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