OPERATIONS MANUAL BOARD OF DEACONS

Transcription

1 OPERATIONS MANUAL BOARD OF DEACONS PURPOSE OF DEACONS The Book of Order describes the function of deacons as sympathy, witness, and service after the example of Jesus Christ (G ). To assist the deacons in relating to church members, the congregation is divided into geographical zones with a deacon assigned to each zone. Zones are divided into households, with an individual from one of the households identified as a neighborhood assistant (NA) to share in communication with the deacon in that neighborhood. Here are some of frequently asked questions: When do Deacons meet? Six meetings are held from June through the following May, on the third Tuesday at 7:00 p.m. unless otherwise noted. The moderator is responsible for conducting the meetings and coordinating the activities of the Board. (Meetings to be held in June, September, November, January, March and May with Care Packages to be assembled sometime in February and a possible Deacon Picnic in August.) How often must Deacons visit their zone members? The church recommends contact with zone members a minimum of twice a year. One contact may be by U. S. Mail and the other by telephone and/or personal visit. Deacons also make visits to zone members based on requests through the church office. These visits may occur in response to deaths, births, illnesses or other significant events within a family. Am I expected to prepare and deliver meals? No! If available, use the freezer food when meals are indicated. Otherwise, use Neighborhood Assistants and/or coordinate meal needs with others in the church. An group or the website can be established for this purpose. Am I expected to drive people in my zone to appointments? No! Ongoing transportation needs should be met by establishing a pool of drivers to care for members who need routine transportation. The church secretary can help establish an group for this purpose. When members move into another zone, who is the Deacon? The two deacons should discuss the move with the deacon moderator and agree on the actions to follow. The church secretary needs to be informed of the decision. Are zones permanent? No, the composition and arrangement of zones should be revisited annually. Changes in zones should balance needs and travel. This responsibility remains with the Associate Pastor, deacon moderator and church secretary. Deacons keep the same zone during their 3 years of service but there may be changes in the makeup of that zone. Updated April 2016 Page 1 of 25

2 Deacon Position Duties - The office of deacon as set forth in Scripture is one of sympathy, witness, and service after the example of Jesus Christ. It is the duty of deacons to minister to those who are in need, to the sick, and to the friendless assigned within their zone. While the deacons coordinate numerous activities that go on at Second Presbyterian Church, we don t act alone. With the support of Neighborhood Assistants as well as many caring members of the congregation, deacons act as a point of contact and coordinate efforts when there are needs within the congregation. Individual Duties - Deacons at Second Presbyterian Church are asked to serve a three year tour and are assigned a specific geographical zone consisting of approximately 15 to 25 families. Each deacon serves as a liaison between the members of their zone and the church pastors and staff. Deacons are asked to contact each family in their zone at least twice a year either by mail, phone or personal visit. Most families will not require much assistance, however, in instances such as illness, death, or other significant events where care is needed, the deacon can provide personal support and also insure that the individuals receive any necessary pastoral or congregational care required. Providing care may consist of sending cards, making phone calls or visits, or coordinating or preparing meals. Should deacons become aware of any changes of address, health, or other care concerns for individuals, they are asked to notify the church secretary so that she can notify the appropriate church staff. Each deacon is encouraged to recruit a Neighborhood Assistant who they can call upon to help them care for the people in their zone. Collective Duties - As a board the Deacons meet about 6 times a year, including meetings in June, September, November, January, March and May and attendance at one Session Meeting every year or two. Each deacon is asked to sign up for any combination of four Sundays to help with Transportation or Flower Delivery duties each year. Transportation may require picking up one or two individuals who can no longer drive to church. Flower delivery refers to the chancel flowers which are distributed or delivered to two to four families each Sunday after the 10:30 service. The flowers are generally delivered to individuals celebrating birthdays or anniversaries, or dealing with illness or loss during that particular time. Deacon Committees - Each deacon is asked to serve on at least one committee during each year of their term. Current Deacon Committees are listed on page 4 of this manual. Updated April 2016 Page 2 of 25

3 Neighborhood Assistant Position Position Description: A Neighborhood Assistant is an individual recruited by the deacon from their assigned deacon zone. The position of Neighborhood Assistant is to support their deacon in ministering to members in their zone during times of illness, death or other significant events where care is needed. The Neighborhood Assistants are asked to serve for a minimum of one year though some may remain in the position for more than one year and are welcomed and encouraged to do so. Individual Duties: The Second Presbyterian Church congregation is divided into 25 geographical zones with approximately 15 to 25 families in each zone. While most families will not require much assistance other than social contacts; in the event that a need does arise in the zone, the neighborhood assistant can provide additional support for their deacon and help provide care for the individuals in need. Providing care may consist of occasionally sending cards, making phone calls, helping with visitation or helping prepare or coordinate meals. Each deacon serves as a liaison between the members of their zone and the church pastors and staff. The Neighborhood Assistants can serve as an additional link between individuals in the zone and the deacon. Should a neighborhood assistant become aware of any changes or care concerns in their zone, they should report the changes to their deacon so that care can be provided if needed and the information can be passed along to the appropriate church staff. If, for some reason, the deacon is unable to attend a regular Deacon Meeting, the neighborhood assistant may be asked to attend the meeting in their absence. Updated April 2016 Page 3 of 25

4 Deacon Committee Descriptions and Procedures Hospital Addresses See page 5 Flower Delivery See page 7 Transportation See page 8 Valet Parking See page 9 Care Packages (military and college ) See page 9 Thanksgiving Baskets See page 12 Funeral Receptions See page 15 Home Communion Needs See page 16 Freezer Food See page 18 Narthex Cards See page 19 Health See page 20 At Large Committees; Nominating, See page 20 Personnel Archived Instructions for Committees No See page 21 Longer Active Meeting and Activity overview: June: Officers are elected. Committee assignments are usually made at the first meeting which is normally scheduled for June. Review the responsibilities of the Board of Deacons for the benefit of new deacons. The spring schedule is reviewed. Discuss the date for the Deacon Get-Acquainted Sunday. July and August: Make calls and write cards. No meetings. August: A picnic has been traditionally held in lieu of an August meeting. September: Resume regular monthly meetings beginning at 7 pm. Review fall activities and complete plans for November Thanksgiving baskets. November: Meeting begins at 6:30 in the rotunda to assemble Thanksgiving baskets for shut-ins with business meeting to follow. All deacons help deliver baskets. January: Regular meeting. Discuss care packages and review spring schedule. February: Meet according to the Care Package Committee s direction to assemble care packages for college students and military personnel. March: Regular monthly meeting beginning at 7:00 p.m May: Regular monthly meeting beginning at 7:00 p.m. Farewell outgoing deacons. Updated April 2016 Page 4 of 25

5 CONGREGATIONAL CARE Deacons can care for members and visitors in their zone in the following ways: Become acquainted. The deacon should become acquainted with the members in his or her zone and be responsive to their needs. The deacon should provide each household with his or her name and phone number. Post cards will be provided by the church. Though not required, some deacons might choose to have a tea, open house, picnic or some other informal gathering of their zone at their home or at the church to get acquainted with their zone. Every family involvement. The deacon may ascertain whether or not each family is active in the work and worship of the church, and feel free to contact the pastors for help in encouraging the inactive to participate. Family needs. Deacons should notify the church through or phone calls to the pastors or church secretary regarding any situation requiring special attention, and show appropriate care and support for families with special needs within their zones. Deacon Care Team Care concerns are updated on the church website weekly by the deacon moderator or the church secretary giving all deacons an opportunity to send out cards, make phone calls and/or visit members in need. Since all deacons have access to these updates, they are also able to monitor any new needs within their zone. Stamps and cards are located above the Deacon mailboxes. Deacons are not required to buy stamps and cards for their work. Useful Addresses for some of the local hospitals: Carlisle Hospital 361 Alexander Spring Road Carlisle, PA Phone Holy Spirit Hospital 503 N. 21 st Street Camp Hill, PA Phone Updated April 2016 Page 5 of 25

6 West Shore Hospital 1995 Technology Pkwy. Mechanicsburg, PA Phone Harrisburg Hospital 111 S. Front Street Harrisburg, PA Phone Hershey Medical Center 500 University Drive Hershey, PA Phone Helen Simpson Rehab 4300 Londonderry Road Harrisburg, PA Phone Updated April 2016 Page 6 of 25

7 Committee Responsibilities And Operating Procedures DISTRIBUTION OF SUNDAY SANCTUARY FLOWERS Flower Distribution: A schedule is set-up by which deacons deliver flowers every Sunday. The sanctuary flowers are distributed to the ill, shut-ins and, grieving and to people celebrating special events (birthdays, anniversaries, etc.) Each deacon selects at least two Sundays per year. Two deacons make this work much easier with delivery challenges. The church office should provide suggestions of possible recipients by NLT Friday and a hard copy placed in the deacon drawer in the church kitchen. The ushers remove the flowers after the 10:30 am service and then the deacons create bouquets for 2 to 4 members, and then deliver them sometime Sunday after church. Please return the vases back to the sanctuary and set the empty liner inserts on the shelf in the kitchen. In the case of births, deacons are also responsible for obtaining a rose from either Pealer s Flowers ( 175 E Louther St. Carlisle, PA , (717) ) or George s Flowers ( G St, Carlisle, PA 17013, (717) ), where the purchase may be placed on the church account, and bringing it to church the next Sunday. Prior to Sunday services, the rose should be placed on the communion table. After services, the deacon is to deliver the rose and vase to the infant s mother. DUTIES OF THE CHAIRMAN OF THE FLOWER COMMITTEE 1. Ensure that someone is assigned to deliver flowers every Sunday during the year. If unable to find someone, the chair would perform the duties for that Sunday. 2. Ensure that new deacons are instructed on how to perform their duties. This is usually done at the first deacon meeting in the church in January. 3. Deacons sign up for flower delivery during the deacon meetings. The signup sheet goes to the church secretary and is posted on the Deacon website. 4. By Friday, the church secretary should send a reminder to the deacon who has signed up for that week (via or phone). If possible, the flower chairperson or in some cases the moderator may send 2 or 3 suggested names of individuals who might appreciate flowers. The deacon should also check with the individual who donated the flowers that Sunday to see if they would like a small bouquet as well. 5. The deacon should call each individual to make arrangements to receive the flowers. If the individual receiving the flowers is going to be at the 10:30 service, that individual could pick up the flowers from the deacon after the service. If you need directions to the individual s house, you may ask them or refer to the map Updated April 2016 Page 7 of 25

8 of the area located in the Deacon Drawer. Use MapQuest ( to help with directions. 6. After the 10:30 service, the deacon should go to the kitchen. During the first Sunday of the month, you may have to share the kitchen with the people cleaning up after communion, and other Sundays there may be meals and other activities going on in the kitchen. 7. From the deacon drawer, remove 1-2 pieces of tissue paper for each of the individuals receiving flowers, and spread out on the counter top. 8. Remove any tape attached to the vase that may be holding the flowers in place. Standing over the waste container, slide the flowers out of the vase. Remove the foam material that surrounds the flowers. DO NOT ALLOW THE FOAM MATERIAL TO GO DOWN ANY OF THE DRAINS!! 9. Separate the flowers on to each of the tissue papers and arrange the flowers. Wrap the tissue paper around the flowers and pin if desired. You may also use ribbons to tie any bows if so desired. Delivery to hospitals/nursing homes should have the flowers in vases. Empty clean vases are in the Rotunda Cabinet to the far left of the sink. When in doubt, put the flower arrangements in a vase. (water can be added after delivery) 10. Write the names of the individuals that you are delivering to in the notebook located in the Deacon Drawer. Please return the vases back to the sanctuary and set the empty liner inserts on the shelf in the kitchen 11. Deliver the flowers and a bulletin if the individual was not in church. If someone is not at home, do not leave the flowers at the location. (There have been occasions in the past where flowers have remained for a week before they were discovered). 12. Please let the deacon flower chair or the moderator know on Monday who you delivered flowers too. ======================================= TRANSPORTATION Two people requested transportation to church in While they didn t come every week, a deacon called each one each week and took to church and back as requested. The chairman of this committee prepares a signup sheet for the year along with contact information for the members who need support to attend church. Depending on logistics, some situations require two people per Sunday. Deacons sign up for convenient Sundays and do this two to four times a year. To help our church insurance policy, drivers are asked to provide a copy of their license and proof of car insurance. This information is kept on file in the office. Updated April 2016 Page 8 of 25

9 VALET PARKING SERVICE The valet parking service is a deacon transportation duty. Purpose: This service began as a way of assisting elderly and handicapped drivers by parking their cars. It has grown into a service to also help worshippers with walkers and wheel chairs. It has grown into a year round need which now serves 5-10 members each Sunday. Coordinator Task: Call or the valet volunteers on the list starting in January. Calling sometimes works better than ing. Most work is planned over a 6 week cycle at a time in teams of two (1 person in the summer is currently adequate since the weather is usually better). Most volunteers park cars about 8 Sundays a year. Before Church Arrive by 10 and put on a vest. Vests are in the top left desk drawer of the desk in the Narthex. Assist people with walkers and wheel chairs into the sanctuary. Park their car and return keys to the owner. (Cars are normally parked near the basketball net so that the cars are easy to locate after Church.) After Church Retrieve the cars that were parked. Assist with walkers and wheel chairs. Return vests to the drawer. ======================================= CARE PACKAGES Care packages, full of homemade and purchased goodies, are sent to our college students and deployed military personnel in mid-february. This is an awesome and first major project of the year for the deacons! It s fun to complete, and the students and military folks love receiving their boxes after the holidays have passed and exams and work are looming. Here are some tips for making the project a success: 1. Chairperson and a co-chair should be decided at the November meeting. This will allow enough time for the requests needed to be made at the January meeting or at the Church Officers Retreat if there is no additional January meeting for deacons. 2. No later than January 15 th, deliver an announcement to the church secretary and the newsletter editor to be included in the January issue of the Second Chronicles and the next several Sunday bulletins. This notice informs the congregation and invites them to provide goodies. The care packages will be Updated April 2016 Page 9 of 25

10 sent out at the February meeting. Give the date the cookies/donated goodies should be placed in the rotunda or another decided spot for the cookies. Have the cookies marked for "Care Packages. Include a reminder and/or tear-off for the congregation to submit names/information of their college students and military folks so that they will receive a care package. 3. Check the following sources to compile a list of people to receive care packages: a. Ask the church secretary for a list of recent high school graduates and whether they have college or military address, and if the church has a current student list. b. Check with Operation Sweet Freedom contact person for a list of military personnel that should receive a care package - this will take the place of OSF s February mailing. c. Check the deacon mailbox for tear-off s from the church bulletin announcement that are submitted by members of the congregation. (Include an address on tear-off for contact) d. Check with deacons who have new zone members with potential care package recipients in their family. e. If possible, check last year s list and call parents to make sure missing names have graduated or add them back on the current year s list. 4. The number of care packages and the address information should be finalized by February 1 st. While there will certainly be last minute submissions, you will need an accurate count to request boxes and packing material. 5. Ask deacons to contact their neighborhood assistants and zone members and find at least 3-5 people in their zone who will agree to make cookies or donate goodies for the care packages. While homemade things are nice, the recipients appreciate it all and more people will help contribute if they don t feel like homemade is the only way to go. Ask the deacons to contribute as well! Shelf life is important since delivery takes 2 weeks and packing works best with small bags of cookies. Fragile and delicate food should not be sent. 6. Supplies needed for Care Packages (these directions are from ): a. Boxes - Check to find out if it is possible to get boxes from Operation Sweet Freedom. The last several years the Deacons have been using one price shipping boxes from the U.S. Post Office. Start with 50 boxes. b. Cards - blank inside for all members to sign their names and a short note. In the past, cards have been made by card-making church members if contacted with enough lead time. c. Tables in the narthex - Notify the sexton to have two tables (and pens!) placed in the narthex two Sundays prior to the packing of the cookies. At this time, the cards will be placed on these tables for the congregation to sign following the services. If possible, leave the tables up throughout the week to catch people coming in for meetings. d. Ziploc baggies (or any resealable baggies) to put six cookies in a bag. When asking for contributions please ask that people put their Updated April 2016 Page 10 of 25

11 donations in baggies or donate individually wrapped goodies.(cookies 6-8 to a bag, depending on cookie size) e. Address labels should be written neatly but do not have to be typed if going to UPS (UPS requires a new label to be created with their machinery). All other labels for USPS or to be delivered by deacons should be neatly printed and securely attached to the boxes. Any student that is living at home or attending Dickinson College should have their package delivered by their deacon (or another deacon). This is more personal and fun. Check with Operation Sweet Freedom for special information on how to ship military packages (UPS or USPS, etc.). All military packages going overseas should include the following after the address: If not deliverable, Chaplain of the Unit. f. Tape to make the boxes and to shut the tops of the boxes. There should be tape dispensers from past years in the deacon closet (lower rotunda) - tape refills can be purchased at Wal-Mart, etc. Make sure you have at least 6 large rolls to start. g. Packing material - try any of the following (each has been used in the past with success) i. 1 or 2 bags of popcorn and an air-corn popper if need to add more popcorn on the night of packing - bring garbage bags of popped popcorn to get things started so that the popcorn isn t hot when trying to pack. ii. Check with Operation Sweet Freedom to see if they have packing material that can be used. iii. Ask the deacons or members of the congregation if they have packing peanuts that they can donate. 7. Shipping instructions: If packages go to the post office, find a couple of deacons who can take them the next day to be mailed. If any packages are being delivered directly to students, make sure the deacons take those boxes with them that night and deliver them that week. 8. Care Package Assembly - Are you ready?!? This is going to be so much fun!! a. Check with the moderator to make sure that assembly can be done during the regular deacon meeting in February. b. Ask everyone to meet in the rotunda at 6:30pm instead of 7pm in order to complete the task and have our business meeting. c. Ask the church custodian to set up four long tables, end to end - this will be used to spread out all of the donated goodies. d. On a separate table, place any care package cards needing more signatures (i.e., late submissions, etc.) for the deacons to sign. e. As soon as deacons begin to arrive, start assembling boxes. Make sure that all goodies are on the tables and are individually packaged. Ask deacons to take a box and file by the tables, placing 10 or more items in their boxes - continue until all boxes have goodies and the goody tables are empty. Fill any remaining space in the boxes with packing material. Updated April 2016 Page 11 of 25

12 f. Form 2-3 teams of deacons to close boxes - make sure the card inside the box matches the address label attached to the outside of the box, and then tape the boxes shut. 9. By March 15 th newsletter deadline, send editor a thank you note to the congregation for their assistance in donating goodies and let them know how many care packages were sent to students and to the military. Care Package Important Dates to Remember: June Deacon Meeting - appoint chair and co-chair January Deacon Meeting - ask deacons for their assistance as indicated above. January 15 th - deadline for newsletter info and time to start Sunday bulletin inserts January 30 th - deadline to secure greeting cards to be used in care packages February 1 st - deadline for care package requests from congregation (if possible, accept late requests!) February 1 st - make sure deacons are calling their zones for donations; make sure supplies (boxes, etc.) and shipping methods are secured; make sure rotunda is reserved (and will be set up) for the deacon s February meeting February 1 st & 2 nd Sundays - place care package cards out for congregation to sign February 2 nd or 3 rd Sunday, Monday and Tuesday - dates for donations to be left in Rotunda ======================================= THANKSGIVING BASKETS Contacts: 1. Contact the church secretary for names and addresses of persons receiving baskets. 2. Check with the sexton to see how many baskets were saved from the Whale of a Sale. If needed, ask for baskets to be donated from the congregation. (Have the secretary place a note in the bulletin). 3. Ask the Director of CE to have the Sunday school classes work on coloring cut-out turkeys to decorate the outside of the baskets. 4. Contact Bartoli s for fruit ( or ) 2 weeks in advance to arrange for fruit to be delivered on the day of packing. Check hours with the church secretary to make sure the church will be open. Call Bartoli s again one week in advance to confirm and to give them the final count. Updated April 2016 Page 12 of 25

13 Supplies needed: 1. For each large basket: 2 red applies, 2 yellow apples, 2 bananas, 1 pear, 1 orange, 2 tangelos, and grapes. For each small basket: 1 red apple, 1 yellow apple, 1 banana, 1 pear, 1 orange, 1 tangelo, grapes. Generally single people receive a small basket and couples receive a large basket. 2. The church secretary will note those who cannot have fruit. For these people we made a small basket of soaps and lotions (bought at the Dollar Store). 3. Cellophane bags were purchased from the produce department at Giant. Raffia was used to tie the cellophane. (Some raffia is left and is in the storage closet). 4. Use the green tissue paper that we use for flower delivery in the bottom of each basket. (Cut in half) or shredded tissue found in the supply box.. 5. The turkeys made by the Sunday school children were tied with raffia to the outside of the basket. Request these from the Christian Ed. Director in early October to allow time for them to be done. Be sure that the name of the church is somewhere on the basket. In the past a stamping group from the congregation has made beautiful cards to be placed inside the cellophane. 6. Needs for packing include scissors and a hole punch for turkeys. Leftover supplies are stored in a storage closet in one of the lower level classrooms. 7. Instead of using baggies for grapes, they were placed in the baskets in small bunches. (We separated grapes into bunches before the deacons started to assemble the baskets.) 8. Names and addresses of recipients were put on index cards and marked large basket or small basket or soaps, and organized by address or nursing home. Deacons selected cards for delivery. Stress the importance of all deacons helping to deliver the completed baskets. Two people from the committee arrived 45 minutes early to set up (sort baskets, organize fruit, and other supplies, and put out recipient cards). Once all deacons have arrived at 6:30, instructions can be given to the entire group and basket assembly can begin. In the past, Deacons have made approximately baskets (large for couples or families and small for singles) and 3 to 6 small gift bags. Deacon Thanksgiving Baskets Procedures: At the Spring and Fall Whale of a Sale: Collect, or request that workers pull, any appropriate (Thanksgiving) baskets from Whale donations during Whale set up and before the day of the sale. (Most basket needs will be small baskets for single individuals.) October: Following the October Whale of a Sale, assess basket needs in case any additional baskets need to be purchased. If necessary, you can also let Deacons know of any additional needs for baskets at October Deacons Meeting. (in case some Deacons have extra baskets at home that they would like to Updated April 2016 Page 13 of 25

14 donate.) Otherwise, you may need to check the Dollar stores for additional baskets. The small baskets need to be big enough to contain 2 apples, 1 banana, 1 pear, 1 orange, 1 tangerine/tangelo and a small bunch of grapes along with a few pieces of loose candy. Check other supplies to insure nothing needs to be ordered such as cellophane bags, filler for the bottom of the baskets, raffia to tie the bags up. See Church Secretary for a preliminary list of basket recipients. In 2014, there 30 recipients.3 large baskets and the rest small baskets. (Two people received a small basket (bag) with lotion, tissue and soap because fruit was not appropriate for them.) In the past years, some small decorative cards have been made by a group of volunteers from the congregation that do stamping. These cards that were attached to the baskets say, Happy Thanksgiving from Second Presbyterian Church Deacons. If no one is interested in making the cards, you can purchase some small Thanksgiving cards at the Dollar Store. Call Christian Ed Director no later than early October to see if some of the Sunday School Classes would like to make color some paper Turkeys to place inside the baskets with the Happy Thanksgiving cards (see above). November Review the list of possible recipients with the pastor most familiar with shut-in health situations. Fruit baskets may not be appropriate for some of the people on the list, such as Alzheimer s patients or those who have difficulty eating. For those folks, small bags are made up with, for example, a bottle of Suave or Vaseline Intensive Care lotion, a small bottle of Jergens pump hand soap, a small Kleenex pack, a small bottle of hand sanitizer, an envelope of cocoa mix and a small travel size tube of Gold Bond hand lotion, emery boards, a pocket calendar, etc. Use your own ideas and judgment. You may be able to find items at the Dollar Store or Michaels. You could get by with fewer items. I purchased about 4 bags of strawberry hard candy found at the Dollar store to add to the baskets. Some individuals may be better suited for a Thanksgiving card rather than a basket depending on location or circumstances. We had one or two in If the Advent Devotionals are ready in time for the baskets, we included one of them with each basket as well. Call Bartoli s about a week in advance to place the order. Phone Ask them to deliver the fruit to the church early on the day of the Deacon s meeting. Updated April 2016 Page 14 of 25

15 A few days before the meeting, send an to the other Deacons to remind them to come at 6:30 to allow time to assemble the baskets before the meeting. Double check the list with the pastor or the church secretary a day or two before the Deacon s meeting to double check that there have been no major changes. Type up the names and addresses of the individuals to receive baskets and glue them onto index cards. (or you can just print them directly on index cards) Write large or small on each index card to indicate what size basket the individual is to receive. Arrive about ½ hour ahead of time to get things set up. (Cut the grapes into small bunches.) The Deacons will take a basket of the appropriate size and a card to tell them what to put into the basket. (See supplies for the cards that were used.) o First put in a little tissue or shredded paper filler in the bottom of the basket. o Next walk down the line of fruit filling the basket with the appropriate fruits and an Advent Devotional Booklet. o Take the filled basket to the table to be wrapped in a cellophane bag and tied up with raffia, first adding a Thanksgiving card, 4-5 pieces of candy, an Advent Devotional if available (and turkey, if the children made some) to the basket before tying it up. o Select a card with a name of a recipient for each basket. o Remind the Deacons to each take a basket or two at the end of the meeting to be delivered to the individuals indicated. Basket assembly took about minutes of the meeting time. ======================================= ** FUNERAL RECEPTION NEEDS Upon the death of a congregational member, the family will determine if they would like to have a reception following the funeral. Deb Brandberg has a committee that helps her coordinate these occasions but she may ask for help with baked goods from the Deacons or other church boards. ======================================= Updated April 2016 Page 15 of 25

16 **HOME COMMUNION PROCEDURES ** Call and line up visits. Visiting about two individuals in a day works well. It helps staff planning to use the same day of the week each month but the day is ultimately determined by the availability and preference of the Associate Pastor. A record should be maintained regarding who receives visits and when. Deacon should bring bread and grape juice. Pita bread is fine for the individual home communions and small bottles of grape juice are most convenient. Come to the church and go with minister to make the visit. Be prepared to read scripture. Be prepared to visit with the person. The Church office and the committee chairperson will provide names of members who might appreciate a home communion visit. Committee makeup: A minimum of four deacons is helpful to share the activity. Home communion is a service provided throughout the year as requested by home bound, shut in and ill members, as well as in October for Worldwide Communion. The usual pattern is that one of the ministers leads the home communion service however in the event that teams of deacons are doing home communion by themselves, here is a procedure to follow: Order for the Extended Serving of the Communion of the Church Team members should always identify themselves by name with these or similar words: We are (Names) here to visit and to enable you to share in the communion of your church. Take time to visit and as you visit, listen for concerns and joys to remember in prayer. When all are ready for communion, prepare the elements by uncovering the bread and pouring the cup. Elders and deacons may invite others present to join in this service. Updated April 2016 Page 16 of 25

17 GREETING Our help is in the name of the Lord, the Maker of heaven and earth. Then say these words: EXTENDING THE LORD'S TABLE When our congregation gathered this morning for the celebration of the Lord's Supper, we heard again the story of God's mighty acts of love, embodied in the death and resurrection of our Lord Jesus Christ. With thanksgiving we remembered that "on the night he was betrayed, Jesus took bread, and gave thanks, broke it, and gave it to his disciples saying, 'this is my body, given for you. Do this in remembrance of me.' Again, after supper, he took the cup, gave thanks, and gave it to his disciples saying. 'This cup is the new covenant in my blood, shed for you and for all people for the forgiveness of sin. Do this in remembrance of me.'" We were also given assurance of the Lord's presence through the gift of his Holy Spirit. Now we bring you this same bread of life and this same cup of blessing, that you may be strengthened through our communion in the Body of Christ. When circumstances permit, this or a similar prayer of confession may be said: CONFESSION Almighty and merciful God, we have erred and strayed from your ways like lost sheep. We have followed too much the devices and desires of our own hearts. We have offended against your holy laws. We have left undone those things which we ought to have done; and we have done those things which we ought not to have done. O Lord, have mercy upon us Spare those who confess their faults. Restore those who are penitent, according to your promises declared to the world in Christ Jesus our Lord. And grant, O merciful God, for his sake that we may live a holy, just, and humble life to the glory of your holy name. ASSURANCE OF FORGIVENESS Anyone who is in Christ is a new creation. The old life has gone: a new life has begun. Know that you are forgiven and be at peace. Amen. May the peace of Christ always be with you. Updated April 2016 Page 17 of 25

18 SCRIPTURE READING: Today s scripture was Exodus 20:1-4, 7-9, and Philippians 2:1-12 INTERPRETATION OF THE WORD Teams may offer their own recollection of the proclamation of the Word as shared by our Honduran mission partners. Prayer: You formed the universe in your wisdom, and created all things by your power. You set us in families on the earth to live with you in faith. We praise you for good gifts of bread and wine, and for the table you spread in the world as a sign of your love for all people in Christ. Gracious God, pour out your Holy Spirit upon us and upon these your gifts of bread and wine. Make them be for us the body and blood of Christ that we may before the world the body of Christ, redeemed by his blood. Send us in the power of the Spirit to live for others, as Christ lived for us. By your Spirit draw us together into one body and join us to Christ the Lord that we may remain his glad and faithful people until we feast with him in glory. Through Jesus Christ, Amen. COMMUNION The bread and cup are given saying: The body of Christ, given for you. The blood of Christ, shed for you. Join hands to offer this or a similar prayer. Specific prayers for the individual or the church may be added. PRAYER OF THANKSGIVING AND INTERCESSION ======================================= FREEZER FOOD Currently fresh meals are being provided on an as needed basis however this committee can be reactivated if there is a need that seems to warrant it. If there is a request for food for the freezer, the following are some guidelines to be used in the preparation of the food: The purpose of this activity is to have meals ready for delivery to take care of a short term and emergency situation for those who are sick, grieving or shut in. Frozen foods appropriate for one or two people work best; therefore storage containers are relatively small. Updated April 2016 Page 18 of 25

19 Preparing foods for freezing o Foods should be slightly undercooked if they are to be reheated after freezing. o To ensure safety and freshness cool them quickly by placing the pan in a sink of cold water. Use ice cubes to keep the water cold. Package and freeze as soon as the food is cold. Packaging foods o Pack either single serving or double serving sizes as these are most convenient for the recipients. o Select packaging suitable for thawing and reheating in a microwave or oven. For microwaves, use freezer/microwave safe containers, either plastic rigid containers or freezer bags. For conventional oven reheating, heavy duty aluminum foil or disposable foil containers can be used. HeftyEZ Ovenware, a specially treated line of paper containers, can be used in either. o Foods may be covered tightly with plastic wrap or aluminum foil, or plastic underfoil. Be sure to attach instructions to remove foil for microwave or plastic for oven. o Label the package with type of food, date, and heating instructions. Useful hints o Most foods are safe to use up to 4 months after freezing; however, unless they are absolutely air tight packaged, they will deteriorate in taste and texture, so the person in charge of freezer food should check on a monthly basis to remove outdated or freezer-burned foods. o Products that do NOT freeze well include: cooked potatoes unless mashed, strongly seasoned dishes especially with garlic. o Useful resources: Cumberland County Extension Office , which includes recipes of what freezes well, andhttp:// ======================================= NARTHEX CARE CARDS Keep care cards up to date in the Narthex: Reorder cards about twice per year using catalogs that the church secretary can supply. Include booklets of interest for the congregation. (look at sale items especially) Charge to your credit card and send through the Deacon Treasurer to the Church Treasurer for reimbursement. ======================================= Updated April 2016 Page 19 of 25

20 HEALTH Develop and oversee programs to promote the physical, emotional, and spiritual health of the congregation. Activities may include the sponsoring of blood pressure screenings on the second Sunday of the month, health education seminars, fairs and materials, and exercise group. The committee also coordinates Red Cross blood drives and similar services at the church. They inspect and maintain the seven first aid kits that are distributed in the church. ======================================= AT LARGE COMMITTEES REPRESENTATION In addition, a deacon is assigned to represent the Board of Deacons on other Church board committees. These committees include Nominating (1) and Personnel Committee(1). Nominating Provides candidates for session, trustees and deacon vacancies. This position is best filled by people who know the congregation well. Personnel Meets in the spring to review personnel issues, such as salary, fringe benefits, working conditions and performance evaluations. Updated April 2016 Page 20 of 25

21 DIRECTIONS TO BE MAINTAINED IN CASE OF FUTURE NEEDS. The following Deacon Committees were eliminated in The responsibility for Easter Lilies and Christmas Poinsettias was turned over to the Worship Committee in the Fall The Deacon Get-Acquainted Reception was a lot of work that yielded disappointing attendance so the deacons decided following the event in 2015 that it was not the best way to get to know their zones and should not be continued. The step-by-step instructions for both committees can be found below in case they ever need to be referenced. EASTER LILY AND CHRISTMAS POINSETTIA DELIVERY Deacons coordinate the lily and poinsettia deliveries but are not solely responsible for the distribution. The process of the Easter Lilies and Christmas Poinsettias is basically the same. PROCESS FOR EASTER LILY AND CHRISTMAS POINSETTIA ORDERING AND DELIVER 1. An announcement goes in the Chronicles and a tear off announcement goes in the church bulletin and/or the Chronicles a month before Easter/Christmas. If you would like to order a lily for the sanctuary for Easter (or Poinsettia for Christmas), let us know if you would: like to take it home with you deliver it to an assigned church member have it delivered to a member by someone else Easter lilies cost about $10.00 (The committee chair should check to see if the cost has changed. The church generally rounds the cost up a little to allow a cushion. Any excess goes to the church.) Your name The person you are memorializing *Please have your check and this form to NLT (date to be determined). 1. All lilies / poinsettias should be ordered from Georges Flowers at one time and will be delivered to the church on the Saturday before Palm Sunday for lilies. Poinsettias are delivered on the Saturday about two weeks before Christmas so that they can be in the sanctuary for two Sundays prior to Christmas, with delivery of the poinsettias to take place on the Sunday before Christmas. Updated April 2016 Page 21 of 25

22 2. A week or so prior to the Sunday when the lilies/poinsettias are to be delivered to members of the congregation, the committee chairperson should ask the pastor, church secretary and/or the deacons who have the zones for shut-ins and also the home communion recipients for a list of all ill, bereaved or shut-in members who should receive flowers. (This list will be similar to the list that is used for Thanksgiving baskets see page 12). The procedure has been to print the name, address and phone number on a card for each person identified to receive a flower and display the names, arranged somewhat geographically, on a bulletin board in the Narthex on the Sunday the flowers are to be delivered. After the church service, fellow deacons as well as other members of the congregation are asked to take the name or names of someone off the bulletin board and deliver a poinsettia/lily to them. The pastors usually make an announcement explaining the process at the beginning of the church service. HELPFUL HINTS: a. Request help from members of the congregation who have offered to make deliveries. b. Ask the minister to invite people to deliver flowers following the service. c. Attach the name cards to foam board (or any device of your choosing) d. At some point, check with the deacon or a neighborhood assistant from Green Ridge Village to find out how many flowers need to go to Newville. It is helpful if those are set aside to coordinate their delivery. ======================================= DEACON GET-ACQUAINTED RECEPTION The Deacons host a Get-Acquainted Reception each year as a way for zone members to meet their deacons. This reception has traditionally been held in late February or March with the date determined each year by the committee and the pastors. The reception is an opportunity for zone members to meet their deacons. Depending on the timing, it can also be a chance for deacons to meet new members who are joining the church and who are assigned to their zone. To Do List: Notices and invitations - As soon as the date has been set for the reception, prepare article for newsletter, Second Chronicles, as upcoming event. It must be submitted to the editor by the 10 th of the month before it is to appear. Also prepare invitation to be placed in the bulletin for 3 weeks, 2 weeks before and the day of. Invitation could be posted on the church website and on church s Facebook page. Updated April 2016 Page 22 of 25

23 Postcard invitations-deacons send out invitation cards to all members 3 weeks before the reception. The church secretary prints these. Stamps are provided. Silver Platters Make cards for on the platters. Arrange for a table to be set up in the lobby two weeks before the reception and put the silver platters out with the cards telling what food is being requested. Deacon Bulletin Board Have pictures taken of new deacons. (Deb B. helps with this.) Have revised zone lists printed for each zone. (Church secretary does these.) Sign-Up Sheet for Helpers At deacons meeting prior to the reception ask deacons to volunteer to help with the reception. Help is needed with name tags, set up, clean up, and spouses to serve punch and coffee. You might consider adding crackers, punch supplies, and flowers to the sign-up sheet. Sandwiches If having sandwiches from Nell s they should be ordered the Monday before the reception. Supplies Check box and count leftovers from last year. Buy cups, plates, and napkins as needed. Centerpieces Day before reception, make flower arrangements for food tables. Name Tags Nametag labels and markers are in the supply box from last year. From the church secretary get a few copies of all members and their zones packet. On the day of the reception, arrange for a table to be set up in the lobby. The deacons who volunteered for this job sit there beginning about 9:45 and help members (and deacons) get nametags with their zone numbers. Zone Number Signs Check handheld zone number signs to make sure there is one for each zone. These can be handed out to deacons at the nametag table. Deacon attendance Deacons should arrange for a neighborhood assistant or other zone member to fill in for them if they can t attend the reception. Elevator Arrange for someone to stand by the elevator to offer assistance during the reception. Deacon Introductions Check with Pastor Jeff prior to the deacons meeting about when he will be introducing the deacons during the service. Let the deacons know when to come forward. Deacon Get-Acquainted Reception Sunday, Feb. 23, 2014 Set Up: Rotunda- Glory s Edge-Lower level- 6 round tables/8 chairs 2 card tables/4 chairs 1 food table 1 food table Updated April 2016 Page 23 of 25

24 (white cloth) (pastel plastic cloth) 1 drink table 1 drink table 1 dessert table 1 dessert table Flower arrangements for both food tables. Used small paper plates, napkins, and cups, pastel colors. Plastic tablecloths, pastel colors. (Bought paper products at Target and Wal-Mart.) Food: Silver Platter Reception (Used half of these up and half down.) 6 Fruit 6 Veggies/dip 6 Cheese (I bought 2 boxes of Ritz crackers.) 14 Desserts 6 Large trays finger sandwiches salads: ham, egg, and chicken (Used 3 up and 3 down) Ordered from Nell s, delivered at 10:45 2 Punch bowls and ladles (1 up, 1 down) Per bowl 1 gallon Berry-lemon Punch (Wal-Mart) 2 bottles cranberry ginger ale 1 bottle regular 7-up 1 pineapple ice ring 1 container rainbow sherbet Make hot water for tea. Put into carafes and set on the counter, along with teabags, sugar, cream, etc. Place teaspoons in a glass dish. Use another glass dish for used spoons. Make coffee (Two regular and two 2 decaf to start). Place into carafes to keep hot then transfer to silver service. Place iced water in pitchers and set on the counter. Updated April 2016 Page 24 of 25

25 Clean up group Wash and dry all used trays and punch bowls Put all used equipment in proper storage areas Clean up the floor around the serving area Remove table covers and wash down the tables. Be sure the kitchen is clean for the next group activity. Bag all trash in plastic bags. Updated April 2016 Page 25 of 25