St. Martin-in-the-Fields Vestry Meeting April 21, 2025
Vestry Reports & Financial Updates
Present: Alan Bentrup – Rector, Mary Beth Butler – Senior Warden, Dick Seeber – Junior Warden, Carlie Briggs, Shawn Casey, Bob Garrity, Tina Morehead, Jeanne Neill, Thomas Schloer, DJ Mitchell – Treasurer, Gary Wilkinson – Finance Committee Chair
Not Present: Bryan Hedrick, Rebecca Haynes, Elizabeth Jordan. Glenda Morehead – Clerk
A regular meeting of the Vestry of St. Martin-in-the-Fields was held at 7 PM Mon April 21, 2025 via Zoom.
The meeting was opened in prayer at 7:04 PM by the Rector who chaired the meeting. He appointed Tina Morehead as clerk for the meeting.
Consideration of the Minutes
Dick Seeber moved the minutes of the March 23, 2025 meeting be approved as distributed. Jeanne Neill seconded the motion, and the motion carried.
Financial Matters
Gary Wilkinson reported that first quarter finances are tracking better than planned against budget.
The annual review team consisting of Gary Wilkinson (Team Lead) Diana Panther, Jan Rees, Phyliss Bess, Michael Yackira, Margot Bradburry and Holly Wilkinson will meet on June 14, 2025 to conduct the annual parish financial review.
Finance Committee Recommendations and Treasurer’s Report Accepted
Jeanne Neill moved that the Financial Committee report and Treasurer’s report be accepted as presented. Mary Beth Butler seconded the motion, and the motion carried.
Master Plan Updates
DJ Mitchell reported on the renovation of the Small Parish Hall. Members of the VLK Architectural firm; Scott Liston, member of the Parish and experienced construction management professional; DJ Mitchell, Treasurer and project facilitator, and the leadership of Taurus Commercial, Inc. met earlier this week to discuss Taurus’ $472,984 bid to undertake Small Parish Hall renovations. With the continued support of VLK Architects and the involvement of those members of the Parish who work within the walls of the Small Parish Hall, the cost of the proposed work is now well within the amount of money we have set aside to complete the work.
The following two resolutions were proposed by Mitchell for Vestry vote:
Resolution 1. After the completion of the review of three responsive bids for the renovation of the Small
Parish Hall, and consistent with the design drawings produced by VLK Architects and reviewed multiple times by the Vestry, the Senior Warden is authorized to execute all construction and related agreements between Taurus Commercial, Inc., VLK Architects, and St. Martin-in-the-Fields for the renovation of the Small Parish Hall. Work will take approximately 105 working days to complete.
Resolution 2. The Project Facilitator/Treasurer is authorized to immediately give notice via email to Taurus
Commercial, Inc. and VLK Architects that Taurus Commercial, Inc. is authorized to proceed with the purchase of all project-related materials so that the prices for same can be established. The Project Facilitator/Treasurer is also authorized to provide Taurus Commercial, Inc. with an unrestricted Notice to Proceed once the construction contract is fully executed.
Dick Seeber moved that the Vesty accept and approve the resolutions as provided. Jeanne Neill seconded the motion and the motion carried. The Senior Warden is authorized to sign contracts with Taurus Commercial for construction to begin.
Update on Inventory Process
Jeanne Neill has scheduled Zoom meetings with all entities who have been recommended to receive donations of furnishings that St. Martin will not be using after remodeling.
The Rector will have a forum to present time line and dates of remodel to take place between mid-May through August of this year in order to disrupt as few groups and events as possible.
Junior Warden’s Report:
See attached written report from Dick Seeber.
Parish Hall Pillars Replacement: In addition, he reported that the pillars on the south side of the Parish Hall will be repaired and/or replaced on Wednesday, April 30, 2025, weather permitting. The mason pointed out and discussed with the Junior Warden the cracks in walls inside the parish hall which will need to be repaired if that is not included as part of the remodel work.
Senior Warden’s Report:
See written report attached.
Rector’s Report:
See the attached written report. The Rector reviewed and discussed the following with the Vestry:
Potential to host Pride Festival put on by local non–profit and businesses – Jeanne Neill moved that the Vestry approve for the Rector to begin conversations with the people who would be in charge of the proposed festival, requesting more information and allowing same to move forward with coordinating through City of Southlake for permits, applications and fees. This is with the knowledge that the Vestry will be given sufficient details before they vote on whether to approve the festival as planned. Thomas Schloer seconded the motion and the motion carried.
Vacation Bible School – The Small Parish Hall will be under remodel when VBS is scheduled. VBS will be held in the main church room and the chapel. Youth leaders are aware of this and have agreed to ensure everything is returned to “normal” for regular Sunday services that week.
Meeting Adjournment
Dick Seeber moved the meeting be adjourned, Thomas Schloer seconded the motion, and the motion
carried. The meeting was closed at 7:50 PM by the Rector.
Respectfully submitted
Tina Morehead, Clerk pro tem
NEXT REGULAR VESTRY MEETING: MAY 18, 2025 LOCATION TBD