Heart Team
Sunday
Morning
Lead
Duties/Responsibilities
Pick up bagels at Big Apple Bagel on Hopyard prior to
service.
Brew regular and
decafe coffee. Assure enough coffee available before, during and after service.
Set up outside during nice weather, under canopies. Set up refreshment tables
with table cloth and table apron.
Set up 2 refreshment tables, one (long) card table
for Bibles, 2 resource tables, 1 name tag table, communion table(s) and
possibly the table for the screen (should be done by the tech team). Attach
aprons to refreshment and name tag tables. Cover refreshment tables with red
table cloths. Assure these get cleaned for use the following week. Cover Bible
table with table cloth. Cover communion table(s) with table cloth.
Each
Sunday the offering is counted in double custody. The offering paperwork is put
into an 8.5 by 11 envelope, then placed in the green plastic container that
will be taken to the church office after service. HC must also coordinate with
trustees for designated depositors who will be responsible for making the
deposit each week. We must ensure that we maintain separation of duties. A
counter should never be a depositor on the same week
Coordinate with Children’s Ministry with walkie talkie to provide a runner to children’s to help take child to restroom or find a needed parent. Assure walkie talkies are recharged for use the following week (should go into green container to be taken to the office).
Prayer Request
Prayer
requests received on information cards in the offering should go to a member of
the prayer team. If no one is available please put the cards in the green
plastic container that will be taken to the church office after service.
New Member
Information
Copies of new member information (new attendee information
cards) received in the offering should go in the green plastic container that
will be taken to the church office after service so a "welcome to White
Stone" call can be made.
Counting
Attendance
The attendance sheet is with the counting supplies and is
completed by the lead or children's runner each week. Team Lead is responsible
for ensuring the count is completed and the offering is recorded on the
worksheet. Once complete it is turned over to the Heart Coordinator who will
complete the attendance report for the staff, elders, and trustees.
Communion
Formal Communion is set up on the last Sunday of each month.
The Sunday Lead picks up juice and whatever else is needed for communion. The
Lead also ensures that candles are available and that candelabras are removed
from the trailers. The Lead also
facilitates the set up of all details related to communion. On other Sundays a
communion table with broken matza and a goblet of grape juice is to be set up
on the left side of the room. Candles should also be used as well as a table
cloth.
Bulletins
Team Lead find the bulletins in the green plastic container
brought from the office. Heart Team ensures bulletins are ready and that all
inserts have been stuffed and they are ready to be handed out by the greeters.
At the end of the service, unused bulletins are put in the green plastic
container to be recycled. Communication cards are pulled out to be used in next
week's bulletins.
Assure attendees are seated. Assure no youth are wondering around inside or outside of service (a safety and liability issue). Adjust room thermostat during service to assure comfortable temperature. Assure no one is being disruptive, including parents with infants.
Lay out name tag
sheets. Greet everyone as they approach the table. Assure attendees with pre
printed name tag receives their name tag. Assure that new attendees without a
pre printed name tag creates one using a blank label. Clear table after service
and put the contents into the green container to be taken to the church office.
The
Team Lead each Sunday reviews the coffee & cart supplies. There is a list
pre-printed to expedite checking off supplies. They will make a run to Costco,
Smart and Final or other location with low prices to refill the supplies needed
then fill out an expense reimbursement for each with the appropriate Heart GL
account to be charged for the item(s).
Water is purchased for each weekly service.
Coordinator
Duties
Staff meeting
The Heart Coordinator represents the Heart Team at the
weekly staff meetings - which are held on Tuesday afternoon from 1:00 PM to
3:30 PM. The Heart Coordinator informs the staff about what is happening within
the Heart team (plans for upcoming events, issues, ideas, etc. The Heart
Coordinator also communicates to the team what is learner at the staff meeting
and act as liaisons between with leadership and the team.
The
schedules are produced reflecting the two teams currently filling these duties.
It also outlines the tasks assigned to each person.
As
Heart Team Coordinator, oversee Sunday services and review status of Event
planning. Also assure Heart Team is staffed properly. Communicate needs to the
Care Ministry.
Record
the weekly attendance and offering information provided by the Sunday Lead into
an Excel spreadsheet and email to staff, trustees and elders.
Heart
Team
Heart
Event
Coordinator
Duties
Coordinate
all events for the year. Managing to our WS values and managing events within
event budget for the year. Discuss themes for different events and ensure the
calendar is communicated to the staff.
Ensures
that each event has a facilitator assigned. The facilitator is responsible for
coordinating the event and all of the details associated with it. Based on the
event, the facilitator may need to come to the Event Coordinator (EC) to get
the appropriate contracts approved and/or obtain deposits for facilities from
WS office Admin.
Coordinate an e-mail or US mail invitation to our Oxen Events. Emails are sent by the WS Admin.
Create
An Insert
Event
Coordinator creates an insert to publicize Heart events. Inserts should be
created 3 weeks in advance of the event with details provided to the WS Admin
to be included in our Sunday bulletin. (Does not apply to Oxen Events)
Event
Coordinator creates a PowerPoint slide to be used during announcements to
publicize Heart Events. (Does not apply to Oxen Events). Alternatively, the slides will be
created by the WS Admin.
Act
as a host/hostess at events, welcoming everyone, coordinating blessing for
food, any necessary announcements, etc.
Coordinate
Events for Pastor’s Appreciation month (October)
Coordinate activities and appreciation gifts for
Pastor’s appreciation month to honor and show our appreciation for our White
Stone Pastor’s.
Ensure expenses related to Heart/Oxen events are
submitted to The Admin for budget and accounting purposes. If there was a
donation for the event, ensure donation deposit is turned in to The Admin so it
can be accounted for properly. Donation funds must be accounted for
serparately from the tithe dollars.
Care
Ministry Duties
Contact
person in need and review what if anything is needed. Needs could be for meals,
transportation, prayer, family care, etc.
Assemble
and schedule team to provide needed meals. Usual schedule is every other day,
not daily.
Assist
with finding transportation needs.
Assist
with family care needs, which could be light house cleaning and/or child care.
Possibly other needs as well.