Vestry Minutes: September 19, 2021

by Anika Rinker | Oct 11, 2021 | Vestry Updates

St. Martin In the Fields Vestry Minutes September 19, 2021

All members were present

Opening Prayer – Father Alan

Minutes from August meeting were presented – voted to approved by all members

Financial Report – DJ Mitchell

Noted Finances to Complete 2021

• Insurance Bill
• $5,400.00 property taxes due in December
• Goal to keep office expenses at $1,800 or below
• Currently under plan in giving
• DJ will be sending out a status letter to the parish soon

Chris Mullaney made a motion to accept the budget report and Linda Seeber seconded.  All approved.

Gary Wilkinson

• Reiterated what DJ had reported
• Financial Review is submitted
• Canon Waggoner will expect an outside audit in 2022
• Resolution signed for the corporation switch from Ron Pogue to Alan Bentrup as registered agent.

Julie Sutton made a motion to accept Gary’s report and Bob Bess seconded. All approved.

Human Flourishing – DJ Mitchell

• Reported the attendance has steadily increased after adding another book club group.

Senior Warden’s Report – Keen Haynes

• Executive Council Meeting – announced that Canon Waggoner will be going on sabbatical
• Reported information about issues with the ongoing lawsuit.
• Convention will be held at Texas Wesleyan
• Regarding Nominating Committee – changing it so people up for nomination can also be on the committee.
• This year – 4 vestry members and 5 convention delegates to be voted on.
• 1-22-2022 will be the next meeting for Executive Council Meeting.

Junior Warden Report – Bob Bess/Chris Mullaney

• Recognized Chris for the church grounds and how hard they have worked this summer
• Meeting with Southlake regarding changes to park east of the church and how it could affect the church grounds.
• Replaced AC unit.
• Flood Check – Making sure we make use of our resources.
• Changes in the restroom to make them non gender and open to everyone. Signs will go up and changes made them later in  regard to replacing and removing barriers in the restrooms.

Pastoral Care – Paula Jefferson

• Reported that the Hillsboro church is growing and flourishing.
• Ministries are busy and more and more and moving forward.
• Christian Formation is progressing and over 50 people have been present.

Rector’s Report – Alan Bentrup

• Attendance at the 8:00 service is increasing
• Attendance at the 10:30 is over 75.
• Boy Scout Project – rebuild and refurbish the outside benches. Presentation will be in November outlining the project.

Closing Prayer –

Meeting was adjourned at 2:00.

Next Meeting October 17, 2021

Vestry Minutes: August 15, 2021

by Anika Rinker | Sep 27, 2021 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING, August 15, 2021

Present: Bob Bess, Linda Seeber, Jim McManic, Melissa Kurkul, Joe Stark, Keen Haynes, Bob Garrity, DJ Mitchell, Julie Sutton, Christopher Mullaney, Amanda Alvarez.

Absent: Mary Anderson

Also Present: Fr. Alan Bentrup, Paula Jefferson and Gary Wilkinson

Vestry of St. Martin-in-the-Field Episcopal Church was held Sunday, August 15, 2021 in person and zoom meeting.

The meeting was opened with prayer by the Rev. Alan Bentrup at 12:35 p.m.

Vestry Minutes from previous months were presented.

A motion was to approve the minutes for the July meeting.  Voted to accept.

Treasurer’s Report: DJ Mitchell

• Buildings and Grounds has $26,556 remaining in its budget compared to the $34,135 spent through July 31. However, note that in July, Buildings and Grounds spent $8,037, which of repeated for the rest of the year would total $40,185.  The remainder of the year will need to be watched closely.
• Communications had $850 remaining in its budget compared to the $3,620 spent through July 31^st. However, note that in July, Communications spent $176, which if repeated for the rest of the year would total $880.
• Worship has $2,933 remaining in its budget compared to the $11,479 spent through July 31^st. based on trends the rest of the year would total $4,110

Treasurer’s Report Approved:

Finance Committee – Gary Wilkinson

• Audit has been completed and Audit certificate issued.

Liason Reports

• Linda Seeber liason to the Stewardship Committee has reported that the Stewardship time line has been completed.

Jr. Warden: Bob Bess

• Both Parish Halls have been painted.
• One A/C unit has to be replaced at a cost of $16,864
• Water damage in the classroom on the south side of the building. Insurance has been contacted.
• Fever United was thanked for painting the parking lot bumpers.
• One more camera is needed in the church at a cost of $879.

Senior Warden:  Keen Haynes

Keen covered the need for additional help with VPIC (vestry person in charge).

Curate Report: Paula Jefferson

• Christian Formation is working on 7 different group to meet with the Harry Potter Christian Formation that will start Sept, 22^nd.
• Adult mentors are needed for EYC.
• Godly Play training is complete.

Rector’s Report:

• Regathering team pleased with attendance of 8 am- 15, 10:30 am- 50.
• Boy Scouts approved to sell popcorn on Sunday, Oct.3^rd.
• Alan again thanked the church for all the gifts and food given to him and his family.

Closing Prayer Fr. Alan Bentrup

Meeting adjourned at 1:40

THE NEXT VESTRY MEETING WILL BE HELD ON Sept. 19^th at 12:30.

Vestry Minutes: July 18, 2021

by Anika Rinker | Sep 27, 2021 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING, July 18, 2021

Present: Bob Bess, Linda Seeber, Jim McManic, Melissa Kurkul, Joe Stark, Bob Garrity, DJ Mitchell, Mary Anderson, Melissa Kurkul, Julie Sutton, Amanda Alvarez, Chris Mullaney

Absent:  Keen Haynes, Bob Bess

Also Present: Fr. Alan Bentrup, Paula Jefferson and Gary Wilkinson

Vestry of St. Martin-in-the-Field Episcopal Church was held Sunday, July 18, 2021 was held in the west parish hall and also virtually.

The meeting was opened with prayer by the Very Rev. Ron Pogue at 12:33 p.m.

Vestry Minutes from June were approved without any corrections

Treasurer’s Report: DJ Mitchell

• DJ made three points going forward – Stay on budget for the remainder of the year, focus on pledges and encourage pledging from non-pledging parishioners.
• DJ will be sending out a mid year report to the parishioners this week.

Treasurer’s Report was approved:

Finance Committee – Gary Wilkinson

• Echoed the thoughts from DJ in the Treasurer’s Report
• July 31^st is the scheduled audit.  Gary announced the names of the audit committee.  Phyllis Bess, Jack Bailey, Kristi Pemberton, Jan Reese, and Gary Wilkinson
• Next meeting will be August 14^th.

Personnel Committee will have a report in August by Christopher DeClerc

No Liason Reports – Ron did remind liason members and others to start having meetings with reopening happening in the month to come.

No Senior Warden Report – Keen is absent

Jr. Warden: Bob/Chris

• Reported a good turnout for the July workday with another one planed.
• Continue to replace lights throughout the church.
• Painting of the east parish hall
• Restriping the parking lot is being considered because of city mandates.

Pastoral Care – Paula Jefferson

• Reported they have been busy with funeral plans and people in the hospital to visit if possible Parish prayer list is always reporting.
• Morning Prayer is still online
• Christian Formation is working on 7 different groups to meet in the fall for all ages.
• Godly Play Training is July
• Will be sending out announcements to hire nursery workers.

Father Alan spoke about the transition for his family and getting moved into his office.  Thanked everyone for the gift basket and all the support.

Closing Prayer – Joe Stark

Adjourned at 1:30

THE NEXT VESTRY MEETING WILL BE HELD ON August 15^th at 12:30.

VPIC for August

8-8- Bob Bess

8-15 – Jim McManic

8-22 – Linda Seeber

8-29 – Joe Stark

Vestry Minutes: June 20, 2021

by Anika Rinker | Sep 24, 2021 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING, June 20, 2021

Present: Bob Bess, Linda Seeber, Jim McManic, Melissa Kurkul, Joe Stark, Keen Haynes, Bob Garrity, DJ Mitchell
Also Present: Fr. Alan Bentrup, Paula Jefferson and Gary Wilkinson

Vestry of St. Martin-in-the-Field Episcopal Church was held Sunday, June 20, 2021 virtually via zoom meeting.

The meeting was opened with prayer by the Very Rev. Ron Pogue at 12:33 p.m.

Vestry Minutes from previous months were presented.  2 corrections, June 26 for Diocesan picnic, and Melissa Kurkul was not in attendance.  A motion was to approve the minutes for the May meeting.  Voted to accept.

Treasurer’s Report: DJ Mitchell

• Expenses YTD through May, 2021 are reflected in the column entitled “May Actual”.
• Expense categories “Rector Cell phone” and Rector Professional Expenses” have been revised in June to reflect the practice of Fr. Ron and have been revised for the July to December to be consistent with the Letter of Agreement,
• Rector Stipend/Housing/SECA have been revised in June to reflect the letter of agreement with Fr. Ron and adjusted for Fr. Alan.

Treasurer’s Report Approved:

Finance Committee – DJ Mitchell

• Audit has been approved by Canon Waggoner and will be conducted on July 31^st in the large parish hall.

Rector search committee: Sue Mitchell

• Transition Team will take over from the Search Committee now that we have the new rector.

Liason Reports

• Linda Seeber liason to the Stewardship Committee has reported that Jen Duncan and Christine Gehringer have agreed to be on the committee and Becky Snell is in discernment.

Jr. Warden: Bob Bess

• Proposal for ceiling repair has been approved.
• Wireless System has been approved with funding from the Memorial funds and Capitol Improvement funds.

Senior Warden:  Keen Haynes

Keen reported the changes to the Letter of Agreement discussed by DJ.  No expenses were affected.

Curate Report: Paula Jefferson

• Human Flourishing closed out the first year of program and will resume in August with a new program and the possibility of repeating last year’s program.
• Christian Formation – Harry Potter Christian Formation has been approved by the Vestry for the fall program.

Interim Rector’s Report:

• In person Vestry Meetings will resume in July with capability for those who wish to resume attending on Zoom. Bring your own lunch!

Closing Prayer Fr. Ron Pogue

Blessing Fr. Alan Bentrup

Meeting adjourned at 1:40

THE NEXT VESTRY MEETING WILL BE HELD ON JULY 18 at 12:30.

Vestry Minutes: May 16, 2021

by Anika Rinker | Sep 24, 2021 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING, May 16, 2021

Present: All Present:  Chris Mullaney, Bob Bess, Mary Anderson, Linda Seeber, Jim McManic,  Amanda Alvarez, Melissa Kurkul, Joe Stark, Keen Haynes, Bob Garrity, DJ Mitchell, Julie Sutton
Also Present: Paula Jefferson, Sue Mitchell, and Gary Wilkinson

Vestry of St. Martin-in-the-Field Episcopal Church was held Sunday, May16, 2021 virtually via zoom meeting.

The meeting was opened with prayer by the Very Rev. Ron Pogue at 12:35 p.m.

Vestry Minutes from previous months were presented.  No corrections were needed.  A motion was to approve the minutes for the April meeting.  Voted to accept.

Treasurer’s Report: DJ Mitchell

• DJ reported that he is tracking the budget and it’s pacing at about $422,000 noted that
• Worship Committee was over budget due to some purchases. Building and Grounds are also over budget but a lot of work is being done on lighting and other improvements.
• Discussed the Rector’s Search budget and current cash balance.
• It was suggested that we apprise the congregation during the summer of dips in giving. A blurb would be in the Friday Blast.
• Ron asked for a mid year report on the budget.

Treasurer’s Report Approved:

Finance Committee – Gary Wilkinson

• 2020 Financial Review will be completed by a committee after the process is approved by Canon Waggoner.
• Selecting a committee is in the process.
• A budget report will be given to each ministry to let them know their budget balances.
• Mentioned the outside audit and that the diocese will probably ask for one.

Rector search committee: Sue Mitchell

• Announced the dates for vestry members to meet with final three candidates.
• Transition Team will take over from the Search Committee once a rector is called. The Transition Team is being formed with 6 accepting and 2 more to be presented soon.

Liason Committee

• Joe Stark – Pastorial Care
• Several ministries stated they wanted to find a way to advertise their ministry to get more people involved. Discussed the needs of some of the committees

Human Flourishing – DJ Mitchell

• Announced the 4^th and final book for this season. Will take a break and start back after summer.

Jr Wardens – Bob Bess/Chris Mullaney

• Lighting being completed
• Looking at estimates for gutters
• Cracks in the church are being fixed after estimates
• Sprinkler system is being fixed.
• Smart TV’s being purchased for the parish halls for overflow.

Bob Bess made a motion to have the TV’s installed professionally

Linda Seeber seconded.  Vestry voted to use professional installers.

• FEVER soccer is asking that we put a sign or some type of warning for people with dogs on the soccer field. It was decided to invest in a Poop Collection Station. ($175)

Senior Warden:  Keen Haynes

• Dioceses is officially Episcopal Church of North Texas
• Diocesan picnic was announced for June 6^th
• Mission and Outreach was given a grant to continue the monthly sandwiches for UGM. It was stated that the church will need to contribute to continue getting the grant.
• The dioceses will be streaming different churches and a schedule will be published.
• Domains were purchase to protect us. Note:  After the meeting money was donated to purchase another domain that was available.

Rector’s Report:

• Reported out about first in person service with about 35 people present. Questions/answers from the congregation helped formulate a plan for the following in person services.
• Personnel Committee is being set up with Christopher DeClerk being the committee chair.

Curate Report: Paula Jefferson

• Pastoral care got wants and needs to Joe Stark
• Announced ZOOM would continue in the education department
• Discussed the efforts of the regathering team
• EYC Council being established with 3 youth interested in service on the council
• Human Flourishing with close out with a guest lecturer after the 4^th Discussed future books and ideas for human flourishing.
• Christian Formation – making multiple tracks of learning for all ages and interests.

Executive Session

• Discussed dates for candidate dinners, when the search committee will meet to be able to present a candidate on June 3.
• June 6^th the candidate will be presented to vestry at a live meeting in the parish hall.
• June 10-13 – one of these days for the final vote from the committee.
• Ron discussed the procedure for calling the new rector.

A motion was made by Julie Sutton that we will meet June 6th to accept the report and June 13^th to vote with an in person/Zoom meeting after church at 1:00.

DJ Mitchell made a motion and Chris Mullaney seconded that the vote for the new rector will be a simple majority.  Vestry voted and approved.

Executive Session Ended.

Closing Prayer – Keen Haynes

Meeting adjourned at 2:15

THE NEXT VESTRY MEETING WILL BE HELD ON JUNE 20^TH.

Vestry Minutes: April 18, 2021

by Anika Rinker | Sep 24, 2021 | Vestry Updates

ST. MARTIN-IN-THE-FIELDS VESTRY MEETING, April 18, 2021

Present: All Present:  Chris Mullaney, Bob Bess, Mary Anderson, Linda Seeber, Jim McManic,  Amanda Alvarez, Melissa Kurkul, Joe Stark, Keen Haynes, Bob Garrity, DJ Mitchell
Absent: Julie Sutton
Also Present: Paula Jefferson, Sue Mitchell, and Gary Wilkinson

Vestry of St. Martin-in-the-Field Episcopal Church was held Sunday, April 18, 2021 virtually via zoom meeting. The meeting was opened with prayer by the Very Rev. Ron Pogue at 12:35 p.m.

Vestry Minutes from previous months were presented.  No corrections were needed.  DJ Mitchell made a motion to approve the minutes for the February Meeting and Chris Mullaney seconded.  Voted to accept.  DJ Mitchell made a motion to accept the March minutes and Linda Seeber seconded.  Vestry voted to accept.

Treasurer’s Report: DJ Mitchell

• A few expenses were higher this month – computer for administrative assistant, maintenance work at the church, Worship and Programs.
• Pledges were off about 6,000.
• Submitting documents for PPE Loan Forgiveness
• Easter offering was about $ 4,660.00
• Scout project contributions a little over $1,000.

Treasurer’s Report Approved:

Finance Committee – Gary Wilkinson

• 2020 Financial Review will be completed by a committee.
• Bob Bess made a motion to proceed with selecting a committee.
• Discussed question of solar panels being installed on the parish hall.
• Next meeting will be May 15, 2021.

Rector search committee: Sue Mitchell

• April 19^th is the final candidates interview
• Committee will meet to see if they can whittle down the number of candidates, but Sue stated that all the candidates were strong.
• Mock interview w/Canon Waggoner is still on the agenda.
• Ron mentioned the Transition Committee and whether to add new members or create a new committee. Sue said she would present to the search committee and report back their deicison.
• Discussed compensation package and presented to the vestry.

Junior Warden:  Bob Bess and Chris Mullaney

• Reported 35-50 people were at the spring workday at church. Completed a lot of different jobs.

Senior Warden:  Keen Haynes

• Recognized Jr. Wardens for their spring workday turnout.
• Would be sending out the draft of the compensation package for the new rector.

Chris Mulaney:

• Chris will publish the Holy Mowers Schedule this week.

Curate’s Report: Paula Jefferson

• Shared information from the Regathering Committee. Paula presented a tentative plan with dates for regathering.  Tentatively set for May 16^th if all the reports look like it will be safe.
• Announced Human Flourishing was starting a new book this week.
• “Reimagining” EYC – preparing letters to members to populate a council about how to change and improve EYC in the future.
• Discovery Weekend (Virtual) – 10 people attended and was a very positive weekend.

Rector’s Report:

• Announced the Enviromental Team has added four new members to the team. The team will be touring the church and church grounds and report to the parish about the changes.
• Personnel Committee was formed with Christopher DeClerc to head the committee w/Mary Beth Butler and Dan Waggoner. The committee will be reviewing the policies that are in place regarding personnel.

Vestry went into executive session to discuss a personnel matter.

Chris Mullaney made a motion and DJ Mitchell seconded it to approve a motion to extend the letter of agreement for Paula Jefferson for the full two years.  Vestry voted and approved.

1:30 – Bob Bess gave the closing prayer and the meeting was adjourned.

NEXT REGULAR VESTRY MEETING WILL BE SUNDAY, May 16^th  AT 12:30