Parish Planning Council Notes

Posts Tagged "Meeting Minutes"

Parish Planning Council Notes 6/18/19

June 29, 2019
By Steve Berman
Parish Planning Council Meeting - June 18, 2019
 
Attending: Dann Keiser, Chris Rowan, Pastor French, Mike O'Donnell, Heather Brooks, Jerry Ripke, Russ Shoemaker, Steve Berman
 
I. Opening Prayer & Devotions - Board of Christian Education
a. Heather Brooks led PPC in reciting the Lord's Prayer
 
II. Approval of May 20, 2019 meeting minutes - Mike O'Donnell made a motion to approve the May 20, 2019 PPC meeting minutes as presented and Pastor French offered a second. The motion passed
 
III. Unsung Servants - Bob Klaiber was nominated by Russ Shoemaker as an unsung servant for his outstanding work on the ceilings and lights project for K-2nd grade areas. Jerry Ripke seconded, and the nomination was approved
 
IV. New Business
a. Pastor French mentioned that some people elected at the June Voters meeting were not voting members. After some discussion, Mike O'Donnell made a motion that those in question can be presented to Voters at the November Voters meeting for admission as new voting members. Pastor French offered a second and the motion carried
b. Mike O'Donnell moved to extend thanks to Dann Keiser for his service as President. Heather Brooks seconded and the motion carried unanimously
 
V. Old Business
a. Contracts - Mike O'Donnell mentioned that Kristy McCain is working on this. (pre change)
b. Heather Brooks gave a brief update on Job Descriptions
 
VI. Financial Report - Starlah Smith (not in attendance)
a. No report other than Dann Keiser mentioning we were not in the line of credit
 
VII. Board of Stewardship (Vacant)
a. No report
 
VIII. Pastor's Report - Pastor Heckert (vacation); Pastor French
a. Pastor French commented on VBS and SWAM and that the SWAM performance was this Friday. Pastor French encouraged PPC to consider attending. He then mentioned that July will be a lightly scheduled month. 
b. Dann Keiser mentioned that the LCMS Synodical convention is July 20-25, 2019 in Tampa, FL.
 
IX. Board of Elders - Mike O'Donnell
a. Mike O'Donnell briefly reflected on his recent travels and commented on the importance of involving youth in our worship life. He then recapped the Board member changes to the Board of Elders. Lastly, Mike asked PPC to pray for the Synodical presidential election this weekend
 
X. Principals Report - Jake Rogers (not in attendance)
a. No report
 
XI. Board of Christian Education - Lynn Beckham (not in attendance); Heather Brooks
a. Heather Brooks reported on several topics to include the National Lutheran School Accreditation committee, Employee Handbook, Job Descriptions, Contracts, and Wellness Policy
 
XII. Board of Youth - Karrie Tarter (not in attendance)
a. Dann Keiser mentioned work is underway to get ready for the National Youth Gathering. There was a brief discussion about whether there is any interest in the Studio B 2nd floor space
 
XIII. Board of Parish Education - Becky Rowan (not in attendance)
a. Chris Rowan reported there will be a class for Serving God's Mission in August. He then mentioned Pastor John Gore is willing to do a 3-week class on Friendship Evangelism. Lastly, Chris talked about future class planning and that the schedule of classes would be posted on the website under Parish Ed.
 
XIV. Board of Human Resources - Mark Bunton (not in attendance)
a. No report
 
XV. Board of Evangelism - Jerry Ripke
a. Jerry Ripke shared that Ruth O'Connor joined their Board meeting and commented on a few topics to include duties of the Board, Lutheran Hour Ministries booklets, and that on July 21st in Seymour, IN at 1:00p.m. there will be a Lutheran Hour event and speaker.
 
XVI. Board of Church Properties - Russ Shoemaker
Russ Shoemaker shared the following from his written report
a. Reviewed Century of Faith balance for Sanctuary Restoration - Project cost ($293,010)
  • New balance remaining is -($1,928)

b. Board spent the remaining time discussing status of Summer 2019 projects

  • Parish Center - Band Room and Stairwell Roof replacement (completed)
  • Parish Center - Repair tile floor entries: (8th St., Cincinnati St., Fellowship Hall, Church Handicap Dr.) (Board put project on hold)
  • Sanctuary - Reseal loose roof shingles
    • Man-lift arrives Tuesday 6-4-19 Kyle Myers assisted in providing lift
    • Contractor "Jeff Emery" is Contractor scheduled to do work. Waiting for start date from Jeff
  • Old School/Parish Center - New bottle filler drinking fountains - Dutch Auction funds
    • Work started in Parish Center May 29th and all 5 old fountains are demo'd and new plumbing rough-in has been completed on all 5 areas
    • Dave Flora "electrician" completed electrical work on 3 fountains
    • Mason to fill in old fountain cavities in block wall on June 20th
    • Paint walls before final install of new fountains
    • Plumber install of fountains - to be completed by June 24th
  • Parish Center - Remodel 1st floor Boys/Girls Restrooms Dutch Auction funded
    • May 23rd - Completed Demo Restroom partitions & installed dust barriers
    • June 1st - Mason cut four 36" door openings & cut plumbing chase opening
    • June 4th - Start demo old plumbing, Mike "Brenneco" - completed rgh-in June 14th
    • Church member to paint restrooms after all holes in walls have been filled. Work to start June 24th
    • July 1st - Flooring Express contractor start demo old tile floor - finish new floor tile July 14th
  • Parish Center - New Ceilings & Lights - KG, 1st, 2nd, & Title#1 rm. [(Maintenance & Repair (M&R)), Dutch Auction, Member]
    • Dave Flora "electrician" demo old light fixtures from K through 2nd grade rooms and Title#1 room
    • June 18th Congregation members completed work on new ceiling tile in K through 2nd grade rooms and Title#1 room
  • Sanctuary & Cafe - Repair sidewalk between buildings & improve water drainage (M&R)
    • Start date is July 8th
c. Start Date Schedule for 2019 Summer Project
  • Parish Center - New roofs (upper & lower) flat roofs - Project started (final cost $7,600)
    • Completed 4-13-2019 (Stairwell roof to Band Room and Band Room roof)
  • Parish Center - Repair tile floor at door entries (8th St., Cincinnati St., Fellowship Hall, Church Handicap Dr.)
    • Presently under way - Project started (Irv D)
  • Sanctuary - Reseal loose roof shingles ($4,650) 2018 insurance settlement
    • June 4th
  • Old School/Parish Center - New bottle filler drinking fountains - Dutch Auction 2019 funds
    • Start May 27th & finish week of June 4th
  • Parish Center - Remodel Boys/Girls Restrooms, upper level - Dutch Auction 2019 funded
    • Start June 1st & finish 2nd week in July
  • Parish Center - New Ceilings and Lights - KG, 1st, 2nd, & Title #1 rm. [M&R, Dutch Auction, Member]
    • Start June 10th & Finish July 1st  Est.$2,660 M&R
  • Sanctuary & Cafeteria - Repair sidewalk between buildings & improve water drainage (M&R)
    • Start July 8th & finish week of July 15th Est. $8,200 M&R
  • Parish Center - New flooring in Pre-K room by library (if money is raised)
  • New Gym/Church Office - Complete intercom project - Dutch Auction 2019 funds
d. Maintenance & Repair Est. Cost:
$8,200 Sanctuary & Cafeteria - Repair sidewalk & improve water drainage (M&R)
$2,660 Parish Ctr. Lower level classrooms - [Dutch Auction, Church Member & M&R]
$10,860  Total Cost M&R
 
$48,000 Budget - 2018-19 M&R
-$38,000 YTD Spent
$10,000  Remaining budget balance
 
XVII. President's Report - Dann Keiser
a. Dann Keiser gave an update on the constitution revision and indicated we met with Bill Crum and the plan is to present a comparison of old and revised to PPC and Congregation and if approved it goes to District and then to Voters. He then shared that he has been working with the Elders regarding inactive members
 
XVIII. Motion to Adjourn and Closing prayer
a.  Mike O'Donnell made a motion to adjourn and Russ Shoemaker seconded. The motion passed. Pastor French closed the meeting with prayer.
 
Respectfully submitted by Steve Berman, Secretary

 

 

 

 
 
 

Parish Planning Council Notes 5/20/19

May 25, 2019
By Steve Berman
Parish Planning Council Meeting - May 20, 2019
 
Attending: Dann Keiser, Chris Rowan, Pastor French, Starlah Smith, Jen Sterrett, Mike O'Donnell, Jake Rogers, Julie Grott, Lynn Beckham, Jerry Ripke, Steve Berman
 
I. Opening Prayer & Devotions - Board of Elders
Mike O'Donnell delivered a devotional from Paul's letter to the Philippians, the 4th verse of the 4th chapter. He then led PPC in prayer
 
II. Approval of April 16, 2019 meeting minutes - Pastor French made a motion to accept the April 16, 2019 meeting minutes as presented. Mike O'Donnell offered a second and the motion passed. 
 
III. Unsung Servants - Pastor French nominated Jon Hubner for his outstanding work in caring for the St. James lawn areas. All was in favor and the nomination was approved. At the end of the meeting, but noted here, another nomination for unsung servants was made for all of Amy's Angels for facilitating handicap accessibility improvements regarding Amy Dombkowski’s vehicle and home. This nomination was approved.
 
IV. New Business
a. Election Slate - Mike O'Donnell shared that nominating is open until May 23rd and the Board of Elders will approve a final slate by May 28th. Mike indicated that the process was coming along. He made a few comments regarding additions and/or removals regarding the Board of Elders and Board of Evangelism. Mike also reported that Parish Ed looks strong and the Board of Human Resources is prime to take off given the added resources and will be able to address some needed work. Next, Mike mentioned that Russ Shoemaker and Jerry Ripke were the only Board Chairs requiring PPC approval to continue beyond two terms. Pastor French made a motion to approve Russ Shoemaker, Board of Church Properties Chair, and Jerry Ripke, Board of Evangelism Chair, to serve beyond two terms. Mike O'Donnell seconded, and the motion carried. Lastly, there was a brief discussion regarding candidates for the Congregation President. 
 
V. Old Business
a. Budget - Dann Keiser began budget discussions by asking some questions regarding projected income. There was some discussion around specific budget lines. Julie Grott presented her numbers (via a projector) and there were some questions and answers. After further discussion there were three PPC actions:
  • Jake Rogers made a motion that the PPC approved budget to send to Voters from the April PPC meeting be rescinded and the budget presented at the May 20th, 2019 PPC meeting be approved by PPC and sent to Voters on June 2nd. Julie Grott seconded, and the motion passed
  • Jake Rogers made a motion that all executives, and anyone else that has access to the budget file, do not edit or modify the file so the budget goes to Voters on June 2nd as is. The motion was seconded and approved
  • Jake Rogers made a motion that Julie Grott have a summary print out of her budget numbers and make it available if needed at the June 2nd Voters meeting. Pastor French offered a second and the motion passed
b. Employee Contracts - There was discussion regarding the National Lutheran School Accreditation requirement of administering employee contracts for teachers and the Board of Human Resources' role to ensure compliance and address any issues. Dann Keiser described we also need to look at obtaining signatures regarding our code of ethics.
 
c. Survey Update - Chris Rowan gave an update on the Core Values survey that went out. He reported there were between 50 and 100 responses and spoke briefly on the survey results (witness, stewardship, community, vocation, discipleship, etc.)
 
VI. Financial Report - Starlah Smith
a. Starlah Smith reported that we were not in the line of credit and that we were in better shape going into the summer than we have been in many years. 
 
VII. Board of Stewardship - Vacant
a. No report
 
VIII. Pastor's Report - Pastor French, Pastor Heckert (not in attendance)
a. Pastor French reported that the major activities in June will be VBS (Vacation Bible School) and SWAM (Summer Worship Arts and Music Camp). He also described that graduation was tomorrow.
 
IX. Board of Elders - Mike O'Donnell
a. Mike O'Donnell reported on the new acolyte schedules and that the newly confirmed are hanging in there. Mike also reported that we are short on ushers this summer. 
 
X. Principal's Report - Jake Rogers 
a. Jake Rogers indicated that he had no written report and commented on several items. He described that the D.C. trip went well. He also shared that graduation was tomorrow at 7:00p.m., Wednesday was the last day of school and there was a staff meeting on Thursday. Lastly, he reported that the school office schedule would be switching to Monday through Thursday.
 
XI. Board of Christian Education - Lynn Beckham, Heather Brooks (not in attendance)
a. Lynn Beckham reported the Board has been focused on the budget. She also commented on the end of school chapel on Wednesday.
 
XII. Board of Youth - Karrie Tarter (not in attendance)
a. No report other than Dann Keiser commenting on the National Youth Gathering
 
XIII. Board of Parish Education - Becky Rowan (not in attendance)
a. Chris Rowan spoke about Paul's Word to Families, an online bible study
 
XIV. Board of Human Resources - Mark Bunton (not in attendance)
a. No report
 
XV. Board of Evangelism - Jerry Ripke
a. Jerry Ripke spoke about the Lutheran Hour Ministries Project Connect booklets and the value of these resources. He also spoke about the need to engage our community and mentioned a community dinner as an example of engagement to consider.
 
XVI. Board of Church Properties - Russ Shoemaker (not in attendance)
a. No report
 
XVII. Presidents Report - Dann Keiser
a. Dann Keiser reported that Voters will be on June 2nd and the main agenda items will be the budget and elections. Dann mentioned that Chairs should bring their reports. Next Dann described that Dave Winter will not be at the Voters meeting and this prompted a discussion regarding lunch. After some discussion, Pastor French made a motion to not have lunch at the Voters Meeting on June 2nd and Lynn Beckham offered a second. It was not unanimous, but the motion carried to not have lunch at the Voters meeting. Dann then gave an update on the constitutional revisions and indicated that we will have a new constitution and not a changed constitution. He shared that the process should be completed between June and November for Voters to consider in November. 
 
XVIII. Other
a. Chris Rowan shared that Aaron Hubner volunteered to video and take photographs to update our website. He asked PPC to consider this project, give thought to identifying our future website needs and described the need to discuss further at a future meeting.
 
XIX. Motion to Adjourn and Closing Prayer
a. Jake Rogers made a motion to adjourn, there was a second and the motion passed. Pastor French invited PPC to join him in reciting the common doxology and all of PPC closed the meeting in prayer.

Parish Planning Council Notes 4/16/19

April 21, 2019
By Steve Berman
Parish Planning Council Meeting - April 16, 2019
 
Attending: Dann Keiser, Chris Rowan, Pastor French, Pastor Heckert, Mindy Schlotman, Mike O'Donnell, Jake Rogers, Heather Brooks, Lynn Beckham, Julie Grott, Steve Berman
 
I. Opening Prayer - Pastor French opened the meeting with prayer
 
II. Approval of March 2019 meeting minutes - Pastor French made a motion to approve the March 2019 meeting minutes as presented. Mike O'Donnell offered a second and the motion carried
 
III. Unsung Servants - The following were nominated for their efforts in making the St. James Food Pantry a success: Jack Myer, Lee Theesfeld, Mike Theesfeld, Dan Crouse, Jane Crouse, Tom Crouse, Steve Decker, Larry Zarse, Rosie Swanson, Bonnie Clark, Anda Schaaf, Les Ricks, Carol Ricks, Jean Carr, Sandy Kull, J & K Supply, and Ed Swanson. The nominations were approved. 
 
IV. New Business
a. Employee Contracts - Dann Keiser spoke about employee contracts and the role of the Board of Human Resources to help identify and rectify any administrative challenges. Mike O'Donnell mentioned that Kristy McCain is anticipated to be the next Chair of the Board of Human Resources (pending Voters approval). Mike also mentioned Kristy is presently serving on the Nominating Committee. There were some questions and discussion regarding the Board of Youth
 
V. Old Business
a. Budget - Mindy Schlotman made a few comments regarding the budget numbers as she referred to the written document. Mindy mentioned that she had met with everyone except for the Board of Youth. Income and expense line items were discussed and there were several questions and answers. Discussion continued and consensus was reached to make changes to school staff wages, Pastor's auto allowance, Youth program and custodial staff beginning wage. Pastor French then called the question and it was approved. Pastor French then made a motion to approve the budget as modified to send to Voters. The motion was seconded and approved
 
VI. Financial Report - Dann Keiser
a. Starlah Smith was absent and Mindy Schlotman left the PPC meeting after the budget discussion. Dann Keiser, referring to the balance sheet and profit and loss report, mentioned that we were not in the line of credit
 
VII. Board of Stewardship - Vacant
a. No report. Mike O'Donnell mentioned Jenny Rodenberg is the only board member continuing into the new term
 
VIII. Pastor's Report - Pastor French, Pastor Heckert
a. Pastor French reported on his preparations for Holy week, Jr. High Confirmation (4/28) and Jr. High First Communion (5/5). Pastor French also shared there is a Pastors conference on 5/13-5/14. Pastor Heckert had no report
 
 IX. Board of Elders - Mike O'Donnell
a. Mike O'Donnell reported that the Board is trying to get the Care Calling going. Aside from the Board of Elders, Mike then gave an update from the Nominating Committee. He explained the Committee anticipates publishing a slate three weeks before Voters but will try for four. Dann Keiser mentioned that at the next meeting, PPC will need to approve anyone that is going over two terms
 
X. Principals Report - Jake Rogers
Jake Rogers reported the following from his written report:
a. Total School House = 236 students = 145 (Kdg-8) + 91 (In, Td, Pre-school & PreK) [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
  • Enrollment & Tuition for 2019-2020 will be coming out shortly. School Budget, which includes Tuition & Fees, is in its final stages by the Board of Education (BOE)
    • School Choice Scholarship application will be applied for once BOE has and accepted the tuition & fees to the IDOE for the 2019-2020 school year
  • 2019-2020 Calendar...has been approved and adopted. The "bare bones" calendar is located on the website under the Calendar tab. The "Full" Calendar is being planned to be published at the end of April
  • Textbook adoption: Reading is being planned for upgrade over the summer
  • ILEARN will be administered to students in Gr. 3-8 starting on April 22. Thank you to Carol Huth, our teachers and our pullout proctors for organizing and assisting the testing accommodations
  • St. James Auction is April 13. Thank you to our incredible Auction Committee for their time and talents toward our school
  • Congratulations: to the St. James Class of 2019 Valedictorian and Salutatorian. Hope Plassard is the Valedictorian, and Katie Baumgartner & Maya Schoon are the Co-Salutatorians. Congratulations and God's blessings to you and to all of our graduates
  • Makeup Days!! These are the days that St. James WILL BE IN SESSION:
    • Monday, April 22 (for our missed day on January 30
    • Friday, May 10 (for our missed day on January 31)
  • NLSA - being planned for mid-March, 2020. Early Childhood also going through Accreditation process
  • International Student Program Update
c. St. James Lutheran School Calendar 2018-2019:
  • April 7 Confirmation Examination
  • April 9 6-8 Play, 6pm
  • April 11 PTL Mtg., 6pm
  • April 13 St. James Auction
  • April 14 Palm Sunday
  • April 19 Good Friday, Chapel Service @2pm
  • April 21 Easter Sunday, He is Risen! He is Risen Indeed!!
  • April 22 - May 17 ILEARN, Gr.3-8
  • April 26 LuHi Fine Arts Festival
  • April 28 8th Grade Confirmation, 10:30am
  • May 5 8th Grade 1st Communion, 10:30am
  • May 7 Spring Concert, 6pm
  • May 8 Sports Banquet
  • May 10 Athletic Fundraiser Fish Fry
  • May 12-18 8th Grade Washington, DC Trip
  • May 20 Student Recognition Assembly, 1:30pm
  • May 21 Graduation, 7pm
  • May 22 Last Day, End of 4th Quarter
  • May 23 EOY Faculty Meeting, TBD
XI. Board of Christian Education - Heather Brooks, Lynn Beckham
a. Heather Brooks reported that the Board of Christian Education submitted their budget. She then spoke about the topics of handicap accessibility and academic testing regarding placement 
 
XII. Board of Youth - Karrie Tarter (absent)
a. No report
 
XIII. Board of Parish Education - Becky Rowan (absent)
a. Chris Rowan reported that all classes are planned through June. He also mentioned that we still need a Superintendent of Sunday School. Pastor French mentioned that Pastor Gore from Monticello, IN was interested in teaching a class. 
 
XIV. Board of Human Resources - Mark Bunton (absent)
a. No report
 
XV.  Board of Evangelism - Jerry Ripke (absent)
a. No report
 
XVI. Board of Church Properties - Russ Shoemaker (absent)
In Russ Shoemaker's absence his written report was shared with PPC. Following are the details:
a. Sanctuary Restoration
  • Discussed status of Open issues
    • Alter and Balcony - Shoe mold trim complete after Lent season (Summer Project)
    • Sanctuary pews with defects will be replaced by Manufacturer in near future
      • Submitted dimensions to Manufacturer on pews needing repaired
b. Discussed funding Sanctuary Restoration Project - Project cost $293,010
  • Russ submitted Memo to Congregation on why negative balance occurred
    • Latest status of payoff of Restoration is (-$8,500)
  • Russ discussed with PPC and Voters Assembly he would ask Voters Assembly to allow Business Manager to utilize Line of Credit to cover balance remaining if money is not raised by time final billing is received
c. Board set timeline of projects for summer 2019 Project list
  • Reviewed quotes for summer projects 
    • Board identified order/timeline of projects
    • Identified final funding of projects
  • Finished timeline for 2019 projects and discussed with Custodial Supervisor and Business Manager for concerns and problems that might be a conflict
d. Actions taken since last PPC meeting in March
  • Youth Building roof replaced Paid by St. James Foundation
  • Parish Center Kitchen - Repaired Kitchen convection oven M&R
  • Church Office - Hard wired Door #6 access camera (Batteries not lasting) M&R

e. Start Date Schedule for 2019 Summer Projects

  • Parish Center  -New roofs (upper & lower) flat roofs - Project started (final cost $7,600)
    • Completed 4-13-19 (Stairwell roof to Band Room and Band Room roof)
  • Parish Center  -Repair tile floor at door entries (8th St., Cincinnati St., Fellowship Hall, Church Handicap Dr.)
    • Presently under way Project started (Irv Dieterle)
  • Sanctuary - Reseal loose roof shingles ($4,650) 2018 Insurance Settlement
    • June 4th
  • Old School/Parish Center - New bottle filler drinking fountains - Dutch Auction 2019 funds
    • Start May 27th & finish wk. of June 4th
  • Parish Center - Remodel Boys/Girls Restrooms, upper level - Dutch Auction 2019 funded
    • Start June 1st & finish 2nd wk. July
  • Parish Center - New Ceiling & Lights - KG, 1st, 2nd, and Title#1 rm. Maintenance & Repair (M&R), Dutch Auction, Member
    • Start June 10th and finish July 1st Est. ($2,660) M&R
  • Sanctuary & Cafeteria - Repair sidewalk between buildings & improve water drainage  (M&R)
    • Start July 8th and finish wk. of July 15th Est. ($3,500) M&R
  • Parish Center - New flooring in Pre-K room by library (if money raised)
  • New Gym/Church Office - Complete intercom project Dutch Auction 2019 funds
f. Maintenance & Repair  Est. Cost
$3,500 Sanctuary and Cafeteria - Repair sidewalk and improve water drainage (M&R)
$2,660 Parish Center Lower level classrooms - Dutch Auction, Church Member & M&R
$6,160 M&R Cost - Total Cost
 
 $48,000 Budget - 2018-19 (M&R)
-$38,000 YTD spent
 $10,000 Remaining budget balance
 
XVII. President's Report - Dann Keiser
a. Dann Keiser made a few comments regarding the inactives project. Dann mentioned that he has had some good conversations. He also described that many numbers were disconnected. Names were being removed from the list and letters have been sent. Next, Dann informed PPC that there was a constitutional review meeting on April 24th at 6:00p.m. 
 
XVIII. Other
a. There was some discussion regarding the date of the next PPC meeting and consensus was reached to change the date to Monday, May 20th, 2019 at 7:30p.m.
b. Chris Rowan, Vice President, mentioned that he sent out a survey regarding Serving God's Mission
 
XIX. Closing Prayer
a. Pastor Heckert closed the meeting with prayer.
 
 
Respectfully submitted by Steve Berman, Secretary
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

Parish Planning Council Notes 3/19/19

March 26, 2019
By Steve Berman
Parish Planning Council Meeting - March 19, 2019
 
Attending: Dann Keiser, Chris Rowan, Pastor French, Pastor Heckert, Chris Northington, Jen Sterrett, Julie Grott, Stephanie Fahler, Mike O'Donnell, Lynn Beckham, Heather Brooks, Jerry Ripke, Russ Shoemaker, Steve Berman
 
I. Opening Prayer & Devotions - Church Officers - Dann Keiser delivered a devotional from James 1: 2-6. He then opened the meeting with prayer
 
II. Approval of February 2019 meeting minutes - Pastor French made a motion to approve the February 2019 meeting minutes as presented and Mike O'Donnell offered a second. The motion passed.
 
III. Unsung Servants - The following families were nominated as Unsung Servants for their efforts in moving Amy Dombkowski's classroom to the Fellowship Hall: Schoon, Fahler, Plassard, Wetzel, Hecht, Smith, Cochran, Rogers, Beck, and Northington. The nominations were approved.
 
IV. New Business
a. Vision Workshop/Brain Storming - Chris Rowan made a few comments regarding the Vision workshop on March 8-9. He indicated that the Boards should be working on the resource inventory and he would work on the values piece to roll out to the congregation. Chris anticipated about 5-6 months of initial work for the core planning team.
 
b. St. Anthony Rehabilitation & Nursing Center - emergency disaster site
Terri Collum, Director of Plant Operations, is requesting confirmation that St. James will serve as a secondary emergency disaster site for St. Anthony Rehabilitation & Nursing Center. After a brief discussion Mike O'Donnell made a motion to approve that St. James will serve as a secondary emergency disaster site for St. Anthony Rehabilitation & Nursing Center and Stephanie Fahler seconded. The motion carried
 
c. Budget - Dann Keiser, referring to the Budget document, indicated that Boards should review income and expenses, forecasting information and complete their budget proposals for the next step in the budget process. Dann then initiated a review and discussion of the budget document. The majority of the discussion focused on the following two topics:
  • School - tuition and childcare expenses for staff, student projections, supporting the school and gaps regarding financial aid and income 
  • Need for a Development Director
Discussion regarding the need for a Development Director ultimately led to a consensus that the position was vital to the success of St. James (school and church as "one"). Mike O'Donnell made a motion to put before Voters in June 2019 that St. James add the position of Development Director to further advance the Gospel. Lynn Beckham offered a second and the motion carried
 
V. Old Business
a. There was no Old Business
 
VI. Financial Report - Starlah Smith (absent)
a. Dann Keiser passed out the Financial Report. Jen Sterrett reported that cash is close and vouchers are to come in March. She indicated there may be a need to access the line of credit for about $10,000 - $15,000 but would pay it back right away. A full line of credit is anticipated for the summer. Lynn Beckham made a motion to accept the financial report as presented and Jerry Ripke made a second. The motion passed.
 
VII. Board of Stewardship - Stephanie Fahler, Cara Wetzel (absent)
a. Stephanie Fahler reported that regrettably she is stepping down as Board Chair and explained the reasons requiring her time and attention. She still plans on being involved with putting on an anticipated Marty Party in August/Sept. Stephanie explained she was pretty sure Cara Wetzel would not be continuing as Co-Board Chair as well as Board member Jenny Rodenberg not returning. Stephanie explained if anything changes, she'll let PPC know and also offered to help with the addition of a Development Director as she could.
 
VIII. Pastor's Report
Pastor French reported the following:
a. Official Acts
  • Divine Services conducted - 5
  • Sermons preached - 9
  • Follow up phone calls from staff meeting prayer list - 2
  • Counseling - 4
  • Walk ins/phone - 5
  • Shut ins visited - 2
  • Classes taught - 16
  • Meetings attended - 9
  • Baptisms - 1
  • Funerals - 0
  • Weddings - 0
b. Upcoming
  • Lent services continue
  • Confirmation Examination 4-7-19 / 10:30 ser. No Communion
  • Voters 4-7-19
  • Palm Sunday and Holy week begin 4-14-19
  • Easter 4-21-19    7,9,11
  • Jr. High Confirmation 4-28-19 at 10:30a.m.

c. Other - there was some discussion on emergency phone calls being forwarded to Pastor French. Pastor French mentioned there will be some fine tuning of the process.

Pastor Heckert reported the following:
a. Official Acts
  • Divine Services conducted - 6
  • Sermons preached - 7
  • Hospital visits - 2
  • Counseling - 0
  • Walk ins - 3
  • Shut ins visited - 8 (4 attempted)
  • Classes taught - 18
  • Meetings attended - 11
  • Baptisms - 0
  • Funerals - 1 (David Ancil, 02.26.19)
  • Weddings - 0
b. Updates
  • Lent continues apace
  • Starting (officially) new member class this upcoming Sunday, with discussion beginning
  • Emergency calls: in event of an emergency that requires a pastor, let's educate and direct our members on what to do - we'll establish a protocol and publish it
IX. Board of Elders - Mike O'Donnell
a. Mike O'Donnell reported the Board has been busy during the Lenten season. Mike mentioned the restart of the Care Calling program and that Jeff Wetzel has the lead. He then talked about the work of the Nominating Committee and there was some discussion about any Chairs and members finishing up 2 terms.
 
X. Principals Report - Jake Rogers (absent)
a. No report
 
XI. Board of Christian Education - Heather Brooks, Lynn Beckham
a. Heather reported that the Board has been working on the budget and calendar. Next, it was reported that a more permanent fix for Amy Dombkowski's classroom location is to be determined.
 
XII. Board of Youth - Karrie Tarter (absent)
a. No report
 
XIII. Board of Parish Education - Becky Rowan (absent)
a. Chris Rowan reported that the Bible Study "Behold the Man" continues. He then spoke about re: vitality Sunday and an upcoming new member class.
 
XIV. Board of Human Resources - Mark Bunton (absent)
a. No report
 
XV. Board of Evangelism - Jerry Ripke
a. Jerry Ripke reported on Lutheran Hour Ministries. He shared information about the organization history, ministry efforts, membership opportunities and how to donate. Jerry also shared some LHM materials with PPC.
 
XVI. Board of Church Properties - Russ Shoemaker
Russ Shoemaker shared the following updates from his report
a. Sanctuary Restoration
  • Discussed status of Open issues
    • Sanctuary southeast paired doors carpet repaired to allow doors to close
    • Basement stair access had trim around opening installed
    • Alter & Balcony - Shoe mold trim to be completed after Lent season is over
    • Sanctuary pews with defects will be replaced by Manufacturer in near future
  • Discussed funding Sanctuary Restoration Project - Project cost $293,010
    • Negative balance remaining - (-$12,223)
    • Discussed funding - Board members made motion to submit memo in March Sunday weekly bulletins to request help from Congregation members to cover negative balance in C.O.F. fund. Russ submitted memo last Sunday to give background to congregation on why negative balance occurred.
    • Russ discussed with Board if money is not raised by congregation by time final billing is received, he would ask Voters to allow Business Manager to utilize line of credit to cover balance remaining
b. Board worked on identifying 2019 Future Project List
  • Reviewed a long list of projects and Board prioritized list
    • Board identified greatest need in projects
    • Identified ways of funding projects
  • Started to identify time table for 2019 projects
  • 2019 Project List
    • Sanctuary & Cafeteria - repair sidewalk between buildings & improve drainage - $3500
    • Sanctuary, reseal loose shingles - $4,650, 2018 Insurance Settlement
    • Old School & Parish Center - bottle filler drinking fountains - 5, Dutch Auction 2019
    • Parish Center - new upper & lower flat roofs - $4000 donated, $2200 budget
    • Parish Center - repair tiles at doors
    • Parish Center - upper level restrooms, boys & girls - Dutch Auction 2019
    • Parish Center - New ceilings & lights - KG, 1st, 2nd, Huth, PK (dimmers installed) - $6400 - accepted to be on Auction list
    • Intercom System completed - fellowship hall, church office, new gym, plus two other unidentified areas - Dutch Auction 2019
    • Old School - Crow's Nest pendant lights need replaced, outlets & wiring checked, install baseboard heaters on a timer - Dave Flora quoting
    • Parish Center - PK Blue, new floor, Flooring Express quoting, $575 allocated from EC budget to date
    • Amy Dombkowski moving to Red PS room for 2019-20 school year - AC/Heat will need addressed and install Promethean Board
    • Russ mentioned that the majority of the list should be completed by August 2019. Some projects may be self-funded
c. Actions taken since last PPC meeting in February
  • Started repairing electrical problems in Facilities (Maintenance & Repair)
    • New Gym locker room lights repaired
    • Handicap ramp lights repaired
    • Church Office had new LED light installed
    • Church office door access camera had batteries replaced by 24volt power supply
    • Kitchen lights repaired in walk-in freezer, storage closet and light over prep table
  • Parish center - Repaired work started on roofs over Pre-school areas and Band room/Stairwell    Church Member/Maintenance & Repair A-Z Enterprises
  • Old School - Computer Lab restroom toilet was repaired (Maintenance & Repair)
  • Old School - Art room and Indigo room furnace repaired
XVII. Presidents Report - Dann Keiser
a. Dann Keiser reported on three topics. First was an update on the member contact information project. Next, the constitution meeting was rescheduled for Thursday, March 21 at 7:00p.m. Lastly, Voters was on April 7th. 
 
b. Heather Brooks volunteered to take devotions next meeting.
 
XVIII. Motion to Adjourn/Closing Prayer
a. Mike O'Donnell made a motion to adjourn, it was seconded, and the motion carried. Pastor French closed the meeting by leading PPC in reciting the Lord's Prayer.

 

 
 
 
 
 

Parish Planning Council Notes 2/19/19

February 24, 2019
By Steve Berman
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

 

 
 
 
 

Parish Planning Council Notes 1/22/19

February 10, 2019
By Steve Berman
Parish Planning Council - January 22, 2019
 
Attending: Dann Keiser, Pastor Heckert, Chris Rowan, Mike O'Donnell, Heather Brooks, Jerry Ripke, Russ Shoemaker, Steve Berman
 
I. Opening Prayer & Devotions - Jerry Ripke delivered a devotional referring to 2 Peter the 3rd Chapter and Romans the Fifth Chapter. He then opened the meeting with prayer.
 
II. Approval of November 2018 meeting minutes - Dann Keiser made a motion to approve the November 2018 meeting minutes and Mike O'Donnell offered a second. The motion carried.
 
III. Unsung Servants - The following were nominated as Unsung Servants for shoveling snow: Chris Northington, Ashley Northington, Russ Shoemaker, Kitrick Knobloch, Keith Lah, Donnie Fahler. The nominations were approved.
 
IV. New Business
a. Escape Velocity Brewing Company, 526 N 9th Street - The Escape Velocity Brewing Company intends on opening a brew pub in the neighborhood of St. James and has requested an approval letter from St. James. This letter is required in order for the business to proceed and sign a lease. The brew pub was described as family friendly similar to Lafayette Brewing Company serving beer, wine and food with no hard liquor. Pros and Cons to granting approval were discussed to include the issue of parking and potential future businesses in that space. After some discussion it was decided that PPC requires more information. Mike O'Donnell made a motion to authorize the President to consult legal counsel regarding ramifications and liabilities in order to protect St. James interests. Russ Shoemaker made a second and the motion carried.
 
V. Old Business
a. Chris Rowan shared the Vision Workshop has been scheduled for March 8th (evening) and March 9th (morning). Chris commented that the workshops were open to anyone.
 
VI. Financial Report - Starlah Smith (absent)
a. Dann Keiser reported that the bills are paid and the line of credit is paid back. He then commented that offerings are down a little but cash is flowing.
 
VII. Board of Stewardship - Stephanie Fahler (absent), Cara Wetzel (absent)
a. No report
 
VIII. Pastor's Report - Pastor French (vacation), Pastor Heckert
a. Pastor Heckert described that the Synodical Convention officer nominations will be presented at Voters plus a report from Pastor French. He mentioned that Pastor French would be back on Monday.
 
IX. Board of Elders - Mike O'Donnell
a. Mike O'Donnell shared there is continued development of a Care Calling program. He then commented he is serving on the nominating committee as the interim chair with the intention of getting it going and then turning it over to a permanent chair. Mike spoke about having a full slate to consider come June.
 
X. Principal's Report - Jake Rogers (absent)
a. In Jake Roger's absence Heather Brooks combined the Board of Christian Education report with the Principal's report and commented on several topics. She spoke about discussions with Amy Dombkoski, the status of delinquencies (caught up on several in December and only lost one at midterm) and the budget. Heather described she anticipates a PPC review of the budget in March with a preliminary budget ready by April. 
 
XI. Board of Christian Education - Heather Brooks, Lynn Beckham (absent)
a. Report was given with Principal's Report
 
XII. Board of Youth - Karrie Tarter (absent)
a. No report
 
XIII. Board of Parish Education - Becky Rowan (absent)
a. Chris Rowan reported that Becky Rowan would not be continuing as the Board of Parish Education Chair. He then commented that teachers are needed for Sunday school and talked about the class schedule for adults.
 
XIV. Board of Human Resources - Mark Bunton (absent)
a. No report
 
XV. Board of Evangelism - Jerry Ripke
a. Jerry Ripke reported on several topics:
  • Tom Schultz is heading up the Visitors Committee
  • Follow up activities with visitors - could use some help 
  • Name Tag committee - working on new space to place name tags
  • Encouragement Cards
  • Lutheran Hour Ministries booklets - depression, gambling, etc.
  • Lutheran Hour Sunday 2/23 and 2/24 - there will be some tables managed by volunteers
XVI. Board of Church Properties - Russ Shoemaker
Russ Shoemaker shared the following from his report
a. Sanctuary Interior Restoration - discussed status
  • Mitchell Carpentry has:
    • Altered step side handrails by finishing trim around support posts
  • Floor Covering:
    • Narthex basement stair access still needs carpet tile glued and metal trim applied
    • Sanctuary alter carpet and carpet runners not installed. Carpet received and work to start1-21-19
    • Vinyl plank flooring for Sacristy and Balcony is completed
  • Congregation work to be completed:
    • Base trim in Balcony still needs installed
    • Sacristy and Alter shoe mold still needs installed
  • Sanctuary Pews intermediate supports angle brackets were installed to increase stability
b. Cost of Sanctuary Restoration - Project cost $292,955
  • Remaining Project payouts -      $49,910
  • Century of Faith Fund Balance  $37,742 
  • Negative Balance remaining   (-$12,168) - Russ is working on resolving the negative balance
c. 2019 Future Project List
  • Discussed carry over projects left from 2018 list
  • Board members to bring 2019 project ideas at February meeting
d. Dann Keiser reviewed Old School - Handicap accessibility options
  • Dann reviewed five main options under consideration by Board of Ed & Jake Rogers
  • Church Properties proposed the following to Board of Ed:
    • Short term options
      • Remodel pre-school Indigo room or Red room
  • Board reviewed five design options
    • Long term option (3-5 year)
      • Board recommendation was option #3 Stair tower/Elevator in alley between Parish/Old School on 8th street
e. Reviewed with Board actions taken since last meeting in November
  • Parish Center - Sewer gas in Laundry area - Brenneco re-caulked lift station pit
  • Parish Center - Kitchen steam table drain valve not working - Brenneco rebuilt valve
  • New Gym - Repaired Southeast and Southwest paired opening doors - Mulhaupts
XVII. Presidents Report - Dann Keiser
a. Dann talked about the Nominating Committee and the need for volunteers to serve. Dann also mentioned he would send out an Officer and Board member list for additions or corrections.
 
XVIII. Motion to Adjourn/Closing Prayer
a. Jerry Ripke made a motion to adjourn and Mike O'Donnell seconded. The motion passed. Pastor Heckert closed the meeting with prayer.
 
 
Respectfully submitted, 
Steve Berman, Secretary
 

 

 

 

 

 

 

 

 
 
 
 

Parish Planning Council Notes 11/27/18

December 02, 2018
By Steve Berman
Parish Planning Council - November 27, 2018
 
Attending: Dann Keiser, Cara Wetzel, Pastor French, Pastor Heckert, Mark Bowman, Jake Rogers, Heather Brooks, Chris Rowan, Jerry Ripke, Russ Shoemaker, Steve Berman
 
I. Opening Prayer
a. Pastor French led PPC in prayer
 
II. Approval of October 2018 meeting minutes
a. A correction was noted under Old Business. Russ Shoemaker made a motion to approve the October 2018 meeting minutes as corrected and Pastor French offered a second. The motion carried.
 
III. Unsung Servants - A nomination was made for all that participated in and supported the Restoration Celebration on November 17th. Stephanie Fahler indicated in an email that Joan Tietz was our chili cook-off winner and Charlie Wetzel and Harrison Shaffer were our 2 pie-eating contest winners! We raised just over $3,200 that has already gone back into the St James operating budget.  Next year, we plan on having another celebration, though it will likely be late September or early October :)  We want to give special "Thank-you's" to the following: Chris Northington and Ben Schoon for smoking the pork all night long in the parking lot, Jan French for using her Thrivent grant and collecting supplies, Jeff Haman for his expertise with setting up and serving alcoholic beverages, JT Hickman and the German Polka Band for their lively music, Jason Plassard for MCing, the Lifelight Bible study ladies, especially Mary Prill, for making the pie tarts, and Russ Shoemaker with his logistical assistance.  We also want to thank Brenda Bunton, Ab and Brandi Edmonds, Jeff Wetzel, Amanda Goodspeed, Joy Plassard, Amy Schoon, Mike Grott, Eric Rodenberg, Lydia Roland, Mindy Schlottman, our youth babysitters, Donnie Fahler, and our 6 area LCMS pastors.  The Board of Stewardship was also recognized by PPC - Co Chairs Stephanie Fahler and Cara Wetzel and Board member Jenny Rodenberg. The nominations were approved.
 
IV. New Business
a. Board Items - There were no Board items
b. Congregational Survey Discussion - Chris Rowan shared the Vision workshop was in process of being scheduled and expected to hear back from LCMS after the first of the year. Chris indicated that the Vision Workshop was being updated and that we would likely be the first congregation to participate in the revised Workshop.
c. Other - Chris Rowan commented that $5,230 was raised through our Facebook Page on "Giving Tuesday"
 
V. Old Business - There was no Old Business
 
VI. Financial Report - Starlah Smith (absent)
a. The Balance Sheet and Profit & Loss Budget Performance reports were reviewed and discussed by PPC. There were comments on some of the Income lines and that cash flow is tight. It was also noted that "Giving Tuesday" made us net positive. Pastor French made a motion to approve the Financial Report and Jake Rogers offered a second. The motion carried.
 
VII. Board of Stewardship - Stephanie Fahler (absent), Cara Wetzel
a. Cara Wetzel commented that about $3,000 was raised from the Restoration Celebration. She shared there are plans to turn the Restoration Celebration into an annual event but with a focus on the Reformation. Cara then explained that, in response to a call for evangelism to our unchurched families, we should give some thought to instituting daily Chapel.
 
VIII. Pastor's Report
a. Pastor French shared his report:
 
Divine Services conducted -9
Sermons preached -6
Hospital visits -5
Follow up phone calls from staff meeting prayer list - 1
Counseling -2
Walk ins/phone - 5
Shut ins visited -1
Classes taught -26
Meetings attended -9
Funerals -0
Weddings -0
 
Upcoming:
  • Adult Information Class is going well
  • Advent begins Sunday
  • Will be out Dec 1-10
b. Pastor Heckert shared his report:
 
Divine Services conducted -7
Sermons preached -7
Hospital visits -0
Counseling -3
Walk ins -2
Shut ins visited -13(+4 attempted)
Classes taught -29
Meetings attended -14
Funerals -0
Weddings -0
 
Updates:
  • Gearing up for Advent
  • Needs to leave early tonight
IX. Board of Elders - Mike O'Donnell (absent)
a. Mark Bowman reported for the Board of Elders. He reiterated that Pastor French will be out 12/1-12/10 and went on to share that the Board has been Care Calling with Jeff Wetzel taking the lead. Lastly, Mark led PPC in a discussion about the need for Pew Cards, Picture Bibles and associated fund raising methods. 
 
X. Principals Report - Jake Rogers
Jake shared his report
a. Enrollment - Total School House = 236 students= 146 (Kdg-8) + 90(In, Td, Pre-school & PreK) [Harmony reporting]. 2018-2019 School Choice Scholarship = $224,128.81 (17-18 = $211,377.9.93), (16-17 = $190,435.50), (15-16 = $213,103)
b. Happenings at St. James Lutheran School
  • Upcoming Programs: St. James Band will participate in the Lafayette Christmas Parade on Saturday, December 1. Grades 4-8 will be involved with the Lessons & Carols service on Wednesday, December 5.K-3 will have their Christmas program on Friday, December 14
  • Professional Development: Teaching staff attended the Indiana Non-Public Educators Association conference October 29-30 in Indy. I attended the School Safety Specialist Training academy November 5-6
  • School Service Project: Students have been a part of Operation Christmas Child, an organization that provides gifts and the Word of God in shoeboxes to children in poverty and war-stricken areas around the globe. Students have been collecting for our Food Pantry during the month of November. Shoeboxes total for this year is over 55. We partnered with Grace Lutheran and will drop off our shoeboxes November 16. Thank you to the students, families, and members of the congregation who brought in items. Students are finishing up another can drive on Friday, Nov. 30 for our St. James Food Pantry
  • SEVIS/SEVP – International Students: St. James Lutheran School has been approved to accept international students for school enrollment. School board and I will be discussing what this should “look like and feel like” for our international community. Mrs. Northington and I are meeting with a SEVP representative on Friday to address additional questions in the setup of the program at our school
  • Church Attendance/Evangelism: Data was collected on our School House (EC & School) on where students (families) have identified as their church home. Data is below. Collaboration & discussion should occur for the “next step” to take place. What should evangelism to our school families who do not have a church home look like? Board of Evangelism? Elders? Etc.
c. Upcoming Dates:
12/1 Lafayette Christmas Parade
12/5-7 Christmas Shoppe (PTL)
12/5 Lessons and Carols, Gr. 4-8, 6pm
12/7-8 SJS Girls Basketball Tourney
12/14 Christmas Program, K-3, 6pm
12/21 End of 1st Semester
 
                             Church Home Attendance (2018-2019)
                                     K-8 (146)                                       EC (74)
Operating LCMS          89 = 61%                                        27 = 36%
Other LCMS                 16 = 11%                                        11 = 15%
Other Lutheran              0 = 0%                                            0 = 0%
Non-Lutheran               25 = 17%                                        30 = 41%
No Church Home          16 = 11%                                          6 = 8%
  
  
                             Church Home Attendance (2017-2018)
                                      K-8 (145)                                      EC (112)
Operating LCMS            82 = 57%                                      35 = 35%
Other LCMS                   15 = 10%                                      14 = 13%
Other Lutheran                0 = 0%                                          0 = 0%
Non-Lutheran                 32 = 22%                                      22 = 20%
No Church Home            16 = 11%                                      41 = 37%
  
  
                            Church Home Attendance (2016-2017)
                                      K-8 (155)                                     EC (101)
Operating LCMS            88 = 57%                                     37 = 37%
Other LCMS                   10 = 6%                                         7 = 7%
Other Lutheran                0 = 0%                                         0 = 0%
Non-Lutheran                 37 = 24%                                     20 = 20%
No Church Home            20 = 13%                                     37 = 37%
 
XI. Board of Christian Education - Lynn Beckham (absent), Heather Brooks
Heather shared that the Board of Christian Education report is unchanged from the November 11th Voters Meeting. Following is the report:
a. The Board of Christian Education is responsible for:
  • Overseeing the financial management of the school
  • Developing school policies
  • Overseeing the Early Childhood Program and school’s extracurricular activities
  • Overseeing the school curriculum
  • Overseeing the faculty and staff of St. James Lutheran School including the Early Childhood Program
b. The Board is responsible to the Parish Planning Council and the St. James Voters’ Assembly. It meets as a whole on the third Tuesday of each month. Board committees meet at additional times. In addition to board responsibilities, it is assumed that board members will be involved actively in school functions
 
  • Tuition Delinquency K-8
    • 2018/2019-$11,746 consisting of 12 families
    • Some of the delinquency is based on families that make 2 total payments per year but do not set the payments up in Smart Tuition, thus triggering a delinquent status
    • Board policy states, “At the end of the first semester all school fees and child care fees must be current in order to return to school second semester. If necessary, a written special payment plan may be agreed upon in lieu of bringing the accounts up to date. If the plan is not followed, the parents will be notified following the first missed payment that the child/ren may no longer attend.”
    • Phone calls have been made and letters sent to affected families from the Business Manager’s Office
    • Since October, a notice has been placed in the weekly bulletin seeking tuition sponsorships to assist these families
  • Financial Aid by the numbers
Source                                                         Income                                 Distributions
Auction Financial Aid Grant 2018                43,404                                  33,000
St. James Scholarship                                                                              60,899.57
Special Gifts to School                                13,159.07 
SGO                                                            20,202.50                             20,202.50
TOTALS                                                      76,765.57                            114,102.07
 
  • Continued work with PTL regarding school functions and funding priorities
  • Dutch Auction Items of Discussion (before final recommendations in January)
  • NLSA Review of Recommendations
    • Posting Vision and Mission Placards
    • Evangelism to all school families regarding church attendance
    • Evaluation of how technology is used to enhance instruction and learning
XII. Board of Youth - Karrie Tarter (absent)
a. No report
 
XIII. Board of Parish Education - Becky Rowan (absent)
a. No report
 
XIV. Board of Human Resources - Mark Bunton (absent)
 
XV. Board of Evangelism - Jerry Ripke
a. Jerry Ripke shared that the St. James Caroling Party was coming up on December 9th from 2:00p.m. - 4:00p.m. He indicated that carolers should come early to avoid parking challenges. Jerry then spoke about the Lutheran Hour Ministries and a broadcast the second Sunday in February 2019. Next he shared the idea of having a men's network bible study. Lastly, Jerry gave thanks to Dann and Lynn Keiser for their support of the International Thanksgiving. There was some discussion about moving the date to after Thanksgiving with the hope of having greater attendance moving forward.
 
XVI. Board of Church Properties - Russ Shoemaker
Russ Shoemaker shared the following from his report
 
a. Sanctuary Interior Restoration - discussed status
  • Mitchell Carpentry - finished work on new Wainscot
    • Completed wainscot, oak base, installed Alter hand and communication rails
    • Mitchel Carpentry need to finish trim out of side handrails w/cove mold
  • Flora Electrical - all electrical work completed
  • Flooring Contractors
    • Flooring Express Contractor finished Balcony vinyl plank flooring
    • Narthex carpet tile laid but trim for basement access still needs finished
    • Sanctuary carpeting not received and install will not happen til January
  • Pews installed
  • Congregation finished re-install heat registers East/West/South walls of Sanctuary
  • Speaker Contractor, "Mitchell Design Group", completed install new sound system
  • Organ and Piano have been returned
  • Russ commented that we had great contractors and finish carpenters for this project. He also gave thanks to the congregation for the removal of the old pews and the associated clean-up work
b. Fellowship Hall/Sanctuary Ceiling leaking (Women's restroom and east entry to sanctuary)
  • Terry Raber "roofing contractor" made repairs and ceiling tile replaced
  • Fellowship hall room has drain line in ceiling leaking - address when weather improves
c. Parish Center - Leaks in Red and Green Pre-School rooms in Parish Center not repaired - til weather conditions improve
 
d. Church Board actions taken since last report:
  • Replaced faucets in restrooms adjacent Cafeteria. control hot/cold water temp Maintenance & Repair $2580
  • Parish Ctr. Girls restroom - Repaired toilet water valve  - Maintenance & Repair
  • Old School Art Room - Replaced heat registers to better control room temp - Maintenance & Repair $20
  • Fellowship Hall - Repaired north wall exterior and repainted - Cong. Member paid
  • Stewardship - "Sanctuary Celebration" assisted closing off grounds for controlling area
  • Cafeteria Kitchen - set up schedule for new grease trap cleaning - Maintenance & Repair $170 per Qtr.
  • Cafeteria Kitchen rekeyed storage room locks
  • Old School Building - Repaired Main entry door exist device - Maintenance & Repair
e. Sanctuary - Storm Windows invoice received - Maintenance & Repair $10,600
  • Worked out payment plan over next several months
XVII. Presidents Report - Dann Keiser
a. Dann Keiser spoke about assembling a Nominating Committee for elections next June and those interested in participating need to let him know. Dann also mentioned the need to look at the Constitution Revisions.
 
XVIII. Motion to Adjourn/Closing Prayer
a. Heather Brooks made a motion to adjourn and Jake Rogers seconded. The motion passed. Pastor French led PPC in reciting The Lord's Prayer to close the meeting.

 

 

 

 
 
 
 
 
 
 
 
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