Administration Commission Meeting

Thursday, March 7, 2013

Present:  Tony Brand, Sue Hannasch, Jeff Hawkins, Tom Meaden, TJ Rome, Jerry Roth, Colleen Tollefson

Guests:  Jeff Annala, Susan Boles, Dan Larson

Opening prayer was led by Tony. 

Minutes:

Minutes of the February 7 meeting were approved as corrected.

Financial Development Committee:

A letter was received from the Archdiocese indicating that they preferred that St. Joseph’s capitol campaign be done in the first phase (early 2014) of the Archdiocese campaign as a co-campaign. 

Dan Larson and Susan Boles of the Financial Development Committee provided an update on their planning.  They have looked at revenue streams and fundraising activities and the long term needs and structure going forward.  Specifically they looked at stewardship, a capitol campaign and fundraising activities.  The concern is that funding requests are always going to the same folks and there is a need to look at the parish overall, first to ensure the entire parish understands the financial circumstance. 

Specific to the school, there is room to improve the Marathon outcomes.  Most schools are averaging a contribution of $142-167 per student in these types of activities, St. Joseph’s is averaging closer to $100 per student.  There is a need to educate school families on the debt and to create energy to meet the goals.  There is also a need for an alumni list to create the sense of a place you can come back/give back to.

Numerous small fundraising activities occur, the goal is to work to a higher profile event.  Specific suggestions were:

Gap letter to parents, grandparent and alumni

Black tie dinner – sell tables/beads

Octoberfest – sense that there is strong support for a community-wide event

Sponsor a student

The Committee is considering using survey monkey to determine interest and a volunteer base.

The Committee could use more people who can be active on a task.  Specifically, they need to do data gathering, perhaps with seniors or knights. 

From a communications standpoint, they feel there is a need for visually showing the financial need and perhaps including it in the bulletin.

Communications:

The Communications Committee is at the contract level for the website.  They are anxious to get started.  The goal is to get the beta site out and going over the summer.  The contact draft must be reviewed by Catholic Mutual. 

 Dann Hurlbert is developing a policies and style sheet.

 Next Meeting:

April 4, 2013

Administration Commission Meeting

Thursday, February 7, 2013

In Attendance:  Tony Brand, Sue Hannasch, Jeff Hawkins, Tom Meaden, T.J. Rome, Jerry Roth, Colleen Tollefson

Prayer led by Colleen Tollefson.

Minutes:

Minutes of December 6 meeting were approved.  Minutes of January 3 meeting were approved.

Financial Development Committee

Building fund contributions are dropping off.  Discussion is ongoing regarding a Capitol Campaign for the Parish.  The Archdiocese is contemplating a combined campaign.

Communications

The Communications and Technology Committees are coordinating on website development and contract review.  A joint meeting will be held on Feb. 19 to try to finalize Tech Committee concerns.  Once a contract is in place, it is roughly eight weeks from first design to beta testing.   Training will need to be factored in.   A policy format needs to be included in the website design.  Significant progress is being made.

The Communications Committee is also developing a communications strategy. 

Technology

The Technology Committee met with the Communications Committee.  There are new people on the technology Committee helping with day to day issues.  A future need is to work on hosting and use of the cloud.  The Diocese has requested a review of contracts and service agreements and copies of licensing agreements on all technology to comply with Pace Prism program.  They are targeting early March for the wireless access policy.

Finance

The Archbishop has put a moratorium on campaigns at a Parish level.   St. Joseph’s may need an exception due to immediate need.  Jerry is pursuing with Archdiocese for fall 2013.  The Archdiocese would like a co-campaign with both case statements and a 50/50 split.   Fall back if not enough new revenue to service debt is regular contributions or reserve fund.  A Finance subcommittee  is considering a census.

School tuition is a significant factor.  They are trying to determine actual cost and hoping for a standardized format that applies across the Diocese.  St. Joseph’s is in the low end range in terms of Parish contribution to the school.  There is a request that families that have resources try to help close the gap. 

Discernment

All Commissions need to work on recruiting.  There will be an information session on April 9, discernment on April 23 and Blessing at Pentecost.

Strategic Planning

The focus of the Administration Commission this year was policy development, and supporting the Communications and Financial Development Committees.  Consider building and grounds for next year, ( i.e. creating a 25 year building repair and replacement schedule); supporting communications beyond the website; connecting committees.

Next Meeting

March 7, 2013. 

Closing prayer led by Colleen.

Thursday, January 3, 2013

In Attendance:  Toby Bolke, Tony Brand,  Fr. Paul Jarvis, Sue Hannasch,  Jeff Hawkins, Ellen Malicki, Kelly Roach, T.J. Rome,  Jerry Roth, Missy Schoenbrough,  Ashley Steiner,  Colleen Tollefson

This was a joint meeting with the Communications Committee to review the proposal for a new website.  The purpose was to analyze how it will affect the parish, school, and parishioners.  It should be reflective of the “brand” of the Parish.

Points covered:

·         Webaloo is proposed vendor to create site, due to reasonable pricing, support, training, security

·         There will be separate Parish and School features

·         Seasonal changes will be made to the site (based on church seasons)

·         Marketing guidelines/style guide will be developed

·         Mobile website included in proposal

·         Allows for green approach, i.e. online forms, etc.

·         Designed to be easily refreshed

·         Allows tracking of hits

·         Easy navigation

·         Future Functionality: Donations can be made through Pay Pal type of system (Banco)

·         Two logo options were presented that would not necessitate new signage, tagline “Building Our Faith Together”

Timeline:

·         Hope to be Beta tested in March

Needs:

·         Help from internal staff, Communications Committee, Technology Committee

·         Long term, may need to add staff to handle communications

Next Steps:

·         Follow up with other parishes that have used Webaloo to verify their experience with the company

·         Meet with Technology Committee

·         Arrange for Technology Committee and Webaloo to talk

·         Present at March Commission meeting

·         Kelly to present to staff

·         Negotiate contract

·         Finalize recommendation and approval

·         Sign contract

Next meeting:  February 7, 2013

In Attendance:  Tony Brand, Sue Hannasch,  Jeff Hawkins, Tom Meaden, Jerry Roth, Colleen Tollefson

Prayer led by Tom Meaden.  One Rosemount is opportunity for active social justice within the community.

1.        Minutes

a.       Minutes of November 1 meeting were approved

2.       Committee Updates

a.       Technology

                                                               i.      Committee has recruited additional members

                                                             ii.      Developing online work orders for technology repairs

                                                            iii.      Final approval of Acceptable Use Policy by Commission

b.      Financial Development

                                                               i.      Fall stewardship underway

                                                             ii.      Found someone for grant writing

                                                            iii.      Developed fundraising map- need to determine scope of fundraising events

                                                           iv.      Next capitol campaign being discussed for Parish; Diocese also looking at doing a capitol campaign; may do a co-campaign

                                                             v.      Director of stewardship for Archdiocese will present to St. Joseph group

c.       Communication

                                                               i.      More people needed on committee

                                                             ii.      Refreshing Parish logo

                                                            iii.      Concerned about support for website for consistency, updating and monitoring, need to consider staff assignment or dedicated volunteer

                                                           iv.      A communication audit of all tools needs to be done, i.e. bulletin, letterhead, etc.

                                                             v.      Jeff will complete analysis for Vicar visit

d.      Policy Development

                                                               i.      Agreed to policy template and organization based on sample table of contents

                                                             ii.      Reviewed Parish Policy Guidance, need to clarify policy vs. procedure

                                                            iii.      Have commissions review policies relative to their area of oversight

                                                           iv.       Consider where this would reside on website

                                                             v.      Social media policy needs to be combined into technology policy

3.       Next Meeting

a.       January 3, 2013 at 6:00 p.m.

Administration Commission Meeting

Thursday, November 1, 2012

In Attendance:  Tony Brand, Tom Meaden, Jerry Roth, T.J. Rome, Colleen Tollefson

Prayer was lead by T.J.

1.       Commission Member Update

a.  Colleen Tollefson joined commission for a two year appointment replacing Tim Mulhere.

2.       Committee Updates

a.       Technology :

                                             i.            Still looking for new committee members. 

b.       Policy Development

                                             i.            Reviewed draft of acceptable use policy.  Consensus to work toward one policy to be used for school, teachers, students. Need to determine how often it should be signed.    Tom and T.J. will bring back to technology committee, talk to commissions,   school staff,  Esther for Faith Formation and parish staff.

                                           ii.            Will revise policy relative to social media, website, phone, PC and fax.

                                          iii.            Jerry is working on policy templates, consulting with Farmington administration.  He is determining an organizational structure for policies.  Positive feedback on the outline he provided, including name of policy, numbering system and effective date.

                                         iv.            Need to determine who issues, do commissions make policy or do policies go to council. Also need to determine communication structure for policies. 

c.       Financial Development Committee

                                             i.            Kicked off fall financial and stewardship campaign.  T.J. and Michele Rome made presentations at all masses. 

                                           ii.            Mailing to include update on all ministries, Annual Report with financial page required by Dioceses, and pledge card sent out.  New letterhead and color scheme.

                                          iii.            Average amount of giving down slightly, number of contributors up slightly from last year.

                                         iv.            Capitol campaign looking at school, grant writing, planned giving, fundraising and fall stewardship

                                           v.            Education fund – need to clarify its purpose.  Originated with contributions and Catholic Appeal rebate.  For next meeting, need to develop a recommendation to the Council on who/how to resolve and whether to spend or continue contributions.

d.      Communication Committee

                                             i.            Getting back up and running.  Held a couple of meetings.  Need to establish a goal.

3.       Next Meeting

a.       December 6 at 6:00 p.m.

Administration Commission Meeting

Thursday October 4, 2012

In Attendance: Tony Brand, Jerry Roth, T.J.Rome, Sue Hannasch, Jeff Hawkins and Tom Meaden

Sue lead opening prayer

Minutes from August Meeting Approved with no revisions

1.      Commission Member Update

a.      Will need to find replacement for Tim Mulhere; Joe Duffy and Tom Meaden both approached people who might be interested in joining, both turned invitation down. Sue Hannasch may have a person that might be willing to join, will pursue this further.

b.      With Tim leaving, Tom Meaden has offered to take the Administration Commission Vice Chair position, approved by T.J., Sue and Tony. New member would then fill the recorder position.

2.      Committee Updates

a.      Technology, T.J. and Tom attended there September meeting

                                                                          i.      T.J. will work with Bart Flentje to develop skill sets as the committee is looking to add members to ease burden on Bart and Joe Duffy. When these are completed will run in Bulletin.

                                                                        ii.      Wireless is ready to roll out; discussion on Policy Development around this, Committee would prefer Administration Commission to develop policy.

b.      Financial Development

                                                                          i.      Tony recapped  three areas of focus

·         Fall Stewardship to be rolled out in upcoming weeks

·         Capital Campaign is being looked into as Diocese Capital Campaign is running at same time as ours would be, looking into alternatives.

·         Electronic Giving also being looked into, possible incentives being looked at to perk interests

c.       Communications

                                                                          i.      Web Site is progressing, hope is to have new site up and running by first of year. Sue reported they have not met and will reach out to Toby Bohlke and Ashley Steiner for status.

3.      Policy Development

a.      Jerry is researching existing policies that are presently developed (existing templates and structures), not finding many in place however there are a few. Archdiocese is really pushing use of Electronic Media so the need is present to explore policies around this area.

b.      Facilities use discussion was spearheaded by Jerry, would like to see us explore this as there is a policy in place for this, all agreed to have him pursue this with the policy that is in place as a test, with only caveat to update the fees to compare with fees charged in other schools and churches in the area.

c.       Technology Policy as mentioned above, Tech Committee would like Administration Commission to develop policies; Tom will look into surrounding churches to see what may be out there as well Jerry to see if there are ones we could mirror for St. Joes.

4.      Next Meeting is Thursday November 1, 2012 with church at 5:30PM (All Saints Day). Meeting following mass.

Sue lead closing prayer

Administration Commission (AC) Meeting

August 13, 2012

In attendance: T. J. Rome, Jerry Roth, Tim Mulhere, Jeff Hawkins, Tom Meaden, Sue Hannasch.  Tony Brand was unable to attend.

1. Established leadership structure for the 2012-2013 year.

AC Chairperson- T. J. reported Tony Brand has agreed to chair the committee.  Members present were in favor.  T. J. offered to help with this transition and will be on the committee for another year.

AC Vice Chairperson- Tim Mulhere.  He will then become Chairperson for the 2013-2014 year.

AC Secretary- Tom Meaden

AC Parish Council Representative- Jeff Hawkins

The commissions and council meet the first Thursday of the month from 6-8:30pm with parish council members staying until 9:30pm.   This will begin in October 2012 through June 2013.  The initial meeting is Sept. 15 from 8:15- 11:30am.

T. J. will inform Tony that he is the Chairperson next year.

Jerry will have 2 more AC handbooks made.

Sue will ask Janet to return her AC handbook as well.

2. Determined 3 goals for next year.

1. Expand Technology Committee

 Increase help for Joe and Bart who have given many, many hours of service.  Establish specific people to complete ongoing tasks on a regular basis so that parishioners, staff and volunteers feel supported in the tech department.

Continue to foster good working relationships between the Tech Committee (TC) and the Communication Committee (CC).

T. J. and Sue plan to continue their role in supporting the CC and the TC.  Tim Mulhere is interested in working with the CC as well.  The next CC meeting is August 23 at 7 pm at the library in Rosemount.

Tom & T. J. will be checking with Matt Scheffel and Kelly Roche about an existing position description for the Tech committee.

All should be thinking of potential TC members with technology skills.

        B. Improve communication within the parish

Further ongoing communication between the new Communication Committee (CC) and the existing Tech committee (TC).

Provide support to the TC and CC in meeting the goal of an updated website that meets our present needs by January  2013.  The website will be helpful both externally for parishioners & potential parishioners and internally for volunteers and staff so they may be aware of happenings in other commissions, committees and the parish council.  We will continue to post meeting minutes on the website.  Other secretaries in our committees and commissions will be trained to upload minutes after meetings.

Cornerstone is the school management software for the school.  This was required by the archdiocese.  Logos is the software the church office will begin using next summer.  More exploration on how these software tools will blend with the site Webaloo proposes should be explored.  All questions of this nature should be forwarded to Toby Bohlke.  They hope to meet with Webaloo to have more questions answered in the next month.

T. J. will show Tom, the new secretary, how to upload future meeting minutes for the AC.

Tim and Sue will attend the next CC meeting.

Sue will send Tim a copy of the CC position description developed last year.

All will consider questions for Webaloo.

2. Policy development

While this goal is not necessarily third it is interwoven with our other goals.  The AC would like to begin a process to develop a standard procedure or a template to write policies & procedures that affect our parish in many different ways. Our church does not have a book of policies.  The diocese recently released an Human Resources manual.  Gathering Space guidelines were established last spring for SJC.  The school also has  some established policies.  These policies could be linked to the website eventually.

A policy for administering the Education Fund that exists is needed.

Jerry will check with other church administrators about templates that already exist to write church policy.  Jeff will check for policy structure or templates in the business world.

All shall do some research on church policy development.

3. Other topics

A policy is needed for the education fund the school has to outline how it can be used. This is not the Father Furey fund.   There is a large sum of money in this fund.  A relatively small amount is earmarked for the web site project.  It is unclear who should write this policy.  The AC is a neutral group.  The Finance committee may want to weigh in on this topic too.  Further discussion may be needed to determine who will design this policy.

Future topics:

Who should design the education fund policy?

Standard policy structure

More on CC and TC progress

The next meeting is Sept. 15 at 8:15 am at St. Joseph’s church.

Respectfully submitted,

Sue Hannasch

Administrative Commission Meeting

June 7, 2012

Attending: T. J. Rome, Joe Duffy, Tony Brand, John Kessler, Jerry Roth, Tom Meaden, Sue Hannasch

Prayer was led by John Kessler

      1.  Our new AC members were announced and welcomed:

Tom Meaden attended.  He plans to serve a 3 year term.

Jeff Hawkins was unable to attend.  He plans a 3 year term.

Tim Mulhere will replace Janet Patience and finish her term for the next 2 years.

2. Minutes from May were approved without any changes.

3. Discernment night was discussed.  Tom Meaden felt the process was very different from past experiences for him.  He didn’t feel it was bad, actually felt it was nice but was not super comfortable with this new way of determining members.  Joe felt there was a lack of agenda and that someone needed to choose. 

Generally, Jerry has received positive feedback from the evening.  He encourages all commission members to be looking forward through out the year to cultivate others to join our commissions and committees.

4. 2012-2013  leadership- pending

Chair- Tony Brand will consider it.

Vice Chair- Tom expressed interest and it was reported that Tim may also be interested in Vice or Parish Council Rep.

Parish Council Representative- see above

Recorder-

This will be discussed/ finalized in August when all members are present.  Members should plan on a meeting TBD before the kick off on Sept. 6.

5. Financial Development Committtee (FDC)

First meeting on May 23 went well.  There are 10 members so far including John, Tony and Jerry. Add Dennis Wenzer also.

Six subcommittees

6.     Wish List- see attachment

Items will need to be prioritized and compared with other commissions needs.

7. Goals and Objectives-

             Everyone should think about next year’s goals before our August meeting. 

Some ideas include:

1. Create a better communication link between commissions and committees and the parish to use time more efficiently. 
2. Develop policy for many items including building use. Assess what we already have and who would be most appropriate to develop.

 Already have some policy being developed.  ie.. .safety/ security committee or Parish Council is working on developing a safety policy for employees/ volunteers working with children.  Frame, prioritize, discuss groundwork and get feedback.  This may require a subgroup.

3. Cemetery committee for SJC cemetery. 

Desiree Fleming, Alan Kohls (sp?) are possible members.  Desiree is attending a workshop with Jerry Roth.  Trying to establish a perpetual fund for the cemetery.  Lebanon Cemetery has done this with the $1000 per year SJC has given to support Lebanon Cemetery.  Dan Hanlon has been involved with several Eagle projects there and many volunteers to improve the cemetery. 

4. Education Fund- Parish council needs to establish a definition of use for this money.  At this time it has been ear marked for education purposes of both the school and faith formation.  Budget is done through the staff with input from the commissions.  Parish Council will approve budgets so that budgets match the overall visions.  This may be more of a Parish Council goal rather than AC.

The closing prayer was led by John Kessler.

Respectfully submitted by Sue Hannasch

A new committee has been formed to research, develop, evaluate and coordinate parish communication tools and processes.  We are looking for St. Joe's members to help out.  Contact Jerry Roth to get involved.   Click on the following link to find out more about the committee.

Communications Committee Position Description

A new Financial Development committee is being formed to identify, implement, and evaluate financial development activities that provide important required financial support for all parish ministries.  We are looking for St. Joe's members to help out this important ministry. Contact Jerry Roth to get involved. Click on the following link to find out more about the committee.

Financial Development Committee Position Description

Administrative Commission (AC) Minutes

February 2, 2012

Attending: T. J. Rome, Joe Duffy, Sue Hannasch, John Kessler, Jerry Roth and Tony Brand.  Janet Patience had an emergency prior to the meeting.

The prayer was lead by T. J.

1. Communication Committee (CC)

The CC met 2 weeks ago and is off to an enthusiastic start.  We gathered 5 people from the bulletin announcement and 4 more were recruited by AC members. At the first meeting it was agreed that the web site was the top priority and an announcement was put in the bulletin to recruit those with web design, graphics and marketing expertise.

Since then, Missy’s father has expressed interest in helping with the web site. Toby Bohlke has come forward as well.  The AC is pleased to see 3 members under the age of 30 years old.

Theresa Palmersheim suggested Nancy Moeller as a graphics possibility. 

Sue Hannasch will contact Nancy to see if she is interested in the CC and willing to come to the CC meeting on Feb. 9 at 7pm in the 2^nd grade classroom at SJS.

2. Building Repair and Replacement Schedule

Jerry reported Craig Francois has agreed to help recruit people for this task.  The plan is to create an ongoing schedule for needed repair and maintenance for our facility.  This schedule will direct the budget in this area for both operating costs and capital projects.

3. Financial Development Committee (FDC)

We confirmed the FDC position description.  See attachment

The next step is to recruit a group of people with marketing, fundraising and grant writing talents for the FDC by this spring.  Their first task will be to plan a fall stewardship project.  We already have 5 people from the school who are willing to join with this group as one.  The church arranged a Finance Committee in September consisting of 6 parishioners.  This FDC is looking more at marketing and developing fundraising, increasing planned giving and writing grants.  Target date for the FDC to begin is the end of March.

Tony and John will work togther to talk with the existing school members and enlist more possible members.  Tony was willing to write an announcement for the bulletin, Friday list serve and for Father to announce at masses that the AC was looking for members to serve on the FDC. This announcement is targeted for the latter part of February.

Sue will ask Janet to assist with the FDC development.  Jerry Roth is happy to assist.

It was agreed these new emerging committees need a place to be seen.  The existing web site is an appropriate place to post their position descriptions and meeting minutes.  It is also a place to put commission minutes so all commissions can learn what is happening. 

Joe plans to create the initial framework or landing page for this information.  T. J. will work with him to post this information and communicate to all. 

       4.Policy Development

With the new emerging committees, the increasing number of activities and a growing robust community, the need for standardized policies is clear.  The who and how can be determined by these policies and kept consistent.  It was felt the AC should determine some policies but other policies should be made by the other commissions or subgroups who are more familiar with them.  We may also collaborate on some policies depending upon the nature of the policy.   Input is welcomed by all that pertain to the subject.  The first example discussed for the AC will likely be a building use policy.  The technology committee has already produced an acceptable use policy for students, staff and volunteers that is reviewed annually by all users.

For the March meeting, all AC members should think about some policies that are needed.

Jerry will investigate what exists for a building use policy before the next meeting in March.

      5.  Wish list concept from Council

The Parish Council (PC) has asked each commission to identify 5 tangible items our commission or committees may need.  This list of items could be provided to parishioners who ask to donate to specific needs.  

All AC members will think about visible needs that could be added to our wish list by the next meeting.  Check out the wish list that Guardian Angels is using at http://www.guardian-angels.org/angel-list/angel-list.html

 Future agenda items include:

Developing/identifying chairpersons for all the committees related to the AC:

Existing committees:

Finance- Greg Borrell

Church Cleaners- Jan Holmes

Money Counters- Jane Schmitz

Technology- Matt Scheffel

Developing committees:

Communication –

Financial Development-

Facilities-

Cemetary

Polices will be needed by many of these subgroups.  Policy development will be a process over time. The AC would like to invite chairpersons to future Commission meetings, whether the small group or large group.

The Parish Council will conduct a leadership discernment process in the next few months that will invite parishioners to consider being a commission or at large council member.

The next meeting is Thursday, March 1 at 6 pm in the Social Hall.

Administrative Commission Meeting

January 5, 2012

Members present: T. J. Rome, Joe Duffy, Tony Brand, John Kessler, Jerry Roth & Sue Hannasch.  Janet was out of town.

Prayer was lead by Sue Hannasch

1. Commission Formation

Terms were left unchanged.  Tony (3 years) is considering K. C. Grand Knight position.  T. J. ( 2 years) commented he was flexible.

2. Administrative Commission Formation

Announcements went out last week for the Communication Committee(CC).   We have had a great response to the CC with seven people who are willing to serve.  They include Kelly Lord, Theresa Palmersheim, Sharon Smelter, Frances Fabian, Ashley Steiner, Beth Donahue, Ellen Malicki.  John will also approach Missy Shaubroeck.  Sue will confirm with Ellen Malicki.  

Plan to meet with the CC before February 2.  T. J., Sue and Jerry will attend the first meeting to help them get started  and to communicate needed priorities.



The position description for the Financial Development Committee (FDC) was revised.  See attachment.  
T. J. has as sister in Hampton that is willing to help teach grant writing.
Commissions are able to make decisions but may receive council from the Parish Council.  Committees contribute too but mainly implement and give feedback.  
Jerry clarified that commissions have not yet begun to form committees.  It is planned that everyone will use a similar format or template for the position descriptions.  

3.  Building Repair and Replacement

Jerry feels this is a good time to recruit a small group of volunteers with building expertise to create a schedule for building repair and maintenance.  Once a schedule is set up the staff would probably over see these items.  The schedule could be reviewed by the Administrative Commission on an annual basis.  A budget for capital expenses as well as operating expenses, such as paint and maintenance, would then be determined by these needs and priorities.

Jerry will ask Craig Francois to identify some experts in this area.

Other business included a request from Tom Biechler, Parish Council Chair, to identify some questions we may have about the commission model.  

-It was asked how the commissions are linked. Will there be a common site for information, such as meeting minutes, between the commissions and other levels of this model? How will we have consistent practices?
-Also, how are staff members involved in the commission’s decision making process?  What is the staff member’s role on each commission?  Jerry was able to answer this question stating that the staff member is a full member of the commission by helping facilitate, provide information and make decisions.  They act as a guide to the commission.
-Do other commissions realize the different functions of commissions and committees?
- Will they use a similar template for creating position descriptions?  Jerry reports the other commissions are not there yet and will likely use a similar template.

T. J. will forward these questions to Tom Biechler and the Parish Council.

3. Other topics

Joe asked if we need policies and procedures for staff, students and parishioners?  Do we need to protect confidential items?  Do we set guidelines?  One example would be a building use policy.  It was discussed that we should look at what already exists, what is needed and prioritize these needs.   All agreed this should then be kept in one place.

The team felt like it did not need more team building at this time as we seem to be working well together and moving business along.

The closing prayer was lead by Sue.

The next meeting is February 2 at 6 pm in the Social Hall


Minutes submitted by Sue Hannasch

Administration Commission (AC) meeting

December 1, 2011

In attendance: T. J. Rome, Jerry Roth, Tony Brand, Joe Duffy, Sue Hannasch

Janet Patience was out of town.  John Kessler was attending an event for his son. 

Prayer was lead by T. J. Rome

Minutes from last meeting had been revised and distributed via email.

1. Commission terms

John has stated he will be on the administrativecommission 1 year.

Joe has requested a one year term as he continues to be involved in the technology committee.

T. J. requests 2 years.

Sue requests 2 years.

Tony had not yet arrived to the meeting when this was discussed.

Janet was not present at the meeting.

2. Administration Committees Formation

Communication Committee (CC) is the priority at this time.  There is a consensus that the CC is essential for our parish to move forward. Communication is needed to the broader community as well.  All present were in agreement that laying a solid framework for this committee will set a precedent to following committee formations.

The group reviewed the functions of commissions vs. committees.  Commissions are vision groups for various ministry areas.  They evaluate and communicate needs and outcomes while collaborating with others in planning & strategizing.  Committees are action groups for a specific ministry.  They define and implement specific ministry action plans but also help evaluate outcomes of these plans when communicating with respective commission and staff members.

The CC position description was revised.  See attachment.

Jerry has met with the communication committee the school already has. There are 5 people on this committee. They would like to be a part of the parish wide CC.  Formation of one CC is yet another way to bring church and school together and have a broader view of our community.

The AC will request volunteers from our parish to form a CC. This request will be put in the bulletin, Green Wave, email announcements and verbal announcements by Father as well as the website.  Targeted times are the weekends of January 1 and 8.

Sue will ask Janet to write a paragraph to raise interest in joining the CC.

Teresa Palmersheim and Kelly Roche have already agreed to be on this CC.  Other individuals discussed included: Diane Hawkins, Ellen Malicki and Cory Mittlestadt.

 Financial Development Committee (FDC)

Major points discussed at the meeting included:

·         Define ‘planned giving.’  Is it weekly tithing or giving your farm?

·         More discussion needed about how it relates to the School FDC. Will grant writing be more for the school?  Professional grant writers are needed in this challenging area.

·         Identify and establish Capital Campaign committee- How does this fit into the picture every 3 years?

Members were asked to review the FDC position description and share revisions via email to the entire group over the next month.  This description will be reviewed and finalized at the January meeting.

It was also asked if other commissions are realizing the difference between committee function and commission function?  Are other commissions creating similar templates for committees to work with?  How do we know there is consistent practice?  Jerry Roth states that the staff members meet monthly to discuss what is happening in their respective commissions.

Building Repair and Replacement Schedule

An example of this type of schedule was handed out by Jerry Roth.  It will take some time to create but will make it easier to maintain and project capital needs for the budget.  Jerry has some people in mind including Craig Francis. Something to think about for January and February.

3. Future agenda topics

Team building: It was felt the group knows each other fairly well from other activities but do we need more education on some topics?

Do we need a common, yet secure, place to view minutes from all the commissions?

Joe Duffy closed the meeting with a prayer.

The next meeting is January 5, 2012 at 6pm in the Social Hall. 

Minutes submitted by Sue Hannasch