Administration

Master Planning Efforts

Press to see a Power Point Presentation held on February 13
at the "Fireside Chat" of the Master Planning Task Force

Master Planning Updates
(Bulletin June 11, 2006)

For the past two years, Ss. Faith, Hope and Charity Parish (Ss. FHC) has been experiencing new growth and development while looking to its future.

During the first year, 2004-2005, the initial strategic planning effort created a new paradigm for lay leadership and developed five commissions enabling greater participation in the activities and operations of Ss. FHC. Commission members brought to the surface a number of desires in addition to existing needs and activities of the parish. They expressed the need for additional space and alternative uses of present areas of the facility.

By the summer of 2005 the Administration/Finance Commission, aware of deferred maintenance issues and a series of spontaneous physical problems in all of the parish buildings, began to examine a best course of action. As a result, the Master Planning Task Force (MPTF) was created to further investigate the facilities and financial situation and propose a plan that would meet parishioners’ expectations for the next 10-15 years.

Numerous meetings and consultations took place including five opportunities to which the entire parish was invited to participate. Having gathered comments, ideas, opinions and suggestions, at these forums, several options for moving toward resolving the question of the parish facilities were created. Among its considerations will be modifications/additions to the campus buildings, including the need for a large parish gathering space, a redesigned educational center serving the collective needs of our school, RE, Matrix and adult educational programs as well as our many service organizations, changes to the rectory/administrative offices along with related parking issues.”

The Master Planning Task Force has scheduled a presentation to the Parish Council and Finance Council for June 20. The entities of this joint meeting will consider opportunities, challenges, options, phasing, funding, giving and other aspects of the information gathered to date. Among its considerations will be modifications/additions to the campus buildings, including the need for a large parish gathering space, a redesigned educational center serving the collective needs of our school, RE, Matrix and adult educational programs as well as our many service organizations, and changes to the rectory/administrative offices along with related parking issues.

PARISH ORGANIZATIONAL RESTRUCTURING – 2004/2005 (PHASE I)

• Fr. Tom Sweetser & Sr. Peg Bishop of the Parish Evaluation Project enlisted to facilitate reorganization.
• Commissions formed.
• Engaged archdiocesan consultant, EMG Associates, to do facility maintenance audit.

CENSUS TAKING & FACILITY PLANNING – 2005/2006 (PHASE II)

• Census Data Collected (Aug/Sept)
• Master Planning for the Facility Begins (Oct)
• Murray and Company, Inc. – consulted to assess the needs and use of facility space (Oct)
• Letter on planning from Pastor to all Parishioners (Oct)
• Additional phone calls to obtain Census information and forms (ongoing)
• Fireside Chat “Focus on Education” - 11/22/05
• Fireside Chat “Focus on the Parish” - 12/5/05
• Fireside Chat “Workshop Focus on Use of Space” - 1/21/06
• All Parish Meeting/Fireside Chat - 2/13/06
• All Parish Meeting/Fireside Chat (repeated to accommodate parishioners) - 3/15/06
• Meeting with Archdiocesan Consultant, Mary Foley - 4/28/06
• Joint MPTF, Parish Council, Finance Council Meeting scheduled for 6/20/06

Master Planning Task Force: Mary Jane Boris, Jean Cardwell, Cate Denny, Jim Denny, Marcia Desmond, Jim Dowdle, Bill Forsyth, Dave Hoffmann, Jerri Hoffmann, John Iberle, Jim King, Sue King, Joan Lavezzorio, Chris Mekus, John McEnaney, Chuck Murphy, Tom Reynolds, III, Kathy Romano, John Schornack, Peter Steger, Quinn Stepan, Sr., Bob Yohanan.

Staff: Fr. Kevin Spiess, Fr.Ken Anderson, Fr. Joseph (Nam) Dao, Gene Ferretti, Pam Coster, Mary Rehfield, Sr. Francine Hribar.

Parish Council: Chuck Murphy - Co-Chair, Kathy Romano - Co-Chair, Bev Gaabo, Jim Heider, Arlene Jerva, John Kiggins, John Schornack, Carol Sexton, Peter Steger, George Sullivan, Jr., Gene Ferretti - Staff, Fr. Kevin Spiess - Pastor.

Finance Council: John Schornack - Chairman, Chris Brennan, Tom Donahoe, Mark Harris, Janet Keller, Corinne McClintic, Chris Perry, Tom Reger, Mark Wetzel, Justin Zubrod, Gene Ferretti - Staff, Fr. Kevin Spiess - Pastor.

Questions and Answers - Master Planning - Parish Meeting - February 13
(Bulletins March 5, 2006, March 12, 2006 and March 19, 2006)

Many questions were asked during the presentation held on February 13. We thought it would be beneficial to highlight some of them in the bulletin for all those who were not in attendance.

We keep hearing references to deferred maintenance and necessary facility improvements. How do these issues factor into any Master Plan that the Parish might develop?
While any Master Plan will have to take into account the deferred maintenance issues, the latter are a concern regardless of what other decisions are eventually made as a result of the master planning process.
The Parish recently conducted a thorough analysis of its current facilities, using an outside firm recommended by the Archdiocese that specializes in such work. The results of that study not only highlighted various existing infrastructure problems the parish should immediately address (e.g., heating, ventilation and cooling issues, boiler repairs, etc.), but it also detailed the normal ongoing repair projects we will have to deal with as our facilities continue to age over the next ten years (e.g., roof repairs, tuck pointing, etc.) The estimated cost to address all the projects identified was approximately $4.3 million. Simply put, this is the cost of maintaining our parish buildings as they are without any other improvements.
Obviously, the above projects and related costs don’t include any adjustments or deletions that might occur as a result of any Master Plan proposals. Hence, once the Parish decides how it wishes to proceed, the ultimate costs associated with both the Master Plan along with the normal repair and maintenance projects will have to be factored together to determine the overall costs the parish will then need to address.

Do the goals of the FHC School work with the goals of the Religious Education Program?
Under the new commission structure, the education / formation commission is developing goals for the formation of ALL parishioners. As it relates to physical space, we know that any space changes being considered should benefit the School and Religious Education program as well as MATRIX and adult formation. One program is not being considered over and above another program. It is the lifelong faith formation that is the mission of the Parish. Whatever alternatives are proposed to serve the overall parish formation needs will incorporate flexible solutions that provide for a broad range of uses.

Is the School’s goal to increase its enrollment? If so, is that being considered in the planning process?
Yes, the school’s intent is to increase its enrollment. As part of the planning process, many aspects of the School’s structure and mission are being reviewed and effective marketing of such is being developed.

How can we reach younger parishioners?
While the young parishioner turnout at evening meetings can be low, it should not be taken as a sign of concern but as potential for increased involvement. We need to continue to emphasize to the younger parishioners that the planning DOES matter and will affect their families. It has been decided to hold a repeat presentation during the day on WEDNESDAY, MARCH 15 at 9:30 am in the school auditorium to try to reach this important segment of the parish as well as anyone else that may not have been able to attend on February 13.

Is there any vision for the property north of the convent which the parish has options for? Can we afford them?
At this point, the property is simply a unique opportunity, temporarily made available for us to consider in light of all the facility needs of the parish, both current and future. It has not been determined if the properties are necessary or affordable. This will be addressed in the development of the master plan.

In this recent presentation, there seems to be an emphasis on the physical plant and facility needs than on programs, spirituality, and becoming more of a welcoming community? Is space our most pressing problem?
The underlying commissions of outreach, worship and spiritual life, community life, education / formation and administration / finance continue to work on identifying how we will become a more effective parish community. It is in those commissions that programmatic needs of the parish are continually being reviewed and work done to outline the vision for these areas. It was the administration / finance commission that proposed the need for a long term parish master plan as one of its initial goals. The master planning process is simply trying to match the physical plant needs with the ministerial needs already outlined by these commissions.

How many families do we have in the parish? Are we growing? If we are not growing, why do we need more land or buildings?
The census project, begun last May, sent 1800 census forms of which 1041 were returned as parishioners. There are perhaps 1250 traceable contributor families to the parish. Evidence suggests the parish community includes perhaps another 150-250 families for a likely total of at least 1500 families. The parish records have been updated extensively but work still remains to accurately complete the process. As far as whether we are growing, we know that we add about 75-100 new families each year to the parish but it is unclear how many families move away from the parish as many do not regularly make contact that they have moved.
As far as the need for more land or buildings, it is the current condition and configuration of the parish facilities that appears to be inadequate in meeting the current and growing ministerial needs of the parish. Remember as well that our parish facilities were designed and built when the operations and needs of a Catholic parish community were much different than they are today and will be in the future.

Did you miss the presentation on February 13? A repeat program will be held on Wednesday, March 15 at 9:30 am in the Auditorium.

Pictures of "Fireside Chat" on February 13, 2006

A Recap of our recent Parish Master Planning Meeting - Over 130 parishioners attended the “Fireside Chat” held on February 13, 2006. Through slides, handouts and oral presentations, a review was provided of the two year strategic planning process and accomplishments. Fr. Spiess, Marcia Desmond and John Iberle provided the historical timelines and current areas of study in this master planning initiation. Finally, Rick Murray of Murray and Company, who has been assisting in this effort, spoke on the work currently being done to understand and develop options for the FHC buildings in light of the programmatic goals and hopes. A target date of May 1 to present alternatives to the entire parish has been set. A question and answer session completed the evening. Many of these questions and their responses will be presented in future bulletins. The evening ended with an almost unanimous “show of hands” in support of the direction taken thus far.
All materials may be found on our website www.faithhope.org and may also be obtained by calling the parish office (847-446-7646). At the suggestion of many in attendance, we are trying to find other dates/times to repeat this important presentation so we can reach even more parishioners as we continue to gather input. - Fr. Spiess, Pastor

As you may be aware, a special Master Planning Task Force (MPTF) was formed several months ago at the request of the Parish Administration / Finance Commission and Parish Council to assist our parish leadership in a parish-wide envisioning effort of the financial and physical needs of our parish for the next 10-15 years. The outline of our work to date includes the following:

• The MPTF took a comprehensive, behind-the-scenes tour of the parish facilities.
• The MPTF has met several times and hired a project facilitator (Murray and Company) to assist us in these efforts.
• Two special fireside chats (education and parish as a whole) were held with Murray facilitating the discussions. These guided group discussions were attended by representatives of the education area including the school, religious education, MATRIX, and adult education on November 21. The other discussion was held about each commission area including worship, community life, outreach, education / formation, and administration / finance on December 5.
• The various commissions have reviewed their needs and wants in their common leadership meetings. These results will also be part of the overall information gathering.

Parish Master Planning Efforts – Questions and Answers
(Bulletin January 15, 2006)

Q: Is there really a strategic planning effort going on in the parish? How does this differ from the efforts made by another parish group in the last 18 months?
A: Yes. The entire strategic planning effort has been performed in various phases.

• In the initial phase beginning in January 2004, a strategic planning steering committee composed of 15 parishioners was authorized by the Parish Council. This group reviewed previous studies and fireside chat conversations as well as the parish demographics in order to answer “who are we”, “how many are there of us”, and “what do we want in our parish.”. The group hired Fr. Tom Sweetser, SJ, of the Parish Evaluation Project to help us review those questions. A survey was sent to parishioners and focus group sessions were held. In order to more fully address parishioner concerns and parish issues, a new lay leadership structure was suggested by Fr. Sweetser to bring more parishioners into the process. The steering committee assisted in implementing the new structure before completely handing over the information to the newly formed commissions.
• In the second phase beginning in January 2005, a new lay leadership model was established with the full support of the pastor, parish council and parish staff. Five commissions were established with 10 people on each commission (including 1 staff person and 2 Parish Council members). These commissions meet monthly to assist in the areas of education/formation, community life, worship and spiritual life, outreach and administration/finance.
• As one of their first goals, the Administration/Finance commission requested that a master planning study of the parish
  financial and physical plant needs fo the next ten years be completed. The Parish Council concurred and the pastor endorsed the creation of a Master Planning Task Force. As a result, the third phase of strategic planning has begun. This task force, comprised of 22 parishioners, began meeting in late September 2005. It has hired Murray and Company to help facilitate the process. This company has extensive experience in not-for-profit organizations’ facility planning.

Q: How can a parishioner be involved in the process?
A: There are several ways to participate:

1. Join the discussion. Parishioners have been involved in the process from its inception nearly two years ago.
2. Continue to check the Q & A section in our bulletin.
3. Email your ideas to rrmurray@msn.com. Refer to our website, www.faithhope.org, or call the office for a copy of the bulletin to stay updated while vacationing.

No conclusions have been made to date. Various goals have been discussed among the commissions, staff and other parish groups. Murray and Company will be working to distinguish between the needs and wants that are identified as a result of these discussions.

On Monday, February 13, a Parishwide Fireside Chat will be held to allow Mr. Richard Murray to present his initial findings. We are hoping for a very strong turnout.

Stay tuned for more questions and answers about the planning process which will be presented in the bulletin every 2-3 weeks.

This process continues with review of parish programming in January. Feel free to contact any MPTF member to discuss this preliminary work.

The Master Planning Task Force is as follows: Mary Jane Boris, Jeanne Cardwell, Cate Denny, Jim Denny, Marcia Desmond, Chris Mekus, Sue King, Jim King, Joan Lavezzorio, John McEnaney, Bill Forsyth, Dave Hoffmann, Jerri Hoffmann, John Iberle, Peter Steger, Quinn Stepan, Sr., Bob Yohanan, Jim Dowdle, Chuck Murphy, Tom Reynolds III, Kathy Romano, John Schornack. Staff: Fr. Ken Anderson, Pam Coster, Fr. Nam Dao, Gene Ferretti, Sr. Francine Hribar, Fr. Kevin Spiess, Mary Rehfield.

Feel free to call with questions or concerns!
The Parish Office
847-446-7646
fax: 847-446-7630
parishoffice@faithhope.org