Parish Planning Council Notes

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Parish Planning Council Notes 2/16/16

April 06, 2016
By Steve Berman

Parish Planning Committee -- February 16, 2016

Attending: Dann Keiser, Jeff Baumgarn, Dave Probst, Ben Schoon, Pastor David French, Bill Crum, Christopher Rowan, Jake Rogers, Russ Shoemaker, Candace Shaffer, Jerry Ripke, Kelly Gross, Caren Bunch, Marcia Collins, Steve Berman
  1. Opening Prayer by Pastor French
  2. January minutes -- moved to accept by Chris Rowan, seconded by Candace Shaffer, approved
  3. Unsung Servants -- Brianne Hubner, Ashley Northington, and Becky Rowan - Stewardship
  4. New Business
    1. Auction Committee Account
      1. Auction committee does not have their own account
      2. Concerns with transparency, accountability, lack of line item accounting and timely reports have resulted in donor retention issues and the inability for Auction Committee to effectively answer donor questions and concerns.
      3. Motion to allow the Auction Committee to have their own account or sub account and report up to the Board of Christian Education by Ben Schoon. Seconded by Jeff Baumgarn, approved.
  5. DCE Report and Board of Youth -- David Probst
    1. DCE continues to teach confirmation for 7th grade students, keyboarding skills for 5th grade, and serves as a substitute teacher and substitute kitchen person as needed.
    2. National Youth Gathering
      1. Planning continues for gathering in July
      2. Fundraisers continue with an Easter breakfast fundraiser in March and the take stock in the youth fundraiser in April
      3. Monthly Gathering meetings take place for the adults leading the youth to the Gathering and the youth and adults participating in the Gathering
    3. Board of Youth Ministry has not met since November. Will attempt to meet before March PPC meeting.
  6. Board of Evangelism -- Jerry Ripke
    1. Bibles were ordered for arrival on Palm Sunday. Some are available at the Visitor Center.
    2. International Dinner subcommittee met January 31 at Ruth O'Connor's home.
      1. Reviewed 2015 program. Need to get the word out sooner and to more groups to have a greater amount of international students
      2. Jerry will visit area Pastors to solicit help
      3. Meet again later in the summer (mid-August) to discuss details of the meal.
    3. Need t replace outdated information in Visitor packets
    4. Continue to wear Nametags and encourage others to wear
  7. Board of Church Properties -- Russ Shoemaker
    1. Century of Faith
      1. 8th St. school steps project contract signed w/Tecton Const. Management, Inc. 
        1. Project cost $45,000
      2. Sanctuary exterior
        1. Board will contact "Gothshall Building Restoration" for project review and confirm Project Cost of $40,000
        2. Dann Keiser was asked to assist in review process and attend meeting to review contract. Will do walkthrough in the next month.
        3. Possible start date of project late summer/fall
    2. Status of surveillance cameral installation
      1. 12 cameras covering 3 parking lots and walkways install is complete
      2. Open issue -- All staff should have access to camera surveillance at work stations. Not yet accessible. Jake Rogers has contacted Contractor for resolution.
    3. Quotes for boiler repair from Advance Tech pending
      1. Re-plumb make -up water for soft water $490
      2. Repair leaking circulation pump $992
      3. Scheduled start date for repairs March 14th
    4. Fire Inspection
      1. New gym locker room sprinkler system
        1. Cost to make sprinkler operational $3,357
        2. Required annual water line test $170 and water dept. annual usage fee $512
        3. Discussed Ace Fire Protection Company's recommendation to request variance from State to remove locker room sprinklers and replace with new fire alarm system for whole gymnasium.
        4. New Audible system in the new gym and to work externally estimated at $10,000
        5. New expandable fire control panels and rewiring to include new gym, school and church estimated cost not to exceed $25,000. Discussed the possibility of a Dutch auction to raise funds.
      2. No Dedicated line to Central Station -- Cost to fix approximately $2,000. Mulhaupts quoting.
      3. Emergency lighting device not working hallway E/C -- D/C room -- repaired
      4. Maintenance room service panel had open spaces exposed -- repaired
    5. Property Work completed since last PPC Meeting
      1. Kitchen plumbing, 2" and 3" cast iron waste pipes rusted and leaking replaced with plastic plumbing completed. Cost $790
      2. Repaired door in Jen Probst's classroom and changed two lockset
      3. Repaired 2 heat registers n Visitor's Center
      4. Repaired both gas heaters n New Gym
    6. Custodial Staffing
      1. Labor rate to be increased starting in February
      2. Least senior staff to $7.75
      3. More senior staff based on performance
      4. Staff to be evaluated bi-annually for incremental raises to be determined by Custodial Supervisor with Church Properties Board approval.
  8. Pastor's report -- Pastor French
    1. Lent services continue -- "Places of the Passion"
    2. New Member class -- 6 people
    3. Pastor Ouelette, Lutheran Association of Missionaries and Pilots, Inc (L.A.M.P.) will be preaching Sunday February 28th
  9. Board of Human Resources -- Mark Bunton - Absent
  10. Financial Report -- Ben Schoon
    1. Reviewed financial summary
      1. 2015 financially healthier than 2014
      2. Discussion to simplify detailed financial report to describe income, expense, results and major factors in preparation for voters assembly.
      3. Dann Keiser to go over Profit and Lass statement in detail with Ben Schoon
      4. Anticipate financials meeting to be held on March 6th and call meeting on April 3rd
  11. Board of Christian Education -- Candace Shaffer
    1. Finalized tuition for the 2016-17 school year. Intent to return forms to be sent.
    2. Information on financial support and tuition rates to be sent
  12. Board of Stewardship -- Christopher Rowan
    1. Start up the nursery for the 10:30 a.m.. service
    2. Continue to sponsor church fellowship potlucks
      1. Good turn out on February 14th Potluck. People were assigned tables by numbers and questions were posed in a game like fashion to encourage conversation and relationship building.
      2. Potluck ideas
        1. Kids table with inexpensive items to engage with, coloring books, crayons, etc.
        2. Group activities
        3. Finding someone you don't know and sitting with them
        4. More introductions
        5. Free will offerings for organization and group financial support
        6. Next potluck on March 20th
    3. Dinners for eight
      1. Rotate form home to home every quarter
      2. Encourages and promotes people to engage with each other
      3. New couples are directed into this group to help them build a foundation in the church
    4. Continued work on the church side of the website
      1. Build out email sign up
      2. Have 10:30 a.m. service live streamed
      3. Have sermons recorded in video and audio
      4. Chris to discuss with Pastor French the "About Us" part of the church website.
      5. Discussion -- schedule meeting to confirm and/or assign webmaster responsibilities for church and school
      6. Update the news and announcements so that it posts to website and Facebook
      7. Need information for Nola and Mark on the church staff page
      8. Partner with Dave Probst on Youth ministry part of site. Chris will also update Dave regarding online donations.
      9. Update the education and boards portion of church site.
      10. Motion to run a Facebook campaign not to exceed $400 from now until June by Ben Schoon, seconded by Russ Shoemaker, approved.
  13. Principal's Report -- Jake Rogers
    1. Fire alarm system/Fire inspection/New gym
      1. Working with Russ Shoemaker & Daphine Prather to resolve inspection issues
    2. Infrastructure trial of ISTEP went well
    3. Will attend Redeemer Lutheran Church on Sunday, February 21st, to briefly talk about St. James Lutheran School and invite them to our Open House on February 25th.
    4. SJS Basketball Tournament
      1. Basketball Team had a 3rd place finish. They have been selected to participate in the state Lutheran School tournament in Fort Wayne
      2. Cheerleaders had a 1st place finish in SJS Cheerleading competition
    5. Students will represent St James at the local Non-Public School Spelling Bee at Faith on Thursday, February 18th and at the Purdue Science Fair on March 11-12
  14. Vice President Report and Parish Education Report -- Jeff Baumgarn
    1. Live streaming -- Divine worship
      1. Pastor French and Jake Rogers to consider the purchase of Apple TV or Google Chrome
    2. Audit responsibility given to Dann Keiser
    3. Parish Education Report
      1. Amanda Goodspeed and Jocelyn Knobloch are going to lead VBS
      2. VBS is going to be on July 11-15th from 8:30 -- 11:30. The theme this year is Barnyard Roundup
  15. President's Report -- Dann Keiser
    1. Dann will be talking with staff and board chairs about future goals and objectives
  16. Old Business
    1. 2016-2017 Budget
      1. Ben Schoon to give Boards an accounting of what they spent
      2. Anticipate a draft budget in April
    2. Audit Review
      1. Dann Keiser to look at options
  17. Motion to adjourn by Bill  Crum, approved
  18. Closing Prayer by Pastor French

Respectfully submitted by Steve Berman