St. Edwards Parish Council Meeting April 11, 2013 Minutes
Present: Martie McMahon, Teresa Donovan, Felicity Furber, Michael Barg, Molly Mitch,
Sherrie Schroeder, Dan Shidla, Larry Poston, Ellen Berkowitz, Barry Weber. Judy Foster was in attendance as a guest.
Absent: Fr. Brian, Carly Schirber, Jennifer Zupke, Dan Kinsella
We began with a discussion about the Parish Assessment & Renewal (PAR) process – what is working and what do we need to adjust? Barry Weber noted that there has been more interaction amongst the six commissions. There is still a need for co-chairs for some of the commissions but we cannot rush this process. The Parish Council (PC) will continue to be linked to the commissions and provide whatever help we can. Overall, things seem to be going well with the commissions and the leadership night meetings.
Leadership Night/PC meetings will move to back to the traditional third Tuesday of the month evening meeting time for the May and June gatherings. The next Leadership Night will be Tuesday, May 21.
It was noted that PAR still seems to be a bit of a mystery to some parishioners. Barry will put together an announcement to be read at all masses the weekend of April 20 and 21. The message will update parishioners on the PAR process – what we’re working on and future plans. This message will also incorporate a request to the parishioners to consider becoming a member of the PC. We need a replacement for Beth Duffy (who resigned from the council) and Teresa Donovan who will be ending her two year term as an at large member. People will be assigned to do all of the announcements that weekend.
The next informational update from the pulpit will be the weekend of June 1 and 2. The topic for that update is yet to be determined.
We had a discussion about PC membership and the process for bringing on new members. In addition to the announcement mentioned above, we will have cards available in the pews for folks to nominate people for the two open positions on the PC. We will also look to the commissions to nominate folks from their groups.
Carly Schirber and Ellen Berkowitz will stay on the council as the youth representatives. Felicity Furber agreed to serve another year on the council.
Barry Weber provided an update on parish finances. Envelope and plate collections for the month of March were $144,800 (including Easter of $48,900) and the year to date total is $1,096,500. This is $51,600 less than last year and $57,300 less than budget. The March 2013 financials were not completed at the time of the meeting. The Finance Council (FC) will be starting the budgeting process next week. Their tentative goal is to have a preliminary budget ready for review by leadership in by mid-May with completion by the end of June. A final budget will be published parish-wide by mid to late August. The FC will work with the PC and the Stewardship Committee during the budgeting process.
Commission report summaries were given. For details on these please see the Leadership Night Notes. Going forward, the PC representatives on the various commissions will only bring forward to the PC meetings those items that need to be discussed at the PC level.
The Administration Commission is working to establish a Human Resources Committee to serve as a resource to Fr. Brian, Sherrie Schroeder and the entire staff.
An issue was raised as to the substance of PC meetings lately as it seems we’re just listening as opposed to engaging in discussions related to decision making, priorities etc. This is temporary – activities will increase starting with the upcoming budgeting /planning cycle.
A question was raised as to the PC’s role within the PAR process. Barry handed out a sheet entitled “The Role of the Parish Council” for our review and later discussion.
Questions were then raised regarding how the PAR process was used in recent new hires. Barry Weber confirmed it was not. This was the Pastor’s decision. A discussion then ensued -
A number of PC members noted they were being questioned by parishioners as to why it appeared the PAR process was not followed.
A question was raised on why consultants were hired if we were not going to follow their recommendations.
Sherrie Schroeder noted that the hiring process began last fall before PAR was in place. She encouraged everyone to see Fr. Brian if they have questions.
Others expressed frustration with issues of trust and transparency. It was noted that all of us as leaders need to focus on regaining trust.
·Teresa Donovan closed the meeting with a prayer.
St. Edward's
Minutes of the Meeting of the Parish Pastoral Council March 14, 2013
Attending:Mike Barg, Molly Mitch, Sherrie Schroeder, Dan Kinsella, Dan Shidla, Felicity Furber, Martie McMahon and Barry Weber, Jen Zupke
Not able to attend:Father Brian, Deacon Jim, Teresa Donovan, Larry Poston, Carli Schirber, Ellen Berkowitz, Beth Duffy
The meeting began immediately following the Leadership Meeting
Leadership Session Process Check In:
Consensus was that the Leadership meetings are effective. Comments included that PPC members were seeing improved communication and more speed in moving commission agendas forward. Sherrie has the assignment to work with the Worship commission/staff to arrange for updates from the pulpit. Felicity has volunteered to be the first speaker. We would update the parish on the process and encourage broader participation.
Barry asked Sherrie to update the PAR description on the web site as the current description is several months aged.
Barry was thanked for the many hours and skill he has brought to coordinating the PAR process.
Prior Month Carryover Items:
Proposal from Tithing Committee – the council passed a resolution to approve changes recommended by the Tithing Committee. In summary form, the changes are:
1. A more specific definition of collections for the tithing funding formula
2. Allowing the commission to allocate but not distribute all funds in a fiscal year, which allows the commission more flexibility to work with outreach agencies and the timing of their programs.
3. Modify the selection process for new members
Dan K. to work the Peter Haberstick on a final draft of the changes.
Mission Statement – work on a new mission statement deferred to Q4 2013 due to the need to focus on PAR.
Stewardship Time/Talent – discussed how we have failed to adequately communicate with new volunteer candidates from the Stewardship time/talent cards from fall of 2012. Sherrie to work with staff and commission leads to remedy.
Finance Council Report:
Barry provided an update on collections and spending. To date, the parish has maintained balance between spending and collections.
RevenueExpense Net
Feb 2013 100,700 102,200 (1,500) YTD 1,037,200 977,600 59,600
Representatives from Administration, Pastoral Care and Worship were to meet with Father Brian in the next several weeks to discuss the status and process for hiring the coordinator of maintenance, coordinator of pastoral care and coordintor of liturgy/Worship. Sherrie to organize meetings.
Stewardship committee has been formed and will kick off first meeting the week of 3.18.
Finance Council was alerted that there are concerns about the funding of the building reserve fund. Funding for the building fund was suspended for 2013 due to budget pressure and the belief that the fund had adequate levels for the near term.
Pastoral Care commission was assigned the task of determining the organizational structure of the Spiritual Life committee. Jean Buell represents this area. Dan K. to speak with Beth Duffy on next steps.
Looking for a volunteer photographer to assist with web site pictures.
Worship Commission reported that the decision on whether to consolidate to 3 masses per weekend was back burnered. We currently have adequate priest and volunteer coverage.
After a closing prayer the meeting was concluded at 9:30 PM.
Respectfully Submitted,
Dan Kinsella
St. Edward's
Minutes of the Meeting of the Parish Pastoral Council January 15, 2013
Attending:Father Brian, Mike Barg, Molly Mitch, Jen Zupke, Sherrie Schroeder, Larry Poston, Beth Duffy, Dan Shidla, Felicity Furber, Martie McMahon, Teresa Donavan, Carly Schirber and Barry Weber
We welcomed Father Tom and Carol Holden who are the leaders of the parish PAR process.
Administrator update:
Sherrie noted that the Catholic Services Appeal was beginning and to expect the mailing. The Stoltman’s are leading the appeal for St. Ed’s.
Sherrie and Dan Shidla described the project to improve the parish web site. The project scope has broadened to include additional aspects of communication and capabilities of the site. Dan asked for input from Father Tom and Carol.
Finance:
Barry gave an overview of financial results. Through December collections are $66,000 behind budget. Expenses have been managed in a way so that net income is equal to budget.
With the resignation of Steve Payne from the finance committee, Father Brian has added two new members to the committee. LuAnn Olson and Craig Siiro.
Tithing committee has asked the PPC for a clearer definition of what is included in the calculation for parish contributions to outreach. The committee has proposed language . Dan K./Dan S. and Sherrie to work as a sub group and return with a recommendation.
Parish Assessment and Renewal:
Father Tom and Carol proposed that the parish consider an updated mission statement that is more easily remembered and actionable. An example was provided.
A proposed structure for parish commissions and the relationship with the PPC was laid out. While not significantly different than the current structure, the proposed structure could result in closer alignment between the PPC and commissions.
Carol provided an example of a process she considered successful for selecting new PPC members.
Commission Reports:
Felicity provided an update on the Faith Formation commission. Felicity noted that the commission had not been meeting in the recent past but was now meeting quarterly. Her report summarized the status of each committee. Highlights were that the new Grade 1-8 program has been successful. This was affirmed by several PPC members who are also volunteer teachers with the program. The youth group is thriving. Pat Smalley’s leadership was pointed out as a difference maker. Improvements needed included more volunteers and a desire for younger volunteers. Also noted, was a decline in attendance of Children’s Liturgy of the Word.
Martie will report on Liturgy and Music at the February PPC meeting.
Stewardship:
The stewardship commission is being formed after several years of not existing. Bryan Huntington (volunteer), Sherrie and Dan K. met last week to plan. Dan K. asked for ideas from PPC on other candidates to join the commission. Bryan is going to present at masses in the next few weeks.
Sherrie to make sure time and talent volunteer lists are distributed to commission leads as soon as possible. PPC commission reps are to assure that every person who returned a time and talent card is personally contacted via email or phone. Deadline for contact is before the next PPC meeting on February 19.
Pastor Update:
Father Brian stated that the mid-year financial report would be mailed to parishioners by Jan. 31.
Rediscover initiative is underway. St. Ed’s will need to balance the PAR process and Rediscover. Faith Formation has ideas on communication and programs. Beth shared a story of how the Kelly book was a spark to lead a frustrated former catholic back to her faith.
Regarding PAR, the PPC will be in the center of the process as Father Tom and Carol wrap up their work. It was noted that the PPC will need to improve its communication to the parish.
New member names and welcome to be added to the bulletin.
Carol led a closing prayer and the meeting was adjourned
Parish Pastoral Council Minutes
December 28th 2012
Present were: Dan Kinsella, Fr. Brian Fier, Sherrie Schroeder, Martie McMahon, Beth Duffy Larry Postoen , Molly Mitch, Barry Webber, Teresa Donovan, Dan Shidla Ellen Berkowitz, Carly Schirber, Felicity Furber.
Guest:John Gockel, Chair of the Pastoral Care Commission
Not present:Jim DeShane, Michael Barg, Jen Zupke
The meeting was opened with prayer read by Felicity Furber.
Commission Report – Beth Duffy, Pastoral Care Commission Representative
Beth introduced John Gockel, Chair of the Pastoral Care Commission. John reported on how the Pastoral Care Commission was working now that there was no Pastoral Care Director. Mentioned were the Prayer Shawl Ministry, Stephen Ministry, the Mass for people with disabilities and the Addiction and Recovery Ministry.
With the current break in communication and inaccurate information being put out, John said that even with the wonderful volunteers, without a director the Pastoral Care, this Commission will fall apart. A Pastoral Care Director is needed for many reasons, among them coordination and confidentiality issues.
Beth reported that prayer shawls will be sent to St. Rose of Lima Catholic Church in Newtown, Connecticut.
Next month the Faith Formation Commission will present a report.
Administration
Sherrie reported that the Website Committee has been working on re-doing the website with help from a parishioner who is an expert in ‘Branding.’ The improvements are being accomplished in phases. Some will evolve from the findings of the PAR.
QuickBooks has been installed in the Accounting Dept. a person has been hired to install and implement the system. A new Parish Directory will be ready by Christmas.
Financial
Barry Webber reported that collections were $50,000 behind this time last year, and $75,000 behind budget, collections are at $24,000 per week. It is hoped that Christmas donations will bring us back on track by the end of January. At the end of October, net income was $13,000 (not sure this is a correct amount) and all the bills are paid, without having to borrow from reserves.
From now on monthly reports will come out of QuickBooks. The new system will permit more accurate and timely account reporting. We have been accruing the Archdiocese payments since July 2012 and then paying them at the end of each quarter Tithing is funded the end of December 2012.
There is a vacancy on the Finance Council, currently there are four members; one more member is needed.
PAR Report by Teresa Donovan
There is not a lot to report. The committee meets again in early January they are getting ready for meetings with Fr. Sweetser. The committee has not been able to find housing for Fr. Sweetser and his assistant. They prefer to stay in a private residence. A request will be put in the Bulletin.
The Surveys are all in Milwaukee. The book that the Committees worked on is done. There will be staff and leadership meetings with Fr. Sweetser on Jan 12th and 26th the presenters will be Fr. Sweetser and Carol Holden. On Jan 23rd there will be a Parish wide Town Hall meeting, food will be served. An email with the survey results has been sent.
Stewardship
Dan Kinsella, Stewardship representative said that he was very impressed with the amount of volunteers on the Time and Talent Cards. The Stewardship Committee needs members; Dan has one volunteer, and needs two more.
Rediscover Catholicism
The 1,000 books, Rediscover Catholicism by Matthew Kelly given to the Parish by the Archdiocese will be put out at Christmas masses. Felicity reported that the Adult Faith Formation Committee thought it would be a good idea if someone was at each table offering the books to parishioners. All Christmas masses were covered by PPC volunteers. Marty McMahon, Mike Barg, Molly Mitch, Barry Webber and Felicity Furber will be on hand to give out books after the Mass that they attend. Fr. Brian will make an announcement from the Altar to let the people know that the books are available.
There will be a Kiosk in the Narthex to hold the books, this is also supplied by the Archdiocese.
Parish youth and staff have made bookmarkers and will put them in each book. Extra bookmarks will go in the kiosk with the books.
The Adult Faith Formation Committee plans to include the theme of Rediscovering your Catholic Faith in each of their 2012 presentations.
Mass Times
Marty McMahon, Commission representative and committee member for Spiritual Life and Worship, said that discussion was taking place regarding consolidating Sunday masses into two masses instead of three. Discussion ensued, it was decided that it should be done in conjunction with recommendations from PAR and put to the Parish in a form of a vote. Fr. Peter will be with us for the next three months.
Census
Fr. Brian reported that the final count is that out of 2100 families, 1600 have responded to the census, 1400 of whom say that they wish to be parishioners of St. Edwards. Fr. Brian also said that of the 2nd grade First Communicants, ½ are not registered as members. As of now, parish mailings will go out only to registered parishioners.
The Matthew 25 Fund has been funded for this year. The money will be used based on guidance from the donating family and should not be considered a plug for any cash short fall from donations.
Infrastructure
The computer system needs updating. Fr. Brian wants a proposal by next fall to upgrade the entire system.
Building and Grounds want to upgrade the security system.
Tithing
Fr. Brian said that St. Edwards has to decide how we define tithing. As it is we give away more than 10% of our income. He also stated that in looking through the tithing cards, he has discovered that most families at St. Ed’s do not tithe.
The meeting ended with prayer.
Parish Pastoral Council Meeting Minutes
October 16, 2012
Members present:Dan Kinsella, Fr. Brian Fier, Larry Poston, Teresa Donovan, Amy Bedor Salmey, Michael Barg, Sherrie Schroeder, Ellen Berkowitz, Carly Schirber, Martie McMahon, Barry Weber, Beth Duffy
Not present:Felicity Furber, Molly Mitch, Deacon Jim DeShane
Guest present: Jennifer Zupke
The meeting opened with Psalm 95:1-3, 7
Finance Committee Report - Barry reported that collections are about $5,000/week below the budgeted amount; about $82,000 short of our year-to-date budget. Collections are also about $3,000/week or $48,000 short of last year's collections.The Finance Committee continues to monitor the situation and will discuss a Plan B if collections don’t increase.
QuickBooks is ready to go and will include the current fiscal year.
Administrator Update –Sherrie reported that a PDS (Parishioner Data Base) upgrade is available for $300, and this will be an easy program to transfer information into. The technical support fee for this program is $400.
Sherrie will be exploring options for creation of a new website.
She offered a fond farewell and best wishes to four staff who are retiring/departing: Judy McNamara, Jerry Sellner, Rick Witucki, and Lynne Morales.
Stewardship Update – Dan’s presentation at the September 22nd and 23rd Masses stressed that stewardship is a way of life that embraces time, talent, and treasure. Stewardship cards and census forms with return envelopes were mailed to 2,100 parish families. 813 families have returned them. Dan, Fr. Brian, and Sherrie will develop a mission statement for a Stewardship Commission and recruit parishioners to serve as commission members.
Communicating with Commissions – Dan distributed a Proposed Information Sheet for Ministries. PPC members will work with their commissions to complete the sheets to gain an understanding of what each ministry does, its mission, and goals. It is a role of PPC members to be informed about what is going on in the parish. The gathered information might also assist in recruiting volunteers, reporting the successes of committees, and recognizing volunteer hours. Dan is making revisions to the sheet and will send the revised copy to PPC members, who will have the completed sheets ready for the November 20th PPC meeting.
In the past, PPC members would give commission reports at each PPC meeting; there was discussion about reinstating this.
Parish Assessment and Renewal Project – Teresa reported that the PAR has been meeting weekly, the surveys have gone out, and additional surveys are available in the parish office for anyone who did not receive one and wants to complete one. Sub-committees will be meeting this Sunday to complete “Self-Assessment Notebooks,” the results of which will be compiled in Milwaukee, along with data from the surveys. Fr. Sweetser will begin meeting with the parish in January regarding the results and recommendations. Information about the PAR has been available at Masses, in bulletins, in mailings, and on the parish website, and there will be a continued effort to make sure that all parishioners are familiar with this project. Dan thanked Teresa for her many hours of work. Dan Shidla commented on the good people that are serving on the PAR committees and that positive things will come out of this project.
Pastor Update – Fr. Brian is glad that the PAR is offering people the opportunity to come to the table and have their voices heard.
The parish will follow up with the 1,200+ families who have not returned their stewardship cards and census forms to determine whether they are still members of the parish. Information from the census forms will be used to put together a new parish directory. For liability reasons, parish volunteers must be enrolled as parish members. For budgeting purposes, the stewardship pledges are a necessity. If collections do not rise, programming and staffing may be affected. It was noted that other parishes have developed budgets based on pledges.
Section 8B of the PPC Constitution, about Commissions and Committees, states: “The Commissions’ purpose is to collaborate with the Council on vision realizations and to fulfill the mission of the parish. They empower and encourage parishioners at all levels of ministry. They serve as a conduit for communications between the Council and the committees and parishioners. They foster decision-making within the group most impacted by the change.” This speaks to the need for clear and continuous communication between the PPC members and the Commissions. Fr. Brian’s role is to provide information, such as church documents and liturgical teachings, to committees who are then tasked with making decisions in collaboration with the PPC.
Spiritual Life and Worship Commission – Martie commented that the commission has had some initial discussion about the number of Masses currently offered, and they will be exploring this further.
The meeting was closed with Psalm 67:1.
Respectfully submitted by Beth Duffy
To contact Parish Council members go to Staff page and scroll to bottom.
Minutes to Parish Pastoral Council
18 September 2012
Members present:Dan Kinsella, Felicity Furber, Larry Poston, Teresa Donovan, Beth Duffy, Amy Bedor Salmey, Michael Barg, Sherrie Schroeder Ellen Berkowitz, Carli Scherber, Patrick Smalley, Judy Foster, Molly Mitch, Martie McMahon, Barry Weber, Deacon Jim DeShane
Not present:Fr. BrianFier
Martie opened with prayer.
The two youth members were introduced.
Staff representative, Judy Foster share with council the changes taking place in Faith Formation. Small faith community model replaces the family model. Reconciliation is mandated for 2nd grade.
Guest, Noelle Hawton presented awareness for Nativity School. Nativity is experiencing dip in enrollment and wants to create awareness. A pre-school was recently established and is at full capacity. A letter was handed out to council with suggestions for creating awareness. After discussion, it was agreed that the ideas were good ones and to proceed. Sherrie added that Fr. Brian supported the ideas also.
Administrator Update: Memorial Garden will be presented to the Bloomington City Council on Monday, 24th September. The stewardship mailing went out which included a time and talent survey. Envelopes will be opened by Fr. Brian. A new parish directory will be made with updated information.
Finance Committee: tithing questions were clarified. Collections are still behind budget, however cash flow is good for now. Financial should be produced soon – Quickbooks has been installed.
Stewardship Sunday: there will be announcements and mailings. Dan Kinsella will speak after Communion and then PPC members will help with collection.
Parish Assessment and Renewal: final version of survey sent to Milwaukee after rounds of edits. People have been contacted for e-mail addresses for survey. Sub-committees have been formed and will meet 21st of October.
From Teresa’s clarification e-mail:
“I am looking for a few staff and PPC members to help with completing that section of the book. This will be the only part of the process that you would need to take part in. There is an Administration Sub-Committee being formed as part of the PAR process. These are two separate things. That being said, thank you to Beth Duffy for offering her help with this. I plan to reach out to Mary Kay Hird and Rick Witucki today (my week is very quickly getting away from me). Sherrie, I'd also love to have your help with our section of the notebook as well. If anyone else would like to help, please let me know. Again, you would only need to take part in the meeting that we are planning on Sunday, October 21 from 10:30 to noon at the church. This is the meeting where all groups will be getting together to complete their section of the notebook.
Deadline for completion of survey is 30th of October. There will be two Town Hall type meetings in January.
Commissions: what is the purpose of the group? It is important to understand all that we have.
Sherrie thanked Mike Barg for all the work he has done with the Memorial Garden.
Respectfully submitted,
Martie McMahon
St. Edward's
Minutes of the Meeting of the Parish Pastoral Council August 21, 2012
Attending:Father Brian, Mike Barg, Molly Mitch, Sherrie Schroeder, Teresa Donovan, Dan Kinsella, Larry Poston, Beth Duffy, Dan Shidla, Felicity Furber, Martie McMahon and Barry Weber
Guests included the leadership and members of the tithing and social justice committees and Mary Pat Potts from staff
The council welcomed new PPC members, Larry Poston, Beth Duffy and Dan Shidla.
Tithing:
Jerry Grebin and Peter Haberstick addressed the PPC on the topic of the recent communication from Father Brian to the parish on changes in the funding for tithing programs. Along with other attending guests, Jerry and Peter educated the PPC on how the tithing committee works to fund selected organizations. They stressed the importance of the funding. Father Brian clarified that funding for the current quarter may be curtailed but not eliminated. Barry and the finance committee will work with Father Brian and staff to give the tithing committee a funding amount for the current quarter.
Administrator Update:
Sherrie provided an update on several administrative events including the refurbishing of the St. Edwards sign on 94th street by a prospective Eagle Scout of the parish. The project is being paid by fund raised by the scout.
PPC Roles:
Dan K. and Martie were nominated and re-elected to the posts of Chair and Vice Chair respectively for the upcoming fiscal year. Youth members will begin to participate in PPC meetings in October.
Commission Organization:
PPC members were reminded that they are responsible for meeting at least twice per year with the commissions they represent. PPC members are to understand the commissions goals and bring needs of their commissions to the PPC.
Stewardship:
Dan K. updated PPC members on the plans for the upcoming Stewardship Sunday. After discussion on the pros and cons of not opening the pledge card envelopes it was decided that pledge cards would be opened to help the finance committee with planning. Work remains to be done on how best to communicate with the parish. Tentative schedule:
Commitment cards and parish registration materials mailed week of Sept. 10
Stewardship Sunday – Sept 30
On going stewardship messaging throughout October
2012-2013 Budget:
Barry led a review of the budget for the upcoming fiscal year. In response to questions Barry stated that the collections budget will require offerings to increase by 3% ($800 per week) over the prior year.
Barry also updated the PPC on various steps taken to improve the accounting processes and tools including the installation of Quickbooks to replace the current software, which was antiquated.
There were questions from a guest requesting balance sheet information. A discussion ensued on the balance between transparency and providing information without context. It was left that anyone can contact Father Brian or Sherrie for more detailed information but in general only summarized financial information would be provided.
Parish Assessment and Renewal:
Teresa provided an update on the Parish Assessment and Renewal project:
· 11 parishioners are serving on the PAR – oversight committee
· Confidential surveys to be sent to 300 parishioners selected at random. Any other parishioner who wishes to complete a survey will also have the opportunity to do so.
· Surveys are sent directly to Milwaukee and not viewed by staff or committee members
· Surveys will be electronic or on paper (if no electronic address is available) and will go out Sept. 25
· A survey committee has been formed
· A timeline of PAR events was distributed
A guest asked how much the assessment is costing the parish. The cost is approximately $27,000, which will be paid over three fiscal years.
Father Brian’s Report:
· As part of the stewardship mailing there will be a parish registration/census
· Tithing/outreach and the impact it has on the parish’s ability to pay its bills will continue to evaluated throughout the year
· Selective services such as facility use and some classes will now be charged a fee. This reflects a change in philosophy on what is equitable and the fact that the parish can benefit greatly from the fee income
· Felicity complimented Father Brian and staff on the hard work on and positive direction on the memorial garden issue
The meeting concluded with Dan K. leading a prayer of thanks for the vocation of Father Brian and Deacon Jim and for staff and PPC members.
Schedule for hosting of PPC Meetings:
Host says opening/closing prayer, brings a light snack and takes minutes
9.18 Martie 10.16 Felicity 11.20 Amy 12.18 Larry 1.15 Beth 2.19 Dan S. 3.19 Teresa 4.16 Dan K. 5.21 Martie 6.18 Felicity
St. Edward’s Parish Pastoral Council
Meeting Minutes
June 19, 2012
In attendance: Dan Kinsella, Teresa Donovan, Molly Mitch, Mike Barg, Felicity Furber, Deacon Jim DeShane, Barry Weber, Mariar Gannon, Maureen Georgou, Mike Ott, Martie McMahon, Casey Moore, Sherrie Schroeder, Amy Bedor Salmey, Fr. Brian Fier
· Opening prayer was said by Teresa Donovan
· Suggestion box:
o Two suggestions were read and will be passed along to Lonne Murphy
· Dan Kinsella mentioned that this is our last meeting of the year. There will be no PPC meeting in July – we will reconvene in August.
· Sherri Schroeder provided an administrative update:
o She attended a two week seminar sponsored by The National Association of Church Business Administrators and found the session to be very helpful.
· Barry Weber provided a finance update:
o Regarding collections, we are currently at $1.446m. With one collection left for the year, we estimate we will be at $1.465m – approximately $190k less than last year end.
o The Finance Committee will be holding their meeting on June 26 – they will be finalizing the budget for next year and will have the budget available for the PPC to review at our August meeting.
o We have/will use reserve funds to “clean up” this year’s deficits (approximately $110k) in order to start the new year “clean.” Our payables are current (Archdiocese payment has been made and is current).
o Next year’s expense budget will be prepared using a zero based budget process and the first payment for the parish assessment project will be included in the budget.
o It was noted that we have enough money in our buildings and grounds reserve to cover the cost of a portion of the roof that is scheduled for repair in 2014.
· Molly Mitch and Mike Barg provided an update on a Regional Parish Trustee Meeting they attended. Fr. Brian and Sherrie Schroeder also attended the meeting.
o Four key topics Molly and Mike shared with the PPC were:
§ Rediscover: Evangelization and Catechesis Initiative being done by the Archdiocese
§ The Role of the Trustee
§ Pastoral Visioning Process (it was noted that only 10% of parishes in the Archdiocese have a strategic plan)
§ Audit – Trustee involvement in the charter for the protection of young people
· Discussion/update on PPC members that are cycling off and what will be done to replace them
o Dan Kinsella, PPC Chair and currently with Faith Formation Commission will move over to the Stewardship and Administration Commission for a two year term. There will be a vote at the August meeting regarding Dan’s continuation as PPC Chair.
o Martie McMahon, PPC Vice Chair and Liturgy and Music Commission will hold over for another year on the PPC. There will be a vote at the August meeting regarding Martie’s continuation as PPC Vice Chair.
o Felicity Furber, Knowledge Member, will move over to the Faith Formation Commission and will continue on the PPC for another two years.
o Amy Bedor Salmey, Parish and Community Life will hold over for another year on the PPC (unless someone else from that commission comes forward).
o Mike Ott, Social Justice and Charity – this position will be filled by one of the at large nominees for a two year term.
o Mariar Gannon, Pastoral Care and Liturgy – this position will be filled by one of the at large nominees for a two year term.
o Teresa Donovan, At Large member, will continue into year two of her two year term.
o Maureen Georgou, At Large member, will be replaced by a nominee for the At Large two year term.
o Casey Moore, Stewardship and Administration will be cycling off and will be replaced by Dan Kinsella.
o There were seven names submitted for the two year at large term on the PPC. Dan spoke with all of the nominees and after his conversations with them, three of the nominees expressed interest in moving forward in the nomination process.
o The name of the new PPC at large member for the two year term will be drawn at the 9:30 AM mass on July 8.
o After that, the other two nominees will be approached regarding filling in the two openings on the Parish Council
o The topic was raised regarding having one or two youth representatives added to the PPC. As of now, there is nothing in our bylaws regarding having a youth representative on the PPC.
o Fr. Brian can add someone to the PPC as a “Knowledge Member.” Fr. Brian stated he would be open to the idea of adding two youth to the council provided there is proper vetting of the proposed youth members. Dan Kinsella will speak with Patrick Smalley about this.
· Parish Assessment and Renewal Project (PAR)
o The project was approved by the Finance Committee and we will move forward with the assessment. The contract will be signed by the end of June.
o The first step of the process is to put together a PAR Oversight Committee (POC) made up of 7-9 members to include one representative from the PPC and one staff member. Teresa Donovan volunteered to be the PPC representative on the POC. The staff representative will be chosen soon. There will be an appeal to parishioners via an announcement at each of the masses on June 30 and July 1 to fill the remaining slots on the POC. In addition to the announcement, each PPC member will submit five names to Sherrie Schroeder for consideration by no later than June 29.
o We will have PAR information tables in the vestibule after the masses on June 30 and July 1. The tables will be staffed with PPC members and the Trustees. There will be literature available regarding the assessment.
§ Information table staff:
· June 30, 5:00 PM – Amy Bedor Salmey
· July 1 – 8:00 AM – Molly Mitch, Martie McMahon
· July 1 – 9:30 AM – Molly Mitch
· July 1 – 11:00 AM – Felicity Furber, Mike Barg
o Teresa Donovan, Mike Barg and Amy Bedor Salmey will work together on writing the announcement that will be made during the masses.
· Pastor Update – Fr. Brian
o The Memorial Garden Task Force has submitted their recommendations to the Archdiocese and is waiting for a response.
o Staffing update – Staff that have left will not be replaced with the exception of Chris Sorenson, Director of Pastoral Care. There is someone who will be filling in as an interim Director until a permanent replacement has been found.
· Miscellaneous comments:
o Mike Barg mentioned that with regards to the Memorial Garden, there is an additional component that involves the City of Bloomington but that it should not impede any progress while we are working with the Archdiocese on a resolution.
o Felicity mentioned that the Marriage Amendment information booklets that Risen Savior Church is using will not be available for us to use. She is pursuing other ideas – possibly some forums on the topic.
· Dan Kinsella thanked those members of the PPC who will be cycling off.
· We closed the meeting with a prayer read by Teresa Donovan.
Respectfully submitted,
Teresa Donovan
PPC Minutes for May 15, 2012
The meeting opened with a prayer.
Attendees at the meeting were: Martie McMahon, Felicity Furber, Mariar Gannon, Molly Mitch, Michael Barg, Deacon Jim DeShane, Amy Bedor Salmey, Sherrie Schroeder, Father Brian Fier, Teresa Donovan, Maureen Georgou, Chris Sorensen (Director of Pastoral Care) and guests: Jean Milnor, Julie Poehling and Dave Putrich ( all members of St. Edward's Catholic Community).
Those not attending were: Casey Moore, Barry Weber and Mike Ott.
PARISH ASSESSMENT PROPOSAL:
Thomas P. Sweetser, SJ from the Parish Evaluation Project also attended and was first on the agenda.
Father Thomas Sweetser reviewed information Dan Kinsella provided to us via an email of May 6 including attachments. Father Sweetser reviewed the PAR process and we were allowed time to ask questions. Father Thomas Sweetser then left the meeting.
Later in the meeting, the attendees, including guests discussed the Parish Evaluation Project. Following that discussion and using the consensual decision making process, the voting members of the PPC agreed to approve the Parish Evalution Project as outlined by Thomas P. Sweetser, SJ and ask the Finance Committee to approve the needed expenditure for this item.
SUGGESTION BOX:
Three notes were read and will be forwarded to the appropriate staff.
PARISHIONER INPUT:
David Putrich talked about organizational change based on his career. A weekly communication piece will be placed in bulletins.
FINANCE UPDATE:
Sherrie Schroeder gave the update as Barry Weber could not attend the meeting. As of May 15, collections were up slightly. The Finance Committee is continuing to review the 2011-2012 budget and continuing their work on the 2012-2013 budget.
PPC CHANGES: I included the information Dan added immediately after our May 15 meeting clarifying the changes.
At-Large Member:
Maureen Georgou is concluding her one year member at-large position. She will be replaced by an at- large member from the parish. We will use the discernment process that we have used in the past. Nomination cards will be placed in pews beginning the weekend of May 20 and concluding June 3. After calls to nominated individuals, we will pick a name at random from the remaining candidates. This could be done during one of the masses in June.
Other Changes:
Mariar Gannon - Pastoral Care - to be replaced via consensual recommendation from Pastoral Care Commission
Mike Ott - Social Justice and Charity - to be replaced via consensual recommendation from Social Justice and Charity Commission
Amy Bedor-Salmey - Parish and Community Life - to be replaced via consensual recommendation from Parish and Community Life Commission
Casey Moore - Stewardship and Adminstration - Dan Kinsella would like to take Casey's position
Faith Formation - to be replaced via consensual recommendation from Faith Formation Commission.
Each of the new members would be elected for 2 year memberships.
There was discussion about including one or two youth on the Council.
LISTENING SESSIONS:
Amy reported on the Listening Sessions and we reviewed a letter entitled Listening Sessions Summarized by PPC. A few changes were to be made to that letter and it is to be included in the bulletin for the weekend of May 19-20.
OTHER ITEMS:
Though there is no charge to parishioners for the use of a room in our complex, an hourly maintenance fee must be charged to the renter.
Catholic Mutual Insurance Company made an inspection of the property recently. Based on PCIY rules, all classrooms much have a window in the door. The Pastoral Care Room will need changes also. The cost of these needed changes are being determined.
Sherrie would like some direction on St. Edward's Feast Day (usually scheduled for soon after Labor Day).
Educational sessions will be held regarding the Marriage Amendment well before the November Election.
There was also some discussion regarding the distinction between tithing and stewardship.
The meeting closed with a prayer.
Respectfully submitted,
Maureen Georgou
PPC Minutes for 17 April 2012
Attendees: Fr. Brian, Dan Kinsella, Mike Barg, Mike Ott, Teresa Donovan, Amy Bedor-Salmey, Sherrie Schroeder, Barry Weber, Martie McMahon, Mariar Gannon, Felicity Furber, Casey Moore, Molly Mitch
Meeting opened with prayer.
Mariar went through the suggestions in the Suggestion Box. The suggestions were discussed and forwarded to the appropriate staff.
FINANCE REPORT:
Barry Weber and Sherrie Schroeder reviewed the finances. There is a deficit of $172,000 which will have a significant impact on established programs. Monies from the $100,000 donation from December will be released for tithing and is not included in the $172,000 deficit. Also mentioned was a revision of the tithing guidelines that tithing dollars will be based on 10% of prior quarter numbers. If weekly contributions don’t increase, then there may have to be cuts in expenses . A draft of the next fiscal budget will be presented. All members of the Finance Council plan to be at all Listening Sessions.
LISTENING SESSION:
This is an opportunity to build equity. We are the ones to do the listening. Wireless mikes will be available along with index cards for comments. Notes will be taken by PPC members. Amy Bedor-Salmey will organize all comments made at the listening sessions.
PPC MEMBERS CYCLING OFF:
Maureen is at- large member. Commission members are Amy, Mariar, Casey, Mike Ott and Martie.
MINISTRY UPDATES:
Heidi Busse and Cathy Donovan leaving staff. Deacon Jim will spearhead Faith Formation staff loss.
PASTOR UPDATE:
Fr. Brian shared that he had held listening sessions at past parishes. He explained that they are exactly as the name says – we listen to the parishioners.
AGENDA FOR MAY:
A consultant from the Jesuits in Milwaukee will be at next meeting.
Meeting closed with prayer.
Respectfully submitted, Martie McMahon
Minutes of the meeting of the St. Edwards PPC. – March 20th 2012
Present were: Fr. Brian, Sherrie Schroeder, Mike Barg, Molly Mitch, Maureen Georgou, Mariar Gannon, Jim DeShane, Felicity Furber, Martie McMahon, Barry Weber, Theresa Donovan, Amy Bedor Salme and Dan Kinsella
Unable to attend: Mike Ott and Casey Moore
Welcome/Prayer
Felicity led the prayer. Dan Kinsella shared a note sent by Bill Griffith, the father of Fr. Dan, acknowledging the donation sent by the PPC in honor of Susan Griffith, the deceased mother of Fr. Dan Griffith. Dan Kinsella received a note from a parishioner congratulating him on the way the PPC is working.
Suggestion Box
The suggestion box contained eight comments/suggestions.
Financial Report
Barry Webber gave a simplified version of the Financial Report, he noted that the Finance Committee would be meeting again on the following evening to continue preparing a substantive report. Barry said that current collections are 10% below those of the same time last year and if the giving does not improve by the end of the current fiscal year we would suffer a deficit of $150,000. There are 1,000 envelope givers, however the number of givers and the amount given has declined. For the last five months the giving has been 12 – 15% down compared to the prior year. The Finance Committee has a new member, Paul Ehlen; they are looking for at least two more members. The Finance Committee is considering hosting an open forum meeting so parishioners can attend and ask questions.
Affirming that St. Edwards is a Tithing parish, it was decided to tithe 10% of collected collections. The Tithing committee is in agreement. A letter is being sent to all parishioners explaining the budget problems and asking them to reconsider their reduced giving as it is having a deleterious effect on the 58 individual ministries, and the programs that they are able to afford. Ultimately lack of giving curtails the programs that St. Ed’s is able to offer.
It has long been noted that the office computers and software are in need of updating. It has been determined that updating hardware and software will cost $18,000. The replacement of hardware has been delayed for now, but the very necessary software updates are in progress. The software updates are estimated to cost $8,000.
2012-2013 Priorities
The goal of the PPC is to be advisors to Fr. Brian and the parish staff. To that end a definitive plan for the future of St. Ed’s is necessary. Dan Kinsella explained his suggested process. All the optional actions were listed on sheets on the wall and the council members voted for the items they deemed most important.
Items in order of priority:
The following is the result of work done by the PPC on priorities for programs for the 2012-2013 fiscal year. These recommendations will be sent to Father Brian, staff and the finance committee for planning for 2012-2013.
The list began as a brainstorm by PPC members and included outreach to our fellow parishioners. We then each voted on the suggestions that we felt should be the priorities for the coming year.
The discussion was centered on answering the following:
1. What programs align the parish with its mission?
2. What are ways to keep/create a healthy parish?
“A” priorities (six votes each):
1. Young adults/singles programs
2. Get youth into the building; make it a place they feel welcome and comfortable
3. Stewardship
4. Liturgy and music
“B” priorities (3 or 4 votes each):
1. Keep younger families engaged (#’s are down)
2. K-5 programs; current programs are not enough
3. Market the strengths of our parish
4. Improve communications
5. Middle school program to short (only 15 in one of the grades this year)
“C” priorities (1 or 2 votes each)
1. Family faith – place more importance on families
2. Provide more nursery/day care/baby sitting services
3. Equal attention to pro-life and marriage amendment
4. Culture of staff excellence
5. Reclass Nativity contribution out of tithing
6. Web update
7. Improved sense of overall community
8. Canopy on entrance for senior accessibility
Other ideas that did not get votes:
1. A strength is our music/organ…..more of this
2. Motivated/inspired staff needs to be maintained
3. Provide Nativity in-kind use of St. Ed’s property
4. More social events that mix fun with Christian message – attract young families
5. Reduce paying for services that staff should be doing
6. Complete a full audit for fiscal 2012 (not a limited scope)
7. New Mom groups
We also noted breakthrough major projects to consider:
1. Family group events
2. Theme to energize/involve parish
3. Theme centered on outreach
Pastor Update
Fr. Brian noted that Deacon Jim DeShane is an Archdiocesan trainer for Virtus. Deacon Jim described acceptable procedures for private meetings with young people and vulnerable adults.
Regarding the Memorial Garden, Fr. Brian noted that he and some staff members have met with Catholic Cemeteries and that progress is being made in that area.
Fr. Brian said that he is still interested in meeting with all parishioners, he knows that some do not like the idea of answering his 20 questions, but it is simply a way of meeting with people and getting to know them.
Fr. Brian intends to have one or two Listening sessions with parishioners. These sessions will take place in the Social Hall in April or early May, after the letter from the PPC to parishioners goes out. Parishioners are invited to ask Fr. Brian questions on any area of concern to them.
The meeting ended with prayer.
Respectfully submitted:
Felicity Furber
Minutes of the Parish Pastoral Council Meeting
February 21, 2012
Present were: Mariar Gannon, Molly Mitch, Michael Barg, Martie McMahon, Casey Moore, Barry Weber, Dan Kinsella, Mike Ott, Maureen Georgou, Sherrie Schroeder and Teresa Donovan
Guests: Judy Heinen
Not Able to Attend: Father Brian, Amy Bedor Salmey, Felicity Furber
Dan led the opening prayer and Bible reading.
No items in the suggestion box. Sherrie to add to next bulletin reminder to parishioners of the suggestion box and its location.
MEMORIAL GARDEN:
Agenda adjusted to address the Star Tribune article published this morning regarding the St. Edwards’ Memorial Garden.
Judy Heinen volunteers to help with the garden design and maintenance. Judy explained the history of the memorial garden. She noted that she frequently comes across people in the garden. She finds it a tremendously peaceful place. She came to the PPC meeting to help the PPC with the understanding of the garden. Discussion ensued on the article in the Star Tribune. Several PPC members noted that it was unfortunate the tone of the article could make the parish relationship with the Archdiocese more difficult. Michael Barg offered to serve as an ambassador to reach out to the Archdiocese. The goal is to improve communications with the Archdiocese and find a way to resolve the Memorial Garden issue that respects the concerns of all sides.
A resolution was offered by Mariar Gannon:
“Be it resolved that the PPC of St. Edwards recommends that the established Memorial Garden receive pastoral consideration and continue to be used by families who so desire”
After discussion, the resolution was unanimously passed by the PPC. Dan to follow up with Father Brian on next steps with the Memorial Garden committee and Michael’s offer to work with the Archdiocese.
TITHING:
Father Brian and the tithing committee asked the PPC to reaffirm the St. Edwards tithing outreach program.
Motion made and passed to affirm.
Request made to Barry to work with the finance and tithing committees to revisit Item III A. of the Constitution of the Tithing Committee to find a more effective way to word how the amount to be distributed is calculated and reserved. Of concern is how to adjust funding amounts when collections vary from budget and prior year.
FINANCE COMMITTEE REPORT
Barry reported on the work of the finance committee.
· Collections have continued an unfavorable trend and now stand approximately 10% behind prior year.
· The finance committee is working on alternative plans with staff on how to adjust spending under three scenarios of cash collections for the remainder of the year.
· Finance committee members are beginning preparation on the 2012-2013 budget. Each committee member is responsible for working with applicable staff on a portion of the spending.
· Sherrie to adjust how spending is reported in the bulletin reflecting feed back from PPC members.
· The target for distribution of the 2011 annual report to parishioners is set for the end of March. Several noted how unhappy this makes us as stewards of the parish that the report is coming out nine months after fiscal year end. Turnover and a later than usual financial review by our auditors were the primary culprits.
· An appeal for parish help will be entered in the parish bulletin for help with a web site redesign
· We discussed the need for the stewardship committee to be reestablished. Several also noted the need to have parishioners address the congregation on stewardship prior to the scheduled fall appeal. Dan to follow up with Father Brian.
· The shortfall in collections has been managed with earlier staffing cut backs and holding back payments and requiring parishioners to pay for items that were previously paid for by the parish. Items noted were that we are withholding payments to tithing programs of $10-$15k; regular assessments to the Archdiocese and requiring youth to pay for retreats.
· The agreed upon procedures review was completed by the auditors. There were comments on the need for improvement for security and segregation of duties improvements but overall, the report was satisfactory.
· Barry noted that while a full audit was not performed, all cash and investment accounts were confirmed as accurate by the auditors. Dan noted that given the turnover in key staff that a full audit with an opinion should be considered by the finance committee for 2012.
· There will be an upgrade of Parish technology and software at a cost of approximately $8k. Initiative to be funded from an undesignated memorial fund.
MARRIAGE AMENDMENT
Father Brian requested recommendations of the PPC on what the parish’s response will be to the Archdiocese efforts to support the passing of what is referred to as the Marriage Amendment to the Minnesota state constitution.
The following recommendations will be passed along to Father Brian and staff:
· Many parishioners have an emotional response to this issue no matter which “side” they are on. Before rushing to judgment the PPC felt it was critical to educate the parish on the position of the church and the reason the Archdiocese is taking such a proactive stance.
· We recommend a two part series of education/discussion nights. The theme being to educate and welcome dialogue.
o Bring in an outside speaker who can explain Catholic doctrine on this issue and how it applies to today in simple lay terms
o Keep it interactive and respectful to differing views. 50/50 between teaching and dialogue.
· Create a table/display in the foyer that provides literature and links to web sites where parishioners can find information to educate themselves. Possibly include prayer cards on the display.
· Some parishes read a prayer of support for the amendment in weekly Mass. There was deep concern from PPC members about using this alternative at St. Ed’s.
2012 BUDGETING AND PRIORITY
We ran out of time to discuss 2012 prioritization and planning. Dan will work with Maureen and Molly prior to the March PPC meeting to organize initial thoughts.
MARCH MEETING
We agreed to set aside extra time for the finance committee and the 2012 prioritization discussion at the March meeting.
Dan concluded the meeting with a prayer and Bible reading.
Respectfully submitted,
Dan Kinsella
2011-2012 PPC Schedule for Host/Minute Taker:
March 20 - Felicity
April 17 - Martie
May 15 - Maureen
June 19 - Teresa
PPC Minutes January 17, 2012
Present: Fr. Brian Fier, Dan Kinsella, Martie McMahon, Amy Bedor Salmey, Mariar Gannon, Casey Moore, Teresa Donovan, Maureen Georgou, Felicity Furber, Molly Mitch, Michael Barg, Barry Weber, Sherrie Schroeder, Maureen Larson
Unable to be present: Michael Ott
Meeting called to order at 7:00 p.m. by Chair Dan Kinsella. Prayer led by Mariar Gannon. All present briefly introduced themselves.
No suggestions in the Suggestion Box.
Agenda was adjusted to add a Trustee update just before Fr. Brian's remarks which were moved to the end of the meeting.
Dan thanked Martie, Amy, Maureen and Felicity for speaking to the congregation on the occasions of Fr. Dan Griffith's departure, Fr. Brian's welcome and the encouragement of volunteers for Families Moving Forward.
Newly assigned Deacon James (Jim) DeShane introduced himself and gave an explanation of his perceived role at St. Edward's, likely assisting at baptisms, weddings and funerals.
Barry Weber, Chair of the Finance Committee summarized the new approach of the 5 member committee, using zero based budgeting in planning the 2012-2013 budget. A hard, fresh look will be given to all areas. Other committee members are Steve Payne, Pat Rohkohl, Dick Stoltman and Jane Heiter. Henceforth they will be meeting on the 4th Tuesday of the month for 2 hours. Barry invited the Trustees to attend the Finance meetings in the interest of more transparency. We were reminded by Fr. Brian that attendance at that meeting is by invitation only while attendance at the PPC meetings is open to any Parishioner always keeping in mind "What is best for St Edward's." It was noted that a modest fee is paid to the archdiocese for the new deacon. He will not receive a salary.
Dan asked PPC members to think about how the information gained at the November joint Commission-PPC meeting would be presented to the Finance Committee and Pastor in order to coordinate joint efforts using the gathered feedback. Another concern addressed was how to reinvigorate the Stewardship Committee. John Judd and Heidi Busse will be involved in this.There was a discussion about the timing of Stewardship Sunday being moved to the Fall from the Epiphany. Another topic discussed was how to attract more of the younger parishioners to volunteer for the various mininstries. Another concern addressed was an update of the Parish Website and that is being taken care of by the Administrator and the Finance Committee. It is thought that an updated website along with the bulletin are good ways of sending messages to the parishioners.
The financial audit which is mandated by the Archdiocese anytime there is a change of pastors has been completed. The report has been scrutinized by our new Administrator and Finance Chair and no irregularities were found.
Felicity shared the concept of our parishoners being included and consulted in regard to major concerns and changes. That is the tradition as there is an established sense of ownership and caring and transparency at St. Edward's.
The new Trustees, Molly Mitch and Michael Barg, gave their backgrounds, told of their involvement in the parish and a gave a brief overview of their responsibilities in the position of Trustee. Fr. Brian exlained how Trustees are part of the corporate board of the Archdiocese along with the Archbishop and the Pastor. The PPC is a visioning body.
This is the 4th pastorate of Fr. Brian so he has had experience in varied settings requiring various strengths. He is aware that healing needs to take place here, not only with the parishioners, but with the staff, as well. His intention is to continue to build upon the great foundation established here. He plans to proceed with the 20 questions and the listening meetings with any and all parishioners.
After a tour of the entire facility he noted that there is an absence of Christian symbols in many of the rooms such as crosses or crucifixes. Our Archbishop is our Pastor and Fr. Brian plans to invite him to St. Edward's. He will be following directives from the Archbishop regarding the marriage amendment and will be naming a committee and a chair couple.
Adminstrator Sherrie Schroeder will be taking care of the day-to-day management of the parish as well as facilitating staff meetings.
The meeting adjourned at 9:15 with a prayer led by Mariar.
Respecfully submitted
Mariar Gannon
Minutes of the Parish Council meeting, with all Commission teams.
November 15, 2011
Present were: All Commission and PPC members.
Opening Prayer and Introductions
Led with the opening prayer.
PPC members and commission groups introduced themselves while sharing a meal together. They met as a group, looked at the upcoming year and discussed their programs. Then shared for 15 minutes as to the positive’s and how we can improve for next year.
Several commissions shared real life stories about the impact their committees have had on them and the community.
Several common themes emerged:
>With the reduction in staff, the need is as great as ever for more volunteers to step forward from the parish
>The need for improved communication and technology. Noted was the out of date web site and lack of operating information in part due to an antiquated financial software package
There was a brief operating report on parish finances. The trends have maintained consistent with prior weeks and collections have approximated the budget as revised in September.
Questions from commission members for the PPC included:
>Concern for staff who have had hours reduced.
>Details on the collection trends and whether the leadership of the parish reacted too quickly with staffing reductions.
The meeting concluded with the PPC and Staff action to take the commission feed back and incorporate the comments/concerns into priorities for this year and next years planning.
Joint Commission/PPC Meeting November 15th
We reviewed the proposed agenda for the joint commission/PPC meeting and agreed to the following
6:00 - 7:00pm A meal together, including all members of the Commissions and the PPC.
7:00 – 7:50pm Each Commission meets separately,
8:00 – 9:00pm Each Commission has 15 minutes to give a presentation to the PPC on their accomplishments and plans
The purpose of the Commission/PPC evening:
1) Allows a time for table fellowship and communion
2) Gives an opportunity to meet other volunteers in other ministries
3) Provides an opportunity to report to the PPC the activities of each Commission
Schedule for Host/Minute Taker:
2011-2012 PPC Schedule
August 16 - Dan will bring treats and prepare meeting prayers
September 20 – Amy
October 18 - joint commission session - Casey
November 15 - Mike
December 20 (or whenever we decide to have our Christmas party) - Maureen
January 17, 2012 - Mariar
February 21 – Dan
March 20 - Felicity
April 17 - Martie
May 15 - Maureen
June 19 - Teresa
Minutes of the Parish Council Meeting
Parish Pastoral Council Meeting Minutes
December 20, 2011
Present were: Dan Kinsella, Martie McMahon, Mariar Gannon, Michael Ott, Casey Moore, Teresa Donovan, Sherrie Schroeder, Maureen Georgou
Unable to attend: Amy Bedor-Salmey, Father Dan Griffith, Father Brian Fier, Felicity Furber
Opening Prayer and Closing Prayer/Reflection
Maureen Georgou
Minute Taking:
. Discussion that this task is easier for some than others
. Reminder that the minutes will be published
. Minutes should be sent to all Council Members asking for corrections, additions, etc. with a deadline date given.
. Minute taker should make necessary changes and then send to Dan Kinsella
Suggestion Box:
. A parishioner would like “Hear Our Prayer” continued during the Eucharist Prayer –Mariar will forward the note to Lonne Murphy
Finance Report:
. Dan K. and Sherrie S. gave an update on the Finance committee. We have
Several new members of the finance committee and they will be nominating a member to attend the PPC meetings.
. Collections continue to run 5-6% behind the prior year and slightly behind the revised budget.
. Dan K. is working with the Finance committee on revisions to the monthly operating reports.
Transition Team:
. A Farewell Party is set for Father Dan after the 5:00pm Mass on December 31
. The Welcome for Father Brian is set for after Masses on January 7 & 8. Parish Council members will mingle during these times.
.Father Brian will be extending breakfast invitation meetings to parishioners (one on one meeting with a series of questions answered prior to the meeting). Dan Kinsella had such a meeting in mid-December.
New Director, Administration:
. Sherri Schroeder introduced herself
. There’s a new chair of the Finance Committee along with 2 new members.
. No financial reports were distributed (Sherrie only began her employment on December 19)
Review of November Meeting:
. Discussed results of the gathering – pros, cons
Key themes that were communicated to the PPC for consideration were:
. The need to improve information systems such as the website and antiquated
accounting system;
. The recognition that more volunteers are needed to run the many ministries
St. Ed’s is involved in;
. The Memorial Garden remains a sensitive topic and strong sentiment was
Expressed that we find a respectful solution
. It was good to hear from Staff as to how they were coping with the changes
. The feedback will be used as the parish plans for priorities in 2012-2013.
Stewardship Time:
. This will be held in the Fall of 2012 (not at Epiphany as in recent years)
Items for January Agenda:
. Finance reports/discussion
. Pastor Report
. Budget Process
. Volunteer Issues
. Reinvigorate the Stewardship Committee
October 18, 2011
Present were: Rena Chrysler, Martie McMahon, Casey Moore, Tom Devine, Dan Kinsella, Felicity Furber, Maureen Georgou, Mike Ott, Mariar Gannon and Teresa Donovan, Fr. Daniel Griffith
Guests: None
Not Able to Attend: Amy Bedor Salmey, Staff Representative
Casey led the opening prayer.
Suggestion Box
1. Request for an update on the number of families in the parish and how many contribute/participate.
a. Suggestion given to Rena
2. Request to Fr. Dan to address the the Health Care Bill as it relates to conscience protections
a. Suggestion give to Fr. Dan
3. Request to look into an Audit of Finances
a. Requested increase transparency and information on tithing changes (if any)
b. Suggestion was heard by Fr. Dan and representatives of the finance committee
i. Given the suggestion Fr. Dan will write a letter to clarify the audit and the tithing percentages
Pastor Words
1. Staff Changes
a. Fr. Dan clarified issues related to the recent Staff changes:
i. Noted that many factors went into the decision beyond the budget
ii. Fr. Dan did meet with committees and directors to reach a strong consensus on need for changes
iii. Due to the time sensitive nature of the budget Fr. Dan was not able to consult PPC but believes strongly in Lay leadership and apologized for the lack of involvement
iv. Fr. Brian (incoming pastor) had full knowledge and gave support to the decison
v. Martie McMahon suggested in the future that the Chancery be consulted for opinions for future decisions
vi. PPC as a whole discussed the use of Professionals within the church community for assistance with future decisions
2. Burial Garden
a. Fr. Dan discussed the recent issues with the burial garden:
i. Major issue being that the Parish did not apply for nor receive proper consent from the Archdiocese to construct and use the garden
ii. Civil Law issues have also come into play with regards to consent
iii. The issue that St. Joan of Arc Parish has a garden was brought up but that they received the proper consent under Arch Bishop Flynn
iv. Fr. Dan will be in discussion with the Archdiocese to try and reach a solution that is mutually agreeable and pastoral.
3. Possibility of a Deacon to assist Fr. Brian
a. Fr. Dan discussed that Fr. Brian may request a Deacon to assist with duties
b. The PPC as a whole discussed the idea of having Fr. Brian ‘settle’ in at the parish before deciding on the need for a Deacon
i. Fr. Dan agreed to pass the idea on to Fr. Brian
c. Both pastors have had positive history with Deacons in the past an feel strongly that they help improve the Parish
i. They also feel strongly that a Deacon does not diminish lay leadership
Finance Committee Report
1. The budget has been restructured and as a result saved $122,000 for the year
a. Miscellaneous Restructured budget items saved $99,000
b. Organizational changes saved $23,000
c. Committee will publish the restructured budget
Joint Commission/PPC Meeting November 15, 2011
We reviewed the proposed agenda for the joint commission/PPC meeting and agreed to the following. PPC members are responsible for distributing to their Commission teams.
6:00 - 7:00pm A meal together, including all members of the Commissions and the PPC.
7:00 – 7:50pm Each Commission meets separately, with PPC member/representative attending
7:50 – 8:00pm Break
8:00 – 9:00pm Each Commission Leader has 10 minutes to give a presentation to the PPC on their accomplishments and plans
The purpose of the Commission/PPC evening:
1) Allows a time for table fellowship and communion
2) Gives an opportunity to meet other volunteers in other ministries
3) Provides an opportunity to report to the PPC the activities of each Commission
4) What the PPC would like to have from the commissions is a plan of accomplishment for this year. What will help? What are the barriers?
Neither Fr. Dan Griffith nor Fr. Brian Fier, will be able to attend due to prior engagements. But the rest of the PPC will be on hand to take note.
It was decided that, for the meal this time, St. Ed’s would supply pulled pork and buns, the members of the PPC would supply salads and the staff would supply desserts. The commissions need not bring anything.
Ending
Dan thanked everyone for their positive attitudes and is appreciative of how hard this has been for everyone.
Casey ended the meeting with a prayer.
Respectfully submitted,
Casey Moore
2011-2012 PPC Schedule for Host/Minute Taker:
August 16 - Dan will bring treats and prepare meeting prayers
September 20 – Amy
October 18 - joint commission session - Casey
November 15 - Mike
December 20 (or whenever we decide to have our Christmas party) - Maureen
January 17, 2012 - Mariar
February 21 – Dan
March 20 - Felicity
April 17 - Martie
May 15 - Maureen
June 19 - Teresa
Minutes of the Parish Council Meeting
20 September, 2011
Present were: Rena Chrysler, Amy Bedor Salmey, Martie McMahon, Casey Moore, Tom Devine, Dan Kinsella, Felicity Furber, Maureen Georgou and Teresa Donovan
Guests: Judy Foster, Lonne Murphy and Cris Sorensen (staff representatives) and Jerry Marick - parishioner
Not Able to Attend: Fr. Dan, Mariar Gannon and Mike Ott
Amy led the opening prayer.
Dan started the meeting explaining that we would be juggling our agenda due to the happenings over the weekend. Jerry Marick was invited to introduce himself and let us know what his interests were. His questions surrounded the letter in the bulletin from last weekend. He was concerned and distressed about what he had read. (See attachment) He mentioned that St. Ed’s has always been a parish that responded to whatever was needed and that there had been no knowledge of the financial issues among the congregation and no communication about it. That the staffing resolution happened so very quickly, with no communication was a concern and he was not happy with the way things have been handled. He asked if this had been run through the PPC.
Dan responded that it had not. It was noted that there had been meetings with the Trustees and the Finance committee.
Jerry asked what the deficit was from last year, because the letter made it sound that the church had been in trouble, financially, for quite a while.
The answer to last year’s deficit is $6000. The PPC was aware of the deficit at the August meeting and determined it was immaterial to the overall budget. The staffing changes will begin October 3, 2011.
Rena, Lonne, Chris and Judy took us through the events of the last few weeks.
In August, Fr. Dan was informed that St. Ed’s would not be able to pay the bills and the decision was made (by Fr. Dan and the Finance Committee) that $25,000 would be borrowed from the Capital Reserve Fund to assist. Tom Devine noted that, from time to time, the parish has borrowed from the Capital Reserve Fund for temporary cash flow timing situations. From projections based on the current YTD weekly offerings, it was determined that St. Ed’s would be $130,000 in arrears by the end of the fiscal year. The decision was to try to find a way to save $100,000 from the budget. Since the bulk of the expense is from salaries, staff hours and workloads were considered carefully. Fr. Dan talked with each staff person about his/her job and the hours each worked. He, then, talked with the Finance Committee and then the staff Directors. Rena mentioned that members of the HR Committee attended this meeting. The staffing changes are listed on the attached document.
Judy said that there were really two different issues which were getting muddled together. One is the reorganization, which is what we had been talking about, and the other is the projected deficit.
Answering a question from Dan on PPC process and report structure, Lonne said that, per canon law, a finance committee is mandatory but a PPC is not.
Tom said that the Finance Committee would need to re-budget the fiscal 2011-2012 year to reflect the lower revenue expectations and lower spending.
Rena gave a recap of what the changes will be:
Chris Sorensen, Director of Pastoral Care will no longer have an Associate Director, but she will have a part-time Pastoral Care Administrative Assistant
Rena Chrysler, Director of Administration, will have little change to her staff, but a FT receptionist will be hired
Heidi Busse, Director of Faith Formation, Stewardship and Parish & Community Life, will have Cathy Donovan (Grades 1-8), Patrick Smalley (youth faith formation and young adults) and Judy Foster (Sacramental Prep) in her area
Lonne Murphy, Director of Liturgy, will have Roger Burg directing the funeral choir and a new PT adult choir director will be hired
Mary Pat Potts, Director of Social Justice and Charity, will work with reduced hours
Dan asked PPC members for suggestions on how to improve the process when we have big issues such as this finance item.
Felicity commented that St. Ed’s is has a culture of transparency and this was not transparent. The parish should have been communicated to more fully about the finances.
Dan volunteered to talk with Fr. Dan and share recommendations for communication improvement. Dan addressed the staff, thanking them for their positive attitudes.
Other Business
St. Edward’s is committed to a workshop for effective parishes being given by Tom Sweetzer on October 8.
Suggestion Box
1. Move the suggestion box off of the file.
2. The entrance to the chapel area has too much scent in the air. Many people with allergies struggle with this.
Rena will give both of these suggestions to Jerry Sellner.
Transition Team
Felicity updated on the transition team efforts. Dave Putrich spoke with Fr. Brian. Dave will go to Fr. Brian’s parish mass and meet with him afterward for a chat. After Brian gets back from his vacation, he will visit St. Ed’s and meet with the staff and the transition team.
Staff Report
Chris Sorensen gave her background, again, since there are new people on the PPC who had not met her the last time she was at a meeting. She continues to enjoy St. Ed’s and is amazed at the people at St. Ed’s – both staff and parishioners. She commented that, because her staff was cut, she will not be able to do everything that 3 people did for 90 hours each week. She still needs to have a healthy balance of work and home.
Joint Commission/PPC Meeting October 18, 2011
We reviewed the proposed agenda for the joint commission/PPC meeting and agreed to the following. PPC members are responsible for distributing to their Commission teams.
5:30 Mass in Chapel. Commission and PPC members encouraged to attend. Time change for the mass will be in several bulletins, along with a notice on the door.
6:00 - 7:00pm A meal together, including all members of the Commissions and the PPC.
7:00 – 7:50pm Each Commission meets separately, with PPC member/representative attending
7:50 – 8:00pm Break
8:00 – 9:00pm Each Commission representative has 10 minutes to give a presentation to the PPC on their accomplishments and plans
The purpose of the Commission/PPC evening:
1) Allows a time for table fellowship and communion
2) Gives an opportunity to meet other volunteers in other ministries
3) Provides an opportunity to report to the PPC the activities of each Commission
4) Informative for the new pastors, Fr. Dan Griffith at the first meeting, and Fr. Brian Fier, at the second meeting of the year
What the PPC would like to have from the commissions is a plan of accomplishment for this year. What will help? What are the barriers?
It was decided that, for the meal this time, St. Ed’s would supply pulled pork and buns, the members of the PPC would supply salads and the staff would supply desserts.
Ending
Dan thanked everyone for their positive attitudes and is appreciative of how hard this has been for everyone.
Amy ended the meeting reading Psalm 100.
Respectfully submitted,
Amy Bedor Salmey
Minutes of the Parish Council Meeting
August 16, 2011
Present were: Fr. Dan Griffith, Rena Chrysler, Amy Bedor Salmey, Mariar Gannon, Martie McMahon, Casey Moore, Tom Devine, Dan Kinsella, Felicity Furber, Maureen Georgou and Mike Ott
Staff Representative: Judy Foster
Not Able to Attend: Teresa Donavan
Opening Prayer and Introductions
Dan K. led the opening prayer and a reading from Romans 12:21.
PPC members introduced themselves to Father Dan and we welcomed new PPC member Maureen Georgou. Due to miscommunication with Teresa Donavan she was not aware of the meeting but plans to attend in September.
PPC Meeting Format and Meeting Effectiveness
We discussed the format for the meeting. For now we decided to keep the format as is. Dan K. welcomed PPC members to submit ideas for improving the effectiveness of the meetings to him.
We briefly discussed the consensual decision making process and agreed to help each other with the process. The loss of the experience and skill of Pat Lieb was acknowledged and we agreed to keep each other honest with the process in order to facilitate an open and participative environment.
Suggestion Box
There was one slip of paper, the writer said that he/she was impressed with Father Dan and was happy that he was with the parish.
Pastor’s Words
Father Dan spoke on various topics:
Ø PPC purpose is to assist the pastor and staff in assisting the needs of the parishioners
Ø He welcomed the interchange of ideas with the PPC
Ø He will bring ideas to the PPC to get input
Ø Tremendously impressed with St. Edwards and depth of faith and outreach to the marginalized.
Ø Encouraged the PPC to be open to breakthrough ideas
Ø Informed us that Chad O’Leary had resigned. Chad made the choice to leave and his leaving is viewed as a significant loss to our youth program. A search for his replacement has been initiated. Mike Ott suggested that Pete Larson be added to the search team. Father Dan asked Rena C. to make it so. Father Dan asked for our prayers on finding a talented replacement for Chad.
Ø Discussed the work load on the pastor and the possible need for a deacon.
Ø The future of the Memorial Garden remains an open item. Father Dan continues to investigate and advocate on behalf of the parish with the Archdiocese.
Transition Team
Felicity updated on the transition team efforts. There have been many compliments on Father Dan. Father Brian is tied up with the consolidation of MHT and OLG. He expects to lighten up in November at which time the committee will reengage with him to assist with his transition. We expect to have a welcome event for Father Brian and a thank you send off for Father Brian.
Father Dan suggested that an invitation to Bishop Nienstedt for the installation of Father Brian would be a good thing.
Staff Report
Judy Foster updated us on her role. Judy walked us through her responsibilities and emphasized that her role is frequently a critical re-entry point for Catholics that have laxed in the practice of their faith.
Finance Committee Report
Rena and Tom Devine updated us on the results for the fiscal year ending June 30, 2011. Our parish ended with a small deficit of $6k which is considered immaterial given the size of the annual budget. We agreed to put on the issue “parking lot” the topic of speaking to our parish more frequently about the St. Edwards culture of tithing 10% to charities. 5% to St. Edwards and 5% to other charities. Rena pointed out that the Stewardship Committee disbanded. This issue will be discussed at our September meeting.
We briefly discussed the need for metrics for parishioner population and giving statistics.
Joint Commission/PPC Meeting October 18, 2011
We reviewed the proposed agenda for the joint commission/PPC meeting and agreed to the following. PPC members are responsible for distributing to their Commission teams.
5:30 – Mass in Chapel. Commission and PPC members encouraged to attend. Rena to work with Lonnie on change in Mass time.
6:00 - 7:00pm A meal together, including all members of the Commissions and the PPC.
7:00 – 7:50pm Each Commission meets separately, and the PPC meets separately
7:50 – 8:00pm Break
8:00 – 9:00pm Each Commission has 10 minutes to give a presentation to the PPC on their accomplishments and plans
The purpose of the Commission/PPC evening:
1) Allows a time for table fellowship and communion
2) Gives an opportunity to meet other volunteers in other ministries
3) Provides an opportunity to report to the PPC the activities of each Commission
4) Informative for the new pastors, Fr. Dan Griffith at the first meeting, and Fr. Brian Fier, at the second meeting of the year
PPC Development
We agreed that Dan K. would work with Rena and Father Dan to distribute materials prior the September meeting surrounding liturgical changes.
We agreed that we would continue to reserve time in each meeting for discussion topics from the US Catholic magazine or other sources as nominated.
Parking Lot of Topics/Issues:
1. Refresh of St. Edwards Leadership Handbook
2. St. Edward’s culture of tithing as a parish 10% to charities, with the individual tithing 5% to St. Edwards and 5% to other charities
3. 2011-2012 Theme
4. Upgrade St. Edwards web site
Respectfully submitted
Dan Kinsella
Schedule for Host/Minute Taker:
2011-2012 PPC Schedule
August 16 - Dan will bring treats and prepare meeting prayers
September 20 – Amy
October 18 - joint commission session - Casey
November 15 - Mike
December 20 (or whenever we decide to have our Christmas party) - Maureen
