Minutes of the Nov. 11 '13 ministry teams meetings

1. Ministry Teams Meeting Minutes: 13 November 2013
Ministry Team: Newcomers
Members Present: Cheryl, Brenda Johnston, Sue Young
Agenda Items Discussed:
I. Mentoring new members - Cheryl and Brenda volunteered to coordinate a new Nativity ministry, called the Shepherding
Ministry. This team will be made up of volunteers who have a genuine passion for drawing new members into the life of
the Church and will to be a welcoming and friendly ambassador for Nativity.
II. Materials for Visitors – After a discussion on the topic, a decision was made not to offer packets of materials for visitors.
The main reasons not to provide a welcome package were that visitors would be more interested in the service itself and
people than reading a lot of printed material, on information they can get on-line. Any printed flyers or handouts that are
thought to be useful can be made available in the narthex, especially once we get furniture in place there. Plan to have
materials available at Newcomer breakfasts.
III. Advent – discussed additional ways we can be welcoming and engage visitors during Advent.
IV. Newcomer Breakfast on January 12, and the next Welcome Sunday liturgy on January 26
Action Items:
1. Glad Tidings article to recruit volunteers
2. Draft Advent calendar postcard to send to
previous 6 months’ visitors
3. Update Newcomer welcome bulletin board
4. Schedule for advent Sundays – welcome table
5. Establish goals for Newcomers Team for 2014
Brenda and Cheryl
Cheryl
Cheryl
Sue
all

2. Ministry Team:
Adult Formation
Members Present:
Carl Terry, Nancy Terry, Stephanie Allen, Gail McNally
Agenda Items Discussed:
1. Reviewed items from fall 2013 schedule:
• Report from George that he and George Clifford will do two Sundays. Working title would be “The two
tales of Christmas.” Jane Vella had agreed to do the Bible Study but will be asked to do another time.
•
Reviewed the attendance at the Women of the Fourth Gospel. It has been disappointing. Some of the
regulars have not attended.
2. Adult formation for 2014. See attached list.
• George Douglas has volunteered to do a program on “What is Lessons and Carols” for 1/5/2013. Need to
confirm. Alternative is to do Bible study or Get someone else to do the program.
• Stephanie and Friends are scheduled for the “The Acts of the “Apostles” for seven weeks of Epiphany.
1/26/2014 is Newcomer Breakfast and Stephanie will not be available then.
• Carl has confirmed Winston Charles for five Sundays including Palm Sunday. He will not be available for
3/16/2014.
• Stephanie will work with Mike Belmares to do a program on 3/16/2013 on “Virtual Spirituality for Everyday
Living”
• Stephanie reported that the Community Bible Study with Liz and Mike Belmares had 10 people on
Wednesday. That program is off to a good start.
• George Douglas reported that George Clifford had volunteered to do a book study during Lent, “Without
Buddha I could not be a Christian" by Paul Knitter Discussion of having this program compete with
Winston Charles when he is a guest and paid speaker. George Clifford is popular and we want to ensure
that both get attendance. (Winston will be doing the sermon that first Sunday so parishioners will get to
know him) Two options for George, offer this as an alternative during Epiphany, or have it after Easter.
• Lenten Evening Program: discussed three different schedule possibilities. Start with evening prayer,
then dinner, then a brief program, then Eucharist. Another possibility, Start with dinner, program,
Eucharist, Third possibility, begin with Evening Prayer, Dinner, program. (See schedule). Lenten
program would be three weeks with Team Ministry Meetings coming before and after the three weeks.
David Lynch was suggested as a possible program person. Would also have the Youth to plan and carry
out a program for children during the program time. Decision is pending.
• Discussed room arrangements when we have two offerings. Wanting to make the space more intimate
and conducive to discussion and conversation. Can use the conference room for one offering. Set up the
parish hall in a smaller space to bring people together.
• Stephanie told us about a curriculum, Feasting on the Word.
http://www.feastingontheword.net/Curriculum/. It is Lectionary-based and includes children and adults.
Possible consideration for summer.
• The Diocese is looking at a program http://www.churchnext.tv/ for individuals who want to deepen their
faith. Not as extensive as EFM. It is web based. Would want to have a group meet together to discuss
their learning through this program. We could use at The Church of Nativity. This is a future
consideration.
• Gail reported that EFM is going well. They are studying Luke now. She and Harlan have developed a
format that is working well.
• Discussed Marriage Programs. Stephanie suggested that we get to know the younger couples. They do
not know us. Determine what they would want and when.
• Discussed paying for books as part of the budget discussion. We would have money to pay for those
who could not purchase, but would expect that most would buy their own books. This is a change and we
will have to work on how this is presented to participants.

3. 3.
Budget discussion:
• $385 for Winston Charles
• $300 for another speaker
• $145 for the Feasting on the Word Curriculum
• $200 for books
Total_____ $1380
Go to the Google doc for the 2014 schedule.
https://docs.google.com/spreadsheet/ccc?key=0AtffggVDwY-9dDdhTGxxb3hVY0NaLUtxNGUwUndVb2c#gid=0
Action Items Assigned:
1. Nancy to talk to Jane Vella about not doing Bible Study for December 22. Done.
2. Stephanie will work with friends to facilitate “The Acts of the Apostles”. She will have someone to do the program
on 1/26 when she has the Newcomers Breakfast.
3. Nancy to talk to George Douglas about his commitment for “What is Lessons and Carols?”
4. Stephanie will discuss with George Clifford about when he could do the book study, “Without Buddha …..”
5. Stephanie to talk to David Lynch about Lenten Evening Program.
6. Nancy and Carl and meet with the Community Bible Study group to get input on marriage offerings.
7. Nancy to meet with Moms group to get their input on marriage offerings.
8. Nancy to send John our budget request.

4. Ministry Team: Communications
Members Present: Emilie Sigel, Gail Christensen, Jason Pace, Becky Christian
Agenda/Items Discussed:
1.
2.
3.
4.
5.
Budget issues - The 2014 budget has not been devised yet, but we understand that we will be responsible for the
cost of Constant Contact ($126/year), but not for speakers for the nave, which is deemed a capital expense.
Jason will speak with the Junior Warden about placement that will enhance intelligibility, not detract from it.
Episcopal street sign - The Senior Warden requested that our Team buy and erect the standard Episcopal street
sign, but this cannot be done off-property, according to local, county and state authorities, so the Team discussed
where it could be erected on property. Gail will discuss placement with the Junior Warden.
Phone directory - The Team agrees that a directory must be produced annually, and that time has come. Alfred
Christensen has again offered to create the directory. He has to get input from Jennie Herrick, and we hope that
can be done in time to deliver the directory to parishioners in time for them to mail their Christmas cards.
Facebook "promotions" - The Team agrees that this is a useful, modern and inexpensive way to spend
advertising money. For $5, we can "push" postings on our Facebook page to 1000 people, and for $20 to 5000
people. This was done to promote the Aurora Musicalis concert and we think it was very successful. A new
feature of these promotions will concentrate the push to the Raleigh-Durham area.
Brand guidelines - The Team strongly recommends that communications from Church of the Nativity have a
common look and feel. This may be difficult with a church that is so much lay-driven and lay-led, but we must
make the effort, and we hope the Vestry will back us up. We believe that all materials regarding stewardship,
outreach, newcomers, direct mail, or that are in the pews should be seen by a member of the Communications
Ministry Team before printing to ensure consistency, spelling, and adherence to guidelines, which we promise will
not be so stringent that they will stifle creativity. We will be consultants, not obstructionists. Jason and Becky will
pull together guidelines (most of which are published already on our Facebook page and are followed in Glad
Tidings) and the Team hopes to present these to the Vestry in January. Jason recommends we standardize on
the Aller font, which he used on the Flourish in Faith poster and which is free, clean, contemporary, and readable
(for example, the lowercase l is distinguishable from the numeral 1). It is available in 7 font weights from
fontsquirrel.com.
Action Items Discussed/Tracked:
Action Item
Assigned To
Placement of Episcopal street sign
Gail
Develop and finish Brand Guidelines for submission to the Jason, Becky
Vestry
Provide updated list of names and addresses of
Jennie
parishioners
Due Date
12/11/13
1/8/13
11/30/13

5. Ministry Team: Youth
Members Present: Dave McKinnon, Jon Showalter, Jane Weinberger, Fran Kenney, Sally Bloom
Agenda/Items discussed:
1. Team Membership update--Mike Belmares has asked to be removed from Youth Ministry Team.
2. Youth Ministry Mission Statement.. After discussion the unanimous consensus of the YMT was that the following will be
the Youth Ministry Program Mission Statement:
• Nativity’s mission is to provide an environment for teens to encounter the transformative power of Jesus Christ,
through community, worship, prayer, and service.
3. Budget/Stewardship Updates Fran and Dave
• General Notice re receipts: Please let Fran know when we have a receipt to be paid. She has a copy of the
account codes in her folder as well. She needs to track expenses for youth accounts. FYI--Sally, this means you.
Fran has placed a document in drive with all youth codes. Counters have been reminded how to code deposits.
• The vestry asked the YMT to review the 2013 budget, to see where we can free up monies. Fran noted that 2013
monies allocated to J2A and Pilgrims were for trips, and she is having those amounts moved to the trips restricted
funds. Remaining monies designated for education and training are being freed up for other uses by vestry.
• Stewardship: Dave: 126 pledges, $311,000. This is amount pledged last year, with 8 fewer pledges than last year
at this time. 50 outstanding pledges (people who pledged before) and 22 new pledges. $385,000 is target
amount to be able to hire a youth minister.
4. Other Notes:
• Jane: J2A and Pilgrim deposits have all been made and train and plane reservations have been made. There are
20 J2A youth going on the Urban Adventure to Baltimore, and 8 youth going to Costa Rica. Fran noted that there
is $1200 from greens and poinsettias sales as profit for youth trips.
• Youth Program in Progress--What’s Up? Fran reported that the nine COTN youth enjoyed the Christ Church
diocesan gathering. numbers for trips this summer.
New Business:
1. Brainstorm possible future YAC activities (for the rising YACS, for 2014-2015; they will be 11th and 12th graders). Sally
suggested researching and possibly implementing the discernment aspect of the Mentoring Program from the YAC
curriculum for the spring semester of the current Pilgrims’ classes. The idea is to get advance buy-in from the youth
regarding participation next year when they are YACs, by raising awareness and interest in next year’s projects and
opportunities.
There was discussion of possible mentoring opportunities, and we recognized that we must allow youth the opportunities
to express their interests.
Jon noted how this is, like many objectives, a building process. We noted how in years’ past individual youth had the
personalities and opportunities to express themselves in the life of the church.
Beth wrote notes regarding the Diocesan Chartered Committee for Youth, and while we would like greater COTN youth
participation on Diocesan projects, our focus re: rising YACs is to have them in church weekly. We would like to know
what we can learn from or borrow from the DCCY program that helps make this happen. BETH: Please provide any
information you can about how this program “raises up the youth.” A thought from Stephanie: What if one of the ministries
one of the pilgrim/soon to be YAC decided to be part of was the Diocsesan CCY? It might not happen with this current
group as they have not been as involved in Diocesan Events as the group below them, but future groups who have
participated in Diocesan Youth Events, this could be their ministry.
It was decided that we would review the mentoring program and talk with Pilgrim leaders about possible introduction of it
this spring, if it seems doable. YMT will need to establish a firm list of possible mentored activities, opportunities.
2. Review Nativity Youth Assessment. We reviewed the history of the assessment and where we were in the process it
established. Many of the tasks on the list have been done, others remain. Overall, we believe it is time to re-visit the
Visioning tasks of the Assessment; AND to work on a written Strategic Plan for Youth Integration in the Church.
Regarding Visioning: While it seems difficult to work on a long-term vision when we think of the difficulties in
implementation, Dave stated that by looking longterm we can work backwards to action items that will help us reach a
goal. And while we would like input from a possible youth minister, we also think it would be good to have a long term
vision in place for this person to use as a jumping off point.
Regarding Strategic Plan for Youth Integration: We believe that in many ways they are immersed in the life of the
church, but documenting that immersion will allow us to find gaps and possibilities for more involvement, and also help set
expectations for rising youth on upcoming opportunities, as well as allow us to communicate youth involvement to the
parish and beyond. Finally, it would be the basis of possible mentoring suggestions for rising YAC initiative.

6. It was decided that we will focus on these tasks in the January-March meetings, with assignments as follows (although
some work to be done in December). NOTE UPCOMING YMT DATES ARE: December 11 (possible); January 8,
February 12, March 12.
Goal
Task
Assigned To
Due Date
From Assessment Plan
Visioning
and
Strategic
Plan for
Youth
(“SPY”)
Review Assessment,
REQUIRED, and annotate
in your own color!
All YMT members
12/4/11
SPY and
rising YAC
idea
Contribute to Shared
Document of CURRENT
Youth activities in Whole
Church
ALL YMT members
12/10/11
A strategic plan has been developed for
helping the youth become an integral
part of the whole church, weaving the
youth ministry into the fabric of the entire
church. This plan may include creative
ways to plug youth in leadership roles
throughout the church. Build off the
desire of youth and parents to make a
difference in the world as well as their
local community. The current outreach
opportunities have been evaluated for
effectiveness. Create a plan for
promoting and exposing the youth to
outreach throughout the year.
SPY and
rising YAC
idea
Contribute to Shared
Document of POSSIBLE
Youth activities in Whole
Church
All YMT members
12/10/11
A strategic plan has been developed for
helping the youth become an integral
part of the whole church, weaving the
youth ministry into the fabric of the entire
church. This plan may include creative
ways to plug youth in leadership roles
throughout the church. Build off the
desire of youth and parents to make a
difference in the world as well as their
local community. The current outreach
opportunities have been evaluated for
effectiveness. Create a plan for
promoting and exposing the youth to
outreach throughout the year.
Rising YAC
idea
Review Mentoring Manual
for YAC program
Anyone can, will
share, but Jane,
Sally and Fran to
review for possible
implementation
12/10/11
Rising YAC
idea
Discuss and Decide, using YMT
Shared List of current and
possible Youth Involvement
possibilities
12/11/13
YAC IDEA
Implement with Pilgrims. If
it is decided to do so.
Sally and Jane
1/15/14
Creating
SPY
Taking the input from
above, write a narrative of
these components to see
how they fit into a plan to
integrate youth and what
Sally
2/10/14
based on
1/8/14
discussion
[Whether we meet in person or virtually
in December, we would need a decision
on changes to Pilgrim curriculum for
spring so can be implemented].
From Assessment: Christian Formation
Plan: Define the purpose of the youth
ministry and how the various
components fulfill that purpose. Create
an integrated template for connecting

7. each component of the ministry: J to A,
youth group and Confirmation.
else needs to be done
Visioning
Draft set of core values for
visioning process and
share for input on google
docs
Dave
12/10/13
Visioning
Draft Three Year Goal(s)
and share for input on
google docs (three years
means beginning of
academic year 20162017?) or do you prefer
calendar years?
Jon
1/6/14
Visioning
Revise and Complete 3
year goals
Jon/Sally
2/11/14
Visioning
Draft Benchmarks to reach
3 year goals, based on
draft provided 1/6/14 and
discussion on 1/8/14;
share on google docs
Fran
2/10/14
SPY
Review/annotate Draft SPY
on google docs
All YMT Members
2/10/14
Visioning
Complete Benchmarks
Fran/Sally
based on Completed 3 year
goals
3/10/14
SPY
Complete SPY
3/10/14
Sally
Remember our mission: Nativity’s
mission is to provide an environment for
teens to encounter the transformative
power of Jesus Christ, through
community, worship, prayer, and service.

8. Ministry Team: Buildings and Grounds
Members Present: David Johnston, Randy Smith, Alfred Christensen
Agenda Items:
• Follow-up on last meeting’s action list.
Action Item
Organize B&G work day
Nave audio reinforcement system user
guide
Provide 2014 budget input to the
Finance team
•
Due Date
Nov 1
Nov 13
Comment
Completed Saturday Nov 9.
No new status
Alfred
Oct 11
Completed (number below)
Budget input for 2014
o We are requested to evaluate our 2013 budget vs. actual status and provide any changes to the budget
for the remaining months of 2013.
Account
#
65110
65100
65310
65320
65330
65340
65400
65500
65600
??
64920
o
o
o
o
•
Assigned To
Alfred
Ken Tessier
Account
Name
Budget
Actual
to-date
9/30
2013
Actual
% of
budget
Left for
rest of
year
Est.
needed
for rest
of year
$226
???
$4,038
$1,714
2014
Budget
Proposal
Cleaning
$1,000
$679
67.90
$321
$1,000
Maintenance
$6,500
$6,857
105.49
$-357
$10,000
Power
$14,500
$12,114
83.54
$2,386
$15,000
Telephone
$6,000
$5,141
85.68
$859
$6,500
Trash
$400
$181
45.25
$219
$60
$400
collection
Water
$2,500
$2,453
98.12
$47
$818
$3,000
Landscaping
$4,000
$4,374
109.35
$-374
$400
$4,000
Insurance
$15,000
$9,920
66.13
$5,080
$3,307
$15,000
BB&T Loan
$46,961
$35,220
75.00 $11,741 $11,740
$50,000
Payment
Long-term
$0
$0
??
maintenance
Computer
Hardware and
$1,000
$2,836
283.60 $-1,836
$0
$1,000
Software
We have used the maintenance budget for 2013. We know of at least one maintenance bill to come
($249.00 for repair of the A/V system in Corlett Hall), but apart from that we will do anything possible to
avoid more maintenance expenses for the rest of the year.
We have used up the landscaping budget for 2013. There may still be a bill in the mail from Fetsko, but
we have asked them to not do any further activities for the rest of the year.
Alfred will follow up on the power and telephone bills for the rest of the year.
Any new computer hardware and software costs will be postponed till 2014.
We have had multiple occasions where the A/V system control module in Estill House was not working and had to
be reset (powered off/powered on again). The problem became permanent about a week ago.
o I2Install has been out to look at the component and it is permanently broken.
o A replacement component was installed 11/13/2013 and the system seems to be back working as usual
again.
o The cost of the replacement module was $249.00 – i2install did not charge any costs for labor (thanks).

9. •
Buildings and Grounds work day follow-up
o We had a great day with good participation.
o We managed to get almost all activities completed – including moving the 15 cubic yards of mulch. We
could have used more mulch, but our old backs were probably happy we didn’t have any more.
o There were a few activities we did not manage to complete – notably the gutter cleaning, which we will try
to reschedule as soon as all leaves have fallen.
o We will try to arrange a spring cleanup work day when spring comes to make the campus look nice for
summer time.
Task
Number
Task
1
2
3
4
5
6
7
Prune bushes around Estill House
Spread mulch on the playground area (first
mulch priority)
Clean gutters and downspouts on Estill
House
Plant Daffodil bulbs
Inspect all outside doors and renew weather
stripping where needed
Clean and re-stain the wooden cross on the
front of Estill House
Remove dead tree in front of Estill House
15
Prune bushes around the Church building
Clean up under the big oak tree and spread
mulch in the “sitting” area (third mulch
priority)
Clean gutters and downspouts on the
Education building
Remove the old breaker panel on the side of
Estill House
Inspect all drinking fountains for leaks and
make appropriate repairs
Remove small Gum tree next to the
children’s playground
Blow leaves off all parking lot areas
Spread mulch in the Memorial Garden
(second mulch priority)
16
17
Prune bushes around the big oak tree
Plant pansies
18
Clean refrigerator coils in the kitchen
Replace bulbs in three EXIT signs in Estill
House with LED bulbs
8
9
10
11
12
13
14
19
20
21
22
23
•
Clean up nature walk and spread new layer
of mulch (fifth mulch priority)
Spread mulch in natural areas in the parking
lots (fourth mulch priority)
Repair leak in roof over the backdoor into
Corlett Hall
Repair threshold into the conference room
Fetsko landscaping services.
o Fetsko has provided their last service for 2013.
Tools needed
Pruning shears,
electric hedge cutter
Wheelbarrow, fork,
leaf rake, rake
Ladder, cleaning tool,
buckets
Trowels, shovels, bulb
drill
Status
DONE
DONE
DONE
General toolbox tools
Brushes
Spade, pull
Pruning shears,
electric hedge cutter
Wheelbarrow, fork,
leaf rake, rake
Ladder, cleaning tool,
buckets
General toolbox tools
DONE (stain not
needed)
DONE
DONE
DONE
Could not be done,
panel is "hot"
General toolbox tools
Chainsaw?
Blowers
Wheelbarrow, fork,
leaf rake, rake
Pruning shears,
electric hedge cutter
Trowels, shovels
Special tools (Chris
has them)
DONE
DONE
General toolbox tools
DONE
DONE (no mulch
spread – ran out of
mulch)
Wheelbarrow, fork,
leaf rake, rake
Wheelbarrow, fork,
leaf rake, rake
Ladder
General toolbox tools
DONE
DONE
DONE
DONE
Ran out of mulch!
DONE
DONE

10. •
Parking lot expansion – status of current planning activities
o The Vestry decided to move ahead with the project. As soon as we get into some of the detailed
planning, the team will be involved in the work.
o We are still waiting for cheap dirt. Many projects in the area have been delayed due to the very wet
summer we have had.
o We just checked again with the project manager and there is no change in status as of early October.
•
Memorial garden
o A question was raised if it would be possible to remove the old well head in the Memorial garden. Alfred
will look into it.
o If we eventually decide to remove the trailer, we need to consider having that done before any major
changes to the Memorial garden are implemented as a result of the Memorial garden landscaping design.
The removal of the trailer will likely have to be done through the existing space between the Memorial
garden and Estill House.
•
A cabinet door in the cabinets above the coffee maker doesn’t close correctly.
o Alfred will try to adjust the hinges and possibly install a magnet to hold the door closed.
Action Items Assigned/Tracked:
Action Item
Can old well head in the Memorial garden be
removed?
What is the status of the Memorial garden landscaping
design activity?
Complete gutter cleaning
Fix door in cabinet over the coffee maker
Check water fountains for leaks
Nave audio system reinforcement system user guide
Assigned To
Alfred
Due Date
12/11/2013
Alfred
12/11/2013
Ken T and Alfred
Alfred
David
Ken T
12/11/2013
11/20/2013
12/11/2013
12/11/2013
Comment