August 2003 PASTORAL MEETING MINUTES

PASTORAL MEETING MINUTES

August 2003

St. Michael's Pastoral Council
Meeting Minutes
August 6, 2003

Attendees

Tamra Barton, George Bardsley, Connie Bly (guest-Administration & Accounting), Lori Churchyard (guest-Technology Committee), Don D'Valle, Gary Fulmer, Mary Ann Gehle, Vince Ippolito, Dennis Moore, Tony Nelson, Amy Sorensen, Jody Tata and George Yager. Excused - Vince, Kirchner, Kathy Knutson, Linda Raines, Matt Regan and Fr Mike Ruane.

Opening

The meeting started at 7:10pm with Don D'Valle leading the opening prayer.
MaryAnn Gehle reviewed the President Report (Attachment A) and asked if all members had gotten their Pastoral Council Survey Form. The Survey should be completed by Sept 3rd and returned to Dennis Moore for tabulation.
The June 11th Pastoral Council Meeting Minutes were approved.
Dennis Moore passed around the latest copy of St Michael's Resource & Contacts Database list so that attendees could see any updates (in blue highlight) since the last revision and to write-in any changes or corrections.
MaryAnn Gehle asked for suggestions about how to advertise the parish web site address.
A motion passed that the web site address be displayed in the hall as a relatively large banner over the chalkboard, as a smaller banner in the atrium (over the welcome table or other suitable place) and inside the sign in front of the church. Connie Bly's son will create the banners.
Mary Ann Gehle reminded all for nominations to run in Pastoral Council elections. Any nominations are needed 2 weeks before the September 20-21 elections so that their name, picture and biography can be socialized in the parish.

Information - Pastor Report & Building Report

Fr Mike distributed the Pastor's Report and Building Report (Attachments B+C).
The Pastors Report included updates on: Church Cemetery (records being placed on computer), Building Operations (dedicated rooms 1+3 for K of C, Ladies Aux, Scouts), Prayer For Peace (small church open, daily mass etc), Remembering Our Soldiers (prayer board in atrium), Church Library (additional architecture details), Cardinal's Lenten Appeal 2003 (low keyed), Parish Mission (family invitation letters, Apr 6-9) and Holy Week Schedule (bulletin insert).
The Building Report includes updates on: schedule (finalized liturgical set-up, space use, library rqmnts), construction (34% complete), furnishings (finalized orders) and operations planning (continual planning on use+scheduling of new bldg).

Information - Resource Database

Dennis Moore distributed the latest St Michaels Resource Database (Attachment D).
Recent updates included: horizontal lines between resources to make reading easier, Library and Nominating Committee.
The database will also be distributed to administration (staff) and all other resource contacts.
Updates and additions will be asked for at the beginning or each pastoral council meeting to keep the database accurate.

Information - Pastor's Report

Mary Ann Gehle distributed the Pastor's Report (Attachment B), and verbally summarized some of the items.
George Bardsley asked how the 2003 Cardinals Lenten Appeal compared to pervious years.
George Yager answered about the same as past years and that St Michael's did not actively participate so as not to overwhelm parishioners because of our other Heritage of Hope and GIFT fund raising activities.
Connie Bly mentioned the removal of a wall between classrooms 6 & 8 to provide a larger room for Alcoholics Anonymous meetings and Choir practices.
Jody Tata asked what arrangements were made for St Michaels to host the Archdiocesan Medal of Honor Awards.
Hosting of this important function is rotated among parishes in the Baltimore Archdiocese and that the host parish is responsible for providing (at cost to the host parish) the space and refreshments.

Information - Building Report

Connie Bly presented the Building Report (Attachment C) for Matt Reagan.
Mary Ann Gehle asked if organizations had responded to the bulletin request for storage requirements (answer-yes).
The tile in the hall is being replaced with non-asbestos tile and the tile in the bathrooms is being replaced with sheet flooring.
New soap dispensers will be installed above bathroom sinks to prevent soap from dripping on the floor.
No commitments are being made for any more material or work in order to contain increasing costs.
George Yager asked if any Operations Planning had been completed (answer- no, task force will be formed in 2004).
A motion was passed to accept the Building Report.

Information - New Building & Renovation Report

Connie Bly presented the New Building & Renovations Financial Report (Attachment D) for Garr Isacco.
The $4,199,150 total project expenditures do not include renovations.
The inter-parish loan fund is also a saving account where we deposited Heritage of Hope and excess income prior to the building project.
The $1,071,355 amount that can be borrowed as of 6/30/03 is different from the $1,019,506 as of 7/11/03 in the Pastors Report due to different dates.
Even though Heritage of Hope ends in September 2003, the Archdiocese will continue to send out reminder notices in 2004.
Parishioner should be encouraged to continue their Heritage of Hope payments after September to the Archdiocese because the Archdiocese will send 100% of payments it received to St Michaels without any tax being withheld.
Connie Bly and George Yager believe the anticipated $208,342 Heritage of Hope "left to give" should be reduced to $75,000.
Legacy bequests are not subject to 15% Archdiocese tax if a specific use (e.g. for St Michael's new building) is mentioned in the will. Otherwise, the 1st $100,000 of legacy bequests is taxed at 6%, next $100,000 at 10% and over $200,000 at 15%.
We may have a cash flow problem at the completion of construction of approximately $400K depending on receipt of the remaining legacy gift, if we have to pay a tax on the gift, receiving Heritage of Hope pledges still outstanding and new GIFT pledges.
If projected donations or bequests do not cover this difference, St Michaels will have to borrow it from the Archdiocese.
Dennis Moore suggested that the New Building & Renovation Report be re-done in standard account format (e.g. cash flow, income/expense statement) where total income must equal total expense and it is clearly show where any deficits are accounted for (e.g. additional borrowing).
George Bardsley suggested we reach out to parishioners that have not given to Heritage of Hope or GIFT.
George Yager stated that the financial assumption of additional funds from 1/3 parishioners that do not use envelops and 1/3 parishioners that do not attend church regularly probably caused the $400,000 possible shortfall. In other words, a more conservative assumption would be that only the 1/3 of parishioner that regularly give through envelops would supply the bulk of the funds needed for new building & renovations.
It was suggested that the New Building & Renovations Project Report be re-done to be more accurate and understandable (e.g. standard accounting format) or be combined with the 2004 Budget Report (which is in standard accounting format). Any line items formerly associated with the New Building & Renovations Project Report can be uniquely identified by account number, italics, bold type etc
George Yager will talk to Garr Isacco about the issues raised in this discussion of his report.

Action-FY04 Budget

Connie Bly distributed the 2004 Budget (Attachment E).
A motion was passed to approve the 2004 budget with 2 suggestions: add "building & renovation expense", reformat "excess income / excess expense" to "excess income / (excess expense) ".

Discussion/Discernment - GIFT Campaign

Tama Barton discussed her committee's efforts to reinvigorate and follow-up on the GIFT campaign.
$14,000 in additional pledges has been raised as a direct result of her leadership and the committee's efforts.
Tamra Barton discussed the committee's plans for Commitment Weekend to identify price tags with specific large items (e.g. $1,000 and up) for individuals to pledge funding and list pledged individual names in a Book of Remembrance.
George Yager suggested that past finance committee minutes be reviewed for decisions that may have specified individuals that pledge fund for a specific item not be identified with that item or specific dollar amount pledged.
Tamra Barton has used information from Connie Bly to target newly register families that have not been solicited.
Attendees suggested that: large and medium items be identified for pledge but not small items (e.g. $25), all pledges cards be deposited in a single private container, more that 1 individual be allowed to pledge for a single item and a soft, tactful approach be taken to asking for additional funds.
All present congratulated Tamra Barton on her hard work and dedication on this important effort.
Connie Bly mentioned plans for a basket bingo in October using donated baskets from Lori Churchyard to raise funds.

Open Forum

A Youth Ministry Annual Report, Liturgy Annual Report and summary of Vocation Awareness at St Michael's discussions were provided via email or mailbox (Attachments E, F, G).

Closing

The meeting ended at 9:25pm with a prayer lead by Gary Fulmer.
The next meeting will begin at 7pm on September 3rd in the parish hall.

Dennis B. Moore - Pastoral Council Secretary
(Attachments A through L on file with original meeting minutes)