Parish Planning Council Notes

Archives - November 2017

Parish Planning Council Notes 11/21/2017

November 23, 2017
By Steve Berman

Parish Planning Committee November 21, 2017

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

I. Opening Prayer & Devotions - Board of Parish Education
a. Pastor French led PPC in prayer.
II. Approval of October 2017 meeting minutes - Mike O'Donnell made a motion to approve, Russ Shoemaker made a second and the motion carried.
III. Unsung Servants - Julie Grott made a motion to recognize the Board of Church Properties and gave praise for all the great work that the Board of Church Properties does. Pastor French seconded and the motion carried - Chair: Russ Shoemaker Members: Bob Klaiber, Michael Arden, Irv Dieterle, Lynn Keiser, Kitrick Knobloch, Keith Lah and Hal Bodkin
IV. New Business
a. Financial Issues - Dann Keiser began a discussion regarding the line of credit that was used in October (that was paid back with voucher monies) and what our financial position is going through early 2018. To aid the discussion Jake Rogers made a motion to move the Financial Report up in the agenda and to have it presented as part of the New Business discussion. Pastor French offered a second and all was in favor. Dann Keiser then requested that Starlah Smith share her report. Starlah reported that given the anticipated payroll expenses in November and December, reconciled with our income (offerings and tuition), that we will need to take a loan of $60,000 on the line of credit to make the November and December payrolls. Starlah described we will need the loan by this Tuesday in order to the cover the next payroll. Starlah indicated the loan would be paid back along with interest payments in March 2018 using the voucher money. There was some discussion regarding our current and future financial position and the contributing factors to include large bills in October and November ($18,000) that we don't have in January and February and that we are running about $22,800 less than usual in our offerings. After a review of the financials the discussion turned to the procedures for a request and approval to take a loan from the line of credit. After some discussion, Pastor French made a motion for the Finance Committee to approve Mindy Schlotman to take the loan of $60,000 and Jake Rogers offered a second. All was in favor and the motion passed. The Financial Report then turned to a review of the Balance Sheet in which there were a few questions and Starlah's Financial Report concluded.
V. Old Business
a. Protecting Our Ministry - Constitutional revisions  - Mike O'Donnell reported that he, Mark Bowman and Bill Crum need to have a final review of the revised constitution and bi-laws
b. Ministry Action Team - Chris Rowan reported that meetings for the Ministry Action Team are suspended until the spring
VI. Pastor's Report
a. Pastor French
Pastor French reported on activities and updates:
  • Activities
    • Divine Services conducted - 11
    • Sermons preached - 9
    • Hospital visits - 5
    • Follow up phone calls from staff meeting prayer list - 0
    • Counseling -2
    • Walk ins/phone -1
    • Shut ins visited - 2
    • Classes taught - 22
    • Meetings attended - 6
    • Funerals - 2
    • Weddings - 0
  • Upcoming
    • Pastor French reported that Mike O'Donnell was elected at Voters to be the delegate for the District /Synod conference - first meeting on December 3rd in Reynolds at 2:30p.m. Pastor then shared that Advent begins with Lessons and Carols on December 6 followed by Behold the light, the Christmas schedule was set, and that he would be on vacation from January 1st - January 7th, 2018. Lastly, Pastor French reported that he was contacted by St. Anthony's Nursing Home with a request that St. James be a secondary evacuation site for their residents. After a brief discussion Mike O'Donnell made a motion that St. James be a secondary evacuation site for the St. Anthony Nursing Home and Starlah Smith seconded. All was in favor and the motion passed.
b. Pastor Heckert
Pastor Heckert reported on activities and updates:
  • Activities
    • Divine Services conducted - 9
    • Sermons preached - 9
    • Hospital visits - 3
    • Follow up phone calls from staff meeting prayer list - 0
    • Counseling -2
    • Walk ins/phone -3
    • Shut ins visited - 4 (six attempted)
    • Classes taught - 30
    • Meetings attended - 12
    • Funerals - 0
    • Weddings - 0
    • Baptisms - 6
    • Youth Events - 1
  • Upcoming
    • Pastor Heckert shared that there has been a large string of Baptisms lately plus there will be two older kids this Saturday and there are six pre-k kids who want to be Baptized. Pastor Heckert also shared that he and Hannah have a tentative vacation scheduled after the first of the year - looking at January 8th - January 15th.
VII. Board of Elders - Mike O'Donnell
a. Mike O'Donnell shared that the Board of Elders is focused on the following:
  • Commitment to working with the Board of Youth
  • Care Calling program
  • Security of the building - doors locking down during service

There was some discussion regarding the pros, cons, how locking the doors would work and how they could be opened if need be. No action was taken.

Mike then closed by referring to his written report that was shared at Voters on November 19th:

The Board of Elders gives thanks to God for all the blessings that God has bestowed upon St James Lutheran Church and School, and rejoices always in His boundless Grace and provision for all of our needs. The Board of Elders is looking forward to many opportunities to serving God’s children here at St James and elsewhere throughout our community and world. Current plans being developed include:

  • Increased involvement with the Board of Youth, particularly with the High School age youth, incorporating them into the worship life of St James, and assisting these young adults in the strengthening of their faith, and preparing them for a lifetime of living in God’s Grace;
  • We have begun planning for a “care-calling” program, to contact lapsed members and encourage them, in this busy and hectic world, that God’s grace, and His Word is available for them, providing them with access to Scripture resources and encouragement to be a participating member of the Body of Christ.
  • The revision of the Constitution and By-Laws, with respect to “Protecting Your Ministry” concerns has been completed except for the final review, which should occur in the next few weeks. No major concerns in our present Constitution were detected, but wording was changed to remove any potentially conflicting language, and to “tighten-up” the language. We have also identified other areas for revision, and will be working with the entire PPC to deliver a fully amended Constitution and By-Laws to the Voters’ assembly in the near future.

We are very thankful for all of the hard work and dedication of St James’ Business Manager, Mindy Schlotman, Treasurer, Starlah Smith, and all the members of the Finance Committee. Because of their diligence and expertise we now have a more precise and open view of our finances, and can clearly see how God has provided for us, and focus more attention on advancing His Kingdom, and finding more ways to share His love toward us.

VIII. Principal's Report - Jake Rogers

a. Jake Rogers reported on the following:
Enrollment - Total School House = 243 students= 144 (Kdg-8) + 99(In, Td, Pre-school & PreK) [Harmony reporting]. 2017-2018 School Choice Scholarship: $211,377.93, 2016-2017 = $190,435.50, 2015-2016 = $213,103
b. Happenings
  • 25 new Chromebooks arrived this past summer for our 3rd grade. School house intercom system and new stage were also purchased. Close to $50,000 was donated for student scholarship. Thank you to the auction donors from 2017.
  • Student Giving: Students have been a part of Operation Christmas Child, an organization that provides gifts and the Word of God in shoeboxes to children in poverty and war stricken areas around the globe. St. James provided 77 shoeboxes. Students have also been gathering food for our Food Pantry during the month of November.
  • Grades 4-8 will be involved with the Lessons and Carols service on Wednesday, December 6. K-3 will have their Christmas program on Friday, December 1.
  • 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, our grand total is 78. We partnered with Grace Lutheran and dropped off our shoeboxes to them this past Friday. 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 & School) on where students (families) have identified as their church home. Below is the data. Collaboration & discussion should occur for the "next step" to take place. What should evangelism to our school families who do not have a church home look like? Board of Evangelism? Elders? etc.
Church Home Attendance 2017-2018
                                K-8 (145)         EC(112)
Operating LCMS      82=57%         35=35%
Other LCMS             15=10%         14=13%
Other Lutheran           0=0%               0=0%
Non-Lutheran           32=22%           22=20%
No Church Home      16=11%           41=37%
Church Home Attendance 2016-2017
                                K-8 (155)         EC(101)
Operating LCMS      88=57%         37=37%
Other LCMS             10=6%             7=7%
Other Lutheran           0=0%               0=0%
Non-Lutheran           37=24%           20=20%
No Church Home      20=13%           37=37%
  • Upcoming Dates
    • 11/22 Thanksgiving Service, 6pm
    • 12/1 Christmas Program, K-3, 6pm
    • 12/6-8 Christmas Shoppe (PTL)
    • 12/6 Lessons & Carols, Gr 4-8, 6pm
    • 12/8-9 SJS Girls Basketball Tourney
    • 12/30 Crusader Shootout
IX. Board of Christian Education - Lynn Beckham & Heather Brooks (absent)
a No report
X. Board of Youth - Karrie Tarter
a. Karrie spoke about the challenges of not having the desired and needed leadership for the St. James Youth and the reliance on the Grace DCE. As an example, Karrie pointed out the reliance on the Grace Chaperones for the Jr. High Youth Rally. Karrie also spoke about the National Youth Gathering in 2019 and the need to plan and budget. There was some discussion regarding these topics. Lastly, Karrie referred to her report at Voters:
  • Mission
    • Time in the Word: High School Youth bible study-12 books ordered, "Life's Big Questions, God's Big Answers" by Brad Alles, Michael and Mary O'Donnell leading
    • Service to St. James and Lafayette Community - Youth provided 4 trunks for Trunk or Treat event and served at the International Thanksgiving Dinner
    • Fellowship in a Christian environment -35 youth attended a Paint Ball event with Pastor Heckert in October
  • High School Youth
    • Leadership-Board is discussing the possibility of a Youth Director position versus DCE position
    • Ruth O'Connor offering monthly gatherings
    • Youth room Feb/March 2018 per Foundation
    • National Youth Gathering 2019, Minneapolis, MN-18 month planning started, joining with Grace Lutheran Lafayette
  • Junior High Youth
    • LCMS Indiana District Youth Rally at Camp Lutherhaven 9/16/17/2017, 10 youth from St. James attended and 1 adult chaperone, joined with Grace with a total of 22 from Lafayette
    • Goal is for monthly meetings, starting with a Christmas party 12/2017
    • Included in Paint Ball activity with Pastor Heckert
  • Budget
    • $3500 annual
    • National Youth Gathering Designated Funds $4100
XI. Board of Parish Education - Becky Rowan (absent)
a. Chris Rowan shared that PPC should refer to the Board of Parish Education report from the November 19th Voters meeting for this months report:
  • Teaching lectionary series
  • Sending emails, post cards, and letters to encourage attendance at Sunday School
  • College students have shown interest in teaching
  • The Board of Parish Education is accepting more Board members
XII. Board of Human Resources - Mark Bunton (absent)
a. No report
XIII. Board of Evangelism - Jerry Ripke
a. Jerry Ripke reported on the following topics:
  • Lutheran Hour Sunday - the first Sunday in February
  • Visitor Committee
    • How can we bet serve our visitors
  • International Thanksgiving
    • 105-110 in attendance
  • Caroling on December 10th from 2:00p.m. - 4:00p.m. then treats afterwards
    • Intend on visiting nursing homes and the elderly
    • Trying to get 40 people to breakout into 6 groups
XIV. Board of Church Properties - Russ Shoemaker
Russ Shoemaker reported on the following:
a. Status of Summer Projects
  • Sanctuary Exterior Wall & Windows Repair
    • Open issues
      • Sanctuary Storm Windows - Waiting on Lafayette Glass to schedule install date
  • Sanctuary Roof - Manufacturer "Certainteed" has responded to warranty claim
    • Russ met with Certainteed Rep., Reese Roofing distributor and Bone Dry roof installer this past Thursday. There will be a 4-6 week review of shingles removed from roof to see problem with roof shingles
  • Parish Center Sewer line repair project
    • Brenneco Plumbing still needs to install lift station alarm. Russ to check status to complete this project
b. Status of New Pew Project (Century Of Faith)
  • Sub-committee met Wednesday November 15, 2017 to review 10 manufacturer's quotes and reduce to 4 manufacturers - two of the four could do the interior restoration
    • List of Pew Manufacturers selected - preparing to invite the manufacturers
      • Church Interiors
      • Born Again Pews
      • Ratigan-Schottler
      • Sauder Worship Seating
  • Committee finalizing design of Pew Ends
c. Century Of Faith Donor Appreciation Banquet
  • Russ thanked Lynn Keiser and Julie Grott for their efforts
  • Banquet was held November 5th, 2017 at 5:00p.m. in School Cafeteria
  • Russ reviewed status of projects Donors raised money for
  • Russ discussed with donors Church Board is investigating the interest of restoring the Sanctuary interior. Board asked donors present their approval to allow several months to see if funds could be raised to do a 3 month restoration prior to installing new pews. Donors present agreed that there is interest in restoration project and it would be prudent to wait to install if money can be raised
    • Pew manufacturer would require approximately 5-6 months before pews would be available for install
    • Board requested Pastor French to assist in working with Board to investigate potential donors for seeding the funds to restore Sanctuary interior
    • Budgetary cost estimate is approximately $150,000
d. Church Board cleanup day was November 18th, 2017 from 8:00a.m. - 12:00p.m. and cancelled due to rain
e. Board had discussion about Church/School security. Russ talked about request from School Principal, Jake Rogers, to provide additional surveillance cameras and panic buttons for Church/School staff. Quotes are being requested and Church Board will review.
f. Other - Russ made a request to acknowledge Hal Bodkin and Sons in the minutes for providing furnace tune ups and filters at no cost to us. Dann Keiser mentioned that left over food from the International Thanksgiving and Appreciation Banquet was taken to the Benton County Home.
XV. Board of Stewardship (Vacant)
a. No report
XVI. President's Report - Dann Keiser
a. No report
XVII. Comments from PPC
a. Chris Rowan described that Stewardship was a lifestyle, culture and habit and not just about finances. He mentioned he would partner with Pastor French to restart the Stewardship effort with the intention of handing it off to someone or a group.
XVIII. Adjournment
a. Mike O'Donnell made a motion to adjourn, Jake Rogers offered a second, and the motion carried. Pastor Heckert closed with prayer.
Respectfully submitted by Steve Berman, Secretary










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