Sunday Roles Defined Briefly


Bagel Pickup - Must be done on the way to Service. Pick up at Big Apple Bagel. These are charged directly to the church by Big Apple.

Room Setup - This pertains to the aesthetic setting up of the room - Refreshments, Bible table, Resource table, etc. This is NOT the stage area - that now falls under the Soul ministry. Room Setup might also differ for various holidays or occasions. This is up to the person who is gifted in this area (certainly not me!). Currently this is an open position...

Coffee/Bagel Setup - Get appropriate items from the Refreshment box - coffee, brewer, pots, sharp knives, etc. and setting up in the kitchen area. Brew regular and decaf coffee. Make pot of hot water only for tea. Cut bagels in half horizontally and vertically, making four pieces from each bagel and setting up in wood tray. Prepare shmears for bagels by providing at least one plastic knife per shmear. Assure sugar and sugar substitutes, as well as creamers are available - with stir sticks.

Refreshment Setup - Set up coffee/bagel tables (2) with table cloth and table apron. Once bagels and/or coffee are ready, place on table with napkins and accessories (sugar, creamers, stir sticks, etc.). Put out Coffee/Bagel donation basket.

Canopy Setup (when weather permits) - Get from sound trailer. Set up one or two canopies to cover bagels when refreshments are outside.

Small Refreshment Table - When refreshments setup outside at beginning of service, bring in bagels/food and coffee. Put on smaller table near Resource table. (This will help keep everyone inside during service).

Table Setup - Get large tables from Table Box and place as necessary: Name Tag Table, 2 Coffee Tables, 2 Tables for Resource/Tape, 1 Table for Screen. One rectangular "card" table is used by projectionists and will be taken by them. Then other rectangular card table is setup by the entrance. A table cloth is placed over this table, then put the Bibles, pen basket, Kleenex and bulletins. This is set up behind the Usher box. The White Stone banner is to be centered above this table. Set up counting area: card table; 2 folding chairs; copy machine; white plastic basket from Usher box; set up table for counting. Put out forms for the day: Supply Inventory, Attendance and Count sheet.

Coffee Brewers - Once all is initially setup, check coffee pots occasionally and brew more as necessary.

Greeters - Greet everyone who arrives, paying particular attention to those who appear to be new. If someone is new, the greeter might need to walk a parent to the nursery or children's area. Greeters will normally hand out bulletins as well. We desire to have at least one outside greeter and one at the door. The person at the door helps assure everyone goes to the Name Tag table. Greeters should continue outside until the beginning of Service. The greeter at the door becomes an usher once Service begins. (Don't panic. It is well known that a greeter might not also be willing to usher. Ideally, this is how it will work. The idea here is to assure that once Service starts, late attendees can be seated and that someone will be available to "control the room" - thus the request for ushers presented above).

Name Tag Table - This is another offshoot of greeting. Name tags will be in the green plastic container. This container is the "catch all" for things that go to and from the WS office. "Normal" attendees will get their name tag while new attendees will receive a hand written tag, then are asked to complete a communication card. Soon we hope to have New Attendee folders that will also be handed out. These folders will help all regular WS'ers to identify new folks and assure they are warmly received into the body. And these folders will contain pertinent information to introduce them to White Stone.

Umbrella Greeting - On rainy days we will also have the "umbrella brigade" to meet those who arrive at their car (or close to it). If you have never done this, it is actually a lot of fun (except for getting a bit wet). To arrive at someone's car and find out they had forgotten their umbrella, or have small children to bring with them, and see their reaction makes it all very worthwhile. (The umbrella's are then left open off to the side so they can dry before we break down after service - they might fit over the "table box").

Ushers - As mentioned above, an usher helps control the room by assuring folks are seated, no one is being noisy and the room temperature is kept fairly comfortable.

Offering Takers - Pass the bag! The only "tough" thing here is watching whether a bag has already been passed from the other end of the row, and in making sure just where the bags are. Once the bags have been passed, they should be collected by the Heart Team Lead for Sunday. Collect coffee donations on way to do counting.

Counters - Two people will separate out the checks, cash and cards from the offering bags. Currently this is done by the Sunday Lead and one other person. The checks, cash are cards are then sorted. Checks are copied. Checks and cash are counted, and proper contribution category determined and reported. Checks are stamped. Paperwork is completed including the deposit slip. The deposit for the bank is assembled in the bank envelope while the check copies and other paperwork put into an envelope for Admin. The bank envelope is given to a trustee (currently Gary Dotson or Eva Negd) for deposit during the week. The paperwork envelope is put into the green container.
Attendance Counter - This is usually the role of the Sunday Lead. Included on the Attendance Sheet is the day's offering. Attendance is taken in Children's (Elementary), Nursery, Youth and Main. This sheet is then passed to the Heart Team Coordinator/Director (me!) - can be emailed.

Bible Distributors - Shortly into the message, Bibles will be offered to attendees who need them. This usually occurs while counting is taking place. It is important that other Heart Team members assist in making sure the Bibles get to those who need them. At this time, if necessary, please assist with this distribution whether you are scheduled to work or not - it only takes a few minutes. Thanks!

Refreshment Breakdown - Remove coffee pots; drain and wash out. Bag any leftover bagels and give to who ever wants them. Throw away trash; put extra supplies away. Lead or someone else take the red tablecloths and wash for next week. Clean coffee brewer and return to Refreshment box with pots and other supplies. Clear trash to trash barrel.

Name Tag Table Breakdown - Place old sheets, communication cards, etc. into green box.

Table Breakdown - For Bible table: Put Bibles back into plastic container then into Usher box. Put pen basket and Kleenex into Usher box. Fold up table cloth and put into Usher box. For other tables, remove and fold aprons; put into plastic bins in table box. When tables are cleared, fold and put back into table box. If umbrella's were used, dry if necessary, then fold and put into table box. Assure all tables in box. Please note: Not all tables fit! The 3 brown card tables are to be set up on top of the other tables. If these tables are forced to fit below these tables, it puts too much pressure on the box!

Canopy Breakdown (when used) - Fold up and put back into front of sound trailer.

Sunday Lead - Assures the above occur. The only task required to be done by the Lead is Counting. All other roles can be delegated. The flip side is that the Lead might need to do any one of the above roles should someone be missing.