The Ministry Team discussed several facilities and grounds maintenance items at Nativity Episcopal Church, including: 1. Upcoming workdays in April to focus on campus cleanup and maintenance projects. 2. HVAC, plumbing, electrical, and roof issues, including replacing the sacristy water heater and investigating long-term HVAC replacement. 3. Grounds projects like cleaning gutters, removing a magnolia tree, trimming bushes, and improving drainage. 4. Scheduling maintenance like inspecting emergency lights, cleaning the memorial garden, and getting quotes for snow removal.

1. Ministry Team Meetings
January 11, 2017
Ministry Team: Communications
Attendees:
David Cariss, Sarah Bernart, Gail Christensen, Ben Huckaby, Becky Christian, Jason Pace, Stephanie Allen
Agenda/Items Discussed:
1. Vestry decision about emergency contact persons?
a. Diana Hudgens, our 2016 Vestry rep, wrote that the vestry has taken no action. Stephanie will
notify the new junior warden that this is a pressing need.
2. iContact email template design - Ben
a. No progress at the moment
b. Assigned due date is the 31st of January; Ben will try to make this date.
3. Design concepts for latecomers sign, additional parking sign and sign re emergency contacts -
Jason
a. Jason showed the Team a hostess sign he proposes we purchase for $58. Signs are easily replaced.
Team approved the proposal; sign will be purchased soon.
b. Jason will work on sign re additional parking behind the church, and sign re emergency contacts
once they are decided.
4. Emergency Contacts
a. Jason suggested we assign a static emergency contact number that our phone system will then
call forward to a chain of people who are on the emergency contact list. That way personal phone
numbers are protected and the emergency number stays the same.
b. Jason will work with Alfred to see if our phone system can do this.
5. Glad Tidings concern - Sarah
a. Christmas service times were not in the Advent Glad Tidings and that seemed like a missed
opportunity.
b. Suggestion: have someone review Glad Tidings for events like this to make sure all content is
included. We discussed what upcoming events should be included in the Lent issue, which will cover
until Pentecost.
6. What to do when an event gets cancelled?
a. Events are being canceled without any notice, so they are persisting on social media and such and
people are becoming confused about it.
i. Suggested policy: whenever an event is cancelled the cancellation needs to be announced in the
same ways that the event was announced.
b. Stephanie will contact Gail (and others) for future cancellations; then the message will be
distributed to all social channels and email.
7. Acoustical evaluation - Gail
a. This is a capital expense and we should ask to have it folded into the capital campaign that is
coming up.
b. This cost was noted in the team’s budget request, but not as a request for our budget as it isn’t
really appropriate for Communications alone).
c. Stephanie noted that there is already some money going into a hearing assistance system for the
church, but this is different.
d. Stephanie will inform Vestry about our request to be included in Capital Campaign.
8. Upcoming posters:

2. a. ASAP - Capital Campaign kickoff dinner at end of month - need posters, then will need large
outdoor banner and other materials - Jason and David
b. 2/19 - Spirituality in the Arts: A Program of Poetry and Music at 4pm - see details at
http://nativityonline.org/worship/spirituality-arts/ - Jason will do all SiA posters
c. Shrove Tuesday event - Once a volunteer coordinator is found, David will provide posters
d. 3/1 - Ash Wednesday Services at 8am, Noon, and 7pm - David
e. 3/19 - Spirituality in the Arts - Jason
f. March ? - Final organ pipes to be delivered. Should know final date by 1/31 in time for Glad Tidings
article - Becky will write
g. 3/25 - First Habitat for Humanity Build Date - Jason will work with Sam Taylor
i. Need a link on the page that the web slider points to. This page will need text alerting people to
the fact that they will be directed to the Habitat for Humanity website (an external site) - Jason
h. 4/16 - Easter Services at 6:30am, 9am, and 11:15am - Jason & David
i. Gail will check if last year’s roadside banner is usable; if not, Jason will order a new one.
i. 4/29, 4/30 - NCCMI concerts - Jason will work with Waltye
j. 5/21 - Spirituality in the Arts: Tosca, Tunes, and Tofu at 4pm - Jason
k. Environmental Stewardship and Adult Formation will need posters for upcoming events - contacts
are Carl Sigel and Carl Terry
Action Items Discussed/Tracked:
Action Item Assigned To Due Date
iContact email template design Ben 1/31
Posters and web sliders, Capital Campaign materials David and Jason 3/28
Easter services roadside banner, web slider, posters Jason and Gail 4/1
Design and order SiA roadside banners Jason
Write Glad Tidings article re delivery of organ pipes Becky 2/1
Check to see if we have Easter roadside banner Gail 2/8
Purchase hostess sign Jason soon

3. Ministry Team: Buildings and Grounds
Attending: Alfred Christensen, Chris Christiansen, David Johnston, Marc Marotta, Nancy Reed
Agenda Items:
• Spring 2017 Workday – plan is for a Mini Cleanup April 8; Spring Workday April 29
• Campus maintenance - buildings
o HVAC Systems
• No new issues reported.
• HVAC systems are maintained by All American under a service contract.
• Study of HVAC system replacement long term plan continues. Nativity is looking at variable
flow systems, which are significantly more energy efficient, but more expensive to purchase
and install. It all needs to be considered in the light of other energy investments, such as
solar panels. Some estimates have been received. When we understand the scope of the
desired HVAC work, we will request quotes from multiple vendors. Pete Crow has asked
Rene to pull together a report for the Vestry to consider.
• Pipe insulation was replaced for the condenser units behind Estill House during Workday.
Similar replacement is needed for the units of the church building but pipes are much larger
and insulation will need to be obtained from supply house such as Boatwright.
o Plumbing – Sacristy water heater went out on Christmas Eve. Was noticed by Alter Guild. Nancy
was on top of things and arranged replacement shortly after Christmas. Cost was about $1300.
Youth are requesting an improved arrangement for filling water pitchers in Education Building.
This is partly driven by the long term problem with water discoloration. Alfred noted that the
City had tested the water some years ago and determined it to be safe. For filling pitchers, we
could investigate whether there is an option retrofit for the water fountain or consider replacing
one faucet in each restroom.
o Choir room shelving – David J. has resurfaced the counter where sink was removed and added
shelving added over counter for storage of choir music. While patching some wall holes, also did
some patching/paint touchup in south hallway. Need to relocate some items. Second effort will
be to duplicate current tall shelving in a narrower width to fit space.
o Torn pew upholstery – Decided to have upholster do work. Ken C. has arranged for Jimmy
Cooper Upholstery to do repair in January.
o Telephones/data – No reported problems. ATT wants to provide a fiber connection for COTN.
Current hang-ups are added cost and problems with both digging from Ray Road and hanging
fiber from a damaged Duke power pole. A related issue is the light on the pole near the
playground that is not working and has the cover detached. Alfred is coordinating both issues.
o Electrical – Problem with can light fixture reported by Robert. Alfred and David J will look into it.
o Roof – Replacing screws and sealing washers for Estill House roof to reduce leaks remains a
possibility if problems are noticed. Baker estimate costly. No recent action.
o Ceiling Stains – Stained acoustical ceiling panels due to past roof leaks in Church Building and
Estill House should be considered for replacement. We have some panels from previous
construction available.
o Education Building - A window sill in the back class room (208) is beginning to rot due to water
damage over the years. We need to determine when/how to repair the window sill. Cleaning
the gutters on the education building on a regular basis is the best way to avoid further damage.

4. o Preschool – KinderGarden had an insurance inspection on Dec. 23. Six doors in the Education
Building will need finger guards installed for Mary Kingsley to maintain insurance. Door guards
have been ordered. Will need installation no later than Jan. 23.
o Gutter cleaning – Some areas need cleaning on Estill House and Educ. Building.
o Squirrels – No reports of squirrels in Estill House since December event. Hopefully success! Chris
and Ken C patched wall retrieval hole.
o Fire alarms - Simplex Grinnell is under contract to provide alarm testing once a year.
• The Simplex Grinnell report is to be posted/available during fire marshal inspections.
• Need to document alarm reset locations/procedure so we can avoid SG visit charge.
o Doors –The vesting door lock button should be corrected by rotating 90 degrees.
o Exit signs and Emergency Lighting - The monthly inspection of the emergency lighting and exit
door sign lighting is required by the Fire Marshall. Two B&G members do this per month,
rotating through all members of the B&G team. A checklist inspection form listing all locations is
used. December inspection by Ken T and Ken C identified one unit that needs
repair/replacement. Working on numbering units.
• January 2017: Ken Tessier and Marc Marotta
• February 2017: Marc Marotta and Matt Chytka
• March 2017: Matt Chytka and Randy Smith
• April 2017: Randy Smith and Rick Burts
• May 2017: Rick Burts and Lori Special
• June 2017: Lori Special and Rene Garces
• July 2017: Rene Garces and Nancy Reed
• Campus maintenance - grounds
o Lawn - Service currently being used appears adequate and has resulted in savings.
o Oak island entrance landscaping - area needs landscaping for appearance. Matt Chytka and Carl
Sigel will develop a plan to plant the area. Matt and Nancy met with a landscape architect that
Matt arranged to look at campus and provide ideas. Suggestions included: keeping plantings at
oak island entrance low to provide visibility to the church, suggestions for various plantings
around the church building, trimming island bushes that scratch car doors, and many others. A
good start was made on Fall Workday but much is left to be done.
o Grounds planting and clean-up – Chris has been blowing leaves before services.
o Trees
• A decision was made to cut down the Magnolia that is growing close to the Church Building
on the north side. Greens from tree were made available in December with plan to cut
down after Jan 1. A date will be set when weather appears suitable. Jason would like to have
some trunk sections for carving.
• Nancy contacted Leaf & Limb to finalize the cutting of tree limbs overhanging a neighboring
property. They expect to schedule the work sometime in next 2-3 weeks.
• Chris Lenhardt noticed that the maple tree near the vesting room has a major split and
potentially some disease which should be evaluated. Maple trees on parking islands are
under stress.
o Lawn drainage – During Workday, a ditch was excavated behind the Education Building to
improve drainage a damp area and three drop inlets were uncovered on the north side of Estill
house. Some additional side slopes may be needed to reduce trip hazards. Testing is needed to
see if the drop inlets still drain and where. Chuck Til has located helpful site plans.

5. o Downspout drains – Drain pipe for Education Bldg. downspouts on the garden side was replaced
during the Fall Workday. In the future, it may be desirable to remove the downspout elbows,
partially bury the drain line, and connect vertically into the drain line. Existing parts can be easily
adjusted. It would improve appearance. Main effort is doing the excavation. Carl Sigel has used
part of old pipe to protect young trees. Rest goes to Restore.
o Vegetation control – Progress has been made to maintain/control vegetation growing on the
south parking lot bank above the woodland. More will be needed southwest of the Education
Building. Carl Sigel and Laird Davis made more progress last week. Need to decide whether
landscaping plants (e.g. Wax Myrtle) should be lightly pruned to encourage bushing.
o Vandalism – No new problems.
o Playground – Kinder Garden had an insurance inspection on Dec. 23. The playground will have
to have one of sand, pea gravel, shredded wood product, rubber matting, etc. under and around
equipment for Mary Kingsley to maintain insurance. Mulch has been ordered. Will need
installation 6” thick no later than Jan. 23. Will require a lot of volunteer labor.
o Handicapped parking – Plan is to provide two handicapped parking spaces near the Education
Building. Involves making a curb cut and replacing a portion of the sidewalk with a code-
compliant concrete ramp. Raleigh Paving has been engaged to do walkway, signage and
restriping plus refreshing striping of the 4 accessible spaces near narthex for $2800.
o Pavement maintenance – The oldest paved areas are in a clear state of decline. For long-term
understanding of cost, Raleigh Paving also provided an estimate for milling and repaving the
north parking lot and circle drive. Cost would be $47,000. David J restriped a few spaces in this
area with left over paint. No new potholes.
o Snow removal – We have been spreading ice melt on walkways and letting sun and rising
temperature melt the parking lot. With more activities during the week including the preschool,
should we have a more pro-active procedure? Options might include engaging a company to
treat with brine solution before snow storms and plow after. Input has been requested from
Environmental Stewardship since runoff drains to woodland and to some grassy areas. Could
check with Korean church to see if they need same service. David J will get some quotes.
o Eagle Scout projects – Two projects are in various stages by Jack Nolan (underway) and Robert
Kenney (planning).
o Memorial Garden maintenance schedule - The following is the schedule for this activity:
• January 2017: David Johnston
• February 2017: Ken Tessier
• March 2017: Marc Marotta
• April 2017: Ken Cawthorne
• May 2017: Rene Garces
• June 2017: Matt Chytka
• July 2017: Randy Smith
• August 2017: Rick Burts
• Action List status
Action Item Assigned to Due Date Status
Inspect exit signs and emergency lights (Dec) Ken C. & Ken T. 12/31/16 Done
Inspect exit signs and emergency lights (Jan) Ken T. & Marc 01/31/17
Memorial Garden monthly maintenance (Dec) Alfred 12/31/16 Done
Memorial Garden monthly maintenance (Jan) David J. 01/31/17

6. Choir room shelving over counter & misc painting David J. Jan ‘17 Done
Add’l choir room bookcase shelving Spring
Replace defective emergency light Alfred and David J. 12/20/16 Done
Replace defective emergency light, check can light Alfred and David J. Jan ‘17
Install door finger guards for preschool David J & Chris 01/23/17
Place mulch required for playground equipment B&G Team + others 01/23/17
Pew upholstery repair by upholster Ken C. Jan ‘17
Limb cutting by Leaf and Limb contractor Nancy Jan ‘17
Cut down Magnolia B&G Team Jan ‘17
Document fire alarm reset locations and procedure. Post
Simplex Grinnell report.
Nancy Jan ‘17
Dispose of perforated pipe David J. Feb ‘17
Test for drop inlet outlet location and function David J. Feb ‘17
Number exit signs and emergency lights David J. & Chris Jan ‘17
Contact Duke Power about damaged pole & light cover Alfred Jan ‘17
Get quotes for snow removal David J. Jan ‘17
Correct vesting room door lock button David J. & Ken T. Winter
Clean gutters Mar ‘17
Rework downspout connection to new pipe David J/Ken C/Chris Spring
Plan entrance plantings (Carl S. and Matt C.) Matt C.
Get an arborist out to Nativity Alfred Spring
Replace insulation on Church Building condenser units. Workday? Spring
Replace ceiling panels with stains Workday? Spring
Riprap for woodland Spring
• Anything else we need to discuss?
o If you are aware of issues we need to discuss, please send them to David J for the agenda.
• Next Month’s Meeting: February 8