Vestry Minutes – 5/19/2024

St. Martin-in-the-Fields Vestry Meeting May 19, 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, Bryan Hedrick, Glenda Morehead – Clerk, Gary Wilkinson – Finance Committee Chair. 

    Also Present: Linda Seeber.

    Not Present: Gavin Tomlin – Curate, Elizabeth Jordan.

    A meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, May 19, 2024, in the West Parish Hall.

    The meeting opened with prayer at 12:02 PM by the Rector who chaired the meeting.

    Consideration of the Minutes

    DJ Mitchell moved the minutes of the April 21, 2024, vestry meeting be approved as distributed. Bob Bess 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 good, but as expected is down from April and if the normal pattern continues will continue to go down during the summer. The Jr. Wardens have been asked to provide the Finance Committee with any projected large costs for Buildings and Grounds. Contracts have been signed for Building Renovations. Weather permitting construction will begin immediately following VBS. Bryan Hedrick and the Endowment Committee will be meeting soon.

    Update on the Annual Financial Review: Wilkinson reported that he has completed the “Audit Program”. The review committee includes the following members who have served in the past: Jack Bailey, Jan Rees, Phyllis Bess and Diana Panther. He proposed to the Finance Committee the addition of his daughter, Holly Wilkinson, to the review committee. She has extensive accounting experience. The Finance Committee approved the addition. The review will take place Saturday, June 8. There is no regular July vestry meeting, so acceptance of the review by the vestry is on the agenda for the August vestry meeting. The report must be forwarded to EDOT by September 1.

    Treasurer’s Report Accepted: Bob Bess moved the Treasurer’s report be accepted as presented. Bob Garrity seconded the motion and the report was accepted. 

    Junior Wardens’ Reports

    The report prepared by Rick Schulz is attached to and made a part of these minutes.  Dick Seeber thanked Schulz for handling their duties during Seeber’s recent surgery. Schulz responded that he will be having shoulder surgery soon and hopes that Seeber will return the favor.

    Broken Dumpster Gate: Schulz reported that the gate surrounding the dumpster was broken by our waste management service – Colleyville Waste Management. They are responsible for paying for repair, but bids must be solicited. No firm deadline is available for the repair at this time. 

    Senior Warden’s Report

    The written report of Senior Warden Mary Beth Butler is attached to and made a part of these minutes.

    Curate’s Report

    Curacy Contract Expiration in 2025::The Rector reminded the vestry that St. Martin’s contract with EDOT for financial assistance is up in 2025 which will have an impact on the 2025 budget. Wilkinson stated that the Finance Committee is aware of the fact, and will increase the 2025 budget as needed.

    Tony Kroll Update

    The Rector announced that following Tony Kroll’s June 15 ordination to the diaconate he will be serving at Holy Comforter, Spring, TX. It is a church much like St. Martin’s but further along in its development. He will begin his curacy in July.

    Rector’s Report

    The Rector’s written report is attached to and made a part of these minutes.

    Summer Sunday Services: Unlike Summer 2023 St. Martin’s will continue to have the 2 regular Sunday morning services at 8:30 and 10:30 AM. Regular formation gatherings will be on hiatus for the summer.

    Summer Reading Program: During the summer all members are encouraged to read “Life Together” by Dietrich Bonhoeffer.

    Concert Update: 85 people attended and enjoyed the Derek Webb Concert; fewer than 10 were parishioners.

    Outreach Committee Revisioning: Ben Cepak and Jim McManic are working with Bentrup to rethink the Outreach Committee. They are exploring possible partnership with the Episcopal Health Foundation.

    Mission Vision Values Update: The Rector and JB Clark will be meeting soon to finalize the documents and plan to present the result at the June vestry meeting.

    June Vestry Meeting via Zoom: June 16 is Father’s Day. The June regular Vestry meeting will be held at 7:00 PM. Monday, June 17 via Zoom. Tina Morehead will serve as Clerk for the meeting. 

    Bob Bess moved the meeting be adjourned, DJ Mitchell seconded the motion and the motion carried. The meeting closed with prayer by the Rev. Alan Bentrup at 12:35 PM

    Respectfully submitted,
    Glenda Morehead