Planning Committee Meeting

Minutes 3/12/08


Present:  Jim Wezensky, Fr Jim, Nadine McGrady, Debbie Knarr, Paul Fitzpatrick, Cheryl Davis, Larry Tewey, Charlie Woerner, Mary Alice Woerner, Jim Lee

Guest:  John Diggs, Wm. Henry Harris

Absent:  John Wynne, Chuck & Mary Lou Villa

 
Jim Lee welcomed and thanked everyone for attending the meeting.

Jim led the team in an opening prayer.

Jim asked everyone if they received the corrected draft minutes from the Feb. 15th 2008 meeting.   He asked if there were any other corrections or changes that needed to be made.  A motion was made by Jim Wezensky to approve the minutes.  Larry Tewey seconded the motion.  The minutes were unanimously approved.
Unfinished Business:  
                   
1) - Meet with Mr. Wm. Henry Harris to review status of the Master Plan development.        Mr. Harris

 
Mr. Harris presented a revised "Scheme E" site plan that included more detailed drawings and plans.  Mr. Harris met and spoke with Mr. Ron Peaks of the Gloucester County Planning Office regarding setbacks and the site plans.  Mr. Peaks indicated that he did not see any insurmountable problems with the plans but that it was important for Mr. Harris to also talk with VDOT since the plans would result in new entrances to the parking area from Main St. and Belroi Rd.  Mr. Harris will make an appointment to see VDOT.  Mr. Peaks also recommended that the parish hold onto the "Old Rectory" property on Belroi Rd. for additional parking or storm water management if needed.  The information was immediately passed on and the property taken off the market.

            The committee once again reviewed the three phases of the plans as amended at the February 15th meeting. There was considerable discussion regarding how and when to solve the drainage problems around the worship space, social hall and education wing. The timing for expanding the worship space was also discussed.  Paul Fitzpatrick recommended that the worship space expansion be done at one time rather than in two phases.  Larry Tewey made a motion that the sanctuary expansion be added to phase one.  Jim Wezensky seconded the motion.  It was unanimously decided that the worship space be expanded as part of phase one to prevent having to redo work as would be the case if the worship space were expanded in a later phase.
 

            Phase one of the project now includes the extension of the Commons and Administration areas, correction of the drainage problem, and expansion of the Worship area including removing the multi-level surfaces in the worship space. The extension would provide expanded administrative offices as well as a day chapel, cry room, vesting room, reconciliation room and sacristy.

            Phase two would involve the construction of a new education building across the parking lot where the existing learning center is located and some reconfiguration in the existing classroom areas.
 

            Mr. Harris will present this two phase plan at a joint meeting of the Parish Pastoral Council, Finance Council, Administration, and Planning Committee on Wednesday, April 2, 2008 at 6:30 p.m.

Once approved, the plan would be displayed in the Social Hall for viewing and comment by parishioners.
                      

 
2) - Update status of Coordinator of Volunteer Ministries.                     Fr. Jim

Fr. Jim has pulled together some job descriptions for the Coordinator of Volunteers position, but he indicated that the parish is faced with a potential budget shortfall of $56,000 so there is no way the parish can afford to hire additional personnel in the next year. Because so much of the budget goes to the diocese, it appears that the only area where the budget can be cut so as to be balanced for the coming fiscal year is in parish programs. Fr. Jim would still like to get the Coordinator of Volunteer job description finished, and Cheryl Davis has offered to assist in the completion of this project.

3) – Review Parish Communication effort information.                          Cheryl Davis

Jim Lee read a letter from Neysa Molle suggesting that the Planning Committee binder in the Commons be better organized so information is more easily accessed by readers. She also recommended that the website be brought up to date. Cheryl and Jim will improve the binder layout.  Nadine indicated that the minutes can not go on the website until they are approved the following month.

 
New Business:    
            
Other Business: 

Items from Team Members:


Fr. Jim informed the committee of a Diocesan mandate to conduct an "Increased Offertory Program".  The letter states that half of the increased income generated through this program would be used to strengthen our Catholic schools and the other half would remain at the parish to support programs for youth and other parish needs. 

Announcements:

Schedule date for next meeting: 

We will meet Apr. 2nd, 2008 at 6:30 P.M. in the Social Hall.
Fr. Jim led the team in a closing prayer.

Note:  Cheryl Davis and Jim Lee roughed out a draft letter to be sent out to all parishioners informing them of the information contained in Mr. Harris’s Preliminary Master Plan Focus Group Report (January 29, 2008) along with the recommendation that parishioners should acknowledge reading the document and include an e-mail address if they desire to be included on an electronic distribution list.  Previously all agreed that a mailing was in order, but recommended adding some information to the Harris report for clarification before being sent.  I've attached the draft letter for your review.  Please read the attached letter and provide me with any recommendations or feedback you may have.