Administrative Staff Procedures
These guidelines are intended to assist Committee Chairs and Board Members in accomplishing their work and to promote an understanding of the services that the church office can provide.
1. Office Information
The church office is open on Mondays from 9 to 4 PM for our bookkeeper and Tuesday through Friday from 10 AM to 12 PM for our office manager. Our phone number is 388-8080. Our mailing address is 2 Duane Court, Middlebury, VT 05753, and our email address is firstname.lastname@example.org. Our web site is www.cvuus.org.
Typing and Mailing
Please handle your committee’s typing and mailing. With adequate notice, the Office Manager can provide postage, paper, computer use, paper cutter, envelopes, address labels, copier, advice, and encouragement.
The church copier is available for you or your committee members to do copying for your committee work. Please contact the Office Manager to make arrangements to us it. The copier is located in the church office, in the Fenn House.
2. Access to Buildings
All Committee Chairs and Board Members will be kept current as to the access code for the Sanctuary. Board members will be given keys to the Fenn House, and Committee Chairs may request a key. The church offices are typically kept locked, but Committee Chairs and Board members will be informed of the location of a hidden key for access when needed. The Office Manager keeps a log of keys given out. Copying or loaning the key you have been provided is prohibited. Please do not, under any circumstances, take a key from the office without first checking with the Office Manager.
3. Facilities Use
Reserve meeting space with the Church Administrator as far in advance as possible. Meeting at the church without reserving space with the church office may result in interrupted meetings and breaches of building security. If you change a meeting date, please remember to inform the Administrator!
Every group that uses the building must secure the building before they leave and turn out all lights (including bathroom lights). Please clean up after yourselves and leave the church as you found it.
A phone is available for local calls only in the Fenn House kitchen.
Mail folders for Committee Chairs, Board Members, and church staff are provided in a blue milk crate in the Sanctuary meeting room. Please check these boxes regularly, as messages and important information are left in the folders by staff and congregation members. You may also leave messages for church staff in these folders. This mode of communication saves the church money in postage costs and telephone time.
5. Reimbursement for Committee Expenses
To be reimbursed for expenditures related to committee work, please submit a Reimbursement Request Form to the Bookkeeper. These forms are available on the Fenn office door. Keep in mind that the Bookkeeper works with the Treasurer to write checks and that this process can take two weeks or more. If you need a check before a specific date, please provide ample notice. Reimbursement request form
6. Communicating with the congregation
Announcements that are directly related to CVUUS may be included in the Order of Service, the weekly e-mail, and the monthly newsletter. Announcements that are not directly related to CVUUS may be posted on the bulletin board or written on the white board in the sanctuary foyer with prior approval by the Office Manager or the Minister.
Submissions to the Order of Service
Announcements for inclusion in the Sunday order of service must be received by the Office Manager no later than the preceding Thursday.
Submissions to the Weekly “CVUUS Happenings” Email
Announcements can also be submitted for distribution to members and friends in the “Weekly Blast” email that is sent every Wednesday. Send these to the office (preferably by email) before the end of day on the preceding Tuesday.
Submissions to the Monthly Newsletter
The CVUUS newsletter is published monthly and mailed before the first of the month. The deadline is the 15th of the month for the following month’s publication (e.g., the deadline for the October newsletter is September 15th). The Office Manager will send a reminder e-mail approximately one week before the deadline. Articles and announcements are cheerfully accepted before the deadline. The preferred submission method is by email to email@example.com. You can also mail submissions to CVUUS (2 Duane Court, Middlebury, VT 05753).
Please also notify the Office Manager of any committee meetings that are scheduled for the following month before the newsletter deadline. A monthly calendar is included in every newsletter.