Vestry Minutes – 9/17/2023

St. Martin-in-the-Fields Vestry Meeting September 17, 2023

For a pdf of financials, please click here

Present:  Alan Bentrup – Rector, Gavin Tomlin – Curate, Bob Bess – Senior Warden, Rick Schultz – Jr. Warden, Dick Seeber – Jr. Warden, DJ Mitchell – Treasurer, Amanda Alvarez, Mary Beth Butler, Jen Duncan, Elizabeth Jordan, Melissa Kurkul, Becky Snell-Bolerjack, Glenda Morehead – Clerk.

Also Present: Gary Wilkinson – Finance Committee Chair, Tony Kroll, Seminarian,  Michael Yackira, new member of the Finance Committee.

Not Present: Mary Anderson, Bryan Hedrick.

The regular meeting of St. Martin-in-the-Fields Vestry was held on September 17, 2023 in the small parish hall. The meeting was called to order by the Rector, who opened the meeting with prayer at 12 PM.

Consideration of the Minutes of August 20, 2023.

DJ Mitchell moved that the minutes be approved as distributed, Becky Snell-Bolerjack seconded the motion and the motion carried.

Finance Committee Report & Treasurer’s Report

Update on the Review by a Third Party: Gary Wilkinson presented the review prepared by Garret & Swann LLP Certified Public Accountants of Lubbock, TX. No irregularities were found in the financial records for 2022.  The relevant documents have been filed with the Episcopal Diocese of Texas and copies are attached and made a part of these minutes.

Treasurer’s Report: DJ Mitchell reviewed the Treasurer’s Report that is part of the Vestry Packet for the meeting. Buildings and Grounds expenses will remain over budget for the entire year due to necessary expenditures. “Some years that is the case.” Mary Beth Butler moved that the report be accepted. Rick Schultz seconded the motion, and the motion carried.

Endowment Committee Created: Although monies have been given as endowments or inheritances in years past, the money so designated has been invested and monitored by the Investment Committee, since St. Martin’s has not had an Endowment Committee. An Endowment Committee is to be created to fill that void. The Rector has appointed Bryan Hedrick to chair the committee and Bennett Cepak as a member. He will appoint other members to the committee in the future, some of whom will serve ex officio.

Junior Wardens’ Report:

See the written copy of the report included in the September vestry packet.  Highlights and updates not included are as follows:

Exposed Water Lines: Work is being done on the water lines in the easement. No changes to the sprinkler system can be made till those are complete.

Parish Hall Kitchen AC:  Bids have not been obtained on providing air conditioning to the parish hall kitchen.

Dead Trees in Memorial Garden: One dead tree has been removed from the Memorial Garden. Another tree that was of concern was examined by resident tree expert Kathy Tolliver. The tree shows new growth at its base. Tolliver recommends patience to allow time for the tree to recover if possible. The tree does not pose a danger to those frequenting the Memorial Garden.

North Door to Large Parish Hall:  The door cannot be closed completely and locked securely. The matter will be researched and corrected.

Gas Odor: During the meeting the odor of escaping gas in the parish hall kitchen was noted by several individuals. The matter will be investigated and corrected ASAP

Senior Warden’s Report: 

Presented as written and included in the Vestry Packet.

Curate’s Report

Curate Gavin Tomlin reported that St. Martin’s has received a $5,000.00 grant from EDOT (the Episcopal Diocese of Texas) to serve as a “first aid station” to provide physical and mental/emotional assistance to those among and around us – not to act as medical experts but to help those in need of help find the help they need. The expectation is that all St. Martin’s leaders will be trained in the use of the AED (automated external defibrillator), lists of nearby emergency assistance will be created, City of Southlake Active Shooter Training will be provided, and weather safety training will be considered.

Rector’s Report:

The written report is attached and made a part of these minutes.

Bentrup introduced Tony Kroll our Seminarian. He also introduced Michael Yackira the newest member of the Finance Committee. He remarked that as the fall season gears up there are numerous events are on the horizon. He reminded vestry members that as church leaders it is their responsibility to participate in the activities as much as possible. He has not found an individual to chair Outreach activities as yet.

Master Plan Update

An update on the progress of building reconstruction will be provided to parishioners at the Rector and Vestry Forum following the 10:30 service on October 1.

Stewardship Plans

The Rector brought to the attention of vestry members that as a part of their vestry packet they have received the “Rooted in Abundance” stewardship information that parishioners will be receiving, making them the first to have the opportunity to pledge to St. Martin’s for 2024. Jen Duncan will head the stewardship campaign again this year with the help of Bennett Cepak.


The meeting was closed in prayer by the Rector and adjourned at 1:02 PM.

Respectfully submitted,
Glenda Morehead, Clerk