Ministry Teams Meeting Minutes: 12 November 2014 Ministry Team: Communications Members Present: Gail Christensen, Jason Pace, David Cariss, Sarah Bernart, Emilie Sigel Agenda/Items Discussed: 1. Website changes a. Website pledging has been very successful. 56 of the 98 pledges so far have been made via the website. b. Ben has made navigation chances, but several pages on the website need text. Assigned to Gail. c. More updates need to be made to the website. Assigned to Ben. 2. Facebook a. The number of hits has been great in the last month. Pages are being updated with original content every day. b. Sarah will do a Promoted Post for the Used Books Sale and Spirituality in the Arts on December 7. 3. Instagram a. Should Nativity have a presence on Instagram? b. Gail will ask Mike Belmares. 4. Jason shared the designs for the 2014 Stewardship Campaign for feedback. 5. Banners and posters a. Stephanie informed us that "Why Go to Church?" Adult Formation series had been canceled. David Cariss had designed posters for this, but will save them for possible rescheduling. b. Posters will be made for Lessons and Carols on January 4 and Epiphany on January 6. Possibly a combined roadside banner for these events? "Continue the Celebration" theme? c. Times of Christmas services different from last year. Jason will change times on Christmas roadside banner manually, to avoid cost of new banner. d. Jason has designed posters for Day of Giving, to be printed and put up soon.

Action Items Discussed/Tracked:

Action Item Assigned To

Due Date

Implement website updates Ben 12/1

Figure out options for homepage email sign up, other call outs

Ben tbd (discussion ongoing)

Design posters for Lessons and Carols, Epiphany, Day of Giving

David, Jason 12/20

Do Promoted Posts on Facebook Sarah 11/13

Write text on empty website pages Gail 12/1

Ministry Team: Buildings and Grounds Members Present: Marc Marotta, David Johnston, Ken Tessier, Randy Smith, Riley Gaddy, John Oldham, Alfred Christensen Agenda Items:

• Follow-up on last meeting’s action list.

Action Item Assigned To Due Date Comment

Update Workday list of activities Chris and Sue

Done

Re-send Memorial Garden maintenance schedule

Alfred Done

• Trailer removal status o The trailer is gone. o Chris, Randy and Alfred cleaned up the area Tuesday this week – moving as much debris as possible up

to the parking lot. We will ask Issac if he can bring a dump truck to haul it to the landfill; if not we will have to pay for one ourselves.

� Matt Chytka has offered to haul the debris to the dump if Issac does not do it. o There are some metal and plastic pipe anchors left on the site of the old trailer. They need to be either

screwed out or pulled out (can’t be done by hand).

• Parking lot project o A meeting with Duke Energy about light poles is scheduled for Tuesday next week. o Steps leading down from the rear exit door of the church building to the parking lot will be built this

coming Saturday as part of the B&G workday. � Alfred and Chris will obtain materials: needed: miter saw, drills with screw bits, wrench, hammer

and shovel. Alfred will bring drill and drill bit for drilling into the concrete pad outside the door. o A walkway has to be built from the parking lot leading up to the concrete walkway(s) between the Church

building and the Education building. We have an offer from a contractor to build the concrete walkway for $1,300.00 – but we hesitate to spend any more money right now.

o Barriers at the end of the parking lot will be installed this coming Saturday as part of the B&G workday. We had some old 6x6 pieces of treated wood that had been used to line the old playground area. Those have been dug up and will be installed this coming Saturday as part of the B&G workday.

� Alfred and Chris will buy 2 feet long rebar pieces tomorrow to tie these into the ground. � Tools needed: Shovel, drill with 1 inch drill bit and a large hammer.

o The three Magnolia trees currently in the Narthex will have to be planted early next week in the “islands” around the new parking lot.

o The holes for the trees will be dug as part of the B&G workday this coming Saturday. � Tools needed: shovels and spades.

• Memorial garden walkway

o The work has finally started. o The walkway will lead from the parking lot around the front of the Memorial garden and tie into the

concrete walkway outside the rear of Estill House. The walkway will connect to the Memorial garden via steps and a ramp for wheel chairs.

o The initial dirt preparation work has been done this week. Dirt has been moved and the walkway path has been prepped with 4 inches of gravel and 1 inch of sand – all tamped down with a plate vibrator.

o We have begun installing pavers and will continue doing so as part of our B&G workday on Saturday. � Tools needed: wheel barrow and shovel.

o We will likely need a truck load of top dirt to backfill the walkway. I have told Jon Showalter that if he gets good dirt available, we would like to buy a truck load.

• Planning for the fall B&G workday o The additional activities that need materials and/or tools are listed below. o In general we need electric extension cords, blowers, rakes, shovels, forks and wheel barrows. o Build handrails down the steps next to the old church parking lot.

� Materials will be available. � Tools needed: miter saw and drill with screw bits.

o Power washing concrete areas in front of the church building. � Alfred will bring his gas power washer.

o Mulching of beds around all buildings. � Mulch will be delivered Friday. � Tools needed: wheel barrows and forks.

o Pruning of shrubbery. � Tools needed: loppers, pruning shears and electric hedge trimmers.

o Plant pansies around the campus. � Tools needed: small shovel.

o Install weather stripping on four doors in Estill House. � Weather stripping needs to be purchased. � Tools needed: utility knife.

o Wash windows and doors at front of Narthex. � Tools and materials needed: Windex, extendable squeegees.

o Install extensions to condensation pipes outside Estill House. � Fitting, extension pipes and cement needed. � Tools needed: fine saw.

o Disinfect toys in Nursery. � Tools and materials needed: Clorox (spray and wipes) and rags.

o Dust kneelers in Nave. � Tools and materials needed: rags.

o Replace ceiling tiles in the rear of the church building. � Materials needed: ceiling tiles. � Tools needed: utility knife to cut them into the right size.

o Install blinds in bell room. � Blinds have been purchased. � Tools needed: drill with metal drill bit and screw bit.

o Marc Marotta will bring asphalt and repair the driveway off Ray Road.

• Anything else we need to discuss in today’s meeting? o We have received a proposal from Duke Energy replacing our old fluorescent light fixtures and lights with

newer energy efficient lighting. The offer is heavily discounted and we are likely to go ahead with it since it will save us energy every month.

o Should the roof on Estill House be “re-screwed”? Marc told us that newer screws are available today that would not cause as much leaking as today. Roughly estimated cost would be under $1,000 to have it done by a metal roofing contractor.

Action Items Assigned/Tracked: Action Item Assigned To Due Date Comment

B&G Workday All 11/15/2014 Check if Issac will remove debris Sue Young 12/1/2014 Bring Duke Energy proposal to the Vestry Alfred 11/18/2014 Finish Memorial Garden walkway Alfred 12/1/2014 Finish stairs off the back of the church Alfred and Chris 12/1/2014 Plant Magnolia trees after 11/16/2014 Alfred 11/17/2014 Done

Ministry Team: Outreach Members Present: Pete Crow, Carl Sigel, Maxine Highsmith, Noah Showalter, David Lynch, Cheryl Waechter, Pat Watson, René Garcés Agenda Items Discussed:

1. Planning for Day of Giving—René. I reported that I had sent last year’s poster and handout to Jason Pace and

Gail Christensen to modify for this year’s Day-of-Giving. Pete is putting together a slide show. Evelyn Judson to

needs 1 table for a “silent auction” of artwork. I will need to contact folks whom may be interested in having a

table, and let them know we plan to have 3 sessions of Day-of-Giving (1 after each service). Need to ask Pete to

write something for Glad Tidings, and tell folks they should bring cash or check to Day of Giving. Need to ask

Jason Pace, who is preparing poster and handouts, to include some message letting folks know they should bring

cash or check to Day of Giving. Perhaps poster or handout should include something telling folks Day of Giving is

an alternative to the endless spending associated with Black Friday. Noah asked if a laptop could be set up with a

catalog for folks to check out items available to donate (like Heifer International).

2. Leesville Elementary request (Heather West, PTA member)—Pete explained someone from LES contacted him

about supplementing their back-pack buddies program. Cheryl and Noah will engage person at LES.

3. Harvest for Hospitality campaign—Patti? Pete indicated there’s an initiative in diocese. Pete needs to find out

more from Patti Trainor. The challenge is similar to Nets-for-Life challenge from a few years ago. Pete further

explained (for example), 1600 farmworkers were addressed by Father Tony’s services when they received helped

with citizenship.

4. Report on Diabetes walk—Maxine. Goal was raised from $250 to $1000. Maxine reported $1100 was raised,

though once all the donations get collected the amount raised may be closer to $1200. Maxine was still collecting

names of all Nativity parishioners whom participated.

5. Mission Endowment Grants for Galilee initiatives—Pete reported there’s a new grant available through the

Diocese. Perhaps the Outreach ministry can think of a proposal to submit for a grant to help a worthy cause.

Ministry Team: Youth

Members Present: Jon Showalter, Fran Kenney, Dave McKinnon, Jane Weinberger, Sally Bloom, Paul Grass

Agenda Items Discussed:

Budget request turned in: Thanks Fran!

Travel Fundraising: Jane estimates we are on track to raise $4,000 this year with currently scheduled fundraisers.

Young Adults: Paul, YA leaders, and youth had a conversation about future classes; it was decided that Sunday am is the best time to meet but youth would like to do some out of COTN activities—hikes, service projects, etc. YA leaders are working on implementing these ideas.

Bishops’ Ball: There are about 5-6 COTN youth attending as of meeting time. Cut-off for registration is November 23.

Future Youth Class Structure: Paul introduced an idea he had for future class make-up for youth at COTN, which tries to address the issue of generally low attendance post-Pilgrimage, the decreased size of Young Adult class when students graduate and go to college, lack of curriculum for a 2

nd year of J2A, and other factors.

This proposed plan would look like this:

Current structure 2015-2016

Fixers Grades 5 & 6

Rite 13 Grades 7,8,9 (anomaly; no 9

th graders)

Pilgrims Grades 10, 11

Young Adults Grade 12

Proposed New structure

2015-2016

Fixers Grades 5 & 6

Rite 13 Grades 7,8,9 (anomaly; no 9

th graders)

EYC, Grades 10, 11, 12 Mission Trip or Pilgrimage to Costa Rica?

New Structure 2016-2017

Rite 13, Grades 6, 7

J2A Grades 8, 9, 10, (no 10th

graders) URBAN ADVENTURE

EYC Grades 11-12 MISSION TRIP

New Structure 2017-2018

Fixers Grades 5 and 6

Rite 13, Grades 7 and 8 EYC, Grades 9-12 MISSION TRIP

New Structure 2018-2019

Rite 13 Grades 6 and 7

J2A Grades 8 and 9 URBAN ADVENTURE

EYC Grades 10-12 MISSION TRIP

New Structure 2019-2020

Fixers Grades 5 and 6

Rite 13 Grades 7 and 8 EYC Grades 9-12 MISSION TRIP

Part of the proposal would be to eliminate the trip to Costa Rica and replace it with annual mission trips closer to home that would cost less each year. This would allow for youth to attend three or four mission trips, at a cost estimated at around $300 to $600 per person per trip, versus the Costa Rica trip which is a one-time event costing about $1700 per person. This plan would mean finding/creating/adapting curriculum for the EYC class. It would maintain use of the Rite 13 and J2A curriculum as well as the Urban Adventure for that class.

Team: Worship Agenda/Items Discussed:

1. Silent Auction to be held 12/7

a. How to advertise: (Evelyn)

i. In Sunday Tidings

ii. In Glad Tidings should be the longer article to explain the process of the auction

b. How should the Silent Auction be designed

i. Have everything out by 9am on Sunday

ii. Biddings stops after 1pm and items can be picked up at that time

iii. One table will be needed for 11 items

2. Lent Planning

a. Wednesday Services Morning and Evening Prayer

i. Will need volunteers to do the Morning Prayer- 7:30am

1. Evelyn Judson would be willing to help get the Morning Prayer started

ii. Will need volunteers to do Evening Prayer - 6pm

iii. Program that can be linked to the Evening Prayer?

iv. Mid week Eucharist Morning Prayer/Evening Prayer- Ann Burts

1. Start for Lent and perhaps continue during the year?

Suggestions: How about a service on Skype, FaceTime or Go To Meeting. This would be an opportunity to reach out to audiences that are underserved. Make sure that the congregation knows of Thanksgiving services that are available in the Episcopal churches in Raleigh on Thanksgiving.