April Ministry Teams' minutes

COTN Ministry Teams Meeting Minutes – April 11, 2012

Ministry Team: Finance & Stewardship

Date : April 11, 2012

Members Present:

Tom McNally Dave McKinnon

Lucy Maloney John Oldham

Action Items:

Obtain Vestry liasion assignments and provide to team Lucy 4/30
Identify the households that did not renew their pledges for 2012 Kevin 4/30
o Determine reasons
o Determine if now regular givers
o Determine who is to make contact
Transfer pledge data to Financial Secretary so financial reporting Kevin 4/22
can be more accurately portrayed
Review financial processes and administrative accountability to Tom 5/30
better meet ministry goals Dave
Identify Vestry member(s) to handle 2013 stewardship planning & Kevin 4/30
Campaign John 4/30
Complete research on best practices and metrics Nancy 5/30


Ministry Team – Buildings and Grounds
Attendees – Jack Spence, Marc Marotta, Jon Showalter, Alfred Christensen
Agenda Items –
1. Follow up from the March 14 meeting

Set up a maintenance@nativityonline.org email address. – Alfred – We will instead use
the newly created juniorwarden@nativityonline.org email address for this purpose.
Need to inform about the use of this address in Glad Tidings. Who will write a
small article for Glad Tidings? – Alfred.

Present prioritized B&G focus areas to the Vestry at the next Vestry meeting. - Susie and
Alfred – March Vestry meeting was very short and there wasn’t time to present
these items to the Vestry. – Susie.

Stripping, waxing and buffing the floor in Corlett Hall planned for March 26. – Jack –
Done and the floor look great.

Move some of the bulletin boards into the hall of the Education Building. – Alfred – Still
unclear which bulletin boards to re-use and where to hang them. Megan Douglas
suggested contacting Jane Weinberger and Gail Till for input. - Alfred

Find out who ripped out some drywall in the electric/mechanical closet behind the parlor
and arrange for repair. – Alfred – Not done yet. This has looked like this for a long
time. We’ll let it be as it is for now, but will consider having the work included in
some other future work effort by our general contractor.

Repair of bricks along steps down from the parking lot to the Worship building. – Alfred –
Not done yet – it appears difficult to find new bricks that match the old ones
exactly; we may have to go with a best match. – Alfred – The team looked at the
best match bricks we have now, and decided to use them.

Investigate reported room temperature issue in Preschool-Kindergarten class room. –
Jack – Will attempt to adjust the dampers above the rooms.

Solicit input from Megan about color for the walls in the nursery and repaint it. – Jack –
Megan Douglas responded that we can paint the nursery in any color that matches
the existing color. We need to schedule a paint day - We have OK for the color
(flat). Jack coordinates paint day.

Solicit input from Megan about which rooms in the Education building coat hooks are
needed and install them according to the way existing coat hooks are placed (high
enough so children cannot get hurt by running into them). – Alfred – Megan Douglas
responded that they want coat hooks in (all?) class rooms and that they prefer
them to be at a height where the children can hang their coats themselves - Jack
has found rounded metal hooks at Home Depot. We will build the rails ourselves
based on a 1x4” board – Jack and Alfred will work together on this.

Look into price for clocks in all Education building rooms. Preferably self-adjusting
clocks, but these may be too expensive. – Jack – Done – all rooms now have clocks.


Install two solar spotlights; one on each side of the large sign at Ray Road. – Jack –
Done (and they have not as of today been stolen!).

Attempt to clean the two metal Episcopal Church signs. If cleaning doesn’t work, order
replacement signs and have them installed. – Alfred – Attempted and didn’t work at all.
We will likely have to replace those signs, but when we hang the new signs we
should try and hang them with plastic “hardware” to avoid the rust bleeding onto
the signs we have today. Stephanie has asked that we wait ordering new signs
until the new church logo has been selected. However, the signs we have used so
far are standard Episcopal Church signs that do not have any Nativity-specific logo
on them, so unless we want Nativity-specific signs, we really do not need to wait
for the Nativity logo decision – Alfred will follow up incl. query about new poles. –
Talked with Stephanie: as part of creating the new logo, Kreative Promotions will
install a new sign at Ray Road and matching new poles for the Episcopal Church
signs. The poles will be of a non-rusting material.

Solicit estimates for removing three sweet gum trees next to the parking lot and replant
with Leland Cypress. - Jack and Alfred – All agree that they should be removed.
i. Estimate 1: $2750 to remove the four Sweet Gums closest to the parking lot
(assuming the work can be done by accessing the trees through the
backyard of our neighbor on Sunridge Road).
ii. Other estimates?
We will wait for a second estimate before we will make a decision and plans for
moving ahead with this.

Tell Fetsko to start mowing the lawns. – Susie – Done.

Request total cost estimate from Fetsko in order to better budget the annual cost of
keeping up the green areas. – Susie – Done. Total annual cost is estimated to be
around $4000. Budget says $1000 for landscaping in 2012, so we may have an
issue here. Alfred to follow up with Susie.

Upgrading the light bulb on the pole next to Estill House – (Marc) – Marc has met with
representatives from Progress Energy and we have decided to upgrade that one bulb as
a starting point. Based on the results we may go forward with upgrading more of the pole
bulbs and/or install extra floodlights on the worship building pointing out to the parking lot
and out towards the education building. Has the light been upgraded? Marc will
check what the next step is with Progress Energy

Continue research of what our impervious surface percentage currently is and how much
more impervious surface we can add to our property without violating the county’s
restrictions. – Jon – Status? Seems impossible to find out. Will let this rest until we
are forced to look into it during a future permit process.

Eagle Scout project status:
i. Ian Hawkins is working on the playground project and it is very close to being
finished – Ian has to move the playground equipment to the new area Alfred
will follow up with Ian.
ii. Dan Mungal built the arbor over the entrance to the trail and it is finished.
iii. Paul Hughes has built and installed a cross and three bench areas. We had to
re-route a section of the trail due to the County clearing an easement
through the woods where a sewer line is located. Some final work is still
needed on the new section of the trail – it needs to be cleared a little better
and then mulched. The mulch is available; we just need to schedule the
work to be done – Alfred will follow up with Paul if he will do that otherwise


we will schedule a work day.

2. Trailer renovation. Susie has a quote from Structure Elite to update the trailer. The cost is $7600
and includes new carpeting, removal of short wall (making two large class rooms), painting the
interior and fixing the rotten wood. No decision made yet as to having this work done. Wait for
further discussion until Susie is back mid-April. Suggestion to remove/clean up trees
behind the trailer.

3. Removal of trash pile in the woods below the new Education Building. Susie obtained a quote
from IDE’s Landscaping Inc. of $1350 to have the trash removed. B&G needs to decide on
recommending this activity to the Vestry. Do it. We will recommend to the Vestry to have this
done. Susie.

4. A door in one of the women’s bathroom in Estill House needs to be repaired – it is out of
alignment and cannot be locked – Alfred will follow up.

5. The divider in the front pew row has been repaired. The oak pieces that are attached to the floor
had cracked in three different locations. Jack and Alfred have repaired with glue and screws and
we hope that will last. The design is prone to cracking and we may eventually have to come up
with a better solution. The company that built the pews no longer exists. – No follow up for
now; work has been done.

6. A/V equipment. The Buildings and Grounds tem has received input from the Communications
Team (see below). First priority is Corlett Hall, but when contacting vendors, we should optimize
the use of both their time and ours by including both Corlett Hall and the Worship Building.

Ken Tessier last year created an inventory of A/V equipment at Nativity. Alfred updated that
inventory recently after having tested some of the existing equipment in Corlett Hall with the
objective of determining if any of the existing equipment could be part of the new solution for
Corlett Hall. Most of the existing equipment is old and only a few elements of it seem to be in a
state where it may be part of the new solution (see attached PDF file).

The main activities for the B&G team moving forward with this item are:

Determine the type of equipment needed in a) Corlett Hall and b) The Worship Building.
We will likely need to work with an A/V specialist to make sure we identify the correct
pieces of equipment (without going overboard – Simplicity and ease-of-use of use are
major requirements).

Create requests for proposals for Corlett Hall and Worship Building

Obtain priced proposals from a number of vendors for each configuration (Corlett Hall
and Worship Building)

Work through the proposals and recommend the preferred solution and vendor to the
Vestry for final decision

Work with the vendor installing the equipment

Develop customized Nativity User Guide for use of the equipment

For now we need to determine who from the B&G team will be the primary people involved in
these activities, and then work with the Junior Warden in setting up a time schedule for the above
activities.


We may want to involve a consultant for step 1 and 2 above, and pay a consultancy fee.
The consultant will work under the conditions that we can send the finished request for
proposal to other companies as well as the company to which the consultant belongs. If
we choose the company to which the consultant belongs, the consultancy fee should be
waived.

Randy Richardson will be a good person to try and involve. Marc will contact Randy and
ask him to contact Alfred.

Here is the input from the Communications Team with respect to A/V equipment:

At the March 14 Ministry Teams meeting, the Communications Ministry Team discussed the
requirements we envisioned for audio/visual systems for Corlett Hall and the nave. The team
subsequently asked several recent presenters for their input on Corlett Hall, and that is included
here.

What the Communications Ministry Team requires in an a/v system in Corlett Hall:

o It must be sound AND visual, not sound only.
o Turnkey: It should be simple and easy to use, since many people with no knowledge of
the system will need to use it without a knowledgeable person on-site to work it.
o Robust: It should be able to stand up to use by many people who may not be careful with
it. What is on the screen should be able to be seen in a day lit room.
o Flexible: It must work for large groups AND small groups. The sound must be heard by
attendees in the back but not blast the front row of attendees. What is shown on the
screen must be visible in the back but not pixelate close up.
o Recorded: It would be desirable if meetings/presentations could be recorded for our Web
site (sound only, since a camera would require an operator).
o Backup: Some kind of redundancy in case of a failure during the presentation (which has
happened) is desirable, if achievable.
o Written instructions: Presenters need to be given instructions before they arrive at
Nativity (for example, bring your own laptop, not flash drive, because we do not want to
provide a laptop - too easily tampered with, stolen or can have viruses introduced via
random flash drives)

7. Elements of an a/v system the Communications Team suggests for Corlett Hall:

o Speakers permanently mounted high on the wall, so they don't need to be dragged out
with each use and won't blast the front row of attendees (and to avoid tampering).
o Three wireless microphones (one for speaker, one for each side of the audience) that can
be easily hooked up to speakers.
o DVD player (VHS player probably not necessary, unless we already have one, and then it
should be hooked up and available just in case).
o Cart containing all the needed elements for a presentation, which can be rolled out and
plugged in and everything should be ready to go. This would also provide portability to
another room if needed, rather than having a permanent, lockable cabinet for the
equipment installed under the projector screen.
o A remote controller so that presenters do not have to go back to their laptop to move to
the next screen/page.
o Screen large enough to project a picture that can be seen from the back of the Hall.
o No Nativity-owned laptop - too risky (see above).
o A projector that can be easily hooked up to presenter's laptop, robust enough for frequent
use, bulb that is bright enough to project a clear picture in a daylit room.
o Recording device(s) for placing on the Web site if possible.


o A podium - large enough to have a light, a mounted microphone, and surface for
reference materials.
o A whiteboard, easel and pad for writing comments from the audience.
o TV set for viewing in classrooms.
o A flat-screen TV for use with small groups. Since these are expensive, fragile, and if not
locked could be easily tampered with or stolen, the ideal would be for the TV to be in a
lockable cabinet or classroom.

8. Elements of an a/v system that Communications Team suggests in the nave:

o Earbuds for the hearing-impaired. Three boxes of earbuds are in the Vestry (vesting
room).
o Wearable wireless microphones for clergy and readers (which can be turned off by clergy
at will) - one for the person giving the sermon, one for the celebrant, one for the readers
of the Scriptures (from lectern and from aisle).
o Speakers to provide sound to the back of the nave.
o Speakers to provide sound to the nursery and back hallway.
o Recording device(s) for sermons and special events, so that sermons and special events
could be put on the Web site.
o A person/persons would probably have to be available to work the equipment in the nave
when recording. Vestry reps are too busy; Communications Team suggests asking the
Youth, if the equipment is not too "delicate". What do you think?

Action items
Action Items Description Assignee Due Date
Write article We will use the Alfred 4/18/2012
about juniorwarden@nativityonline.org email address
maintenance for this purpose.
email address
Address heating Still a heat problem in two front rooms in Jack End of
problem in education building. We’ll look into adjusting the April
Preschool- dampers in the attic. Probably caused by the
Kindergarten class sun coming in through the windows. Blinds
rooms in may be part of the solution. Start with
Education adjusting the dampers.
Building
Investigate Potential reuse of the old playground area for parking Alfred
potential will give max 7 parking lots and remove 3 from the old
Parking area for access into the area – net 4 parking lots – it just
expansion doesn’t seem worth the effort (and there may be
issues with run off and drainage). There are also
concerns with getting too close to the Memorial
Garden. Alfred will ask Chuck Till about areas that in
the past have been identified as potential extensions
for parking.
Repair carpet in Attempting to improve the area where the Marc
Worship building advent wreath burned a few years ago. We
plan to use existing carpet from the closet and
then replace the carpet in the closet with
something that may not look like the existing
carpet (which should be OK in the closet).


Action Items Description Assignee Due Date
Install bulletin Work with Jane Weinberger and Gail Till to Alfred End of
boards in determine which boards and where to hang April
Education them
Building
Repair brick We have bricks that look enough like the old Alfred End of
stairs down ones to go ahead. April
from the
parking lot
Repaint nursery We have OK from Megan Douglas to go ahead Jack
with a color. Jack to coordinate a paint day.
Build and install We will built the coat rails ourselves with hooks Jack and End of
coat hooks in that have rounded ends to reduce risk of Alfred April
class rooms children hurting themselves on the hooks
Replace rusty This activity will be coordinated with Kreative Alfred Unknown
Episcopal Promotions installing the new poles.
Church signs
Sweet Gum tree Waiting for a second estimate before a decision Susie
removal can be made.
Fetsko annual Fetsko estimates a total annual cost of $4000 Susie 4/17/2012
cost estimate for their landscaping services, but the budget
and 2012 currently only has $1000 for landscaping. We
budget need to adjust the budget or Fetsko’s activities,
adjustment
Outdoor light Go ahead with Progress energy to upgrade one Marc
upgrade outdoor bulb in the corner of the parking lot
closest to Estill House
Eagle Scout Playground equipment to be moved. Re-routed Alfred
project follow section of trail to be finished with grading and
up mulch.
Removal of We have an estimate of $1350 from IDE’s Susie
trash pile in the landscaping. Recommend having it done.
woods
Repair of door in Identify which door and repair it. Alfred End of
women’s April
bathroom in
Estill House
Start process Will try initially to involve a consultant to help Alfred and
for AV us develop the request for proposal. Susie
equipment
upgrade


Communications Team Meeting

Team Members Present:Gail Christensen, Sarah Bernart, Ben Huckaby, Emilie Sigel

Vestry Liaison:Joel Kamya

Agenda/Items Discussed:

1) Web Hosting Update

- Our transition from Verio to Bluehost for web hosting went smoothly thanks to many people,
hooray!

- Our next step is to look at what we want out of the revised Nativity website and determine
which technology (WordPress or Drupal are the leading choices) will be the best choice. We are leaning
towards WordPress.

- We can even begin building the layout and features of the site before we get heavily into
styling it.

- Ben Huckaby will be leading the site design and development, Nancy Difede will be the lead
content manager

2) Update on Branding Progress

- Stephanie will pass on feedback to Kreative Promotions from the last round of comments.

3) Update on Facebook, TWitter

- Facebook page is slowly accumulating more likes, the Twitter following is still fairly low.

- Ministry team minutes are being posted to Facebook

- Possible plans to write Glad Tidings articles on Facebook, Twitter, etc. Are people
understanding what these social media sites are (let alone how Nativity is using them)? What are the
advantages of these services?

4) Newcomers Team Request

- The Newcomers Team has asked if we should resume the ads in the N&O. Should we rethink
this?

- We're not sure how much value we would get out of the N&O, but we would like to organize a
joint meeting to discuss this with the Newcomers Team and brainstorm alternate options and materials


- Idea: Do churches hold Open Houses? Has Nativity ever done one? Something where we
invite people to come and meet us, but it's just a social event outside of the normal services (so there's
no perceived pressure).

5) Note from Dave McKinnon

- Good points are raised here about what our team can contribute towards the 3 year strategic
plan and how we go about achieving these goals.

- Website is definitely our #1 priority and will be implemented this year.

Open Action Items:

Description (person assigned, due date)

1) Researching websites and features that we like and figuring out what we want out of our own
website. (Whole team, May 9th)

2) Start gathering photos, video, and other content that can be used on the website. Start thinking
about what we want as the static pages (content that rarely changes and is always available via the site
navigation) and the constantly updating content (news articles, recent events, outreach, etc.) (Whole
team, May 9th)

3) Social media article for Glad Tidings. (Sarah, May 9th)

4) Start assembling content for site. (Nancy, May 9th)


Ministry Team – Adult Formation

Attendees –

Karl Terry
George Douglas
Nancy Terry
Jesse Lowe

Agenda Items Discussed:

Old Business – classes for this semester progress
Carl Sigel – environmental presentation for 3rd or 4th weekend in June (2 sessions) (8/17 and
8/24)
David Lynch – 2 part program in June
9 teachers for LectoDivino
Pop theology will dovetail with Sunday summer pm worship
Articles – format body of email 4/18 next deadline on Stephanie’s forum and blue candle
EFM – Harlan took mentor training and is ready, need to follow up w/ David Stoller
Priorities for fall – find out blocked dates for fall
Brainstorm items (Fall Semester)–
o EFM weeknights; Wed nights?
o Fall Education kick off 9/9
o Midlife directions weak night Tues with Karl Terry 9/18 to 11/6
o My faith…my story sessions – Nov or Oct
o Father George and politics – Oct?
o 5 languages of love – 2 sessions with Nancy and Karl
o Ask Stephanie what she wants to do in the fall
o Vestry Sundays in Fall for Stewardship in Oct?
o Michael Battle Book Study
o Talk with Outreach to see if they need Forum time in Fall or help with Ministries Expo

Action Items:
Carl Sigel - environmental presentation for 6/17 and 6/24
David Lynch – 6/3 and 6/10, music?
LectoDivino – 7/1 to Labor Day weekend


Ministry Team –Children’s Formation

Members Present – Becky Showalter, Megan Douglas, Judy Garces, Lisa Avery

Agenda Items Discussed –

Easter was successful
Buildings and ground – painting and installing coat hooks
Nursery cleaning
Vacation Bible School
Curriculum – will review questionnaire

Action Items –

Write up Easter Egg hunt with details, Lisa 5/12
Coat hooks and painting nursery, B&G, asap
Vacation Bible School, July 13-15. Ask for volunteers for registration, email and Glad Tidings, Becky,
5/12
Nursery cleaning and toy cleaning, Megan, 5/12
Need person to coordinate summer Sunday School volunteers, Becky, 5/12
List of dates/Bible stories for summer Sunday School, Megan, 5/12


Ministry Team: Youth Education

Members Present:

Jane Weinberger
Sally Bloom
Heather Rook
Gail Till

Agenda Items discussed:

Guidelines for Youth Participation in Education
Youth Leader training
Youth Leader Expectations

Action Items:

Contact Stephanie about J2A training Fall 2011 for leaders – Jane W, next meeting (Tentative
Dates August 25 and week of Sept. 1-5.)(Diocesan training Sept. 29.)

Develop guidelines for youth participation for trips/events – Sally, will email group to discuss
online

Pilgrim Trip preparation meetings—discuss concept/setup with Rene Garces and Pete Crow—
Gail Till

Develop Leader Expectations—Heather Rook, will email group to discuss online?


Ministry Team: Parish Life

Date: April 12, 2012

Members present:

Sandy Entrup
Ed Entrup
Fran Kenney

Items discussed:

Fellowship
Fran has personally contacted all members of the fellowship teams either by phone or email
and is sending weekly reminders via email to teams to set up the schedule for covering all
duties. Kitchen/fellowship supply checklist was discussed. Sandy has put together a
“Fellowship Supplies” list that we will be posting in the kitchen for use in recording when
items are needed for replenishment. We’ll be evaluating what “par levels” to purchase as
we monitor usage of various supplies.

Outdoor Worship and Parish Picnic
Date for this event is set for October 7, 2012. To be held at the same location as last year,
Beaverdam at Falls Lake.

Parish Dinner
Details for the “Summer Kick Off” Parish Dinner and Bingo game were discussed at length.
Date and time have been set for Wednesday, June 6, 6:30 pm. Action items noted below.

Action Description Assignee Due Date
Items
Parish Article for May GT, Sunday Tidings article, Nativity Fran April 18
Dinner Yahoo group message, posters for church/parish
Promotion hall/education building
Parish Confirm pricing and offerings for meal boxes from Ed April 13
Dinner Jersey Mike’s
Meal
Boxes
Parish Coordinate with Newcomer Ministry Team to invite Fran April 30
Dinner all newcomers to parish dinner
Newcomer
Invitations
Parish Determine shopping list for parish dinner Sandy May 15
Dinner
Shopping
Parish Determine how to execute a fun and engaging Bingo Fran May 15
Dinner game (supplies, callers, prizes)
Bingo
Game
Details
Parish Recruit 4-5 volunteers to help with set up and clean Fran May 15
Dinner up at the event
Parish Life


Team
Outdoor Reserve the site at Falls Lake Fran May 15
Worship
and Parish
Picnic


Ministry Team – Newcomers Ministry Team

Attendees - Geyer Longenecker, Ed Entrup, Babs Freeman (vestry rep), Tivey Clark

Agenda Items Discussed –

Stephanie has approved followup mailing/welcome letter packet
Schedule greeter dinner in late May; coordinate with Stephanie and Jennie, include ushers?
At Stephanie’s request, will expand our scope to Estill House reception area
Consider small lunch with Stephanie and small group of newcomers; on an as needed basis
Ideas for the Narthex
o Get rid of anything blocking view b/w Narthex and Altar
o Push tables back to wall
o Sign to clearly indicate NC area with NC materials or rack
o Clearly label member area w/bulletin board
o Get rid of plants
o Small slanted wall-mounted ledger as only area for sign ups/handouts
Ideas for Estill House
o Remove or rework vookshelf; would want to have cabinet
o Bulletin board w/what’s going on for members
o Create NC center w/both COTN and Episcopal church materials
o Better signage
o Create area for distribution of things (like Sunday School books) to members that is out
of sight

Action Items –

1. Talk to Parish Life re: May Kickoff, Ed, Complete
2. Schedule greeters dinner, recruit new greeters (publicize), Geyer,
3. Review/revise greeter tips, Team, May
4. Reorganize Narthex, Team
5. Reorganize Estill House lobby/foyer, Team


Outreach Ministry Team

Members present: Jane Heyward, Harlan Hagge, Beth Crow, Carl Sigel, Pete Crow

Items Discussed:

How to begin dev. the topic

Groups: Food Shuttle, Crop Walk (Oct), Honduras (Oct, Nov), Uganda, Daughters of the King, Urban
Adventure, Environmental Stewardship, Nativity Garden, Epis housing ministry; Haiti

Ideas from Nativity bucks and team brainstorming: classes on neighborhood gardening (SR, F); offer
samples from our garden; healing services; gas gift card/coupons; (SP)clothe and feed migrant workers;
feeding at shelter or Moore’s square; working at Food Shuttle or Food Bank; collecting for needy;
partner with a less affluent church; children in need (Angel tree, gift cards) (W); groups at church team
up to give for a specific program; field trips for youth to shelters, kitchens, etc.; poverty simulation
exercise; speakers from Emaeus House, Church in the Woods, Urban Ministries of Wake County (George
Douglas); Local Needs Projects through the Diocese; Sustainable Seafood; Mosquito nets; water wells;
(Aug) shoes and basic school supplies for children; speaker on global improvements and needs related
to hunger and poverty; DIVE movie and other movies Carl S. knows about related to feeding homeless,
food, etc.; picnic together with orphanages; incorporate Peggy Wade or help her efforts; festival to
support our plan (June); Vivian Keys and Meals on Wheels; Beth: do we want to focus on IFFS and
migrant workers for education? Carl; Daryl Johnson, Deacon for Agricultural Justice, would be good
resource

Breaking that out into months:

May—preparatory programming for festival

Jun --Festival near first of June

July—VBS, backpack buddies;; Urban Adven.

Aug—school supplies

Sept—Speaker on global improvements (coordinate w adult formation/ kids Sunday School)

Oct—Crop Walk; pill packing for Honduras

Nov—Coats for kids

Dec—Angel tree; gift cards

Jan—

Feb—

Mar—Community Supported Agriculture


Apr--

Action Items:

GT article: Communicate final vote tally and winner; thanks everybody; all ages; # votes; wide
participation, including email; lots of suggestions on programs/speakers; process of bringing theme
ideas to team members; reiterate the scripture and MDG for hunger/poverty; invite others to join
outreach team; what we will be doing in the future—calendar; coordination w other ministries; events;
speakers—Pete (within a week)

Short version for Sunday bulletin-- Pete ( within a week)

Yahoo message-- Pete (within a week)

Date for Festival—Jane (right away) will find out from Stephanie

Check with Adult Formation on September for Hunger and Poverty educational programs—Jane (already
done—George Douglas says September 16 available and will check on other nearby dates)

Send out to team Budget Request and Outreach Proposal processes (draft)—Pete (within a week)

Speaker ideas—Carl will check out possibilities this weekend in Winston-Salem


Ministry Team: Worship

Members Present:

Anita Kerr
Charlie Wehland
Evelyn Judson
Stephanie Allen
Alicia Lester-Bodford

Agenda Items discussed:

• Sound system is being worked on by the Buildings and Grounds Committee
• Summer alternative services: Dates: June 24-July 29, Time: 4:30pm - Pop Theology,
• 5:30pm - Compline or Evening Prayer Services, and Group dinner following at nearby restaurant.
• Services may be with and without music. We are looking at a Taize' service or a Celtic service as
possibilities.

Action Items: Assigned: Date:

• Promotion of Services in Glad Tidings and N&O Religious Event Page. Committee
May
• Teaser article written for May Glad Tidings E.Judson
5/18
• Full article in June GT TBD May


Ministry team – Pastoral Care

Attending: Chuck Till, Annette Hughes, Randy Smith, David Lynch, Jane Wehland, Carolyn Kerr, Susan
Garrison, Stephanie Allan and Gail McNally.

Agenda Items Discussed:

Prayer Chain, DOK Prayers, Prayers of the People—how people added; how long do we keep people on
the prayer lists?
 Prayers of the People to be read from the altar on Sundays are compiled by Jennie Herrick.
 The Daughters of the King prayer list is made up at the monthly meeting, with prayer requests
submitted to Carolyn Kerr who puts the list together and sends out to all DOK members. Prayer
requests are added throughout the month by sending the request to Carolyn Kerr who will then
send the request to the DOK members.
 The Prayer Chain coordinator is Anita Kerr. Prayer requests are submitted, confidentially, to
Anita who then sends the request to the members of the prayer chain.
The Daughters of the King and the Prayer Chain requests/lists are held in confidence by members of
each group.

Lay Eucharistic Ministers/ Visitors – How are they assigned, who are those who can and will take
communion to members who are unable to attend services. Chuck Till, Larry Troan, Alicia Lester-
Bodford, Gail McNally and Helen Armstrong are among this group. It has been that there are some
parishioners who ask for communion to be brought on a continuing basis. A LEM/LEV usually keeps up
with the person to whom they are assigned and provide communion on a regular basis as suggested by
the rector.

Monthly Pastoral Care Coordinators— Gail McNally compiled a list of names of those who might be
interested in serving as a monthly coordinator. However, the resource book that Stephanie Allen had
planned to obtain is unavailable at this time. We should have it soon.

The question was asked regarding which ministry team the Seniors’ Luncheons fall under—Pastoral Care
or Parish Life. This will be discussed at a later time.

For people in transition – to new housing or living arrangements – it is important to assist them in
staying connected to Nativity, i.e. calls, having communion taken to them, cards, etc.

Accountability is a very important part of pastoral care. How can we keep records of pastoral care visits,
calls, cards as well as urgent needs. Different methods were discussed as well as how to keep maintain
this confidential information.

David Lynch had met with the Rev. Jenny Brown who is Pastoral Care Coordinator at Christ Church.
Jenny is on staff at Christ Church and is assisted with Pastoral Care by the Rev. Meg BerkelHunn and an
entire team.

Christ Church’s pastoral care program includes:
 A Telecare ministry whose members make phone calls to those who need them.
 The Pastoral Care Team makes sure that information is made readily available informing
parishioners that they can call and who they can call to have pastoral care needs attended to.
 Pastoral Visitors Program – members of the Pastoral Care Team visit shut-ins on a regular basis.


The system at Christ Church is that Jenny Brown and Meg BerkelHunn meet on a weekly basis to discuss
needs and to go over what needs to be done. They maintain a spread sheet with a record of calls, visits,
etc. It is also a vehicle to make note of and update the needs of the parish.

It was decided that at present the Team should decide on a few things on which to focus:
 Transitional Care
 Intake and Record Keeping
 Transportation process
 Card Ministry
Urgent Requests will be assigned by the rector to members of the team and others who have
participated in Pastoral Care at Nativity.

Action Items:
 Card Ministry-- Jane Wehland will be creating a card ministry. She will gather names of those
who might like to receive cards as well as those who would be willing to write and send out
cards.
 Carolyn Kerr is concerned about those in our community who have do not have the ability to
drive, and she is interested in a creating a Transportation Ministry to assist them. She will
gather information as to who will be willing to drive and those who are already driving
parishioners to Nativity events.
 Chuck Till will meet with the current Lay Eucharistic Ministers/Visitors to discuss the procedure
for taking communion to parishioners and will report back to the Pastoral Care Team.
 The Team will continue to recruit. The Pastoral Care Team needs more members especially male
members.

April Ministry Teams' minutes

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