Foundations of Fellowship (FoF)

Detailed Service Descriptions for Sunday Opportunities
Updated: 01/14/08

Greeters || YRE Family Greeter || Ushers || Coffee Attendant || Nursery Attendant

Commons Coordinator || Grocery Coupon Seller || Sound & Light Technician

GREETERS

Please arrive 30 minutes prior to the service you signed up for and plan to stay for 20 or 30 minutes after the service.

Supplies:

All supplies (i.e. guest registry forms, stick-on nametags, nametag replacement forms) are located in the small file cabinet in the north commons area next to the Welcome Table.

Duties:

1. The Commons Coordinator on duty for the day should check in with you.  If you have any questions or problems, please ask the Commons Coordinator for help.  Please let the Commons Coordinator know before you leave at the end of your shift.
2. Open the Visitor Nametag Cabinet on the wall behind the Welcome Table.
3. “First service greeters”, set out guest registry forms, stick-on nametags, pens and nametag replacement forms.
4. Stand near the Welcome Table and greet all who come to the service until 10 minutes after the service begins.
5. Familiarize yourself with the YRE white board, which lists classes for children for the day.  YRE Greeters should be available in the RE hallway to take families with young children to the RE wing and help them find the appropriate class.  If not, please show them to the appropriate room (nursery or RE class).
6. For first time visitors:  Ask them to fill out a guest registry form.  Encourage them to include a phone number for us and to check if they would like a nametag and/or to receive a newsletter.  Please check for handwriting legibility!  Offer them a stick-on nametag.
7. For returning visitors:  Help them find their personal nametag in the Visitor Nametag Cabinet.  If their tag is not there, they may fill out a pink nametag replacement form.  Please ask visitors who fill out a nametag replacement form if they have also filled out a guest registry form during a previous visit.  If not, ask them to submit one.
8. Once the service has begun, make sure the basket tagged  “Return Nametags Here” is on the Welcome Table.  Close the Visitor Nametag Cabinet.  Please do not replace any of the nametags used on a given Sunday.  Tags placed in the basket are recorded for visitor attendance.
9. Place completed Guest Registry Forms and nametag replacement forms in the holder on the file cabinet next to the Welcome Table.  Be sure the date is written at the top of each Guest Registry Form.
10. Return to the Welcome Table before the service ends to greet people after the service.  “Last service greeters” please put away guest registry forms, stick-on nametags, pens and nametag replacement forms in the file cabinet.

YRE FAMILY GREETER

Please arrive 20 minutes prior to the service and plan to greet for about 10 minutes after the start of the service.

Supplies:

The YRE Family Greeter nametag is located on the RE hallway bulletin board.

Duties:

1. The Commons Coordinator on duty for the day should check in with you.  If you have any questions or problems, please ask the Commons Coordinator for help. 
2. Stand at the beginning of the RE wing hallway near the Welcome Table until 10 minutes after the service has begun. 
3. Familiarize yourself with the YRE white board for the Sunday RE schedule and the YRE materials on the table in the RE hallway.
4. Greet all who come your way, especially newcomers.
5. Escort all newcomers to the appropriate classroom or to the nursery.  A class schedule is on the YRE table.
6. For visitors:  Ask visitors to fill out a YRE Registration form.  All children can be listed on one form.  This form will allow us to create nametags for the kids.
7. Place completed Youth Registration Forms in the plastic caddy on the table at the entrance to the RE hallway. 

Things to Know:

1. A generic schedule of regular YRE classes with ages/grades and location is on the RE table. Detailed information is posted on the RE whiteboard.
2. YRE classes are available on most Sundays.
3. Intergenerational Services are intended for anyone ages 5 years and older.
4. Nursery and Preschool are available on all Sundays (some modification to the schedule on Christmas and New Years).
5. Social Action Sunday: All children, Kindergarten through high school, meet as one group.
6. Family Worship Sunday takes place in the Chapel for all three services for Kindergarten through high school aged children/teens and their families.
7. YRE Free Play is available only on Sundays when we host an Explorations Class AND offer YRE classes during the 11:00 a.m. service in R5.
8. Children have nametags on the cloth banners in the RE hallway. If a nametag cannot be found, look first in the basket under the RE table before completing a request for a replacement nametag.
9. Teens will receive a nametag in the OWL, COA and YRUU classes.
10. Parents should pick up children at the classroom immediately after the service.

USHERS

Please arrive 30 minutes prior to the service you signed up for and plan to stay for 15 minutes after the service.

Supplies:

• “1st Service Ushers”:  Orders of Service, regular and large print versions, are in the office in the copy room in the offertory baskets.  Ushers record forms and money pouches are available from Eric Brayden, Office Assistant.

“2nd and 3rd Service Ushers”:  Orders of Service will be in the baskets outside the sanctuary doors.

• Children’s Order of Service and crayons will be in a basket outside the sanctuary doors.
• The gong and reserved signs for the pews are located in the usher cabinet, inside and to the right of the sanctuary entry doors.
• Two “Quiet Please, Worship Service in Progress” signs are located on tripods in the chapel hallway storage room.
• There are folding chairs in the storage room next to the kitchen.

Duties:

1. The Commons Coordinator on duty for the day should check in with you. If you have any questions or problems, please ask the Commons Coordinator for help.
2. “1st Service Ushers” go to the office to obtain the Orders of Service, usher record forms and money pouches. Get “Quiet Please” tripod signs from the storage room.
3. “2nd Service Ushers” reassemble the Orders of Service as possible from recycled copies in the baskets outside of the sanctuary.
4. “2nd Service Usher only: Make sure the Exploration white board is in place. One goes by the kitchen to the right of the coffee pots and one near the Welcome Table.
5. Place “Reserved” signs on the chairs along the back wall and the last two rows of chairs.
6. Place 8 chairs in front of the TV/Video monitor in the South Commons.
7. Open the sanctuary doors ten minutes before the service begins. Hand out the Orders of Service.
8. Close the sanctuary doors after the announcements. Place the “Quiet Please” tripods outside the sanctuary and in the South Commons. Allow latecomers in during the hymn singing or between spoken elements of the service. After the “Call to Worship” pick up the “Reserved” signs from all chairs. Once the sermon has begun, you do not need to monitor this. A TV with video feed is set up in the South Commons.
9. Open or close sanctuary windows and blinds as you deem necessary. Do not open the cupola windows.
10. At the beginning of the sermon, take a fairly accurate count and record the number of all people in the sanctuary and those watching the TV monitor. In your count, include everyone – ministers, choir, babies, any person present at the service.
11. Spend a moment with your partner usher(s) to decide the most efficient way to collect the offertory then collect offertory.
12. When the minister announces the offertory (wait 1 minute, the minister should be seated and the music should have started) and then each usher should walk up the main aisles to begin the collection.
13. At the completion of the service:
14. Open the sanctuary doors
15. Place a basket outside the sanctuary doors to collect recycled Orders of Service for the next service or bring them to the office.
16. Two ushers go to the copy room or office to count the loose cash. Do not count checks or open any envelopes.
17. Fill out the “Ushers Record” for the appropriate service time and be sure to sign the form. Obtain a form from the Office Assistant.
18. Put the cash, checks and any envelopes inside the plastic bag.
19. Give it to the Office Assistant.
20. Walk through the sanctuary and collect/recycle leftover Orders of Service and throw away trash. Lost and found items can go in the big plastic bin in the storage room next to the kitchen.
21. After the 11:00 a.m. service, put the “Quiet Please” and Explorations tripods back into the storage room in the Chapel hallway.

Getting to Know UU meets every Sunday immediately after the first and second services in the Chapel for about 15 minutes.

COFFEE ATTENDANTS

Coffee should be brewed for you and ready to go when you come out of the service.  Arrive in the kitchen immediately after the service and plan to stay for 45 minutes.

Supplies:

• Urns are located in the big cabinet under the coffee maker.  The smaller urn is for hot tea water.
• Spend some time familiarizing yourself with the kitchen, the dishwashers, and locate the following supplies in the labeled cabinets:  paper filters, mugs, sugar, creamer, tea, spoons, water pitchers, drink mixes, washable tumblers, napkins, trays for use in dishwashers, and dish towels.  In addition to the paper products in the kitchen, additional supplies are in the “Volunteer Coordinator” cabinet in the storage room next to the kitchen.
• The icemaker is just below the coffee maker.
• Directions for the coffee maker are on the back of the coffee machine.  DO NOT brew both pots of coffee at the same time.  Please be sure the center red light is ON prior to brewing (otherwise the coffee will be warm/not hot).
• Signs for the coffee and hot water are located in the drawer above the mugs.
• Tables are in the storage room next to the kitchen.

Duties:

The Commons Coordinator will make the first pot of regular coffee when they arrive at church at 8:45 a.m. and set out one tray of cups, sugar and creamer only. Office Assistants, Devyn Taylor or Dan Parilla, will come to the kitchen before the end of the 9:15 service and set out any remaining condiments, brew a pot of decaf coffee and complete items #2 and 3 below. If needed, they will brew a new pot of regular coffee.

1. Coffee Attendants for the 9:15 and 11:00 :
• Make urns of decaf and caffeinated coffee as needed. It takes about 5 minutes to brew coffee. DO NOT brew both pots of coffee at the same time. ALWAYS be sure the central red light is lit before brewing coffee – this takes about 10 minutes after brewing one pot of coffee.
2. Heat up a teakettle full of water and fill the small urn with the water.
3. Set out/make/maintain ice water, iced tea, lemonade, creamer, sugar, teas, etc., mugs and cups on a table in front of the small “pass through”.
4. Keep all work and serving spaces clean.
5. Wash/sanitize all cups, spoons and glasses/tumblers in the dishwasher, dry and put away according to the instructions listed in the kitchen. Try to keep up with this task throughout the morning so the last volunteer is not stuck with more than their share of clean up. Please look through the Commons and the Sanctuary for cups/mugs, etc.
6. Add any used up items to the shopping list on the wipe-off board on the refrigerator.
7. After the 11:00 a.m. service, at about 12:30 p.m., drain the urns, rinse and put away. Put away all of the coffee and tea supplies, wash, dry and put away all pitchers and glasses.
8. Dirty linen should be put in the laundry basket.

NURSERY ATTENDANT   

Please arrive 15 minutes prior to the 11:00 a.m. service and plan to stay for 5 or 10 minutes after the service.

Duties:

1. The nursery is located in the RE wing, the first classroom on the left. Carla Blue-Norton and Kristi King are the JUC staff nursery attendants. They are the lead caregivers and your help is invaluable to creating a warm, safe, fun environment. Carla and Kristi will orient you as needed. Enjoy being with our youngest ones.
2. There will be a Commons Coordinator on duty for the day.  If you have any questions or problems that the nursery staff is unable to help with, please see the Commons Coordinator. 

COMMONS COORDINATOR

Please arrive at 8:45 a.m. and plan to be at church until 12:30 p.m.

The Commons Coordinator (CC) oversees the overall organization of activity within the North and South Commons including all Foundations of Fellowship (FOF) tasks (Ushers, Greeters, Nursery Attendants, Coffee Attendants and YRE Greeters) and generally are the “go-to” person for issues that may arise. You are not expected to solve all problems, but to be a person who can direct needed attention to a problem. The Grocery Certificate Salespeople work more closely with Carol Wilsey because there is some training involved with this job. This group is less likely to need your support. While SALT (Sound and Light Technicians) is part of FOF, they are self-monitored and the CC should offer support to SALT, but not feel the need to monitor their work.

Sign-up: It has seemed to work best to have the CC sign up for a full Sunday morning (two services) and to be present throughout the morning.

Job Descriptions for each FOF task are available at each station (updated 12/07).
Greeter – In the plastic holder on the side of the Greeter’s file cabinet.
Usher – In the drawer of the Usher’s cabinet.
YRE Family Greeter – On the bulletin board in the RE hallway.
Nursery Attendant – On the bulletin board in the nursery.
Coffee Attendant – In the drawer above the coffee cups in the kitchen
Grocery Coupon Sales – Instructions in the coupon/cash box

Duties:

• When you arrive at JUC on the morning of your shift as a Commons Coordinator, please make one pot of regular coffee, set out one tray of cups with sugar and creamer and a few spoons.  At some point DURING the 9:15 service Devyn Taylor or Dan Parilla will complete the process and make a pot of decaf, put out other beverage condiments, water, lemonade, water for tea and a tray for dirty cups/utensils.  At 10:15 , the first shift of coffee attendants is expected to report and take it from there.  If a volunteer comes in and makes the coffee before you get to it, that is just fine.   
  
• A list of FOF volunteers for the day will be on a clipboard left on the main desk or copy room table in the church office. This clipboard may find its way to the Welcome Table with the usher supplies. As the morning progresses, check off the names of the volunteers who are present. If there is no name listed for any task, ask a member if they wouldn’t mind filling in the position. Write in any added volunteers or notes you want to share.
  
• You should be able to rely on the experienced partner to train a new FOF volunteer. In the event there is no partner or both people signed up for a task are new, you should go over the duties with the volunteer.
  
• Be mindful of whether FOF tasks are being taken care of and step in as needed. It is generally best if you encourage the volunteer to do the task in the intended manner instead of completing the task yourself so the problem/concern is corrected and will be less likely to be repeated.
  
• Be aware of events for the day and able to respond to questions.
  
• Rely on Dana Lightsey, Acting Director of Religious Education, Devyn Taylor or Dan Parilla, Office Assistants, Doug Schuler and Jack Lincoln, Caretakers and Nursery staff, Carla Blue-Norton and Kristi Johnson for information about their area and added support.

In the event of an emergency, there are guidelines taped to your clipboard. Please review these at your earliest convenience so that you have some familiarity with our procedures.

FOF volunteers sign up at the bulletin board in the South Commons, on-line at the JUC website or they are recruited by Sandy Early, Office Assistant and office volunteers. If time allows, a reminder postcard is sent to the volunteer the week before the service. Sue Parilla oversees the Commons Coordinator and FOF programs.

If you have a concern about a volunteer or a suggestion about how our Sunday morning program could be improved, do not hesitate to give Sue a call, set up a meeting or send a note. We will not have meetings, but we are a team.

TABLES: SRC has three small tables in front of their bulletin boards every Sunday. The grocery certificate salesperson has one small table by the windows in the South Commons.
Refer to the text in the OOS for other groups that have indicated they would have a table. There is no formal process for reserving a table aside from groups that have an article in the OOS. No individual or group may set up a table and conduct a sale at church without Board approval. Assume that SRC sales are approved.
In the email that Carol Wilsey sends out on Friday, there is a list of groups that will have tables in the commons.

TOWELS: Dirty linen should be placed in the laundry basket. Alyssa will bag the linen and deliver it to the church office. Carol Wilsey will take it home to launder on Mondays.

TO CALL THE CHURCH OFFICE FROM THE COMMONS (or anywhere in the church):
Main desk – press “Intercom” and then “10”
Kitchen – press “Intercom” and then “15”

GROCERY COUPON SELLER

Foundations of Fellowship
Contact Carol Wilsey, JUC Bookkeeper at carolwilsey at jeffersonunitarian.org

Sound and Light Technician (SALT)
Foundations of Fellowship
Contact Tom Roberts, SALT Coordinator at TWRBASIN at aol.com

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