How To. Manual. United Methodist Church Of Green Valley. Classes, Meetings, Events, Media, Van, Advertising

Transcription

1 United Methodist Church Of Green Valley 2018 How To Manual Classes, Meetings, Events, Media, Van, Advertising A simple guide on getting things scheduled, coordinated, and communicated. 1

2 Getting on the Calendar... 3 On Line Calendar Access... 3 Rooms and Resources... 4 Reserving the Church Van... 5 Publicity - Printed Announcements... 6 Publicity - Electronic Announcements... 7 Photography... 8 Budgets, Finances, Reimbursements... 9 Maintenance Repairs and Safety...10 Ministry of the Usher at United Methodist Church 11 Holy Communion Procedures...12 Appendix Samples of Forms: Form 1-Calendar Form 2 Reimbursements Form 3- Media Request Form Form 4 Maintenance Request Form 5- Van Request Form Our Committee Lessons Learned Notes This Process Document was prepared by the Communications Committee. If you have additional items you would like to see included or updates for the next publication, please contact: Thank you for your support in following these processes. 2

3 Getting on the Calendar On Line Calendar Access Calendar forms are available in the main office and must be completed in detail before request is added to the church calendar. Committee meetings, Special Events, Classes etc will all require this process and should be turned into the church secretary. You can view room availability online using the website link above. Appendix - Form 1 Calendar Request Specifics that you will need to know: Consult the calendar for open date Avoid possible overlap with other ministries Request a hold on date & time with church secretary. Submit a completed form to Pastor. Or skip hold and submit completed calendar form to Pastor If you are fundraising, must get Finance Comm. Approval. Complete the calendar request form. View the form in this book; find copies to use in the church office. Submit completed form to senior pastor who will then give to church secretary. If senior pastor not available, then to associate pastor. Pastor will instruct church secretary to notify Church Council members of the addition of your activity/class, etc. to the church calendar when appropriate. Calendar Contact: Church Secretary PH: secretary@gvcc.tuc.coxmail.com Promotional assistance contact: Church Secretary 3

4 Rooms and Resources Please refer to this information when reserving rooms Conference Room (C) Large conference table. Can seat up to 12 people Fireside Room (F) Sofas and Chairs. Small meeting space w/capacity to seat Johnson Hall (JH) Kitchen (K) Library (L) Music Room (M) Narthex (N) Large Room seating capacity varies on table layout. Room can be divided into two rooms with an accordion door, can also be opened even larger into the music room for maximum seating. (Up to 230) Certified Kitchen. A certified Kitchen person must be present. Large table can seat 6-8 people Risers with folding chairs. Can seat approx people Lobby on south end of the building- Used for Table Displays and Information Purposes. It is the Welcome Center Location. Sanctuary (S) Seats 300 Sunday School Rooms (SS) Large (PS) Preschool (NS) Nursery (MP) Multi Purpose Room Formerly Youth Room Resources and Rooms where they are available Microphones: DVD/ TV: DVD/Projection White Boards: Easels Flip Charts JH, Narthex, Sanctuary JH, Fireside Room, Sanctuary, Large SS Room JH, Sanctuary All Rooms All Rooms All Rooms 4

5 Reserving the Church Van Any committee or group can reserve the Van as long as an approved driver is available for that date and time. It is up to the group to coordinate a driver. (See approved drivers list below) Church Van Contact: Bill Voorhees PH: wvoorhees19@gmail.com Request forms are in Van mailbox in the main office. If you need assistance finding the mailbox ask the Church Secretary. Please fill out form completely and return to the Van mailbox. (See Appendix Form 5) Once approved, the request is put on the Van board in the main office, and then passed on to be put on the church calendar by the Church Secretary. Approved Drivers List Name Phone Doug Bolstad dougbolstad@earthlink.net Jim Cate revj4@msn.com Barry Ehrman barryehrman@aol.com Andi Grantham valleygal@reagan.com Bill Grantham Jwg072546@gmail.com Jerry Haas revjhaas@gmail.com Chad Eggen David Koss desertbell889@aol.com Jim Reedy jimreedy@cox.net Harry Smith Harry.smith1@cox.net 5

6 Publicity - Printed Announcements GV Newspaper Contact: Jerry Schultz PH: jerryschultz@cox.net KGVY Radio Contact: Bill Voorhees PH: wvoorhees19@gmail.com Bulletin Deadline for Bulletin submission is each Wednesday at 12:00. Please keep announcements brief. Contact: Church Secretary PH: secretary@gvcc.tuccoxmail.com Newsletter: Deadline for Newsletter submissions is the 3rd Wednesday of the month with exceptions for holidays (Thanksgiving & Christmas). July and Aug are combined. Please check the Church calendar for exact dates. Contact: Church Secretary PH: secretary@gvcc.tuccoxmail.com 6

7 Publicity - Electronic Announcements Electronic Announcements can be used to reach out to the congregation during the week and to keep communication flowing 7 days a week! Website Currently the website includes information on: Updated current calendar with one click Electronic bulletin board with events Current events Radio broadcast on KGVY Chancel Choir Music Ministry Pages News feed from the UMC on events Click for the news feed. Contact: Church Secretary gvccmediateam@gmail.com Web Team : Les Brisbois Bill Voorhees Chad Eggen Facebook You can reach the Facebook page by visiting and clicking the Each day there are new posts on current happenings at GVCC. Photos, fun, inspirational and spiritual postings daily. icon. Contact: Bill Voorhees gvccmediateam@gmail.com FacebookTeam: Bill Voorhees Electronic Bulletin Board - (EBB) The Electronic Bulletin Board is a presentation playing in the Sanctuary, Johnson Hall and the Narthex on Sunday Mornings, on the Website everyday and is posted on FaceBook. It contains all upcoming events and notices for GVCC from the Newsletter and the Weekly Bulletins. It can also contain other special announcements as needed Contact: Jane Furtwangler gvccmediateam@gmail.com EBB Team: Jane Furtwangler, Peggy Edgerton 7

8 See Appendix for Additional Information Media Form 3 Photography To have photos taken at your event, please give the photographer as much notice as possible. If you want your photos submitted to the newspaper, keep in mind that they need a week or so to consider and there is no guarantee they will use what we give them. If photos are to be used in the website, electronic bulletin or FaceBook, notice of 1-3 days is also needed in advance to arrange for someone to be available to prepare the photos to upload into the applications. If your committee has a need for photos to be taken on a regular basis, it is suggested your committee select a photographer for your committee as a standard office. If the Media Team camera is needed your Committee Photographer will need to attend a training session. Each time the camera is used it will need to be signed out and signed back in. Photos can be ed or downloaded to the Media Team or to the Print Team from personal cameras. Main contact: Jerry Schultz Phone: jerryschultz@cox.net Approved Photographers: Jerry Schultz Janie Furtwangler Don Scarlett Subject Line: PHOTO REQUEST jerryschultz@cox.net gvccmediateam@gmail.com gvccmediateam@gmail.com See Appendix for Additional Information Media Form 3 8

9 Budgets, Finances, Reimbursements Your Committee/Work Area may have money available (budgeted) for your use. This money comes from pledges, plate offering and other sources that make up the annual church budget. If you are unsure that you have a budget or how much it is, consult with the Financial Secretary who will provide you with the information. In addition, you may have more money available in what is called Restricted Funds. These are monies donated for use to a specific Committee/Work Area/Project. This money may be further restricted the donor to a specific item, for instance music for choir or toys for the nursery. The Financial Administrator has the complete details of your restricted account. by the Per Church auditor s instructions, if you have restricted funds they must be used before the budgeted funds. All requests by individuals and groups for financial donations (money) that are to be printed in the bulletin and/or the newsletter require the approval of the Finance Committee. Property Acquisition of major items not covered under Committees budgets, should be requested in writing to the Board of Trustees. NOTE: UMC of GV property disposal must be requested in writing to the Board of Trustees. A form to request reimbursement for money spent on behalf of your committee/work area is available (See Appendix Form 2) Information provided from the Financial Administrator and the Church Secretary. Finance Secretary Contact: Lou Schellhaas Phone lschellhaas@gvcc.tuccoxmail.com Office hours: Mondays 8AM-4PM and Thursdays 10AM to 2PM 9

10 Maintenance Repairs and Safety If your committee requires maintenance please complete the Maintenance Request Form and place it in the Maintenance mail box. If you need assistance finding the box see the Church Secretary. If the problem is a safety issue, please notify Chair of Trustees and place the form in the Trustee s box. Place a copy in the head Custodian s box also. All safety issues are considered urgent. Maintenance will respond as quickly as possible to the problem. Please feel free to follow up if you have any concerns. Head Custodian Contact: Chad Eggen Phone: See Appendix Form 4 10

11 MINISTRY OF THE USHER I First Impressions You never get a second opportunity to make a good first impression. An usher's approach can ruin or augment the message on Sunday morning. General 1. Arrive 30 minutes early 2. Wear your nametag 3. Greet all as important persons 4. Use names as much as possible 5. Give your attention fully to people 6. Know your position 7. Use pink slip for concerns, in pew holders. 8. If you are unable to serve, phone another person to take your place, probably on the other team. (not the head usher) Ushers - Preparing for Worship 1. Locate bulletins (large print bulletins and hymnals) 2. Locate offering plates See 9 below 3. Dress neatly and pin flower on clothing - dress code - coats all year 4. Know your assignment for offering and communion 5. Locate hearing aids in sound control cabinet 6. Ask where people want to be seated, try front (escort/direct) 7. Do not seat late comers during prayer 8. Count people and record in library after service begins. 9. Note location of brass plate on end of pews-denote line of your service area, 10. Pass out visitor pamphlet one per family (when visitors stand up) After Offering Collected 1. If you take plates forward, put plates on altar, standing on altar steps, until prayer is over. 2. Do not put plates on communion table - ONLY ON ALTAR. Communion 1. When Pastor announces communion, all ushers proceed to front pews. 2. Remove covering during hymn of preparation - be sure to fold NEAT and hang on stand. 3. The center aisle ushers take 2 trays and outside ushers take only one. 4. Serve: chancel people and choir & congregation-start as soon as trays rec'd, 5. Return to original positions in back after elements are covered 6. After service help collect wine cups and bulletins in pews - be sure to wash hands. Unexpected Situations 1. Sit near rear 2. Know locations of LIGHT SWITCH, WHEELCHAIRS, FIRE EXTINGUISHER AND FIRST AID KITS (office and kitchen) 3. If someone becomes ill and is coherent, ask if 911 be called. If unconscious, be sure to call 911. Phones are in the kitchen. 4. An usher with CPR training on duty at each service. A MUST 5. The decision to go to hospital is between sick person and rescue personnel After the service 1. Straighten up hymnals and pick up bulletins from pews, hymnal rack and communion cups 2. Put lost and found in office. Ushers are needed: Ash Wed., Holy Thurs., Good Friday, Christmas Eve, Martin Luther King Day and Memorial Services and special occasion 11

12 HOLY COMMUNION PROCEDURES Holy Communion is presented on the first Sunday of the month for the 9:30 and 11:00 services. October thru May, communion is served in the pews by the ushers. Small cubes of bread and small cups of juice are served. June thru September communion is served by intinction. The head custodian will purchase the grape juice and it is stored in the communion cabinet (# 6). The person in charge of communion purchases the bread. For the small cubes, buy 1 or 2 loaves of Country White bread from Safeway. Each loaf will yield about 500 small cubes. There must also be a loaf of bread (Sheepherders bread) for the altar table. This may be ordered ahead from the Safeway bakery. 1. The communion committee meets at 8:30 in the Church kitchen on the Friday before the 1 st Sunday of the month Oct. thru May. Check the previous attendance to determine how many to prepare for. The Church secretary will look it up if needed. From the communion cupboard you will need: the wooden trays for juice, the grape juice (check the refrigerator for open juice and use that first), small plastic cups, funnel, dispenser bottles, electric knife etc. The crust is removed from the bread and it is cut and stored in a plastic bag in the refrigerator until Sunday morning. The juice is dispensed into the small cups (about 2/3 full). The trays of juice are stacked carefully in the refrigerator and covered with a clean dish towel until Sunday. 2. The custodians will set up the card tables (2) and the table cloth holders (2). 3. On communion. Sunday the communion service is set out at 7:00 a.m. 8 trays of juice and 8 plates of bread are put on the right side and 6 trays and 6 plates are put on the left side. More may be needed depending on attendance and special events. Usually we need more only during the winter months. Just be sure there is enough and some extra. The tables themselves must be covered with the cloths. Then the communion service is covered, using 2 cloths per table. 4. After the 8:00 a.m. service removes their communion setup from the altar table, a fresh chalice of juice and a fresh loaf of bread is placed there. The bread must be partly cut to make it easier to break. The cup and bread are covered by napkins from the storage unit #6. 5. At 10:30 after the 9:30 service is over, a fresh loaf of bread must replace the one already broken by the pastor. The trays of juice and plates of bread must be rearranged for the next service. Usually 4 trays and 4 plates are sufficient for each side. These are again covered by the tablecloths. 6. At noon, after the 11:00 service is over, the elements must be taken to the kitchen and washed and stored in the cupboard #6. Be sure to wash the trays thoroughly because they get very sticky. The linens must be checked for stains. Stained cloths and napkins must be laundered 7. Committee people: 8:00 Sally Baltimore 9:30 Jane Koss 11:00 Pat Griffith & Joan Caldwell 12

13 Appendix Form 1 Calendar

14 Form 2 Reimbursements Finance 14

15 Form 3- Media Request Form This form can be used to request all Media Services. Originals are included in the manual and are available in the Church Office. Access to the online form is on the website on the Media and Technology Ministry page. Try it!! It is easy! 15

16 Form 4 Maintenance Request 16

17 Form 5- Van Request Form 17

18 Our Committee Lessons Learned Notes Use this form to record information on events and lessons learned on how to make them more special and better each time the event occurs. Pass it on next year! Colossians 3:23 Thank you for your volunteering on our committee. God Bless You. 18