected to serve the final year of an individual who moved out of the area. Shawn Casey was ill and not present today. The new members were acknowledged by a round of applause.

2025 Delegate Election

As a congregation in the Episcopal Diocese of Texas (EDOT) St. Martin’s is entitled to 4 delegates to the Diocesan Council. Those who are elected serve at the Council gathering in February 2025, 13 months after their election. Christine Gehringer, Keen Haynes, Suzanne Lincoln, and Ed McGlaston were reelected as delegates. The Rector will appoint alternate delegates at a later date.

Senior Warden’s Remarks

Bob Bess thanked everyone who helps to make St. Martin’s continue to be the welcoming active church he and Phyllis found when they first came many years ago. He remarked that Rector Alan Bentrup is a wonderful person to work with and the past year as Senior Warden has been a pleasure. He looks forward to the years to come.

Rector’s Remarks

The Rector thanked Bob Bess for the past year as his Senior Warden and announced that Mary Beth Butler has accepted the position for the coming year.  He recommended that all present read the reports of the various ministries and volunteer for those that interest them. He thanked everyone for the love and personal support he and his boys continue to receive from church members.

Youth Minister

The Rector announced Leah Robinson is the newest person on staff – the part-time Youth Minister. She and the youth are already enthusiastically planning their activities and getting them put on the church calendar. 

Ordination of the Rev Gavin Tomlin and his New Designation

The Rector invited all present to return to the church for the 6 PM ordination to the priesthood of Curate Gavin Tomlin by the Rt Rev Doyle, bishop of EDOT. As a part of Tomlin’s ordination to the priesthood the Rector is designating him the Associate Rector – meaning that in the absence of the Rector Tomlin can act in his stead. Bentrup stated that they have worked closely since Tomlin came and he believes the young priest will serve well in the position. The announcement received a round of applause. 

Commissioning of Vestry

The Rector commissioned the Vestry members for the coming year, and the congregation pledged their support.

Adjournment

Phyllis Bess moved the meeting be adjourned, DJ Mitchell seconded the motion and the meeting was adjourned at 9:55 AM with prayer by the Rev. Ayo Omoniyi, “Keep your hearts and minds open to the opportunities and needs of the world.”

Respectively submitted,

Glenda Morehead, Clerk

St. Martin-in-the-Fields Vestry Meeting December 17, 2023

For a pdf of financials, please click here

Present:  Alan Bentrup – Rector, Bob Bess – Senior Warden, Rick Schultz – Jr. Warden (via Zoom), Dick Seeber – Jr. Warden   DJ Mitchell – Treasurer, Mary Anderson, Mary Beth Butler, Elizabeth Jordan (via Zoom), Melissa Kurkul, Becky Snell-Bolerjack, Glenda Morehead – Clerk.

Also Present: Gary Wilkinson – Finance Committee Chair, Tony Kroll, Seminarian, Ashley Coblin – Past Scout Master of Troop 23, Michael Johnson, Eagle Scout Candidate.

Not Present: Gavin Tomlin – Curate.

A regular meeting of St. Martin-in-the-Fields Vestry was held on December 17, 2023 in the small parish hall. The meeting was called to order by the Rector, who opened the meeting with prayer at 12:08 PM.

Eagle Scout Project Presentation

Michaael Johnson presented his proposal for an Eagle Scout Project – to build 2 trellis arbors in the Good News Garden. The document outlining his project was included in the meeting packet for this meeting. DJ Mitchell moved the project be approved with the work to be done under the direction of the Jr. Wardens. Melissa Kurkul seconded the motion and the motion carried.

Consideration of the Minutes of November 19, 2023.

DJ Mitchell moved the minutes be approved as distributed, Dick Seeber seconded the motion and the motion carried.

Finance Committee Report & Treasurer’s Report

Finance Committee Report: Gary Wilkinson reviewed the process by which the budgets for upcoming years are prepared. The committee will meet on January 20, 2024 (possibly via Zoom) to prepare the final budget recommendation for 2024. It is expected there will be money to set aside in the budget as an Emergency Fund for the first time in several years.

Treasurer’s Report: DJ Mitchell reviewed the Treasurer’s Report. Bob Bess moved that the report be accepted. Mary Anderson seconded the motion, and the motion carried.

Presentation of the Budget: DJ Mitchell explained that the proposed 2024 budget included in the vestry packet for today was incorrect. He distributed copies of the corrected document. Money is budgeted for both Outreach and Programs. The budget also includes 5% raises for all staff members. The final budget for 2024 will be voted upon at the January 21, 2024 meeting and shared with the congregation at the Annual Meeting January 28, 2024.

Junior Wardens’ Reports

The Jr. Wardens’ written report is attached to and made a part of these minutes. Items shown on the report as pending have been completed. 

Senior Warden’s Report

The Senior Warden will be completing the necessary forms to receive reimbursement for the damage caused by the sub-contractor during the City of Southlake work around the water lines. He holds out little hope that the reimbursement will take place.

Curate’s Report

In the absence of the Curate the Rector took delight in announcing that the Rev Gavin Tomlin will be ordained to the priesthood by the Rt Rev Andy Doyle at 6 PM on January 28, 2024.

Rector’s Report:

The written report is attached and made a part of these minutes.

Possible Annual Meeting Change: He is considering moving the Annual Meeting to between services on January 28, 2024, in the expectation that would increase participation.

Slates of Nominees to Be Presented:  The Rector announced there are four individuals who are standing for delegates to diocesan council. He is in conversation with people who are considering running for vestry.

Staff Bonuses:  Bentrup announced that Gavin Tomlin, Ayo Omoniyi, Bob Duquesnel, Liza Goodner, and Anika Rinker will be receiving Christmas bonuses.

Master Plan Update

The Rector and DJ Mitchell displayed the plans for the construction and renovations that will be done first. The first work will be done to the Parish Hall building and office areas. Plans for changes to the worship are not finalized yet, and that work will come later. Those present were given the chance to look at the renderings and ask questions. All recommendations will be considered. Mitchell still believes that the work will begin by March, weather permitting. Dick Seeber moved the vestry endorse the plans as presented. Mary Beth Butler seconded the motion and the motion carried.

The meeting was closed with prayer by the Rector and adjourned at 1:17 PM.

Respectfully submitted,

Glenda Morehead, Clerk

NEXT REGULAR VESTRY MEETING: JANUARY 21, 12 PM, WEST PARISH HALL

St. Martin-in-the-Fields Vestry Meeting November 19, 2023

For a pdf of financials, please click here

Present:  Gavin Tomlin – Curate, Bob Bess – Senior Warden, Dick Seeber – Jr. Warden DJ Mitchell – Treasurer, Mary Anderson, Mary Beth Butler, Bryan Hedrick, Elizabeth Jordan, Becky Snell-Bolerjack, Glenda Morehead – Clerk.

Also Present: Gary Wilkinson – Finance Committee Chair, Tony Kroll, Seminarian.

Not Present: Alan Bentrup – Rector, Rick Schultz – Jr. Warden, Amanda Alvarez, Melissa Kurkul.

A regular meeting of St. Martin-in-the-Fields Vestry was held on November 19, 2023 in the small parish hall. The meeting was called to order by the Senior Warden, who opened the meeting with prayer at 12:03 PM.

Consideration of the Minutes of October 15, 2023.

DJ Mitchell moved the minutes be approved as distributed, Mary Beth Butler seconded the motion and the motion carried.

Finance Committee Report & Treasurer’s Report

Finance Committee Report: Gary Wilkinson reported that as of Friday $395,000.00 in pledges had been received. The expectation based on previous years is that the final total for pledges will be in the vicinity of $441,000.00. The committee plans to return Outreach as a line item in the budget and include a small amount for a Youth Minister. The December vestry packet will include the first draft of the 2024 budget. Vestry members are asked to review it and come prepared  to discuss it. The vestry will vote on the final 2024 budget at the January 21, 2024 vestry meeting. The budget will be shared with the congregation at the Annual Meeting. At the suggestion of Becky Snell-Bolerjack, vestry members expressed appreciation in a round of applause for the members of the Finance Committee.

Treasurer’s Report: DJ Mitchell reviewed the Treasurer’s Report. Dick Seeber moved the report be accepted. Becky Snell-Bolerjack seconded the motion, and the motion carried.

Junior Wardens’ Report

The written reports of completed work are attached and made a part of these minutes.

Curate’s Report

Curate Gavin Tomlin reported that he met with the Standing Committee and has been approved for ordination to the priesthood.

Health and Wellness: Tomlin stated that he is trying to set the date for the first first aid training class..

Rector’s Report:

The Rector is on vacation November 17 – 22. His written report is attached and made a part of these minutes.

The meeting was closed in prayer by the Curate and adjourned at 12:19 PM.

Respectfully submitted,

Glenda Morehead, Clerk