St. Timothy Pastoral Council Meeting Minutes
December 4, 2007

Present:  Fr. Rick Bolte, Fr. Jacob Varghese, Dave Shefchik, Jim Sholar, Jerry Beatrice, Al Kovacic, Rick Harvey, John Gould, and Randy Herbert.

Absent:  Mark Dornoff, Marin Smith, and Steve Lemberg.  

1. Rick Harvey offered the opening prayer, and the November minutes were approved.

2. Pillar Reports

    A. John Gould gave the PC the income statement from the November 14 Finance Council meeting.  The parish is over budget for the month of October, partially due to an early school payment.  However, we are still on track to end the year with an excess.

    B. Al Kovacic presented the Worship Committee minutes (see attached).  Another musician will be hired to help with the Saturday 4:30 pm Mass.  Katie has someone in mind for the position.  Morning Prayer is being offered each morning during Advent at 7:30 am Monday through Thursday, and 9:30 am on Friday.  All are welcome.

    C. Jim Sholar presented the Outreach Committee minutes from the November meeting (see attached).  The parish continues to show its usual generosity with very successful Thanksgiving and Christmas collections.  The foster children’s Christmas party was also a success, with 250 happy attendees.

    D. Marin Smith was unable to attend this month, so there was no Faith Formation report.

    E. Rick Harvey gave the Community report (see attached).  The Holiday Shop Night was a success, with 35 vendors and approximately 250 shoppers.  Hopefully, this will become an annual event.  Breakfast with Santa also had excellent attendance, putting Brodnick Hall near capacity.  Well done to the organizers.  The theme of the Dinner Dance will be “South Pacific”, and some well-meaning amateurs will try to present some of the musical numbers from that play.

3. Steve Lemberg was absent, so there was no report from the Welcoming committee.  The next Welcoming Sunday will be January 27, 2008.

4. Dave Shefchik met with the Boone County Planning Commission, and the news was not good.  As reported last month, we must apply for a rezoning in order to put up and electronic sign for the parish.  There is a non-refundable fee of $1700 to do so.  The application must then make its way through the Planning Commission, and then the courts, taking 60 to 90 days for each.  The Commission was not encouraging as to the probability of success.  The PC will continue to explore ideas and possibilities.

5.   Rick Harvey and Al Kovacic gave the PC a one page summary of their Facility Use Assessment, emphasizing the need for storage space and classrooms.  They will brief the construction study group, which is the next step in determining if we need to build, and if so, what to build.  It is probable that Boone County and St. Timothy will continue to grow at a rapid pace for several years to come.  The Boone County Planning Commission is projecting approximately 25% growth in the next 10 years.  We need to solve some short-term space problems, but since lead time for new construction could be as much as three years, we need to be looking at long-term ideas also.  Fr. Bolte has already met with several prospective members of the construction committee who, we hope, can come up with creative solutions to both problems. 

6. Mark Dornoff was absent, but sent a note to Jerry saying that the committee was working through the final details for the stained glass windows with the artist.  Approval for the design should be coming soon.

7. Jerry Beatrice presented some maintenance and plant issues.  Wiring for the screen in the kiosk has begun.  Jerry and Rick Harvey plan to get together with Jennifer Fedders and John Vogelpohl to look into the possibility of sectioning off the storage area under the Parish Center with fencing.  The cleaning and reorganizing which took place just a few months ago didn’t last very long.

8. Pastor’s Report.

   A.    Fr. Bolte has sent a letter to the bishop requesting his approval to open the pre-school.  The diocesan education director is planning to tour the facilities in the near future.  Deb Thomas is planning registration for parishioners on January 19th, and public registration on January 26th if there are still openings.

   B.    Katie Barton has requested permission to price an organ for the parish.  The PC approved the request.

   C.    The Finance Council has added its approval for the increase in parish tithing.

   D.    A car has been donated to the parish for Fr. Jacob’s use to replace the van, which is no longer drivable.

9.  The next PC meeting will be February 5.  Jerry Beatrice volunteered to offer the opening prayer, and Al Kovacic the closing prayer.

10. Jim Sholar offered the closing prayer, and the meeting was adjourned.

Respectfully submitted,

Randy Herbert
Parish Council Secretary

PILLAR REPORTS

Finance Council Report

Worship Report

Worship Committee Meeting:  Nov.28, 2007, 7pm 

Present:  Fr. Bolte, Fr. Jacob, Katie Barton, Kelly Stuckenschneider, Larry & Pat Lense, Becky Herbert, Dolly Holzwarth, Stephanie Schenk, Al Kovacic, Madeline Bond and Michelle Alley

Old Business:

  • Chains for the Brodnick Hall doors to prevent people from bringing chairs up into the Gathering Space on Christmas and Easter. Madeline will contact Jennifer about using the locks she puts on the church doors during Wedding Receptions and to see about them being put on the doors on Christmas Eve.

  • What has been decided about a cabinet in the Gathering Space for Service collected items. Can we just have people bring it to the Parish Center instead? Most items are brought on the weekends and they leave them in the Gathering Space. We’d need a cabinet large enough yet able to be rolled away somewhere out of the way. Kelly and Lesley will continue to look into this but we’ll shelve the idea for now.

  • What about the check list for visiting priest regarding heating, air conditioning and sound system? Michelle will type up directions for operating the heat and air, Katie will do the same for the sound system. We’ll hang these inside the vestment closet door where they should see it. A Wedding Coordinator position was discussed at a recent marriage prep meeting but wasn’t decided upon. 

Ash Wednesday Masses

  • Was there music at the 10 am Mass last year? No one thought so. Stephanie Schenk will Cantor the 10 am Mass this year and Katie will lead the music for the 7 pm Mass.

  • Ashes? Fr. will see if we need more and if so Michelle will order them. Burning Palms to make ashes doesn’t make very dark ash like we need. We can collect old palms though the weekend before Ash Wednesday and Larry and Pat will take care of properly disposing of them as they did last year.

  • Kelly and Michelle will order the palms and paschal candle for Palm Sunday and Easter.

  • Michelle will assign Liturgical Ministers for the 7 pm Mass as she does for holy days.

Christmas Masses

  • Sign up sheets for the Christmas/New Year’s Masses will be in the Sacristy this weekend.

  • Gospel procession at the 10 pm Christmas Eve and 11:30 am Christmas Day Masses. There are 6 people needed for this. The 4 servers can carry the candles and Michelle suggested using the 2 Deacons and the 2 Deacons in training for the other positions. This would require a practice with Katie beforehand. Michelle will contact the Deacons and Deacon candidates to see if they are interested and let Katie know.

  • Proclamation of the Birth of Christ – this chant is done by the cantor after the greeting and before the Gloria. Katie will do this at the 6 & 10 pm and 11:30 am Christmas Masses.

  • Children’s Choir: there are 33 children ages 5-12 in the choir and they will sing at the 11:30 Christmas Day Mass.

  • Kelly is still looking for live Christmas trees.

Morning Prayer

Becky Herbert wants to start having Morning Prayer before the weekday Masses. It will start this coming Monday. Fr. will announce this at Mass tomorrow and it will be in the announcements this weekend.

 

Handicapped Seating in Church

-      Some handicapped people have complained because the chairs for them at the end of some of the pews don’t have arms for them to help push themselves up. We only have 2 chairs with arms. One is on the altar where Fr. sits and the other may be in the reconciliation room or is missing. Do we need to make room for wheelchairs? If so, it would be preferable in the front so Fr. or a minister can take communion to them instead of them having to come to communion. Would people use the designated area or prefer to sit where they do now? We need someone to contact some of these people to see what they need.

 

Music at the 4:30 Mass

Stephanie is concerned that the music for the 4:30 Mass is so hit and miss. She and Dick Stewart and Steve Lemberg help out when they can but often Stephanie is there alone because Dick and Steve travel on the weekends. We need to hire another musician so that we know someone will always be there. Katie will look into trying to solve this.

Next meeting: January 16.

The meeting adjourned at 8 pm

Formation Report

Outreach Report

Outreach Ministry Meeting Minutes: Nov.8, 2007, 7pm

Attendance:Paul Barth,  Lesley Duggan, Barb Fowler, Carolyn Harvey, Mark & Sue  Helmer, Rosalie Hentz, Marty & Geri Herbert, Marta Kroger Sharon Ryan, & Jim Sholar.

Old Business:

 Thanksgiving  Collection.

  • Bags were assembled by those in attendance.  Bags are to be distributed this weekend after all the Masses. The Cub Scouts will help distribute the bags & Lesley requested that we assist as needed so that all the exits have volunteers to hand out bags.

  • The set up of the collection tables will take place Friday morning after Scripture Study.

  • The Boy Scouts will collect the filled bags during Masses Nov.17th & 18th.  Help will be needed to sort, box items after the 11:30 am Mass.

  • Drivers needed to take the boxed food items to the recipients.  Paul Barth, Lesley Duggan, Barb Fowler, Mark Helmer, Marta Kroger, & Jim Sholar volunteered.

 

Christmas Giving Collection:

  • Lesley will meet with Faye Martin of Gallatin County on Tuesday, November 27.

  • Barb Fowler-Johnson will put all family information into the  computer for the Christmas tags

  • Tag making will be Thursday, November 29 @ 7pm..

  • Tables to hold the tags will be set up November 30th, Friday, after the Scripture Study.  

  • Tags will be distributed after all Masses on December 1&2.  Volunteers are needed to help dispense the tags, answer questions, etc.

  • Gift Collection will take place on December 8& 9.

  • Christmas delivery of gifts will be Tuesday, December 18th after the 8am Mass.  Volunteer drivers are Steve Alley, Paul Barth, Lesley Duggan, Mark & Sue Helmer, Marta Kroger, & Sharon Ryan.  

 

IHN

December commitment date is December 18.

Paul Barth will volunteer to stay overnight. Lesley will coordinate the meal & 5pm transportation.

 

Hosea House

December 16 - Carol Harvey will use PSR’s Breaking Bread Together program for the bread.  A coordinator is needed.  Let Lesley know if you are interested.

 

Foster Children’s Christmas Party
Lesley reported that Vicki obtained monies from a group that did a fund raiser & so will not need the extensive help we originally planned to provide.  The desserts are still needed as well as the craft project coordinators, & possibly those who volunteered to cook turkeys. PSR’s Breaking Bread Together program is providing Christmas cookies for the event. 

NEW BUSINESS

  • Lesley suggested a holiday Potluck for the Outreach Committee be held in conjunction with the Christmas tag making.  It was discussed & agreed upon that a Pot Luck would be held at 6pm on November 29 followed by a tag making session.
  • Lesley requested that if we know any St. Tim’s parishioners who need help purchasing Christmas gifts this year or any type financial assistance to please have them contact her.  Since Gallatin County Christmas recipients have decreased in numbers, we may consider extending a helping hand to Boone County residents.  (Gallatin County now requires recipients to attend a financial counseling class & many have refused to do so.)
  • If St. Tim’s tithing increases due to the Diocesan Offertory Program, there is a good probability that the Outreach Budget will also increase.
  • Jim Sholar has suggested we initiate a rollaway type pantry to be used in the gathering space.  This pantry could hold donations for Hosea House, other Outreach Projects etc.  It would be visible during drives  etc, & relocated or unseen as needed so as to not to interfere with liturgical celebrations.

Adjournment----The next Outreach gathering will be on Thursday, December13 at 7pm in the Parish Center to sort the Christmas gifts and bag them according to families.  Our next meeting will be Thursday, January 10 at 7:00 p.m. in the Parish Center.   

Respectfully submitted,
Rosalie Hentz

Community Report
submitted by Jennifer Fedders, December 4, 2007

Our first annual Holiday Shop Night turned out really nice.  We had 35 vendors that offered a good variety of products.  Attendance of shoppers was good for a first year, we estimate around 250 shoppers came through.  We got some good feedback and suggestions from vendors on what to add/improve for next year.  It seemed to work well doing it on a PSR might, many parents and teachers came down to shop.  The time, 5-9 seemed too long so we plan to end a little earlier in the future.  The $1 or canned good as an entry fee worked well.  The event generated many items for the dinner dance; vendors were required to donate at least $50 in product as part to their entry fee.

Breakfast with Santa also went very well. Our three coordinators, Dorothy Kingerski, Korrie Iracondo, and Melisa Lynch, did a wonderful job organizing the event.  We had over 320 people, (half kids, half adults) which puts us almost at capacity for Brodnick Hall.

Dinner Dance: Donation gathering is underway, if you have any donations to make or have a recommendation of someone for us to contact or and auction item idea please contact Jennifer.  The Decoration side of the dinner dance chose the theme “South Pacific” and is going to try to put together a short performance during the dinner dance.