Parish Planning Council Notes

Archives - September 2018

Parish Planning Council Notes 09/18/2018

September 23, 2018
By Steve Berman
Parish PlanningCommittee - September 18, 2018
 
Attending: Dann Keiser, Pastor French, Julie Grott, Russ Shoemaker, Jen Sterrett, Chris Rowan, Mike O'Donnell, Heather Brooks, Lynn Beckham, Karrie Tarter, Jerry Ripke, Stephanie Fahler, Cara Wetzel, Steve Berman
 
I. Opening Prayer
a.Pastor French led PPC in prayer
 
II. Approval of August 2018 meeting minutes - Under Unsung Servants, PPC went through the proposed names and identified those that should remain and those that should be removed regarding the unsung servants that helped out with the playground work and moving mulch. Mike O'Donnell made a motion to approve the August 2018 meeting minutes as amended and Pastor French seconded. The motion carried.
 
III. Unsung Servants - Chris Rowan and Wayne Luke were nominated for their work on prepping the balcony for the new sound system. Libby Plassard was nominated for initiating the effort to have St. James volunteers fund the coffee and doughnuts/snacks during Fellowship time and Sunday school. The nominations were approved.
 
IV. New Business
a. Board Items - No Board Items were reported
b. Survey Results
Chris Rowan shared the results of the survey in the form of a congregation self-assessment report and some quick guides on how to address opportunities. Chris explained that overall the survey results described that St. James is well established and is capable of moving forward with a plan. He pointed out that our greatest opportunities were:
 
  • Vision or Vision communication
  • How well groups within St. James work together
  • Plan and/or execution of plan around inactives
There was discussion regarding the results and some questions and answers amongst PPC. The discussion turned to next steps to include developing a plan of action and/or the necessity of a workshop or workshops. There was agreement to set a meeting date to further explore and establish direction. The meeting was scheduled for October 1st, 2018 at 6:00p.m.
 
V. Old Business - There was no Old Business
 
VI. Financial Report - Starlah Smith (absent)
a. Jen Sterrett shared the Balance Sheet, Profit and Loss by Class and Budget performance reports. She reported that we were in a good position regarding income vs expenses. Jen pointed out and explained any gaps and/or skewed numbers. She explained all bills were current and we were close in offerings.  
 
VII. Pastor's Report - Pastor French, Pastor Heckert (absent)
a. Pastor French began his report by sharing that the new member class was going well. Continuing with his report, he shared that the Sr. Adult Fest was cancelled. Pastor French then spoke about the National Convention and proceeded to make a motion that Mike O'Donnell be formally approved to serve as the St. James Synodical Convention Lay Delegate. Stephanie Fahler offer a second and the motion carried. Lastly, he indicated that Pastor Heckert would be back on Sunday.
 
VIII. Board of Elders - Mike O'Donnell
a. Mike O'Donnell shared that Worship and Communion in the cafeteria is continuing to go well. Continuing with his report Mike shared that the Sanctuary dedication for St. James is scheduled for November 11th with Pastor May. November 17th is the dedication for the community. Next, Mike reported that care calling has begun to reach inactives and that he hopes to expand the Boards partnership with Evangelism. Lastly, Mike shared a few comments regarding the District Synodical Convention.
 
IX. Principals Report - Jake Rogers (absent)
a. No report
 
X. Board of Christian Education - Heather Brooks and Lynn Beckham
a. Lynn Beckham reported that the Board is focused on budget planning. She explained the Board is reviewing the budget quarterly to address any gaps and commented on the addition of a scholarship budget line. Lynn then made a few comments regarding awareness of classroom differentiation and spoke about goal setting in general for this year. Lastly, Lynn indicated that ISTEP data would be released when it is available.
 
XI. Board of Youth - Karrie Tarter
Karrie Tarter shared and made comments from her Board Report:
a. Mission
  • Time in the Word (Faith Builders, church/Sunday school
  • Service to St. James and Lafayette Community (Service opportunities)
  • Fellowship in a Christian environment (Fun times)
b. High School Youth
  • Leadership - Lynn Keiser has accepted the Youth Director position. Private donor is aware and endorses Lynn
  • Youth room - Foundation met and questions renting upper room to dance studio for office space. Stove/oven was purchased from Youth budget. Possible option in a ground level space that would require renovation
  • National Youth Gathering 2019, Minneapolis, MN - call out meeting was 4/15/2018 and 10-12 youth interested in attending the gathering. Possible travel with Grace Lutheran Lafayette but they want to maintain separate "church family" groups at the gathering. Their DCE Brian Pike said the adult leaders need to meet and discuss what they want a joint effort with St. James to look like
  • NYG leadership, 2-6 youth = 2-4 adults, 7-13 youth = 3-5 adults, Keisers have interest in leading with 2 of their adult children, 2 female and 2 male adult chaperones
  • NYG Fundraising - Lynn has a list of ideas she will be emailing to Board of Youth
  • High School girls having own Sunday bible study on Genesis - Lynn is going to join when available. She would also like to review books purchased. "Life's Big Questions, God's Big Answers"
  • Lynn sketched out an annual calendar including service opportunities at Church and in the community and social events. Board went through ideas and they are to be emailed to the Board
c. Junior High Youth
  • Indiana District youth retreat at Camp Lutherhaven 9/15-16/2018. Eleven youth attending and 2 adult chaperones paid their own way. Travel became an issue and a 3rd parent who was not attending the retreat had to drive both ways
d. Budget
  • National Youth Gathering Designated Funds $5098.21 (this is fundraised money by the youth)
    • Karrie spoke about the availability of the monies and how much is needed
2018-2019 Board of Youth Ministry Budget
Youth Ministry program expenses - $4500
NYG adult leaders expenses (3-4): registration, hotel, travel - $1765
(NEW)Youth Director stipend position - $5000 (member donation)
Total from church budget - $6265
 
e. Other
  • Karrie shared the Youth Director Job Description with PPC and made a few comments
XII. Board of Parish Education - Becky Rowan (absent)
a. Chris Rowan commented on the following topics on behalf of Becky:
  • Need volunteers for Trunk or Treat
  • All Sunday School teachers have been commisioned
  • Pastor Heckert's new class on Luther
XIII. Board of Human Resources - Mark Bunton (absent)
a. No report
 
XIV. Board of Evangelism - Jerry Ripke
a. Jerry Ripke commented on the following topics:
  • The need for Help brochures and the variety of topics they cover
  • The idea of a neighborhood meal
  • Looking at ways to integrate into the community
  • Encouragement cards - If someone is not at Church can send a card explaining they are missed
  • International Thanksgiving planning is underway

b. There was a brief discussion on project planning in general

XV. Board of Church Properties - Russ Shoemaker
Russ Shoemaker shared the following from his report:
 
a. Sanctuary Interior Restoration status
  • Progress to date
    • Finish painters completed work on Sanctuary Sunday 9/16
      • Punch list items need addressed
      • Church interiors, Joel Skinner, did walk through of items needing corrected
    • Wall/ceiling painters return week of 10-1-2018
      • Clean wood beams and touch up walls
      • Stain large columns under balcony & stain Alter furniture to match Pulpit
      • Work to be completed by 10-10-2018
  • Mitchell Carpentry - Start framing for Wainscot
    • Carpenter installed nailer strips for plywood backers for panels
    • New window sills installed
    • Start date to install plywood backers and wainscot panels is 9-19-2018
    • Complete install of wainscot, Alter/Baptismal oak stair tread/risers and alter trim by 10-10-2018
  • Flora Electrical - waiting on final lighting package to arrive week of 9-17-2018
    • Complete chandelier lights and light switch controls
    • Install new light fixtures and LED lights throughout Sanctuary
    • Replace all outlets on Balcony of Sanctuary
    • Complete electrical work by 10-15-2018
  • Flooring Contractor to start laying floors in Sacristy, Welcome Center, Narthex and Balcony starting week of 10-1-2018
    • Sanctuary carpeting will not start until middle of week of 10-29-2018
      • Alter floor where Communion rail is located and carpet runners down main isle and (2) outside isles
    • Flooring Contractor to finish work by 11-2-2018
  • Pew manufacturer to deliver pews 10-29-2018
    • Pews to be installed by mid-week
  • Congregation to reinstall duct work along East/West walls of Sanctuary
    • Complete by 11-2-2018
  • Speaker contractor, Mitchell Design Group, to complete install of new speaker system week of 11-5-2018
b. Summer work list status
  • Old School - Boys/Girls restroom partition install - completed
  • Parish Ctr. - Lower Boys/Girls restroom partition - completed
  • Parish Ctr. - Install "Grease Trap" kitchen area - completed
  • Parish Ctr. - Install roof exhaust fan (4) restrooms - completed
  • Parish Ctr. - Install "LG" HVAC Rm. 102-104 - completed
  • Sanctuary - Demo/Install "LG" HVAC Balcony - completed
    • Need to install line set covers
  • Playground area - Fencing to secure playground - completed
  • 8th Street - Replace handrail Gym/Old School steps - completed
c. Fellowship Hall/Sanctuary Ceiling leaking (Women's restroom and east entry to Sanctuary)
  • Terry Raber "roofing contractor" called and has checked out will repair sometime this week
d. Other
  • Resealing the shingles - not completed - wait until next Spring
  • Planning a Fall work day in October and another day later to pick up leaves - will communicate in the bulletin
  • Brief discussion on signs for video surveillance
  • Russ thanked Chris Rowan for his help in wiring
XVI. Board of Stewardship - Stephanie Fahler and Cara Wetzel
a. Stephanie Fahler reported that Jenny Rodenberg was joining the Board of Stewardship. Stephanie continued with her report and shared that planning for the restoration celebration on November 17th was going well and that she plans on getting together with Russ to work out logistics. After Stephanie's report, PPC wished Stephanie and Heather Brooks a Happy Birthday!
 
XVII. Presidents Report - Dann Keiser
a. No report
 
XVIII. Motion to Adjourn/Closing Prayer
a. Pastor French made a motion to adjourn, Mike O'Donnell seconded and the motion passed. Pastor French and PPC closed the meeting with the Doxology.
 
Respectfully submitted by Steve Berman

 

 
 
 
 
 
 
 
 
 
 
 

Parish Planning Council Notes 08/21/2018

September 03, 2018
By Steve Berman
Parish Planning Committee - August 21, 2018
 
Attending: Dann Keiser, Pastor French, Pastor Heckert, Starlah Smith, Jerry Ripke, Jake Rogers, Heather Brooks, Lynn Beckham, Karrie Tarter, Mike O'Donnell, Chris Rowan, Russ Shoemaker, Steve Berman
 
I. Opening Prayer
a. Pastor French led PPC in prayer
 
II. Approval of July 2018 meeting minutes - An error was identified under section X Board of Christian Education and the correction was noted. Pastor French made a motion to approve the July 2018 meeting minutes as amended and Mike O'Donnell seconded. The motion carried.
 
III. Unsung Servants - The following was nominated for helping St. James to include playground restoration work and moving mulch: Ron Adams, Fred Akers, Larry Akers, Mike Arden, Harold Bechner, Jim Bechner, Mike Bennett, Brad Bishop, Sara Bishop, David Bryan, Tasha Bryan, Donnie Fahler, Kyle Kurtz, Wyatt Kurtz, Kyle Myers, Josh Philyaw and Professor Joe's for donating pizza to feed the crew. The nominations were approved.
 
IV. New Business
a. Board items - There were no Board items
b. Planning Meeting Continuation - Chris Rowan reported that we are in the middle of the RE: vitality survey to run through September 2nd. There was some discussion regarding the eligibility requirements of who can take the survey. No action was taken.
 
V. Old Business - There was no Old Business
 
VI. Financial Report - Starlah Smith
a. Starlah Smith referred to the Profit and Loss Statement and gave some background on the Special Gifts Income Lines. She then went through the income and expenses and explained that we anticipate ending the month with a positive balance of approximately $8,000. Lastly, Starlah reported that our offerings are about $3,400 short per week. There was some discussion about the numbers and communicating results and opportunities.
 
VII. Pastor's Report
a. Pastor French reported that the restoration is going well and reported on some upcoming activities - September 9th - Installation Sunday for Sunday School Teachers and Adult Information/New Member class begins
b. Pastor Heckert shared that he would be on vacation from September 13th - September 22nd to celebrate with his parents in honor of their 35th wedding anniversary
 
VIII. Board of Elders - Mike O'Donnell
a. Mike O'Donnell shared that Worship and Holy Communion in the cafeteria is going well. Mike commented that Service is full and there is a positive mood. There was some discussion about inviting the congregation to remain for fellowship particularly after the 8:00a.m. Service.
 
IX. Principals Report - Jake Rogers
a. Enrollment: Total School House = 240 students 146 (Kdg-8) + 94 (In, Td, Pre-School & Pre-K) [Harmony Reporting]. 2018-2019 School Choice Scholarship: $209,170.60 (to date) ('17-'18 = $211,377.93) ('16-'17=$190,435.50) ('15-'16=$213,103)
 
b. Happenings at St. James Lutheran School
  • Teaching Staff
    • Preschool 2=Cassie McQuinn, Jessica Beck (aide)
    • Preschool 2=Lindsey Eggold, Mandy Sattgast (aide)
    • Preschool 3=Rebecca Ziegler, Abby Zumbuhl
    • Preschool 3=Chrissy Ford, Ellen Clark (aide)
    • Pre-Kindergarten=Jenny Caylor, Morgan Kurtz
    • Kindergarten=Melissa Trautmann
    • 1st Grade=Lydia Roland
    • 2nd Grade=Brenda Arden
    • Kdg.-2nd Aide=Kourtney Jeffries
    • 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, Asst. Ath. Dir.=Jenna Farrington
    • School Secretary=Ashley Northington
    • Admissions Director/Early Childhood Director=Julie Grott
    • Principal=Jake Rogers
  • Projects are complete
    • We want to thank the donors and contributions 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 and our Custodial crew for all of our projects and cleaning this summer!
  • What's new this year?
    • Math supplement (IXL), Music Curriculum (Quaver Music), Social Studies Curriculum (gr. 6-8)
    • New Renovated Restrooms (Old & New Buildings)
    • SRPx-Safety Procedures (iloveuguys.org)
      • Volunteer/Parent Badges-Check-in Door 1&6
      • Staff Badged
  • St. James Lutheran School Calendar 2018-2019
    • 9/3 - Labor Day, No School
    • 9/5 - PTL Family Fun Night, 6-7:30p
    • 9/7-8 - SJS Volleyball Tournament
    • 9/13 - Fall Pictures
    • 9/14-15 - Our Shepard JV VB Tournament
    • 9/21-22 - Calvary Soccer Tournament
    • 9/22-23 - Trinity, Indy Varsity Volleyball Tournament
    • 9/29 - PTL Carnival
X. Board of Christian Education - Heather Brooks, Lynn Beckham
a. Lynn Beckham shared Board updates and/or recaps of topics to include staffing, the playground fencing project and auction results. Lynn reported the Board has been exploring ideas for next year's dutch auction
 
XI. Board of Youth - Karrie Tarter
Karrie Tarter shared her Board report:
a. Mission
  • Time in the Word
  • Service to St. James and Lafayette Community
  • Fellowship in a Christian environment

b. High School Youth

  • Leadership - Board is pursuing the possibility of a Youth Director position versus DCE position. Funding removed from 2018-2019 budget prior to April 2018 Voters Meeting. Ruth O'Connor donating $5,000 annually for Youth Director Stipend position (similar to AD position). Meeting with Grace and St. James leadership 8/7/2018. See position description if agreement to utilize Grace's DCE. Grace offered only 8-10 hours monthly for 1/4 stipend amount. Youth Board does not feel this meets our needs and Lynn Keiser has expressed interest, prayerfully considered and accepted the role of Youth Leader
  • Youth room - Foundation met and questions renting upper room to dance studio for office space. Stove/oven was purchased from Youth budget. Possible option in a ground level space that would require renovation
  • National Youth Gathering 2019, Minneapolis, MN - call out meeting was 4/15/2018 and 10-12 youth interested in attending the gathering. Possible travel with Grace Lutheran Lafayette but they want to maintain separate "church family" groups at the gathering. Their DCE Brian Pike said the adult leaders need to meet and discuss what they want a joint effort with St. James to look like
  • NYG Fundraising
c. Junior High Youth
  • Indiana District youth at Camp Lutherhaven 9/15-16/2018. Will need adult leaders to attend
d. Budget
  • Budget discussed at April meeting with Dann Keiser. Submitted costs and Youth Director position in budget request. Proposed budget for 2018-2019 submitted as below
  • Request for church financial support for NYG - historically cost per youth was 1/3 family, 1/3 church/youth budget, 1/3 fundraising was removed from 2018-19 budget
  • Final budget includes smaller amount for youth program expenses, zero for NYG and zero for youth leadership position
  • National Youth Gathering Designated Funds $5013 (This is fundraised money by the youth)
2018-2019 Board of Youth Ministry Proposed Budget
Youth Ministry program expenses - $5,000
NYG-adult leaders expenses (3-4): registration, hotel, travel - $4,200 - $5,600
(NEW) Youth Director stipend position (comparable to AD) - $5,000
Total - $14,200 - $15,600
 
XII. Board of Parish Education - Becky Rowan (absent)
a. Chris Rowan shared several items on behalf of Becky:
  • Trunk or Treat - October 21st from 3:00p.m. - 5:00p.m. The event is on Facebook and 330 have indicated a desire to attend
  • Ice Cream Social to kick off Sunday School - September 9th
  • Nonmembers have been saying they want to attend Sunday School
  • Need two more teachers for Sunday School
XIII. Board of Human Resources - Mark Bunton (absent)
a. No report
 
XIV. Board of Evangelism - Jerry Ripke
a. Jerry highlighted the following topics from his report:
  • Visitor Committee meets at 3:00p.m. on Fridays
  • Greeters to be more visible - during Pastor's classes? during the activities on September 9th?
  • Reminder to PPC to wear their Name Tags
  • Sending cards to the sick
  • Ideas to consider
    • Open Gym to the community - there was discussion regarding logistics and risks. No action was taken
    • How we can aid Alcoholics Anonymous efforts
XV. Board of Church Properties - Russ Shoemaker
Russ Shoemaker shared a project status report:
a. New Church Pews - funded by Century of Faith Selection made on Pew design
b. Sanctuary - Interior Restoration Paint crew completed repair/paint Sanctuary interior
  • Electrician working on lighting/electrical outlets
  • Sanctuary Wainscot material/Oak flooring purchased and being manufactured
  • Detail painters due in first of September for 2-3 weeks
  • New subflooring laid on Alter, Baptismal area and Sacristy - new base to build hardwood on
c. Parish Ctr. & Old School - Renovation of (4) Restrooms Completed - Thanks to the Pre-School and painters for the bathrooms
d. North Parking Lot - Playground area - Fencing to secure playground (16 ft. gate/two 8 ft. sections) Not started to date
e. Pre-School - Install new LG Heat/Cooling System room #102 & #104 Completed
f. Parish Center - Install new Grease Trap for cafeteria kitchen area Completed
g. 8th Street Steps (New Gym) - Replace hand rails Completed
h. Parish Center - Replace roof exhaust fan for (4) restrooms and kitchen Completed
i. Sanctuary - Install new LG Heat/Cooling System for Sanctuary Balcony Completed - Still need to complete line set covers
 
XVI. Board of Stewardship - Stephanie Fahler & Cara Wetzel (absent)
a. Stephanie Fahler reported that she is co-chairing the Board of Stewardship with Cara Wetzel and they are presently the only members of the Board. Stephanie shared some topics the Board is focused on:
  • Revising the old job description
  • Making Scriptural Tithing a lifestyle
  • Electronic giving
  • History of LCMS Church/School relationship
  • Community Restoration Celebration - November 17th from 10:00a.m. - 5:30p.m. The Board plans on having a live band, smoked pork and hot dogs, a chili cook off, cornhole tournament, brew tent, bounce houses and baby-sitting
    • There will be on-line sign ups

b. Chris Rowan made a motion to make an agenda item of Admission of new Board members at the next Voters Meeting for Stephanie Fahler and Cara Wetzel. Mike O'Donnell offered a second and the motion passed.

XVII. Presidents Report - Dann Keiser
a. Dann Keiser mentioned to PPC to be aware and to pray for the continued right for church affiliated schools to maintain the right to receive public money through Indiana's school voucher program and still make employment/enrollment decisions based on the religious principles of a religious institution. He mentioned the Roncalli Catholic School staff termination matter as an important example of where legislation may or not be headed. Dann encouraged PPC to contact our legislators to press our position.
 
XVIII. Motion to Adjourn/Closing Prayer
a. Pastor French made a motion to adjourn and Jerry Ripke seconded. The motion carried. Pastor Heckert closed the meeting with prayer.
 
Respectfully submitted by Steve Berman
 
 
 
 

 

 
 
 
 
 
 
 
 
 
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