Posts Tagged ‘building’

Our Lady of the Woods ~ Discernment Committee Recommendation

Regarding the Building of New Church Facilities – May 2010

On May 1, 2010 at the end of a day long meeting, the Discernment Committee reached consensus regarding the overall direction for the future of the parish and specific recommendations for new church facilities for Our Lady of the Woods.  We have discerned the most practical and cost effective approach for us to implement is:

v  Retain all current property as the home of Our Lady of the Woods Parish.

v  Begin as soon as practical a “Phased Development Plan” to build onto and renovate the current church.

v  Phased Development proceeding within the financial guidelines provided by the Diocese.

History and Purpose of the Discernment Committee

At a Parish Town Hall Meeting in the Fall of 2009, the Steering Committee was given a consensus direction to investigate more fully the option of building a “Two-Story Shell Core Addition” onto the west end of the existing church.  Subsequent to that meeting the church was approached by a developer within the Woodland Station project and asked to consider a concept whereby Our Lady of the Woods could be located in a prominent location on the plaza of the new Woodland Station development.

Given this important development, the Steering Committee felt this option should be presented to the entire parish for input and consideration as well as to determine the best direction for our parish to take for the future.  They also felt that the best way to proceed with such a complex challenge was to ask for the assistance of the Diocese.  Through the generous donation of their time and talent, Diocesan employees and volunteers, Ed Gaffney, Nick Colarelli, Al Peterson and Carol Meyer formulated a Discernment Process specific to the needs of Our Lady of the Woods and have guided and mentored us through that process during the past few months.

The Discernment Process

After an open invitation to the entire parish to participate in the process at any level, ultimately the challenge became the mission of the Discernment Committee which was composed of five sub-committees:

v    Woodland Station

v    Parish and Diocese

v    Current Location

v    Civic

v    Prayer

The range and scope of each sub-committee was diverse, extensive and comprehensive given the task to research the many diversities of the committee and distill the results into a recommendation.  The recommendation could have sub-categories or stages if needed but those should be as clear and concise as possible.  Dozens of volunteers spent thousands of hours in research, interviews, meetings and refinements in order to achieve sub-committee recommendations.  After months of dedicated effort, the sub-committees proposed and brought forward for parish feedback five options:

Five Committee Options

v  Option A … The Proposed sale of the currently-owned six-acre church Property and facilities, followed by relocation to a gifted parcel of land at the Woodland Station Development site that would include a sanctuary, multipurpose space and a residence for the pastor.

v  Option B … The Proposed sale of the current church facility, rectory/administration buildings and land that fronts on Hwy. 24; followed by building a new facility on Kavanagh Field, that would include a sanctuary, multipurpose space and a residence for the pastor.

v  Option C … The Proposed remodeling and constructing of additions, including increased sanctuary and multi-use space, to the existing facility on Hwy 24 frontage, and retaining Kavanagh Field for future needs and use.

v  Option D … The Proposed maintenance of our current facility with minimal improvements – certain expenses and upgrades are necessary (safety, health and accessibility); with this option there are no new Construction plans or any sale of property proposed.

v  Option E  … The Proposed Construction of a new facility on Kavanagh Field and linking it to our present facilities;  this option utilizes the entire current 6 acre parcel by building structures to include a sanctuary, multipurpose space and a residence for the pastor.

There followed four All-Parish meetings in April to gather parishioner comment and pros and cons regarding the five options. On Saturday, May 1, 2010, the Discernment Committee as a composite group of all the sub-committees met in a day long meeting to consolidate the five options down into a single consensus recommendation to be forwarded to Fr. Don Dilg for consideration and action. Parishioner inputs as well as the research of the prior four months by the committees were key elements in this effort.

Reaching Consensus

The process of reaching consensus on Saturday was one of personal soul-searching, great compromise and hours of discussion conducted so that anyone who wanted to voice an opinion was allowed to do so.  The Holy Spirit truly was part of the process manifested in the voices of those who participated which allowed a unified recommendation of option C to emerge at the end of the day.

Throughout the refinement process a series of informal “Guidelines” were developed for consideration and inclusion as any future committee moves forward with the implementation of the Discernment Committee recommendation.  Those included:

Parish Guidelines

• Honor the history of the parish
• Must do something given the needs of the parish
• Move forward in phases and stages
• Remain in our current location
• Preserve Kavanagh Field for now, future OLW Master Plan uses field
• Build and Renovate current church building and parish center
• Add multi-purpose accessible space essential to the needs of the church such as classrooms, flexible meeting space, additional restrooms, extended kitchen, choir space, additional sanctuary seating and an elevator
• Administrative space should be a serious consideration in the expansion so that the Rectory may be converted back to a residence for the new Pastor
• Some of the highest priority needs include expanded space for youth programs, classrooms, ministry space and total accessibility
• Cost efficiency is essential
• Sweat Equity is highly desirable if this is to be a phased effort, there is potential for many parts of the project to be built with talented time and “barn-raising” efforts by our parishioners
• Maintain unity of the parish – honor the fellowship of all ages and generations
• Consideration should be taken to see that future development on Kavanagh Field should maintain a connectivity to the Main Church

Pursuant to Father and the Bishop agreeing, the process of implementing the specifics will require continued communication, transparency and involvement from the entire parish.

An unforeseen benefit of the Discernment Process is that it allowed a variety of talented, open-minded and compassionate parishioners to come together in a unified cause – to define the future of Our Lady of the Woods as our founders did 54 years ago.  What has emerged from the process should be a unified parish moving forward in a clear and concise direction.  Our chosen direction allows the parish to be visionary while at the same time being responsible stewards of our resources by re-using and renovating our existing facilities where possible.  This also allows for the expansion of new facilities where needed in a practical and fiscally responsible manner.

Therefore it is with the greatest hope that the wishes and voices of the parish family known as Our Lady of the Woods have been honored by the process and recommendation herein presented.

Respectfully submitted,

The Discernment Committee – May 1, 2010

(Approved – Bishop Michael Sheridan, Fr. Don Dilg, Our Lady of the Woods Finance Council – May 11, 2010)

Our Lady of the Woods Parish

Health & Safety Repairs and Renovations

            The list of Health & Safety Repairs and Renovations listed below were implemented in March and April of 2010.

We are all acutely aware of the need to protect and safeguard those who come to our parish to worship and pray together, study and learn in small groups, educate children and socialize in our parish center. We also desire to provide a safe environment for support groups and service organizations who meet in our buildings.

Fr. Don Dilg, our parish administrator, realized early in 2009 that it was past time to recognize and act upon these necessary measures. Therefore, we engaged a contractor, Colarelli Construction, to do an analysis of our buildings and his recommendations and preliminary cost estimates were presented in a Property Condition Report – April 2009.  Findings were divided into four categories – Building Code Issues, Energy Use Concerns, Aesthetic/Repair/Maintenance Issues and Life Safety/Safety Concerns.  The report was considered by the Finance Council, the Steering Committee, the Parish Administrator and the staff. After input from all reviewers, the list of items needing immediate attention was reduced to include only those items that were deemed Life Safety/Safety Concerns (Health and Safety Issues).  Although the list is self-explanatory if you need more detailed information or feel there may be additional Health & Safety concerns we overlooked, please let us know.

The final cost for all these repairs and renovations is approximately $96,000 and includes work yet to be performed in two areas. The first is sitework comprised of the drainage and new landscaping on the north side of the building and the second is the coffee bar.  It was decided to delay the Sitework until the Discernment Process was completed so that those improvements could be coordinated with the direction given for the new church.  Early in 2010, based upon current cost estimates from Colarelli and his sub-contractors, the Finance Council directed Fr. Don to request permission from the Bishop to proceed with these improvements in the amount of approximately $100,000. These funds were taken from an account that had $118,000 in it in August 2008. The Capital Campaign “Growing Church in the Center” began in September of 2008. Therefore, no campaign commitments were used for these Health & Safety repairs and renovations.

Health & Safety Repairs and Renovations ~ Spring 2010

ELECTRICAL

• Upgrade from 200 amp to 400 amp service to Church Building Includes new electrical panels at meter pole and in church basement. This was a very much needed addition in the parish hall food service area to eliminate frequent power outages and snaking extension cords.
• Added outlets (on poles) near serving line for waffle breakfasts, pot lucks, etc.
• Added outlets in kitchen and at new coffee bar. Plumbing/sink also being added so that coffee pots can be filled and washed in this area.
• Emergency lighting. Exit signs with emergency light attached above all doors.
• Safety Measures: Numerous and sundry minor safety measures such as moving exposed light bulbs, replacing loose outlets, 3-way switch behind altar area, removed unused old lights and wiring from south side roof area.
• Exterior Outlets: Hotwired exterior outlets at East Door. Installed new outlet and light fixture in carport.

FIRE AND SMOKE ALARM SYSTEM

• High quality Honeywell smoke and fire detectors and fire and smoke monitoring system was designed and installed by Commercial Specialists of Southern Colorado and RESI Electric.  
• The monitoring service is provided by Criticom at a cost of $30.00 per month. The alarm signal goes to the monitoring company (Criticom) who notifies the Fire Department immediately.
• We are checking with the insurance company and hope to have an offset of these costs with lower insurance premiums.

HANDICAP ACCESS:  A ramp was installed on the small bridge on the north side of the church to afford wheelchair accessibility.

DOORS:  Crash bars installed on all exterior doors of church building, both upstairs and downstairs. Any door can now be exited without a key.

BELL TOWER:  Repair and waterproof bell tower. Colarelli installed dins glass over the louvers which should keep out water and birds yet allow light and sound.

CEILINGS and Roof:  Replaced or repainted all water damage ceiling tiles. Fixed leak in Administration Building roof; repaired ceiling.

COFFEE BAR: Will include new electrical outlets, small sink and plumbing, cabinets and storage for cups, pots, coffee supplies. Local cabinet makers and plumber are building the plumbing, storage cabinets and a surface serving area for up to 3 coffee pots.

BROKEN WINDOWS:  Replaced all cracked windows.

PARKING LOT:  Pursuant to its Use/Maintenance Agreement, the City of Woodland Park sealed most of the cracks in the Parking Lot. Re-stripping of the lots will be done by the City after the landscaping has been completed.  As noted on the other side of this page, Sitework has been delayed pending recommendations from the Discernment Process.

TREE REMOVAL:  The two bids for removal of the two trees in question were (a) $500 and (b) $700. If a removal decision is made, slash will be removed by the tree cutting company but trunks will provide firewood for Help the Needy.  Concern for loss of parking spaces unfounded. The advantage for tree removal is to cut down on ice hazard caused by the trees’ shaded areas.

DRAINAGE/LANDSCAPING WORK: Decision on scope of work on the north side of the church is postponed until later in the spring.

PROJECT COST: $96,000 approximately. These funds are not from those contributed or committed in the recent Capital Campaign. These funds were in a special Capital Project account in place in 2008.

FOOT BRIDGE TO KAVANAGH FIELD:  Added running lights to base of bridge for night walking.  Fred Mais and Colarelli Construction are also coordinating an Eagle Scout project to build handicapped ramps for this bridge later this spring.

Present: Fr. Don Dilg, Lorraine Bailey, Johnny Lopez, Vicki Rector, Dale Schnitker, and Todd Wiseman.  Guest:  Mike Murray. Absent: Terry Lutz

The meeting was called to order at 9:05 a.m. with a reading by Father Don.

Repairs and Renovations: Mike Murray gave a detailed report on the status of the interior, exterior building renovations as well as the parking lot, drainage and landscaping needs. His report is included with these minutes. Since some of the improvements added to the fire hazard reduction/safety quotient, Lorraine Bailey questioned whether a reduction in insurance premiums might be realized. Vicki Rector to follow up.

Fred Mais will prepare a Report for a Bulletin Insert showing work completed, in progress and remaining to be done, as well as a total cost for the repairs and renovations.  A Knox Box is being installed at the East door. The Fire Department will have the only key to open this box which will contain identified keys to all doors for quick, easy access. The new system requires two phone numbers: The primary is the parish center phone number; the secondary is the fax number. The monitoring service will cost $30.00 per month. Concern was voiced about a false warning if something set the alarm off by accident. This concern will be addressed at a training session for the new system is scheduled for April 13, 2010 at 2:00 p.m.

Finance Council Membership:

New Member: Carol Korzekwa was warmly welcomed as a new member to the Finance Council.

Resignation: Father Don announced that he had received a letter of resignation from Keith Waggoner as a Finance Council Member due to Keith’s move to Wray, Colorado to accept the position of CEO at a local bank.

Additional Member: An Agenda item for the next meeting will be a discussion as to whether an additional member to the Finance Council needs to be appointed at this time.

Financial Statements:

St. Peter/St. Victor: Terry Lutz, FC member for this area will review the statements on his return from an Arizona business trip. Unless he raises any objection, the statements were approved as read. Cripple Creek Historical Grant for replacement of Stained Glass Windows: Work completed but sealing is needed. 50% of grant money received; remaining 50% will be received at project completion. Father Don reported that exterior repair work is needed to the north side of St. Peter’s. Bids for repair work are in progress. A question arose as to whether this work had been previously budgeted for but no line item was found in 2009-10 budget. The leadership team at St. Peter/St. Victor will deliver their proposed budget to Vicki Rector by May 31st so their budget can be submitted in Diocese Format by 6/30/10 for approval.

Our Lady of the Woods: Statements, as well as July 2009-Martch 2010 Average Weekly Offertory Report, reviewed with the following comments, suggestions and questions:

00-1030, Current Assets, Park State Bank Operating Account: Funds in this account reflect the money we have to work with now as working capital for current projects, capital projects are not included.

00-1711, Other Assets, Work-in-Progress: Includes work being done which eventually translates into an increase in Land and Buildings Values line items.

00-3010, Offertory Income: $9,000 less than same time last year, in part due to the fact that 2010 Easter offering income will not appear until April statements.

70-6000, Charity and Social Concerns: Includes local charities, diocesan charities, Capuchin Monks Mall Ministry, Diaconate Ministers Expenses, Rosary Makers, Funeral Reception, VITA and other parish charitable activities.

00-1712, Work in Progress (2010 Renovation Expenses): Dale Schnitker requested that this sum, which represents one time expenses, would be more properly placed under 01-6000, Other Expenses-Capital Projects as its current placement improperly distorts the Net Ordinary Income bottom line.

Weekly Offertory Report: Increased August giving reflects visitor contributions, summer as well as “Snowbird” contributions (these part-time attendees have been encouraged to register with OLW and some contribute to our Capital campaign) but the figures indicate that regular giving for a congregation of our size is low in comparison to peer group churches.

Vicki Rector will provide FC members with listing of Chart of Accounts for better understanding of budget items.

2010-11 Budget Preparation: Finance Council Members were e-mailed budget review items for perusal prior to today’s meeting such as Diocesan Guidelines, a Worksheet showing projected year end 6/30/10 Income and Expenses and incorporating Diocesan mandates into Proposed Budget Column, Application for Subsidy, and Ministry Inputs.

Thoughts and Reflections for the Finance Council Budgeting Process: Father Don offered his views on offertory giving at Our Lady of the Woods over the past six years in comparison to his experience at other churches and giving records at other diocese churches. His statements were keen, reflective, and disturbing. He senses an acceptance of the premise that ours is a poor country parish; therefore, greater giving isn’t to be expected. And since greater giving isn’t expected, our congregation has to content itself with bare necessities and minimal expenditures, not look to the greater wants, needs, and participation, and most important, not buy into doing (and paying for) what is needed to accomplish God’s wishes for His people.

Are our demographics or our perception of them correct? He challenged us to get out of our rut and dream. We have to change our self image from a negative one to something more positive and do what is needed to uphold our faith. Someone interrupted with the oft heard excuse, “It’s the economy!” to which Dale replied, “Let’s not go there!” Yes, constraints may be present but our emphasis should be on accomplishing the goals of our mission statements. He stated that the Stewardship Model is difficult to achieve and what is needed at Our Lady of the Woods is a major effort that is greater and more challenging than a Capital Campaign. Instead we must communicate to our parish members their individual need for greater participation. In line with a change of perception was his statement: “Parish debt is good!” While a balanced budget is a noble objective, taking care of needs is a greater good, even if it involves debt and the correlating need to raise money to discharge the debt. These were sobering statements to Finance Council members who participated in recent budget processing in a negative expectations mode. These thoughts and statements impacted the following budget considerations and the recommendation that the proposed budget be expressed twofold: An essentials only/no frills budget column and an alternate column allowing for greater wants compensated by greater giving. This second column would require a leap from anticipated receipts to increased giving to cover for budgeted needs.

The Diocese requires us to submit a balanced budget.

Ministries Budget Requests: Proposed letter to Ministry Leaders discussed. Will be revised by Todd Wiseman and Vicki Rector to be more positive and encourage the fullness of participation of the membership of each ministry to input ideas and needs which would allow the ministry to obtain the objective of its Mission Statement. Letter will propose “dare to dream” but be reasonable. Include a bulletin item to encourage ministry members to meet with their leader and be part of the budget request and ideas to achieve the ministry mission objective. Ministry Leaders and Finance Council will meet at a budget meeting, May 18, 2010 at 7:00 p.m.

Finance Council Line Items Considerations: Needs to be considered and tasking nominees for research of options/costs:

Parish Priest:  Must follow Diocesan Guidelines.

Phone System: Our system woefully inadequate. New line needed; new equipment; options to be considered. Johnny Lopez said his “Virtual Office” phone investigation would not fit our needs.

Carillon: Manual operation only now and not used as before. Repair or replacement costs?

Faith Formation Director: Increased hours must be approved from 20 to accomplish the challenges of this position. Note: 30 hours would qualify as a full time position and benefits costs should be added to the calculation for the increased hours.

Youth Minister: Additional hours may be needed to expand the duties and accomplish the needed results.

Updated job descriptions would be a benefit to determine present and future needs of these ministries to accomplish goals and any needed adjustments to salary.

COLA:  Cost of living increases not given the past 2 years. Cost of living increases are not to be viewed as a salary increase but as a continuance of the status quo. It is a social injustice not to compensate our employees fairly.

Annual increases: COLA type increases prevalent in utilities, insurance, and other areas. Vicki Rector to research probably 2010-11 increases and include in budget projections.

WEBSITE POSTING OF MINUTES: Minutes will be e-mailed to FC Members for approval. When approved by e-mail response of members, they will be posted on our website.

After a recitation of the “Our Father”, the meeting adjourned at 11:15 a.m. NExt meeting is May 11, 2010 at 9:00 a.m.

Respectfully submitted,

Lorraine Bailey, Acting Secretary

OUR LADY OF THE WOODS FINANCE COUNCIL

Minutes of March 9, 2010 Meeting

Present: Fr. Don Dilg, Lorraine Bailey, Johnny Lopez, Dale Schnitker, Todd Wiseman

Absent: Terry Lutz, Vicki Rector, Keith Waggoner

The meeting was called to order at 9:04 a.m. with a prayer led by Johnny Lopez.

Financial Statements: Since our Business Manager was out-of-state on a family medical visit, the statements were reviewed and accepted pending clarification or additional information from her on noted items in italics. Dale Schnitker will contact Vicki; her responses will be annotated in bold italics.

St. Peter/St. Victor:  Account 003281, Historical Grant – $11,025.00. Father Don explained that this amount represents a grant by the City of Cripple Creek Historical Commission to replace one stained glass window per year. This year’s replacement has been completed but not billed/paid. One more window remains for next year replacement. Since Terry Lutz, St. Peter/St. Victor FC representative could not attend this meeting; Dale Schnitker volunteered to review the February statements and FC comments with him.

Our Lady of the Woods:   Father Don distributed a March 8, 2010 memo from Vicki Rector, Business Manager, concerning the February Financial Statements, a copy of which is attached hereto.

First Item: Donations Restricted, now called Restricted – Specific Purpose: If the expenditure for the intended purpose cannot be made by the end of the fiscal year, the amount will remain restricted but be carried forward to the following year. How is this done?

For these particular specific account subaccounts: Expenditures are disbursed from these accounts before the end of the fiscal year. Payment vouchers are posted to the restricted account from Faith Formation before their specific budget items; the same procedure for any other ministry’s restricted donation; etc. I also monitor these accounts in the spring and alert the leader whether funds still available and, if so, they need to find something to spend them on. This is also a requirement that the independent auditor looks for each year. Each ministry leader involved is aware of this requirement.

Balance Sheet Comparison:

Increased 2010 Assets due to increases in Operating Bank Balance, contributions to Capital Projects, Investments – Capital Campaign receipts invested.

Current Assets: 00-1030 for $42,465 represents the sole operating money account; the other four accounts are restricted.

Income Statement Comparison:

00-3066, Subsidy Diocese – Has this subsidy been discontinued? No, the amount in that account, $8,167 is active. We receive $1,167 a month. We will have to re-apply for this subsidy with the next budget submission to the Diocese.

00-3155, DMA Rebate from Diocese – Zero balance this year since 2010 10% rebate from Annual Diocese Appeal will be received after close of this year’s campaign.

00-3000, Restricted – Specific Purpose - Plus $13,000 this year. Donations earmarked for Funerals, Giving Tree, Specific Missions, Emergency Food Assistance, etc. Where did the increased giving come from? Donations wherein the donor designated what the donation was for on the memo portion of the check or on an enclosed note; e.g., Faith Formation, Music, etc. In the case of Faith Formation, donations are encouraged because it costs about $150/per year/per student but we only charge a “book fee” of $25.00 per student and some parents write their check for more than this amount with the entire check goes to Faith Formation. Some Haiti or Chili earthquake funds (ap. 10% remains of those designated receipts) remain in that account but they will be sent to their designated places.

70-6000, Charity & Social Concerns: $10,000 increase this year. Need Chart of Accounts information to delineate breakdown of recipients under this category. Chart of Accounts, Charity section attached to these minutes as well as Account Quick Report showing expenditures in this category from July 2009 through February 2010. Reminder: Charity is 10% of our income (less investment income and restricted donations which cannot be included in the income calculation). Also, our charity recipients are paid quarterly, not monthly.

Income and Expenses – Budget vs. Actual this fiscal year

00-5000, Personnel Expenses: Ap. $25,500 expense reduction since budget was for a Parish Director and Sacramental Minister. With Deacon Roger’s departure, expense for Sacramental Minister not needed.

Investments:

Current Assets/Checking/Savings Accounts: Funds for non-restricted investments.                        Other Assets: Investment accounts for Permanently Restricted purposes and Capital Projects Accounts:  Decision to invest in Zions Certificates of Deposits and CBIS (Christian Brothers Investment Service) stock funds reviewed.

Note: Discussion as to need for periodic review of efficacy of current investments. Also to compare potential of current investments vs. changing to different funds, etc. Todd Wiseman will research our CBIS investments with this view in mind. The FC discussed the possibility of inviting a CBIS representative to a future FC meeting.

Capital Project Funds Available:

00-1062, Capital Projects Park State Bank Account: Non-restricted funds which can be used for any needed capital projects including electrical upgrades, parking lot and other major maintenance/improvement expenses.

Other Assets/Investments: $369,754.53 – essentially building fund amount.

2010-2011 Budgeting Process: Father Don asked FC members to review the March 4, 2010 Memorandum from the Diocese which may be applicable to our TCCC budget, as well as this year’s budget and current comparisons to meeting budgetary goals. Vicki will send an update of last year’s memo to the Parish Ministries representative stating this year’s budget amount for their respective ministry and requesting needs input for the ensuing budget year.

Budget Process Time Line/Dates:

April 13:   Business Manager submits tentative non-negotiable figures in spreadsheet format. Discuss ministry leaders’ involvement.

May 11:    Actual preparation of Budget

June 8:      Finalize Budget

June 30:    Deadline for submission of budget to Diocese for approval

TCCC Special Needs Consideration:

Computer/Information Systems Needs:  Dan Rector to assess needs.

OLW Phone System: Father Don said our current system is inadequate and in need of upgrade. Johnny Lopez advised the effectiveness/low cost elements of using a Virtual Office Phone System. He will research applicability/cost for OLW.

Budget for Father Don Farewell Party: Date: Lorraine Bailey reported June 20, 2010, Father’s Day, selected/approved. Location: Our Lady of the Woods lower parking lot and Kavanagh Field for Picnic/Bar-B-Q and Family Activities. Costs: Many absorbed by ministries and participants. Other costs which may be necessary such as tent rental for weather considerations was approved as not to exceed $1,000. Lorraine Bailey was appointed Finance Council representative for party planning committee.

Length of Meetings: The FC goal has been to limit meeting time to one hour. With volume of business conducted at each meeting, this time frame appears to be unrealistic, especially during the budgeting process meetings. Meetings will continue to be scheduled second Tuesday of the month at 9:00 a.m. on a time sensitive but time needed basis. Father Don is continuing his search for an additional FC member, preferably a woman with children participating in our Faith Formation program(s). Johnny Lopez will contact Keith Waggoner as to his availability/commitment to continue as a FC member.

Discernment Process: Todd Wiseman, a Discernment Committee member also, reported there is potential interest in purchasing the church land. He said realistically a new church will not be an actuality for at least another two years. He will report developments to the Finance Council.

Church Repairs: The Diocese approved repairs recommended at the January Finance Council meeting. However, the efficacy of two categories must be considered:

Drainage Ditch: Fred Mais met with the architect and several construction contractors and the feeling is that the approved method will not work properly. Alternate suggestions are to landscape the church area and to include large gutter wraparounds. This is a project better left to the spring rather than immediate weather conditions. Also, Fred Mais and Mike Murray recommended the removal of two large trees near the building which add to the icing conditions and also present a fire spread potential to the building. Additional input needed. A bulletin insert is needed to update the congregation on this matter.

Electrical Work: Fred and Mike checked with IREA as to utility cost effectiveness of the planned work. It appears the work may be a redundant expense since it will not reduce our utility expenses. While a contract has been signed with IREA to remedy immediate safety concerns – e.g., additional dedicated circuits for the parish center, fire alarms, etc. – this situation will continued to be monitored closely.

Membership/Chairperson:

Revised meetings time and the importance of regular FC attendance were discussed.

Dale Schnitker was nominated and voted to act as the Finance Council Chairman. He graciously accepted.

The next regular Finance Meeting will be April 13, 2010 at 9:00 a.m.

The meeting was adjourned at 10:25 a.m.

Respectfully submitted,

Lorraine Bailey

Acting Secretary

Discernment Committees Proposed Options … April 2010

Options

1. Woodland Station
   1. Give up current space
   2. Move to town square
   3. New buildings, church, multi-purpose, rectory
2. Current Location ~ Sell front and move to back
   1. New buildings, church, multi-purpose, rectory
3. Current Location ~ keep front stay on same land w/new construction
   1. Keep field
   2. Sell field
4. Current Location ~ maintenance of current facility
   1. No new building
   2. Minimal renovation

Accessibility
Health
safety

1. Current Location ~ build here and on field w/connecting bridge
   1. Keep all property
   2. Build on all property

Needs

• Worship Space
  • Gathering
  • Choir
  • Clear safe aisles
  • Increased space around sanctuary
  • Accessibility
• Administration Offices
  • Meeting rooms
  • Volunteer work space
  • 5 offices
  • Accessibility

• Multi-purpose space (educational, social, outreach)
  • More and larger classrooms
  • Larger more functional kitchen
  • Library
  • Nursery/pre-school
  • Youth room
  • Accessibility
  • Storage Room
  • Restrooms
• Residence for Pastor

Options repeated with additional detail ………

OPTION A

The proposed sale of the currently-owned six-acre church property and facilities, followed by relocation to a gifted parcel of land at the Woodland Station Development site that would include a sanctuary, multipurpose space and a residence for the pastor.

List of facts gathered:

• The current 6 acre site and facilities would be sold to a tax-paying buyer.
• The Downtown Development Authority (DDA) would deed, to the Diocese, a parcel of land within Woodland Station (approximately 1 acre) between West and Park Streets which we would own free and clear.
• OLW would use the proceeds of the property sale (plus capital campaign funds) towards construction of a new church, on the public plaza, in the Woodland Station development.
• All parties/business entities within Woodland Station would be required to join a Property Owners Association, so we would have shared control of the Woodland Station Development.
• Common Area Maintenance would be incurred by the parish.
• OLW has received a Letter Of Intent for the purchase of our current 6 six acres for $2.1 million.

Unknowns:

• What would be the timing of a property sale to a new facility move–in?
• What is the probability and timing of the entire Woodland Station Development?
• Long-term costs associated with a POA and Common Area Maintenance fees.

Based on the assumptions we have made, our rough estimate for this option is $5.5 mil.

OPTION B

The proposed sale of the current church facility, rectory/administration buildings and land that front on Hwy. 24; followed by building a new facility on Kavanagh Field, that would include a sanctuary, multipurpose space and a residence for the pastor.

List of facts gathered:

• Proceeds from the sale of the frontage property (approximately 2 acres) would be used for funding the new facility.
• Moving the facilities to Kavanagh Field would provide more space for future expansion.
• Kavanagh Field is a better piece of land, from a construction perspective.

Unknowns:

• Potential revenue from the sale of the frontage property.
• The potential time involved in getting the sale completed.
• The potential time involved in building a new facility.

Based on the assumptions we have made, our rough estimate for this option is $5.5 mil.

OPTION C

The proposed remodeling and constructing of additions, including increased sanctuary and multi-use space, to the existing facility on Hwy 24 frontage, and retaining Kavanagh Field for future needs and use.

List of facts gathered:

• We currently have two buildings and adequate parking.
• Space is available for future expansion and growth.
• Property is currently debt free.
• Current church is 50 + years old and has defects and inadequate space.

Unknowns:

• Future needs (growth).
• Possible asbestos exposure problems with current facility.

Based on the assumptions we have made, our rough estimate for this option is $3.5 mil.

OPTION D

The proposed maintenance of our current facility with minimal improvements – certain expenses and upgrades are necessary (safety, health and accessibility); with this option there are no new construction plans or any sale of property proposed.

List of facts gathered:

• Current classroom space is inadequate.
• Current choir space is inadequate and interferes with procession from communion.
• Current facility not handicapped/disabled accessible.
• Upkeep of an ageing facility is very expensive.  Recent updates for health and safety needs as well as electrical upgrades have improved the facility.

Unknowns:

• Possible asbestos exposure problems with current facility.
• Future growth and expansion of ministries needs.

Based on the assumptions we have made, our rough estimate for this option is $660,000.

OPTION E

The proposed construction of a new facility on Kavanagh Field and linking it to our present facilities;  this option utilizes the entire current 6 acre parcel to include a sanctuary, multipurpose space and a residence for the pastor by building.

List of facts gathered:

• We would have room for future expansion without purchasing land in the future.
• Allows for work to proceed in stages with minimal disruption to parish activities (primarily worship activities).

Unknowns:

• Stability, growth and/or decline of national / local economies.
• Will parishioners be able and willing to finance facility growth?

Based on the assumptions we have made, our rough estimate for this option is $6.5 mil.

These are the final reports of each Discernment Committee.

This research and data gathering informed the options presented to the Parish on April 18 & 21, 2010.

After these meetings, the comments of parishioners will be added to the process for selecting one option to proceed with.

Click on each report title for full report.

10 0327 Discernment Committees Summary Report

OPTIONS Discernment Committees w flow chart

10 0327 Parish and Diocese Committee

10 0327 Parish Demographics updated numbers

10 0327 Current Location Committee report

10 0327 Current Location Comm Options Proposed

10 0327 Civic Committee

10 0327 WOODLAND STATION REPORT

ALL PARISH MEETING

As you know, our parish is in the midst of a discernment process, the results of which will affect our community for generations to come. Literally hundreds of hours have been contributed to this effort by many of our fellow parishioners; and this process is now at a very crucial juncture. That is why I am making a special appeal to you to come to the next All Parish Meeting.

On Sunday April 11, from 10:45 – 12:30, in the church, the preliminary results and proposals from our combined sub-committees will be presented to the parish as a whole. I honestly believe that the Spirit has been working through them, and now desires to work through you.

This meeting will be repeated on the following Tuesday evening, from 7:00-9:00 PM. Please do come to one of these meetings and offer the gift of your insights to our parish.

In the peace of Christ,

Fr. Don

Our Lady of the Woods Church

Parish Meetings of Saturday, January 16 & Monday, January 18, 2010 – Minutes

Present on Jan 16: Fr. Don Dilg, Ed Gaffney, Vince Colarelli, Nick Colarelli, and 51 members of parish community.

Present on Jan 18: Fr. Don Dilg, Ed Gaffney, Vince Colarelli, Nick Colarelli, and 70 members of parish community.

Meeting opened by Fr. Don with prayer and discussion on discernment.

Discernment is the focus of this meeting.

• There is a distinction between discernment and decision making:
• Discernment is seeing what is there; Decision-making is choosing what to do about what is there.
• There is a faith component to discernment.
• Discernment is enlightened by grace. The Holy Spirit is necessary in the process.
• God is revealed through human living through human experience through prayer… this is what Incarnation means. Faith and prayer brings to light the presence of God in all human experience.
• Epiphany … Manifestation or “bringing to light”. Helping see lighting the way. That is what discernment is about.
• THEN we can make genuine and informed decisions.

God is acting in this process now. Now we have a second chance to take the time we need to see what is really then in God’s plan. The results of the capital campaign may be a blatant sign from God. A number of new things have come to light. The parish discernment over the last six years is that we need to remain here … in the center of town.

However, what has also come to light is that we have not been taking good care of our current facility. Vince Colarelli, a contractor, who has been working with parish for two years now, did an extensive property condition report – looking at building code, esthetics, repair/maintenance, energy efficiency, and health and safety issues.

Fr. Don has made the executive decision to take care of the health and safety issues … major ones are parking lot, fire alarms, electrical. … and other items… list available. About 76 to 100 K will be spent on these.  Finance council and bishop have approved these expenditures.

Vince Colarelli

• Context with historical perspective
  • Extensive design exercise … seven different options … most costly – 6 to 9 mil.
  • Alternatives … renovations and additions to this building – 4 to 6 mil.
  • Another series of alternatives … renovations to this building with shell addition. The core and shell would cost one to two million.
• What condition this building is in … discovered 600K improvements needed.
• What we know now that needs repaired and renovated for health and safety. $76 thousand of “needs” to do now.
• Parking lot requires digging up and putting in drainage to allow better drainage of melted snow, which turns into extensive ice sheets covering the north parking lot.

Since then … a new vision emerged … having church become part of central plaza in middle of Woodland Station as a fabric of downtown … very public venue. It would give the church prominence, and possibly a way to do social ministry and outreach from a facility standpoint.  This is just a vision at this point. Concerns expressed about lack of progress in DDA’s plans for Woodland Station. There has been a fundamental change in the organization that is responsible for developing that property.

Other than the necessary repairs to the existing facility – which, as said above, will be done – everything else needs to be considered in the discernment process. We will not rush into a decision-making mode. We will depend on the discernment process to find the information we need.

Ed Gaffney … Director of Pastoral Ministry and Director of Mission Effectiveness of Diocese of Colorado Springs.

Nick Colarelli … Doctorate in Organization Psychology with extensive experience in religious environment and thirty years of experience in planning.

Nick Colarelli … What is the discernment process? How is it effective?

This church, built in 1955, was a decision that affects us. Did they make a good decision? Consensus is yes.

Faith component: there will be people here in 60 years. We have to believe that the decisions we make will be good for them and for the civic community the church is part. We believe that God will be present in the decision.

Any decision we make will affect the future … 50 years from now and out. What we are trying to get to is essentially that discernment is a form of decision-making that religious groups use. Long-standing decisions are at stake. We really have to give God a chance to influence those decisions.

How do we make bad decisions: not enough information … haste … my sinfulness … emotions … already married to outcome…. Money, lack of … not taking all information into account … not really thinking it through… impatience … not looking at all the options … talking and not listening … not working together… being impulsive.

The Discernment Process

• Time period … 60 to 90 days. (Stretching it out longer means the data gets ‘cold’)
• Process is to be clean and holistic.
• Give everybody an opportunity to participate.
• Transparent process.
• We are Teller County Catholic Community trying to decide what the physical structure of OLW will look like.
• What are the areas of information we need?

How do we do it?

Four phases of discernment.

1. Gather people who will collect and learn everything we can possible learn about us, our civic community, what we currently have, what others have suggested we might have. Structures, costs… We as a Catholic community have an enduring long-term responsibility to the rest of this community and to this parish. God has entrusted his mission to us… in Woodland Park. We play a big part in making the Kingdom of God happen in WP. We affect our community. How do we enable people to feel the presence of God through us?
2. These groups will gather to compare and report. Putting all the information together. They will come up with options. New options may emerge through the gathering.
3. The options will be presented to entire parish. Through all-parish meetings, parishioners will look at pros and cons, positives and negatives of all options. The entire parish will have a chance to provide feedback.
4. All information will then go back to original group who will make decisions. The decisions will be brought to the pastor for discussion and final approval… as well as to the Bishop.

The process is charged with trying to gather ALL information available. Give god many different ways to speak to us and to shape us. Focusing on our Mission throughout process.

Forming committees …. Necessary Considerations

• Indifference … members of these committees need to be indifferent to the outcome of the process.
• Ask myself … am I so married or committed to what I want… that I cannot be open to different possibilities. Is my mind made up? Then I should not be in a committee.
• There is room for everybody … at least five to six people in each group.
• Those not on committees will be valuable in third stage that evaluates and critiques all options.
• Participation is open to all parishioners in Teller County … Data will be collected from all of Teller County.

Concerns

What is going to happen when new pastor comes in July? What has happened to all the previous discernment? What about the funds available? This feels like starting over again. What is going to be different this time? What are the financial considerations? Is the Bishop involved? Past feelings are strong. Are we praying enough? Are we praying together? Are we looking for God’s will? How will we know God’s will? How about the money? Will there be training for the groups in terms of interaction and collaboration? There are too many unknowns.

ALL these issues … and more … will be addressed by the committees in the Discernment Process.

It will cost us a lot … but not in money. We need to get involved in the data gathering.

God’s will is not a trick; he does not want us to try to read his mind; many factors are involved; God is revealed in people, in information, in events, in prayer. We need to see all of that and see how it fits together. Human experience reveals the presence of God.

Specifics of the Process … Ed Gaffney

Information gathering by four subcommittees … maybe a fifth. Ed Gaffney explained each item in the handout in detail, entertaining questions and comments along the way.  Handout explains details and guidelines for the committees’ work … see handout added at end of these minutes.

Committees are:

1. Civic Community
2. Woodland Station
3. Parish and Diocese
4. Current Location
5. Prayer Group

Questions not addressed on the handout can be added… by anyone. Contacts will be provided.

PRAYER is a primary function of this process … everyone needs to commit to prayer for the future of this church … for the new pastor … for the discernment process … for those on the committees … for the needs of the parish.

Finally, we are about information gathering not advocating for a particular decision or decisions.

We will be asking people to sign up now … this shows your interest in being part of the process. There will be a meeting on January 30 for those who sign up for these committees. At this meeting, Ed and Nick will help train the committees on how to go about gathering the information needed.

COMMITTEE SIGN-UPS … now … these people will meet on Saturday, January 30, 2010 from 9:00 to 11:00 a.m.

THOSE NOT PRESENT AT THE MEETINGS ARE ENCOURAGED TO CONSIDER SUBMITTING THEIR NAMES FOR THESE COMMITTEES. Call the office at 687-9345.

(See below committee descriptions and functions)

Data Available:

• Percept (demographics)
• Parish Pastoral Plan (parish and community data)
• Current ministry, financial, and facility data (from the parish)
• Woodland Park data (Woodland Station proposal)
• Current location data (from Colarelli Construction)

Sub-Committees

1. Civic Community

1. Demographics

• • % of Catholics
  • % of other faiths
  • % un-churched

1. Trends
2. Challenges that civic community faces
3. Expectations of civic community for OL W
4. Civic community’s perceptions of OLW’s contributions to the community
5. Relationships and partnerships: current and to be developed

• • Include ecumenical, business, educational, governmental, etc.

1. What continue to be the unknown and risks about the community?
2. Other areas needing to be explored

2. Woodland Station

1. What is the vision?
2. What is being proposed?
3. What is NOT being proposed?
4. How does this affect our mission as Church? (change it, benefit it, limit it)

• • How would this affect our presence and impact in the community?
  • How would this affect our ministries?

1. What continue to be the unknowns and risks about Woodland Station?
2. What are other advantages and disadvantages of the proposal?
3. What are the costs (money and otherwise) to the parish community associated with this proposal?
4. How much capability do we have in this proposal to determine the configuration of the facility within the square?

• • Specific location
  • Size of the Church
  • Space for rectory, meeting space, classrooms, etc.

1. What questions have we not been able to answer?

3. Parish and Diocese

1. History of the parish
2. Demographics and population trends
3. Level of involvement/commitment of parishioners

• • Number registered
  • Number active
  • Number inactive
  • Number alienated

1. Attitudes of parishioners toward

• • growth
  • change
  • inclusion of others in the community

1. Financial picture
2. Current ministries
3. Strengths and weaknesses
4. Current level of engagement with the community
5. Current mission and goals of the parish
6. Relationship to the Diocese … (especially the possibility of getting new pastor involved in the parish as early as possible.)
7. Awareness of the impact of the Diocese on the parish

4. Current Location

1. What is our current vision?
2. To what extent does the current location strengthen and support our presence to the community and our ministry to the community?
3. How does it limit our presence to the community and our ministry to the community?

• • Needs for program (and other) space

1. Potential use of the current location in the future
2. What has been proposed

• • In terms of core and shell?
  • In terms of a new building?

1. What are the risks involved?

• • Core and shell
  • A new building
  • Doing nothing

1. What are the costs of:

• • Remaining on the current location with current buildings
  • Building core and shell
  • Building a new building on the same site

1. What continue to be the unknowns and risks about staying in the current location?

Our Lady of the Woods “Growing Church in the Center” Report

Since our last All-Parish meeting, a number of significant developments have taken place:

• Deacon Roger in discerning a call to bereavement ministry has resigned as Parish Director
• Fr. Don is appointed Administrator (interim pastor) until the end of June 2010
• Bishop Sheridan expressed his sincere desire to appoint a permanent pastor for Our Lady of the Woods, who would begin July 2010
• Vince Colarelli prepared an extensive “Property Condition Report” on our current structures, and continued to refine the “core and shell” proposal presented at the last meeting.
• A new vision has been introduced by a leading member of the Downtown Development Association which includes a prominent place for our church on the central plaza of Woodland Station
• Parishioners have continued faithfully to fulfill their commitments making regular contributions to our building fund  (your personal report is included in this mailing)

              All of these developments have naturally surfaced many questions. For some this has been a cause of frustration, a feeling that we “are back at square one,” or that we might need to put the process on hold.

               However, Fr. Don strongly believes that all these developments are signs that God is giving us another chance to do things right.  He believes we now have the opportunity to engage in a genuine Discernment Process involving much more input from the parish. To this end, we have been able to secure help from the Diocese.  Ed Gaffney, Director of Pastoral Services for the Diocese, has agreed to lead us through a process he has already done successfully with other parishes in the diocese. This process involves several subcommittees who will work on specific tasks for several months. What is essential to the process is that all engage in it from a stance of openness – a willingness to let go of previous personal assumptions. Ed will be with us at our All Parish meetings, to lay out this process.

               Please do plan to come to one of the two scheduled meetings. We are repeating the meeting to allow for an opportunity for the greatest number to participate.

The dates and times are: SAT. JAN.16, 9:00-11:00 A.M. or MON. JAN.18, 7:00-9:00 P.M. in the parish center.

The agenda is identical for each of these meetings:

• Opening Prayer

• Report on Health and Safety Repairs recommended ………… Fr. Don 15 min.
• Update on “Core and Shell” Proposal …………………………… Vince Colarelli, 15 min.
• Presentation of new DDA possibility …………………………….. Vince Colarelli & Fred Mais, 15 min.
• Presentation of Discernment Process …………………………… Ed Gaffney, 1 hr.

• Closing Prayer

                One parish family recently shared a New Year’s resolution with us. We want to conclude by offering it for your own prayer and reflection. “My faith and my faith community are important to me. I want to grow in, and better serve, that community. I resolve to be an active part of that community, and I shall re-dedicate myself to supporting the campaign to the best of my ability.”

 Yours in Christ,