Congregational Care Team: Manual of Procedures CC Mission and Leadership 2 Agape Ministry 2 Card Ministry 3 Memorial Services 3 Meal Ministry 3 New Member Orientation 4 Prayer Shawl Ministry 4 Presbyterian Women Rep 5 Time Out Ministry 5 Transportation Ministry 6 Caregivers Group 6 AED and First Aid Kits 6 Church Communication 7 Covenant Connection 7 Opt-In 7 Covenant Website & Electronic Resources 7 Appendix A- AED Maintenance Checklist 9 Appendix B- Communication Opportunities 10 Appendix C- Contact Information 11 1
Congregational Care Team : Mission & Leadership In response to Christ s call to love one another, the Congregational Care Team seeks to extend Christian caring, concern, and support to members and friends of our congregation through coordination of various ministries: Agape, meal preparation and delivery to those with special needs, prayer shawl, transportation, new member orientation, cards to express our caring thoughts, and special projects as they arise. We are united in our commitment to love God, love our neighbors, and follow Christ in faithful service. Congregational Care Team is led by three current members of Session, one of whom serves as team chair. The session members of the team are responsible for coordination of various ministries and the development of an agenda to direct and support the team as a whole. Congregational Care stays focused through the lens of evangelism. (In 2014, the former Evangelism/Communications Team was in part folded into this team.) The team members come together each month (except July) to report and discuss recent activities and plan how to best meet identified needs. The pastor attends Congregational Care team meetings and shares current concerns and joys of the congregation. The team develops and proposes a budget each year before submitting it to Stewardship and Finance Team for Session approval. When expenses are accrued, the team chair submits an approved expenditure (along with an invoice) to the Treasurer for payment from the indicated line item in the budget. The Treasurer posts a quarterly balance for the team. Reports of all transactions are maintained by the Chair of the team. Cong. Care Team Chair (2016): Kay King Additional Elders on the Team (2016): Darlene Schneck and Becky Earhart Agape Ministry The Agape Ministry reaches out to all members of Covenant. In the New Testament, Agape (Greek) refers to (1) The love of God or Christ for humankind; (2) The love of Christians for other persons corresponding to the love of God for us; (3) Unselfish love of one person for another. The mission of the Agape Ministry is to keep in touch with all members of the congregation, letting them know the love, care, and concern the membership shares with one another and to pray for our Covenant family and to encourage prayer for one another. In 2016, the Congregational Care Team will be exploring how to best carry out this mission including investigation and consideration of a lay caring ministry. We will continue to encourage small group participation. We will consider ways to better meet the needs of our congregation (such as grief support), how to foster more visitation and connection with our homebound members, and how to share more information with the congregation about what we 2
do so as to encourage members to ask for help when they need it and also to highlight ways that people can serve. Agape Ministry Coordinator (2016): Kay King Card Ministry The Card Ministry Coordinator sends cards to Covenant family and friends to let them know that their church family is thinking of them during illness, death of a family member, other loss, or in celebration of a joyous occasion such as a birth. The coordinator identifies people who might benefit from a card by monitoring the Opt-In emails and consulting with the pastors and members of Congregational Care Team, in particular Wade, DCM&CC. The Coordinator reports to the team chair each month the number and nature of cards sent. At the end of the year, she reports the total number of cards sent. The Coordinator requests postage reimbursement from the team budget as needed. Card Ministry Coordinator (2016): Mary Vermeulen. Backup: Patti Seaton Memorial Services The Memorial Service Coordinator works closely with the Pastor to arrange memorial services. The Coordinator may work directly with the family of the deceased and the funeral home, but information related to the memorial itself is provided by the Pastor. The Memorial Coordinator is responsible for opening and closing the church, turning on lights, and coordinating flowers and any guestbook, on the day of the service. The Coordinator may be asked to arrange for ushers and provide for a reception (usually in the Breezeway) following the service. The Coordinator asks volunteers from the church to provide refreshments, most often sweets or cookies, coffee, tea, or lemonade. The Coordinator is responsible for making sure the Sanctuary and Breezeway are ready for the service and the reception. When the reception is over, the Coordinator gathers items such as the guestbook, flowers, and remaining food for the family to take with them. After the family leaves, the Coordinator closes the church. Memorial Coordinator (2016) : Dee Norris Meal Ministry The Meal Coordinator(s) helps families (or individuals) of the church in times of need (ex. birth, death, surgery or illness) with meals as needed. The Meal Coordinator maintains a list of those 3
church volunteers who are willing to provide food. The Coordinator works closely with the pastor to determine names of meal recipients. Once it is known that a member is in need, the Coordinator calls that individual to discuss when a meal(s) is needed, any dietary restrictions, how many people will need to be fed, and a suitable time for the meal to be delivered. (He or she needs to make sure a care provider is at home to receive the food.) The Coordinator communicates with the volunteer directly during this process and provides directions to the home as needed. The Coordinator suggests that the volunteer also contact the recipient to make sure delivery goes smoothly. A record of specific volunteers and date of food delivery is kept by the Coordinator. The number of meals provided during the month is reported at monthly Congregational Care meetings. The number of meals provided during the entire year is reported at the last team meeting of the year. Meal Ministry Coordinator (2016): Dee Norris New Member Orientation The New Member Coordinator prepares and delivers packets of information to new members. Currently, the packets include instructions for accessing our online pictorial directory online (the passcode COVENANTFAMILY) and using the phone app, a list of our teams and contact information for team leaders, a Christian Education brochure of current offerings, a pledge card, a TOW voucher, and a sermon series by John Peterson. Copies of the sermon series are available in the church office. The pamphlet listing the Christian Education offerings is available in the Narthex. Pledge cards can be found either in the pews or by asking the pastor. The New Member Coordinator presents new members with a copy of our Covenant cookbook, Favorite Flavors for Our 50 th, as copies are available. The New Member Coordinator works with the pastor to match new members with a more experienced member of the congregation, a buddy of sort, to help acclimate the new member, make the new member aware of fellowship opportunities, and encourage the new member to find service opportunities that use his or her special talents. New Member Coordinator (2016): Kay King Prayer Shawl Ministry The Prayer Shawl Ministry provides prayer shawls to Covenant members and friends usually on the occasion of illness or loss, but sometimes for celebration. They are given when someone requests one, usually for another person, or because someone knows about a particular need. These suggestions come from the pastors, the Congregational Care Team, the Agape leaders and 4
members. Shawls are usually delivered by one of the pastors, the Agape leader or a member of the Prayer Shawl Committee. Some deliverers use a short ritual of wrapping the recipient in the shawl and reading the card (provided with prayer shawls) to them. A list of recipients is kept in the Prayer Shawl book by month and in an alphabetized list, so a former recipient can be located quickly to avoid duplication. Shawls are made by interested members of Covenant. Available prayers shawls, yarn, gift cards, labels, patterns, and needles are stored in two marked cabinets in an Adult Sunday School room. Knitters are welcome to use their own patterns. A label provided in the cabinets reminds the recipient and family of the love from the congregation. The Ministry Leader purchases most of the yarn, keeps track of the inventories of shawls, yarn, labels, cards, and gift bags; recruits knitters and informs the knitters about the need for shawls; advises the Congregation Care Team when yarn is needed and facilitates an order to be reimbursed by the team s budget; and makes monthly and annual reports of shawls given. Prayer Shawl Leaders (2016): Joan Sayers Presbyterian Women Representative The Presbyterian Women Representative contacts a PW leader or Coordinator each month prior to Congregational Care Team meeting in order to have a good understanding of upcoming PW activities. She attends Congregational Care meetings monthly or shares information with team leader prior to meetings. At those meetings she announces upcoming meetings and activities (e.g. Bible study, luncheons, making of Christmas greenery baskets, Thank Offering, Birthday Dinner, Blanket Sunday, and a meal for the Free Clinic). The Representative helps to coordinate church-wide announcements of activities with the PW Coordinator and encourages participation by Congregational Care Team members. She also reminds the team of Shenandoah Presbytery-sponsored events (example-- Big Event in fall). PW Representative (2016): Jane Wimmer Time Out Ministry The purpose of this ministry is to give the caregiver of a house bound church member some free time. For example: a wife, child, or partner may need an hour or two to have hair done, make a doctor s appointment, or just take a walk in the park or have lunch with a friend. Volunteers can give an hour a month, or a week, or whatever suits one s schedule. A list of volunteers is maintained by the Time Out Coordinator, a member of the Congregational Care team. When there is a need for time out, that need is communicated to the Coordinator, 5
who then recruits a suitable volunteer. The volunteer is not expected to do any care for the person with whom he or she is sitting. The volunteer will be a presence in the home for answering the phone, taking messages, etc. while the caregiver is away. Time Out Coordinators (2016): Cathy Ryan & Patti Seaton Transportation Ministry The Covenant transportation ministry works to provide drivers for members or friends of the church needing occasional help getting to church or medical appointments. Transportation needs are communicated to the transportation coordinator, preferably with a notice of 48 hours or more. The transportation coordinator keeps a list of volunteer drivers with phone numbers, email addresses, and days/times available (if appropriate). When a need arises, the coordinator contacts volunteers until an available driver is identified. The coordinator makes sure that the driver knows the address and phone number of the member needing a ride. Twice a year, the coordinator publicizes the transportation ministry with a notice in The Covenant Connection. Once a year, the coordinator reviews the volunteer list to make sure that it is current and publicizes the need for additional volunteers, if appropriate. Transportation Coordinator (2016): Cathy Ryan Caregivers Group A group of caregivers (those with the primary responsibility of caring for another) meets monthly at a date and time determined by the members, usually after the 10:30 a.m. service, to provide support for one another. Caregivers Group Coordinator (2016): Marney Gibbs AED and First Aid Kits Congregational Care is responsible for maintaining our AED unit and first aid kits and for coordinating training for AED operators. The AED unit is located near the coat track in the hallway outside of the choir room. The first aid kits are located throughout the church. We have at least nine certified AED operators. Recertification is required every two years. The next recertification will be due in May of 2017. The certified operators should include, if feasible, the pastor, the choir director, the youth director, someone who is present on a daily basis in our preschool, and members of the congregations who regularly attend each of our worship services. 6
AED and First Aid Coordinator (2016): Cathy Ryan Church Communication The Covenant Connection is a bi-weekly newsletter printed in-house. The dates of publication are determined annually by the Wade, DCM&CC in coordination with the Pastor. The deadline for publication is generally 9AM on the Friday prior to publication. Recipients may choose to receive the newsletter in the mail, in an electronic format via a PDF download that is printable in either a legal or letter-size format, or both versions. The e-newsletter is usually sent by the Wade, DCM&CC on Mondays and those sent via bulk mail are folded and mailed on Tuesday mornings by a team of volunteers. Opt-in email news blasts are available offering late breaking news, program reminders, information on births and deaths in the church family, and prayer requests to those who wish to be a part of this mailing group. For more communication opportunities, see Appendix B. For contact information, see Appendix C. Covenant Website & Electronic Resources Covenant Church Website The church website, which was redesigned in 2015, can be found at www.covenantpresstaunton.org. The purpose of the website is two-fold: to provide a welcoming online presence for visitors to browse and learn about the various activities and life of the church, and to be a communication/information hub for the congregation. The website includes the following: Who We Are: overview of what we believe, staff bios, pastor s page Visitors: directions and map, what to expect when visiting for the first time, how to become a member, prayer request form Church Family: pictorial directory, photo galleries, TOW information, memorial garden, prayer request form Grow: Christian education overview and latest offerings Serve: information about each Covenant team and ways to get involved, music ministry, and missions Calendar: Google calendar, information about next week s service, TOW information Resources: sermons, study resources, PCUSA links, session reports and contact info, internal forms and documents, private calendar for staff use Covenant Developmental Preschool: overview of the school and its staff and offerings, contact information 7
The website has a companion app for use on smart phone and tablets, which can be downloaded from the App Store (Apple) or Google Play (Android). By clicking on the app, it is possible to instantly access the church website, calendar, sermons, and more. Search for Covenant PCUSA- Staunton VA. Throughout the website viewers may, through the use of the password COVENANTFAMILY, access a variety of hyperlinked listings. Webmaster: Darlene Schneck Contact Wade with changes, additions, and updates. FaceBook www.facebook.com/163891301309 is Covenant s Official FaceBook Page available to advertise services, events, etc. Contact Wade, DCM&CC to advertise events via FaceBook. Covenant s Online & Mobile Pictorial Directory The pictorial directory is available for viewing (as a PDF or via Direct Access) online via the link located beneath the Church Family tab. The links are password protected. The directory may be printed from the PDF link on the website. The password for the PDF link is COVENANTFAMILY. To access the directory via direct access, you must have a password associated with your email address. From the screen that loads, you must, on the first time you access this page, click the link beneath the SIGN IN button and Create a login now in order to access the direct access via the website. On future visits, you will complete the two boxes above the SIGN IN button with your email address and the password you created. Please remember, in order to access the directory, the email address you use must match the one in the directory. The directory is also available as an app for mobile devices. Instant Church Directory - the program we use to build our church directory - has a free app to download on Apple, Android, and Kindle devices. To download the app, visit your device s application portal, The App Store, Google Play. The device s user will be asked to enter their email address as it appears in the directory. If the email address isn't listed in the directory, access will be denied. Those whose email addresses do not presently appear in the directory who wish access to the mobile app may contact Wade, DCM&CC to have that email address added. Once the user enters the email address, a unique password is sent to the device. If the user wishes to register both an iphone and an ipad, each must be registered. Entering the password starts the download of the directory to the device, and once it has completed the user will be able to search for families and members and call, email, and text right from the app. More information may be found at www.instantchurchdirectory.com/app. 8
Year: Appendix A AED Maintenance Checklist Month Jan Feb March April May June July August Sept Oct Nov Dec AED Placement visible, location proper Verify battery installation Note absence of visual service alarm Accessories 2 sets unopened AED pads Check expiration date on AED pad 2 razors, 1 scissor, towel Assessor s Initials SIGNATURE LIST: Name: Initials: Name: Initials: Name: Initials: COMMENTS: Note order date for replace items below. 9
Appendix B Covenant Presbyterian Church COMMUNICATION OPPORTUNITIES (Revised 1/28/16) MODE CONTACT INSTRUCTIONS REACHES Bulletin Insert Martha Send insert by e-mail or place in box Sunday Worshippers Contact re: availability and to reserve space Bulletin Board (Church News & Community News) Viewers Kiosk Contact re: availability and to reserve space. Kiosk Viewers Contact with desired date to secure availability. Newsletter & web Calendar Church activities 1 year in advance audiences Community activities 6 mos. in advance Covenant Connection Newsletter Newspapers (i.e. Daily News- Leader) Bi-weekly; includes announcements: births, deaths, marriages, congratulations Contact with desired format Community Calendar or Ad - pricing, if applicable. Approx. 400 households Readers TOW Table Tents Contact with desired format. TOW Participants Flyers / Contact with desired format. Door Hangers Committee responsible for dissemination. Viewers Special Mailing Contact with desired format and re: pricing. Recipients Opt-in E-mail Contact with desired information to circulate Opt-in Participants SHENPRES Churches of the Contact with desired information to circulate E-mail Shenandoah Presbytery Submit articles via e-mail with subject line: Website WEBSITE or place info in s box Worldwide Children s Worship Notebooks Contact with desired format. Worshipping Children & Families Cable TV Complete Comcast form Cable viewers Radio / TV Contact with desired format Community Calendar or Commercial advertising re: Station Listeners pricing. Covenant Banner Contact to secure banner Passersby Yard Banner Contact re: availability and to reserve space. Passersby Worship Announcement John Contact with desired announcement Sunday Worshippers 10
Appendix C CONTACT INFORMATION Wade Director of Children s Ministries & Congregational Communications solutions@rockbridge.net Church Secretary Martha Wray mwchurch1@comcast.ne 241-1599 (Cell) 885-2138 (Church office) Address Changes Send by e-mail or place in s box Online Pictorial Password protected site; Directory Changes Send by e-mail or place in s box Provide relationship to person for whom Newsletter Prayer List prayer is requested. Complete forms available in Church Office Room Reservations & online see tab: Facility Use Request Flower Calendar Madge Drumheller, Susan Polly, Sanctuary Flowers Located in Copy and Connie Westfall Room Worship Greeting 8:30 Bill von Seldeneck 885-4460 or wmvonseldeneck@yahoo.com Worship Greeting 10:30 Bobbye D Orsi Janet Guynn 886-2069 or bdorsi200@comcast.net 885-4358 or granjan_1@yahoo.com 11