St. Martin-in-the-Fields Vestry Meeting October 15, 2023

For a pdf of financials, please click here

Present: Alan Bentrup – Rector, Gavin Tomlin – Curate, Bob Bess – Senior Warden, DJ Mitchell – Treasurer, Mary Anderson (via Zoom), Mary Beth Butler, Melissa Kurkul, Becky Snell-Bolerjack, Glenda Morehead – Clerk.

Also Present: Gary Wilkinson – Finance Committee Chair, Tony Kroll, Seminarian.

Not Present: Rick Schultz – Jr. Warden, Dick Seeber – Jr. Warden, Amanda Alvarez, Jen Duncan, Elizabeth Jordan, Bryan Hedrick.

A regular meeting of St. Martin-in-the-Fields Vestry was held on October 15, 2023 in the small parish hall. The meeting was called to order by the Rector, who opened the meeting with prayer at 12:03 PM.

Consideration of the Minutes of September 17, 2023.

Becky Snell-Bolerjack moved that the minutes be approved as distributed, DJ Mitchell seconded the motion and the motion carried.

Finance Committee Report & Treasurer’s Report

Finance Committee Report: Gary Wilkinson reported that the cash balance is down as is usual at this time of year by about $1800.00. The committee is starting to focus on preparing the budget for 2024. Curate expense and the diocesan assessment of $38000.00 must be included in the budget which uses line item income and expenses of the past and any expected changes of the future. Traditionally the budget is presented to the vestry at the December meeting and voted upon at the January vestry meeting so it can be presented to parishioners at the Annual Meeting. Going forward the budget for Building Changes and Renovation will be separate from the Operational Budget to avoid any confusion about the two. The Vestry endorsed the change in presentation.

Treasurer’s Report: DJ Mitchell reviewed the Treasurer’s Report. Mary Beth Butler moved that the report be accepted. Becky Snell-Bolerjack seconded the motion, and the motion carried.

Endowment Committee: Bryan Hedrick, chair, has stated that the committee is so newly formed that no report is available at this time. He hopes to be ready to make the first report at the December vestry meeting.

Junior Wardens’ Reports

Neither Jr. Warden being present the written reports of completed work are attached and made a part of these minutes.

Water Line Cut: Edith Angle’s funeral was scheduled for October 7. Early that day the discovery was made that the water line to the church had been cut by a contractor working for City of Southlake. Rick Schultz contacted a plumber who came and repaired the line. Schultz has been reimbursed by St. Martin’s. Reimbursement from City of Southlake may be slow.

Senior Warden’s Report

The Senior Warden is directing that emergency contact numbers be posted prominently on the outside of church buildings. Time would have been saved if those responsible for cutting the water lines before October 7 had had that information.

Curate’s Report

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

Tomlin added he will be meeting with the Diocesan Standing Committee on November 15.

Rector’s Report

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

Support for the Ordination of the Rev Gavin Tomlin to the Priesthood: DJ Mitchell moved the vestry vote to endorse the Rev Gavin Tomlin’s ordination to the priesthood. Bob Bess seconded the motion and the motion carried.

Recommendation for Christopher DeClerk to Receive St. George’s Award: Bob Bess moved the vestry recommend the Boy Scouts St. George’s Award be presented to Christopher DeClerk. Becky Snell-Bolerjack seconded the motion and the motion carried.

Jen Duncan Resigns: Jen Duncan has accepted a job in her hometown Charlotte, NC, and at this time packing up her household. Duncan’s resignation means that vestry elections at the Annual Meeting will include a person who will be elected to fulfill the final year of Duncan’s term.

Slates of Nominees to Be Presented: The Rector made clear he does not intend the elections for vestry and delegates to diocesan council to be popularity contests. Each slate of candidates will include only the number of nominees needed. To date Rebecca Haynes and Bob Garrity are nominees for vestry.

November Vestry Meeting: The Rector will be on vacation November 17 – 22. Senior Warden Bob Bess will chair the meeting November 19.

Master Plan Update

DJ Mitchell reported that the architect came to the church bringing with him the notes he had so far on St. Martin’s redesign and renovation. With Mitchell’s assistance he was able to leave with a clearer understanding of our needs. Mitchell expects work will be under way by March, weather permitting.

Stewardship

The Rector stated the departure of Jen Duncan means the stewardship campaign will continue under the direction of Bennett Cepak. Bentrup brought with him today stewardship thank you note cards, already stamped and addressed to those who have turned in their pledges for 2024. He asked vestry members to take the cards, write a personal thank you note and mail them.

The meeting was closed in prayer by the Rector and adjourned at 1:00 PM. Respectfully submitted,

Glenda Morehead, Clerk

NEXT REGULAR VESTRY MEETING: NOVEMBER 19, 12 PM, WEST PARISH HALL

St. Martin-in-the-Fields Vestry Meeting September 17, 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 Beth Butler, Jen Duncan, Elizabeth Jordan, Melissa Kurkul, Becky Snell-Bolerjack, Glenda Morehead – Clerk.

Also Present: Gary Wilkinson – Finance Committee Chair, Tony Kroll, Seminarian,  Michael Yackira, new member of the Finance Committee.

Not Present: Mary Anderson, Bryan Hedrick.

The regular meeting of St. Martin-in-the-Fields Vestry was held on September 17, 2023 in the small parish hall. The meeting was called to order by the Rector, who opened the meeting with prayer at 12 PM.

Consideration of the Minutes of August 20, 2023.

DJ Mitchell moved that the minutes be approved as distributed, Becky Snell-Bolerjack seconded the motion and the motion carried.

Finance Committee Report & Treasurer’s Report

Update on the Review by a Third Party: Gary Wilkinson presented the review prepared by Garret & Swann LLP Certified Public Accountants of Lubbock, TX. No irregularities were found in the financial records for 2022.  The relevant documents have been filed with the Episcopal Diocese of Texas and copies are attached and made a part of these minutes.

Treasurer’s Report: DJ Mitchell reviewed the Treasurer’s Report that is part of the Vestry Packet for the meeting. Buildings and Grounds expenses will remain over budget for the entire year due to necessary expenditures. “Some years that is the case.” Mary Beth Butler moved that the report be accepted. Rick Schultz seconded the motion, and the motion carried.

Endowment Committee Created: Although monies have been given as endowments or inheritances in years past, the money so designated has been invested and monitored by the Investment Committee, since St. Martin’s has not had an Endowment Committee. An Endowment Committee is to be created to fill that void. The Rector has appointed Bryan Hedrick to chair the committee and Bennett Cepak as a member. He will appoint other members to the committee in the future, some of whom will serve ex officio.

Junior Wardens’ Report:

See the written copy of the report included in the September vestry packet.  Highlights and updates not included are as follows:

Exposed Water Lines: Work is being done on the water lines in the easement. No changes to the sprinkler system can be made till those are complete.

Parish Hall Kitchen AC:  Bids have not been obtained on providing air conditioning to the parish hall kitchen.

Dead Trees in Memorial Garden: One dead tree has been removed from the Memorial Garden. Another tree that was of concern was examined by resident tree expert Kathy Tolliver. The tree shows new growth at its base. Tolliver recommends patience to allow time for the tree to recover if possible. The tree does not pose a danger to those frequenting the Memorial Garden.

North Door to Large Parish Hall:  The door cannot be closed completely and locked securely. The matter will be researched and corrected.

Gas Odor: During the meeting the odor of escaping gas in the parish hall kitchen was noted by several individuals. The matter will be investigated and corrected ASAP

Senior Warden’s Report: 

Presented as written and included in the Vestry Packet.

Curate’s Report

Curate Gavin Tomlin reported that St. Martin’s has received a $5,000.00 grant from EDOT (the Episcopal Diocese of Texas) to serve as a “first aid station” to provide physical and mental/emotional assistance to those among and around us – not to act as medical experts but to help those in need of help find the help they need. The expectation is that all St. Martin’s leaders will be trained in the use of the AED (automated external defibrillator), lists of nearby emergency assistance will be created, City of Southlake Active Shooter Training will be provided, and weather safety training will be considered.

Rector’s Report:

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

Bentrup introduced Tony Kroll our Seminarian. He also introduced Michael Yackira the newest member of the Finance Committee. He remarked that as the fall season gears up there are numerous events are on the horizon. He reminded vestry members that as church leaders it is their responsibility to participate in the activities as much as possible. He has not found an individual to chair Outreach activities as yet.

Master Plan Update

An update on the progress of building reconstruction will be provided to parishioners at the Rector and Vestry Forum following the 10:30 service on October 1.

Stewardship Plans

The Rector brought to the attention of vestry members that as a part of their vestry packet they have received the “Rooted in Abundance” stewardship information that parishioners will be receiving, making them the first to have the opportunity to pledge to St. Martin’s for 2024. Jen Duncan will head the stewardship campaign again this year with the help of Bennett Cepak.

The meeting was closed in prayer by the Rector and adjourned at 1:02 PM.

Respectfully submitted,
Glenda Morehead, Clerk

NEXT REGULAR VESTRY MEETING:  OCTOBER 15, 2023, 12 PM, WEST PARISH HALL