Vestry Minutes: February 26, 2023

by Anika Rinker | Mar 21, 2023 | Vestry Updates

St. Martin-in-the-Fields Vestry Meeting – February 26, 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, Jen Duncan, Bryan Hedrick, Liz Jordan, Melissa Kurkul, Becky Snell-Bolerjack, Glenda Morehead – Clerk.

Also Present: Gary Wilkinson, Finance Committee Chair, Logan DeClerk – Eagle Scout Candidate.

A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, February 26, 2023, in the West Parish Hall. The meeting opened with prayer by the Rector at 12:10 PM.

Eagle Scout Project – Logan DeClerk

Logan DeClerk came before the vestry to present his proposed project. The project includes construction of 5 picnic tables and weather sealing them and the 12 benches currently on site. If any of the old picnic tables are salvageable, they will be refurbished and weather sealed also. He plans to complete the project over Spring Break. DJ Mitchell moved the vestry approve the project as presented. Mary Beth Butler seconded the motion and the project was unanimously approved. The Rector suggested that DeClerk come to services next Sunday to introduce himself to parishioners and get their support.

Consideration of Minutes

DJ Mitchell moved the vestry approve the minutes of the January 15, 2023 meeting, the Parish Annual Meeting  and Called Vestry meeting both held January 29, 2023. Rick Schultz seconded the motion, and the minutes were approved.

Finance Committee Report & Acceptance of the Treasurer’s Report

Committee Membership to Change: Gary Wilkinson reported that the membership of the committee will be changing. A number of the members serve ex officio; those who serve at large are appointed by the Rector. Wilkinson hopes to announce the new membership of the committee at the March vestry meeting.

Outside Auditor Search: Wilkinson stated that finding a CPA to do an outside audit of St. Martin’s records is taking longer than he had hoped. He intends to be able to recommend a choice at the next vestry meeting.

Treasurer’s Report Accepted: Dick Seeber moved the Treasurer’s Report be accepted. Rick Schultz seconded the motion and the motion carried.

Master Plan Update

DJ Mitchell and the Rector are working with an engineering firm regarding relocation of the air conditioning units. Members were reminded that the Master Plan will be changed as necessary. The plan as it stands is not final.

Jr. Wardens’ Reports

Maintenance Items Completed: The Jr. Wardens reported that among the maintenance work that has been done are the following: church pews repaired, aumbry latch repaired, bulbs replaced, locks replaced at the top and bottom of the red doors, new mats installed inside and outside of all outside doors. Grubby Sunday Planned: A Grubby Sunday is planned for March 26. Parishioners will be given the opportunity to choose the jobs they want to do. Vestry members shared various maintenance items they have noticed that need to be addressed. The JR Wardens will alert the Green Teams they need to begin again.

Janitorial Check List: The Jr. Wardens will create a check list of duties for use by the janitorial service to ensure the campus is clean and ready for use.

Senior Warden’s Report

New Documents Required by Episcopal Diocese of Texas (EDOT): The original documents related to the calling of the Rev Alan Bentrup do not satisfy EDOT requirements. DJ Mitchell moved the vestry acknowledge the calling of the Rev Alan Bentrup as required by EDOT. Becky Snell seconded the motion, and the motion carried. The new letter to Bentrup was signed by the current senior warden, and the revised Letter of Agreement was signed by all current vestry members present and attested to by the clerk. The documents showing today’s date will be sent to the diocese electronically and copies returned after signing by the Bishop.

VPiC Duties Update: Senior Warden Bess reviewed the duties of the VPiCs for vestry members and requested members sign up to provide snacks for vestry meetings.

Rector’s Report

Diocesan Council Update: The Rector reported the following were elected to diocesan positions: Keen Haynes to to the Executive Board, Ed McGlaston to the Commission on Ministry, he himself to the Nominating Committee. Council 2024 will be held in Waco. He reminded vestry members that St. Martin’s will pay no assessment for 2023 and that in subsequent years the assessment will be much lower than it was previously. One of the highlights of the Council gathering was the procession of the new congregations joining the diocese.

Curate Update: Bentrup stated that he should receive the names of those who will enter the curacy program in March, with the individual chosen  to come to St. Martin’s to start in July as deacon and be priested in a year.

Tarrant County Lynching Memorial: He reviewed the events that led to the building of the memorial. Rick Schultz moved the vestry vote to declare St. Martin’s support of the building of the memorial. Dick Seeber seconded the motion and the motion carried.

Summer Worship Schedule: The Rev Alan Bentrup stated that he is contemplating making changes to the worship services for the summer  – possibly from Pentecost until Labor Day. He is soliciting input. DJ Mitchell moved that the vestry vote that while they acknowledge all aspects of worship are the responsibility of the rector in the Episcopal Church the vestry supports his decision. Dick Seeber seconded the motion and the motion carried.

Dishwasher Referred to Jr. Wardens: Recent large gatherings have made those preparing food to be aware that St. Martin’s produces a great deal of garbage by using paper products., and clean up involves a great deal of time and energy of volunteers. The Rector asked the Jr. Wardens to research the matter to determine the best dishwashing machine(s) for the Parish Hall kitchen.

Photo Updates in Breeze

Jen Duncan recommended that parishioners’ photos in St. Martin’s database be updated. The matter will be referred to the Parish Administrator.

Emergency Help Available

Senior Warden Bob Bess emphasized that anyone feeling uneasy at the church, especially after dark should call 911. The Southlake Police Department has made it very clear that they are available at any time and respond very quickly to requests.

Capital Needs List

The Capital Needs list is in the planning stage and should be ready by the March meeting. It is possible that a diocesan grant would be available.

DJ Mitchell moved the meeting be adjourned, Bob Bess seconded the motion and the motion carried. The meeting closed with prayer by the Rev. Alan Bentrup at 1:35 PM.

Respectfully submitted,
Glenda Morehead
Clerk

Vestry Minutes – Called Meeting, January 29, 2023

by Anika Rinker | Mar 2, 2023 | Vestry Updates

St. Martin-in-the-Fields Vestry Meeting

January 29, 2023

Present: Alan Bentrup, Rector, Amanda Alvarez, Mary Anderson, Bob Bess, Mary Beth Butler, Jen Duncan, Liz Jordan, DJ Mitchell, Rick Schultz, Richard Seeber, Becky Snell-Bolerjack

Also Present: Glenda Morehead

Absent: Bryan Hedrick, Melissa Kurkul.

A called meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, January

29, 2023, in the church room immediately following the Annual Parish Meeting The meeting was called for the purpose of electing church officers for 2023 and doing some initial planning for the coming year.

The meeting opened with prayer by the Rector who chaired the meeting.

Clerk Elected

DJ Mitchell moved Glenda Morehead be elected Clerk for the coming year. Bob Bess seconded the motion and the motion carried.

Senior Warden Appointment

Bentrup announced that he has appointed Bob Bess to serve as Senior Warden for the coming year.

Junior Wardens Elected

DJ Mitchell moved Rick Schultz and Dick Seeber be elected Co Junior Wardens for the coming year. Liz Jordan seconded the motion and the motion carried.

Treasurer Elected and Finance Committee Chair Announced

Bob Bess moved DJ Mitchell be elected Treasurer for the coming year. Rick Schultz seconded the motion and the motion carried. Gary Wilkinson will continue as Finance Committee Chair.

Vestry Person in Charge Weekly Schedule

Becky Snell and Mary Beth Butler will ensure vestry members have the updated lists of duties and schedule for the VPiCs.

Rector’s Announcements

Bylaws Update Necessary: The Rector announced that the current parish bylaws must be revised to comply with the requirements of the Episcopal Diocese of Texas. He has appointed Glenda Morehead to chair the revision committee. Jen Duncan has also agreed to serve on the committee. Others who wish to serve should contact him. He will officially appoint the committee at the February meeting.

Vision, Core Values and Mission Statements: He believes that it is important to revisit the current Vision, Core Values and Mission Statements to determine if revisions are needed.

Vestry Meeting Schedule: All regular vestry meetings are scheduled for the 3^rd Sunday of the month at 12 PM, with the exception of the February and April meetings which will be held on the 4^th Sunday. There will be no July meeting

DJ Mitchell moved the meeting be adjourned, Mary Anderson seconded the motion and the motion carried. The meeting closed with prayer by the Rev. Alan Bentrup at 12:10 PM

Respectfully submitted,
Glenda Morehead
Clerk

Annual Meeting Minutes, January 29, 2023

by Anika Rinker | Mar 2, 2023 | Vestry Updates

St. Martin-in-the-Fields Episcopal Church Annual Meeting 2022

January 29, 2023

The Annual Meeting of St. Martin-in-the-Fields Episcopal Church was held January 29, 2023, in the church room, following the 9:30 AM service. Prior to the meeting the Rector announced that St. Martin’s is dedicated to saving resources as much as possible. In light of this fact church members are directed to the Annual Meeting booklet on the church website. There are printed copies of the booklet at the end of every pew for those who prefer those. He advised all members to read the reports from the many ministries of St. Martin’s.

A quorum being present the meeting opened at 11:15 AM with prayer by the Rev. Alan Bentrup, Rector, who chaired the meeting.

Election of a Clerk

DJ Mitchell moved Glenda Morehead be elected clerk for the meeting. Mary Anderson seconded the motion and Morehead was elected.

Introduction of Current Vestry Members

Current Vestry members present were introduced and acknowledged by a round of applause. by the parish members present.  Those whose terms end today are Bob Garrity, Keen Haynes, Jim McManic and Linda Seeber.  Those going off the Vestry were presented with “St. Augustine’s Prayerbook” by the Rector

2023 Vestry Election

The nominees for vestry were selected by the Nominating Committee and were elected by acclamation. Those elected to 3-year terms are the following: Mary Beth Butler, Bryan Hedrick, Elizabeth Jordan, and Richard Seeber. Becky Snell-Bolerjack was elected to serve out the final year of an individual who resigned. All were acknowledged by a round of applause.

2023 Delegate Election

As a congregation in the Episcopal Diocese of Texas (EDOT) St. Martin’s is entitled to 4 delegates to the diocesan Council. Five individuals have been nominated. One of the 5 will be chosen alternate delegate. That selection will be done among those elected. The nominees for delegate were elected by acclamation. They are Christine Gehringer, Keen Haynes, Suzanne Lincoln, Ed McGlaston  and Linda Seeber.

Senior Warden’s Remarks

Keen Haynes reminded those in attendance that he was appointed Senior Warden by the Rev Scot McComas who left St. Martin’s to answer the call from another parish. Haynes served during the interim – the search, and selection and call of the Rev. Alan Bentrup. When a new rector comes it is the duty of the senior warden to stay in place to help the new person settle into the job. During his tenure he found the members of St. Martin’s to be even more loving, accepting and willing to work than he had thought. He thanked especially Rebecca and Ronnie for their patience when senior warden duties had to take first place. He plans more family time as he leaves office. He was given a round of applause.

Rector’s Remarks

The Rector reviewed the statistics of services conducted remarking that attendance has risen almost to pre-pandemic levels. He thanked church members for their dedication to help broaden the reach of the church not only nearby but also in giving and working in other places. He stated that as a part of EDOT, St. Martin’s will have access to more assistance than previously. EDOT has a strong curacy program and St. Martin’s has applied to be a part of the program. If selected St. Martin’s could have a curate in place shortly after June. He expressed his personal thanks to everyone for the welcome and support he and his boys continue to receive. He received a round of applause.

Financial Report

DJ Mitchell recommended all read the complete financial reports in the Annual Report booklet. He remarked that in his experience St. Martin’s financial position has never been better. Income has been up, and expenses have been down. The future looks good.

Commissioning of Vestry

The Rector commissioned the Vestry members for the coming year, and the congregation pledged their support.

Adjournment

Bob Bess moved the meeting be adjourned, DJ Mitchell seconded the motion and the meeting was adjourned at 11:45 AM with prayer by the Rev. Alan Bentrup.

Respectively submitted,

Glenda Morehead, Clerk

Vestry Minutes – January 15, 2023

by Anika Rinker | Mar 2, 2023 | Vestry Updates

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

All members were present for the meeting except Rick Schulz.

Opening Prayer – 12:00

• The December minutes were presented. No changes were made.  DJ Mitchell made a motion to accept the minutes and Bob Bess seconded.  Vestry voted and approved.

Finance Committee Report – Gary Wilkinson

• See attached report for details
• Highlights:
  • Ended the year in a positive way financially
  • Expected 2023 budget was proposed. See details in financial report
• DJ Mitchell made a motion and Keen Haynes seconded that the financial report be accepted and the vestry voted and approved.

Treasurers Report – DJ Mitchell

• DJ spoke about AC work and securing an architectural firm to walk us through the plan for new AC’s for the building and ensuring that they will work when the new building is built.
• DJ will solicit bids from firms.
• DJ’s final budget report is detailed in his report. See report.

Rectors Report:

• Alan announced the plan to participate in the Diocesan Curate Program which will secure the church a curate for 18-24 months with the funds being in the current 2023 budget.
  • outlined the finances and requirements for securing a curate.
  • mentioned the idea of a chaplain being employed on a part time basis.
  • plans will be finalized as information is brought back to the vestry.
• Announced the two forums for 9:15 adult class beginning today:
  • Updates on the new building plans
  • Financial Report
• Presented his Housing Resolution for approval. Bob Bess made a motion and DJ Mitchell seconded for the vestry to accept the resolution.  Vestry voted to accept and be signed by the clerk.

Jr Warden – Alan presented in Rick’s absence.  No major issues at this time.

Senior Warden – Keen Haynes

• Announced the candidates for vestry and delegates to convention.
• VPIC assignments

Closing Prayer and adjourned at 1:05

Respectfully submitted – Mary Anderson

Vestry Minutes – December 18, 2022

by Anika Rinker | Feb 1, 2023 | Vestry Updates

St. Martin-in-the-Fields Vestry Meeting,  December 18, 2022

Present: Alan Bentrup, Jim McManic, Jen Duncan, Keen Haynes, Bob Garrity, Linda Seeber, Melissa Kurkel, DJ Mitchell, Amanda Alvarez, Rick Schulz

Absent: Mary Anderson

• The meeting was called to order at 12:00 by Rev. Alan Bentrup
• Opening Prayer offered by Alan
• Minutes discussed.

Keen Haynes moved to accept the minutes and Bob Bess seconded.

• Treasurer’s Report/Budget Committee Report – DJ Mitchell

Discussed the 2023 budget.

Bob Bess made a motion to accept the Treasurer’s Report and Melissa Kurkel seconded

• Senior Warden Report – Keen Haynes

2023 nominations for Vestry and convention.

3 names have applied for the Vestry.

Need additional delegates for convention

We are church pairing with St. Julian of Norwich, Austin/Round Rock. Mission 2009

• Junior Warden Report
• Rector’s Report

Request that the staff receive a Christmas bonus this year.

DJ moved to accept the bonus for staff and Bob Bess seconded.

Memorial gift of blue vestments was announced and Fr. Alan has picked out the style.

Linda Seeber will check pricing on Blue Advent wreath candles.

• Closing prayer- keen Haynes
• Adjourned ay 12:55.