PPC Minutes from 05/12/14, Page 1

Parish Pastoral Council Notes — May 12, 2014 revision 1 (May 22, 2014)

In Attendance

Ruth Marchetti, Sharon Ambrose, Bill Crandall, Nathan Davy, Jim Gulley, Theresa Hanna, Paul Hogan, Jim Hopper, Cathy Kamp, Maretta Kingsley, Mark Kukuvka, Mary Ann Lovelock, Eva Mascadri, Jeanne Mooney, Mike Nesbitt, Fr. Jim Schwartz, Sr. Rosemary Sherman, Patrick Vogt

Chair’s Report/Remarks Jim Hopper, chair

a “thank you” for our retreat participation. Very positive and lots of good ideas

entering our 5 Year Plan development

Jim and Mary Ann Lovelock with continue on next year as co-chairs, with Mary Ann taking on a

more active role with Jim supporting her in this transition.

our next meeting is our meeting on dinner on June 9th. This will be our wrap-up for the year

Pastor’s Vision Fr. Jim

Addition of newly ordained priest to our staff Our diocese will have 2 ordinations this year, on June 21. One of the ordained, Sergio Chávez from Bogota, Columbia, will be coming to St Josephs. He will be assisting with St Joseph’s duties and well as helping out with the Holy Spirit duties. A minor wrinkle on this: Sergio will be pursuing a Canon Law Degree at Catholic University over the next 4 years so will not really be available to serve here until August 15.

Fathers Bill & Bob’s 60th ordination anniversaries On Saturday, June 7, we’ll celebrate the 60th anniversary of the ordinations of Father Bill Amann and Father Bob Kreckel at the 5pm Mass, with a reception following.

Faith for Life changes Pleased to announce that Jeanne Mooney is to be our coordinator for our Faith for Life program and will be providing the overarching vision. Deb Sobko and Tracey Merriman will be co-coordinators for our Youth Ministry, with Tracey focusing on middle school and Deb focusing on the High School components.

Diocesan Sacramental Guidelines Bishop Matano is presenting a 64 page draft of the Diocesan Sacramental Timeline.

Some changes:

o First Reconciliation will take place before First Communion, still in 2nd grade

o the Sacrament of Confirmation will be a two year process in high school during the 9th and 10th grades, with the receiving of the sacrament held at the end of sophomore year.

Acoustician this weekend (May 17 and 18) we will have an acoustician at St Josephs to look at and evaluate or worship space for sound quality. The goal is to make a report and a recommendation, especially in light of a new organ selection. Jon Ortloff, an organ builder, may be able to speak to our Parish Pastoral Council group at the June 9th meeting.

PPC Minutes from 05/12/14, Page 2

Pastoral Planning Cathy Kamp

Cathy provided a printed summation entitled “Pastoral Planning – Action Steps 2013-2014” for the

team to take home and review. This provides the “big picture” goals for St Joseph’s for the next 5

years, and much of this material is taken from the discussion we had back in March at our PPC Retreat.

If you are missing your copy a link to the material is here.

Finance: 2014-2015 Budget Mike Nesbitt and Patrick Vogt

The following was provided by Mike Nesbitt to be included in these minutes:

ST. JOSEPH’S CHURCH BUDGET SUMMARY

Church:

The budget as presented showed a projected operating surplus of $52,000. Net non-operations are expected to be ($10,000) for a combined surplus of $42,000.

Collections are estimated to increase by 3% over the current year, which is consistent with actual results for the year. All other revenue lines are budgeted on a conservative basis.

The most significant change on the expense side is the shift from payroll to other service expenses. The majority of non-full time employees are now paid through Rochester Business Alliance to better manage payroll and benefit costs.

School:

Enrollment for the coming year is estimated at 282, down significantly from the current average of 330. This has necessitated reducing the fourth grade to a single classroom.

One teacher is retiring at the end of the school year. Other staff has changed responsibilities, including taking over the open librarian position. As a result, all other employees have been retained.

With the elimination of the fourth grade classroom and other changes, the budget is essentially at break-even. It is expected additional students may enroll before the beginning of the school year. This additional revenue will allow for adjustments to expenses as needed.

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This month’s catechesis: Operation team Mark Kukuvka

Slide recap

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Dialog Question

When you come to Mass or a parish activity, what matters to you with regard to facilities?

What’s working?

What needs improvement?

some discussion notes:

o per “Tools for Rebuilding”: no facility use allowed that is not making disciples

o review our campus from a newcomer’s perspective: how does it hit you?

o the church pew inserts need monitoring. Pens fall apart, forms are scribbled on

o we can monitor bathrooms and other facilities before Masses, but we don’t have access to cleaning materials if needed

o we need to look at our entrances with fresh eyes. We see it all the time, but how does a new person see it?

o might like “You are Here” diagrams, like the kiosks at the mall

o need improved handicap access to the Office Building

This month’s Team Focus: Operations Mark Kukuvka

Slide recap

PPC Minutes from 05/12/14, Page 5

Question for Leadership Team Collaboration

Do the leadership teams have any facility or operational needs to better fulfill their ministry??

some discussion notes:

o would like to have parishioners with specialized talents or abilities needed by our facilities to come forth and help out the parish

o want to “maximize” our parishioner involvement

o the adopt-a-garden effort was a big success last year

o expressed amazement at how much our learning center is actually being utilized.

o more storage is necessary throughout the campus

PPC Minutes from 05/12/14, Page 6

o playground improvements are being planned.

Leadership Team’s Check In Statements

Worship [Nathan Davy, Bill Crandall]

Nathan:

Hospitality Team: looking for more people to commit

confirmation at the cathedral: 96 confirmands

124 first Eucharist participants

Bill:

Lisa Smith is the chair of Hospitality team

by June have some things in place:

o have greeters implemented

o alter the way the collection is taken: pass baskets instead of poles

by this fall address the role of ushers and increase the involvement of women and children in this function.

Faith for Life [Jeanne Mooney]

Seeds of Faith: ministry to young parishioners ages 2- 4 and their families: Mary Brizendine held an Open House for families after the 9 am and 11 am Masses on May 4th. The event generated a contact list of families with young children and with teens interested in volunteering. Next Open House to be held June 8th, with the ministry itself to begin in the Fall.

Family Faith Gathered and Family Faith at Home: Final session held for Family Faith Gathered groups May 5th. Responding to requests from families in our Faith Formation survey, a Fall Workshop/Orientation gathering will be planned to address the needs of new families looking for structure and experienced families sharing their successful practices with the group.

Youth Ministry welcomes Deb Sobko to work with our high school students, together with Tracey Merriman who will continue with the middle school students.

Faith Formation Registration has begun. Registration is brisk for the two-week summer program for ages Kindergarten through 8th Grade. The Wednesday Night Faith Formation has added a "family night" once a month, and will continue to include family Masses and parish-wide Advent and Lent events.

Social Outreach [Ruth Marchetti]

Baby Bottle Collection between Mother's Day and Father's Day. Deb AuClair provided an overview of Embracing Options, which provides supportive services for expectant mothers. There are 2 sites, one on Genesee St and one in Webster. 20 churches participate in the baby bottle drive- St. Joe’s is the largest supporter. Social outreach will help with the distribution on Sunday - Ruth 9:00, Duncan 7:30, Anne 5:00 pm Sat., Patty 5:00 Sunday. At our next meeting we will watch the Embracing Options video for our catechesis

Bethany House meal - once a month on the third Wednesday of the month. We need more small groups to volunteer to prepare and serve the meals.

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We would like to have a "Grand Opening" of the Clothing Collection shed on the weekend of May 17th and 18th. On Saturday from 10-3, we could grill hots and have beverages available. Each hot dog and beverage would cost $1, but with a bag of clothes, their lunch would be on us. We hope to fill the shed completely over the week end. I have not cleared this yet with St. Joe's, but I'm hoping they will agree. June 22?

RAIHN will have a weekend blessing of volunteers to honor their 10th anniversary -- Sunday June 15, 9:00 a.m. Mass, following Temple Sinai's June 13 Shabbat, to which we are invited. May 13 - open house annual meeting to say good-bye to director.

Report on ACTS Rochester Covenanting event: Ruth and Cathy updated the group on Sunday’s Covenant Celebration. St. Joe’s is one of 15 urban and suburban faith communities who have formed Rochester Alliance of Communities Transforming Society (ACTS). Jim Hopper is our representative. Right now ACTS is still doing one-on-ones - getting to know one another before they move on to work together on an issue.

Community Building [Jim Gulley]

1. Stewardship Appreciation Dinner:

“Celebrating Our Surprising Gifts”. 215 parishioners and school parents participated in this annual event at Shadow Lake Golf Club, including some new faces. Very good meal, fun socializing, our best array of door prizes in recent memory. Appreciation and big thank you to Marleen Riley, Judy Roth, Duncan Harris, and Kathy Best for their creativity and hard work organizing this year’s dinner. Same weekend next year…

2. Stewardship Commitment 2014:

o Stewardship Commitment cards distributed in church last weekend. Fr Jim also addressed stewardship in his May 3-4 homily, asking everyone to return these cards with our annual commitment of time, talent, and financial support by May 25th. We also mailed a copy with a short letter to every parishioner. Should arrive today or tomorrow.

o Stewardship Witness talks occurred last weekend at all Masses (Virge & Steve Smith, Tracey & Mike Merriman). Second round of talks will occur at Masses on May 24-25 (Caroline & Joe Kurzweil family, Katie & Mark Denecke, Jeanne Smith, plus Michele & Jeff Mosca family). Videos will be posted to the web site asap.

3. Parish Photo Directories:

Directories arrived last week and have already been delivered to more than half of those who participated. We have a few additional copies here today for those of you who didn’t already receive one. Just see Jim Gulley before you leave.

4. Phase 2 Parish Census:

Following testing of the procedures, we are ready to proceed with the next phase of our 2014 Census project. We have assigned logins and temporary passwords to about 2500 parish families. These will be emailed to them later this week, along with some simple instructions, asking each family to review their parish database information, and make any corrections online. Parish staff will do a quick review of each change, and then complete the activation process, enabling each family to make changes, including online photos, whenever they want. We already have completed about 500 census record reviews and verifications during the past year. This 2nd phase could put us at about the half-way point in completing the census update.

5. Website:

Earlier this evening, we upgraded to a new website platform hosted by eCatholic.com. They have been working for a year on many significant improvements that will enable parish staff and volunteers to respond even more quickly needs for updated content, new forms, posting videos and audios, integrating with social media, and doing all this not just on traditional PCs, but also on tablets and smart phones, in a manner appropriate for each device. Let us know what you think.

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6. Welcoming and Hospitality:

We’ve been collaborating with the Worship team, and other volunteers to significantly “amp up” the welcoming and hospitality shown to visitors, new members, and those who haven’t been around for a while. We will use several resources, including remote laptops, apps on our website and database system, but mostly creative people-power to enhance the weekend worship and welcome environment. Some of the ideas being addressed include enabling parishioners to schedule Mass intentions and get Mass cards immediately following weekend liturgies, making it simpler for visitors and those shopping parishes to register only as new members, while also getting more complete information, and giving them more abundant information on our parish and school life.

Pastoral Care [Sr. Rosemary Sherman]

A note writing campaign is underway with many note writers and lots of recipients who are homebound, caregiving or grieving. Thanks to all who offered to help!

Our funeral planning event was a big hit! We will have many pre-planned funeral liturgies in our files; people were very appreciative of the information shared on our theology of Christian burial (Fr. Jim and Cathy), on pre-planning funeral arrangements (Jeff Jennings) and on pre-planning the funeral Mass (Nancy Veronesi). Suggestion was made to offer this regularly, maybe on an annual basis.

We offered our pastoral visitation formation ministry to Jim Hopper to take back as a suggestion to the Knights of Columbus and Women's Auxiliary who have been visiting parishioners associated with their organizations who are ill or dying. A recommendation also was made to help ministers discern gifts for pastoral care ministry and then to provide formation and support.

We will also be reaching out to those who are recently bereaved or who are care givers in the year ahead.

Operations [Mark Kukuvka]

(check-in items addressed as part of this month’s Team Focus)

St Joseph’s School [Theresa Hanna]

1. Fr Jim and I are currently meeting with Penfield CSD Superintendent, Dr. Stephen Grimm in regards to extending our learning time within the school day. A final meeting is set for May 28th.

2. Our students are living their faith by participating in food drive organized by a second grader in response to Healthy Relationship Week. The nonperishable canned goods are to benefit the Penfield Ecumenical Foodshelf.

3. The support provided by members of the Parish Council, parishioners, school families, and others at the Ford Drive for Your community Event and Sticky Lips Barbecue event on Saturday, May 10 was vastly appreciated. Approximately 375 dinners were sold and about 160 drivers rode in a Ford vehicle on the lot. All funds made at the event are designated for the playground extension project began last year. This extension is targeted for children aged 2-5 years old.

PPC Minutes from 05/12/14, Page 9

Action Items Mary Ann Lovelock

1. Monday, June 9 is the end of year leadership dinner. All leadership team members are invited.

2. Saturday, June 7 at the 5 o’clock mass we will be celebrating the 60th anniversary of the ordinations of Fr. Bill and Fr. Bob. A reception will follow

3. The Pastoral Planning draft which was passed out this evening should be reviewed for discussion/consensus at the June meeting. Any comments should be addressed to Cathy Kamp

4. The Finance committee will be seeking formal approval of the budget at the June meeting. Contact Patrick Vogt with questions/comments

5. The Operations team asks that you be thinking of ways in which we could identify parishioner gifts/resources that could assist operation throughout the year

6. The newly formed Hospitality team asks that you consider becoming an information minister to help at Sunday masses. This initiative hopes to be up and running soon.

7. The clothing box sponsored by Habitat for Humanity had been installed on the west side of the church. There will be a June 22 fundraiser to bring attention to this endeavor.

8. The Social Outreach Team is looking for people/groups to provide a Wednesday evening meal at Bethany House. Contact Katie Denecke

9. Stewardship commitment cards are due Sunday May 25.

For our next meeting

Our next Parish Pastoral Council event will be the End of Year Leadership Dinner Meeting in the Learning Center coming up on Monday, June 9, 2014. Details on this will be coming later.