Vestry Minutes – 10/15/2023

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.


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