IMMACULATE CONCEPTION PARISH COUNCIL MINUTES (February 1, 2011 postponed due to weather) February 15, 2011

Transcription

1 IMMACULATE CONCEPTION PARISH COUNCIL MINUTES (February 1, 2011 postponed due to weather) February 15, 2011 The meeting opened at 7:07 PM with a prayer. Member Name Present Not Present Position Elaine Abraham/JoAnn Augustine X Christian Service Representative Joyce Bynum X Council Member Laura Carlin/Robb Gaffa X Stewardship Representative Janis Cornwell X Council Member Sarah Cornwell X Youth Representative John Graybill X Council Member Anthony Jubinski X Council Member Mary Kot X Worship Representative Fr. Tomek Maka X Pastor Pat McGrath X Council Member Pamela Mertes X Council Member John Nemeyer X Council Member Deacon Ken Nowicki X Evangelization Representative Amy O Gara X Vicariate Representative Jane Petitpren X Christian Formation Representative Susan Share X Council Member Andrea Taravella X Council Member Diane Vigneron X School Advisory Representative Guest(s) X SHINE: Michael Vigneron, Sarah Cornwell, Clair Toupin, Lucas Unruh, George Cornwell Festival of Ministries: Carole Gaffa Minutes from the January, 2011 meeting were approved without changes. Formation Topic: Brief discussion about The New Roman Missal Fr. Tomek is looking into formation for the parish with possible events such as a monthly or even bi-weekly workshops and discussion of roots of the Liturgy. Youth Ministry Report: No report received update given by Janis Cornwell. The Youth Group attended the March for Life in Washington D.C. and the Detroit CYO Rainbow conference. They are having a Spaghetti Dinner on Friday, February 25, 2011 from 5:00 PM to 8:00 PM and are asking for Parish Council help in the form of prayers, cash, desserts, and attendance. The theme for the evening is Travel. They will be hosting a Bake Off on March 3 rd and 4 th. More information to follow. School Advisory Report: Report received and attached. Diane Vigneron reporting. IOWA test results are in. The old scrubber was replaced. Current enrollment is 212, which is a very good number. Alumni reviews are due back in March. Discussion about MEAP vs. IOWA testing. Immaculate Conception Parish Council Meeting Minutes - Page 1 of 3 - Revised 3/1/11

2 Discussion about the foreign language class offered at I.C. Christian Service Report: Report received and attached. JoAnn Augustine reporting. After review of what is offered by Christian Service it was determined they will continue will all programs currently available. Additional program, support for our troops (America Supports You our Military Men & Women AmericaSupportsYou.mil) will be started shortly. The Ambassador Program will fall under Christian Service. Euchre Wednesday does not fall under Christian Service. Christian Service is asking for donations for the Festival of Ministries Fair. Finger foods appreciated, as there will be very little seating available. Christian Worship Report: Report received and attached. Mary Kot reporting. The new baptismal font is coming along. Altar rails have been repainted. Christian Formation Report: Report received and attached. Stewardship Report: No report received. Laura Carlin reporting. Discussion about Cemetery fund re-allocation. Approved letter of intent to be sent to AOD. A used scrubber for the school was obtained. Looking at bids for work on the stone shed at the cemetery. The bus garage and storage garage are in need of repair/replacement looking at options. Installing hot and cold water sinks in select lower el restrooms. Currently they have only cold water. New phone system installed campus wide, working out the kinks. Open House was a huge success. Last year there were 12 serious inquiries as a result of the Open House, this year there were 20. Blue Water Vicariate Report: Meeting cancelled due to weather. Amy O Gara reporting. We have representatives from our parish that will participate in the Together in Faith Phase II Parish Planning Process. They are: Jim Mattina, James Haase, Theresa Austin, Jean Corbat and Andrea Taravella. Our parish will be participating in the 24/7 Restoring America Through Prayer project. More information to follow. Old Business: Festival of Ministries: o The group has contacted all 73 active groups at Immaculate Conception and is looking for people to host at the tables during the fair. o The fair is coming along and will be held Saturday, March 19 th from 4:30 PM to 6:30 PM and Sunday, March 20 th from 9:00 AM to 2:00 PM. Ambassador Program: Immaculate Conception Parish Council Meeting Minutes - Page 2 of 3 - Revised 3/1/11

3 o John Graybill discussed how they would be working in phases, roughly as follows. Phase I is fixing the registration. Phase II will possibly be handouts and information to families. Phase III is touches calls, , invitations. Various forms of communication used to be sure families feel welcome, included and informed of various activities and opportunities. Phase IV is ongoing contact. o Looking at combining the ambassador program from the school and the parish. o They are looking for two volunteers to move forward with the program. Project with SHINE: o Members of the youth group were in attendance to discuss their involvement and experience with the March for Life and the CYO conference. o They are requesting Parish Council help with their upcoming spaghetti dinner. Donations of time, money and desserts would be greatly appreciated. New Business: Tabled until next meeting. Pastor s Report: Fr. Tomek complemented the Festival of Ministries group on what a fine job they are doing, it is very much appreciated. The phones are in but there have problems, they are continuing to work on any issues. The emergency phone number procedure will change as that number will be disconnected soon. Fr. Tomek requested that if anyone is in need of the Sacrament of Anointing or Last Rites, please call as early as possible. Because of scheduling, it is sometimes difficult to respond to short notice requests. The Spotlight will be reduced to 6 pages (5 pages of content and 1 page of advertising). The Building Fund will be removed from the CSA as there is no benefit for reporting this way. The AOD Capital Campaign for I.C. is tentatively scheduled for September Long Term Planning is working on this and meeting every 2 weeks to address soft and hard goals for our parish. Christmas offering was higher than budgeted. Colleting approximately $500 a week in the change collection. The baptismal font is coming along. Tom Kott is doing a great job. Looking for donations of cash to complete the project. Fr. Tomek strongly encouraged Parish Council members to participate in Eucharistic Adoration, school Mass, coffee & donuts, and daily Mass. We were reminded that to avoid misinformation about the Catholic faith, our sources of information should be the Bible, the Pope and the Bishops and be careful of what we hear and read from other sources. The meeting closed with a prayer 9:41 PM. The next meeting will be March 1, 2011 at 7:00 PM in the Parish Hall. Minutes respectfully submitted by Amy O'Gara. Immaculate Conception Parish Council Meeting Minutes - Page 3 of 3 - Revised 3/1/11

4 I.C. School Advisory Committee Minutes for January 18, 2011 I. Opening prayer: led by commission chair Sean Stawiasz II. Attendance: a. Present: Kelly Lovati, Anne Malik, Susan Matina, Heather Morrison, Sean Stawiasz, Diane Vigneron, Mary Ann Bragan, Daniel Wehby, and I.C. Principal Kathy Steele b. Absent: Christine Gabryel III. IV. Approval of meeting minutes: The November minutes were approved. Old Business: a. World of Motion Dan Wehby reported that someone at General Motors is interested in working with students on this. Third grade was targeted for the project. V. New Business: a. PTC report: i. 3-Digit-Lotto: sales are ongoing. Approximately 250 tickets had been sold by the first week of January. Tickets will be available at the Wine Down. ii. Wine Down: The date for this event is February 26 th. b. Parish Council Report: Diane Vigneron informed the commission of the template for commission minutes. SAC minutes have usually followed this format. We just need to report items in a different order. Diane also reported on the goal of reviewing class offerings that Parish Council would like the commission to complete this year. Mrs. Steele will bring information to the next meeting. The commission decided that they would be able to complete this goal by the May meeting. VI: Updates by I.C. Principal Mrs. Steele: a. IOWA test results: Mrs. Steele reported that once again I.C. students scored very well. She shared a breakdown of grade equivalents by subject as class for 2010, which we compared to She also shared a Building Profile for School Improvement, which ranked the low and high areas of each grade. The commission discussed the math computation scores for grades 3 and 4, which were significantly lower than scores in other subject areas. The commission asked what parents can do to help such as having parents come in to classrooms to work with students. Mrs. Steele said that the grade 2 and 3 teachers will be working on improving this area. Mrs. Steele said that changes were made regarding the Blue Ribbon school designation. This year all scores for all grades must fall above the 95 percentile.

5 b. Marketing: Open House will be February 13 th and will again be tied with the pancake breakfast. One mailing advertising the school has already gone out targeting 2 ½ to 11-year-olds living within a certain geographic range. Discussion was held concerning the school website. The commission feels that the current design is not easy for families considering enrollment in I.C. to find, nor is it the best for marketing the school. We will be reviewing the website for possible changes. Discussion also took place regarding placing an order form for school apparel on the website. Heather Morrison is considering heading the ordering of school apparel. c. School Maintenance Issues: The floors do not look good. Salt, mud and snow are the cause of this and the floor scrubber is not working so the custodians must use a bucket and mop, which doesn t give the appearance of a clean floor and takes a lot of time. New floor scrubbers cost $3,500 to $4,000. Reconditioned scrubbers would cost approximately $1,500 but do not come with warranties. Mrs. Steele is concerned about the appearance of the floors with Open House happening in less than a month. Discussion was held regarding possibly renting a floor scrubber to get the floors looking good for Open House. Commission members will be checking with area businesses to possibly borrow one. Mrs. Steele will be putting an article in the Spotlight asking if any parishioner knows of a floor scrubber we could use. d. Updated graduate survey: The commission made suggestions for revisions to the graduate survey. The survey will be going out to all current high school students around the end of January. e. Parish Ministry Fair: Kelly Lovati reported on the progress of the Parish Ministry Fair. f. American Music Assembly: The assembly was very good. g. Technology: Mrs. Steele reported that an anonymous donor will be providing a Smart Board and the wiring for it. The science room will serve as the pilot room for this. h. Questions: Sean Stawiasz asked how I.C. was progressing with the Green School designation. Mrs. Steele reported that it is still on-going and that Mrs. Pennell has returned from maternity leave and will once again be spearheading the project. VII VIII. Assignments: Heather Morrison will be checking on borrowing a floor scrubber. Members will look at the website for ease of use and as a marketing tool. Mrs. Steele will bring materials to begin reviewing course offerings. Closing Prayer: Sean Stawiasz led the commission in a closing prayer. Note: The next meeting is scheduled for February 15. Submitted by: Diane Vigneron

6 OPENED WITH OUR PRAYER IMMACULATE CONCEPTION PARISH COUNCIL CHRISTIAN SERVICE COMMISSION REPORT JANUARY 11, 2011 MEETING WE HAD 8 MEMBERS PRESENT JOANN AUGUSTINE, KATHY WEISENBERGER, SHARON NEFF, CAROL SACCO, KARILYN FEHLMAN, HELEN RIEHL, TERESA FIELDS, JOAN TOMASZYCKI APPROVAL OF NOV. 9, 2010 MINUTES MOTION BY HELEN, SECOND BY CAROL DEL HASKIN REPORT 90 CARDS SENT IN 2010, FIVE SO FAR THIS MONTH ROSARY MAKERS WILL MEET AFTER 10 MASS THIS SUNDAY KATHY DOES REPAIR ROSARIES THEY HAVE MADE OVER 1,476 ROSARIES FOR MISSIONS FUNERAL LUNCH REPORT THREE FUNERAL LUNCHES SINCE LAST MEETING, JUST SOME FACTS- WE STARTED SERVING FUNERAL LUNCHES NOV. 9, 2005 SINCE THEN WE HAVE SERVED 85 FUNERAL LUNCHES (APPROX. 4 TO 5,000 PEOPLE) COPE (CHRISTIAN OUTREACH PROGRAM ENDEAVOR) STILL TAKING MAN TO DIALYSIS TWICE A WEEK ALSO TWO OTHER PEOPLE TAKEN TO APPOINTMENTS HANDCRAFTER S MINISTRY WILL MEET NOV. 3 RD AND 17 TH THIS MONTH AT NOON IN THE PARISH HALL ALL AGES ARE WELCOME TO COME COFFEE/DONUT SUNDAY JAN. 16 TH TERESA, KATHY WILL HELP STARS OF CHRISTMAS ITEMS DONATED: CLOTHING, COATS, HATS, GLOVES, BOOTS, SHOES FOR NEEDY FAMILIES PLUS TOYS FOR CHILDREN IN ADDITION TO FOOD ITEMS WE HELPED A TOTAL OF 27 FAMILIES RECEPTION WAS HELD AFTER THE 7 PM MASS HONORING THE FEAST OF I.C. APPROX. 70 PEOPLE ATTENDED PIZZA, SALAD, DESSERT SERVED WENT VERY WELL NEW BUSINESS: COLLECTING AND SHIPPING ITEMS TO SOLDIERS OVERSEAS: DISCUSSED ITEMS TO BE COLLECTED AS WELL AS POSSIBLE DATES FOR COLLECTING WILL CONTACT MICH. MILITARY MOMS TO COORDINATE SHIPPING WILL GET OKAY FROM WORSHIP AND FATHER TOMEK GOALS AND OBJECTIVES FROM PARISH COUNCIL MEMBERS FELT WE HAVE ENOUGH OFFERED TO PARISHIONERS AT THIS TIME PERHAPS IF WE GET MORE NEW MEMBERS WE COULD START OTHER PROGRAMS FESTIVAL OF MINISTRIES WILL BE DISCUSSED AT THE NEXT MEETING AS WELL AS THE AMBASSADOR PROGRAM NEXT MEETING CHANGED FROM FEB. 8 TH TO FEB. 15 TH NEXT COFFEE/DONUTS CHANGED FROM FEB. 13 TH TO FEB. 20 TH - I.C. SCHOOL IS HAVING AN OPEN HOUSE AND PANCAKE BREAKFAST ON SUNDAY, FEB. 13 TH CLOSED WITH A PRAYER

7 WORSHIP COMMISSION MEETING MINUTES January 13, 2011 Meeting opened at 6:35 PM with prayer. Present: Fr. Tomek Maka, Deacon Ken Nowicki, Patrick Austin, Rene Meldrum, Carole Gafa, Sandy Kott, Ed Ross, Rick Rhein, Mike Mytinger, Mary Kot. Not Present: Carol Gawel. Guest: Tom Kott. Motion by Sandy Kott to approve minutes of November 18 and December 16, 2010, supported by Ed Ross; motion carried. REPORTS & UPDATES a. Music: Pat reported all music choirs back to ordinary time, successful concert, Christmas music went well, now getting ready for Lent. b. Art & Environment: Carole stated her committee tries to do something different each year for each season; Christmas trees will be taken down but for next few weeks will keep a wintery effect using winter branches. c. Liturgical Ministries: Training for altar servers Saturday, January 29, 10 AM to 12 noon. Booklets with guidelines for altar servers and sacristans being drafted, Jane Petitpren will re-train extraordinary ministers. We also need to re-train EMs who take communion to the inbound. d. Sacristans: Ed would like to have a meeting and re-training of sacristans. e. Ushers: Mike said a meeting of the ushers is scheduled for sometime in February. f. Altar Cloths & Linens: Fr.Tomek said our new corporals are great, Mary will meet with Ed Ross to determine the need for purificators. g. Loving Hands: Sandy mentioned that there is a need for someone to be assigned to clean the church during the Christmas season when school is out and for paper supplies in the restroom to be monitored more closely. Our new cleaning schedule for this year 2011 is ready. Carole made a presentation on the upcoming Festival of Ministries Event March 19 th & 20 th. She would like our commission to be represented at the event by our various committees, and that we prepare a short blip on what each group is about to be included in the pamphlet that is being prepared. REPORTS FROM COMMITTEES ON THEIR ASSIGNMENTS a. Baptismal Font: Tom Kott presented some drawings he prepared for a new font using wood from old altar railings in keeping with the décor and designs of the church. After lengthy discussion about size, design, and kind of sink to be obtained, Tom and Ed offered to check on the possibility and cost of a marble sink and top. Discussion followed about the placement of the font in front of St. Joseph and the space available. b. Ushers Jackets: Mike feels the ushers should wear jackets while ushering, that Robb Gafa could get jackets in range of $60 each, insignias about $10, total about

8 Worship Commission Minutes, 1/13/11, Page 2 $70, ushers could possibly split the cost of about $35 each with the parish. Deacon Ken gave a report on his survey of several parishes regarding ushers clubs and jackets and found that, in most cases, ushers did not wear matching jackets, had no organization, and just did their own thing. UPCOMING LITURGICAL EVENTS 1/23 Sunday, Right to Life, services from 2:45 to 5:45 PM. Youth Group going to Washington for mass and rally. 2/3 Thursday, St. Blaze, blessing of throats after morning mass. Will go to school to bless children. Two requests were presented to commission by letter from JoAnne Augustine, Christian Service, that the annual St. Joseph Layette program that was already approved at our September, 2010 meeting, would run from Feb. 20 th through March 13 th, and a new program to be instituted to provide needy articles and goodies to our deployed service men and women in Iraq and Afganistan, which program would run this spring. Father Tomek gave his approval for both programs with understanding Christian Service would be responsible for removal of articles from the church in a timely manner. OLD BUSINESS a. Baptismal Guidelines: Deacon Ken distributed copies of the revised outline, went over the Request for Baptism, Baptism Preparation Form, and Godparent Sponsorship Certificate. Changes to forms were to remove the names (Ken, Jane, Fr. Tomek) to make it generic, add addresses, and change Protestant to Christian. This item will be on February agenda for final approval. b. Silence Reminders: Discussion ensued about cell phones going off in church every Sunday, how to remind people to turn off phones and observe silence. Idea to post a short history of our parish with subtle reminder to observe reverence. NEW ROMAN MISSAL A two-page handout was distributed with some information and a few of the new changes in parts of the mass, which were read aloud and discussed briefly. A workshop regarding the new changes will be held on February 2 nd, 7-9 PM, at St. Blaze Church, Sterling Heights; I.C. will pay cost of any of our commission members who would like to attend. ITEMS FOR FUTURE AGENDA 1. Discussion about how we can address prayerful participation at mass. 2. How can Fr. Tomek and Deacon Ken encourage more participation in Eucharistic Adoration. 3. Present adoration is from 9:15 to 2:30. The Rosary and Chaplet are still being prayed at about 9:20 AM after mass; this should be discontinued, it should be quiet time; agreement to notify the group. 4. Finalize Baptismal Guidelines.

9 Worship Commission Minutes, 1/13/11, Page 3 5. Festival of Ministries. Ed will be our coordinator of all the subcommittees, such as Loving Hands. Two persons, Rick and Ed, to represent Worship at the Festival in March. MEETING DATES February 17, 2011 Thursday, 6:30 PM April 7, 2011 Thursday, 6:30 PM May 12, 2011 Thursday, 6:30 PM Meeting closed with prayer at 8:50 PM. Respectfully submitted, Mary Kot, Secretary

10 January 19, 2011 Faith Formation Report Rediscovering Catholicism small group discussion gatherings will be held on February 10 th at 9:30am, Feb. 15 th at 1:00pm and Feb. 17 at 6:30pm in the Parish Hall. We have also ordered 100 more copies of the book for those parish members who did not receive a copy at Christmas. The formation catechists and school teachers have been invited to help facilitate these sessions. The Adult Formation sessions on A Well Built Faith is going well with Mr. John Meldrum. Our next session will be Monday, February 7 th when we learn about Sin and Mercy Handle with Care! We just began Older Sacramental preparation with five students participating this year. They will celebrate their First Holy Communion on Mother s Day The First Reconciliation Family Fun day was held on January 23 rd. Our parish has 64 young people in 2 nd grade preparing for First Reconciliation in March and then First Holy Communion in May. The Confirmation retreat was held on January 30 th in the parish hall. Our parish has 53 young people preparing for Confirmation in the Spring. RCIA for both children and adults is going strong. We have 5 children preparing for 12 preparing for Easter Vigil sacraments: 5 Baptisms, 9 Confirmations and 8 First Holy Communion. We will be participating in the Rite of Election at Blessed Sacrament Cathedral on March 12 th. Our adult Bible study on the Book of Revelations has over 30 participants. This is the first time using the Little Rock Bible Study booklets. We are enjoying it. Our parish staff is getting ready for Lent. We are looking into ordering Lenten reflection books for both adults and kids, as well as prepare a young people s packet. We are also discussing our Lenten Adult formation opportunities. Both the faith formation and school children are Praying the World. Each week we visit a different country, learn about the people and culture, receive a holy card for that country, mark the nation on our map, and pray for the people. Early Childhood formation on Sunday mornings has 20 children registered. The families who participate are very excited that we offer this during Mass. Children s Liturgy of the Word will have a new sending song for the community to sing very soon. Mr. Pat Austin is preparing the choirs and Mr. Rene Meldrum and Celtic Cross are learning the music. Respectfully submitted, Jane Petitpren

11 PPC REQUESTED GOALS & OBJECTIVES FOR COMMISSIONS 2010/2011 Stewardship Commission 1. Ministry Fair for Time and Talent. In conjunction with a Ministry Fair, complete a Stewardship campaign by June Debt Reduction Plan. Would like to have a definitive plan to pay off the $250,000 still owed on the parish hall and repayment of the money used for the purchase of the new Parish office building to the cemetery fund. 3. Written Marketing Strategy for Parish and School. Methods to be determined by the marketing committee. 4. Develop Long Range, 5 year plan. Have a start date and written plan for Phase 2. Current surveys from Parishioners may be needed in order to compare with past surveys already on file. Parishioners who have joined since Phase 1 need to be encouraged to pledge something to finish the debt payments even if over the next 5-10 years. Plan to inform each new parishioner of long range plan after it is in place. 5. CSA Committee. Work on plan to address the CSA or improved way of getting Parishioners to contribute to CSA. 6. Evaluate all current programs and events of I.C. Parish. Do these need to be updated? Are we meeting the needs in some capacity of our Parishioners? Are there programs that we need to implement? Christian Service Commission 1. Evaluate all current programs and events of I.C. Parish. Do these need to be updated? Are we meeting the needs in some capacity of our seniors, youth, families who are married or divorced, etc.? Are there programs that we need to implement? Worship Commission 1. Sunday Evening Mass. (A 6:00 pm mass) Possibly offer only two masses on Sunday Morning to allow for this mass. Possible only offer in the summer months. 2. Written Policies and Procedures for Sacraments. Continuous improvement plan starting with survey concerning process/procedures and policies for Funerals, Weddings, Baptismal, Confirmation, Communion, etc., should have LIKES and THINGS LIKE TO SEE Changed 3. Evaluate all current programs and events of I.C. Parish. Do these need to be updated? Are we meeting the needs in some capacity of our Parishioners? Are there programs that we need to implement?

12 SAC 1. Review Class Offerings. ALL COMMISSIONS 1. Uniform Documents. Same Agenda and Minutes template for all commissions. The following is the uniform example set forth by the Archdiocese of Detroit: Opening Prayer Attendance Approval of Meeting Minutes Committee Reports/Updates Old Business New Business Update by Commission Chair (or Pastor) Assignments (given by prayer) Closing Prayer Note: the next scheduled meeting date should be listed on the agenda 2. Commission Operational Procedures. Once new handbook is completed by the Archdiocese of Detroit, each Commission should develop an operational procedure specific to their Commission in accordance with the Diocesan requirements. 3. Website Efficiency. Each organization (K of C, Parish Council, Youth Group, etc.) should have a page on our website to facilitate easy access to updates and news. It MUST be kept current and up to date. The Parish Council is requesting a response from each Commission for all goals/objectives pertaining to that Commission. Please indicate the feasibility of each item as well as a projected plan for those items that can be achieved by the Commission with an expected date of completion. Each Commission should include this response in the Commission Report that will be giving at the February 1, :00 pm. Updates on each item will be needed throughout the remainder of the year. Thank you!

13 Dear Parish Council, Please find below the marketing response for our IC Marketing Team. Thank you, Laura Carlin - (810) Written Marketing Strategy for Parish and School. Methods to be determined by the marketing committee. Reply: The Marketing Team is working with Parish and School to develop a prioritized list of marketing needs and time lines to be implemented into a campus wide marketing plan. Our team continues to work with IC committees while this plan is being developed and reviewed. Our goal of completion is April 1, Marketing Goal: To Retain, Obtain and "Wow" our audience while "Growing in Spirit... Anchored in Faith". 1. Develop and navigate a Strategic Marketing Plan that will assist the parish and school in a comprehensive approach to obtaining and retaining families based upon our mission statement at Immaculate Conception. 2. Review our audience. Review our mission statement.

14 3. Review all campus marketing components i.e.: website, print material-internal and external, logo merchandising, signage along with public relations for ultimate marketing impact, cost efficiency, image consistency and key core messaging. 4. Implement an "easy procedure" for marketing to assist committees with their advertising event or campaign. Above is a short list of strategic plans our committee is discussing. We will continue to research and compile ideas from our commissions on how our Marketing Team can better serve our IC campus.

15 Ministry Fair Update February 1, 2011 What Has Happened? A walk-out of the parish hall January 11 th determined that the large side will accommodate for 22 long tables to be represented. A floor plan was drawn out and commissions were placed. 3 extra tables will allow for resting areas. (The large side is only being used as to not affect the choir and children s literagy set for Sunday.) Time, Talent and Treasure Ministry set a Festival of Ministry s Fair meeting with 17 Chair Heads of the Main Committee Groups to be included in the Fair being held March 19/20. They were all contacted through . The meeting was held in the Parish Hall January 13, 2011 at 7:00 p.m. There were 7 people were in attendance. (including me) Contacted and met individually with members of the committee groups that were not represented and requested the short paragraph descriptions that are to be included in the Resource book that will be handed out at the Ministry Fair. Out of the 68 groups/committees, all but 22 descriptions have been submited. The deadline for this was February 1. As of February 15, all approved groups have been accounted for aside from (2) prayer groups. Met with JoAnn Augustine (Christian Service) February 1 to discuss the menu that is to be served during the Festival of Ministry s Fair. Finalized the flyer and the Spotlight ads that are to be placed in the school and parish papers. Marketing of this event began February 5/6, A meeting was set for February 10 th with Marketing to begin the processing of the Resource Book. 11x17 posters are being created to promote this event around campus.

16 Met with Fr. Tomek on finalization of approvel groups and committees to be represented in the Resource book. What Is Planned? Page 2 Meet with Jane on the Living Your Strengths workshop to begin with IC staff being proposed after the Festival of Ministry s Fair. Proposed Protecting God s Children Workshop is planned for IC in May. Continue to call and line-up volunteers for before, during and after the event, Commissions and event workers as well as Host/Hostesses. Design paper banners for each table/commission at the fair beginning February Start collection of supplies such as table skirts/cloths and decor. Begin the printing of the Volunteer Sign-Up sheets and Commitment forms to be placed at each table. Provide a rough draft of the Resource book to Fr. Tomek for approval March 1, with the final draft printing March 7. Continue to place Festival of Ministry articles in the spotlight with a commitment to Stewardship emphasis as a way of life giving back to God. Continue to work with Marketing to promote this event through the 11x17 posters to begin next week. Next Festival of Ministry Fair meeting is set for February 22. Commissions will be contacted via- concerning a schedule of volunteers lined-up for representation of each Commission s tables at the Festival of Ministries Fair March 19/20. Music ministry will be contacted concerning music for the Festival of Ministries Event. Volunteer commitment forms are to be created based off the guide provided by the AOD on IC letterhead.

17 Parish Pastoral Council The Parish Pastoral Council is a wonderful way to be the voice of IC Parishioners! It is a consultative body to the Pastor. The Council represents the Parish mission, by giving a voice to all through supporting, guiding and directing the various aspects of Parish life. It gathers the visions, hopes and needs of the Parish and translates them into Parish planning through the establishment of goals and objectives. The Parish Pastoral Council sees that these goals and objectives are implemented by the Parish Commissions and committees. A Parishioner may be nominated to become a member of the Parish Pastoral Council by any fellow Parishioner and is selected during Mass on a Sunday designated by the Pastor. Time: Each term is a three year commitment. Meetings held on 1st Tuesday of each month (September through 7pm with approx. 2 hour meetings. Additional time commitments vary depending on the Council members role on Parish Pastoral Council or Parish Pastoral Council sub-committees.

18 Ambassador Program Meeting: Attendees: Susan Share, John Graybill, John Niemeyer Topic: How to develop an Ambassador Program: In agreement and decided to work this in phases. Phase 1: Fix the registration form; John Graybill agreed to take the first cut on this Phase II: Handouts. The school hands out a folder of pertinent information, we discussed this is a great idea; we need to determine the contents. However, concerns rose if paper handouts fit all users these days, as electronic information may suit the needs of parishioners better. But some contents either paper or electronic may include the refrigerator magnet, copies of information from the various ministries, the latest bulletin, the parish history book, etc. Phase III: Touches specifically how to do them and many ways to do this. But the consensus may be with the initial form that is filled out when someone joins the parish. That form should feed the other ministries such as faith formation, K of C, SHINE, Christian Service, etc. These ministries have a play in touches and forwarding the form to them to facilitate this. Other options include: coffee and donuts; acknowledgment at mass by father T, bringing up the gifts, an ambassador dinner? Also, a phone call/ within a specified period of time after registration and then scheduled touches. Phase IV: Administration/Committee Members - continuous contact of the new people/families in the parish. Periodically the form is looked at (for at least the first year) to remind them or invite the new people to the big events such as, Perch fest, Wine Down, Taste Fest, Fish Fry s GOAL: The Ambassador Program was developed to make New Parishioners feel welcome in the Immaculate Conception Community. The Ambassador Committee members will contact the New Parishioners through many Medias (phone, e- mail, texting, and 1 on 1 s) inviting and informing them of the ministries, events and activities of the Immaculate Conception parish and school.