Lutheran Church of Our Redeemer. Policy & Procedure Handbook

Transcription

1 Lutheran Church of Our Redeemer Policy & Procedure Handbook 2015

2 Table of Contents Acolyte Duties pg. 1, 2 Altar Guild pg. 3 Ballot Guidelines pg. 4 Borrower Agreement pg. 5 Building Use Guidelines pg. 6 Building Use Request and Agreement pg. 7 Cleaning Task List pg. 8 Community Covenant pg. 9 Holy Communion pg. 10 Pastor s Duties pg. 11 Praises & Pinches Form pg. 12 Record of Special Donation Form pg. 13 Rummage Sale Donation Receipt pg. 14 Reimbursement and/or Funds Request Form pg. 15 Usher Duties pg. 16 Women of the ELCA pg. 17 Worship & Music Committee pg. 18 Detailed Offering Report Form pg. 19 Member Offering Report Form pg. 20 -i-

3 Acolyte Duties Before and During Worship Service: 1. Please be at the church at least 15 minutes before worship. 2. Put on an alb (white robe) that fits. (During Summer you do not need to wear an alb.) Find the rope that is the color of the liturgical season and then tie the rope around your waist. 3. Get the candle lighter. 4. Speak with pastor to see if there is anything that you need to know before worship begins. 5. Pray with pastor, the communion assistant, and the lector. 6. On pastor s cue, have the candle lighter lit and then begin walking down aisle, walking slowly. 7. When you get to the altar, if you wish you may stop and take a second to acknowledge God, the gift of Christ and the gift of Holy Communion. You may also bow if you wish. 8. For candle lighting instructions, please see the next page. 9. For communion: Intinction Sundays a. Come forward to receive communion after pastor says the invitation to communion when the communion assistant comes forward. b. You may then go back to your seat. Communion Rail Sundays a. Come forward to receive communion after pastor says the invitation to communion when the communion assistant comes forward. b. Follow the communion assistant with the basket for the used communion wine cups to be placed in. c. Once everyone has been communed, bring the basket back to the altar and hand it to Pastor Kaila. d. You may then go back to your seat. 10. Once pastor has given the blessing and the sending hymn begins, extinguish the candles. 11. For candle extinguishing instructions, please see the next page. 12. If you wish, when you leave the chancel, stop and take a second to acknowledge God, the gift of Christ and the gift of Holy Communion. You may bow if you wish. 1

4 TO LIGHT: When we light the candles at the beginning of worship, we light them from the CENTER candles to the OUTSIDE candles because we are bringing Christ s light into worship. Begin on the right side at the candle closest to the cross, working outwards and the left side at the candle closest to the cross, working outwards. 6 th 5 th 4 th 1 st 2 nd 3 rd TO EXTINGUISH: When we extinguish the candles at the end of worship we extinguish them from the OUTSIDE candles to the CENTER candles because we are sending Christ s light out into the world. Begin on the left side, with the outside candle first working toward the cross and then the right side starting with the outside candle working toward the cross. Leave the last candle lit until you have lighted the wick on the candle lighter, and then extinguish the last candle. Then take the Light of Christ out with you into the narthex. Once you are out of the sanctuary you may extinguish the flame. 1 st 2 nd 3 rd 6 th 5 th 4 th 2

5 Altar Guild 1. Prepare communion so that all people at God s table are provided with bread and wine, the body and blood of Jesus. 2. Make sure all linens used on the altar are clean, wrinkle-free and placed appropriately. 3. Change paraments according to the liturgical seasons (refer to the Altar Guild Guide). 4. Change the banners according to the liturgical seasons and the scripture for that appointed Sunday (refer to the Banner Booklet). 5. Make sure the chancel (eternity) light is illuminated at all times, leaving a filled alternate candle in the closet. 6. Check the level of oil in the altar candles, filling when necessary. 7. Clean the acolyte s lighter and make sure it s full of oil. 8. Clean the acolyte s robes regularly. 9. Meet as a committee as necessary to schedule and review monthly responsibilities. 10. Treat all altar duties with proper dignity and reverence. For more detailed information about the Altar Guild and its duties, please refer to the Altar Guild Guide. 3

6 Ballot Guidelines The Nominating Committee will be tasked with preparing the ballots, tallying them at the annual meeting, and reporting the results to the Congregation Council president. The Congregation Council president will share results with the congregation, and the results will be recorded in the minutes. In the event of a tie, the Nominating Committee will create a new ballot containing only those names of the individuals who were tied. A revote will take place and the above procedures will be repeated. Nominations from the floor will take place at the beginning of the meeting. The vote will take place at the end of the meeting, allowing the committee to make changes to the ballot if necessary. Improper ballots, those with too many votes cast, will not be counted. Ballots will be destroyed at the close of the meeting. C The Nominating Committee will consist of six voting members shall be elected by the Congregation Council, two of whom, if possible, shall be outgoing members of the Congregation Council, shall be elected at the annual meeting for a term of one year. Members of the Nominating Committee are not eligible for consecutive reelection. Sample Number of votes cast: Necessary for election (majority): (Name) : (# of votes) (Name) : (# of votes) (Name) : (# of votes) (Name) : (# of votes) 4

7 Lutheran Church of Our Redeemer 1100 West Platte Avenue Fort Morgan, CO Office: (970) Borrower Agreement Request for Use: All requests for use of Lutheran Church of Our Redeemer property must be made through the Church Office. Requests should normally be received no less than ten (10) days prior to the date desired. Agreement: I will hold Lutheran Church of Redeemer, the individual members, council and employees, free and harmless from any loss, damage, liability, cost or expense that may arise during or be caused in any way by such use of LCOR S property. I certify that I will be personally responsible on behalf of the applicant for any damage sustained by the LCOR s property, to include paying for replacement if necessary, through the use of said property by the applicant. I will return the property in the condition it was when I borrowed it. Signature of responsible person Date: Name: Phone: Address: Cell: Pick-up Date: Return Date: Time of Pick-up: Time of Drop-off: Items not to be borrowed: padded chairs, round beige tables and long rectangle tables(white or beige) Please list the items being borrowed: *ALL KITCHEN ITEMS NEED TO BE RETURNED BEFORE WORSHIP ON SUNDAY MORNING For OFFICE USE ONLY Who will handle pick-up: Who will handle drop-off: Notes of condition of items being borrowed at pick-up: Notes of condition of items being borrowed at drop-off: 5

8 Building Use Guidelines We are willing to share our building with various community and non-profit groups whose purpose and function is not in direct conflict with the Christian faith. Groups or individuals requesting the use of our facilities must meet the following criteria: 1. If possible, request use at least 30 days prior to the date needed, and preferably before the next congregation council meeting. 2. You must not be a commercial-type party or program in which a profit is made, unless approved by a majority of the congregation council. 3. The building may be used by any church member. The pastor or administrative assistant must be contacted first, however, in order to avoid scheduling conflicts. The calendar is located in the office, and on our website (lcorelca.org). Confirmed dates requested will then be added to the office calendar. 4. This request, if approved for long-term use (1 year) must be submitted each year. 5. The person requesting use will receive one key to the front door. This key will be returned when use of the building is no longer needed, or terminated. The cost for a replacement key is $ Your organization will be responsible for any costs to replace or repair any damage which is beyond normal wear and usage. The following is to be strictly adhered to: 1. The building must be left in the same general condition, or better, as found by your group. 2. The telephone in the hall may be used only by adults for local calls. 3. The trash you accumulate must be disposed of outside in the dumpster before you leave. 4. The windows and doors should be closed and locked when you leave. 5. The inside lights are to be turned off. Please check the bathrooms, also. 6. The tables and chairs should be returned to their proper places. 7. The kitchen area and tables should be cleaned. 8. The TV, DVD, VCR are NOT to be used without advanced permission. 9. The food supplies and kitchen utensils are NOT to be used without advanced permission. 10. The restrooms should be checked and toilets flushed clean. 11. Sweep, mop, and/or vacuum as necessary. 12. Please use only painter s tape, which is provided by the church, for hanging and decorating. The following areas of the church building are off limits, unless advanced permission is granted: sanctuary, offices in narthex, library, Sunday school rooms and supply room. A free will donation would be greatly appreciated. If a conflict arises that cannot be resolved, termination of your request for use of the building will be in order. 6

9 Lutheran Church of Our Redeemer 1100 West Platte Avenue Fort Morgan, CO Office: (970) Building Use Request & Agreement Request for Use: All requests for use of Lutheran Church of Our Redeemer must be made through the Church Office and approved by the Congregation Council. Requests should normally be received no less than thirty(30) days prior to the date desired. Agreement: I will hold Lutheran Church of Redeemer, the individual members, council and employees, free and harmless from any loss, damage, liability, cost or expense that may arise during or be caused in any way by such use of LCOR s property. I certify that I will personally be responsible on behalf of the applicant for any damaged sustained by LCOR s property, to include paying for replacement if necessary, through the use of said property by the applicant. I will return the building and property in the condition it was in when I first used it. In the event that the building is not returned in the same condition it was found, I understand that I will be billed accordingly for any extra cleaning required. (Please see the Building Use Guidelines.) Signature of Responsible Person Name of Responsible Person: Name of Group or Organization: Date: Phone: Phone: Address: Phone number that the responsible party can be reached at during building use: Date(s) of Use: Time to begin the use of the building: Time to end the use of building: The following areas of the church building are not to be used unless advanced permission is granted: sanctuary, Sunday school supply and classrooms, the three offices in narthex, and library. Please list the reason for needing the building: For OFFICE USE ONLY Date approved by Congregation Council: Who will handle time of arrival: Who will handle time of departure: Special Notes: 7

10 Cleaning Task List for Spring & Fall Chancel Cross Beams Nave and Narthex Pews Windows outside Beams Lights Entry Windows outside Dust shelving Remove and clean behind stained glass Library Shelves Blinds Windows outside Dust books Youth Room Furniture Windows outside Kitchen Refrigerator, clean Stove, wipe clean/use no abrasive Oven, self-cleaning Cupboards Microwave Walls Windows outside Floor, scrub Clean, scour sinks (done each time used) Put away dishes on counter Choir Loft Windows outside Pastor s Study Floors Blinds Dust Windows outside Administrative Assistant s Office Floors Blinds Dust Windows outside Nursery Organize toys Windows outside Radloff Hall Windows outside Windows inside Wash card tables Wash tables Wash chairs Blinds Altar Plants Trimmed up Repotted, if needed Use your best housecleaning judgment! If you see something else that needs attention, please do the task and add it to the list and check it off! 8

11 Community Covenant As members of the Christian community of Lutheran Church of Our Redeemer in Fort Morgan we commit, with the help of God, to relate to each other through Christ, and thus hold ourselves and each other to: 1. Listen to each other. Let everyone be quick to listen, slow to speak James 1:19. Dietrich Bonhoeffer stated: The first service that one owes to others in the fellowship consists of listening to them. Life Together p Respect the privacy of those who confide. A gossip goes about telling secrets, but one who is trustworthy in spirit keeps a confidence. Proverbs 11:13 3. Challenge each other with the truth. Be willing to confront when it is important. Rather speaking the truth in love, we are to grow up in every way into him who is the head, into Christ, from whom the whole body, joined and knit together by every ligament with which it is equipped, as each part is working properly, promotes the body s growth in building itself up in love. Ephesians 4: Deal with people directly. Don t complain to others. If another member of the church sins against you, go and point out the fault when the two of you are alone Matthew 18:15. If someone complains to you about another member, help that person follow this principle. 5. Strengthen each other. [Speak] only what is useful for building up so that your words may give grace to those who hear Ephesians 4:29. The test of true Christian community is that it serves to make the individual free, strong and mature, not weak and dependent. Bonhoeffer, p Be gentle with one another. My friends, if anyone is detected in a transgression, you who have received the Spirit should restore such a one in a spirit of gentleness. Galatians 6:1 7. Do not speak ill of others in the fellowship. Beloved, do not grumble against one another so that you may not be judged. See, the Judge is standing at the doors! James 5:9 8. Do not judge each other. Therefore you have no excuse, whoever you are, when you judge others; for in passing judgment on another you condemn yourself, because you, the judge, are doing the very same things. Romans 2:1 9. Pray for one another. Therefore confess your sins to one another, and pray for one another, so that you may be healed. The prayer of the righteous is powerful and effective. James 5: Confess your sins to one another. James 5: Forgive one another. Forgive, and you will be forgiven; give and it will be given to you. Luke 6:37b-38a 12. Freely participate in the Body of Christ according to your gifts and talents. As you go, proclaim the good news, The kingdom of heaven has come near. Matthew 10:7 Source and Work Cited for Community Covenant: Behavioral Covenants in Congregations: A Handbook for Honoring Differences, Gilbert R. Rendle, Alban Institute Publication, Life Together, Dietrich Bonhoeffer, Translated, and with an Introduction by John D. Doberstein, Harper San Francisco. 9

12 Holy Communion All are welcome at the Lord s Table. *** Gluten free wafers and grape juice are available, please let Pastor Kaila and the communion assistant know if you need either of them. ***If you are unable to come forward to commune, please let the usher know and Pastor Kaila will come and give you communion once everyone else has communed. Intinction Sundays (1 st, 3 rd, 5 th Sundays) 1. Ushers will begin ushering congregants down the center aisle starting at the front pew on the right (organ/piano) side of the church and will continue releasing the pews going toward the back. 2. As you approach the chancel, if you wish to receive communion, hold your hand palm up, and if you wish to receive a blessing, fold your hands. 3. Pastor will place a piece of bread, Jesus precious body, into your hand, saying Body of Christ given for you. 4. Take the bread and dip it into the wine/grape juice, Jesus precious blood, that the communion assistant is holding, they will say Blood of Christ, shed for you or Blood of Christ, given for you, then you may eat the bread. 5. Once you have received communion, you may return back to your pew using the side aisle. Communion Rail Sundays (2 nd & 4 th Sundays) 1. Ushers will begin ushering congregants down the center aisle starting at the front pew and will continue releasing the pews going toward the back. 2. As you approach the chancel, if on the right of the aisle you will fill the communion rail beginning at the right side of the altar rail to the center. If on the left of the aisle then you will fill the communion rail beginning at the CENTER of the altar rail to the left. 3. Once at the altar rail, you may either kneel or stand. 4. If you wish to receive communion, hold your hand palm up, and if you wish to receive a blessing, fold your hands. 5. Pastor will place a piece of bread, Jesus precious body, into your hand, saying Body of Christ given for you, then you may eat the bread. 6. The communion assistant is holding the communion wine trays and will say Blood of Christ, shed for you or Blood of Christ, given for you, then you may drink the wine/grape juice, Jesus precious blood, in the cup. 7. Please place communion cups in the basket that the acolyte is holding. 8. Once you have received communion, you may return back to your pew using the side aisle. 10

13 Pastor s Duties *C9.03. Consistent with the faith and practice of the Evangelical Lutheran Church in America, a. Every ordained minister shall: 1) preach the Word; 2) administer the sacraments; 3) conduct public worship; 4) provide pastoral care; and 5) speak publicly to the world in solidarity with the poor and oppressed, calling for justice and proclaiming God s love for the world. b. Each ordained minister with a congregational call shall, within the congregation: 1) offer instruction, confirm, marry, visit the sick and distressed, and bury the dead; 2) supervise all schools and organizations of this congregation; 3) install regularly elected members of the Congregation Council; and 4) with the council, administer discipline. c. Every pastor shall: 1) strive to extend the Kingdom of God in the community, in the nation, and abroad; 2) seek out and encourage qualified persons to prepare for the ministry of the Gospel; 3) impart knowledge of this church and its wider ministry through distribution of its periodicals and other publications; and 4) endeavor to increase the support given by the congregation to the work of the church wide organization and of the Evangelical Lutheran Church in America (ELCA) and of the Rocky Mountain Synod of the ELCA. In addition to what is listed in Lutheran Church of Our Redeemers Constitution the pastor shall also: a. provide a creative ministry for youth and young adults which fosters and inspires faith commitment and personal dedication to Christian service. b. strive to be a Christian role model, setting forth a positive example of the Christian life as noted in words, actions and attitudes. c. engage in encouraging visioning and goal setting. d. enlist and motivate leaders to carry out the work of the congregation and organizations. e. share leadership and develop leadership skills by working mutually with committees, volunteers and colleagues. f. maintain an atmosphere of open communication. g. encourages spiritual growth by inviting active study of God s Word and participation in the educational programs of the church. h. allow time for cultivating a positive home and personal life as well as time for maintaining a disciplined life of prayer and personal devotion. 11

14 * * * Praises and Pinches * * * As a congregation, we are committed to voicing our praises and not sitting on our pinches! To be a healthy, faithful community, we need to be open with one another about what we expect in all areas of our life together. If there is anything in our community life that brings you joy or causes you to be concerned, please share your feelings and questions. Thank you for taking the time to communicate about the ways we are doing well in our ministry together at Lutheran Church of Our Redeemer, and the areas that need attention. If you would like a personal response to your praise or pinch, please be sure to sign this form at the bottom. Praises: Pinches: Desired Outcome (Solution): A specific question I would like answered: Name (Sign if you would like a direct response to your praise or pinch.) Please return this form to the church office, or place in the box in the narthex. 12

15 Record of Special Donation Form Non-cash contributions are items purchased for the benefit of the church that can be used for church operations. This can be anything from office supplies or equipment, curriculum items, building repair parts, or any needed item that is used to benefit the operations of our church. You are eligible to receive credit for these donations on your annual tithing report by filling out the form below and submitting it to the Finance Secretary with the required receipt attached. Lutheran Church of Our Redeemer Ft. Morgan, CO Record of Special Donation Date Amount of Donation $ Items This donation is over and above your regular pledge. Receipts are necessary - please attach to this form. Signature of Member Address Phone No. 13

16 Rummage Sale Donation Receipt If you would like to have a receipt for donating items for our annual rummage sale for tax purposes, the following form is available. Donation Receipt from Lutheran Church of Our Redeemer 1100 W. Platte Ave., Fort Morgan, CO Questions? Contact the office at Donated by Address City State/Province ZIP/Postal Code Phone Date of Donation Type of Donation Description Value Thank you for your generosity. We appreciate your support! 14

17 LUTHERAN CHURCH OF OUR REDEEMER REIMBURSEMENT AND/OR FUNDS REQUEST Please submit to Erich Dorn, Treasurer ITEM DESCRIPTION(S) -- DESCRIPTION OF REQUEST *PLEASE ATTACH ALL APPLICABLE RECEIPTS AND DOCUMENTATION* AMOUNT APPLICABLE COMMITTEE/FUND/BUDGET CATEGORY: PERSON MAKING REQUEST: DATE: SPECIAL NOTES -- ADDRESS -- DELIVERY INSTRUCTIONS -- ET CETERA 15

18 Usher Duties Before and During Worship Service: 1. Please be at the church at least one-half hour before services. 2. See that the lights are turned on, including the light that shines on the cross. 3. Turn on/off fans and air conditioning so as to facilitate comfortable building temperature during wor ship. 4. Pass out bulletins, one per couple. Bulletins are placed on the table near the door. 5. Ushers should sit near the entry doors to accommodate late comers, but should sit within the nave if possible, since they are worshipping the same as the rest of the congregation. 6. Count the people in church and record the number of people in attendance on the sheet in the middle office. 7. Be ready to assist worshipers or celebrants in any way that seems necessary. 8. During offering come forward to collect the offering from front to back. If needed, recruit two other people to receive the plates on the side aisles. 9. When the organist starts the offertory, come forward bringing the offering plates to give to the pastor or assisting minister, bringing the Caring Ministries basket with you, if requested by the pastor. For Communion: Intinction Sundays 1. Begin at the front pew on the right (organ/piano) side of church; continue releasing the pews going toward the back. 2. Once you have released the entire right side, begin releasing the left side working from the front to the back. 3. If there is anyone who is unable to come forward to commune please let Pastor Kaila know, so that she can give them communion. Communion Rail Sundays 1. Begin at the front pew on the right (organ/piano) side of church, ushering them forward to begin filling the communion rail (5-7 people can fill one side of the communion rail at time). 2. Continue with the front pew on the left side of the church until all have communed. 3. The most important factor is to guide the right of the aisle to fill the communion rail beginning at the right side of the altar rail to the center. And then guide the left side of the aisle to fill the communion rail beginning at the CENTER of the altar rail to the left altar rail. 4. If there is anyone who is unable to come forward to commune, please let Pastor Kaila know, so that she can give them communion. After the Worship Service: 1. Pick up bulletins, trash, etc. from on, between, and under the pews, and replace any out of place hymnals. 2. Turn off the lights, fans and air conditioning. 16

19 Women of the ELCA We consist of the women of our congregation. Our coordinating council decides on activities and benevolences throughout the year. We meet the first Monday of each month at 10:00 a.m. This meeting is not limited and is open to all women of our congregation. Our women belong to the Northern Colorado Conference. We meet with them and gather new ideas. We extend our invitation to all women to help spread gifts of love to those of our church, community, and worldwide. Once a year, our money making project is our rummage sale. This is the only fundraiser the women have and this fundraiser is also with the help of the men in our congregation (who help with the setting up prior and the clean up afterward). Funds raised support Lutheran Disaster, Sky Ranch Lutheran Camp, Mosaic (Martin Luther Foundation Home for disabled persons), Wycliffe Bible Translators, Oaks Indian Mission in Oklahoma and for emergency funds for those who enter our church doors in need of monetary help. There are two Bible study meetings, Lydia and Naomi, which meet on the second Monday at 1:00 p.m., and the second Wednesday at 9:00 a.m. These circles may be combined in the near future. These study times are September thru May. In the summer, these Bible studies are combined and usually meet in the mornings. The study guide is the Gather magazine and is available by subscription. However, the women are willing to share their magazine. Sewing quilts and lap robes are also an activity which provides warmth to those persons in need. These finished items have been given to Caring Ministries, SARA House, SHARE, and our local Morgan County nursing care homes. We gather on the third Thursday of the month through fall months (September through November); and January through May. We meet from 9:00 a.m. to about 12 noon; however this is flexible for each individual. Another asset which has been added for anyone interested in working with yarn is our Prayer Shawl Ministry group. Anyone can come and enjoy the companionship while they work on their prayer shawl with yarn of their choice. Yarn is provided through donations. Knitting needles and crochet hooks are available. This group meets each Tuesday at 10:00 a.m. These prayer shawls are given to those persons or families who have suffered a loss or mending from sickness, surgery, or mishaps in their lives. Prayer shawls are made with prayers of love and understanding that God provides with each shawl. Please join us and help us grow in God s Love. Women of the ELCA Funeral Dinner Policy We will provide a funeral dinner at no charge for members of the Lutheran Church of Our Redeemer, or persons who consider this their home church. Those having relatives who are members of Lutheran Church of Our Redeemer, but are not members, and do not consider this their home church, will be considered as non-members. We will serve a hot dinner or sandwiches for a fee of $3.00 per plate for non-members. Cookies or sweet bread and coffee will be served for $2.00 per plate. If this is a hardship on the family, pastor will notify the WELCA ladies and this will be taken into consideration. 17

20 Worship & Music Committee The Worship and Music Committee in support of our Mission Statement shall: 1. Work together with the pastor for the worship life of the congregation, or order that the Word be proclaimed and the sacraments administered. 2. Proclaim the gospel through innovative and traditional forms of worship services. This includes but is not limited to recruiting, scheduling, and training all worship assistants, including communion assistants, assisting ministers, acolytes, ushers, greeters, and lectors. 3. Oversee the recruiting, training, encouragement, and nurturing of musicians of all kinds for the church. 4. Consist of several members including a chairman, a recorder, and a Congregation Council representative. The representative will report the actions and intentions of the committee to the Congregation Council. 5. Meet as often as necessary to fulfill their duties. These duties shall include, but not be limited to, planning worship services and supporting activities for each season of the church year. 6. Shall submit a statement of budget needs to the Finance Committee at the appropriate time. 7. Maintain a file of activities and information to pass on to future committees. 18

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