Manual
June
2009
INDEX
1.
Introduction Page
1
2.
Team Leads Page
2
3.
Ushering Page
2
4.
Contact List Page
7
5.
Greeting Page
8
6.
Introduction
The following information is provided as a guideline to the
Team Leads for the
It is believed that the
Andrew Ministers are responsible for all aspects of
welcoming, greeting, providing information, escorting newcomers to the
appropriate areas, and ushering. Each member will be trained in all of these
areas and can be called upon to fill these needs. It is recognized that some
may prefer to specialize in certain areas, and team leaders will make an effort
to accommodate these wishes.
Team Leads
1.
A
total of six team leads will be selected for the 9:00 am Sunday service and a
total of six team leads for the 11:15 am Sunday service.
2.
The
team leads will be responsible for a team of Andrew Ministers for two months in
the church year at six month intervals for their respective church
service.
3.
The
twelve team leads will select a coordinator from its ranks who will have the
responsibility to:
·
communicate
the team assignments to team leaders on a monthly basis,
·
organize
volunteer Andrew Ministers for the additional Christmas and Easter church
services,
·
staff
special events as requested by session, and
·
assist in recruiting new team members.
4.
The
team leads will meet (at least) annually in May of each year to select a
coordinator and to facilitate the rotation of teams.
5.
The
rotation of teams will occur annually in July.
Each team will move “back” one month.
For example, May will move back to April, December will move back to
November, and so on. The team rotating
from July to June will enjoy a one month pass, the August team will assume the
July responsibilities, and the June team will perform its regularly scheduled
duties for that month.
.
Ushering
The ushers are responsible for welcoming all worshippers to
the service, providing them with bulletins and registration cards, and
assisting them in locating seats, if they wish (especially if sanctuary is
approaching capacity). In addition, the ushers are responsible for collecting
the offering and delivering it to the counters, assisting with communion,
counting and recording those in attendance, and other duties to allow the
worship service to flow smoothly. Specific instructions are as follows:
1.
Arrive 30 minutes before the service begins, dressed appropriately
and well groomed. Appropriate dress is CASUAL for Saturday night, BUSINESS
CASUAL for Sunday
2.
Assist in preparing the sanctuary
for the service. This includes
·
Check for cleanliness and order of
the sanctuary.
·
Review the bulletin and arrange for
any special seat reservations (Baptism, new members, communion support, etc.).
·
Make sure all outside doors are
unlocked.
·
Open all doors between sanctuary and
narthex.
·
Friendship Pads will be stored in
the pews behind the hymnal.
·
Spot check to see that the top sheet
has not been filled in and that this week’s Sermon Notes are in the left-hand
pocket. If the Friendship forms are
gone, place a new pad of forms in the leather holder (the color of the paper is
no longer relevant).
·
Leave the Friendship Pad at the
inner end of each row, including the short rows between the choir and the sound
booth.
·
Locate bulletins and distribute.
·
Prepare offering plates (use new
brass plates after
·
Check lights and have them adjusted
as needed for “Congregation Entry”.
·
Check temperature and make sure
thermostats are properly set (65F setting for sanctuary and 70F setting for
coffee area). Usually the thermostats
are locked and won’t need to be adjusted.
In the rare circumstance that you need to adjust the thermostat, inform
the office so they can check the timers on Monday. If the main automatic timer has
malfunctioned and the HVAC is off, you can override the main timer by turning
the timer knobs just inside the janitor’s closet. The fuse boxes are upstairs above the
narthex.
·
Adjust sound level in the chapel as
required.
·
Rope off rows for Children’s Sermon, Baptism,
or other special needs (check bulletin early).
3.
As worshippers arrive, a minimum of
two ushers will be stationed at the sanctuary doors to welcome and distribute
bulletins. As the sanctuary fills, two more should move to the inside to assist
in locating suitable seats. Prepare the chapel for use as needed.
4.
Five minutes before the service,
close all except two sets of doors. Close the remainder when the ministers
enter the sanctuary. This prevents
service disruption by noise from the narthex.
5.
After the service begins,
seat people during the singing of hymns and announcements. No seating should
occur during prayer.
6.
Encourage families with young
children to use the nursery or sit on the outside aisle. Although sitting
towards the rear of the sanctuary allows easy exit, it is recognized that young
children's visibility is best toward the front; so, often, this is the optimum
location.
7.
Assist the disabled to wheelchair
seating at the center aisle. If these
spots fill, then use positions behind the pews and in front of the Chapel or in
the left aisle.
8.
Collecting the offering should be
handled as follows:
·
Positions should be with two in the
center aisle and one on each side aisle.
·
Move to the front pew when the
introduction for the collection is complete.
·
Center aisle usher should begin the
plate at the first row and, as much as possible, alternate rows. When partially
filled rows prevent easy passing of the plate, ushers should work together and
handle from both sides as appropriate.
·
To collect for the far-right section, it is preferred to use a
5th usher. If a 5th
usher is not available, then the closest usher can route the plate from center
to the far-right section to collect the small number of offerings from that
section.
·
When finished collecting, four ushers should assemble in two
rows and come forward to the chancel when the doxology begins. NOTE - At some
services, the prayer will be before the collection and the doxology will not be
used. In these services, the collection will not be brought forward to the
chancel, but taken directly to the counters.
·
At the chancel, the first row should stand in the middle and
the second row should move to form a single row on either side of the first
row. At the conclusion of the prayer. The group should
exit to the left.
·
Plates should be taken to the
counters’ room on Sunday by two ushers.
9.
During the sermon for Sunday
morning services, one usher will count those in attendance and write the
numbers in the Attendance clipboard.
Children who have left for Children’s Worship and in the nursery will be
added in by the staff. The sound booth
is recommended as the location for counting. All should be counted, including
the choir, chancel participants, and children who remained in the service and
did not go to Children’s Worship.
(Note, on Saturday night, counting is done before Children leave for
Children’s worship, as noted on the attendance clipboard.)
10. During the second half of the benediction, quietly open all
doors to the narthex.
11. At the conclusion of the service, move through the sanctuary
and return Bibles and hymn books to their places. Pick up any bulletins and
other papers and place them in the recycle box. Any personal items left behind
should be turned into the Lost and Found (a box located in the cupboards in the
Visitor’s Welcome center nearest the window).
Check the pew supplies, and fill in pencils or envelopes as needed.
12. After each service, the filled-in sheets on the Friendship
pads should be torn off and put in the envelop labeled
for that service. Friendship pads should
be left in their place behind the hymnal.
Data from Friendship Pads is used to identify visitors, track
attendance, and find address or email changes.
13. Ushers need to be very quiet when assembling in the narthex
during the services.
14. Ushers should sit towards the back of the sanctuary or
chapel during the service when their duties are completed.
15. An intercom system will be installed to allow communication
during the service. Ministers may
request some change from Andrew Ministers.
Andrew Ministers may report a locked car with lights on to the
ministers.
16. If Andrew Ministers notice continuing sound system feedback,
use the intercom to politely notify the sound booth.
17. No food or drink will be allowed in the sanctuary or chapel.
Special Issues
Communion
1. By Intinction: Whenever
the communion is served by intinction at the chancel, two ushers will direct
the worshippers to move to the front at the appropriate time. The following
procedure should be followed:
· Choir
will usually be served first during an instrumental or solo performance; they
should be served in the same way as the rest of the congregation: if doing intinction, they will walk down to
be served.
·
When they are nearly completed, the two ushers in the center
aisle should release rows in a timely manner that will ensure a smooth flow but
to prevent worshipers from standing in their pews.
·
Worshippers in the far right
sections should go forward as the center adjacent row is released, and should
use the adjacent row to reach the center aisle.
·
Encourage all to take the elements
on both sides as needed.
(NOTE: Be aware of anyone not able to go to the chancel and
notify the servers to serve them in the pew.)
2. In the Pews:
When the elements are served in the pew, the cups will to be picked up by the
ushers at the conclusion of service.
The choir should be served first in the choir loft.
Saturday
Night Services
· Arrive at
· Hand out bulletins.
·
Look for people who may be new.
Offer them a nametag. If they have children, advise them regarding nursery (0-4
years), 5-year-olds through 5th grade leave during service, 6th
grade and above stay in service.
·
Around 6:15, count all in attendance, including the choir, chancel
participants, and children who are subsequently dismissed to children’s
worship. (It's easier when people are seated.) Record the attendance on the clipboard. Counting is easiest from the sound booth.
·
Leave extra bulletins on table in
narthex and join the service.
Collecting
the offering should be handled as follows:
·
The Andrew Ministers should request
help from volunteers to help collect the offering. First choice will be to find volunteers who
have experience as Saturday Night Andrew Ministers.
·
Positions should be with two in the
center aisle and one on each side aisle.
If a 5th volunteer is available, he or she can collect from
the far right rows.
·
Move to the front pew when the
introduction for the collection is complete.
·
Center aisle usher should begin the
plate at the first row and, as much as possible, alternate rows. When partially
filled rows prevent easy passing of the plate, ushers should work together and
handle from both sides as appropriate.
·
Normally, on Saturday Night, the offering WILL NOT be brought
forward.
·
During the second half of the benediction, quietly open all doors
to the narthex.
· As the service is dismissed, stand by each exit with a basket
to collect CLPC Care Cards and used bulletins.
·
At the end of the service go through the pews and collect all
used bulletins. Place all inserts and extra unused bulletins in the recycle
basket.
· Gather up CLPC Care Cards from the offering
basket or baskets after the service. Place the Care Cards & sheets from
Friendship Pads in the envelope (that is provided) in Linda's box.
CHRISTMAS EVE SERVICES
Moravian
Love Feast
1. Four ushers are
needed to support the service. Servers will also be present and will be
recruited by the DCE or delegate. Servers can be used as ushers.
2. Andrew minister
duties are:
·
Pass out bulletins and candles
·
Seating of late comers
·
Safety monitoring: have fire extinguishers and water spray
bottles available and monitor the situation during the lighting of candles
·
Control of lights during candle
lighting
·
Counting those in attendance
·
Collection of offering
·
Collection of candles at the close
of the service
·
Chair movement and clean up as
necessary
3. Lead should check
with DCE prior to the beginning of the service to confirm timing of
service and duties.
Sanctuary
Services at
1.
Eight Andrew Ministers are needed at
the
2.
Greeting and Ushering is to be
provided.
3.
Dress should be suits and ties for
the men and equivalent for the women.
4.
All should arrive 30 minutes before
the service begins. Lead should meet with the Senior Pastor to confirm timing
of the services and duties.
5.
Lead should assign stations and
discuss lighting needs with sound station staff.
6.
Check to make sure all bulletins,
candles with drip shields, and collection plates are readily available.
7.
After greeting each worshipper, hand
them the bulletin and candle with drip shield.
8.
As the sanctuary fills, assist with
seating to use all space available. When the sanctuary fills, begin using the
chapel area.
9.
Choir will need room in the narthex.
Do not place seats in this area and assist in moving late worshippers away from
the needed choir space.
10. Collection will be taken as indicated in the bulletin. Take
the collection to the finance office after the collection is complete. It will
not be brought forward in the sanctuary.
11. Count all attendees.
12. A full nursery is available. Encourage all parents to take
small children to the nursery and obtain the pager.
13. Pre-cool sanctuary if not already done when the lead
arrives. Turn off heating and air conditioning during the lighting of the
candles.
14. Lighting
of candles: -
·
Youth will be assigned to this task.
The minister will instruct them prior to the service.
·
When the lighting is about to begin,
all lights are to be off except the tree, the cross light, and the chancel
candles. Ushers will handle light outside of the chancel,
sound booth will handle Sanctuary lights.
·
The youth will have the large candles with drip shield and will
come forward to the chancel area and will have their candles lighted by the
minister.
·
Each youth will go to their assigned aisle and light the first
person’s candle in each row, moving from front to back. The lighted candle is
always held vertical, the unlighted candle tipped toward the lighted candle.
15. Usher will assist the youth as necessary and be available
for safety monitoring. Fire extinguishers should be brought out and checked
(place in 4 corners of sanctuary). In addition, small water spray bottles will
be next to each fire extinguisher.
16. Ushers will collect candles at the close of each service. If
some people want to keep their candles, this is fully acceptable.
17. At the conclusion of the service, ushers will pick up all
loose items in the Sanctuary and make the facilities ready for the next
service.
New
Member Receptions
The Andrew Ministers are responsible for welcoming and
assisting new members at the time of their reception into CLPC. This will
include the following:
·
Welcoming each member 10 to 15 minutes before the service. New Member
pictures are posted on the display board near the
·
Giving each new member a name tag and materials package.
·
Advising new members where to sit (toward the front so they can come
forward more easily) and informing them of the worship order and what they will
be doing in the service. Advise them to bring the insert with the new member
litany so they can recite their responses in front of the congregation.
Unusual
Situations
It is the responsibility of the ushers to maintain control
of the services. In the event of an unusual disturbance, power failure, heating
or cooling malfunction, medical emergency, fire or similar situation, the
ushers working with the team lead should exercise leadership in addressing the
problem. Although they are not expected to be able to handle all events, they
need to be aware of the contacts needed to address problems. A list of those
contacts is attached.
Emergency
services (e.g., police, fire, ambulance) can be reached by dialing 9 (to get an
outside line), then 911, from phone in the
The
fire alarm box is in hallway on
the way to the parlor, behind the double doors. Press down the area that is blinking to stop
the alarm. If you are sure there is no
fire, call 911 to inform the fire department everything is OK.
Any message that needs to be conveyed to the ministers
during the service should be written clearly and delivered to the chancel by
the Team Lead.
Special
Needs
Hearing devices: Personal hearing amplification units are
located in the cabinets below the Visitor Welcome center. Backup AA batteries
are in the same box. Check batteries in hearing units and replace if needed. If
battery supply runs low, please leave a note in the office for the Logistics
Specialist (Michelle).
Contact List
(Remember to dial 9 to get an
outside line)
|
Maintenance |
Phone |
|
**Custodians |
832/473/4370 |
|
Electrical ( |
281/996-7646 |
|
Electricity (HL&P) |
713/207-7777 |
|
Elevator (Thyssen
Dover) |
713/849-2191 |
|
Exterminator (Dick Rathjen) |
281/488-4324 |
|
Gas (Entex) |
713/659-2111 or 713/308-4112 |
|
Glass (Binswanger) |
281/480-2811 |
|
Heating/Cooling (Ken Gurry Corp) |
713/941-5397 |
|
Locksmith ( |
713/941-5397 |
|
Phones (TTI) |
713/791-1884 |
|
Piano Tuning (Roy Escobar) |
281/460-1146 |
|
Plumbing (Modern Plumbing) |
281/487-8172 |
|
Recycling (Donohue) |
713/723-6397 |
|
Trash (Star Disposal) M/F |
281-339-3400 |
|
VENDORS |
PHONE |
|
Copier (IKON Service) |
713/843-2750 |
|
Collage Florists |
281/333/5863 |
|
Insurance (Randy Dinger) |
281/855-4577 |
** Custodian set-ups/cleaning has to be
scheduled through Michelle.
Greeting
The
greeter’s function is to welcome all worshippers to the services and to make
both regular member and first-time visitors feel the Spirit of God as they
enter the worship experience. The greeters should be especially alert to
visitors and provide assistance to them as they enter our church. The following
suggestions are made to assist you in filling this role:
1.
Arrive 30 minutes before the service
and discuss the needed location with the Team Lead. Move to that location and
stay in the general vicinity until five minutes after the service begins.
2.
Greet as many worshipers as you can
with enthusiasm and friendliness. Let them feel your warmth and make them glad
they came. Opening the door for them is an excellent first step. Try to open the door for as many worshipers
as possible.
3.
Be careful not to spend too much
time with close friends, but try to balance the welcome for all.
4.
Watch carefully for visitors. Watch
the visitor parking spaces. If people are unsure as to where
they should go or don’t move to pickup their nametag, ask if they are new and
need assistance. If you don’t recognize them, simply
say that you don’t believe that you have met and them and give them your name.
If they are visitors:
·
Ask if they need any information and
direct them to the
·
Encourage them to fill out a visitor
nametag and show them where the tags are located.
·
Look for them at the end of the
service. Invite them for coffee when available and introduce them to others.
Explain the church program and why it is meaningful to you.
·
Make sure they have a visitor’s
packet (located on the narthex table).
5. Provide assistance as needed for those
in wheelchairs – out of auto, through doors and into Sanctuary, if necessary.
Although
it is desirable to stay at your position, be willing to escort visitors to the
The
Director of Christian Education’s office is always staffed during Sunday School on Sunday morning.
Visitors
can be taken there for assistance in getting to the appropriate classroom.
The
1. Arrive 30 minutes early and review both the
bulletin and notes provided.
2. Be alert to
visitors. The greeters may bring visitors to you or you may identify them
yourself. Introduce yourself and ask what information they need.
3. Use the church map and show worshipers
where different facilities are. Escort visitors to areas of interest and
introduce them where possible. An option is to request assistance from
available CLPC members in the area.
4. For visitors, offer them the registration
card and invite them to fill it out in your presence.
5. Answer the phone and provide information
requested.
6. If you do not have information requested by
members or visitors, inform them that you will try to obtain that by the time
the service is over. Follow up and meet with them at the end of service.
7. Assist people in signing up for future events.
8. Distribute information on the church and
its programs as appropriate. Several brochures exist and they should be
displayed and offered. Get to know them well. They include:
·
Visitor’s Packet
·
Children's Ministry
·
Ministry with Youth
·
Opportunities for Singles
·
Adult Christian Education
·
Shalom Ministry
·
·
Saturday Night Worship
·
Compassionate Ministries
8. Also stay near the Visitors Welcome center after the
service. If possible, offer visitors a
tour of
the
facilities.