Parish Planning Committee - October 16, 2018
Attending: Dann Keiser, Pastor Heckert, Julie Grott, Russ Shoemaker, Jen Sterrett, Starlah Smith, Mindy Schlotman, Chris Rowan, Mike O'Donnell, Heather Brooks, Lynn Beckham, Jerry Ripke, Stephanie Fahler, Steve Berman
I. Opening Prayer
a. Pastor Heckert led PPC in prayer
II. Approval of September 2018 meeting minutes
a. Russ Shoemaker made a motion to accept the September 2018 meeting minutes and Mike O'Donnell offered a second. The motion carried.
III. Unsung Servants - A nomination was made for the volunteer drivers and chaperones who took the students to the Lutherhaven Confirmation Retreat. They were: Matt Wilcox - drove youth and was a male chaperone, Jana Minjarez - female chaperone, and Josh Ford - drove youth there, came back to Lafayette and returned on Sunday to drive youth back. The nominations were approved.
IV. New Business
a. Board Items - There were no Board Items
b. Congregation Survey Discussion - Chris Rowan reminded PPC of our three greatest opportunities 1) Vision 2) Sheparding the strays and 3) Communication. He shared that we would want to focus on the Vision first and explained there is an LCMS team to help us. He further explained we could do the pre-work for the Vision now and work with the LCMS team early next year. Chris then indicated there is a program for Sheparding the strays as well but this could start later on in 2019. Chris then started a discussion on Communication, the third area of focus, and the need to streamline communication in general. Thoughts and ideas were shared amongst PPC regarding our website, communication lines within PPC, across the Boards, and the Congregation. The conversation came to a close with a direction to update Voters on this initiative and to schedule 1-2 workshops to get the Vision pre-work done prior to the LCMS team in early 2019.
V. Old Business
a. Mike O'Donnell shared that the restoration work regarding the organ and sound system has fallen behind schedule and indicated the Sanctuary Dedication would need to be moved from November 11th to November 18th. This would allow for the necessary time to fully complete the restoration. There was some discussion on this topic as well as rescheduling the Voters meeting.
VI. Financial Report - Starlah Smith
a. Starlah Smith reported on our current cash position, $13,562.11, and explained what are upcoming expenses were that include a $10,000 hourly payroll and $20,000 in health insurance. She then indicated we were short $4,500 in offerings and shared that we need $12,500 to make budget. PPC discussed and determined that this breaks down to about $30/week per member. It was mentioned that we also have a $40,000 salaried payroll by the end of the month. Conversation continued regarding income versus expenses, the status of income such as voucher monies and tuition and formulating a plan to address the offering shortages. The discussion came to a close with a direction of Stephanie Fahler to speak to the congregation on Sunday regarding our financial needs.
VII. Board of Stewardship - Stephanie Fahler, Cara Wetzel (absent)
a. Stephanie Fahler had a couple of items to report. First she spoke about the importance of a giving first philosophy and second she shared that we are still on for the Restoration Celebration scheduled for November 17th.
VIII. Pastor's Report - Pastor Heckert, Pastor French (absent)
a. Pastor Heckert reported that he has contacted the Elders about helping with Nursing Home visitations due to his present Preaching schedule. He then shared that the Indiana District LCMS Pastors Conference is coming up on November 5-6, 2018.
IX. Board of Elders - Mike O'Donnell
a. No report from the Board of Elders
X. Principal's Report - Jake Rogers (absent)
Jake Roger's written report was shared with PPC. Following are the details:
a. Enrollment: Total School House = 236 students 146 (Kdg-8) + 90 (In, Td, Pre-School & Pre-K) [Harmony Reporting]. 2018-2019 School Choice Scholarship: $224,128.81 ('17-'18 = $211,377.93) ('16-'17=$190,435.50) ('15-'16=$213,103)
b. Happenings at St. James Lutheran School
- Thank you for all your thoughts and prayers during the time that I was on medical leave. While I'm not quite at 100% yet, I'm getting better a little bit each day and hope to be back to my normal self soon
- School Choice Scholarship/Voucher forms have all been submitted to the IDOE. Scholarship totals $224,128.80
- Lutheran Scholarship Granting Organization (SGO) applications have been submitted. SGO funded requests totals $21,702.50
- Parent/Teacher Conferences are scheduled for October 24 & 25, 3:20-8:00p.m.
- Teaching Staff (PS2-8th) will attend the Indiana Non-Public Educators Association (INPEA) Conference in Indianapolis October 29-30. There is no school these two days
- St. James Lutheran School received notification TODAY that our application to the Federal Government SEVIS program to enroll international students has been APPROVED. School Board and I will start discussions soon on the details. Enrollment could start as early as January
c. St. James Lutheran School Calendar 2018-2019
- 10/24-25 Parent/Teacher Conferences, 3:20-8:00p.m.
- 10/29-30 INPEA Conferences, NO School
XI. Board of Christian Education - Heather Brooks, Lynn Beckham
a. Lynn and Heather reported that the Board is reviewing any expenses that are exceeding budget by 10%, delinquent tuition and hot lunch accounts. Also working on auction priorities, dutch auction and a new website.
XII. Board of Youth - Karrie Tarter (absent)
a. Dann Keiser gave an update on activities led by the Youth Director, Lynn Keiser:
- Thursday, October 11 7-8pm National Youth Gathering meeting (High School) - If you are currently in grades 9-12 and are interested in going to National Youth Gathering this next summer, come with a parent and let's get planning! If you can't come but are still interested, let Mrs. Keiser know via email
- Friday, October 12 9:30ish for high schoolers, 9:30p-11:00p (High School) -What is this?? Come to the SJ Gym after your evening activities or make this your evening activity. You can bring a friend or 2 or 3.....for eats and good times
- Sunday, October 14
- Church Fall Workday, 12-4p (Junior High/High School) - Join the congregation in sprucing up the grounds. Light lunch after the late service and then it's outside to plant, weed, etc. Dress for the weather. Wear gloves
- Bunton Bonfire, 4:30-7:30p (Junior High/High School) - gather at the Bunton home after the fall worktime to eat hot dogs and play games. Dress for the weather and bring a side dish or chips or drink to share. So that we have enough doggies, let Mrs. Keiser know if you're a comin'
- Sunday, October 21 St. James Trunk or Treat trunk (High School) OK, we need some creativity here. Who can come with a trunk idea and decorate for the kids of the community? We can have more than one trunk. Get together with others and let Mrs. Keiser know who has an idea and what you want to do
- Tuesday, October 30 Pumpkin Carving Contest, 6:30-8p (Junior High/High School) - This is a family affair - come one, come all, let's see who's the best gourd guru! We will have prizes for the scariest, the funniest, the prettiest, the most creative, and the best Gospel-sharin' pumpkin. The pumpkins will be supplied with spoons and knives but you can bring your pumpkin carving tools from home. All ages welcome. Held in the cafeteria. RSVP to lkeiser@stjameslaf.org so we can have enough pumpkins!
- Saturday, November 3 St. James Craft Fair (Junior High/High School) - This is a long time St. James tradition that this year is being organized by the 8th grade as a fundraiser for their DC trip so come and support them
- Saturday, November 10 IHOP at 7 - 7-8am (High School) - Yep, you read correctly - hop out of bed you sleepy heads - come in your PJs if you want but let's start the day together at IHOP!
- Sunday, November 11 Church Renovation Celebration (Junior High/High School) - Join the congregation as we worship God in the newly renovated sanctuary. See bulletins and website for information
- Friday, November 16, 9:30ish, 9:30-11:00p (High School) - Our second go around! Come to the gym and join in on the fun!
- Saturday, November 17 Stewardship Celebration (Junior High/High School) - Join the congregation in a fun time - see bulletins and website for information
- Sunday, November 18 International Thanksgiving Dinner, 5-8p (Junior High/High School) - Annually our congregation reaches out to our international visitors to come and experience an American Thanksgiving meal. Come be a part of meeting others from a different land and culture and share the Gospel as you do. Look for details on how you can help.
- Sunday, December 2 Christmas Time at the O'Connor's, 5-7p (High School) - Ruth O'Connor will host a meal and we will have a white elephant gift exchange to start out the Christmas season. Look for details upcoming
- Sunday, December 9 or 16 Caroling (Junior High/High School) - This is in conjunction with the Board of Evangelism. We will carol for St. James shut-ins and at area nursing homes. Look for the exact date and details
- Christmas Break Pokagon State Park Tobogganing!! (Junior High/High School) - We will leave in the early AM, drive the 3 hours to the park, go tobogganing, eat at the Inn and drive back! Look for details as we get near the time!
XIII. Board of Parish Education - Becky Rowan (absent)
a. Chris Rowan reported for the Board of Parish Education. Chris indicated that we had 20 trunks for the Trunk or Treat event this Sunday. He then explained that some money was gifted and we bought a gas grill. The Luke's donated 1000 hot dogs and buns and there will be a free will donation for the food. There will also be a bounce house and Pastor French will work a table sharing the Gospel and providing information about the Church. Anticipated headcount is over 500 people. On another topic Chris reported that we are still looking for Sunday School teachers.
XIV. Board of Human Resources - Mark Bunton (absent)
a. No report
XV. Board of Evangelism - Jerry Ripke
a. Jerry reported on several topics. First he indicated that a big push for the name tag initiative is being delayed due to the restoration work. He then shared that the Board of Evangelism is helping with the Trunk or Treat event to include counting people. Jerry explained that Caroling is to take place on December 9th and if the weather is poor it would be rescheduled for December 16th. Next, Jerry reported that the International Thanksgiving is coming up. There was some discussion about changing the date of November 18th. Lastly, Jerry spoke about the Lutheran Hour Ministries and the dates to remember were - February 9-10, 2019.
XVI. Board of Church Properties - Russ Shoemaker
Russ Shoemaker shared the following from his report:
Sanctuary Interior Restoration
a. Progress to date
- "Church Interiors painters" completed touch work in Sanctuary Friday 10-12
- Punch list items addressed
- Punch list items addressed
- Touched up walls/ceiling
- Clean wood beams
- Stain large columns under balcony
- Removed plastic from Alter and Balcony
- Touched up walls around window sills
- Mitchell Carpentry - Started framing for Wainscot
- Completed install of wainscot, Alter/Baptismal oak stair tread/risers(to stain wainscot 10-29 & 10-30)
- Flora Electrical
- Started replacing 6 of 8 chandeliers lights
- Started installing new light fixtures and LED lights throughout Sanctuary
- Four flood light fixtures still need installed to complete
- Balcony electrical outlets still need replaced
- New outlets cut in on Wainscot and still need finished out after stain work completed
- Flooring Contractors-
- Sanctuary oak flooring on Alter and Baptismal areas completed 10-16
- Sanctuary main floor refinished started Monday 10-15
- Oak floors to be stained by end of day Friday
- Flooring Contractors laid vinyl plank floor in Sacristy, Balcony flooring to start Thursday 10-25
- Narthex and Welcome Center carpet tile to be laid week of 10-29
- Registers reconditioned 11-3 & 11-4
- Sanctuary Carpeting will start week of 11-5
- Pew manufacturer to start install of pews Wednesday, 10-31
- Congregation to reinstall duct work along East/West/South walls of Sanctuary
- Speaker contractor, "Mitchell Design Group", to complete install of new sound system 11-9
- Organ tuning manufacturer to tune organ week of 11-12
b. Fellowship Hall/Sanctuary Ceiling leaking (Women's restroom and east entry to sanctuary)
c. Parish Center - Leaks in Red and Green Pre-School rooms in Parish Center after heavy rains last week. Church Properties checking out
XVII. President's Report - Dann Keiser
a. Dann Keiser shared that reports should be done by November 11th for the November 18th Voters meeting
XVIII. Motion to Adjourn/Closing Prayer
a. Starlah Smith made a motion to adjourn and Jen Sterrett offered a second. The motion carried. Pastor Heckert closed the meeting with prayer.
Respectfully submitted by Steve Berman