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

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

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 23^rd 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 18^th.

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