St. Martin-in-the-Fields Vestry Meeting March 17, 2024

For a pdf of financials, please click here

Present: Alan Bentrup – Rector, Mary Beth Butler – Senior Warden, Rick Schutz – Jr. Warden, Dick Seeber – Jr. Warden, DJ Mitchell – Treasurer, Bob Bess, Carlie Briggs, Shawn Casey, Eloise Frye, Bob Garrity, Bryan Hedrick, Elizabeth Jordan, Glenda Morehead – Clerk, Gary Wilkinson – Finance Committee Chair.

Also Present: Tony Kroll, Linda Seeber, Kathy Wilkinson, Scott Liston.

Not Present: Gavin Tomlin – Curate.

A meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, March 17, 2024, in the West Parish Hall.

The meeting opened with prayer at 12:00 PM by the Rector who chaired the meeting.

Consideration of the Minutes

DJ Mitchell moved the minutes of the February 18, 2024, vestry meeting be approved as distributed. Mary Beth Butler seconded the motion and the motion carried.

Prayer Shawl Ministry Fundraiser Proposal

Kathy Wilkinson, chair, presented the Ministry’s proposal for a fundraiser to be held on or about the first Sunday of Advent – December 1, 2024. The Ministry is not funded in the operating budget but is entirely dependent upon donations and the sale of items at periodic fundraisers. Gary Wilkinson serves as financial advisor to the Ministry.  DJ Mitchell moved the vestry approve the fundraiser, Dick Seeber seconded the motion and the motion carried.

Master Plan Consideration

DJ Mitchell introduced Scott Liston, a member of the committee working on St. Martin’s reconstruction. As Mitchell reported at the last vestry meeting the committee met on February 21 to consider the 3 bids received from contractors. Committee members had received the bids prior to the meeting, and the vote on which to present to the vestry was a unanimous one. The committee recommends that the vestry approve the acceptance of the bid from The Christman Company of Irving, TX.

Liston, who has extensive experience in construction, will be vetting all invoices from the contractor and sub-contractors.

Dick Seeber moved the vestry accept the recommendation of the committee. Rick Schutz seconded the motion and the motion carried.

Since the initial phase of the church renovation project will not change the church’s footprint, resolution of questions regarding the ownership of church property will not have to be resolved prior to the start of construction. Nonetheless, EDOT has been advised of the project, and we will continue to keep them informed as to developments.

Finance Committee Report and Acceptance of the Treasurer’s Report

Finance Committee Report: Gary Wilkinson reported the following from the committee’s meeting via

Zoom yesterday:

Update on Savings Account: Funds were transferred to purchase Treasury Notes as approved by the Vestry at its February meeting.

Treasurer’s Report Accepted: It is still too early in the year for the financial report to show any discernable trends. Bob Bess moved the report be accepted as distributed. Mary Beth Butler seconded the motion and the report was accepted.

Junior Wardens’ Reports

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

Replacement of Chair Seats: The seats of twenty of the chairs used in the parish hall are ripped or severely worn, making them unusable Linda Seeber has agreed to assist Jr. Warden Seeber in replacing the seats with marine based material at a cost that should not exceed $100.00 The vestry endorsed the plan.

Installation of Remote Control of Worship Screens No update.

Senior Warden’s Repot

The written report of Senior Warden Mary Beth Butler is attached to and made a part of these minutes. She will be bringing the VPiC sign-up sheets to every meeting for the foreseeable future.

Curate’s Report

In the absence of the Curate the Rector reported that the two priests are transitioning to a sharing of duties. He stated they work really well together.

Tony Kroll Ordination

Tony Kroll, the Seminarian assigned to St. Martin’s, has received curacy options and will be ordained to the diaconate June 15. No information is available at this time on whether there will be limitations to how many may attend the service.

Rector’s Report

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

Mission Vision Values Plans: On April 3 the Vestry will meet at 7 PM via Zoom to continue the work begun on the vestry retreat. The results will be shared with the congregation during the Forum time on April 7.

Off-Site Services to Begin: The Rector announced that starting in the fall St. Martin’s will explore the possibility of holding services – possibly once a month – off-site in North Tarrant County in what is commonly called the Alliance Corridor. Ideally a site might be found at no cost or a nominal cost. He and the Curate are committed to trying out the idea, which already has the enthusiastic endorsement of The Rt. Rev. Andrew Doyle.

DJ Mitchell moved the meeting be adjourned, Carlie Briggs seconded the motion and the motion carried. The meeting closed with prayer by the Rev. Alan Bentrup at 1:20 PM

Respectfully submitted,
Glenda Morehead
Clerk

St. Martin-in-the-Fields Vestry Meeting February 18, 2024

For a pdf of financials, please click here

Present: Alan Bentrup – Rector, Rick Schutz – Jr. Warden, Dick Seeber – Jr. Warden, DJ Mitchell – Treasurer, Bob Bess, Carlie Briggs, Shawn Casey, Eloise Frye, Bob Garrity, Bryan Hedrick, Elizabeth Jordan, Glenda Morehead – Clerk, Gary Wilkinson – Finance Committee Chair.

Also Present: Tony Kroll, Linda Seeber.

Not Present: Gavin Tomlin – Curate, Mary Beth Butler – Senior Warden. 

A meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held Sunday, February 18. 2024, in the West Parish Hall.

The meeting opened with prayer at 12:00 PM by the Rector who chaired the meeting.

Consideration of the Minutes

DJ Mitchell moved the minutes of the January 21, 2024, vestry meeting, the January 28, 2024, Annual Meeting and the January 28, 2024, called vestry meeting be approved as corrected. Rick Schutz seconded the motion and the motion carried.

Finance Committee Report and Acceptance of the Treasurer’s Report

Finance Committee Report: Gary Wilkinson reported the following from the committee’s meeting via Zoom yesterday:

Update on High Yield Savings: As a business St. Martin’s cannot set up a high interest savings account. They are only available to individuals. Treasury Coupons are available that yield more than 5%. An account can be set up with Baird to accept the Treasury Coupons. The committee recommends this approach to the vestry.

Stewardship Plans: Bennett Cepak stated that in the 2024 pledge campaign 66% of pledges came in on paper, only 34% via the website. The committee recommends that for 2025 pledge cards be used again.

Possible Redistribution of Baird Funds: Bryan Hedrick has analyzed our investments in Baird. A redistribution of funds into more high-yield accounts would have the potential for more income for St. Martin’s. A recommendation to the vestry will be forthcoming soon.

Bob Bess moved the vestry approve the recommendations of the committee. The recommendations were approved.

Treasurer’s Report Accepted: DJ Mitchell moved the report be accepted as distributed. Bob Bess seconded the motion and the report was accepted.

Housing Allowance Resolutions Adopted:

DJ Mitchell moved the vestry adopt the following resolution:

Whereas the Rev Alan Bentrup is employed as a minister of the gospel at St. Martin-in-the-Fields Episcopal Church in Keller, Texas, which does not provide a residence for him, the vestry resolves that of the total compensation of $123,492.00 to be paid to the Rev Alan Bentrup during 2024, that $42,000.00 be designated a housing allowance within the meaning of that term as used in Section 107 of the Internal Revenue Code of 1986,

And be it further resolved that $42,000.00 of compensation is designated as housing allowance for this and all future years, unless otherwise provided.

Bob Bess seconded the motion and the resolution was adopted.

DJ Mitchell moved the vestry adopt the following resolution.

Whereas the Rev. Gavin Tomlin is employed as a minister of the gospel at St. Martin-in-the- Fields Episcopal Church in Keller, Texas, which does not provide a residence for him, the vestry resolves that of the total compensation of $68,508.00 to be paid to the Rev. Gavin Tomlin during 2024, that $30,000.00 be designated a housing allowance within the meaning of that term as used in Section 107 of the Internal Revenue Code of 1986.

And be it further resolved that $30,000.00 of compensation is designated as housing allowance for this and all further years, unless otherwise provided.

Bob Bess seconded the motion and the resolution was adopted.

Junior Wardens’ Reports

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

Replacement of Outside Signs: The outside signs need to be changed. The wording will be determined and the work can be done for around $200.00. The vestry endorsed the replacement of the signs.

Installation of Remote Control of Worship Screens: Rick Schutz and Bob Bess are researching the cost, source for, and other details for making the worship screens movable as needed. 

Senior Warden’s Repot

The written report of Senior Warden Mary Beth Butler is attached to and made a part of these minutes. She has reminded vestry members to sign up for VPiC duties. 

Curate’s Report

Curate Gavin Tomlin has gone to take the eucharist to a hospitalized member of the congregation. 

Rector’s Report

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

Vestry Orientation: Bentrup reminded vestry members they function as the Board of Directors of St. Martin’s. He plans to use the recently revised “Vestry Resource Guide” as a study guide in orientation. It is important to remember the adage “The vestry speaks with one voice.” St. Martin’s vestry members are the leaders of the church. They are not all expected to think alike. If they disagree with any decision of the vestry, they can and should vote in opposition – during the meeting. But when the meeting is over, they remember that the decisions are those of the vestry as a whole. He asked that vestry members read the first 2 chapters of the guide before the next meeting. 

Master Plan Update

DJ Mitchell reported that bids have been received from three contractors who qualify for consideration to do the first phase of St. Martin’s reconstruction. The committee will meet February 21, 2024 to consider the bids, make a decision and bring a draft contract to the vestry for their consideration at the next vestry meeting.

DJ Mitchell moved the meeting be adjourned, Elizabeth Jordan seconded the motion and the motion carried. The meeting closed with prayer by the Rev. Alan Bentrup at 1:00 PM 

Respectfully submitted, Glenda Morehead Clerk

St. Martin-in-the-Fields Vestry Meeting January 21, 2024

For a pdf of financials, please click here

Present:  Alan Bentrup – Rector, Bob Bess – Senior Warden, Rick Schulz – Jr. Warden, Dick Seeber – Jr. Warden (via Zoom), 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, Bennett Cepak.

Not Present: Gavin Tomlin – Curate.

A regular meeting of St. Martin-in-the-Fields Vestry was held on January 21, 2024 in the small parish hall. The meeting was called to order by the Rector, who opened the meeting with prayer at 12:00 PM.

Consideration of the Minutes

DJ Mitchell moved the minutes of the December 17, 2023 meeting be approved as distributed. Becky Snell-Bolerjack 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.

Endowment Committee Report:  The Endowment Committee has met with Baird, the firm who currently handles our investments. Investments are currently set at a very low-risk level. That may change in the future.

High Yield Savings Account:  The Finance Committee recommends a High Yield Savings Account in the amount of $100,000.00 be set up in a bank with $50,000.00 to serve as an emergency fund and $50,000.00 to be reserved for savings. Bob Bess seconded the Finance Committee recommendation and the vestry approved the recommendation.

Treasurer’s Report:  Bob Bess moved the report be accepted. Mary Anderson seconded the motion, and the motion carried.

Budget Adopted: DJ Mitchell seconded the adoption of the budget recommended by the Finance Committee for 2024. The vestry approved the recommendation. The budget will be 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.

Parking Lot Pavement Repair: Two bids have been received for repair of the church parking lot. Jr. Warden Dick Seeber recommended the vestry approve the bid by TAI. DJ Mitchell moved Seeber’s recommendation be approved, Bob Bess seconded the motion and the motion carried.

Senior Warden’s Report

The Senior Warden’s Report is attached to and made a part of these minutes. It is the report that will be included in the Annual Meeting booklet.

Curate’s Report

In the absence of the Curate the Rector reported that the two of them have been working on the Pastoral Care aspect of the priesthood. Already there are those who call on Tomlin rather than the Rector himself.

Rector’s Report:

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

Curate Covenant Agreement Signed: The Rector, Senior Warden, Treasurer and the vestry members present signed the contract with EDOT providing a grant to St. Martin’s from the diocese in 4 quarterly payments toward the expenses of the curate. The signed document will be forwarded to the diocese.

Youth Minister Introduced:  The Rector introduced Leah Robinson who is the newly funded part time Youth Minister for St. Martin’s. She and the youth are currently holding their first meeting in another part of the building.

VBS Changed to Evenings:  After consulting the parents of VBS age children Liza Goodner has recommended that VBS be changed to evenings. He has approved the change.

Master Plan Update

DJ Mitchell reported that he will have the assistance of parishioners Scott Liston and his wife as work goes forward on the office/parish hall renovations. The Listons are experienced in construction and will assist in the selection of a construction firm during the month of March.

The meeting was closed with prayer by the Rector and adjourned at 1:01 PM.

Respectfully submitted,

Glenda Morehead, Clerk

VESTRY RETREAT JANUARY 27 10 AM – 12 PM N R H LIBRARY BOARD ROOM

ANNUAL MEETING JANUARY 28, 9:30 AM NAVE

NEXT REGULAR VESTRY MEETING: FEBRUARY 18, 2024 12 PM, WEST PARISH HALL