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