Parish Planning Council Notes

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Parish Planning Council Notes 11/15/16

November 26, 2016
By Steve Berman

Parish Planning Committee - November 15, 2016

Attending: Dann Keiser, Pastor French, Bill Crum, Jake Rogers, Candace Shaffer, Mark Bunton, Russ Shoemaker, Christopher Rowan, Ben Schoon, Steve Berman

I. Opening Prayer and Devotions
a. Opening Prayer by Pastor French. Candace Shaffer, Board of Christian Education Chair, led the Devotions: Psalm 139 and from Matthew Chapter 6.
II. Approval of October 2016 meeting minutes - Motion to approve by Pastor French, Seconded by Mark Bunton. All was in favor, approved.
III. Unsung Servants - Jeff Baumgarn for his service as Chair, Board of Parish Education and for our Sunday school program. Reformation Committee for their great work on the Reformation Luncheon - Barb Francis, Eunice Maurer, Bob Nixon, Steve Ulrich, Michele Ulrich, Grace Gillespie, Amanda Goodspeed, Nancy Sattler, and Chris Rowan. Thanks to Janet Hession for her great work on the Reformation luncheon.
IV. New Business
a. Pastor Heckert - Installation & responsibilities
  • Pastor French traveling to Wisconsin to attend the ordination of Peter Heckert on Saturday, November 19.
  • Installation Service scheduled for Sunday, December 4 at 3:30 p.m. Potluck Dinner to follow in the cafeteria. Asking congregation to bring side dishes.
  • Pastor French believes Peter should assume his responsibilities as fully as possible. Pastor French to assign Boards.
b. Vice President Replacement
  • Discussion ensued about how much time remains on the current term (until June),  recommendations from PPC, nomination(s) from Voters and having the position remain vacant until filled.
c. Ministry Action Team - Dann Keiser presented an objective and time table for PPC to consider and discuss:
  • Objective - Prayerfully seek God's direction for St. James to grow and expand the congregation that we may better spread the Gospel.
  • Dann posed some questions 1) How do we keep members? 2) How do we activate the inactive? 3) How do we bring in new members?) that would drive and direct the work of the Ministry Action Team. This generated the sharing of ideas from PPC.
  • Time Table
    • Start in January meet weekly or biweekly
    • Discuss at April Voters meeting, with questionnaire for member input
    • Present recommendation at June Voters meeting
  • Dann spoke about opening up the opportunity to volunteer/serve on the Ministry Action Team at the November 20th Voters meeting.
d. Church Financial Audit
  • There was discussion about what we want to learn and why and review of options from Huth Thompson quote:
    • Full certified audit - $10,000 - $12,000
    • Review Engagement - $8,000 - $10,000
    • Compilation Engagement - $3,000 - $5,000
    • Procedure Engagement $1,000
  • Consult Kathy Cowans regarding a recommendation
e. Budget Issues
  • Review of budget, expected and actual numbers
  • Out of cash flow problem. Strong positive balance
  • Income
    • Childcare income includes both childcare and tuition. Childcare about $2,000 less per week due to partial days not full days
  • Expenses
    • Discussion of Church Staff Wages, Child Care Staff Wages and Health plan adjustments
f. Voters Meeting 11/20/16
  • Overview of Voters Meeting to begin at 12:15 p.m. Lunch to be served.
V. Old Business
a. Protecting Our Ministry - Constitution review - Bill Crum reported that revisions are being worked on to share with the Committee.
b. Business Manager & financial methods/Line of Credit policies
Status update on financial methods - in process. Brief discussion regarding Chase/other bank(s) with respect to fees and liability matters.
VI. Pastor's Report - Pastor French
a. No report - preparing for funeral.
VII. Board of Elders - Bill Crum
a. Sunday Service Update
  • The Board of Elders is working with the Board of Parish Education to assist in the unlocking and locking of the Sunday School rooms. Help may be needed to double-check the rooms and lower hallway is being locked/unlocked as expected as we adjust to this new responsibility.
b. Funeral Services
  • It has been requested that the church office share the funeral schedule by placing it on the calendar, notifying the social media outlets of the congregation and to notify the chair of the Board of Elders for further distribution and to encourage attendance or serving as an usher.
  • Discussion on the importance of having our people there to support the congregational family.
c. Worship Notes
  • The Christmas Eve schedule is planned to be the same as last year. A concern has been mentioned regarding who will lead the early service with the live nativity. One possibility is to see what willingness the new Associate Pastor might have in leading this service. Grott's will handle the animals.
d. Worship Attendance
  • Reformation Service on October 30th was well attended. 75 at 6:00p.m., 209 at 8:00a.m., 149 at 10:30a.m. - Total attendance 433. Three hundred twenty-two communed.
VIII. Principals Report - Jake Rogers
a. Total School House 252 Students 154 (K-8) + 98 (In, Td, Pre-school & Pre-K)
b. Happenings at St. James Lutheran School
  • New Community School - closes December 31st.
    • Julie Grott and Jake Rogers went to the school fair on Thursday, November 10 to present information about our school to potential new families. Tours are being scheduled with new families. Out of those who were talked to, two families are coming in for tours.
  • Hot Lunch
    • We are grateful for the help of Anna Buess, Angela Guyer, Pat Koning, Tina Parker and Samantha Cochran for helping our Assistant Cook, Deb Bechner with our Hot Lunch Program. Rhonda Moya is slated to start as Head Cook on December 1. Thank you to everyone who has helped out in the kitchen.
  • School Service Project
    • Students have been collecting for Operation Christmas Child and our Food Pantry during the month of November. Shoeboxes last year totaled 50; this year, so far, we have 78. We are partnering with Grace Lutheran and will drop off our showboxes to them on Wednesday. Thank you to the students, families and members of the congregation who brought in items
  • Church Attendance/Evangelism
    • Data was collected on our School House (EC -101 and School -155) on where  students (families) have identified as their church home:
      • Operating LCMS 57% K-8, 37% EC
      • Other LCMS 6% K-8, 7% EC
      • Other Lutheran 0% K-8, 0% EC
      • Non-Lutheran 24% K-8, 20% EC
      • No Church Home 13% K-8, 37% EC
    • Discussion on the scope of the evangelism opportunity - Church and School, Board of Elders, Evangelism, etc.
  • Upcoming Dates
    • 11/17 - Social Studies Fair, Gr. 1,3,5,7; 6:00p.m.
    • 11/23 - Thanksgiving Service, 7:00p.m.
    • 12/2 - Christmas Program, K-3, 6:00p.m.
    • 12/6-8 - Christmas Shoppe (PTL)
    • 12/9 - Jesus' Birthday Party, 9:00am. - 11:00a.m.
    • 12/9 - 10 - SJS Girls Basketball Tourney
    • 12/14 - Lessons & Carols, Gr. 4-8, 6:00p.m.
    • 12/16 - PTL Teacher & Staff Appreciation Luncheon
    • 12/31 - Crusader Shootout
IX. Board of Christian Education - Candace Shaffer
a. No report
X. Board of Youth - Karrie Tarter (absent)
a. Look for volunteers to help support. Staffing of DCE position several months out.
XI. Board of Parish Education - Vacant
a. Stephanie Fahler lining up cafeteria class
XII. Board of Human Resources - Mark Bunton
a. No report
XIII. Board of Evangelism - Jerry Ripke (absent)
a. Good turnout at International Thanksgiving - approximately 90 international attendees and 120 in total. Good opportunity to share why we have Thanksgiving.
XIV. Board of Church Properties - Russ Shoemaker
a. Summer Projects List
  • Bus Stop Shelter on 9th street to be installed in December - waiting for CityBus to get Shelter in.
    • Board prepped site for pour of concrete - Contractor to pour in November
    • This project is self-funded - no cost to congregation
  • Food Pantry
    • Contractor work completed - North wall Mural has started. Anticipate finishing by November.
  • Sanctuary Exterior Repair - revised quote spring 2016 $47,820.
  • Received Gothshall re-negotiated quote cost $45,060
  • Board of Church Properties previously discussed Gothshall latest quote and approved bid pending Century of Faith approving money. Brief discussion with Ben Schoon that quote meets the budget requirement.
b. HVAC System - Need electricians to provide more information
c.Board of Church Properties has had continued discussion on pulling Church Pew project ahead of Sanctuary Restoration Project and HVAC project
d. New Sanctuary Pews Project
  • Need additional quotes (visit Stockwell Church - see new pews?)
  • Need updated quote from Imperial Woodworks, Inc.
e. Hinshaw Roofing Quote
  • Pre-School lower roof replacement - cost $24,900
    • Approx. $4,000 was spent to patch and tuck point areas in need
    • Repairs to roof this past summer has seemed to stop leaks
  • Fellowship Hall roof replacement - cost $18,600
    • Board of Church Properties quoting contractor "Terry Rayborn" for a repair of roof to extend roof life based on an estimate of remaining life with repairs.
f. New Fire Alarm System billing was received and scheduled to be paid through funds raised at 2016 Dutch Auction - final cost is $37,400
  • New Gym Fire Alarm System - Cost $10,856
  • School/Church Fire Alarm System - Cost $26,544
g. Parking Lot
  • Excellent job on parking lot project - no cost to the congregation. Thanks to Jake Rogers for working around the project work.
XV. Board of Stewardship - Christopher Rowan
a. Positive feedback from the local community regarding the Truck or Treat event.
XVI. Financial Report - Ben Schoon
a. No report - covered in New Business
XVII. Presidents Report - Dann Keiser
a. No report
XVIII. Other
a. After some discussion Dann reported that next months meeting will be a social meeting to be held on December 13th at 6:00p.m.
b. Pastor French moved to adjourn, the motion was seconded and approved. Pastor French closed with prayer.
Respectfully submitted by Steve Berman