Part III - Business and Finance

 

Section 1 Business Ministry

Accounting Procedures
 
Facility Rental FEES
Fees are for rental of parish facility.
When a call comes in for hall rental, a facility reservation sheet must be filled out. (This does not reserve facility.)
This sheet will be forwarded to the business manager who will book the facility and place it on the parish calendar.
After this rental agreement will be filled out.
Both copies will be forwarded to maintenance for set up and the business manager for placement in facility rental book.
For more information contact the Business Manager.
Facilities Committee
Meets as needed
Available to effectively carry out ministry objectives and goals through scheduling
Protects against loss or misuse through risk management
Extend the life of the facilities through proper maintenance and supervision
For more information, contact the business office.
Maintenance Committee
Meets as needed
Ensure our place of worship is prepared and preserved for the future
Minor repairs: painting in and outside, repairing kneelers, doors, & miscellaneous items. Coordinate Annual Spring Clean Up
For more information, contact the Business Office.
Parish Collaboration Project
Permission has been requested from the Bishop to explore the benefits of collaboration between parishes in such areas as business, youth, sacramental preparation and other resources sharing. Emphasis is to be placed on maintaining individual identities while leveraging the unique gifts of every parish. The concept would encourage three parishes, one urban, one inner city and one rural to identify and exploit synergies and achieve economies of scale not possible by parishes individually. This project is in the concept and approval stage.
For more information, contact the Business Office.
Publications & Communications
Meets quarterly in the months of March, June, September & December
Quarterly newsletter in the months of March, June, September & December
Inform, educate & enlighten parish community by highlighting the lives & events of parishioners & parish
Weekly Bulletin
Pulpit & Kiosk Announcements
For more information, contact Records and Publications.
Data Entry
Posting weekly stewardship (tithe), BDF, & OLM 2000 (Capital Campaign)
Posting miscellaneous collections including: Christmas, Easter, Missions, Rice Bowl & Special Collections
Provide reports and analyze data as needed.
For more information, contact Records and Publications.
COUNTING TEAM
Money counters collate all the collections for the weekends and holidays and deposit all monies collected at the parish.
For more information, contact Records and Publications.
 
 
PURCHASING PROCEDURES
 
TRAVEL PROCEDURES
For more information, contact the business office.
 

 

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Section 2 Budget and Financials

Financial State of the Parish

 

1-July-2001

1-July-2002
Assets:    
    Working Cash

62,179.09

89,255.98
    Restricted Cash

17,225.21

23,071.87
    BDF Pledges Receivable

37,798.00

 
    Accrued BDF Expense for next FY

9,520.00

 
    Receivable from OLM2000

152,369.66

 
    OLM 2000 Phase II Fund

 

0
    Other Development Funds

404,619.42

494,942.67
    Other Restricted Funds

20,679.56

16,380.99
    Property and Buildings

1,764,857.90

1,776,592,05
 

 

 
Total Assets:

2,459,728.84

2,400,243,56
 

 

 
Liabilities:

 

 
    Current Payables

10,811.95

45,351.86
    BDF Due to Diocese

47,318.00

 
    Long Term Debt

21,188.29

0
    Other Long Term Liabilities

0

0
    Unrealized Gains on Investments

55,630.47

53,055.76
    Unallocated Memorials

14,906.53

12,193.78
    Endowments

18,532.56

16,089.42
    Restricted Funds Held for others

17,225.21

10,783.50
Equity:

 

 
    Income (loss) Current Year

-5805.06

117,553.31
    Fund Balance

2,289,440.89

2,149,012.10
 

 

 
Total Liabilities + Equity:

2,459,728.84

2,400,243,56
     
Operating Results:

2000-2001*

2001-2002**
    Income:

560,428.48

720,617.05
    Expense:

566,233.54

603,063.74
 

 

 
Net Income (Loss):

-5,805.06

 117,553.31***

Latest Year End Balance Sheet

Latest Year End Income Statement

Current Budget

Budget Pie Chart

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Current Financial Results

Current Balance Sheet

Current Income Statement

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Section 3 BDF

 
Information on the current campaign is at Bishop's Diocesan Fund
 
The Diocese assesses each parish a certain amount based on their historical tithe (approximately 25%). This payment is not negotiable and must be made by the parish, either by contributions from parishioners, from general funds or a combination of both.
 
Recent years have seen OLM not meeting its assessment through pledges and having to fulfill it from general funds as is shown in the tables below:

 

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Section 4 Capital Campaign (OLM 2000)

In 1982, Our Lady of the Meadows opened its doors to some 400 families as the newest parish in Pueblo. Seventeen years later, we are still the newest; but we now have more than three times the number of households locked into the same amount of space.
 
We invested in an exciting expansion program adding 3,000 square feet to the south end of the church. About half that space will be for "welcoming ". The rest will house long-overdue service areas such as restrooms and sacristy. This is Phase 1.
 
There is an equally important Phase II of our planning needing equal and immediate attention! Our seating capacity within our worship space is far less than adequate. Our music ministry has no space of its own. Our weekend Children's Liturgy of the Word needs a place to go. Our social hall is too, too small for demands of parish life.
 
We need a church that can seat 600-650 people with amenities and facilities for proper worship. We need a larger hall below with built-in flexibility and services.
Our two phases of expansion will meet the spiritual and social needs of our parish for a long time to come. A worthy House of God holds God's most precious possessions--God's children. Together, we build that house for ourselves.
 
The Campaign closed in 2002 without reaching its goal. Phase I was completed and paid for. Plans for future addition we made and shelved for a future campaign. Money collected was used to pay off all debt on property and to complete some of the Phase II items including parking lot and lighting needs as well as the purchase of the property necessary for future expansion.
 
{Parish believes physical plant expansion is important and will require a new capital campaign in the future}

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Part IV - Planning

 

Section 1 Pastoral Plan

 

The OLM plan is attached via this link: OLMPastoral Plan.doc
 
The foundation of the OLM Pastoral Plan is the Diocesan Pastoral Plan, which can be found at http://www.dioceseofpueblo.com/pastoralplan/pastoralplan.htm
 
The OLM Pastoral Plan was effectively complete as of 12/31/2002. There are a few incomplete areas of an ongoing nature concerning communication, growth, evangelization and stewardship. A new plan highlighting these areas is due for approval in July 2003
 
{Think tank process}

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Section 2 Strategic/ Long Range Planning

Land Procurement
 
Long Range Planning Committee
 
    Two committees: Steering & General meet monthly or quarterly
    Ensure that three generations from now (and beyond) OLM will be a strong, vibrant, and proud parish that serves thousands of south-side families
    Anticipate obsolescence and the replacement of brick and mortar facilities, including adding on to our existing base, and replacement of equipment and personnel
    Planning involves items such as status, additions and expansion of our parish

 

STRATEGIC PLANNING
The Strategic Planning Committee meets on the fourth Thursday of each month at 7:00 p.m.
This committee consists of seven members.
Mission: To assist the parish with capital improvement or remedial issues. This committee also analyzes and plans for the parish's future in respect to land acquisition, building improvements, construction or remodeling items, infrastructure longevity analysis, and mechanical, electrical, or structural component replacement. The Strategic Planning Committee's activities include reviewing and prioritizing items need-ing repair or replacement, planning and executing capital improvement, and coordinating with other committees such as Finance.
 
 
The committee acts at the direction of Pastoral Council.
 
For more information, contact the Planning Committee.
 
One vision from the planning committee of how our Parish may look in the future is depicted in the following graphic:

 

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Section 3 Emergency Plan

 

Draft OLM Emergency Action and Information Plan
It is important for all of us to be prepared for an emergency.
OLM has been revising and ensuring that emergency plans are in place and that resources to deal with emergencies are available and accessible.
Areas of concern are:
Fire
Fire and Medical personnel are within 2 minutes from the St Clair Station.
Fire Extinguishers are tested and well marked.
Fire Alarm and sprinkler system are tested and working
Wild Fire threat needs mitigation.
Medical Emergency in church and other buildings
Fire and Medical personnel are within 2 minutes from the St Clair Station.
Many parishioners are health professionals and the probability of having them available in an emergency is high
Having a defibrillator on site was felt to be unnecessary given the above.
Need and location of First Aid Kits, Telephones
Basic First Aid Kits are located and well marked in the Church and Sacristy
Telephones, cordless phones and phones with headsets need to be deployed in strategic areas.
At any given time there are quite a few cell phones on site.
Hostage/Terrorist response on site
What to do in an Emergency
Physical attack of employees or parishioners
General security on campus, day and night.
Improve lighting in parking lots
Install a video security system
Locate “panic” buttons in key places.
Pastor security in private residence
Add home alarm system
Discuss living away from church
Awareness
Response to Local, State or National Disaster (e.g. September 11th ,Tornado, Flood, School Shooting etc.)
OLM is designated as a safe harbor for Goodnight School. The School is aware and has OLM in its plan.
Natural Disaster Response. OLM may become a safe haven to the community.
Open Church and provide grief counseling and support.
House and care for homeless or displaced individuals.
Become a meeting place for families separated by the event.
Identify external resources and sources of food, water, clothing and other staples in a disaster
Identify and keep contact telephone numbers of key personnel, emergency agencies and Public Safety Professionals that are parishioners.
Produce identity badges for key personnel and volunteers that Public Safety Officers will recognize.
Keep procedure book near each telephone.
Dealing with Press inquiries
The Pastor or his designate and/or the Pastoral Council President are the only spokespeople. All others should defer to these designates.
Education of Parishioners to procedures.
Sacramental Emergency. Procedures in the absence of a priest.
Diocesan guidelines and designates.
Deacons take lead.
 
 
 

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Section 4 Parish and Area Demographics

 

Parish demographics are contained in the Pastoral Plan and here
 
Area demographics are viewable at the following link: OLMDemographicsByCensus.html
Median Income of the areas where OLM parishioners live is near $50,000.00 implying that OLM's annual tithe should be between 2.5 and 5 Million vs. the $500,000 we experience.
 
City Growth Projections: Pueblo Growth Map.doc
OLM's Parish Boundaries are mirrored by the city's medium and long term growth areas.
 

 

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Section 5 Where parishioners live

Friendly Neighbor Project
Concept: Divide the parish into small groups of people living in the same neighborhood. Identify a coordinator in each group and offer resources and suggestions that the group get together socially and look after one another as needed.
Purpose: Form a tighter bond within our parish community by introducing people that live near each other and may not realize it. Provide them with an opportunity for social gatherings, faith sharing, evangelization, Bible Study, invitation and healing of the fallen away, information passing and community outreach to members of the group and the greater community.

Benefits:

  • Build trust in the community.
  • Provide assistance to elderly or handicapped,
  • House watching, rides to church and other functions, etc.
  • Welcome new members to the Parish and the community.
  • Members moving to a new neighborhood will instantly have new friends,
  • Groups can be models of hospitality, faith sharing and community service to children
  • Group can provide “safe havens” for kids in a neighborhood.
  • Singles can meet others in the church.
Group Coordination: Coordinators/facilitators will be developed within each group. There are no qualifications other than the desire to get to know the neighbors better. Initial coordinators may be invited from Disciples in Mission groups and from direct volunteers.
Expectations: There are no set expectations. Each group will be different. No one is to “control.” Everyone shares and reciprocates as they see fit. There are no attendance requirements or agendas. People just get to know each other and the group evolves from there. Initial emphasis is on the social aspects of the group.
Possibilities:
Social gatherings, Monthly parties, Progressive Dinners
Neighborhood safety - neighborhood watch.
Weekly Bible Study, and/or Weekly study of Sunday readings and faith sharing (Share the Word)
Field trips, Group garage sale for charity or not.
Elderly and infirmed care in the community, Ride sharing, Shopping trips
Community Outreach projects.
Friendly group-to-group competition for a good cause.
Information sharing about what is going on in the church resulting in questions and feedback to the parish leadership
Membership: Start with registered members of the parish but open to anyone of any faith.
Method: Divide the parish mailing list up based on plotting, a map, where each parishioner lives. Identifying where willing coordinators live and drawing groups of approximately 12 families each. Group composition is not rigid, if someone wishes to belong to another, they may.
Resources: We can make suggestions of what to do, but allow groups to function as they see fit. The parish can provide evangelization resources like Share the Word or the like.
Follow-on Responsibilities: Parish staff is available to track and assist group and provide resources. Staff will identify a group for each new parishioner when they register and notify the group coordinator. Reports on what groups are doing will need to be collected and shared with the rest of the parish in the bulletin and/or newsletter.
 
Pueblo Map of OLM Parishioners.
Blue dots is a registered house.
 
For more information, contact the Pastoral Council
 

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Part V - History

Parish History and Growth
Our Lady of the Meadows as a parish is now over twenty years old. It started with “zero” families in 1978, but had a rapid response to the publicity of its founding. For three and a half years, it gathered and worshipped in borrowed space: first, it celebrated at the Boy Scout hall; then, it moved to Wesley United Methodist Church. By 1981, OLM numbered about four hundred registered households. Efforts were underway to build a church building. During l982, the present church structure was built and opened with seating for 320 faithful. The facility also housed the parish offices. A year later, the basement parish hall was finished for use. About 600 parishioners worshipped on any given weekend. Children's Christian formation met in various homes throughout the parish.
 
By 1990, the parish had increased in number to about 750 households. The church building was getting crowded at half its masses. Parish office space was very inadequate. The number of volunteer homes for the children's formation could not keep up with demand. In 199l, the Parish Center was completed to house office space, a smaller social space, and ten small classroom/meeting rooms. Moving of parish offices from the church building created room for approximately 80 more worshippers.
 
In 1996, the pastor and parish pastoral council realized the need to take a good look at the future of parish growth. Over 1000 households belonged to the parish. Our social concerns ministry was desperate for space. Worship and music ministries needed never before allotted room. Parish social gatherings commonly exceeded hall capability. Christian formation was fast evolving from a child-centered program to a family “intergenerational” process with a Children's Liturgy of the Word weekend process during all our Masses. We were running out of administrative space to keep up with demands. On top on all this, housing growth within the parish was being projected to anywhere from 2000 to 5000 new homes within ten years. City patterns showed that at least 25% - 35% of them would be Catholics.
 
In 1998, a $200,000 gift allowed serious planning and a start to cope with needs. We committed to expand the church building to house a never-before gathering space, same-floor restrooms, and adequate sacristy, with memorial tower, and a general-purpose preparation and gathering room.
 
 
Synopic Events 1978 - 2000
 
For more information, contact the Parish Historian.
 

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Part VI - Physical Plant

 

Section 1 Plot plan

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Section 2 Locator floor plan

 

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Section 3 Weekend Building Managers

 

WEEKEND BUILDING MANAGERS
Duties for weekend building managers change from week to week.
These duties include: opening, closing and arming buildings.
Turning on air or heat.
Checking lights.
For more information contact, Charlotte.
 
Weekend Building Managers include:
Blase Giltner
127 Princeton, Pueblo, CO 81005
564-9415 (work) 560-9802 (home)
 
Jim Kelly
1705 Kingsroyal Blvd. Pueblo, CO 81005
566-3261
 
Art Tapia
1800 Kingsroyal Ct. Unit F Pueblo, CO 81005
566-3155
 
Tracy Vinci
27 Starling Drive, Pueblo, CO 81005
564-7496 (home) 545-4276 (work)
 
{Photos}
 

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APPENDICES

 
 
 
Eucharistic Minister's Procedures
 
 
Lector Procedures
 
 
Hospitality Minister's Procedures
 
 
Coffee & Donuts (FELLOWSHIP) Procedures
 
 
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Our Lady of the Meadows Catholic Community, 23 Starling Dr., Pueblo, CO 81005 719-561-3580