1. Ministry Teams Meeting Minutes: 9 October 2013
Ministry Team: Newcomer
Members Present: Sue Young, Barbara Kamry, Cheryl Waechter
Agenda Items Discussed:
1. “Mentoring” new members so they feel welcomed and get involved in the community.
Ideas included recruiting members for a “shepherding” team, each of whom would be matched up with a
newcomer/couple/family based on a commonality, provide them with a checklist of ways to help their assigned
newcomers feel incorporated and get involved. This “official” role would not extend further than six months, possibly less.
Also talked about “activities fair” as a way to showcase all that COTN has going on (that idea was not supported in Oct
vestry mtg ).
2. Newcomer budget discussed for 2014
Action Items Assigned/Tracked:
Action Item
Assigned To
Due Date
Run idea of “shepherds” by SA. write up article for GT to recruit members Sue
GT deadline
Mentoring of newest members – ministry teams offered, etc
team
ongoing
Survey newcomer breakfast attendees for feedback
tbd
after 9/22
Host newcomer check in/info tables at church events like church picnic, Fat Tuesday or high attendance Sundays.
team
ongoing
Visitor pkts created
team
ongoing

2. Ministry Team: Pastoral Care
Members Present: Jane Weyland, Charly Kerr, Caroline Kerr, Barbara Kamya, Janet Alford
Vestry Liaison: David Lynch
Agenda Items Discussed:, visitation for those in assisted living or others not able to attend services
• Budget for 2014
• Visitation for those in assisted living, etc.
Action Items Assigned
Action Item
Plan meeting with Stephanie
Obtain 2013 budget detail
Assigned To
Janet
Janet
Due Date
10/16
11/13

3. Ministry Team: Buildings and Grounds
Members Present: Ken Tessier, Randy Smith, Alfred Christensen
Agenda Items:
• Follow-up on last meeting’s action list (from the August meeting).
Action Item
Assigned
To
Alfred
Due Date
Comment
Sep 11
Ken Tessier
Sep 11
Will be added to the upcoming workday
activity list.
Ken is still trying to locate a vendor with
the correct cages.
Chris and
Alfred
Sep 11
Determine if audio
reinforcement rack can be
moved to the back of the
Nave
Alfred and
Ken Tessier
Sep 11
Research cost of amplifier
and speakers for the Nave
Alfred
Sep 11
Finish user’s guide for audio
reinforcement system
Ken Tessier
Sep 11
Check/clean gutters on back
side of Estill House
Install cages over
downspouts in gutters on
Estill House
Research, select and install
two programmable
thermostats for the Nave.
•
This activity will be postponed to 2014
due to budget overrun in 2013.
The thermostats we plan to use are
Honeywell Wi-Fi Programmable Touchscreen
Thermostat
Model # RTH8580WF. The cost is $149.00
per thermostat at Home Depot and $128.43 +
shipping at Amazon.com
Further work on this postponed until
budget approval for the amplifier has
been secured.
Probably yes, but there are no outlets, so
we’ll need to install one. We will also need
an enclosure of some sorts so the audio
controls won’t be inadvertently adjusted by
people passing by. We need to identify the
best location and discuss with Stephanie
before we make any final decisions.
Estimate is 6,000.
Had meeting with Randy. Waiting for his
estimate – expected to be more expensive
than predicted (roughly around $6,000 is
what Randy indicated).
Work in progress.
Budget input for 2014
o We are requested to provide initial input for the 2014 budget by today.
o Finance data as it relates to the Buildings and Grounds team:
Account
#
65110
65100
65310
65320
65330
65340
65400
65500
65600
??
Account
Name
Cleaning
Maintenance
Power
Telephone
Trash
collection
Water
Landscaping
Insurance
BB&T Loan
Payment
Long-term
maintenance
2012
Budget
Actual
Budget
$1,000
$6,500
$14,500
$6,000
2013
Actual
to-date
9/30
$679
$6,857
$12,114
$5,141
Actual
% of
budget
67.90
105.49
83.54
85.68
$0
$12,000
$17,640
$5,220
$1,008
$10,120
$14,086
$5,956
$2,280
2014
Budget
Proposal
$362
$400
$181
45.25
$400
$1,959
$999
$15,000
$2,665
$3,811
$13,981
$2,500
$4,000
$15,000
$2,453
$4,374
$9,920
98.12
109.35
66.13
$3,000
$4,000
$15,000
$49,961
$49,961
$46,961
$35,220
75.00
$50,000
$1,000
$10,000
$15,000
$6,500
??

4. Account
#
64920
o
o
o
o
o
Account
Name
Computer
Hardware
and
Software
2012
Budget
Actual
$200
$907
Budget
$1,000
2013
Actual
to-date
9/30
Actual
% of
budget
$2,836
283.60
2014
Budget
Proposal
$1,000
Maintenance: We have had an unusual amount of maintenance to our A/C systems. All the systems are
getting old (some of the units are up to 22 years old), and maintenance is likely to also be needed in
2014.
Landscaping: We have for the last two years used a landscaping company (Fetsko) to maintain our
grounds. The cost of doing so is exceeding our budgeted amounts. To avoid budget increase for this
account, B&G decided to reduce Fetsko involvement by performing more landscaping activities
ourselves.
BB&T Loan Payment: If we refinance, this budget item will be impacted. We will coordinate the amount
on this budget item with the finance team.
Computer Hardware and Software: In both 2012 and 2013, we upgraded our IT infrastructure and
installed a new PC for our new business manager. In 2013 we had to purchase a new phone system for
Nativity, which was posted to this account. We do not currently expect any major new activity in this area
beyond potentially upgrading our CDM license to a multi-user license.
New itemized budget items:
New thermostats in the Nave, in Corlett Hall and in the Estill House hallway (4 thermostats $500). The objective is to better control electricity cost. This amount is included in the
maintenance account budget number above.
The Communications team has requested money for a sound system in the Nave (estimate is
$6,000 for amplifier and speakers). This is likely not an operating fund item, but rather an
investment (improvement?) item. We will let Finance team decide where this item should go.
When we have a Memorial Garden design and implementation plan, the cost of implementing that
design needs to be determined. Until the plan exists, it is impossible to estimate the cost of
implementation.
•
We have had (at least) two occasions where the A/V system control module in Estill House was not working and
had to be reset (powered off/powered on again).
o Alfred has sent a note to Randy asking what the cause of the problem might be.
o Randy has responded that it may happen during short power outages.
o Alfred has placed a sheet near the control module explaining how to reset it if it happens again.
•
We need to schedule a Buildings and Grounds work event – some initial thoughts about activities:
o Some of the shrubs around the campus, especially those in front of Estill House, need pruning and
maybe moving to other locations.
o One of the shrubs towards the right side of Estill House appears to have died and needs to be cut down
or removed.
o Some cleanup is needed around the oak tree and other areas.
o The wooden benches and tables under the oak tree need to be power washed.
o Planting of pansies for the winter in selected areas.
o Power wash the brick walk ways in the Memorial garden.
o Wash out and snake out all the gutter downspouts.
o Install cages over downspouts in front of Estill House (if we manage to find some that can be used for the
purpose).
o Clean gutters on Estill House and the Education building.
o Remove the old breaker panel on the side of Estill House towards the Education building.
o Clean refrigerator coils for energy savings.
o Inspect all outside doors and renew weather stripping if needed.

5. o
o
o
o
o
Inspect all water fountains for leaks and make appropriate repairs if needed.
Install LED or CFL bulbs in all 5 EXIT signs in Estill House. The EXIT signs in the Worship and the
Education buildings are of a newer type that appears to already use energy-efficient light sources.
Clean and re-stain the wooden cross on the front of Estill House.
Other grounds (including the Memorial garden) activities that need to be identified? Please send ideas for
further activities to Alfred (alfredch@nc.rr.com)
Alfred will organize the event – likely the first half of November?
•
Fetsko landscaping services.
o We have told Fetsko not to aerate and over-seed the lawns this fall since we don’t feel it is necessary,
and we are exceeding the budgeted amount for landscaping for 2013.
o We have also told Fetsko to not prune any shrubs this fall – we are including those activities in our work
day.
•
Walkway to the Memorial Garden.
o The walkway discussion has been integrated into the works of a new memorial garden committee. Ken
Tessier has become a member of that new committee.
o We did have a meeting with the committee, but the committee is working on getting a landscape architect
involved before we start working on a walkway.
o The most likely walkway material is brick pavers and everyone seems to agree that the walkway should
be between the parking lot and the memorial garden – maybe with a connector walkway to the concrete
walkways behind Estill House.
•
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
2013.
Action Items Assigned/Tracked:
Action Item
Organize B&G work day
Assigned To
Alfred
Due Date
Nov 1
Nave audio reinforcement system user guide
Provide 2014 budget input to the Finance team
Ken Tessier
Alfred
Nov 13
Oct 11
Comment
Likely first half
of November.

6. Ministry Team: Youth Formation
Members Present: Fran Kenney, Jane Weinberger, Sally Bloom, Beth Crow, Dave McKinnon
Minutes:
1. Mission Statement
We discussed proposed new mission statement for Youth Program at COTN. There is general agreement that the current
statement, derived from a one-day retreat and edited by the YMT is too long and too wordy.
Fran, Jane, Sally, and Beth offered text for discussion. We tried using the “6 words” method and listing words that speak
to the program. They are below. We tweaked Fran’s sentence as we liked it. There will be further discussion next meeting.
We also recognize that if/when a Youth Minister is hired, this topic likely would be revisited.
Mission statements from Fran:
•
Our mission is to lead Nativity’s youth to the transforming power of following Christ-- through community, worship,
prayer, and service.
TWEAKED STATEMENT:
• Nativity’s mission is to help teens encounter the transformative power of Jesus Christ, through community,
worship, prayer, and service.
•
6 word “essay”-- Faith, worship, and community for youth
•
Series of words (as suggested in Rite-13 curriculum)-- community, fun, guidance, life skills, service, worship,
prayer, faith, social justice
Six words from Sally:
• Knowing and Living God’s Love, Together
From Beth:
• Five Marks of Mission
• education, connection, formation, and transformation
From Jane:
• 6 words: Know God and Make Him Known
• Series of Words: Respect, Honor, Community, Faith, Prayer, Leadership
• COTN will strive to anchor our youth in the joy and traditions of the Christian faith energizing and equipping them
to experience the love of Christ in their lives and the ability to express this to the world.
or
• COTN will respond to the social and spiritual needs of our youth building community and helping them express
their faith through their own words and actions.
Current: Nativity’s mission is to inspire, nurture and expand the spiritual development of its teens through faith, worship
and community. The Church of the Nativity will provide for our teenagers an accepting, welcoming community in which to
experience the love of God and the Good News of Jesus so they can express their faith through worship, prayer, and
service.OR is it: The Church of the Nativity will provide for our teenagers an accepting, welcoming community in which to
experience the love of God and the Good News of Jesus so they can express their faith through worship, prayer, and
service.
2. Budget Discussion
Fran reviewed the draft budget. Noted that it would be clearer if there was a “Youth Trips” line in the budget to separate
these monies from regular class funds. Discussion of $700 companion diocesan donation. Beth stated we should not be
expected to pay, but a donation is okay. Annette Hughes is checking on this. No donation was made for the last group in
2012; but payment was made in 2010. Fran also would like to clean up restricted funds so that fundraising for youth trips
are in the same fund, instead of separate buckets. Finally it is noted that there is 10k set-aside for youth minister and Fran
is requesting that these monies be applied to youth trips for 2014. Beth noted that the Diocese may purchase a diocesewide license for the J2A program which would reduce each parish’s costs to about $50.

7. 3. Stewardship Discussion
Fran is speaking at 8 am Service. Jon and others gave input into what we would like to share. “Today, we’re not talking
about the youth in the program right now, although they are terrific. Really what we are talking about is the number of
babies in the nursery at 10:30. We need a youth minister who helps us build for the future--will help the youth here now,
but to maintain the momentum and to create a community where they want to stay and participate and someday bring
their children here and grow the church. It’s time for a professional.”
4. Youth Program in Progress--What’s Up? Discussion
Youth at Diocesan Events.We do have some kids going to Happening and the Christ Church. Important that Jane, Fran,
and Sally make sure that adults are in place to drive and/or chaperon for each event BEFORE getting kids to go.
YACS: Discussion re YACs; Mike noted how hard it is to make individual contact with kids because of the Safe Child
restrictions. He misses personal one-on-one contact; worried about it being seen as inappropriate. Suggestions are to go
to parents and ask them about their young person attending. Mike worries that kids attending because parents’ influence
do not have the enthusiasm to make program successful. Mike says it is hard to make points of contact. There are
regulations that make it very difficult to reach out. Talking to parents works, but not really. Beth noted that Safe Child is
undergoing revision.Jane has reached out to parents and thinks it can be effective. Sally noted that this is a program in
building mode; that outreach from YAC leaders to CURRENT Pilgrims in the spring might be good to help them realize
that church continues even after they get back from Costa Rica. Perhaps something (Mentoring? Leadership roles?
Outing? Service?) can be planned for next October timeframe that specifically calls for the new YACS to do, and to tell
them about it in the spring so it is on their calendars and in their brains.
Youth Group: Olivia only senior who came. But other high schoolers were there.
Jon and Becky will do Bishops Ball again! Hurray!
ACTION ITEMS:
• MISSION STATEMENTS Due November
• Brainstorm possible future YAC activities (for the rising YACS, for 2014-2015; they will be 11th and 12th graders).
Due November Meeting.
• Review Assessment To-Do list--portion reprinted below. How to proceed. Thoughts on these items. Due
November meeting.
October 2013
Focus: Manual, Parents
Outcomes:
·
All parent surveys have been collected and ways to plug in parents for the youth ministry have been determined
through registration.
·
A manual for each of the ministries has been completed, including
Visioning Documents, Directories, Volunteer Directory, Volunteer Training, Attendance records, Annual Calendar,
Results-Based Job Descriptions, Game Plans and New Initiatives, YMT meeting agendas and minutes, Christian
Formation Plan and record of curriculum resources used for the current year, Budget and other financial documents,
Recruiting Template, with a record of all the volunteer needs for the year, Compliance Documents,
November 2013
Focus: Search, Integration, Missions
Outcomes:
·
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. A clear, focused calendar has been developed for involvement in diocesan outreach
activities as well as local, regional, and possibly international missions.
December 2013
Focus: Youth Leadership, Parent Support
Outcomes:
·
Opportunities have been created for youth to use their leadership gifts throughout the church. A game plan for
supporting parents in their role in raising their children has been created and support events have been scheduled.

8. Ministry Team: Outreach
Members Present: Carl Sigel, Rene Garces, Pat Watson, Pete Crow, Annette Hughes (vestry)
Agenda Items Discussed:
1. How to follow up with homeless ministry initiative
2. Nativity Garden—Carl
Mary Kingsley will be heading up pre-K daycare , focusing on outdoors, working with garden in part, maybe put in
hothouse
3. Outreach allocations for 2013
4. Day of Giving, Dec. 8, 2013
a. List of groups to be represented
b. Coordinator—contact groups involved; coord. with fellowship, c & d below
c. Publicity—announcements, posters, etc.
d. Room arrangement and any decorations
5. Christmas Gifts for EHM (Angel Tree)--Pat
Action Items Assigned/Tracked:
Action Item
1. Pat will take lead on looking into support parish role
2.
3. Annette will check on discrepancy between my figures and
figures Alfred handed out; Pete will then request checks
according to allocation handout
4. Rene—coordination; Carl—publicity; Pete—setup and video;
Annette--collecting money
5. Pat will lead Angel Tree efforts
Assigned To
Pat
Due Date
Nov. 12
Annette
Oct. 17
Dec. 8

9. Ministry Team: Communications
Members Present: Ben Huckaby, Emilie Sigel, Gail Christensen
Agenda/Items Discussed:
1. Communications Team Budget Discussion
a.
Reviewed the proposed Communications Team budget for 2014
b.
Budget was unanimously approved by the team, it will be sent on to the Finance Ministry Team
Website Update
.
Online Pledging page has been added to the site and to the navigation.
Roadside Banner Scheduling
.
A suggestion has been brought to the Communications Team to create a schedule sheet in Google Documents
for reserving times to display various roadside banners. This could also help with print scheduling.
Brand Guidelines - Fonts
.
The team consensus was not to establish an “official” font for the time being, but rather to have general
recommendations of what style of font to use for different media (ex: “Use a Sans-Serif font for digital media and a Serif
for printed media”).
a.
If we were to have official fonts, we could use the two open-source fonts that are used on the website. Both are
free to download, use, and distribute:
i.
Open Sans
1. http://www.google.com/fonts/specimen/Open+Sans
ii.
Shanti
1. http://www.google.com/fonts/specimen/Shanti
b.
The team will discuss a possible change of approach to the Brand Guidelines so that they can be released.
Action Items Discussed/Tracked:
Action Item
Assigned To Due Date
Clarifying budget issues
Gail
Team discussion to revisit Brand Guidelines and approach Team
10/31/13
11/13/13

10. Ministry Team: Adult Formation
Members Present:
Carl Terry, Nancy Terry, Stephanie Allen, George Douglas
Agenda Items Discussed:
1. Reviewed budget for 2013 year. Cost of books for George Clifford’s class was $700. We only budgeted $750.
Discussion of how we finance future book studies. We will look alternative ways of funding such as limiting the
number of books and/or asking participants to pay some of the costs. Outreach has asked if we would pay for
speakers. Should it be in their budget or ours? We have obligated to pay Carolyn Edge $200. Stephanie said
that was approved. We will need to submit a budget in October.
2. Reviewed items from fall schedule: only two changes.
December 15 -
“The Birth of Jesus” the popular story in contrast to the Gospel
and historical accounts – Rev. George Clifford and George Douglas
December 22 Bible Study – Facilitator to be determined (Jane Vella?)
3. Adult formation for 2014. See attached list.
• Discussion of inviting greater participation. Need to have participants break up in to small groups for
discussion. Having more than one offering especially when there is a Book Study. That could be Bible
Study or informal discussion
• Looking ahead to Lent - Considering a Wednesday night program with dinner, Adult/Children/Youth
program followed by Eucharist in Corlett Hall. Program would start at 5 p.m.
• Stephanie reported that the Commission on Ministry is working on the development of a Laity Program
that would fill the gap between EFM and the Deaconate for people who want to go deeper into their faith.
• EFM did not seek out lst year members this year. Need report on how that is going
• Carl and Nancy are looking at starting a Marriage Enrichment Group after the first of the year. This would
be a group of couples, typically 4-6 who meet in each other’s homes once a month to continue to grow in
their marriage. Could meet at church as well if babysitting or need for larger space. Will hold
informational meetings in November.
Action Items Assigned:
1. Nancy to ask Jane Vella about Bible Study for December 22. Done. She has agreed.
2. Nancy to confirm and ask Carolyn Edge if she has promotional materials for her presentation. If not, we will need
to develop. Nancy has received and will get poser and flyer’s made.
3. Finalize budget.
4. George and Stephanie will get a group together to put the Books of Acts program together for Epiphany.
5. Carl will talk to Winston Charles about the Lenten program.
6. George will write up a description of the Adult Formation Team to put in Glad Tidings by October 21.
Nancy and Carl will hold informational meeting for Marriage Enrichment Group in November. Write up for Glad Tidings.