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Minutes

Finance Council Meeting Minutes-October 26, 2022

Terry began the meeting at 5:00pm.

Fr. Raj opened the meeting with a prayer.

Present: Terry Brennan, Anne Welborn, Dan Putschoegl, Brad DeSaye, Bill Jacobs, Bob Dressler

Absent:  Eileen Grant

Staff: Fr. Raj, Jim Wren (via phone), Donna Maneely, Shelly Cooper

  1. Minutes Approval:
  • Anne motioned to approve the September 28, 2022 meeting minutes; Dan seconded it; approved
  1. Financial Statements:
  • Anne questioned the low collection numbers (compared to budget). Collection income is higher than last year, though we may have budgeted too high.
  • Anne motioned to approve the September Financials; Bob seconded the motion; motion approved
  1. Bank Statement Approval:
  • Anne reviewed the September bank reconciliation; no discrepancies noted
  1. Pastor’s Report:
  • Heritage Week went very well. More parishioners attended the Festival. The committee did a great job.
  • Fr. Raj reported on the attendance count that the Diocese requires each week in October: 1700-1800 parishioners are attending Mass each week and 1200-1400 are receiving communion. Anne asked why the Diocese needs this information. The Diocese sends this information to the Vatican.
  • We have a new staff member, Dora. She is Jimena’s new assistant.
  • held a Sacristan formation meeting; more meetings for liturgical ministers are planned.
  • Fr. Raj would like to resurrect the Vocation Committee; the first meeting is in November.
  • The Claretian Missionaries will partially sponsor attendees to World Youth Day (WYD) in Portugal in the Summer of 2023. There will be a meeting in November for anyone interested in going to WYD.
  • The Ministry Fair was a success. Many parishioners signed up as new volunteers.
  1. Parish Manager Report:
  • Collection plate in October: $72k, online giving – $41k.
  • 10% of the 5th Sunday collection in October is going to Operation Deep Freeze (Winter Warm Up).
  • Sr. Anne is still in a hospital in Phoenix; we do not know when or if she will return to work.
  • Patti Indelicato has taken over Sr. Anne’s responsibilities for the Winter Warm Up program. Sacred Heart is responsible for bringing dinner each night in November.
  • Jim met with a couple who is going to make a provision in their will to Sacred Heart. They wanted to know about any future projects. Jim put together a report for them. They will be meeting with their attorney and will designate a specific project in their will.
  • St. Vincent de Paul is forgoing their donation again for the next 3 months. We gave this month’s donation to the Bishop’s Disaster Relief fund for Hurricane Ian instead.
  • Profits from the Heritage Festival will be going to the Claretian Missionaries. The Bounce Houses, Hawaiian dancers/food were all positive additions. The weather was good and we had 3 times as many people as last year.
  • About 40 new parishioners attended the new parishioner dinner. Dinner was well received and some new parishioners are interested in joining the Knights of Columbus, helping with counting the Sunday Collection and serving on the Finance Council.
  • Scout Solar inspected the solar panels. They notified us that we can have electronic access to our production; we were never told this. They also said that the system is disconnected. There is no dire fire danger as were told by Sun Valley Solar. Jim recommends taking the new panels and having Scout Solar install them. We are waiting for the Diocese to confirm what Scout Solar’s next steps will be.
  • Blessed Carlo Acutis is the patron of the 1st year of the Eucharistic Revival. Before his death he created panels of all the Eucharistic Miracles. This exhibit is traveling around the world. The Diocese is hosting the exhibit throughout the Phoenix area. Jim asked if the exhibit could come to Sacred Heart. It will be here in the Spring. No date has been set.
  • The Advent Mission is scheduled for December 4th and 5th. Sr. Regina Marie is our speaker. We will not be having a Lenten mission; instead, Fr. Jim Sichko will be presenting a mission in May.
  1. Old Business:
  • I-bonds: According to Scott Sas, BOK cannot be custodian but he will research for us who can. The question is how much to transfer to an I-bond. Brad said it is limited to $10k a year but there is no limit on Treasury bills which are typically shorter and can reinvest when mature.  It was suggested that we use the money that we usually send to the reserves each month.  Jim will research treasury bills first. Bill also suggested looking into brokered CDs.
  • Several recommendations regarding rental properties were discussed. Fr. Raj will need to discuss with the other priests.
  1. New Business: none

Fr. Raj ended the meeting with a prayer at 5:52pm.

Respectfully submitted by Donna Maneely

2022-12-01T16:05:38+00:00December 1st, 2022|

Finance Council Meeting Minutes -September 28, 2022

Terry began the meeting at 5:00pm.

Fr. Raj opened the meeting with a prayer.

Present: Eileen Grant, Terry Brennan, Anne Welborn, Dan Putschoegl

Absent:  Brad DeSaye, Bill Jacobs, Bob Dressler

Staff: Fr. Raj, Donna Maneely, Jim Wren, Shelly Cooper, John Gust

  1. Minutes Approval:
  • Eileen motioned to approve the July 27, 2022 meeting minutes; Dan seconded it; approved
  1. Financial Statements:
  • Eileen asked for confirmation that the $11,380 expense is for the Chiller maintenance contract; yes, it is.
  • Eileen questioned why we are keeping a BOK account open with only $3.62. Jim will contact BOK. Eileen suggested we put the money we are sending to the Reserve accounts into a savings account until the market improves.
  • We finally received confirmation from the Diocese that we can go forward with purchasing I-bonds as long as they are placed through an approved custodian. Jim will contact Scott Sas from BOK to check if they can be the custodian.
  • Anne motioned to approve the July Financials; Eileen seconded the motion; motion approved
  • Dan motioned to approve the August financials; Anne seconded the motion; motion approved
  1. Bank Statement Approval:
  • Bill reviewed the July bank reconciliation; no discrepancies noted
  • Brad reviewed the August bank reconciliation; no discrepancies noted
  1. Pastor’s Report:
  • Fr. Raj thanked the council for participating in the Staff and Council Day of Reflection and Synod meeting.
  • Fr. Raj would like the Finance Council to assist the Pastoral Council with being available after Masses to answer questions.
  • The Ministry Fair took place on September 25th and will continue on Sunday, October 2nd .
  • Two new ministries have formed: Saturday morning prayer group and Women’s Circle of Faith and Friendship.
  • Fr. Raj would appreciate the council’s support and presence during Heritage Week.
  • The Annual Corporation meeting was held on September 15th. Terry, Martha Lamb and Fr. Raj met with Bishop Dolan.
  • The Eucharistic Revival is taking place over the next 3 years. Fr. Raj would like more direction from the Diocese about the Revival.
  1. Parish Manager Report:
  • Collection plate in September: $70k, online giving $45k.
  • Our Sunday Visitor, our online giving provider,  is increasing their fees.
  • Many staff positions will be opening up soon and some have been hard to fill:
    • Our Cook, Lisa, is retiring in January.
    • Our Maintenance Supervisor is retiring in the first quarter of next year.
    • Lisa Baynes, the Catechesis of the Good Shepherd Director is unsure of her date of retirement but she will most likely job share.
    • We are still looking for a custodian for the school. We had two and one suddenly quit.
    • The Assistant to the Hispanic Ministry Director position has been difficult to fill.
    • The RCIA Director, Muriel, is retiring the following year.
  • The new parishioner dinner is October 20th. Eileen volunteered to attend on behalf of the Finance Council.
  1. Old Business: none
  2. New Business: none

Fr. Raj ended the meeting with a prayer at 5:30pm.

Anne moved to go into an Executive Session at 5:30pm; Eileen seconded it; motion approved

The Executive Session ended at 6:08 pm at which time the meeting was adjourned.

Respectfully submitted by Donna Maneely

2022-10-31T16:50:31+00:00October 31st, 2022|

Finance Council Meeting Minutes -June 29, 2022

Terry began the meeting at 5:00pm.

Fr. Raj opened the meeting with a prayer.

Present: Eileen Grant, Terry Brennan, Anne Welborn, Dan Putschoegl, Brad DeSaye and Bill Jacobs by phone

Absent:  Bob Dressler

Staff: Fr. Raj, Donna Maneely, Jim Wren, Shelly Cooper

  1. Minutes Approval:
  • Dan motioned to approve the May 25th meeting minutes; Eileen seconded it; approved
  1. Financial Statements:
  • Anne motioned to approve the May Financials; Dan seconded the motion; motion approved
  1. Bank Statement Approval:
  • Dan reviewed the May bank reconciliation; no discrepancies noted
  1. Pastor’s Report:
  • The Sacred Heart of Jesus and Corpus Christi feasts took place in June.
  • The school offered summer school for 3 weeks in June.
  • Youth Ministry is offering activities over the summer.
  • Fr. Raj discussed concerns about safety due to the Roe V. Wade reversal. We were prepared. The police have had a presence here and we have many security cameras in place.
  • Fr. Gaspar is on vacation for a month. We will have 4 visiting priests helping out with saying Masses: Fr. Darrin, Fr. Rubiston, Fr. Jose Sanchez and Fr. Beauplan.
  • We will start paying Fr. Gaspar half salary per the Claretians since Fr. Gaspar also works part time for the Claretian Missionaries.
  • The Staff and Council retreat will take place on Friday, July 29th from 8:30am to 3:30pm.
  • The Council social will be on Wednesday August 31st. It will be different this year. The meeting will begin at 3pm to discuss the Synod results and plan for implementation. The social will follow.
  • There is a 9am Mass on the 4th of July.
  1. Parish Manager Report:
  • We have exceeded our CDA goal, again this year, according to the Diocese’s calculations.
  • June collection totals so far:  Plate-$83k, Online Giving -$42k
  • Passing the collection baskets seems to be having a beneficial impact on the collection. The loose cash totals in June have been double what they were in May.
  • The Diocese picked Sacred Heart Parish and School to fill out a financial internal control questionnaire. The questionnaire has been submitted. Jim is unsure as to why we were picked. We have good processes in place and a  good Finance Council so there should not be any issues.
  • Solar Panels issue: Sun Valley Solar inspected the parking lot solar panels and stated there may be a fire hazard. They recommended applying for the warranty program through Bosch. We are waiting to hear back from them.  Sun Valley refused to inspect the school roof panels since a different vendor removed them when the roof was replaced due to Sun Valley’s exorbitant quote. We contacted Lollar Electric to do the inspection but it has not been scheduled yet.
  • Anthony Weber who works in the Sheriff’s Department is our new Security Team Leader. Jim, Fr. Raj, John Gust and Shelly Cooper have met with him. The police are continuing their patrols around the church during Mass times and schedule officers to be close by due to a potential threat since the Roe V. Wade reversal.
  1. Old Business:
  • Jim discussed the changes to the parish and school budgets since the last meeting including:
    • Increase in Golf Tournament income/expense
    • Increase in tuition income and decrease in reserve CEA income
    • Increase in Administrative salary and decrease in Cook salary due to her mid-year retirement
    • Adjustment to EANS grant revenue and expense
  • Anne moved to accept the 2022/2023 fiscal year budget; Eileen seconded the motion; motion approved and the 2023 budget was adopted
  1. New Business: none

Fr. Raj ended the meeting with a prayer at 6:21pm.

 

Respectfully submitted by Donna Maneely

2022-07-28T18:10:18+00:00July 28th, 2022|

Finance Council Meeting Minutes – May 25, 2022

Terry began the meeting at 5:00pm.

Fr. Raj opened the meeting with a prayer.

Present: Bill Jacobs, Eileen Grant, Terry Brennan, Dan Putschoegl, Brad DeSaye

Absent:  Anne Welborn, Bob Dressler

Staff: Fr. Raj, Donna Maneely, Jim Wren

  1. Minutes Approval:
  • Eileen motioned to approve the May 4th meeting minutes; Brad seconded it; approved
  1. Financial Statements:
  • Bill asked some questions regarding Fr. Gaspar’s role: Is he half time or full time and are the Claretians reimbursing us for his Claretian responsibilities. He is full time now since Fr. Ralph is filling in at St. Catherine’s and there are no reimbursements as he is full time. Bill also asked about the Rectory food budget. We originally budgeted $12k for the next fiscal year but decreased it to $11k. Will that be a problem as it is over $13k for this fiscal year? Fr. Vicente has left so we should be spending less.   Gaspar and Fr. Raj have been buying their own groceries and Lisa also buys groceries for all of the priests.
  • Dan motioned to approve the April Financials; Bill seconded the motion; motion approved
  1. Bank Statement Approval:
  • Eileen reviewed the April bank reconciliation; no discrepancies noted
  1. Pastor’s Report:
  • Fr. Raj will speak with Fr. Gaspar about his expenses when he travels for the Claretians.
  • The Feasts of the Ascension and Pentecost are coming up. Bishop Nevares is not able to come for the Sacred Heart of Jesus Mass on June 24th at 5:30pm like originally planned.
  • We will begin to pass the collection baskets starting on Pentecost Sunday. We will ask volunteers to help if there are not enough ushers. Jim added that we will keep the collection boxes available as well and we will empty them on Monday mornings.
  • The Light of the World retreat was held a couple of weeks ago. 18-20 people participated. He commended the core team.
  • A new ministry for women will be starting in August. Alma Helms will be forming this ministry.
  • 8th grade graduation Mass took place on May 24th. The last day of school is May 26th.
  • Much of the staff will be gone in June and July; Youth Ministry will be continuing throughout the summer. The school will be holding summer school.
  • The Staff and Council retreat is on July 29th from 9-3. The theme is Catholic Spirituality.
  • Gaspar will be on vacation in July. We will have some visiting priests to help out: Fr. Darrin, Fr. Rubiston, Fr. Sanchez and Fr. Boplan.
  • Hispanic Ministry held a Mexican Festival. It was well attended.
  1. Parish Manager Report:
  • The CDA is in its final stage; we are at 91% of our goal. Over $10 million was raised Diocese-wide which is extremely successful.
  • Catholic Community Foundation update: the million-dollar match for endowments is in effect for 6 more months. CCF is offering an account with a 1.25% interest rate. Jim would like to schedule another CCF Estate Planning Seminar. From the last seminar, two parishioners set up estate planning naming Sacred Heart in their plans.
  • Jim gave out raise letters to the staff with the caveat that the budget was not yet approved.
  • May Collection totals so far: plate-$72k, online giving-$45k.
  1. Old Business:
  • 2023 Budget:
    • We received the Priest Salary schedule which includes a 4% increase. The current draft includes a 3% increase which only amounts to a $715 difference. At this point, Fr. Ralph will be at St. Catherine’s until the beginning of the year so we do not need to change the budget.
    • We used the surplus on the 4th draft Parish budget to fund the Directory. It should cover the printing costs.
    • Voting on the 2023 FY budget will take place at the next meeting. We do not expect any major changes.
  • Reserves:
    • Bill asked how much we should allocate to the Reserve Funds this coming year. $194k is a decrease of $46k from this year. He suggested $18k per month ($216k per year). Fr. Raj is fine with what the Finance Council recommends.
    • Climate Control and Philips submitted bids for the chiller maintenance contract. Phillips will not commit to a multi-year contract. The bid is $11,263 per year. Climate Control will allow for a two-year contract. Their bid was more extensive and $11,380 per year. Jim recommends Climate Control. They have serviced the Parish in the past and have a good reputation. Brad asked if the contract price included parts.  Jim was told that parts were included. The contract would begin July 1. Bill moved to accept the Climate Control contract; Dan seconded it; motion approved.
  1. New Business: An executive session was called by Fr. Raj
  • The Executive session began at 5:37 pm after Fr. Raj closed the regular meeting with a prayer.

Respectfully submitted by Donna Maneely

2022-07-05T16:54:02+00:00July 5th, 2022|
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