October 2021

Pastoral Council Minutes, October 19th, 2021
Present: Elizabeth Amsberry, Joe Barber, Kris Dunkin, Nathan Heitz, Father Doug Wathier, Wayne Green. Not present: Elaine Lawler, Phil Paladino, Jenne Steward 

• Meeting called to order by Nathan
• Father Doug started with the Litany of St. Joseph
• The September 21st minutes were reviewed. Joe moved to accept the minutes, seconded by Wayne, and approved by the Council.
• Finance report (Joe)
  • Offertory is still on budget
  • There will be some saving in salary due to the loss of a staff member, though this will be offset by some overtime.
  • There was an offer on the estate bequest the Church had recently received. The Finance Committee recommended that the Church decline the request and ask for a full inventory of the estate. Joe made a motion to accept the Finance Committee’s recommendation, seconded by Kris, and approved by the Council. Father will have Dixie contact the Church’s lawyer to communicate the decision.
  • Pictures of the estate site visit will be sent to Council members
• Phase 2 Committee Update
  • The Building Committee is meeting with the architects twice monthly.
  • The parishioner interviews and surveys will be conducted in the next couple of weeks. Data should be accumulated by early December and will be used to predict the project budget.
  •  The architect will be utilizing the data from the surveys, the interviews, and parish sub-committees.
  • Will need 100% of the project budget pledged and 50% of the project budget collected before ground is broken.
  • Balance of the project budget will be a loan from the Archdiocese.
  • It was suggested that we look to other church building projects in the area for ideas and information.
• Covid concerns
  • No changes planned in the near future.
  • There has not been a change to the signs on the doors of the Church mentioning that masks are recommended.
• Kris moved that the meeting be adjourned, seconded by Joe, and approved by Council.
• Next Council meeting will be Tuesday, November 16th at 7:00pm. Submitted by Wayne Green

 
Finance Council – Oct 19, 2021
Present: Kelly Flege, Joe Barber, Becky David, Becky Willson, Fr Doug Wathier. Also present: Dixie Jacobs.
Monthly Financials: Offertory is doing well; online giving continues to be about 45% of monthly giving. The 2 furnaces budgeted to be replaced this fiscal year will be installed next week. One of the two hot water heaters needed to be repaired and updated at a cost of $2650. The other hot water heater was done last fiscal year. Becky D made a motion to accept the financials as presented; Becky W seconded the motion. The motion passed unanimously.
Bequest: The property is assessed at $177,000, and contents include several tractors and old vehicles in varied condition, large quantity of tools, and miscellaneous garage items. The executor made an offer for the property and contents. The council discussed the options which include accepting the initial offer, consider a new offer from the executor, have the executor liquidate the estate entirely, have the executor liquid the contents and the parish takes possession of the property to sell, or the parish takes possession of the property and contents “as is” and liquidates it. Kelly made a motion to recommend to the pastoral council to decline the initial offer and to request an inventory of the estate, which will be reviewed before the next step is decided. Becky D seconded the motion; the motion passed unanimously.  If the pastoral council approves this recommendation, Dixie will contact the parish’s lawyer to communicate this to the lawyer of the estate. 
Phase 2 Building Update: Surveys and interviews of parishioners will begin next week. The first meeting with the architects was last week. They discussed potential space needs.
Nov 16 Meeting: monthly financials, bequest and phase 2 update.
Meeting adjourned.
 
St. Mary Church Phase II Building Committee Meeting, Tues, Oct 26, 2021 – 6:30pm,

In attendance:
Tab Ray, Chair
Deacon Phil Paladino, Co-Chair
Chuck Mashek, Knights of Columbus
Donna McNulty, Liturgy Committee
Mary Jo Stromberg, Parish Life
Elizabeth Amsberry, Pastoral Council
Becky David, Finance Council
Gabe Stauffer, At-Large Parishioner
Sandy Risvold, Terri Cruise, Mariah Stauffer,  Faith Formation Commission (shared position)
Guests:
Mark Miller, Bray Architects
John Mahon, Bray Architects
 
Unable to attend:
Fr. Doug Wathier, Pastor
Matt Steuer, Buildings and Grounds
Becky Prostine, Terri Cruise
 

 
 
Meeting notes:

1. John Mahon reviewed the Project Calendar with the group. It includes all planned meeting dates and the span of the Fundraising Campaign. He will send copies of the Project Calendar electronically to those in the group.
2. John reviewed updates to the Preliminary Space Program. The “Grossing Factors” are used to determine the total building area. The current revised total Grossing Factor is about 9,500 square feet which is slightly less than previously discussed.
3. Discussion of Scope
   1. At least one of the classrooms needs to have a restroom within the room to maintain teacher/student ratios while monitoring small children taking trips to the restroom.
   2. When asked to consider the need for a larger hall, it was determined that the large hall is sufficient for most events. While one or two events per year may require the use of overflow space, that doesn’t warrant making the space larger.
   3. When asked about the sufficiency of the kitchen space, the group agreed that the current kitchen space and equipment is sufficient for most events.
   4. The addition of a shower stall in one of the restrooms was suggested for use during retreats. John Mahon suggested at least roughing in the plumbing for two showers. Past history is that most retreats involve 20-30 people. The shower facilities would be “nice to have,” but not necessarily “need to have.”
   5. A request was made to include a solar option to offset the cost of electricity. John said he will make a note to include solar options when planning gets to that point.
   6. John informed the group that the Preliminary Space Program is a living document and will continue to change.
4. John presented aerial views of the current property and four options for the group to consider where the 9,500 square foot addition might be added. The group expressed preference for Option 2 that included two wings on the east side of the current building that would allow for light and air to continue to enter the current hall, while creating an outdoor courtyard that could serve as an outdoor classroom. It was noted that this would also create an outdoor space protected from the wind.
5. The group explored various options for adding a reconciliation room that would allow the current reconciliation room to be used as a vesting sacristy. The initial option presented would add it on the west side of the nave and would mirror the current Reservation Chapel. The group determined that would not be viable as it would interfere with the location of the piano/clavinova and musicians. An alternate area explored included the southwest corner near the Reservation Chapel. John and Mark will consider this and other options in preparation for the next meeting. There are two stained glass windows from the old church currently in storage (the same size as those in the Reservation Chapel) that could be used in this space.
6. The option for converting the existing Classroom A into a childcare room/atrium and adding a restroom was discussed. John and Mark will consider this and other options in preparation for the next meeting.
7. The opportunity to gain city sewer may present itself when the new elementary school is built adjacent to the property. This option was cost prohibitive at the original time of construction due to the distance involved.
8. The next meeting will take place on Tuesday, November 9 at 12:00 noon. The meeting adjourned at 7:41pm.

Respectfully submitted, Donna McNulty
 
 
Building & Grounds Minutes,  Tuesday, October 12th @ 6:00 pm
Prayer: Father Doug offered a prayer to Saint Joseph, Patron Saint of Carpenters, fitting for this time of planning for Phase I l of the building project.
Committee Members present: Matt Seward, Todd Tatroe, Janet McCullough
Short walk through of St. Mary grounds and facilities:
Outside:
*The gutter system over the church office (west entry) is facing the wrong way and the water does not flow properly. Rainfall in excess of 2 inches have resulted in excess water in the foyer and pooling on the cement (creating ice damage during the winter months). The front end of the church is sloped too high and until this is resolved with grading of the land (and proposed canopy) this will continue to be an issue. Ideally this project will be included in the Phase Il budget.
*A vent on the roof was capped earlier in the day (10/12/21) in an attempt to address the leakage reported in the mechanical room.  (This topic was also addressed during the inside walk through)
*The building inspector was o.k. with the status of the patches/fill of the concrete (Oct 2021) and the circle area of the parking lot leading up to the entrance will be painted bright yellow where the concrete rises to the sidewalk for now.
*The message sign for St. Mary church is in poor condition and is in need of an update. Options include installing a digital sign and possibly relocating it for better visibility.
*The one arborvitae that has been showing signs of stress will not be removed at this time. Duane will give it a bit longer to recover and evaluate as needed.
*Will DeWall's Eagle Scout Project was selected from the submitted proposals and will be a wood shed for the fire pit area.
Inside:
*There was roof/vent leakage reported in an area of the mechanical room and an attempt to address this was done on 10/12/21.
*The Building Project committee will be asked to consider refreshing the paint in all areas of the interior of the church. This would include the hallways and restrooms as there are signs of fading, scratches, etc. In addition to paint, the wood boarder will be extended around the kitchen counter area to protect the wall where it has been damaged from tables and other items.
*The sink located in the conference room (church office) is showing signs of water damage and will be repaired in the coming months.
Review Old Business:
*Crack fill in the parking lot done earlier this year was recently reviewed and it was determined there was is no need to do more at this time.
*Erosion control near highway signage was completed by Randy and Todd Tatroe and will be evaluated as needed.
*Furnaces (#5 and #7) will be replaced on Wednesday, October 13th. The plan is to replace 2 furnaces per year (there are 7 total) as they are reaching the end of their 15-year expected life span.
Budget Update & Finance 2021 / 2022 budget approval:
*Solar panels — still under consideration for Phase I l of building project
*Ongoing contract for Crystal Heating & Plumbing will continue on an 'as needed basis' for snow removal and salt (church campus and cemeteries).
Church Building Phase I l update:
Chris was not present tonight but will provide an update on the tentative project schedule at the next B & G committee meeting (Note: date tbd).
*Mark Davy & Associates, a fundraising consulting firm, was selected to conduct a feasibility study.
*Church membership will receive a Background & Vision document as well as a Feasibility Study Questionnaire to determine St. Mary's financial capacity to expand and enhance our facilities. Responses are requested by Oct. 25, 2021.
Meeting adjourned: 6:55 pm.  Submitted,  Janet McCullough
 
St. Mary Parish Life Committee Meeting Minutes, October 14, 2021    7PM
Present:  Mary Jo Stromberg, Gerri Dix, Jan Kriener, Lynn Darnold, Nancy Carlson, Mary Lou Ungs, Father Wathier, Mindy Hart, Helen Melichar,
Mary Jo opened the meeting with a prayer.
Review of September Minutes – One correction was made.
The new bingo machine has arrived and will be ready Nov. 6.  It was decided what would be served at this 1st Saturday bingo.  Lynn will order subs and get the chips. Lemonade will be available.  Mary Jo, Helen, and Nancy will bring bars.  Gerri will get the candy bars that will be used for prizes.  There will be a signup sheet in the hall for food for the Dec. bingo night.
Hospice is excited about working with St. Mary in developing some sort of program as a result of the two sessions that were held this past month.  More information to come.
Gerri shared a rough draft of the information to be included in the new welcome packets.  Final copy will be ready by January 1.  This information will be sent to new parishioners who registered during the past two years, and given to all those who register from January 1 on. Copies will also be available in the hall.
Pictures are currently being taken for the church directory.
Amy Price is making baptism bibs.  Gerri is seeking volunteers to do the embroidering on them.  She showed a sample.
St. Mary Family Christmas event will be on December 11 in the afternoon. Mindy will chair this event.  She will also confirm with Santa about the time.
The group discussed possible Christmas gift ideas to the parish.
Children’s activity bags will be put out for use once again.
Youth activities need to be arranged for children while parents are visiting during and after coffee on Sundays.  Ideas?? 
Gerri has had a good response from those who would like to play cards…seems that most want to play 500.  More work to be done on getting groups scheduled.
Mary Jo represents Parish Life on the Building Committee.  She asked for any comments/input.
Next meeting date:  November 11, 2021 at 7 PM. Respectfully submitted, Helen Melichar
 
Social Justice Meeting Minutes,  October 11, 2021 @ 7:00 p.m.
The Peace and Justice Committee seeks to mobilize the St. Mary community to care for
the  poor and marginalized in the name of Jesus through the lens of our Catholic faith.
Present:  Lindsey Kuhlman, Phil Paladino, Ted Mulert, Wayne Green, Becky David, Val King
Opening Prayer at 7:00

1. Habitat for Humanity
   1. Pilot micro-grants have been made available. Project applications reviewed and approved by Neighborhood Committees.  Goal: to booster leadership in neighborhoods.  Projects have included yard clean up, neighborhood barbeque, flower planters.
      
   2. Habitat for Humanity provides financial counseling.
   3. Lindsay and Val shared thoughts regarding the breakfast on 10/29.
   4. Plan to partner with the Food Bank to provide food at each house opening.

2.   Jan was going to connect with a new contact. No report this evening.
3.   Fall Service Project ideas

1. UW coat drive - October/November.  Up and running.  Notices in bulletins.
2. Holiday Shop - November/December 6 and 7. Giving Tree items to Holiday Shop. Specific gifts requested this year.
3. Food bank - put together baskets in November
   1. Include parish families (check on age limit)
   2. Lindsey called about available dates and was unable to connect.  She will continue to connect with them and place announcements in bulletins once dates are confirmed.  (Try for 11/6 or 11/13.)

4.   Update on Guiding Star - they are planning to add a physician to staff and to do more post partum work and post miscarriage work.
5.   Rosary at noon in Kohlmann Park on Saturday, October 16.
6.   Tithe - no tithing this month.
Next meeting is November 8 @ 7:00 p.m.  Closing prayer @ 7:40.
 
 
Faith Formation Commission meeting, Nov 2, 2021
 Father Doug, Angie, Wayne, Becky, Jennifer, Mariah, Sandy, Terri

1. Opening Prayer
2. Faith Formation Program Updates:  Posting role in the next few weeks. Attendance is better than last year, sessions have new students
3. Elementary Help – Laurie Masters, 8-15 hours a week
   
4. Confirmation Overview, this year and future plans: This year’s schedule and the future plan (See each year’s schedule below)
5. NCYC virtual gathering

“A blaze” is the theme
Doing Virtual– (See virtual session section below)
23 free virtual tickets, NCYC tot bag, and T-shirt
Trade hats being ordered, trade items, 
Small fee for students who hadn’t already signed up

1. Ted Mulert’s comments: Decided to work through an item each meeting
2. Facility Tour - Most existing spaces are too small to be used for faith formation classrooms
3. Building Project Feasibility Study Survey - https://markdavyassoc.com/stmsurvey/
   

Sandy provided an update on the session she attended

1. Closing prayer (attached)
2. Next meeting, Tuesday, December 7th, at 6:30pm