Ministry Teams Meeting Minutes: 11 March 2015 Ministry Team: Communications Members Present: Gail Christensen, Sarah Bernart, David Cariss, Emilie Sigel, Jason Pace, Becky Christian Agenda/Items Discussed:

1. To support the Leesville Elementary School Pride Packs collection, the Team will design and post website banners and posters

a. To be posted one week before food collection on the first Sunday of each month b. David Cariss will design a rotating set of banners for web and walls

2. Roadside banners a. Jason will repair last year's Easter roadside banner to show changed times b. Jason has already printed two roadside banners: Tosca Tunes and Tofu, and Food in the Time of Jesus c. Summer schedule roadside banner from last summer is still usable d. Others needed:

i. Regular service times - Jason ii. VBS - Jason iii. Parish picnic?

3. Need introduction and photograph for Caring for Creation blog on website a. Ben Huckaby will set this up b. Looking for appropriate photos of children recycling, extending the garden, nuthatch houses

4. We will design and write handouts for "Bread for the World" event on March 28 a. Becky Christian will handle CODEP handout

b. Diane Rietman has been assigned to do an Outreach handout 5. Update of Outreach page on the website

a. Outreach Team is re-organizing/re-writing info; we will publish when they are do 6. Jason designed a web banner and poster for Buildings and Grounds workday on March 21 7. Few know about Wednesday 8 am Eucharist during Lent - need to publicize better. 8. GPS coordinates on Google Maps, Mapquest and Apple are wrong, leading strangers to subdivision behind the

church a. Jason and Emilie composed text addressing this problem; now posted on Getting Here page of website

9. Discussion of how we are doing as a Team: a. Other Teams are coming to us regularly to help them - this is good b. But we are not hearing about some events that we need to know about - this is bad

Action Items Discussed/Tracked:

Action Item Assigned To Due Date

CODEP Brochure for Bread for the World Becky 3/27/15

Add intro and photo to Caring for Creation blog Ben 3/27/15

Pride Packs web banner and posters David 3/27/15

Fix and erect Easter roadside banner Jason 3/21/15

Update Outreach website page with Outreach Team's input Gail TBD

New Service Times roadside banner Jason 4/6/15

Publicize Wednesday 8 am Eucharist Jennie ASAP

Outreach Brochure for Bread for the World Diane 3/27/15

Ministry Team: Buildings and Grounds Members present: Alfred Christensen, David Johnston, Diana Hudgens, Ken Tessier, Matt Chytka, David Feraco Agenda Items:

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

Action Item Assigned To Due Date Comment

Send email list to all team members

Alfred Done

Get new bid for dead oak tree removal

Alfred Not done yet

Start planning spring work day March 21

Alfred Initial list in the agenda for today’s meeting.

Solicit bids for mowing lawns in 2015

Alfred Not done yet

• Matt to talk to B&G about overall grounds maintenance ideas. o Matt and the environmental team have come up with some good ideas about how to maintain our

grounds in a way that matches our general desire to be environmentally responsible. � The goal is to have a long-term landscaping and grounds development plan. � Matt has divided our grounds up in sections based on characteristics such as shade/light,

dry/wet, etc. � For each area, a list of good plants has been defined. � The environmental team is talking about possibly turning the area on the slope from the new

parking lot into a prairie grass land meadow. Alfred will talk with Carl about these ideas to better understand what type of grasses we will need to plant.

� Good trees for our area are Fig, Dogwood, Gardenia - to be planted in selected areas. � Matt has a 3.5 foot Dogwood he will give to the church to be planted March 21. � Good bushes are Butterfly bushes, Forsythia and possibly Vibernum.

o General criteria for planting (from Matt’s overview): � Affordable � Integrate w/ current campus setting & aura � Encourage reflection/inspiration/participation � Emphasize safety & health � Support reuse/recycle/ re-purposing of plants & materials (helps w/ the affordable idea….) � Be Feasible � Be Ecological � Sustains no or low maintenance � Encourage wildlife, birds, bats & butterflies � Discourage feeding cats, deer, coyotes, raccoons, squirrels, possums, fox etc… � Consider zone 7 (7a-7b) outdoor perennial plants only

• Spring work day Saturday March 21

o Clean the grounds for fallen branches, winter period.

o Spread mulch in selected areas. There is still mulch left over from the fall work day.o Pull out plants that did not survive last year’s transplant from the area where the new parkingo Pull out metal rods from the ground where the trailer once stood.o Clean the area around the old trailer location

that is located behind that area.o Install two new thermostats in Estill House. o Build and install hand rails on both sides of the wooden stairs leading up to the back entrance to the

Church building. Materials and tools will be available.o Assist the Nativity Garden team expanding the Nativity Garden: extending the fence to include the new

area, move gate, build and install new planting beds, move garden soil into the new beds. Materials and tools will be available.

o Planting of new plants around the campus. Matt o Sharpen or replace all pencils in visitor “pockets” on the backside of the pews.o Fasten all visitor “pockets” –o Install blinds in the choir bell room in the Education Building.o Power wash concrete in front of the Narthex and possibly other outdoor areas we decide needs cleaning.

• Suggestion to create an emergency response teamo Riley has suggested we create a formalized team that can be called into assist in situations where quick

response is needed; such as when winter weather sets in and we need to get walkways salted or cleared, etc.

o Three areas need to be addressed to create 1. Solicit team members who are willing to assist (Matt, David Feraco, Alfred, Ken T. signed up

immediately - other are invited: just send an email to Alfred to be added to the list).2. Define a process to mobilize the team. Initiative comes from t

coordinator. Members are contacted by phone.3. Define what materials need to be on

be a stash of ice-melt or sand to spread on the walkways.o Diana and Alfred will finalize the team definition.

Spring work day Saturday March 21 – planning Clean the grounds for fallen branches, dead leaves and any debris that may have blown in over the

Spread mulch in selected areas. There is still mulch left over from the fall work day.Pull out plants that did not survive last year’s transplant from the area where the new parkingPull out metal rods from the ground where the trailer once stood. Clean the area around the old trailer location – including pruning trees and shrubbery around the oak tree that is located behind that area. Install two new thermostats in Estill House. New thermostats will be purchased before March 21.Build and install hand rails on both sides of the wooden stairs leading up to the back entrance to the Church building. Materials and tools will be available.

ssist the Nativity Garden team expanding the Nativity Garden: extending the fence to include the new area, move gate, build and install new planting beds, move garden soil into the new beds. Materials and

und the campus. Matt will assist with input to what to plant and where. Sharpen or replace all pencils in visitor “pockets” on the backside of the pews.

– some of the screws that hold them are loose and need to be fastened.stall blinds in the choir bell room in the Education Building.

Power wash concrete in front of the Narthex and possibly other outdoor areas we decide needs cleaning.

Suggestion to create an emergency response team we create a formalized team that can be called into assist in situations where quick

response is needed; such as when winter weather sets in and we need to get walkways salted or cleared,

Three areas need to be addressed to create such a team: Solicit team members who are willing to assist (Matt, David Feraco, Alfred, Ken T. signed up

other are invited: just send an email to Alfred to be added to the list).Define a process to mobilize the team. Initiative comes from the Junior Warden or the church coordinator. Members are contacted by phone. Define what materials need to be on-site. For winter weather issues, the primary materials would

melt or sand to spread on the walkways. alize the team definition.

dead leaves and any debris that may have blown in over the

Spread mulch in selected areas. There is still mulch left over from the fall work day. Pull out plants that did not survive last year’s transplant from the area where the new parking lot was built.

including pruning trees and shrubbery around the oak tree

purchased before March 21. Build and install hand rails on both sides of the wooden stairs leading up to the back entrance to the

ssist the Nativity Garden team expanding the Nativity Garden: extending the fence to include the new area, move gate, build and install new planting beds, move garden soil into the new beds. Materials and

input to what to plant and where.

some of the screws that hold them are loose and need to be fastened.

Power wash concrete in front of the Narthex and possibly other outdoor areas we decide needs cleaning.

we create a formalized team that can be called into assist in situations where quick response is needed; such as when winter weather sets in and we need to get walkways salted or cleared,

Solicit team members who are willing to assist (Matt, David Feraco, Alfred, Ken T. signed up other are invited: just send an email to Alfred to be added to the list).

he Junior Warden or the church

site. For winter weather issues, the primary materials would

Action Items Assigned/Tracked: Action Item Assigned To Due Date Comment

Finalize the definition of the emergency response team

Alfred and Diana

Contact Carl for more input on what we can plant/seed in the prairie grassland meadow area.

Alfred Done

Email Nativity grounds plan to Alfred for inclusion in minutes

Matt Done

Finalize workday plans, get materials, coordinate breakfast and lunch

Alfred March 21 Done

Ministry Team: Pastoral Care Members Present: David Lynch, Tammy Jenkins, Susie Holmes Agenda Items Discussed: Reviewed parishioners who need care. Everyone has or will be checked on. We reviewed the list of parishioners needing ongoing care, those who need follow up and those no longer needing follow up. Action Items: Action Assigned to Date Due Call parishioners Tammy, Susie, Phyllis 4.15 Follow up with tracking program Imogen 3.15 Check on parishioners who need care All

Ministry Team: Outreach Members Present: Pete Crow, Carl Sigel, Cheryl Waechter, Becky Christian, René Garcés. March Agenda 1. Haiti Fund/CODEP report—Becky Christian Exciting developments. Becky attended a CODEP board retreat in Annapolis, MD 2 weeks ago. Beach property owned by Episcopal diocese was lost, which is located about 1 hour from the CODEP project/community located southwest of Port au Prince , between the towns of Leogane and Jacmel. Haitians decided they didn’t want to pay the workers stipends, allowing them to expand the program, and train more leaders. Ducloe depot was built by on land leased near demonstration forest. Housing for director, and the caretaker are being built behind the depot. 800 square-foot housing is already built. The depot was built to store fertilizer and other items on first floor, and classes/training is held upstairs. Assets are at ~$200K, and the cost to move from the beach property is ~$100K. Next steps are to expand the CODEP along the main road between Leogane and Jacmel, expanding on contiguous land from the existing project, around 15 miles wide. Director is looking to expand the span of control between Director, and 2 Haitians who have been working with the leadership team, to make decisions a little quicker. They’re also looking to break up CODEP from Haiti Fund, where CODEP would focus on the projects in Haiti being run by Haitians, and the Haiti Fund would focus on fundraising. Challenges facing CODEP is leadership development, where they’ll need to know about computers, budgets, running a business selling crops beyond what they need to feed their family. It’s not uncommon for kids to start at school around 12 years old, after family has raised enough funds, and the children often complete their schooling by the time they’re 20. Covenant churches around the country have pledged funds to CODEP’s projects, however, they also need donations in the form of volunteers with expertise/skills, and equipment, to help with CODEP’s projects (ie. They need folks to go there and help stain the depot’s walls). Another challenge is the location of the housing , since the 800 square-foot housing is about 135 steps straight up a hill from the depot. Plus, the Director is looking to retire by 2016, so they’re needing someone to replace him. Carl explained recent reports show forestation, and reducing deforestation, and “the best” way to help climate change, more than measures to capture carbon being produced by coal plants. Carl suggested Becky get scheduled on Adult Formation to present info about CODEP to the congregation in the next 6 months. Becky would like to check if someone involved with CODEP may be around to attend with her. 2. Angel Tree decision on whether to continue and if so, under whose leadership—Pat Watson Cheryl reported Soapstone works with WIN parents, whereby they identify how many children the parents have, they provide a budget the parents can spend per child, they take the parents to shop for their children, and the parents take care of wrapping the presents, then the presents are held at the church until ~12/21 when the families gather at the church to get/open presents. Also, Jennie Herrick replied to last month’s minutes saying she could do the Angel Tree this year if Pat was not doing it. 3. Revision/Updating of Outreach webpage—Pete Crow Need to have link(s) to folks whom may be contacted (ie. Becky Christian for CODEP) added, for several projects, so anyone with interest can contact someone via the webpage and get more info. Carl is revising the webpage descriptions for the various projects, and he’d like to be done with updates soon, so hadouts can be available when COTN has events attended by folks outside of COTN’s congregation, giving them an idea of Outreach projects supported at COTN. Cheyl and Pete discussed having links within each description so folks could find more details, like a listing of items folks could donate for LES Pride Pack. 4. Event reminders related to climate change, food sufficiency, and Earth Day—Carl Sigel Carl reported on several upcoming events. Information is on the Caring for Creation blog, in Glad Tidings, on the COTN webpage, and on the NCIPL webpage.

Ministry Team: Children’s Formation Members Present: Becky Showalter, Megan Douglas, Kellam Gaddy, Bobbie Feraco Agenda Items Discussed:

1. Community Service Project – Food Shuttle trip was Saturday, February 21 at 11:30. Open to all 2nd

-5th grade

students with parents. Went well. Rebecca Lopez and Riley Gaddy handled the details on the day of the trip.

Action Item: Mateo Carjaval (Sunday Schooler) will do a write up of the trip and Rebecca Lopez (mom)

will send pictures for Glad Tidings. (BECKY)

2. Nursery

- Nina moving over to the Education Building at 11am to provide care in the Preschool room seems to be

working well. Youth Helpers signing up for most weeks on SignUp Genius. Action Item: Continue

checking to see that youth are signed up for each week. No helpers this week or next . . . will make

some direct calls. (BECKY)

- Michelle Garbutt has agreed to be the caregiver for the Wednesday night Bible Studies. And can cover as

back up for Nina. She is on the payroll – needs to do Safe Church training. Can she attend St Luke’s in

Durham, March 21, 9am-12pm?

Action Item: Talked to Stephanie and the church will pay for Michelle to attend if it March 21 works

for her. Contact her and let her know. (BECKY)

3. Holy Week (March 29/Palm Sunday – April 5/Easter)

- Childcare? Bobbie was going to ask Stephanie when she wanted help. Someone to contact Nina, Kristen,

Michelle? Previously provided for Maundy Thursday, Good Friday and extra help at Easter.

Action Item: Michelle and Nina are not available. Kristen is available for Maundy Thursday, checking

about Good Friday. (BECKY)

4. Easter egg hunt

- Libby Kenney and Annabel Bloom will organize the Easter egg hunts (under the guidance of Fran). One after

the 9am service, and one after the 11:15 service. Action Item: Libby & Annabel handling.

5. Vacation Bible School

- Bobbie and Sarah have chosen July 17-19 for Vacation Bible School for an “Everest” theme.

6. Next Year’s Children’s Ministry Team Leader

- Michelle McElrath and Sarah O’Connor have both expressed interest in co-coordinating. Talking to both of

them now.

Action Item: Michelle Walter, Michelle McElrath and Sarah O’Connor have all expressed interest in co-

coordinating. Michelle and Michelle want to talk to Becky more about what’s really required. They will

talk to her within the next week. (BECKY)

7. End of the Year Outing?

- Do we want to do anything? Group outing at Defy Gravity or Launching Pad? (Everyone pays their own way)

Ice Cream Social at a Park? Action Item: Check if a picnic (hotdogs) and potluck are okay on May 31

with the church schedule. Reserve Baileywick pavillion.

8. Playground Equipment and Space Discussion:

With our growing church (and the large number of children that we have on Sunday) and the growing preschool, it

would be really nice to have a larger, more professional playground. And it would be particularly nice if there

could be a separate area for toddler equipment / playhouses so that the little ones could play without fear of being

run over or swung into by the older kids. :) Since we believe that the church is beginning to discuss expanding

the community garden and Memorial Garden right now, we thought this would be a good time to bring our hopes

up as well. That little playground is not much . . .

Action Item: Email Building and Grounds. (BECKY / BOBBIE)

9. Current Playground Issues: Curse words written on the play set AGAIN. What can be done? More drive-

throughs by the Sheriff? Motion detector light back there?

Action Item: Email Building and Grounds. Let Stephanie know. Paint over curse words. (BECKY/JON)

10. Possible Expansion of the Daytime Preschool:

Mary is looking to open another preschool room for her daytime preschool and would, in general, like to move her

classrooms closer to the back door by the playground. It would be relatively easy to rearrange so that she would

have Room 208 (big) and Room 207 (small) – the back two classrooms. It would be a little harder for two big

rooms, but could be done. We’d need to talk about that more.

Action Item: Stephanie will talk to Mary.