St. Martin-in-the-Fields Vestry Meeting April 21, 2025

Vestry Reports & Financial Updates

Present:  Alan Bentrup – Rector, Mary Beth Butler – Senior Warden, Dick Seeber – Junior Warden,  Carlie Briggs, Shawn Casey, Bob Garrity, Tina Morehead, Jeanne Neill, Thomas Schloer, DJ Mitchell – Treasurer, Gary Wilkinson – Finance Committee Chair

Not Present: Bryan Hedrick, Rebecca Haynes, Elizabeth Jordan. Glenda Morehead – Clerk

A regular meeting of the Vestry of St. Martin-in-the-Fields was held at 7 PM Mon April 21, 2025 via Zoom.

The meeting was opened in prayer at 7:04 PM by the Rector who chaired the meeting.  He appointed Tina Morehead as clerk for the meeting.

Consideration of the Minutes

Dick Seeber moved the minutes of the March 23, 2025 meeting be approved as distributed. Jeanne Neill seconded the motion, and the motion carried. 

Financial Matters

Gary Wilkinson reported that first quarter finances are tracking better than planned against budget. 

The annual review team consisting of Gary Wilkinson (Team Lead) Diana Panther, Jan Rees, Phyliss Bess, Michael Yackira, Margot Bradburry and Holly Wilkinson will meet on June 14, 2025 to conduct the annual parish financial review.    

Finance Committee Recommendations and Treasurer’s Report Accepted

Jeanne Neill moved that the Financial Committee report and Treasurer’s report  be accepted as presented.  Mary Beth Butler seconded the motion, and the motion carried. 

Master Plan Updates

DJ Mitchell reported on the renovation of the Small Parish Hall.  Members of the VLK Architectural firm; Scott Liston, member of the Parish and experienced construction management professional; DJ Mitchell, Treasurer and project facilitator, and the leadership of Taurus Commercial, Inc. met earlier this week to discuss Taurus’ $472,984 bid to undertake Small Parish Hall renovations. With the continued support of VLK Architects and the involvement of those members of the Parish who work within the walls of the Small Parish Hall, the cost of the proposed work is now well within the amount of money we have set aside to complete the work.

The following two resolutions were proposed by Mitchell for Vestry vote: 

Resolution 1.  After the completion of the review of three responsive bids for the renovation of the Small

Parish Hall, and consistent with the design drawings produced by VLK Architects and reviewed multiple times by the Vestry, the Senior Warden is authorized to execute all construction and related agreements between Taurus Commercial, Inc., VLK Architects, and St. Martin-in-the-Fields for the renovation of the Small Parish Hall. Work will take approximately 105 working days to complete.

Resolution 2.  The Project Facilitator/Treasurer is authorized to immediately give notice via email to Taurus

Commercial, Inc. and VLK Architects that Taurus Commercial, Inc. is authorized to proceed with the purchase of all project-related materials so that the prices for same can be established. The Project Facilitator/Treasurer is also authorized to provide Taurus Commercial, Inc. with an unrestricted Notice to Proceed once the construction contract is fully executed.

Dick Seeber moved that the Vesty accept and approve the resolutions as provided.  Jeanne Neill seconded the motion and the motion carried.  The Senior Warden is authorized to sign contracts with Taurus Commercial for construction to begin. 

Update on Inventory Process

Jeanne Neill has scheduled Zoom meetings with all entities who have been recommended to receive donations of furnishings that St. Martin will not be using after remodeling. 

The Rector will have a forum to present time line and dates of remodel to take place between mid-May through August of this year in order to disrupt as few groups and events as possible. 

Junior Warden’s Report:

See attached written report from Dick Seeber.

Parish Hall Pillars Replacement: In addition, he reported that the pillars on the south side of the Parish Hall will be repaired and/or replaced on Wednesday, April 30^, 2025, weather permitting.  The mason pointed out and discussed with the Junior Warden the cracks in walls inside the parish hall which will need to be repaired if that is not included as part of the remodel work.

Senior Warden’s Report:

See written report attached. 

Rector’s Report:

See the attached written report.  The Rector reviewed and discussed the following with the Vestry:

Potential to host Pride Festival put on by local non–profit and businesses – Jeanne Neill moved that the Vestry approve for the Rector to begin conversations with the people who would be in charge of the proposed festival, requesting more information and allowing same to move forward with coordinating through City of Southlake for permits, applications and fees.  This is with the knowledge that the Vestry will be given sufficient details before they vote on whether to approve the festival as planned.  Thomas Schloer seconded the motion and the motion carried.

Vacation Bible School – The Small Parish Hall will be under remodel when VBS is scheduled.  VBS will be held in the main church room and the chapel.  Youth leaders are aware of this and have agreed to ensure everything is returned to “normal” for regular Sunday services that week.

Meeting Adjournment

Dick Seeber moved the meeting be adjourned, Thomas Schloer seconded the motion, and the motion

carried.  The meeting was closed at 7:50 PM by the Rector.

Respectfully submitted

Tina Morehead, Clerk pro tem

NEXT REGULAR VESTRY MEETING:  MAY 18, 2025  LOCATION TBD

St. Martin-in-the-Fields Vestry Meeting March 23, 2025

Vestry Reports & Financial Updates

Present: Alan Bentrup – Rector, Mary Beth Butler – Senior Warden, Dick Seeber – Jr. Warden, Carlie Briggs, Shawn Casey, Bob Garrity, Rebecca Haynes, Elizabeth Jordan, Tina Morehead, Jeanne Neill, Thomas Schloer. DJ Mitchell – Treasurer, Gary Wilkinson – Finance Committee Chair.

Not Present: Bryan Hedrick, John Wieden, Glenda Morehead – Clerk

Also Present: Sue Mitchell, Linda Seeber.

A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held in the Choir Room on Sunday March 23, 2025.

The meeting opened at 12 PM with prayer by the Rector who chaired the meeting.  He appointed Tina Morehead as Clerk for the meeting.

Consideration of the Minutes

Dick Seeber moved the minutes of the February 23, 2025 meeting be approved as distributed. Thomas Schloer seconded the motion and the motion carried.

Financial Matters

Gary Wilkinson reported that the annual review team is currently being assembled. 

The Planned Giving presentation by Michael Yackira approved by the Vestry at the January 19, 2025 meeting will be given to the parish during the Rector’s Forum on April 6^th.

Wilkinson explained that although the current financial reports show Formation and Council expenditures being made from accounts with zero income the matter will resolve itself in future financial reports.  In addition, funds were sent to California for fire restoration from the Outreach Budget on the date that 2024 budget overage was moved to Outreach as approved by the Vestry in February.

Finance Committee Recommendations and Treasurer’s Report Accepted:  Dick Seeber moved that the recommendations of the Finance Committee and the Treasurer’s report be accepted as presented. Mary Beth Butler seconded the motion, and the motion carried.

Master Plan Updates

DJ Mitchell reported that our request for bids is in the hands of 3 master contractors, who will all do a walk-through of the property on Friday April 4^th before submitting final bids. 

City of Southlake requires Hazmat Certification prior to any construction.  He is getting 3 bids for the Certification.  Certification will be done before the next meeting.

Once bids are in from the 3 master contractors for the remodel, they will go to the Finance Committee for review and then be brought to the Vestry for a vote on final selection.

Property Inventory and Storage:  Jeanne Neill is creating an inventory of furnishings for St. Martin for assets to be tracked during remodel and the inventory will be used for insurance purposes going forward.  Dick Seeber was able to share with her an inventory done by Amanda Alvarez, an expert in the field, when she was on the Vesty several years ago to use as a starting point.

The Rector asked for a committee to be formed with Vestry members and other parishioners to determine what we have; where we can use what we have; where items can be donated if we do not need them; and how to dispose of items left after all considerations.

Volunteers so far are Liza Goodner, Anika Rinker, Dick Seeber, DJ Mitchell, Rebecca Haynes and

Carlie Briggs.

Items will need to be moved to designated storage areas before the remodel begins.

Junior Warden Report

Dick Seeber gave updates on items included in his written report and a small project in the Altar area that will be done tomorrow. His report is attached to and made a part of these minutes.

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. 

Bishop’s Visit: The visit of the Rt. Rev. Andrew Doyle in November will shift some of the usual St. Martin Feast Day traditions, such as Acolyte Installation and Stewardship Ingathering.  The Bishop will hold Confirmations, Receptions and Rededications.  Inquirers classes will begin in the fall for those wishing to be confirmed.

The service with Bishop Doyle will not have incense.  The Rector only schedules incense on days that will have two identical services to provide options for those congregants who need to avoid smoke.

Possible hiring of Associate Rector: The process is ongoing with the Diocese. 

Safeguarding Training Administrator: The role of Safeguarding Training Administrator has been accepted by Tina Morehead.

Active Threat Response Training:  On May 25^th, Keller Police Department representatives will hold Active Threat Response training at St. Martin. Southlake PD, Keller PD and Colleyville PD work as one to provide such training in the area and Keller has the earliest available opening.  The Rector requests that Vestry, Ushers and Greeters all attend in addition to the newly formed Safety Team which is headed by John Wieden. 

Safety and Emergency Response Updates. Dick Seeber reported that he is ordering new first aid kits with input from John Wieden.  The Rector headed a group discussion with the Vestry regarding emergency responses during services.

Meeting Adjournment

Carlie Briggs moved the meeting be adjourned, Thomas Schloer seconded the motion, and the motion carried.

The meeting closed with prayer by the Rector at 1:10 PM.

Respectfully submitted

Tina Morehead, Clerk pro tem

NEXT REGULAR VESTRY MEETING: April 21, 2025 at 7 PM via Zoom

St. Martin-in-the-Fields Vestry Meeting February 23, 2025

Vestry Reports & Financial Updates

Present: Alan Bentrup – Rector, Mary Beth Butler – Senior Warden, Dick Seeber – Jr. Warden, Carlie Briggs, Shawn Casey, Bob Garrity, Rebecca Haynes, Bryan Hedrick, Elizabeth Jordan, Tina Morehead, Jeanne Neill, Thomas Schloer. John Wieden, Glenda Morehead – Clerk, DJ Mitchell – Treasurer, Gary Wilkinson – Finance Committee Chair, Michael Yackira – Endowment Committee Chair.

Also Present:  Walker Bentrup, Trent Briggs, Sue Mitchell, Leah Robinson, Linda Seeber.

A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held in the Choir Room on Sunday February 23, 2025.

The meeting opened at 12w PM with prayer by the Rector who chaired the meeting. He announced that the vestry meeting would incorporate vestry orientation, meaning that it was expected to last longer than the usual one hour or less, so everyone needed to be prepared.

Consideration of the Minutes

Dick Seeber moved the minutes of the January 19, 2025 be approved as corrected and the minutes of the January 26 Annual Meeting and the January 26, 2025 Called Vestry meeting be approved as distributed. Mary Beth Butler seconded the motion and the motion carried.

Financial Matters

Duties of the Finance Committee: Gary Wilkinson explained the Finance Committee follows the directives set out in its Charter which is attached to and made a part of these minutes. The committee holds meetings in which they consider and vote on various financial matters. They then make recommendations to the vestry. The fiduciary responsibility in any Episcopal church rests in the hands of its vestry.

Wilkinson stated that when reading the financial reports it is important to focus on trends.  He answered several questions in that regard and reminded all present they can contact him or the Treasurer with any questions.

Finance Committee Recommendations: The committee recommends that the Planned Giving Program prepared by Michael Yackira be presented to the vestry for approval.

The committee also endorsed the Rector’s request for funds to rekey the campus as necessary, the cost to be determined.

Finance Committee Recommendations and Treasurer’s Report Accepted: Mary Beth Butler moved that the recommendations of the Finance Committee and the Treasurer’s report be accepted as presented. Thomas Schloer seconded the motion and the motion carried.

Junior Warden Report

Dick Seeber reported on various repair jobs completed. He also explained the process involved when work on St. Martin’s campus requires outside contractors. His report is attached to and made a part of these minutes.

Senior Warden’s Report

The written report of Senior Warden Mary Beth Butler is attached to and made a part of these minutes. She told of having the opportunity to meet with the new bishop of our Northern Region of EDOT, the Rt Rev Brian Seage. She found him to be very knowledgeable about St. Martin’s location in an expanding community.

Every month she will be bringing sign-up sheets for vestry members for Vestry Person in Charge duties and vestry meeting snacks.

Rector’s Report

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

Building Security: John Wieden has agreed to work with the Rector on ensuring Buildings Security.

Ministry Survey Results: Michael Yackira will assist the Rector in implementing any ministry changes that may result from the recent survey by Deborah Diehl. 

Master Plan Update

DJ Mitchell reported that he is still working with experts in the various fields to reduce the costs of the education building reconstruction and renovation. He will meet with the architect this week and expects to have 3 bids for the project by March 11. He expects to be prepared to ask for a vestry vote March 23.

Meeting Adjournment

Carlie Briggs moved the meeting be adjourned, John Wieden seconded the motion and the motion carried.

The meeting closed with prayer by the Rector at 1:50 PM.

Respectfully submitted,

Glenda Morehead, Clerk

NEXT REGULAR VESTRY MEETING MARCH 23, 2025 12 PM CHOIR ROOM