St. Timothy Pastoral Council Minutes

October 2, 2007

 

 

Present:  Fr. Rick Bolte, Dave Shefchik, Jim Sholar, Jerry Beatrice, Mark Dornoff, Marin Smith, Al Kovacic, Rick Harvey, and Randy Herbert.  

Absent:  John Gould, Steve Lemberg, and Fr. Jacob.

 

1. Fr. Bolte offered the opening prayer, and the September minutes were approved.

 

2. Pillar Reports
 

  A.   Jim Sholar gave the Outreach Committee report (see attached).  The Pumpkinfest will be at Benton’s Farm on Wednesday, October 10th.  Approximately 150 children from City Heights are expected.  The Bentons are looking for help with the baked goods.  There will be several outreach activities that the PSR students will participate in this school year, starting with baked goods for the Hosea House in October.  Members of the Outreach Committee will help prepare and serve food for the foster children’s Christmas party on December 1.  They are expecting 250 children to attend.  As of October 1, 15 grant applications have been received for consideration by the grant committee.

   B.   Marin Smith reported that all the PSR programs are off to a good start. One class has been added due to overcrowding.  The 7th and 8th graders received a presentation on abstinence which was very informative, and well received.  STYM is still growing, and is looking for a mission trip for next year.  Tapping into Theology has been well attended, and the next session will be Fr. Bolte continuing his presentation on the Book of Revelations. (see attached)

   C.   Rick Harvey gave the Community report (see attached).  We are still paying the bills for Oktoberfest, so the final figure is as yet unknown.  However, the gross was less that last year, mostly due to fewer sales of the car raffle tickets.  However, expenses should also be lower because we used our own property for parking. The Chicken Dinner is in November and ticket presales will begin on October 13. Dorothy Kingerski is organizing Breakfast with Santa this year.  Other future parish events include the Dinner Dance on February 2, and the Fish Fry beginning February 8.

   D.   There was no Worship Committee report since there was no meeting in September.

   E.   John Gould was absent, but he did forward the most recent income statement (see attached).

 

3.   Steve Lemberg sent an e-mail saying that eight new families were at the September welcoming event.  The next one is scheduled for October 28th.

 

4.   Dave Shefchik had a lot of information from the Boone County Planning Commission regarding a sign on the parish property.  Our location falls under the “Union Town Plan”, and so must conform to specific codes regarding size, composition, and lighting.  Only one estimate for a sign with an electronic display has been obtained so far, for approximately $32,000, and it will take about eight weeks to complete.

 

5.   In a flurry of activity, the needs assessment committee has already met twice, and divided tasks.  Al Kovacic will work with PSR, to determine what classrooms are now available, and how they are being used.  There were 641 children registered for the PSR program as of mid-September. All available classrooms are used during PSR class times. The preschool rooms are used for the SPS as well as some 1st and 2nd grade classes. Rick Harvey is gathering information about other groups who use the facilities, and who is being turned away for lack of available space.  Marin Smith is collating the information into a usable form, and hopes to have it completed by December.

 

6.   Mark Dornoff had the artist’s sketch of what one of the stained glass windows is expected to look like.  The artist incorporated all of the thematic ideas which the committee gave him, and has come up with a stunning display.  The committee continues to discuss themes for the other window.  The council had a discussion about whether or not the parishioners would have input at this point in the development.  Unfortunately, that does not appear to be possible except through the ad hoc committee. 

 

7.   Pastor’s Report.

   A. Fr. Bolte received a pleasant surprise when the census/address cards he asked us all to fill out picked up 55 people who have been attending St. Tim‘s, but had not previously registered in the parish.

   B. Al Kovacic, Jerry Beatrice, Marin Smith and Rick Harvey volunteered to assist Father by counting Mass attendees during the month of October.

   C. So far, Fr. Bolte has been in touch with John Divine, Tom Duggan, and Tom Herbstreit for the construction committee, which will do the follow-on report after the needs assessment committee, is finished.

    D. The Mustard Seed has closed its shop, but wishes to put a religious articles display in the gathering space.  Marin Smith will contact them for further information.

 

8.   The next PC meeting will be November 6th.  Dave Shefchik volunteered to offer the opening prayer, and Randy Herbert the closing prayer.

 

9.   Mark Dornoff offered the closing prayer, and the meeting was adjourned.

 

Respectfully submitted,

Randy Herbert

Parish Council Secretary

 

PILLAR REPORTS

 

 

COMMUNITY
Provided by Jennifer Fedders

 

Oktoberfest Update:  Still reconciling bills.  Gross is expected to end around $158K - $160K. Last year’s gross was $168, 623.  The biggest noticeable difference was that car raffle ticket sales were down by about 100, or approximately $10,000.  Overall expenses are expected to be less than last year.  Anticipate a final number by November Meeting.
 

Chicken Dinner:  Date changed to Sunday, November 4 to allow sufficient time to presale tickets.  Ticket presales will start the weekend of October 13.  (Date changed again-Sat.Nov.3 after 4:30 Mass)
 

Holiday Shop Night: November 28.  Vendors/crafters will come in.  We will generate donations for the dinner dance.
 

Breakfast with Santa: December 1, 9 – 11am. Dorothy Kingerski is coordinating.
 

Winter Dinner Dance: February 2.  We are looking for more leadership help.
 

Fish Frys will begin February 8.

 

 

FORMATION
Submitted by Chris Bruewer

 

PSR: All programs off to a good start.  Sunday sessions going well.  Lots of special sacrament needs (those children who have not been baptized or who have missed receiving one or more sacraments in the grade in which they are celebrated here.)--  19 children so far.  Father Jacob is working with the staff to make sure all the special sacrament situations are handled efficiently. Debbie has added one class, due to overcrowding and is looking at adding another, if she can come up with an additional catechist.  Once that has occurred, even the 7 to 8:10 time slot on Wednesdays will be at maximum room usage. 

The Pastoral Care Center room is not working out for any of our classes.  It is too crowded in that room.  We have had to expand into Room 11, with a set-up and then take-down situation to accommodate an additional class.

We had our abstinence talk for the 7th and 8th graders and parents last evening.  Claire Ruhl was the speaker.  She did an excellent job.  We have had nothing but compliments from parents thus far. 
 

STYM: Numbers are growing and growing.  Charlotte is very pleased with both the numbers of high schoolers and their commitment level.  Very encouraging trend. Charlotte and Lesley are looking into locations for a mission trip with STYM and supportive adults again for next summer. 
 

ADULT FAITH: There is a Come Saturday Morning mini-retreat this Saturday from 9 till noon.  Fr. Bolte will be presenting The Book of Revelation Part 2 on Monday.  Dr. Hill’s sessions for Tapping Into Theology were well-attended – approx. 35 each night.  We are planning an advent event for December – a Stations of the Crib with a covered dish and the Lighting of the Trees on parish property.  Expected date is Dec. 15.

 

 

OUTREACH
submitted by Lesley Duggan

 

Pumpkinfest:  Wed. October 10  5-7pm.  Volunteers arrive at 4:30 pm.
Food:  BBQ beef (left over from Oktoberfest) & hot dogs, mac & cheese, baked apples, baked goods. Because of the drought, Benton Farm does not have pumpkins this year, but John Benton will order enough for the children of City Heights.  Fr. Rick will take family pictures this year with fall back drop (hay stacks, pumpkins). St. Henry High School is allowing us to use their two large school buses for transportation. 
 

PSR Outreach:
Baking Bread Together – All 3rd grade classes will bake kid friendly dinner rolls and cookies for the HealthPoint Baby shower and October Hosea House. 
St. Charles Academy in Zambia: On October 17, our PSR children will decorate canvas tote bags for all of the 179 students at St. Charles Academy in Zambia.  Students will also make foam picture frames and crosses to put in each bag.  The children of St. Charles do no have book bags – the fortunate ones use ziplock bags. 
 

IHN: Next commitment – Tues. October 16. 
Still in need of dinner preparers and dinner hosts. 
 

Foster Children’s Christmas Party - Sat., December 1. 
Members of outreach will aid with preparing and serving the food. 
 

Cancer Survivor Celebration: Celebrating Life &d Hope on Oct.27 & 28.
Lois Lambers is coordinating. It will consist of handing out multi-colored ribbons with prayer-cards , a blessing at all Masses of all parishioners who have been and are currently affected by cancer, a  sign-in Book of Survivors for those dealing with cancer who would like to be contacted or be a contact for someone else dealing with cancer, and a little health fair reception in BH after masses consisting of local support group information.    
 

Grant Applications needed to be postmarked Oct. 1. 
As of Monday, Oct. 1, 15 have been received.  More are anticipated Tuesday and possibly Wednesday.  Committee chairman, John Benton and Lesley are meeting Thursday to sort through them for the grant committee members’ review.

 

FINANCE
Meeting Notes – Sept. 12th

Income Statement
Variance Explanation
August, 2007
 
Income
 Contributions -
3110 – For the month of August, Sunday & Holyday Envelope collections are over budget $7,192.  4 Collections posted to this month.
3111 – Sunday & Holyday Loose collections over budget for the month $3.
 
Fund Raising Events – The category is under budget $3,944. Oktoberfest collections are under by $456, YTD $1,106. We expect this difference to be recovered on next month’s statement, after the festival. Account coding corrections and voiding of some checks caused variances in both the “Other” (3215) category and the “Fish Fry” (3216) category. Golf Outing shortfall is a timing issue. The event is planned for September 29th.
 
Rental Parish Property – Re-stocking of all beer products, paper goods and beer license renewal contributed to this month’s shortfall.
 
School Receipts – Greater than budgeted by $8,331, as a result of several “Paid in Full” accounts collected.

Other Receipts – This is interest income generated on banking accounts. Over budget $86.
 
Restricted Funds – $35,000 was collected and went into Deferred Revenues (see Balance Sheet) for the stained glass. Money was then transferred to the Restricted Funds account for the down payment on the stained glass windows.
 
Diocesan Collections - Last month’s report noted proceeds from the garage sale were collected to benefit the St. Charles Mission in Zambia. The money was in fact generated from the in-pew appeal by Camboni missionaries.
 
Total Receipts - $163,402 actual vs. $144,023 budgeted, results in an overage of $19,379.
 
Expenditures
Pastoral Services & Admin. – Expenses under this category are over budget $792. Auto insurance was only paid on one vehicle. Credit card service charges (4349) were higher with payment by parishioners for St. Paul tuition (5 accounts Paid in Full). Workshop registrations (4420) were paid for both priests. Total budget allowance for this line item was $450; actual expense is $1,200 making the category over budget for the year $750.
Year-to-date, this area is under budget $3,539.
  
Total Worship/Communications – Under budget $4,911. Expense reflects only a part-time Music Director Salary and related categories are below budget as well, since only full-time employees receive insurance benefits. Proceeds from the Blacktop Dinner Dance are shown but the catering bill has not been processed as of yet.
 
Religious Education – Under budget $16,954. No speaker fees were paid as Fr. Bolte spoke at the Theology on Tap session. Textbooks account (6318.10 for PSR), is under budget and is a timing issue
 
Pre-School – Over budget for the period $2,285, under budget YTD $8,079. Construction revision expense is for some hardware, paint, and electrical work for the Pre-School areas.
 
Outreach & Evangelization – Under budget $3,997. Money was collected and posted for Outreach’s denim shirts. No corresponding expense was posted. Miscellaneous (7783.80) - The credit balance here is the result of proceeds collected from the garage sale event benefiting the St. Charles mission in Zambia. Most of this money will roll back out in the next month.
 
Plant Operation/ Maintenance – The area is over budget for the month, $1,325 and YTD over budget $1,097. Carpet Cleaning (8800.10) was completed the Parish Center Office, main church and Brodnick Hall over the past few months. Only a nominal amount is budgeted for this expense in February, 2008. This area will be over budget at least $474. Purchases were made to re-stock janitorial supplies, generating $971 in expense. The category is budgeted for purchases to be made bi-monthly and should even out next month.  The Cintas account was incorrectly budgeted by me at $115 per month. The expense is $115.25 per week for changing of rugs and carpets in the church and Parish Center, which will swing between $461 & $576 per month in actual costs.
 
Even Exchange Checks – Money was transferred for the Thompson’s African Dental Mission.
 
Capital Expenses – Over budget $7,334. This reflects the down payment for the stained glass windows.
 
Total Disbursements - $198,226 actual vs. $207,682 budgeted for a net positive variance of $9,456 as explained above.
 
Net Deficit/Cash Shortfall - $34,824.