St. Timothy Pastoral Council Minutes
March 4, 2009

Present:  Fr. Rick Bolte, Fr. Jacob Varghese, Dave Shefchik, Jerry Beatrice, Al Kovacic, Rick Harvey, Karen Riegler, Kathleen Thompson, Jim Sholar, Steve Lemberg, Deb Thomas, and Randy Herbert.
Absent:  Jim Lockhart.

1. Jerry Beatrice offered the opening prayer, and the February minutes were approved.

2. Deb Thomas attended the meeting to give the PC an update on the pre-school and kindergarten.  For the pre-school, the entire staff will be returning next year, and registrations have once again filled the classrooms.  In fact, she is planning to add a class next year, and will hire another teacher and assistant.  100% of this year’s 3 year old students are returning next year.  There are 24 students registered for the kindergarten, and the cooperative issues with St. Paul’s are being worked out.  Interviewing for a teacher and assistant will begin soon.  Funds are still being collected for the playground, but enough is available now to begin construction as soon as the site is selected.  The question was posed to Deb whether the school is self-sufficient, and she said that she expects to make a small profit by the end of the year.  The council would like to extend its appreciation to Deb and her staff for their excellent work. 

3. Pillar Reports

1. Jim Lockhart was unable to attend, but he sent his report (see attached) and Fr. Bolte was able to answer any questions.  We continue to fall behind in revenues, due to the state of the economy.  However, so far we have been able to meet all obligations.  The savings for capital improvements has provided some cushion.

2. Al Kovacic presented the Worship Committee report (see attached)  A Seder meal is once again being planned for Holy Thursday before the 7:30 Mass.  Michelle is looking for a chairman.  The subject of people falling from the altar platform was raised, and brought to the PC.  The alternatives suggested were railings on the sides, or a border on the steps to provide contrast.  Rick Harvey is investigating costs and availability of the border.

3. Jim Sholar gave the Outreach report (see attached).  For a number of reasons, the Outreach Committee is considering making the summer mission trip a local event this year   Gallatin County work projects, City Heights, and HONK are all possibilities being considered, and the week could conclude with a lock-in for the STYM.

4. Kathleen Thompson gave the Faith Formation report (see attached) Fr. Carl Arico will arrive on March 22^nd for the parish mission.  He will be preaching at all the weekend Masses, and is planning to have one-on-one sessions with parishioners who request them.  The mission presentations will be given in two morning and three evening sessions.  Advertising will be extensive, including ads in the Messenger and local news papers.  Plans include a reception after 4:30 Mass Saturday, March 22, and a potluck dinner on March 23.  Dr. Brennan Hill will be the next speaker for Tapping into Theology on April 13.

5. Rick Harvey gave the Community report (see attached).  Figures for the Dinner Dance are not final yet, but the estimate is about $12,000.  Fish Frydays set records in each of the first two weeks, and the addition of a drive-through was a great success. 

4. Steve Lemberg gave the Welcoming Committee report.  He has received positive feedback about the gift of a crucifix for new parishioners.  New families appreciate the idea that the parish would welcome them with a gift.  There were 11 new families to join St. Tim’s in February, but only one family was present on Welcoming Sunday.  Henceforth, a reminder card will be sent to each new family the week prior, and the pulpit announcement will take place the week before welcoming Sunday.  The next event is scheduled for March 29.

5. Fr. Jacob gave the youth group report.  Fr. Rick is reviewing the sacraments with the young people of the parish, and a guest speaker, Sr. Cathy Bauer, spoke about vocations.  STYM prepared and served a meal for the youth group leaders and their spouses as a Christmas gift and thanks for their hard work.  Several members of the STYM can be seen each Friday working at the Fish Fry.  Their enthusiasm is wonderful to see.

6. Pastor’s Report.

• Due to the current economic conditions, Bishop Foyes has put a freeze on all salaries and tuitions in the diocese.  Let’s all pray it turns around soon.

• With all the hats she wears, Valerie has become overloaded with the PSR program.  Fr. Bolte will soon be interviewing candidates for a part time assistant.

• The original idea for the Facilities Committee was to determine what should be built, then wait until funds were raised to design the actual building.  However, the architect has indicated that if fund raising begins in 2010, the building could be ready for occupancy by 2012 if planning begins now.  The bishop has given his approval to keep the process moving forward, but the capital campaign will wait for the economy to improve.

• The next item for discussion was the DPAA incentive project.  Numerous ideas were introduced, but in the end it came down to the choice between a cross on the outside of the building, or an organ for the inside.  A lengthy discussion produced no consensus, so a vote was taken, and the cross was chosen.  I will be looking into required permits and costs during the next few weeks.

7. The next PC meeting will be April 1.  Jim Sholar volunteered to offer the opening prayer, and Steve Lemberg the closing prayer.

8. Al Kovacic offered the closing prayer, and the meeting was adjourned.

Respectfully submitted,

Randy Herbert
Parish Council Secretary

PILLAR REPORTS

Worship Report

Worship Committee Minutes: Feb.11, 2009

Present: Fr. Bolte, Fr. Jacob, Kelly Stuckenschneider, Katie Barton, Mary Ann Kordenbrock, Madeline Bond, Becky Herbert, Al Kovacic, Irma Albanese, Ross Kelsch, and Michelle Alley

There was no January meeting due to snow.
Madeline Bond started with a prayer at 7:00 pm.

Old Business

• Christmas Eve midnight Mass vote – 40-50 voted and 10 pm Mass won
• Live Nativity was good, had a lot of bad weather though
• Christmas Masses were well attended. No problem locking Brodnick Hall.
• The Church was decorated beautifully for Christmas.
   

New Business:

• Ash Wednesday Masses: The 7 pm Mass will have PSR children and parents attending. Also the Children’s Choir will sing.
• Michelle will have a sign up sheet in the Sacristy for ministers.
• The Lenten Penance service will be at 7pm on Tuesday, March 10.
• Lenten inserts will need to go into the hymnals before Ash Wednesday.
• The Palms are on a standing order and we should have enough with the same amount as last year.
• Do we have enough towels for Holy Thursday washing of the feet? Mike Keller invited people to get their foot washed. Will he do this again?
• People can bring in their old palms the weekend before Palm Sunday.
• We would like to have a Seder Meal on Holy Thursday again, Michelle will see who will handle this. The Seder Meal will be at 5:30 and Mass at 7:30.
• Fish Frydays and Stations will begin on Feb. 27. Stations begin at 7:30 pm after the Fish Fry.
• Good Friday Services: Passion 1-3 pm, Stations 7:30 pm
• Bunnyfest will be on Holy Saturday at 9 am. RCIA practice at 10.
• We will again have an Easter Flower Fund since it is so low-key.

Music

• Children’s Choir Schedule:
  - Ash Wednesday – 7 pm
  - March 22 – 11:30 am
  - April 19 – 9:30 am

• Concert and Spaghetti Dinner:  Katie may plan a with Charlotte to raise funds for the Mission Trip.

Other Topics:

• Would it be possible to install railings on either side of the altar for the steps for older Eucharistic Ministers? Fr. and Al will bring this up to Parish Council.
• DPAA incentive: we are considering an organ or a cross for the outside of the church building facing 42. An organ would be very expensive and could take 2 years. We may be able to borrow an organ from a dealer for a few weeks to let parishioners experience the difference.

The meeting adjourned at 7:50
Our next meeting will be on March 11, 2009

Community Report

Dinner Dance-Auction

Totals are not finalized however should fall in the $12,000 - $13,000 range.  Jen expects firm numbers in the next couple of weeks.

Fish Fry
First week (2/27) results very good.  Gross income was $5822.45.  Steady stream of customers, drive through was very successful.  Inside sales totaled $3606 with drive through line bringing in $1543.  Balance of income ($673) came from bar, dessert and split the pot sales.

Submitted by Rick Harvey

Formation Report

ADULT FAITH FORMATION MEETING: Tuesday Feb.10, 2009

Present: Phil Aller, Ric Berndsen, Faye Gosney, Deacon Mike Keller, Joan Klahr, Stephanie Schenk, Pat TenBrink, Sue Keller

Our meeting opened with a prayer of St. Jude by Ric Berndsen.

Parish Mission

• Advertising: This has been taken care of by Faye Gosney.
  -We will have a quarter page in the Messenger. This ad will run for two weeks.
  - Flyer will be put in the bulletin starting February 15th. We will be at the back of church to hand out flyers after the masses on the weekends of March 7 &8 and March 14 & 15. Flyers will be placed on the doors of the church.
  - Joan Klahr will make doves to go along with the flyers for the doors.
  - Kay Schuele will make sure the other local churches have the information on our Mission 2009.
  - Faye will get emails out through constant contact starting in the middle of February beginning of March and 1 week before the Mission.
  - There will also be ads placed in the local newspapers.
  - Stephanie gave a list of names from Contemplative Out Reach. Emails were sent out to ask for their help in getting the word out about our Mission 2009. We got great response back.
  - Pat T. will get with Michelle and Kaye about getting the Mission announced after the Masses the two weeks before the Mission. This will include the sign up sheets to help with the mass and to spend 15 minutes with Fr. Carl Arico. Sign up sheets were put together by Pat T.
• Prayer for the Mission inserts were printed by Faye.  She will get the Senior group to help her get them in the blue books in the pews.
• Father Rick will be in charge of Eucharist Adoration.
• Deacon Mike will discuss music with Katie Burton.
• Potluck dinner will be March 23 at 5:30pm. We will meet at 4pm to set up tables and put the BBQ over. Colleen has volunteered to help with the potluck dinner she is the one who helped with the Stations of the Crib. Faye and Joan will make index cards and doves for the center of the tables.
• Welcome Reception will be after the 4:30 mass on March 22. Faye will check with the Seniors Club and see if they can put on this reception.
• Snacks for Monday and Tuesday were discussed. We decided that coffee, juice and cookies or donuts would be plenty. We will try to get some of the other groups in the church to put this on.
• Faye will make sure the hall is available for this weekend.
• Dottie Due has volunteered to help with book table. People from the committee will also help out.
• We discussed if we needed more than one more meeting. We all decided that we should meet on March 4 and on March 18 at 7pm. Kaye will check to make sure the room will be available.

Lenten Bible Study
Lenten Bible Study will be on Tuesday at 7pm in Room 5 during Lent. This will take place March 3 to April 7.

Tapping into Theology
April 13 will be the next one. Dr. Hill will be the speaker. Stephanie is getting it all arranged. This will be discussed at the next meeting.

Voting on changing the night of our meeting will be discussed at the next meeting.

Phil Aller will open with the prayer at the next meeting.

Outreach Report

Outreach Committee Meeting Minutes: Feb.12, 2009 at 7pm

Attendance:   Lesley Duggan, Barbara Fowler, Sue Helmer, Rosalie Hentz, Marty & Geri Herbert, Kori Iracondo, Charlene Melihercik .

Meeting was opened with prayer led by Lesley.  Charlene made a motion to accept the minutes & Kori seconded it.  Minutes were approved.

CURRENT BUSINESS

February Grant: Holly Hill

• Lesley brought several styles of baskets/ bags & requested a vote to choose the style that the cosmetics etc. would be placed in for the Holy Hill clients coming to the Fish Fry on Feb. 27.

•  The Girl Scouts volunteered to fill the baskets & co-ordinate the gifts. Lesley will call the leader to set a date for the assembly of the gifts.

• Kathleen Thompson has made a CD for each of the baskets with inspirational music by female artists.  Response for products for the baskets has been very good.

• Rosalie, Barb, & Sue volunteered to help with the project.

• Lesley will contact Leigh Ann Divine to see if she would give a make-up demonstration to the girls that evening after the dinner.

Spring Cleaning Collection - March 28th/29th

• Bag distribution will be March 14-15 - Boy Scouts will distribute.

• Collection weekend is March 28-29 - Location PC rooms 3-4

• Delivery date is March 30

• Charlene volunteered to deliver to Covington area; Barb will help deliver to Boone Co. CAC; Sue volunteered Mark for Gallatin Co. delivery.  Need for other delivery volunteers will be determined collection weekend.  Kori also volunteered if needed. 

•  Canned goods will be removed from the collection/shopping list keeping the focus on non-food stamp items.

• Color coded shopping lists will be used for sorting. Agencies will be assigned a color. Parishioners will return the shopping list with their donations indicating the # purchased for each item i.e. 2 - dish soaps, 1 - 4 roll toilet paper, etc.. The shopping list will become our tally method for donations.   Backside of shopping lists will include Outreach Lenten Ideas-suggestions given.

• Recipients-Gallatin CO.  Boone Co.CAC, Be Concerned & St. Ann Mission Treasures on Earth in Covington.

Lenten Outreach Activities/Opportunities

• Lesley accepted various ideas/suggestions that will run in the bulletin during Lent and on back of the shopping tags for the Spring Cleaning collection.

• Boone County CAC tour has been rescheduled for Feb. 17th. @ 11a.m.

Reports

• Mark Helmer- Report given by Sue Helmer- Gallatin Co. coat room is now operational.  Shelves & racks were a welcomed addition.

• Rosalie Hentz-reported that 89 travel toiletry bags were given to Brighton Women's Center for Valentine's Day distribution. Also Valentine cards were sent to all the diocesan seminarians.  Christmas cards were also sent & Birthday cards will be mailed near their birthdays.

NEW BUSINESS

Summer Mission Trip - Lesley & Charlotte B. are coordinating & discussing the summer Mission Trip.

Ongoing Concerns:

• Bus limits number of participants

• Size of group can be difficult to accommodate for lodging/meals.

• Private transportation could pose liability issues.

• Providing tools etc. can be problem.

Explored possibility of helping CAP (Central Appalachia Project).

• Pro - Local (in Kentucky) would be good.

• Con - Expensive - Cost is $350/person for 4 work days to include meals, lodging (possibly sleeping bags in a school), tools & supplies. CAP trip would cost more than past two mission trips minus a charter bus.

• Con - Work sites would be 45-60 minutes from lodging shortens work day.

• Con - Charter bus cannot maneuver roads to worksites. Could we get enough private transportation volunteers?

• With the struggling economy, Lesley and Charlotte are concerned about asking for and relying on the parish to fund a trip.  If all needed money for CAP mission isn't raised, cost falls on volunteers which can be expensive especially for those who have more than one family member committed.

Considering a Mission Week at St. Tim's.

• Cost decreases. No dollar amount per person. Low overhead.

• 5 work days with final day for Mass & sharing.

• Possibly hold Friday lock in for the youth volunteers.

• Great opportunity for more parish involvement especially other parish groups and ministries who could sign-up to provide breakfast and dinner for work groups.

Discussion:

• Lesley met with Faye Allen in Gallatin Co. as a possible means of obtaining projects for work groups.  Lesley will develop a "Home Assessment Survey" that will be used in Gallatin Co. and in parish to determine what projects are do-able according to need, skill level, time needed to complete the project, etc...  Project leaders will review all surveys, follow-up on possible projects with an "In-home analysis" to further determine labor, material and cost analysis for each project.  Project determination will be much like our grant selection process.  

•  Charlene suggested summer involvement with City Heights.

•  Kori suggested summer involvement with HONK.

•  Paul suggested looking at the skills the participants have to offer, costs, what actually needs to be done & do a cost & hours analysis.

•  Marty suggested the idea of finding a group to follow ours for completion of projects requiring more than a week's time to complete.

Adjournment----The next Outreach meeting will be on Thursday, March 12 at 7pm in the Parish Center.

 Respectfully submitted,

 Rosalie Hentz

Finance Council 

Highlights of the Finance Council meeting on February 25, 2009; submitted by Jim Lockart.

• 2009 Offertory Pledge Drive 792 pledges – 329 stayed same; 132 decreased;141 increased; 190 new pledges. January contributions in line with pledges.

• The Business Manager reviewed the processing of the 2009-2010 Parish Budget. Proposed budget to be ready for Finance Council approval at May 20^th meeting.

• The Mission/Responsibilities of the Finance Council were discussed. The council members will provide input for further discussion and resolution at the March council meeting. 

• Finance Council approved the Sterling Group for Merchant Processing Services.

• The January 2009 and Fiscal Year-to-Date results were reviewed and discussed.

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             January                                  Year to Date (July-Jan.)

             Actual    Budget   Variance         Actual     Budget   Variance

Income   158,393   171,429  - 13,036        1,469,094  1,572,608  -103,514

Disburs.  202,065   237,441    35,376         1,325,824  1,508,373  182,549

Net       -43,672    -66,012    22,340          143,270        64,236    79,035

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January Summary

Total income/receipts were $ 13,036 under budget.

Items Under budget

1) Contributions were $ 3,401 under budget.

2) School Receipts - $ 6,153 includes 3 auto debits for NSF for $ 1,135.

3) Fund Raising Events - $ 6,667 reflects money paid for Gaming report/tax;       Chicken dinner start-up $ 1,057; Dinner Dance under budget by $ 4,768.

4) Parish Hall – $ 992 expenses for service & supplies, new vacuum, inspection.

Items Over budget
– Non-Revenue Receipts - $ 3,509 due mainly to subsidy from Diocese over budget by $ 3,105.

Total disbursements - $ 35,376 under budget.

 Items Under budget
1) Non-operating expenses - $ 58,593. Due to reduced collections Diocesan Assessment lower & no Offertory Program share was paid. 

2) Outreach & Evangelization - $ 2,023 Alternative Christmas funds not paid out.

3) Pre-School - $ 2,129. Salaries & Stipends less than budget.

Items Over budget

1) Plant Operations/Maintenance  $ 26,038 due mainly to the Property Insurance of $ 27,013 being paid a month early.

2) Religious Education - $ 1,481. PSR $ 2,051 over budget.  

Year-to-Date Summary

Total income/receipts were $ 103,514 under budget.

Items Under budget–
1) Contributions $ 97,833;

2) School Receipts - $ 27,862;

3) Fund Raising Events - $ 19,011;

4) Diocesan Collections - $ 2,792

Items Over budget –
1) Other Receipts - $ 15,121;

2) Restricted Funds - $ 14,422;

3) Non-Revenue Receipts - $ 12,691;

4) Rental of Parish Property - $ 1,751.

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Total disbursements - $ 182,549 under budget.

Items Under budget –
1) Non-operating expenses - $ 156,439. Due to reduced Diocesan & Secondary School Assessments of $ 47,054; Diocese share of Offertory Program under budget by $ 9,642; and Capital Expenses under budget in the amount of $ 99,771.

2) Pre-school - $ 21,123; Tuition received was $ 18,637 greater than budgeted.

3) Outreach & Evangelization - $ 13,167; Alternate Christmas $ 9,256

4) Worship - $ 5,315;

5) Diocesan Collections Remitted - $ 3,202: Retired Religious Collection was $4,650 less than budgeted

Items Over budget – Plant Operations/Maintenance - $ 24,155. Due mainly to early property insurance payment of $ 27,013 

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