Worship Services Handbook

Unitarian Church of Vancouver Worship Services Handbook CUC Edition Prepared by: Keith Wilkinson in consultation with Worship Services Committee Unitarian Church of Vancouver 949 West 49 th Ave. Vancouver, British Columbia, Canada, V5Z 2T1 Last Major Revision: 23 February 2000 Minor Revisions for the CUC Edition: 6 February 2003 Contents Page Worship Services Committee Terms of Reference...2 Suggested Ground Rules for Committee Meetings...3 Guidelines for Selecting Lay Ministers and Guest Speakers...4 Guidelines for Honoraria & Travel Expenses...6 Selected References...6 Worship Services Detailed Checklist...7 Work Sheets: Work Sheet #1: Honouring Unitarian Principles and Sources...10 Work Sheet #2: Planning Congregational Involvement...11 Work Sheet #3: Service Content and Timing...12

Unitarian Church of Vancouver Worship Services Handbook, page 2 Worship Services Committee Terms of Reference 1. Purpose: To enhance the act of worship and strengthen the church community. 2. Responsibilities: 2.1. Serve as a resource to the minister or other persons responsible for church services by assisting in planning the format and content of services. 2.2. Assume responsibility for finding suitable persons to officiate at services in the absence of the minister. 2.3. Facilitate a planning session once or twice a year, inviting congregation and staff to think creatively about themes or components of services and assist the minister in evaluating these suggestions. 2.4. In consultation with the minister prepare and update an outline of services for the church year. 2.5. With adult religious education organize workshops and training sessions to instruct participants in lay worship leadership. 2.6. Maintain a list of persons with skills of suitable quality to read, sing, play an instrument, dance or otherwise participate in the services. 2.7. Provide planning guidelines for groups wishing to sponsor visiting speakers or offer services on particular themes. 2.8. Be accountable through the appointment of a liaison other than the person leading a service for the conduct of each lay service. 2.9. Review service descriptions before Bulletin deadline 2 nd Tuesday of month before. 2.10. Carry out an annual planning process. 2.11. Prepare an annual budget and monitor committee account when appropriate. 2.12. Prepare and annual report. 2.13. Review and/or update Terms of Reference annually. 3. Specific Instructions 3.1. The Committee shall meet monthly, or as required. 4. Committee Membership 4.1. Chair and Committee Members 4.2. Minister, Board President and Music Director ex-officio 4.3. Representatives from other Committees 5. Lines of Communication 5.1. Minutes to be circulated to members, Coordination Council, Board President and Office Manager. 5.2. Communicate with the congregation through the monthly Bulletin and/or Orders of Service. 5.3. Maintain liaison with church staff and committees as needed (Art Display, Flower arrangers, Choir, Music, Sound, Ushers, Children s Program, Youth Program, Membership etc.) Revised: Oct 99; 19 Feb 00.

Unitarian Church of Vancouver Worship Services Handbook, page 3 Suggested Ground Rules for Worship Services Committee Meetings 1. Start on time. 2. End on time. 3. Stick to the agenda. 4. Listen. 5. Speak your mind. 6. Be succinct. 7. One conversation at a time. 8. Schedule important matters first. 9. Give priority to matters that can only be handled by committee. 10. Delegate tasks to members. 11. Respect time constraints. 12. Seek consensus on major decisions. 13. Use majority voting as a backup decision-making method. 14. Be clear about delegated responsibilities. 15. Wherever possible, submit agenda items a week before meetings.

Unitarian Church of Vancouver Worship Services Handbook, page 4 Guidelines for Selecting Lay Ministers and Guest Speakers Developed: October 1999; Last Revised: 3 Jan 2000 These guidelines were developed to help ensure that lay ministers and guest speakers selected to lead services or speak from the pulpit at the Unitarian Church of Vancouver would act in a manner consistent with the values and aspirations of the long liberal traditions of the Unitarian community in Canada and the world. The guidelines are not intended to be used for the selection of speakers who have been ordained as Unitarian ministers. Suggested procedure: Worship Committee members individually evaluate proposed speakers and topics using a sixpoint rating scale where 5 = very positive and 0 = very negative (or other consistent system as agreed by the Committee.) Seek consensus in the Worship Committee about each rating. Make a majority or consensus decision based on the overall rating. Person: Topic: Honouring UUA principles Selection Criteria 1. How much of a commitment has this person made to the Unitarian community? (e.g., a member of this church, a long-time adherent of this church, a member or adherent of another Unitarian congregation) 2. In his or her life s work, how well has the person demonstrated a commitment to the three principles of Unitarianism outlined by Earl Morse Wilbur? Freedom: that the soul shall be free from bondage to any creed or confessions that others would impose; Reason: that we should look for guidance to our own reason rather than follow blindly any traditions from the past; Tolerance: that we should respect in others the same freedom that we claim for ourselves. 3. How confident are we that the person will not violate any of the seven UUA principles? Rate from 5 (likely violation) to 0 (no violation) The inherent worth and dignity of every person; Justice, equity and compassion in human relations; Acceptance of one another and encouragement to spiritual growth in our congregations; A free and responsible search for truth and meaning; The right of conscience and the use of the democratic process within our congregations and in society at large; The goal of world community with peace, liberty and justice for all Respect for the interdependent web of all existence of which we are a part Rating

Unitarian Church of Vancouver Worship Services Handbook, page 5 4. From our knowledge of this person, how likely is it that the person will promote UUA principles in their presentation? 5. How likely is it that the person will advance UUA principles by providing new or important perspectives for the congregation regarding those principles? 6. How probable and serious would be the harm to our congregation if we allow this person to speak from our pulpit on this topic? (Rate from 5 to 0) The Topic 7. How well does the proposed service fit within the overall plans of the worship committee for the year? 8. How consistent is this topic with UUA principles? 9. How able and qualified (either academically or from life experience) is this person to speak on this topic? Total Rating: (Range: -10 to +35) Rating Other Criteria Rating 10. Can we afford to pay this speaker an appropriate fee for her/his work? Y N 11. Is this person a student who we are committed to helping? Y N 12. Has the liaison person for the Worship Committee discussed concerns with the proposed speaker and received assurance that Unitarian principles and purposes will be upheld? Committee Decision: Consensus Majority a. Accept. b. Reject. c. Delegate to Board. d. Delegate to Minister. e. Delegate to liaison person to investigate and decide. f. Delegate to liaison person to investigate and return to Committee to decide. g. Other: Date of Review: Y N

Unitarian Church of Vancouver Worship Services Handbook, page 6 Guidelines for Honoraria & Travel Expenses (Last reviewed and revised by the Worship Services Committee on 22 Feb 2000.) Travel Expenses, All Presenters Greater Vancouver Regional District: Mileage, accommodation and meals are not normally paid. Other locations: Return mileage at current rate. In Dec 1999 this was $0.38 per km, or Economy airfare return (submit receipts). Accommodation (submit receipts). Meals (submit receipts) Honoraria (Canadian Dollars) Category of presenter One service Two services Ordained minister, any faith $250 $300 Unitarian seminary student $150 $300 Non-member lay-person (including members of other UU congregations) Negotiable. e.g. $50 honorarium. Members of the Unitarian Church of Vancouver $0 $0 If a presenter does not want to accept an honorarium the person can be encouraged to donate the honorarium to the church or another organization of their choice. Selected References The following sources have been used in the preparation of this Handbook: Buckmaster, Ann. 1997. Liturgy Project: Freedom of the Pulpit. Hall, Mary. 1998. Order of Service Form. Unitarian Church of Vancouver. Hayle, Gerry, 1999. Submission Guidelines for The Bulletin. UC Vancouver. About the CUC Edition of this Handbook In January 2003 I accepted the volunteer role of Worship Services Consultant for the BC Region of the Canadian Unitarian Council. I thought that this handbook, which I had developed during the two years I co-chaired the Worship Services Committee at the Unitarian Church of Vancouver, might be of value to lay leaders in other congregations and fellowships as they wrestled with the challenges of creating appropriate lay worship services. I have made no substantial changes to the CUC version of this guide from the Vancouver version, other than to remove a few names and phone numbers. Unitarians and Universalists across Canada are granted permission to adapt this guide to meet the requirements of their congregations and fellowships. Yours in faith, Keith Wilkinson

Unitarian Church of Vancouver Worship Services Handbook, page 7 Worship Services Detailed Checklist Developed December 1999 by Keith Wilkinson & Margaret Murdoch. Last Revised: 19 February 2000 This checklist is intended to guide Worship Committee Members and other church members responsible for coordinating services and providing liaison for guest speakers and ministers. Step #: 1. Establish service form and content: 2. From the Worship Services Calendar determine the following: 2.1. Will children be present? 2.2. Will the Chalice Choir sing? 3. Determine the theme in conjunction with the service leader(s) 4. Ensure that the service leaders meet the approved guidelines for guest speakers. If necessary, review this with the Worship Committee. 5. Review the requirements of the service with the leader(s): 5.1. Encourage all speakers to speak slowly; most have a tendency to rush 5.2. Form and content must actively support one or more UUA principles. 5.3. Form and content must violate none of the UUA principles. 5.4. Length of the whole service must be 60 mins (± 5 min) 5.5. Service must be worshipful not just a lecture, not just entertainment 6. Arrange for people to be responsible for each part of the service: 6.1. Choosing the opening words 6.2. Introducing & thanking guest speakers as needed 6.3. Reading the opening words 6.4. Lighting the Chalice 6.5. Choosing reading #1 (if required) 6.6. Reading reading #1 6.7. Choosing congregational hymn #1 6.8. Leading congregational hymn #1 6.9. Choosing the children s story (ages 3 10 years) 6.10. Reading the children s story 6.11. Choosing words for the meditation 6.12. Reading words for the meditation 6.13. Choosing music for the meditation 6.14. Choosing words for the offertory 6.15. Reading words for the offertory 6.16. Choosing music for the offertory 6.17. Preparing and delivering the Homily 6.18. Choosing congregational hymn #2 6.19. Choosing the closing words 6.20. Reading the closing words 6.21. Other: 7. Advise the Choir Leader of planned congregational hymns at least two weeks in advance so that choir can practice these hymns. Tel:. Due date: 8. If the choir is not scheduled to sing, arrange for a suitable person or persons to lead hymns from the front.

Unitarian Church of Vancouver Worship Services Handbook, page 8 9. Discuss choices for other music (prelude, meditation, offertory) with Music Director, two weeks in advance so that choices can be made to suit the theme of the service and the time available. Tel:. Due date: 10. Complete technical arrangements well in advance: 10.1. Clarify microphone requirements; advise the Office of these early in the week prior to the service or talk to, Tel:. 10.2. Arrange special props, if any 10.3. Make special sound equipment arrangements (e.g., cue specific CD tracks) 10.4. Estimate the time required for the whole service and adjust parts as required. Allow 7 10 minutes for all announcements, readings from the Book of Celebrations and Concerns, fundraising skits, etc. Total duration (normally 60 mins): 10.5. Practice all or selected parts of the service to ensure that the timing is correct and movement of participants flows well 10.6. Schedule a rehearsal if needed. Book the Sanctuary for this well in advance. To book the Sanctuary phone 10.7. Rehearsal date and time: 10.8. Arrange room and board, hotel and transportation for the guest speaker as required 10.9. Verify the time that the guest speaker will arrive at the church 10.10. Requisition cheques to pay honoraria & travel costs for guest speakers 10.10.1. Determine amounts (Cdn $) in accordance with Worship Committee, CUC and UUA guidelines 10.10.2. Complete a Cheque Requisition Form (available from Office workroom) 10.10.3. Have Worship Committee chairperson sign Cheque Requisition 10.10.4. Submit a completed, signed Cheque Requisition Form to the Bookkeeper no later than the Friday morning before the 2 nd or 4 th Monday of the month. Specify if the cheque is to be in Canadian or American dollars. This cheque requisition must be available for the Bookkeeper by: Due date: Amount: US Cdn $ 11. In consultation with the speakers, prepare a service description for The Newsletter (about 25 words) Service Title: Date: Time(s): Leader(s): cont d Service Description:

Unitarian Church of Vancouver Worship Services Handbook, page 9 12. Submit service description for the Newsletter by 4 PM on the second Tuesday of the month preceding the service. Submit to or FAX: or leave at Office. Due date: 13. Prepare Order of Service details 14. Submit Order of Service details to the church office by 1 PM on the Wednesday preceding the service, or on Tuesday if there is a holiday on Thursday. Send to: e-mail or FAX: or leave at Office. Due date: [Note: e-mail messages are picked up only Mon through Thursday before 2 pm.] 15. Complete stage arrangements on the day of the service: 15.1. Arrive at church at least one half hour before the service to help set up. 15.2. Microphones: Arrange microphone set-up as required. Ensure that speakers know how to use the necessary microphones. 15.3. Water: Ensure that there is a glass of water on the pulpit for each speaker (Ushers normally do this) 15.4. Candles: Ensure that chalice lighting equipment is present (small candle, taper, wooden matches). Custodian or Ushers usually do this. Pre-light the candles to ensure that they light easily. Ensure speakers have decided who will light the candles. 15.5. Step: Ensure that speakers understand how to use the folding step in front of the pulpit. 15.6. Equipment: Arrange any special equipment as required (e.g chairs for children's story) 15.7. Ensure that speakers understand our routines regarding the following: Story-time 3-minute silent meditation followed by music Carry the Flame routine: descend from pulpit, hold hands, sing 15.8. Help to troubleshoot during the service. 15.9. Be prepared to lead the service yourself if the guest speaker doesn't arrive. 16. Give honorarium to guest speaker following the service. 17. Thank the guest speaker on behalf of the congregation and Committee. 18. Give copy-ready material to Office to be printed for sale at literature stall End of checklist

Unitarian Church of Vancouver Worship Services Handbook, page 10 Work Sheet #1: Honouring Principles & Sources Date of Service: Title/Theme of Service: Unitarian Universalist Threads Leader: Ways to use the threads in this service: UU Principles: P1. The inherent worth and dignity of every person P2. Justice, equity and compassion in human relations ρ Diversity & equity with respect to age, ability, culture, gender P3. Acceptance of one another and encouragement to spiritual growth in our congregations P4. A free and responsible search for truth and meaning P5. The right of conscience and the use of the democratic process within our congregations and in society at large. ρ Member participation P6. The goal of world community with peace, liberty, and justice for all ρ Social action, United Nations, USC P7. Respect for the interdependent web of all existence of which we are a part. ρ Flowers, plants, animals, earth, air, water; Pagan spiritual practice, Environment Committee UU Sources: Options: How to include these threads S1. Direct experience of that transcending mystery and wonder, affirmed in all cultures, which moves us to a renewal of the spirit and an openness to the forces which create and uphold life. S2. Words and deeds of prophetic women and men which challenge us to confront powers and structures of evil with justice, compassion, and the transforming power of love ρ World literature, philosophy, art, history S3. Wisdom from the world s religions which inspires us in our ethical and spiritual life ρ African, Aboriginal N/S American, Aboriginal Austral-Asian, Agnostic, Atheist, Baha i, Buddhist, Confucian, Hindu, Islam, Jain, Pantheist, Panentheist, Polynesian, Shinto, Sikh, Taoist, Zoroastrian, Other S4. Jewish and Christian teachings which call us to respond to God s love by loving our neighbors as ourselves S5. Humanist teachings which counsel us to heed the guidance of reason and the results of science, and warn us against the idolatries of the mind and spirit S6. Spiritual teachings of earth-centered traditions which celebrate the sacred circle of life and instruct us to live in harmony with the rhythms of nature.

Unitarian Church of Vancouver Worship Services Handbook, page 11 Work Sheet #2: Planning Congregational Involvement Date of Service: Title/Theme of Service: Other Planning Considerations: Leader: Options: How to include these threads Participation from Unitarian Church Committees Core: Bldgs & Grounds, Canvass, Membership, Personnel, Coordination Council. Other Cmtes, Groups & Services: Adult Rel Educ, Archives, Art Display, Care and Concern, Chaplaincy, Children s Rel Educ, Denominational Affairs, Environment, Humanist, Interfaith/Multicultural, Music, Pagan, Seminary, Social Justice, Social Action: Partner Church, Unison, Food Bank; Youth Ministry, Young Adults, Whole Church Group, Sunday Market, Sunday Lunch, Thrift Sale; Child Care, Daytimers, Forum, Library, Sunday Morning Support (flowers, beverages, sound, ushers, welcoming) Variety of worship activities spoken word (stories, homilies, poems, readings), song, music, dance, visual art, meditation, prayer, congregation participation, elements of nature Worship preferences - Consider activities that may appeal to different psychological types, e.g.: reflection, interaction, use of the 5 senses, intuition, reason, feeling, structure, flexibility Risks What could interfere with this service advancing the Unitarian Principles in our communities? ρ What are the risks associated with preferred options? ρ What can be done to minimize each risk? Opportunities What else is happening that we could build upon? (e.g.: CUC, ICUU, UUA, UUMA, IARF, Regional churches and fellowships )

Unitarian Church of Vancouver Worship Services Handbook, page 12 Work Sheet #3: Service Timing & Content Date of Service: Title of Service: Elements (Order may vary; = required) Leader(s): Order 123 Rec d Mins Musical Prelude {before the service} 1 {15} Opening Words 1 Plan Mins Content, this Service Choir #1 - Invocation Opt l Words while lighting the chalice 1 Congregational Hymn #1 3 Reading #1 Opt l Story Time 8 Children s Recessional Go now in peace 2 Welcome visitors & newcomers 2 Announcements (Board, funding, notices) 4 Reading: Book of Celebrations & Concerns 1 Offertory words and music 2 Introductory words for the meditation 1 Silent Meditation 3 Music and Meditation 2 Reading #2 Choir #2 Opt l Opt l Sermon, Homily, Performance 20 Congregational Hymn #2 3 Closing Words 1 Recessional Carry the Flame 1 All optional components 5 Total Time (excluding musical prelude) = 60 mins 60 Special Communication Needs: Newsletter submission: 4 PM, 2 nd Tues, month preceding Due: Done Order of Service submission: 1 PM, Wed preceding Due: Done Rehearsal Date if required: Liaison Person: