PPC MINUTES – 08/25/20 Chair: Linda Frazer Recorder: Chris Gilligan
Attendees:
Linda Frazer
Chris Gilligan
Fr. Dan Noll
Fr. Aldrin Tayag
Fr. Carlos Martinez
Carl Nathe
Susan Lancho
Scott King
Bill Rood
Pat Van Meter
Ann Henry
Tara Kaufmann – business operations manager
1 - Opening Prayer
Deacon Bill Rood
2 - Welcome and Introductions
3 - Approval of July minutes
Approved as Submitted
4 - Coronavirus Update from Father Dan
School opening plans are on track for a successful year.
Administration and staff are prepared.
Kids are glad to be back at school.
School committee report at next council meeting.
5 - Liturgy Report from Deacon Rood
See complete reports below.
600 weekend mass attendance now vs. 2200 pre-COVID.
Need more volunteers to be facilitators (biggest need), greeters and ushers; may need to cancel masses without more volunteers.
No printed materials. Bulletins are all online.
6 - Other Business
7 - Closing Prayer
Fr. Aldrin Tayag
2020 Schedule of Committee Report to Father Dan and the Parish Pastoral Council Meeting DatesScheduled Committee Report, etc. 1/28/2020Stewardship – Ann Henry 2/25/2020 3/24/2020Follow up on Stewardship Report / Lenten Holy Hour 4/28/2020 5/26/2020Combined with Liturgy June No June Meeting 7/28/2020Finance Council (Budget) - Scott King & ?? 8/25/2020Liturgy Committee – Deacon Bill Rood 9/22/2020School Update – Susan Lancho & Becky Brown 10/27/2020Formation / Education – Jim Obert 11/24/2020 December No December Meeting 1/26/2021
To Be Scheduled
Christian Service / Social Concerns – Was in February last year
Evangelization – No report last year / position vacant
Youth Ministry???
Liturgy Committee Report prepared for the PPC August 2020
Renovations
Camera mounted high on the baptismal wall – controlled in the music area
Live streaming all 8:30am weekday English Masses, 7:00pm Spanish Masses Wednesday & Friday and 8:00am English and 9:30am Spanish Sunday Masses
Covid-19 Restrictions
Strictly enforcing masks and social distancing at Mass
Not allowing get-togethers in the gathering area or outside before or after Mass
The rosary is available online before the >>>>>> Mass
Limited congregational singing for the near future
Currently averaging about 600 (total) parishioners at the 5 weekend Masses
We feel the renovated Church can seat approximately 200 with social distancing
Fewer at the English Masses and more at the Spanish Masses
Not using the new fabric covered chairs at this time
Funerals and weddings proceeding as needed
Baptisms are scheduled on Saturdays
Sanitizing pews, door handles etc. after every Mass
Struggling to find an effective easy to use sanitizer that won’t harm the new pews
No printed materials – bulletins, missals, wedding programs etc.
Not ordering Little Books this Year
Mass Facilitator and greeter/usher Guidelines attached (Jenna Canning)
Each Sunday Mass now requires 1 facilitator, 3 greeters, 3 ushers, 1 sacristan and 1 or 2 lectors. Two are needed to distribute communion. No servers.
Additional facilitators needed!
Recommended Procedures following notification of a confirmed Covid-19 case following a Liturgical Celebration from the Diocese – Attached
We have had 2 confirmed Covid-19 positives so far
Confirmation of 130 with Bishop Stowe August 26, 27, 28 at 6:30pm
All three Masses are bilingual
Liturgical Calendar
Anniversary of the Dedication of Our Church
A Solemnity, Thursday October 1 at 8:30am only
Our Lady of the Holy Rosary – Our Parish Feast Day
Saturday and Sunday October 10/11
First Sunday of Advent November 29
Christmas Friday December 25
Mass Facilitator Guidelines
Unlock the following doors (4:00pm and 8:00am masses only) • Automatic handicap door (key switch) • Vesting sacristy • Working sacristy • Eucharistic chapel * No other external doors need to be unlocked
Turn on the following lights • Dominic statue in window niche • Switch by care card rack • Eucharistic chapel • Lightbox:
Prop open the 2 doors leading into the church closest to the vesting sacristy.
Place tabernacle key under the cloth in front of the tabernacle.
Signage • Chalk board sign (“Entrance” with an arrow) outside at main entrance near the doors closest to the coat closet (arrow pointing to the handicap doors). • Covid signage outside at main entrance. • Chalk board sign (“Entrance” with an arrow) near the Clays Mill doors (arrow pointing to the main entrance handicap doors).
Low Gluten host If any parishioner needs a low gluten host G2 will alert you. The hosts are located in the refrigerator in the parlor along with a pyx. Put the host in the pyx and place it in the small ciboria identified as position 2. Alert G3 to this so they can direct the individuals to U1 to be seated.
Eucharist Ministers and Lectors G2 will alert you when the Eucharistic minister(s) and Lector have arrived. Check with G2 if you have not heard from them about these ministers.
The facilitator's duties shall include addressing any situation where the ministers or the people are not following protocol before, during or after the Mass, and making notes from their own observations and those of others of how the entire process, in whole or in part, might be improved, and to report those notes to Deacon Bill and Jenna by the end of the day on Sunday, if not earlier (if the observation could result in immediate major improvement.)
The Facilitator will be in charge of ensuring the collection gets taken to the safe.
Everything will need to be locked, signs brought in, tabernacle key put back in vesting sacristy, and lights off following the 4:00pm and 1:00pm masses.
Greeter and Usher Guidelines 2020 Both of these roles call for a welcoming and friendly approach but also a firm, kind directive on the safety precautions we have in place. You must be comfortable directing people in the manner which we have laid out within these guidelines.
Greeters 3 greeters will be positioned as follows: G1 - outside near the automatic handicap door G2 - inside near the automatic handicap door G3 - inside the sanctuary near the open doors (by the ushers table)
Ushers 3 ushers (U1, U2, U3) will be stationed inside the church down toward the altar (see en-trance diagram).
We ask that you arrive 30 minutes early to ensure that all are present and any questions can get addressed. • 1 male and 1 female in the group please check the restrooms to ensure a sanitizer spray bottle is in the stall (only using the handicap stall in women’s bathroom) and on the sink counter. • G2 check that the gathering area table has extra masks and a counter and that the 2 podiums inside the sanctuary doors have red collection baskets on them. • G3 check that sanitizer sprays are on the usher and oils tables (for use by EM’s).
The congregation will be allowed to enter 15 minutes before mass begins. At this point, G2 will press the ‘hold open’ switches above each of the handicap doors.
Everyone will enter the church through the automatic handicap door.
G1 will welcome people, direct them to the handicap door entrance, ensure that everyone is wearing a mask, remind everyone to adhere to the 6 foot distancing requirement, and direct everyone to read and adhere to the signage guidelines. Help the handicapped for whom waiting would be a hardship to "cut in line.” Masks will be available at the entrance for anyone that does not have one.
G2 will control the flow of people into the church, taking cues from G3. Remind every-one of the 6 foot spacing and direct everyone to read and adhere to the signage guide-lines. G2 will be using a counter to keep track of the number of people entering.
G3 will control the flow of people into the sanctuary. Each family group will be assigned to one of three ushers (see entrance diagram) to be seated.
All ushers will seat people starting from the front pews and working towards the back. U1 and U2 will seat two sections simultaneously. We will be using every other pew. The pews not in use will be roped off. Each usher will have a 6 ft. dowel to better determine the 6 ft. spacing requirement which will allow for more efficient use of our seating space. Ushers will need to direct people to enter the pew and go to the opposite end for seating. This will perhaps leave room on the aisle for additional seating.
Once everyone is seated G1 and G3 will remain at the entrance doorways to direct late-comers to their seats. If the church is at capacity, they will direct people to the alternative mass site, which is on the grass between the church and the office. All other ministers will take their seats in the back rows. G1 will close the handicap doors and take their seat.
Eucharistic Ministers and Lectors The Eucharistic ministers and Lectors assigned to the mass will enter in the same way as others and will identify themselves to G3. G3 will direct them around to the U3 side of church. These ministers will proceed around the side of the church to the ramp, up the ramp and down the altar steps and take their seats in the front chairs.
Low Gluten Host Should a parishioner require a low gluten host, please let the facilitator know. G3 will need to direct them to the U3 section where they will seated. Restrooms Only 1 stall in each restroom will be in use. There will be spray sanitizers in the stall with signage directing people how to clean after use. Spray sanitizer will also be on the sink counter with signage directions.
After Father receives communion, • G2 will press the ‘hold open’ switches above each of the handicap doors and remain near this door for dismissal. • G3 will prop open the 2 doors closest to the coat room with door stops and remain in this area for dismissal. • G1 will be outside in the middle of these exit doors ensuring people go directly to their cars and do not congregate. • All ushers will take their places at the last pew of their section(s) to be ready to dis-miss the congregation starting from the back pews working towards the front.
Communion and exiting After the final blessing, the priest will direct everyone to remain in their seats until an usher dismisses them. The priest will make announcements informing every one of the dismissal and communion procedures and that there are collection baskets at each of the 2 sanctuary exit doors to place their offering in. When all announcements are complete, the priest will invite the Eucharistic Minister(s) to come forward.
Communion will be distributed at 2 locations: one minister will stand near the oils and the other near the ushers table. If a pyx with a low gluten host is in a ciboria, this will go to the minister at the oils table. Each of these areas will have hand sanitizer on the counters for the EM to clean their hands. Collection baskets will be located at the 2 sanctuary exit doors.
Once the communion ministers have cleaned their hands and indicate they are ready, the ushers will begin dismissing their sections in the following order (see exit diagram).
The order of dismissal is as follows (see exit diagram): 1. Section #1 (U1) and #5 (U3) 2. Section #2 (U1) and #4 (U2) 3. Section #3 (U2)
It is very important to keep people in their seats until it is safe to release them.
Once everyone has received communion, the greeters and ushers will receive communion.
Cleaning Procedure The cleaning supplies (Clorox wipes and towels), garbage bag, and plastic container for used towels are located in the vesting sacristy.
As part of the final announcements, the priest will instruct parishioners to lower the kneeler where they are sitting. This will allow cleaners to know what pews need to be sanitized. Please only clean the areas where the kneelers are down.
There are 5 sections of the church to be cleaned. If we could have 5 ushers and greeters remain after to do this it will go very quickly.
Each cleaner will use a Clorox wipe to clean the seat of the pew used as well as the back of the pew in front of the seat used. Clean the entire church section with the Clorox wipe and then go back through the section wiping the same areas with a dry towel. Discard the wipe in the garbage bag and place the towel in the plastic container. Sanitize your hands.
Recommended Procedure following Notification of a Confirmed COVID-19 Case at a Liturgical Celebration
Do not panic.
Verify with Mass Facilitator/Coordinator that all health and safety guidelines were followed (masks, six feet social distancing and sanitizing).
Contact the local Health Department and brief the department as to the situation, explain the health and safety guidelines in place, and follow the department’s recommendations.
Email staff and that weekend’s liturgical ministry leaders to inform them of the COVID-19 case. (Do notreveal the identity of the infected individual.)
a. Reassure everyone that all health and safety guidelines were followed (if this was the case – see #2 above.)
b. Reiterate that the guidelines are necessary precautions taken precisely in case someone has COVID-19, so that it does not spread to others.
c. Inform everyone of any directive received from the local Health Department.
If possible, find out who distributed Communion to the person infected and notify that Minister/Extraordinary Minister of Communion.
a. Withoutrevealing the identity of the infected person, explain that there was a confirmed COVID-19 case in his/her Communion line and he/she needs to be aware of any COVID-19 symptoms.
b. The Minister of Communion can decide how to proceed in terms of being tested for COVID-19.
c. If there was no direct contact with anyone in the Communion line and his/her hands were sanitized properly, the Minister of Communion can continue to exercise this ministry.
d. If there was direct contact with someone in the Communion line and/or his/her hands were not sanitized properly, the Minister of Communion should self-quarantine and should not be scheduled for service at a liturgical function for 14 days following the exposure.
Sanitize the church and bathrooms with great care. This can be done with an electrostatic sprayer if possible. If not, simply sanitize everything again thoroughly.
Communicate with all parishioners to make them aware that there was a confirmed case of COVID-19 from a parishioner who did attend Mass.
a. Do not reveal the identity of the infected person.
b. Reassure parishioners that all health and safety guidelines were followed to help prevent the spreading of COVID-19 to others (if true).
c. Inform parishioners that the church and bathrooms were (or will be) sanitized with great care.
d. Remind parishioners to not attend Mass if they are experiencing any signs of sickness (this includes but is not limited to: fever or chills, cough, shortness of breath or difficulty breathing, fatigue, muscle or body aches, head ache, sore throat, congestion, runny nose, nausea, diarrhea or vomiting).
e. If the parish is live-streaming Mass, remind parishioners of this option and of how to access this option.
f. If the parish is not live-streaming Mass, direct parishioners to the www.cdlex.orgwebsite for live-streaming options.
g. Parishioners can also be encouraged to take their temperatures at home, before they leave for Mass.
h. Let them know that everyone healthy is welcome to attend Mass and ask for prayers for those suffering from the Coronavirus.
Consider creating an email specifically for COVID-19 related questions and concerns. (For example, Mary Queen of the Holy Rosary parish created an [email protected] and is including this in email notices to parishioners.)
Conduct a review of the following:
a. the person(s) ensuring health and safety guidelines are followed at each Mass;
b. the person(s) responsible for sanitization and the sanitation schedule;
c. Signs at the entrance to the church about not coming to Mass if you are experiencing any symptoms of sickness (for example, are the signs visible enough?); and
d. the greeter’s role in regards to watching for anyone that is sick.
Thank all involved for their help. This is a challenging time, but we will get through it together.