PFAC Minutes 6/5/2025

06-05 Consultation Meeting: Parish Demographic Surveys, Community Engagement, and Communication Strategies

Date & Time: 2025-06-05 18:41:35Location: [Insert Location]Attendees: [Insert Names]

Background

This consultation meeting focused on the administration and engagement strategies of three Catholic parishes. Key topics included collecting and verifying demographic feedback (especially from the Hispanic community), summarizing and communicating survey results, managing a new grant-funded business administrator position, updating and sharing building condition data, ensuring inclusivity and representation, and planning parish events. The group discussed best practices for transparency, data privacy, and effective communication with parishioners, as well as timelines for upcoming surveys and reporting requirements to the archdiocese. Action items were assigned to ensure progress on data collection, analysis, communication, and event planning.

Q&A

1. How to collect and verify feedback from the Hispanic community.

• Feedback from the Hispanic community has been received, but further verification is needed as more feedback may be forthcoming.

2. How to convey and summarize the results of the parish demographic surveys, given the large amount of information collected.

• There is a significant amount of information in the survey reports, making it challenging to summarize for parishioners.

• Some patterns in age distribution were observed, such as one parish having roughly a third of each age group, but these patterns are not always visually apparent in the data.

• The reports are not yet complete as data is still being entered, so analysis is pending.

• There is uncertainty about how to define parish population (registered families vs. actual attendees).

• Participation rates vary, with St. Aloysius reporting about two-thirds response rate.

• Lessons were learned about maximizing survey participation, such as providing pencils and collecting forms during Mass.

3. What is the grant, its details, and its implications for staffing and budgeting?

• A one-year grant of $100,000 has been awarded to fund a business administrator position to help unify administration across the three parishes.

• Any unused funds must be returned.

• The grant is not expected to be renewed for a second year, so the budget must be realigned within one year to sustain the position.

• The position is not a personal assistant but a business administrator role.

• A job description exists from the diocese but will be customized.

• Other parishes applied for similar grants; some did not receive funding and must self-fund the position.

4. How and when to distribute the survey results to parishioners, and what level of transparency to maintain.

• There is debate about whether to leave survey forms out for longer or to set a final collection date.

• The group needs to decide how much information to share with parishioners to avoid overwhelming them.

• There is a need to balance transparency with the risk of causing anxiety among parishioners.

• Some members favor absolute transparency, while others suggest a more measured approach.

• Guidance from the Parish Family Advisory Council suggests creating a summary report for parishioners, not distributing raw data.

• The plan is to synthesize demographic and building data into a summary for presentation at future listening sessions.

5. How to handle and update building condition data from the Archdiocese, and whether to disclose it to parishioners.

• Some building data is outdated (up to three years old) and does not reflect recent renovations or repairs.

• There is discussion about whether the Archdiocese needs to update the data or if the parishes can update it themselves.

• Accurate building data is important if it is to be disclosed publicly.

• Some members recall that building data was not previously shared with parishioners, only demographic data.

• There is concern that disclosing outdated or negative building data could cause unnecessary anxiety among parishioners.

• The consensus is to use building data internally to inform a parish profile, not to distribute raw reports.

6. How to ensure representation from the Hispanic community on the team.

• A team member from the Hispanic community is stepping back due to health reasons.

• The group will seek a replacement to ensure continued representation.

7. Are parishioners asking questions about the survey or the process?

• No significant questions or concerns have been raised by parishioners regarding the survey or the process.

• Even with active promotion of the survey, there has been little inquiry about results or next steps.

8. How should demographic data be summarized and reported to parishes?

• A one-pager per parish summarizing key demographic data (members in household, age groups, ethnicity, languages—16 languages noted) is preferred over the previous 26-page reports.

• Reports should be anonymous, focusing on patterns rather than individual names/addresses.

• A summary should include both individual parish data and an overall group snapshot, possibly as a front-and-back handout.

• A QR code could be included for those who want to access more detailed data.

• Transparency is important; summaries should be made available to all, even if not everyone is interested.

9. What is the purpose of collecting and sharing these demographic numbers?

• The immediate purpose is to answer 'Who are we?' for each parish, describing the current condition (population, age groups, ethnicity, languages, etc.).

• Eventually, the question will shift to 'What do we want to become?' but for now, the focus is on describing the present.

• The data will help prepare for future steps, such as identifying parish gifts, opportunities, and challenges.

• Some concern was raised about the interpretation of data and the need for context (e.g., comparing to other parishes or historical data).

10. How should the PFAC communicate progress and activities to parishioners?

• There is agreement on the need for greater transparency and regular communication.

• Suggestions include publishing meeting summaries (topics discussed, decisions made, dates) in parish bulletins or as separate flyers.

• Monthly updates are proposed, with identical blurbs for all three parishes, possibly signed by PFAC members rather than clergy to show lay involvement.

• Recap of Year 1 (acclimation of priests and schedules) and Year 2 (data collection) should be included.

• Some concern exists that lack of communication leads to parishioner anxiety and confusion.

11. What is the timeline for the next phases (demographic summary, 'What are our gifts?' survey, opportunities/challenges)?

• Demographic survey was conducted in May 2025; analysis and summary are expected to be completed and shared by July 2025.

• 'What are our gifts?' survey/listening sessions are planned for June 21-22, 2025, but may run longer due to scheduling conflicts and seasonal attendance drops.

• Opportunities and challenges sessions are tentatively scheduled for end of September or October 2025, with flexibility for slower-moving parishes or those with holiday/family obligations.

• There is recognition that June, July, and August are challenging months for participation due to graduations and vacations.

12. How should the 'What are our gifts?' survey/listening session be conducted?

• Format: Listening sessions or brainstorming gatherings, 5-10 minutes per question with multiple sub-questions, followed by small group sharing.

• Event should be celebratory, possibly including cake, sparkling cider, and a prayer recognizing key faith figures.

• PFAC may participate in a reflection prior to the parish-wide event to help facilitate.

• Survey can be conducted via bulletin insert, online, written survey, or meeting handouts.

• Uncertainty exists whether responses should be by household or individual; consensus leans toward household, but gifts may vary by person.

• Encouragement to run the survey longer and use multiple collection methods.

13. How should data interpretation be handled to ensure accuracy and avoid bias?

• Concern was raised that data interpretation can be subjective and may influence outcomes.

• Need to clarify what demographic data is being compared to (other parishes, historical data, etc.).

• Agreement that the current focus is a snapshot of the present, with deeper analysis or extrapolation to come later.

• Group consensus is needed on summary and interpretation before sharing with the wider parish.

14. Who is responsible for preparing and distributing bulletin announcements and inserts?

• The bulletin is compiled by one person who receives content from various contributors.

• Advisory council members, not the leadership team, should take turns making announcements at Mass.

• A common script should be used for consistency across all parishes.

• Bulletin inserts and announcements will be coordinated to ensure identical messaging.

15. Should advisory council members make announcements at Mass, and how should this be organized?

• Yes, advisory council members will take turns making a two-minute announcement at Mass using a common script.

• This will increase visibility and help parishioners know who to approach with concerns.

• Announcements can be made at any parish, not just the member's home parish.

16. What is the timeline for bulletin inserts and announcements?

• Target is to have the insert and announcement ready for the weekend of June 14th and 15th, not the immediate upcoming weekend.

• Materials should be sent electronically for in-house printing and distribution.

• Coordination is needed to ensure inserts are ready for the correct weekend.

17. Should both a bulletin insert and a verbal announcement be used?

• Yes, both a bulletin insert (flyer) and a verbal summary at Mass will be used to maximize communication.

• This approach ensures visibility and clarity for parishioners.

18. When should the 'What are our gifts' survey be launched and how long should it remain open?

• The survey will launch on June 21st and 22nd.

• It should remain open for approximately four weeks, through July 13th, to accommodate vacations and events like Father's Day and graduations.

• Progress will be evaluated during this period, and additional announcements may be made if response rates are low.

19. How should survey responses be collected and managed?

• Surveys will be collected individually by each parish, similar to previous demographic surveys.

• Responses will be stored in binders for organization and privacy.

• Online survey links will be made available, and AI tools may be used to collate open-ended responses.

• Care must be taken to protect personal information such as addresses.

20. Should the survey questions be modified for local context?

• Minor rephrasing is allowed to fit the community, but the core questions should remain unchanged as per guidance.

• Consistency is important for reporting to the archdiocese.

21. What are the reporting requirements for the archdiocese?

• A summary of activities and survey results will be compiled at the end of the year.

• Formal reporting to the archdiocese is expected in the spring of the following year, with guidance to be provided by Tom East.

• A standardized booklet or form may be used for reporting.

22. Clarification on whether parishioner addresses are required in the survey process and how address information is being handled.

• Addresses were only required if they were not already on file or needed updating; otherwise, providing them was optional.

• In the SurveyMonkey input, addresses were not included in the summary, as address collection is a separate process.

• Patty initially collected addresses, and now the process is being managed by another team member, with updates ongoing.

23. Status update on the collection and processing of survey forms and whether there are outstanding forms.

• All received forms are up to date except for a small remaining pile.

• There may be additional forms still outstanding, and a check will be conducted next week to confirm.

• The process is ongoing, but most forms have been processed.

24. Request for a summary of motions and current activities for clarity among participants.

• A summary will be provided, including what has been accomplished in year one, current status in year two, and next steps.

• This summary will be included in a flyer for parishioners.

25. Question about the recommended format for the 'gifts and challenges' survey and whether there is guidance on how to conduct the sessions.

• Notes from the last meeting indicate that listening sessions for opportunities and challenges should allow 5-10 minutes per question, with small group sharing.

• For the 'What are our gifts?' question, the event should be celebratory, possibly with cakes, sparkling cider, and a prayer recognizing key contributors.

• Tom East, the liaison, advised that parishes can choose the format that best fits their community, including surveys, brainstorming sessions, or synodal-style listening sessions.

• Sessions may be held over a nine-day period, with both daytime and evening options, and should include opportunities for youth and young adults.

• Multiple methods (online, written, in-person) can be used, and a combination is encouraged.

26. Discussion on how to maximize participation and inclusivity in collecting parishioner input, especially considering cultural and language differences.

• For the Hispanic community, a different strategy may be needed, such as making announcements at the end of Mass and giving questions in advance for reflection.

• Some participants suggested using coffee and donuts after Mass for informal brainstorming, but noted that people often leave quickly.

• Offering multiple avenues for input (listening sessions, written surveys, post-its, email, etc.) is preferred to maximize participation.

• Providing questions ahead of time allows parishioners to reflect and provide more thoughtful responses.

• Plain language should be used to ensure all parishioners understand the questions, regardless of background.

• Both short and long answer formats should be available to accommodate different preferences.

27. How and when to distribute the summary flyer and survey questions to parishioners, and what content should be included.

• The flyer will include a summary of progress (year one and year two), the purpose of the survey, and the two key questions.

• The flyer and questions will be distributed next weekend, along with an update from the advisory council.

• Questions will be articulated from the pulpit (AMBO), and a short summary will be provided in the bulletin and flyer.

• The summary should be concise (four or five sentences), and the two questions should be highlighted as the next step in data collection.

• A universal lead-in to the questions will be drafted and reviewed collaboratively.

28. Clarification on responsibilities for drafting the summary and lead-in to the survey questions, and coordination of communication materials.

• Debbie will draft the summary of what has been accomplished and current status, to be included in the flyer.

• Another participant will draft a few sentences about the questions and send them to Debbie for review and integration.

• The flyer will be finalized and distributed to all parishes as part of the open announcements the week after next.

29. Will there be a flyer in all bulletins and an announcement at AMBO at the end of March?

• Yes, the plan is to have a flyer in all bulletins and an announcement at AMBO at the end of March. The goal dates are the 14th and 15th.

30. When will the surveys go out and when will collection start?

• Surveys will go out the following year after the announcement. Collection of surveys will start the weekend of the 21st and 22nd, and will run for four weeks.

31. Is Zabig available on the 21st or 22nd for survey collection?

• Zabig is not available on the 21st and 22nd, but will be back on the 24th.

32. How should input on 'gifts' be gathered and prioritized?

• Input may be gathered and then put back out to help prioritize, rather than just creating a long list. Demographic survey data is easier to summarize, but qualitative data on gifts may require more processing and prioritization.

33. Should there be regular check-in meetings (Zoom/Teams) to review progress and adjust plans?

• There is support for weekly 30-minute Zoom or Teams meetings after each weekend of survey collection to review progress and make adjustments. Some members feel their church can handle this without extra meetings, but a check-in after the first weekend (after the 22nd) is agreed upon.

34. Is there a council meeting scheduled for July or August?

• No, July and August are off for council meetings, which is why check-ins are considered important.

35. Should there be a longer meeting (Saturday/Sunday) for data processing once survey data is available?

• There is agreement that a longer meeting may be needed to process data, possibly on a Saturday morning or Sunday afternoon. The group may break into smaller groups to summarize stacks of surveys, then reconvene to discuss summaries.

36. How should the group handle scheduling conflicts for meetings?

• If a single date cannot be found for everyone, smaller groups can meet on different dates to summarize surveys, then meet together to discuss. Homework assignments (summarizing key points) are suggested to save time.

37. What are the possible dates for the next regular meeting in July?

• Several dates are discussed: July 6, 13, 20, 27, and Mondays. July 13 and 20 are possible, but some members are unavailable. July 27 is not possible for some. Weekdays (Wednesday, Friday, Thursday) are also considered, with Wednesday being challenging due to mass at 6pm.

38. How should the group process and summarize survey data?

• The group may assign stacks of surveys as homework to individuals, who will bring key points to share at the meeting. This approach is seen as more efficient than reviewing all surveys together in one long session.

39. Should the September meeting be at the rectory, and what is the date?

• Yes, the September meeting is moved to the rectory on September 17th, with food provided.

40. What is the deliverable for the archdiocese?

• The group will provide 500 surveys to the archdiocese, with data being input into AI for processing.

41. Scheduling the next meeting.

• The next meeting is scheduled for the 16th at 3 o'clock.

• Dave confirmed availability, noting the Garden Club PN Tour at his house in the morning.

42. Request for possible questions to help summarize hardpoint data.

• It was agreed that a series of questions would be provided to help analyze the data and look for patterns.

• Debbie will receive these questions.

43. Review of current bulletin production processes and possible improvements.

• A rudimentary table was presented showing software used, hours spent, number of pages (Sacred Heart: 4 pages), number of copies, and lead time.

• Katie Baker compiles the St. Barbara bulletin and sends it to LPI, which handles advertising.

• Bulletins are free due to ad revenue; more ads mean more pages and higher quality.

• Lead time is 7-10 days; bulletins must be submitted on Monday to be received by Thursday of the following week.

• Sacred Heart currently produces bulletins in both English and Spanish and uses Flocknote for timely electronic communication at $115 per month (cost increases with more users).

• Flocknote is used for email, Publisher for paper bulletins.

• Suggestion: As a stopgap, each parish could send important info to the others for inclusion in their bulletins.

• Long-term, LPI representative could meet with parish reps to discuss unified bulletin production.

44. Discussion of combining bulletins and the impact on staff.

• There is an inference that bulletins will be combined, but no formal decision has been made.

• Need to consider staff impact, especially for those who enjoy the creative aspect of bulletin production.

• Important to allow room for objections and to distinguish between logical inferences and actual decisions.

• Need to consider how changes affect individuals and the importance of clear communication to avoid misperceptions.

45. Family judgment issue.

• Theresa and another participant discussed and resolved the issue privately.

46. Parish picture directory update.

• Discussion about updating the parish picture directory, referencing a previous directory done at St. Aloysius.

• Most directory photographers have gone out of business.

• A photographer may be available in about a year.

• Consensus to wait until the parishes have a unified name before producing a new directory.

47. Upcoming clergy anniversaries and related events.

• Father Jim's ordination anniversary is being celebrated on Saturday night and Sunday at Sacred Heart.

• Father Davis's 40th anniversary is being celebrated by Matthews and Mark, who are collecting photos from places he worked.

• Father Steve's ordination celebration is in September (exact date not specified).

• Deacon George's last weekend is the last weekend of June; information will be included in bulletins starting next week. The Hispanic community is organizing an afternoon event, and there may be a wine and cheese event Saturday night.

48. Parish picnic planning.

• Tentative date for the parish picnic is September 21st, after the 12 o'clock Mass (starting at 1 PM).

• Date to be confirmed; some confusion about the day of the week.

49. Corpus Christi processions.

• Corpus Christi procession scheduled for September 22nd after the Spanish Mass at Sacred Heart.

• St. Aloysius will also have a procession.

• St. Barbara's has not typically held a procession due to priest availability.

Action Items

 [ ] Double-check and collect any additional feedback from the Hispanic community. [ ] Finalize data entry for the demographic surveys and prepare a summary report for distribution to the team and, eventually, parishioners. [ ] Meet next week to review and customize the business administrator job description for the new grant-funded position. -- 2025-06-12 [ ] Decide on a final date to remove survey forms from the churches and begin summarizing the collected data. [ ] Contact Matt Hawkins to inquire about updating building condition data and clarify whether parishes can update the data themselves. [ ] Seek a replacement representative from the Hispanic community for the team. [ ] Synthesize demographic and building data into a summary report for presentation at future listening sessions, likely in the fall. -- 2025-09-01 [ ] Debbie and another member will draft a set of questions to guide demographic data analysis and pattern recognition. Group members will review and respond, then develop a group summary. -- [Debbie] [ ] Prepare and distribute a one- or two-page demographic summary for each parish and the overall group, including a QR code for detailed data access. Share with parishioners before the next survey phase. -- by July 2025 [ ] Conduct 'What are our gifts?' survey/listening sessions, using multiple methods (bulletin insert, online, written, handouts), with events tentatively scheduled for the weekend of June 21-22, 2025, but allowing for extended collection due to seasonal attendance issues. -- June 21-22, 2025 (tentative); may extend into July/August 2025 [ ] Publish monthly identical blurbs or flyers in all parish bulletins summarizing PFAC activities, progress, and next steps. First blurb to include recap of Year 1 and Year 2 activities. -- [PFAC members] monthly, starting June 2025 [ ] Plan for 'Opportunities and Challenges' sessions at the end of September or October 2025, with flexibility for parishes with scheduling conflicts. -- end of September or October 2025 [ ] Prepare and distribute a standardized bulletin insert and announcement script for the weekend of June 14th and 15th. -- [Advisory council members] [Bulletin coordinator] 2025-06-14 [ ] Launch the 'What are our gifts' survey on June 21st and 22nd, keeping it open for four weeks through July 13th, with ongoing evaluation and weekly announcements. -- [Advisory council members] [Parish volunteers] 2025-06-21 [ ] Collect survey responses in binders and ensure privacy of personal information; make online survey link available and use AI tools for data collation. -- [Parish volunteers] [Survey coordinators] [ ] Compile a summary of activities and survey results by the end of the year for submission to the archdiocese in spring, following guidance from Tom East. -- [Advisory council] [Tom East] [ ] Check for any outstanding survey forms and update the collection status. -- [Dave] 2025-06-12 [ ] Draft a summary of progress (year one and year two) and current status for inclusion in the parish flyer. -- [Debbie] 2025-06-09 [ ] Draft a few sentences about the survey questions and the universal lead-in, send to Debbie for review and integration. -- [Unspecified participant (possibly Valerie or another council member)] 2025-06-09 [ ] Finalize and distribute the flyer with the summary and survey questions to all parishes, as part of the open announcements. -- [Advisory council] [Parish office] 2025-06-15 [ ] Distribute flyers in all bulletins and announce at AMBO at the end of March. Goal dates: 14th and 15th. -- March 14, March 15 [ ] Surveys to be distributed the following year after the announcement. Survey collection to start the weekend of June 21st and 22nd, running for four weeks. -- June 21, June 22 [ ] Provide 500 surveys to the archdiocese and input data into AI. [ ] Hold a check-in meeting after the first two weekends of survey collection to review progress and make adjustments. -- July 18 [ ] Hold a regular meeting in July to review data and assign homework for survey summarization. Possible dates discussed: July 9, July 16, July 23, July 30. -- July 9, July 16, July 23, July 30 [ ] September meeting to be held at the rectory with food provided. -- September 17 [ ] Send out a summary to Matt on Monday for review and distribution. -- [Unspecified (possibly Dave)] 2025-06-09 [ ] Provide possible questions to help summarize hardpoint data to Debbie. -- [Unspecified (possibly Matt)] [ ] Katie to send out a bulletin template to the other two parishes as a stopgap measure. -- [Katie Baker] [ ] Consider meeting with LPI representative to discuss unified bulletin production after surveys are completed. -- [Representatives from each parish] [LPI representative] [ ] Continue sharing important information between parish offices for inclusion in each other's bulletins. -- [Parish offices of St. Aloysius, St. Barbara, Sacred Heart] [ ] Include information about Deacon George's last weekend in bulletins starting next week. -- [Parish bulletin editors] 2025-06-09 [ ] Confirm and organize parish picnic for September 21st, starting at 1 PM after the 12 o'clock Mass. -- [Leadership team] [Valerie] 2025-09-21 [ ] Organize Corpus Christi processions at Sacred Heart and St. Aloysius after the Spanish Mass on September 22nd. -- [Sacred Heart] [St. Aloysius] 2025-09-22

AI SuggestionBased on your recording, which contains some professional information on Catholic parish administration and community engagement, AI has found the following resources to help you learn more:

1. Parish demographic data collection and analysis best practices: https://www.vibrantfaith.org/resource/collecting-and-using-parish-data/

2. Effective parish communication strategies (including multilingual and multicultural outreach): https://www.catholicextension.org/stories/engaging-hispanic-catholics/

3. Parish business administrator role implementation and sustainability: https://www.catholicjobs.com/job/11652740443

4. Parish survey design, distribution, and privacy: https://www.catholicresearch.surveygizmo.com/

5. Inclusive parishioner engagement and feedback methods: https://www.pastoralcouncil.com/engaging-parishioners/

   
   

   Case/Practice:

   
   

   Many Catholic parishes facing renewal or restructuring use a phased approach: first, they gather accurate demographic and facility data through well-designed, multilingual surveys and listening sessions. Advisory councils ensure transparency by regularly updating parishioners through bulletins, meetings, and digital channels. To maximize engagement, parishes often appoint liaisons for underrepresented groups (such as Hispanic communities) and use both print and electronic communication. When introducing new administrative roles (e.g., business administrator), parishes clarify responsibilities, secure sustainable funding, and provide ongoing training. Throughout, clear reporting to the archdiocese and regular feedback loops with parishioners are maintained as standard practice.