Parish Planning Council Notes

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Parish Planning Council Notes 9/19/2017

September 24, 2017
By Steve Berman

Parish Planning Committee September 19, 2017

Attending: Dann Keiser, Pastor French, Pastor Heckert, Starlah Smith, Mike O'Donnell, Chris Rowan, Jake Rogers, Lynn Beckham, Heather Brooks, Julie Grott, Mark Bunton, Becky Rowan, Jerry Ripke, Russ Shoemaker, Steve Berman

I. Opening Prayer & Devotions - Board of Christian Education
a. Heather Brooks began with the Devotion - 6th Chapter of Matthew, Verses 1-5 and Lynn Beckham led PPC in prayer.
 
II. Approval of August 2017 meeting minutes - Jake Rogers made a motion to approve and Mike O'Donnell provided a second and the motion passed (Mark Bunton abstained due to not being at the August PPC meeting)
 
III. Unsung Servants - Motions were made to recognize the following as Unsung Servants
a. Jeanie Truelsen, Mary Prill and Eunice Maurer for their work in preparing food for funerals, Christa Pazera for taking the initiative in organizing supplies and crafts without any prompting, and Hannah Heckert, Athletic Director, and Jenna Farrington, Assistant Athletic Director, for their work in putting together the volleyball tournament in four days.
 
IV. New Business
a. Board Issues - None reported
 
V. Old Business
a. Protecting Our Ministry - Constitutional revisions - Mike O'Donnell reported that he spoke with Bill Crum and the next meeting is pending. Mike indicated we will have a revised constitution.
 
b. Ministry Action Team - Chris Rowan reported that the Ministry Action Team is in process of adopting the LCMS program “Planting Gospel Seeds While Serving Human Needs” and explained that the program helps congregations develop ways to enable their neighbors to break the cycles of poverty and struggle. Chris explained that step one is to conduct a demographics study surrounding St. James and step two is an onsite consultation to determine needs. Chris mentioned this will help get St. James' face in the community and to better address community needs.
 
VI. Motion - Pastor French made a motion for Starlah Smith to present the Financial Report before the other Board reports, Jake Rogers seconded and the motion passed.
 
VII. Financial Report - Starlah Smith
a. Starlah Smith began her report by sharing that Mindy Schlotman was doing a great job and she fully supports her. She then reviewed the balance sheet and the P&L Budget with PPC. Starlah indicated that the financial position was good and spoke of the need to have tithing and financial participation. Starlah mentioned that Mindy can print out expense reports for the Boards as requested. There was then some discussion regarding income and expenses.
b. Dann Keiser brought up the topic of a financial procedure regarding expenditures that is written in the constitution. There was a fair amount of discussion regarding the constitutional language, the current administrative procedure and the need for updated constitutional language. After the discussion, consensus was reached that Starlah and Mindy should write up a revised financial administrative procedure for PPCs review with the possibility of PPC recommending constitutional changes to Voters.
c. Starlah reported that signers and those that count and handle money need to be bonded and a brief conversation followed.
 
VIII. Pastor's Report
a. Pastor French
Pastor French reported that Luther's Deutsche Messe is on October 15th, the Pastor's conference is October 23rd-25th and that there was a 3:00pm service on October 29th. Pastor also mentioned many Reformation activities are coming up. There was some discussion about the Reformation Committee facilitating a beer garden.
b. Pastor Heckert
Pastor Heckert reported on his Official Acts:
  • Divine Services conducted - 8
  • Sermons preached - 9
  • Hospital visits - 2
  • Counseling -2
  • Walk ins - 3
  • Shut ins visited - 10
  • Classes taught - 26
  • Meetings attended - 15
  • Funerals - 0
  • Weddings - 0

Pastor Heckert also shared that he is enjoying the new member class and that the curriculum is freeing for additional discussion. Pastor indicated that he helped at the volleyball tournament and that the tournament was a great success. He was grateful for all the help that was given to put on the tournament. Hannah and Jenna did a FANTASTIC job! Lastly, Pastor Heckert mentioned that he was continuing to do prep work for the Deutsche Messe on October 15th at 10:30. He indicated that the major hurdle was in the Einsetzungworte, the Words of Institution.

IX. Board of Elders - Mike O'Donnell
a. Mike O'Donnell reported that he and the Board were getting the new elders up and running. Mike also mentioned that the Board of Elders is continuing to work with the Board of Youth.
 
X. Principals Report - Jake Rogers
a. Jake Rogers reported on the following:
Enrollment - Total School House = 234 students= 145 (Kdg-8) + 101 (In, Td, Pre-school & PreK) [Harmony reporting]. 2017-2018 School Choice Scholarship: $214,692.93, 2016-2017 = $190,435.50, 2015-2016 = $213,103
b. Happenings
  • September is Report Month with the State IDOE and Synod. Lots of reports being submitted
  • No School - Indiana District Teachers Conference - September 28-29, Concordia HS, Ft. Wayne
XI. Board of Christian Education - Lynn Beckham, Heather Brooks
a. Heather Brooks reported on the following topics:
  • Exit interview process and reporting on reasons
  • Promoting a culture of kindness and bullying prevention
  • Resources are being examined. Follow up to be reported next meeting
XII. Board of Youth - Karrie Tarter (absent)
a. No report
 
XIII. Board of Parish Education - Becky Rowan
a. Becky Rowan reported that Rally Day took place two weeks ago and was a success. Becky explained that funding was received for new bibles and that recruitment efforts were underway for teachers for January through May. She also explained that Friday Fun Night would take place on October 6th after the fish fry
 
XIV. Board of Human Resources - Mark Bunton
a. Mark Bunton reported that he was back to serve on the Board of Human Resources
 
XV. Board of Evangelism - Jerry Ripke
a. Jerry reported on a number of topics:
  • All members showed up for the Board meeting and a good devotion was shared
  • The importance of speaking to people you don't know while in Church
  • Signing the friendship book
  • Work was being done to go through sign in sheets, defining who the visitors are, and then following up with the visitors
  • There are 4-5 new greeters
  • Name tags = Keep wearing name tags and encourage others to do so
  • Thanksgiving prep meeting at Ruth O'Connor's
  • Child evangelism and educating on the importance of Baptism
  • Grace Gillespie is working on invitation to Sunday School letters
  • Ministering outside of St. James
  • The idea of starting up the basketball camp
XVI. Board of Church Properties - Russ Shoemaker
Russ Shoemaker shared the following with PPC:
a. Status of Summer Projects
  • Sanctuary Exterior Wall & Windows Repair
    • Board discussed Open issues
      • Bob Klaiber checking with contractor on date to install Sanctuary new gutters and downspouts
      • Lafayette Glass has measured for storm windows and waiting on top panels of tempered glass to be received
    • Sacristy window was replaced by Best window on Friday 9-15 - Bob Klaiber worked with contractor to get job done in a timely manner
    • Sanctuary roof - Still waiting on manufacturer "Certainteed" to inspect roof for defects and replacement status
  • New Gym - Replaced and moved two new water fountains  cost $6,850
    • Water fountains install is completed but recalled plumber to correct boy's water fountain water control buttons from sticking. Problem has been resolved
  • Parish Center Sewer line repair project
    • Final invoice received from Brenneco Plumbing
      • Final bill was $15,936 - Russ commented that this cost was good and Brenneco was cooperative and easy to work with
      • Business Manager, Mindy Schlotman, has set up two monthly installments to pay balance
        • First installment was paid first of September
b. Church Board Discussed status of "New Pew" project (Century of Faith)
  • Board and sub-committee agreed to have sub-committee meet twice a month to move faster on quoting progress. Board increased size of sub-committee to help out on work load
  • There was some discussion among PPC regarding the timing of the Sanctuary restoration with relationship to the installation of the new pews

c. Church Board tasks completed since last report:

  • Installed electronic clock in new gym
  • Repaired new gym mat dolly cart caster and caster on large floor fan
  • Repaired North parking lot gate
  • Replaced two light bulbs in elevator
  • Concrete repaired on Sanctuary main entry stoop, sidewalk between new gym and old school
  • Old school Southeast corner brick tuck pointed
  • Sanctuary narthex exterior window tuck pointed, could be leak point in interior wall
  • Church Board put on a tour for congregation members on Sunday, September 17th of projects completed over the last four years. This was an opportunity for Church Properties Board to thank the Congregation for supporting the Board by sharing their time, talents and treasures allowing the projects talked about during the tour to be funded
    • There was a brief discussion regarding the idea of a virtual tour on the website
d. Other
Dann Keiser suggested a survey of needs be completed to highlight short and long term projects
 
XVII. Board of Stewardship - (Vacant)
a. Dann Keiser reported that he is trying to find volunteers
 
XVIII. President's Report
a. Dann Keiser reported that the next Voters meeting will be November 19th and described that if PPC were adding new Board members they could be voted in at the meeting.  Dann also mentioned that Starlah Smith can officially voted in as Treasurer. Lastly there was some discussion about a delegate for District/Synod conference with first meeting on December 3rd in Reynolds at 2:30pm.
 
XIX. Adjournment
a. Mike O'Donnell made a motion to adjourn, Mark Bunton seconded, and Pastor French closed the meeting with prayer.

 

 

 

 

 

 
 
 

 

 

 

 


 

Parish Planning Council Notes 8/15/2017

August 20, 2017
By Steve Berman

Parish Planning Committee August 15, 2017

Attending: Dann Keiser, Pastor French, Pastor Heckert, Mike O'Donnell, Chris Rowan, Jake Rogers, Lynn Beckham, Heather Brooks, Julie Grott, Karrie Tarter, Becky Rowan, Jerry Ripke, Russ Shoemaker, Steve Berman

I. Opening Prayer & Devotions
a. Mike O'Donnell began with the Devotion - 4th Chapter of Ephesians Unity and Maturity in the Body of Christ and led PPC in prayer.
 
II. Approval of the July 2017 meeting minutes- Russ Shoemaker made a motion to approve and Mike O'Donnell seconded. The motion passed unanimously.
 
III. Unsung Servants - Motions were made to recognize the following as Unsung Servants
a.Wayne Luke for installing hooks for coats in 30 of the preschool lockers, repairing a rocking chair and hanging a dry erase/bulletin board in the early childhood work room, Bill Talbott for installing 4 paper towel holders and childproof locks on cabinets in 4 classrooms, Church Properties (Bob Klaiber, Michael Arden, Irv Dieterle, Lynn Keiser, Kitrick Knobloch, Keith Lah, Hal Bodkin and Russ Shoemaker), Custodial Staff (Michael Bennett, Stephanie Moffatt, Karri Murphy, Pete Bishop and Daphine Prather) for their dedication to and work in church properties and Hannah Heckert for coming up to speed so quickly in her work as Athletic Director. Jake Rogers made a motion to approve and Mike O'Donnell provided a second. All was in favor and the motion passed.
 
IV. New Business
a. Board Issues - No issues to report
 
V. Old Business
a. Protecting Our Ministry - Constitution revisions - Mike O'Donnell reported that Bill Crum will be keeping the lead on this initiative and will provide an update after speaking with Bill
 
b. Ministry Action Team - No updates since the last report. Dann Keiser recapped the work of the Ministry Action Team (MAT) and reminded PPC that the MAT may be interacting with their Boards.
 
VI. Pastor's Report
a. Pastor French
Pastor French reported that Jr. Confirmation began last Thursday and is up and running. Public School Confirmation is tomorrow (Wednesday, August 16th). Pastor French then spoke of the Reformation Services for St. James and the Circuit and lastly he mentioned there was a Pastor's conference at the end of October.
 
b. Pastor Heckert
Pastor Heckert reported it was exciting to be working with the Youth. He spoke of working with Dan Eggold (Pastor, Grace Lutheran) and Brian Pike (DCE Grace Lutheran) and the desire for cooperation between Grace, St. James and Redeemer and the opportunities for bible studies, fundraisers and events in general. Pastor then spoke of reigniting the Stephen Ministry and his past experience with Stephen Ministries and variants of this Ministry as an outreach and in reach tool.
 
VII. Board of Elders - Mike O'Donnell
a. Mike O'Donnell reported that the Board is meeting on the 4th Tuesday of the month and explained he was elected Chair. Mike said he would produce a list of new Board members. Mike went on to describe the Board's close working relationship with the Board of Youth and how they are driven to welcome and train youth for the future. Mike also mentioned another focus area of identifying who may need rides to church and how we can help with that.
 
VIII. Principals Report - Jake Rogers
a. Jake Rogers reported on the following topics: Enrollment - Total School House 231 students  144 (Kdg-8) + 99 (In, Td, Pre-school, Pre-K) {Harmony Reporting}. 2017-2018 School Choice Scholarship: $196,378.59 to date, 2016-2017=$190,435.50, 2015-2016 = $213,103.  There was some discussion about the overall enrollment numbers for 2017-2018 trending down from 2016-2017 and the contributing factors that include public schools, families moving and services offered at other schools that St. James does not offer.
 
b. Happenings at St. James Lutheran School
  • The 2017-2018 teaching staff was shared with PPC
    • Preschool 2 = Quinn Wollenburg, Lindsey Eggold
    • Preschool 3 = Rebecca Ziegler
    • Preschool 3/4 = Sara Bishop, Joyce Knobloch
    • Pre-Kindergarten = Jenny Caylor, Morgan Kurtz
    • Kindergarten = Melissa Trautmann
    • 1st Grade = Lydia Roland
    • 2nd Grade = Brenda Arden
    • Kdg.-2nd Aid = Marlene Maassen
    • 3rd Grade = Cara Hamilton
    • 4th Grade = Kris Ripke
    • 5th Grade = Amy Dombkowski
    • 6th Grade = Donna Rider
    • 7th Grade = Lynn Keiser
    • 8th Grade = Jenna Farrington
    • Music = Amanda Goodspeed
    • Religion = Pastor French, Pastor Heckert
    • Art = Joan Tietz
    • Title 1/Resource = Carol Huth
    • Athletic Director = Hannah Heckert
    • School Secretary = Ashley Northington
    • Admissions Director/Early Childhood Director = Julie Grott
    • Principal = Jake Rogers
  • Projects are complete
    • Gym floor, water fountains for gym, 3rd Grade Chromebooks, new stage, exterior of church, classroom intercom system, etc. We want to thank the donors and contributors of the Century of Faith campaign, the St. James Auction, and St. James Lutheran Congregation for your support and contributions to our program and our school! We grow together because we work together as members of the body of Christ! God is good, all the time.....and all the time, God is good!
    • Special Thank You to our Board of Church Properties (especially Russ Shoemaker, Bob Klaiber, Irv Dieterle), Mike & Julie Grott and our Custodial crew for all of our projects and cleaning this summer!
    • Thank you to Mindy Schlotman and Julie Grott for their work on our family tuition statements through Smart Tuition
c. Other
  • Eclipse, August 21, 2017 - Getting ready for the eclipse. Jake indicated the peak time will be 2:22 p.m.  and NASA approved glasses will be provided for the students (K-8)
  • The Indiana District Teachers Conference will be September 28-29, 2017 at Concordia High School in Fort Wayne
  • The new Science curriculum is in place - Foss for grades K-4 and Pearson for grades 5-8
IX. Board of Christian Education - Lynn Beckham, Heather Brooks
a. Will report next meeting
 
X. Board of Youth - Karrie Tarter
a. Karrie Tarter reported on the following topics
  • Mission
    • Time in the Word - Stephanie Fahler with high school youth until 10/27/17, Sunday school kick off 9/10, curriculum, teacher/leader? utilize college students - staff from Camp Lutherhaven, University Lutheran
    • Service to St. James and Lafayette Community - Board of Elders would like to develop presence at St. James - ushering, greeters, readings
    • Fellowship in a Christian environment - August back to school kickoff event, pool party 8/13/17; September - 9/13 Luther movie 6:30 - 8:30 pm Wabash Landing
  • High School Youth
    • Leadership - develop youth officers or a steering team, possibly pair with a Board member; social event planner, Communications officer
    • Joint effort with Grace Lutheran - Brian Pike DCE
    • Communication - Facebook?, text
    • Sunday AM Bible Study - attendance, curriculum
      • There were 10-12 HS youth at Bible Study this past Sunday
    • Youth room - Feb/March 2018
    • National Youth Gathering 2019, Minneapolis, MN - need to get numbers and begin planning
    • Youth Choir
  • Junior High Youth: (wait and address when high school up and running)
    • LCMS Indiana District Youth Rally at Camp Lutherhaven 9/16-17/2017, Karrie will handle registrations and discuss at Confirmation meeting 8/9/2017
    • Plan for monthly meetings
  • Kids for Christ (grades 3-5): eliminate this age for youth group, majority of kids attend St. James and have Sunday school events available
  • Will be working with Mike O'Donnell, Board of Elders, to develop the youth presence at St. James
  • Ongoing Business
    • Budget $3500 annually, Designated Funds $4022
    • DCE - $40K salary reallocated
XI. Board of Parish Education - Becky Rowan
a. Becky reported on the following topics
  • Board meeting the first Tuesday of every month
  • Sunday School
    • Prize Boxes
      • Kids are really enjoying memorizing the verses from each lesson
      • Brought in 3 kids that love coming back for the coins and really are memorizing their verses
    • Teachers
      • Have all the teachers except one teacher for 6,7,8 grades
      • Need teachers for January - the end of May teachers
    • Lectionary supplemental material for the curriculum is ordered
    • Launch Sept. 10th with a pancake breakfast at 9am
      • Get Registration info
      • Parents attend and explain the memory work for the semester
  • Adult Bible Study
    • Pastor French will be doing a Noah study - ready for September 10th
    • Pastor Heckert will be doing Lutheranism 101 - old New Member class renamed
    • In November Wayne Luke will prepare for Advent study
  • Nursery
    • Tablet - discussed this topic last week offering families, that cannot attend Service, the ability to view Service remotely. After some discussion there was a decision to use the Toddler room for the viewing. Jake Rogers indicated he would obtain the tablet.
XII. Board of Human Resources (Vacant)
a. Dann Keiser reported that he would meet with those listed to serve on this Board to verify their intent to serve and to confirm the purpose of the Board
 
XIII. Board of Evangelism - Jerry Ripke
a. Jerry Ripke reported on a number of topics to include greeter training, name tags and the importance of a Social Ministry to address the needs of the people. Jerry recapped past and ongoing work to include the Trinity Mission "white out" sock and linen drive and the Food Pantry
 
XIV. Board of Church Properties - Russ Shoemaker
a. Russ Shoemaker reported that the Board meets the first Tuesday of every month and updated PPC on the status of the Summer Projects:
  • Sanctuary Exterior Wall & Windows Repair
    • Exterior work is complete by Contractor "Gothshall Restoration" - final payment was made Monday 8/14. Payment in full $21,301
    • Open issues to complete
      • Install new 6" gutters & 3"-4" downspouts
      • Lafayette Glass needs to install new vented storm window tempered glass
      • Sacristy window to be replaced by Best window - Bob Klaiber working with contractor
      • Sanctuary roof has 2 shingles needing replaced and seal feathered shingles on the west side roof. Working with manufacturer "Certaineed" and local contractor "Bone Dry Roofing"
  • Fellowship Hall & Parish Center roofs had leaks from recent heavy rains
    • "Rayborn Roofing" patched new leaking spots and sealed masonry brick in some areas to seal off leaks
  • New Gym - replaced and move 2 new water fountains - cost $6,850
    • Work completed August 7th
    • Old sprinkler system removed - this was required by City Fire Marshall
    • Replaced Boys/Girls locker room shower water heads
  • School new intercom system was installed
    • Work completed August 8th
    • New Gym is scheduled later to be part of intercom system
    • "Wyatt Communications" is the contractor
  • Parish Center Sewer line repair project
    • Sewer repair was completed in lower level sewer between boiler room and boys restroom
    • Contractor "Brenneco Plumbing" completed work mid July
    • Project was quoted as "Time & Material not to exceed $20,000"
    • Still waiting on final invoice
  • Church Board responded to Custodial Supervisor request for help on punch list items to meet deadline on School start up
    • Replaced water damaged ceiling tile
    • Installed coat hook racks in Parish center lower hallway
    • Installed new vinyl tile on hallway concrete floor from sewer line repair
    • Worked on Old School  stairway wood hand rails
      • Note: A special thank you from the Board to Dan Smith for work on handrails
    • Installed additional 2' ft of new cabinets in Babies room
    • Reinstalled exterior handrail, handicap button post and landscape bark along east side of Sanctuary

b. Russ gave a special thanks to Daphine Prather, Custodial Supervisor, for the diligence in which she does her job and described his appreciation for the work she does. Russ cited some examples of Daphine's work including the recent and unexpected sewer line project

XV. Board of Stewardship (Vacant)
a. No report
XVI. Financial Report (Vacant)
a. Dann Keiser shared that Starlah Smith was willing to start and that he would schedule a committee meeting and get back on track with reporting
 
XVII. Presidents Report - Dann Keiser
a. No report
 
XVIII. Adjournment
a. Mike O'Donnell made a motion to adjourn, Jerry Ripke offered a second and the meeting closed with prayer.
 
Respectfully submitted by Steve Berman
 
 
 
 

 

 

 

 

 

 

Parish Planning Council Notes 7/18/2017

July 19, 2017
By Steve Berman

Parish Planning Committee - July 18, 2017

Attending: Dann Keiser, Pastor French, Pastor Heckert, Chris Rowan, Mike O'Donnell, Jake Rogers, Julie Grott, Becky Rowan, Jerry Ripke, Russ Shoemaker, Steve Berman

I. Opening Prayer & Devotions
a. Pastor French opened the meeting with prayer. No Devotion was shared. Dann Keiser described that the practice of sharing Devotions will start back up at next month's meeting, August 15, 2017, with the Board of Elders.

II. Approval of June 2017 meeting minutes - Pastor French made a motion to approve and Jake Rogers seconded. The motion passed unanimously.

III. Unsung Servants - Mike O'Donnell made a motion for Dick and Cathy Collison. Can always count on Dick and Cathy for being at Saturday Worship Service. All was in favor and the motion carried.

IV. New Business
a. Board Issues
No Board issues were discussed. Dann Keiser informed PPC he wanted to verify when the Boards are meeting
 
V. Old Business
a. Protecting Our Ministry - Constitutional revisions
  • Mike O'Donnell reported that on July 29th there will be a final go through for a completed revision. There was a brief discussion and Dann Keiser shared an anticipated timeline of the completed revision going to PPC in August and the Congregation in September/October
 
b. Ministry Action Team
  • Chris Rowan reported we are 2 weeks away from the next post card initiative. He also mentioned volunteers were needed to become involved in community activities. The third topic that Chris brought up was the formation of a technology or "social media" team to help information flow in and out in an organized and unified way. The team would provide a point of contact for people that wish to have information put out there. There was discussion regarding who would be on the team, which Board or Boards would oversee the team, and about setting a date for the team to meet. A consensus was reached that the School Board and Board of Elders would oversee the team
c. Other
  • Dann Keiser described that the Treasurers position was presently vacant and that Starlah Smith was open to the nomination. There was some discussion and Jerry Ripke made a motion to bring the nomination of Starlah Smith to Voters in November and Mike O'Donnell seconded the motion. All was in favor and the motion carried.
VI. Pastor's Report - Pastor French and Pastor Heckert
a. Pastor French:
Pastor French reported that the District called and informed him of an opportunity to host a Sr. Adult Festival on September 29, 2018. The festival would involve school choirs and a meal for approximately 150 people. There was some discussion and consensus was reached in favor of hosting the festival. Pastor French indicated he would report back that we accept. Pastor French will be on vacation after July 23rd returning August 5th. Pastor French mentioned that the office will be operating without Nola Hecht as she is presently traveling. Pastor then spoke briefly about Justin Hecht. Lastly, Pastor French indicated he would be conducting a funeral service for James Breitwieser, Kelly Gross's father, on Friday July 21st.
 
b. Pastor Heckert:
Pastor Heckert reported that he recently officiated one wedding and co-officiated another. Pastor Heckert will be conducting a funeral service for Mike Decker on Monday, July 24th.
 
VII. Board of Elders - Mike O'Donnell
a. Mike reported that a Head Elder will be ratified at the next meeting.
 
VIII. Principals Report - Jake Rogers
a. Jake reported the following:
  • Projects were being finished and preparations were being made for school beginning on August 9th
  • There is a teachers meeting on August 1st
  • Orientation is on August 2nd, 3rd and 7th
  • Installation of Mrs. Jenna Farrington and rededication of teachers on August 6th
  • Jake will attend the IN Dist. Admin Conference at Brown County July 19th through July 21st
  • Hannah Heckert will be the new Athletic Director and Jenna Farrington the Assistant Athletic Director
IX. Board of Christian Education - Vacant
a. Jake Rogers reported that chairs were named - Lynn Beckham and Heather Brooks. The Board will hold regular meetings on the 3rd Tuesday of the month and twice a month for big topics
 
X. Board of Youth - Karrie Tarter (Absent)
a. Pastor Heckert shared that the Board is examining the curriculum for high school youth and that a large focus has been placed on high school youth in general. Looking at monthly activities and bible studies.
 
XI. Board of Parish Education - Becky Rowan
a. VBS
  • 142 in attendance (50 not from St. James), 45 volunteers
    • Feedback: 2 preschool classes, 2 4th/5th grade classes, janitorial staff helped keep bathrooms, etc. clean
    • Several families were asking to sign up to attend school
      • Need a school table for one or all the days where parents can ask questions and sign up for next year
  • June 18-22, 2018 is the date for next year
b. Sunday School
  • Started a Prize Table
    • 1 coin for attendance
    • 1 coin for bible verse memorization
    • 1 coin for catechism memory work
  • Launch date will be September 10th
  • Incorporate registration information and follow up for attendance
c. Adult Bible Study
  • Committee of Wayne Luke and Grace Gillespie are investigating studies for families and will report on August 1st at our next meeting
  • Pastor French is reviewing a bible study on Noah
  • Pastor Barton is interested in doing a study
d. Nursery
  • Several families have said they cannot attend or come together because there is no cry room with access to service.
    • There was a brief discussion about TV options
e. Other
  • Becky described a need for a key FOB and gym key for access to work on Sunday School on weekends, First Friday Fun Nights and meetings. There was some discussion and a commitment to work with Becky on the access concerns
  • There was a question and some discussion about First Friday Fun Nights and Becky explained that the next First Friday is on August 4th at 6:00pm. Becky explained that recent attendance numbers have been about 40 to 50 people.
 
XII. Board of Human Resources - Vacant
a. No report
 
XIII. Board of Evangelism - Jerry Ripke
a. Jerry explained that the first meeting was July 18th. Focused on getting members involved, new members, inactives, memory work and growing in our faith
 
XIV. Board of Church Properties - Russ Shoemaker
a. Status of Summer Projects
  • Sanctuary Exterior Wall & Windows Repair  Century of Faith (COF) Funded - focusing on east side
    • Exterior work is about 80% complete by Contractor "Gothshall Restoration"
    • Lafayette Glass Co. has taken measurements on replacement glass for stained glass storm windows
    • Replacement quotes are under way to replace Old Gutter/Downspouts
      • Replacement guttering will be 6" Gutters and 3" x 4" Downspouts
      • This is considerably larger than old copper gutters
  • Fellowship Hall & Parish Center Roofs had leaks from recent rains (not the new roofs)
    • "Rayborn Roofing" patched small leaking spots
  • New Gym-replacement & move two water fountains - cost $6,850
    • Work will start July 20th to start rough-in work of new fountains located on exterior walls adjacent to main floor restrooms
  • School new intercom system is being installed this summer - operates in cafeteria, new gym and old gym
    • Old school rough-in work is completed
    • Parish Center upper level next for rough-in work
    • "Wyatt Communications" is contractor
    • Deadline for work was given to Contractor of August 1st for completion
  • Parish Center sewer line repair project
    • Lower level sewer line between boiler room and boys restroom collapsed
    • Four Contractors were contacted
      • Brenneco Plumbing was the only contractor to meet time constraint to complete in time for school startup of August 9th
      • Project was quoted as "time and material not to exceed" - $20,000 was the quoted amount
      • Project was completed July 14th
      • Final cost not received to date
    • There was a brief discussion regarding the Maintenance & Repair budget and any offerings for this project
XV. Board of Stewardship - Vacant
a. There was no  report, however, there was discussion that this Board needs members, people to be involved, nominations, agenda on what people should be doing, etc. Pastor French indicated that names of nominees to serve on this Board can be sent to him and he'll talk to them.
 
XVI. Financial Report - Treasurer Vacancy
a. No report
 
XVII. Presidents Report - Dann Keiser
a. No report other than the concerns Dann raised at the June 11th Voters meeting. Dann mentioned one of the concerns as the inactive list and how to minister to them
 
XVIII. Adjournment
a. Russ Shoemaker moved to adjourn, Jerry Ripke offered a second and meeting closed with prayer.
 
Respectfully submitted by Steve Berman

 

 

 
 
 
 
 

 

 
 

Parish Planning Council Notes 6/20/17

June 26, 2017
By Steve Berman

Parish Planning Committee - June 20, 2017

Attending: Dann Keiser, Pastor French, Pastor Heckert, Mike O'Donnell, Jake Rogers, Jerry Ripke, Russ Shoemaker, Steve Berman

I. Opening Prayer & Devotions
a. Dann Keiser began with the Devotion - Matthew 7:24, The Wise and Foolish Builders, and led PPC in prayer.
 
II. Approval of May 2017 meeting minutes - Pastor French made a motion to approve the May 2017 meeting minutes as written and Russ Shoemaker seconded. All was in favor and motion carried.
 
III. Unsung Servants - Caren Bunch for her work and leadership regarding VBS and the St. James teachers who organized and facilitated the Randy Strakis retirement event. All was in favor of these motions and the motions passed.
 
IV. New Business
a. Pastor French reported the following:
Installation of Officers will be this Sunday, June 15th at all Services. Recommended a note be sent to Board Chairs to remind their members. Pastor French also indicated he would be on vacation from July 24th to August 3rd.
b. Russ Shoemaker indicated he would cover Church Properties new business at the time of his report.
 
V. Old Business
a. There was no Old Business
 
VI. Pastor's Report - Pastor French, Pastor Heckert
a. Pastor French reported:
VBS and SWAM is going well, looking at schedules for the summer, Pastor French and Pastor Heckert were working on the preaching schedule and there is ongoing shut in and hospital visits
b. Pastor Heckert reported on the recent Holy Baptisms:
  • Jensen Levi Cline
  • Jameson Shea Saxton
  • Evelyn Winfield Grott
VII. Board of Elders - Mike O'Donnell
a. Constitutional review continues. Mike indicated that Mark Bowman, Bill Crum and himself are conducting the review and encouraged others to participate and join them. The next meeting is on June 27th.
 
VIII. Principals Report - Jake Rogers
a. Total School House 266 students  156 (Kdg-8) + 110 (In, Td, Pre-school & Pre-K)
b. Happenings at St. James Lutheran School
Personnel update: Jenna Farrington (who accepted the Call last month) has arrived in Lafayette. She picked up keys and dropped off her boxes. They leave tomorrow for vacation and will be back on July 9. Next steps are to fill Athletic Director position and GLASS interventionist "push-in" aide.
c. Summer projects include:
finishing state reporting, ordering books, materials, Chromebooks & items from Dutch Auction, etc. for 2017-2018 school year; working on registration and re-enrollment process with Julie Grott and Mindy Schlotman. Plan on pushing out full calendar and 2017-2018 school supply list by end of this week. Starting to look into new Board of Education manual (policy based governance and exploring best practices).
d. Jake reported he would be on vacation July 9-16 and will be at IN Dist. Admin Conference at Brown County July 19-21. Thanks for a great year and thanks to all of BOE who have served these past few years.
 
IX. Board of Christian Education - Vacant
a. Jake Rogers reported that the BOE members has gone from approximately 9 members to 4. The next BOE meeting is July 24th. Should have decided on new Chair by then.
 
X. Board of Youth - Karrie Tarter (Absent)
a. No report - set to meet the 2nd Tuesday of every month
 
XI. Board of Parish Education (Vacant)
a. No report
 
XII. Board of Human Resources (Vacant)
a. No report - Dann Keiser mentioned that Healthcare benefits are under review
 
XIII. Board of Evangelism - Jerry Ripke
a. Jerry reported that the first meeting was already held - reviewed readings and generating ideas.
 
XIV. Board of Church Properties
a. Summer Projects List
  • Sanctuary Exterior Wall Repair (Century of Faith Funded) Cost $45,060
    • Work started Thursday May 25th
    • Exterior walls are being power washed to remove lose paint and mortar
    • Removed Old Gutter/Downspouts and replacing with new 6" Gutters and 3" x 4" Downspouts
  • Sanctuary Exterior Windows Repair (Century of Faith Funded) Cost $13,950
    • Board Members removed Glass from old storm windows
      • East and West exterior walls
      • North Storm windows removed by contractor: Gothshall Restoration Co.
  • Church Sanctuary Exterior A/C units Cost $4,177
    • Sanctuary 1 of 4 outside A/C unit replaced in May
      • 3 remaining units were checked out and found in good condition
  • New Gym - Floor repair
    • Repaired water damaged area on May 6th Cost $660
      • Keefer Flooring Co. employee Rob Bankowski repaired floor and resealed
    • Gym Floor was resurfaced on May 27th Cost $2,340
      • Keefer Flooring Co. employee Rob Bankowski resurfaced floor
  • New Gym - Replace & move 2 water fountains Cost $6,850
    • Removed 2 water fountains
      • Plumbing contractor W.H. Williams on Tuesday June 13th, removed 2 old fountains and capped off water and waste lines
      • Board is presently researching funds to cover final replacement cost
  • New Gym - A/C roof unit warranty work
    • Two roof A/C units has compressors replaced in June (no cost)
  • Pre School - Summer project list
    • Julie Grott looking for ways to cover cost of project for this summer
b. New Business
  • Russ explained that an old cast iron sewer line collapsed and discussion ensued about the remedy and associated costs. Quoting is under way and the anticipated cost is approximately $20,000. It was explained that the repair work needs to start right away. Jake Rogers made a motion for approval to proceed, Mike O'Donnell seconded the motion and the motion carried.
  • There was discussion regarding the timing of, costs, funding and interest level of the pews and restoration of the sanctuary interior projects. The discussion included a need for quoting broken out in phases. There was also discussion about holding a congregational meeting on July 16th to recognize and give thanks to the Century of Faith for bringing us to the present and to discuss next steps.
XV. Board of Stewardship (Vacant)
a. No report
 
XVI. Financial Report (Vacant)
a. No report
 
XVII. President's Report - Dann Keiser
a. No report
 
XVIII. Pastor French moved to adjourn, the motion was seconded and it carried. Pastor French then closed with prayer.
 
Respectfully submitted by Steve Berman
 
 
 
 
 
 
 

Parish Planning Council Notes 5/16/17

May 20, 2017
By Steve Berman
Parish Planning Committee - May 16, 2017
 
Attending: Dann Keiser, Pastor French, Pastor Heckert, Bill Crum, Candace Shaffer, Jerry Ripke, Russ Shoemaker, Christopher Rowan, Ben Schoon, Steve Berman
 
I. Opening Prayer & Devotions
a. Pastor French opened with prayer
 
II. Approval of April 2017 meeting minutes - Christopher Rowan made a motion to approve the April 2017 meeting minutes as written and Ben Schoon seconded. All was in favor and the motion carried (The minutes were approved during the discussion of New Business).
 
III. Unsung Servants - Ruth O'Connor for her work on the Easter Encouragement Cards. All was in favor of this motion and the motion passed.
 
IV. New Business
a. Board Issues - No Board Issues
b. Officer Board Member Slate - Dann Keiser referred to the distributed Officer Board Member Slate and PPC reviewed and discussed. Additions, deletions and changes were made as needed.
c. 2017-2018 Budget
Ben Schoon led PPC through a review and discussion of the proposed budget. Several questions were made regarding expense and income budget lines and adjustments were made. Consensus was reached on an updated proposed budget and Pastor French made a motion to take the updated proposed budget to the June Voters meeting and Candace Shaffer seconded.  All was in favor and the motion passed. Ben Schoon was thanked for his work on the budgeting process.
 
V. Old Business
a. Protecting Our Ministry - Constitutional revisions - Bill Crum indicated there was no formal report. The number of voter meetings we have and the qualifications of being a voter were mentioned but no discussion or action was taken.
b. Ministry Action Team
  • Dann Keiser and Christopher Rowan reported
    • Working on a "visitors card" to hand out to visitors. These cards are part of our evangelism and marketing efforts
    • Contacting people regarding membership status
    • MAT to work with each Board and keep moving forward
    • Consider monitors to display as another means of communication - inform of happenings, recognition, thanks, etc. Discussed different areas to place monitors. No action was taken.
  • There was discussion amongst PPC regarding drawing new members, raising funds, Lutheran SGO (Scholarship Granting Organization), and how MAT can help the Boards.
c. Property insurance - Dann Keiser reported that insurance was purchased through Henriott and that we saved approximately $3500
 
VI. Pastor's Report - Pastor French, Pastor Heckert
a. Pastor French reported on the following activities:
  • Recapped that Confirmation was April 30th
  • Pastor French just returned from conference
  • 8th Grade is in D.C. this week
  • Graduation is May 23rd
  • Last day of school is May 24th
b. Pastor Heckert reported on his activities:
  • 7th Grade Confirmation
  • Board of Youth
  • Working with Tom Schultz and Pastor Barton
VII. Board of Elders - Bill Crum
a. No report
 
VIII. Principals Report - Jake Rogers (Absent)
a. No report
 
IX. Board of Christian Education - Candace Shaffer
a. A reminder that Randy Strakis's retirement is on June 4th. There will be a potluck.
b. Board is finalizing a logo for the school
c. There was some discussion of an action to release Randy from his Call
d. There was some discussion of taking the extending of a Call to Amanda Goodspeed and Donna Rider to Voters at the June meeting
 
X. Board of Youth - Karrie Tarter (Absent)
a. No report
 
XI. Board of Parish Education (Vacant)
a. No report
 
XII. Board of Human Resources - Mark Bunton
a. No report
 
XIII. Board of Evangelism - Jerry Ripke
a. No report
 
XIV. Board of Church Properties - Russ Shoemaker
a. Status Summer Projects List
  • Sanctuary Exterior Repair (COF) funded Cost $45,060
    • Start date is May 25th
  • Sanctuary Exterior Windows Repair (Church Member funded) Cost $13,950
    • Start date is May 25th
    • Working in conjunction w/Exterior wall repair
  • Repair of Fellowship Hall Roof Quote  Cost $5,200 Maintenance & Repair (M&R)
    • Contractor Rayburn Roofing finished roof repair
  • Church Sanctuary Exterior A/C units
    • Board of Church Properties discussed the quotes received on missing outside A/C unit
    • Board of Church Properties voted on replacing missing unit - Cost $4,177 M&R
    • Contractor checking out remaining (3) units condition
  • New Gym Floor - Repair water damaged flooring
    • Contractor repaired damaged flooring Saturday May 6th Cost $660
    • Gym floor recoating is scheduled Saturday May 27th Cost $2,340
    • Board of Church Properties discussed relocating and replacing (2) water fountains with new fountains and move to outer walls by restrooms  Cost $6,850
      • Russ Shoemaker to discuss with Jake Rogers, Principal, ways of funding relocation of water fountains
  • New Gym - A/C roof unit warranty replacement
    • Unit condensers to be replaced in May (units under warranty)
  • Pre-School Project - across from new gym
    • Russ Shoemaker working on quote cost for Julie Grott's Pre-School upgrade - includes but is not limited to drywall work, LED lights, rewiring, etc.
    • Julie Grott working on funding
b. Sanctuary Pews (COF) funded; Funds available $43,916
  • Board of Church Properties appointed sub-committee of Board members - Bob Klaiber, Irv Dieterle and Julie Grott to work on supplier quotes
XV. Board of Stewardship - Christopher Rowan
a. No report
 
XVI. Financial Report - Ben Schoon
a. Cash flow is where we were last year
b. There was discussion regarding voucher and auction monies
c. Designated funds are trending down
 
XVII. Presidents Report - Dann Keiser
a. Reminder that Voters is on June 11th
b. Next meeting is at 7:30 p.m., June 20th, 2017, President - Devotions
 
XVIII. Closing prayer by Pastor Heckert
 
Respectfully submitted by Steve Berman
 
 
 


 
 

 

 

 
 
 
 

 
 
 
 

Parish Planning Council Notes 4/18/17

April 22, 2017
By Steve Berman

Parish Planning Committee - April 18, 2017

Attending: Dann Keiser, Pastor French, Pastor Heckert, Jeff Wetzel, Jake Rogers, Candace Shaffer, Karrie Tarter, Mark Bunton, Jerry Ripke, Russ Shoemaker, Christopher Rowan, Steve Berman, Julie Grott

I. Opening Prayer & Devotions - Board of Church Properties
a. Russ Shoemaker began with the Devotion - Fear, Demons from Portals of Prayer, 1 Peter Chapter 8, followed by opening prayer.
 
II. Approval of March 2017 meeting minutes - Motion to approve by Candace Shaffer, seconded by Mark Bunton, all was in favor, approved.
 
III. Unsung Servants - Board of Church Properties:  Bob Klaiber for his willingness to be a good steward, Lynn Keiser for her work on the bus shelter and mural along with Mike Arden, Irv Dieterle, Kit Knobloch for all that they do and Randy Strakis for stepping in to play the organ when an organist was needed. Jake Rogers made a motion to accept, Pastor French seconded, all was in favor and the motion was approved. During the Board of Stewardship report the approved motion was re-opened and there was a motion to include Bob and Judy Nixon for the Martin Luther Bible Studies after the Lenten Services and for heading up the school Play for perhaps the last time and for Rebecca Rowan, Grace Gillespie and Amanda Goodspeed for their work on the Eggstravaganza event. Mark Bunton seconded the motion to approve as revised, all was in favor and the motion carried.
 
IV. New Business
a. Board Issues - Candace Shaffer brought up extending a Call to Donna Rider and Amanda Goodspeed. Pastor French made a motion to take to Voters at the June meeting, Jake Rogers seconded, all was in favor, approved.

b. Dann Keiser mentioned he would follow up with Bill Crum regarding the topic of what it takes to be a Voting member and how the status is maintained

V. Old Business
a. Protecting Our Ministry - Constitutional revisions - Jeff Wetzel reported that small meetings are being held and work is ongoing
b. Ministry Action Team - Dann Keiser reported that the MAT is meeting twice a month. Looking at scheduling with individual Boards and going over the Strategic Plan. There was some discussion about a facilities study and long range planning. It was suggested that Russ Shoemaker contact Mark Bowman regarding this topic
c. Property insurance - Pastor French reported there are meetings all week with insurance and banking representatives
d. 2017-2018 Budget - There was some discussion regarding Board of Church Properties related budget lines and status of DCE position. Dann Keiser asked PPC to get with Ben Schoon with any additions to the budget in preparation for the June Voters meeting.
 
VI. Pastor's Report - Pastor French, Pastor Heckert
a. Pastor French
  • Reported on his visitations and that Examination was this week, Confirmation next week and first Communion and LWML Dinner on May 7th
  • Pastor French and Pastor Heckert helped out Pastor Miller over Holy Week
  • Easter went well with over 1000 in attendance from Thursday through Sunday
b. Pastor Heckert
  • Meeting with Tom Schultz and Pastor Barton
  • Reported he has been working on contacting visitors identified in the Fellowship books
  • Meeting with Public School parents on May 7th
  • Working on a letter meant for Purdue Students - outreach effort
  • Unable to attend 8th Annual Auction - Baptizing his Nephew in Wisconsin
VII. Board of Elders - Jeff Wetzel
a. No Report
b. There was a brief discussion about people filling in/completing the work of the DCE given the vacancy
 
VIII. Principals Report - Jake Rogers
a. Total School House 266 Students 156 (Kdg-8) + 110 (In, Td, Pre-school & PreK)
b. Happenings at St. James Lutheran School
  • Personnel Update: Call Committee has been formed (Cara Wetzel, Amy Dombkowski, Julie Grott, Amy Schoon, Candy Shaffer, and Jake Rogers) - will be interviewing this Sunday for position to be vacated by Randy Strakis
  • Randy's retirement recognition is set for Sunday, June 4th - details to follow
  • School Choice Scholarship application has been approved by the State for the 2017-2018 school year
  • Enrollment Information for 2017-2018 was released Thursday, April 14th
  • Faculty talks continue on Science curriculum textbook adoption. Hope to have a decision by end of April
  • ISTEP, Pt. 2 update
IX. Board of Christian Education - Candace Shaffer
a. Candace reported the Board was working through the Strategic Plan
 
X. Board of Youth - Karrie Tarter
a. Commitments for next term - Kristy McCain
  • There was a brief discussion about the need to be voting member in order to serve on a Board
b. Board would like to develop a Mission Statement. Karrie referred to a document that was shared with PPC (Vision for our Youth of Grace Lutheran Church) as a best practice to consider following
c. Document submitted to Ministry Action Team (MAT) expressing resources needed to accomplish goals of Youth Ministry at St. James
d. Time in the Word
  • Pastor French has been leading Bible Study for grades 8-12 during the Sunday school hour - 5-7 in attendance
e. Service to our Church and Community
  • Youth volunteered at the St. James Father Daughter Dance - all current female high school freshmen in attendance
  • Youth assisted with Eggstravaganza Event on Palm Sunday
  • Youth served over 200 people for the 2017 Easter Breakfast
f. Christian Fellowship
  • Spring event to welcome new confirmands into high school youth group
g. Budget
  • Karrie reviewed the budget and designated funds balance
h. There was discussion amongst PPC about an LCMS study regarding declining attendance, the retention of youth and competing activities and what help does the Board of Youth need.
 
XI. Board of Parish Education (Vacant)
a. No report
 
XII. Board of Human Resources - Mark Bunton
a. No report
 
XIII. Board of Evangelism - Jerry Ripke
a. Updating Board member list - asking people and suggesting people to help serve
 
XIV. Board of Church Properties - Russ Shoemaker
a. Status Summer Projects List
  • Sanctuary Exterior Repair   Cost $45,060
    • June 2017 work schedule
  • Sanctuary Exterior Windows Repair (Congregation Member funded)  Cost $13,950
    • Scheduled start  - June 2017
      • Coordination of old glass storm windows removal
      • Confirm sequence of work - Exterior walls or Stain Glass Window
    • East/North/South windows only (Same as Sanctuary exterior walls)
  • Repair of Fellowship Hall Roof  Quote cost $5,200
    • Start Date for Contractor Rayburn Roofing
    • Repaired roof life estimated 8 - 10 years
  • Church Sanctuary Exterior A/C units  Estimated cost $10,000
    • Status on quotes from Advance Tech 1 or 2 units
    • Hall Bodkin interest in Helping on Sanctuary A/C replacement
  • New Gym - Floor repair update - started repair 2'x4' area cut out
    • Repair of water damage - needs to dry out
    • Investigate cost to resurface floor, quoting new fountains to be moved by bathrooms
  • New Gym - A/C roof unit warranty replacement - should be no cost
    • Advance Tech contractor
    • Replacement Status (two roof unit compressors)
  • Pre-School Summer project list
    • Status
      • Cost and Funding
b. New Pews
  • Finalize details - 36 pews? 14'-6" long (existing pews are 15'-6"), stain color, type wood - matched stain, back pews
  • Quoting status
  • There was some discussion regarding funding and timing

c. New members (Keith Lah and Hal Bodkin) to bring to Voters

d. Russ reported that Church Properties Board meetings will be the first Tuesday of the month starting in May

e. Russ informed PPC that St. James grounds clean-up will be on April 29th from 9:00 a.m. - 12:00 p.m.

XV. Board of Stewardship - Christopher Rowan
a. Eggstravaganza update - 347 people in attendance
 
XVI. Financial Report - Ben Schoon (Absent)
a. No report
 
XVII. Presidents Report - Dann Keiser
a. No report
 
XVIII. Closing prayer by Pastor French
 
XVIX. Next meeting May 16, 2017, Board of Stewardship - Devotions
 
Respectfully submitted by Steve Berman
 
 
 
 
 
 
 
 
 


 

 

 

 

Parish Planning Council Notes 3/21/17

March 26, 2017
By Steve Berman

Parish Planning Committee - March 21, 2017

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

I. Opening Prayer & Devotions - Board of Evangelism
a. Jerry Ripke began with the Devotion - Less than Seven Minutes, by Pastor Ken Klaus, Lutheran Hour Ministries followed by opening prayer.
 
 II. Approval of February 2017 meeting minutes - Motion to approve by Ben Schoon, seconded by Russ Shoemaker. All was in favor, approved.
 
III. Unsung Servants - Barb Francis for her Reformation Committee work. Has been collaborating with other Lutheran churches in the community to grow and expand the work of the Committee. All was in favor, approved.
 
IV. New Business
a. Board Meeting Schedule - There was some discussion about starting PPC meeting at an earlier time. Boards to see about starting their meetings earlier and inform Dann Keiser of any changes.
 
b. Board Issues - A question or two was raised. No Board issues to report.
 
c. Property Insurance - Dann Keiser reported that he has talked with Mindy Schlotman and Pastor French regarding this topic. Dann explained there are gaps in the current coverage, misconduct/harassment, and Mindy was obtaining quotes from local agents to address this.
 
d. 2017 - 2018 Budget
  • Tuition is set
  • Discussed staff compensation strategies
  • There was some discussion regarding Custodial staff recruitment efforts to fill one open position
  • Ben Schoon requested a meeting be held to further go over staff compensation and a meeting was set for April 4th at 5:00 p.m.
V. Old Business
a. Protecting Our Ministry - Constitutional Revisions - Bill Crum reported that a meeting is scheduled for Saturday, March 25 at 9:00 a.m. Regular attendees cannot attend and Bill requested that PPC attend. If PPC cannot attend then the meeting will be rescheduled.

b. Ministry Action Team (MAT) - Dann Keiser reported that the MAT has been meeting and going through the Planning Strategy from 2008. Dann requested that Boards see the 2008 Planning Strategy as needed and determine goals/objectives to expand our mission. Dann indicated that MAT can support Boards with goal setting.  There was discussion about developing and executing a planning strategy with measurable goals with clear accountability that can be presented to Voters. There was brief discussion about communication methods to relay information to the congregation.

VI. Pastor's Report - Pastor French; Pastor Heckert (absent)
a. Sexual Misconduct Policy - Pastor French reported that he would share the Sexual Misconduct Policy, based on the Missouri Synod template, with Dann Keiser who can relay to PPC. The Sexual Misconduct Policy implementation addresses an Insurance Policy need.
 
b. Lent Series: The Salutary Gift continues as we are half way through Lent
 
c. Easter Service is at 7:00 a.m, 9:00 a.m., and 11:00 a.m.
 
VII. Board of Elders - Bill Crum
a. Youth Confirmation - All second services
  • April 23rd will be the examination. This will be during the service and will replace the sermon
  • April 30th will be the confirmation
  • May 7th will be first communion

b. Other Worship Service Notes

  • Currently, the order of Vespers is conducted on those Saturday evenings when communion is not scheduled. It has been proposed to utilize the order of Matins on the 5th Sunday of the month when there is no communion offered at either morning services
  • Pastor French is looking to familiarize himself with Divine Services #2 and #5 from the hymnal for future inclusion into our annual rotation
  • Music Director and organists will be consulted regarding their concerns with these potential changes
VIII. Principals Report - Jake Rogers
a.Total School House 266 Students 156 (Kdg-8) + 110 (In, Td, Pre-School & Pre-K)
 
b. Happenings at St. James Lutheran School
  • Open House structure to change for 2018. It's time for a change - details forthcoming
  • Continuous Enrollment - Instead of asking who will be here, going to roll everyone over from one year to next. If not returning, parents must inform St. James
  • Personnel Update - Call Committee has been formed (Cara Wetzel, Amy Dombkowski, Julie Grott, Amy Schoon, Candy Shaffer, and Jake Rogers) regarding position to be vacated by Randy Strakis. Over 500 names searched and narrowed down to approximately 55. Next meeting is March 22nd
  • 2017-2018 Calendar - approved and adopted. "Bare bones" Calendar is located on the website under the Calendar tab located here
    • The "Full" calendar should be published by end of April
  • School Choice Scholarship application has been applied for to the IDOE for the 2017-2018 school year
  • Faculty talks continue on Science curriculum textbook adoption. Hope to have a decision by end of April
  • ISTEP, Pt. 1 & IREAD3 went well this year. ISTEP, Pt. 2 will begin end of April. Thanks to Carol Huth, our teachers and our pull-out proctors for organizing and assisting the testing accommodations
  • St. James Auction is April 22nd
    • Basket contributions are welcome
    • Saturday work sessions are now in full swing
    • Tickets still available
  • Congratulations to the Purdue Science Fair participants from this past weekend. Everyone did a great job and had a great showing. Many students came away with awards in their specific fields. Congratulations to Dylan Baumgartner, Katie Baumgartner, Caroline Wilcox, Libby Plassard, Hope Plassard, Jacob Bunton, Zoe Wetzel, and Kelby Tarter for a job well done!
IX. Board of Christian Education - Candace Shaffer
a. No report
 
X. Board of Youth - Karrie Tarter (absent)
a. No report
 
XI. Board of Parish Education (vacant)
a. No report
 
XII. Board of Human Resources - Mark Bunton
a. No report
 
XIII. Board of Evangelism - Jerry Ripke
a. Jerry reported that the Board of Evangelism has met and discussed the upcoming Spring Eggstravaganza and that Chris Rowan also attended
 
XIV. Board of Church Properties - Russ Shoemaker
a. Summer Projects List
  • Sanctuary Exterior Repair   Cost $45,060
    • Board in February met with Gothshall
    • Discussed outline of work schedule
      • Start date 1st week of June 2017
    • Gothshall Job site visit - Fort Wayne
      • Board members travel to Fort Wayne to see work in progress on St. John's Lutheran Church
  • Sanctuary Exterior Window Repair  Cost $13,950
    • East/North/South windows only (Same as Sanctuary exterior walls)
    • Funded by Congregational Member
    • Schedule start - June 2017 (work in conjunction w/Exterior wall repair)
  • Repair of Fellowship Hall Roof   Cost $5,200 M&R - anticipate 8-10 yrs additional life
    • Contractor - Rayburn Roofing
    • Schedule as soon as weather allows this Spring - April/May
  • Church Sanctuary Exterior A/C units   Est. Cost  $10,000 M&R
    • Potential cost reduction from phase #3 to single phase usage
    • (4) units required (1) down and (1) questionable
    • Looking at May to get accomplished
  • New Gym Floor - Repair water damaged flooring from water fountain
    • Remove damaged flooring during Spring Break
    • 2' x 4' area affected
    • Try to replace flooring during Spring Break depending on moisture content
  • New Gym - A/C roof unit warranty replacement
    • (2) Units installed November 2015
    • SE unit compressor replaced July 27th, 2016 and NE unit compressor down
    • Both unit condensers need replaced for summer (working with contractor to resolve units under warranty)

b. Sanctuary Pews

  • Russ Shoemaker reported that the Board of Church Properties discussed style, color, number of pews, width (36 pews, 14' 6" long) and replacing the back pews
    • There was some discussion amongst PPC of quantity and length of pews needed - Existing pews are 15' - 6". Russ mentioned we need to determine to lock in quotes.
    • Need additional quotes (visit Stockwell Church see new pews)
c. Parish Center Roof
  • Lower Roof over Pre-School areas was patched  - Contractor Terry Rayborn repaired in February all visible problem areas

d. Other

  • Russ to look at Boilers and possibly contact HVAC vendor regarding Early Childhood HVAC concern
  • There was discussion of Sanctuary Balcony restoration and other large scale future  projects and associated fund raising
XV. Board of Stewardship - Christopher Rowan
a. No report
 
XVI. Financial Report - Ben Schoon
a. Review of budget numbers and cash balance
  • Overall income is up
  • Expenses are slightly less than projections
  • Average cash balance has dropped
  • Designated funds have dropped and are trending down. Partially attributed to the Chapel fund and matching of offerings

b. There was discussion regarding the Food Pantry designated fund. After the discussion, Ben Schoon made a motion to take the following to Voters': Allow Food Pantry money to be used towards the "Ministry of the Food Pantry" rather than specifically food items. (i.e. freezer, refrigerators, shelves, bins, etc.). All was is favor, approved.

c. Banking Change - Finance Board is considering a bank change for improved service and cost avoidance. Mindy Schlotman to pursue options

d. The Lutheran Scholarship Granting Organization

  • Ben described he was researching SGO gifts and briefly explained the benefit for St. James and to the giver. Will coordinate with Board of Stewardship on this topic.
XVII. Presidents Report - Dann Keiser
a. No report

XVIII. Closing Prayer by Pastor French

XVIX. Next meeting April 18th, 2017, Board of Church Properties - Devotions

Respectfully submitted by Steve Berman

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Parish Planning Council Notes 2/21/17

February 25, 2017
By Steve Berman

Parish Planning Committee - February 21, 2017

Attending: Dann Keiser, Pastor French, Pastor Heckert, Bill Crum, Jake Rogers, Candace Shaffer, Karrie Tarter, Jerry Ripke, Christopher Rowan, Ben Schoon, Steve Berman, Julie Grott

I. Opening Prayer & Devotions - Board of Human Resources
a. Opening prayer by Pastor French. No Devotions due to absence of Board of Human Resources Chair, Mark Bunton
 
II. Approval of January 2017 meeting minutes - Error identified under Section XVIII. Other: next meeting date. Motion to approve as amended by Ben Schoon and seconded by Chris Rowan. All was in favor and the motion passed.
 
III. Unsung Servants - Sue Harlow and the volunteers that helped with the basketball tournaments.
a. There was discussion on how to involve the congregation in the Unsung Servant nomination process. Plan to announce opportunity to congregation and Chis Rowan will create a nomination form to be placed on the church tab of the website.
 
IV. New Business
a. Board Meeting Schedule - Let Dann know of any changes
 
b. Board Issues
  • Motion was made to add Mindy Schlotman as a check signer by Ben Schoon and was seconded by Pastor French. All was in favor, approved.
c. 2017-2018 Budget
  • Dann Keiser mentioned to PPC to review their budget numbers and expenditures. Questions should be directed to Ben Schoon. 
  • Staff compensation and tuition identified as important budget items
  • Budget update at April Voters meeting
V. Old Business
a. Protecting Our Ministry - Constitutional revisions - No updates
 
b. Ministry Action Team - Dann Keiser followed up on an email he previously sent to PPC regarding the Strategic Ministry Plan (SMP). He indicated that the Ministry Action Team has gone through the SMP and identified things that have been implemented. Dann requested that PPC:
 
1. Review the SMP with their board members and evaluate what items have been accomplished.
2. Update current ministry / missions and determine what resources are needed to accomplish goals.
3. Review and implement the Team Mapping concepts to expand the boards to get members to achieve goals.
  • The Ministry Action Team continues to work on recommended changes to the Mission and Vision statements
  • Next meeting February 28th
VI. Pastor's Report - Pastor French and Pastor Heckert
a. Pastor French - Getting ready for Lent. The theme is "The Salutary Gift". Ash Wednesday is on March 1st. All Lenten services are at 6:00 p.m.
 
b. Pastor Heckert - Adjusting well. Performing visitations and holding confirmation classes.
 
VII. Board of Elders - Bill Crum
a. Protecting Your Ministry - Constitution/By Laws Revisions - No update. Next meeting February 28th. Will be discussing plans for Easter and resume work on the By Laws.
 
b. Communion Bulletin and Worship Statement
  • The statement on our beliefs related to communion in the weekly bulletin has been changed. You may have also noticed that before the start of a communion service that the pastor has been referring those worshiping with us to the statement with a welcome to visitors to join us at the altar but requesting that they cross their arms to receive a blessing rather than distribution of the bread and wine.
  • It will be included on the agenda for the Board of Elders February meeting to discuss how a pastor-led study on communion could be offered yet this spring.
  • If time permits the revisions (field test version) of the small catechism includes a section on communion.
    • Note: The practice of close(d) communion—in our church the terms “close” and “closed” communion have been used synonymously—seeks to guard those who eat and drink in the Lord’s Supper from sinning against Christ’s body and blood or receiving it to their harm. At the same time this practice professes that those who partake of Christ’s body and blood together are united in the same teaching and confession.
c. Creating a Healthy Culture at St. James
  • Article from Christianity Today was distributed and discussed
  • One aspect of a healthy community is the desire to serve our neighbors in response to what Christ has done for us.
  • Could the grades be paired and given a month each semester that is theirs to complete a service project? One option could be to help with the grounds at St. James. An administrative board of the congregation could be attached to each of these months to help connect the church with the school.
d. Orientation to School Families
  • A required series of sessions on what children of school families from outside the LCMS will be exposed to in our religion classes and chapel program.
    • Topics: Introduction to the Christian faith, the six chief parts of the catechism, and Lutheran Worship
  • Offerings: During Sunday school hour when school children are singing at both services. Alternative evening sessions. Available during both semesters.
  • Such a program would not replace an adult confirmation program but could serve as a place to encourage and invite those interested to take that next step to join the congregation.
VIII. Principals Report - Jake Rogers
a. Total School House = 268 students = 156 (Kdg - 8) + 112 In, Td, Pre-school & PreK)
 
b. Happenings at St. James Lutheran School
  • 2nd Open House is Thursday, February 23 from 6:30-8:00pm. Board of Christian Education and Jake Rogers are starting to work through income & expenses for next year for budget planning and Choice School status.
  • 45th Annual Boys Basketball Tournament was February 3-5. Boys team placed 4th, Girls cheerleading team placed 2nd. Congratulations to all who participated. Thanks to all who helped to make the tournament a success.
  • ISTEP tests, Part 1 begins February 27
  • Names are being gathered for a Call Committee for Randy Strakis's position due to his retirement. The Concordia system is experiencing low turnout numbers with high vacancies coming from the field. Jake asked PPC to consider praying that God would move the hearts and minds of His people to consider the Calling for church work.
  • There was brief discussion on online advertising for the Open House on February 23 and Early Childhood Round Up on March 5.
IX. Board of Christian Education - Candace Shaffer
a. Working on Call Committee names for Randy Strakis's position.
 
X. Board of Youth - Karrie Tarter
a. No report
 
XI. Board of Parish Education - Vacant
a. Chris Rowan gave an update regarding the new Sunday School program starting on March 5. There will be a team approach. The grades between Pre-K and 8th will be broken up into groups with 4 teachers assigned to each group. This allows for the opportunity to have rotating teachers and helpers. The advantage to this approach is to avoid overwhelming people and providing scheduling options for each teaching team.
 
XII. Board of Human Resources - Mark Bunton (Absent)
a. No report
 
XIII. Board of Evangelism - Jerry Ripke
a. Want to get more board members. Need volunteers to go out and interact with and greet visitors.
 
b. Jerry spoke about introducing yourself to visitors and collect contact information.
 
c. Reminder to wear your nametag.
 
d. Will work on SMP over the next several meetings.
 
XIV. Board of Church Properties - Russ Shoemaker (Absent)
a. No report.
 
XV. Board of Stewardship - Christopher Rowan
a. Next potluck is February 26
 
b. Starting with the Ash Wednesday service on March 1 there will be book club discussing "Luther: Biography of a Reformer". Bob Nixon will lead this discussion. Sign up online so we know how many books to get.
 
c. Easter Extravaganza will be held on Palm Sunday. There will be games, crafts and stations setup so as you go through the stations you learn about Easter.
 
d. First Friday Fun Night - next event is March 3.
 
XVI. Financial Report - Ben Schoon
a. In general financial report looks good. Offerings and income are up. Dispersements are better than expected. Cash balance went up in January.
 
b. Chapel Designated Fund
  • There was some discussion regarding a balance of about $2500 in the Chapel fund and how to bring it down. Pastor French made a motion to do a 100% match of offerings until depleted and the motion was seconded by Jake Rogers. All was in favor and the motion passed.
XVII. Presidents Report - Dann Keiser
a. Dann distributed the Slate of Officers and Board Members and requested that PPC check their slates. Pastor French asked that everyone pray regarding this and to remember those that have been serving a long time.
 
XVIII. Other
a. Next meeting March 21. Board of Evangelism - Devotions
 
XIX. Closing Prayer by Pastor Heckert.
 
Respectfully submitted by Steve Berman

 

 

 
 
 
 

 

 

 

 

 

 

 
 
 

 

 

 
 

Parish Planning Council Notes 1/17/17

January 22, 2017
By Steve Berman

Parish Planning Committee - January 17, 2017

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

I. Opening Prayer & Devotions - Board of Youth
a. Opening prayer by Pastor Heckert. No Devotions due to absence of Board of Youth Chair, Karrie Tarter
 
II. Approval of November 2016 meeting minutes - Recommendation was made to correct an error under Board of Evangelism/International Thanksgiving. Motion to approve as amended by Candace Shaffer and seconded by Russ Shoemaker. All was in favor, approved.
 
III. Unsung Servants - Amanda Goodspeed for her work on the many great programs within the Music Ministry. The Lessons and Carols Advent Service was mentioned as an example of Amanda's success.
 
IV. New Business
a. Nominating Committee
  • Two people are currently serving
  • Plan on getting the list of Boards and putting up the slate 3 weeks before the June Voters meeting
  • There were brief discussions between Dann Keiser and the Board Chairs to determine if Board Chairs and Board members need to extend their terms and/or to identify any vacancies.

b. Board Meetings

  • Dann Keiser led a discussion about continuing with the 3rd Tuesday of the month at 8:00p.m. as the PPC day/time slot and the merits of any day/time changes. No changes were made.

c. Board Issues

  • There were no Board issues to discuss.
V. Old Business
a. Protecting Our Ministry - Constitutional revisions - Bill Crum reported that the committee met in December and that another work session is needed to further their work to streamline, bring up to date and remove inconsistencies. Goal is to present at June Voters meeting.
 
b. Ministry Action Team - Dann Keiser reported that the first meeting was last Tuesday, January 10th and the next meeting is Tuesday, January 24th.
  • The Team is looking at options to grow the Ministry and share the Gospel. Goal is to share recommendations in April. Recommendations may also include whether the Team should continue or if there is merit in securing an outside group to perform a study
  • There was discussion about the need of a Vision Statement and the value of such as it relates to fundraising.
VI. Pastor's Report - Pastor Heckert
a. Activities
  • Baptisms - 2
  • Funerals -1
  • Several visitations to include nursing homes
b. Boards - Pastor French and Pastor Heckert will attend the following Boards
 
Pastor French
  • Board of Christian Ed.
  • Board of Human Resources
  • Board of Church Properties
  • Board of Elders
Pastor Heckert
  • Board of Youth
  • Board of Parish Ed.
  • Board of Evangelism
  • Board of Elders
Pastor French and Pastor Heckert will attend Parish Planning Council (PPC)
 
VII. Board of Elders - Bill Crum
Bill Crum described and opened up the following for discussion and brainstorming:
 
a. Promoting a Culture of Life in the Congregation
Pastor Salemink in his role with Lutherans for Life spoke on Saturday January 14 to a small group gathered at St. James in Reynolds. He offered several recommendations for promoting a culture of life in the congregation:
  • Adding the expected families of the congregation and school to the bulletin and communicating with these families that as a congregation we will be praying for them during this time
    • How can we support expecting families? Newborns? And encourage parents to bring their children to Baptism.
  • Include in the bulletin, or via announcement, that when we commune at the altar that we are also joining our brothers and sisters in Christ who are shut-ins.
    • How can we incorporate the gifts of our shut-ins into the life of the congregation? How can we recognize important milestones in the lives of our shut-ins?
  • Holding services on days of the church year relevant to the birth of Jesus. Presentation of Jesus (Feb-2), Annunciation (Mar-25), Visitation (May-31), Circumcision and Name of Jesus (Dec-31).
b. Orientation to School Families
  • Required series of sessions on what children of school families from outside the LCMS will be exposed to in our religion classes and chapel program
  • Topics: introduction to the Christian Faith, the six chief parts of the catechism and Lutheran Worship
  • Offerings: During Sunday school hour when school children are singing at both services. Alternative evening sessions. Available during both semesters.
  • Such a program would not replace an adult confirmation program but could serve as a place to encourage and invite those interested to take that next step to join the congregation

c. Families First Fridays

  • First Friday of each month. This regular date is protected from other school and church activities to encourage and promote what we value as a St. James community, time for family, and fellowship
    • Begin as 6:00p.m. with dinner in the cafeteria
    • Move into the sanctuary at 7:00p.m. for a devotion or short order of service
    • After the devotion the new gym could be made available for games in the balcony, a movie on one of the walls, activities on the gym floor, or other activities as preferred by the congregation

d. There was discussion regarding the brainstorming topics. Chris Rowan, Chair, Board of Stewardship committed to supporting and initiating the Families First brainstorming idea. No other action taken.

e. Membership Notes- 2016 attendance of active members was about the same as 2015 (plus or minus 4 per week). This data does not include anyone who is no longer a member. The result in declining attendance has to do with fewer gains (new members/transfer-ins) compared to losses (release, transfer-out, death, increased inactivity).

VIII. Principals Report - Jake Rogers
a. Total School House 254 Students 155 (K-8) + 99 (In, Td, Pre-school & Pre-K)
b. Happenings at St. James Lutheran School
  • Today (January 17th) is the 100th Day of School! Enrollment for the 2017-18 School Year will be starting soon. 1st Open House (advertising on Social Media) is Thursday. January 26 from 6:30-8pm. Board of Christian Education and Jake Rogers will also start to work through income & expenses for next year for budget planning and Choice School status. 
  • Math Competition today (January 17th) and Science Fair tomorrow (January 18th), National Lutherans Schools Week (Next week), Open House, ISSMA Solo & Ensemble Contest (next two weekends), SJS Boys Basketball Tournament (Feb. 3-5)
  • St. James Lutheran School has once again achieved an "A" rating from the Indiana Department of Education for the 2015-16 school year. Thanks to our students and families, our teachers, our staff and our congregation who help make this possible.
IX. Board of Christian Education - Candace Shaffer
a. The Board of Christian Education accepted Randy Strakis's retirement letter. A Call Committee will be established regarding a replacement. An event is being planned for the end of the year to recognize Randy Strakis and celebrate all his years.
 
X. Board of Youth - Karrie Tarter (absent)
a. No report
 
XI. Board of Parish Education - Vacant
a. Need a Sunday School Superintendent
 
XII. Board of Human Resources - Mark Bunton
a. No report
 
XIII. Board of Evangelism - Jerry Ripke
a. Jerry reported that he met with Pastor Heckert to review the Evangelism programs.
 
XIV. Board of Church Properties - Russ Shoemaker
 
a. Summer Projects List
  • Bus Stop Shelter on 9th St. - Waiting on CityBus to install in January. Lafayette Glass to do the installation.
  • Food Pantry
    • Contractor work completed - North wall Mural finish in Spring
b. Century of Faith - Total funds raised approx. $175,000
  • Sanctuary Exterior Repair
    • Signed quote from "Gothshall" for Spring 2017 Renovation $45,060
  • New Sanctuary Pews Project
    • Starting work of re-quoting New Pews
    • Need additional quotes(visit Stockwell Church - see new pews to assess their quality and how they are made)
    • Need updated quote from Imperial Woodworks, Inc.
  • Sanctuary HVAC System Project
    • Church Properties held off replacing furnaces
    • Church Properties Board discussed replacing outside units
    • Century of Faith lacks funding for this project
    • Sanctuary will need two new outside units in Spring - Approx. cost is $10,000. Will need to plan for this in the Budget.
    • Design review needed of Sanctuary basement electrical system
c. Hinshaw Roofing Quote
  • Pre-School lower roof replacement - cost $24,000
    • Patch and tuck point areas have stopped leaks (temporarily)
    • Will try to hold off another five years for replacement
  • Fellowship Hall roof replacement - cost $18,000
    • Quoting contractor Terry Rayborn for a repair of roof to extend roof life (8-10 years). The roof needs immediate attention. Plan for this in Budget.

d. Board of Church Properties has started to work on 2017 Project list.

XV. Board of Stewardship - Christopher Rowan
a. No report.
 
XVI. Financial Report - Ben Schoon
a. Ben Schoon reviewed the budget numbers and cash balance:
  • Finances show a significant improvement. Offerings and Special Gifts are over expected and expenses are down from expected.
  • Cash balance is lower compared to last year and will require monitoring and management
XVII. President's Report - Dann Keiser
a. Dann Keiser briefly reminded the PPC committee of the Voters meeting on Sunday.
 
XVIII. Other
a. Next meeting February 21st, 2017. Board of Human Resources - Devotions
 
XIX. Closing Prayer by Pastor Heckert
 
Respectfully submitted by Steve Berman

 

 

 

 

 

 

 

 

 

 

 

 
 

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

 

 

 

 

 

 

 

 
 
 
 

 

 

 
 

 

 

 

               
 

 

 

 

 
 

 

 

Parish Planning Council Notes October 18 2016

November 23, 2016
By Steve Berman

Parish Planning Committee – October 18, 2016

Attending: Dann Keiser, Pastor French, Bill Crum, Jake Rogers, Candace Shaffer, Jeff Baumgarn, Jerry Ripke, Russ Shoemaker, Christopher Rowan, Ben Schoon, Steve Berman

I. Opening Prayer & Devotions
a. Opening Prayer by Pastor French. Bill Crum, Board of Elders Chair, led the Devotions.   Today’s Reading: Luke 10:1-9. Daily Lectionary: Deuteronomy 17: 1-20; Matthew 14: 1-21.

II. Approval of September 2016 meeting minutes – Pastor French identified an error under New Business/Cash flow issues and policies and Russ Shoemaker identified an error under Board of Church Properties/Food Pantry. Motion to approve as amended by Dann Keiser and Pastor French seconded. All was in favor, approved.

III. Unsung Servant – Mindy Schlotman, Ashley Northington, Starlah Smith and Julie Grott for stepping in during Nola Hecht’s absence. All was in favor, approved. Pastor French described he received a recommendation that the Unsung Servant agenda item indicate specifically who is identified. Board Secretary, Steve Berman took note of the recommendation for future PPC minutes.

IV. New Business
a. Line of Credit policies
  • Dann Keiser indicated that the line of credit policies are in effect. Steve Strauch, District Vice President, LCEF helped with this process.
  • Need to set amount limits and setup policies on reporting. Board of Finance to make recommendations on protocol and limits.

b. Business Manager and financial methods

  • Brief discussion regarding internal controls
  • Discussion on communicating financial activity to the congregation. Publish in Bulletin:

                1. If line of credit is used
                2. Weekly offerings. Run a week behind in order to capture electronic offerings.

c. Planning Committee

  • Dann Keiser described this committee would be a group to look at the future of the Church, how we grow and ministry opportunities. There was a fair amount of discussion including the forming of the committee, the work process, importance of the planning committee to work in concert with the Boards and a timeline for results. Discussion results include:
                 1. The planning committee should be identified as “Ministry Action Team”
                 2. Dann Keiser will make a recommendation of a baseline vision statement, charge 
                     for the Ministry Action Team and a time limit for their work at the next PPC
                     meeting.
d. Audit
  • Quotes are coming in. There was discussion on how far back the audit should go. No Board action was taken.
V. Old Business
a. Protecting Our Ministry – Constitutional review
  • Three people met at last meeting (Bill Crum, Michael O’Donnell and Mark Bowman) to discuss the constitution and by-laws of the congregation as it relates to the Protecting Your Ministry document that was released by the synod in collaboration with the Alliance Defending Freedom.
  • The CCM (Commission on Constitutional Matters) has released recommendations for congregations in regards to the composition of their constitution and by-laws.
  • The current governing constitution and by-laws will be compared with the recommendations from these documents to determine those amendments that would be most beneficial while attempting to minimize whole sale changes.
  • This may be an opportune time to update language, processes and duplicate language in the documents without changing the meaning or intent of the current articles. – Such as Property Use policy and change of budget approval from January to June.
  • Board of Christian Education in cooperation with the Principal will need to review their own handbook and other publications for potential changes. The Board of Human Resources will face a similar task given recommended updates to policies related to condition of employment.
  • The synod recommends brevity as policies, updates and revisions are considered.
  • Bill Crum mentioned the importance of consistent application of policy
b. Call Process
  • Peter and Hannah Heckert were in town this weekend. Pastor French explained that a call service/ceremony would be held on October 28 and then estimated that the Service of Ordination would be the first week of November and then Installed at St. James the second week of November.
c. DCE Position
  • Brief discussion that the direction of the DCE Position can be part of the Ministry Action Team’s work.
VI. Pastor’s Report – Pastor French
a. Communion at all services for Reformation weekend.
b. Six hospital visits, 2 shut ins, 7 counseling and 4 walk ins

VII. Board of Elders – Bill Crum
a. Worship Attendance

  • September 4 (Labor Day) total attendance – 259, # Communed - 155
  • September 11 total attendance – 312, # Communed - 88
  • September 18 total attendance – 342, # Communed - 131
  • September 25 total attendance – 310, # Communed - 109
  • September 25 YTD Sunday Average – 364

VIII. Principal’s Report – Jake Rogers
a. Total School House 238 students 156 (K-8) + 97 (In, Td, Pre-school & Pre-K)
b. Happenings at St. James Lutheran School

  • Fall Break/Professional Development
                   1. Faculty did not go to LEA due to financial restrictions, however, we did have                              professional development at "home".
                   2. Jake presented on Data-Driven Instruction, Amanda presented on New Data
                       offered throughSTAR/Accelerated Reader Program, and Kris presented on
                       Implementation of Google Classroom.
                   3. Need to schedule PD for new math curriculum (which we paid for) and our new
                       formative assessment for this year. AimsWeb+.
 
  • Hot Lunch
                   1. Need personnel for our hot lunch program. Move program from PTL to School 
                       side of responsibilities?
  • School Service Project
                   1. Along with collecting for PTL classroom baskets, students are also asked to 
                       collect for Operation Christmas Child, a program of providing Christmas
                       presents in poverty and war stricken countries around the world.
 
  • First and 2nd graders musical – “David and the Giants” and 5th-8th graders for their Fall Concert
                   1. Great Job by everyone!
                   2. School will now start to transition into the Christmas program prep for
                       December and Fall/Winter sports
 
  • Upcoming dates
                   1. 10/20 & 24 – Parent/Teacher Conferences, 3:20-8:00p
                   2. 10/21 – Pumpkin Patch, 9-11a
                   3. 10/28 – Grandparent’s Day, Grades K-8, 12:45p
                   4. 11/6 – PTL Carnival (change of date), 1-5p
                   5. 11/17 – Social Studies Fair, Gr. 1,3,5,7; 6p

IX. Board of Christian Education - Candace Shaffer
a. Discussed with Board of Elders status of call for Music Director Amanda Goodspeed

X. Board of Youth – Karrie Tarter (absent)
a. Brief discussion on peaceful release motion of DCE position

XI. Board of Parish Education - Jeff Baumgarn
a. Karrie Tarter needs a key fob
b. Need a Sunday School Superintendent

XII. Board of Human Resources – Mark Bunton (absent)
a. No report

XIII. Board of Evangelism – Jerry Ripke
a. Trunk or Treat 10/23/16  2:45 – 5:00p
  • Program is coming right along. Expect 500.
  • Three gates need to be manned. Need 4 more volunteers
  • Need to cover the Arch books $350 for 200 to be given out. Only 5 were left over last year.
  • Would like 20 trunks to participate
b. International Thanksgiving Dinner 11/12/16
  • Expect 80-100 international students/families
  • Word is out at all the LCMS churches requesting food, cash and/or time
  • Requesting help to make program a success – setup, take down
c. Nametag Report
  • Encourage others to wear name tags
  • Wear name tags at events
  • Good idea to wear name tags to help the new Pastor get to know the congregation

XIV. Board of Church Properties - Russ Shoemaker
a. Status Summer Projects

  • Bus Stop Shelter

                  1. Ordered 10/6 – will arrive in 8 weeks
                  2. Discuss contractor for concrete slab – Steve Miller/Greg DePew
                            * Contractor from CityBus quoted too high. We will handle on our own
                  3. Russ working on permit with City of Lafayette

  • Food Pantry

                            * Contractor work is completed
                            * Mural work to be completed - Mural Artist is James Werner.

  • Sanctuary Exterior Repair – revised quote Spring 2016 $47,820

                   1. Revisit Gothshall on cost increase – original quote $38,720
                   2. Discuss revised quote estimated $43,270
                            * Status on new quote being received for approval?
                            * Estimated start date Spring 2017 of restoration work?

b. Sanctuary HVAC System

  • Board of Church Properties discussed Century of Faith Committee wanting to pull Pews project ahead of Sanctuary restoration project and HVAC project
                   1. Board of Church Properties made recommendation on what to do with HVAC                        project to Ben Schoon.
                   2. New Pews
                             * 2-20-14 quote cost $43,329 delivered and installed
                             * 38 pews 14’x6” long(note: existing pews are 15’ – 6”)
                             * Do we need kneelers – above quote does not split out kneeler cost
                             * If money is available when to install
                             * Need additional quotes – visit Stockwell-Church to see new pews

c. Hinshaw Roofing Quote
  • Pre-School lower roof replacement – cost $24,900
  • Fellowship Hall roof replacement – cost $18,600
  • Also looking at quote for repair
d. Century of Faith
  • Approximately $37,000 needed to meet $200,000 goal.
XV. Board of Stewardship - Christopher Rowan
a. Reformation Dinner is coming up (October 30th). Need side dishes.
b. Trunk or Treat – October 23rd
  • Need 5 more trunks
  • Opportunity to pass out Arch books and count people coming in
  • There will be a food truck and activities
XVI. Financial Report – Ben Schoon (absent)
  • Brief discussion regarding:
                   1. Budget
                              * Income – voucher deposit
                              * Computers and technology – Chromebooks
                   2. Balance Sheet
                              * Consolidation of designated funds list

XVII. President’s Report – Dann Keiser
a. No Report

XVIII. Other
a. Next meeting November 15, 2016. Board of Christian Education – Devotions

XIX. Closing Prayer by Pastor French

Respectfully submitted by Steve Berman

 

Parish Planning Council Notes 1/19/16

February 20, 2016
By Cindy Music

Parish Planning Committee – January 19, 2016

Attending: Jeff Baumgarn, Dave Probst, Pastor French, Dann Keiser, Bill Crum, Cindy Music, Russ Shoemaker, Christopher Rowan, Candace Shaffer, Jake Rogers, Ben Schoon, Mark Bunton

A. Opening Prayer by Pastor French

B. December minutes - moved to accept by Pastor French, seconded by Bill Crum, approved.

C. Unsung Servant - Starlah Smith – volunteering with  the financial office

D. Pastors’ report - Pastor French

a. Lent begins with Ash Wednesday on February 10, services at 6pm

b. New membership class has started 

E. Board of Elders – Bill Crum

a. Associate Pastor Call update

i. There have been 4 interviews, all very good candidates    

ii. Possibility of a special voters assembly for calling the associate pastor in the last part of February

b. Boys’ basketball tournament service on Saturday, February 6, at 6:30.

i. AV equipment for services currently does not have a live feed for the cafeteria, needed for the service overflow participation

c. Documentation on how to use the camera and recording system is on the computer in the balcony. Assistance in this area would be appreciated, contact Bill Crum

F. Principal’s Report – Jake Rogers

a. Have had additional students start since the first of the year

b. Open houses are on January 28 and  February 25

c. Math Contest – Lafayette Area Christian schools

i. St. James School results: third grade took 5th, fourth grade took 2nd, fifth grade took 1st, sixth grade took 1st, seventh grade took 1st, eighth grade took 2nd.

G. Board of Christian Education – Candace Shaffer

a. Tuition subcommittee has been meeting and has made decisions

i. Tuition will go up, the majority of the increase has to do with technology maintenance.

ii. Attempting to streamline financial aspects of registration day

H. DCE Report and Board of Youth – Dave Probst

a. NYG is this summer, occurs every 3 years

b. Viewed “Higher Things” video via you tube

I. Board of Human Resources – Mark Bunton

a. - none

J. Board of Evangelism – Dann Keiser

a. Budget discussion – can remain the same for the next fiscal year

K. Board of Church Properties – Russ Shoemaker

a. Century of Faith

i. 8th st. school steps are fully funded. 

1. Have done a walk through with construction manager.

2. Starting date in May, 2016

ii. Sanctuary exterior

1. Currently about 30% funded 

2. Exploring the option of re-facing the bricks

b. Keyless entry

i. Completed

ii. Mulhaupts will replace an installed 2 reader communication controller with the intended 4 reader communication controller on January 27.

c. School painting - mostly done

d. Boiler work needed

i. Quotes received

ii. Preventative – soft water to replace hard water

iii. Circulation pump needing replaced

e. Fire inspection

i. New gym locker room sprinklers not operational, approximately $1250

ii. Dedicated line communication to central station – approximately $2000

f. Kitchen plumbing has cast iron pipes rusting – replaced and completed January 18.

g. New Business

i. Custodial staffing has been hard to retain at minimum wage - Motion to increase wage rate with merit increase from $7.25 to $7.75 and top out at $9.00 with merit increases over time using financial changes within the maintenance and repair budget.  Moved by Pastor, seconded by Jake Rogers. 

1. Discussion 

a. Amend to include the raising minimum wage with approval from the St. James Foundation.

b. Comparable pay for childcare workers who are now at less than $7.75

2. Motion amended to raise the minimum wage to $7.75 with a merit raise ceiling and to contact the St. James Foundation for approval. Seconded, Approved.

h. Future work

i. Sidewalks, curb, retention wall – estimate at $17,500

ii. Asking Tekton to liaison with the city of Lafayette about the sidewalks

L. Board of Stewardship – Christopher Rowan

a. Tentatively, February 14 is the date of the next potluck – watch for details in the bulletin

b. Email Newsletter

i. Frequency to be determined, no costs with email

ii. Video as header, a “tile”/highlighted area for each board with information to be posted, including a button to participate/volunteer, and a button that will go to the offering interface

iii. Discussion on button placement

iv. Social links, can be set up so that posts can go to boards’ area

v. An additional email account will be needed so that emails run from the church

vi. Financial costs through Facebook will allow targeting areas. From yellow pages line item?

vii. Request to board chairs to email information by Thursday after PPC meeting.

viii. Look and feel:  will be light blue with LCMS cross.

viii. Chris will have metrics for next meeting

M. Board of Parish Education – Jeff Baumgarn

a. VBS will be July 11-15th, 9:30-11:30am.

N. President’s Report - Jeff Baumgarn

a. Audit process – below in new business

b. Financial Report - none

0. Old Business

a. President position nominations have been decided for Voters' Assembly.

b. New members for Voters’ Assembly

c. Budget discussion - preliminary budget should be done by April

i. Ben Schoon has emailed questions to each Board Chair, when all responses are in, there should be a draft budget for the next PPC meeting

P. New Business

a. Board reports for the Voters' Assembly should include a yearly summary.

b. The secretary is resigning at the end of January. Secretary is an appointed position by the president.

c. Officially adding Treasurer to Financial Committee, with ability to sign off on checks. Motion to add Jake Rogers and Dave Probst to ability to sign off on checks, approved.

d. Vote on giving the Treasurer the ability to view the bank statements of the church account. This would only be needed if not given when the treasurer becomes a check signer.

e. Audit - Review: Done by the congregational president. Jeff has received guidelines for this.

f. Discussion of financial reporting – volunteer is filing, going through mail and emails. 

Q. Motion to adjourn by Russ Shoemaker, seconded by Candace Shaffer, approved.

R. Closing Prayer by Pastor French

 

Respectfully submitted by Cindy Music

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