Parish Planning Council Notes

Archives - February 2019

Parish Planning Council Notes 2/19/19

February 24, 2019
By Steve Berman
Parish Planning Council - February 19, 2019
 
Attending: Dann Keiser, Chris Rowan, Starlah Smith, Stephanie Fahler, Pastor French, Pastor Heckert, Mike O'Donnell, Heather Brooks, Jerry Ripke, Russ Shoemaker, Julie Grott, Steve Berman
 
I. Opening Prayer & Devotions - Russ Shoemaker delivered a devotional from March 23rd Portals of Prayer referring to John 14: 1-9. He then opened the meeting with prayer.
 
II. Approval of January 2019 meeting minutes - A correction was noted under the Pastor's Report. A motion was made to approve the January 2019 PPC meeting minutes as corrected by Pastor French and Chris Rowan offered a second. The motion carried.
 
III. Unsung Servants - Brad Bishop was nominated as an Unsung Servant for his vigilance and security mindedness in looking out for St. James Church and School families. Additionally, the following was nominated for their work at snow removal: Donnie Fahler, Kitrick Knobloch, Keith Lah, Kyle Myers, Ashley Northington, Chris Northington and Mike Trautmann. The nominations were approved.
 
IV. New Business
a. Board Issues - None
 
b. Communicant Member List 2018
Dann Keiser initiated a discussion regarding the Communicant Member list. Referring to some data on the subject he described that the Constitution reads that members with addresses unknown should be removed after a 12 month period. There was discussion regarding the effect of this action and the best approaches to consider. Dann spoke briefly regarding the work of the Membership Retention Committee and their efforts to call and determine status of Members. No formal action was taken by PPC but it was mentioned that Dann Keiser should proceed with addressing this work.  
 
Communicant Members List 2018
  • Total Members 2003 (146 live outside 60 mile radius)
  • Address Unknown 588
  • Did not Attend 926
  • Attended 1-2 times 158
  • Attended 3-9 times 104
  • Attended 10-19 times 80
  • Attended 20-66 times 147
V. Old Business
a. Escape Velocity Brewing Company
Prior to the meeting and in a series of emails PPC deliberated over Jason Behenna's (Escape Velocity Brewing Company) request that St. James Lutheran issue an approval letter granting permission for Escape Velocity Brewing Company to sign a lease. An approval letter from St. James is required due to Escape Velocity Brewing Company's intent to open the business in the same neighborhood as St. James.  The emails indicated a majority position to not issue an approval letter. Formal action was taken by Mike O'Donnell by making a motion to not issue an approval letter for Escape Velocity Brewing Company to sign a lease. Chris Rowan offered a second and the motion passed.
 
VI. Financial Report - Starlah Smith
a. Starlah Smith mentioned several items in her report:
  • Bills were paid, there is money in the savings account and we are in a solid financial position
  • Chase was notified we are leaving them and going to First Merchants
  • Focus on uncollected tuition
  • Finance Committee is giving - $500 to Gary school
  • Success of Shred Day
  • Money raised so three children could go to the D.C. trip
VII. Board of Stewardship - Stephanie Fahler, Cara Wetzel (absent)
a. Stephanie Fahler reported the Board is focused on identifying significant events/highlights from the 1950s to the present, needs of the Church and School and planning for another celebration
 
VIII. Pastor's Report - Pastor French, Pastor Heckert
a. Pastor French reported the following:
  • Ash Wednesday was March 6th
  • Lenten Series Bible Study to be led by Chris Rowan
  • Examination Sunday - first week of April
  • Preparing for Palm Sunday, Easter and Confirmation
 
b. Pastor Heckert reported the following:
  • Been busy this month with Official Acts - One Wedding and two Baptisms

c. Other - Dann Keiser initiated a discussion about emergency contact protocol. Several suggestions, questions and answers were raised. No formal action was taken.

IX. Board of Elders - Mike O'Donnell
a. Mike O'Donnell reported that the Board's last scheduled meeting was snowed out. He then talked about the Nominating Committee members, a status update on the anticipated slate and associated concerns. Mike described his intention to have the slate ready for the April 16th PPC meeting and then Voters on June 2nd
 
X. Principal's Report - Jake Rogers (absent)
a. No report was given
 
XI. Board of Christian Education - Heather Brooks, Lynn Beckham (absent)
a. Heather Brooks began her report by talking about church and school ADA (Americans with Disabilities Act) compliance and incorporating into the budget. She then reported that Lynn Beckham is serving on a sub-committee for church and school future needs. Next, Heather spoke about tuition policy and the frequency in which to review delinquencies. Lastly, she explained that the upcoming Dutch Auction is To Be Determined
 
XII. Board of Youth - Karrie Tarter (absent)
a. No report. Mike O'Donnell commented that Karrie has declined to return as Board of Youth Chair. 
 
XIII. Board of Parish Education - Becky Rowan (absent)
a. No report
 
XIV. Board of Human Resources - Mark Bunton (absent)
a. No report
 
XV. Board of Evangelism - Jerry Ripke
a. Jerry Ripke reported on the Lutheran Hour Ministries activities for the upcoming weekend. He then spoke about and encouraged membership in the Lutheran Laymans League. Lastly, Jerry encouraged PPC to listen to the Lutheran Hour Ministries radio program
 
XVI. Board of Church Properties - Russ Shoemaker
Russ Shoemaker shared the following from his report
a. Sanctuary Interior Restoration status
  • Floor Covering
    • Narthex basement stair access still needs metal trim applied
    • Sanctuary carpet has been installed but issues need resolved
      • East paired doors rubbing carpet and need to resolve
  • Congregation work to be completed
    • Base trim in Balcony still needs installed
    • Sacristy and Alter shoe mold still needs installed
  • Sanctuary Pews
    • Replace 4 pew ends with defects
    • Replace 6 seat backs with upholstery material flaws
    • Final Pew payment to be held until work completed
b. Reviewed cost of Sanctuary Restoration - project cost $292,955
  • Negative balance remaining (-$12,168)
  • Discussions under way to finalize total and resolve unpaid balance
    • Discussions with St. James Foundation - waiting on feedback from Foundation
    • All invoices are in and final balance is (-$12,168)
c. Discussed "2019" Future Projects list
  • Continued to discuss 2019 project list at February meeting
  • Board members brought forward their suggestions to add to 2019 project list
d. Actions taken since last PPC meeting in January
  • Parish center - repaired roof over Pre-school "Red Room" - Raber Roofing
  • Parish center - Ceiling tile falling in Stairwell to Band room - removed loose ceiling tile until roof can be replaced in the Spring - Raber Roofing
  • Studio B - Checked roof and came up with action plan to repair. Temporarily repaired ceiling tile and installed a temp. water barrier
  • Church Board members/Congregation members removed snow for four straight weekend snow events. Russ commented on the most recent event where 6-7 people helped to get a 3-4 hour job done in one hour
  • Sanctuary storm window broken - responded and ordered replacement panel - Lafayette Glass
  • Church Campus - quote received and approved by Board to repair Punch list of electrical needs throughout Campus
e. Other
Mike O'Donnell gave thanks to the Sanctuary Committee for their work on the Sanctuary Restoration. He also gave thanks to Russ Shoemaker for all he does 

XVII. Presidents Report - Dann Keiser

a. Dann Keiser reported on three items:
  • There is a Constitution meeting on 3/14 at 6:00p.m. and mentioned the need to either do a new constitution or amend the existing one. He also spoke about identifying and deciding on any changes to irrevocable items
  • Listing emergency numbers on the St. James website
  • Updating the website so there is a link/tab for the Foundation that can be easily found
XVIII. Motion to Adjourn/Closing Prayer
a. Stephanie Fahler made a motion to adjourn and Mike O'Donnell seconded. The motion carried. Pastor French closed the meeting with prayer.
 
Respectfully submitted, Steve Berman, Secretary

 

 
 
 
 

Parish Planning Council Notes 1/22/19

February 10, 2019
By Steve Berman
Parish Planning Council - January 22, 2019
 
Attending: Dann Keiser, Pastor Heckert, Chris Rowan, Mike O'Donnell, Heather Brooks, Jerry Ripke, Russ Shoemaker, Steve Berman
 
I. Opening Prayer & Devotions - Jerry Ripke delivered a devotional referring to 2 Peter the 3rd Chapter and Romans the Fifth Chapter. He then opened the meeting with prayer.
 
II. Approval of November 2018 meeting minutes - Dann Keiser made a motion to approve the November 2018 meeting minutes and Mike O'Donnell offered a second. The motion carried.
 
III. Unsung Servants - The following were nominated as Unsung Servants for shoveling snow: Chris Northington, Ashley Northington, Russ Shoemaker, Kitrick Knobloch, Keith Lah, Donnie Fahler. The nominations were approved.
 
IV. New Business
a. Escape Velocity Brewing Company, 526 N 9th Street - The Escape Velocity Brewing Company intends on opening a brew pub in the neighborhood of St. James and has requested an approval letter from St. James. This letter is required in order for the business to proceed and sign a lease. The brew pub was described as family friendly similar to Lafayette Brewing Company serving beer, wine and food with no hard liquor. Pros and Cons to granting approval were discussed to include the issue of parking and potential future businesses in that space. After some discussion it was decided that PPC requires more information. Mike O'Donnell made a motion to authorize the President to consult legal counsel regarding ramifications and liabilities in order to protect St. James interests. Russ Shoemaker made a second and the motion carried.
 
V. Old Business
a. Chris Rowan shared the Vision Workshop has been scheduled for March 8th (evening) and March 9th (morning). Chris commented that the workshops were open to anyone.
 
VI. Financial Report - Starlah Smith (absent)
a. Dann Keiser reported that the bills are paid and the line of credit is paid back. He then commented that offerings are down a little but cash is flowing.
 
VII. Board of Stewardship - Stephanie Fahler (absent), Cara Wetzel (absent)
a. No report
 
VIII. Pastor's Report - Pastor French (vacation), Pastor Heckert
a. Pastor Heckert described that the Synodical Convention officer nominations will be presented at Voters plus a report from Pastor French. He mentioned that Pastor French would be back on Monday.
 
IX. Board of Elders - Mike O'Donnell
a. Mike O'Donnell shared there is continued development of a Care Calling program. He then commented he is serving on the nominating committee as the interim chair with the intention of getting it going and then turning it over to a permanent chair. Mike spoke about having a full slate to consider come June.
 
X. Principal's Report - Jake Rogers (absent)
a. In Jake Roger's absence Heather Brooks combined the Board of Christian Education report with the Principal's report and commented on several topics. She spoke about discussions with Amy Dombkoski, the status of delinquencies (caught up on several in December and only lost one at midterm) and the budget. Heather described she anticipates a PPC review of the budget in March with a preliminary budget ready by April. 
 
XI. Board of Christian Education - Heather Brooks, Lynn Beckham (absent)
a. Report was given with Principal's Report
 
XII. Board of Youth - Karrie Tarter (absent)
a. No report
 
XIII. Board of Parish Education - Becky Rowan (absent)
a. Chris Rowan reported that Becky Rowan would not be continuing as the Board of Parish Education Chair. He then commented that teachers are needed for Sunday school and talked about the class schedule for adults.
 
XIV. Board of Human Resources - Mark Bunton (absent)
a. No report
 
XV. Board of Evangelism - Jerry Ripke
a. Jerry Ripke reported on several topics:
  • Tom Schultz is heading up the Visitors Committee
  • Follow up activities with visitors - could use some help 
  • Name Tag committee - working on new space to place name tags
  • Encouragement Cards
  • Lutheran Hour Ministries booklets - depression, gambling, etc.
  • Lutheran Hour Sunday 2/23 and 2/24 - there will be some tables managed by volunteers
XVI. Board of Church Properties - Russ Shoemaker
Russ Shoemaker shared the following from his report
a. Sanctuary Interior Restoration - discussed status
  • Mitchell Carpentry has:
    • Altered step side handrails by finishing trim around support posts
  • Floor Covering:
    • Narthex basement stair access still needs carpet tile glued and metal trim applied
    • Sanctuary alter carpet and carpet runners not installed. Carpet received and work to start1-21-19
    • Vinyl plank flooring for Sacristy and Balcony is completed
  • Congregation work to be completed:
    • Base trim in Balcony still needs installed
    • Sacristy and Alter shoe mold still needs installed
  • Sanctuary Pews intermediate supports angle brackets were installed to increase stability
b. Cost of Sanctuary Restoration - Project cost $292,955
  • Remaining Project payouts -      $49,910
  • Century of Faith Fund Balance  $37,742 
  • Negative Balance remaining   (-$12,168) - Russ is working on resolving the negative balance
c. 2019 Future Project List
  • Discussed carry over projects left from 2018 list
  • Board members to bring 2019 project ideas at February meeting
d. Dann Keiser reviewed Old School - Handicap accessibility options
  • Dann reviewed five main options under consideration by Board of Ed & Jake Rogers
  • Church Properties proposed the following to Board of Ed:
    • Short term options
      • Remodel pre-school Indigo room or Red room
  • Board reviewed five design options
    • Long term option (3-5 year)
      • Board recommendation was option #3 Stair tower/Elevator in alley between Parish/Old School on 8th street
e. Reviewed with Board actions taken since last meeting in November
  • Parish Center - Sewer gas in Laundry area - Brenneco re-caulked lift station pit
  • Parish Center - Kitchen steam table drain valve not working - Brenneco rebuilt valve
  • New Gym - Repaired Southeast and Southwest paired opening doors - Mulhaupts
XVII. Presidents Report - Dann Keiser
a. Dann talked about the Nominating Committee and the need for volunteers to serve. Dann also mentioned he would send out an Officer and Board member list for additions or corrections.
 
XVIII. Motion to Adjourn/Closing Prayer
a. Jerry Ripke made a motion to adjourn and Mike O'Donnell seconded. The motion passed. Pastor Heckert closed the meeting with prayer.
 
 
Respectfully submitted, 
Steve Berman, Secretary
 

 

 

 

 

 

 

 

 
 
 
 
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