Minutes of
Our Lady of the Meadows
Finance Committee Meetings
2003
Contents
3/25/03 Meeting
4/23/03 Meeting
5/14/03 Meeting
6/11/03 Notes
7/9/03 Notes
no meeting in August 2003
9/10/2003 Notes
10/8/2003 Notes
11/12/2003 Notes
12/10/2003 Minutes
Our Lady of the Meadows Church Finance Committee
Minutes of Wednesday December 10, 2003
Attendees: John Carleo, Fr. Kevin, Ron Schwartz, Linda Zabukovic, and Dick Sellers
The meeting was called to order by John Carleo. Father Kevin offered the opening prayer,
reflecting on the coming Gospel concerning Christ’s baptism by John the Baptist.
The informational items initially discussed included the following:
The new employee manual for the parish is in progress.
The construction project on Red Creek Springs Road is continuing. We are planning 3 sets of 2
conduits under the street. This is in anticipation of future utility use. Conduit pipes will probably
be supplied by Charlie Hunsaker.
The Stewardship and Long Range Planning Committees are drafting the parish survey for next
year.
The pledge cards for the Stewardship Campaign are being returned by parishioners. To date, 458
cards have been returned, with 279 of those pledging specific dollar amounts. So far, the total
dollars pledged add up to $289,734.50. A follow-up newsletter is in the works by the
Stewardship Committee.
We are advertising for a 20 hour paid position for a volunteer coordinator.
We are reviewing purchase and lease agreements to replace the parish copy machine.
In the matter of old business, Linda Zabukovic had paperwork detailing the four investment
account for OLM held at Wachovia Securities. Two of the accounts consist of cash in money market,
and the other accounts hold bonds and mutual funds designed to preserve principal and limit risk for the
parish assets.
Father Kevin will review the new Purchase Requisition and report back.
Jim Wilson is in the process of sending a budget letter for the new year to all parish ministries.
John Carleo reported that the OLM obligation to the BDF was short $14,720.00
Eva is in the process of drafting an Expense Budget for Father Kevin which would organize his
expenses according to food, furnishings, and rectory repair and maintenance.
In the way of new business, we discussed the 10 percent tithe that OLM contributes to needy
causes each month. Father Kevin requested that the 10 percent contribution be itemized in the bulletin so
that parishioners can see where their parish dollars work for the needy. John Carleo mentioned that the
commitment to help Los Pobres and Sacred Heart in Avondale is firm and set at $1000 per month for
each.
The committee reviewed the appeal for a loan from Sacred Heart Cathedral and Father Roger
Dorcy to pay their past Aquila debt. Father Roger has requested that the loan be in the amount of
$7,753.33 and be paid in 36 payments of $215 each. The loan would be interest free. The committee also
discussed giving the giving the Cathedral the money as a gift. The committee agreed to make the loan
provided we can get the provisions in writing with Bishop Tafoya co-signing the loan. Ron Schwartz as
legal counsel will draw up the agreement. Fr. Kevin will discuss with this loan or gift with call the
Parish Council and Diocese to for a discussion on this issue.
Father Kevin mentioned his intention to expand the Social Justice Committee. He proposes that
the main committee will be expanded to include a Social Concerns Committee (for hands-on charity),
Pax Christi (prays for peace and justice), and Justice Advocacy (promotes legislation for social justice).
We also discussed the Catholic Foundation for the Diocese. They have requested a special collection in
the parish which we have not done. Ron Schwartz interjected that the Foundation has never appeared at
the parish to inform parishioners of its mission or goals.
The meeting ended at 7P.M. with the recitation of the Our Father.
Minutes submitted by Linda Zabukovic
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Our Lady of the Meadow Catholic Church
Minutes of Finance Committee Wednesday November 12, 2003, 5:30 pm
Members present: Fr. Kevin Novack, Chairperson Jim Wilson, Parish Council Chair
Dick Sellers, Linda Zabukovic, Ron Schwartz, Randy Mauro, John
Carleo Business Manager
Members absent: John Waters
Opening Prayer was offered by Fr. Kevin Novack
Approval of Minutes of October 8, 2003 meeting: There were no comments
requested or offered on the minutes.
Information Items:
1. Staffing committee update, Fr. Kevin said we have a committee of
six people with human resource backgrounds. They have met once,
and recommended the parish develop a specific employee or
personnel handbook. Fr. Kevin has asked John to work on this
project with Eva’s assistance.
2. We have had no success in securing a volunteer person to
complete the position of Volunteer Coordinator; the staffing
committee will develop a detailed description for the hiring process.
3. The 2004-BDF meeting will be at Holy Family Parish January 19th
at 6:00 pm, dinner presentation to follow, please make reservations
with Eva.
4. John Carleo requested the purchasing procedure and updated
purchasing form be tabled until next meeting.
5. We have received a letter from the Milano Trustee regarding the
land settlement, the trustees will try to settle all issues before
January 1, 2004.
6. The Diocese of Pueblo and the Catholic Foundation presented a
Wills Awareness Seminar October 29th at OLM. Ron Schwartz was
in attendance to represent the parish. He said, it was good general
knowledge information. The discussion pointed out we may wish
to have Ron do a more in-depth and detailed presentation in the
future.
7. The Southern Colorado Chapter of the National Church Business
Association will host an Automated Clearing House (ACH)
presentation November 19th 11:30 am -1:00 pm, at OLM. All
interested persons are invited RSVP to Judy Martinez at Christ the
King Church, 542-9248. Cost is $10.00 per person and includes
lunch.
8. As stated in the new Diocesan Policy Procedure Manual all monies
should be secured. All inbound daily tithe envelopes and the petty
cash box has been moved from front office to accounting office for
safekeeping.
9. John presented the following copy machine schedule of events.
The group seemed to feel that we should look at buying as well as
leasing a machine. More discussion will be at the next meeting.
a. 10-15-03 send RFP
b. 10-24-03 Deadline to receive Proposals
c. 10-27-03 to 11-14-03 IT/Staff/ complete selection process
d. 11-17-03 to 11-21-03 Demonstrations of equipment
e. 12-3-03 IT & staff complete and finalize selection
f. 12-10-03 Finance Committee review selection of equipment
g. 1-12-04 placement equipment and training of staff and volunteers
h. 2-20-04 final evaluation and acceptance of contract
10. The current parish telephone system lease is up for renewal.
Research is in progress. It was felt by consensus we should buy
out or end our current lease. John was directed to negotiate a
buyout less than the replacement cost.
11. All members are invited to attend an investment meeting November 18th,
9:00 am -noon at the Broadmoor, call John to RSVP as soon as possible.
12. No other information items were discussed.
Old Business
Linda Zabukovic discussed the changes in investment program proposed at the
last meeting. She reported a consensus between the members to continue the
bond ladder as proposed.
o The committee agreed to have Linda give an investment report summary
at the next meeting.
o The advantages and disadvantages of a bond ladder system were
discussed.
Facility use proposal will be distributed by email to the committee who are
asked to review and make comments to the draft before December 1.
Eva will be asked to any address accounting manual changes issued by the
dioceses at a future meeting.
New Business
Red Creek Springs Road Improvements: John has met with Mr. Proctor of
Domega Homes and a representative of the city engineering department. The first
question is number of driveways (Curb Cuts) for the future of Our Lady of the
Meadows Church. After a discussion, the group decided to keep three driveways.
John will communicate this to Mr. Proctor. John was also advised the building
and grounds committee should work with the city and the developer regarding the
details of the street and parking lot improvements. The city noted it is more
difficult to add a driveway than to eliminate one.
NOTE: we hold a letter of intent from Mr. Proctor, endure all costs
related to the proposed improvements.
Future budget process: The committee discussed that several budget areas have
been given a standing budget for several years and no detail has been received as
to the vision of the various areas. Chairperson, Jim Wilson will draft a letter to
request the changes in the budget process and ask that draft budgets be sent to
the committee via the business office before the January 14, 2004 .
Pastor food allowance: The Diocese has no written guide. Our past practice is
rather vague. The group agreed that Fr. Kevin and John should draft a proposal
for clarity and tracking purposes.
Parish Survey: The parish council and long range planning committee wish to
survey the parish for any ideas to be included can be forwarded to John.
Financial Reports review: The current financial situation was discussed. It was
noted we should report in the bulletin the monthly amount the parish tithes to out of
parish organizations.
There being no further business the meeting ended at 7:00 pm
Notes submitted for approval, by John Carleo
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OUR LADY OF THE MEADOWS
Finance Committee Meeting 10/08/2003
Attendees: John Carleo, Eva Knittel, Dick Sellers, Jim Wilson, Randy Mauro, and
Linda Zabukovic.
The meeting was called to order at 5:30. Dick Sellers began the meeting with the
reading of the next Sunday’s Gospel. A brief reflection time followed with members
sharing thoughts on the “treasure in heaven” theme and its connection to the Finance
Committee’s mission.
Lee Sellers, representing the Music Committee, reported that 14 children have
registered to be a part of the Children’s Bell Choir and 23 have registered for the
Children’s Vocal Choir. Lee stated the need for an accompanist for the weekly
practice. The accompanist would be paid $10 a rehearsal, or about $40 per month.
Eva pointed out that there were sufficient funds in the Youth Liturgy account. The
request was approved.
As far as membership on the Finance Committee, the present members agreed
to continue. John Waters and Ron Swartz were unable to make this month’s meeting
but agreed to serve on the committee.
The Accounting Manual for the Diocese and Chart of Accounts were discussed.
John Carleo remarked that these documents had been in the formation process for
two years and would be discussed at a workshop October 24 by Mary Jane Siracusa
and Barbara Duff. The workshop is being hosted by OLM. Eva, Dick and John
commented that the chart of accounts is organized alphabetically and actually does
not coordinate with OLM’s chart of accounts and reporting procedures. Eva
interjected that she can adapt her accounting process to accommodate the plan’s
quirks however. Discussion on out current chart of accounts and budget process was
tabled until after review of the Diocesan Accounting Manual.
The parish purchasing procedures were discussed at length. Eva noted that on
the new guidelines from the diocese, $5000 is the limit for a building project in each
parish without diocesan approval. Everyone agreed that the purchasing procedures
for OLM needed review. John Carleo commented that control of petty cash should rest
with Eva in accounting as she is the staff member responsible for balancing the funds
at the end of the month. After much discussion, Eva volunteered to design a new
requisition form that would be reviewed at next month’s meeting and then be
submitted to Father Kevin for final approval. All agreed that the form needed to inform
the user about being aware of budget limits for that ministry as well as pre-approval
for large amounts.
In the manner of old business, John Carleo gave the following updates: The
Staffing Committee, Volunteer Coordinator, and Anniversary Committees are
underway. The Art Show is scheduled for November 6, 7, and 8. It will be held in
conjunction with the Ministry Fair. A welcome reception for new parish members is
scheduled for this weekend October 11 and 12. John commented at the poor
attendance at these events in the past. John commended Dick Sellers and Charlotte
Plutt for the OLM website, and the parish calendar. With the re-model of the welcoming
area in the office, a large wall-mounted calendar will detail all parish happenings in the
future. Items to be discussed at a future meeting include how we will use the funds in
the OLM-2000 investment account.
New items for discussion include the final expense figures for the church door
replacement due to the April accident. Houston Construction charged $16,657.51 for
the repair and the insurance re-imbursement total was $21,426.00. It was suggested
that the excess funds be put in the Development Investment Account. Another new
item was the Facility Usage Questionnaire which was given to each committee
member. John Carleo requested that each member complete and return to him as
quickly as possible.
The last item for review was the investment account at Wachovia Securities.
Linda Zabukovic provided copies of the portfolio review presented by the broker
Bruce Watts. With the maturity of a bond, Mr. Watts suggested the re-investment of
funds in 2 bonds, extending the existing bond ladder through 2008. The existing bonds
and the proposed bonds are listed below with interest rates and maturity dates. As the
meeting adjourned, John asked that all members review the bonds and contact him as
to their recommendations for re-investment of the funds in money market.
The bonds in the portfolio are:
$25,000 FICO 1 matures 11/11/05 interest rate 5.36%
$18,000 FICO 12 matures 12/06/06 interest rate 5.365%
$25,000 TVA matures 04/15/04 interest rate 5.381%
The suggested bonds to continue bond ladder are:
$15,000 FICO matures 11/11/07 interest rate 3.03%
$15,000 FICO matures 12/06/08 interest rate 3.50%
The meeting adjourned at 8:10.
Minutes submitted by Linda Zabukovic
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OUR LADY OF THE MEADOWS CATHOLIC COMMUNITY
MINUTES OF FINANCE COMMITTEE MEETING
September 10, 2003
ATTENDEES: John Carleo, Eva Knittel, Father Kevin, Linda Zabukovic, Randy Mauro, Ron Swartz,
Jim Wilson, and Dick Sellers
Father Kevin began the meeting with a prayer reflecting on the coming Sunday’s Gospel reading .
The BDF was the first topic for discussion. Randy Mauro inquired as to the percentage of the parish
assessment that has been collected so far. Eva confirmed that OLM dips into the Sunday collection
monthly to meet the BDF obligation.
Father Kevin offered some thoughts concerning the membership of the Finance Committee. We
currently have many members on that committee who are repeatedly absent from the monthly meetings.
After some discussion, it was decided that John Carleo would formulate a letter with Father Kevin’s
signature informing all members that “active” committee members were needed. The committee would,
in the future, consist of 8 members who make a commitment to a majority of the meetings. It was
decided that missing two consecutive meetings or three meetings in a year would constitute
“resignation” from the Finance Committee.
Father Kevin informed the group about the remodeling of the office area. Marilee Thompson, an interior
designer, has offered suggestions as to improving the configuration of the office space. Bids are
currently being accepted to remove a wall and create a more open-concept reception waiting area.
Several parish staff members will occupy new offices that will be concentrated more in the front area of
the building.
Randy Mauro asked about the progress of the land purchase adjoining the OLM property. The Diocese
has approved the $175,000 offer on the land. The long range planning committee has plans already
formulated as to the use of the land if the purchase does happen.
Father Kevin gave each member a summary of the “staffing committee” guidelines formulated by
Immaculate Heart of Mary parish on the Western Slope. He suggested and the committee agreed that it
would be in OLM’s best interest to adopt such guidelines and form a committee that would be
responsible for staff interviews and evaluations. The committee would be under the pastor’s supervision
and would require 5 members with a background in Personnel Management or Human Resources. John
Carleo will compose a notice in the Sunday bulletin seeking qualified volunteers.
The last item discussed was the Purchasing Procedure document originally adopted in 1999. With
budget constraints affecting all parishes, it was suggested that this be updated and department heads be
responsible for formulating a budget. It was suggested that each department head present their budget to
the Finance Committee in person. This will be discussed in more detail at the next meeting.
The group agreed that the Finance Committee would continue to meet on the 2nd Wednesday of each
month.
The meeting ended at 7 PM with the closing prayer offered by Father Kevin.
Minutes submitted by Linda Zabukovic in the absence of Tim Lenzmeier.
PS: The committee will also review the chart of accounts at the next meeting…
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No meeting In August 2003
Our Lady of the Meadows
Finance Council Minutes
July 9, 2003 – 5:30 p.m.
Present: Fr. Kevin Novack, John Carleo, Linda Zabukovich, Dick Sellers, Jim Wilson, and Eva Knittel.
The meeting opened with a prayer.
Everyone was introduced to Fr. Kevin and a brief history of the Finance Council was given.
The Agenda items John reviewed were as follows:
The Finance Council had authorized John to proceed with the purchase of the Milano land adjacent to
OLM since we had received approval from the Diocese. John given authorization for up to $175,000.00
to purchase the land.
The BDF has been reconciled as of June 30, 2003.
The Community Soup Kitchen event is on July 24th in case anyone interested in attending.
The Knights of Columbus gave Fr. Roger a check for $1250.00 to be used for the Church. Eva will set
up a separate line item for this revenue. The money can be used for the Pastor transition/OLM 25th
anniversary.
The budget report was sent to the Diocese on June 24th – we used their cover sheet but attached our
format.
The investment reports were emailed to the Finance Council members – there is an addition $1181.00
in OLM2000 account which was sent on June 30th and so not reflected on the Wachovia records until
July.
We have subscribed to the Vectra cd program for our monthly transactions. This will be a good archive
tool.
The Diocesan foundation assessment survey was completed and emailed to Bruce Brandt and the
members of the Finance Council.
There were no questions on the financial statements. Eva mentioned she had some additional
revenue/expenses received after the close of the month which pertained to last fiscal year. It was
decided these should just be included in this fiscal year and leave last fiscal year as is.
It was decided there will be no meeting in August. Fr. Kevin suggested we decide on a day and time
for future meetings in the fall.
There being no further business, the meeting was adjourned.
Respectfully submitted by
Eva R. Knittel
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6/13/2003
The parish finance committee did not meet this month, there were only a few action items on
the agenda, instead of minutes to the meeting, the following items are drafted to keep you
informed of the financial items of the parish.
If you have any question, please let me know.
Thank you.
John Carleo
1. We have no official word form the Diocese regarding the purchase of the Land proposal
that we made, we feel positive
2. The budget has been accepted by the finance committee and the Parish Council. Eva
will input it into the ledger software, and then send reports out as usual. It will be
forwarded to the Diocese.
3. The parish transition committee met, the weekend of July 5-6 we will welcome Father
Kevin for his first weekend and another welcome reception later
4. Triparish dollars, I met with Father Jesse from Holy Family, he is committed to support
the collaboration effort, he is meeting with their finance committee, I offered to visit
with them also, he said he may need me to assist in that effort.
5. Budget presentation, will be on the agenda of the Stewardship committee at their next
meeting.
6. The parish house, is being spruced up for the arrival of Father Kevin, (painting,
inventory of parish owned items, carpet cleaning and a general cleaning) the house has
been inspected and is in good condition, we felt now is the opportunity to spruce up.
7. At the parish house, the split rail fence in front is not repairable and was removed.
8. We are replacing 20 parking bumpers in the parking lot, this will happen on Tuesday at
5:30 pm any help appreciated. Call Blasé Giltner at AAA Supply, 564-9415
9. Joe Huerta has donated some used office partitions, and modular bank office desks,
they are in the parish house garage for inspection and distribution. If you see a need in
any of our facilities, please advise, first come first serve after Wednesday of next week
June 18. I have an inspection planned for that day.
10. Dick has completed the parish handbook. It was sent to Father Kevin.
11. The newsletter is in the church, it will not be mailed; please encourage people to pick it
up.
12. BDF report from the Diocese has been reconciled by Eva and Fran. We made the parish
pledge to pay the $44,100 on a monthly basis. This action lets be pledged to 100%
between parish and parishioners.
13. John Waters has agreed to review the emergency handbook and report back to the
committees.
14. I will soon be sending a “End of Year” letter to all staff and ministry leaders in the next
week, if you have ideas or comments please advise?
15. The next meeting of the finance of the Finance committee will be on July 9th, 5:30 pm
at the office. We will invite Father Kevin to attend. Any agenda items can be sent to
me any time.
Thank you, for you assistance in the mission of OLM.
John Carleo
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Our Lady of the Meadows Finance Committee
Meeting Minutes
April 23, 2003
Members present: John Carleo, Eva Knittel, Randy Mauro, Deacon John Wertz, and Jim Wilson.
Members absent: Father Dorcy, Bob Gentry, Jim Grosso, Sandi Maybee, Rocky Taravella, Russ
Taravella, Dick Sellers & John Waters.
The committee opened the meeting at 5:35 PM with a prayer.
Information Items:
John Carleo provided an overview of informational items to the committee members:
Randy Mauro has agreed to join the Finance Committee.
BDF Report. To date the parish has received 311 pledges totaling $73,431, or 62% of our
assessment to the Diocese. This amount has not yet been reconciled with the Diocese and we
will wait until it is reconciled before the Parish’s pledge (to make up the difference between the
pledges and the assessment) is submitted.
Land acquisition. Currently on hold.
Historic Southside Committee. Eva and John met with the committee and made a presentation to
the group. They proposed a consolidation of the books of the parishes involved. The group is
considering the proposal.
Pastor transition. Father Novack’s visit to OLM went well. Father Dorcy has moved out of the
house. Once all his personal items are out of the house, an inventory of the items left in the
house will be taken and forwarded to Father Novack so he can determine what other items will
be needed to furnish the house. Father Novack is expected to arrive the first of July. The
transition committees are busy with preparations.
Parish handbook. Dick Sellers is continuing to work on the Parish Handbook. He is developing
an electronic (web-based) handbook.
Tri-Parish. The Shrine desires to continue to pay $240/month toward the Tri-Parish program,
significantly short of what would be considered their share (currently, OLM is budgeting
$40,000 for Tri-Parish). John will talk with the Shrine’s Parish Council president about the
issue.
To date, the Parish is $26K to the good without consideration for the OLM 2000 fund. With the
OLM 2000 fund, we are $63K to the good.
New Business:
CY 03-04 Budget. John C. provided an overview of the next year’s parish budget using a summary
sheet of the budget projections. He will (and subsequently has done so) e-mail a detailed budget to
all committee members for their review. He asked that all questions/comments about the proposed
budget be forwarded to him prior to the May 4, 2003, Parish Council meeting.
John explained, in general terms and, where requested, the detail of line items, the expenses
identified in the summary budget draft.
The projected expenditures provided in the draft were based upon prior year expenditures
(not from requests provided by the various parish committees).
A concern was raised about the seemingly optimistic projection for the next year’s ordinary
receipts. A straight-line projection of current year contributions under ordinary receipts
would yield a total of $501K. If we could realize a 4% increase in giving this next year
(which in itself is unlikely since this year’s pledges were down from the previous year’s), we
could only expect $525K in ordinary receipts. This is far below the $593K in ordinary
receipts that the draft budget is based upon. This may need some further examination.
John stated that, once the budget is approved, he would like to have a budget presentation to
the parish population.
Future Committee meetings. Future committee meetings will be scheduled for the 2nd Wednesday of
each month, beginning at 5:30 PM. The next meeting will be May 14, 2003.
The meeting was adjourned at 6:50 PM with a closing prayer.
Respectfully submitted,
/s/
Tim Lenzmeier
Recording Secretary
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Our Lady of the Meadows
Finance Committee Meeting
Tuesday, March 25, 2003
Minutes
Present: Jim Wilson, Dick Sellers, John Carleo and Eva Knittel
The meeting opened with a prayer.
There were no changes to the minutes of the previous meeting.
Information items included:
John mentioned Dan Carleo does not want to be on the Finance Committee at this time. Many of the members of
this committee have been absent for the past several months so it was decided John should poll the committee
members to see if another day would be preferable.
State Department certification training for Games Manager is scheduled for Saturday, March 29, 2003.
The statement/letters are still in process.
As of last Monday, March 18th we have a total of $67,886 pledged toward our BDF 2003 assessment of $119,000.
We did receive a rebate of $656.50 for our BDF2002 overpayment.
Joe Gagliano is working out details of our land procurement. We are on the Diocesan Finance Committee agenda
for May 13th. Jim Wilson will be having surgery so will be unable to attend – Dick Sellers will be available to
attend along with Laurie Clark, Joe Gagliano and John Carleo.
The Historic Southside Catholic Community Task Force meeting was cancelled last week. Eva has prepared an
outline on Accounting Procedures to present to the HSCC Finance Council and Parish Council in April. Unless Fr.
Farley (the new incoming Pastor at HSCC) has another suggestion, the task force will probably be finished after
the April presentation.
The remaining raffle packets will be counted tomorrow so we do not know how many were picked up last
weekend. We will also have the packets available again this weekend. Those not picked up will be mailed next
week.
Fr. Roger will be moving his large furniture items this weekend, March 29th.
We will have our annual Spring Clean-up Day on Saturday, April 5th 8:00 a.m. – 1:00 p.m.
The minutes from the Transition Committee meeting of March 13 th were emailed to the Finance Council and
Parish Council. The next meeting is Thursday, April 3rd at 5:30 p.m. in the Parish Center Hall.
Fr. Kevin Novack will be here on April 7th to meet with staff. We will be preparing a list of questions to ask him at
that time in preparation for his arrival in July. We will be responsible for half of Fr. Kevin’s moving expenses.
Those present agreed that we would continue to email financial reports rather than making copies for the
committee. They will be emailed requesting a receipt.
Old Business items included:
Dick will continue working on the “Who We Are Book” and get it finished even though Fr. Kevin might not want it
at this time.
The Stewardship Committee had the following cost cutting suggestions:
Items inserted into normal mailings – research postage meter
Continue to distribute in church, monthly calendars on web and in bulletin
Expand internet usage, email bulletin, newsletter, etc – collect email addresses
Isolate travel budget to separate accounts
Ask for input from all on how to cut costs
John forwarded the Diocesan “Norms for Finance Committee” document to the Finance Committee.
John passed out a letter he had received from Blasé Giltner regarding taking a more proactive approach to
stewardship. Blasé and Betty Giltner and Ramon and Mary Ann Roldan are attending a Stewardship Workshop at
St. Thomas More Catholic Church in Denver on March 26th.
A general discussion on grounds maintenance (including lawn care, snow removal and floor cleaning) followed.
John is researching a program District 60 offers for floor maintenance. Dick suggested we ask people to
volunteer to do gardening, snow removal, etc. around the Church.
John presented a request for donation from the Centennial Booster Club for an After-Prom party. We will send
$25 – the same amount we sent to South High School.
The next regularly scheduled Finance Committee meeting falls during Holy Week so it was decided, by those
present, the next meeting will be on Tuesday, April 22nd at 5:30 p.m. This is subject to change if after polling the
other members we come up with a better day/time.
A review of the budget followed. The Tri-Parish budget for the next fiscal year is $75,000+. It appears OLM is
paying the largest portion of this. John will talk to Fr. Roger for his recommendations. We may be looking at
having our own youth program and offering it to other parishes citywide on a cost per student basis. All present
agreed we must come to a new agreement with Holy Family and the Shrine of St. Therese.
It was decided John should rework the budget, based upon the discussion at this meeting, and we will review it
again at the next meeting.
There being no further business the meeting was adjourned with a prayer.
Respectfully submitted
Eva R. Knittel
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Our Lady of the Meadows Finance Committee
Meeting Minutes
May 14, 2003
Members present: John Carleo, Eva Knittel, Randy Mauro, Dick Sellers, & Deacon John Wertz.
Members absent: Father Dorcy, Bob Gentry, Jim Grosso, Sandi Maybee, Rocky Taravella, Russ
Taravella, John Waters and Jim Wilson.
The committee opened the meeting at 5:40 PM with a prayer.
Information Items:
John Carleo provided an overview of informational items to the committee members:
Land Acquisition: John is working on getting a letter from the family so we can proceed with
the acquisition of the land. Questions still exist among the owning family members as to how we
will go about it. Consideration is being given to working through a title company to set up a
payment system.
Annual Raffle: The raffle needs to be re-examined as the fundraiser for the OLM scholarships.
Sales have been gradually decreasing over the past few years. If it is to continue, it needs to be
rejuvenated; currently, there is no one or no group to “champion” the raffle – may be a reason it
is faltering.
BDF Update: To date, $74K has been pledged by parishioners. Upon Father Dorcy’s return,
John will seek his approval for the Parish to pledge the remaining $44K to meet the Diocese’s
assessment.
Newsletter: The newsletter is completed; contains 40 pages. The cost to print the 1600 copies is
$6,000.
Transition: The Transition Committee’s report of their last meeting is out. The committee will
meet again May 22nd to finalize everything.
Building Fund to Investments: Prior to June 30th, John will “zero out” the OLM account by
moving any remaining funds in it into the investment account.
Tornado Victim Fund Request: The Bishop has requested donations to a fund for victims of the
recent tornadoes. The committee approved a donation of $500 to the fund.
Door Repair: The insurance company has paid for the repair work on the damaged door and for
the temporary door which is in place until we receive the replacement door.
Annual Safety Inspection: One of the OLM parishioners is a safety inspector for the State
Hospital. John has asked him to do an inspection of the OLM buildings and grounds annually.
Parish House: Father Dorcy has moved out. The Parish will have the interior of the house
painted. Additionally, Father Novack has requested a change in the downstairs carpeting. John
& Dick will do some research into the cost of doing so (yardage needed and cost to replace).
Annuity & Trusts: The Parish needs to cultivate some planned-giving strategies (under the
umbrella of annuities and trusts).
Mileage Reimbursement: The mileage reimbursement paid by the Parish will be reduced to
$0.36/mile to match the current IRS rate.
Copier Company Proposals: John is meeting with representatives of copier companies (our lease
on the current copier expires in December). When he has the data assembled, he will present it
to the finance committee. John is also looking at postage machines.
New Business:
Request from Forever Young Group: The Forever Young group has requested $600 ($25/individual)
for a trip to Cripple Creek. Committee members questioned the moral propriety of financing a
gambling outing. We are willing to pay for the transportation. The group should investigate options
with the Rambling Express bus operation.
Old Business:
Budget Proposal: The committee reviewed and discussed the FY 2003-2004 budget
proposal.
Tri Parish Youth Dollars: Currently have $40K in the OLM budget (of the $75K total – all
three parishes - funding requirement for the program). John will talk with Father Jesse of
Holy Family to get some direction from him as to how we might proceed on the issue of
equal funding for the program among the three parishes.
Parish’s 25th Anniversary: The Parish Anniversary will be August 1, 2004. Currently
planning to spend about $25K on the celebration.
The budget was approved by the members present. It will now be forwarded to the Parish
Council for its review and approval.
The Stewardship Committee will be asked to present the budget to the OLM parishioners.
The meeting was adjourned at 7:30 PM with a closing prayer.
Respectfully submitted,
/s/
Tim Lenzmeier
Recording Secretary
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June 11, 2003
The parish finance committee did not meet this month, there were only a few action items on the agenda,
instead of minutes to the meeting, the following items are drafted to keep you informed of the financial
items of the parish.
If you have any question, please let me know.
Thank you.
John Carleo
We have no official word form the Diocese regarding the purchase of the Land proposal that we made,
we feel positive
The budget has been accepted by the finance committee and the Parish Council. Eva will input it into
the ledger software, and then send reports out as usual. It will be forwarded to the Diocese.
The parish transition committee met, the weekend of July 5-6 we will welcome Father Kevin for his first
weekend and another welcome reception later
Triparish dollars, I met with Father Jesse from Holy Family, he is committed to support the
collaboration effort, he is meeting with their finance committee, I offered to visit with them also, he said
he may need me to assist in that effort.
Budget presentation, will be on the agenda of the Stewardship committee at their next meeting.
The parish house, is being spruced up for the arrival of Father Kevin, (painting, inventory of parish
owned items, carpet cleaning and a general cleaning) the house has been inspected and is in good
condition, we felt now is the opportunity to spruce up.
At the parish house, the split rail fence in front is not repairable and was removed.
We are replacing 20 parking bumpers in the parking lot, this will happen on Tuesday at 5:30 pm any
help appreciated. Call Blasé Giltner at AAA Supply, 564-9415
Joe Huerta has donated some used office partitions, and modular bank office desks, they are in the
parish house garage for inspection and distribution. If you see a need in any of our facilities, please
advise, first come first serve after Wednesday of next week June 18. I have an inspection planned for
that day.
Dick has completed the parish handbook. It was sent to Father Kevin.
The newsletter is in the church, it will not be mailed; please encourage people to pick it up.
BDF report from the Diocese has been reconciled by Eva and Fran. We made the parish pledge to pay
the $44,100 on a monthly basis. This action lets be pledged to 100% between parish and parishioners.
John Waters has agreed to review the emergency handbook and report back to the committees.
I will soon be sending a “End of Year” letter to all staff and ministry leaders in the next week, if you
have ideas or comments please advise?
The next meeting of the finance of the Finance committee will be on July 9th, 5:30 pm at the office. We
will invite Father Kevin to attend. Any agenda items can be sent to me any time.
Thank you, for you assistance in the mission of OLM.
John Carleo
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