Long-Range Planning Meeting & Council Minutes

St Mary Church Long Range Planning Committee
Goal Notes : Apr 2, 2019
 
 WORSHIP
SHORTCOMINGS
On time arrival
Need deep understanding of Christ’s presence in Eucharist
 Rosary before Mass
Music participation, more leaders, instruments,
choirs.
Memorable (think on it during week)
Bring back non Mass: blessing of animals,
Thanksgiving meal, teaching mass
Lack of electronic mass distribution
 
STRENGTHS
Environment/Deacon
Kept to 1 hour
Stay most of service
Strong community singing
Fellowship donuts
Way dismiss ministers of the homebound
Kids/Youth Choir
Liturgy Director (Mollie)
Good Volunteer Base

EDUCATION
SHORTCOMINGS
More #s
Reach all ages
Relationship with Jesus- too few people (passionate)
Variety of learning/ growth opportunities
Nothing for young adults, mid age, older
Welcoming spaces, feel belonging
Enough space for multiple activities at the
            same time
Tear down/ set up each time
 
 STRENGTHS
Youth programming is interactive- CGS, Edge, Confirmation
CLOTW- Children’s Liturgy of the Word
Engaged in Baptisms

 Mission:
The mission of St Mary Parish is to make Christ real in our community 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 educational programs and 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 & monetary support.  The parish tithes to local, national, and international groups to meet their social, economic & cultural needs.

Pastoral Council Meeting 4 – 16 – 19
Attendees: Renee Aschbrenner, Jennifer Siech, Michelle Even, Mary Ann Hinders, Trent Lockard, Elaine Lawler, Phil Paladino, Father Ambrosy, Wayne Green-F.F.C. and Dan Dufner from Finance Committee.
March 19, 2019 minutes were reviewed and Michelle moved to approve the minutes. Mary Ann seconded the motion and the motion was approved.
Finance Committee Update: Offertory is below budget and consideration may be given to readjusting the offertory budget for 2019/20.
Peace & Justice Committee: Recommendations brought to the council for distribution of tithe. The council supported the distribution of funds to the following organizations:
National: Friends of the Family, Birth Right, Guiding Star, Retrieving Freedom and NAMI of Black Hawk County
International: Catholic Medical Board and CRS
Task Force Update: The task force shared the vision statement. After a brief discussion on the length of the statement, Wayne motioned to approve the vision statement. Trent seconded the motion and the motion was approved.
There was discussion on how to involve the high school youth of the parish with the task force. It was suggested to reach out to those students involved in LOTEC and YTM. 


Committee Membership: The committee was asked to email suggestions for nominees to Dixie.
Pastors Comment: Archbishop Jackals mentioned an upcoming capital campaign.
Mary Ann motioned to adjourn the meeting and Elaine seconded the motion.
 

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Finance Council – Apr 16, 2019
Present: Penny Toay, Dan Dufner, Scott Danner, Kelly Willis,  Fr Dave Ambrosy. Also present: Deacon Phil Paladino, Dixie Jacobs.
Monthly Financials: Offertory is holding steady at about $12,000 below last year’s giving. This seems to reflect the 2018 gifts received in Dec 2017 due to tax changes. The finance council is noted the deficit is not increasing. The savings in payroll due to the temporary part-time Director of FF position and utilities coming in at or below budget are offsetting the offertory deficit. Snow removal and ice melt were significantly over budget by $5000, because of the extreme winter. The council would like to promote on-line giving this fall.
Long-Range Planning:  A copy of the vision statement was distributed. The pastoral council will be asked to approve it this evening. The next step of the committee will be to set goals. The finance council expressed their approval of the vision statement.
2019/20 Budget: The finance council reviewed the draft budget. The archdiocese is planning a future capital campaign to support the priest retirement fund and a few special collections/needs. The council discussed how this could impact offertory giving and a possible future campaign. Adjustments included in the budget are: salary/cafeteria plan 1.9% increase, director of faith formation changed from part-time to full-time, 2% increase in utilities based on this year’s actual usage, $3000 for 3 TV’s (conference room, room A and hall), faith formation and building and grounds recommendations. The finance council discussed the $6800 recommendation to replace the mower deck, snow blower and train drive. Dan agreed to meet with Duane to get more information on this project. The council also expressed their need to see quotes before this equipment is repaired/replaced. Currently, the parish contributes $5000 per fiscal year to NCYC and youth trips. It was discussed if this should be increased. Dixie will consult with Julie Feldhake, youth minister, for a recommendation on this. The budget will be further discussed at the May meeting.
Endowment Withdrawal: A budgeted $13,932 or 4% withdrawal is budgeted this year. Withdrawals from the endowment can only be requested in Nov and May. The council decided to proceed with the budgeted withdrawal as we will need about $45,000 in checking to cover the seasonal summer decline in giving.
May Agenda: budget, building and grounds recommendations, financials, long-range planning. Meeting adjourned. Scott cannot attend in May.
 
Faith Formation Commission – May 7, 2019
Present: Sigrid, Andrea (left early to Long Term Planning Meeting), Julie, Amy, Michelle, Wayne, Father Dave. Absent: Bill, Terri

1. Opening prayer
2. Faith Formation Update – Michelle
   1. Catechesis of the Good Shepherd
      1. Been doing Lent and Easter presentations, including the Liturgy of the Light. Wrapping up Good Shepherd for the year. It's been wonderful! Attendance has remained steady. throughout the year, except for the Sunday at 11:15 am.
      2. Catechists will all be returning.
      3. New catechists - Keen family
      4. Michelle will be looking into hosting formation for catechists at St. Mary
   2. Elementary Catechesis
      1. Catechists have reported a lot of discipline issues.
      2. Attendance also is not as good as it could be.
   3. Adult Formation
      1. Love and logic has four couples attending and 11 children in childcare.
         1. Excellent feedback. Like to host more opportunities such as this. Need to provide childcare for experiences like this. 
      2. Virtual options - (digital)
   4. Summer Programming
      1. St. Mary in charge of decorating for community VBS. Held at High School
      2. Registration has gone out
         1. VBS: Kids and volunteers
         2. Totus Tuus:  Sign up to participate, provide a meal/volunteer in a room
      3. Registration table set up by the weekend of 18th in the hall.
   5. Sacramental Prep
      1. First Communion went well this year.
         1. Next Year - First Communion / First Reconciliation: CGS prep is 6 weeks long prior to sacrament; both sacraments at same time. Parents participate in parallel presentations
3. Youth Ministry Update  (Apr 3-May 7, 2019) – Julie  - (5th-12th Grade Youth Ministry)
   1. EDGE met on 4/17 & 4/24. 
      1. Our recent classes were on The Fall of Man and Suffering and Evil. The additional Bible stories were The Story of Easter Luke 22:39-24:10 and Cain and Abel - Genesis 4:1-16.   At the April 24 class the lesson for Keeping Children Safe was done. 
      2. Re-cap emails were sent out after each of those classes.  Our final meeting will be tomorrow, May 8, with a Mass, dinner and games for wrap up.
   2. Confirmation/Chosen Mass rehearsal was 4/28.  All but one candidate was present from the Chosen classes.  As many sponsors as could attend, did; with parents filling in for out of town/state sponsors.  The rehearsal began with Tyler DeWall presenting rosaries from the Knights of Columbus followed by 30 minutes of Adoration led by Deacon Phil.  Afterwards, the teens wrote a letter to Father Ambrosy about their preparedness.  While the teens were writing, sponsors watched the introductory video for the Chosen series.  Finally, we lined up and practiced walking into church, where to sit, and what to say.
   3. 2019-2020 Confirmation -
      1. Dates for next year's Discovery retreat received will be held (Oct 27)  
      2. $50 deposit needed to send in with the request and contract.
      3. The cost to each of the candidates attending will be $25. 
      4. Need to rent WSR school bus for transportation (approx. $850). Three additional chaperones needed, with 2 being male. (15 male students.)
   4. NCYC 2019
      1. The Bowl-a-thon was held April 14.  About 15 teens participated.  Father Ambrosy joined us.  Deacon Phil and Mollie were judges for a sock contest. 
      2. Chaperones and I met May 1 to begin training as Faith Mentors using a video series “Called to Accompany-Atlanta.” 
      3. Mother’s Day roses: April 27/28 and May 4/5 the teens took pre-orders.   Sold 102 roses from Ecker’s. Roses picked up Mother’s Day weekend.
      4. Payment for NCYC (total cost - request from parish for cost sharing) - I’d like to request a payment of $357 be sent to the Archdiocese for a portion of the Partner Diocese contribution we were asked to make.  $357 is 10% of the money raised with the Silent Auction.
      5. Payment of an additional $225 credited to our Partner Diocese contribution when the chaperones and I finish training with “Called to Accompany-Atlanta.” 
      6. Kevin Feyen, Archdiocesan Youth Director, made a meal option available that the chaperones and I would like to take advantage of. 
         1. Crowne Plaza, downtown Indianapolis, have a buffet for Friday evening  (pasta bar) $20/person and Sat evening (taco bar) - $15/ person.
         2. Crowne Plaza taking reservations; seating accommodates over 300.  
         3. Our group size will be 49.  Most restaurants in the downtown area no longer take reservations during the convention. Those that do, can’t accommodate a group as large as ours in one room. 
         4. In 2017, our NCYC group of 65 was unable to share an evening meal. Chaperones hoping we take advantage of one of the buffets. 
         5. May I (Julie) make reservations for one of the nights? Parish paying for our evening meals.  ($1445.50) - Recommended that Julie consider both meals as a large group as funds are available.
   5. jOURney: Wrapped up 4/14.  Re-cap email sent to 8-12 grader parents on 4/17
   6. LOTEC (Life on the EDGE:Colorado)
      1. Squad of 7 teens, 2 adults. 
         1. Deacon Phil, Julie Paladino and squad began training sessions on April 28.  Will be 13 training sessions on Sunday afternoons. 
      2. LOTEC needs $6750 to pay for the entire squad to participate
         1. $4750 donated by parishioners. Teens responsible for $1750. 
         2. Only $250 is left to be raised.
4. Adult Formation Update – Sigrid
   1. How did last sessions go?
      1. Split feedback as to timing of session: Lent, Advent, Year-Round
      2. Focus on small group building
      3. Diversity of groups was a strong point
      4. Some participants willing to consider being a leader in another session
   2. Next set of sessions starting in October.  6 weeks prior to Thanksgiving. Registration in September. Starting Oct 13.
   3. Thank you note to participants inviting them to participate again and invite others
   4. Catechists are given a stipend (Archdiocese policy) - Michelle recommends that a stipend be given to Sigrid for coordinating the small group process in the future.
5. Long Term Planning Discussion  (Andrea will share digital version of meeting notes from previous meeting)
6. Faith Formation Position
   1. Michelle asked to put search on hold. Continue status quo
   2. Michelle asked Father to address staff dynamics
   3. Parish needs to acknowledge that Michelle and Julie are coordinators not the only doers of programming.
      1. Strain on families
      2. Need for work-life balance to be maintained
      3. Michelle and Julie will empower people to be stewards of the programs they are working with
      4. Michelle and Julie will NOT be present at all youth formation events
7. Faith Formation Terms –
   1. Need 1 - 3 positions - elections in May. Amy and Sigrid leaving
   2. Possible: Dennis & Jennifer Deppe, Renee & Patrick Secora, Jen Demuth, Rachel Bishop, Jade Heine, Steve or Jen Nuss, Derek or Becky Prostine, Amber Crawford, Will or Liz Kurtt, Janessa Pries, Greg or Shonda Miller, Sue Poock, Lisa Rupp, Lindsay Schaedig.
8. Any other items. Closing Prayer

 
 
Liturgy Committee – Apr 9, 2019
Called to order by Ellie Hilbert at 6:30 p.m. on April 9, 2019 in the Office Conference Room.
6 members present: Fr. David Ambrosy, Mollie Muntefering, Ellie Hilbert, Donna McNulty, Gail Dunnwald, and Bev Brus.
The opening prayer and reflection was presented by Ellie Hilbert – Isaiah 65:17-21, and the April 1 reflection was used from The Word Among Us.
The minutes of the last meeting were read silently. The minutes were approved as read.
 
Old Business
Usher Coordinator: Brian Graettinger has agreed to be our Usher Coordinator.  Mollie and Duane will talk to him on Sunday.  Ellie will invite him to our next meeting.
Lectors for Palm Sunday: Mollie has let the lectors know what part they will be reading.  Mollie has the binders ready for the lectors and musicians.  Kids at Mass will help hand out palms and programs.
Decorating for the Triduum: Mollie has helpers lined up.
Long Term Planning: Ellie gave a report from the Long Term Planning Committee.  They have finalized a tentative vision statement.  It is being sent to the Parish Council for approval
Stations of the Cross - Liturgy Committee: Nice crowd at the stations of the cross.  It was suggested that next year to sing the Stations.
Comments: It was suggested to keep the song after communion for reflection during the year, not just Lent.
Further Discussion:
Holy Thursday: Mollie has people lined up to carry in the oils. 
           
Plans for Washing of Feet: Mollie will have 5-6 people lined up to start Washing Feet. There is a note in the program about washing feet being an expression of discipleship and for people to be washers and to help wash.
Procession: Mollie has programs so people will have words to the song.  She has notes for the ushers about the oils, procession and collection.  Mollie will let the ushers know how to help with the procession.
Good Friday: Mollie has let the readers know who will read which part and has the binder ready for them.  The collection will be for the Holy Land.  The ushers are to take the collection to the sacristy.  For the veneration of the cross the people will come down the center aisle.  The ushers will help guide people from the side pews.  Father will help with more silence between Intercessions.  We will stand or kneel for most of this so there isn’t such a distraction with standing, kneeling, standing etc. We will stand, if able during the Passion and then sit afterwards and have some meditation time.  There is no homily.
St. Peter’s Fire: People can register to come to St. Peter’s Fire either online or in the hall.
Easter Vigil: This year there are no Baptism or Confirmation.  Weather permitting we will start outside at St. Peter’s Fire.  Mollie will let the instruments know that they need to play softer when only the cantor is singing.
Easter Sunday: Mollie has worship aids made.   She will have all the music included.
 
New Business
First Communion/Divine Mercy Sunday -  April 28, 2019
First Communion will be at the 5:15 and 10 am Mass.
Mollie and Robyn will decide on the time for the Divine Mercy Prayer.  It will be sometime between 8 and 10 am Mass.  This prayer takes around 20 minutes.
Mothers Day Blessing -  May 12, 2019: Father will bless Mother’s at all three Masses.
Confirmation - May 19: Confirmation at 10 am Mass.  Duane will set up chairs for the overflow.
Blessing for Graduates: Father will bless the graduates at all three Masses on May 25 and 26.
Volunteer Appreciation: Wed, June 5th.  Start with 5:30 Mass.  If you have any suggestions for kids games or anything else let the office know.  One suggestion was Bingo.
Stewardship Booklet: Mollie showed us a Stewardship Booklet from another parish.  This is something that could be looked into once the Long Term Planning committee has goals set in place.  This booklet had every group that was associated with the parish that someone could help with or belong to.  It would be a nice thing to have for new people coming to the parish.
Name Tag Sunday: Mollie will see if Susie can help May 4-5 with name tags.
                       
Next meeting Tuesday, May 14, 2019, at 6:30 p.m. in the Office Conference Room.
Closing Prayer. The meeting was adjourned at  7:35 p.m.