Parish Planning Council Notes

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Parish Planning Council Notes 8/15/2017

August 20, 2017
By Steve Berman

Parish Planning Committee August 15, 2017

Attending: Dann Keiser, Pastor French, Pastor Heckert, Mike O'Donnell, Chris Rowan, Jake Rogers, Lynn Beckham, Heather Brooks, Julie Grott, Karrie Tarter, Becky Rowan, Jerry Ripke, Russ Shoemaker, Steve Berman

I. Opening Prayer & Devotions
a. Mike O'Donnell began with the Devotion - 4th Chapter of Ephesians Unity and Maturity in the Body of Christ and led PPC in prayer.
 
II. Approval of the July 2017 meeting minutes- Russ Shoemaker made a motion to approve and Mike O'Donnell seconded. The motion passed unanimously.
 
III. Unsung Servants - Motions were made to recognize the following as Unsung Servants
a.Wayne Luke for installing hooks for coats in 30 of the preschool lockers, repairing a rocking chair and hanging a dry erase/bulletin board in the early childhood work room, Bill Talbott for installing 4 paper towel holders and childproof locks on cabinets in 4 classrooms, Church Properties (Bob Klaiber, Michael Arden, Irv Dieterle, Lynn Keiser, Kitrick Knobloch, Keith Lah, Hal Bodkin and Russ Shoemaker), Custodial Staff (Michael Bennett, Stephanie Moffatt, Karri Murphy, Pete Bishop and Daphine Prather) for their dedication to and work in church properties and Hannah Heckert for coming up to speed so quickly in her work as Athletic Director. Jake Rogers made a motion to approve and Mike O'Donnell provided a second. All was in favor and the motion passed.
 
IV. New Business
a. Board Issues - No issues to report
 
V. Old Business
a. Protecting Our Ministry - Constitution revisions - Mike O'Donnell reported that Bill Crum will be keeping the lead on this initiative and will provide an update after speaking with Bill
 
b. Ministry Action Team - No updates since the last report. Dann Keiser recapped the work of the Ministry Action Team (MAT) and reminded PPC that the MAT may be interacting with their Boards.
 
VI. Pastor's Report
a. Pastor French
Pastor French reported that Jr. Confirmation began last Thursday and is up and running. Public School Confirmation is tomorrow (Wednesday, August 16th). Pastor French then spoke of the Reformation Services for St. James and the Circuit and lastly he mentioned there was a Pastor's conference at the end of October.
 
b. Pastor Heckert
Pastor Heckert reported it was exciting to be working with the Youth. He spoke of working with Dan Eggold (Pastor, Grace Lutheran) and Brian Pike (DCE Grace Lutheran) and the desire for cooperation between Grace, St. James and Redeemer and the opportunities for bible studies, fundraisers and events in general. Pastor then spoke of reigniting the Stephen Ministry and his past experience with Stephen Ministries and variants of this Ministry as an outreach and in reach tool.
 
VII. Board of Elders - Mike O'Donnell
a. Mike O'Donnell reported that the Board is meeting on the 4th Tuesday of the month and explained he was elected Chair. Mike said he would produce a list of new Board members. Mike went on to describe the Board's close working relationship with the Board of Youth and how they are driven to welcome and train youth for the future. Mike also mentioned another focus area of identifying who may need rides to church and how we can help with that.
 
VIII. Principals Report - Jake Rogers
a. Jake Rogers reported on the following topics: Enrollment - Total School House 231 students  144 (Kdg-8) + 99 (In, Td, Pre-school, Pre-K) {Harmony Reporting}. 2017-2018 School Choice Scholarship: $196,378.59 to date, 2016-2017=$190,435.50, 2015-2016 = $213,103.  There was some discussion about the overall enrollment numbers for 2017-2018 trending down from 2016-2017 and the contributing factors that include public schools, families moving and services offered at other schools that St. James does not offer.
 
b. Happenings at St. James Lutheran School
  • The 2017-2018 teaching staff was shared with PPC
    • Preschool 2 = Quinn Wollenburg, Lindsey Eggold
    • Preschool 3 = Rebecca Ziegler
    • Preschool 3/4 = Sara Bishop, Joyce Knobloch
    • Pre-Kindergarten = Jenny Caylor, Morgan Kurtz
    • Kindergarten = Melissa Trautmann
    • 1st Grade = Lydia Roland
    • 2nd Grade = Brenda Arden
    • Kdg.-2nd Aid = Marlene Maassen
    • 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
    • School Secretary = Ashley Northington
    • Admissions Director/Early Childhood Director = Julie Grott
    • Principal = Jake Rogers
  • Projects are complete
    • Gym floor, water fountains for gym, 3rd Grade Chromebooks, new stage, exterior of church, classroom intercom system, etc. We want to thank the donors and contributors 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 (especially Russ Shoemaker, Bob Klaiber, Irv Dieterle), Mike & Julie Grott and our Custodial crew for all of our projects and cleaning this summer!
    • Thank you to Mindy Schlotman and Julie Grott for their work on our family tuition statements through Smart Tuition
c. Other
  • Eclipse, August 21, 2017 - Getting ready for the eclipse. Jake indicated the peak time will be 2:22 p.m.  and NASA approved glasses will be provided for the students (K-8)
  • The Indiana District Teachers Conference will be September 28-29, 2017 at Concordia High School in Fort Wayne
  • The new Science curriculum is in place - Foss for grades K-4 and Pearson for grades 5-8
IX. Board of Christian Education - Lynn Beckham, Heather Brooks
a. Will report next meeting
 
X. Board of Youth - Karrie Tarter
a. Karrie Tarter reported on the following topics
  • Mission
    • Time in the Word - Stephanie Fahler with high school youth until 10/27/17, Sunday school kick off 9/10, curriculum, teacher/leader? utilize college students - staff from Camp Lutherhaven, University Lutheran
    • Service to St. James and Lafayette Community - Board of Elders would like to develop presence at St. James - ushering, greeters, readings
    • Fellowship in a Christian environment - August back to school kickoff event, pool party 8/13/17; September - 9/13 Luther movie 6:30 - 8:30 pm Wabash Landing
  • High School Youth
    • Leadership - develop youth officers or a steering team, possibly pair with a Board member; social event planner, Communications officer
    • Joint effort with Grace Lutheran - Brian Pike DCE
    • Communication - Facebook?, text
    • Sunday AM Bible Study - attendance, curriculum
      • There were 10-12 HS youth at Bible Study this past Sunday
    • Youth room - Feb/March 2018
    • National Youth Gathering 2019, Minneapolis, MN - need to get numbers and begin planning
    • Youth Choir
  • Junior High Youth: (wait and address when high school up and running)
    • LCMS Indiana District Youth Rally at Camp Lutherhaven 9/16-17/2017, Karrie will handle registrations and discuss at Confirmation meeting 8/9/2017
    • Plan for monthly meetings
  • Kids for Christ (grades 3-5): eliminate this age for youth group, majority of kids attend St. James and have Sunday school events available
  • Will be working with Mike O'Donnell, Board of Elders, to develop the youth presence at St. James
  • Ongoing Business
    • Budget $3500 annually, Designated Funds $4022
    • DCE - $40K salary reallocated
XI. Board of Parish Education - Becky Rowan
a. Becky reported on the following topics
  • Board meeting the first Tuesday of every month
  • Sunday School
    • Prize Boxes
      • Kids are really enjoying memorizing the verses from each lesson
      • Brought in 3 kids that love coming back for the coins and really are memorizing their verses
    • Teachers
      • Have all the teachers except one teacher for 6,7,8 grades
      • Need teachers for January - the end of May teachers
    • Lectionary supplemental material for the curriculum is ordered
    • Launch Sept. 10th with a pancake breakfast at 9am
      • Get Registration info
      • Parents attend and explain the memory work for the semester
  • Adult Bible Study
    • Pastor French will be doing a Noah study - ready for September 10th
    • Pastor Heckert will be doing Lutheranism 101 - old New Member class renamed
    • In November Wayne Luke will prepare for Advent study
  • Nursery
    • Tablet - discussed this topic last week offering families, that cannot attend Service, the ability to view Service remotely. After some discussion there was a decision to use the Toddler room for the viewing. Jake Rogers indicated he would obtain the tablet.
XII. Board of Human Resources (Vacant)
a. Dann Keiser reported that he would meet with those listed to serve on this Board to verify their intent to serve and to confirm the purpose of the Board
 
XIII. Board of Evangelism - Jerry Ripke
a. Jerry Ripke reported on a number of topics to include greeter training, name tags and the importance of a Social Ministry to address the needs of the people. Jerry recapped past and ongoing work to include the Trinity Mission "white out" sock and linen drive and the Food Pantry
 
XIV. Board of Church Properties - Russ Shoemaker
a. Russ Shoemaker reported that the Board meets the first Tuesday of every month and updated PPC on the status of the Summer Projects:
  • Sanctuary Exterior Wall & Windows Repair
    • Exterior work is complete by Contractor "Gothshall Restoration" - final payment was made Monday 8/14. Payment in full $21,301
    • Open issues to complete
      • Install new 6" gutters & 3"-4" downspouts
      • Lafayette Glass needs to install new vented storm window tempered glass
      • Sacristy window to be replaced by Best window - Bob Klaiber working with contractor
      • Sanctuary roof has 2 shingles needing replaced and seal feathered shingles on the west side roof. Working with manufacturer "Certaineed" and local contractor "Bone Dry Roofing"
  • Fellowship Hall & Parish Center roofs had leaks from recent heavy rains
    • "Rayborn Roofing" patched new leaking spots and sealed masonry brick in some areas to seal off leaks
  • New Gym - replaced and move 2 new water fountains - cost $6,850
    • Work completed August 7th
    • Old sprinkler system removed - this was required by City Fire Marshall
    • Replaced Boys/Girls locker room shower water heads
  • School new intercom system was installed
    • Work completed August 8th
    • New Gym is scheduled later to be part of intercom system
    • "Wyatt Communications" is the contractor
  • Parish Center Sewer line repair project
    • Sewer repair was completed in lower level sewer between boiler room and boys restroom
    • Contractor "Brenneco Plumbing" completed work mid July
    • Project was quoted as "Time & Material not to exceed $20,000"
    • Still waiting on final invoice
  • Church Board responded to Custodial Supervisor request for help on punch list items to meet deadline on School start up
    • Replaced water damaged ceiling tile
    • Installed coat hook racks in Parish center lower hallway
    • Installed new vinyl tile on hallway concrete floor from sewer line repair
    • Worked on Old School  stairway wood hand rails
      • Note: A special thank you from the Board to Dan Smith for work on handrails
    • Installed additional 2' ft of new cabinets in Babies room
    • Reinstalled exterior handrail, handicap button post and landscape bark along east side of Sanctuary

b. Russ gave a special thanks to Daphine Prather, Custodial Supervisor, for the diligence in which she does her job and described his appreciation for the work she does. Russ cited some examples of Daphine's work including the recent and unexpected sewer line project

XV. Board of Stewardship (Vacant)
a. No report
XVI. Financial Report (Vacant)
a. Dann Keiser shared that Starlah Smith was willing to start and that he would schedule a committee meeting and get back on track with reporting
 
XVII. Presidents Report - Dann Keiser
a. No report
 
XVIII. Adjournment
a. Mike O'Donnell made a motion to adjourn, Jerry Ripke offered a second and the meeting closed with prayer.
 
Respectfully submitted by Steve Berman