St. Benedicts Catholic Church

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1 St. Benedicts Catholic Church Pastoral Council Minutes 23 August, 2017 Name Present Excused Absent Ending Year Kevin & Alena Sutherland Bill & DeAnn Champlin Both Present 2018 Bill Present 2020 Mary Preston X 2019 Bob Caley X 2018 Mike Walker X 2020 Kevin Dillon X 2019 Jill M. Alecci X 2019 Kathy Cunningham X 2020 Deacon Lynn Sherman Deacon John Hancock Both Present N/A :00 Start with prayer 2. Quorem: Yes

2 3. Review of July 18 minutes Accepted with Amendments. 4. Introduction of Guests: a. Father Ponce in attendance b. Eric Lustig- Finance Council 5. Council Positions a. Discussed possible appointment of a new member as fill in for Myrliene Rapha 6. Finance: Eric Lustig i. Fr. Ponce addressed his preference for keeping the Council at its present size of 8 voting members. He suggested in the event that a voting tie-breaker is necessary that he and/or the deacons would provide the deciding vote a. The Offertory totals have been up by 9% over the last three months (the last quarter) b. The 123 K construction fund will be used as planned c. There is the 23 K subsidy from the Diocese that will be available to use toward the Rectory renovation i. This will free up funds to put toward the Pastoral Center renovation d. Due to the shift in the Bishop s schedule that places the Dedication on Oct. 8, the parish will need to utilize the gym for Mass on Oct. 1 The school has agreed to let the parish use the gym for that Mass, and has offered future use of the space in the event additional issues crop up e. Folding Chairs/Storage Shed: Presently the parish owns 150 of the chairs being used in the gym for Mass. After the parish takes residency of the new church we will have no use for 150 chairs. The school owns the storage shed in the parking lot that the parish presently uses to store certain liturgical items that won t fit in the back room in the gym. Finance council checking to see if trading the chairs for the shed will assist both groups. f. Finance council considering on how/when to address the parish on the state of the church s financials g. The council recommended a new name for the Building Fund - something along the lines of Facilities Maintenance as this will more accurately call out the actual purpose behind the fundraising for the account 7. Reports: Kevin S. gave a description of each ministry as we moved along (for the new members) a. Respect Life: (Need new chair)

3 i. Kevin S. will check on the group s activity status (still active?) b. Outreach: Jill A. i. No Report- Jill has tried to contact DeeDee M., but has not received an answer c. Religious Education : Kathy C. i. The RE group is in need of catechists d. Liturgical : Mary P.- Deacon Lynn reported on status i. The liturgical items on the Dedication/New Church wish list have been ordered, and we are awaiting final pledge fulfillment. Council members can check with Norm/Patty to help secure the outstanding pledges ii. Barb continues work on the Liturgical Orders manual that will provide direction for each of the different Liturgical ministries (Sacristans, EMHCs, Ushers, Servers, etc.). There will be a general training session to introduce the manual to the ministry groups iii. Recruitment by the Pastoral Council as well as by the specific ministries will be needed to staff up in preparation for a second Mass iv. Liturgical support for the Dedication Mass will be assigned based on experience e. Womens Group : DeAnn/Bill Champlin i. Linda Snyder to chair ii. Meeting on the third Wednesday of each month iii. The group will provide support for the Dedication Mass potluck iv. Looking to establish contacts with other parish Women s groups in the area v. Pumpkin roll sales prior to Thanksgiving f. Knights : Mike Walker to chair i. Tootsie Roll campaign in full swing to raise funds for the intellectually disabled ii. Football FundCrazr continues- Tickets available now at $10.00 a ticket iii. The Grand Knight appoint Bill Champlin as head of the Domestic Church Ministry in the parish and will the liason with Fr. Ponce and the Knights iv. KofC will provide the meats and grilling services for the potluck and Mike will talk with the Grand Knight in regard to supporting set-up v. The council requested assistance from the Knights in moving sanctuary elements into the new church building. Mike will discuss this with the Grand Knight. g. Facilities : Bill Champlin to chair i. Bill has provided a full report in (to be covered in these minutes?) and some items on the list have been completed or are being worked h. Teen club : Deacon John i. The Theology of the Body for Teens program will start after the Dedication of the new church sanctuary ii. The spring program will be Jeff Cavins A Journey Through the Bible iii. Nate and Claudia Jones will be leading the social portion of the plan i. Catholic Charities : Jill i. No report

4 8. Old Business: a. DSC update- Deacon Lynn i. The new building itself is on schedule- the interior work is progressing well ii. The construction issue involving the paving of the parking lot will be resolved dependent on a successful roll test to verify that the grade has dried out sufficiently to properly support the asphalt paving- estimated schedule is Sept. 5 iii. The next DSC will focus on policy statements involving use of storage space, the approach to managing those areas, and the definition of usage priorities in relation to specific ministries iv. The DSC is working on a to-do list as far as the logistics involved with moving into the new building v. The bulletin will begin within the next two weeks to feature inserts that will address specific issues for the parish to consider during and after occupancy is approved by the county- things such as transportation considerations as related to property access off of Falcon Highway b. Re-occurring Ministry Fair- Bob i. No Report c. Pictorial Parish Directory: Kevin/Mary i. Online registration (or call in) has been activated by Bettinger ii. A link to the appointment schedule is available through the parish website iii. The dates of Oct. 6 th and 7 th have been established for the photo shoots iv. The Bulletin Advert to promote the Directory will begin this weekend v. All participants will receive a complimentary 5x7 photo vi. There will be a Facebook announcement beginning on Aug 24th vii. The campaign will need 2-4 volunteers for the photo sessions d. Liturgical Practices for the new building: Jill/Kevin D. i. See Liturgy Report e. Hospitality logistics in the new church/narthex: Chair position unfilled at this time i. Narthex use options continued to be discussed ii. Oct. 23 rd is slated for regular Hospitality f. The new St. Benedict Parish Prayer i. The suggestion was made that each council member takes the next month to work out a draft based on past inputs with the intention that we will finalize the prayer next month g. Special Hospitality: Bill/DeAnn Chair i. Idea shelved due to building schedule and Dedication Potluck h. Incident Management: Kevin S. i. No progress made at this time other than confirmation made that the usher team leaders had received and reviewed the resources, and are considering a regular meeting for training i. Dedication Mass: Jill i. A Thanksgiving style theme was agreed upon for the Parish Potluck

5 ii. The Knights of Columbus will provide support (see Knights report) iii. The date for this event will be after the Dedication Mass on Oct. 8th iv. A commemorative gift will be given out to parishioners who attend in the form of the St. Benedict Holy Card that was offered during the first Capital Campaign was suggested- Kevin S. will contact Mike Force about availability j. Councils preparation for the upcoming changes i. Questions have been asked in regard to using the Audio equipment for the new building during Masses in the gym for those who are hard of hearing- Nate and Kevin S. have discouraged this as the new equipment is purchased for permanent install in the new building and cannot reasonably be utilized in a temporary, set-up/teardown situation ii. Father has been requested to outline his views/requests in regard to behavior/photography/etc. for parish sacramental events to council and ministry leaders so that they can convey this information as events are scheduled (these include Weddings, Baptisms, etc.) k. Pastoral Plan revisions i. No progress to report l. Change to Pastoral Council Bylaws i. Original proposed language as proposed at the last council meeting was discussed ii. Bill C. voiced his concern over the 48 hour notification limitation that would define an excused absence- due to unforeseen circumstances that limitation may not be possible- but offered that some notification of an absence is necessary as it could have implications for a council quorem. Bill also offered that after two such absences the Council Chair initiate a consult with the missing member prior to dismissal. iii. A revision to the original was offered: 1. Define By-Laws Article V, Section E, Unexcused Absences as absences in which the Chairperson was not notified by the absentee prior to the scheduled meeting, or in which prior effort to arrange remote presence at the meeting (as defined by Article III) was not made before the scheduled meeting. iv. This version of the amendment was voted on and passed v. The present size of the council (8 voting members) was addressed above (see Council Positions) 9. New Business a. Clean-Up day for grounds prior to dedication i. The DSC will discuss this at their next meeting ii. The contractor will be responsible for all construction clean up iii. The county approved landscaping will begin next week b. The institution of a second Mass for the parish (if needed)

6 i. Options discussed include a 5:30 Saturday evening Mass or a 12:30 Sunday Mass in addition to our present 8:30 Sunday Mass ii. Consideration of St. Michael s in Calhan and their Mass time on Sunday morning will impact which option we choose iii. The Pastoral Council will be tasked with socializing the question within the parish and gauge the response from our parishioners iv. Surveys from 2008/2012 were taken, and now is a good time to revisit a survey now v. If a new Mass in instituted it would begin at Advent (the new church year) c. Census Stats i. 169 families are registered with the parish. We have one new family registered since April this year 10. Director s Report i. Deacon Lynn made it clear that he is retired in name, but is not going anywhere in practice 11. Closing Prayer: 9:30 Next Meeting Tuesday September 18th, 19:00 (7:00 pm)

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