Parish Administrator Report November 2017

Staff Management

Staff Moves Youth Minister – Hired. Starting November 15th. Back to the search for Volunteer Coordinator – Tara had to back out.

Making Progress on Staff Goals for 2017-2018 ▪ Starting Staff Annual Assessments

• Self Assessment, Colleague Feedback ▪ Started analysis of staff back-up for all duties

• Very many holes

• Leaves St Mary very vulnerable if an employee resigns or medical leave

• Producing plan to fill those gaps. ▪ Progress on new Committees: Welcome, Bereavement, Prayer Chain ▪ Thanking volunteers

o Festival – thank you lunch

Facilities Management Building and Grounds Committee reconvened

▪ Planning short, medium and long-term ▪ Inaugural meeting Nov 9th ▪ Representation of many different segments of St Mary

School parent, SMAC rep, older parishioner, a few knowledgeable craftsman, etc. School

Gym Air project resurfaced ▪ PTO/SMAC survey – results positive. Getting Plans drawn to attain bids. Once bids received, we know how

much money needs to be raised. Money must be raised before we can sign any contract.

Church Restoration ▪ Church Stained Glass Window Restoration Project – ongoing and on schedule ▪ Pew and kneeler restoration – complete ▪ Working with Restoration Committee on Next Steps, but funds are not available

1. Fix plaster and painting 2. Wood cleaning & refinishing - Reredos (behind alter), side panels, Rood Cross

▪ Analyzing Organ Restoration options – between $700k and $1.2 million

Parishioner Fundraising St Mary fundraisers

• Golf Outing netted $7,500 for the Parish

• FunFest surpassed the budgeted $80,000 and still growing with Bid n Buy parties Festival Chair 2018 No chair to date Plan if nobody steps up

Business Office

Continuing Vendor Pricing Reviews & Rebidding Office Supplies & Electricity and Gas Automation of more Parish events

• registering and paying through WeShare (online payments)

• saving volunteers time o Bid n Buy parties o Golf Outing o PTO Fees

PTO Update – November 2017

• Oktoberfest – netted $5,500 to be used for gym improvements

• Gym Improvement Survey –

o Received 131 responses. 62% of respondents felt that safety is a concern; 80%

are concerned with the gym’s climate; and 55% said they would be willing to

support a $100K plus investment in air conditioning.

o A/C bids are being sought. If the chosen bid is within a reasonable range of the

original estimate, PTO plans to commit $25K towards the project.

• PTO’s Outdoor Beautification Committee – along with Grasshopper Landscaping, plans

to decorate the front of the Rectory, Church, School and Gym with lights and various

Christmas decorations beginning with the start of Advent and lasting until January 6th.

• “Going Greener” Initiative – we have at least a 65-70% open rate on our weekly email

news. The industry standard for a primary school is 24%. We plan to continue to

distribute most news via email and use the online payment system for all PTO

fundraisers.

• PTO continues to actively support the students, faculty and staff, and parents of St.

Mary School.

St Mary Stewardship Commission Update – 11/14/17Recommended Actions

• Financial Solvency• Establish an inclusive Annual Church and School budgeting process

• BUDGET POLICY COMPLETE AND APPROVED – IMPLEMENTED FOR 2017-18 CHURCH AND SCHOOL BUDGETS

• Establish a process to survey parishioners on why they give and what would encourage them to give more• SURVEY COMPLETE – Data to be used to support analysis and formulating strategies

• Establish a process to analyze and understand financial trends and needs • 2016-17 PARISH FINANCIAL REPORT COMPLETE - Analysis and formulating strategy underway– will include results from Giving Survey

• Use the data to plan and conduct an Annual Financial Giving Drive• 2016-17 PARISH FINANCIAL REPORT COMPLETE- Analysis and formulating strategy underway– will include results from Giving Survey

• Need to finalize target timing, goals and approach for Annual Giving Drive in 2018

• Facilities• Conduct an audit of all facilities to establish short and long range needs – Establish and maintain a

Facilities Master Plan, including a recommended Preventative Maintenance Plan• Progressing according to plan

St Mary Stewardship Commission Update – 11/14/17Recommended Actions

• Operating Policies• Conduct a review of all existing Operating Policies to make sure they are still current, make changes as

required• REVIEW COMPLETED, CHANGES APPROVED AND IMPLEMETED

• Identify and establish any new policies that are required• Ongoing activity

• Volunteer Service Participation• Establish a process to conduct and maintain an updated and accurate Parish Census which includes

demographics, as well as talents and interests of all active parishioners• Progressing according to plan

• Establish an effective, interactive process to identify and establish a centralized repository of volunteer needs and opportunities and then make it easy for parishioners to volunteer

• Progressing according to plan

• Establish a process that makes the Stewardship Commission the “Clearing House” responsible for monitoring and approving all donations made by St. Mary to an outside organization. Process should include how to identify and vet potential recipient organizations and how any individual or organization from the Parish can recommend a donation.

• OVERALL DONATIONS POLICY COMPLETE, APPROVED AND IMPLEMENTED

• OUTREACH DONATIONS POLICY COMPLETE, APPROVED AND IMPLEMENTED

SMAC Update – November 2017• Hyde Park Art Show = netted approx $4K

(seems to be the max unless prices raised)

• Gym improvements• SMAC members unanimous in thinking a/c for

the gym is not worth the price tag• Would like to wait and see what broader plans

the Facilities & Grounds Committee suggests after the church has been restored

• Nevertheless, current members will stand by commitment of $45K to help the cause if funds are raised from other sources.

• Sports Mass coordinator sought• Spiritual Liaison currently filling the void• Winter Sports Mass: January 7 (tentative)

• Also looking for Boys Bball Christmas Tournament coordinator

• Progress is being made – albeit slowly – on VIRTUS and other compliance obligations

• Clark would like to renew the Sports Stag

• Gym sponsors:• Grasshopper Landscaping

• Remke Markets

• Larosas

• Zimmer Heating & Cooling

• Lowitz & Meier Dentistry (Melissa Meier DDS)

• Apex Eye (Ed Meier MD)