St. Benedicts Catholic Church Pastoral Council Minutes 18 July, 2017 Name Present Excused Absent Ending Year Kevin & Alena Sutherland Both Present 2018 Bill & DeAnn Champlin X 2020 Mary Preston X 2019 Myrleine Rapha 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 1. 19 :00 Start with prayer 2. Quorem: Yes 3. Review of minutes Accepted with Amendments.
4. Introduction of Guests: a. Father Ponce in attendance 5. Special Session: New Council Positions/Elections a. Introduction of new members i. Mike Walker ii. Bill and DeAnn Champlin (counts as one vote) iii. Kathy Cunningham b. As outgoing chair Kevin Sutherland reviewed election rules as called out by the Pastoral Council Bylaws: i. Kevin and Alena Sutherland cannot serve as officers by Article VI of the Bylaws (served 2 consecutive years) ii. Kevin D., Mary, and Jill are available to serve as Chair/Vice Chair and/or Recorder iii. Any first year may serve as Recorder c. The election of new officers proceeded with the following results: i. Kevin Dillon was the only council member nominated for Recorder, and accepted the nomination- he was unanimously voted in as Recorder ii. Mary Preston and Jill Alecci were nominated for the Vice-Chair position- Mary was voted in by a count of 4-3 iii. Jill Alecci was the remaining, eligible member nominated for Council Chair- Jill declined the nomination iv. In light of no remaining, eligible council members for nomination to the Council Chair the task fell to Fr. Ponce to appoint the new chair. Kevin Sutherland was asked by Father Ponce to fill the Chair position, which Kevin accepted. Fr. Ponce appointed Kevin Sutherland as Pastoral Council Chair for this term.
6. Finance: a. Cost tracking continuing on building project b. Cost management for renovations for Fr./rectory. the Finance Council is aware and tracking to assure that these costs are covered. Larry has requested subsidy from Diocese. 7. Reports: Kevin S. gave a description of each ministry as we moved along (for the new members) a. Respect Life: (Need new chair) i. No report b. Outreach: i. Jill Alecci agreed to take over liason/council contact duties ii. DeeDee Murillo was identified as the Outreach contact c. Religious Education : Kathy Cunningham to chair i. Harriet Bauer was identified as the RE contact ii. The presence of the Religious Education ministry is in the process of being moved into the new Pastoral Center from the classrooms in the old Parish Hall (soon to be the Rectory) iii. As part of the move all of the RE chairs will be moved to the Pastoral Center to be distributed to the class areas in the Fall once registration is finalized to best utilize the space in the Pastoral Center d. Liturgical : Mary P.- Deacon Lynn reported on status i. Some liturgical items on the Dedication/New Church wish list have been ordered, but some have yet to be purchased pending sponsorship ii. Gherkins is already ordering and holding onto the items for delivery (to save us the need to store) and when final order numbers are in, a discount will be applied to the overall order. iii. Some vestments have reached End of Life and will be decommissioned per Canon Law (burned) iv. A corpus has been ordered for the sanctuary cross- delivery is expected in 8-9 weeks as it is coming from Italy. The cost has been covered by a private, anonymous donor v. The suggestion has been made that a temporary clothing rail be installed in the Vestry of the new church for the Altar Servers albs until a formal cabinet can be installed vi. The room off to the left(?) of the altar space will contain a small table and chair for Father to have space for quiet meditation before Mass vii. The formalized document that addresses liturgical practices in the new church building is being drafted by Barb Sherman- It will contain sections for each of the liturgical/sanctuary Ministries, and there will be a meeting held in August to include the leadership from each ministry to work on the finished product
viii. Father Ponce stressed the need for everyone s understanding of the Liturgical changes coming as we move from the gym to a formal sanctuary ix. The Council has been tasked with spreading the word to the parish in regard to the upcoming changes e. Womens Group : DeAnn Champlin to chair i. There will be a formal meeting in August for the group ii. The group has taken a summer recess f. Knights : Mike Walker to chair i. Tootsie Roll campaign in full swing to raise funds for the intellectually disabled ii. Football FundCrazr to start- Tickets available now at $10.00 a ticket iii. Raffle for the grill ongoing until the first or second week of August- this is a fundraiser for our KofC Council- Tickets available for $5.00 per ticket iv. New council officers for the new fiscal year were installed Sunday, 16 July. Deacon John conferred the blessing on the officers v. Knights Rosary: August 6 th / g. Facilities : Bill Champlin to chair i. David Dalton has a list of things that need attention ii. His committee is working on the priority list and is working to organize various maintenance activities iii. 9 trees have been (or will be?) planted around the new building iv. Cistern has been installed for the fire protection system for the new church building v. As mentioned last month, the team will be using a new tracking app to maintain a database geared specifically for facilities maintenance h. Teen club : Deacon John i. The group is meeting on Sunday evenings ii. The group is finishing up the Chosen program iii. Last meeting saw a handful of attendees- the small attendance in the present group is attributed to natural attrition and families moving out of the area iv. Evaluating the programs for the Teen Club is ongoing v. Need to encourage teens to join the group, Council members are to reach out to families and spread the word about these programs our Parish can offer vi. Nate and Claudia Jones have agreed to start working with the Teen Club i. Catholic Charities : Jill (DeeDee Murillo is the contact) i. An inquiry was made into an accurate parish count, Kathy Cunningham to provide information to Kevin Sutherland ii. Knights of Columbus will be active in the School Supply campaign as it drives for clothing, food, and other misc. items for children July 22-28 th donations to the Marian House dock iii. Pastoral survey (respondents) there was confusion in what the role of Catholic Charities is iv. There is a National collection Nov 19 for John Paul collection for the Poor
8. Old Business: a. DSC update- Deacon John i. The new building is 2.25 weeks behind on the paving schedule due and other issues to the rainy weather we ve been experiencing ii. The rain has provided indications of 3 low/sinking spots in the graded areas that will be paved- Kevin Klein has provided a low cost solution iii. The rain has also provided an opportunity to mitigate future sinking problems with the paving due to the spots showing up now as opposed to after the paving being completed iv. The electrical work is back on schedule v. Ductwork is being installed vi. Delivery of the shingles for the new building and the hail damaged roofs on the present buildings will be delivered this next week (July 24) vii. Last Saturday saw a successful clean-up effort around the facility as a whole viii. This Thursday (July 27) the 2 Men and a Truck moving company will be moving the remainder of the legacy parish house stuff from that facility (now the rectory) to the Pastoral Center (the legacy residence) ix. The plan is for Fr. Ponce to move into the rectory on Aug. 13 th / x. The classrooms will then be setup for the Fall sessions xi. Kevin S. has offered 1200 sq. ft. of new linoleum tile to the parish for whatever need that might fill xii. A.C. Klein has not confirmed a hard date for completion, but is moving closer to being able to nail that date down. xiii. The new building, overall, is on budget xiv. The landscape portion of the Development Plan has been approved by the County- the south facing open space has been left in place for now (with no landscape improvements) for the proposed addition to the new building- as proposed by the original Development Plan b. Re-occurring Ministry Fair- Bob i. No Report c. Pictorial Parish Directory: Kevin/Mary i. Bettinger Photography has been contacted to confirm the proposed dates in October were still available since a few months elapsed before the Council was able to the dates and we could make that confirmation with Bettinger. The original dates were Oct. 6,7,9 th / ii. Kevin S. is working to confirm iii. Issues to be answered as of yet include defining a location to take the photos as the original location in the legacy Parish Hall is no longer an option as the building will be in use as the new rectory iv. If the dates in October are still on their books the parish campaign for the Directory will have to begin in August v. There will be a Bulletin Advert to promote the Directory
vi. The campaign will include asking for volunteers to run a registration table before/after mass on specified weekends vii. Jill volunteered to work on the Saturday that photos will be taken viii. Bettinger will supply the resources for an announcement letter and phone message from Fr. Ponce as part of the campaign 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 were discussed 1. An idea was proposed to install a ledge/shelf along the walls of the Narthex to provide a space to place a coffee cup or plate 2. Possibly place small bistro-type tables in the corner areas to provide some permanent seating options 3. Utilize a folding table/chairs for holding donuts/coffee 4. Minimal seating will be available until such point that the children leave for religious ed. 5. 2 benches are being provided by anonymous benefactors to be used outside of the main entrance ii. The council will continue to look at this issue as we move forward 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. Date set for this event is August 13, 2017 after Mass ii. Will include tours of the site and this will be arranged by the DSC in coordination with A.C. Klein iii. The reception will include food/refreshments located in the garage and will include more than just donuts- based on confirmation with the Hospitality Ministry group iv. DeAnn Champlin indicated that the Women s Group should be able to help in supporting the event v. The Deacons will make the necessary announcements based on the available information provided by the committee chair(s) h. Incident Management: Kevin Sutherland to chair i. This particular ministry should be handled by the usher group. ii. Kevin has forwarded the resources and notified the usher team that the Parish Council will work on creating the necessary opportunities for training, and planning as the council develops the Pastoral plan i. Dedication Mass: Jill i. The idea of a Parish Potluck was presented as on option ii. The Knights of Columbus will provide support
iii. The approximate date for this event is Sept. 24 th iv. Coordination with other Parish Ministeries for support is a must. Any decisions needing a vote by the Parish Council can be accomplished with a called special session where a quorem of at least 5 members would be necessary for a votewe have only one regular council left before the dedication is slated to take place v. Father suggested offering a commemorative gift to each parishioner who attends in honor of the blessed event- possibly a type of card to celebrate the dedication? j. Councils preparation for the upcoming changes i. Socialize any questions parishioners might have as we move closer to realizing the new church ii. Begin to socialize the idea that the new sanctuary space will be a sacred space and not the noisy gym we all used to- begin by discussing how the habits of our community will change k. Barn Dance Replacement i. In light of not having a facility for this annual event, and due to the ongoing planning activities for the opening and dedication festivities of the new church, discussion on this subject will be shelved and removed from the agenda for the remainder of this year 9. New Business a. Proposed Amendment to the Bylaws i. Proposed by Kevin S. ii. Define By-Laws Article V, Section E, Unexcused Absences as absences in which the Chairperson was not notified by the absentee 48 hours 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 within 48 hours of the scheduled meeting. iii. After some discussion it was decided that this will be on the agenda for next meeting in order to finalize discussion and place before the Pastoral Council for a vote. b. Meeting date of the Parish Council i. The Council discussed the possibility of changing the schedule for when we hold meetings or keeping to what we presently have (3 rd / Tuesday of the month)- the Council agreed to keep the meeting schedule as it is now c. Holy Day Mass, August 15 th / i. Discussion about where to hold a Parish Mass during the week for this Holy Daywould the gym be available? Kevin S. will contact Eric Lustig about availability ii. Discussed possibility of a Vigil Mass on Monday, August 14 th / to mitigate conflict w/st Michael parish for Fr. Ponce- or possibly holding Mass at 5:00 pm on Tuesday
d. Pastoral Planning: Kevin S. to chair i. The completion of the new church dictates that we refine the Pastoral Plan we have at this time. Kevin received the draft that was created by last year s Council and this will be reviewed by this year s council starting with the August Council meeting ii. The maturing of the plan will take place after the move into the new church e. Vacancy that needs to be filled on the Council i. There was a vacancy left when Karen Flint (1 yr. remaining service). Retired from the council due to her military transfer 10. Director s Report i. Fr. Ponce expressed his pleasure and honor as the newly appointed, and first pastor of St. Benedict Parish 11. Closing Prayer: 9:20 Next Meeting Tuesday August 15, 2016 @ 19:00- to be located in the Pastoral Center