ACTS Core Team

Meeting Minutes for October6, 2014 Meeting

The St. Simon ACTS Core team met at 6:30pm in the LCH. Members present: Steve Brokaw, Mary Karen Willick, Marla Wokurka, Mark Prange, Vanessa Ferguson, Robyn Hoffman, Val Keppler, Lenny Meyer, Leigh Dohack, John Quante, and John Ferretti.

Not present: Jim Gleason

The meeting opened with prayer. Minutes from September 8, 2014 meeting were reviewed and approved.

Updates:

  1. Communications –Marla: No updates
  2. Financial – Lenny: $3,790.79 starting balance for the month, with deposits, we now have $4,015.79. Accounting issue between women’s retreat and parish records. Lenny is working on getting this resolved to show correct balance at end of women’s retreat. Lenny believes money in account is correct, but there is an accounting issue with the women’s retreat. Lenny is working on a spreadsheet to give to upcoming teams to better track financial records for retreats. Working on procedure with the office to have them scan copies of payments and deposits to Lenny to have better records. Will continue to work on the accounting processes before the next retreats.
  3. Retreat Support – Leigh/John F.: No updates
  4. Retreat Supply – Val/John Q.: Will start going through bins each meeting. Lenny reported the Martha bin is complete. Will work to create new inventory sheets. Discussion of changing to review bins during a day. Steve, John, and Val will coordinate.
  5. Spiritual – Mary Karen/Jim: Day of Reflection is set for November 22, 2014. Father Chris Seiler will present this day and get the parish ready for advent. Action needed to approve paying a stipend to Father Chris and also to choose a book to give out to participants. Will plan to accept a goodwill offering again this year as well. Marla has envelopes. Robyn will coordinate lunches with Orlandos. Mary Karen will coordinate registration. Lenny will coordinate the breakfast. Jim will be asked to be the MC again this year. Mary Karen will start PR and Marla will email out to our ACTS Community. We will also send out to neighboring parishes.
  6. Social/Fundraising – Robyn: Wednesday before Thanksgiving ACTS will work Bingo. Marla will send out a save the date for workers. Will need 6-10 volunteers per shift. Will also need 3-4 concession stand workers for first shift.
  7. Music – Mark: Contemporary music will be done at the 11:00 am mass on the first Sunday of every month. Emails should be set out as reminders before each mass.

ACTS did have a table at the Stewardship Display of Ministries on Sept. 13-14 and spoke with people who came by.

Discuss possible retreat dates for 2017 (other than Aug 3-6). Still working on finalizing future dates. Discussion on what we will set as retreat fees. Will build the evangelization fee into the price of the retreat. We are phasing this in with $5/person in 2015, and will revisit later next year, with the intention of increasing this to the $10 requested by ACTSM for 2016 retreats.

Directors for the next retreats—Susie Pollard and Lenny Meyer. Discussion of creating a written policy for scholarships for the upcoming retreats.

Updates to ACTS master lists, feedback, missing info.

Discuss team member selection. Will not plan to include non-parishioners in our team. Non-parishioners could be encouraged to volunteer for mission teams. Direction will be to get 12-15 never been on team. The breakdown of the remaining two buckets will be left up to the directors (i.e. 1 on team vs 1-2 on team, etc).

St. Louis ACTS Mission Board communications:

  • Confidentiality Policy (aka, “The River Rule”) communication from ACTSM.
  • Clarification of Speaking Circles: director can encourage speakers to attend but cannot require this, other team members should be invited, no one should be made to feel they must attend, and this program should not be a part of regular formation time.
  • Nothing new to report on new parishes in our area.
  • Queen of All Saints Women #2 is Oct 16-19 at Marianist Retreat Center.
  • Leadership Workshop is on Nov. 8 at Assumption. Encourage all ACTS people to attend, especially those who may be leaders.

Other business. Next meeting dateis Nov. 3.

Closing Prayer.

[Materials handed out at the meeting: agenda, leadership workshop form, confidentiality policy doc., parish day of reflection report]

ACTS Core Team Roles for 2014-15:

Facilitator (and recorder): Steve Brokaw

Co-Facilitator: Vanessa Ferguson

Communications Coordinator: Marla Wokurka

Financial Coordinator: Lenny Meyer

Retreat Support Coordinators: Leigh Dohack and John Ferretti

Retreat Supply Coordinators: Val Keppler and John Quante, Sr.

Spiritual Coordinators: Mary Karen Willick and Jim Gleason

Social and Fundraising Coordinator: Robyn Hoffmann

Music Coordinator: Mark Prange