Parish Planning Council Notes

Archives - March 2019

Parish Planning Council Notes 3/19/19

March 26, 2019
By Steve Berman
Parish Planning Council Meeting - March 19, 2019
Attending: Dann Keiser, Chris Rowan, Pastor French, Pastor Heckert, Chris Northington, Jen Sterrett, Julie Grott, Stephanie Fahler, Mike O'Donnell, Lynn Beckham, Heather Brooks, Jerry Ripke, Russ Shoemaker, Steve Berman
I. Opening Prayer & Devotions - Church Officers - Dann Keiser delivered a devotional from James 1: 2-6. He then opened the meeting with prayer
II. Approval of February 2019 meeting minutes - Pastor French made a motion to approve the February 2019 meeting minutes as presented and Mike O'Donnell offered a second. The motion passed.
III. Unsung Servants - The following families were nominated as Unsung Servants for their efforts in moving Amy Dombkowski's classroom to the Fellowship Hall: Schoon, Fahler, Plassard, Wetzel, Hecht, Smith, Cochran, Rogers, Beck, and Northington. The nominations were approved.
IV. New Business
a. Vision Workshop/Brain Storming - Chris Rowan made a few comments regarding the Vision workshop on March 8-9. He indicated that the Boards should be working on the resource inventory and he would work on the values piece to roll out to the congregation. Chris anticipated about 5-6 months of initial work for the core planning team.
b. St. Anthony Rehabilitation & Nursing Center - emergency disaster site
Terri Collum, Director of Plant Operations, is requesting confirmation that St. James will serve as a secondary emergency disaster site for St. Anthony Rehabilitation & Nursing Center. After a brief discussion Mike O'Donnell made a motion to approve that St. James will serve as a secondary emergency disaster site for St. Anthony Rehabilitation & Nursing Center and Stephanie Fahler seconded. The motion carried
c. Budget - Dann Keiser, referring to the Budget document, indicated that Boards should review income and expenses, forecasting information and complete their budget proposals for the next step in the budget process. Dann then initiated a review and discussion of the budget document. The majority of the discussion focused on the following two topics:
  • School - tuition and childcare expenses for staff, student projections, supporting the school and gaps regarding financial aid and income 
  • Need for a Development Director
Discussion regarding the need for a Development Director ultimately led to a consensus that the position was vital to the success of St. James (school and church as "one"). Mike O'Donnell made a motion to put before Voters in June 2019 that St. James add the position of Development Director to further advance the Gospel. Lynn Beckham offered a second and the motion carried
V. Old Business
a. There was no Old Business
VI. Financial Report - Starlah Smith (absent)
a. Dann Keiser passed out the Financial Report. Jen Sterrett reported that cash is close and vouchers are to come in March. She indicated there may be a need to access the line of credit for about $10,000 - $15,000 but would pay it back right away. A full line of credit is anticipated for the summer. Lynn Beckham made a motion to accept the financial report as presented and Jerry Ripke made a second. The motion passed.
VII. Board of Stewardship - Stephanie Fahler, Cara Wetzel (absent)
a. Stephanie Fahler reported that regrettably she is stepping down as Board Chair and explained the reasons requiring her time and attention. She still plans on being involved with putting on an anticipated Marty Party in August/Sept. Stephanie explained she was pretty sure Cara Wetzel would not be continuing as Co-Board Chair as well as Board member Jenny Rodenberg not returning. Stephanie explained if anything changes, she'll let PPC know and also offered to help with the addition of a Development Director as she could.
VIII. Pastor's Report
Pastor French reported the following:
a. Official Acts
  • Divine Services conducted - 5
  • Sermons preached - 9
  • Follow up phone calls from staff meeting prayer list - 2
  • Counseling - 4
  • Walk ins/phone - 5
  • Shut ins visited - 2
  • Classes taught - 16
  • Meetings attended - 9
  • Baptisms - 1
  • Funerals - 0
  • Weddings - 0
b. Upcoming
  • Lent services continue
  • Confirmation Examination 4-7-19 / 10:30 ser. No Communion
  • Voters 4-7-19
  • Palm Sunday and Holy week begin 4-14-19
  • Easter 4-21-19    7,9,11
  • Jr. High Confirmation 4-28-19 at 10:30a.m.

c. Other - there was some discussion on emergency phone calls being forwarded to Pastor French. Pastor French mentioned there will be some fine tuning of the process.

Pastor Heckert reported the following:
a. Official Acts
  • Divine Services conducted - 6
  • Sermons preached - 7
  • Hospital visits - 2
  • Counseling - 0
  • Walk ins - 3
  • Shut ins visited - 8 (4 attempted)
  • Classes taught - 18
  • Meetings attended - 11
  • Baptisms - 0
  • Funerals - 1 (David Ancil, 02.26.19)
  • Weddings - 0
b. Updates
  • Lent continues apace
  • Starting (officially) new member class this upcoming Sunday, with discussion beginning
  • Emergency calls: in event of an emergency that requires a pastor, let's educate and direct our members on what to do - we'll establish a protocol and publish it
IX. Board of Elders - Mike O'Donnell
a. Mike O'Donnell reported the Board has been busy during the Lenten season. Mike mentioned the restart of the Care Calling program and that Jeff Wetzel has the lead. He then talked about the work of the Nominating Committee and there was some discussion about any Chairs and members finishing up 2 terms.
X. Principals Report - Jake Rogers (absent)
a. No report
XI. Board of Christian Education - Heather Brooks, Lynn Beckham
a. Heather reported that the Board has been working on the budget and calendar. Next, it was reported that a more permanent fix for Amy Dombkowski's classroom location is to be determined.
XII. Board of Youth - Karrie Tarter (absent)
a. No report
XIII. Board of Parish Education - Becky Rowan (absent)
a. Chris Rowan reported that the Bible Study "Behold the Man" continues. He then spoke about re: vitality Sunday and an upcoming new member class.
XIV. Board of Human Resources - Mark Bunton (absent)
a. No report
XV. Board of Evangelism - Jerry Ripke
a. Jerry Ripke reported on Lutheran Hour Ministries. He shared information about the organization history, ministry efforts, membership opportunities and how to donate. Jerry also shared some LHM materials with PPC.
XVI. Board of Church Properties - Russ Shoemaker
Russ Shoemaker shared the following updates from his report
a. Sanctuary Restoration
  • Discussed status of Open issues
    • Sanctuary southeast paired doors carpet repaired to allow doors to close
    • Basement stair access had trim around opening installed
    • Alter & Balcony - Shoe mold trim to be completed after Lent season is over
    • Sanctuary pews with defects will be replaced by Manufacturer in near future
  • Discussed funding Sanctuary Restoration Project - Project cost $293,010
    • Negative balance remaining - (-$12,223)
    • Discussed funding - Board members made motion to submit memo in March Sunday weekly bulletins to request help from Congregation members to cover negative balance in C.O.F. fund. Russ submitted memo last Sunday to give background to congregation on why negative balance occurred.
    • Russ discussed with Board if money is not raised by congregation by time final billing is received, he would ask Voters to allow Business Manager to utilize line of credit to cover balance remaining
b. Board worked on identifying 2019 Future Project List
  • Reviewed a long list of projects and Board prioritized list
    • Board identified greatest need in projects
    • Identified ways of funding projects
  • Started to identify time table for 2019 projects
  • 2019 Project List
    • Sanctuary & Cafeteria - repair sidewalk between buildings & improve drainage - $3500
    • Sanctuary, reseal loose shingles - $4,650, 2018 Insurance Settlement
    • Old School & Parish Center - bottle filler drinking fountains - 5, Dutch Auction 2019
    • Parish Center - new upper & lower flat roofs - $4000 donated, $2200 budget
    • Parish Center - repair tiles at doors
    • Parish Center - upper level restrooms, boys & girls - Dutch Auction 2019
    • Parish Center - New ceilings & lights - KG, 1st, 2nd, Huth, PK (dimmers installed) - $6400 - accepted to be on Auction list
    • Intercom System completed - fellowship hall, church office, new gym, plus two other unidentified areas - Dutch Auction 2019
    • Old School - Crow's Nest pendant lights need replaced, outlets & wiring checked, install baseboard heaters on a timer - Dave Flora quoting
    • Parish Center - PK Blue, new floor, Flooring Express quoting, $575 allocated from EC budget to date
    • Amy Dombkowski moving to Red PS room for 2019-20 school year - AC/Heat will need addressed and install Promethean Board
    • Russ mentioned that the majority of the list should be completed by August 2019. Some projects may be self-funded
c. Actions taken since last PPC meeting in February
  • Started repairing electrical problems in Facilities (Maintenance & Repair)
    • New Gym locker room lights repaired
    • Handicap ramp lights repaired
    • Church Office had new LED light installed
    • Church office door access camera had batteries replaced by 24volt power supply
    • Kitchen lights repaired in walk-in freezer, storage closet and light over prep table
  • Parish center - Repaired work started on roofs over Pre-school areas and Band room/Stairwell    Church Member/Maintenance & Repair A-Z Enterprises
  • Old School - Computer Lab restroom toilet was repaired (Maintenance & Repair)
  • Old School - Art room and Indigo room furnace repaired
XVII. Presidents Report - Dann Keiser
a. Dann Keiser reported on three topics. First was an update on the member contact information project. Next, the constitution meeting was rescheduled for Thursday, March 21 at 7:00p.m. Lastly, Voters was on April 7th. 
b. Heather Brooks volunteered to take devotions next meeting.
XVIII. Motion to Adjourn/Closing Prayer
a. Mike O'Donnell made a motion to adjourn, it was seconded, and the motion carried. Pastor French closed the meeting by leading PPC in reciting the Lord's Prayer.


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