Parish Council Meeting Minutes Wednesday, March 21, 2012

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1 ST. KATHERINE GREEK ORTHODOX CHURCH FALLS CHURCH, VA Parish Council Meeting Minutes Wednesday, March 21, 2012 The Parish Council of Saint Katherine Greek Orthodox Church convened on March 21, 2012, at the Board Room of the Meletas Charuhas Community Center at 7:30 p.m. The Proistamenos, Fr. Costas Pavlakos was in attendance. There were present at the meeting, the following members of the Parish Council: Jim Stoucker Maria Wills George Moshos Art Dimopoulos Chris Christou Korinna Garbis Nick Larigakis Bill Polizos Dr. George Silis Pierre Tavoularis Daphne Vaccarello Christina Vazquez Andrea Ballard Chris Christou Bill Porter Costas Mavromatakis Fr. Costas' Report Father was delayed a few minutes following Presanctified Liturgy services and duly led the Parish Council in prayer urging them to continue to regularly attend services during Lent. Father Costas also administered the Oath of Office to appointed Parish Council member Nick Larigakis and reported that a Community Pot Luck program headed by Faye Mpras as part of our fellowship and stewardship efforts will commence after Easter. Parish Council President s Report Parish Council President, Jim Stoucker mentioned the 2011 Audit was nearing completion and discussed audit findings concerning 2 nd tray collections during FY Approximately $72,000 in 2 nd tray collections earmarked for the Church's new air conditioning system were erroneously deposited in the operating fund rather than the church beautification account. Of this amount, $53,370 was appropriately used to make the first payment to the HVAC contractor that installed the Church s new air conditioning system. The remaining funds not used for Church beautification will be transferred into the Church beautification fund. The President also reported that the initiative to allow organizations and ministries to further participate in the life of the Church by serving as ushers during the second liturgy was set to begin in April. A prime example of the intended benefits could be seen in the effort initiated by Mission s Chairman John Demakis by using this opportunity to introduce young couples to Church life and the community. Our wish is that all ministries take the opportunity to become involved in this initiative as a means of further strengthening and advertising their roles in the community. The President reminded the Council that on Tuesday, March 27 th, 2012, the Council will prepare and serve food at the local homeless shelter and shall meet at St. Katherine s at 4:30 p.m. The President also reminded the Council that the next meeting will be on April 18, 2012, and the General Assembly meeting on April 25 th the hope is that the Stewardship Plan will

2 Minutes Parish Council Meeting, 3/21/2012 be prepared and distributed in advance of the General Assembly meeting on the 25 th. Lastly, the President reminded everyone that the Biennial Clergy Laity Conference will be from July 1-5, 2012 in Phoenix and that two delegates must be appointed to represent St. Katherine and accompany Fr. Costas. The President also provided a report on the meeting with His Eminence, Metropolitan Evangelos, Fr. Costas, the President and St. Katherine Philoptochos representatives regarding the St. Katherine Philoptochos at the Metropolis of New Jersey. The President indicated that new elections for the St. Katherine Philoptochos Society are slated for this May, and there is enthusiasm and interest to bring in new Philoptochos members that will be proactive participants in the good work the Philoptochos undertakes. The President further reported on the concern about the cessation of the past practice of earmarking bake sale proceeds from the Spring and Fall Festivals to the Philoptochos. A general discussion followed during which several council members reiterated the principal objection to such a practice was the belief that no organization should receive payment for helping the Church. Fr. Costas remarked that all Church ministries and organizations work in tandem with one another as the body of the Church and if any organization is in need the Church is always present to act as one to advance the Church s interests and mission as a whole. Accordingly, at His Eminence s suggestion for reconsideration, the consensus of the Parish Council is to ratify the cessation of the past practice of earmarking festival proceeds for the benefit of the Philoptochos effective subsequent to the 2012 Fall Festival. This will provide the Philoptochos the financial freedom to reorganize and focus on organizational matters. Father Costas, the President and Board expressed their support and optimism about assisting the Philoptochos to strengthen their vital ministry. Upon motion duly made, seconded and carried with one abstention and one vote in opposition, it was RESOLVED, that the Parish Council s cessation of the practice of earmarking Fall Festival bake sale proceeds for the Philoptochos account be effective subsequent to the 2012 Fall Festival, thereby helping facilitate the Philoptochos on organizational matters and a transition to alternative fundraising means. The minutes of the February 21, 2012 Parish Council meeting were distributed, reviewed and revised. Upon motion duly made, seconded and unanimously carried, it was RESOLVED, that the Board of Directors approve the minutes of the February 21, 2012 meeting as amended. 2

3 Minutes Parish Council Meeting, 3/21/2012 Treasurers/Stewardship Reports The Treasurer s and Stewardship reports were delivered by the President. Highlights of the report are as follows: o Church s Operating Accounts as of 12/31/11 are $25, o Church s Restricted Accounts as of 12/31/11 are $273, The Treasurer reported that St. Katherine s financial condition is faring well in light of projected revenues and budget considerations. The Stewardship report was also presented reflecting success in meeting monthly and quarterly objectives per the 2012 Budget. The President and Stewardship Committee are working on the Stewardship Plan which will provide long-term objectives and a roadmap of how we ll meet the same prior to the General Assembly meeting. Upon motion duly made, seconded and unanimously carried, it was RESOLVED, that the Board of Directors approve the Treasurer s and Stewardship Reports. Old Business Christina Vazquez reported on her due diligence regarding the cost of pew covers. Apparently, the pew covers that her former parish used were donated fabric was purchased and volunteers fabricated the covers. Christina will look into whether there might be interest from volunteers to fabricate the covers. The Parish Council discussed the suggestion of providing a needs assessment in the Bulletin and Doxa as part of our stewardship outreach providing members of our community the opportunity to give of their time, talents and treasure to help St. Katherine s fulfill its needs. New Business The Secretary spoke of the National Hellenic Museum and National Hellenic Society collaboration to permanently record the individual stories and Greek American experience and suggested that St. Katherine s undertake its own recordation of our stewards as a way to pass on the paradosis of our culture, faith and personal stories to the next generation. The videotaped interviews will be permanently archived, shared and available for display and online access for future generations. Nick Larigakis, Art Dimopoulos and John Demakis will lead the effort to undertake this project after Easter utilizing the talents of other parish stewards. Father Costas reported on how several other parishes have successfully started hospices in residences bequeathed/purchased by respective Churches. There is a home for sale across the street from the Church and this would be an ideal area of growth in tandem with Paedia, Missions and other Church endeavors to advance our Lord s work as 3

4 Minutes Parish Council Meeting, 3/21/2012 a community. Father spoke about the joy and wonder of having the youth at the Church during these highly impressionable years where Father has the opportunity to teach them about our Lord and our values to children that hunger to hear the same. Father spoke of the mission to assist in our own back yard where several Orthodox Christians involved with Habitat for Humanity will help refurbish homes owned by impoverished elderly in West Virginia these are all wonderful and demonstrative efforts of what our faith is all about. Father Costas also reported that both Lenten Retreats for adults and the youth were very successful it was a wonderful learning and spiritual experience for old and young alike. The Lenten Retreat organizers and participants are to be lauded for their commendable work Father commented on how pleased he is to witness how the youth are galvanizing as a group which bodes well for the future of our community. A report on imminent maintenance and improvement projects was provided by the Treasurer. The marble in the sanctuary was recently polished and sealed and the Community Center foyer was also recently repainted. Projects that will be accomplished in the near term include re-stripping the parking lot and landscaping on the grounds surrounding the Community Center. The landscaping is required in all areas of the Church and will be done incrementally. Holy Week schedules were discussed and the Treasurer provided an assessment of the logistics involving the Church simulcast in Founders Hall & outside the Church. The meeting was adjourned at 10:05 p.m. followed by Father Costas benediction. March 25, 2012 Arthur Dimopoulos Secretary James E. Stoucker President Rev. Fr. Constantine A. Pavlakos Proistamenos Tab A Treasurer's Report 4

5 St. Katherine Greek Orthodox Church of Northern Virginia Monthly Cash Position Report As of: Feb 29, 2012 CHURCH OPERATING ACCOUNTS Previous Month Current Month 1. Cash in Bank - BB&T 39, , Credit Card Account 7, , TOTAL: 46, , CHURCH RESTRICTED ACCOUNTS 1. Cash in Wachovia Bank/BB&T 56, , Designated Projects 2. Cash in Wachovia Bank/BB&T 63, , Greek School 3. Cash in BB&T Bank 107, , Church Beautification 4. Cash in Wachovia Bank/BB&T 45, , Preschool TOTAL: 272, , GRAND TOTAL: 319, ,615.32

6 St. Katherine Greek Orthodox Church of Northern Virginia Monthly Revenue Report - February, 2012 February REVENUES: 2012 Budget Revenues YTD $ YTD % 1. Stewardship 504,000 58, ,519 25% 2. Candles & Trays 120,000 7,795 16,254 14% 3. Holiday Offerings 20, % 4. Special Donations 25, ,379 6% 5. Memorial Donations 20,000 2,805 3,370 17% 6. Fund Raising 200, % 7. Building Fund (Meletis-Charuhas Ctr) 1, % 8. Church Beautification (2 nd tray) 6,500 1,585 3,474 53% 9. Rentals 175,000 6,500 13,900 8% Total Revenues: 1,071,500 $77,968 $163,956 15% 1,200, Revenue - YTD 1,000, , , , ,000 0 Actual Projected Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

7 St. Katherine Greek Orthodox Church of Northern Virginia Monthly Expense Report - February, February EXPENSES: Budget Expenses YTD $ YTD % Comments Church/Ministries Archdiocese 51,000 5,000 12,000 24% Diakonia 3, % Youth Ministries % Sunday School 6, % Greek School % GOYA % HOPE % JOY % PAIDEIA Day Care % Orth. Christian Fellowship % Holy Cross Seminary 3, % Missions 6, % Church Laity Congress 4, % Arch/Met. Mtgs/Seminars 2, % Comm. Relations/Ministries 15, ,465 16% Parish Retreats 1, % Clergy/Staff Priest 134,525 11,210 22,421 17% Asst. Priest/Yoluth Director 15, % Substitute Clergy 19,000 1,200 2,900 15% Financial Officer 12,875 1,073 2,146 17% Asst. Financial Officer 37,130 3,094 6,188 17% Secretary 42,665 3,555 7,111 17% Custodian 47,410 3,951 7,902 17% Part-Time Custodians 30,000 2,730 6,160 21% Choir Director 6, % Organist % Chanter 8, ,360 17% IT Engineer 7, ,167 17% Payroll Taxes 9, ,622 18% Employee Benefits 55,000 4,631 9,048 16% Recurring Expenses Mortgage Payment 203,030 16,564 33,128 16% Mortgage Principle Payment % If funds are available Insurance 15,000 1,127 2,255 15% Utilities 67,500 5,364 10,578 16% Telephone/Cable Service 12,000 1,016 1,723 14% Church Supplies 27,000 1,149 2,819 10% Office Supplies/Equipment 25,000 1,395 2,291 9% Postage 10,000 2,086 2,342 23% Credit Card Commissions 6, % Fund Raising Operations 75, % Rental Operations 40, % Infrastructure Maintenance 35,000 3,653 7,227 21% Capital Improvements 25, % Vehicle Maintenance 6, % IT Enhancements 3, % Misc 2, % Total Expenses: $1,071,500 $73,557 $148,190 13%

8 St. Katherine Greek Orthodox Church of Northern Virginia Monthly Expense Report - February, ,200,000 Rate of Expenditures - YTD 1,000, , ,000 Actual 400,000 Budget 200,000 0 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

9 Saint Katherine Greek Orthodox Church Stewardship Report Period ending:february 29th, Performance Goal $504,000 $504,000 February Stewardship Revenue $54,729 $58,812 7% Stewardship Pledges YTD $129,960 $147,636 14% -- Revenue/Pledges Rcv'd $ 73,979 $ 64,750-12% -- Revenue/Contributions Recv'd $ 55,192 $ 59,769 8% Total Revenue YTD $ 129,171 $ 124,519-4% # Stewardship Pledges YTD % -- Avg. Pledge YTD % # Contributors YTD % -- Avg. Contribution YTD $233 $286 23% # Pledge & Contributors YTD % Actual for 2011 YTD $482, % Actual for 2012 YTD % 600,000 Stewardship Revenue , , , ,000 Actual Projected 100,000 0 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec We are blessed!

10 Accounts St Katherine Greek Orthodox Church Analysis of Revenues & Expenses Fund: Church Beautification Fund February 2012 MTD Actual (This Year) YTD Actual (This Year) Revenues Church Beautification Fund - Iconography Donation Total Church Beautification Fund Total Revenues Expenses Church Beautification Fund - Heating / Air condition Total Church Beautification Fund Total Expenses $0.00 $10, $0.00 $10, $0.00 $10, $22, $48, $22, $48, $22, $48, Net Total ($22,824.00) ($38,122.00)

11 St Katherine Greek Orthodox Church Summary of Restricted Accounts Fund: Designated Projects Fund January to February 2012 Accounts Beginning Balance Restricted Revenue Restricted Expenses Ending Balance Temporary Restricted Designated Fund - New Album - Rental Deposit - Miscellaneous Fund - Book Store - Interest - Operation Troops - Service Charge/check Image Stmt Fee - Missions Fund - JOY - Christmas Event - Project Mexico Fund - Missions/Guatemala - Future Missions - John Harocopos Oratorical Fund - Playground Escrow - Safeway Benefits - Homeless Shelter - Deacon Fund - Missions/Alaska - Goya homeless Total Designated Fund Total Temporary Restricted $0.00 $ $0.00 $21, $8, $50.00 $51.18 $0.00 $ $6, $1, $ $ $0.86 $0.00 $1, $0.00 $0.00 $0.00 $0.00 $4.00 $50.92 $0.00 $0.00 ($318.00) $0.00 $0.00 $3, $ $0.00 $ $1, $ $6, $0.00 $0.00 $5, $0.00 $0.00 $3, $0.00 $0.00 $ $ $ $ $ $0.00 $ $0.00 $0.00 $1, $0.00 $0.00 $1, $0.00 $0.00 $52, $11, $1, $52, $11, $1, $ $29, ($139.81) $7, $ $1, ($4.00) $50.92 ($318.00) $3, $1, $6, $5, $3, $ $ $ $1, $1, $62, $62,701.05

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