Parish Council Meeting January 12, 2009

Father Rolando brought a training video for all to watch. The video explained the role of the parish council within the parish. This is the first part of four training sessions that the council will watch.
After the training session Sister Margie suggested that everyone on the council should come up with a mission statement as homework for our next meeting. At that time we will discuss the ideas and come up with one mission statement for our parish.
General discussion & consideration:
Father informed the council that the parish hall committee will meet this Friday to come up with the rules for use of the hall. Their hope is to have this ready to present to the council at their next meeting.
Discussion was also held regarding the creation of a chairman for a bereavement committee and asking for volunteers to help with this ministry. The bank reconciliation, income report, & expense report were presented for review. A more detailed report will follow next month listing the various bank accounts which the parish has available.
Father Rolando informed the council that he had received a $2,000 donation. The donation is to be applied toward replacing the altar flooring with wood. A discussion was held about this project and whether there were other projects that needed our attention first. Sister Margie brought up the amount of leaking that was going on at the church every time there is a good rain. The council discussed contacting Charles Terry Company to look at the roof and tell us what needed to be done and provide an estimate. Also discussed was the grotto at the front of the church. Everyone present agreed that we want to clean it up and get the lighting back on the grotto. It is a real feature of our church and we want to highlight it for the community.
The council would like to prepare a list of all the projects that need to be undertaken. A plan of action to address the most pressing needs whether they are repairs or new projects will be prepared.
The next parish council meeting will be on Monday, February 2, 2009 at 6:00p.m.
The meeting was adjourned at 8:00 p.m. Sister Margie led the closing prayer.

New Parish Council Celebration

Tonight the new Parish Council got together with the previous parish council to celebrate the election of new members and also, in a spirit of Christmas, to open our hearts to Jesus who comes to enlighten us. Our meeting started in the library and then we moved to Alice's Cafe where we had a nice meal. God bless you all.

Parish Council Meeting

Members present: Father Rolando, Genevieve Bassham, Linda Gutierrez, Roy Cataño, Tina Lujan, Teresa Juarez, and Victoria Sanchez
Opening prayer was led by Father Rolando Minutes of July 22, 2008 Tina Lujan moved and Teresa Juarez seconded the motion to approve the minutes as presented. The motion carried unanimously.
Financial Report Linda Gutierrez presented the financial reports for the months of April, May, June and July. The financial report for the month of June represents the final report for the 2007-2008 parish fiscal-year. July 1st marks the beginning of the new fiscal year.
Mrs. Gutierrez reported that the cathedraticum assessment percentage increased from 11% to 13.5%. This went into effect on July 1st. Also, the parish will no longer be responsible for paying the retirement contribution as the Diocese of El Paso will cover the cost. The property insurance premium decreased from $620.00 to $600.00.
Genevieve Bassham moved and Roy Cataño seconded the motion to approve the financial reports for the months of April, May, June and July as presented. The motion carried unanimously.
Establishment of Marfa Youth for Christ Account Vickie Sanchez requested approval to establish a Marfa Youth for Christ checking account to record and deposit all funds raised for the youth program and pay for travel and other program costs. Father Rolando and Linda Gutierrez recommended that the checking account be a separate account so as to not mingle funds with other parish activities. The checking account will be established at the Marfa National Bank. The account will be listed under St. Mary’s Parish – Marfa Youth for Christ. Checks issued will require two signatures, and a monthly report will be provided. Genevieve Bassham moved and Teresa Juarez seconded the motion to approve the establishment of the St. Mary’s Parish – Marfa Youth for Christ checking account as requested. The motion carried unanimously.
Update on Facility Projects Church Doors – Roger Garcia has completed one door and is currently working on the second door. Parish Hall Air Conditioning – Roy Cataño and Vickie Sanchez both reported that the a/c units worked well when they used the hall on two separate occasions. Confessional Door – Father reported that the stained glass door is still in the production process. Father recently received a proof on the design, that he signed and returned. The door will be delivered from San Antonio to Marfa when it is complete. It was agreed that the supplies for a new sign to be placed at the front of the church is not a priority at this time. This will be addressed at another time.
General Discussion and Consideration
Parish Bazaar – Father reported that the parish bazaar will be held October 2009. This will provide the parish plenty of time to designate a coordinator and properly plan for the event. Once a coordinator is named, a committee may be established to help with the planning. Roy Cataño offered his help in setting up the booths, and Genevieve Bassham and Teresa Juarez also offered their assistance in preparing for the bazaar. Sister Margie purchased four tents for prior bazaars that may be used as well.
An announcement will be place in the bulletin that the parish is looking for a coordinator for the event.
Youth for Christ Program – Father reported that the Youth for Christ program has requested the use of the parish hall to meet each Sunday. The youth group will look for an alternate meeting place when the hall is being used for fundraisers or other events. It was agreed that the Youth for Christ Program may meet at the parish hall.
A site on the Internet will be developed under the Marfa Youth for Christ program. The site will be used as a means of communication for the program and to reach other teens in the hope of encouraging them to join. Written permission from the parents will be on file before pictures of the youth are posted and the site will be reviewed by Father Rolando.
A healing service will be held on Thursday, September 11th. A special presentation has been prepared by Father Rolando. Procedures were discussed in electing the next four council members. Four members are to be elected by the congregation and four will be appointed by Father Rolando. A call for nominations will take place this Sunday. The eight parishioners with the most nominations will be placed on the ballot. On election day, the congregation will vote for four of the eight nominees. The four nominees with the most votes will serve as members of the parish council for the next two years as will the four members appointed by Father Rolando.
The next meeting will be held on Tuesday, September 30 at which the both the current and new parish council will attend.
Genevieve Bassham moved and Teresa Juarez seconded the motion to adjourn. The meeting adjourned at 6:42 pm.

Minutes of Meeting for April 29, 2008

Members present: Father Rolando, Rito Rivera, Tina Lujan, Genevieve Bassham, Linda Gutierrez, and Teresa Juarez

I. Opening prayer was led by Father Rolando

II. Letter of Commendation to the Parish CouncilFather Rolando read the letter of commendation from John Stowe to the Parish Council in reference to the recommendations suggested from the 2006-2007 Audit Report. The letter was favorable and expressed Mr. Stowe’s appreciation of the Parish for it’s attentiveness to the recommendations.

III. Minutes of February 11, 2008Genevieve Bassham moved and Teresa Juarez seconded the motion to approve the minutes as presented. The motion carried unanimously.

IV. Financial ReportLinda Gutierrez presented the financial report to the Council members. She indicated that a check for $10,000 had been received for reimbursement for the repairs for the Confessional. This deposit was not yet accounted for on this financial report, so that will help the account balance.

Linda Gutierrez reported that with three projects going on at the same time (Confessional, Church re-wiring and the apartment repairs) the account was depleted. The financial report shows an ending balance of $(6,503.17). Her recommendation on future projects is to ensure that we the funds in hand before we start the project. Weekly collections cover only salary, utilities and small expenditures that come up, there is not any surplus money that can be used for repairs or projects.

President Rivera discussed the financial report more in depth and asked questions about the expenses and income.

Linda Gutierrez reported that the Insurance was high in March 2008 ($1860.00) because the address was wrong on the invoice and the church was not receiving the invoices, therefore this amount was for three months.

President Rivera advised that the Council accepts the report and acknowledge that the Council was advised in the minutes.

V. Progress 2008 Update

This item was postponed until the next meeting.
President Rivera made a suggestion that we (the Parish) could have made a better effort to reach one of the goals of Progress 2008 and be eligible to receive one of the monetary awards for the church.

President Rivera asked Father Rolando if new families in the community that attend Church come in and register in the Parish. Father Rolando responded that he has not been approached.

VI. Facility Projects

a) Confessional – The Confessional is complete, the door is being manufactured. It has already been paid for.

Teresa Juarez expressed that the Confessional looks beautiful.

Father Rolando clarified that he would like “live” plants for the Confessional and that he would like to expand that idea to include plants on the altar.

b) Tree Removal – Father Rolando expressed that the tree has to go. President Rivera indicated that he would work on getting help for this project.

c) Parish Hall - President Rivera indicated that before the air conditioners are put to use for the summer months, that they need to be cleaned out and the water turned on to check for leaks. He’ll also have to check the pads.

d) Church Floor – Father Rolando mentioned that he would like to extend the tile floor from the Confessional to the entrance/hall of the church. He mentioned that Joe Uranga (person that laid the tile in the Confessional) suggested that we wait for nicer weather to install the tile in the hallway. The tile adheres better to the floor if the temperature is not cold like it was during the winter.

Father Rolando also mentioned that his thoughts for a future project would be to strip the rug off of the altar because he heard that there were wood floors under the rug that maybe could be repaired and made to look nice.

Linda Gutierrez reported that we have approximately $30,000 or less in the building fund and that the fund should not be depleted as we need money for contingency expenditures for emergency problems with plumbing, roof leaks, etc.

Father Rolando mentioned that we could institute a second collection once a month for the building fund.

Teresa Juarez mentioned that her brother-in-law owns a business that specializes in wood flooring and that maybe he would charge a minimal amount if we could get some volunteers to help with the project.

President Rivera suggested that we initiate the second collection.

e) Other - Father Rolando mentioned that the sign in front of the church needs to be re-done so that it is more noticeable.

Teresa Juarez suggested placing an add in the newspaper calling on artists in the community that may be interested in donating their time and skills to design and build the sign.

VII. General Discussion and Consideration

Agenda items for the next meeting: Fundraisers, Marfa Lights Festival and 2nd Collection.
There was a general discussion about having a Fall Festival around September 16, 2008 as a fundraiser for the church and involving other organization leaders in the discussion.
The next meeting will be held on Tuesday, May 27, 2008

VIII. Teresa Juarez moved and Genevieve Bassham seconded the motion to adjourn. The meeting adjourned at 7:40 p.m.

Parish Council Minutes for February 11, 2008

Members present: Father Rolando, Rito Rivera, Dan Dunlap, Tina Lujan, Roy Cataño, Genevieve Bassham, Linda Gutierrez, Teresa Juarez, and Vickie Sanchez

Opening prayer was led by Father Rolando

2006-2007 Audit Report and Recommendations

Father Rolando presented the Report of Review conducted by the Diocese of El Paso. Observations and suggestions were reviewed and discussed with the Parish Council as noted below.

Revenues and Collections

Observation #1 – The count sheets that support the collection and counting process are not signed by all participants. Suggestion: The parish’s count sheets should include the signatures of all those involved in the count process so that it is clear that the count team members are acknowledging the amounts collected.

Council Response: All members involved in the count process will sign the count sheets.

Observation #2 – The counts and subsequent deposits are made on the Tuesday following the Sunday collections. Suggestion: Every effort should be made to have the monies from the Sunday collections counted and deposited on the following Monday.

Council Response: The parish office is closed on Mondays. Collections are maintained in a secured location and deposits are made on the first business day of the week (Tuesday) for the parish.

Observation #3 – In response to an inquiry it was noted that a husband and wife may be on one of the count teams together. Suggestion: Every effort should be made to have the teams make up be unrelated individuals.

Council Response: The number and make of volunteers as well as work schedules make it difficult to ensure that all count teams are unrelated. However, the third person on the count team is an unrelated individual.

Observation #4 – In discussing the procedures regarding the securing of collections during the Sunday mass schedule it appears that the safe, where the monies are kept until the count is made, is not locked between masses. Suggestion: The collection procedures should be reviewed to determine if the safe can be locked between masses. Many safes can be modified to allow someone to insert a money bag down a chute or opening without opening the safe itself. Then, when the count team is ready to count, the safe can be opened.

Council Response: The collection will be placed in a money bag and inserted down the chute in the parish’s lock box.

Fund Raising

Observation #1 – The parish needs to be aware of the reporting requirements of the Internal Revenue Service and certain prohibitions of the Charitable Raffle Enabling Act if it is going to use this method of fund raising. Suggestion: The use of a raffle for fund raising brings into consideration certain responsibilities to the parish in terms of reporting the winnings and withholding taxes associated with these winnings, even when the prize is not in the form of money (which is not allowed). A prize that has a fair market value in excess of $600 may require reporting using Internal Revenue Service (IRS) form W-2G. A prize in excess of $5,000 may require that a form W-2G be filed and that withholding taxes be paid calculated at 25% of the value of the prize. The parish should review its raffle procedures and ensure that it is in compliance with the Charitable Raffle Enabling Act for the State of Texas and the reporting requirements of the IRS.

Council Response: The parish does not rely solely on raffles for fund raising purposes. Raffles are held at a minimum during the year and do not award prizes that are in excess of $600.

Sacramental Offerings

Observation #1 – The parish does not have a schedule of sacramental offerings. Suggestion: Appendix F – Stole Fee Form Schedule that is included in the Manual of Policies and Procedures of Parish Finances of the Roman Catholic Diocese of El Paso should be filed and approved by the Chancery.

Council Response: The schedule of sacramental offerings is in line with the Stole Fee Form Schedule that is included in the Manual of Policies and Procedures of Parish Finances of the Roman Catholic diocese of El Paso. The fee schedule will be posted in the rectory and a copy mailed to the Chancery.

Expenditures

Observation #1 – Of the seven disbursement items tested, one was not supported by an invoice. Suggestion: It is important in maintaining controls that each disbursement be supported by adequate documentary evidence. Although, the files for invoices were well organized it is also important to ensure that files are also complete. Council Response: An invoice will be secured for all disbursements.

Finance Committee

Observation #1 – The Parish Advisory Council meets on a regular basis, keeps excellent minutes and appears very well organized. The minutes mentioned on September 11, 2006 that Mrs. Gutierrez was asked to provide a quarterly financial report; however, there was no subsequent mention of this report and whether or not it was discussed by the Advisory Council. Suggestion: The Parish Advisory Council should include as one of its regular agenda items a review of the most recently available financial statements.

Council Response: The financial report will be added as an agenda item for regular parish council meetings.

Reporting

Observation #1 – The parish has not published an Annual financial Report in the parish. The Parish does include collection information in its bulletin and on its website. Suggestion: The Manual of Policies and Procedures of Parish Finances of the Roman Catholic Diocese of El Paso indicates that an Annual Financial Report of the parish be prepared by the finance council and should be submitted to the finance office. A copy, in summary form, should be published in the parish bulletin.

Council Response: A summary report of finances will be published in the parish bulletin as required.

Bank Reconciliation

Observation #1 – The bank appears to be reconciled on a regular basis but it is not formally reviewed by anyone besides the preparer. Suggestion: The bank reconciliation should be revised by the pastor or a member of the Parish Advisory Council that is familiar with financial matters.

Council Response: The bank reconciliation will be reviewed by the Parish Administrator.

Miscellaneous:

Observation #1 – The parish participated in the ten of the special collections under the period of review. The parish submitted its records through August of 2007 in order to charge the Diocesan Assessment. The parish has no outstanding debt to the Diocese. The parish’s participation in the Progress Campaign did reach a sufficient amount to share in the contribution for 2005 but not for 2006.

The council is pleased that there is no outstanding debt to the Diocese. A collaborative effort by all will be made to communicate to the parishioners the importance of Progress 2008 and services provided with the funding.

Linda Gutierrez provided the council with a copy of the financial report for review. All agreed on the format presented. A current report will be presented at each regular council meeting.

Father Roland will provide a written response to the Diocese of El Paso conveying St. Mary’s Parish’s response to the review.

Minutes of December 11, 2007

Tina Lujan moved and Genevieve Bassham seconded the motion to approve the minutes as presented. The motion carried unanimously.

Progress 2008 President Rivera reported that he received a manual and DVD that outlines Progress 2008. He stressed the importance of encouraging parishioners to participate.

New incentives are offered as follows:

1) $10,000 will be awarded to the parish with the highest percentage of the goal collected;
2) $5,000 will be awarded to the most improved parish;
3) $5,000 will be awarded to the parish with the highest percentage of registered families; and
4) $5,000 will be awarded to the parish that reaches its goal first.

Father Rolando stated that the Progress 2008 information is also available on the parish website and a presentation will be made at church after his return. Gloria Garcia is currently working on Progress 2008 and will keep up with the schedules and events.

Facility Project Update Church Re-Wiring Project

The project has been completed and a letter will be submitted to the Diocese for the final payment.

Confessional Room – Plaster –

The plastering has been completed and ceramic tile has been purchased. The tile will be installed when the weather is warmer. Ceramic tile will also be installed in the foyer.

To avoid additional damages to the church walls, Father requested that the tall cypress tree located at the front of the church be removed. If the tree is not removed, the roots will continue to grow into the adobe walls, damaging the walls and plaster. Council members Roy Cataño, Dan Dunlap and Rito Rivera offered their services in the removal of the tree.

Parish Hall – Water Leak and Heaters –

President Rivera reported that the air conditioner pipes froze, causing the water leaks. To prevent breakage due to frozen pipes, the water must be turned off for winter. President Rivera informed the council that he unfroze the pipes located above the bathroom, spliced them and repaired them. The pipes located above the kitchen will need to be repaired when the weather warms up.

Classroom A/C Unit – Woodwork -

President Rivera reported that he has painted all of the woodwork located on the outside of the building. Tina Lujan will provide President Rivera with access to the inside of the classrooms so that he may paint the woodwork inside the classrooms.

General Discussion & Consideration-

President Rivera extended his appreciated to Tina Lujan for her work with the youth and the upcoming youth rally.

Father Rolando reported that Tepeyac secured through a grant, distance learning equipment that includes a projector and screen. The equipment is to be used by the surrounding parishes for meetings, training and courses offered through distance learning. The equipment was originally sent to a parish in Pecos but had not been used. It was offered to St. Mary’s Parish and accepted by Father Rolando. The equipment is currently at our parish library. The equipment will be set-up and a conference table secured for distance learning meetings, conferences and/or training.

Father Rolando reported that Veronica Campbell will be assisting Linda Gutierrez with her duties involving parish finances. This will provide Mrs. Gutierrez with additional time to care for her mother.

The next meeting will be held on Tuesday, March 25th.

Genevieve Bassham moved and Roy Cataño seconded the motion to adjourn. The meeting adjourned at 7:26 p.m.

Minutes of meeting for December 11, 2007

Members present: Rito Rivera, Tina Lujan, Roy Cataño, Genevieve Bassham, Linda Gutierrez, Teresa Juarez, and Vickie Sanchez

Opening prayer was led by Tina Lujan.

Discussion and/or Change to Designated Meeting Date
Genevieve Bassham moved and Teresa Juarez seconded the motion that the council meeting be held on the 4th Tuesday of the month as approved at the previous meeting. The motion carried unanimously.

Council Job Description and By-Laws Addendum
Teresa Juarez moved and Genevieve Bassham seconded the motion to change the council job description and by-laws to reflect the new council meeting date (4th Tuesday of the month). The motion carried unanimously.

Facility Project Update
Update on Church Re-Wiring Project and Light Fixtures – Tabled until the next meeting.

Update on Plaster Project for Outside Wall and Confessional – It was reported that the repairs on the walls sustained the melted snow. They are moving forward with the plastering.

Paint for Indoor Church Walls – Teresa Juarez reported that Father Mike mentioned that the left over paint was placed in the room located on the left hand side of the altar. The painting of the indoor church walls was not completed due to the lack of volunteers. The council agreed that as soon as it is determined how much paint is left a call for volunteers will be made to finish painting the church.

Minutes of July 31, 2007
Genevieve Bassham moved and Teresa Juarez seconded the motion to approve the minutes as presented. The motion carried unanimously

General Discussion & Consideration

It was requested that the roof on the parish hall kitchen be addressed at the next council meeting. Additional projects to be addressed in the future include the replacement of the woodwork around the window sills, as well as repairs and relocation of the outdoor sign.

The Knights of Columbus have resolved all issues with the zoning board regarding the location of the portable building purchased. The Knights provided written documentation that the Diocese of El Paso authorized the placement of the building. The utilities have been connected and they are just waiting on the contractor to level the building.

The heating units in the classrooms are working well. The trim around the units still needs to be painted.

The Queen of Hearts fundraiser will not be held by the Catholic Daughters of America (CDA) this year. The Queen of Hearts was the largest fundraiser for CDA and concerns regarding raising enough funds to meet their obligations were discussed. The CDA not only assists our parish with funds for different projects, they also contribute to different ministries. The association will hold fundraisers during the month of January.

The sprinkler system donated by the Knights of Columbus has been turned off for the winter. Lionel Salgado received training on how to set the timer on the sprinkler. He also has the key to the control box. Mr. Catano reported that Robert Silva stated that they did take into consideration the possibility of the sprinkler system wetting the church walls and believes that this should not be an issue.

The first set of altar decorations (banners, altar cloth, etc.) ordered by Father Rolando and purchased by generous donors has arrived. Council members expressed their appreciation to Father and the donors. Additional sets will be purchased in the near future for the various liturgical celebrations. Additional funds will need to be raised to cover the cost of the additional sets.

It was requested that the council find ways to promote Progress in January. Banners will be made as well as information distributed.

The first payment towards the electrical work at the church will be made shortly. A portion of the payment will be made locally and additional funds will be requested from the Diocese to withdraw funds from the parish building fund. The estimated cost for the completion of the electrical work is approximately $24,000.

The closing prayer was led by Genevieve Bassham.

Genevieve Bassham moved and Tina Lujan seconded the motion to adjourn. The meeting adjourned at 6:55 p.m.

Parish Council Minutes

Members present: Father Rolando, Rito Rivera, Tina Lujan, Roy Cataño, Genevieve Bassham, Linda Gutierrez, Teresa Juarez, and Vickie Sanchez.
I. Opening prayer was led by Father Rolando

II. Discussion and/or Change to Designated Meeting DateGenevieve Bassham moved and Teresa Juarez seconded the motion to move the council meeting to the 4th Tuesday of the month. The motion carried unanimously.

III. Minutes of July 31, 2007Genevieve Bassham moved and Roy Catano seconded the motion to approve the minutes as presented. The motion carried 7-0.

IV. Facility Project Update

a) Update on Church Re-Wiring Project and Light Fixtures – Father Rolando reported that the project is currently underway. He has requested that the project include special lighting for the altar, a spotlight for the Blessed Sacrament, lighting on the saints, and extra lighting for the choir loft. The new light fixtures that were to replace the chandeliers will not be purchased at this time. The broken fixtures will be repaired and burned light bulbs will be replaced. Once the project is completed, Roy Cataño will review the wiring and take pictures of the completed project.

Father informed the council that the Catholic Daughters gave him the $6,000.00 check that is to be used towards the re-wiring of the church.

b) Update on Electrical Wiring for the Heating-A/C Units in Classrooms – The project has been completed and all that is needed is to paint the wood around the units.

c) Update on Plaster Project for Outside Wall and Confessional – Father Rolando provided the council with an update on the previous two meetings held with Joe Uranga, with El Capitán Construction. Father reported that the project proposed is a very large project and that there are not enough funds to cover the project. Major repairs will need to be addressed in the future with the hopes of securing a grant or other means to cover the cost for the project. At the present time, leaks must be filled, and repairs and maintenance will continue to take place in the confessional. The cypress tree will need to be cut down so as to avoid further damage to the walls. The cost and installation of the louvers will be researched.

Mr. Uranga will continue to work on the walls. He is currently being paid by the hour and has also donated some of his personal time to the project.

V. New Facility Projects or Concerns

a) The parish hall kitchen floods when it rains. It is possible that the rain is entering through the roof vents or other leaks in the roof. When it rains, the water runs from the pitched roof unto the flat roof. A gutter may be installed to redirect the water to run off of the roof. It was also suggested that a roofer be contacted to look at the church.

b) Father requested that the sprinkler be adjusted so that the water is not spraying unto or near the church walls. Roy Catano agreed to visit with Robert Silva, installer, so that he may teach him how to adjust the sprinklers and the timer.

c) President Rivera inquired on the painting of the inside walls of the church. The project was never completed. It was agreed that the project will be revisited once the electrical work is completed. Teresa Juarez will contact Father Mike regarding the paint that was donated for the project.

d) Father reported on the need for decorations for the liturgical seasons. A parishioner has offered to donate an altar cloth for Advent. Additional items needed to complete the set would be two banners and stands to be located against each wall near the altar. A banner for the amble will be needed as well. Estimated cost for the entire set is $1800.00. A complete set for each liturgical season is needed. A list of items needed and cost will be posted and donations will be accepted

e) An update on e-Bulletin and the number of visitors was provided. The last count consisted of 1,970 visitors with an average of 7 visitors per day.

f) Genevieve Bassham requested assistance in encouraging girls aged 14 and older to run for Queen of Hearts. The winner is awarded with a $100.00 scholarship. The Queen of Hearts is a major fund raiser for the Catholic Daughters of America. The Catholic Daughters have assisted with funding for various church needs.

g) Vickie Sanchez reported on the condition of the window sills and the stained glass windows. The woodwork is cracked and in need of repairs.

h) Father included that the sign located at the front of the church needs to moved or redone. Tina Lujan discussed spiritual messages on bulletin boards. Father added that the council could look at hanging spiritual banners from the bell posts located at the front of the church.

i) An audit requested by the Diocese will be conducted on November 5th. A financial report will be provided to the council and its parishioners.

The Knights of Columbus purchased a portable building and were originally told by the zoning board that the building would need to be set 4 ½ feet from the fence. The Knights were recently informed that it would actually have to be set 30 feet from the fence instead of 4 ½ feet. The inconsistencies in the information from the zoning board have caused a delay in the setting of the building and use by the Knights of Columbus. The other buildings on the church grounds are all approximately 4 feet from the fence. If the portable building is set 30 feet from the fence, it would not only be an eyesore, but would also cut into the parking and use of the parish grounds. Council members voiced their support and several members will attend the meeting for support in the hopes of coming into an agreement with the zoning board.

VI. General discussion and consideration

Father Rolando mentioned that he felt that the meeting was successful and much had been accomplished. He expressed his appreciation and stated that the council was moving forward and in the right direction.

VII. Genevieve Bassham moved and Teresa Juarez seconded the motion to adjourn. The meeting adjourned at 7:29 p.m.

Parish Council: Facilities Presentation Update

Here you can see the difference between a wet wall and a dry wall after a rain. Repairs are on the way to correct the water infiltration.

Parish Council Members present: Father Fonseca, Teresa Juarez, President Rito Rivera, and Vickie Sanchez. Council meeting was not held due to lack of a quorum. A facilities presentation was held with those present.

Plaster Project : Confessional, Church Tower and Outside Wall:

Joe Uranga with El Capitàn Construction provided an update on the repairs being made to the church tower walls and confessional. He is currently working on the walls and placing the finish on a couple of the walls. One will be left undone to determine whether the repairs are working. Mr. Uranga reported that there is an area where the water runs off the roof falling against the wall to the fleshing and into a hole in the wall. The hole had been filled at one time with gobs of caulking. The water is going around the caulking and into the wall. He placed a coffee can in that area to see how much erosion was taking place when it rained. Within two hours of rain, three quarters of the coffee can had filled with erosion. The holes that were located have been filled with cool seal. Before, covering the area, Mr. Uranga would like to wait for it to rain so that he may see if the cool seal will work.

The plaster on the walls in the confessional is being removed and the adobe is being dried. The west wall of the confessional appears to be to wall with the most damage. Roots from the cypress tree are growing within the adobe. The roots will damage the walls. It was recommended that the cypress tree be cut down and that the parish consider the possibility of changing to desert landscaping.

Mr. Uranga reported that he found a sealed drain in the middle of tower. The drain indicates that in the past, the water was being channeled out of the tower. He also mentioned that cement plaster from the outside walls would need to be removed since this form of plaster creates a barrier and “sweats” creating moisture, erosion and cracked walls. It is possible that certain areas requiring removal of the cement plaster might result in the removal of some of the adobes.

The name and contact information for David Tennant, architect was provided. Mr. Tennant and his wife, Barbara, have a home in Marfa and will be in Marfa during the Thanksgiving holidays. They are willing to donate their time and develop architectural plans for the repairs. This would give the council a starting point in determining techniques and a game plan. Bonding and safety rules and techniques and city ordinances were mentioned. It was estimated that the major repairs could cost approximately $125,000.00 or more depending on what takes place.

Natural plasters were discussed as well as the dimensions of the tower and how much would need to be purchased for the repairs. Mr. Uranga stated that Rich Gill, a resident of Marfa, could be contacted and asked to look at the tower and provide the council with the dimensions. As for the inside walls in the confessional, Mr. Uranga stated that he would like to use a marble dust finish. The color would be a bright white and would “glow” from the marble dust creating warmth and color.

An update of the discussion held at this meeting will be provided to the parish council at the next meeting. Council members will be asked to meet on Tuesday, October 30th, at 6:00 p.m.

Parish Council: Facilities Presentation

Parish Council Members present: Father Fonseca, Dan Dunlap, and Vickie Sanchez. Council meeting was not held due to lack of a quorum. A facilities presentation was held with those present.

Plaster Project for Outside Wall and ConfessionalJoe Uranga with El Capitàn Construction provided photos on the condition of the adobe walls around the church bell tower, the confessional, and the outside wall. The pictures provided showed the obvious water damage and corrosion, as well as numerous cracks on the walls. The corrosion is evident by the clay particles seeping through the walls. The adobe is wet and the clay/sand is crumbling off of the adobe. The crumbling clay is accumulating on the bound beams.

The possibility of the walls collapsing if repairs are not made was discussed. Options mentioned were demolition/deconstruction on certain sections of the walls, as well as the need to dry and seal the plaster. It was recommended that lime plaster be used. Lime plaster allows adobe to breathe. Several sections of the walls have had minor repairs in the past so some of the walls might contain mesh and others just adobe and plaster.

A portion of the water is entering through the open area where the church bell section is located. It is also seeping in through the gap surrounding a stained glass window that was not completely installed. The installation of louvers covering the church bell area could decrease the amount of rain entering the bell tower as well as provide for a clear sound. If installed, it is recommended that a cleat be created so that the louver be set against it and screwed on like a door jam. The gap around the stained glass window should also be sealed. After a brief discussion, it was agreed that it would be best if the repairs were made from the tower area where the rain is coming down and work down to the confessional. Mr. Uranga stated that the height of the walls would require the use of a harness for safety purposes. The high cost of renting scaffolds, articulating ladders and lifts was discussed. There are several areas around the bell tower that will be difficult to reach and would need to be looked at.

After reviewing the damage and repairs to be made, it was evident that the project would be a large and costly project. It was agreed that the need for repairs to the confessional is priority and should be addressed as soon as possible. Mr. Dunlap inquired on the feasibility of sealing the leaks in the tower that are causing the water leaks to seep down to the confessional walls, inserting cool seals and begin working on the confessional. Mr. Uranga stated that this would be a temporary fix but would allow us to begin working on the confessional. This would require removing the old plaster from the confessional, drying the adobe and applying the cool seal. The parish would furnish the materials needed and pay Mr. Uranga an hourly wage for the repairs. Once the repairs are made, the outside walls would need to be addressed.

Mr. Uranga recommended that the council visit with Joe Tibbetts regarding adobe structures and repairs. Mr. Tibbetts is an adobe instructor and has many years of experience in the building, demolition and restructuring of adobe walls. If possible, a meeting with Mr. Tibbitts might be coincided with a council meeting. The parish would be responsible for travel costs and a possible fee.

Mr. Uranga was asked to purchase for the project, the cool-seal for the walls so that he may begin working on sealing the bell towers from the inside and working on the confessional walls.

Church Re-Wiring Project

Father stated that he was going to check to see if the signed quote had been faxed to the contractor that was selected to re-wire the church.
Electrical Wiring for the Heating A/C Units in the Classroom
Jesus Saenz completed the project in both the classrooms and the library. The cost was $80.00 for the library unit and $300.00 for the classrooms. The units were installed through the walls. The walls will need to be painted.

New Facility Projects or Concerns

The leak in the sacristy will need to be looked at before the re-wiring project begins. It was also mentioned that there is a possible leak in the kitchen area of the parish hall. This has not been confirmed but had been mentioned by a parishioner.

Discussion and/or Change to Designated Meeting Date

Several meeting dates were discussed. A preliminary designated meeting day of the first Wednesday of the month will be discussed at the next council meeting to be held.