Annunciation of the Lord Parish

PPC Minutes of December 3, 2016

Attendees: Fr. Yves, Fr. Dennis, Dean Doucette, Robert Hayes, Armando Prini, Michael Daley, Jackie Cuthill, Stan McLaurin, Critsy Ombac-Orr, Kelly-Ann Keays, Marc Moreau, Lorie O’Reilly, Paul Gauvin, Alcide DeGagné, Dawn Roach, Shirley Hayes (minute taker)

Absent:Tracy Brason, Maureen Tonon,

Council Prayer

  • The meeting was called to order at 9:15am by Dean Doucette
  • Opening Prayer by Fr. Yves

Welcoming

  • Opening remarks by Fr. Yves, recognizing Alcide’s efforts in refocusing of PPC on its governance policy role.
  • Commitment to openness, Q & A from parishioners.
  • Discussion arose on the issue of authority of decision communication and the processes necessary to answer questions from our Parishioners.
  • A Town Hall meeting is proposed for the Spring prior to the AGM.
  • The Chair (Dean Doucette) emphasised the importance to be attentive to parish member comments and questions so to:
  • Be up-to-date on concerns of the broader AoLP community
  • Assess whether the issue was a policy matter and if so, to propose a PPC agenda item for a policy to resolve the issue
  • If the issue raised is a request for information, to redirect the member to the appropriate staff / volunteer person or, alternatively, to the seek out the information and respond to the member directly

Lorie’s Communication Exercise& Team Building

  • Seemed to indicate the difficulty in processing one Vision Plan as we see things through our own “filters”
  • Team Building how we convey what we see

 the need to clearly communicate (asking questions)

Review of the Agenda & Approval of the Minutes of September 28, 2016

  • Motion:Michael Daley, Seconded: Jackie Cuthill, Carried: Unanimously
  • Approval of the Minutes
  • Review of the minutes from Sept. 28th meeting:
  • Business arising out of the minutes: No adjustment needed
  • Motion to approve the minutes as read: Moved by: Michael Daley Seconded: Jackie Cuthill & Critsy Ombac-Orr Carried: Unanimously

Vision Plan Workout Session #1

Effective StructuresScan(Dawn Roach)

  • Designed to identify challenges and barriers that could impede the implementation of the Vision Plan.
  • Key Area of Focus - Success needs to be measured by various means.
  • Environmental Scans:
  • SWOT indicates best tools
  • Implementations on an ongoing basis
  • Individual applications in the 5-year plan
  • Success needs to be measured by various means
  • Attendance contributions
  • Living out our Mission Statement
  • Moving from Maintenance to Missionary
  • Adult Faith Studies, Alpha, Catechesis of the Good Shepherd

Financial Analysis Update (Paul Gauvin)

  • Update Highlights -See attached report
  • Campaign to increase contributions by May 1st, 2017
  • 3 weeks in length
  • Target increase 25% (approx. $115,000) annual increase
  • Stewardship report Feb 2017
  • No existing reserve fund, every dime is allocated
  • 627 contributors (registered)
  • 147 contributors (1,000 or more)
  • Estate contributions discussion ensued
  • Diocesan figures indicates a general average of 5000 is foreseeable
  • Good news
  • PAD – Increased amounts
  • 13 New Pads
  • 16 People increased their PAD Contribution
  • Mobile app available to make contributions
  • Do we need a Census?
  • Need a privacy policy to protect people that give personal information

Weekend Analysis

  • Observations
  • Each Mass is well organized
  • No Ushers at the 6:00pm
  • All collections other than the 6:00pm are counted after the 10:15 Mass
  • All collections are counted together so there is no discerning what each Mass brings in the most.
  • Ushers are under staffed
  • Ushers vacate their job at the opening Hymn
  • No welcoming station Info etc
  • Increase Parking
  • Suggestions (Fr. Dennis)
  • Space in front of church for parking -- is that a possibility
  • Counters maybe can come on Mondays to count
  • Welcome committee to be more obvious ex: T-Shirt
  • Convert the Library & old kitchen to usable work space
  • Lorie will put results on Flocknote

Church Survey (Alcide DeGagné & Michael Daley)

  • Action plan update
  • Review 2014 results
  • Review of qualification criteria for respondents
  • Mass teams discussed at the meeting in October
  • Communication plan
  • Scan launch date Jan 22 - 29th
  • Breakdown results between or separate from each Mass
  • What is Criteria...
  • Qualifications to include – Experience in Ministry
  • Age distribution
  • Male & Female balance
  • Discussion
  • Need to take a survey confirmed
  • 2017 Survey to follow the same process as 2014
  • Church Survey Update
  • Survey targeting those that understand how the Church works
  • General – Volunteer by Survey Invitation
  • Ex: What do we do well at your Mass?
  • What can we change or do better?
  • This brings dialogue between people.
  • We want to ‘serve’ made better to serve in Ministry.
  • Want to hear from those who are serving or have already served in a Ministry.
  • Define Ministry does not include CWL or KC
  • The purpose to serve

Stewardship and Strategic Communications ES – Re-scheduled

  • Stewardship Plan proposed by Roxanne Leblanc-Lemieux (not in attendance) would proceed as proposed at the PPC August workshop

PPC agreed to a special PPC evening meeting on Jan 4th, 2017 to deal with the Stewardship Plan and the Strategic Communications Report that could not be reviewed today.

The PPC meeting is scheduled on Saturday January 28th, 2017 to remain on the calendar.

Closing Prayer was lead by Fr. Dennis

The meeting adjourned at 4:00 pm

Prepared by: Shirley Hayes

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