St. Martin-in-the-Fields Vestry Meeting August 20, 2023

For a pdf of financials, please click here

Present: Alan Bentrup – Rector, Gavin Tomlin – Curate, Bob Bess – Senior Warden, Rick Schultz – Jr. Warden, Dick Seeber – Jr. Warden, DJ Mitchell – Treasurer, Amanda Alvarez, Mary Anderson, Mary Beth Butler, Brian Hedrick, Melissa Kurkul

Attending on Zoom – Becky Snell-Bolerjack, Liz Jordan Also Present: Gary Wilkinson – Finance Committee Chair Not Present: Jen Duncan, Glenda Morehead – Clerk

The regular meeting of St. Martin-in-the-Fields Vestry was held on August 20, 2023 in the small parish hall after the 9:15 service. Meeting was called to order in prayer by the Rector at 10:37 am. The Rector also appointed Tina Morehead as Clerk for the meeting.

Eagle Scout Candidate: Mitchell Dudek, Troop 589 and parishioner at St. Martin, presented his proposal for his Eagle Scout project. He wishes to install an outdoor video screen with speakers on the outside wall of the parish hall that faces east, thus providing an outdoor movie space to be used by St Martin’s groups. His project booklet is on file. Dudek would like to report on his project to the congregation at the 9:15 service on 8/27/23 to request project donations. Any funds left over will stay in St Martin’s Scout Funds to assist in future projects. Dick Seeber moved that Vestry approve the project, DJ Mitchell seconded; motion carried, and project was approved.

Consideration of Minutes June 19, 2023

DJ Mitchell moved that minutes be approved as corrected, Mary Beth Butler seconded; motion carried and corrected minutes will be filed.

Finance Committee Report & Treasurer’s Report

Finance Committee Report: Gary Wilkinson presented the report, indicating that the parish continues to be ahead of budget plans through the summer months. Income continues to outpace expenses.

Update on review by third party CPA: No problems have been reported by the CPA in Lubbock. Gary will email the Vestry in the next 2 weeks after receiving the final report. Treasurer’s Report

DJ Mitchell reviewed the Treasurer’s Report that is part of the Vestry Packet for the meeting. Mary Anderson moved that the Vestry accept the Treasurer’s Report, Bob Bess seconded the motion; motion carried.

Junior Wardens’ Report:

See written copy of the report included in August Vestry Packet. Highlights and updates not included are as follows:

Going forward, the Green Team will alternate their focus each month between the Memorial Garden and the playground.

AC problem in Godly Play Room needed a new circuit board which has been installed. The front door to the Sanctuary has been repaired.

Senior Warden’s Report:

Presented as written and included in August Vestry Packet.

Rector’s Report:

Items of note as listed with the following additions: Sunday Schedule of 2 services with Formation in between “on the 30’s” will commence September 17, 2023.

Security plans and policies will be updated shortly. The Security Committee is being called by the Rector to review and change current plans as needed to match EDOT requirements.

Unfinished Business:

A dead tree in the Memorial Garden has been removed; however there may be a second tree needing to be removed. Junior Wardens to work with Mary Anderson and Memorial Garden committee to make sure the area is safe.

The updated keypad lock has been installed on the door to the Memorial Garden, replacing the old lockset and deadbolt that no longer worked.

AC repairs discussed in the June Vestry meeting have been carried out.

New Business

Master Plan update: DJ Mitchell has reviewed the Due Diligence Report provided by VLK Architects and has responded to them with multiple red line items. There are problems in where AC units will be positioned throughout the buildings to facilitate maintenance and upkeep; also, the report does not provide any updates or corrections of air conditioning for kitchen.

Junior Wardens will solicit bids to purchase and install a window air conditioner in the kitchen and have been approved to make that happen within their pre-approved budget amount.

The revised/corrected agreement with EDOT for Curate Gavin Tomlin was reviewed. Bob Bess moved to approve, DJ Mitchell seconded; motion carried and corrected agreement will the signed by the Vestry and returned to the Diocese by the Rector.

Credit Card for Curate: Bob Bess moved that the Vestry approve a church credit card for Curate Gavin Tomlin’s use for his approved expenses, Mary Anderson seconded; motion carried and a card will be ordered.

The meeting was closed in prayer by the Rector and adjourned at 11:25 a.m.

NEXT REGULAR VESTRY MEETING: SEPTEMBER 17, 2023, 12 PM, SMALL PARISH HALL

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING   June 19, 2023

For a pdf of the full vestry packet, including all reports and financials, please click here

Present: Alan Bentrup – Rector, Bob Bess – Senior Warden, Rick Schultz – Jr. Warden, Dick Seeber – Jr. Warden, DJ Mitchell – Treasurer, Mary Anderson, Mary Beth Butler, Liz Jordan, Melissa Kurkul, Becky Snell-Bolerjack

Also Present: Gary Wilkinson, Finance Committee Chair

Not Present: Amanda Alvarez, Bryan Hedrick, Jen Duncan, Glenda Morehead, Clerk

A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Monday, June 19, 2023 at 7 PM via Zoom.  The meeting was opened in prayer by the Rector at 7:01 pm. 

Rector Alan Bentrup appointed Tina Morehead as Clerk for the meeting.

Consideration of Minutes

DJ Mitchell moved that Vestry approve the minutes of the May 21st meeting as written.  Dick Seeber seconded the motion; motion carried.

Finance Committee Report & Treasurer’s Report

Finance Committee Report: Gary Wilkinson presented the report, indicating that the parish is continues to be in a strong position going into the summer months.  Income continues to outpace expenses.

Treasurer DJ Mitchell provided a spreadsheet of updated expenses/income through May 2023 with updated projections through end of year 2023.  Copy is attached.

Update on non-audit review by third party CPA:  Gary confirmed with correct personnel at EDOT that we are allowed to have a review done by a third party prior to Diocesan audit.  After the third party review is complete, St. Martin Audit Committee will follow the EDOT checklist in doing our audit.  Timeline for completion is sometime in September. 

The next scheduled meeting of the Finance Committee will correspond with the next Vestry meeting to be held in August.  Special meetings of both the Finance Committee and Vestry will be called if situations warrant prior to August 20^th.  

DJ Mitchell moved that Vestry accept the Treasurer’s report,  Dick Seeber seconded; motion carried. 

Junior Wardens’ Reports 

Rick Schultz:  HVACs in both the office area and in the classroom/parish hall buildings both need repairs that are preventing their working.  Both expenses were approved by the Vestry and work should take place next week.

Dick Seeber:  The removal of small fencing in playground area is a much more detailed job than expected,  expense to remove it and repair the area to make the entire playground safe will be $1000.00.  Expense was approved by the Vestry from Building and Grounds budget and work should begin 6-20-2023.

There is a dead tree in the Memorial Garden that needs to be removed as it is a hazard to both people and the building.  Per Becky Snell the tree died during extended snow and ice in 2022.  Since this is a safety issue, Rector will have church staff contract arborists to get estimates and the tree will be removed as soon as possible.  Several Vestry members will send the office contact information for their “tree guys.”

Senior Warden’s Report

Senior Warden Bob Bess echoed the multiple thanks that he included in his written report (copy attached). 

Due to challenges with lock up taking place on Sundays:  Bob asked the Junior Wardens to investigate the possibility of installing motion sensor lights in the bathrooms so that lights would turn off automatically. 

Also, the door from the office area to the Memorial Garden needs repair including having an automatic closer installed and possibly new dead bolt/key pad entry installed.  Current deadbolt is keyed on the outside and mechanism no longer works with all keys,  and door is very difficult to close completely and lock securely.  Rick Schultz to call on the electrician/lock company that has worked on the other doors in the church buildings to correct the issues.

Rector’s Report

Reviewed upcoming dates as listed in his written report, copy attached.  Discussed the following items separately:

Curate Gavin Tomlin will be ordained to transitional Deaconate on June 24, 2023 in Houston.  He is in town now and has moved into his new apartment.  Begins working at St Martin July 1. 

If air conditioning in the large parish hall is not fixed prior to June 25^th, then Rector and Vestry Forum will be moved into the sanctuary

September 10 will be Rally Sunday and the last 9:15 service for summer.  Attendance continues to increase, even though service times are combined to one Sunday service for the summer. 

Nomination to Priesthood of St. Martin sponsored candidate

After the Senior Warden left meeting,  Rector presented letter from St. Martin to the Diocese of Texas recommending Phyllis Bess to the Bivocational Priesthood.  He explained the complete process and recommendation from our discernment committee.  Our letter to EDOT pledges our support (financial, prayers, friendship and moral support) to back Phyllis in her process through Diocesan discernment and her next steps to becoming a priest. 

Motion to nominate Phyllis and pledge support was made by DJ Mitchell,  seconded by Liz Jordan.  The motion carried unanimously and with great joy. 

The meeting was closed in prayer by the Rector and adjourned at 7:57 pm. 

Respectfully submitted

Tina Morehead, Clerk pro-tem

Approved as corrected August 20, 2023 TMM clerk pro-tem