Place any orders for kitchen/janitorial supplies (Knight Marketing and Greater NY ABC). You should get an order form from previous Potluck team. If not, check Kitchen Pantry supply cabinet and double check if you have enough supplies for upcoming Sabbath.
Place any orders for custodian (He/she will give you this list).
Place office supplies order (Staples).
Check office mailbox located inside the fellowship hall by the double glass doors.
Clean and organize magazine rack.
Christ Church has a Reading Group and uses the fellowship hall from 9am to noon on Tuesdays.
Wednesdays:
Create announcements and bulletins. Check planning center (planningcenteronline.com) for bulletin order of service information.
Send bulletin and announcement drafts to Communications Leader and/or Pastor for edits.
File, do miscellaneous activities.
Thursdays:
Do shopping/ordering for Potluck (the property manager will assist with unloading and putting items away).
Print bulletins, announcements, other inserts if applicable (i.e. Café Night, Collegiate, Concerts, etc), interest cards, and prayer requests/testimonies. Collate, organize, and include a tithe envelope. Place completed bulletins in a box and leave upstairs by the welcome lobby for deacons to give out on Sabbath.
Christ Church has use of the building on Thursdays.
Fridays:
Get all items prepared for Sabbath.
Process reimbursement requests, issue checks for bills and reimbursements. Make sure reimbursement request forms include receipts. All checks are signed on Saturdays by two designees. Email/call requester if receipts are missing. Advise them that checks may not be signed and will be delayed.
Make sure flowers are delivered.
Organize and clean office before Sabbath. Keep in mind Christ Church utilizes our building during Sundays.
Make sure there are no Advent Hope goods in Christ Church’s refrigerator.
Make sure flowers are watered or delivered depending on the expectation for Sabbath.
Weekly:
Make sure magazine rack upstairs is organized and new magazines have been put out.
Make sure announcement board by lady’s restroom is updated and clean.
Make sure posters in kiosk are updated.
Monthly:
Enter debit card transactions.
Make sure monthly vendors are coming (Western Pest – 2x/month; ConEdison – last week of the month).
Create Board Meeting Packet.
Send Board Reminder email 7 days before meeting.
Update calendar after board meeting.
Schedule monthly meeting with Christ Church.
Stock up on paper and supplies. (Order office supplies through staples, order kitchen and cleaning supplies through Knight Marketing, etc.).
Yearly:
Prepare filing system for the new year.
End-of-year tithe letter distribution.
Christmas Concert duties: Ordering posters and fliers. Get Thank You cards for musicians. Get Piano tuned the week of concert. There will be many miscellaneous activities required.
Christmas decoration duties: Call Stew Leonard's one week before established decoration date to order 20 large, white poinsettias. Day off decorating: purchase two 8-9 foot Christmas trees, 20 decorated Christmas wreathes, two extra large non-decorated wreathes, and pick up large, white poinsettias.
Annual Leadership Retreat duties: Six to nine months prior to retreat, establish retreat location and reserve for the dates of the retreat. The retreat is held every year over Martin Luther weekend, from Saturday til Monday afternoon. You are responsible for procuring food and cooks (if needed), hiring babysitters, coordinating transportation (normally, renting a bus), and inviting the volunteers and their families. You will work closely with the pastor in this venture.
Other notes of interest:
Order Ink cartridges for copier and postage machine.
Walk bigger packages to the post office.
Order flowers when needed (gifts, sympathy, well wishes, etc) – only Elders can approve this.
Book travel arrangements for Guest Speakers.
Manhattan Fire Safety: 2x a year, usually July and February. We have 9 fire extinguishers: 4 in the sanctuary, 4 in the fellowship hall/kitchen and 1 in the balcony.
Check custodian’s work from time to time.
Christ Church: any questions or concerns, you may hear from and contact their office manager (currently Clara Park) (646) 244-5053, email: [email protected]