Congregation at Duke Chapel

Policies and Procedures

ThePoliciesandProceduresManual

of

The Congregation at Duke Chapel

 

 

 

ThePolicies andProcedures ManualofTheCongregationatDukeChapel,Inc.was adopted effective the11thdayofMarch,2010.

 

Table ofContents

 

 

§

 

1 Definitions

 

2 Congregationpoliciesandproceduresgenerally/Neighbor congregations /Chapel weddings /Notice of meetings/ Cancellation of meetings /Voting/Authority of committees andservice groups

 

3 ExecutiveCommittee

 

4 AdministrationCommittee

 

5 Adult EducationCommittee

 

6 Audit Committee

 

7 Children’sEducationCommittee

 

8 FellowshipCommittee

 

9 FinanceCommittee

 

10 MembershipCommittee

 

11 MissionandOutreachCommittee/Shelter dinners

 

12 NominatingandLeadershipDevelopmentCommittee

 

13 StrategicPlanningCommittee

 

14 Staff-ParishRelationsCommittee

 

15 StewardshipCommittee

 

16 YouthEducationCommittee

 

17 ChapelSupportServiceGroups/AltarGuild /Communion/Nursery /Offering /Prayer ministry/Ushers

 

18 CongregationCareServiceGroup/LoavesandFishes /Congregation newsletter / Stephen Ministry

 

19 AffiliatedOrganizations

 

20 Procedureforrespondingto complaintsofsexualexploitationorharassmentby employeesandvolunteerleaders

 

 

 

 

 

1. DEFINITIONS.Forpurposes of this Manual,the following words shall havethe definitions set out in this section 1.

1.1. “Articles of Incorporation”or“Articles.”The Articles of Incorporationof the Congregation.

 

1.2. “Assistant Pastor.”AnAssistant Pastorof the Congregation orsuch person as mayfromtime to time hold duties comparable to the Assistant Pastorof the Congregation.

1.3. “Bylaws.”The Bylaws of the Congregation.

1.4. “Chapel.”The Duke University Chapel.

 

1.5. “Committee.”Unless otherwise required by context, the word “Committee” refers to the particular committee whose attributes aredescribed inthe section where the word is used.

1.6. “Congregation.”The Congregation at Duke University Chapel, Inc.

1.7. “Council.”The Congregation Council as established inthe Bylaws.

 

1.8. “Dean.”The Dean of Duke University Chapel orsuch person as mayfromtime to time hold duties comparable to the Dean of the Chapel.

1.9. “Ex officio.”Ex officiomembership onacommittee orthe Council means that the individual so designated is anonvotingmember of such committee orCouncil.Anexofficiomember is entitled to receive notice of meetings andto participate inmeetings, but has novote.Theex officiomember does not count toward aquorum.

1.10. “Group.” Unless otherwise required by context, the word “Group” refers to the particular group whose attributes aredescribed inthe section where the word is used.

1.11. “Manual.”The Policies andProcedures Manual of the Congregation.

1.12. “Member.”AnActive Member of the Congregation as defined by the Bylaws.

1.13. “Membership.”The active members of the Congregation as defined by the Bylaws.

1.14. “Pastor.”The SeniorPastororAssistant Pastorof the Congregation as required by context.

1.15. “President.”The President of the Congregation.

1.16. “Secretary.”The Secretary of the Congregation.

 

1.17. “Senior Pastor.”The Pastorof the Congregation orsuch person as mayfromtime to time hold duties comparable to the Pastorof the Congregation.

1.18. “Staff.”The Church Staff of the Congregation as described inthe Bylaws.

 

1.19. “Subcommittee.”Unless otherwise required by context, the word “Subcommittee” refers to the particular subcommittee whose attributes aredescribed inthe section where the word is used.

1.20. “TFAD.”The Forest at Duke.

1.21. “Treasurer.”The Treasurerof the Congregation.

2. CONGREGATIONPOLICIESAND PROCEDURES GENERALLY.

 

2.1. Out of respect forother churches inthe community,the Congregation does not permit membership oraffiliate membership by persons who wish to maintainmembership inanother congregation less thanfifty miles distant fromthe Chapel.

2.2. Because of heavy demand foruse of the Chapel by others inthe Duke community,aMember must wait at least sixmonths after becoming aMember before attempting to reserve the Chapel forawedding.

 

2.3. Notification of Meetings of the Congregation shall be by anymeans convenient to the Council andreasonably calculated to provide actual,timely notice to the Members. Notice by email is sufficient formembers with access to email.

 

 

2.4. The President orthe Council maycancel ascheduled meeting of the Congregation forgood cause. “Good cause” includes, but is not limited to,the expectation that aquorumwill not be present.

2.5. Where there is morethanone candidate foranyoffice to be voted onby the Congregation, whether such candidates arenominated by the NominatingandLeadership Development Committee orfromthe floor of the meeting, votingshall be by anonymous paper ballot. The Secretary shall be responsible forinsuringthat adequate blankorpreprinted ballots suitable forthe purpose areavailableat all meetings where elections arescheduled to take place.

2.6. Committees andService Groups of the Congregation shall havethe authority conferred by,and shall be subject to the limitations andrequirements of,the Articles, Bylaws, this Manual,and the Council.

3. EXECUTIVE COMMITTEE.

3.1. Duties.The Executive Committee

3.1.1. Reports to the Council through the President.

 

3.1.2. Meets customarily at least monthly to review the agenda foreach Council meeting and to discuss other periodic concerns.

3.1.3. Prepares,with the Staff-Parish Relations Committee, the SeniorPastor’sannual evaluation.

3.1.4. Sets the salaryforthe SeniorPastortakinginto consideration the recommendation of the Staff-Parish Relations Committee.

3.1.5. Acts onrequests andrecommendations fromthe Staff-Parish Relations Committee.

 

3.2. Membership. The Executive Committee membership consists of the President, VicePresident, Secretary, andTreasurerof the Congregation, andthe SeniorPastorexofficio.

3.3. Meetings. The Committee meets one hourbefore the monthly Council meetings andat other times as needed.

3.4. Subcommittees.The Executive Committee has nosubcommittees.

4. ADMINISTRATIONCOMMITTEE.

4.1. Duties. The AdministrationCommittee

4.1.1. Reports to the Council through its chair.

 

4.1.2. Assists with the communicationneeds of the Congregation, including potential and optimal use of voice,printandelectronic media.

4.1.3. Oversees the ongoing workof the Data Management Subcommittee.

4.1.4. Assists with periodic reviews of all insurance programs.

 

4.1.5. Assists the Council inassuring acontinuing andefficient process of governance by makingrecommendations ongovernance policies andprocedures andreviewing the Articles of IncorporationandBylaws every three years.

4.1.6. Fromtime to time evaluates space requirements of the Congregation anddevelops a plan to meet the changing needs of the Congregation.

4.2. Membership. Members shall be appointed by the President who will set the number of members fromtime to time as needed.

4.3. Meetings. The Committee does not haveregularly scheduled meetings, but meets as needed to complete its duties.Meetings arecalled by the Chairof the Committee.

4.4. Activities.

 

4.4.1. Incalendar years divisible by three, andat other times at the request of the Council,the Committee reviews the Articles of IncorporationandBylaws, recommending needed changes to the Council.

 

 

4.4.2. Incalendar years divisible by two, andat other times at the request of the Council,the Committee reviews the Congregation’s insurance programs.The committee consults with insurance agents andcoordinates as needed with Chapel staff.

4.4.3. Annually,the Committee reviews andupdates this Manual,soliciting suggestions from

Committees, Service Groups,andProgramAreaCoordinators.

4.5. Subcommittees.Subcommittees of the AdministrationCommittee include

 

4.5.1. Data Management.The Data Management Subcommittee assists with Congregation computer hardware andsoftware issues as needed.Forexample, the subcommittee maybe asked to consult with the AdministrationCommittee regarding server

replacement, installation of new computers, loading of bookkeeping software, operating systems, database andprogrammingupdates andmaintenance of the Congregation’s website.Members of this subcommittee areappointed by the President.

5. ADULTEDUCATION COMMITTEE.

5.1. Duties.The Adult Education Committee

5.1.1. Reports to the Council through the ChristianNurture ProgramAreaCoordinator.

 

5.1.2. Serves as the umbrella committee forall adult education within the Congregation and plans andsponsors programsto foster the theological andspiritual growth of the adult members of the Congregation.

5.2. Membership. The Committee consists of approximately eight members,two of whom maybe the directors of the children andyouth ministries of the Congregation. Itis customary that the leaders of the Congregation’s Adult ForumandOvernight Retreat committees (see 5.5 below) serve as members of the Committee.Inaddition,the Pastorandthe Coordinatorof Christian Nurture areex officio members of the Committee.Members arerecruited by announcements inthe Pastor’sweekly email letter, inthe annualbrochure prepared by the Committee, at Congregation gatherings, andby word of mouth.

5.3. Meetings.The Committee meets monthly during the school year.

5.4. Activities.The Committee

 

5.4.1. Planseducation opportunities forAdults intime forprinting abrochure fordistribution inAugust of each year.Thisincludes choosing curricula/offerings,finding group leaders, andcoordinating times andplaces forofferings.

5.4.2. Arrangesforspecial speakers andreserves necessary meeting spaces.

5.4.3. Plansanannualovernight retreat incooperation with the Retreat Subcommittee.

 

5.4.4. Annually prepares anddistributes abrochure describing all the educational opportunities offered by the Congregation, focusing onAdult Education. The brochure is distributed at the doors of the Chapel inlate August andearly September, through the Adult Forum,andat two ormore“InformationMeetings” that take place nearthe beginning of Fall Semester, usually following Chapel services,forthe purpose of informingthe Congregation about Adult Education opportunities. The brochure is also mailed to each Congregation family.Informationis also submitted to be printed inthe Chapel’s Sunday bulletin, inthe monthly Congregation newsletter, andinthe Pastor’s weekly e-newsletter.

5.4.5. Worksto ensure that the Adult Education website is kept current.

5.5. Subcommittees.Subcommittees of the Adult Education Committee include

 

5.5.1. Adult Forum.The Adult ForumSubcommittee reserves weekly meeting space and arrangesforspeakers andpublicity forthe Forum.Italsoarrangesforpayment of speakers who arenot Congregation members.The Adult ForumarrangesaWinter Retreat by reservingspace, obtaining speakers, andarrangingforlunch.

5.5.2. Retreat.The Retreat Subcommittee reserves asite forthe AnnualRetreat,arrangesfor speakers, food, activities schedule, androommate assignments. The site forthe retreat should be reserved at least fourteen months inadvance.

 

 

6. AUDITCOMMITTEE.

6.1. Duties.The Audit Committee

6.1.1. Reports to the Council through the Chairof the Finance Committee.

 

6.1.2. Workswith the Treasurerof the Congregation to select andretainanindependent auditor of the Congregation’s financialrecords.

6.1.3. Receives, reviews,andmakesrecommendations regarding the acceptance of the annual report to the Council.

6.2. Membership. The membership of the Audit Committee is composed of the members of the Finance Committee, excluding the Treasurerof the Congregation, plus the VicePresident of the Congregation.The Chairof the Finance Committee is also the Chairof the Audit Committee.

6.3. Meetings. Meetings areheld annually,before the first Finance Committee meeting following the date onwhich the Audit is made available.

6.4. Activities.The Committee reviews the audit findings.

6.5. Subcommittees. The Audit Committee has nosubcommittees.

7. CHILDREN’SEDUCATION COMMITTEE.

7.1. Duties.The Children’s Education Committee

7.1.1. Reports to the Council through the ChristianNurture ProgramAreaCoordinator.

 

7.1.2. Plansandimplements educational andspiritual activities forchildren ages 2to 11, including, but not limited to,the Sunday morningeducation programsandspecial programsandevents.

7.1.3. Worksto ensure that the Children’s Education website is kept current.

 

7.2. Membership. The Committee consists of the Pastor,the Director of Children’s Ministry,the Godly Play Coordinator,andaParentCoordinator.The ParentCoordinatoris nominated by the NominatingCommittee.

7.3. Activities.The Pastorandthe Director of Children’s Ministry meet once weekly. The Committee meets as needed.Other activities aredetailed inpolicy andprocedure manualsof the Children’s Education Program.

7.4. Subcommittees.Subcommittees of the Children’s Education Committee include

 

7.4.1. Godly Play.The Godly Play Subcommittee consists of the Director of Children’s Ministry,the Godly Play Coordinator,teachers andother volunteers who workwith children’s classes.

7.4.1.1. The Subcommittee meets at least once each year.

 

7.4.1.2. Teaching team meetings areheld inthe Godly Play classroom orother locations as agreed by the team.

7.5. Child Safety. All members andemployees of the Congregation who,acting forthe Congregation, havecontact with children aresubject to andshall comply with the Chapel’s Child Safety Policy.

8. FELLOWSHIPCOMMITTEE.

8.1. Duties.The Fellowship Committee

8.1.1. Reports to the Council through the Congregational Care ProgramAreaCoordinator.

8.1.2. Plansvarioussocial activities forthe Congregation.

8.2. Membership. The Committee has ten to fifteen volunteers.

8.3. Meetings.The Committee meets monthly.

 

8.4. Activities.The Schedule forthe year is set during the summer andrequirescareful coordinationwith the Chapel staff, the University calendar andthe Pastor.

 

 

8.4.1. The Committee attempts to plan events every four to sixweeks. Typical events include:

8.4.1.1. Events promoting cooperation with other local church communities.

8.4.1.2. Congregation pot luck dinners promoting variousCongregation activities.

8.4.1.3. The Congregation’s anniversarybreakfast.

8.4.1.4. Special Christmasbrunch.

8.4.1.5. Epiphany pot luck luncheon.

8.4.1.6. Pre-Lentpancake breakfast.

8.4.1.7. Lenten meal.

8.4.1.8. AnnualCongregation meeting andluncheon.

 

8.4.2. The Committee plans acoffee hourbefore the 11o’clockservice onthe second Sunday of each month.Preparationinvolvesmakingcoffee andservingsimple breakfast items such as muffins,danish andfruit.Coffees areheld inthe kitchen of the Chapel.

8.4.3. Events areannounced inthe Newsletter andthe Pastor’sweekly emails. Typically 90to

100people attend Committee events.Aneffort is made to inviteandto introduce any new members of the Congregation.

8.4.4. The Committee maintainsastock of paper goods, paper plates, cups, coffee, sugar,etc. inavault inthe Chapel basement.The Committee also uses awarmingovenandcart;

16folding chairsstored inthe maintenance room;andcardtables stored inacloset off the basement lounge.Some events requireoutside catering andrental of table and chairs.Expenses incurred inarranginganevent aresubmitted to the Secretary for payment andaretakenfromthe Committee budget.

8.4.5. Onthe day of anevent the Committee members arriveearly enough to set up tables and chairsandreceive food provided by the Membership.Attention is paid to table cloths, simple flowers oranything to makethe atmosphere of the event as attractive as

possible. Food is usually delivered andready to be served “as is” but occasionally the committee has to do some last minute food preparation.Following anevent,the committee is responsible forcleaning up.Putting onanevent is laborintensive,from start to finish takingabout 5 hours.

8.4.6. Occasionally the Committee schedules events away fromthe Chapel. Such events may requireadditional preparation including transporting equipment, chairs,etc. Forthese events, additional use of caterers andoutside vendorsmaybe moreconvenient.

8.5. Subcommittees.The Fellowship Committee has nosubcommittees.

9. FINANCE COMMITTEE.

9.1. Duties.The Finance Committee

9.1.1. Reports to the Council through the Finance Committee Chair.

 

9.1.2. Submits anannualbudget to the Council forreview andapprovalby the Council and thereafter the Congregation.

9.1.3. Monitors income andexpenses throughout the year andmakesrecommendations to the

Council foranynecessary corrective actions.

 

9.1.4. Reviews requests by committees forbudget changes during the year which,after review, arepresented to the Council with recommendations foraction.

9.1.5. Reviews the Congregation’s bookkeeping andfinancialadministrativepolicies and procedures, makingrecommendations forchanges to the Council forits consideration.

9.1.6. Reviews andapproves the Treasurer’smonthly written financialreports priorto their submission to the Council.

9.1.7. Oversees the investment of endowments andspecial funds of the Congregation and makesrecommendations to the council regarding the use of these funds unless restricted to aspecific purpose.

 

 

9.1.8. Opens bankaccounts upon specific instruction,authorizationandapprovalof the

Council.

 

9.2. Membership. Membership of the Finance Committee consists of seven oreight persons including the Chair,the Treasurerof the Congregation, the Assistant Treasurerof the Congregation andfour orfive others appointed by the President.

9.3. Meetings. The Committee meets monthly onthe Tuesday before the second Thursday.There is nomeeting inJuly andAugust.Meetings take place ordinarilyat the Studio of TFADand occasionally at other locations designated by the Chair.

9.4. Activities.Activities of the Committee arecarriedout according toTheBookofNelson which is incorporated into this Manual by reference.

9.5. Subcommittees.The Finance Committee has nosubcommittees.

10.MEMBERSHIP COMMITTEE.

10.1. Duties.The Membership Committee

10.1.1. Reports to the Council through the Congregational Care ProgramAreaCoordinator.

10.1.2. Welcomes andprovides relevant informationto those who express interest in

Congregation activities andmembership.

10.1.3. Conducts orientation meetings fornew Congregation members.

 

10.1.4. Worksat Congregation-sponsored events to ensure that new members arewelcomed andprovided with introductions to current members of the Congregation.

10.1.5. Matches gifts, interests, andtalents of new members with the needs of the Congregation programs.

10.2. Membership. The Committee consists of two ormoremembers.Members arerecruited by suggestions fromthe Pastorandvariousannouncements.

10.3. Meetings.The Committee meets as needed to arrangeforNew Member Luncheons.

 

 

10.4. Activities.The Committee

10.4.1. Makes welcoming telephone calls andextends invitationsto the New Member

Luncheons.

 

10.4.2. ArrangesNew Member Luncheons at least twice ayear forfellowship andto provide to new members abetter understanding of Congregation activities andopportunities. Participants at the Luncheoninclude new members,members of the Council,andthe Membership Committee.Luncheonmenus consist of sandwiches, cold cuts, fruit, dessert anddrinks.The Luncheons take place at alocation coordinated with the Pastor.

10.5. Subcommittees.The Membership Committee has nosubcommittees.

11. MISSIONAND OUTREACH COMMITTEE.

11.1. Duties.The Mission andOutreach Committee

11.1.1. Reports to the Council through the Chairof the Committee.

11.1.2. Serves as aninterface between the Congregation andthe greater community -- the Duke

University campus, local community,andthe world.

 

11.1.3. Providesopportunities forservice using members’time,talents, gifts andprayers to channel resources andefforts to the community.

11.1.4. Coordinates the efforts between the variousMission andOutreach subcommittees, and provides guidance fordistribution of Mission andOutreach funds.

 

11.2. Membership. Membership of the Committee consists of the Chairof the Committee, the Chairsof its Subcommittees, andtwo other member representatives of each Subcommittee. Members arerecruited by suggestions fromthe Pastorandvariousannouncements.

 

 

11.3. Meetings.The Committee does not meet as awhole, but the Chairof the Committee meets as needed with Subcommittee Chairsto coordinate efforts andsolve problems that arise.

11.4. Activities.The Committee acts through its Subcommittees andthe Shelter DinnerProject.

11.5. Subcommittees.

11.5.1. EnvironmentalStewardship.

 

11.5.1.1. The Subcommittee consists of approximately five people recruited by word of mouth andfromnew member interest forms.

11.5.1.2. The Subcommittee meets monthly.

 

11.5.1.3. The Subcommittee schedules occasional luncheons featuring speakers addressing creation care.Luncheons areprovided at nocost andaredesigned to be eco- friendly andaretypically held inWestbrookBuilding.

11.5.2. Student Outreach.

 

11.5.2.1. The Subcommittee consists of approximately five people recruited by word of mouth andfromnew member interest forms.

11.5.2.2. The Subcommittee meets two ormoretimes per year inthe offices of the

Congregation.

 

11.5.2.3. The Subcommittee schedules monthly luncheons forstudents during the school year.The Subcommittee plans three luncheons events per semester forgraduate students, divinityschool students, medical students andother young singles. Luncheons areheld inthe Chapel kitchen.The Subcommittee plans and facilitates care packages formembers of the Congregation who arecollege students orstudents attending other residential schools.These packages aresent once asemester andcontainprepackaged foods.The Subcommittee helps the Assistant Pastorwith the welcome luncheon forDuke undergraduates held early inthe Fall Semester.

11.5.3. LocalMissions.The LocalMissions Subcommittee offers ChristianDiscipleship through cooperation with numerous faith-based humanservice organizationsin DurhamandDurhamCounty.The Subcommittee does not undertake missionwork outside DurhamCounty noroffer monetary orphysical engagement assistance to non- faith-based groups.Inorder forthe Subcommittee to offer assistance to anygroup or organization,the recipient must demonstrate arecord of continual success as measured by the recipient’s core objectives andstated aimsorgoals.

11.5.3.1. The Subcommittee reports to the Council through the Chairof the Mission and

Outreach Committee.

 

11.5.3.2. The Subcommittee has fromten to sixteen members representing the Congregation who haveexpressed interest inservingandwho arerecruited through notices inthe Chapel bulletin orCongregation newsletter.

11.5.3.3. The Subcommittee meets onthe fourth Thursdayof each monthat 7 p.m.inthe

Episcopal Student Center oralternatively inaprivate home.

 

11.5.4. WorldMissions.The WorldMissions Subcommittee explores andimplements methods fortakingthe Gospel to people outside the Trianglearea.

11.5.4.1. The Subcommittee consists of four to eight people recruited by word of mouth andannouncements inthe Newsletter andthe Chapel Bulletin.

11.5.4.2. The Subcommittee meets as needed, but approximately monthly either inthe basement of the Chapel orat the home of the Chair.

11.5.4.3. The Subcommittee plans occasional missiontrips to underdeveloped countries such as Haiti.

11.5.5. Special Initiatives.The Special InitiativesSubcommittee exists to handle emergency initiatives.

 

 

11.5.5.1. Membership of the Subcommittee is determined by the Missions andOutreach

Committee onanad hoc basis so as to meet current needs.

 

11.5.5.2. The Subcommittee has,through its Chair,anongoing commitment to resettlement of members of the Montagnard community.The Montagnards are assisted intheir work,housing andinefforts to bringfamily members to join them. The Chairhas developed extensive informationontravel,US Immigration officials, US Consulate contacts, housing costs, job preparation,language skills, trainingforcultural adjustments inobtaining food andmanagingtransportation, enrolling children inlocal schools, andother problems connected with transition to US culture.

11.6. Shelter DinnersProject.The Shelter DinnersProject provides dinners at the UrbanMinistries Soup Kitchen Community Shelter onthe fourth Wednesday andsecond Sunday of alternating months.Food forthe dinners is paid forby the Congregation orprovided by volunteers.

11.6.1. PLANNING:The Group arrangesas farinadvanceas possible, at least two to three weeks, forvolunteers to supply lasagna and/orto serve dinner.

11.6.1.1. Some volunteers obtain food fromCostco, Sam’sClub, orasimilarprovider.

Others prepare lasagna at home fordelivery to the Shelter. Other volunteers participate as servers.

11.6.1.2. Volunteers arerecruited by calling members who haveshown aninterest orhave participated before.The Pastormayrequest additional volunteers to make lasagnas andassist inservingthrough the Pastor’sweekly email message.

11.6.1.3. Ittakes 8-15 people to prepare andserve adinner.Shelter residents areavailable to help if there aretoo few servers.

11.6.2. Afew days before adinnercontact Spencer Bradford,who manages the supper programsat the the Soup Kitchen (688-7378 ext. 23),orTom(ext. 26)foranestimate of the number of people who will need to be served.

11.6.2.1. The number usually ranges between 150and220,depending onthe weather and the job market.

11.6.2.2. Itis usually wise to plan for15-20morepeople thanthe estimate. There are almost always extra people onthe street who will help eat anything left over.If there is too much food, the Shelter will use it the next day.Itis better to havetoo much thantoo little.

11.6.3. MEALPREPARATION:Each person orcouple volunteering to provide lasagna should provide two party size Stouffer’s meat lasagnas which areavailableat most supermarkets.One party size lasagna will provide twelve servings.Volunteers should be able to provide their own transportation.

11.6.3.1. Lasagnasshould be delivered, cooked andready to serve,by 6:30p.m.to the parkinglot entrance of the UrbanMinistries Soup Kitchen Community Shelter at the cornerof Liberty andQueen Streets indowntown Durham(nearWTVDand the Public library)onthe evening of the dinner.

11.6.4. Onthe day of adinner,at least two volunteers get food that does not requirewarming (salad,fruit cup, rolls,cookies) fromCostco, Sam’sClub orasimilarprovider.AnSUV orlarge capacity caris necessary to carrythe food.Volunteers obtaining food at Costco orSam’sClub follow this procedure:

11.6.4.1. Onthe afternoon of the dinner,bringapersonal club card,ablankcheck,adebit card,orcash (usually $350).Costco andSam’sdo not accept credit cards.

11.6.4.2. Arriveat UrbanMinistries parkinglot about 4:45p.m.Tomeet whoever is going to help with the shopping.

11.6.4.3. Leaveforthe providerfromUrbanMinistries nolater than5 p.m.Ifthe provider is Costco, shoppers should arriveat Costco, at North Pointe off BroadStreet no later than5:15.About ahalf houris needed to buy the food andto check out (maybe longer onSunday PM).The store closes at 6:00p.m.

 

 

11.6.4.4. Use “FormforShelter Dinner”to purchase food.Keep the checkout tape for reimbursement fromthe Treasurer.

11.6.4.5. At the Soup Kitchen, go to the parkinglot andpound onthe door to get help to take the food to the kitchen.Ifnoone responds, some one fromthe office can open the door.

11.6.4.6. Some of the people waiting nearthe shelter will be willing to help carryfood from the car.

11.6.5. SERVINGDINNER:Whenthe food has arrivedat the Shelter, arrangeit at the various stations according to the “Checklist to set up shelter dinners” so that when helpers arriveat 6:30they maybegin workdirectly.As serversarriveat 6:15-6:30,assign them to jobs such as putting lasagnas inthe warmingoven.Shelter residents mayprovide additional help as needed.

11.6.6. Askone of the resident helpers to find out how many“late plates” need to be prepared forpeople who areworkinglate.Prepare late plates, coverthem with foil orwrap,put them onacartandaskone of the residents incharge to take them to the proper place.

11.6.7. After all the late plates areprepared andwhen food is prepared andready to serve from the counter,dinneris ready to be served.

11.6.7.1. Utensils andpaper plates ortrays should be at the head of the servingline,and the food ready to be served as diners proceed down the line.

11.6.7.2. Announce loudly that the food is contributed by the Congregation andaskone of the serversto askthe blessing.

11.6.7.3. One of the residents is responsible forcounting people andletting them get in line.Keep count of how manyplates ortrays aretaken.

11.6.7.3.1. Normally there will be acontainerof 125plates orthree stacks of 50 trays each to begin service.

11.6.7.3.2. As you approach the end of the last containerorstack,haveone of the residents get twenty orthirty more,keeping count of how manyareused, as this is the best check onthe number of dinners served.

11.6.7.4. Ifthe supply of lasagnas orother food runslow, askthe chief resident who maybe helping you where to find extra food which maybe heated forserving.

11.6.7.5. Whenservice is complete, makenote of items that were inshort supply andthose inexcess.Thiswill help inplanning moreefficiently next time.

11.6.8. AFTERTHEMEALHASBEEN SERVED:At 7:40,the doors areclosed andthe serving is finished.

11.6.8.1. The Serversmayleave andthe shelter residents will clean up.

 

11.6.8.2. Count the number of trays used.This,plus the number of late plates, is the total served.

11.6.9. The next day,send anote to the Treasurerrequesting reimbursement.

11.6.9.1. Include the sales receipt forfood purchased.

11.6.9.2. Include informationonactual number of dinners served.

11.6.9.3. Use astandard Congregation reimbursement form.

 

11.6.10. Email the Newsletter with acknowledgement andthanksto those who contributed lasagna,andto servers,to be published inthe next Congregation Newsletter. Include dates of the next dinners so that new volunteers maybe recruited.

12. NOMINATINGAND LEADERSHIPDEVELOPMENTCOMMITTEE.

12.1. Duties.The NominatingandLeadership Development Committee

12.1.1. Reports to the Council through the Chairof the Committee.

 

 

12.1.2. Identifies andfosters committed leadership inthe Congregation to further its ministries.

12.1.3. InJanuaryof each year,solicits suggestions fornominationsfromthe Membership.

 

12.1.4. Nominates,onanannualbasis,at least one person foreach vacancyonthe Council as well as committee chairsandservice group leaders, andthe Assistant Treasurerof the Congregation.

12.1.5. Providesthe nominees with acurrent job description forthe vacantposition.

 

12.1.6. Presents the slate of nominees at the AnnualBusiness Meeting andonother occasions to fill vacanciesinanyoffice as described inthe Bylaws.

12.1.7. Bycommunicationwith the Membership Committee andthe Stewardship Committee, andby other means,acquaintsitself, throughout the year,with the members of the Congregation inorder to learnof their interests, skills,talents, andenergies.

12.1.8. Encourages members to support the workof the church.

 

12.1.9. Iswell informed about the duties of the variouscommittees andis prepared to assist committee chairswith recruiting committee members.

12.1.10. Fosters the development of continuity of leadership within the Congregation through the development andpresentation of education andtrainingprograms.

12.2. Membership. Membership of the Committee consists of three ormoremembers andthe Pastor.The Council nominates at least one candidate foreach vacantposition onthe Committee.The Committee nominates its Chairfromthe members who will remainonthe committee during the next organizationalyear.Members of the current Council maynot serve onthe Committee.Members of the Committee maynot be nominated forCouncil membership.

12.3. Meetings. Regular meetings of the Committee begin inApril,two months before the Congregation’s AnnualMeeting.Other meetings occur during the year as needed. Meetings areoccasionally held by telephone conference.

12.4. Activities.Toobtain candidates forCongregation offices, the Committee carefully reviews past performances andqualifications of suggested officers.

12.5. Subcommittees.The NominatingandLeadership Development Committee has no subcommittees.

13. STRATEGICPLANNINGCOMMITTEE.

13.1. Duties.

13.1.1. Reports to the Council through the VicePresident.

13.1.2. Iscomposed of the VicePresident andtwo ormoreadditional members.

13.1.3. Develops aStrategic Planevery five years.

 

13.1.4. Develops anannualimplementation plan forthe Strategic Planandother major initiatives to be presented to the Council forconsideration.

13.1.5. Seeks the Dean’scounsel at significant points inthe development of the Strategic Plan.

 

13.2. Membership. The VicePresident is responsible fornominatingtwo ormoremembers as deemed appropriate by the VicePresident forapprovalby the Council.One of the members is the Pastor.The members should havevariedexperience andhistory with the Congregation.

13.3. Meetings. The Committee meets approximately five times inthe months preceding the development of the Strategic Plan.After the development of the plan,the Committee meets as needed to promote implementation of the Plan.Meetings areat alocation chosen by the VicePresident.

13.4. Activities.The Committee develops, maintainsandguides the implementation of the

Congregation’s Strategic Plans.

13.5. Subcommittees.The PlanningCommittee has nosubcommittees.

 

 

14. STAFF-PARISHRELATIONSCOMMITTEE.

14.1. Duties.

14.1.1. Reports to the Executive Committee through the Chairof the Staff-Parish Relations

Committee.

14.1.2. Worksto support Staff andbuild community between Staff andmembers of the

Congregation.

 

14.1.3. Counsels andconfers with the Pastor,Staff, andCongregation members inaneffort to assess conditions that affect the leadership of the Congregation andservice to the Congregation andits mission.

14.1.4. Clarifies strategies forministryrelated to but not limited to workingconditions,job descriptions, skills upgrading, andprofessional enhancements.

14.2. Membership. The Committee members andChairarenominated by the Nominatingand Leadership Development Committee andelected by the Congregation at the AnnualMeeting. There arefive members of variousages whose diversity of experience within the Congregation makesthem widely representative of the make-up of the Congregation. Theirterms will be staggered to facilitate both continuity andturnover.Members serve three-year terms.The Chairserves aone-year term[s] andmaynot serve morethanthree years consecutively.

14.3. Meetings. The Committee meets quarterly.Meetings take place at the Duke Episcopal Center, Wesley House, orthe Congregation Office.

14.4. Activities.The Staff-Parish Relations Committee

14.4.1. Oversees annualevaluations of Staffthrough the following procedures:

 

14.4.1.1. The Committee meets with the Pastor(s)inclosed session at the request of a Pastor,Staff member,Congregation Member, orrepresentative of agroup of Members, and,inanyevent,not fewer thanfour times ayear.The Pastoror Assistant Pastormayvoluntarilyexcuse him/herself fromameeting, orbe asked by the Committee to leave ameeting.Before anymeeting, the Pastorand Assistant Pastorshall be informed of the date andtime of the meeting andof the general purpose of the meeting.

14.4.1.2. The SeniorPastorreceives self evaluations fromthe Assistant Pastorandother Staff. The SeniorPastorwill review the self evaluations,will write evaluations before forwarding them to the Committee, andwill include with the reviews salaryrecommendations consistent with professional salaryguidelines. Whena review has been completed by the Committee, The Chairandeach Committee member will sign two originalcopies of the written review.One is then reviewed with andgiven to the staff member by the Pastor.The other will be kept ina confidential personnel file inthe Congregation office.

14.4.1.3. Arepresentative of the Committee andthe SeniorPastorthen meet with the Staff individually to consider the evaluations.

14.4.1.4. The Committee receives aself evaluation fromthe SeniorPastor.The Committee’s review of the SeniorPastorwill reflect onhis/herworkinhelping the Congregation achieve its larger mission(s).The Committee will provide a written report,and,after discussing it with the SeniorPastor,will forward it to the Executive Committee forreview andapproval.Upon approvalby the Executive Committee, two copies of the report,signed by the Committee members,will be prepared.One will be given to the SeniorPastor,andthe other filed inthe Pastor’sconfidential personnel file kept inthe office of the Congregation.

14.4.2. Recommends to the Executive Committee Staff salaryadjustments andrequests for

Staff support.

 

14.4.3. Isavailableto meet with members of the Congregation who havedifficulties with the Staff, forthe purpose of resolving such issues.Members mayrequest that the Pastor, Assistant Pastor,oranyCommittee member be excused fromanysuch meeting;

 

 

provided that,the person(s) excused shall be given notice of the meeting before it takes place, andwill thereafter be informed of the general sense of the meeting.

14.4.4. Periodically considers future needs of the Congregation andStaff regarding proposed adjustment of job descriptions, workingconditions,enhancement of skills,continuing education, additional positions andretirement planning.

14.4.5. Providesasecure, confidential setting inwhich Pastor(s)and/orStaff mayreflect on specific ministrygoals, priorities andworkhabits.

14.5. Subcommittees.The Staff-Parish Relations Committee has nosubcommittees.

15. STEWARDSHIPCOMMITTEE.

15.1. Duties.

15.1.1. Reports to the Council through the Chairof the Committee.

 

15.1.2. Elicits andguides the energies, talents, skills,andmonetary resources of the membership to further the missionandministryof the Congregation.

15.1.3. Plans,with input fromthe Finance Committee, acampaign that will engage members in committed financialsupport forthe continuing life andstability of the Congregation.

15.1.4. Willexecute this campaign inatimely fashion so the Staff andCouncil mayplan accordingly.

15.2. Membership.Members of the Committee consist of three orfour individuals appointed by the

President.

 

15.3. Meetings. The Committee meets as needed andmembers correspond by email at least monthly.

15.4. Activities.

 

15.4.1. Representatives of the Committee attend New Member Luncheons where they provide informationabout Congregation stewardship.

15.4.2. The Chairof the Committee occasionally attends meetings of the Finance Committee to gainunderstanding of the fiscal needs of the Congregation.

15.4.3. Annually the Committee solicits pledges forfinancialsupport frommembers of the

Congregation.

15.5. Subcommittees.The Stewardship Committee has nosubcommittees.

16. YOUTH EDUCATION COMMITTEE.

16.1. Duties.

16.1.1. Reports to the Council through the ChristianNurture ProgramAreaCoordinator.

 

16.1.2. Plansandimplements educational andspiritual activities foryouth (generally grades six through twelve), including, but not limited to,the Sunday morningeducation programs andspecial programsandevents.

16.2. Membership. The Committee consists of the Pastor,the Director of Youth Ministry,the ChristianNurture ProgramAreaCoordinator,andaParentRepresentative. The Parent Representative is nominated by the NominatingCommittee.

16.3. Meetings. The Committee meets onthe first Sunday of every other month.Meetings are usually held inthe Chapel kitchen.Parents of the Congregation areinvited to attend the meetings.

16.4. Activities.The Youth Education Director of the Congregation orthe Chairof the Committee prepares anagenda andplan events forthe Youth of the Congregation. The Committee works to ensure that the Youth Education website is kept current.

16.5. Subcommittees.The Youth Education Committee has nosubcommittees.

 

 

16.6. Child Safety. All members andemployees of the Congregation who,acting forthe Congregation, havecontact with youth aresubject to andshall comply with the Chapel’s Child Safety Policy.

17. CHAPELSUPPORTSERVICEGROUPS.

17.1. The Congregation organizes committees andservice groups forthe purpose of supporting

Duke Chapel inways deemed to be helpful by the Dean.

 

17.2. AltarGuild.The AltarGuild prepares andmaintainsthe vessels, Cross,candle holders, torches, torch stands,andprocessional Cross used at the altarandinthe processional. The Guild also buys the wine.The bread is baked by the Refectory foruse inChapel Communion services.The Guild sets up the elements forCommunion.Itcleans up after Communionby washing,polishing, drying andstoring chalices andpatens, andlaundering linens andsmall cloths. Linensarelaundered inamember’shome.

17.2.1. The Guild consists of approximately 15 members recruited by placing notices inthe newsletter andby word of mouth.

17.2.2. Members of the Guild sign up inteams of two orthree to serve foramonth.Duringthe monththe group provides the described services forthe monthly Communionservice andother special Communionservices (e.g.,Maundy Thursday)during the month.The AltarGuild does not prepare forSunday noonCommunionservices which areprepared by the Chapel attendant.

17.2.3. Procedures forCommunion.

17.2.3.1. The Guild’s duties areperformed onCommunionSundays between 9:45a.m.and

10:30a.m.andafter services until approximately 12:45p.m.

 

17.2.3.2. Wineforthe monthly CommunionServices costs approximately $15.00.Many Guild members give the cost as acontribution anddo not seek reimbursement. Polishing gloves cost $14.95per pair,andthree ormorepairsareused during a year.Wet polish costs about $6.00per container,andone containerlast about a year.Napkinslast approximately five years,andthe expense of replacing them is usually borne by the Friends of Duke Chapel.Detergent, dishcloths, andtowels arecontributed by members of the Guild.The Guild also provides vegetable oil forthe monthly healing service.

17.2.3.3. Arriveat the Chapel not later than9:45a.m.Go to the Memorial Chapel where the Communionchalices andbread patens arestored.

17.2.3.4. Pitabread forCommunionis baked by the Refectory, delivered to the Chapel before each Communionservice,andleft onthe set-up table inthe Memorial Chapel.Linensused forCommunionareto be found inlabelled, zip-lock bags located inthe AltarGuild basket.The basket is passed fromone team to the next. The linens areneverleft inthe Chapel.They arethe responsibility of each team.

17.2.3.5. The supplies required forCommunionare:

 

17.2.3.5.1. One gallon of Gallo-Livingston(orcomparable brand)hearty orclassic burgundy.

17.2.3.5.2. Twelve chalices.

 

17.2.3.5.3. Two small bread patens with two to four pieces of pita bread oneach small paten. The number of pieces is contingent upon the service.Forexample, Easter andChristmasEve requirefive pitas onthe reserve bread patens. The Chapel Director of Worshipadvises onthe set-up forthese services in consultation with the team.

17.2.3.5.4. Two pitchers forreserve wine.

17.2.3.5.5. Twelve small,plain cloth napkinsto coverthe chalices.

17.2.3.5.6. Twelve large,embroidered napkinsforthe bread.

17.2.3.5.7. Two medium Almayembroidered napkinsto coverthe small bread patens.

 

 

17.2.3.5.8. Two small,plain napkinsforthe wine pitchers.

 

17.2.3.5.9. One medium cloth to coverthe small table forreserve elements located by the chancel rail.

17.2.3.5.10. One large cloth to coverthe medium table beneath the Flentrop gallery where the reserve elements andone bread packet andone chalice are placed (the latter will be brought forward by the ushers).

 

17.2.3.6. Fill twelve chalices aboutfull with wine.Fill the pitchers ¼full with wine. Put three pita breads oneach of the two small bread patens forthe reserve bread and coverthem with amedium Almayembroidered napkin.

17.2.3.7. Make twelve bread packets following the graphic layout forthe number of pitas in each napkin.The choirnapkinshaveonly one pita per embroidered napkin(fora total of four napkins),andthe rest havethree.Wrapthe pita bread inalarge, embroidered napkinto makeabread packet.The napkinsshould be ironed in thirds like afolded business letter.Tomakeabread packet, lay the napkinflat on the table andtuck the bread inthe center.Thenbringthe sides overso the Cross shows onthe top.The napkinwill not completely coverthe bread,andthe open end,showing the bread,should be placed onthe altarso the bread is visible to the congregation.

17.2.3.8. Place the twelve chalices, two wine pitchers, two bread patens, andtwelve bread packets onthe cart.Place the remainingtwelve napkins(forcoveringthe chalices) andthe cloths forthe small andlarge tables onthe cart.

17.2.3.9. Proceed to the chancel. Whenyouareinthechancel,pleaseworksilently withnodiscussionwhatsoever.Thechoirwill berehearsingwhile

youareworking.

 

17.2.3.10. Arrangethe Communionelements onthe altar:Seven chalices arearranged acrossthe frontof the altarandtwo chalices go oneach of the backcornersof the altar(the latter areforthe choir).The twelfth chalice andbread packet will go to the rearof the Chapel under the Flentrop gallery.Place abread packet infrontof each chalice with the open end showing the bread facing the congregation.

Unfold the small napkinsanddrape each chalice with anopen napkin.

 

17.2.3.11. Coverthe small table inside the chancel railonthe pulpit side with the medium cloth andplace one pairof reserve elements -- apitcher andabread paten -- onit. Coverthe pitcher andthe bread with the appropriate napkins.

17.2.3.12. Proceed to the rearof the Chapel.Coverthe medium table with the large cloth

andput the second set of reserve elements onthe table.Coverthe pitcher andthe bread with the appropriate napkins.Place the twelfth chalice andbread packet

onthe table.Returnthe cartto the Memorial Chapel.

17.2.4. Procedure forpost-Communion clean-up.

 

17.2.4.1. After the service is over,removethe chalices, patens, pitchers, andall linens to the Memorial Chapel.Itis useful to bringthe cartout andparkit beside the Chancel steps where it canreceive the Communionpieces. Count theitems carefully to besureyouhaveeverything.Wash,polish anddry the silver andput each item backinits place inthe cabinet.

17.2.4.2. The linens fromthe AltarGuild basket will be washed andironed (see instructions inthe basket) at home by amember of your team andpassed onto the next team.Pleasebesureto returnthelinensto theappropriately labeledbag.Anyleftover consecrated bread is tornup andspread onthe ground inthe woods behind the Chapel.Leftover consecrated wine should be combined inone of the pitchers andthen poured onto the ground inthe woods behind the Chapel.

17.2.4.3. Wheneverything is tidy, snap the padlock shut to lockthe cabinet door andclose the gate to the Memorial Chapel.

 

 

17.2.5. Procedure forpolishing altarpieces.

 

17.2.5.1. The monthly team is responsible forpolishing the silverchalices andpatens (usually after Communionwhen they arewashed).The team also polishes the processional torch andCross as well as the pieces located onthe chancel altar. Polish andpolishing gloves arestored onthe bottom shelf of the metal AltarGuild cabinet inthe Memorial Chapel.

17.2.5.2. Polishing the silverpieces.

 

17.2.5.2.1. Askthe Chapel attendant to unlockthe cabinet inthe small kitchen (near the Chapel offices inthe basement) where they arestored. Use the polishing gloves kept inthe cupboard to the left of the sink.Never polish the Cross with water andpolish; it is treated with alacquerfinish which will be removed by wet polishing.

17.2.5.2.2. The torches need cleaning at least twice amonthwith polish andwarm water. They mayrequireweekly polishing during times of heavy use such as Holy Week andMay commencement week.Topolish the torches, first removethe candle andbase by gently unscrewing the silverbase (leaving the candle inthe base), andplace the candle andbase onthe counter.To removethe wax build-up inthe torch base, use the hairdryer that is kept in the paper bag inthe cupboard.First,removeanyloose wax with your fingers.Thenset the hairdryer onhigh andhold it close to the silver surface.As the wax softens, removeit with apaper towel.Whenthe surface is free of wax,use the silverpolish (fromthe shelf inthe cupboard), rinseinhot water, anddry with paper towels.Thenpolish the silvercandle base (with the candle left init),using the hairdryer if needed. Whendone, gently reassemble the torch andreturnit to the cabinet.(As asuggestion, you mayfind that arrivingat the Chapel at 9:45a.m.onSunday allows plenty of time to polish the processional pieces before the service.At this time,the cupboard is always unlocked.)

17.2.5.3. Polishing the altarpieces inthe chancel.The most convenient time forthis is likely immediately after the service.Alternatively, you canschedule atime by calling the Chapel attendant; although, it maybe difficult to find atime when nothing else is happening inthe building.

17.2.5.3.1. Use the polishing gloves (see above) andbe sure to protect the altarcloth fromthe tarnishonthe gloves by sliding paper toweling under each side of the candle holder.

17.2.5.3.2. Polish the altarCross located infrontof the tapestry onthe chancel wall, also using the polishing gloves.

17.2.5.3.3. Againusing the polishing gloves, polish the processional torch bases used during the service.They arestored under the altarexcept during services. Ifyou arepolishing after the service,you mayaskthe Chapel attendant to

leave them out forcleaning.At other times, askthe attendant to unlockthe cabinet foryou.After you returnthe stands to the altarcabinet, askthe attendant to lockthe cabinets.

17.2.5.4. Polishing the baptismal font.The Chapel staff usually drainsthe water fromthe font.Itcanbe most easily polished with the polishing gloves. Forheavy tarnish, the font canbe cleaned using the regular wet polish, rubbing inacircularmotion andrinsingthe sponge frequently inclean water.Drythoroughly with the soft towel kept with the font supplies onthe bottom shelf of the metal AltarGuild cabinet.

17.2.6. Launderingthe linens.

 

17.2.6.1. Almaylinens.The twelve large andtwo medium napkinswith the embroidered crosses inthe center aregifts fromthe Friends of the Chapel Memorial Fund.

They arefine linen andmust be handled with special care.They areused to make

 

 

the bread packets andto coverthe small bread patens, so wine stains should never be aproblem.Ifthere arewine stains,use Clorox2,CloroxOxy Magic or other non-chlorinebleach andfollow instructions forthe small napkinsbelow. (Non-chlorine bleach must be used, because chlorine will weaken the linen fibers andultimately destroy the cloths.)Forregular laundering,wash by handoron gentle cycle inthe machine using amild detergent inwarmorcool water;rinse thoroughly; andhang to dry.Ironthem with ahot ironwhile they arestill damp, gently stretching them into shape.You mayuse starch.(Ifnecessary, spray them with water, rollup, andlet them sit for30minutes before ironing.)Fold the large napkinsinthirds (like abusiness letter), using your fingers to makethe fold, so that the cross will be centered andthe folds less evident when the cloths coverthe bread.Let them air-drycompletely before storing them inthe labeled zip-lock bag.

17.2.6.2. Cotton napkins.OnSunday afternoon,soakanywine-stained napkinsincold water forat least 30minutes (orleave them incold water until you canwash them). Ifanystain remains(usually it will), add 1teaspoon of liquid chlorine bleach per 1cup of cool water andsoakuntil the stain disappears. Ifstains persist, repeat the soakingandbleaching process before ironing.You mayalso use CloroxOxy Magic spray following the directions onthe plastic bottle; in which case the napkinsarenot soaked,because the spray only worksif it is sprayed onto dry cloth.Washinwarmwater with detergent, rinseandhang dry

until damp (orpartially dry inadryer).Ironwhile still damp orwith steam, using spray starch if needed to removewrinkles.Let them airdry completely before storing them inthe labelled zip-lock bag.

17.3. Nursery.The nursery provides care forchildren of parents andothers attending services at the Chapel.

17.3.1. The Nursery Support Teamis availableto provide support forthe nursery inanyway needed, as directed by the Pastorandthe Nursery Staff.

17.3.2. Child Safety. All members andemployees of the Congregation who,acting forthe Congregation, havecontact with children aresubject to andshall comply with the Chapel’s Child Safety Policy.

17.3.3. Nursery staff.

 

17.3.3.1. The incumbent Director of Children’s Ministry forthe Congregation will be the Director of the Nursery.He orshe is responsible formanagingall nursery related affairs,managingnursery staff, hiringorfiringnursery staff, andmaintainingthe nursery space anditems.

17.3.3.2. The nursery staff consists of at least three nursery workerseach Sunday who may fit into anyof the following categories:Full time nursery staff (every Sunday); part time nursery staff (every other Sunday);orsubstitute nursery staff (persons who fill induring the absence of full orpart time staff).

17.3.4. Hiringnursery staff.

 

17.3.4.1. New nursery staff arerecruited first fromthe Congregation through articles inthe Congregation newsletter orthrough suggestions by Congregation Staff or Members.Nursery staff mayalso be recruited fromundergraduate andgraduate student populations.

17.3.4.2. Interested candidates must complete theCongregationatDukeUniversity Chapel Employment Application andBackgroundCheckConsentForm as required by the Chapel’s Child Safety Policy.The Director of the Nursery then meets with the candidate forabrief interview to discuss his orher experience workingwith children andto review the application.After asuccessful interview andbackgroundcheck,the candidate returns to observe other nursery workerson one Sunday.Nursery staff will assist intrainingthe new workerinrunningthe nursery.

 

 

17.3.5. Volunteer workers.The Director of the Nursery mayuse volunteers fromthe Congregation as substitute nursery staff.Volunteers must always workwith andunder the supervision of full orpart time staff.Ideally, volunteers will be used only when no paid nursery staff areavailableto assist.

17.3.6. Nursery staff schedule.

 

17.3.6.1. The Director of the Nursery sets aschedule fornursery staff duty. Ifsubstitutes arenecessary, the staff maycontact the email list of availablepersons. The staff should informthe Director of the Nursery of anychanges to the fixed schedule.

17.3.6.2. OnanormalSunday,there should be three staff workersinthe nursery.

However,insome situations, it maybe hardto obtain anecessary substitute. If this occurs,it is acceptable to havetwo nursery staff inthe nursery;however,this changes the number of children the nursery staff cansupervise from15 to 10. There should be nomorethanfive children foreach nursery staff member present.

17.3.7. Nursery arrival,setup andopening.

 

17.3.7.1. Nursery staff should arriveat 10:30a.m.to prepare the nursery.The nursery opens at 10:50a.m.

17.3.7.2. Before the Nursery opens, take out the “Sign-In”clipboard.Make sure there is a fresh sign-in sheet andaworkingpen.Sign-insheets arestored inthe green filing drawer inthe nursery storage cabinet.Nursery staff should contact the

Director of the Nursery if the supply of sign-in sheets orpens is low. Copies of the sign-in sheet maybe made using the copy machine inthe Chapel basement.

17.3.7.3. Takeout pagers andthe pager system.Plug inthe system. Tocheck pager batteries, press the button located onthe frontof each pager. Ifthe battery is functioning,the pager should light up andvibrate.

17.3.7.4. Takeout crayons,paper, andcoloring booksandplace them onthe big tables located just outside the mainnursery area.

17.3.7.5. Open the toy cabinet andset up the trainset.

 

17.3.7.6. As parents arrivewith children,one staff member should be responsible for makingsure parents sign ineach child andtake one pager per family.The other staff members should be inthe nursery areareceiving the child(ren) who arrive.

17.3.8. Nursery departure andbreakdown.

 

17.3.8.1. Make sure parents picking up child(ren) sign the child(ren) out onthe sign-in sheet, returnthe pager, andtake all items belonging to the child(ren).

17.3.8.2. Spray toys that that havebeen used frequently orplaced inchild(ren)’s mouth(s) with CloroxEveryday spray,located inthe nursery storage cabinet. Place toys in the toy cabinet, andclose the cabinet.

17.3.8.3. Returncrayons,coloring books,andpaper to the nursery storage cabinet. Wipe down large tables to removeanycrayonmarks.

17.3.8.4. Unplug the pager system.Check to makesure all pagers areplaced intheir appropriate slots.Ifapager is not returned, page the pager number until the parent returns with the pager.Returnthe pager system andpagers to the nursery storage cabinet.

17.3.8.5. Ifachild has used the trainingpotty located inthe diaper changing station area, the trainingpotty will need to be cleaned.Instructionsforcleaning arelocated in the changing area,andbleach forcleaning use is located inatackle box inthe second drawer of the changing table.

17.3.8.6. Nursery staff will need to complete reimbursement formsfortheir weekly payment.Formsarestored inthe green filing drawer inthe nursery storage cabinet.

 

 

17.3.9. Supplies andmaintenance.The Director of the Nursery should regularly check to ensure that the items listed below arestocked andworking.Nursery staff mayalso notify the Director of the Nursery if anyitems areneeded. The Director of the Nursery

is responsible forreplacing orreplenishing the listed items. The Director of the Nursery maycontact the Nursery Support Teamto see if the Committee is willing to replace toys orsanitaryitems.Otherwise, the Director of the Nursery maypurchase needed items andthen request reimbursement fromthe Chapel’s Director of Development and Administration.The listed items are:

17.3.9.1. Diapers (usually size 4or5).

17.3.9.2. Diaper wipes.

17.3.9.3. Diaper Genie/Diaper Genie cartridge (Playtex brand).

17.3.9.4. Kleenex (1box).

17.3.9.5. Crayonsandmarkers.

17.3.9.6. Coloring books.

17.3.9.7. Toys.

17.3.9.8. Pager batteries.

17.3.9.9. Handsanitizer(1bottle).

17.3.9.10. Items infirst aid kit.

17.3.9.11. Clorox(1bottle).

17.3.9.12. All nursery related forms.

 

17.4. Offering Counters.The Offering Counters Group empties the Chapel Offering plates after Sunday morningChapel services andother designated special services,counts the offering, andcompletes arecord of the monies received.

17.4.1. Offering Counters arerecruited fromalist of persons who haveexpressed aninterest in providingthis service.At least sixoffering counters areneeded foreach service.The Chairis selected by the Chapel Support ProgramAreaCoordinator.

17.4.2. Procedures to be followed by the Offering Counters areapproved fromtime to time by the Chapel staff andby the Congregation’s auditors.

17.4.3. Procedures forcounting the offering:

17.4.3.1. Collecting the offering fromthe altar.

 

17.4.3.1.1. Ifthe Chapel service does not include Communion,at the end of the Chapel service,two counters go to the altar,empty the offering plates into abag found onthe backrow of the Chancel.Ifthe bag is not found, one counter goes to find the Chapel attendant while the other stays at the altarto safeguard the offering. The counters empty the offering plates into the bag andtake it to the counting room.

17.4.3.1.2. Ifthe Chapel service includes communion,two bags forcollecting the offering areleft at the reception desk nearthe narthex.Two of the six counters sit at the rearof the Chapel or,if they prefer to sit elsewhere, proceed to the reception desk during the offertory.The two stand nearthe desk andhold the bags so the ushers canempty all but two of the plates into the bags.The two bags arecombined andremainwith the counters through the rest of the service.At the end of the service,the counters take the bags to the altarwhere the counters empty the remainingtwo plates andtake the collection to the counting room.

17.4.3.1.3. The offering is neverleft unattended.

 

17.4.3.2. Counting takes place inthe Chapel conference room.Anadding machine andbox of supplies, including accounting sheets andCongregation cash accounting slips,

 

 

will havebeen placed onthe conference table along with two locking bags.An accounting sheet will be dated andnotated with the numbers of the locking bags.

17.4.3.3. The offering is placed onthe table andthe checks separated fromthe cash.

 

17.4.3.4. The checks aresorted according to the payee: Duke Chapel, Friends of Duke Chapel, orCongregation at Duke Chapel.Anadding machine tape is created for each category andattached to the checks with apaper clip orrubber band.

17.4.3.5. Anycash inanenvelope markedforthe Congregation will be left inthe envelope, the amount recorded onthe outside, andthe total entered onthe accounting sheet as “Congregation Cash.”Anaccounting slip forthe cash is completed with date, amount,anddonor’sname.Congregation cash envelopes areclipped with the Congregation checks.

17.4.3.6. Anycash received fordesignated purposes, e.g.,“Friends,” will be treated inthe same mannerandthe amount entered onthe Chapel accounting sheet as Chapel designated cash.

17.4.3.7. Totals of the checks areentered onthe appropriate sheet.

 

17.4.3.8. Asecond tape of the Congregation checks is created andplaced inanenvelope addressed to the Treasurertogether with anyCongregation cash accounting slips. The envelope is sealed andsigned by acounter acrossthe flap. Thisenvelope is takento the Congregation office andleft inthe lockbox inthe office closet orin the mailbox onthe office door.

17.4.3.9. The counters sort the remainingcash by denomination ($20s,$10s,$5s,and$1s)

andstackthe bills forweighing.After weighing, the total foreach denomination is entered onthe accounting sheet, along with anybills of larger denominations, orother bills not requiringweighing.All coins arecounted andthe amount entered onthe accounting sheet.One dollar bills aresecured by arubber band andplaced inone of the locking bags along with all coins.

17.4.3.10. After all entries havebeen made,anadding machine tape of the numbers onthe accounting sheet is created, andthe total is entered onthe sheet. The operator signs the sheet andit is placed inthe second locking bag with the groups of checks andall other currency (denominations of $2andup).

17.4.3.11. Both bags arelocked andplaced inadesignated secured location by two counters.

Keys forthe bags andthe tape of the total offering areplaced inanenvelope addressed to the Chapel Accounting Specialist.The envelope is sealed, signed on the seal, andleft inthe drawer of the conference roomcredenza.The adding machine,box of supplies andempty collection bag arereturned to the credenza. The door of the conference roomis closed andlocked.

17.5. PrayerMinistry.The PrayerMinistry Group prays foranyone who bringsto the Group their concerns,problems, orworries.The duration andnature of the prayers is left to the judgement of each member of the prayer team.The Group does not hold regularly scheduled

meetings. Members of the group arerecruited by word of mouth andby announcements made at meetings of the Missions andOutreach LocalMissions Subcommittee. The Group mayalso be mentioned at New Member Orientations.There is noset number of Group members,more arealways welcome.Communications within the Group areusually by telephone oremail. Prayerrequests come fromeither of two sources:

17.5.1. Prayerrequest cards provided at the prayer request box located outside the Chapel’s

Memorial Chapel.The cards areremoved by the minister orleader incharge of the

daily prayer service held inthe Memorial Chapel at 9a.m.These cards arethen given to the Pastor’ssecretary who mailsthem to members of the prayer team.

17.5.2. Prayerrequests maybe posted onthe Chapel’s website.The requests arethen forwarded to the Group Chair’semail.The requests maythen be distributed to Group members to be fulfilled.

 

 

17.6. Ushers.The Ushers Group provides ushers forSunday morningservices.Duringholidays and the summer,when the Chapel Choiris absent, the Group also provides crucifers,torchbearers andWordcarriers.The Group functions best with astrong co-chairperson.

17.6.1. Fortourists andfirst time visitors,ushers arepossibly the first contact with the the Chapel andthe University.Accordingly ushers try to be attentive to anyspecial needs orrequests.Ushers greet regular attendees anddistribute the day’s bulletin.

17.6.2. Ushers areresponsible fortheir duties every week of the year,generally from10:30a.m. to 12:30p.m.Ushers arealso responsible fortheir duties during additional services associated with ChristmasandHoly Week.

17.6.3. Obtaining ushers forvariousChapel services is generally accomplished viaemail,ideally well inadvanceof services,but occasionally, of necessity, as late as the evening before. Accordingly,it is necessary forushers to haveaccess to anemail account.Ushers are recruited amongstudents at Duke (andoccasionally other universities),Congregation youth, andother Congregation members who express aninterest. The corps of ushers operates most efficiently with apool of about twenty dedicated andexperienced “regulars.”

17.6.4. Regular Sunday services requireapproximately nine ushers. CommunionSundays requireten oreleven ushers.

17.6.5. Ushers’ robes arestored inacloset nearthe Pastor’soffice andaremaintained by the

Chapel’s Director of Development andAdministration.

18. CONGREGATIONCARESERVICEGROUP

18.1. LoavesandFishes.The LoavesandFishes Service Group provides meals to members of the

Congregation who haveaspecial need due to illness, adeath inthe family,birthof ababy,etc.

18.1.1. The Group consists of volunteers numbering approximately thirty.

 

18.1.2. Ordinarily,the Group’s services areprovided when the SeniorPastorbecomes aware of the need andhe orshe contacts the Chairof the Group.The Chaircalls the family to determine the precise needs -- dietary restrictions orpreferences, number of family members,contact information-- andthen emails orcalls the members of the Group with the request.Whenamember indicates that he orshe is availableto provide a meal,the Chairgives the family’sinformationto that member.Itis then the responsibility of the Group member to contact the family andmakearrangementfora suitable day andtime fordelivery.

18.1.3. The Group’s meal services areavailableonly to members of the Congregation.

 

18.1.4. Meal services areintended to be short term,normallyone to two meals,but occasionally moredeliveries aremade to aparticular family as maybe needed.

18.2. Congregation Newsletter.The Congregation Newsletter Service Group oversees the production anddistribution of the Congregation Newsletter.

18.2.1. The Group consists of anEditor andother members appointed fromtime to time by the

President.

18.2.2. The Newsletter is written by the Pastor,Staff andvariousmembers of the Congregation.

 

18.2.3. The Staff secretary designs andcomposes the Newsletter.Whenit is available,the Newsletter is delivered to the Chapel by the printer oris picked up at the printshop. The secretary prepares printed address labels.

18.2.4. Adesignated person arrangesforvolunteers at TFADto attach labels andseal the Newsletters with two seals (required by the US Postal Service).Letters forresidents at TFADareplaced inTFAD’sHouse Mail.

18.2.5. The rest of the Newsletters aredelivered to the office of TFADwhere the administrative assistant runsthem through the postage meter.The Treasurerof the Congregation reimburses TFADforthe postage.TFAD’spostman takes the Newsletters to the main station.

 

 

18.3. Stephen Ministry.The purpose of the Stephen Ministry Service Group is to provide distinctively Christiancare to people who arehurting orexperiencing alife crisis.

18.3.1. Potential Stephen Ministers arerecruited through monthly articles inthe Congregation Newsletter, prayer,word of mouth,Sunday announcements fromthe Chapel lectern, andreferral fromthe Pastor.Anindividualexpressing interest inthe Stephen Ministry must complete amandatoryfifty hours of trainingat one of the areachurches followed by acommissioning service.AStephen Minister commits to serve aminimumof two years.

18.3.2. Active Stephen Ministers attend Peer Supervision Group meetings onthe third Wednesday of each monthat TFAD.The Peer Supervision Group ensures its members provide quality,distinctive Christiancare to each care receiver through the use of variousreporting forms,focus questions, andcontinuing education. The meetings are overseen by the Pastor,Stephen Leader(s) andSupervision Group Facilitator(s).

18.3.3. Potential Stephen Leaders areapproached by the Pastorandexisting Stephen Leader(s) regarding attendance at aStephen Leadership Conference. The week long conference is held invariouscities between JanuaryandAugust each year.The Stephen Ministry budget assumes the cost forattendance.

18.3.4. VariousStephen Leaders undertake the following duties:

 

18.3.4.1. The Supervision Coordinatoris the Stephen Leader who has responsibility for leading all aspects of supervision andwho workswith the Continuing Education Coordinator.

18.3.4.2. The TrainingCoordinatortrainspotential Stephen Ministers as well as

Supervision Group Facilitators.

 

18.3.4.3. The Continuing Education Coordinatorworkstogether with the Supervision Coordinatorto identify needs fortrainingandto plan andcarryout continuing education.

18.3.4.4. The Stephen Leader TeamCoordinator.

18.3.4.5. The Awareness-Building Coordinator.

 

18.3.4.6. The Referral Coordinator.At the Congregation, the Pastorassumes the responsibility of the Referrals Coordinator.

19. AFFILIATEDORGANIZATIONS.The Council fromtime to time considers andmayrecommend to the Membership affiliation by the Congregation with other organizations.The Membership considers andmayapprove such affiliation.The Council appoints anynecessary representatives to affiliate organizations.Representatives maynot commit the Congregation to financialorpersonnel resources foranyaffiliated organizationwithout the Council’s priorapproval.The Congregation is currently affiliated with the following organizations:

19.1. DurhamCongregations inAction (DCIA).DCIAserves as afocal point forinter-faith gathering of the community.DCIAsponsors projects promoting the healing andwell-being of the community so as to empower individuals andgive them the kindsof skills that allow their nativegifts to come into play.The Congregation’s representative attends luncheons, reads DCIApostings, anddisseminates community informationto the Membership. Two Congregation members serve as representatives fromtime to time.Representatives to DCIA report to the Mission andOutreach Committee.

19.2. North CarolinaCouncil of Churches.

 

20.PROCEDURE FORRESPONDINGTOCOMPLAINTSOF SEXUAL EXPLOITATIONOR HARASSMENTBY EMPLOYEES AND VOLUNTEERLEADERS.The Council shall annually appoint

aResponse Teamforthe purpose of responding to complaints of sexual exploitation orharassment by

Congregation employees orvolunteers.

 

20.1. The Response Teamshall consist of nofewer thantwo Members appointed by the Council,at least one male andone female.The Response Teamshall serve forone year oruntil their successor(s) arequalified andappointed.

 

 

20.2. The Response Teamwill become familiarwith the terms of the policies andprocedures for responding to allegations of sexual exploitation orharassment by Congregation employees or volunteers.

20.3. Upon receiving anycomplaint of sexual exploitation orharassment,aPastor,Council member orother responsible person shall report the allegation to the Response Team.

20.4. Upon receiving anysuch report,the Response Teamshall inquireof the complainant whether he orshe requests that the Response Teaminstitute formalproceedings inaneffort to resolve the complaint.

20.5. Formalproceedings by the Response Teamshall consist of the following steps:

 

20.5.1. The Response Teamgathers statements orother informationfromthe individuals involvedinthe allegations andfromothers who mayhaveinformationpertinent to the allegation, andpresents such statements andother informationto the supervisor(s) of the accused individuals.

20.5.2. The appropriate supervisor shall makedeterminations andtake actions appropriate to resolve the complaint.Such actions mayinclude

20.5.2.1. Afinding that the sexual exploitation orharassment has occurred andthat the Council is called upon to take action accordingly.The Council’s actions may include

20.5.2.1.1. Formalreprimandwith defined expectations forchanged behavior.

 

20.5.2.1.2. Recommendation of aprogramof growth including education or counseling.

20.5.2.1.3. Probation,with the terms of the probation clearly defined.

20.5.2.1.4. Dismissal fromemployment orfromavolunteer leadership position.

20.5.2.2. Afinding that nosexual exploitation orharassment has occurred.

 

20.5.3. Ifanyallegation includes the possibility of child abuse, the Response Teamwill notify appropriate secular authorities andthe Congregation will cooperate fully inany investigation by legal authorities.

20.5.4. The Response Team,Council,andSupervisor(s) will maintainwritten summaries of any action takenpursuant to the procedures described inthis section.

20.5.5. Indetermining whether anyalleged conduct constitutes sexual exploitation or harassment,consideration shall be given to the record of the alleged incident(s) as a whole andto the totality of the circumstances, including the context inwhich the alleged incident(s) occurred.

20.5.6. No person makingorinvestigating acomplaint under this section will be adversely affected interms andconditions of employment, Congregation membership or affiliation,orotherwise discriminated against ordischarged.