Parish Planning Council Notes

Archives - March 2018

Parish Planning Council Notes 03/20/2018

March 24, 2018
By Steve Berman
Parish Planning Meeting 03/20/2018
 
Attending: Dann Keiser, Pastor French, Pastor Heckert, Jen Sterrett, Mike O'Donnell, Russ Shoemaker, Chris Rowan, Steve Berman
 
I. Opening Prayer & Devotions - Board of Church Properties
a. Russ Shoemaker shared that since it is Lenten Season he had chosen to talk about Christ crucifixion and began with the Devotion referring to Luke Chapter 23 starting at verse 39 and at verse 42. He then led PPC in prayer.
 
II. Approval of February 2018 meeting minutes - After some discussion Russ Shoemaker made a motion to defer the approval of the February 2018 meeting minutes until the  April 17, 2018 PPC meeting and Mike O'Donnell offered a second. The motion passed.
 
III. Unsung Servants - Mike O'Donnell nominated Ruth O'Connor for her outstanding work with the youth. He explained there is a great response from the youth regarding her work adding that her efforts are of her own volition. Mike indicated that Ruth should be the sole nomination. A motion was made to accept the nomination of Ruth O'Connor as unsung servant, there was a second and the motion carried.
 
IV. New Business
a. Constitution revisions: Meeting April 6, 2018
Dann Keiser shared that a meeting has been tentatively scheduled to meet with Bill Crum On April 6, 2018 at 7:30p.m. Dann explained that he would send out an email to see who can attend.
 
b. Budget
There was some general discussion regarding the budget. Dann Keiser shared that Jake Rogers previously informed him that the Board of Education will reconvene on this topic after spring break and Russ Shoemaker shared he would be meeting with Daphine Prather for further review.
 
c. Voters Meeting: April 8, 2018
Dann Keiser mentioned that the Voters meeting will be held on April 8, 2018
 
d. Other
  • Russ Shoemaker requested that Julie Grott be placed on the April 8th Voters meeting agenda for Voters to consider as a new member of the Board of Church Properties. Dann Keiser shared that he would send an email to the Board Chairs to forward any other new member names that Voters should consider at the April 8th meeting.
  • Pastor French mentioned that Pastor May would not be running for District President and explained there were openings for President and Vice President. Pastor French then shared the following nominee information
                       Rev. Dr. Daniel Brege
                       Pastor St. Paul Lutheran Church, Decatur, IN
                       1st VP Indiana District (Northeast-Decatur Region)
                       Grad. 1982
                       Nominate for President, Indiana District
 
                       Rev. David Shaddy
                       Pastor St. Paul, Indianapolis, IN
                       2nd VP Indiana District (Central region)
                       Grad. 1984
                       Nominate for Vice President, Indiana District
 
V. Old Business
a. There was no old business
 
VI. Financial Report - Jen Sterrett
a. There was a review and brief discussion regarding the Balance Sheet and Profit and Loss Statement. Jen shared that we did not receive the voucher money as anticipated and we are now looking at a date before April 1st.
 
b. Finance Committee
Jenn Sterrett shared the committee is working on the purchasing procedure, long range planning and fundraising.
 
VII. Pastor's Report
a. Pastor French reported on the following activities and updates:
 
Activities
  • Divine Services conducted - 8
  • Sermons preached - 9
  • Hospital visits - 4
  • Follow up phone calls from staff meeting prayer list - 1
  • Counseling - 2
  • Walk ins/phone - 3
  • Shut ins visited - 1
  • Classes taught - 21
  • Meetings attended - 13
  • Funerals - 1
  • Weddings - 0
Upcoming:
Bible Study and cafe continues
Holy Week:
  • 3/28 Maundy Thursday 6:00
  • 3/29 Good Friday 6:00 (Communion Ser 5:15)
  • 3/29 Good Friday Chapel 2:00 (FYI)
  • 3/30 No Service
  • 4/1 Easter 7:00, 9:00, 11:00 (No SS)
  • 4/8 Voters
  • 4/21 Auction
  • 4/22 Confirmation Examination 10:30
  • 4/29 Confirmation Service 10:30 (12 students)

Other: Pastor French mentioned that Pastor Barton will be preaching over the weekend of the Auction

b. Pastor Heckert reported on the following activities and updates:

Activities
  • Divine Services conducted - 7
  • Sermons preached - 8
  • Hospital visits - 3
  • Counseling - 2
  • Walk ins - 3
  • Shut ins visited - 7 (3 attempted)
  • Classes taught - 22
  • Meetings attended - 10
  • Funerals - 0
  • Weddings - 0
Updates
  • Taking some days off in April (04/12, 13, and 15) to celebrate my mother-in-law's retirement - will be guest-preaching there - Rev. Jim Barton will be leading Pastor Heckert's Sunday morning Bible study class that weekend
  • Pastor Barton will be preaching the weekend of the Auction with the exception of the 10:30 service, which will be the examination of our 8th grade confirmands
  • Sunday Bible study class - looking at concluding at the end of May - do have one prospective adult confirmand if he so desires
  • Paintball Outing - Once Easter is over will solidify plans for another paintball outing with the youth as well as plans for rededicating youth room
    • There was a brief discussion about getting the youth room ready before turning it over
VIII. Board of Elders - Mike O'Donnell
a. Mike O'Donnell reported that the Board of Elders are sponsoring the Lenten dinner tomorrow (March 21st). Mike then shared that the Board will launch a care calling program next month as a prototype. Will then evaluate to determine next steps. Mike shared that a future program being considered is a ride sharing program to help bring older members to church. Lastly, Mike mentioned that the youth Sunday School that he and Mary had been facilitating will stop due to low attendance.
 
IX. Principals Report - Jake Rogers (absent)
a. No report
 
X. Board of Christian Education - Heather Brooks and Lynn Beckham (both absent)
a. No report
 
XI. Board of Youth - Karrie Tarter (absent)
a. No report
 
XII. Board of Parish Education - Becky Rowan (absent)
a. No report
 
XIII. Board of Human Resources - Mark Bunton (absent)
a. No report
 
XIV. Board of Evangelism - Jerry Ripke (absent)
a. No report
 
XV. Board of Church Properties - Russ Shoemaker
Russ Shoemaker reported on the following:
a. Summer Projects List
  • Sanctuary exterior windows repair
    • Sanctuary storm windows - scaffolding installed (work in progress)
    • Started work on east side of Sanctuary
b. New Pews
  • Status
    • Waiting on last Manufacturer's quote to be received
    • Board sub-committee to review quotes and bring recommendation  to full Board for final vote
    • Quoting process to be closed by end of March
      • Pew Manufacturer to be selected prior to April Church Properties meeting
c.Sanctuary Interior Restoration
  • Money raised to date - Century of Faith $100,000 approximate
    • Pastor French added that money raised is closer to $130,000 if including the pews
  • Strategy for fundraising
    • Congregation announcement (all three services) Completed
    • Review funding with St. James Financial Committee
    • Fundraiser deadline - June 1st, 2018
  • Start date of Restoration - July 9th, 2018
d. 2018 Project List
  • Prioritized list to identify highest priority
    • New Church Pews $55,000 est.  Century of Faith Funding
    • Pre-School New heating/cooling system Rm#102, #104 $11,000 Maintenance & Repair
      • 2 wall units and 1 roof
    • Parish Center - Install new kitchen grease trap $3,500 Maintenance & Repair
      • Jen Sterrett shared that PTL may be able to help fund. There was a brief discussion and an intention to see if this can be a source of funding
      • Plan on doing this work over the summer while school is out
    • Parish Center - Replace faulty exhaust fan for 4 restrooms $2,423 Maintenance & Repair
    • Sanctuary and Cafeteria - replace sidewalk/water drainage $3,500 estimated Maintenance & Repair
    • Total Maintenance & Repair Cost $20,423
  • Reviewed Maintenance & Repair budget status. Board passed resolution to complete above projects based on Maintenance & Repair budget balance and discussion with Business Manager on cash flow concerns
e. Spring Clean-up Day
  • Work to be done
  • Work date set - Saturday, April 14th, 2018 and rain date Saturday, April 28th, 2018
XVI. Board of Stewardship - Vacant
a. No report
 
XVII. President's Report
a. Dann Keiser initiated a discussion regarding strategic and tactical planning for the growth of St. James. Strategies, short term plans and the importance of listening to the Spirit and following the path that Christ sets for us was shared. No formal action was taken.
 
XVIII. Adjournment
a. Pastor French made a motion to adjourn, Mike O'Donnell seconded, and the motion carried. The meeting closed with prayer.
 
Respectfully submitted by Steve Berman, Secretary

 

 
 
 
 
 
 
 
 
 
 
 

Parish Planning Council Notes 02/20/2018

March 03, 2018
By Steve Berman

Parish Planning Meeting 2/20/2018

Attending: Dann Keiser, Pastor French, Pastor Heckert, Starlah Smith, Jen Sterrett, Mike O'Donnell, Heather Brooks, Lynn Beckham, Jake Rogers, Julie Grott, Jerry Ripke, Steve Berman

I. Opening Prayer & Devotions - Board of Evangelism
a. Jerry Ripke began with the Devotion from the Book of Mark indicating he selected the Devotion from the Luther Hour Daily Devotions for Lent. He then led PPC in prayer.
 
II. Approval of the January 2018 meeting minutes - Dann Keiser indicated that section VI. Financial Report was intentionally incomplete and asked PPC for input in order to complete this section. After some discussion a decision was made. Pastor French made a motion to approve the minutes as corrected and Jake Rogers offered a second. The motion passed.
 
III. Unsung Servants - Pastor Heckert proposed Hannah Heckert, Jenna Farrington, and all those who made the St. James Varsity Boys Basketball Tournament possible be considered as Unsung Servants. Pastor spoke briefly about the challenges of putting on the 11 team tournament. After some discussion a motion was made to approve Hannah Heckert, Jenna Farrington, Staff and Volunteers who made the St. James Varsity Boys Basketball Tournament possible. All was in favor and the motion carried.
 
IV. New Business
a. Protecting Our Ministry - Constitutional revisions
Dann Keiser mentioned he previously sent the Constitutional revisions, as received by Bill Crum, out to PPC and asked PPC for input on how to best evaluate. Some discussion followed to include topics such as a request to highlight the changes, the requirement of a District review and timing of presenting to Voters.
 
b. Budget
Dann Keiser opened up the topic of the Budget and a discussion followed about the status of Board budgets and what needs to be communicated to Starlah Smith. Dann closed the agenda item of the Budget by reminding PPC that questions and changes should be directed to Starlah.
 
V. Old Business
a. There was no old business to report
 
VI. Financial Report - Starlah Smith
a. Starlah Smith spoke about the line of credit and that we are on target to pay back the loan of about $20,000. There was a brief discussion about payroll and that it has been covered. Pastor French moved to accept the Financial Report, Jake Rogers seconded and the motion passed.
 
VII. Pastor's Report
a. Pastor French spoke about the Season of Lent and mentioned he would follow up with his written report. Following are the activities and updates:
Activities
  • Divine Services conducted - 9
  • Sermons preached - 8
  • Hospital visits - 5
  • Follow up phone calls from staff meeting prayer list - 0
  • Counseling - 4
  • Walk ins/phone - 1
  • Shut ins visited - 1
  • Classes taught - 22
  • Meetings attended - 12
  • Funerals - 2
  • Weddings - 1
 
Upcoming
Bible Study and cafe
Holy Week:
  • 3/28 Maundy Thursday 6:00
  • 3/29 Good Friday 6:00
  • 3/29 Good Friday Chapel 2:00 (FYI)
  • 3/30 No Service
  • 4/1 Easter 7:00, 9:00, 11:00 (No SS)
b. Pastor Heckert reported on the following activities and updates:
Activities
  • Divine Services conducted - 9
  • Sermons preached - 7
  • Hospital visits - 1
  • Counseling - 0
  • Walk ins - 5
  • Shut ins visited - 10 (1 attempted)
  • Classes taught - 29
  • Meetings attended - 10
  • Funerals - 1(Inga Buffington, 02.02.18)
  • Weddings - 1(Anna Buess and Kyle Leidtky, 02.10.18)
Updates
  • Lent - Enjoyed Ash Wednesday
  • Reminder re: Budgets - asked to remind Board chairs to remember not to place orders of your own accord for your Board's needs - if your Board needs materials, please go through the proper channels (church/school offices) so what you need properly comes out of your budget - need to crack down - check budget for available funds, make decisions for purchase, and inform secretary with your needs - unauthorized purchases run the risk of being returned upon delivery
    • There was some discussion regarding this topic. Following the discussion Mike O'Donnell made a motion for the Finance Committee to write a policy on purchasing for all Boards. Heather Brooks offered a second and the motion passed.
  • Visit to Ascension Lutheran School, Ft. Wayne - Witnessed example of how they do daily chapel services - spoke some with Rev. Stube: reason for move to daily instead of weekly chapels was because student apathy and inattention during service - is there a need to implement this at St. James? If so, is there a way to do so? There was some discussion following Pastor Heckert's sharing of this topic.

VIII. Board of Elders - Mike O'Donnell

a. Mike O'Donnell reported that the Board was preparing for Lent and Easter. Mike then shared that we are short on Ushers. He described there is continued interest in the youth and will be speaking with Karrie Tarter about ideas to keep our youth interested (particularly the high school youth). Lastly, Mike acknowledged Ruth O'Connor's work with the youth and explained she would be a great candidate for Unsung Hero next month.

IX. Principals Report - Jake Rogers
a. Jake Rogers reported on the following:

Enrollment - Total School House = 245 students= 143 (Kdg-8) + 102(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 at St. James Lutheran School:
  • School Choice Scholarship(Voucher) 2nd semester payment scheduled to come in end of February, beginning of March
  • St. James Basketball Tournament news: Varsity Boys placed 2nd, Cheerleading squad placed 2nd, school received Sportsmanship Award; 5/6 Boys won the Lafayette Christian basketball tournament, Varsity Girls will play in the State Lutheran Invitational Basketball tournament this weekend. Audley Eggold won the St. James Spelling Bee (is now prepping for next level in Scripps competition). Tyce Parker won the 7th grade division at the local Christian schools spelling bee. All participants in the ISSMA-Instrumental Solo/Ensemble weekend received Gold medal ratings. Great Job to all of our students, teachers, and school!
  • New Wireless Access Points were installed on February 12. Network system was down February 13. Back up and running February 14, afternoon
  • ISTEP Pt.1 (Grade3-8) to begin February 26. IREAD-3 (3rd Grade) to begin March 12
  • Calendar
    • Snow Day taken on Friday, January 12. Snow Makeup day will be Friday, May 11
    • Snow Day taken on Wednesday, January 24. Snow Makeup day will be Monday, April 23
    • 2018-2019 School Calendar "barebones" version was presented and approved at February Board of Education meeting. The first day of school is August 8, 2018
    • 2/23 - Play, Grades 1-2, 6pm "100% Chance of Rain"
    • 2/26-3/9 ISTEP, Pt. 1
    • 3/2-3/3 Purdue Science Fair
    • 3/12-3/15 IREAD-3
    • 3/16-3/25 Spring Break, 3/26 Classes Resume

X. Board of Christian Education - Heather Brooks, Lynn Beckham

a. Lynn Beckham brought up the topic of reporting lines of the Auction and Parent Teacher League (respectively) and a discussion followed. After some discussion, Pastor French made a motion to affirm that the Auction reports to the Board of Education and the Parent Teacher League's reporting line is according to the Constitution. Starlah Smith offered a second and the motion carried.

XI. Board of Youth - Karrie Tarter (absent)
a. No report
 
XII. Board of Parish Education - Becky Rowan (absent)
a. No report
 
XIII. Board of Human Resources - Mark Bunton (absent)
a. No report
 
XIV. Board of Evangelism - Jerry Ripke
a. Jerry Ripke reported that the Board of Evangelism met that evening and spoke about a member to member program in which Church members are selected out of the directory and contacted to see if the member has any questions and perhaps through conversation the member may feel inspired to get more involved. Jerry also spoke about the Lutheran Hour and ideas we may draw from their work to help us. 
 
XV. Board of Church Properties - Russ Shoemaker (absent)
a. No report
 
XVI. Board of Stewardship - Vacant
a. Dann Keiser mentioned that since there is no Board of Stewardship, the Finance Committee is assuming some of those responsibilities with the hope to find a Board Chair and then reestablish the Board.

XVII. Presidents Report - Dann Keiser

a. Dann Keiser brought up the topic of long range planning and shared the long range planning approach of Faith Christian as a best practice to consider. Dann spoke about goal setting and incorporating plans into the budget whether it be next year, in two years, five, etc. There was a fair amount of discussion on this topic. Part of the discussion included the existing Strategic Ministry Plan and Dann mentioned he would send this out to PPC.

XVIII. Adjournment
a. Mike O'Donnell moved to adjourn and Pastor French seconded. The motion carried. Pastor French closed with prayer.

Respectfully submitted by Steve Berman, Secretary

 

 

 

 

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

 

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