St. Martin-in-the-Fields Vestry Meeting December 22, 2024

Present: Alan Bentrup – Rector, Mary Beth Butler – Senior Warden via Zoom, Rick Schulz – Jr. Warden, Dick Seeber – Jr. Warden, DJ Mitchell – Treasurer, Bob Bess, Carlie Briggs, Shawn Casey, Bob Garrity, Rebecca Haynes, Bryan Hedrick, Glenda Morehead – Clerk, Gary Wilkinson – Finance Committee Chair.

Also Present:  Linda Seeber.

Not Present:  The Rev. Gavin Tomlin, – Curate, Eloise Frye, Elizabeth Jordan.

A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday December 22, 2024 in the West Parish Hall. 

By general consent the meeting opened at 11:50 AM with prayer by the Rector who chaired the meeting.

Consideration of the Minutes

DJ Mitchell moved the minutes of the November 24, 2024, vestry meeting be approved as distributed. Bob Bess seconded the motion and the motion carried. 

Finance Committee Report and Acceptance of the Treasurer’s Report

Establishment of a New Temporarily Restricted Fund: Gary Wilkinson reported that the committee recommends the establishment of an Insurance Claims Proceeds and Expenditures Temporarily Restricted Fund to hold the funds received for recent damages to property and from which the funds would be disbursed. This would avoid the funds going into the General Fund and being used for general purposes. DJ Mitchell moved the establishment of the fund as described. Bob Bess seconded and the motion carried.

Investment Policy to Be Written: Bryan Hedrick, chair of the Endowment Committee, announced that the committee will be writing an Investment Policy Statement which will be brought to the vestry for approval.  Other committee members are DJ Mitchell, Michael Yackira and the Rector.

Treasurer’s Report Accepted: Dick Seeber moved that the Treasurer’s report be accepted as presented. Rick Schutz seconded the motion and the report was accepted.

COLA Approved for All Staff: The final vote on the budget for 2025 will not occur until the January 19 2025 vestry meeting. Rick Schutz moved that today the vestry approve a 2.50% cost of living increase in their wages for 2025. DJ Mitchell seconded the motion and the motion carried. 

Clergy Housing Allowances Adopted

DJ Mitchell moved the vestry adopt the following resolutions regarding clergy housing allowances:

Resolved that the sum of $42,000.00 to be paid to the Reverend Alan D. Bentrup as a minister of the gospel at St. Martin-in-the-Fields Episcopal Church in Keller, Texas, January 1 – December 31, 2025, out of his compensation for that period, be designated as a housing allowance excludable from gross income to the extent permitted by Section 107, Internal Revenue code and Income Tax Regulation thereunder.

and

Resolved that the sum of $2,500.00 to be paid to the Reverend Gavin Tomlin as a minister of the gospel at St. Martin-in-the-Fields Episcopal Church in Keller, Texas, January 1 – December 31, 2025, out of his compensation for that period, be designated as a housing allowance excludable from gross income to the extent permitted by Section 107, Internal Revenue code and Income Tax Regulation thereunder. 

Bob Bess seconded the motion and the resolutions were adopted.

Junior Wardens’ Reports

The reports prepared by the Jr. Wardens are attached to and made a part of these minutes. The Jr. Wardens received a hearty round of applause for all their work this year. Schutz has met with HVAC and roofing contractors and received verbal bids only. He will inform them he must have firm bids in writing before January 19, 2025.

Senior Warden’s Report

The written report of Senior Warden Mary Beth Butler is attached to and made a part of these minutes

Curate Report

The Rector reminded vestry members that January 5, 2025 the day on which we celebrate the Epiphany will be the Rev Gavin Tomlin’s last Sunday at St. Martin’s. A reception following the service will give everyone a chance to say farewell to Tomlin as he moves on to serve as Associate Rector at St Paul’s, Waco. His first Sunday at St. Paul’s will be February 2. 

Rector’s Report

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

Vestry Meeting Schedule: The following are the dates of 2025 regular vestry meetings:

January 19

February 23

March 23

April 21 Monday via Zoom 7 PM

May 18

June 23 Monday via Zoom 7 PM

July – no meeting

August 24

September 21

October 19

November 23

December 21

January 19, 2026

Mission, Vision, Values Update: The implementation of the plan that was approved by the Vestry at the November meeting will require intense work. Michael Yackira has volunteered to assist the Rector to ensure the process goes smoothly.

Children’s Choir to Perform Monthly: The children’s choir will perform as a part of the 10:30 service every month. Both they and Mr. Bob enjoyed their preparation for and participation in Christmas and Epiphany services.

Master Plan Update

DJ Mitchell reported that he anticipates as many as three bids for work related to the office modifications to the small parish hall. He will have more complete information at the January 19 vestry meeting.

Bob Bess moved the meeting be adjourned, DJ Mitchell seconded the motion and the motion carried.

The meeting closed with prayer by the Rector at 12:45 PM.

Respectfully submitted,

Glenda Morehead, Clerk

St. Martin-in-the-Fields Vestry Meeting November 24, 2024

For a pdf of financials, please click here

Present: Alan Bentrup – Rector, Mary Beth Butler – Senior Warden, Rick Schulz – 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: Kameron Abram– Eagle Scout candidate, Liza Goodner, Linda Seeber.

Not Present: Rebecca Haynes. 

A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday November 24, 2024 at 12 PM in the West Parish Hall. 

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

Eagle Scout Project Presentation – Kameron Abram

Abram’s Eagle Scout Project involves repair, renovation and improvement of the shed that houses the gardening equipment used to maintain St. Martin’s property. He plans to complete the project in April. He understands his work must meet Jr. Warden’s requirements. DJ Mitchell moved the project be approved as presented, Dick Seeber seconded the motion, and the motion carried. As the time for his work comes nearer, Abran will be invited by the Rector to speak during church services.

Consideration of the Minutes

Mary Beth Butler moved the minutes of the October 20, 2024, vestry meeting be approved as distributed. DJ Mitchell seconded the motion and the motion carried. 

Finance Committee Report and Acceptance of the Treasurer’s Report

Notes from the Committee Meeting: Gary Wilkinson reported that St. Martin’s cash position remains as was expected previously.

Budgeting Changes: DJ Mitchell reported that changes in the Curate position, the addition of the 4 Saints Food Pantry pledge, website reconstruction, additional youth program support and compensation for the Financial Manager and Chuck Ambrose will all be factored into the 2025 budget. Pledges continue to come in and the budget will be finalized at the January 19, 2025, Vestry meeting.

Treasurer’s Report Accepted: Rick Schutz moved that the Treasurer’s report be accepted as presented. Mary Beth Butler seconded the motion and the report was accepted.

Update on Stewardship Activities: The Rector stated that he sends a personal thank-you note to every pledger.  Vestry members are asked to participate in thanking pledgers. The note cards are provided in preaddressed stamped envelopes. Any vestry member who is not comfortable in helping thank pledgers is not required to participate.

Junior Wardens’ Reports

The reports prepared by the Jr. Wardens are attached to and made a part of these minutes. Rick Schutz reported that the leak referenced in his report has been fixed. The Jr. Wardens received a hearty round of applause for all their work this year. 

Senior Warden’s Report

The written report of Senior Warden Mary Beth Butler is attached to and made a part of these minutes

Curate’s Report

Gavin Tomlin remarked that he has mixed emotions at leaving St. Martin’s for his new position.

Rector’s Report

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

Mission, Vision, Values Approved: The proposed changes were provided in the vestry packet sent out by the Rector. DJ Mitchell moved the Vestry approve going forward with the plans as presented. Mary Beth Butler seconded the motion and the motion carried. The changes will be presented to the parish during January and February Rector’s Forums. 

Bylaws Committee Report

The report of the Bylaws Committee is attached to and made a part of these minutes. When the revised bylaws have been approved by the Episcopal Diocese of Texas, the resulting document will be presented to the vestry for adoption. 

Master Plan Update

DJ Mitchell reported that he anticipates as many as three bids for work related to the office modifications to the small parish hall. Final design drawings will be complete after the holidays, sometime in January. 

It appears that pursuing a different type of contact has set the stage for a project within our budget limits. Actual bids will confirm this expectation or they will require us to modify our thinking.

Bob Bess moved the meeting be adjourned, DJ Mitchell seconded the motion and the motion carried.

The meeting closed with prayer by the Rector at 12:55 PM.

Respectfully submitted,

Glenda Morehead, Clerk

St. Martin-in-the-Fields Vestry Meeting October 20, 2024

For a pdf of financials, please click here

Present: Alan Bentrup – Rector, Mary Beth Butler – Senior Warden, Rick Schulz – Jr. Warden, Dick Seeber – Jr. Warden, DJ Mitchell – Treasurer, Bob Bess, Carlie Briggs, Shawn Casey, Eloise Frye, Bob Garrity, Rebecca Haynes, Elizabeth Jordan, Tina Morehead – Clerk pro tem, Gary Wilkinson – Finance Committee Chair. 

Also Present:  Linda Seeber, Sue Mitchell

Not Present: Gavin Tomlin – Curate, Bryan Hedrick, Glenda Morehead – Clerk 

A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday October 20, 2024 at 12 PM 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 September 15, 2024, vestry meeting be approved as distributed. Dick Seeber seconded the motion and the motion carried. 

Finance Committee Report and Acceptance of the Treasurer’s Report

Notes from the Committee Meeting:  St Martin’s cash position remains as was expected previously, including expenses paid out with regards to replacement of roof on the Education Building.  The reimbursement from the insurance company is falling over a 2 month period as reflected on the reports.  Though statements show a slight loss that will be resolved on November financial report.  To date, insurance has paid $144,000 and of that $94,000 has been spent.  The Finance Committee see no issues coming up through year end that would cause problems with cash flow and are very comfortable with current standings.

Budget Discussions:  Budget discussions were started at the October meeting of the Finance committee.  They will have a better idea of where to begin with those talks after the next update on 2025 pledges.  Finance Committee should have preliminary numbers on 2025 budget to the Vestry for the November meeting.

New line item on budget for 2025, 4Saints – 4Saints has asked the 4 founding churches to make annual pledges to the food pantry beginning in 2025. This will assist them in budgeting and planning.  Per the Rector, 4Saints will be told that St Marin will give $6,000 for 2025 to be paid quarterly after each Red Envelope month.  4Saints will be given the amount raised with the Red Envelopes drive, which has been roughly $6000 the last 2 years.  Dick Seeber moved that this be done,  Carlie Briggs seconded the motion.  Motion carried.

Treasurer’s Report Accepted:  Bob Bess moved that the Treasurer’s report be accepted as presented. Mary Beth Butler seconded the motion and the report was accepted.

Update on Stewardship Committee and 2025 pledges thus far:  Bennett Cepack chaired the committee this year. Update was given on 2025 pledges received thus far.  Formal ingathering will be November 10^th at the celebration of St. Martin’s feast day with the knowledge that pledges will continue to be made through year end.    

Junior Wardens’ Reports

The report prepared by Rick Schulz is attached to and made a part of these minutes.

On Saturday 10/19/24, a large leak was discovered in the soccer field by Fever United coach Constance.  She talked to Posey Plumbing, which has moved in next door on Pearson.  Posey quoted less than 1/3 of the quote received from our usual plumber.  Dick Seeber gave the job to Posey Plumbing and paid for it on his parish credit card as it was below his $1500 limit.  Work was completed in time for services to be held today.

Education Building Roof Replacement completed:  Roof has been replaced and all work completed.  The roofer is working through negotiating remainder of cost with insurance.  This includes replacing the 4 HVAC units for the building (youngest of which was installed in 2001)  St. Martin’s will have those replaced under insurance work if possible.

Repair of Baptismal Font:  Rick Shulz has resealed and refinished the Baptismal Font, which had warped and was leaking.   

Senior Warden’s Report

The written report of Senior Warden Mary Beth Butler is attached to and made a part of these minutes 

Rector’s Report

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

Mission, Vision, Values update:  Preliminary work on updated logo, mission and vision statements was distributed to the Vestry in the October packet.  This will be reviewed by the Vestry in the November meeting and presented to the parish during January and February Rector’s Forums. 

Master Plan Update:  DJ Mitchell reported on his latest meeting with the architect, during which he was given contact information for a different company that specializes in Interior Finishing. Our project should fall more under Interior Finishing since we are no longer looking at moving walls, etc.  Mitchell feels this will give us a good read on if the project should really cost $900,000 as previously quoted. He has asked for new drawings from the architect to show new ceiling tiles with integrated sprinkler system so those can go to the City of Southlake for approval.   He did get an estimate of $200,000 for demountable walls as discussed in September vestry meeting.  He will arrange a trip to the Steelcase showroom in Dallas for any vestry members wanting to go see the proposed solution. 

The November and December Vestry Meetings are being moved to the 4^th Sunday this year, so that Finance Committee will have met before the Vestry meets.   

The meeting was closed in prayer by the Rector at 1:21 P.M.

Bob Bess moved the meeting be adjourned, DJ Mitchell seconded and the motion passed. 

Respectfully submitted, Tina Morehead

Clerk Pro Tem