Parish PlanningCommittee - September 18, 2018
Attending: Dann Keiser, Pastor French, Julie Grott, Russ Shoemaker, Jen Sterrett, Chris Rowan, Mike O'Donnell, Heather Brooks, Lynn Beckham, Karrie Tarter, Jerry Ripke, Stephanie Fahler, Cara Wetzel, Steve Berman
I. Opening Prayer
a.Pastor French led PPC in prayer
II. Approval of August 2018 meeting minutes - Under Unsung Servants, PPC went through the proposed names and identified those that should remain and those that should be removed regarding the unsung servants that helped out with the playground work and moving mulch. Mike O'Donnell made a motion to approve the August 2018 meeting minutes as amended and Pastor French seconded. The motion carried.
III. Unsung Servants - Chris Rowan and Wayne Luke were nominated for their work on prepping the balcony for the new sound system. Libby Plassard was nominated for initiating the effort to have St. James volunteers fund the coffee and doughnuts/snacks during Fellowship time and Sunday school. The nominations were approved.
IV. New Business
a. Board Items - No Board Items were reported
b. Survey Results
Chris Rowan shared the results of the survey in the form of a congregation self-assessment report and some quick guides on how to address opportunities. Chris explained that overall the survey results described that St. James is well established and is capable of moving forward with a plan. He pointed out that our greatest opportunities were:
- Vision or Vision communication
- How well groups within St. James work together
- Plan and/or execution of plan around inactives
There was discussion regarding the results and some questions and answers amongst PPC. The discussion turned to next steps to include developing a plan of action and/or the necessity of a workshop or workshops. There was agreement to set a meeting date to further explore and establish direction. The meeting was scheduled for October 1st, 2018 at 6:00p.m.
V. Old Business - There was no Old Business
VI. Financial Report - Starlah Smith (absent)
a. Jen Sterrett shared the Balance Sheet, Profit and Loss by Class and Budget performance reports. She reported that we were in a good position regarding income vs expenses. Jen pointed out and explained any gaps and/or skewed numbers. She explained all bills were current and we were close in offerings.
VII. Pastor's Report - Pastor French, Pastor Heckert (absent)
a. Pastor French began his report by sharing that the new member class was going well. Continuing with his report, he shared that the Sr. Adult Fest was cancelled. Pastor French then spoke about the National Convention and proceeded to make a motion that Mike O'Donnell be formally approved to serve as the St. James Synodical Convention Lay Delegate. Stephanie Fahler offer a second and the motion carried. Lastly, he indicated that Pastor Heckert would be back on Sunday.
VIII. Board of Elders - Mike O'Donnell
a. Mike O'Donnell shared that Worship and Communion in the cafeteria is continuing to go well. Continuing with his report Mike shared that the Sanctuary dedication for St. James is scheduled for November 11th with Pastor May. November 17th is the dedication for the community. Next, Mike reported that care calling has begun to reach inactives and that he hopes to expand the Boards partnership with Evangelism. Lastly, Mike shared a few comments regarding the District Synodical Convention.
IX. Principals Report - Jake Rogers (absent)
a. No report
X. Board of Christian Education - Heather Brooks and Lynn Beckham
a. Lynn Beckham reported that the Board is focused on budget planning. She explained the Board is reviewing the budget quarterly to address any gaps and commented on the addition of a scholarship budget line. Lynn then made a few comments regarding awareness of classroom differentiation and spoke about goal setting in general for this year. Lastly, Lynn indicated that ISTEP data would be released when it is available.
XI. Board of Youth - Karrie Tarter
Karrie Tarter shared and made comments from her Board Report:
a. Mission
- Time in the Word (Faith Builders, church/Sunday school
- Service to St. James and Lafayette Community (Service opportunities)
- Fellowship in a Christian environment (Fun times)
b. High School Youth
- Leadership - Lynn Keiser has accepted the Youth Director position. Private donor is aware and endorses Lynn
- Youth room - Foundation met and questions renting upper room to dance studio for office space. Stove/oven was purchased from Youth budget. Possible option in a ground level space that would require renovation
- National Youth Gathering 2019, Minneapolis, MN - call out meeting was 4/15/2018 and 10-12 youth interested in attending the gathering. Possible travel with Grace Lutheran Lafayette but they want to maintain separate "church family" groups at the gathering. Their DCE Brian Pike said the adult leaders need to meet and discuss what they want a joint effort with St. James to look like
- NYG leadership, 2-6 youth = 2-4 adults, 7-13 youth = 3-5 adults, Keisers have interest in leading with 2 of their adult children, 2 female and 2 male adult chaperones
- NYG Fundraising - Lynn has a list of ideas she will be emailing to Board of Youth
- High School girls having own Sunday bible study on Genesis - Lynn is going to join when available. She would also like to review books purchased. "Life's Big Questions, God's Big Answers"
- Lynn sketched out an annual calendar including service opportunities at Church and in the community and social events. Board went through ideas and they are to be emailed to the Board
c. Junior High Youth
- Indiana District youth retreat at Camp Lutherhaven 9/15-16/2018. Eleven youth attending and 2 adult chaperones paid their own way. Travel became an issue and a 3rd parent who was not attending the retreat had to drive both ways
d. Budget
- National Youth Gathering Designated Funds $5098.21 (this is fundraised money by the youth)
- Karrie spoke about the availability of the monies and how much is needed
2018-2019 Board of Youth Ministry Budget
Youth Ministry program expenses - $4500
NYG adult leaders expenses (3-4): registration, hotel, travel - $1765
(NEW)Youth Director stipend position - $5000 (member donation)
Total from church budget - $6265
e. Other
- Karrie shared the Youth Director Job Description with PPC and made a few comments
XII. Board of Parish Education - Becky Rowan (absent)
a. Chris Rowan commented on the following topics on behalf of Becky:
- Need volunteers for Trunk or Treat
- All Sunday School teachers have been commisioned
- Pastor Heckert's new class on Luther
XIII. Board of Human Resources - Mark Bunton (absent)
a. No report
XIV. Board of Evangelism - Jerry Ripke
a. Jerry Ripke commented on the following topics:
- The need for Help brochures and the variety of topics they cover
- The idea of a neighborhood meal
- Looking at ways to integrate into the community
- Encouragement cards - If someone is not at Church can send a card explaining they are missed
- International Thanksgiving planning is underway
b. There was a brief discussion on project planning in general
XV. Board of Church Properties - Russ Shoemaker
Russ Shoemaker shared the following from his report:
a. Sanctuary Interior Restoration status
- Progress to date
- Finish painters completed work on Sanctuary Sunday 9/16
- Punch list items need addressed
- Church interiors, Joel Skinner, did walk through of items needing corrected
- Wall/ceiling painters return week of 10-1-2018
- Clean wood beams and touch up walls
- Stain large columns under balcony & stain Alter furniture to match Pulpit
- Work to be completed by 10-10-2018
- Mitchell Carpentry - Start framing for Wainscot
- Carpenter installed nailer strips for plywood backers for panels
- New window sills installed
- Start date to install plywood backers and wainscot panels is 9-19-2018
- Complete install of wainscot, Alter/Baptismal oak stair tread/risers and alter trim by 10-10-2018
- Flora Electrical - waiting on final lighting package to arrive week of 9-17-2018
- Complete chandelier lights and light switch controls
- Install new light fixtures and LED lights throughout Sanctuary
- Replace all outlets on Balcony of Sanctuary
- Complete electrical work by 10-15-2018
- Flooring Contractor to start laying floors in Sacristy, Welcome Center, Narthex and Balcony starting week of 10-1-2018
- Sanctuary carpeting will not start until middle of week of 10-29-2018
- Alter floor where Communion rail is located and carpet runners down main isle and (2) outside isles
- Flooring Contractor to finish work by 11-2-2018
- Pew manufacturer to deliver pews 10-29-2018
- Pews to be installed by mid-week
- Congregation to reinstall duct work along East/West walls of Sanctuary
- Speaker contractor, Mitchell Design Group, to complete install of new speaker system week of 11-5-2018
b. Summer work list status
- Old School - Boys/Girls restroom partition install - completed
- Parish Ctr. - Lower Boys/Girls restroom partition - completed
- Parish Ctr. - Install "Grease Trap" kitchen area - completed
- Parish Ctr. - Install roof exhaust fan (4) restrooms - completed
- Parish Ctr. - Install "LG" HVAC Rm. 102-104 - completed
- Sanctuary - Demo/Install "LG" HVAC Balcony - completed
- Need to install line set covers
- Playground area - Fencing to secure playground - completed
- 8th Street - Replace handrail Gym/Old School steps - completed
c. Fellowship Hall/Sanctuary Ceiling leaking (Women's restroom and east entry to Sanctuary)
- Terry Raber "roofing contractor" called and has checked out will repair sometime this week
d. Other
- Resealing the shingles - not completed - wait until next Spring
- Planning a Fall work day in October and another day later to pick up leaves - will communicate in the bulletin
- Brief discussion on signs for video surveillance
- Russ thanked Chris Rowan for his help in wiring
XVI. Board of Stewardship - Stephanie Fahler and Cara Wetzel
a. Stephanie Fahler reported that Jenny Rodenberg was joining the Board of Stewardship. Stephanie continued with her report and shared that planning for the restoration celebration on November 17th was going well and that she plans on getting together with Russ to work out logistics. After Stephanie's report, PPC wished Stephanie and Heather Brooks a Happy Birthday!
XVII. Presidents Report - Dann Keiser
a. No report
XVIII. Motion to Adjourn/Closing Prayer
a. Pastor French made a motion to adjourn, Mike O'Donnell seconded and the motion passed. Pastor French and PPC closed the meeting with the Doxology.
Respectfully submitted by Steve Berman