Vestry Minutes – May 21, 2023

Vestry Minutes – May 21, 2023

by | Jun 22, 2023 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING   May 21, 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, Amanda Alvarez (via Zoom), Mary Anderson, Mary Beth Butler, Bryan Hedrick, Liz Jordan, Melissa Kurkul

Also Present: Gary Wilkinson, Finance Committee Chair

Not Present: Jen Duncan, Becky Snell-Bolerjack, Glenda Morehead, Clerk

A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, May 21, 2023 in the West Parish Hall. The meeting was opened in prayer by the Rector at 12:05 pm.

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

Consideration of Minutes

DJ Mitchell moved the Vestry approve the minutes of the April 23rd meeting as written. Bob Bess seconded the motion; motion carried.

Finance Committee Report & Treasurer’s Report

Finance Committee Report: Gary Wilkinson presented the report, indicating that the parish is currently in a favorable position. Pointed out that income continues to outpace expenses.

Reservations for 2024 Delegates to Diocesan Convention St Martin has prepaid for reservations to 2024 Diocesan Convention to make sure delegates have hotel rooms as needed. This expense will be listed in Finance reports as for 2024 through the remainder of 2023 and carried through as a line item on the 2024 budget.

Update on Interment Costs St Martin’s charges for interment in the Memorial Garden mirror those of other Episcopal churches in the area, most notably Trinity Episcopal’s charge for columbaria and interment.

Outside Audit: Info was provided to independent auditor. Wilkinson will follow up with auditor to ensure audit will be completed according to Diocesan deadlines.

Rector’s letter of agreement corrected In compliance with canons of EDOT, letter of agreement with the rector has been corrected regarding Self Employment Tax. St. Martin will no longer withhold half of the Self Employment Tax as taxes, the Rector is responsible for paying all Self Employment Tax to the IRS himself. Gross annual stipend payment is the same as before. Motion was made by DJ Mitchell for changes to be made, seconded by Mary Beth Butler; motion carried.

Treasurer’s Report Accepted: Bob Bess moved the Treasurer’s report be accepted; DJ Mitchell seconded the motion; motion carried.

Review of Master Plan

DJ Mitchell provided an update on the Master Plan for expansion of Sanctuary, moving of offices, as previously outlined. “Moving of walls” projected to start in fall, first phase will be moving offices to Parish Hall areas. Dick Seeber moved that communication be sent out to the parish regarding updated Master Plan after DJ finalizes the copy in the coming week. Motion was seconded by Liz Jordan; motion carried.

Jr. Wardens’ Report

Mower: Dick Seeber assisted Constance with Fever United in taking ownership of St. Martin’s large industrial lawn mower.

Storage shed was reorganized once mower was removed, and materials for Good News Garden were moved into the shed.

Secondary fencing in playground to be removed. Rick Schultz confirmed with the State that the shorter secondary fencing inside the playground is NOT a state requirement for the playground to be used by the Church only. (as opposed to use by preschool.) Fever United has someone who will remove the fence at no charge to St. Martin.

Sr. Warden Report

The playground and memorial garden will be maintained by the Green Team monthly. They have reviewed the state requirements regarding upkeep of the pea gravel inside the playground and those will be followed to ensure compliance.

Rector’s Report

Bishops’ Visits: On May 28, Bishop Suffragan Kai Ryan will make an official visit to baptize, confirm, receive, and accept reaffirmations. She will meet with the Vestry briefly and informally after the service. A total of 23 persons being baptized, confirmed, received, and reaffirming their dedications are a record for St. Martin.

Curate Update: We have been assigned a Curate who will start July 1st. Information will be provided to the Congregation in a few weeks, until then no information is to be shared by Vestry members.

Seminarian: Tony Kroll, a seminarian from Bexley-Seabury, Chicago, will be assigned to a field education course at St. Martin’s for one to two years starting in September.

Next Vestry meeting to be held Monday June 19, 2023 at 7 PM via Zoom so as to not conflict with Fathers’ Day on June 18th.

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 12:48 PM.

Respectfully submitted, Tina Morehead

Clerk pro tem

Vestry Minutes – May 21, 2023

Vestry Minutes: April 23, 2023

by | May 23, 2023 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING
April 23, 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, Amanda Alvarez, Mary Anderson, Mary Beth Butler, Jen Duncan, Bryan Hedrick, Liz Jordan, Melissa Kurkul (via Zoom), Becky Snell-Bolerjack

Also Present: Gary Wilkinson, Finance Committee Chair

Not Present: Glenda Morehead, Clerk

A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, April 23, 2023, in the West Parish Hall. The meeting opened with prayer by the Rector at 12:02 PM.

Eagle Scout Proposal

Mr. Ethan Holland presented a proposal for his Eagle Scout project. Holland’s written and oral presentation detailed his plans for cleaning and repainting the surface of the Labyrinth and adding plantings to its border. His booklet is attached and made a part of these minutes. DJ Mitchell moved the vestry approve Holland’s project. Liz Jordan seconded the motion, and the motion carried

Consideration of Minutes

Dick Seeber moved the Vestry approve the minutes of the March 26 meeting. Rick Schultz seconded the motion, and the motion carried.

Finance Committee Report & Treasurer’s Report

Finance Committee Report: Gary Wilkinson presented the report, indicating that the parish is currently in a favorable position.

Interment Costs Discussion  about the costs for interment in the Memorial Garden was tabled until a later date.

Outside Audit: Wilkinson repeated that the parish audit will begin after the tax season is over.

Treasurer’s Report Accepted: DJ Mitchell moved the Treasurer’s report be accepted, Becky Snell seconded the motion, and the motion carried.

Jr. Wardens’ Report

Grubby Sunday: Dick Seeber thanked all who worked on Grubby Sunday.

Mower: St. Martin’s owns a large industrial lawn mower which remains unused since the agreement with Fever United to mow the property for 10 years. Options include selling it with proceeds to go the General Fund, or offering it to Fever. Dick Seeber will contact Fever about the matter.

Green Team Reactivation: Rex Angle and Chris Mullaney are willing to reorganize a Green Team to handle regular maintenance of shrubs and plantings. Bob Bess will contact them.

Playground/GaGa Ball Area: These areas have not been kept up and need to be weeded and re-evaluated. Vestry agreed that multiple fences in the playground are not needed.

Master Plan Update

DJ Mitchell presented the document “Thoughts on Next Steps in Building Renovation” which is attached to and made a part of these minutes. The proposal includes HVAC design and Parish Hall improvements and design drawings for church to 30% to ensure best stewardship of resources. Bob Bess moved that Mitchell be authorized to proceed as described with VLK Architects. Dick Seeber seconded the motion, and the motion carried.

Sr. Warden Report

Bob Bess thanked participants in Grubby Sunday, the DeClerk funeral, and Easter celebrations. He stated better communication with the cleaning staff of expectations during high usage periods is needed. He asked that when Vestry members see an area that needs further attention by the cleaning staff they send a photo and description to the Junior Wardens. A new handheld mike is needed and will cost approximately $1,000.

Rector’s Report

Vestry Retreat Follow Up: Rector Alan Bentrup thanked members for attending the Retreat.

Curate Update: Bentrup said that he is waiting to receive more information from the Diocese.

Seminarian: Tony Kroll, a seminarian from Bexley-Seabury, Chicago, will be assigned to a field education course at St. Martin’s for one to two years starting in September.

Bishops’ Visits: On May 28 St. Martin’s summer schedule begins – one service at 9:15 AM. On that day Bishop Suffragan Kai Ryan will make an official visit to baptize, confirm, receive, and accept reaffirmations. One of those she will baptize is her great-niece. She will meet with the Vestry briefly after the service. Bishop Marianne Budde, Diocese of Washington, DC will also be with us that day and will confirm her niece.

Special Gift: Bob Garrity has given a gift of $25,000 to the church, with the allocation to be at the Rector’s discretion. Bentrup announced that he plans to allocate $20,000 to the emergency fund, $1,000 to the Eagle Scout Projects Fund, $2,000 to his discretionary fund, and $2,000 to cover the cost of interment of Jordan DeClerk. The Vestry endorsed the Rector’s plan and expressed St. Martin’s gratitude to Garrity for his gift.

Dick Seeber 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 1:23 PM.

Respectfully submitted,
Mary Beth Butler
Clerk pro tem