OFFICE POLICIES AND PROCEDURES

Announcements during services and notices in church publications will meet the following criteria in order to be included:

The event is a church sponsored event.  This may occur in the following ways:

°         Event recommended by Ministry Team and staff liaison

°         Event approved by Trustee Council

°         Event led by staff or recommended by pastoral team

SCHEDULING AN EVENT OR ROOM

Schedule all requests with Jan Ratliff on web page http://www.pasadenacovenant.com/newsevents/eventadd.php. You may also email Jan at jratliff@pasadenacovenant.com or call (626) 795-9381 Ext 111.  The staff meets weekly on Mondays to review new requests and quarterly to do master calendar scheduling.  This is a good time to assess the best time to hold an event.

The office keeps a “Master Calendar of Events” that lists all on-going and up-coming events on and off campus.  It is very important that you consult Jan about your event to make sure the day, time and room are available for your use before making commitments to announcing/advertising your event. We do not want to inconvenience any group by double scheduling rooms.

FACILITY SET-UP INSTRUCTIONS

If you need special set-up for your event, Jan Ratliff must have the “Facility Set-Up Form” request at least 1 week before the event.

1.       If you need a room set up or equipment such as TV, VCR, or DVD, please submit your request a week in advance to Jan Ratliff.  They are issued on a first come, first served basis.  Sunday’s are especially demanding for equipment use and limited available set-up.

2.     If you need access to the sound room equipment (such as microphones), we need at least a week to see if an audio person is available.  If you have already made arrangements with one of our sound persons, please let Jan know. 

3.     If you are using the facility after hours, you will need to come into the office and sign out a key for the building and/or room you have requested. You may drop it in the mail slot of the office building when you leave.

4.     If you are expecting a large number of people to attend your event, you might want to request that the parking lot be open for a set period of time.  Once again, we can only pre-program a few events and they are taken on a first come, first served basis.

5.     At the end of your function, please make sure you turn off utilities (A/C or heat) and lights.  Please try to leave the room the way you found it and don’t forget to lock up.

WORSHIP ANNOUNCEMENTS

Worship time allotted for announcements is limited, so please check availability with Joan as early as is possible.  We try to have the fewest announcements on Communion Sundays (usually first Sunday of the month).  When you contact Joan, please indicate who is to make the announcement (A Worship Leader, Committee member, etc.), the approximate length (usually no more than 2-3 minutes), and the formatting if you have something to be projected while the announcement takes place (JPEG, PowerPoint, etc).

NEWSLETTER & BULLETIN ANNOUNCEMENTS & “Lord’s Week/Community Connection”

Once your events have been posted to the Master Calendar, then you may submit items for publication.

Send email to Doreen Rudder at pascov1@pasadenacovenant.com

          Bulletin inserts & announcements are due Tuesday Morning

                   Insert size is ½ sheet, front and back maximum, published 3x maximum

                   Use of color print will be at editor’s discretion due to color quota because of costs.

Newsletter deadlines are the 3^rd Monday of each month

BULK MAILINGS

Give 2-week notice to Doreen Rudder at pascov1@pasadenacovenant.com  (this helps give time to gather mailing lists, produce labels, etc.) Volunteer assistance for stuffing and labeling is welcomed.

CHECK REQUESTS

Please use a check request form found in the church office.  Please reference the correct budget category for each expenditure.  The budget categories are the same as those in your annual report.  Be specific as possible, referencing the sub-categories.  Check requests need an approval signature and receipts as “back-up”.  Please give these to Jim Tyberg via his church mailbox. 

KEYS

Keys are issued from the office with an approved request form.  Losing keys is not only a potential threat to our property, but in addition can cost us hundreds of dollars to re-key various locks. 

COPIERS/PRINTER

We have modern up-to-date black & white and color printing and copying equipment with the capacity to fold, staple, collate, email and more.  We have a rather old folding machine, which is sometimes quite troublesome, but it works. We will be happy to assist you in the use of the equipment and only ask that you treat it respectfully (i.e. do not let children play with it).  Please contact Doreen Rudder at pascov1@pasadenacovenant.com or (626) 795-9381 before tackling tasks that she might be able to help you with and save time and money for the ministry and the church. For color copies outside of office hours, contact appropriate pastoral staff or council liaison for your ministry.

GENERAL OFFICE HOURS: 9 AM to 3 PM

Help from Doreen needs to be scheduled and completed by 3 PM.  Jan has fewer office hours. You may use the office computer in the copy room during office hours.  Please do not use staff computers unless previously authorized by the staff member.

If you need special supplies, postage stamps, or forms, please let us know so that we can provide it.

Church FAX 626/795-0339

MAILBOX

You have a mailbox downstairs just to the right of the stairs to the office.  Please check it periodically!  We appreciate when you check your own mailbox for contents.

E-MAIL

Often, the most expeditious way to communicate regarding administrative issues is via e-mail.  We ask that you use e-mail if you have this capability and that you check e-mail communiqués from church.

VOICEMAIL for CHURCH STAFF

Each staff person has a voicemail box as well.  Current directory: Doreen 100, Jim 101, Tami 102, Charlie 103, Laurie 104, James 105, Brittany 106, Joan 107, Kitchen 109, Corner House 110 and Jan 111.  These are in the church bulletins and directory as well.

PARKING LOT ENTRY CARD

Please contact Jan Ratliff at jratliff@pasadenacovenant.com or (626) 795-9381 x 111 if you need a parking lot entry card.  The parking lot is open for Sunday services and special services.

Trustee, whole council and congregational MINUTES

The minutes and handouts of the Trustee Council, Whole Council and Congregational Business Meetings are kept in the office for people’s reference. The Trustee Council Secretary forwards these to council and staff on e-mail as well.

We sincerely appreciate your cooperation as it helps us help everyone involved in this busy ministerial environment.

Revised 11/12/07