Parish Planning Council - February 19, 2019
Attending: Dann Keiser, Chris Rowan, Starlah Smith, Stephanie Fahler, Pastor French, Pastor Heckert, Mike O'Donnell, Heather Brooks, Jerry Ripke, Russ Shoemaker, Julie Grott, Steve Berman
I. Opening Prayer & Devotions - Russ Shoemaker delivered a devotional from March 23rd Portals of Prayer referring to John 14: 1-9. He then opened the meeting with prayer.
II. Approval of January 2019 meeting minutes - A correction was noted under the Pastor's Report. A motion was made to approve the January 2019 PPC meeting minutes as corrected by Pastor French and Chris Rowan offered a second. The motion carried.
III. Unsung Servants - Brad Bishop was nominated as an Unsung Servant for his vigilance and security mindedness in looking out for St. James Church and School families. Additionally, the following was nominated for their work at snow removal: Donnie Fahler, Kitrick Knobloch, Keith Lah, Kyle Myers, Ashley Northington, Chris Northington and Mike Trautmann. The nominations were approved.
IV. New Business
a. Board Issues - None
b. Communicant Member List 2018
Dann Keiser initiated a discussion regarding the Communicant Member list. Referring to some data on the subject he described that the Constitution reads that members with addresses unknown should be removed after a 12 month period. There was discussion regarding the effect of this action and the best approaches to consider. Dann spoke briefly regarding the work of the Membership Retention Committee and their efforts to call and determine status of Members. No formal action was taken by PPC but it was mentioned that Dann Keiser should proceed with addressing this work.
Communicant Members List 2018
- Total Members 2003 (146 live outside 60 mile radius)
- Address Unknown 588
- Did not Attend 926
- Attended 1-2 times 158
- Attended 3-9 times 104
- Attended 10-19 times 80
- Attended 20-66 times 147
V. Old Business
a. Escape Velocity Brewing Company
Prior to the meeting and in a series of emails PPC deliberated over Jason Behenna's (Escape Velocity Brewing Company) request that St. James Lutheran issue an approval letter granting permission for Escape Velocity Brewing Company to sign a lease. An approval letter from St. James is required due to Escape Velocity Brewing Company's intent to open the business in the same neighborhood as St. James. The emails indicated a majority position to not issue an approval letter. Formal action was taken by Mike O'Donnell by making a motion to not issue an approval letter for Escape Velocity Brewing Company to sign a lease. Chris Rowan offered a second and the motion passed.
VI. Financial Report - Starlah Smith
a. Starlah Smith mentioned several items in her report:
- Bills were paid, there is money in the savings account and we are in a solid financial position
- Chase was notified we are leaving them and going to First Merchants
- Focus on uncollected tuition
- Finance Committee is giving - $500 to Gary school
- Success of Shred Day
- Money raised so three children could go to the D.C. trip
VII. Board of Stewardship - Stephanie Fahler, Cara Wetzel (absent)
a. Stephanie Fahler reported the Board is focused on identifying significant events/highlights from the 1950s to the present, needs of the Church and School and planning for another celebration
VIII. Pastor's Report - Pastor French, Pastor Heckert
a. Pastor French reported the following:
- Ash Wednesday was March 6th
- Lenten Series Bible Study to be led by Chris Rowan
- Examination Sunday - first week of April
- Preparing for Palm Sunday, Easter and Confirmation
b. Pastor Heckert reported the following:
- Been busy this month with Official Acts - One Wedding and two Baptisms
c. Other - Dann Keiser initiated a discussion about emergency contact protocol. Several suggestions, questions and answers were raised. No formal action was taken.
IX. Board of Elders - Mike O'Donnell
a. Mike O'Donnell reported that the Board's last scheduled meeting was snowed out. He then talked about the Nominating Committee members, a status update on the anticipated slate and associated concerns. Mike described his intention to have the slate ready for the April 16th PPC meeting and then Voters on June 2nd
X. Principal's Report - Jake Rogers (absent)
a. No report was given
XI. Board of Christian Education - Heather Brooks, Lynn Beckham (absent)
a. Heather Brooks began her report by talking about church and school ADA (Americans with Disabilities Act) compliance and incorporating into the budget. She then reported that Lynn Beckham is serving on a sub-committee for church and school future needs. Next, Heather spoke about tuition policy and the frequency in which to review delinquencies. Lastly, she explained that the upcoming Dutch Auction is To Be Determined
XII. Board of Youth - Karrie Tarter (absent)
a. No report. Mike O'Donnell commented that Karrie has declined to return as Board of Youth Chair.
XIII. Board of Parish Education - Becky Rowan (absent)
a. No report
XIV. Board of Human Resources - Mark Bunton (absent)
a. No report
XV. Board of Evangelism - Jerry Ripke
a. Jerry Ripke reported on the Lutheran Hour Ministries activities for the upcoming weekend. He then spoke about and encouraged membership in the Lutheran Laymans League. Lastly, Jerry encouraged PPC to listen to the Lutheran Hour Ministries radio program
XVI. Board of Church Properties - Russ Shoemaker
Russ Shoemaker shared the following from his report
a. Sanctuary Interior Restoration status
- Floor Covering
- Narthex basement stair access still needs metal trim applied
- Sanctuary carpet has been installed but issues need resolved
- East paired doors rubbing carpet and need to resolve
- Congregation work to be completed
- Base trim in Balcony still needs installed
- Sacristy and Alter shoe mold still needs installed
- Sanctuary Pews
- Replace 4 pew ends with defects
- Replace 6 seat backs with upholstery material flaws
- Final Pew payment to be held until work completed
b. Reviewed cost of Sanctuary Restoration - project cost $292,955
- Negative balance remaining (-$12,168)
- Discussions under way to finalize total and resolve unpaid balance
- Discussions with St. James Foundation - waiting on feedback from Foundation
- All invoices are in and final balance is (-$12,168)
c. Discussed "2019" Future Projects list
- Continued to discuss 2019 project list at February meeting
- Board members brought forward their suggestions to add to 2019 project list
d. Actions taken since last PPC meeting in January
- Parish center - repaired roof over Pre-school "Red Room" - Raber Roofing
- Parish center - Ceiling tile falling in Stairwell to Band room - removed loose ceiling tile until roof can be replaced in the Spring - Raber Roofing
- Studio B - Checked roof and came up with action plan to repair. Temporarily repaired ceiling tile and installed a temp. water barrier
- Church Board members/Congregation members removed snow for four straight weekend snow events. Russ commented on the most recent event where 6-7 people helped to get a 3-4 hour job done in one hour
- Sanctuary storm window broken - responded and ordered replacement panel - Lafayette Glass
- Church Campus - quote received and approved by Board to repair Punch list of electrical needs throughout Campus
e. Other
Mike O'Donnell gave thanks to the Sanctuary Committee for their work on the Sanctuary Restoration. He also gave thanks to Russ Shoemaker for all he does
XVII. Presidents Report - Dann Keiser
a. Dann Keiser reported on three items:
- There is a Constitution meeting on 3/14 at 6:00p.m. and mentioned the need to either do a new constitution or amend the existing one. He also spoke about identifying and deciding on any changes to irrevocable items
- Listing emergency numbers on the St. James website
- Updating the website so there is a link/tab for the Foundation that can be easily found
XVIII. Motion to Adjourn/Closing Prayer
a. Stephanie Fahler made a motion to adjourn and Mike O'Donnell seconded. The motion carried. Pastor French closed the meeting with prayer.
Respectfully submitted, Steve Berman, Secretary