A motion was made, seconded, and passed unanimously to waive reading the minutes. After congratulations and thanks to Monica Craven, a motion was made, seconded, and passed unanimously to accept the minutes.
Pastoral TeamAndy Drance reported for the Pastoral Team. He said the new list of parishioners was in the computer, that they are still working to clean up the database. He was not sure how much longer it would take to get the list. Twenty people had registered with the parish. Three had signed up to volunteer, but two of these had not circled any area of interest. John Teem and John D'Auria will follow up since one of the two lived in each of their neighborhoods. Fr. Creedon suggested that it would be good to have identified needs before calling those who wish to volunteer, e.g., the need for FISH drivers. Mr. Drance said that he had had no response to an appeal in the bulletin for FISH drivers. He said he liked to call volunteers to get a sense of what their strengths are. Mark Alves asked whether Father was suggesting that once one knew the volunteer's area of interest, one could make a specific offer. Father replied that we have not identified the critical needs of the parish. He hoped we could be more proactive and recruit for the things the parish needs. Mr. Alves commented that we should make sure the chairmen of the core ministries know of volunteers interested in their areas. Naomi Klaus said that for some jobs, it would be important to know more about the person than that they had volunteered; for example, a catechist would need to be reliable and relate well tochildren. Mr. Alves suggested that each ministry representative contact his/her groups to determine the needs and report at the next meeting. Father said that the neighborhood representatives could contact those who had volunteered. Mr. Drance reported that the parish staff is still working on getting the pictorial directory finished. There had been a series of mishaps.
Coordinating Committee
The Chair, Carolyn Gretzinger, reported that the bulletin boards
had been erected at the church entrances. Another suggestion that
bulletin submittal forms be available at the church entrances
had been implemeted. The suggestion that parish registration materials
also be available at the church entrances had been accepted by
the Pastoral Team and hopefully they would be available by the
next weekend. One of the marriage sponsor couples had suggested
that engaged couples be given a package of the different ministries
at St. Charles towards the end of their marriage preparation.
A sample package has been sent to Deacon John Mallon for follow-up.
Fran Hobbs and Jan Prisco are seeking volunteers for the parish
Christmas party -- some to help set up at about 3:00 and, more
importantly, some to clean up afterwards. Council members are
asked to contact their groups and any volunteers should call Fran
Hobbs. April 25, 1998, has been set as the date to commemorate
the 75th anniversary of St. Charles School.
Regina Trodden reported that the Open House for Neighborhood C
is scheduled for December 14 and that Carolyn Gretzinger will
be the notetaker. Ms. Trodden has received 25 acceptances and
7-9 maybes to the notice she mailed out. She also sent a postcard
to a former parishioner living in a nursing home, just over the
parish boundary. Ms. Trodden helped reunite her with an old friend
in the parish. Ms. Trodden received many positive comments on
the returned postcards including from those who will not be able
to attend the open house. Ms. Trodden asked about old hymnals
(with Christmas carols) that she could borrow for the open house.
Andy Drance said that he had found some 1993 copies. He said that
it might be a condition of the license to use the hymnals that
they be thrown away at the end of the year.
John Teem, Neighborhood D, has received 33 acceptances and 24
maybes for the open house scheduled December 17. He will be sending
a second letter within the next two days with a location and directions
for the open house. He will get chairs from the neighboring Methodist
church, is looking for a coffee pot, and is encouraging people
to bring cookies and soft drinks. With the information he has
gathered, Mr. Teem has revised the list of parishioners in his
neighborhood and has added a number of people not in the directory.
Father acknowledged the problem and said that it goes back to
the problem of getting people to register. He will bring registration
packets to the open houses.
The open house for Neighborhood B is set for December 16. Carolyn Gretzinger reported that she had mailed 222 letters -- 13 were returned as not being at the address, 28 accepted, 10 said maybe, and 30 declined. Regina Trodden will be the notetaker. Issues raised in the responses were outreach -- affordable housing, elder and child day care, etc. One respondent's husband has Alzheimer's disease. She has day care during the week, but has not been coming to Mass because she can not control him alone. Ms. Gretzinger will try to see if an usher could be alerted to help if the woman signaled.
Father Creedon asked that the neighborhood representatives report their experiences with the open houses at the January meeting. He would like to know the results from cards and letters and phone calls. An issue which he would like to see addressed is whether practical support, perhaps financial, for the neighborhood ministries is needed. He would also like to identify meeting places in the neighborhoods in contrast to coming to the parish facilities. Ms. Trodden said that she had asked in her letter if people would be willing to give rides to others and 10 had said yes. Mark Alves said that C'YA gets a good response to open houses; however, it is harder to figure out how to get people to come back -- what is the next step? One might use enthusiastic responders to call no's and maybe's. Ms. Gretzinger suggested that the next neighborhood meetings in Lent could be held at different houses. John Teem plans to tell those who come to his open house that he is a channel of information.
Father brought up the idea of having one of the neighborhood representatives
act as the coordinator for the neighborhoods, principally to help
Ms. Gretzinger with flyers and administrative chores. He asked
John Teem who agreed to do so for a while. Father said that he
did not think there would be a lot of extra duties, that there
needs to be a corporate memory, and that the job needs to be time-limited.
Andy Drance said that he sometimes gets calls from someone who
would like to participate, but that he does not keep track of
those referrals. At the ministry evening, they had talked about
how to get more people to participate. One idea that had been
offered was to have one particular group, e.g., Meals on Wheels,
do the coffee Sunday morning and "proselytise." There
is an invitation in the bulletin for people to help sort gifts
from the giving tree. Mark Alves said that people talking about
the ministry evening had really appreciated being thanked for
what they do. Father commented that the parish needed to figure
out a better way of supporting volunteers. He was unaware of all
the people volunteering until he went to the dinner.
Father also said that consciousness-raising is good, but it is
also important to be aware of the parish's needs so that when
people respond they can be referred to those who need help. There
was a discussion of different ways to do this. Father said that
volunteer development is always a problem; there is no one matching
parish needs and volunteer gifts. Other ideas were that one particular
group (sub-ministry) could be highlighted on a Sunday and members
of that group could host the coffee, answer questions, and sign
up volunteers; ask volunteers to put down skills instead of or
in addition to their area of interest; see if a student from a
local university majoring in this area could work at the parish
under a work-study program.
Naomi Klaus reported that 53 youth had been confirmed on November
20 and that WAY had held a retreat November 21-23. Planning and
organizing the On the Way program for junior high youth continues.
January 3 there will be an intergenerational Epiphany celebration.
January is the focus month for the Education Ministry and planning
is progressing for that.
Bill Coen requested comments on the budget report he distributed
(copy attached). Members of the Finance Committee (Mr. Coen, Charles
Sullivan, and Patti Donnelly) will be speaking at Mass this Sunday.
Mr. Coen's theme will be bridging the gap between spirituality
and giving, an emphasis on the service performed by the organizations
that St. Charles finances. The Council noted the apparently small
contribution to the Latino community. The $166 was spent for religious
education materials. Mr. Coen said that the money spent on other
ministries and functions for the Latino community are contained
in the amounts shown as having been spent on those ministries.
He also said that payments to St. Charles School had been evened
out to help cash flow. There are more payments now and so the
comparison between this year and last year is not really valid.
At the suggestion of the Council, Mr. Coen said that he would
eliminate the line item for the Latino Community and add a footnote
for the school. Father commented that although many complain about
the envelopes there is a high correlation between envelope use
and support of the Church. He said that increased giving does
not usually come from increased participation, rather those who
already give increase their contributions.
John Teem said that he would defer his report on the Lutheran,
Anglican, Roman Catholic (LARC) Conference until the next meeting.
After an opening prayer, Father Gerry Creedon called the
meeting to order at 7:35 PM on Wednesday, October 1, 1997 in the
Rectory Library. All council members were present except Ms. Gilda
Ferer, representing the Latin American Community. Ms.
Susana Moncayo also was in attendance-both as a representative
of the Latin American Community and as a member of the pastoral
team.
Each council member briefly introduced himself or herself.
Father Creedon volunteered to chair this first meeting,
pending election of a Council Chairperson. Mr. Michael Grady
agreed to record the minutes, pending election of a Council Secretary.
Minor corrections to the roster (see Attachment in parish library)
were identified. Ms. Carolyn Gretzinger agreed to update
the roster and provide it at the next meeting.
Father Creedon solicited comments on the pastoral team/parish
council organizational workshop held on Friday, September 26,
1997, which was attended by most of the council members. There
was consensus that the workshop was valuable, especially since
it afforded the opportunity to meet our fellow council members.
A consolidated list of "Recommended Priorities" which
was a work product of the workshop was distributed (Attachment
C). Discussion ensued. There was agreement that the second item
should read: Develop Strategic Plan [singular] for the Parish
[vice Parish Council]. Continued discussion centered on the logical
organization of the priority items; and the importance to resolve
certain organizational issues, e.g. council structure and communication
methods. It was moved (Father Creedon) and seconded (Mr.
John D'Auria) to adopt the list as a set of priority items
deserving council attention. Passed unanimously.
John Teem introduced a lively discussion of what it means
to be a neighborhood representative. He indicated that he doesn't
know everyone in his defined area; how is he expected to dialogue
with them or truly represent them? Mr. Grady offered his
perception that the neighborhood council members, by virtue of
the nomination and election process, could comfortably apply their
own discernment to de facto represent the views of
their respective "constituents." In addition, these
representatives were visible and identifiable channels through
which the area residents could communicate with the council and
the parish leadership. Mr. D'Auria told of his personal
experiences of this very kind: being approached by parishioners
re Council interests. Ms. Monica Craven commented that
her vision as an area representative was to reach out to the broader
neighborhood community - not just the Catholics. Mr. Mark Alves
endorsed Ms. Craven's remarks. Ms. Gretzinger indicated
that the Interim Working Group had envisioned the neighborhood
representatives as both (a) a point of outreach into the
communities, as well as (b) a point of availability from the community
into the parish leadership. In response to a query originally
raised by Ms. Naomi Klaus, Father Creedon indicated
his perception was that the area representatives' primary role
was to represent the entire parish, and their secondary
role was as representatives of the specific geographic
areas.
In response to the stated need, Ms. Moncayo suggested establishing
a large photographic presentation (picture board) so that parishioners
would come to know and recognize the parish council and
pastoral team members. There was general agreement that this
was a good idea. Indeed, the concept was extended to include an
appropriate presentation (photos and a Map of the areas) of the
council in the Parish Directory. With Father Creedon's
concurrence, Ms. Moncayo agreed to coordinate the implementation
of these recommendations, including (1) making arrangements to
have individual photos taken of each council member; and (2) getting
"permission" to publish home phone numbers of council
members in the Directory and other parish publications (e.g. the
Sunday Bulletin).
In response to a question by Mr. Grady, Father Creedon
explained why there was no representative from Area "A".
He indicated that the Latino Community Ministry would target that
neighborhood for appropriate outreach initiatives so that the
parishioners living there can develop a greater sense of community
and welcome with the parish; and vice versa. It is hoped that
as a result of the outreach effort, candidates from Neighborhood
A can be identified.
Father Creedon requested suggestions on the type
of activities that could be sponsored within the neighborhoods
(during Advent or Lent, for example) to promote a greater sense
of community between St. Charles and the neighborhoods.
Mr. D'Auria suggested caroling during the Christmas season.
Others enhanced the basic idea by suggesting things such as bilingual
singing (Mr. Alves); using the community centers (Ms. Craven);
going to Ballston Mall (Ms. Regina Trodden); etc.
Ms. Gretzinger suggested meetings within the neighborhoods
(Open Houses) as one way to proactively reach out to the community.
Father Creedon briefly mentioned the potential role of parish
council election runners-up as additional neighborhood points
of contact. Some were concerned over how parishioners would know
in which "area" they were located. Ms. Trodden
cautioned us to be politically sensitive in presenting maps and
council members to the community. She recommended that we provide
information to explain why we were placing emphasis on
individual neighborhoods, holding open houses (if that is done),
and promoting area activities.
During this discussion, Father Creedon and Susana
explained that the Parish Directories would be delayed for months
because of technical difficulties in developing the film. Further,
the company responsible for this project is an entity that has
emerged from a previous firm that had declared bankruptcy.
Father Creedon continued the discussion by suggesting
a more proactive welcoming of new parishioners; and possibly parish
support to families grieving over a death.
[Mr. Grady departed from this main discussion by using
Father Creedon's idea for more formal welcoming to pose
a hypothetical query regarding process: who would be responsible
for implementing ideas or concepts endorsed by the Council? Would,
for example, the Community Building/Hospitality ministry be "tasked"
with the implementation of a Council directive? Mr. Alves,
representing CB/H, appropriately indicated concern over that approach!
Father Creedon expressed his vision that the Ministries
and the Council would work cooperatively, with one another.]
The discussion drew to conclusion when Ms. Trodden suggested
that the neighborhood representatives meet at her home later in
the month to further explore ways the Parish could reach out to
the neighborhoods. This was endorsed by the Council and accepted
as an action item by Ms. Trodden.
The structure of the Council and terms of office were discussed
next. Ms. Gretzinger provided an overview of the Interim
Working Group's initial concepts and related rationale. Father
Creedon amplified on that discussion. Mr. Grady focused
the group's deliberations and the following decisions were unanimously
passed, except as noted:
The following council members agreed (volunteered) to serve a
two-year initial term:
Ms. Gilda Ferer (Latin American Community)
Mr. Bill Coen (Stewardship)
Ms. Regina Trodden (Area C)
Mr. John Teem (Area D)
Based upon a motion of Ms. Klaus to adopt a one
year term for the Chair, all council members participated in a
lively debate concerning the term of the Council Chair. Some felt
that the term should be one year to encourage innovative
thinking and fresh approaches, and to avoid "burn out".
Others felt the term should be for two years to encourage
continuity and time to "make a difference". No one recommended
a three year term.
Mr. D'Auria amended the motion by suggesting the Vice Chair
succeed the Chair in rotation after one year.
After considerable discussion, the matter was put to an open vote.
Based on a FIVE-TO- SIX vote (with ONE present and
undecided), the motion failed and, subsequently, a two year term
for Council Chair was adopted. (NOTE: The dual representation
from the Education Ministry was split in their positions, and
accordingly their vote is recorded here as "present and undecided.")
The following individuals were nominated and unanimously elected
as the Council officers:
Ms. Carolyn Gretzinger, Chair (2 years)
Mr. John D'Auria, Vice Chair (2 years)
Ms. Naomi Klaus, Secretary (1 year)
No position was contested. (Note: Mr. D'Auria nominated Ms. Trodden
for Secretary, but she respectfully declined the candidacy.)
Mr. Tim Brady presented a summary report on the general
status of St. Charles facilities (see Attachment available in
the parish library).
Father Creedon discussed his desire to provide a monthly
calendar of events to parishioners. The Office must know by the
20th of the preceding month of all planned events.
Ms. Le provided a summary of the activities of the Liturgy
Ministry during the month of October, which is designated as a
month of focus on the liturgy. The Ministry (Chairperson Mr. Michael
Hartford) planned two liturgy workshops on two evenings
during the month (10th and 24th). The primary
purposes of the workshops were to introduce the various participants;
articulate their mission and vision; recognize and thank the many
ministers; and collect ideas for future activities and/or changes
to the parish liturgical activities.
Father Creedon discussed his desire to initiate a formal
program of strategic and budgetary planning for the next calendar
year. The council broadly discussed the need for each of the ministries
to undertake a formal planning process in the spring, culminating
in a Program Plan to be submitted to the council and coordinated
with the parish-wide budget in June.
Ms. Gretzinger requested Mr. Coen (Stewardship)
to provide the council with a copy of the current budget; he agreed.
It was agreed that the agenda for the next council meeting would
include review of the current budget. Each council member is to
receive a copy of the summary budget prior to the meeting for
review.
Ms. Klaus indicated that there is a shortage of sponsors
for the RCIA program; Mr. Jim Morris is the point
of contact at 920-7945.
The meeting concluded at approximately 10PM with prayer led by
Mr. Alves.
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