Manual
August 2003
Revision
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
Team leads will be selected
and will be responsible for staffing, training, and coordinating a team of
Andrew Ministers for two months in the church year at six-month intervals for
one of the service periods. If special services occur during the month
assigned, one or more of the other teams will be asked to serve for the special
service or services.
Duties of the Team Leads are
as follows:
1.
To know the responsibilities of the team and coordinate the team
activities to effectively fill the responsibilities for the designated
services.
2.
To recruit members of the team who will fill the needed roles.
3.
To train or ensure that all members are properly trained in the roles
that they will fill
4.
To follow up and make sure that a proper number of team members are
available during the services. When members know that they will be absent, it
is the responsibility of the member to locate replacements.
7.
To assign individuals to the various positions during a service that
will allow the team to function effectively and to provide meaningful service
for the worshippers.
8.
To act as leader in the event of any special need that arises and to
ensure that the team responds in an efficient manner.
9.
To have a member of the team fill in for the leader when the leader is
unable to be in attendance.
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.
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 attendence 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.
·
Offerings in the plate should be stuffed through the slot on the
collection box. The box should be placed
in a safe location until after the service.
·
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 Dana's box. Get the key to Church Administrator’s (Lori’s) office
from pastor who preached the service. Inside Lori's office to the right is a
file cabinet. Place the offering box in the second drawer. Make sure the office
is locked and return the key.
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 |