Pastoral Council Meeting - October 15, 2019
Present: Ruth Schluter, Jennifer Siech, Jeff Keen, Gerri Dix, Kelly Willis, Kelly Flege, Wayne Green. Absent: Elaine Lawler, Trent Lockard, Kris Dunkin
Prayer – Fr. Dave
Finance: Kelly Willis presented a proposal to increase our giving $2,150 for NCYC, LOTEC and NDVision. (A leader must have at least two students to attend NDVision) Jennifer moved, Wayne seconded. Motion passed.
Discussion regarding how the budget-to-date is presented in in the bulletin. Propose having a quarterly report of actual income and expenses in the bulletin. Wayne motioned, Kelly Flege seconded. Motion passed.
Joe Barber is the new member of Finance Committee, replacing Dan Dufner.
Jennifer moved, Jeff seconded
Faith Formation Update: CGS atrium is now in the conference room in the office. 13-14 kids in both sessions (Sunday and Wednesday).
Room is tight with Edge, with around 50 kids attending sessions.
While we know we have space constraints, it’s hard to go forward with a capital campaign. We need a Faith Formation Director first and a solid plan of what we need. Search will begin again at the beginning of the year. Hopeful to get someone hired and up and running before the end of the school year.
Thanks again to Angie and Dixie for all their extra help during this time.
Evangelization/Committee (Fr. Dave): How do we get the good news out? Tabled until next month.
ArchDioceseOne Campaign (Fr. Dave): A form of evangelization . Hope to bring everyone in the diocese together. $400K per priest to be vested. Father is hoping the campaign will begin in the spring. There is no set amount expected from each parish. Will probably be presented in a mailing. Was brought up that this may affect our own capital campaign. Father said our capital campaign will probably not happen for another two to three years.
Sharing our Time and Talent: The rough draft looks good, but we would like to see a “check list” to hand to parishioners. We would like Dixie to see if the one we used with Fr. Mike is still available.
Agenda Items for November 19:
Finance Committee update
Faith Formation update
Time and Talent
Quarterly report in bulletin
Adjourn: Wayne moved. Jeff seconded. - Respectfully submitted by Gerri Dix
Finance Council Meeting – Oct 15, 2019
Attendees: Kelly Willis, Steve Phyfe, Joe Barber, Scott Danner, Becky Willson, Fr Dave Ambrosy. Also present: Dixie Jacobs.
Monthly Financials: Offering is about $6000 above the budget and last year’s giving. Sept was especially strong. Expenses are below budget; primarily due to payroll being under budget without a director of faith formation. We had a couple unexpected expenses $1200 to repair the sprinkler system and $590 for tech services on the wi-fi system. Our annual database/accounting software fee $3100 was paid (web-based), and the $1400 sprinkler inspection (completed every 3yrs). After a discussion on the offering update in the bulletin, it was decided to include a quarterly summary of income/expenses in the bulletin.
Faith Formation Update: All the classes have meet at least once. Space has been an issue. On Wed, we have 24 first graders in classroom and 17 second graders in classroom B. The Catechesis of the Good Shepherd (PK-K) was moved from classroom A to the office conference room to accommodate the large 2nd grade class. The conference room is significantly smaller and has made the PK-K sessions challenging due to the cramped space. The room also needs to be “flipped” (rearranged, tables moved in/out, etc) from class space to meeting space twice a week. First graders are meeting in the office resource room. On Sunday, we had to move the children’s liturgy of the word out of classroom A into the office reception space. All the classrooms are being used during the 10am Mass for faith formation. Sixty middle schoolers are using the hall and church on most of the Wed. Once a month 2nd graders and their parents will gather for sacramental prep. We need to find a way to divide the hall during these evenings to accommodate both middle school and the sacramental prep.
Youth Ministry: Julie Feldhake, youth minister, and the faith formation commission submitted a recommendation to the council. Continue NCYC on odd years (Nov 2019, 2021, etc); and add LOTEC and ND Vision on even years (July 2020, 2022, etc). The proposal is to support LOTEC and ND Vision similar to NCYC. The teens pay a third, fundraise a third and the parish funds a third. $5000/yr is budgeted to cover NCYC’s third ($10,000 per trip). The proposal would add $2150 to the 2020/21 budget. The ND Vision would need a staff member to attend for the cost of $450.
Motion – 2020/21 Budget: Steve made a motion to include a $2150 increase to cover the parish’s cost (one-third) for teens attending LOTEC and ND Vision; the ND Vision would need a minimum of 2 teens attending to justify the cost of funding a staff member attending. Scott seconded the motion. The motion passed unanimously. The council also clarified that if all the funds were not needed due to lower than projected participation, the funds could not be used for used for other expenses without consulting the finance council.
ArchdioceseOne Campaign: Publicity occurring this fall with the campaign beginning in the spring for the seminarians, cathedral in Dubuque, Catholic Charities’ immigration program, and priests retirement fund.
Thank You to the Knights of Columbus for all their work organizing the Fall Dinner. It was well attended and we received lots of good feedback. The proceeds support St Mary’s ministries.
Long Range Planning: An update was given that the mission and vision statements were approved by the pastoral council.
Next meeting Nov 19. Meeting adjourned.
Building & Grounds Minutes: Oct 29 2019
Outside tour – viewed erosion, washout areas, evidence that the building is settling (dips in rock fill along perimeter of foundation). Discussed gutters and roof design that leads to large amount of rain to collect and create erosion. Also discussed trees in ‘soggy’ area of grass – too much water being deposited on this area of the property.
Parking lot – also settling, creating sink holes however a re-do of the parking lot would be approx. $500,000. For now continue with crack filling until it becomes a liability. At this point, annual fall (season) insurance walk through process has deemed the current solution to be acceptable. Will continue to watch over time.
Inside walk through – Painting was recently completed by local painter and areas look fresh (classrooms and office hallways). We discussed the space issues for faith formation classes and creative/shared use of spaces. Classrooms A and B have been carpeted to allow for comfort and sound issues. The aviary furniture and educational items have been moved to the meeting room in the main office. Some areas now require more set up and take down time than ever.
Evidence of building settling was viewed on the inside with rivets protruding out of steel studs.
Kitchen flooring under and around dishwashing area is pitted and discolored. We can consider replacing floor tiles with extra stock left over from original build or replace with new surface.
This improvement project would require time and manpower to complete. Duane relies very heavily on volunteers to help with building, grounds and maintenance projects. It was suggested that this ‘extra time’ for various projects be tracked.
Another improvement in addition to the painting was new large screen TV’s that were donated by memorials for use in the classrooms and gathering hall. This was a suggestion made in place of bells for the steeple on top of the church.
Welcome new members: introductions: Todd Tatroe, *Janessa Pries, Doug Mraz, Janet McCullough
Janessa agreed to serve as Chairperson for B & G and Janet will report first meeting minutes. See updated membership list, terms, and cycles.
Review old minutes: February 26, 2019 B & G Budget Meeting. This document was sent with agenda prior to Oct 29th meeting.
B & G Fiscal Year 2019/20 Expense spread sheet: 2 page report dated 10/9/2019 showed summary of actual general maintenance expenses / budgeted amount as 6,256 / 15,587. One area that was completely over budget was snow removal; budget will increase for upcoming fiscal year!
Prairie: This 5 year project has yet to begin. The special seeds are in storage and will be planted in 2020. St. Mary has 17 acres of prairie and the initial planting will take place in the spring.
Upcoming concerns: erosion, gutter overflow & drainage, foundation, ground settle, parking lot sink holes, kitchen flooring – addressed in the notes above.
Snow removal - Crystal Heating & Plumbing will remain the vendor of choice and due to consistent pricing and service. Look to see an increase in the budget for snow removal.
Open floor: thoughts, suggestions, concerns: Duane stated the purpose of the B & G committee is to maintain the safety of the facility inside and out with upkeep and timely repairs throughout the facility. Following this meeting Duane will create a proposal for funds to address the erosion concerns as a priority (among other items). This committee will review the proposal at the Feb. 2020 meeting. Following discussion and committee approval, Duane will present the B & G proposal for FY 2020-21 to the Finance Committee for final approval.
St. Mary PL (Holiday Bazaar Planning) Minutes Oct. 29, 2019 (5 attendees )
Helen will email a copy of poster to those attending so it can put it on social media. Helen will email a copy to Dixie to put on church website. Sharon will take care of newspaper ad. Helen has arranged for the Lions sign to be put on the Four Queens corner. It will be put there on Tuesday before the bazaar.
Sharon is working to fill vendor spaces. She currently has 27 spaced spoken for, with the payment deadline being Friday, Nov. 1.
Helen will write a Thrivent grant for $250. We will know in the next couple of weeks if we receive it.
Laura will check with the office about silent auction items. A handful have been brought in.
Laura is getting signup sheets ready and will put them out for the Nov. 8 weekend.
Linda is arranging for the cooking/making of food and for purchasing paper supplies needed.
The group okayed a $500. donation (for supplies) to the community meal program. Helen will ask Dixie to transfer this before our November 20 meeting, so it will show up on the financials.
We will have the hot pads that Helen's mother makes for one more year. Since suffering a stroke her mother can no longer make them.
There was a question about using both classrooms for white elephant. Helen checked with Angie and this is not possible since only 1/2 of the items for the little ones' faith formation has been moved out.
Helen did check with Dixie about putting an article in the bulletin listing donations from last year's profits and noting that this would not be possible without all the volunteers/helpers for the bazaar. This will be emailed to Dixie by Monday, Nov. 4.
Next meeting: Wednesday, November 21 at 7:00
Community Meal Planning Meeting November 2019
Attendees: Tom Singewald, Jim & Linda O’Donnell, Jim & Sue Aubrey, Nancy Carlson, Dolly Kreger.
Last month we served 227 meals of pork chops, mashed potatoes, green beans, bars and ice cream. The meal cost$193.03 and took 87 hours to prepare and serve. There was $260 of in kind donations from Hy-Vee and Albrecht Farms.
It was reported, that St. Mary Church will serve March 16th and March 23rd, 2020 as there a several months with 5 Mondays next year.
Parish Life donated $500 to Saints Café to be used for supplies. This will be a great help and we thank them for this generous donation.
The November meal will be scalloped potatoes and ham, squash, ice cream and cookies.
The December meal will feature maid rites, pork & beans, potato chips, bars and ice cream.
In January we will serve pork loin.
Angie Beck is preparing door signs indicating Saints Café will not be open until 4:45 PM.
Connie Albrecht will supply potatoes for the November meal.
The next meeting will be December 4th, 9:30 AM in the conference room at St. Mary Church
Pastoral Council Sept 17, 2020
Present: Jennifer Siech, Ruth Schluter, Elaine Lawler, Trent Lockard, Kris Dunkin, Jeff Keen, Gerri Dix, Wayne Green (FFC), Kelly Fleger (Finance), and Fr. Dave Ambrosy
Election of officers (By unanimous vote) : Ruth Schluter, Chair
Trent Lockard, Co-Chair
Gerri Dix, Secretary
Reviewed minutes of August 20, 2019 meeting. Wayne made motion to approve minutes, Elaine seconded. Approved.
Finance: Steve Phyfe, Kelly Willis and Dan Dufner will address congregation this weekend at Masses to have them consider increasing their support and/or considering on-line giving.
Faith Formation: Morgan Hockensen has agreed to work part-time on Faith Formation. We will try again to search for full-time candidates later in the year. Jennifer suggested they utilize Indeed.
Faith formation classes will be held between Masses on Sunday and on Wednesdays, three times per month. We are still in need of volunteers to help.
Thank you to Dixie and Angie for all their work setting up the Faith Formation program.
Julie has her programs in place and ready to go.
Evangelization/committee: Will talk more next month about evangelization. We discussed the need to do a new Time/Talent/Treasure Inventory. Ruth will talk to Dixie about pulling out an old one from previous year. Possibly roll out a new TTT Inventory in November.
Office Hours: Change to summer hours permanently. M-Th 8 a.m. – 4:30 p.m., F 8 a.m. – 2 p.m. Motioned made by Trent, seconded by Jennifer to make this permanent. Motion carried.
Agenda items for October 15: Stewardship
Jennifer moved to adjourn, Trent seconded. Motion approved and meeting adjourned.
Finance Council Meeting – Sept 17, 2019
Attendees: Kelly Flege, Kelly Willis, Fr Dave Ambrosy. Also present: Dixie Jacobs.
Monthly Financials: Offering is within the budgeted amount, which is comparable to last fiscal year’s giving. We paid our annual (web-based) software fee for our census database/accounting $2100. We also had a $1200 repair to our sprinkler system and $330 to repair the drinking fountain. The 2 classrooms were painted for $850, which was less than budgeted.
Financial Talk: The draft talk was revised. Kelly W and Kelly F will work on it and email it out before the weekend. Volunteers for Mass talks are Kelly W 8am, Dan 10am, and Steve Sat.
Office Hours: A proposal to continue the summer office hours M-Th 8am-4:30pm F 8am-2pm. This seems to be working better for the office and are the same hours as the Archdiocese center. Finance had no reservations with this change.
Archdiocesan Campaign: The campaign’s goal is $15 million for the seminarian fund, priest retirement fund, repairs to the cathedral in Dubuque, and Catholic Charities program to assist immigrants. The promotion of the campaign will begin this fall, and fundraising begins in the spring.
Request for Antenna: A survey company has asked to put a GPS antenna on the NW corner of our property. They would be responsible for all costs and maintaining it. They need 3 antennas on high points forming a triangle. One is on their property in SE Waverly, one is on city property in SW, and this would be the NW location to complete the triangle. The members were alright, if there the Archdiocese didn’t have reservations. Update – Dixie contacted Rich Earles, archdiocesan risk manager, who recommended we acquire proof of insurance with the church and archdiocese “additionally insured” and a lease agreement for survey company to sign.
Sept 15 Meeting: Faith formation update, monthly financials. Meeting adjourned.
Faith Formation Space Issues – I shared this with the faith formation commission, and wanted to keep the parish leadership aware of the struggle to accommodate our youth especially on Wednesdays. We found through the registration process that the majority of youth can only attend on Wed due to their schedules. In addition to the elementary numbers, we have 60 middle schoolers in the hall/church during elementary formation. It is a busy facility on these evenings! – Dixie Jacobs, Business Manager
3rd-4th Grade in classroom A. Wed 24; Sun 7. Only the classrooms will accommodate Wed’s numbers.
2nd Grade in classroom A. Wed. we have 17 second graders. We were planning on putting them in the office conference room. This is not possible with this many children. We had to move the PK-K atrium to the conference room. Second grade will be in classroom B. On Sun, we are combining the 4 first graders with the 7 second graders; on sacramental prep days the first graders will be in the office resource room.
2nd Grade Sacramental Prep – Held once a month on regular class times with parents attending with 2nd graders. This means 22 youth (3 additional signed up for only sacramental prep and 2 third graders) plus their parents. They will not fit in classroom A, but we have high school Life Teen in the hall most of these nights. So we have to put up a divider to “share” the hall space.
1st Grade in office resource room. This room was for small meetings with more comfortable, casual furniture. We have to change it to a classroom with a child height table for the 10 first graders. This room cannot accommodate more.
PK-K Catechesis of the Good Shepherd in office conference room. We have 13 in Sunday and 13 in Wed sessions. This space is very tight for their needs, and the catechists are being creative to make it work. The shelving units and displays have to be folded up so we can put a table in the room on non-CGS times to accommodate other meetings. This means twice a week we are “flipping” the space for other uses.
Children’s Liturgy of the Word in the office reception area. With faith formation in both classrooms on Sunday morning, we had to “create” a new space. During the 10am Mass, CGS will be in the conference room and Children’s Liturgy will be gathered right outside the atrium. This may be a disruption for both, but it is the only space we have available.
Faith Formation Commission Meeting Sept 24, 2019
Attendees: Father David, Julie, Becca, Bill, Jenn, Andrea, Terri
Staffing for PK – 4th programming
Morgan joins on our staff on Fridays to getting younger programming started (part time)
Morgan will be leading a Catechist in-service for teachers. PK through 4th.
Schedules: see bulletin
First sessions: Wednesday Oct 9th & Sunday Oct 13th
Numbers look good. Space is becoming a challenge.
CGS: 5 trained for CGS Level 1. To grow the level 2 and level 3, it’s estimated to require getting 4 people trained a year. Education endowment can be used for this type of training.
CGS Level 2 discussion:
Different reactions based on the child and faith experiences. We’d like to see how programming for grades 1-4th is going before continued discussion on training level 2. Discussion on how feedback will be gathered for the younger age programming. It was thought by teachers, parents and kids.
Questions around sacramental prep timing and classes, this was around parent expectations when a parent is a catechist or helper for a class.
Director of faith formation position search is still on going.
Adult small groups: Sigrid didn’t have any takers on faith sharing leaders for the small groups.
RCIA – part of faith formation. Molly 3 people are interested and it’s faith sharing and making the community connection.
Middle School and High School Programs – see Julie’s Update
Questions from the parish:
Julie is looking at Talent Search & Youth ambassadors for the teens.
LOTEC: Expense, $7000 for a year and participants need hiking gear. Deacon Phil would be a squad leader for the next group if there isn’t other interest. Every 2 years and it would follow the year after NCYC.
NDVision: Lighter than LOTEC. They are expected to do a service project after they return. Cost $550–575 per participants. Participant expense expectations at St Mary, fund raise a 1/3, pay for a 1/3 and scholarships for 1/3. A motion was made to do LOTEC and NDVision on years opposite of NCYC. The motion was seconded, and the commission approved.
Community Meal Planning Meeting October 2019
Attendees: Tom Singewald, Sue & Jim Aubrey, Nancy Carlson, Jan Kreiner, Jim O’Donnell
Last month we served 201 meals of pulled pork sandwiches, pork & beans, watermelon, potato chips, cookies and ice cream. It cost $181.22 and took 80 hours to prepare and serve. There was $245 of in kind donations including Hy-Vee, Dix Family Farms, and Saint Mary Bakers.
This month we will serve pork chops in mushroom gravy with mashed potatoes, green beans, ice cream and bars.
In November we will serve scalloped potatoes with ham, squash and ice cream and cookies.
In December we will serve pork chops or pork loin.
Dix Family farms will make squash available on October 16th which we plan to prepare and freeze for use at future meals.
The new security measures employed at St. Paul Church/school appear to be working without major disruption for our guests.
There is an all church meeting on October 24th, at 6:30 PM at St. Paul Church and all are asked to attend.
The next planning meeting will be November 6th in the conference room at St. Mary Church at 9:30 AM.