PFAC Minutes 5/1/2025

Council Meeting: Parish Family Planning, Data Collection, and Integration

Parish Family Advisory Council Meeting – Key Points & Process Overview

1. Meeting Facilitation and Icebreaker

• The meeting opened with the "Name Game" icebreaker to build familiarity and comfort among members.

  • Three rounds: state your name, share the origin of your name, and choose an alternative name if desired.

  • Participants shared personal stories, family traditions, and preferences related to their names.

2. Establishing Team Norms

• Four team norms were set:

• Respectful and fair communication, ensuring all voices are heard.

• Active listening and openness to constructive criticism.

• Balanced participation: avoid over- or under-speaking; encourage both extroverts and introverts.

• Proactive communication: keep members informed, share minutes, and ensure meeting readiness.

• Norms will be revisited at the September meeting or earlier if needed.

3. Three-Year Parish Family Plan Overview

• The council’s work is part of a three-year plan, currently focused on "Who Are We?" (Step 2 of the Archdiocese’s process).

• Plan structure:

  • May:Demographic survey to capture a snapshot of parish families.

  • June:"What are our gifts?"—gathering input on parish strengths and ministries.

  • September:Review opportunities and challenges, using data to identify needs and future directions.

• The process is flexible, with timelines adjustable as needed.

4. Data Collection and Surveys

Demographic Survey (May)

• Purpose: Gather a current snapshot of parish families for planning and ministry development.

• One response per family; anonymity optional.

• Collection methods:

  • Paper forms at Mass, meetings, and events.

  • Electronic options: QR code, website, SurveyMonkey, or Parish Stack (where available).

  • Data entry support will be organized as needed.

• Collection period: All of May, with data collated by early June.

"What Are Our Gifts?" Survey (June)

• Purpose: Identify parish strengths, ministries, and unique gifts.

• Collection via focus groups, after-Mass sessions, and group meetings (e.g., women’s groups, Knights of Columbus).

• Main collection weekend: June 21–22, with flexibility for each parish.

Data Collation

• Data will be collated by parish and as a combined set.

• SurveyMonkey or similar tools preferred for analysis.

• Data entry volunteers will be coordinated.

5. Viability Metrics and Parish Data

• Reviewed Archdiocesan viability metrics for each parish:

  • Sacramental participation (First Communion, Confirmation, OCIA, etc.)

  • Mass attendance and church capacity

  • Maintenance costs and property status (green/yellow/red/black coding for building condition)

  • Demographic data from the US Census for parish boundaries (e.g., religious affiliation, language, ethnicity)

• Noted discrepancies and need to verify some reported numbers.

• Maintenance and property reports to be reviewed in detail at a future meeting.

6. Integration and Unification of Parishes

• The council is tasked with fostering a unified parish family beyond individual parishes.

• Representatives are encouraged to visit other parishes, share experiences, and promote cross-parish collaboration.

• Issues affecting the whole parish family (e.g., welcoming committees, ministries, major expenses) should be brought to the council for discernment.

• Emphasis on flexibility: some initiatives may remain parish-specific for now, with the goal of eventual integration.

7. Communication Plan

• Standardized bulletin and pulpit announcements drafted to inform parishioners about the process and upcoming surveys.

  • Messaging avoids implying decisions about facilities/buildings to prevent confusion or concern.

  • Emphasis on the "Partners in the Gospel" journey and the need for parishioner input.

• Announcements to be included in bulletins, at Mass, and via email blasts.

• Consideration of a combined bulletin and parish directory in the future to foster unity.

8. Meeting Logistics and Scheduling

• Next meetings scheduled for June 5 and September 4 (subject to change).

• Meetings to be held at a central location for convenience, with openness to rotating venues.

• Hybrid (in-person/Zoom/Teams) participation supported.

• Each parish to ensure representation at all Masses and events for survey distribution.

9. Implementation Details and To-Dos

• Finalize and edit the demographic survey form (including QR code and clear instructions).

• Print and distribute forms at all parishes; ensure sufficient pens/pencils and collection boxes.

• Assign point persons for each Mass/event to oversee survey distribution and collection.

• Explore and confirm digital survey platforms and data collation methods.

• Prepare and disseminate standardized communication materials.

• Plan for data entry and collation support.

• Begin planning for the "What are our gifts?" collection in June, including scheduling and facilitation.

Next Arrangements & Action Items

Demographic Survey (May)

 [ ] Finalize and edit the demographic survey form (including QR code and clear instructions). [ ] Distribute printed surveys at all Masses, meetings, and events throughout May. [ ] Ensure digital survey option is available (SurveyMonkey or equivalent) and linked via QR code/website. [ ] Assign point persons for survey distribution and collection at each parish and Mass. [ ] Organize data entry volunteers for collating paper survey responses. [ ] Ensure survey is available in Spanish and other necessary languages. [ ] Monitor and support survey participation, aiming for maximum family responses.

Data Verification and Communication

 [ ] Verify and, if necessary, correct Archdiocesan viability metrics and property data. [ ] Prepare and send standardized bulletin and pulpit announcements to all parishes. [ ] Follow up with Father Steve and other clergy to ensure pulpit announcements are made. [ ] Continue to communicate progress and next steps to all parishioners via multiple channels.

"What Are Our Gifts?" Survey (June)

 [ ] Plan and schedule "What are our gifts?" sessions for June (main weekend: June 21–22). [ ] Coordinate with group leaders (e.g., women’s groups, Knights) for additional survey sessions. [ ] Begin planning for scheduling and facilitation of these sessions.

Ongoing and Future Planning

 [ ] Explore options for a combined parish bulletin and directory for future unity efforts. [ ] Review and revisit team norms at the September meeting or earlier if needed. [ ] Confirm next meeting date, location, and facilitator (June 5, with Debbie as facilitator).