Council & Committee Minutes

Pastoral Council Meeting 5 – 21 – 19
Attendees: Ruth Schluter, Renee Aschbrenner, Mary Ann Hinders, Elaine Lawler, Father Ambrosy, and Kelly Flege representing the Finance Committee.
April 16, 2019 minutes were reviewed and Elaine moved to approve the minutes. Mary Ann seconded the motion and the motion was approved.
Finance Committee Update: Kelly presented the budget, with revisions, to the council for a vote. The suggested revisions were to lower the offertory budget, as well as a reduction to the Buildings and Grounds expenses. Consideration also needed to be given to the position for Director of Faith Formation. Michelle Stone will stay on full-time as the director, while Julie Feldhake and Angie Beck will be coordinators.
Renee motioned to approve the budget. Kelly seconded the motion and the motion was approved.
Peace & Justice Committee: Recommendations brought to the council for distribution of tithe. The council supported the distribution of funds to the following organizations:
Local: Waverly Veteran’s Homeless Shelter
National: Cedar Valley Friends of the Family
International: Caritis
Mary Ann motioned to approve the distribution of funds. Elaine seconded the motion and the motion was approved.
Task Force Update: The first rough draft of the goals was presented to the council. The draft was formed off of a list of short-comings that was formed from the task force meeting.
Pastors Comment: Father Ambrosy encouraged everyone to join in the Parish Fun Night (formerly the Volunteer Appreciation Mass and cookout) on Wednesday, June 5th. He also thanked the outgoing council members.
Renee motioned to adjourn the meeting and Mary Ann seconded the motion.
 
 
Finance Council – May 21, 2019
Present: Penny Toay, Steve Phyfe, Kelly Flege, Kelly Willis, Fr Dave Ambrosy. Also present: Dixie Jacobs.
Monthly Financials: Offertory continues to run about $12,000 below budget. However, the deficit is not growing. Parish utilities are running below budget overall. The phone/internet service through Wavery Utilities has saved about $400 this year. The kitchen has a roof vent leak. It will be repaired this week.
Motion - Building & Grounds 2019/20 Budget: Kelly F reported Dan had met with Duane Schwickerath, building & grounds mngr., to discuss the equipment proposal. The council discussed the proposal and Dan’s recommendations. Steve made a motion to replace the drive shaft for $1500, and to not replace the other equipment ($6800) this year; it would be repaired as needed. Penny seconded the motion; the motion passed unanimously. The building & grounds budget includes $1500 equipment repair (drive shaft), $4000 parking lot crack fill, $500 weed control.
Motion – Director of Faith Formation: Michelle Stone will resume the full-time DFF position for 2019/20. This position was amended to a 11 mo. full-time position. The DFF is a supervisory position over the youth minister.
Staffing Discussion: The finance council discussed hourly/salaried and exempt/non-exempt status. Dixie will clarify with archdiocese the status of specific staffing positions to be sure we are in compliance.  Fr Dave recommended discontinuing the half-day off before holidays for staff. The council left this at Fr Dave’s discretion. Staff benefits/time-off will be compared to those of the archdiocesan pastoral center in the fall as a discussion in preparation for next year’s budgeting process.
Motion - 2019/20 Budget: Offertory was reduced from $525,000 for this fiscal year’s budget to $515,000 for next year’s budget. The building & grounds budget items were amended as listed above. The director of faith formation’s salary was amended for full-time 11mo/yr. The net balance of the amended 2019/20 budget is +$19,081. Steve made a motion to send the amended 2019/20 budget to the pastoral council for approval. Penny seconded the motion; the motion passed unanimously.
Religious Education Endowment: The endowment had a 4.75% gain (+$12,500) in Nov, which was reinvested. The endowment had a 1.25% loss the past 6 mo. ending March (-$4484). So over the past year, the endowment had a gain of 3.5%; and a 7.6% annualized gain over the last 3 years and 5.1% annualized gain over the past 5 years.
Next meeting is Aug 20. Agenda items: review 2018/19 end of year, monthly financials, update employee handbook. Meeting adjourned.
 
 
Parish Life meeting May 22, 2019
Grace Beck, YTM ( Youth, Theology & Ministry ) representative reported on her participation in last summer’s camp.  The group Journey was formed as a result of the girls experience at the YTM summer camp over the last few years. Putting their learning experience to work in their faith community by learning and doing is a goal of this group.  They have worked with the Boys and Girls Club.  They met twice a month.  One meeting took place at Bartels where they interact with the residents through games and short programs. The girl’s second meeting focused on Women in Jesus’ Life.  They are reading My Life With the Saints.
The request this year is for $300.00 to fund their summer camp.  Helen will talk with Dixie about donating the $300.00.
The financial statement was reviewed and Helen will talk with Dixie concerning some questions there.
Helen will be purchasing the pillows and some pillowcases for the Shelter.  Charlotte has made pillow cases also.  There is a large turnover at the shelter.  Often they are housing 20 or more at time.
There was some discussion on serving funeral lunches.  We will clarify some of the wording in the luncheon pamphlet.  As more special requests from the family of the deceased have been occurring we must be able to get more detailed information from the funeral home or family themselves.  We need to keep gluten free food options away from the main course. (served from the window).
Linda has purchased 12 new coffee carafes to replace 12 old ones which no longer had lids.  The cost from Wilson’s was $228.23.
Linda will check with Michelle on the snack needs for Totus Tuus.  We spent $155.15 for snacks last year.
There will be no July meeting.
 
 
2019 Strategic Planning - May 2019
 
Mission
The mission of St. Mary Parish is to make Christ real in our communities by living the gospel, worshipping together and serving others.
 
Vision
St Mary parish lives the gospel by reaching out to support the physical, emotional and spiritual needs of our communities. Our formation activities attract and engage all people to grow closer to Christ. Members are actively encouraged to discern their vocational calling.
 
We worship together as disciples and participate actively in a variety of ministries. A focus is placed on sacramental participation. Our Christian community is nurtured through many small faith sharing groups, meals, activities, spiritual retreats and missions.
 
Stewardship of time, talent, and treasure is encouraged. Service to others includes outreach to those less fortunate by a compassionate physical presence and monetary support. The parish tithes to local, national and international groups to meet their social, economic and cultural needs.
 
 
Goals: 3-5 years out that move us toward the Vision
 
Faith Formation
Build a program for all ages to learn and grow in their relationship with Christ and His Church and witness to others through a variety of vibrant formation opportunities.
 
Worship
Encourage and improve parishioners’ full, conscious and active participation in liturgies and activities and welcome others to join us.
 
Stewardship
Increase parish involvement and activities to address the challenges of our society. Expand our service to those in need in our community.
 
Facilities
Provide attractive facilities to meet current and future faith formation and parish needs
 
 
Community Meal Planning Meeting June 2019
Attendees:  Jim O’Donnell, Tom Singewald, Dolly Kreger, Nancy Carlson
Last month we served 237 meals of pork chops, mashed potatoes, green beans, roll and butter, bars and ice cream.
This month we will serve goulash, roll & butter, jello with fruit, cookies and ice cream.
The two meals we serve in July will be maid rites, pork & beans, potato chips and either bars or cookies and ice cream.
We plan to cook all the hamburger and make the maid rites at the same time we cook the goulash.
We discussed the long range planning committee’s results. 
We appear to be experiencing a need for additional volunteers to help, especially bakers as several of our faithful are no longer able to supply the cookies and bars.  We will ask for volunteers when we update the parish after our year end.
We have completed an application for a grant from the ELCA.  This grant was specifically to be used to allow us to use recyclable take out cartons which would cost over $2,000 additional per year.
Out next meeting will be July 3rd, 9:30 AM in the conference room at St. Mary Church.
 
 
Community Meal Planning Meeting June 2019
Attendees:  Jim O’Donnell, Tom Singewald, Dolly Kreger, Nancy Carlson
Last month we served 237 meals of pork chops, mashed potatoes, green beans, roll and butter, bars and ice cream.
This month we will serve goulash, roll & butter, jello with fruit, cookies and ice cream.
The two meals we serve in July will be maid rites, pork & beans, potato chips and either bars or cookies and ice cream.
We plan to cook all the hamburger and make the maid rites at the same time we cook the goulash.
We discussed the long range planning committee’s results.  There were comments to the effect “the parish may not support the building of a rectory at this time?’  “It was also mentioned, the poor attendance at faith formation may be the result of the programs offered may not meet the needs of the students.  There also appears to be the lack of commitment from parents to require attendance at faith formation classes.”  While construction of additional classrooms and storage may help the teachers, it may not increase the number of students attending.
We appear to be experiencing a need for additional volunteers to help, especially bakers as several of our faithful are no longer able to supply the cookies and bars.  We will ask for volunteers when we update the parish after our year end.
We have completed an application for a grant from the ELCA.  This grant was specifically to be used to allow us to use recyclable take out cartons which would cost over $2,000 additional per year.
Out next meeting will be July 3rd, 9:30 AM in the conference room at St. Mary Church.