Ministry Teams Meeting Minutes: 8 October 2014 Ministry Team: Communications Members Present: Ben Huckaby, Gail Christensen, Jason Pace, David Cariss, Sarah Bernart, Emilie Sigel Agenda/Items Discussed: 1. Budget discussion a. $400 for roadside banners b. $150 for Constant Contact service c. $600 for video camera d. $100 for Facebook Promoted Posts and other promotions e. $400 for Spirituality in the Arts funding, now under Communications f. TOTAL: $1650 2. Update on video camera a. We talked about general recommendations, how we anticipated using a camera, and postponing the purchase of any equipment until the next fiscal year. 3. Update on the website a. The blog title has changed to “Caring for Creation” and a new post has been added b. The recommended website changes still need to be implemented; target date is by or before November 1 4. Jason shared the designs for the 2015 Stewardship Campaign for feedback. 5. David shared his Adult Formation posters. Feedback: a. Change the green to another color (maybe the Nativity blue?) b. Lighten up the photo some on the “What does God want for me?” poster c. Change text to “What Does God Want For Me?” (was “From Me”)

Action Items Discussed/Tracked:

Action Item Assigned To

Due Date

Implement website updates Ben 11/1

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

Ben tbd (discussion ongoing)

Send budget request to Finance Team Gail 10/10

Ministry Team: Buildings and Grounds Members Present: Riley, Randy, Ken T. and Alfred Agenda Items:

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

Action Item Assigned To Due Date Comment

Solicit volunteers for fall leaf blowing teams and organize a schedule

Alfred 9/10/2014 No additional volunteers from B&G team. Will expand search!

Set up appointment with Duke/Progress

Sue 9/10/2014 Waiting for Duke to come back with a date.

• Trailer removal status o The last section of the trailer is ready to be towed away and has been for a long time by now. o Judson Witham (Isaac) will clean up the area as much as he can. o When Isaac is finished, we will have to assess what else need to be done.

• Parking lot project

o Brainstorm about what needs to be done around the new parking lot to make the area look nice and easy to maintain.

o We have a few follow-up activities that have to be planned: � Outside the rear emergency exit door from the Church building, steps have to be installed from

the concrete platform down to the parking area level (we are probably in violation with the Fire Marshal’s regulations until this is done). We may be able to reuse some of the wooden steps from the back entry to the old trailer. Alfred will check with Isaac if he plans to use that wood or not. This activity is a little urgent since the door is an emergency exit.

� 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 need to decide what material to build the walkway in. The immediate options are concrete, stepping stones or pavers. Concrete will likely require the work to be done by a contractor. A temporary crossing over the muddy part has been built with stepping stones. We have an offer from a contractor to build the walkway for $1,300.00 – but we hesitate to spend any more money right now.

� A fence at the end of the new parking lot to make sure no one drives into the abyss behind it. � We may potentially receive a truck load of topsoil, which we will have to distribute around the new

parking lot and/or in the area where the Memorial garden eventually will expand into. When we know more about this activity, Alfred and Sue will contact team members to help with this activity.

• Dead oak tree close to the entrance o Sue Young is setting up an appointment with Duke/Progress Energy to come out and look at the tree. o When they come out and hopefully cut sections down, we will need to remove the debris ourselves – they

apparently do not do that. When we have a date/time, Sue will contact members of the B&G team to assist with removing this debris.

• Memorial garden walkway o As soon as the trailer is gone and the area, where the trailer was located, has been cleaned up, we will

start the work. o The initial work will require us to rent a bobcat to do the excavation and to distribute the gravel and sand

that is needed as the foundation for the walkway. o When the foundation has been built, stamped and leveled off – the pavers need to go in. This last part is

not hard work, but it will require a few people and some time. It could potentially be part of the B&G workday.

• Planning for the fall B&G workday o Sue and Chris are planning the workday. o We will discuss the current list of activities at our meeting.

• Create schedule for blowing leaves off the grounds during the fall o Volunteers so far are:

� Chris � Riley

� Ken T. � Alfred

o A note did go out to all B&G team members, but we did not get any new responses. Let us come up with a list of parishioners to ask directly.

• 2015 Budget input o It is time to provide input for the 2015 budget process. o The current utility costs and landscaping costs are assumed to remain more or less unchanged. o We hope that we in 2015 will be able to start into replacing some of our aging air conditioning systems

with new and more energy efficient systems. o Some preliminary research into which systems to replace and what type of new systems to consider has

to be done.

• Anything else we need to discuss in today’s meeting? Action Items Assigned/Tracked: Action Item Assigned To Due Date Comment

Update Workday list of activities Chris and Sue

Ministry Team: Outreach Members Present: Pete Crow, Carl Sigel, Maxine Highsmith, Noah Showalter, David Lynch, René Garcés. Agenda Items Discussed: 1. I will lead organizing DoG event with Carl’s help. Will need to get working on contacting folks, and contacting

Communications team for posters. Will also need to contact folks whom may be interested in representing new groups

like CODEP (Haiti), and other orgs. Will need to contact Carolyn Kerr or Phyllis, or the Judsons, about representing

the Honduras mission since Pete will be busy on 12/7/2014 with the Church of Good Shepard’s confirmation youth

class.

2. Pete discussed the 2014 budget, he explained Outreach had been asked to hold off on additional spending of the

2014 budget in order to help pay additional expenses related to the new parking lot. Pete discussed Outreach

focusing more of its 2015 budget in support of Inter-Faith Food Shuttle (IFFS), and felt CODEP could be a good target

of Outreach’s giving. Proposals for Outreach’s 2015 budget follow: Nativity garden - $750, Homeless - $500, NCPL -

$750, Honduras - $1000, Farmworkers - $500, IFFS - $4000, ECM - $500, Uganda - $500, Stop Hunger Now - $3000,

Outreach education - $500, CODEP - $1000, Birdhouses - $200, totaling $13700 for 2015.

3. Maxine handed out more information about Diabetes walk (11/8 at 8:30AM), reported she had collected $100 more,

and reported so far she had received support for one quarter of the targeted $1000 amount.

4. On 10/19 Pete will be handing out flyers in the narthex asking folks to get out and vote. 10/23 is the date when

EARLY voting begins, 11/1 is the date when EARLY voting ends, and 11/4 is ELECTION day.

5. Carl reported expansion of garden, which would require more fencing and wood material to build boxes, should have

full occupancy since enough family/folks have expressed interest or signed up.

6. Carl discussed the Clean Energy Raleigh workshops being held at Nativity, presented by the Sierra Club group.

Ministry Team: Youth

Members Present: Fran Kenney, Jane Weinberger, Paul Grass, Jon Showalter

Agenda Items Discussed:

• Updates to youth page: YMT members have reviewed and made comments. It is ready to launch. Delivered

Communications Team

• Youth Brochure: Basic information on a small postcard size brochure. Will be put in new comers bag and can be

handed out to new families.

• Safe Church Training: Paul is working with Beth Crow through the Diocesan Office to coordinate the Safe Church

Training for the remaining volunteers (only 3 remain).

• Background Checks: Paul talked to Stephanie about whether or not these were needed for the youth volunteers.

Stephanie decided that this should be a vestry decision and it will be on the next vestry agenda.

• October 25th Youth Retreat: Envelope on the bulletin board in the classroom building has registration forms. Box

in Estill House for the completed forms and money. Sunday School class leaders will also promote this event.

• College Buddies Program: Fran is looking to revive this program. Email addresses for college students have

been rounded up. Robbie Schuler and Sally Roggenkamp have agreed to coordinate this program. The goal is

for all CoTN college kids to be reached through the program a couple of times a year. November 2nd there will

be an assembly line to create the care packages to be mailed.

• Laptop for Paul: A used laptop has been purchased for Paul's use. There are some technical issues getting it up

and running, but it should be in use by mid-October.

• Social Media (Twitter & Facebook): We need to encourage kids, parents, leaders, YMT members to follow

CoTN. Youth events (as well as other CoTN events) are routinely published. Getting as many people tuned in

with the social media programs. @NativityOnline www.facebook.com/nativityonline

• Young Adult Mentoring: Mentors are in place for all youth in the Young Adult class, except for one.

• Fundraising Update: Spaghetti Dinner is on the schedule and all preparation is in place. Green Sales will also

start on the same evening as the spaghetti dinner, but will also run on Sunday's through November 2nd.

• Adult Renewal Event for Youth Leaders has been scheduled for November 2nd at 9:00am.

Action Items:

Action Item Assigned To Due Date Comment

Finalize youth brochure. Get it printed. Deliver to New Comers Team to include in the bags.

Fran

Diocesan Youth Events Registration

Paul