St. Ann Parish Pastoral Council
March 27, 2008

Minutes 

The meeting opened at 7:04 p.m. with prayer led by Laura Nichol. 

Attendance – Marilyn Wieland, Julie Metzger, Bill New, Scott Henn, and Tim Clifford were absent, excused.

Maureen Waldman has resigned.  Mary Ann Parr, Laity Alternate attended. 

Approval of Minutes – Motion to approve, Ruth Ravenna, seconded by Ray Rosener 

Regional School Update – Fr. Tom reports he is impressed with the cooperation of the four boosters organizations.  Many compromises need to be made by all.  Teachers are being hired.  Buses are being negotiated; waiting for a response from Northwest School District.  705 students are registered (including Kdg).  Due to size, some grades are closed to new registrations.  Several grades have four classes. Two auxiliary rooms are being brought in from Assumption.  Help will be needed for various aspects of renovating spaces.  The current Trinity rooms will be classrooms.  The Friary may return to the parish for meeting rooms and offices as well as the faculty lounge and school library.  There will be an agreement requiring the costs of maintaining and operating the building to be shared by the four parishes. 

Finance Review – Tim and Mike Waldman were unable to attend.  Fr. Tom distributed the financial reports.  Our parish financial systems need to be rebuilt to reflect the “disconnect” between the parish and school finances.  An outside consultant will be hired to accomplish this item.

Debt Reduction – Approximately $110,000 has been received so far.  Fr. Tom is very happy with response so far.  The Archdiocese may extend the time available to take advantage of the debt reduction opportunity.

Cash Flow – Bill Witzgall and Tim Clifford have generated a spreadsheet to predict the cash flow over the next several months.  With careful budgeting, even the summer months are projected to be positive cash flow.

Balance Sheet – no information available

Income Statement – no information available

Back Lot Finance – Fr. Tom and Tim Clifford will have a report in April.  Fr. Tom continues to meet with major donors for the back lot. 

Fundraisers

Chicken Dinner – Laura hopes to make $20,000. She plans to serve 1,300 – 1,500 dinners.  Laura thanked the commission and PPC members for their donations to the raffle baskets.  85-90 volunteers have been recruited for that weekend, setting up on Saturday and on Sunday.  There will be carry-out, but no separate line for carry-out.  Help is needed for clean-up around 5:30.  Please pray for success and good weather (and Laura’s sanity).

Carnival – Spaghetti dinner will be served on Sunday night. Live entertainment is planned for all three nights.  A concerted effort is being made to make our festival a more family-friendly event.  The "Family Fun Zone" is on Monday from 1 - 4 pm.  that time will also include some extras for the kids.  Raffle prices and prizes have changed. Parishioners are urged to pay close attention to the tickets when they arrive. 

COMMISSION REPORTS – Due to cancellation of the February PPC meeting, the following includes both the February and March reports. 

Christian Outreach  - February

• A thank you note was received from Brother Mike and Pat for the St. Nick Party in Hazard, Kentucky.
• The Easter food collection drive is being coordinated with Groesbeck Methodist.  Both churches will have collections on the same weekend in early April.
• The “Pennies for Peru” drive raised $525.
• A Diabetes workshop will be hosted by the Health Ministry on March 15 from 10-12 pm.  Three new volunteers have joined the Health Ministry.
• Bags for the cookie collection for the Kairos Prison Ministry will be distributed on February 16 & 17.  Cookies will be returned on February 23 & 24.

Christian Outreach – March

• 212 dozen cookies were collected for the Kairos Prison Ministry; an increase from 148 dozen last year.
• The Health Ministry will host a diabetes workshop on March 15.
• The commission is working on providing a prayer that could be used by the Bereavement Committee and a booklet that can be provided by the Baptismal Team.
• Due to bad weather, turnout was light for the Lenten Souper Meal.  The Heifer Project will be extended beyond Easter since the ark is not yet filled.
• The spring food collection is planned for March 29/30.
• Lois Mirizzi is the new representative from the Social Justice Committee. They meet on the first Tuesday morning and are working on a plan to promote the seven principals of Catholic social justice.
• A summer visit is being planned to Lord of Hope Parish in Lima, Peru.  Interested parishioners are encouraged to participate.

Communication - February

• The February, March and April newsletters have been planned.
• Vendors for the parish directory have been reviewed.  The contract will be awarded to either Olan Mils or to LifeTouch.   Once the contract has been awarded, scheduling can begin.
• Many organizations have updated their information posted on the parish website.
• The monitor for the Gathering Space will be ordered in February.  Installation should occur quickly.

Communication – March Report

• The monitor will be ordered by the end of the month (March) and will be set up immediately upon receipt.  The cost of the monitor has been covered by donations.
• The April, May and June newsletters were planned
• Olan Mills has been chosen as the vendor for the Parish Directory.  Appointments can be scheduled online or by phone. Bob Meinerding has been working on page layouts for the new directory.
• Communications has re-written their Constitution.  It was distributed to members present and will be discussed at the April meeting.

Development – They have not met in the past two months due to weather.  The proposal for a mentor program is being discussed.  Thoughts and comments should be forwarded to Jim O’Shaughnessy. 

Education Commission – February Report

• Fr. Tom gave a brief update on the Regional School
  • The “naming” process was reviewed.
  • Preliminary registration is projected to be over 600 students.  Currently enrolled students are being enrolled through February 19.  Kindergarten registration takes place February 19-29.
  • Regional School Steering Committee continues to meet weekly.
• The school spelling bee took place on February 8.
• The Lenten soup and bread program will take place in the Gathering Space on February 13.
• Parent-Teacher Conferences are scheduled for February 14.
• The “Everybody Counts” program, which focuses on educating students about persons with disabilities, will be presented during the last week of February.
• Terra Nova Test results were reviewed.
• State Representative Lou Blessing reported on the Seniors to Sophomores Program  which would allow public high school seniors to attend college classes, for free, and earn joint high school and college credit.  He has spoken with the Governor with regard to the fact that this program does not account for parochial high school students.  The Governor’s response was extremely negative, indicating disinterest in the fate of students attending Catholic high schools.  Representative Blessing cautioned members to be very careful in their approach to this program if they believe their students qualify.
• The Education Commission continues to investigate their changing role in the parish.
  • Fr. Tom has received the constitution of at least one Education Commission from a parish which does not have a school.
  • Diane Ferrier is reported to have a list of parishes with Education Commissions without associated schools.  This list will be disseminated so that volunteers can obtain the information needed to develop a program specifically for St. Ann Parish.
• SAFE reports there may be a parish school picnic before the end of the school year.
• Parish Pastoral Council
  • Cheryl Reis reported the Bunco basket donated by the Education Commission was well received.
  • The Development Commission would like to know if a mentoring program for incoming commission members would be helpful.
  • A combined PPC/Commission meeting will be held on April 1.  The focus of the meeting will be the impact of the regional school on the parish.
• Nominations for the regional school education commission will take place on the third Sunday of March.
• The next Education Commission meeting will be March 5^th.

Education – March Report

• Grandparent’s Day is upcoming for the school.
• Graduation is May 30^th.
• The 8^th grade field trip to the State Capital and to Wright Patterson will take place on May 23.
• Every attempt will be made to return discretionary funds to current students prior to the end of the school year.  Any remaining funds will be “gifted” to the parish.
• ACRE reports are in, but Mrs. Ferrier has not yet reviewed them.
• There will be no vacation bible school this year.
• Most parishes which operate without a parish school use either a “Faith Formation” format or have undeveloped Education Commissions.  There were not constitutions or any substantive information available at this time.

• The St. Ann Education Commission will dissolve as it currently exists.  The Commission will be PPC representative and Diane Ferrier and volunteers from the parish instead of elected members.
• The Education Commission for Our Lady of Grace School is appointed.

Finance – March Report

• Tim Clifford reported the Archdiocesan assessment will remain steady at 8.7% for the next year.
• Medical expenses are expected to rise 8% next year. 
• For budgeting purposes, the expected cost of living is expected to increase 3.7%.
• The January financial statements show the following:
  • A favorable variance of $6.3k due to the increase of Oktoberfest net income.
  • An unfavorable variance ($5.7k) of carnival expense due to timing of prior year payments.
  • A favorable variance of $1.8k in youth ministry expense due to the cancellation of their retreat.
  • A favorable variance of $3.7k in twinning expense (Lima, Peru) due to cancellation of the Lima trip.
  • Other favorable variances include lower than expected utility costs and decreases in other miscellaneous expenses.
  • An unfavorable variance due to lower expected state reimbursement revenue in January, 2009.  The state payment has been delayed and is not expected until March.
• Approximately $71k has been received in contributions to the debt reduction drive.  An additional $10k one-time donation is expected.  Outstanding pledges in the amount of $52k expect to be collected.
• Maureen Waldman will be contacted regarding her PPC term.  If she is unable to complete her elected term, a new representative will have to be appointed.

Laity – February Report

• The Ladies’ Circle will restart soon.
• George Applemann will check on the status of the singles’ group.
• Joyce Zinser is the new chairperson of the blood drive.  PPC has approved a blood drive for the Fall this year.
• Girl Scouts
  • 120 girls, in all grade levels, participated in numerous activities in 2007.  They included a Chinese New Year themed Thinking Day Celebration.  Two parent/scout dances were held.  Girl Scout Sunday was celebrated at St. Ann’s in March.  The bridging ceremony, where many of the troops bridged to the next level in scouting,  was held in April. All eleven of the 12^th grade scouts bridged to adult scouting.  Each of these girls agreed their scouting experiences looked great on college applications and all were accepted into the colleges of their choice.
  • St. Ann scouts hosted the regional Helping Hands Holiday Service Project party. 150 scouts made cards, gift bags and ornaments, filled candy jars and made goodie bags for the Ronald McDonald House, Hope Lodge for cancer patients, Children’s Hospital, Little Brothers of the Elderly, and area nursing homes.  They also decorated trees at the Groesbeck Library, made edible bird food ornaments and collected canned goods for local food pantries.
  • Activities planned for 2008 include Thinking Day, two more dances and the April bridging ceremony.  Girl Scout Sunday will be celebrated on March 9.  The Girl Scouts will attend the 9:30 Mass and will host the “coffee and donuts” after all Masses on that date.
  • Ongoing service projects take care of the landscaping at the Little White School House, saving pop tabs for the Ronald McDonald House, and saving cancelled stamps for missions in South America.
  • Kindergarten through third grade troops learn about Girls Scouting, complete service projects and go on field trips.  They attended a lock-in at the YMCA.
  • The fourth grad troop experienced their first camping trip this Fall and they attended the Girl Scout Cookie Rally during a UC women’s basketball game.
  • The fifth and sixth grade troops earned their Bronze Award by baking doggie cookies and sewing catnip bags for the animals at the SPCA. They enjoyed their overnight at the Newport Aquarium and are planning an overnight at the Cincinnati Zoo with the seventh grade troop where they will be sleeping with the manatees. 
  • In addition to the Cincinnati Zoo overnight, the seventh grade troop has also been camping this year and is working on their Silver Award.
  • The eighth grade Girl Scouts earned their Silver Award by planning and running a campout for all of St. Ann’s Junior troops.  They also collected books for Children’s Hospital, had an overnight at COSI and are planning to go cabin camping at Hueston Woods in the spring.
  • The high school troops are working on their Gold Award; the highest award a Girl Scout can earn.  The Gold Award is earned by working on a project tht fulfills a need within her community, creates change, and hopefully, is something that becomes ongoing.  The project must encompass organizational, leadership and networking skills.  Many of our St. Ann high school scouts are training to be aides and counselors at camp.
  • The Girl Scouts of the USA is part of a worldwide organization dedicated solely to girls where, in an accepting an nurturing environment, girls develop character and skills for success in the real world.  Girls build qualities that will serve them alltheir lives, like leadership, strong values, social conscience, and conviction about their own potential and self-worth.  St. Ann leaders are dedicated to helping girls develop courage, confidence, character, and who can help make the world a better place.  For additional information, contact Laurie Arnold, 385-8709.

• The Respect Life committee takes up a "spare change" collection at the church doors on the fifth Sunday of the month (4 times yearly).  In the past, these collections have assisted several ministries.  Project Rachel helps women who have had abortions deal with the trauma and emotional distress that can follow; the Madonna House provides a home, parenting classes and life skills training for women who chose to give birth following an unplanned pregnancy.  St. Joseph Home in Sharonville is a non-profit ministry of the Sisters of Charity which creates a residential and respite home for infants, children and young adults who have severe/profound mental and physical disabilities.    The Mary Magdalene House is a personal care facility which offers the poor and homeless a pleasant and safe place to shower, shave, wash their hair, have clothes laundered, receive messages and use the phone.  Funds from the January Roe v. Wade anniversary collection are forwarded to the Archdiocese to support a wide variety of pro-life projects.  This year, at Fr. Tom's request, the Respect Life Ministry provided white ribbons and encouraged parishioners to display them in support of life from conception to natural death.  Eileen McGuiggan is the contact person for the Respect Life Committee and can be reached through the parish office.

• Cub Scouts – In addition to planning a Pinewood Derby and Blue & Gold banquet during February, the Cub Scouts had a Christmas party, are planning a Fishing Derby in the spring and a graduation party in June.  Other activities are being planned.  24 Cub Scouts are registered this year.  Dens meet twice a month and plan additional outings.  The Webelos Scouts have camping trips also.
• Boy Scouts meet on Monday evenings from 7:30 – 9:00 pm.  Boys from grades six through 12, ages 11 – 18 are welcome to join the current fifteen St. Ann Boy Scouts.  The following activities have been planned for 2008.
  • January – District winter Camp-o-Ree
  • February – Scout Sunday celebration and St. Ann camp-out.
  • March – Campout at Dangel farm
  • April – Good time for America celebration and spring district camp-o-ree.
  • May or June – Campout at Dangel farm.
  • July – Summer camp or campout.
  • August – Summer camp or campout.
  • September – Campout at Dangel farm.
  • October – Peterloon Camp-o-ree Jamboree experience
  • November – Campout at Dangel farm with Thanksgiving dinner of appreciation for the use of their farm.
  • December – Parish service project combined with Little White School House camp-in.
  • Scoutmaster Bill Wieland has been awarded the Archdiocese St. George Award for youth ministry on behalf of the scout troop.
• Boosters
  • Treasurer reports $16,127.27 in checking; $26,665.52 in the back lot account; and $12,013.90 in savings.
  • Boys sports
    • There will be a 3^rd & 4^th grade team
    • Volleyball teams are being formed.  An additional sign-up maybe held.  Rosters are due on March 17.
    • Although St. Ann has 35 “J’s” available, St. John ordered 250 new ones instead of buying the ones available from St. Ann.
  • Girls” Sports
    • St. Ann will field a 3^rd, 4^th, and maybe a 5^th/6^th grade team for softball with the same coordinators as last year.
    • Volleyball is going well.
  • The Fish Fry was not very busy.
  • CYO city tournaments will let us know which dates we have.
  • Some Board members met with board members of the other parishes represented in our new regional school.  They included the Boosters President and the football coordinators.  The new board will have four members from each school.  Each booster group is encouraged to give $10,000.  A school mascot and colors will be determined after the school name is announced.  Ideas were shared about what to do about uniforms.
• Discussion was held about the eligibility of a student who no longer attends St. Ann School.  The Board determined he is still attending MERP classes and is, therefore, able to play sports with St. Ann teams.
• Bill Flowers resigned from coaching and has been replaced by Rich G and Bob G.
• Funds were approved for donating to the Indiana Chicken Dinner Raffle.
• Rick Goedde requested funds to participate in a tournament which takes place after the season.  The fee is $175; the board agreed to pay $95.00.  If the parents approve, Rick would like to use the party money for the difference.

Laity – March Report

• The New Life Prayer Group meets weekly on Thursday evenings in the Little White School House.  During meetings, members share meaningful scripture and its impact, sing hymns, and share how God has touched their lives.  Members pray for those in need and share answered prayers.  10-16 members attend.  Twice yearly the group sponsors a “Life in the Spirit” seminar; a series of teaching based on scripture.  On the fifth week they pray for the “Baptism: of the Holy Spirit.”  A new seminar begin on April 10, 2008 and runs through May 10.  Some members are attending a day long conference on March 1, 2009 on The Holy Spirit and Evangelization.  “Come and see.” John 1:39.  For additional information, please contact Joan Jester, 931-3943.
• L.I.G.H.T. (Living in God’s Help Together) Group is an outreach for our Seniors to challenge the more inactive or homebound who cannot attend Sunday Mass.  A weekday Mass (10:00 a.m.) is held about six times a year, together with a lovely lunch. The children make placemats for the Seniors and interact with them during lunch.  The St. Ann Student Council serves the lunch prepared by the cafeteria staff.  Many Seniors have met new friends and reunited with old ones.  There is usually a capacity attendance and all have a great time.  The team offers their assistance to the Seniors anytime.  They provide rides to the L.I.G.H.T. lunches, doctors appointments, pharmacy, grocery or wherever needed.  They bring Holy Communion, offer prayers and a friendly visit with the parish Seniors, all at no charge.  If you are need of their services, or would like to join the L.I.G.H.T. Team, please call Sue Menke, 931-6647.
• Boosters
  • Treasurer’s Report - not available.
  • Boy’s Sports
    • Football will cost $85 next year.   Jerseys for grades 3^rd – 7^th will be reversible.  The 7^th & 8^th grade teams may have to combine with St. John.
    • Cherleading will be $25.
    • 8^th grade boys basketball will get to keep their jerseys.
    • Two teams have formed for volleyball – 6^th grade (10 5^th & 6^th grade boys) and 8^th grade (13 boys).  The 3^rd and 4^th grade boys are playing with St. John and being coached by a St. John parent.
  • Girls’ Sports
    • Girls’ volleyball is finishing up their tournaments.
  • Fish Fry did not do well this year with two events impacted by the snow.
  • Angie wants to step away from the Boosters in June when the new Board takes effect.
  • The following members will represent St. Ann on the new booster board:  Mike Lanter, Gary Frank, Rick Pursley, and Kim Henn.  All schools are giving $900 for t-shirts with the new name “Our Lady of Grace” to show they are all one school.  All board members voted in favor of the new shirts.
  • Sign us for Fall Sports are Thursday, March 13 and Monday, March 17.  Problems with the new forms were discussed (i.e. no mention of MERP program, no extra copies for people to have, concerns about students from other schools showing up to play, etc.).
  • The Boosters would like to show their appreciation for all the work Bill Flowers has done.
• Laity Commission Meeting Report
  • Members were reminded of the Joint PPC/Commission meeting scheduled for April 1.
  • Each commission is asked to nominate four parishioners to run for openings on PPC and the Liturgy and Christian Outreach Commission.

Liturgy – February Report

• Fr. Tom will discuss enhanced phrasing with the petition writers for the Sunday liturgies and will suggest a limit of five petitions.
• The parish stipend policy should be restated in the bulletin or newsletter.
• Jerry Amend, Eucharistic Minister leader, reported 99 distributors (22 at 4:30, 15 at 8:00, 23 at 9:30 and 23 at 11:30) serve St. Ann parish.  More distributors are needed at the 8:00 Mass.  A sign-up table will be set up on the weekend of February 16/17.  The Liturgy Commission member will suggest names of possible new ministers and would like to see more men serving as Eucharistic Ministers.  Jerry will include the procedure for blessing those individuals not receiving the Eucharist with the next schedule.
• Returning the Gift – Fr. Tom will meet with the Eucharistic Adoration Team for discussion of Divine Mercy Sunday and the “traveling monstrance” blessed by Pope John Paul.
• Review
  • New Advent wreath worked well.
  • Christmas – Many favorable comments were received regarding the wreath on the back wall and more red poinsettias.
• Mardi Gras prayer service
  • Palms will not be burned this year; people will be requested to bring their old palms and place them in a basket on the altar.
  • Alleluia will be on the altar; Laura will obtain one server and someone who will assist Farther in placing the letters back in the box in which they will be carried out in the processional.
• Ministers meeting April 7 at 7:00 pm in church.
• The October count was re-done in February.  The number was approximately 200 higher.
• 15 new ministers signed up.

Staff Report

Ministry/Commission Assignments – Rosary makers and Delightfully Delicious are under the direction of the Laity Commission.

Several parishioners donated and installed a new kitchen floor in the rectory.

Heifer project is still $1,000 short of the goal. 

PPC Constitution Review – First Reading – tabled for April. (Distribution of the constitution does not count as a reading.) 

PPC Elections Committee – Nomination Sunday was underwhelming.  Each commission needs to submit nominees (men-at-large) to Bill Witzgall ASAP.  Electing 2 men-at-large, Christian Outreach and Liturgy Commission representative.  Men at Large must understand the obligation to be willing to potentially serve as Chairperson.  We need to address ways to call attention to nominations. 

Joint Commissions/PPC Meeting – May 5 – 7:00 – 8:30 p.m.

What does St. Ann’s Commissions/Parish look like without a parish school?  How can the commissions re-energize and re-focus their energies in the parish.  Will commissions be able to work with the school?  Are there guidelines available for working with the new school.  Commissions are asked to generate a list of their activities that involve the school students.  Commissions should be prepared to discuss these items on May 5. Fr. Tom will have a brief introduction. 

PPC agenda committee will meet at 6:15 p.m. before the meeting.. 

Prayer Volunteer – April - Eileen 

Lou Blessing made the motion to adjourn; Paul Martini seconded the motion.  The meeting adjourned at 8:30 p.m. 

Respectfully submitted,