St. Martin-in-the-Fields Vestry Meeting September 15, 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 via Zoom,  Tina Morehead – Clerk pro tem, Gary Wilkinson – Finance Committee Chair.

Also Present:  Linda Seeber, Sue Mitchell, Liza Goodner, Max Poveda – Eagle Scout Candidate, Larissa Poveda

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 September 15, 2024 at 12 PM in the West Parish Hall.

The meeting opened with prayer at 12:01 PM by the Rector who chaired the meeting. 

Presentation of Eagle Scout Project Request

Max Poveda, Scout Troup 937, shared his proposal to provide upkeep in the Memorial Garden including planning and installation of a paved walkway to provide access to the columbarium, benches and other features already in place in the garden.  Time frame for work is November or December of this year. Liza Goodner will connect Max with members of the Memorial Garden Committee to coordinate his work with their expertise of the existing installations.  He will revise his plan to include that the garden is an active cemetery, and will revise it accordingly before turning in to his Scout troop for approval.

DJ Mitchell moved that Max’s proposal be approved by the Vestry. Bob Bess seconded and the motion carried.

Consideration of the Minutes

DJ Mitchell moved the minutes of August 18, 2024, vestry meeting be approved as corrected. 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 consistent as expected.  Though non-pledge income is a bit behind budget year to date, that is to be expected and committee is confident will resolve itself before year end.

Update on the Annual Financial Review: Wilkinson reported that the Annual Review documents were sent to the Diocese prior to September 1^st deadline.  As of September 14, 2024 we have not received any feedback from the Diocese.

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

Junior Wardens’ Reports

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

Update on water leaks in education building:  Dick Seeber reported that all water leaks have been repaired.  A list of damaged ceiling tiles needing to be replaced will be sent to roof contractor to be added to scope of work for roof replacement. 

Ceiling and roof repairs in Parish Hall: Contractor chosen to do work on roof replacement, Dave Poppennsee, has been working with insurance company to ensure all items needing repair are included in claim.  Materials to replace the roof are to arrive on Thursday September 19, 2024.  The natural gas line entrance has to be corrected to meet current code, including the natural gas pipe being be painted yellow instead of the red that was required when building was initially built.  HVAC units that are located on the roof of the building must be removed before roof can be replaced.  4 of the 6 are not working and need to be replaced now.  Rick Schulz was instructed to get bids on the 2 new AC units after insurance company agrees to pay for 4 damaged units.  The Rector and Wardens will review bids and execute contract for new units.  Per the Rector, Vestry has previously voted to replace all  AC units so no further vote is required.  The ceiling tiles and grids will need to be updated to current 2 foot x 2 foot standard for new construction in building (we currently have old 2 foot x 4 foot standard). Contractor will see if part of that expense will be covered by insurance claim on roof.

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.

Stewardship Campaign:  The packet with Stewardship materials for this year is being assembled and will be mailed to the congregation the last week of September.  Ingathering will once more be during The Feast of St. Martin on November 10, 2024.

Master Plan Update:  DJ Mitchell shared his findings from visiting SteelCase showroom in Dallas.  They provide “de-mountable” walls and modular office space.  Changing to that method will not require moving of plumbing or walls and work could be done and completed over a long weekend.  SteelCase is working on a bid to meet our needs for office spaces and classroom space.  Current children’s bathrooms will be incorporated into Nursery area and only accessible from the Nursery.

One change to Master Plan is that after renovations the hall with offices and childcare will be locked down on weekends.  Unless parishioners have children in childcare or work in childcare, they will not have access to that hallway as an update to security processes.  Also, a review will be made of SafeGuarding training certificates on hand.  Unless one has a valid and current SafeGuarding certificate on file as issued by Diocese of Texas, they cannot work with children in our parish.

The Rector announced that part of Gavin Tomlin’s training as a Curate includes leading a Vestry meeting.  This will take place before year end.

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

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

For a pdf of financials, please click here

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

Also Present: Deborah Diehl, Sue Mitchell, Tina Morehead, Linda Seeber.

Not Present: Carlie Briggs, Eizabeth Jordan.

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

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

Mutual Ministry Review Plans

The Rector introduced St. Martin’s Stephen Ministry Director Deborah Diehl, who told of her more than 30 years’ experience in Human Resources for numerous companies and organizations throughout the United States. The study she will be leading will be a 360 ⁰ look at St. Martin’s at this point in the Rector’s leadership of the church – where there have been successes and where there have been failures – with the goal to be setting out plans for the future. Diehl will be working closely with Senior Warden Mary Beth Butler. There will be small group sessions – safe spaces where those attending will be respectful of one another, with the firm times of beginning and ending established ahead of time. Reports of comments made will be completely anonymous. She plans to have all the meetings done by December with the analysis and results of data ready for presentation to the vestry by the January 19, 2025 meeting and shared with the entire congregation at the Annual Meeting January 26, 2025. 

Consideration of the Minutes

DJ Mitchell moved the minutes of the June 17, 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: Gary Wilkinson, chair, stated that the Finance Committee voted to support all the proposals that will be presented at today’s Vestry meeting. The cash on hand has gone down during the summer months as expected, but more important is the fact that net income has been positive in 5 out of 7 months, whereas the 2024 budget projected a positive net income in only 3 out of 7 months. Year to date net income of $59,460 remains above plan by $20,081 – the highest it has been in any year in his experience with the committee.

Annual Financial Review: Wilkinson reported that Audit Committee has finished its work and that the results show that as of December, 2023 St. Martin-in-the-Fields Episcopal Church has a sound and reliable financial reporting system supported by good internal control. No corrections are needed. DJ Mitchell moved the vestry accept the Audit Committee Report for forwarding to EDOT. Bob Bess seconded the motion and the motion carried. The report must be forwarded to EDOT by September 1.

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

Junior Wardens’ Reports

The report prepared by Dick Seeber is attached to and made a part of these minutes.

Chapel Fan Maintenance: Seeber added that it had been brought to his attention that the ceiling fans in the chapel needed attention. There has never been any air conditioning in the chapel. The fans are the only source of cooling. Groups needing the door shut for privacy depend on the fans. Investigation showed the light globe on one was loose and there was debris on the fan blades of another. The fans are now functioning as they should.

Wiring in the Church: Len Neill has accepted the responsibility for hiding the wiring going to the video components in church. He will be doing the work in September.

Repairs Done Today: Rick Schulz reported that today he had repaired the urinal in one bathroom in the church building and rehung the door that was off its hinges in the other. He remarked that the decorations in both bathrooms need to be changed to reflect that they’re now unisex.

Update on Leaking Roofs: The Church Insurance Corporation will be paying on our claims for wind and hail damage. On our claim of a loss of $179,623.84 with a deductible of $1,000.00, and $39,601.97 depreciation the Company will be reimbursing St. Martin’s around $139,021.87. The number is subject to change once a contract is signed for the work to be done. Rick Schutz will be contacting the roofers to solicit bids.

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 stated that he really enjoys being a part of St. Martin-in-the-Fields Episcopal Church then left the meeting for a phone call. 

Change in Curate’s Stipend

The Rector announced that in the Episcopal Diocese of Texas curates are eligible for an 8% raise at the end of their first year at their assigned church and churches within the diocese are strongly encouraged to follow the practice. In the case of Curate GavinTomlin the increase would be under $550.00 per month which includes benefits. Bob Bess moved the vestry approve the increase retroactive to July 1, 2024, Dick Seeber seconded the motion and the motion carried.

The Rector reminded the vestry that St. Martin’s contract with EDOT for financial assistance is up in 2025 which will have an impact on the 2025 budget. The Finance Committee is aware of the fact, and will increase the 2025 budget as needed.

Rector’s Report

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

Vestry Nomination Plans: The Rector announced that nominations for Vestry open September 1. He stated that the policy since his arrival is to present only enough nominees to fill the positions being vacated. The Nominating Committee will be him and the Senior Warden and the outgoing vestry members. He has already been in contact with 3 qualified parishioners who are interested in serving.

Stewardship Plans:  Bentrup will be working with Bennett Cepak on the pledge campaign for calendar year 2025. The campaign will start October 1, 2024 and the ingathering will take place at the celebration day for our patron saint – St. Martin on November 10, 2024.

Endowment Plans: Bryan Hedrick and his committee will begin the campaign shortly to encourage parishioners to include St. Martin’s in their wills.

Outreach Funding for Nearby Schools: Texas schools are cutting programs due to funding cuts made by the state. Schools all over the state are asking for help. Several of the youth of St. Martin’s participate in Arts programs: choir, marching band, orchestra and the like. When our youth come to him with requests from their schools some Outreach money will be used to assist them. This is in no way intended to impact our long-standing help to Union Gospel Mission, 4 Saints Food Bank and others.

How St. Martin’s Addresses Social Justice Concerns: The Rector asked DJ Mitchell to answer the question raised by Eloise Frye. Mitchell leads the Zoom meetings of the Tuesday Book Group which meets weekly at 7 PM. Mitchell stated that the meeting is attended by a wide variety of individuals – not only members of the congregation but outside – literally people from all around the country. All who are interested in studying such serious matters are encouraged to attend. He described some of the books they’ve used in the past and some that they will be using when classes resume shortly. Both he and the Rector emphasized that the conversations are in depth, often difficult but always respectful of the views of others. The Rector will confer with the Curate about additional ways to incorporate teaching of the Episcopal Church’s role in social justice work throughout the formation offerings of St. Martin’s..

Master Plan Update

DJ Mitchell announced that changes are being made in the planned reconstruction that should greatly reduce the cost. While the load bearing walls will stay in place, the interior changes would be done by the use of modules that would be dropped into place. He and the Rector will be meeting with Business Solutions, a highly rated company who specializes in such work. Contracts will not be signed with any companies until they finish their research. 

DJ Mitchell moved the meeting be adjourned, Bob Bess seconded the motion and the motion carried. The meeting closed with prayer by the Rev. Alan Bentrup at 1:08 PM

Respectfully submitted,

Glenda Morehead

Clerk

St. Martin-in-the-Fields Vestry Meeting June 17, 2024

For a pdf of financials, please click here

Warden & Rector reports

Present: Alan Bentrup – Rector, Rick Schulz – Jr. Warden, Dick Seeber – Jr. Warden, DJ Mitchell – Treasurer, Shawn Casey, Bob Garrity, Bryan Hedrick, Elizabeth Jordan, Tina Morehead – Clerk pro tem, Gary Wilkinson – Finance Committee Chair.

Not Present: Gavin Tomlin – Curate, Mary Beth Butler – Senior Warden, Bob Bess, Carlie Briggs, Eloise Frye, Rebecca Haynes, Glenda Morehead – Clerk

A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Monday June 17, 2024 at 7 PM via Zoom.

The meeting opened with prayer at 7:05 PM by the Rector who chaired the meeting.

Consideration of the Minutes

Rick Schulz moved the minutes of the May 19, 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 consistent, and we continue to bring in more donations with expenses continuing the previous downward trend.  Junior Wardens have reviewed Building and Grounds budget against expenditures, and they expect that we should be able to stay within the approved budget through year end.

Update on the Annual Financial Review: Wilkinson reported that the Financial Review Committee met on June 8th.  The report of the audit committee is on track to be completed for acceptance by the vestry at the August vestry meeting. The report must be forwarded to EDOT by September 1.

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

Junior Wardens’ Reports

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

Broken Dumpster Gate update: Schulz reported that repairs to the gate surrounding the dumpster (broken by our waste management service – Colleyville Waste Management) are still outstanding pending review and finding a company that will warranty the repairs.

Ceiling and roof repairs in Parish Hall:  Ceiling tile replacements are in scope of renovations; Seeber is to follow up with the Parish Administrator regarding insurance possibly paying for roof repairs.  Mitchell stated that he has asked the contractor if roof repairs will fall under scope of renovation.

Wires in church room:  Seeber is continuing the search for a contractor to hide wires of the video system in the church room as previously requested.  So far no video contractors have offered bids as the job is too small.

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.

2024 Lenten Outreach:   RIP Medical is now called Undo Medical Debt.  The $14 thousand donated through St. Martin eliminated 1.9 million in medical debt instead of only 1.4 – the association was able to assign us a higher multiplier to our funds raised.  The Rector plans to read thank you notes received from people who were beneficiaries of our donations during upcoming services.

Nursery Fund Raiser:   Nursery Director Rose Ackley has asked to be allowed to hold fund raisers to allow the nursery to buy enrichment items needed for the new expanded nursery spaces after renovations.  The fund raisers will be Date Night babysitting.  On designated Friday evenings parents can drop their children at the church nursery for a set duration (2 – 3 hours, to be determined);  price of $10 per child to be tended by church’s regular babysitting team.  She anticipates that babysitters will volunteer their time.  All Safeguarding rules will apply; no non-members will be allowed to participate so that everything falls under St. Martin’s insurance coverage.  DJ Mitchell moved that the fund raiser be approved and a temporarily restricted fund be set up for the proceeds, Dick Seeber seconded the motion and the motion carried.

As usual, there will be no regular vestry meeting in July.  The Treasurer will request a special meeting be called if necessary.

DJ Mitchell moved the meeting be adjourned, Rick Schulz seconded the motion and the motion carried. The meeting closed with prayer by the Rev. Alan Bentrup at 7:50 PM

Respectfully submitted, Tina Morehead

Clerk Pro Tem

NEXT REGULAR VESTRY MEETING AUGUST 18, 2024 12:00 PM LOCATION TBA