St. Timothy Pastoral Council Minutes
June 3, 2008

Present:  Fr. Rick Bolte, Jim Sholar, Jerry Beatrice, Al Kovacic, Rick Harvey, Steve Lemberg, Kathleen Thompson, Karen Riegler, Jim Lockhart, Deb Thomas, John Gould and Randy Herbert.

Absent:  Marin Smith, Mark Dornoff, Dave Shefchik, Fr. Jacob Varghese.  

  1. Jim Sholar offered the opening prayer, and the May minutes were approved.  New parish council members Kathleen Thompson and Karen Riegler were welcomed to the meeting.  Also new and welcome is new Finance Committee chairman Jim Lockhart.  Steve Lemberg is back for his own term on the council, and the new alternate is Frank Kroger.

  2. Deb Thomas was present to give the PC an update on the pre-school and kindergarten plans.  There has been a lot of enthusiasm for the pre-school, and there is a long waiting list for enrollment.  The curriculum is complete, teachers are having planning meetings, and all is ready for opening on September 2nd.  The PC originally approved a startup budget of $50,000, and Deb projected being $19,000 under.  She is also working toward opening an afternoon kindergarten beginning in the fall of 2009.  She will attend classes to be certified as a principal, and meet with Dave Maher, principal of St. Paul School, to coordinate school calendars, fees, and class size.  The PC approved a startup budget of approximately $59,000, after which the kindergarten is expected to be self-supporting.  The next step is to request official approval from the diocese to continue plans and preparations.

  3. Pillar Reports.

  1. After introducing Jim Lockhart as the Finance Council representative to Pastoral Council, John Gould presented his last Finance Council report (see attached), and submitted the proposed budget for fiscal year 2009.  The  overall picture is good.  After the 2008 budget originally projected ending the year with a deficit, we now will end the year with an excess.  Many factors contributed to the good news including increased collections, good planning and excellent stewardship.  The PC voted unanimously to approve next year’s budget.

  2. The Worship Committee did not meet in May.

  3. Jim Sholar gave the Outreach report from the May meeting (see attached).  Preparations have begun for the City Heights/Benton Farms fishing day which will be June 25.  America’s longest yard sale will be on August 9, and St. Tim’s will once again participate with the proceeds to benefit the St. Charles Academy in Zambia.  The council discussed various ways to improve communications to the parish about upcoming outreach projects, but no satisfactory conclusions were reached. 

  4. Valerie Bresiger sent a written PSR report to the council (see attached).  She plans to evaluate the Confirmation curriculum with an eye toward improvement.  Registration for the 2008-2009 PSR school year has begun, with an August 25 deadline.  Teacher training and student Mass attendance will be emphasis items for Valerie.

  5. Kathleen Thompson filled in for Fr. Jacob with the report on STYM.  The seniors celebrated a farewell Mass with their parents on Sunday, May 18.  Each received a crucifix as a gift from the youth ministry.  On June 1, STYM turned out to participate in the Cross the Bridge for Life.  Our kids carried the banners for the walk.

  6. The Adult Faith Formation committee met on May 13, and the main topic for discussion was how to improve attendance for Tapping into Theology events.  All agreed that Sr. Barbara Fiand gave a wonderful presentation in May, but only 24 parishioners were there.  Future events will be advertised in the Messenger.  Bishop Foys will come in September to talk about the Pope’s recent visit to the United States and its implications. The committee is also investigating offering another Bible study in the fall.

  7. Rick Harvey gave the Community report.  Jennifer is continuing to work on a more complete set of guidelines for room usage to improve accountability for the condition of rooms after meetings and events.  

4. Steve Lemberg reported that eight new families registered in the parish in May.  Since there was no welcoming reception in May, they will be invited to the one scheduled for June 29.  The PC voted to approve purchasing a crucifix as a welcoming gift for each new family to register in the parish.  Ideally, after a family registers, a committee member will go to their home to present the crucifix and an information folder.

5. Dave Shefchik was absent, but Fr. Bolte reported that work on the parish sign is progressing, and that its final location is still undecided.

6. Mark Dornoff has completed his term on the parish council, but will remain as the parish representative to the Deanery Pastoral Council.  He will report to the PC from time to time.

7. Pastor’s Report.

  1. The Eagle Scouts continue to work on the meditation walk.  The pond has been cleared, and benches have been put in place, and clearing the path is in progress.  The location for the miscarried babies’ memorial is still undecided.

  2. Fr. Bolte interviewed three architects to assist the construction committee, and decided to hire Rick Wolnitzek, whose presentation showed the best grasp of what the parish needs.

  3. The office computer system is no longer adequate to meet the needs of the parish.  The staff is searching for a replacement system.

8. Officer elections followed.  Rick Harvey and Jerry Beatrice were nominated for council chair, and Jerry retained his seat.  Rick Harvey and Al Kovacic were nominated for vice-chair, Rick winning once again.  Strangely enough, yours truly remains as secretary uncontested.  Kathleen Thompson volunteered to be the council representative for Faith Formation.  The Pastoral Council wishes to congratulate and thank Marin Smith and Mark Dornoff for their years of service.  They will be missed.   

9.  There will be no Parish Council meeting in July.  The next PC meeting will be August 5.  Karen Riegler volunteered to offer the opening prayer, and Al Kovacic the closing prayer.

10. Steve Lemberg offered the closing prayer, and the meeting was adjourned.

Respectfully submitted,

Randy Herbert, secretary

Worship Report
no report

Service/Outreach Report

 

Outreach Meeting Minutes-May 8, 2008
 

Attendees:  Lesley Duggan, Barabra Fowler, Sue and Mark Helmer, Charlene Melihercik, Paul Barth, Jim Sholar, John Benton
 

  • Brighton Recovery Center - Only 3 tags remained from gift request.  Grand opening in a few weeks - Monday 5/12, Barb and Sue will check items returned with the master list.  Lesley plans to set up room #2 later that week.

  • Yard clean-up for elderly or homebound - One response for the Robles family.  Jim gave a quick overview of the family and their needs.  Based on work done in the past it was determined that cleanup could be done Sunday 5/18/08 from 1 - 4 PM.    Email will be sent soliciting help from parishioners.

  • City Heights/Benton Farm Fishing Day - decided on the June 25 date with July 2 as a rain date.  Review of expenses for fishing day -
    - buses = $20 hour; driver = $25 hour - 2 buses @ 4 hours each = $360.00
    - Johnny on the Spot - $100
    - Menu: Hot dogs, watermelon, baked beans, apples...
    Sign up sheets for the event will go up in early June.

  • Catholic Childrens' Home Festival Grocery Booth - June 6 (6-11pm), 7 (4-11pm), 8 (4-10pm).  Bob Halzworth volunteered to head this up.  Update to be given.  Volunteers will be needed to man the grocery booth and sell tickets.  Sign up sheets for 2-3 hour shifts will be put in gathering space. 

  • July Grant project with Mother of God's Deaf Ministry - Previous discussion included hosting a cookout and outdoor games on the hill day/evening.  Suggestions made to bring dinner to them since transportation may be required if we bring the participants to St. Timothy.  Paul Barth will get back to the Outreach committee with a possible project. 

  • Longest Yard Sale Date will be August 9. The youth room has been secured for donations beginning Monday, July 28.  The parking issue will need to be addressed.

  • Pantry in Boone County - discuss possibility of spearheading the start-up of a pantry in our area to include other nearby churches.  Action Ministries has offered to help set up and establish a pantry. IF this is something the committee wants to explore, a task committee will need to be formed to explore and research the idea further. Concern - duplication of services already in existence.  Lesley will contact CAC and discuss the need and their role.

  • CASA Night - 5 people have signed up for the CASA training.  Crystal did a great job organizing the evening.  Thanks to everyone for their help.  It was a wonderful night for all!!

  • Parishioners interested in the Outreach committee as a result of the Stewardship form: Faye Gosney, Korri Iracondo, Thomas O'Flynn, Marti Pennell, Ruth Schulte, Glenn Taylor, Kit Ubelhor.   Suggest personal phone call inviting interested parishioners to the meetings.

  • Follow-up report on Prayer Line and suggested gift bags for Parish Kitchen on hold -Deferred due to Rosalie being out of town for this meeting.

  • Up Coming Calendar dates: 
    - Back to School Collection,   Include again Gallatin County's Readifest in the collection.
      tag distribution weekend - July 12-13; collection weekend - July 19-20;   sorting & counting after the        11:30 Mass on July 20.
    - Thanksgiving and Christmas.  Deliver Thanksgiving 11/18, Christmas tag making 11/20,
       tag distribution 11/29- 11/30, need gifts by 12/11, and deliver gifts 12/16. 
    - Blood drive will be Oct 8 with sign up being offered online.  Information will be relayed one month ahead.

  • Committee members are requested to continue to talk about the need of outreach space for staging all the items from the many collections.

  • Jim talked about tracking of the "10,000" volunteer hours.

  • There was a lengthy discussion about better communication from the pulpit.  Bottom line is we need more engaging communication to grab the attention of the parishioners when dispensing information.  This is vital especially when making people aware and excited about parish activities.

Community Report
no report

STYM Report
no report

PSR Report

My responsibilities have expanded to include the 7th and 8th grades and therefore, the Sacrament of Confirmation.  I will be working over the summer to evaluate the current curriculum and deciding what to keep and what to change.  I will be getting additional input from Kathleen Thompson who is willing to share her experiences from a viable Confirmation preparation program as well as others in the religious education arena.

PSR Overall:  Registration forms for 2008-09 have been sent home with every student in the PSR program.  I have approximately 200 students pre-registered at this time for 2008 – 2009 school year in grades 1 - 8.  I am looking into including a copy of the form with the June/July Companion.  We will be using the sign on church property, visible from the road, announcing that “PSR Registrations Have Begun.  Deadline is August 25!” after VBS concludes.  A “Late Fee” will be charged for forms received after August 25.

2008 – 2009 Initiatives: 

  • After meeting with the catechists in April and having discussions with Fr. Bolte there is going to be an increase in effort to encourage our PSR students to attend Mass with their families.  Seems odd (to me any way) that many attend religious education classes but do not fully participate in our faith by attending Mass.  We will be doing a few things toward achieving this goal – one is having Fr. Bolte conduct a “Teaching Mass” early in the school year, attending Mass periodically during regularly scheduled class times and, creating a type of “competition” between grades for Mass attendance.
  • Class times are going to be adjusted slightly to encourage attendance of 8:00am Sunday PSR students & families at the 9:30 Mass and reduce the time between the end of the second Sunday PSR class and the beginning of the 11:30am Mass to make that transition easier as well. The 7th and 8th grade class length will be adjusted to the length of the other grade levels since we cannot offer the longer time frames on Sunday, too.
  • The evaluations completed by the catechists revealed that there is a feeling of isolation or a lack of connectedness with other teachers - especially at their level.  I have built time into the PSR schedule to allow common “planning periods” that overwhelmingly all catechists agreed would be hugely beneficial.

Respectfully submitted,
Valerie Bresiger,
Director of Religious Education

Finance Report

Finance Meeting: May 14, 2008 

St. Timothy Church
Income Statement
Variance Explanation
April, 2008

 Income

  • Contributions:
    3110 – For the month of April, Sunday & Holyday Envelope collections are over budget $13,965.  Four collections posted to this month.
    3111 – Sunday & Holyday Loose collections are below budget for the month $4,943.
  • Fund Raising Events
    The negative Fish Fry variance is a result of final invoices being processed. The entire Fund Raising Category is below budget expectations $7,357 YTD.
  • Parish Hall – A negative variance of $165 for the month resulted with payment for restocking Coke products.
  • School Receipts – Under budget YTD $25,444, the result of previously noted causes.
  • Other Receipts – Interest income generated on banking accounts. Below budget $47 for the month, YTD over budget $1,069.
  • Non-Revenue Receipts – DPAA return to the Parish (3550) was below budget $3,711. YTD this category is over budget $10,936. The bulk of money from last year’s DPAA drive has been received. Overall, Non-Revenue Receipts are over budget $16,009.
  • Total Income/Receipts - $153,073 actual vs. $150,073 budgeted, results in an overage of $3,000.

 Expenditures

  • Pastoral Services & Admin. – Over budget $65.
    Most areas are within budgeted allowances. Copy paper stocks were refilled, and copy expense was higher with a higher number of funerals and 1st Communion.
  • Total Worship/Communications –Over budget $114.
    Most categories in this area are within budgeted limits. Some sheet music was purchased and the final payment was made on Breaking Bread Hymnals. Additional wine and host were purchased. Some Easter flower expense is reflected. Seder meal related items appear in the Miscellaneous/Spring acct (5375.15). Stipends for several weddings and funerals were received. Both April and May Companion mailing expense appear this month (5703.10). Web Hosting Fee appears and was budgeted for in January.
  • Religious Education – Under budget $2,188. YTD the area is under budget $20,764.
    Most areas are below budget. Catechist Training/Appreciation expense is for the end-of-year Teacher Appreciation and was budgeted for in May.
  • Pre-School – Over budget $2,132.
     $536 was collected from Kroger cards (6640). Unbudgeted income has been coming from this source and with the proceeds a laminating machine was purchased. Manipulatives, border calendars and storage bins for the upcoming year were purchased.
  • Support To St. Paul – Under budget $3,006 for the period.
    We made our last full payment for this school year. We are waiting for a final accounting to see if we owe additional support.
  • Youth Ministry – Over budget $733.
    The overage is from Vacation Bible School (7741.15) and is for the purchase of supplies for the program scheduled for June. This is a timing problem.
  • Outreach & Evangelization – Over budget $3,335.
    The increased Contribution level generated a Grant (7786.50) overage of $1,392.   A laptop and docking station were purchased for use by Outreach (7796.10). A donation was received to cover this item and will appear on the May statement.
  • Rectory & Plant Operation/ Maintenance  over budget for the month $6,578 and YTD over budget $862. Additional interior lighting supplies and labor to light the crucifix and sidelight the stained glass are in (8214.15). Snow Removal costs for the massive snow in March were expensed and re-stocking of paper cleaning supplies appears.
  • Non-Operating Expense– Below budget $36,643.
    The Secondary School Assessment was expensed last month but budgeted for in April. Also budgeted but paid prior, was the final allowance for stained glass. An additional $5,000 was paid on the building loan. Payment was made on the Offertory Program in May for $158,454.62 for March/April.

 Total Disbursements - $191,428 actual vs. $220,160 budgeted for a variance of $28,732 as explained above.

 Net Deficit – ($38,355) actual vs. ($70,087) budgeted, ($31,732) below budgeted.

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Offertory Update Month-End April 2008

Active Parish Families                   1,527 *
Families Pledging:                           781 ** (51.15 %)

Total Amount Pledged:           $1,419,699.45         12/1/2007 to 12/31/2008
From Pledging families              $  592,643.50        (41.74 % of total pledged)
From Non-Pledge families              98,560.46 ***
Collected to date:               $  691,203.96 

 ** Families not starting their commitment: 9      ($9,285.22 or 1.15 % of committed families)

 Families not committing by explicit notation: 52 *(stay the same, zero, refusal, unable, changing their pledge, etc)

*** Families making Offertory who did not pledge: 343    (22.46 % of parish family base)

Total Collected April, 2008                $107,122.95###
Total Collected April, 2007          (-)  $133,505.08
Total Collected March, 2008       (+)  $147,172.58 (includes Easter which was in April last year)
Total Collected March, 2007       (-)    $89,881.22

Increase/ (Decrease): $30,909.23         50% to Diocese: $15,454.62

###  After the Offertory Report was prepared for submittal to the Diocese, we found an error in the April numbers (actual April, 2008- (+)$103,122.95).  We had already written and mailed the check. A deduction will be taken from next month’s payment.  The corrected numbers are as follows:
Actual Increase/Decrease: $ 26,909.23       50% to Diocese: $13,454.62
Amount overpaid/to be deducted in May   $2,000.