St. Martin-in-the-Fields Vestry Meeting October 20, 2024
For a pdf of financials, please click here
Present: Alan Bentrup – Rector, Mary Beth Butler – Senior Warden, Rick Schulz – Jr. Warden, Dick Seeber – Jr. Warden, DJ Mitchell – Treasurer, Bob Bess, Carlie Briggs, Shawn Casey, Eloise Frye, Bob Garrity, Rebecca Haynes, Elizabeth Jordan, Tina Morehead – Clerk pro tem, Gary Wilkinson – Finance Committee Chair.
Also Present: Linda Seeber, Sue Mitchell
Not Present: Gavin Tomlin – Curate, Bryan Hedrick, Glenda Morehead – Clerk
A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday October 20, 2024 at 12 PM in the West Parish Hall.
The meeting opened with prayer at 12:00 PM by the Rector who chaired the meeting.
Consideration of the Minutes
DJ Mitchell moved the minutes of September 15, 2024, vestry meeting be approved as distributed. Dick Seeber seconded the motion and the motion carried.
Finance Committee Report and Acceptance of the Treasurer’s Report
Notes from the Committee Meeting: St Martin’s cash position remains as was expected previously, including expenses paid out with regards to replacement of roof on the Education Building. The reimbursement from the insurance company is falling over a 2 month period as reflected on the reports. Though statements show a slight loss that will be resolved on November financial report. To date, insurance has paid $144,000 and of that $94,000 has been spent. The Finance Committee see no issues coming up through year end that would cause problems with cash flow and are very comfortable with current standings.
Budget Discussions: Budget discussions were started at the October meeting of the Finance committee. They will have a better idea of where to begin with those talks after the next update on 2025 pledges. Finance Committee should have preliminary numbers on 2025 budget to the Vestry for the November meeting.
New line item on budget for 2025, 4Saints – 4Saints has asked the 4 founding churches to make annual pledges to the food pantry beginning in 2025. This will assist them in budgeting and planning. Per the Rector, 4Saints will be told that St Marin will give $6,000 for 2025 to be paid quarterly after each Red Envelope month. 4Saints will be given the amount raised with the Red Envelopes drive, which has been roughly $6000 the last 2 years. Dick Seeber moved that this be done, Carlie Briggs seconded the motion. Motion carried.
Treasurer’s Report Accepted: Bob Bess moved that the Treasurer’s report be accepted as presented. Mary Beth Butler seconded the motion and the report was accepted.
Update on Stewardship Committee and 2025 pledges thus far: Bennett Cepack chaired the committee this year. Update was given on 2025 pledges received thus far. Formal ingathering will be November 10th at the celebration of St. Martin’s feast day with the knowledge that pledges will continue to be made through year end.
Junior Wardens’ Reports
The report prepared by Rick Schulz is attached to and made a part of these minutes.
On Saturday 10/19/24, a large leak was discovered in the soccer field by Fever United coach Constance. She talked to Posey Plumbing, which has moved in next door on Pearson. Posey quoted less than 1/3 of the quote received from our usual plumber. Dick Seeber gave the job to Posey Plumbing and paid for it on his parish credit card as it was below his $1500 limit. Work was completed in time for services to be held today.
Education Building Roof Replacement completed: Roof has been replaced and all work completed. The roofer is working through negotiating remainder of cost with insurance. This includes replacing the 4 HVAC units for the building (youngest of which was installed in 2001) St. Martin’s will have those replaced under insurance work if possible.
Repair of Baptismal Font: Rick Shulz has resealed and refinished the Baptismal Font, which had warped and was leaking.
Senior Warden’s Report
The written report of Senior Warden Mary Beth Butler is attached to and made a part of these minutes
Rector’s Report
The Rector’s written report is attached to and made a part of these minutes.
Mission, Vision, Values update: Preliminary work on updated logo, mission and vision statements was distributed to the Vestry in the October packet. This will be reviewed by the Vestry in the November meeting and presented to the parish during January and February Rector’s Forums.
Master Plan Update: DJ Mitchell reported on his latest meeting with the architect, during which he was given contact information for a different company that specializes in Interior Finishing. Our project should fall more under Interior Finishing since we are no longer looking at moving walls, etc. Mitchell feels this will give us a good read on if the project should really cost $900,000 as previously quoted. He has asked for new drawings from the architect to show new ceiling tiles with integrated sprinkler system so those can go to the City of Southlake for approval. He did get an estimate of $200,000 for demountable walls as discussed in September vestry meeting. He will arrange a trip to the Steelcase showroom in Dallas for any vestry members wanting to go see the proposed solution.
The November and December Vestry Meetings are being moved to the 4th Sunday this year, so that Finance Committee will have met before the Vestry meets.
The meeting was closed in prayer by the Rector at 1:21 P.M.
Bob Bess moved the meeting be adjourned, DJ Mitchell seconded and the motion passed.
Respectfully submitted, Tina Morehead
Clerk Pro Tem