Office GuidelinesThese are some suggestions of ways that you can help me with communication, scheduling, the newsletter, and other office responsibilities in my dual roles as Administrative Assistant and Director of Religious Education. Office Hours are 8 a.m. – noon Monday, Tuesday, Thursday, and Friday. The office will be covered by a volunteer on Wednesday mornings from 9 a.m.- noon. I will also be here in the afternoons working on Religious Education, you are also welcome to contact me during that time. If you have an office related matter that needs my attention, please contact me at 985-3700 or kbkuu@gwi.net. Meetings and Event Planning: Our building has become community center and is a very busy place. Please check with the office to confirm a date whenever you are planning a meeting, event, or fund raiser. A great place to start when looking for a date for an event is the calendar on the church website at www.kennebunkuu.org. I try to keep the calendar up to date, but things change rapidly, so please contact me as soon as you have a date in mind. When you send me a date by e-mail, please put “calendar” in the subject line. If a member of your group has difficulty with stairs, please let me know so that I can assign a room on the main floor of the building. Newsletter:
Announcements are printed in the weekly Order of Service. If you have an announcement that you would like to have put in the Order of Service, please have it to me by Thursday at 10:00 a.m. Please send me the exact wording of your announcement and the number of weeks you would like it to appear. Childcare: All-Church Childcare is available for all church sponsored events, meetings, groups, choir, etc. which occur within the building. Childcare must be requested at least 3 days in advance. When advertising for an event that may require childcare, please use the following wording, “Childcare is available upon request. Please contact the church office at 985-3700 or kbkuu@gwi.net by _________ if you will be needing childcare for this event.” The Church Directory will be updated by the beginning of October. A draft copy will be available during Coffee Hour on October 4 and 11. Please check your entry in the Directory and make any necessary changes. New copies will be available to pick up by the end of October. Reimbursement: If you need to be reimbursed for a purchase, please fill out a green Expense Authorization form, available in the office. The form must be signed by a committee chair or staff member. You will receive a check within a week. Please do not reimburse yourself from the cash proceeds of an event as this makes it difficult to properly track income and expenses in our bookkeeping procedures. Board Meeting Minutes: All Chairs of Standing Committees will receive an e-mail copy of the agenda and minutes of the monthly Board Meetings. If you would like to be added to this e-mail list to receive the agenda and minutes, please contact the church office. On Sunday mornings: My focus is on my Director of Religious Education role and this takes all of my brain power. If you tell me something that needs to be done in the office, I can pretty much guarantee that I will forget it. Please write it down and leave a note on my desk or speak to me at a different time. Checks and Cash: If you need to leave a check or cash at a time when I am not in the office, please put it in the metal slot in the office door (there is a locked box behind the slot). If leaving cash, please use an envelope, provided in the pocket on the door, and write on the envelope what the money is for. I had a wonderful summer working at Ferry Beach and I am pleased to be back working with all of you. Thank you for your help. Tracy Ericson, Administrative Assistant, 985-3700 or kbkuu@gwi.net How Decisions are MadeIndividuals:Individuals should approach staff (Tracy Ericson for Religious Education and office related issues, Kathy Rochon for Music, and Rev. Carol Strecker for Worship related and other issues) who will direct them to the appropriate committee for coordination. For instance, if someone wants to start a new small group they would talk with Carol who help them get organized and invite them to the next small group facilitators meeting. Committees:Committees should feel empowered to make independent decisions based on what is in their job description, and the availability of funds in their budget line item. If an issue or decision is beyond the scope of your committee’s charge and/or budget, go to the appropriate staff person for advice. Council:Issues should go to the Council when more than one committee is involved. If time is of the essence, use e-mail and/or phone calls to get a general consensus or call a special meeting. Please come to the Council with a proposal that includes who, what, when, where and how and recommendations and/or a motion on which you’d like the Council to vote. Please use the “Template for Proposals” available in the office. This can also be e-mailed to you upon request (kbuu@gwi.net). Board: The Board is charged with planning and decision-making in the areas of long-range planning/visioning and fiscal responsibility. They are also charged with creating policy. The Board will receive recommendations or proposals from committees, the Church Council, other groups, and individuals who are Congregation:10% of the active members of the congregation may call a Congregational Meeting on an issue at any time. A congregational vote is also required for expenditures exceeding 5% of total budget for a given fiscal year. | |
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