Parish Planning Council Notes

Posts Tagged "November"

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
  • 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
  • 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.





Parish Planning Council Notes 11/15/16

November 26, 2016
By Steve Berman

Parish Planning Committee - November 15, 2016

Attending: Dann Keiser, Pastor French, Bill Crum, Jake Rogers, Candace Shaffer, Mark Bunton, Russ Shoemaker, Christopher Rowan, Ben Schoon, Steve Berman

I. Opening Prayer and Devotions
a. Opening Prayer by Pastor French. Candace Shaffer, Board of Christian Education Chair, led the Devotions: Psalm 139 and from Matthew Chapter 6.
II. Approval of October 2016 meeting minutes - Motion to approve by Pastor French, Seconded by Mark Bunton. All was in favor, approved.
III. Unsung Servants - Jeff Baumgarn for his service as Chair, Board of Parish Education and for our Sunday school program. Reformation Committee for their great work on the Reformation Luncheon - Barb Francis, Eunice Maurer, Bob Nixon, Steve Ulrich, Michele Ulrich, Grace Gillespie, Amanda Goodspeed, Nancy Sattler, and Chris Rowan. Thanks to Janet Hession for her great work on the Reformation luncheon.
IV. New Business
a. Pastor Heckert - Installation & responsibilities
  • Pastor French traveling to Wisconsin to attend the ordination of Peter Heckert on Saturday, November 19.
  • Installation Service scheduled for Sunday, December 4 at 3:30 p.m. Potluck Dinner to follow in the cafeteria. Asking congregation to bring side dishes.
  • Pastor French believes Peter should assume his responsibilities as fully as possible. Pastor French to assign Boards.
b. Vice President Replacement
  • Discussion ensued about how much time remains on the current term (until June),  recommendations from PPC, nomination(s) from Voters and having the position remain vacant until filled.
c. Ministry Action Team - Dann Keiser presented an objective and time table for PPC to consider and discuss:
  • Objective - Prayerfully seek God's direction for St. James to grow and expand the congregation that we may better spread the Gospel.
  • Dann posed some questions 1) How do we keep members? 2) How do we activate the inactive? 3) How do we bring in new members?) that would drive and direct the work of the Ministry Action Team. This generated the sharing of ideas from PPC.
  • Time Table
    • Start in January meet weekly or biweekly
    • Discuss at April Voters meeting, with questionnaire for member input
    • Present recommendation at June Voters meeting
  • Dann spoke about opening up the opportunity to volunteer/serve on the Ministry Action Team at the November 20th Voters meeting.
d. Church Financial Audit
  • There was discussion about what we want to learn and why and review of options from Huth Thompson quote:
    • Full certified audit - $10,000 - $12,000
    • Review Engagement - $8,000 - $10,000
    • Compilation Engagement - $3,000 - $5,000
    • Procedure Engagement $1,000
  • Consult Kathy Cowans regarding a recommendation
e. Budget Issues
  • Review of budget, expected and actual numbers
  • Out of cash flow problem. Strong positive balance
  • Income
    • Childcare income includes both childcare and tuition. Childcare about $2,000 less per week due to partial days not full days
  • Expenses
    • Discussion of Church Staff Wages, Child Care Staff Wages and Health plan adjustments
f. Voters Meeting 11/20/16
  • Overview of Voters Meeting to begin at 12:15 p.m. Lunch to be served.
V. Old Business
a. Protecting Our Ministry - Constitution review - Bill Crum reported that revisions are being worked on to share with the Committee.
b. Business Manager & financial methods/Line of Credit policies
Status update on financial methods - in process. Brief discussion regarding Chase/other bank(s) with respect to fees and liability matters.
VI. Pastor's Report - Pastor French
a. No report - preparing for funeral.
VII. Board of Elders - Bill Crum
a. Sunday Service Update
  • The Board of Elders is working with the Board of Parish Education to assist in the unlocking and locking of the Sunday School rooms. Help may be needed to double-check the rooms and lower hallway is being locked/unlocked as expected as we adjust to this new responsibility.
b. Funeral Services
  • It has been requested that the church office share the funeral schedule by placing it on the calendar, notifying the social media outlets of the congregation and to notify the chair of the Board of Elders for further distribution and to encourage attendance or serving as an usher.
  • Discussion on the importance of having our people there to support the congregational family.
c. Worship Notes
  • The Christmas Eve schedule is planned to be the same as last year. A concern has been mentioned regarding who will lead the early service with the live nativity. One possibility is to see what willingness the new Associate Pastor might have in leading this service. Grott's will handle the animals.
d. Worship Attendance
  • Reformation Service on October 30th was well attended. 75 at 6:00p.m., 209 at 8:00a.m., 149 at 10:30a.m. - Total attendance 433. Three hundred twenty-two communed.
VIII. Principals Report - Jake Rogers
a. Total School House 252 Students 154 (K-8) + 98 (In, Td, Pre-school & Pre-K)
b. Happenings at St. James Lutheran School
  • New Community School - closes December 31st.
    • Julie Grott and Jake Rogers went to the school fair on Thursday, November 10 to present information about our school to potential new families. Tours are being scheduled with new families. Out of those who were talked to, two families are coming in for tours.
  • Hot Lunch
    • We are grateful for the help of Anna Buess, Angela Guyer, Pat Koning, Tina Parker and Samantha Cochran for helping our Assistant Cook, Deb Bechner with our Hot Lunch Program. Rhonda Moya is slated to start as Head Cook on December 1. Thank you to everyone who has helped out in the kitchen.
  • School Service Project
    • Students have been collecting for Operation Christmas Child and our Food Pantry during the month of November. Shoeboxes last year totaled 50; this year, so far, we have 78. We are partnering with Grace Lutheran and will drop off our showboxes to them on Wednesday. Thank you to the students, families and members of the congregation who brought in items
  • Church Attendance/Evangelism
    • Data was collected on our School House (EC -101 and School -155) on where  students (families) have identified as their church home:
      • Operating LCMS 57% K-8, 37% EC
      • Other LCMS 6% K-8, 7% EC
      • Other Lutheran 0% K-8, 0% EC
      • Non-Lutheran 24% K-8, 20% EC
      • No Church Home 13% K-8, 37% EC
    • Discussion on the scope of the evangelism opportunity - Church and School, Board of Elders, Evangelism, etc.
  • Upcoming Dates
    • 11/17 - Social Studies Fair, Gr. 1,3,5,7; 6:00p.m.
    • 11/23 - Thanksgiving Service, 7:00p.m.
    • 12/2 - Christmas Program, K-3, 6:00p.m.
    • 12/6-8 - Christmas Shoppe (PTL)
    • 12/9 - Jesus' Birthday Party, 9:00am. - 11:00a.m.
    • 12/9 - 10 - SJS Girls Basketball Tourney
    • 12/14 - Lessons & Carols, Gr. 4-8, 6:00p.m.
    • 12/16 - PTL Teacher & Staff Appreciation Luncheon
    • 12/31 - Crusader Shootout
IX. Board of Christian Education - Candace Shaffer
a. No report
X. Board of Youth - Karrie Tarter (absent)
a. Look for volunteers to help support. Staffing of DCE position several months out.
XI. Board of Parish Education - Vacant
a. Stephanie Fahler lining up cafeteria class
XII. Board of Human Resources - Mark Bunton
a. No report
XIII. Board of Evangelism - Jerry Ripke (absent)
a. Good turnout at International Thanksgiving - approximately 90 international attendees and 120 in total. Good opportunity to share why we have Thanksgiving.
XIV. Board of Church Properties - Russ Shoemaker
a. Summer Projects List
  • Bus Stop Shelter on 9th street to be installed in December - waiting for CityBus to get Shelter in.
    • Board prepped site for pour of concrete - Contractor to pour in November
    • This project is self-funded - no cost to congregation
  • Food Pantry
    • Contractor work completed - North wall Mural has started. Anticipate finishing by November.
  • Sanctuary Exterior Repair - revised quote spring 2016 $47,820.
  • Received Gothshall re-negotiated quote cost $45,060
  • Board of Church Properties previously discussed Gothshall latest quote and approved bid pending Century of Faith approving money. Brief discussion with Ben Schoon that quote meets the budget requirement.
b. HVAC System - Need electricians to provide more information
c.Board of Church Properties has had continued discussion on pulling Church Pew project ahead of Sanctuary Restoration Project and HVAC project
d. New Sanctuary Pews Project
  • Need additional quotes (visit Stockwell Church - see new pews?)
  • Need updated quote from Imperial Woodworks, Inc.
e. Hinshaw Roofing Quote
  • Pre-School lower roof replacement - cost $24,900
    • Approx. $4,000 was spent to patch and tuck point areas in need
    • Repairs to roof this past summer has seemed to stop leaks
  • Fellowship Hall roof replacement - cost $18,600
    • Board of Church Properties quoting contractor "Terry Rayborn" for a repair of roof to extend roof life based on an estimate of remaining life with repairs.
f. New Fire Alarm System billing was received and scheduled to be paid through funds raised at 2016 Dutch Auction - final cost is $37,400
  • New Gym Fire Alarm System - Cost $10,856
  • School/Church Fire Alarm System - Cost $26,544
g. Parking Lot
  • Excellent job on parking lot project - no cost to the congregation. Thanks to Jake Rogers for working around the project work.
XV. Board of Stewardship - Christopher Rowan
a. Positive feedback from the local community regarding the Truck or Treat event.
XVI. Financial Report - Ben Schoon
a. No report - covered in New Business
XVII. Presidents Report - Dann Keiser
a. No report
XVIII. Other
a. After some discussion Dann reported that next months meeting will be a social meeting to be held on December 13th at 6:00p.m.
b. Pastor French moved to adjourn, the motion was seconded and approved. Pastor French closed with prayer.
Respectfully submitted by Steve Berman





















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