St. Benedicts Catholic Church Pastoral Council Minutes 20 September, 2016 Name Present Excused Absent Ending Year Kevin & Alena Sutherland X 2018 Karen Flint X 2018 Mary Preston X 2017 Myrleine Rapha X 2019 Bob Caley X 2018 Norm Lefebvre X 2017 Kevin Dillon X 2019 Jill M. Alecci X 2016 Peggy Thies X 2017 Deacon Lynn Sherman Deacon John Hancock X N/A 1. 19 :10 Start with prayer 2. Quorem: Yes 3. Review of minutes Accepted as-is, no amendments.
4. Introduction of Guests: All Members of Council a. David Dalton b. Eric Lustig c. Mike Force 5. DSC- See Minutes 6. Finance See minutes 7. Reports: a. Respect Life Norm not Present b. Outreach No Report c. Religious Education Karen i. Karen reported on the registration numbers for the2016/2017 yr. ii. 19 adult Catechists/53 students registered d. Liturgical Mary i. Nothing to report e. Womens Group Peggy Thies i. Peggy reported on the preliminary Bake Sale Totals: ~$880 raised ii. Pumpkin rolls will be coming up f. Knights Kevin S. i. Coats for kids kickoff ii. Parish Events: Youth Poster Contest coming up g. Facilities Mary i. Solar system at the Rectory/house was maintained and filled ii. Flat tire on the mower will be repaired@ Tire King iii. Hail damage across the property to be worked through the diocesan insurance iv. Deacon Lynn will talk w/joe about speaking to the school about possible solutions to filling the large pothole in the entryway at the school drive on the west of the parish property h. Teen club Deacon i. No new report i. Catholic Charities Jill j. New Parish Members i. Nathan and Claudia Jones- started coming to the parish 2 weeks ago
8. Old Business: a. DSC Updates: Deacon i. Bishop Sheridan signed the Approval for Construction for the new church building ii. The Steering Committee meetings that are held on Tuesday and Thursday evenings are ongoing- the DSC is working on plans/requirements for the new building in relation to how they will impact the various parish ministries b. Adult Formation Curriculum: Deacon Lynn i. A poll will be taken at an upcoming Mass (October) to gauge the interest in continuing the Formed.org subscription- Lynn will investigate the possibility of the Diocese picking up the cost for interested parishes in the diocese c. Capital Campaign: Mike Force (Council Guest) i. We are awaiting the response from Catholic Extension to our grant application ii. Mike presented some ideas from the Capital Campaign committee as to a way forward in the event we receive grant approval: 1. Initiate a letter campaign targeting the unpledged parishioner base 2. Distribution of an flyer announcing the grant approval and a call for pledges 3. Place the announcement in the Catholic Herald 4. Initiate a national letter campaign to all St. Benedict parishes in the country 5. Distribution of Meeting the Challenge envelopes to all parishioners for donations 6. Develop a progress tracker to show progress as we secure pledges and donations d. Removal of JD stuff: i. Items continue to be removed status is ongoing e. Barn Dance results- Kevin Dillon i. Preliminary Totals: 1. 50/50 Raffle: $193.00 2. Silent/Live Auctions: $2050.00 3. WeShare Ticket Sale: $180.00 4. Bar Take: $1119.00 5. Kathleen and Kevin will get meet with Deacon Lynn in the next few weeks to draft recommendations for next years event f. Diocesan Pastoral Plan- Karen : Karen will address this at the October meeting g. Recurring Ministry Fair- Bob- Karen
h. Barbie Liquidation- Deacon Lynn i. The Blue Sage ebay consignment shop in Monument is still an option for some portion of the collection ii. Other options discussed included offering some of the dolls to the parish as a liquidation sale after Masses during the Advent season (in anticipation of Christmas) and presenting the collection at auction at the Willowstone Antique Mall i. Financial Planning class offering to the parish i. Karen will speak with Eric Lustig about the possibility of his teaching the class j. Pictorial Parish Directory i. Benninger Photography in Denver may be a good source for putting together the directory ii. The timing for when to present the idea to the parish will be discussed at the October meeting 9. New Business a. Trunk or Treat Event- David Dalton (Council Guest) i. Announcements will be made for the event at Mass beginning in October ii. Event date: October 29 iii. Cost to cover expenses will be $2.00 per family b. Finance Council Review- Eric Lustig (Council Guest) i. The lions share of the council discussion involved the costs for the new church building ii. The following is from the Executive Summary of the Finance Council minutes from Sept., 2016 (italics): August was also a good month. Although offertory was down 5.4%, we are still up 13% for the fiscal year. More importantly, unrestricted revenue again covered expenses - this time by 2K+. As a result, surplus unrestricted funds in checking increased to 22.9K+. Also appears the WeShare offertory is becoming an extra collection in itself. The various reports are attached with financial statements. The Finance Council is also setting up a second Money Market Deposit Account (MMDA) for church construction. CD#22 and 7K of unrestricted revenue will be transferred into this account to help cover costs of the design phase and construction drawings needed to build the new church. The cost estimate for the design phase is 56K. We are also considering transferring an additional 36K, the balance of our pre-methodology money into this MMDA. Thus, we'll have close to 40K available for the design phase (16K short of that required)
OPTIONS BEING CONSIDERED: #1 - Where do we want to draw the extra 16K needed? There are only three sources of funds available. a.) Balance of surplus unrestricted money - leaving little surplus in checking. b.) Gift Card Program and Parish Life (Barn Dance) monies can be used - maybe 10K total. c.) SBCC funds - but this also reduces our total (now $323K+) to meet the 50% of project cost ($415K) requirement. This works if the Catholic Extension works. But do we start the Design Phase without knowing for sure we will meet the 50% requirement? We haven t got a Plan B in the event the Catholic Extension match isn't achieved? d.) Combination of the above. #2 - can the cost of the design phase be reduced - by 16K? Better yet - total project cost will approach $900K. Lot of money for a small Parish; even small percentage cost reductions can result in significant saving (i.e.10% equates to 90K saving.) Do we automatically accept the AKC cost projections? These two questions are posed for the benefit of the Parish Director and the DSC to consider. 10. Director s Report: a. Karen requested that all Parish Council members email suggestions to her for a project that the council might take on this term to aid in growing/strengthening the parish 11. Action Items a. Kevin S. to contact Willowstone Antique Mall/Auction House to inquire about the Barbie Liquidation b. Deacon Lynn will look into the the diocesan renewal of the Formed.org subscription c. Deacon Lynn will tackle the presentation to the parish for the Pictorial Directory 12. Closing Prayer: 21:00 Next Meeting Tuesday Oct. 18, 2016 @ 19:00