St. Martin-in-the-Fields Vestry Meeting August 18, 2024
For a pdf of financials, please click here
Present: Alan Bentrup – Rector, Gavin Tomlin – Curate, Mary Beth Butler – Senior Warden, Rick Schulz – Jr. Warden, Dick Seeber – Jr. Warden, DJ Mitchell – Treasurer, Bob Bess, Shawn Casey, Eloise Frye, Bob Garrity, Rebecca Haynes, Bryan Hedrick (via Zoom), Glenda Morehead – Clerk, Gary Wilkinson – Finance Committee Chair.
Also Present: Deborah Diehl, Sue Mitchell, Tina Morehead, Linda Seeber.
Not Present: Carlie Briggs, Eizabeth Jordan.
A meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, August 18, 2024, in the West Parish Hall.
The meeting opened with prayer at 12:00 PM by the Rector who chaired the meeting.
Mutual Ministry Review Plans
The Rector introduced St. Martin’s Stephen Ministry Director Deborah Diehl, who told of her more than 30 years’ experience in Human Resources for numerous companies and organizations throughout the United States. The study she will be leading will be a 360 ⁰ look at St. Martin’s at this point in the Rector’s leadership of the church – where there have been successes and where there have been failures – with the goal to be setting out plans for the future. Diehl will be working closely with Senior Warden Mary Beth Butler. There will be small group sessions – safe spaces where those attending will be respectful of one another, with the firm times of beginning and ending established ahead of time. Reports of comments made will be completely anonymous. She plans to have all the meetings done by December with the analysis and results of data ready for presentation to the vestry by the January 19, 2025 meeting and shared with the entire congregation at the Annual Meeting January 26, 2025.
Consideration of the Minutes
DJ Mitchell moved the minutes of the June 17, 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: Gary Wilkinson, chair, stated that the Finance Committee voted to support all the proposals that will be presented at today’s Vestry meeting. The cash on hand has gone down during the summer months as expected, but more important is the fact that net income has been positive in 5 out of 7 months, whereas the 2024 budget projected a positive net income in only 3 out of 7 months. Year to date net income of $59,460 remains above plan by $20,081 – the highest it has been in any year in his experience with the committee.
Annual Financial Review: Wilkinson reported that Audit Committee has finished its work and that the results show that as of December, 2023 St. Martin-in-the-Fields Episcopal Church has a sound and reliable financial reporting system supported by good internal control. No corrections are needed. DJ Mitchell moved the vestry accept the Audit Committee Report for forwarding to EDOT. Bob Bess seconded the motion and the motion carried. 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 Dick Seeber is attached to and made a part of these minutes.
Chapel Fan Maintenance: Seeber added that it had been brought to his attention that the ceiling fans in the chapel needed attention. There has never been any air conditioning in the chapel. The fans are the only source of cooling. Groups needing the door shut for privacy depend on the fans. Investigation showed the light globe on one was loose and there was debris on the fan blades of another. The fans are now functioning as they should.
Wiring in the Church: Len Neill has accepted the responsibility for hiding the wiring going to the video components in church. He will be doing the work in September.
Repairs Done Today: Rick Schulz reported that today he had repaired the urinal in one bathroom in the church building and rehung the door that was off its hinges in the other. He remarked that the decorations in both bathrooms need to be changed to reflect that they’re now unisex.
Update on Leaking Roofs: The Church Insurance Corporation will be paying on our claims for wind and hail damage. On our claim of a loss of $179,623.84 with a deductible of $1,000.00, and $39,601.97 depreciation the Company will be reimbursing St. Martin’s around $139,021.87. The number is subject to change once a contract is signed for the work to be done. Rick Schutz will be contacting the roofers to solicit bids.
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
Gavin Tomlin stated that he really enjoys being a part of St. Martin-in-the-Fields Episcopal Church then left the meeting for a phone call.
Change in Curate’s Stipend
The Rector announced that in the Episcopal Diocese of Texas curates are eligible for an 8% raise at the end of their first year at their assigned church and churches within the diocese are strongly encouraged to follow the practice. In the case of Curate GavinTomlin the increase would be under $550.00 per month which includes benefits. Bob Bess moved the vestry approve the increase retroactive to July 1, 2024, Dick Seeber seconded the motion and the motion carried.
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. The Finance Committee is aware of the fact, and will increase the 2025 budget as needed.
Rector’s Report
The Rector’s written report is attached to and made a part of these minutes.
Vestry Nomination Plans: The Rector announced that nominations for Vestry open September 1. He stated that the policy since his arrival is to present only enough nominees to fill the positions being vacated. The Nominating Committee will be him and the Senior Warden and the outgoing vestry members. He has already been in contact with 3 qualified parishioners who are interested in serving.
Stewardship Plans: Bentrup will be working with Bennett Cepak on the pledge campaign for calendar year 2025. The campaign will start October 1, 2024 and the ingathering will take place at the celebration day for our patron saint – St. Martin on November 10, 2024.
Endowment Plans: Bryan Hedrick and his committee will begin the campaign shortly to encourage parishioners to include St. Martin’s in their wills.
Outreach Funding for Nearby Schools: Texas schools are cutting programs due to funding cuts made by the state. Schools all over the state are asking for help. Several of the youth of St. Martin’s participate in Arts programs: choir, marching band, orchestra and the like. When our youth come to him with requests from their schools some Outreach money will be used to assist them. This is in no way intended to impact our long-standing help to Union Gospel Mission, 4 Saints Food Bank and others.
How St. Martin’s Addresses Social Justice Concerns: The Rector asked DJ Mitchell to answer the question raised by Eloise Frye. Mitchell leads the Zoom meetings of the Tuesday Book Group which meets weekly at 7 PM. Mitchell stated that the meeting is attended by a wide variety of individuals – not only members of the congregation but outside – literally people from all around the country. All who are interested in studying such serious matters are encouraged to attend. He described some of the books they’ve used in the past and some that they will be using when classes resume shortly. Both he and the Rector emphasized that the conversations are in depth, often difficult but always respectful of the views of others. The Rector will confer with the Curate about additional ways to incorporate teaching of the Episcopal Church’s role in social justice work throughout the formation offerings of St. Martin’s..
Master Plan Update
DJ Mitchell announced that changes are being made in the planned reconstruction that should greatly reduce the cost. While the load bearing walls will stay in place, the interior changes would be done by the use of modules that would be dropped into place. He and the Rector will be meeting with Business Solutions, a highly rated company who specializes in such work. Contracts will not be signed with any companies until they finish their research.
DJ Mitchell moved the meeting be adjourned, Bob Bess seconded the motion and the motion carried. The meeting closed with prayer by the Rev. Alan Bentrup at 1:08 PM
Respectfully submitted,
Glenda Morehead
Clerk