St. Timothy Parish Finance Council
Minutes of the Meeting Held
August 22, 2011
Members Present: Henry Alava, Ginger Anderson, Marc Barhonovich, Mike Guarino, Dick Hoffman, Frank Pennimpede, Marty Wernock, Cindy Vinal, Fr. Malley and Julie Acker
Members Absent: Kevin Beckford
Opening Prayer: Fr. Malley opened the meeting at 7:00 p.m. and offered the prayer.
New Members: Fr. Malley asked if anyone had suggestions for new members. Marc and Mike have been added by Father to help with both Finance and Stewardship. Mike will be helping Fr. Malley wade through the financials, since he is a financial person. Dave Ellis and Blain Sanford will be contacted about joining the committee soon. Fr. Malley asked that all members remember he does not need “Yes Father” answers, but expects them to challenge decisions for the betterment of the parish.
Minutes: Minutes from last meeting were discussed. Henry made the motion to accept the minutes and Dick seconded it. The minutes were approved.
Old and New Business
May-July Financials: Julie wrote an explanation of any variances on the financials. Dick made the suggestion that we review June and Year End since May is included in those totals. Many questions were asked especially by new members and Cindy and Julie tried to explain Diocesan Accounting and the difference between it and regular accounting. Many side discussions ensued and several were tabled to next meeting. The budget was gone over, since we are already over budget on all rectory expenses pertaining to making the house livable for Fr. Malley. It was decided that we would not send an amended budget, but just remain in the red in those accounts for the year.
This discussion led to a discussion of having a more realistic budget with contingent repairs included next year. The budget may not balance, but at least it is a more honest look at the financial position of the parish. It was agreed that we need to increase our revenues and a Stewardship Committee should be formed from this committee to accomplish that. Stewardship is a part of the Finance Committee, but needs to hold its own meetings and strategize on their own. Fr. Malley will look into that.
Chairperson: After going around the table and listening to all it was decided that Dick Hoffman and Ginger Anderson will co-chair this position. They can help each other by combining their individual strengths. They have agreed to this co-chairmanship.
Collection Statement: Cindy passed out the current collection statement for offertory and the 2nd collection and pointed out that we should be at 15% of collections for the year. However, offertory is only at 14% with 98% verses last year, down 1%. The average weekly collection compared to last year for the same time period is down $529.11 per week. The end of the year totals were also looked at. We finished at 98% instead of 100% with 98% verses last year, down 2%. The average total per week was down $588.08 for the year.
The second collection was discussed and it was mentioned that for the past several years no one has known what this collection was used for. The suggestion is to approach this by marketing it differently. We need the revenues generated, but we also need to be clearer, as to what it is for. The year end totals finished above last year because of a large donation. The final figures were 121% of 100% with 121% verses last year. This year we finished at 11% of 15% expected with 97% verses last year.
It was suggested that perhaps we should take up this collection only once a month explaining that the funds could be used to maintain the entire church plant, which is a very expensive undertaking. As the buildings and equipment age we will have more and more maintenance issues.
Meeting Schedule: After some discussion it was decided that the meetings will take place on the 3rd Monday each month at 7:00 p.m. If there is a conflict all will be contacted.
Closing: A “Glory Be” was offered as the closing prayer and the meeting was adjourned at 9:00 p.m.
Next Meeting: Next meeting will be held September 19th at 7:00 p.m. Please bring all mailed materials with you to the meeting.
Respectfully submitted by Julie Acker 8/23/11
September 2011
St. Timothy Parish Finance Council
Minutes of the Meeting Held
September 19, 2011
Members Present: Henry Alava, Ginger Anderson, Marc Barhonovich, Kevin Beckford, Dave Ellis, Blain Sanford, Marty Wernock, Cindy Vinal, Fr. Malley, Fr. Sojan and Julie Acker
Members Absent: Dick Hoffman
Opening Prayer: Fr. Malley opened the meeting at 6:00 p.m. and offered the prayer. Ginger acted as Chairman for Dick, in his absence.
New Members: We were joined by two new members, Dave Ellis and Blain Sanford. Frank Pennimpede has resigned from the Council.
Minutes: Minutes from last meeting were discussed. Fr. Sojan was added to attendees. Kevin made the motion to accept the minutes and Henry seconded it. The minutes were approved.
Old and New Business
August Financials: Julie wrote an explanation of any variances on the financials. There were only a few comments.
E-mail Statements: It was discussed that it is much more financially sound to e-mail the statements to the members. Julie will print off copies for those who ask her to and have them at the meeting. This will avoid all mailing costs which have become extravagant. Dick Hoffman asked Julie to initiate a discussion if we could change the % category for YTD Last year to actual verses budget last year. Everyone agreed and also a motion was brought up to put a budget per week figure in the bulletin. This can be done.
Collection Statement: Cindy passed out the current collection statement for offertory and the 2nd collection and pointed out that we should be at 23% of collections for the year. However, offertory is only at 21% with 99% verses last year, down 2%. The average weekly collection compared to last year for the same time period is up $1,930.63 per week for the first time in many years. The members would like to have an envelope count on each week of this report if possible.
The second collection was discussed and it was decided for the moment to keep this collection going. The percent for this time frame should have been 23% but was actually only 16% with only 93% verses last year.
Evangelization: Mark, Cindy and Fr. Malley attended the Evangelization through Media and Web Site meeting held at the Bethany Center. These are area that we can explore to a greater depth. Fr. Malley wants everyone to encourage others to attend the work day being held September 24th. He feels that if we can get our parishioners involved using their hands they will be more and more responsive to feeling this is their parish.
Stewardship Weekend: There will be a stewardship theme the weekend of October 1st and 2nd and also it is Respect Life Sunday. Fr. Malley and Fr. Sojan will be speaking on these topics in their homilies. Mark suggested that Fr. Malley tell people we are doing better and thank them for their help. It was brought up that Nativity Parish is using Parish Pay to help parishioners with remembering their envelopes. We should look into alternative methods.
Upcoming Expenditures: We will be replacing some landscaping with Florida friendly plants and putting a coating on our pavement to help preserve the asphalt longer. This should be completed by Christmas hopefully. Bill Bracken is going to help the parish by creating a Life Cycle Plan. This will help us to set up reserve funds for repairs that will come about periodically, so that we are not caught off guard. This is a major expense to have a plan done, so we are fortunate that Bill is willing to do this for us.
The expenses in the rectory are changing some with Fr. Malley and Fr. Sojan taking on more active rolls with the upkeep and food preparations. They are also changing the laundry system used.
Fr. Malley would like us to use the budgeted amounts to improve all aspects of the parish as we can. Cleaning things up and renewing some of the problem areas. The work day should help with this. A building committee could be formed to help with decisions on repairs and replacements.
Audit: Fr. Malley reported that we went through our audit with good results. Over all we are in compliance with all Diocesan guidelines and only have minor things to change. The auditors have to have something to report. Blain would like for the auditors to meet with the council to have a discussion and dialog between them and the council. Cindy will ask them when they are returning.
Checking Account Reviews: Blain will take on this job for the council making sure all our accounts are being accurately balanced.
Meeting Schedule: Julie brought up that she can not possibly have the quarterly report finished by October 17th. The Diocese will not have the materials to her by then. It was decided to reschedule the meeting for Thursday October 27th at 6:00 pm. All meetings will from now on be at the 6:00 pm time. We will review meeting dates as time goes on to see if there are any other conflicted dates.
Closing: A “Glory Be” was offered as the closing prayer and the meeting was adjourned at 8:00 p.m.
Next Meeting: Next meeting will be held October 27th at 6:00 p.m. Please bring all mailed materials with you to the meeting.
Respectfully submitted by Julie Acker 10/18/11
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