Parish Planning Council Notes

< Back

Parish Planning Council Notes 3/29/16

April 26, 2016
By Steve Berman
Parish Planning Committee – March 29, 2016
Attending: Dann Keiser, Dave Probst, Candace Shaffer, Mark Bunton, Jerry Ripke, Christopher Rowan, Russ Shoemaker, Ben Schoon, Julie Grott, Helen Sunkel, Steve Berman
  1. Opening Prayer by Dave Probst
  2. Approval of February 2016 meeting minutes – moved to accept by Candace Shaffer, seconded by Chris Rowan, approved.
  3. Unsung Servants – Pastor Barton, Dave Probst, Bill Crum, and the Elders for assisting with the worship services Easter morning.
  4. Pastor’s Report - (Pastor French in absentia)
    1. Baptisms
      1. Owen Thomas Collier
      2. Lawson Alexander Phillips
    2. Funerals
      1. Theodore E. Fahlsing
      2. Charles E. Kerber (non-member)
      3. Roberta Young (non-member)
    3. Worship Attendance
      1. Ash Wednesday - 182
      2. Lent February 17th -113, February 24th - 28
  5. Board of Christian Education – Candace Shaffer
    1. Intent to Return Forms sent via email (google form). Forms are due by April 29, 2016. 
      1. Sixty-two families have responded (33% of anticipated forms) – 100% indicating intent to return to St. James.
    2. Dutch Auction finalized. Priority of funding:
      1. Fire Alarm System
      2. IPad cart for 3rd grade
      3. Stage revamp
  6. DCE Report and Board of Youth – Dave Probst
    1. Easter Fundraiser for the LCMS Youth Gathering is complete
      1. High school youth group raised over $1,200 for their trip to New Orleans in July
      2. Over 20 families volunteered to donate all of the times for the fundraiser
      3. Fifteen people worked during the Easter breakfast fundraiser setting up on Saturday morning, serving on Sunday morning or cleaning up Sunday morning.
    2. Dave Probst continues to teach confirmation for the St. James 7th grade students on Wednesday evenings from 6:00p.m.-8:00p.m. and Monday through Friday at 8:00a.m.
    3. National Youth Gathering
      1. Cost for the “Gathering” is $970 per person and includes transportation, housing and registration.Over 20 families volunteered to donate all of the times for the fundraiser
      2. Total cost for 25 people attending is $24,250 
      3. Next fundraiser for the “Gathering” will be babysitting and childcare on the night of the St. James Auction on Saturday, April 16th from approximately 4:00p.m. till 11:00p.m.
        1. Childcare will be available by the high school youth group from 4:00p.m. till 11:00p.m. on April 16th for a free will donation (suggested donation is $15/child)
        2. Childcare can take place at family home including transportation(to and from) for high school youth, dinner for child(ren) and a fun movie before bed
        3. Childcare can take place at the church with a group of children including games, dinner, a snack and fun movie.
      4. Approximately 41% of the total cost has been raised
      5. Donations can be made by check payable to St. James Youth Ministries
      6. Chris Rowan to create a link to make online donations Dave to provide digital donation box.
  7. Board of Parish Education – (Jeff Baumgarn in absentia)
    1. VBS will be July 11-15th, 9:30a.m. – 11:30a.m.
    2. Ice Cream Social on May 1st after second service – discuss St. James Groups(mainly from the Members in Action booklet) in which people can volunteer
      1. Stephanie Scott is the Event Coordinator
  8. Board of Human Resources – Mark Bunton
    1. No report
  9. Board of Evangelism – Jerry Ripke
    1. Bibles and Packets available at Visitors Desk
    2. International Thanksgiving Dinner will be November 12th, 2016 at 5:00p.m.
      1. Jerry met with two local pastors, Rev. Nelson and Rev. Morrow to explain the program and ways they can assist.
    3. Nametag report – keep wearing the nametags and encourage others to wear nametags
      1. Plans to have parents request nametags for their children
      2. Encourage members to wear nametags to all functions
    4. Trunk or Treat
      1. Becky Rowan, Coordinator, will need help to facilitate the event on October 30th  
    5. Current and Future Opportunities to get involved in evangelism
      1. Work with non-member school families
      2. Staff the Information/Welcome Center
      3. Church Outreach mailings
      4. Neighborhood visits
      5. Reaching out to inactive members
      6. Visit hospitals, nursing homes, shut-ins
      7. Visitor follow up
  10. Board of Church Properties – Russ Shoemaker
    1. “Century of Faith” Fund Raiser – Project status
      1. 8th Street Step Project contract signed w/Tecton Const. Management, Inc.
        1. Project $45,000
        2. Russ agreed to contact Andrew Bushee of Tecton Const., to see if everything is on schedule.
      2. Sanctuary Exterior Repair
        1. Board will contact “Gothshall Building Restoration” for project review and confirm Budget Line Project Cost - $40,000. Anticipate actual cost of $38,500.
        2. Did a walk around on March 29th. Want a second look and meet Contractor with Dann Keiser, Congregation President.
        3. Board discussed possible start of Restoration Project in late Summer/Fall based on available funds. Presently about 60% funded.
      3. Boiler repair status 
        1. Two repair jobs: “Advance Tech” completed during Spring Break
          1. Re-plumb make-up water for boilers to use soft water – cost $490
          2. Repair leaking circulation pump – cost $992
      4. Fire Inspection Violations (School)
        1. Russ has not talked with Jake Rogers on status
        2. Jake and Russ to work on response to “City Fire Marshall” on status and plan going forward to resolve fire inspection violations.
          1. Present plan is to replace old “Fire Alarm System for Church/School” and install “New Gym Fire Alarm System” to replace Locker Room Sprinkler. 
          2. This requires getting Variance from State to allow removing old sprinkler system and State accepting “New Gym Fire Alarm System” as replacement. 
          3. New Gym Fire Alarm System will be audible (including outside of gymnasium) and visible.
      5. Tasks completed since last “PPC” Meeting
        1. Project Quote completed for “Daycare Facilities Upgrade” – cost $23,000
          1. Work includes but not limited to: Plumbing, electrical, lighting, fixtures, vanities, cabinets in ECDC room, storage/shelves.
          2. Julie Grott to meet with Pastor French to discuss funding opportunity with Foundation
        2. Replaced west parking lot flood light located on SW corner
        3. Received quotes for:
          1. New Fire Alarm System for Church/School – cost $24,923
          2. New Gym Fire Alarm System to replace Locker Room Sprinkler System – cost $10,856
      6. Custodial Staffing – labor rate for Custodians
        1. Labor rate was increased for staff in February pay period
      7. Spring Clean Up – Lynn Keiser to help put together – May 1st 
      8. Looking at when to start up “Shred Day” – Daphine Prather
  11. Board of Stewardship – Christopher Rowan
    1. Continue to sponsor church fellowship potlucks
      1. April 10th is next potluck after the second service
    2. Social Media presence/Church website/Outreach
      1. 119 people clicked on ad for Easter service
      2. Over 100 people reacted to children’s Palm Sunday procession
        1. Consider more videos/pictures of children to help advance awareness and reaction
      3. Send events to Chris for Facebook, Church website posts
      4. Reminder that Sermons are on Church website:
      5. Discussed adding more Livestreamed events such as basketball games. Let Chris know of events. Church services are livestreamed at ( 
      6. Consider collecting email addresses vs. physical address in the Friendship Books
    3. Revamp Stewardship Landing page
      1. Provide intro to St. James with clear contact path.
      2. Send information to Chris to help with revamp
  12. Principal’s Report – Jake Rogers
    1. Tuition & Enrollment
      1. Email sent out to current families on 3/24 containing Tuition/Fee information and Google Form for Intent to Return.
      2. V-log created on 3/23 – heads up on upcoming information
      3. Appointments for Financial Aid will begin Monday, April 4. Intent to Return must be completed before FA is filled out. Anticipate reviewing FA through June.
    2. Auction
      1. Auction is on Saturday, April 16. Volunteer help is needed including the night of the auction.
    3. Professional Development
      1. A 2 yr. subscription to SimpleK12 was purchased and will be used for faculty PD to earn CEU’s with state licensure. Target to reach is 90 over 5 years to get license renewed.
    4. Math Curriculum
      1. Currently looking at different publishers. Not as many options for print copies. Most publishers are moving to digital copies.
    5. 2016-2017 School Calendar
      1. “Bare Bones” (start and end dates) has been approved. Rest of calendar (other activities) is due out in late April.
  13. Financial Report – Ben Schoon
    1. Reviewed financial report
      1. Discussed notable over/under differences in expected vs. actuals
      2. Identified and discussed income and expenses based on historical trends
      3. Reviewed cash flow prediction
  14. President’s Report – Dann Keiser
    1. No updates
  15. Old Business
    1. 2016-2017 Budget
      1. Julie Grott presented summary reports regarding new Early Childhood Program
        1. Ben requested revised/new draft budgetary numbers based on discussed enrollment/staffing level scenarios.
    2. Discussed key draft budget line items and identified areas to research further. 
    3. Call Committee Progress
      1. Special Voters’ Assembly Meeting on April 10th for sole purpose of extending a call for Associate Pastor.
    4. Audit Review – No updates
  16. New Business – No updates
  17. Motion to adjourn by Christopher Rowan, Seconded by Candace Shaffer, approved.
  18. Closing Prayer by Jake Rogers
  19. Respectfully submitted by Steve Berman