September 2003 PASTORAL MEETING MINUTES

PASTORAL MEETING MINUTES

September 2003

St. Michael's Pastoral Council
Meeting Minutes
September 3, 2003

Attendees

Tamra Barton, George Bardsley, Ted Burkhardt, Zac Chillemi, Robert Clagett, Lori Churchyard (guest-Technology Committee), Gary Fulmer, Mary Fulmer, Mary Ann Gehle, Kathy Knutson, Vince Ippolito, Vince Kirchner, Dennis Moore, Amy Myers, Linda Raines, Matt Regan, Fr. Mike Ruane, Amy Sorensen, Jody Tata. Excused - Don D'Valle and Tony Nelson.

Opening

The meeting started at 7:05pm with Amy Myers leading the opening prayer.
MaryAnn Gehle welcomed Zac Chillemi, a senior at South Carroll High School as the new Youth Representative.
Mary Ann Gehle thanked Father Mike and all Pastoral Council and Administration members for their hard work over the past year, the new building has added to their job responsibilities.
Connie Bly was commended for a superb job considering her expanded responsibilities that have multiplied in the past year.
Matt Regan was recognized for his excellent efforts toward the new building project
Garr Isacco and the Finance Committee were thanked for their financial work in tracking the new building cost and analysis of income sources to pay for it.
Larry Smith and Tamra Barton were thanked for their past and continuing effort on the capital campaign.
Tickets were made available to the St Therese of Lisieux performance for 7:30pm 9/26/03 at St Michael's Church.
The August 6th Pastoral Council Meeting Minutes were approved.
A sign-up form was circulated for volunteers at the Time and Talent Weekend Sept 13-14.
A group picture of the Pastoral Council will be taken at the next meeting in October.
Linda Raines has secured 8 nominees for the Pastoral Council elections to be held Sept 20-21
Mary Ann Gehle asked if all present had gotten copies of the President Report (Attachment A) and briefly reviewed it.
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.

Information - Pastor's Report

Fr Mike Ruane distributed the Pastor's Report (Attachment B), and verbally summarized some of the items.
Many of the operation issues (e.g. building access, gym use) were addressed in the Pastor's report.
Fr Mike thanked Matt Regan for his extraordinary leadership in managing the building project.
The library content, operation and space is taking shape as evidenced by the special section in the report.

Information - Building Project Budget

Garr Isacco distributed copies of the Building Project Budget (Attachment C).
The Building Project Budget is short $289,156 as of 9/3/03.
Increasing the mortgage (resulting in a higher $18,500/mo payment) will make up this shortage.
The shortage was due to lower than anticipated Heritage of Hope responses and higher than anticipated construction cost.
The average response rate for this type of capital campaign is 92 to 95% and St Michael's response rate was more around 80%.
Some of the Heritage of Hope non-responses was from current and active parishioners, they have been contacted about their pledge through a letter from the Finance Committee. There was discussion of possible deferment of any construction (e.g. kitchen equipment) however none is possible since all construction items are in progress (e.g. kitchen equipment in fabrication).
Parishioners need to be educated on the cost to operate this parish, possible in newsletter or bulletin insert.
A representative from the Archdiocese could be invited to speak about sacrificial giving, possibly on commitment Sunday.
George Bardsley suggested that the parish needs to be more aggressive in asking for money and accept the risk that some parishioners may be alienated.
Fund raising opportunities in the new building should be considered immediately after completion instead the current plan to wait 1 year.
Dennis Moore suggested that parishioners might response better to fund raising activities that are part social and/or involve receiving something (e.g. dinner) for the money contributed as opposed to just asking for cash.
Three motions were passed by the council as recommendations to Fr. Mike: 1-update the parish on its financial condition with illustrations 2- add one extra envelope per month to the box of offertory envelopes mailed to parishioners for a special building project collection 3- investigate profit making opportunities over the next 3 months and provide an recommendations to Fr Mike.

Information - Building Report

Matt Regan distributed copies of the building report (attachment D).
The group toured the new building and saw much progress (e.g. finished floors, ceiling tile & lights, windows).

Information - Operations Status Report

Mary Ann Gehle distributed the Operations Status Report authored by Connie Bly (Attachment E)
She asked all to review the report and the additional issues (attached) from Matt Regan and Dennis Moore.
Many of these additional issued were addressed in the Pastor's Report (Attachment B).
Any questions on the status of the new building operations should be brought up at the October meeting or by talking to Connie Bly. The council will be updated periodically on evolving items.

Discussion/Discernment

Dennis Moore distributed the results of the Pastoral Council Evaluation Survey (Attachment F).
The report showed the council is doing well (70-93% yes versus 6-23% no) in all 5 evaluation categories.
All of the specific comments that were written in the surveys were also reviewed.
Amy Sorensen discussed different options for the Pastoral Council Retreat on Oct 11.

Open Forum

Jody Tata asked if mass attendance has been smaller than normal.
Vince Kirchner suggest that more participation in the Eucharistic adoration every Friday in the small church would help resolve the financial problems the parish is currently facing. He said that parishes who have perpetual adoration (24 hours a day, seven days a week) do not have financial problems because of prayer and thanksgiving.
George Yager is moving to VA (we will miss him).

Closing

The meeting ended at 9:00pm with a prayer lead by George Bardsley.
The next meeting will begin at 7pm on Oct 1 in the parish hall and the prayer will be lead by Dennis Moore.

Dennis B. Moore - Pastoral Council Secretary
(Attachments A, B, C, E & F on file with original meeting minutes)