August 2002 PASTORAL MEETING MINUTES

PASTORAL MEETING MINUTES

07 August 2002

The meeting opened at 7:15 pm.

The opening prayer was by Frank Pesce. This was a “Prayer Reflection” from Saint Francis De Sales, a phrase in the reflection stated: “Try to do the will of God, and that is enough”.

The opening prayer for the meeting on September 4, 2002, will be by Vice President Frank Pesce.

The minutes from the last meeting were approved. The motion was made by Vice President Frank Pesce and seconded by Vince Ippolito.

President’s Report – Mary Ann Gehle:

Recording Secretary’s Note: President Mary Ann Gehle submitted a written report. President Mary Ann said that a lot of things have happened since our last meeting. She asked all council members to place the date of October 13th on their calendars, because a workshop has been scheduled with Charlie Hiebler. The workshop starts at 1:30 pm to 5:30 pm.

(See Attachment A)

Pastor’s Report – Father Mike Ruane:

No Report.

Correspondence Secretary’s Report – Tony DeMattia:

No Report.

Vice President’s Report – Frank Pesce:

No Report.

Director of Religious Education – Amy Sorensen:

Recording Secretary’s Note: Amy Sorensen was not present at the meeting and submitted a written report.

(See Attachment B)

Administer of Religious Education Report for Grades K – 5 – Mary Fulmer:

Amy Sorensen and I are working on themes for the workshops this year for the elementary students. I have had two young men receive their First Communion this month. I am still interviewing the parents who want to home school their children this year in Faith Formation Classes. I am working with the new Catechist’s and preparing them for a classroom situation.

Education Representative for Youth Report – Ted Burkhardt:

No Report.

Youth Representative – No Rep.

Recording Secretary’s Note: Joanna submitted a written report.

The Habitat for Humanity was a great effort that was put forth by all who attended. I was unable to attend this year, but received reports from those who did. All who went were able to see the house that they had previously worked on in Pittsburgh, Pennsylvania. All who attended witnessed their hard work truly making a difference. Once again, the Archdiocese of Baltimore hosted Justice Action Week, a six-day urban-immersion program in Baltimore City. Participants have the opportunity to learn about social justice and Catholic social teaching. This is a wonderful program; encouraging youth to take an active stand for social justice while building his/her faith. Brendan Grant, an uprising Senior at South Carroll High, served as one of the two peer ministers to serve the participants at Justice Action Week. This is my last meeting with the Pastoral Council as the youth representative. We have a new representative and her name is Kristen DeIuliis. I am leaving for Saint Mary’s College on August 18th. I have learned many things about leadership, spirituality, and service as a member of this council. I have learned from each and every one of you on the council, and I will take all of this knowledge with me. It is extremely important to stay connected and involved in the church, and serving on the council was a great way for me to represent the youth. I plan on being very involved in campus ministry at college and maybe one day, I will be on the Pastoral Council of my Parish. Thanks for a wonderful year and all your support.

(See Attachment C)

Committee Reports:

Liturgy – Amy Myers:

No Report.

Religious Education Committee – Diane Creel:

Recording Secretary’s Note: President Mary Ann Gehle made this report.

As all of you know, Diane Creel will be stepping down as the Religious Education Committee Chair. Pat Castle has agreed to take over. I would like to personally thank Diane for all her hard work throughout the years. Please, if any of you see Diane at church, thank her for her hard work. Pat Castle will probably be attending our meeting in September, and we can meet her then.

Development – Barbara Riley:

No Report.

Building – Matt Regan:

Recording Secretary’s Note: Matt Regan was not present at the meeting but submitted a written report. Father Mike gave a synopsis of what the written report stated.

The bottom line is that everything has been done that can be done without a permit. The access for Hardy Road is now finished and is functioning. The septic has been dug, the trailers have been placed, and the sediment fencing has been put up. Jim Keller who is the site superintendent suffered an aneurysm of the stomach. He is a super superintendant and is the one who makes sure that everything gets done in a timely fashion. He is now out of the hospital and is doing well. He wants to come back to work as soon as possible. He is very committed. Jim has formed relationships with the neighbors on either side of our property. With every permit there needs to have twelve different departments signing them. Please continue to pray for our building. This is the way it works: you first get a Site Development Permit, then a Grading Permit, and then the Building Permit, in that order. The building permit should only take another week or two.

(See Attachment D)

Finance – George Yager:

Recording Secretary’s Note: Connie Bly, who is the parish secretary has agreed to attend this meeting to answer any questions or concerns that the council may have concerning the budget.

Council member Don D’Valle asked how the finance committee could formulate an increase in the amount of income each year? Answer: a formula with a percentage in based on an increase of the Cavan Program (a sacrificial giving program done each year at the same time). It is also based on inflationary growth, (incoming new parishioners, Heritage of Hope Pledges, Bingo income, the loose offertory collections, which have stayed fairly stable, the envelope offertory collections, the Holy Days offertory collections); all of this is taken into consideration when achieving this amount. Recording Secretary’s Note: Larry Smith who is also on the Finance Committee stepped up to explain further, this amount is cost reflective, we use an increase of less than two percent, the archdiocese’s has stated that we have an increase of parishioner’s of fifteen percent a year.

Council member Vince Ippolito asked if the budget had added the cost of utilities that would be used by the construction company. No it is not. The amount of electricity or anything that will be used by the construction company can never be estimated. The only thing that the construction company will be reimbursing us for is the use of the water; they have placed a meter on the water. This budget can handle a one million dollar loan payment without touching any budgeted money. The cost of the Kitchen equipment will go down, because we are going to change to gas equipment. The cost of running the air conditioner will go down because we now have several air conditioners and we will be transferring to one air conditioning unit.

Council member Tony DeMattia asked about the salary expenses, where are all the tax deductions? Larry Smith answered that we are exempt from paying FUTA taxes; our only liability is to FICA taxes.

Council member Tamra Barton asked how the Poor Box works and why the budget stated one amount and the actual amount was a great deal higher? Connie Bly replied that the average poor box donations collected each week average $35.00 to $40.00. Some parishioners also place an envelope in the weekly offertory baskets stating that what money is inside being placed in the poor box collection. Our expenses from the poor box comes from the Food Cellar, Holiday Baskets that are given out to the needy, paying electric bills, medical bills, prescriptions of those who are in need. We discern this money as best we can to help the needy in our parish.

Council member Tony DeMattia stated that he sees a new budget item of appreciation, what are we appreciating right now, we have nothing to appreciate? Larry Smith explained that the Archdiocese has made us accountable for everything and we received this expenditure from the Archdiocese. This is a non-tax entity; this is simply paper money, which is to our good. We currently have no long-term debt, so this makes us $210,000.00 in positive cash flow.

The motion was made by Vice President Frank Pesce and seconded by George Yager to accept the fiscal year 2003 budget. All approved.

Cornerstone Committee – Bev Shaffer:

No Report.

Service Justice – Bev Shaffer:

No Report.

Technology – Bill Kroshl:

Recording Secretary’s Note: President Mary Ann Gehle gave the following report.

Bill Kroshl has resigned because of family and work commitments and has asked me to find a replacement chair for the Technology Committee. The web site is operational and has been since July 1st. The Churchyard’s have set up an informational website and they have done a great job. We now need people to maintain this operational website.

The Churchyard’s have sent to me the instructions as to how they will be updating the web pages. I have asked the Men’s Club to take the website and help maintain it. I would like to approach the Churchyards about working with all the committees and organizations here at Saint Michael’s as to whether each wants an active web page that will be updated daily, weekly, or monthly. Also to see which committees or organizations will only need an update that will be done yearly. I would like to get the committee and organization chairs and the Churchyard’s together and find out who, and how to update the web pages.

I am looking for a new chair for the Technology Committee, if any of you are interested or if you know of anybody who would be good at this please let me know.

(See Attachment D)

Time, Talent & Treasure Committee – Tamra Barton:

The scheduled weekend will be September 7th & 8th. The tables will be arranged on Friday, September 6th. All committees and organizations can set up their displays on Saturday, September 7th from noon until 5:30 pm.

Father Mike has requested that I not take a negative response from any organization or committee chair that does not want to set up a display in the hall. Father said that they need to participate in this event as part of the parish.

This was Father Mike’s idea and he has agreed to greet the Parishioner’s who are leaving Mass from the Atrium doors that lead into the hall. I have contacted the Usher leaders from each Mass to help with the ushering of parishioners towards Father after each Mass. Christa Pusateri has agreed to provide the refreshments for the whole weekend.

I sent a letter with a drawing to forty-two committees and organizations. Then I contacted Buzz Clagett and showed him my drawing of the table arrangements. After calculations were made by Buzz, a new drawing of the table arrangements were made. I sent out the new update. I have requested that all committee and organizations stay to help clean up the hall.

The following is a list of the committees and organizations that have said yes so far,

Knights of Columbus
Ladies Auxiliary
Columbian Squires
Service Justice
St. Vincent De Paul Society
Spirituality Support Team
Prayer Network
Pastoral Council
Evangelization
G.I.F.T. Capital Campaign
Education Committee

I have requested that the displays on the tables that are not against the wall, their displays be set up facing the center isle.

I have given Father Mike the bulletin announcement that I would like to have placed in the bulletin on the weekends of August 31st /Sept. 1st, for his approval. Father gave his approval and I have placed in Chris Luchansky’s mailbox.

(See Attachment E)

Shepherd Groups – Kim Snyder:

No Report.

Evangelization – Linda Gasch:

No Report.

Old Business:

No old business conducted.

G.I.F.T. Capital Campaign – Larry Smith Chair:

Recording Secretary’s Note: President Mary Ann Gehle said that Larry Smith and Chris Cusack have been working very hard. Larry has gotten very professional as time goes on with his presentations. Father Mike has given a history of the parish from the past to the future. As council members if you have not attended a reception you need to do so.

Larry Smith gave his report. We have 214 pledges along with one other large pledge that has not been accounted for. We would like to be closer to the $800,000.00 mark, but we are alittle behind. We would like to participate in the September 7th and 8th weekend to keep the parishioners up to date. Then I would like to have two families come forward to sponsor two more receptions later in September. Our numbers from pledges are ok, but we are slightly off. There are 56 pledges that are less than $2,000.00; to be successful we needed to have pledges in the $4,000.00 range.

Please stay positive, I know that the summer has been a drain on the campaign. 40% of the top 420 families have responded to the campaign, we need to make a contact to approximately 250 families. There were a total of 287 Heritage of Hope respondents, and there are 136 of these that are still outstanding pledges. Out of the 214 pledges that we have received 105 of those were Heritage of Hope participants for a total of $481,000.00. We have received 73 No’s, and 31 of those no’s where previous Heritage of Hope Campaign participants who are still paying on that pledge which totals $140,000.00 in unpaid pledges. There are over 200 Heritage of Hope Campaign participants that have not responded at all to this campaign. So, as of August 26th, there have only been 20% of the Heritage of Hope Campaign participants responding.

Council member Vince Ippolito asked what percentage of the total parish has been contacted. Larry Smith responded by saying 100% of the total parish has received at least three types of information, (the invitation to a reception, the packet, and bulletin inserts, along with Father talking at Mass). There are a total of 218 families that have attended a reception, that is a total of 16% of the overall parish.

Chris Cusack responded, there were 1,100 packets mailed out on July 19th. On commitment weekend, July 28th, a total of 120 responses were collected. The summer months have definitely affected this campaign.

Larry Smith responded, our next step is to mail out the reminders in early September for those who have made pledges, I am working with Barbara Riley on formulating a great looking reminder to keep the respondents interested in keeping their pledges. Then I want to make another big push toward the end of September. If we can reach the three hundred families that have not responded to the packet mailings then I think we have a chance to raise the money we need. Chris Cusack responded, 30% of the parish are the top givers and will always be the givers. 30% of the parish are not giving and will probably continue to not give. The middle 30% of the parish are the ones we need to contact. The parishioners who are giving are giving three times their offertory. This is good news. August 16th is the last contract day. Tomorrow we will be laying out a plan to make this campaign a success. The volunteers are doing a great job. Last night eleven volunteers came to the meeting and divided among themselves 130 cards for visitations. The week before there were 76 follow-up phone calls that needed to be made by the volunteers and from these follow-up phone calls that were made we received 13 responses. This is not a one-time shot; we will readdress our effort in December. Larry Smith responded, we would constantly be in front of the parish letting them know what is going on. The two million dollars is for the structure alone but not for the furniture or the kudos needed to use the space.

Chris Cusack said that there was a question as to why the campaign committee approached the Heritage of Hope respondents along with the rest of the parish. We need to let the Heritage of Hope participants know that we thank them for helping us to get where we are right now. Each of them needs to know where their money is now. Also Evangelization is also a big part of this campaign. Each volunteer who is visiting is asking “What can Saint Michael’s do for you?”

Larry Smith said that he wants to take the time and approach the committees and organizations of the parish and ask them to consider as a whole a contribution to the campaign. I want to keep running forward.

Council member Vince Ippolito made the comment, some people who are still paying on their Heritage of Hope Campaign, have said they are not done paying on their pledges and are being asked to give more money.

Larry Smith responded, there are no words written in the Bible that says we have to stop giving, or when our giving is to stop. The building will not wait; it is going to be built. Because of our needs in the parish and the costs of two million dollars more we cannot wait to build. Anyone who wants to give a pledge and cannot do it now can start their pledges two or three years from now. Vice President Frank Pesce remarked that those who have financially stretched to give a pledge for the Heritage of Hope Campaign now know that they can afford a pledge. He also stated that there are some parishioners who have stretched to the breaking point and have postponed many things because of their pledge.

Larry Smith stated that he wants parishioners to start with their prayers, and then their talents and then their giving. We do not know anyone’s financial situation and we do not want to make any judgments as to who can make pledges and who can’t. We do not want this to be a negative campaign. We want the Heritage of Hope campaign participants to know that their money is the seed money for this building. The Heritage of Hope Campaign raised $1.4 million, with $300,000.00 going to the Archdiocese and for renovations to the small and large churches. There is also another $300,000.00 that has not been collected, which leaves us with a total of $800,000.00 left in the bank now.

President Mary Ann Gehle stated that if anyone of us hears about someone struggling with the concept of this campaign that we need to clear the air, get them in contact with someone who can help them with their concerns, Father Mike, Larry Smith, myself. We have to stop any negative issues from continuing.

Chris Cusack again replied, I have gotten many positive cards and letters sent back to the campaign office with pledge cards. All of these comments good and bad have been given to Father Mike. It was requested that some of these notes find their way into the bulletin. There will be a meeting here tomorrow night at 7:00 pm to discuss strategy.

New Business:

Pastoral Council Member Elections – Mary Ann Grubbs & Linda Raines:

We now have five people who have come forward to run for next year’s vacant seats. Mary Ann Grubbs asked if there were specific items that needed to be addressed by the candidates in their Biographies? President Mary Ann Gehle responded, History with the parish, or parish they came from, work history related to experiences, family, and work that they have done in the parish. The elections are scheduled for September 15th & 16th.

Council member Don D’Valle asked Linda Raines if she had contacted the ones who ran last year. Linda Raines replied, yes I have and every one of them have other responsibilities in their lives now.

Evangelization Resource Network – Linda Gasch & Gary Fulmer:

Recording Secretary’s Note: President Mary Ann Gehle mentioned that Linda Gasch and Gary Fulmer have submitted a mission statement so that they can be voted into existence. They also held a workshop and they have a large following.

Linda Gasch responded: While we were working on our mission statement we read the US Bishops “Disciples In Mission” statements and revised them because they are exactly what we felt, and they helped us to define our mission. I do not want to call it a committee because then it lies with the chairs for continued growth. I feel it is everyone responsibility to evangelize.

I have asked Father Tom Marsh to conduct a workshop in April. Every parishioner is to evangelize by doing simple things such as wearing an “I Love Jesus” t-shirt, or placing a paper or handout in something they are giving out. We need to evangelize ourselves first before we can go and evangelize the world.

I would like to have a member from each committee and organization to be a member of the Evangelization Resource Network.

We need to affirm the need for evangelization in our parish and we need to see it grow.

The motion was made by Tamra Barton, We vote into existence a new entity called Evangelization Resource Network. The motion was seconded by Don D’Valle, all approved.

Evangelizations function is to be a catalyst for everything.

(See Attachment E)

President Mary Ann Gehle Remarks:

Kim Snyder has four other ladies along with herself that are making welcoming phone calls to the new parishioners. Kim has stated that she would like to only work with the Shepherding Groups, and asked me if I would find another chair for the Welcoming Committee. I would like to have three different phases of welcoming. First the phones calls that are made to the new parishioners, second to man the table in the Atrium, third the monthly dinners with committee and organization representation. Our first welcoming dinner will be held on August 17th. If we do not have people who will come forward to chair these things our welcoming efforts will putter out.

If you have not seen one here is a new parishioner registration form. When these are filled out Chris Luchansky then adds their name, address and phone numbers to the directory in the computer. Then she looks at the activity side of this form and judges it three ways: If the parishioner has placed a P next to an activity (indicating past interest), nothing is done with this information. If the Parishioner places an A next to an activity (indicating already active), there is also no action taken. But if the parishioner places an I next to an activity (indicating interest), Chris gives this information to the appropriate committee/organization for a contact. We do have a computerized database in our system s

o all information should be on this database. Maybe we should request a monthly statement or report on our newest parishioners.

Getting back to the issue of welcoming our new parishioners, I have talked to families that have attended a campaign reception and have been told that we can do more to welcoming our new parishioners. We really need to develop more ways to be a welcoming community. The welcoming booklets are being mailed out.

The meeting was adjourned at 8:53 pm

Respectfully yours,

Tamra Barton

Recording Secretary