St. John the Baptist Church Parish Council

Minutes from Meeting August 10, 2010

Members Present:

Fr. Scott Nobbe, Doug Menkedick, Bill Ward, Ray Johnson, Marlene Graf, Chris Betz, Bob Gaynor, Barb Nead, Esther Hartman, Sally Bertram, Joan Brewer, Christa Dohmen, Amy Jones

Members Absent:  None

Guests Present:  Patrick Hebauf including his Father and Grandfather

Opening Prayer: Meeting Began with Praying Vespers in Church led by Father Scott

Correction and Approval of Minutes

Minutes from the June 8, 2010 meeting were reviewed and approved as written.

New Business

·        United Catholic Appeal:  Father Scott mentioned that the initial goal is to find two leaders to chair the United Catholic Appeal for each parish.  It is important to help design the UCA around the dynamic of each parish.  The UCA is expected to begin in early November.

·        Stations of the Cross Project:  Patrick Hebauf, who is the Boy Scout planning the Station of the Cross Eagle Scout project, presented the project to the Council.   The project will include the 14 Stations of the Cross.  Seven stations on each side of the path.  The path will be 420 feet long and six feet wide.  The walkway will be composed of  No. 73 gravel over a layer of black plastic.  The stations will be mounted on a 4x4 post approximately 4 ft. tall.  Red Cedar will be the primary wood with treated wood also being utilized.  He plans on building a treated bench to place next to each station.  Estimated cost is $1500.00 with approximately half of the money already accounted for.  He is planning on having the Gaynors haul the gravel for the project.  His goal is to have the project completed before winter.   He presented a schematic of the project location.  Sally Bertram suggested collecting aluminum cans in trailer in order to raise money for the project.  Amy Jones suggested including a write-up of the project in the bulletin in order to bring to parish’s attention.  A possible second collection was mentioned along with possible bench sponsorship.  Bob Gaynor was concerned about the width of the path in regards to someone driving an auto on it.  Patrick mentioned that the benches would be placed on the six-foot path.  Bob Gaynor shared his concern of the black plastic being used in regards to ponding of water.  Patrick said he would look into the use of landscape fabric.  Extra dirt from the path construction could be utilized somewhere on parish grounds. 

·        Finance Update:  Joan Brewer mentioned that we budget $2500.00 per week in order to maintain the parish expenses.  In the month of July, Four Sunday collections brought in $7,518.50, where the budget for the four weeks would have been $10,000.00.  This is a deficit of $2,481.50.  She recommends that everyone use their envelopes and that everyone tell family and friends to do the same.  This will allow the money to get back to the appropriate parish.  Amy mentioned that there are generic envelopes in the back of church to use if you do not have one.  Joan Brewer brought to councils attention that the parish always needs a minimum of $30,000 in Festival checking account to cover various expenses that may come up.  We need to maintain $10,000 in same account for festival start-up money.  The Church improvement account needs to be maintained at a minimum of $15,000.  As of 7/31/10, the parish currently has $65,749.59 available for Capital Improvements.  Total Assets $169,103.28.

·        Parish Audit:  Fr. Scott mentioned that details from the recent parish audit were received last week.  He mentioned there are three components of the audit.  These are Findings, Recommendations, and Plan of Action.  Fr. Scott has met with Amy Jones and Jane Dever in order to proceed to work toward compliance.  The parish has 90 days to return plan of action to Peter Mack.  Typically these audits occur every 3 to 4 years, or when there is a change in personnel. 

·        Summer Festival Update:  A Post Festival follow-up meeting is scheduled for August 11, 2010.  Sally mentioned that Chad Gutzwiller would like to move the beer garden back to its original location due to lost revenue. 

·        Father Scott Welcome Luncheon:  It was decided to have a welcome luncheon for Fr. Scott after mass on Sunday, August 22, 2010.  Meat, buns, drinks and utensils will be provided.  An announcement will be published in bulletin and an announcement will be made in church.  Parishioners will be asked to bring a covered dish. 

·        Parish Council Meeting Frequency:  A motion was made to continue having Regular Parish Council meetings every other month.  The Executive Council Committee consisting of the Pastor, Chairperson, Vice-chairperson, and Secretary will meet between the regular meetings in order to determine if additional meetings are required. 

·        Stations of the Cross Project-Maintenance:  The topic of maintaining the area around the future Stations of the Cross was discussed.  Doug Menkedick commented that it is the Parishes responsibility to maintain this area.  Joan Brewer mentioned that an additional $40.00/week would be needed to mow area.  Father Scott mentioned possibly using native plants or wildflowers in the area.  Bob Gaynor mentioned that wildflowers were high maintenance.  Doug Menkedick suggested having the Maintenance Committee evaluate the area and come back to council with a recommendation. 

Unfinished Business 

• Parking Lot Update:  Father Scott has given his approval for the Building Committee to move forward with the first steps to improvements to St. John the Baptist Church grounds parking lot.  We should notice things beginning to happen within the next two weeks.  The initial concrete construction phase is estimated at $30,000.  In order to begin the blacktop phase, 50% of total cost will be required up-front, with the remaining 50% as pledges.  Joan mentioned the concrete phase will include areas near the school, and sidewalks around the church.  The concrete work is estimated to be complete in approximately four weeks.  During this time, we may need to use the entrance north of the school, next to cemetery.  Bob Gaynor asked about moving the electric pole.  Joan said it should’ve been completed last year, but will be included in this year’s expenses.  In order to lower the cost of the project, planters have been eliminated from the project.  A pledge drive was discussed to raise additional money.  Father Scott was concerned with the timing of a pledge drive for the parking lot coinciding with the United Catholic Appeal in November.  Joan Brewer suggested beginning a pledge drive for the parking lot on January 1, 2011 to be completed on December 31, 2011.  Sally Bertram suggested doing a raffle as a fundraiser for the parking lot.  Bob Gaynor stated that the members of the parish need to see the parking lot plans. 

Reports

Parish Activities:  Amy commented on list of activities scheduled and dates the Parish Hall was rented.  Please see attached report.

Pre-School:  Sally Bertram commented that 3 openings were available for 3-year olds. 6 openings were available for 4-year olds, and 9 openings are still available for Pre-Primary.

Spirituality/Liturgy:  No report.  Meeting scheduled for 8-12-10.

Finance:  Joan Brewer gave Finance report earlier in New Business Section.  Joan submitted a Financial Balance Sheet for All Departments.

 Faith Formation:  Christa Dohmen reported the following:

-          A Welcome Letter was sent July 1^st to parents of children 4 years old, explaining the Catechesis of the Good Shepherd program and the importance of enrolling their children now.  The letter was also sent to those with children in kindergarten and 1^st grade that are not currently enrolled in the program.

-          Vacation Bible School was held at St. Joseph from 7/19 to 7/23, with the theme “The Eucharist, A Mystery of Light!”.  We had 30 children (9 from St. John)

-          We need Catechists next year for Grades 3 to 12.  Please contact Christa if you have suggestions for potential catechists.

-          St. John and St. Joseph are having the Cemetery of the Innocents display.  4,000 crosses are placed in a field, representing the number of babies murdered through abortion each day.  It will be for two weeks, from 9/18 to 10/2/10.  Set up is Saturday, September 18^th at 9 am.  Take down is Saturday, October 2^nd.  Please mark your calendar.  Bring all your family and friends.  We have 4000 crosses to hammer into the ground and need lots of help!  This is a great opportunity for both parish families to work together.  October 3^rd is Respect Life Sunday as well as the completion of our Spiritual Adoption Program.  More details to follow.  This will be located in a field between the BP station and UCB bank.

-          Level II for the Catechesis of the Good Shepherd program is beginning this fall at ST. Joseph.  This will include 1^st and 2^nd graders from both St. Joseph and St. John the Baptist.  It will be offered Sunday morning and Thursday after school.

-          Registration for Faith Formation classed is this weekend.  All High School students from both parishes will have class two times a month on Sunday mornings This will allow students from St. John to attend mass at St. John’s the other Sunday mornings.  Confirmation class will now be an additional class, meeting one Sunday evening a month.  Confirmation is open to all high school students, but they are required to attend class on Sunday morning.

Maintenance: Bob Gaynor reported.  A locksmith was brought in to repair locks on the Parish Hall.  A service call was made on the Air Conditioner for the school.  A commode was replaced in the Parish Office.  Gary Gaynor provided the labor for no charge.  Steve Bertram removed the wall in the Atrium in order to make room larger.  Steve Davis is working on mending the carpet in this area.  There was a concern of a leak in the kitchen area of the Parish Hall.  Sally Bertram asked about a Parish workday.

No date is scheduled as of yet.  Jamie Graf has stepped down as the Parish Hall Coordinator.  Amy Jones will oversee these duties.  Bob Gaynor mentioned that the outsides of church windows need to be painted.  Bob mentioned that bids would have to be submitted.  The issue of lead paint was discussed. 

Ladies Organization: Esther Hartman commented that they have a Quilt for the Fall Festival Raffle.  They also plan to put together a Holiday Basket for the Raffle.

Father Scott:

-          Father Scott commented that he is very glad to be here at St. John the Baptist.  He is also looking forward to meeting relatives living in the area.

Questions Asked of and by the Council

-Sally Bertram mentioned that she would once again be selling Buddy Cards and Candy bars as       a fundraiser.  She asked if she should open this up to the parish.  Joan Brewer suggested that since the money raised was being used to offset the expenses of the Pre-School/Pre-Primary programs that there was no need to open up to parish. 

-Ray Johnson asked about the status of the SCRIP Gift Card program.  They are being sold after church on 1^st and 3^rd Sundays.  Father Scott stated the program would be re-evaluated after Christmas.

Next Executive Meeting:  August 31, 2010 @ 7pm

Next PPC Meeting:  October 12, 2010 @ 7pm