jan ministry teams minutes

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COTN Ministry Teams Meeting Minutes – January 11, 2011 Ministry Team – Finance and Stewardship Attendees – Dave McKinnon, John Oldham, Tom McNally Agenda Items Discussed - Vestry input on preliminary budget Accounting for restricted bunds – change to Lia not income Discuss budgets with teams Action Items – Complete final budget for Vestry presentation

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jan. 12, 2012

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Page 1: Jan Ministry Teams Minutes

COTN Ministry Teams Meeting Minutes – January 11, 2011

Ministry Team – Finance and Stewardship

Attendees – Dave McKinnon, John Oldham, Tom McNally

Agenda Items Discussed -

Vestry input on preliminary budget Accounting for restricted bunds – change to Lia not income Discuss budgets with teams

Action Items –

Complete final budget for Vestry presentation

Page 2: Jan Ministry Teams Minutes

COTN Ministry Teams Meeting Minutes – January 11, 2011

Ministry Team – Buildings and Grounds

Attendees – Jack Spence, Jon Showalter, Marc Marotta, Ken Special

Agenda Items Discussed –

Swing is loose Oak plugs to cover pew screw holes Exterior lighting pricing Fire alarm – investigate Investigate jurisdiction fire and police - Raleigh or Wake County Bottom pivot broken on one Estill House Doors Need clock in Parish Hall Keep Finance comm advised of intended capital expenditures Clean carpet in nursery

Action Items –

Send sample plug to builder provided by Mark Marotta – Mark Fire Alarm system working – Jon, Complete Pivot for door – Mark and Jack Confirm response to Fire/Police for any emergency case from land line so call goes to correct

jurisdiction – Jack Price clock – Jon Clean carpet - Jack

Page 3: Jan Ministry Teams Minutes

COTN Ministry Teams Meeting Minutes – January 11, 2011

Ministry Team – Communications

Attendees - Sarah Bernart, Ben Huckaby, Emilie Sigel, Becky Christian

Agenda Items Discussed –

Update on Website & Hosting Service

- Contract with our current service provider is active until sometime mid-Spring (check email for specifics)- The visual design for our new website (and Facebook and Twitter) is dependent upon the design firm finishing their branding project for Nativity, so we are waiting on them before we can do any design work.- We will research and decide on a platform for building the site on (such as WordPress, Drupal, or some other technology)- The hosting providers that we have already researched (including Nativity's current provider) will be evaluated based on the needs of the chosen technology and the email service needs of Nativity- If we choose a digital publishing solution like WordPress, we can go ahead and research templates and layouts and configure that (even without being able to do visual design)

Update on Twitter

- Account set up! A few followers already- Goal is to post news, links of interest, etc. at least once a day- NativityOnline is the Twitter account- Will be mentioned in Glad Tidings

Communication Survey

- Is indefinitely postponed

Budget

- Budget request for this committee has been turned in already- The Budget team is going to recommend a budget of $1500 for communications for the coming fiscal year

Who is Our Target Audience? How do They Communicate?

Page 4: Jan Ministry Teams Minutes

COTN Ministry Teams Meeting Minutes – January 11, 2011

- Our 3 top audiences: + People who are newcomers + People on the roll but who no longer come to church + Active communicants (people who attend regularly and are exposed to announcements, etc)- People who are newcomers are finding us through Facebook, the website, (roadside) signage, possibly the phone book and newspaper publicity- What tactics can we use for retention of newcomers? + information package/welcome package + gift? (such as the coffee mugs that were given once before in a little welcome kit) + magnet or card with the Facebook, Twitter, website, phone, etc.- What about people who are on the roll but are not regular attendees? + Do they know we are re-energized? What's happening in the church currently, what great activities are going on, "wish you would give us another try", etc.- What tactics can we use to reach these people? + Emphasize or educate the importance (to Nativity teams) of planning events far enough out to communicate them to the congregation + Have a Welcome Video from Stephanie on the website, email/mail out a letter version (or link to the video version) to inactive members- How do we tell people about the Yahoo! email group?

Recommendations

- Having an updated church directory could help with communications- A church calendar with events and such + Posted on website and other high-visibility places

Action Items –

Inquire about getting the youth to make posters to advertise Nativity on Facebook and Twitter and encourage communication in the congregation

- What is the status update on Kreative Promotions' branding work? When is it expected to be completed?

- Find out which of our researched hosting solutions meet the email requirements of Nativity and are viable options as a hosting provider

- Research possible solutions for the website technology so that a decision can be made on what we want to use

Page 5: Jan Ministry Teams Minutes

COTN Ministry Teams Meeting Minutes – January 11, 2011

Ministry Team – Adult Formation

Attendees –

David Stoller, ChairKen TessierGeorge Douglas Nancy TerryJesse Lowe

Agenda Items Discussed:

Finalized Forum for Jan-Feb to Lent Identified 2 Sunday morning offerings, 1 mid-week offering for Lent Discussed EFM organization, funding, recruitment Discussed possible subjects, formats for Rector’s Forum, post Easter Discussed budget request Discussed summer program possibilities

Action Items:

Contact persons to lead Bible Study – Nancy, Jesse, Stephanie, 2/12/12 Plan Lent spiritual practice seminar – Stephanie, David, 2/12/12 Get EFM presentation lined up – David, 2/12/12 Send final budget request to Joel Kamya – David, 2/12/12 Set agenda for next meeting – David, 2/1/12

Page 6: Jan Ministry Teams Minutes

COTN Ministry Teams Meeting Minutes – January 11, 2011

Ministry Team – Youth Formation, Childrens’ Formation

Attendees - Becky Showalter, Susie Holmes, Lisa Avery, Megan Douglas, Elizabeth Clark, Gail Till Agenda Items Discussed –

Review children’s curriculum - ongoingSet schedule for children – Lisa will follow up with Fran and Beth -doneRedefine the pilgrimage as mission trip– Jane and Susie-doneAccomplish team leader and teacher training – all – SummerFind Team Leaders – split into children and youth team leaders – Susie Fundraising – review and coordinate – Susie and Stephanie – Feb-if all fundraising groups are put into one account, concerns over lack of ownership of the fundraiser and who gets the money. Could assign responsibilities of each fundraiser to a particular group, but all money goes into one account Fundraising can also be a bonding experience for a group. Need guidelines for participation (for example, each youth must be involved in one fundraiser per year). Check on necessity for GT blurb and cover all Pilgrim issues – Jane -doneCheck on availability of nannies for alternate Sundays – Becky -done

Nursery Nina Robinson retuning, alternating Kristen HaganClean nursery quarterlyPaint nursery and carpet clean – take to Building and grounds- Wednesday night care – for ministry team meeting nights- table for now until more demand

Children Need a Children’s Coordinator (oversees events)Easter Egg hunts

Need a Children’s Team Leader (leads Weds monthly meetings)

Youth Need a Youth Team Leader (leads Weds monthly meetings)Fundraising – frequency, competition for dollars, presentation, communication about fundraisers-will discuss with Stephanie

Ongoing action itemsPaint nursery and carpet clean – take to Building and Grounds- assigned to Becky. Due in January. Already done. Wednesday night care – Elizabeth will email Jane H. to send out email asking for need.Clean nursery quarterly – signup sheet - MeganChildren’s co-coordinators: Becky Showalter and Elizabeth ClarkChildren’s Team Co-Leaders: Becky Showalter and Elizabeth ClarkYouth Team Leader – Susie will call Heather

Page 7: Jan Ministry Teams Minutes

COTN Ministry Teams Meeting Minutes – January 11, 2011

Members of Youth Formation Ministry Team will be in contact with teachers, coordinators and all adults associated with teaching youth for issues (Gail and Heather) and email concerns and issues to the vestry liaison (Stephen Hollis) and team leader (Gail for now)Members of Children’s Formation Team will be in contact with all teachers, coordinators and adults associated with teaching children. (Megan) and will email team leaders (Becky and Elizabeth) and the vestry liaison.Review children’s curriculum - ongoing – Megan will review Morehead Publishing and Lisa will talk to Cokesbury Books and ask for input. We discussed several past curriculums.

Page 8: Jan Ministry Teams Minutes

COTN Ministry Teams Meeting Minutes – January 11, 2011

Ministry Team – Parish Life

Attendees – Fran Kenney, Sandy Entrup

Items Discussed –

Recruiting team members Fellowship hosting schedule Pancake supper Team events

Action Items:

Confirm Fellowship Team assignments for each week, Annette to forward – FK, 1/13/12 Confirm how/process to procure suppliers for Fellowship to ensure stock – FK, 1/13/12 Begin pancake supper planning details, create task list – FK, 1/13/12 Review old GTs to create events list to establish parish life calendar – Complete Focus on Recruiting – All, 1/29/12 Clarify events we’re responsible for planning – FK, 1/20/12 Create a team roster – FK, 1/27/12 Submit GT article on Pancake Supper – FK, GT deadline

Page 9: Jan Ministry Teams Minutes

COTN Ministry Teams Meeting Minutes – January 11, 2011

Ministry Team – Newcomers Ministry Team

Attendees - Geyer Longenecker, Ed Entrup, Sue Young, Babs Freeman (vestry rep), Tivey Clark

Agenda Items Discussed –

Reading of COTN 3 year objectives/mission statement Discussed ways to get basic info from newcomers, single card out in Narthex to catch them as

they come in/leave As Stephanie welcomes visitors, invite them to fill out the newcomer/visitor card and greet her

on the way out Letter from church after first visit – cover letter/bulletin/Sunday and Glad Tidings/Church

Ministry Overview Sunday Tidings to include invitation to identify yourself as visitor Suggestion to design new business cards w/address and direction on the back Updating website so links directly to bulletin/Sunday Tidings Newcomer reception

Action Items –

1. Create Newcomers Card – Geyer, next meeting2. Refine welcome package – Geyer, next meeting3. Plan and execute first newcomer reception – Sue

Page 10: Jan Ministry Teams Minutes

COTN Ministry Teams Meeting Minutes – January 11, 2011

Ministry Team – Outreach

Attendees - Carl Sigel, Harlan Hagge, Carl Terry, Perry Schneider, Pat Watson, Charles Malone, Jane Heyward

Agenda Items Discussed –

Outreach Dollars Identify 4 choices for focus themes Focus on what need of chosen project are – not what we want to do Categories of ministries and subgroups

Action Items –

Determine GT deadlines for next 4 mos – Carl, 12/30/11, complete Write GT Jan – Jane, 12/16/11, complete Write Feb. and Mar. GT – Pete brainstorm themes to reach three or four, with possible ways they might be played out – Team,

2/8/12 – in process material to be distributed – Team, 4/1/12 designing material to be distributed – Team, 3/14/12

Page 11: Jan Ministry Teams Minutes

COTN Ministry Teams Meeting Minutes – January 11, 2011

Ministry Team – Worship

Attendees – Nancy StollerEvelyn JudsonCharlesLori SpecialAlicia BodfordMargaret Anita Kerr

Agenda Items Discussed –

Review of previous Minutes from Team MeetingChapel PlacementReview of budget

Discussion Notes:

Chapel Placement:

Review of previous notes..where should the chapel be set..up.

Until we research the following questions it will be difficult to make a decision on where the chapel should be.:

How often would it be used? What is our need for a chapel?

Stephanie explained that the idea was presented as a possibility of a place for quiet for people to come and pray , could also possibility be used for Morning prayer. There is also a possibility of a weekly service during Lent .

Suggestion, was made to table this discussion at the present time.

Lenten services will be presented on Tuesday 6-8:30. People will brown bag. This service will be in the church. Further discussion will be done on Feb. 8.

Representative from Finance Committee, Tom McNallly presented a verbal report of the budget for the Worship. Discussion of how the budget will work. Worship is budgeted for 2012 at $12,000.

Evelyn Judson presented the request from the youth to help plan their service which will be coming up in a few months she will be presenting their ideas to the Choir Master and to the Rector for final approval.

No assignments were made.

Page 12: Jan Ministry Teams Minutes

COTN Ministry Teams Meeting Minutes – January 11, 2011

Ministry Team – Pastoral Care

Attendees – Gail McNally, Jane Wehland, Susan Garrison

Agenda - Brief discussion of what has Pastoral Care been in the past Define what Pastoral Care will or should look like going forward

Discussion Notes –

Past to Present Pastoral Care:

Neighborhoods divided by zip code; these had been large and each neighborhood had a coordinator.

Nancy Titus headed/worked with all phases of Pastoral Care. This pastoral care was physical assistance in crisis (i.e. doctors appts. shopping assistance, etc.)

on a short term basis, visits with shut-ins, meals being coordinated and taken; spiritual in bringing the community to the parishioner in crisis, as well as prayer with person; communion being taken to parishioner in crisis.

Future Pastoral Care:

Spiritual primarily. Prayer—intercessory and personal. Assistance in crisis—but how. Short Term help. Communication as a pastoral care group; with individual(s) in crisis; with priest. Assessment of situations—who, how? Formation of Pastoral Care Committee. How to design neighborhood setup—small groups by interest or age range or life situation.

Action Items:

Action Items cannot be assigned until the Pastoral Care Team is able to define and possibly design the Pastoral Care Function going ahead.