St. John Paul II Parish Council Agenda August 22, 2017

I. Open with prayer – First 15 II. Approval of Minutes III. Additions to Agenda IV. Business Manager Report – John Frossard – report attached V. Finance Report – Mike Waiz – report attached VI. Commission Reports

a. Christian Service – Wayne Rieger – report attached b. Faith Formation – Vicki Huffman- report attached c. Parish Life – Linda Hunter – report attached d. School/Daycare – - new representative will begin term in September - reports

attached e. Spiritual Life – Dinah Tichy – report attached f. Stewardship – Connie Lewellyn – no meeting the past month g. Youth Ministry – Kelli Drescher – report attached

VII. Old Business a. Capital Campaign – Fr. Tom b. St. Joe Rectory

VIII. New Business a. Debriefing on retreat day b. Location of choir

IX. Father Tom’s Comments X. Parish Council Member Comments XI. Adjourn and close with prayer

St. John Paul II Parish Council Minutes July 25, 2017

Present: Fr. Tom Clegg John Frossard – Business Manager

Keith Alexander Roger Berg Kelli Drescher David Hoffman

Vicki Huffman Linda Hunter Dan Moore Art Pratt

Wayne Rieger Dinah Tichy Mike Waiz Mike Winebrenner

Absent: Don Day, Janelle Lewis, Todd Wetzel, Christina Wheatley I. Call to Order: The meeting was called to order at 7:07 pm by Dan Moore. Dan Moore led

the First Fifteen discussion.

II. Approval of Minutes: Minutes were approved

III. Additions to Agenda – Election of Chair and Vice Chair Dan Moore nominated Don Day for the Chair position. Mike Waiz seconded. Wayne Rieger nominated Dan Moore; Dan declined. Fr. Tom said that Don had indicated that he would be willing to continue as Chair if elected. Don was reelected. Keith Alexander nominated Dan Moore for Vice Chair; Art Pratt seconded. Dan Moore will continue as Vice Chair. New members were welcomed and introduced. Newly elected members are Art Pratt, Roger Berg and Mike Winebrenner, Dinah Tichy will replace Mary Wright as representative from the Spiritual Life Commission and Connie Lewellyn will represent Stewardship. A new representative from the School Commission will replace Todd Wetzel.

IV. Business Manager Report– report submitted. Finances are in good shape at the current time.

V. Finance Report – report submitted. Mike Waiz reported that the Finance Committee had a very thorough discussion regarding the capital campaign, then unanimously approved moving forward with the capital campaign for the new church building.

VI. Commission Reports

A. Christian Service –Wayne Rieger – report submitted B. Faith Formation – Vicki Huffman – report submitted D. Parish Life – Linda Hunter - report submilted

E. School Commission and Preschool/Daycare –- reports submitted

F. Spiritual Life – Dinah Tichy - report submitted

G. Stewardship – - Connie Lewellyn - report submitted H. Youth Ministry– Kelli Drescher - report submitted

VII. Old Business A. St. Joe Rectory – There was considerable discussion concerning the status of the

rectory. At this time, the item has been tabled..

B. Day of Reflection – Reminder for August 19

VII. New Business A. Capital Campaign – Dan remarked that there has been much careful, deliberative

discussion about the new church and parishioners were expecting us to move forward.. Dinah stated that we should look to the future while preserving our past and that we need to proceed. Fr. Tom will speak with the fundraising experts and the campaign could begin in the fall. Keith Alexander made a motion to move forward with the campaign; Mike Waiz seconded. Motion carried.

VIII. Fr. Tom’s Comments – Fr. Tom introduced Joel Sackenheim, our new Director of Liturgy and Music.

IX. Parish Council member comments – none

X. Closing Prayer and Adjournment–. Meeting adjourned at 9:05 pm. Next meeting will be Tuesday, August 22 at 7:00 pm at St. Joe Campus. Submitted by Mary Lynn Green

St. John Paul II Finance Committee Meeting August 17, 2017

Present: Doug Green, Karen Haas, Mike Landers, Lucas Taylor, Vince Thacker, Mike Whalen, John Frossard and Mike Waiz Absent: Tony Bennett, Jonathan Cooper and Willett Lee The meeting was called to order and then Mr. Waiz led the members in a discussion of The First Fifteen. The committee then had a conference call discussion with a representative from Faith Direct, an online giving company that specializes in various forms of online giving for Catholic Churches. Fr. Tom had previously asked Mr. Frossard to research online giving options that might be used by parishioners for weekend contributions, in addition to special giving opportunities such as the upcoming capital campaign. Mr. Frossard indicated that he had had an earlier discussion with the Faith Direct representative and that at least 14 parishes in central and southern Indiana were currently using this company for their online giving programs, including Holy Family Parish. The committee proceeded to ask questions about the cost of the program, various online giving options available using this program and Faith Direct’s experience with utilization and increased giving by parishioners using their program. Faith Direct’s assumption of security and liability issues related to a security breach were also discussed. After the conference call was completed, a motion was made by Mr. Thacker, seconded by Mr. Landers, and unanimously approved that we enter into an agreement with Faith Direct for their services, contingent upon Mr. Frossard getting a favorable response from Holy Family and select Catholic Churches in Louisville concerning whether they have seen a noticeable increase in parishioner giving over the last 4 years using the Faith Direct online giving program. The minutes of the July 20, 2017 Finance Committee Meeting were then approved. The committee then briefly reviewed the contract which has been signed by Fr. Tom with CCS to direct the capital campaign for a new church building. It was noted that CCS was the company that had been previously selected to head up a campaign in the event a campaign was agreed upon by the Archdiocese and SJPII. The contract provides for an onsite CCS professional beginning September 4 and running for 5 months at a cost of $30,000/mo. plus expenses. The committee then reviewed the financial reports for July. Mr. Frossard noted that total operating cash increased by $116,134 to $766,257. Most of this increase was attributable to an increase in cash for the school due to tuition payments. Net Ordinary Income exceeded expenses by $3,111 for the month of July. Mr. Waiz stated that Sunday collections were below

budget by $3,096 (3.1%) for the month. Operating expenses for the Church were $7,926 over budget for the month but most of the variances were expected and within the annual budget. The School Ministry had a net positive variance of $6,229 to budget for the month. The Daycare Ministry budgeted an operating loss for the month of $22,337 but had a favorable variance of $1,639. Childcare revenue is normally low for the month of July which is why a deficit was budgeted. Mr. Thacker then reviewed 2 proposals for security upgrades with the committee. One proposal was for a new, larger networking equipment rack that houses communications equipment in Fr. Richart Gymnasium. This new rack would be completely secure whereas the current rack is not secure. The cost of the equipment and installation is $1,065 which would be shared equally by the church, school and daycare. The other proposal was for a camera system for Building E which houses part of the daycare operation and the parish administrative offices on the St. Paul Campus which would allow employees to see on their computers who was at the front door. They could then buzz them in if appropriate. The cost for equipment and installation is $3,036 which would be split equally between the daycare and church. Upon a motion by Mr. Whalen, seconded by Mr. Landers, both proposals were unanimously approved by the committee. Mr. Frossard then told the committee that renovations at the old St. Joe School building to upgrade the rooms there for parish meeting rooms have been completed for the most part. There are now 4 meeting rooms in that building. The next meeting is scheduled for September 21. There being no further business to come before the committee, the meeting was closed with a prayer.

Christian Service Commission - Meeting Minutes: July 26,2017

Present:Linda Pratt, Barbara Smith, Wayne Rieger, Bob Burkholder, Lenieta Niesseand Mag Young First Fifteen by Bob Burkholder Financial Report:

• May and JuneFinancial reports were reviewed. o May Balance - $8,529.95 ($3,497.52 CSC general fund) o June Balance - $8,474.95 ($3442.52 CSC general fund) o These total balances reflect the $5,032.43 that is earmarked for St. Joe the Worker.

• The $500 which was approved at the May meeting for a PHS Student Assistance Fund was not utilized, so those funds remain in the CSC general fund.

• New request from Mag Young for funds to purchase towels for a foot washing event were approved in the amount of $500.00.

Ministry Reports: • St. Joe the Worker: Dolores Jackson offered materials from an old shed which has already been

torn down for St. Joe the Worker to use.There was concern about using used materials on a St. Joe the Worker project, so materials Wayne Rieger will investigate and determine if she wants St. Joe the Worker to remove the items from her property and the best course of action.

• Community Kitchen:Manager of Community Kitchenis scheduled to retire in October; they are looking for a replacement.

• Exit 0:One of our groups served dinner for around 150 in June; all went well. Our group will serve dinner again in September and December. The other St. JP II Exit 0 group is still sorting donations on the last Tuesday of the month. Exit 0 will hold a revival on August 26th. Various agencies will be present to provide assistance to clients.

• All ministries were asked to try to get updated photos for use on the website, bulletin and for a display which will be used at the Turkey Shoot the first weekend of October.

Old Business:

• Mission Beyond Program: As stated in last meeting’s minutes, CSC would like to observe a few other presentations before further discussing specifics of how they will approach Vision 7.

• Vehicle Service Project: Linda Pratt met with Greg Sills and he is willing to complete work for the project using a voucher system. She will meet with him again to determine the amount of the vouchers to cover basic maintenance such as oil change, tire rotation, top off fluids and complete a safety inspection. The program will available to the same target group of St. Joe the Worker(single parents, elderly, military & those fallen on hard times). We will start with a 3 month trial. Funds from St. Joe the Worker will be utilized to pay for the program.

New Business: • Outreach Recipient for September will be the thrift shop operated by the sisters at Campton • November 21stmeeting location was changed to the SJH parish hall meeting room.

Next Meetingwill be Wednesday, September 27th, at the SJH Parish office conference room. Barbara to do the First Fifteen.

Respectfully submitted by: Kristina Vogt August 2017 Faith Formation Parish Council Report

• RCIA

:7 adults are currently participating in our RCIA program. Two of them also have children who are also preparing to become Catholic. Participants will attend the annual Teaching Mass on September 12.

• K-12 Religious Education

: Classes began on August 6. 115 K-12 students are registered in religious education classes this year. Our new volunteer catechists and classroom helpers are doing a great job.

• Adult Faith Formation

: The Mission Beyond kick-off event was held on July 29. 75 youth and adults were in attendance. The babysitting ministry was utilized by a few families. Our first vision of the month event was held on August 13. Parishioner Marlene Stammerman led youth and adults in a reflection on sharing their faith with others.

• Marriage Enrichment Ministry:

The Five Love Languages couples study will be offered on Saturday mornings, beginning September 9 through November 18 (with breaks). Steph and Jeff Dethy are facilitating this program. The Marriage Enrichment Day of Reflection has been scheduled on April 7, 2017, which will be coordinated by the planning team.

• CLOW/Nursery:

These ministries are back in session after their break over July. The new nursery location at the St. Joe Hill campus is well liked by both volunteers and children alike. Unfortunately, several volunteers are no longer able to continue serving in the mass-time nursery ministry; more volunteers are needed continue providing this ministry each weekend during the 9:30 and 11:15 masses.

• Faith Formation Commission

: Our next meeting will be held on Thursday, September 14 at 6:30 pm at the SJH Campus Mark Meeting Room.

Minutes Parish Life Commission Meeting

St. John Paul II Parish

A Parish Life Commission meeting was held at 7:00 PM on Tuesday, August 1, 2017at the picnic tables near the Parish Office Building at the St. Joe Hill Campus in Sellersburg, Indiana.

August 1, 2017

The following members of the Parish Life Commission were present: Bridget Meyer, Steve Yost, Rosie Yost,Rosella Klein and Linda Hunter.

Bridget Meyer led the meeting. Linda Hunter recorded the minutes. Bridget Meyer distributed the First Fifteen for Sunday, August 6, 2017 (2 Peter 1:16-19). Steve Yost read the reading concerning the Transfiguration of Jesus. A discussion of the reading and the Glory Be prayer followed.

The June 6, 2017 minutes were reviewed and approved.

The July Parish Pool Party was cancelled due to insufficient sign-ups.

The St. John Paul II Feast Day events scheduled for October 21 and 22, 2017 were then discussed. The Spiritual Life Commission is hosting a movie and popcorn on Saturday, October 21, at the St. Paul Campus, and the Parish Life Commission is hosting a bonfire/hayride on Sunday, October 22, at the St. Joe Hill Campus. Suggestions were made to spray the grass at the St. Joe Hill grounds before the October 22 event.

The Ladies and Men’s Clubs are providing refreshments for the St. John Paul Feast Day events. It was suggested that no marshmallows be provided at the bonfire.

Other future programs were discussed. It was the consensus that the Veterans Day program is important and should be continued. The proposed Christmas Cookie Exchange Party was discussed. It was suggested that the event be held at the St. Joe Hill Campus on Saturday morning, December 9, from 9:00 AM until 11:00 AM. Information on the Christmas Cookie Exchange Party needs to be published in the bulletin.

The Greeting Card Ministry was discussed. Geri Lyle has been leading this ministry but she will be traveling and has asked that someone else lead. Others in the ministry are scheduled to assist through December. It was suggested that someone else in the ministry be asked to take over the lead before the end of 2017.

Bridget asked for ideas for future Parish Life Commission events and ways to recruit Parish Life Commission members. Future event suggestions were a luau party and costume contest, combining an Ice Cream Social at the end of Vacation Bible School, an old-fashioned church day

Parish Life Commission Minutes August 1, 2017 Page 2 with participants in vintage clothing and a photo booth, bowling alley in the winter, and sledding in the winter.

Below is a table of proposed future events with dates and notes:

Date

Day Event Location Notes

August 4-5, 2017

Friday and Saturday

Parish Yard Sale St. Joe Hill Campus

October 1, 2017

Sunday Turkey Shoot St. Joe Hill Campus

October 21, 2017

Saturday 7:00 PM

St. John Paul II Feast Day movie, etc.

St. Paul Campus Spiritual Life Commission

October 22, 2017

Sunday 6:00 PM

St. John Paul II Feast Day bonfire/hayride, etc.

St. Joe Hill Campus

Parish Life Commission

November 8, 2017

Wednesday Veterans Appreciation Program

St. Paul Campus

December 9, 2017

Saturday 9:00 AM – 11:00 AM

Christmas Cookie Exchange

St. Joe Hill Campus

The next meeting of the Parish Life Commission is scheduled for Tuesday, September 5, 2017.

The meeting adjourned at 7:45 PM.

AUGUST 2017 Karen Haas

• Back to School 2017-18: School has been back in session since July 26! We are very excited to have 18 7th graders! We have 237students K-7 which is just above the budgeted enrollment of 235.

CURRICULUM/PROFESSIONAL DEVELOPMENT

• Welcome to our New Faculty!: Welcome back to Mrs. Courtney Cooper in a new role. She is teaching our Middle School Language Arts. Mrs. Tiffany Campbell is teaching our Middle School Spanish. We are so happy to have these newest members of our St. John Paul II Catholic School Faculty and Staff Family. They are already making a positive impact on our school!

• STAR Formative Assessments: Our teachers received additional training this summer on the use of STAR Formative Assessments. The test will be used to monitor student achievement growth throughout the school year and adjust instruction accordingly.

• Technology Professional Development: The monthly training with Five Star Technologies focused on integrating technology will continue this school year. The teachers are exploring ways to use Goggle Classroom and other tools across the many devices the children have access to.

• Leadership Professional Development: I attended the Global Leadership Summit telecast at Marian University. It was a wonderful opportunity to network and be inspired by Christian leaders.

• Color Run: Many children and adults enjoyed the colorful fun of the St. John Paul II Catholic School’s 3rd Annual Color Run. Thanks to Alicia McAfee and Amy Wheatley the co-chairs of the event that made this event so fun for all!

FUNDRAISING/MARKETING

• Fundraiser Update: Planning meetings are being held for the Knight Out which is November 11th at St. Joe Hill Parish Hall. Mark your calenders!

• Chillers Night: The ACES parent group sponsored a Chillers Night on the first day of school. Many families were able to gather there after school and discuss their day and raise some funds for the parent group at the same time.

• Spirit Wear T-Shirts: New Spirit wear t-shirts for the 2017-18 school year have arrived. The first Family Friday/Spirit Wear day is Friday, September 1st.

• Sign Lighting: The lettering on the older school building is now illuminated. This really helps establish a notable presence in the community.

• Facebook: Information and a lot of photos that showcase school activities can be found at facebook.com/StJohnPaulSchool

St. John Paul II Parish Council Ruth Morrison–Lile Preschool & Child Care Report August 22, 2017 Enrollment Numbers

• Enrollment for the 2017 – 2018 school year: We have 106 preschool/daycare children registered to date with 2 openings to meet the budget number. We have 17 part time daycare children registered making us 1 over budget. We have 41 full time after care children registered making us 11 over budget for full time. We have 15 part time after care children registered making us 11 over budget for part time.

Staffing • Please help me welcome to the child care staff Camryn Teague, Reilly

Anderson and Bethany Buskirk. We hope their time here with us will be rewarding and very enjoyable.

Accomplishments

• We will be using “Stories of God’s Love” for our Bible Lessons in preschool this year. This is the same series our elementary school uses. The preschool teachers really liked how the lessons were laid out and felt they would be adaptable to our preschool program.

Activities/Events • August 16 & 17 Parent Night • September 26 Picture Day– Christman/SonsT/TH • September 27 Picture Day – Nickles/Snyder/Fortson/SonsM/W/F

Facility Issues

• The new phone system was installed and we are still working out some of the bugs.

Teacher/Parent Concerns • The Parent Nights held on August 16 & 17 were well attended. • The preschoolers seem to be settling down, making new friends and

falling into the routine of things. The new school year has gotten off to a great start.

Spiritual and Evangelization Commission St. John Paul II Parish

July 20, 2017 Dinah opened the meeting with "The First Fifteen". The people present were Dolores Snyder, Mary and Terry Wright, Dinah Tichy, Linda Holmes, Tina Wheatley, Bunky and Tex Very, and Father Tom. Fall Retreat ---Bunky reported that she and Tex will begin putting up posters and distributing them to nearby parishes. Also they plan to to meet with the Chic-filet people about the lunch to be served at the retreat. Bunky said that she is meeting with the kitchen help soon. Small Groups----Dolores reported that she is ordering new material for small groups. She has many resources left from the Aquinas Center at St. Joe Campus which will provide us library books, and we will have meeting rooms and a television for CD's. She wants to offer the series --Catholicism-- around the time of Advent. A special Religious Education program will be hosted at our parish which includes both handicapped adults and children. Help will be need from parishioners and high school students. Dolores' spoke about a friend of hers, John Hall who works for a meat company and has access to frozen meat that can be donated to various organizations and churches in our area. Adoration--Linda said that she has about the same slots for adoration. She would like to fill the slots with regulars but it is working with substitutions. Sunday Rosary---Mary said that is going well and they are having up to 17 people. Prayer Partners-----Dinah said that this is going well and she and Bob feel it is better for them to be together as the people coming to them seem to feel more comfortable praying this way. Family Retreat----Dinah said that she was very impressed with Abe Martin Lodge in Brown County State Park. She said next Spring would be a better time that this Fall. Dinah is hoping that Sue Grenough can be a facilitator for this retreat. Replacement Representation to the Parish Council---Dinah said that she would be glad to go to the meetings when she is available and Mary Wright said that she would fill in when Dinah is not available. Rosary Making for Parents--Kathy was absent at the meting but she told Dinah that they are now making rosaries for the parents of the religious education children. Prayer Intentions in the Bulletin---Father wants to have a new system for prayer intentions in the bulletin because there are many names on the list that are outdated. This new system will be implemented starting in September. Other spirituality Opportunities---Father said that every now and then we must have a formalized evaluation of our activities within our parish. Father Tom announced that we have a new music director--Joel Sachenheim. The meeting ended with prayer. Our next meeting will be August 17th at 6:30 at the St. Joe Campus.

Parish Council Report – Youth Ministry August 2017

Athletics

• Volleyball Season is here! Gyms are busy with practices and games. • Gearing up for the quickly approaching basketball season!

Youth Ministry Programming

• Faith Fill-Up Fridays- we bumped the time 10 minutes earlier than last year for our morning Faith Fill-Ups to 6:55 am to allow SCHS and Providence students a few extra minutes to get to school. The August one went well with about 15 people. Next one is September 1st.

• YM Fundraiser starts this weekend (weekend of 8/19 and will run through the weekend of 8/27).

• Messy Party is a fun event held outdoors and we have 12 signed up for it, it is this Saturday, August 19.

• Confirmation Program is up and going. We have about 30 youth registered and it looks like a great group! We had Camp Rancho Framasa come in and start the year off with a talk and some large and small group activities.

• Attended a deanery youth minister network meeting and met the new deanery Youth Ministry Director.

• Delivered birthday treats to middle school youth that had birthdays recently. • NCYC – behind the scenes work is continuing with Arch Indy. • Middle School youth have the opportunity to go to a “mini” NCYC called Holy Fire held in

Chicago. I have offered this opportunity out to all of our middle school youth and waiting to see if any sign up. I have had some interest expressed. We would leave on Friday and spend the night in Chicago, attend the conference on Saturday and return home that night.

Submitted by: Dawn Schepers, Youth Minister