St. Martin-in-the-Fields Vestry Meeting May 19, 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, Bryan Hedrick, Glenda Morehead – Clerk, Gary Wilkinson – Finance Committee Chair. 

Also Present: Linda Seeber.

Not Present: Gavin Tomlin – Curate, Elizabeth Jordan.

A meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, May 19, 2024, in the West Parish Hall.

The meeting opened with prayer at 12:02 PM by the Rector who chaired the meeting.

Consideration of the Minutes

DJ Mitchell moved the minutes of the April 21, 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

Notes from the Committee Meeting: St. Martin’s cash position remains good, but as expected is down from April and if the normal pattern continues will continue to go down during the summer. The Jr. Wardens have been asked to provide the Finance Committee with any projected large costs for Buildings and Grounds. Contracts have been signed for Building Renovations. Weather permitting construction will begin immediately following VBS. Bryan Hedrick and the Endowment Committee will be meeting soon.

Update on the Annual Financial Review: Wilkinson reported that he has completed the “Audit Program”. The review committee includes the following members who have served in the past: Jack Bailey, Jan Rees, Phyllis Bess and Diana Panther. He proposed to the Finance Committee the addition of his daughter, Holly Wilkinson, to the review committee. She has extensive accounting experience. The Finance Committee approved the addition. The review will take place Saturday, June 8. There is no regular July vestry meeting, so acceptance of the review by the vestry is on the agenda for the August vestry meeting. 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 Rick Schulz is attached to and made a part of these minutes.  Dick Seeber thanked Schulz for handling their duties during Seeber’s recent surgery. Schulz responded that he will be having shoulder surgery soon and hopes that Seeber will return the favor.

Broken Dumpster Gate: Schulz reported that the gate surrounding the dumpster was broken by our waste management service – Colleyville Waste Management. They are responsible for paying for repair, but bids must be solicited. No firm deadline is available for the repair at this time. 

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

Curacy Contract Expiration in 2025::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. Wilkinson stated that the Finance Committee is aware of the fact, and will increase the 2025 budget as needed.

Tony Kroll Update

The Rector announced that following Tony Kroll’s June 15 ordination to the diaconate he will be serving at Holy Comforter, Spring, TX. It is a church much like St. Martin’s but further along in its development. He will begin his curacy in July.

Rector’s Report

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

Summer Sunday Services: Unlike Summer 2023 St. Martin’s will continue to have the 2 regular Sunday morning services at 8:30 and 10:30 AM. Regular formation gatherings will be on hiatus for the summer.

Summer Reading Program: During the summer all members are encouraged to read “Life Together” by Dietrich Bonhoeffer.

Concert Update: 85 people attended and enjoyed the Derek Webb Concert; fewer than 10 were parishioners.

Outreach Committee Revisioning: Ben Cepak and Jim McManic are working with Bentrup to rethink the Outreach Committee. They are exploring possible partnership with the Episcopal Health Foundation.

Mission Vision Values Update: The Rector and JB Clark will be meeting soon to finalize the documents and plan to present the result at the June vestry meeting.

June Vestry Meeting via Zoom: June 16 is Father’s Day. The June regular Vestry meeting will be held at 7:00 PM. Monday, June 17 via Zoom. Tina Morehead will serve as Clerk for the meeting. 

Bob Bess moved the meeting be adjourned, DJ Mitchell seconded the motion and the motion carried. The meeting closed with prayer by the Rev. Alan Bentrup at 12:35 PM

Respectfully submitted,
Glenda Morehead
Clerk

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

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

Also Present: Tony Kroll, Lynn O’Neill, Liza Goodner, Leigh Ann Johnson.

Not Present: Elizabeth Jordan, Dick Seeber.

A meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, April 21, 2024, in the West Parish Hall.

By general consent the meeting opened with prayer at 11:57 AM by the Rector who chaired the meeting.

Consideration of the Minutes

DJ Mitchell moved the minutes of the March 17, 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

Prayer Shawl Restricted Fund Usage Approved: The Prayer Shawl Ministry asked for approval of using part of their Temporarily Restricted Fund for cards, postage, flowers and other items for pastoral care of members. The Finance Committee approved the request.

Update on the Annual Financial Review: Wilkinson reported that he has completed the “Audit Program”. The review committee includes the following members who have served in the past: Jack Bailey, Jan Rees, Phyllis Bess and Diana Panther. He hopes to find one more individual to serve. The committee must complete its financial review of 2023 in time for acceptance by the vestry at its August meeting. 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. Rick Schutz seconded the motion and the report was accepted.

Junior Wardens’ Reports

Building Leaks and Rodent Infestation: Rick Schutz reported that there are several locations of leaks in the Parish Hall due to the recent rains. Portions of the ceiling in the library have come down and there is evidence of rats throughout the building. He plans to have Lon Smith Roofers check out the parish hall roof. The insurance deductible is so high any repairs will be at St. Martin’s expense. He will also arrange for critter removal. Those bringing or serving food in the building must “police” the area before leaving and make sure trash and garbage are removed.

New Curtain for Restroom: Schutz stated that the curtain in the restroom across the hall from the curate’s office is shabby and must be replaced. No estimate at this time as to the cost.

Tree Removal and Trimming: Bob Bess introduced Lynn Neill a parishioner who frequently works in the Memorial Garden. Neill has observed that the Bradford Pear at the entrance of the church building and some oak trees in the Memorial Garden are dead or dying and should be removed before they cause damage. Other trees and shrubs on the property are in need of trimming also. Neill has volunteered to seek bids and oversee the necessary work. Funding for the removal of the trees will come from the restricted Building Fund, trimming of trees and shrubs will come from the buildings and grounds budget line. The vestry endorsed the plans and thanked Neill for his assistance.

Senior Warden’s Report

The written report of Senior Warden Mary Beth Butler is attached to and made a part of these minutes. She will be signing the contract for renovation of the Parish Hall and one for the lease on a new photocopier replacing the previous machine. She distributed the VPiC sign-up sheet so vestry members could sign for additional services.

Curate’s Report

Diocesan Duty: The Rev. Gavin Tomlin is a member of the diocesan liturgical committee on ordinations and is working on the ordinations to be held on June 15.

St. Martin’s Duties: His activities at St. Martin’s are for the most part covered in the Rector’s Report.

Tony Kroll Ordination Update and Last Day

Ordination: The Rector announced that only clergy and family of those being ordained are permitted to attend the service in person when Tony Kroll is ordained to the diaconate June 15. He believes the service will be live streamed or recorded.

Last Day at St. Martin’s: Kroll’s last day at St. Martin’s will be May 12. He will be honored with a goodbye party following the 10:30 service.

Rector’s Report

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

Youth Group Meetings Expanding: At their request the Youth Group is now meeting twice monthly – the first and third Sundays.

Summer Formation Plans: During the summer all members will be encouraged to read “Life Together” by Dietrich Bonhoeffer.

VBS Moves to Evenings: VBS will be held the evenings of June 10 – 13 with VBS Sunday June 16.

Parish Vision Weekend: Tentative plans are for the blessing of the renovated building to take place the weekend of September 7 – 8 in concert with the launching of the new mission/vision/values brand identity. 

National Wildlife Refuge Proposal

Leigh Ann Johnson has prepared a proposal that St. Martin’s seek designation from the National Wildlife Federation as a recognized wildlife refuge – with St. Martin’s providing the funding and work for the various trees and plants, feeding stations, shelters, water rerouting and permits necessary. She was advised such a proposal must first be approved by the Jr. Wardens before being brought to the vestry.. 

DJ Mitchell moved the meeting be adjourned, Rick Schutz seconded the motion and the motion carried. The meeting closed with prayer by the Rev. Gavin Tomlin at 1:02 PM

Respectfully submitted,
Glenda Morehead
Clerk

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

For a pdf of financials, please click here

Present: Alan Bentrup – Rector, Mary Beth Butler – Senior Warden, 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, Kathy Wilkinson, Scott Liston.

Not Present: Gavin Tomlin – Curate.

A meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, March 17, 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 February 18, 2024, vestry meeting be approved as distributed. Mary Beth Butler seconded the motion and the motion carried.

Prayer Shawl Ministry Fundraiser Proposal

Kathy Wilkinson, chair, presented the Ministry’s proposal for a fundraiser to be held on or about the first Sunday of Advent – December 1, 2024. The Ministry is not funded in the operating budget but is entirely dependent upon donations and the sale of items at periodic fundraisers. Gary Wilkinson serves as financial advisor to the Ministry.  DJ Mitchell moved the vestry approve the fundraiser, Dick Seeber seconded the motion and the motion carried.

Master Plan Consideration

DJ Mitchell introduced Scott Liston, a member of the committee working on St. Martin’s reconstruction. As Mitchell reported at the last vestry meeting the committee met on February 21 to consider the 3 bids received from contractors. Committee members had received the bids prior to the meeting, and the vote on which to present to the vestry was a unanimous one. The committee recommends that the vestry approve the acceptance of the bid from The Christman Company of Irving, TX.

Liston, who has extensive experience in construction, will be vetting all invoices from the contractor and sub-contractors.

Dick Seeber moved the vestry accept the recommendation of the committee. Rick Schutz seconded the motion and the motion carried.

Since the initial phase of the church renovation project will not change the church’s footprint, resolution of questions regarding the ownership of church property will not have to be resolved prior to the start of construction. Nonetheless, EDOT has been advised of the project, and we will continue to keep them informed as to developments.

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 Savings Account: Funds were transferred to purchase Treasury Notes as approved by the Vestry at its February meeting.

Treasurer’s Report Accepted: It is still too early in the year for the financial report to show any discernable trends. Bob Bess moved the report be accepted as distributed. Mary Beth Butler seconded the motion and the report was accepted.

Junior Wardens’ Reports

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

Replacement of Chair Seats: The seats of twenty of the chairs used in the parish hall are ripped or severely worn, making them unusable Linda Seeber has agreed to assist Jr. Warden Seeber in replacing the seats with marine based material at a cost that should not exceed $100.00 The vestry endorsed the plan.

Installation of Remote Control of Worship Screens No update.

Senior Warden’s Repot

The written report of Senior Warden Mary Beth Butler is attached to and made a part of these minutes. She will be bringing the VPiC sign-up sheets to every meeting for the foreseeable future.

Curate’s Report

In the absence of the Curate the Rector reported that the two priests are transitioning to a sharing of duties. He stated they work really well together.

Tony Kroll Ordination

Tony Kroll, the Seminarian assigned to St. Martin’s, has received curacy options and will be ordained to the diaconate June 15. No information is available at this time on whether there will be limitations to how many may attend the service.

Rector’s Report

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

Mission Vision Values Plans: On April 3 the Vestry will meet at 7 PM via Zoom to continue the work begun on the vestry retreat. The results will be shared with the congregation during the Forum time on April 7.

Off-Site Services to Begin: The Rector announced that starting in the fall St. Martin’s will explore the possibility of holding services – possibly once a month – off-site in North Tarrant County in what is commonly called the Alliance Corridor. Ideally a site might be found at no cost or a nominal cost. He and the Curate are committed to trying out the idea, which already has the enthusiastic endorsement of The Rt. Rev. Andrew Doyle.

DJ Mitchell moved the meeting be adjourned, Carlie Briggs seconded the motion and the motion carried. The meeting closed with prayer by the Rev. Alan Bentrup at 1:20 PM

Respectfully submitted,
Glenda Morehead
Clerk