St. Martin-in-the-Fields Called Vestry Meeting January 28, 2024

Present: Alan Bentrup – Rector, Mary Beth Butler – Senior Warden, Bob Bess, Carlie Briggs, Eloise Frye, Bob Garrity, Rebecca Haynes, Bryan Hedrick, Elizabeth Jordan, DJ Mitchell, Rick Schulz, Richard Seeber.

Also Present: Tony Kroll

Not Present: Shawn Casey.

A called meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, January 28

2024, in the nave immediately following the Annual Parish Meeting. The meeting was called for the purpose of electing church officers for 2024.

The meeting opened with prayer at 10:02 AM 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.

Junior Wardens Elected

DJ Mitchell moved Rick Schutz and Dick Seeber be elected Co-Junior Wardens for the coming year. Elizabeth 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. Dick Seeber seconded the motion and the motion carried. The Rector announced Gary Wilkinson will continue as Finance Committee Chair.

Vestry Person in Charge Weekly Schedule

Becky Snell will be contacting vestry members about VPiC duties for the coming year. She will also maintain the list of vestry members who will provide snacks for those attending vestry meetings.

Rector’s Announcements

Vestry Meeting Schedule: All regular vestry meetings are scheduled for the 3^rd Sunday of the month at 12 PM, with the following exceptions:

The June meeting is moved to Monday June 17 at 7 PM via Zoom. There is no vestry meeting in July. A regular meeting will be held January 19, 2025 – at which the vestry will make the final decision on the budget for 2025. 

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

Respectfully submitted,

Glenda Morehead

Clerk

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

January 28, 2024

The Annual Meeting of St. Martin-in-the-Fields Episcopal Church was held January 28, 2024, in the nave at 9:30 AM. Prior to the meeting the Rector reminded those present that during the weeks leading up to the meeting, forums were held on the matters to be covered in the meeting giving parishioners the opportunity to ask any questions they might have. The booklet for the meeting has been available on the website and a printed copy of it is available at the end of each pew for those who want to use it. He advised all members to read the reports from the many ministries of St. Martin’s.

A quorum (10% of the average Sunday attendance during 2023) being present the meeting opened at 9:38 AM with prayer by the Rev. Alan Bentrup, Rector, who chaired the meeting.

Appointment of a Clerk

The Rector appointed Glenda Morehead clerk for the meeting.

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 Amanda Alvarez, Mary Anderson, Melissa Kurkul, and Becky Snell-Bolerjack. Those going off the Vestry were presented with “St. Augustine’s Prayerbook” by the Rector.

2024 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: Carlie Briggs, Shawn Casey, Bob Garrity, and Rebecca Haynes. Eloise Frye was elected to serve the final year of an individual who moved out of the area. Shawn Casey was ill and not present today. The new members were acknowledged by a round of applause.

2025 Delegate Election

As a congregation in the Episcopal Diocese of Texas (EDOT) St. Martin’s is entitled to 4 delegates to the Diocesan Council. Those who are elected serve at the Council gathering in February 2025, 13 months after their election. Christine Gehringer, Keen Haynes, Suzanne Lincoln, and Ed McGlaston were reelected as delegates. The Rector will appoint alternate delegates at a later date.

Senior Warden’s Remarks

Bob Bess thanked everyone who helps to make St. Martin’s continue to be the welcoming active church he and Phyllis found when they first came many years ago. He remarked that Rector Alan Bentrup is a wonderful person to work with and the past year as Senior Warden has been a pleasure. He looks forward to the years to come.

Rector’s Remarks

The Rector thanked Bob Bess for the past year as his Senior Warden and announced that Mary Beth Butler has accepted the position for the coming year.  He recommended that all present read the reports of the various ministries and volunteer for those that interest them. He thanked everyone for the love and personal support he and his boys continue to receive from church members.

Youth Minister

The Rector announced Leah Robinson is the newest person on staff – the part-time Youth Minister. She and the youth are already enthusiastically planning their activities and getting them put on the church calendar. 

Ordination of the Rev Gavin Tomlin and his New Designation

The Rector invited all present to return to the church for the 6 PM ordination to the priesthood of Curate Gavin Tomlin by the Rt Rev Doyle, bishop of EDOT. As a part of Tomlin’s ordination to the priesthood the Rector is designating him the Associate Rector – meaning that in the absence of the Rector Tomlin can act in his stead. Bentrup stated that they have worked closely since Tomlin came and he believes the young priest will serve well in the position. The announcement received a round of applause. 

Commissioning of Vestry

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

Adjournment

Phyllis Bess moved the meeting be adjourned, DJ Mitchell seconded the motion and the meeting was adjourned at 9:55 AM with prayer by the Rev. Ayo Omoniyi, “Keep your hearts and minds open to the opportunities and needs of the world.”

Respectively submitted,

Glenda Morehead, Clerk

St. Martin-in-the-Fields Vestry Meeting December 17, 2023

For a pdf of financials, please click here

Present:  Alan Bentrup – Rector, Bob Bess – Senior Warden, Rick Schultz – Jr. Warden (via Zoom), Dick Seeber – Jr. Warden   DJ Mitchell – Treasurer, Mary Anderson, Mary Beth Butler, Elizabeth Jordan (via Zoom), Melissa Kurkul, Becky Snell-Bolerjack, Glenda Morehead – Clerk.

Also Present: Gary Wilkinson – Finance Committee Chair, Tony Kroll, Seminarian, Ashley Coblin – Past Scout Master of Troop 23, Michael Johnson, Eagle Scout Candidate.

Not Present: Gavin Tomlin – Curate.

A regular meeting of St. Martin-in-the-Fields Vestry was held on December 17, 2023 in the small parish hall. The meeting was called to order by the Rector, who opened the meeting with prayer at 12:08 PM.

Eagle Scout Project Presentation

Michaael Johnson presented his proposal for an Eagle Scout Project – to build 2 trellis arbors in the Good News Garden. The document outlining his project was included in the meeting packet for this meeting. DJ Mitchell moved the project be approved with the work to be done under the direction of the Jr. Wardens. Melissa Kurkul seconded the motion and the motion carried.

Consideration of the Minutes of November 19, 2023.

DJ Mitchell moved the minutes be approved as distributed, Dick Seeber seconded the motion and the motion carried.

Finance Committee Report & Treasurer’s Report

Finance Committee Report: Gary Wilkinson reviewed the process by which the budgets for upcoming years are prepared. The committee will meet on January 20, 2024 (possibly via Zoom) to prepare the final budget recommendation for 2024. It is expected there will be money to set aside in the budget as an Emergency Fund for the first time in several years.

Treasurer’s Report: DJ Mitchell reviewed the Treasurer’s Report. Bob Bess moved that the report be accepted. Mary Anderson seconded the motion, and the motion carried.

Presentation of the Budget: DJ Mitchell explained that the proposed 2024 budget included in the vestry packet for today was incorrect. He distributed copies of the corrected document. Money is budgeted for both Outreach and Programs. The budget also includes 5% raises for all staff members. The final budget for 2024 will be voted upon at the January 21, 2024 meeting and shared with the congregation at the Annual Meeting January 28, 2024.

Junior Wardens’ Reports

The Jr. Wardens’ written report is attached to and made a part of these minutes. Items shown on the report as pending have been completed. 

Senior Warden’s Report

The Senior Warden will be completing the necessary forms to receive reimbursement for the damage caused by the sub-contractor during the City of Southlake work around the water lines. He holds out little hope that the reimbursement will take place.

Curate’s Report

In the absence of the Curate the Rector took delight in announcing that the Rev Gavin Tomlin will be ordained to the priesthood by the Rt Rev Andy Doyle at 6 PM on January 28, 2024.

Rector’s Report:

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

Possible Annual Meeting Change: He is considering moving the Annual Meeting to between services on January 28, 2024, in the expectation that would increase participation.

Slates of Nominees to Be Presented:  The Rector announced there are four individuals who are standing for delegates to diocesan council. He is in conversation with people who are considering running for vestry.

Staff Bonuses:  Bentrup announced that Gavin Tomlin, Ayo Omoniyi, Bob Duquesnel, Liza Goodner, and Anika Rinker will be receiving Christmas bonuses.

Master Plan Update

The Rector and DJ Mitchell displayed the plans for the construction and renovations that will be done first. The first work will be done to the Parish Hall building and office areas. Plans for changes to the worship are not finalized yet, and that work will come later. Those present were given the chance to look at the renderings and ask questions. All recommendations will be considered. Mitchell still believes that the work will begin by March, weather permitting. Dick Seeber moved the vestry endorse the plans as presented. Mary Beth Butler seconded the motion and the motion carried.

The meeting was closed with prayer by the Rector and adjourned at 1:17 PM.

Respectfully submitted,

Glenda Morehead, Clerk

NEXT REGULAR VESTRY MEETING: JANUARY 21, 12 PM, WEST PARISH HALL

St. Martin-in-the-Fields Vestry Meeting November 19, 2023

For a pdf of financials, please click here

Present:  Gavin Tomlin – Curate, Bob Bess – Senior Warden, Dick Seeber – Jr. Warden DJ Mitchell – Treasurer, Mary Anderson, Mary Beth Butler, Bryan Hedrick, Elizabeth Jordan, Becky Snell-Bolerjack, Glenda Morehead – Clerk.

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

Not Present: Alan Bentrup – Rector, Rick Schultz – Jr. Warden, Amanda Alvarez, Melissa Kurkul.

A regular meeting of St. Martin-in-the-Fields Vestry was held on November 19, 2023 in the small parish hall. The meeting was called to order by the Senior Warden, who opened the meeting with prayer at 12:03 PM.

Consideration of the Minutes of October 15, 2023.

DJ Mitchell moved the minutes be approved as distributed, Mary Beth Butler seconded the motion and the motion carried.

Finance Committee Report & Treasurer’s Report

Finance Committee Report: Gary Wilkinson reported that as of Friday $395,000.00 in pledges had been received. The expectation based on previous years is that the final total for pledges will be in the vicinity of $441,000.00. The committee plans to return Outreach as a line item in the budget and include a small amount for a Youth Minister. The December vestry packet will include the first draft of the 2024 budget. Vestry members are asked to review it and come prepared  to discuss it. The vestry will vote on the final 2024 budget at the January 21, 2024 vestry meeting. The budget will be shared with the congregation at the Annual Meeting. At the suggestion of Becky Snell-Bolerjack, vestry members expressed appreciation in a round of applause for the members of the Finance Committee.

Treasurer’s Report: DJ Mitchell reviewed the Treasurer’s Report. Dick Seeber moved the report be accepted. Becky Snell-Bolerjack seconded the motion, and the motion carried.

Junior Wardens’ Report

The written reports of completed work are attached and made a part of these minutes.

Curate’s Report

Curate Gavin Tomlin reported that he met with the Standing Committee and has been approved for ordination to the priesthood.

Health and Wellness: Tomlin stated that he is trying to set the date for the first first aid training class..

Rector’s Report:

The Rector is on vacation November 17 – 22. His written report is attached and made a part of these minutes.

The meeting was closed in prayer by the Curate and adjourned at 12:19 PM.

Respectfully submitted,

Glenda Morehead, Clerk

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