2015 April

Mary Queen of the Holy Rosary Parish Pastoral Council
Meeting Minutes
April 2015
Recorded by:  E. Maul
Attendance:  Fr. Noll, Fr. Alvizures, E. Maul (Chair), J. Tibe (Finance liaison), S. King (Finance Council Chair), W. Leachman, B. Rood, C. Mudd, C. Lee, L. McGrath
Absent:  N. Flores (School liaison), A. Negron (Recorder), M. Slone (Alternate), A. Moore, A. Byrd, B. Carlson, K. Lamping, M. Allen, I. Munoz (Vice Chair)
Approval of March Minutes:  none presented
Agenda:

1. Budget Update for FY 15-16                                                        Scott King, Finance Council Chair
2. Goals and Objectives                                                                     Council at Large
3. New Business                                                                                    Fr. Dan Noll

 

1. Budget Update                                                                                         Scott King, Finance Council Chair
   1. Budget is 95% complete
   2. See attachment 1 for Profit/Loss Statement as well as the assumptions used to create the budget
      1. Issues still being discussed
         1. Handling of $400,000 swap penalty
            1. $50,000 gift has been dedicated specifically to pay this fee
         2. Level of cash reserve we need to keep to maintain current budget
      2. Council will make final report in May and will re-present to PPC in May
         1. PPC input might be necessary to help with fund allocation
2. Goals and Objectives
   1. Education document
      1. Lee McGrath presented two versions of the introduction
      2. PPC members discussed the two options and decided to use the second iteration
      3. See attachment 2 for the introduction paragraphs
   2. Highlights of past successes and short-falls
      1. Parish Staff will review the results of past G&O
      2. Will provide details for the education document by 08 May 2015
   3. Once the data for this are complete, can finalize the document by highlighting the process
      1. Focus groups
      2. Survey
      3. Focus groups
      4. Presentation to parish
   4. Timeline for completion
      1. Tentative dates added to timeline, see attachment 3
      2. Want to begin Focus Groups in June
      3. Survey in August
      4. Final G&O to Fr. Dan by November
3. New Business
   1. None discussed
4. Next meeting: 
   1. 11 May 2015 in ELC to finalize education document and start planning of focus groups
   2. 26 May 2015-monthly PPC meeting

 
Attachment 1
 

	MARY QUEEN OF THE HOLY ROSARY
	BUDGET OVERVIEW FYE JUNE 2016
	DESCRIPTION	REVENUE	EXPENSE	NET
	Church Operating	2,621,263	2,396,768	224,495
	School Operating	3,329,848	3,473,220	(143,372)
	TOTAL	5,951,111	5,869,988	81,123
	ADD BACK NON-CASH:
	Depreciation - Church		142,379
	Depreciation - School		134,610
	Sub-Total Non-Cash			276,989
	Loan Principal*		176,509	(176,509)
	Cap maint / Reserve		181,603	(181,603)
	NET CASH FLOW	5,951,111	5,951,111	-
	*Prin $176,509; Interest $166,631 = $343,140 or $28,595 per month
	KEY BUDGET ASSUMPTIONS:
	Church:
1	Stewardship: 0% Offertory increase (Total= $1,979,000)
2	Overall Church Expenses decrease (3.6)% over current year projections (-$89K)
3	Parish Support of the school kept constant at $675,000 cash.
4	Diocesan Assessments continues at 12.4% for the offertory
5	Prepay $50k toward swap termination bonds
	School:
1	414 students + 12 Baby Panthers
2	5% tuition increase (5% increase for pre-k)
3	Salaries increase 4% yr/yr (90% of Fayette County public)*
	*years of service, certifications and rank factored in as well
4	Baby Panthers program adds $49k revenue
5	8.16% Diocesan assessment of tuition and fees
	KEY DISCUSSION ITEMS PENDING:
1)	Use of excess funds
	A. $284K in uncommited restricted donations (Pastor's discretion)
	B. $319K in reserve for debt payments
	C. $111K other
	$714K
2)	A. Prepayment of $362k swap termination loan (4.35% interest rate)
	B. Need for an adequate cash cushion
	=> Finance Council to recommend thresholds for:
	a. Debt Reserve
	b. Maintenance Reserve

Attachment 2
Mission Statement
Mary Queen of the Rosary Parish is a community of Catholic Christians united by a call to live and spread the gospel of Jesus. We believe this calls us to be a caring, comforting, and welcoming community, engaged in service to others, sharing our faith and giving thanks to God.
Our mission statement provides the “big picture” of why we exist and what we stand  for as a parish community.  To ensure that we put our vision into practice, a pastoral plan that identifies what we want to do (GOALS), how we get it done (OBJECTIVES), short-term actions (ACTION STEPS), and how we measure ourselves (ACCOUNTABILITY) is vital.  
 
 
MISSION STATEMENT
Mary Queen of the Rosary Parish is a community of Catholic Christians united by a call to live and spread the gospel of Jesus. We believe this calls us to be a caring, comforting, and welcoming community, engaged in service to others, sharing our faith and giving thanks to God.
Our mission statement provides the “big picture” of why we exist and what we stand for as a parish community.  To ensure that we put our vision into practice,  the participation of each member of Mary Queen is needed in helping the Parish Pastoral Council  to create a pastoral plan that identifies what we want to do (GOALS), how we get it done (OBJECTIVES), short-term actions (ACTION STEPS), and how we measure ourselves (ACCOUNTABILITY).   Your input of felt needs is important as the Parish Pastoral Council begins studying, reflecting and recommending priorities for 2016-2021 to our pastor, Fr. Dan Noll.

 
Attachment 3
Process for obtaining information from the Parish for 2016-2019 Goals and Objectives (all activities to be conducted in Spanish and English)

Overall Task	Specific Task	Notes	Target Date
Parish Education
	Create education document	Create bulletin/email document with what we are trying to accomplish and the past G&O with results	5/11/15
	Educate Parish	Publish education document parish wide	5/23-24/15
	Attend all parish group meetings to talk about the process and invite them to participate	Solicit questions for the survey and for the first focus group sessions
Focus Groups (Round 1)
	Create outline for focus group sessions		5/11/15
	Schedule focus group sessions	Contact people from parish meetings that want to participate	5/11/15
	Reach out to random parishioners	Exclude those that volunteered
	Hold focus group sessions		6/1/15
	Consolidate/Refine focus group information	Merge English/Spanish information
Parish Survey
	Create survey document		7/15/15
	Paper/Electronic Survey	Conduct a survey during Mass.  Also send via email and put on website.	8/1/15
	Consolidate/Refine Survey Information	Merge English/Spanish information
	Participation initial contact	Email those interested in participating to let them know more information is coming
Focus Groups (Round 2)
	Create outline for focus group sessions	Narrower questions
	Schedule focus group sessions	Contact people from previous focus group as well as volunteers from survey	8/15/15
	Reach out to random parishioners	Exclude those that volunteered
	Hold focus group sessions
	Consolidate/Refine focus group information	Merge English/Spanish information

 

Large Parish Meeting
	Write proposed G&Os for presentation
	Schedule large parish meetings
	Consolidate/Refine large parish meeting information	Merge English/Spanish information
Submit Goals and Objectives
	Write final version of G&Os
	Review by all PPC members
	Submit to Father Dan		11/1/15
	Publish to parish when approved