Parish Planning Council Notes

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Parish Planning Council Notes 08/21/2018

September 03, 2018
By Steve Berman
Parish Planning Committee - August 21, 2018
Attending: Dann Keiser, Pastor French, Pastor Heckert, Starlah Smith, Jerry Ripke, Jake Rogers, Heather Brooks, Lynn Beckham, Karrie Tarter, Mike O'Donnell, Chris Rowan, Russ Shoemaker, Steve Berman
I. Opening Prayer
a. Pastor French led PPC in prayer
II. Approval of July 2018 meeting minutes - An error was identified under section X Board of Christian Education and the correction was noted. Pastor French made a motion to approve the July 2018 meeting minutes as amended and Mike O'Donnell seconded. The motion carried.
III. Unsung Servants - The following was nominated for helping St. James to include playground restoration work and moving mulch: Ron Adams, Fred Akers, Larry Akers, Mike Arden, Harold Bechner, Jim Bechner, Mike Bennett, Brad Bishop, Sara Bishop, David Bryan, Tasha Bryan, Donnie Fahler, Kyle Kurtz, Wyatt Kurtz, Kyle Myers, Josh Philyaw and Professor Joe's for donating pizza to feed the crew. The nominations were approved.
IV. New Business
a. Board items - There were no Board items
b. Planning Meeting Continuation - Chris Rowan reported that we are in the middle of the RE: vitality survey to run through September 2nd. There was some discussion regarding the eligibility requirements of who can take the survey. No action was taken.
V. Old Business - There was no Old Business
VI. Financial Report - Starlah Smith
a. Starlah Smith referred to the Profit and Loss Statement and gave some background on the Special Gifts Income Lines. She then went through the income and expenses and explained that we anticipate ending the month with a positive balance of approximately $8,000. Lastly, Starlah reported that our offerings are about $3,400 short per week. There was some discussion about the numbers and communicating results and opportunities.
VII. Pastor's Report
a. Pastor French reported that the restoration is going well and reported on some upcoming activities - September 9th - Installation Sunday for Sunday School Teachers and Adult Information/New Member class begins
b. Pastor Heckert shared that he would be on vacation from September 13th - September 22nd to celebrate with his parents in honor of their 35th wedding anniversary
VIII. Board of Elders - Mike O'Donnell
a. Mike O'Donnell shared that Worship and Holy Communion in the cafeteria is going well. Mike commented that Service is full and there is a positive mood. There was some discussion about inviting the congregation to remain for fellowship particularly after the 8:00a.m. Service.
IX. Principals Report - Jake Rogers
a. Enrollment: Total School House = 240 students 146 (Kdg-8) + 94 (In, Td, Pre-School & Pre-K) [Harmony Reporting]. 2018-2019 School Choice Scholarship: $209,170.60 (to date) ('17-'18 = $211,377.93) ('16-'17=$190,435.50) ('15-'16=$213,103)
b. Happenings at St. James Lutheran School
  • Teaching Staff
    • Preschool 2=Cassie McQuinn, Jessica Beck (aide)
    • Preschool 2=Lindsey Eggold, Mandy Sattgast (aide)
    • Preschool 3=Rebecca Ziegler, Abby Zumbuhl
    • Preschool 3=Chrissy Ford, Ellen Clark (aide)
    • Pre-Kindergarten=Jenny Caylor, Morgan Kurtz
    • Kindergarten=Melissa Trautmann
    • 1st Grade=Lydia Roland
    • 2nd Grade=Brenda Arden
    • Kdg.-2nd Aide=Kourtney Jeffries
    • 3rd Grade=Cara Hamilton
    • 4th Grade=Kris Ripke
    • 5th Grade=Amy Dombkowski
    • 6th Grade=Donna Rider
    • 7th Grade=Lynn Keiser
    • 8th Grade=Jenna Farrington
    • Music=Amanda Goodspeed
    • Religion=Pastor French, Pastor Heckert
    • Art=Joan Tietz
    • Title 1/Resource=Carol Huth
    • Athletic Director=Hannah Heckert, Asst. Ath. Dir.=Jenna Farrington
    • School Secretary=Ashley Northington
    • Admissions Director/Early Childhood Director=Julie Grott
    • Principal=Jake Rogers
  • Projects are complete
    • We want to thank the donors and contributions of the Century of Faith campaign, the St. James Auction, and St. James Lutheran Congregation for your support and contributions to our program and our school! We grow together because we work together as members of the body of Christ! God is good, all the time....and all the time, God is good!
    • Special Thank You to our Board of Church Properties and our Custodial crew for all of our projects and cleaning this summer!
  • What's new this year?
    • Math supplement (IXL), Music Curriculum (Quaver Music), Social Studies Curriculum (gr. 6-8)
    • New Renovated Restrooms (Old & New Buildings)
    • SRPx-Safety Procedures (
      • Volunteer/Parent Badges-Check-in Door 1&6
      • Staff Badged
  • St. James Lutheran School Calendar 2018-2019
    • 9/3 - Labor Day, No School
    • 9/5 - PTL Family Fun Night, 6-7:30p
    • 9/7-8 - SJS Volleyball Tournament
    • 9/13 - Fall Pictures
    • 9/14-15 - Our Shepard JV VB Tournament
    • 9/21-22 - Calvary Soccer Tournament
    • 9/22-23 - Trinity, Indy Varsity Volleyball Tournament
    • 9/29 - PTL Carnival
X. Board of Christian Education - Heather Brooks, Lynn Beckham
a. Lynn Beckham shared Board updates and/or recaps of topics to include staffing, the playground fencing project and auction results. Lynn reported the Board has been exploring ideas for next year's dutch auction
XI. Board of Youth - Karrie Tarter
Karrie Tarter shared her Board report:
a. Mission
  • Time in the Word
  • Service to St. James and Lafayette Community
  • Fellowship in a Christian environment

b. High School Youth

  • Leadership - Board is pursuing the possibility of a Youth Director position versus DCE position. Funding removed from 2018-2019 budget prior to April 2018 Voters Meeting. Ruth O'Connor donating $5,000 annually for Youth Director Stipend position (similar to AD position). Meeting with Grace and St. James leadership 8/7/2018. See position description if agreement to utilize Grace's DCE. Grace offered only 8-10 hours monthly for 1/4 stipend amount. Youth Board does not feel this meets our needs and Lynn Keiser has expressed interest, prayerfully considered and accepted the role of Youth Leader
  • Youth room - Foundation met and questions renting upper room to dance studio for office space. Stove/oven was purchased from Youth budget. Possible option in a ground level space that would require renovation
  • National Youth Gathering 2019, Minneapolis, MN - call out meeting was 4/15/2018 and 10-12 youth interested in attending the gathering. Possible travel with Grace Lutheran Lafayette but they want to maintain separate "church family" groups at the gathering. Their DCE Brian Pike said the adult leaders need to meet and discuss what they want a joint effort with St. James to look like
  • NYG Fundraising
c. Junior High Youth
  • Indiana District youth at Camp Lutherhaven 9/15-16/2018. Will need adult leaders to attend
d. Budget
  • Budget discussed at April meeting with Dann Keiser. Submitted costs and Youth Director position in budget request. Proposed budget for 2018-2019 submitted as below
  • Request for church financial support for NYG - historically cost per youth was 1/3 family, 1/3 church/youth budget, 1/3 fundraising was removed from 2018-19 budget
  • Final budget includes smaller amount for youth program expenses, zero for NYG and zero for youth leadership position
  • National Youth Gathering Designated Funds $5013 (This is fundraised money by the youth)
2018-2019 Board of Youth Ministry Proposed Budget
Youth Ministry program expenses - $5,000
NYG-adult leaders expenses (3-4): registration, hotel, travel - $4,200 - $5,600
(NEW) Youth Director stipend position (comparable to AD) - $5,000
Total - $14,200 - $15,600
XII. Board of Parish Education - Becky Rowan (absent)
a. Chris Rowan shared several items on behalf of Becky:
  • Trunk or Treat - October 21st from 3:00p.m. - 5:00p.m. The event is on Facebook and 330 have indicated a desire to attend
  • Ice Cream Social to kick off Sunday School - September 9th
  • Nonmembers have been saying they want to attend Sunday School
  • Need two more teachers for Sunday School
XIII. Board of Human Resources - Mark Bunton (absent)
a. No report
XIV. Board of Evangelism - Jerry Ripke
a. Jerry highlighted the following topics from his report:
  • Visitor Committee meets at 3:00p.m. on Fridays
  • Greeters to be more visible - during Pastor's classes? during the activities on September 9th?
  • Reminder to PPC to wear their Name Tags
  • Sending cards to the sick
  • Ideas to consider
    • Open Gym to the community - there was discussion regarding logistics and risks. No action was taken
    • How we can aid Alcoholics Anonymous efforts
XV. Board of Church Properties - Russ Shoemaker
Russ Shoemaker shared a project status report:
a. New Church Pews - funded by Century of Faith Selection made on Pew design
b. Sanctuary - Interior Restoration Paint crew completed repair/paint Sanctuary interior
  • Electrician working on lighting/electrical outlets
  • Sanctuary Wainscot material/Oak flooring purchased and being manufactured
  • Detail painters due in first of September for 2-3 weeks
  • New subflooring laid on Alter, Baptismal area and Sacristy - new base to build hardwood on
c. Parish Ctr. & Old School - Renovation of (4) Restrooms Completed - Thanks to the Pre-School and painters for the bathrooms
d. North Parking Lot - Playground area - Fencing to secure playground (16 ft. gate/two 8 ft. sections) Not started to date
e. Pre-School - Install new LG Heat/Cooling System room #102 & #104 Completed
f. Parish Center - Install new Grease Trap for cafeteria kitchen area Completed
g. 8th Street Steps (New Gym) - Replace hand rails Completed
h. Parish Center - Replace roof exhaust fan for (4) restrooms and kitchen Completed
i. Sanctuary - Install new LG Heat/Cooling System for Sanctuary Balcony Completed - Still need to complete line set covers
XVI. Board of Stewardship - Stephanie Fahler & Cara Wetzel (absent)
a. Stephanie Fahler reported that she is co-chairing the Board of Stewardship with Cara Wetzel and they are presently the only members of the Board. Stephanie shared some topics the Board is focused on:
  • Revising the old job description
  • Making Scriptural Tithing a lifestyle
  • Electronic giving
  • History of LCMS Church/School relationship
  • Community Restoration Celebration - November 17th from 10:00a.m. - 5:30p.m. The Board plans on having a live band, smoked pork and hot dogs, a chili cook off, cornhole tournament, brew tent, bounce houses and baby-sitting
    • There will be on-line sign ups

b. Chris Rowan made a motion to make an agenda item of Admission of new Board members at the next Voters Meeting for Stephanie Fahler and Cara Wetzel. Mike O'Donnell offered a second and the motion passed.

XVII. Presidents Report - Dann Keiser
a. Dann Keiser mentioned to PPC to be aware and to pray for the continued right for church affiliated schools to maintain the right to receive public money through Indiana's school voucher program and still make employment/enrollment decisions based on the religious principles of a religious institution. He mentioned the Roncalli Catholic School staff termination matter as an important example of where legislation may or not be headed. Dann encouraged PPC to contact our legislators to press our position.
XVIII. Motion to Adjourn/Closing Prayer
a. Pastor French made a motion to adjourn and Jerry Ripke seconded. The motion carried. Pastor Heckert closed the meeting with prayer.
Respectfully submitted by Steve Berman