1 4TH PARISH PASTORAL COUNCIL (P.P.C), 2023-2026 MINUTES OF MEETING Ref. : SMP.PPC.MOM4.190124 Date :19 January 2024 Time :7:00 pm Venue :St. Mathew’s Room PRESENT 1. Rev. Fr. Jeffri Gumu - Parish Priest & Liturgy 2. Rev. Fr. Peter Chung - Assistant Priest 3. Dr. Richard Albert Gontusan - Treasurer 4. Paulyne Imbayan - Secretary & SOCCOM 5. Zita Munseh - Assistant Secretary & BEC/KKD 6. Jeannette Ewang Mantais - Catechetical 7. Conrad Bonchee - Family Life 8. Irene Samuel - Family Life 9. Peter Pakang - BEC/KKD 10. Datin Teresa William - Catholic Women’s League 11. Jacques Jimmy Yangus - Youth 12. Joseph Fung - Creation Justice 13. Julian Chia - Caritas 14. Marysia Francis - Migrant Itinerant APOLOGIES 1. Charles Bisius - Chairman & Interfaith 2. Arthur Asai - Assistant Chairman &Bible 3. Robert Lipon - Creation Justice 1. The meeting started at 7.18 p.m. with an opening prayer by Fr Jeffri. 2. 2.1 CONFIRMATION OF MEETING MINUTES Confirmation of previous meeting minutes the 3RD PARISH PASTORAL COUNCIL (P.P.C), 2023-2026 MINUTES OF MEETING (Ref. no.: SMP.PPC.MOM3.190124) and was later confirmed by Joseph Fung and seconded by Jacques Jimmy. 3. MATTERS ARISING 3.1 PPC & PFC RECOLLECTION Initially intended as a recollection for PPC and PFC, the Malaysia Pastoral Council (MPC) Parish Assembly was held instead on December 2, 2023, merging both SMP and STMP. Fr. Jeffri mentioned that the SMP MPC Ad-hoc Committee will give a brief to the current PPC members regarding MPC in our parish. Additionally, he informed that the Diocese Assembly is scheduled to occur from August 29 to 31, 2024, at a location to be disclosed later. Action by: All STELLA MARIS PARISH, TANJUNG ARU
2 3.2 ELECTRICAL REWIRING & ENHANCING PROJECT UPDATE 3.3.1 The Baptismal Font has been removed, and Fr. Jeffri is awaiting advice from Fr. Cosmas regarding the liturgical aspects. In the meantime, the donated metal basin and jug will be used for baptismal rites. 3.3.2 The contractor is addressing a list of defects in the main church, foyer, entrance area, and Mary Square. Renovation work in the St. Thomas Room is also underway, with SBM Development Group aiming to complete all tasks by January 30, 2024. The Ad-Hoc committee will hold a meeting with SBMDG on January 31, 2024 for work update. 3.3.3 Fr. Jeffri has assigned the Family Life ministry to oversee the weekly cleanliness of the church. 3.3.4 In other updates, Fr. Jeffri mentioned that the pipe system around the church has been successfully installed, costing more than RM10,000.00. Action by: Info / Family Life 4. MINISTRIES REPORT 4.1 LITURGY No printed report was submitted. The following topics were mentioned: 4.1.1 2 ND THURSDAY HOLY HOUR: Fr Jeffri announced the new schedule will be every Thursday at 6:00 pm, followed by Holy Hour at the main church, starting this week. 4.1.2 CHOIR KEYBOARD: Neil Mah informed Fr Jeffri that the current keyboard being used during mass belongs to him and he would like to take it back. As a solution, Neil suggested getting a new keyboard for the parish. Neil Mah provided a quotation for a new keyboard, the SX36 Yamaha model priced at RM4336.00. The church's RM8,000.00 keyboard went missing after the church reopened following the pandemic. It was reported that it was last seen will Rayner Pailus before the MCO. Fr. Jeffri advised PFC to investigate the matter. Fr. Jeffri specified that all instruments are now stored in the locked PA room. 4.1.3 PA SYSTEM: Fr. Jeffri announced that Petrus Augustine is in charge of the parish's PA System. 4.1.4 CHOIR: Fr. Jeffri informed all the choir leaders assigned to the weekend masses. - Rayner Pailus leads the sunset mass choir. - Neil Mah oversees the Sunday 7.30 am mass choir. - Amanda Sintar leads the choir for the Sunday 10.00 am mass. 4.1.5 DRY MASS: A Dry Mass will be held on January 25, 2024, to address some issues like collection pace, etc. Action by: Info/PFC 4.2 CATECHETICAL Jeannette submitted her printed report along with an 8-page year planner from RCIA, LSKK/CLW, JWGHL & JWGLL. The report itself can be located in Appendix I (3 pages), while the additional 8 pages are filed in the secretariat folder. She reports the following: 4.2.1 CATHECATICAL SUNDAY PARISH RECOLLECTION: Fr. Jeffri advised Jeannette to have the recollection together with STMP at their parish on January 27, 2024, which will be led by Fr. Peter Chung. 4.2.2 CATECHETICAL SUNDAY 2024: Jeannette informs all that there will be commissioning during weekend masses on January 28, 2024. 4.2.3 INTENSIVE SACRAMENT OF CONFIRMATION COURSE: Fr. Jeffri has shared that a Confirmation intensive course is currently open for registration. This course is tailored for candidates aged 60 and above, as well as those with unconventional working hours, to receive confirmation during the Archbishop’s Pastoral Visit. 4.2.4 SACRAMENT OF CONFIRMATION, 4 FEBRUARY 2024: Currently there are 56 candidates (51 from JWGHL & 5 from Special Needs). The number of candidates from the Intensive class will be known after the course. A meeting was held on January 15th between Fr Jeffri and Confirmation teachers discussing as follows:
3 4.2.4.1 CONFIRMATION TRIDIUM: 1 February, Thursday – Parish Recollection 2 February, Friday - Laity Talk 3 February, Saturday – Confession for Candidates. 4.2.4.2 CANDIDATES INTERVIEW: on January 30, 2024. A movie will be played in the waiting area aka Parish Hall. 4.2.5 FIRST HOLY COMMUNION 2024: Fr. Jeffri agrees to have the FHC hold on Corpus Christi which falls on June 2nd, 2024. 4.2.6 ILLEGAL DONATION REQUEST: After receiving a report from a parent inquiring about a teacher’s request for donation, Fr. Jeffri has instructed SOCCOM to state to parishioners in the bulletin, advising them to be cautious and verify any donation requests from the parish before contributing. He emphasized this message during mass recently. He also would like to see the teacher in question for an interview. 4.2.7 CHILDREN DAY 25 & 26 MAY 2024: A mass animated by children will be held in celebration of Children's Day. Father Jeffri suggested that Jeannette inform Charles about any masses led by the Catechetical team. 4.2.8 SPECIAL NEEDS: Fr Jeffri agrees that Special Needs be absorbed into JWGLL. This means it is no longer called Special Needs class, on its own, but will be part of JWGLL. 4.2.9 CATECHETICAL MAINTENANCE FUND: In response to Jeannette's query about the maintenance fund, Fr. Jeffri suggested transferring it to the PFC account- Catherine Ong Action by: Jeannette Ewang 4.3 FAMILY LIFE Conrad submitted a 2-page printed copy report, please refer to Appendix II. The following was reported by Conrad: 4.3.1 PRE-MARRIAGE COURSE: The last pre-marriage course was held on 1 & 2 December 2023, attended by 8 couples. 4.3.2 NEXT PRE-MARRIAGE COURSE: April 19 & 20, November 8 &9. 4.3.3 LAETITIA AMORIS: June 2024, Aku dan Keluargaku. 4.3.4 COUNSELING: Fr Jeffri advised Family Life to merge with STMP for counselling talk. Action by: Conrad Bonchee & Irene Samuel 4.4 BASIC ECCLESIAL COMMUNITIES (BEC) / KOMUNITI KRISTIAN DASAR (KKD) No printed report was submitted. Peter reported the following: 4.4.1 KKD MASS: Fr. Jeffri to resume KKD house to house mass after Easter. 4.4.2 BED RIDDEN PARISHIONER HOME VISIT: Fr. Jeffri plans to revisit the homes of senior citizens and bedridden parishioners during the upcoming Lenten Season. He also suggested posting an announcement in the bulletin early to connect with more parishioners in similar situations. 4.4.3 OFFERTORY: The duties of offertory are to be fully given to Doris George. Action by: Peter Pakang & Zita Munseh 4.5 CATHOLIC WOMEN’S LEAUGUE Datin Teresa submitted a 2-page printed copy report, please refer to Appendix III. Datin Teresa reported the following: 4.5.1 CWL ACCOUNT: Datin Teresa announced that CWL successfully recovered their full funds amounting to RM72,954.53. CWL expressed their gratitude to Fr. Jeffri for his help. 4.5.2 ASIA APOSTOLIC CONGRESS OF MERCY (AACOM), CEBU Philippines, 14th - 19th October 2024.: CWL plans to invite one priest to their congress, and Fr. Jeffri recommended inviting Fr. Peter Chung. 4.5.3 WEEKLY ROSARY: Datin Teresa reported that CWL will be holding a rosary prayer weekly for May and October. The rest of the months will be every fortnight at the Chapel. 4.5.4 ARCHDIOCESE CWL celebrating this year's International Women's Day celebration at Archdiocese Level at Sacred Heart Cathedral on 9th March 2024.
4 4.5.5 CWL KK REGION DAY OF RECOLLECTION: Datin Teresa inquired about using the SMP premises for the CWL KK Region a day of Recollection, Fr Jeffri recommended that they submit a written request. 4.5.6 VISITATION TO KOTA MARUDU: Regarding this Fr. Jeffri advised Datin Teresa to write to Fr. Rayner of their purpose. Action by: Datin Teresa William 4.6 YOUTH Jacques submitted a 5-page printed copy report, please refer to Appendix IV. Following is his report during the meeting: 4.6.1 CHRISTMAS CAROLLING: The youth managed to collect a total of RM2,080.00. Half of which is given to the church. Their candle collection accumulated to RM680.30, in which they also gave 50% to the church. 4.6.2 YOUTH ROOM REQUEST: Fr. Jeffri is still in search of a room for Youth. 4.6.3 FEBRUARY VISIT: Fr. Jeffri advised to change the dates to coincide with the priest's visit later in the year. 4.6.4 UCSF VISIT: Jacques announced that the visit will take place in March. 4.6.5 YOUTH DAY: 6 th Sabah Youth Day (SYD), will be held on 16 to 20 September 2024. Fr. Jeffri added that Malaysian Catholic Youth Day (MCYD) will at Sacred Heart Cathedral next year and PBK in 2027. 4.6.6 MASS ANIMATED BY YOUTH: Youth to animate mass during Christ the King which coincides with World Youth Day. Action by: Jacques J. Yangus 4.7 CREATION JUSTICE Joseph submitted a 2-page printed copy report, please refer to Appendix V. Following is his verbal report: 4.7.1 LANDSCAPE BEAUTIFICATION: i. Plans for the beautification is still pending as the work will finish by March then the engineers will be able to come for inspection. ii. Decorative trees will be planted in the church parking area next to the fellowship center. This will be part of the Archbishop’s Pastoral Visit program. 4.7.2 ENVIRONMENT AWARENESS (KESEDARAN ALAM SEKIAR): This talks initiative will be collaborated with Youth. 4.7.3 WATER RESERVOIR: Fr. Jeffri reported that one of the reservoirs has been breached to prevent it from retaining water. 4.7.4 STYROFOAM: Fr. Jeffri advises against using styrofoam and promotes the use of reusable utensils to be more environmentally friendly. 4.7.5 RECYCLING CAMPAIGN: The recycling campaign is set for April, aiming to motivate parishioners to submit recyclable items. These items will require a designated storage space, and the proceeds will contribute to the Altar Flower fund. 4.7.6 BIODIVERSITY DAY: will be held at KDCA on May 25, 2024. 4.7.7 GOTONG ROYONG: The next gotong royong is set in March. 4.7.8 OTHER REPORTS: Joseph reported that the grotto has been painted, while Irene has been helping with the altar flower arrangements and keeping an eye on the planted flowers. Action by: Robert Lipon & Joseph Fung 4.8 CARITAS Julian has no printed report. However, the following are matters brought up during the meeting: 4.8.1 PEOPLE IN NEED: Julian mentioned that he was unable to reach the family in Kinarut who need wood and zinc for home repairs. 4.8.2 SR. ANITA’S PARISH VISIT: Julian informed Fr. Jeffri about Sr. Anita's intention to visit SMP on February 6, 2024, at 9:00 am for an orientation. 4.8.3 CARITAS RETREAT AT BUNDU TUHAN: Julian informed that he will be attending the retreat happening in April.
5 4.8.4 RICE BOWL: Julian will get in touch with Paulyne for the Rice Bowl distribution list. The distribution of donated items will coincide with the priest's house visits during Lent. 4.8.5 BLOOD DONATION DRIVE: Fr. Jeffri suggested that Caritas organize a blood donation drive. Fr. Jeffri will reach out to Alex Sugin or Jacob Yohanes for assistance. Action by: Julian Chia 4.9 MIGRANT ITINERANT Marysia has submitted a 2-page printed copy of her report, Appendix VI, to the secretariat. 4.9.1 MIGRANT ITINERANT MINISTRY AWARENESS: Fr Jeffri advised to find a way to identify migrants and itinerants and help them. Action by: Marysia Francis 4.10 SOCCOM No printed report was submitted. Paulyne reported the following: 4.10.1 GANT CHART: Fr Jeffri requested Paulyne to update the Gant Chart and have advised other ministries to submit their year plan to her. 4.10.2 NEWSLETTER: The next issue will come out on Pentecost. 4.10.3 WORK IN PROGRESS: SMP Report Slide Presentation for Archbishop Pastoral Visit, weekly bulletin, FB content, and Prayer cards. Fr. Jeffri explained that the prayer cards align with the Year of Prayer announced by Pope Francis, with each prayer intended for a specific day. 4.10.4 VIDEOS: Electrical updates have been posted by Edward regularly. 4.11.5 ARTICLES: 2 submitted in November- Church Renovation and Fr. James Chia celebration. 4.11.6 PARISH FB: Followers currently 1100. Action by: Paulyne Imbayan 4.11 BIBLE Arthur was absent for this meeting but submitted a 1-page printed copy of her report, Appendix VII, to the secretariat. 4.11.1 SUNDAY OF THE WORD OF GOD: There will be Bible enthronement on January 21, 2024, during the 7.30 am mass in conjunction with Sunday of the Word of God. 4.11.2 BIBLE MONTH: Fr. Jeffri announced that July is dedicated to the Bible. There will be a program at the Archdiocese level led by Fr. Paul Lo. 4.11.3 BIBLE MINISTRY COMMISSIONING: will be held in June Action by: Arthur Asai 4.12 INTERFAITH Charles was absent for this meeting and there is no report. Action by: Charles Bisius 4.13 TREASURER During the meeting, Dr. Richard brought up the following: 4.13.1 PFC ACCOUNT: The balance carried forward from October is RM573,550.39. In November, the income was RM21,918.30, while the expenses amounted to RM109,801.80, resulting in a total balance of RM485,666.89. 4.13.2 BM MASS 10 SEPT. 2023 COLLECTION: The issue is currently under investigation. 4.13.3 PARISH EMPLOYMENT: An evaluation will take place six months from their start date. 4.13.4 ELECTRICAL REWIRING & ENHANCEMENT PROJECT: The remaining 20% payment will be made upon completion of the work as per the contract terms. 4.13.5 OTHERS: Dr, Richard advised all for any finance request to write in to PFC. Action by: Dr. Richard Gontusan 4.14 LAITY 4.14.1 LAITY FIRST MEETING: Sr. Terry mentioned that she has reached out to all the Laity groups and will soon be convening for their initial meeting. 4.14.2 MASS BY LAITY: Fr. Jeffri advised Sr. Terry to come out with a schedule to have Laity ministry animate mass at least once a month. Action by: Sr. Terry 4.15 SECRETARIAT After receiving approval for the purchase, Paulyne bought an external hard drive and ink for the catechetical printer to be used in secretarial tasks.
6 The Secretariat shared the PPC Committee chart. Please see Appendix VIII. Action: Paulyne Imbayan & Zita Munseh 5. ANY OTHER BUSINESS (AOB) 5.1 ARCHBISHOP PASTORAL VISIT, 4 FEBRUARY 2024. 5.1.1 It was decided that the program would be as follows: 7.00 am PPC & PFC arrival. 7.20 am Archbishop Arrival 7.30 am Meeting at Priest Office (Refreshments by CWL) 10.00 am Mass & Sacrament of Confirmation 12.00 pm Luncheon at parish hall (Cater Marysia & 5 tier cake CWL) Archbishop booth visit 5.00 pm End of event 5.1.2 Marysia shared lunch quotes from three caterers offering the same menu of four dishes with rice. The price options were RM26.00 per person, RM18.00 per person, and RM17.00 per person. The decision was made during the meeting to go with the RM17.00 per person quotation. Action: All 5.2 MINI BAZAAR, 4 FEBRUARY 2024. 5.2.1 Peter, responsible for organizing the mini bazaar in conjunction with the Archbishop's Pastoral Visit, has announced that 11 vendors have confirmed their participation. The bazaar will span from the hallway to the fellowship centre, the garden alley beside the parish hall, and the front of the parish hall. Vendors without roof protection must bring their own 10x10 tent. 5.2.2 The bazaar will operate from 7:00 am to 5:00 pm. 5.2.3 Vendors are not charged rental but are required to contribute 30% of their total earnings to the parish. Action: Info/ Peter 5.3 PPC COORPERATE SHIRT Marysia presented a variety of white and blue collared shirts, and one was chosen. Everyone agreed to cover the cost of their shirt. Additionally, the priest will also receive a shirt paid for by the Parish. Action: Marysia 5.4 NO ACTIVITY DURING MASS Fr. Jeffri has advised that no activities should take place at the Parish Hall from 6:00 pm to 7:00 pm every Thursday. Action: All 5.5 2024 PROGRAM & BUDGET Fr. Jeffri advised all PPC members to submit their 2024 program to Paulyne to be inserted in the Gantt chart and budget to Dr, Richard for PFC for action. Action: All 5.6 LENT PENITENTIAL RITE Lent Penitential Rite and Confession here at SMP will be on February 21 and STMP on March 13, 2024. Both will be held at 6.30 pm to 8.30 pm Action: Info / Soccom 5.7 IMPROVING CHURCH EMERGENCY RESPONSE SYSTEMS A designated parking area will be on standby for two vehicles, belonging to two wardens, in case of emergencies. Action: Info 5.8 FELLOWSHIP CENTRE CUPBOARDS Fr. Jeffri mentioned that six cupboards are available for groups that require storage space. Currently, three cupboards have been allocated to the Breakfast Team, Parish, and CCR. If anyone needs a cupboard, kindly inform Paulyne. Action: Info/Paulyne 5.9 CHURCH BUILDING INSURANCE
7 Fr. Jeffri advised PFC to look into upgrading the current insurance policy for the church building. Action: PFC 5.10 STELLA MARIS FEAST DAY Fr. Jeffri informs all that the feast day falls on September 27. Action: Info 5.11 CHILDREN CHRISTMAS PARTY PRESENTS During the meeting, it was decided that the gifts presented by the children during the recent children Christmas party, to be handed to Caritas for distribution to children in need as part of their upcoming project. Action: Info / Caritas 5.12 CHILDREN’S ADVENT COLLECTION Jeannette reported that there were only 20 boxes returned amounting to RM290.00. The collection have been handed to PFC, Catherine Ong for the next action. Action: Info / PFC 5.13 CHINESE NEW YEAR MASS 2024 Fr Jeffri informs all that the CNY mass will be held at 8.00 am on February 10, 2024. Action: Info 5.14 RITE OF ELECTION 2024 Fr Jeffri informs Rite of Election for catechumens preparing for Sacrament of Initiation this Easter Vigil will be held on February 18, 2024 at Sacred Heart Cathedral. Action: Catechetical 5.15 KAAMATAN THANKSGIVING 2024 Fr Jeffri has appointed Family Life and Migrant Itinerant to organise the Kaamatan thanksgiving this year. Action: Family Life / Migrant Itinerant 5.16 PRIEST MEETING Fr Jeffri informed the next priest meeting will be on March 5 to 6, 2024. Action: Info 6. DATE OF NEXT MEETING The next meeting will be held on Friday, March 8th, 2024, at 7 p.m. in the St. Matthew Room. 7. The meeting concluded at 11:18 p.m. with a closing prayer by Fr. Jeffri. Recorded by .............................. Paulyne Imbayan Secretary Minutes confirmed by: Seconded by: ...................................................................... ................................................................. ( ) ( ) cc. 1. Rev. Fr Jeffri Gumu 2. Rev. Fr. Peter Chung 3. Charles Bisius 4. Arthur G. Asai 5. Dr. Richard Albert Gontusan 6. Paulyne Imbayan 7. Zita Munseh 8. Conrad Bonchee 9. Datin Teresa William 10. Irene Samuel 11. Jacques Jimmy Yangus 12. Jeannette Ewang Mantais 13. Joseph Fung 14. Julian Chia 15. Marysia Francis 16. Peter Pakang 17. Robert Lipon
8 APPENDIX I (3 pages) Catechetical
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11 APPENDIX II (2 pages) Family Life
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13 APPENDIX III (2 pages) Catholic Women’s League
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15 APPENDIX IV (5 pages) Youth
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20 APPENDIX V (2 pages) Creation Justice
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22 APPENDIX VI (2 pages) Migrant itinerant
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24 APPENDIX VII (1 page) Bible
25 APPENDIX VII (1 page) Secretariat -