Leadership Care Group
Minutes from 10-24-15 and 11-07-15
Topic: Sunday Celebration Setup Procedures
Submitted by Leslie Halpern; A-V Production Submitted by Ken Blanchies
The Sacred Server Coordinator needs to have regular meetings to train volunteers on specific setup procedures, keep them motivated, alert them to problem areas, remind them of commitments, and praise their efforts. Sacred Servers are needed by 9:00 a.m. on Sunday mornings.
Immediately Upon Arriving:
✓ Place directional signs for CFCSL at designated outdoor locations.
✓ Using keypad and key, unlock back door and turn off alarm system.
✓ Using key on green key ring from fuchsia-colored hospitality plastic container in workroom, adjust thermostat to comfortable level.
✓ Using other key on green key ring unlock two kitchen cabinets marked “CFCSL use only” by oven.
Set up one table and two chairs.
1. SETTING UP
There are four system procedures included in this Setting Up section; Audio Playback, Audio Recording, Video Playback and CD Duplication. Each of these will be addressed separately although they are all integral to the overall A/V Production.
A. Audio Playback
i. Speakers There are two large powered speakers that flank the stage. They are placed on the floor in front of the stage in a manner that will not block the walking areas toward the storage room and leading to the rear of the building.
The speakers are located on the bottom shelf in the storage room and should be removed from the left.
1. Remove Microphone Stand from between the speakers and set aside
2. Remove the two Speaker Stands and carry them to each side of the stage
3. Slide the first Speaker off the shelf toward you, Tip the bottom to the floor, then stand them in the upright position. Bend at the knees and grab both handles with the front of the speaker pointed away from you. Carry the speaker to one side of the stage. Repeat for the other speaker NOTE: They have a little weight to them so this process will help manage the speaker safely.
4. Open the bottom of the Tripod Speaker Stand and place it in the location where the speaker is to be positioned.
5. Raise the center pole of the Speaker Stand and place the “PIN” in the fourth hole. Tighten both wing nuts on the stand to keep the legs and center pole in this position.
6. Tip the Speaker Stand so that it is laying on the floor.
7. Place a Speaker face down with the bottom facing the center pole of the Speaker Stand. Lift the Speaker an inch off the ground and slide the center pole into the hole at the bottom of the speaker until it is fully seated, then tighten the knob to hold the pole.
8. Stand directly in front of the top of the speaker, bend at the knees and lift the Speaker by tilting the Speaker Stand to its upright position. NOTE: This may require two persons to lift and balance these into the upright position
9. Repeat for Speaker on the other side of the stage.
General Information: First set up tables (hospitality, dedication, children’s, lobby ) and podium before other volunteers arrive, so when they do show up they can begin placing items on top of the tables and setting up chairs. Allow enough leg room in front of each row of chairs and enough room between seats so we’re cozy, but not crowded. Allow extra room by the production area, in case Ken needs to get up or someone needs to come over to the production table. Volunteers should undergo training before setting up chairs and putting them away. Rev. John prefers angled-chair arrangements (both sides angled like one large V pointed toward the podium with a walkway through the middle) and the Garden Club requires chairs be put away properly for safety and convenience, i.e., access to the electrical boxes in the chair storage room must remain clear at all times.
General Information: The first steps are getting the table set up, retrieving the supply box, unlocking the cabinets, and getting the water and coffee started. The goal is to have all appliances quiet by the 9:30 meditation. Usually the first pot of regular coffee will be nearly empty by 10:00. Try to start the second pot of regular coffee by 9:50, so it will be quiet for the beginning of service at 10:00. All kitchen help needs training regarding food safety and Sunday procedures before assisting in this area.
✓ Retrieve fuchsia-colored plastic box with kitchen supplies from the workroom and bring into kitchen.
✓ Only use the large metal coffee urn for special occasions with large crowds. It makes up to 30 cups of coffee.
✓ Find the green key ring in box (also used for adjusting thermostat) and use the key to unlock two cabinets above counter next to stove.
✓ Black coffee pot is for regular coffee; White coffee pot is labeled decaf. Note: Coffee pots should be cleaned with vinegar cycle followed by two water cycles every six months, either at home or early before services at the Garden Club.
✓ Plug both power cords into the wall socket in the reception room outlet closest to the kitchen by the hospitality table.
✓ Find the black tablecloth in the kitchen cabinet and place on the hospitality table in reception room. Note: tablecloth must be taken home and washed periodically or whenever spills, crumbs are apparent – approximately once a month.
✓ The baskets for both coffee pots look the same. However, they fit into their respective pots perfectly and not as well into the other pot. If baskets are mixed up and placed into wrong coffee makers, the tops don’t fit well and it increases the noise level and amount of steam produced.
✓ Discourage people from coming into the kitchen and using appliances, equipment, or other supplies – including trash cans. Use of the sink and refrigerator are all we are allowed to use in the kitchen, beyond our two locked cabinets near the oven. We also have permission to get trash bags from beneath the sink.
✓ If the crowd is smallish – between 20-30 people – one garbage container from the reception room can be moved into the kitchen to discourage use. (We are responsible for emptying our trash and taking it to the dumpster each week after the service concludes, so try to limit the trash bags to one, except for larger crowds and potlucks.) If people attempt to throw away cups with liquids still in them, offer to throw the liquid into the kitchen sink or ask them to do it. The trash bags are not strong enough to hold liquids and this makes a mess when people throw away cups with coffee or tea still in them and it leaks onto the floor when the bag is taken out of the container.
✓ When purchasing kitchen hospitality supplies, select small insulated hot beverage cups whenever possible instead of large ones; bottled waters are appreciated by some community members (usually 2-3 per Sunday), but are not mandatory. Also when purchasing other kitchen supplies, keep in mind our limited space. Large boxes are hard to store; smaller containers and flexible containers are easier to store.
✓ The love donation jar usually receives anywhere from $2.00 - $6.00 per week. This money is used to replenish hospitality supplies. We do not receive enough money from cash donations to keep up with the demand for coffee/tea/food supplies, so product donations are also welcomed. Regular coffee, powdered creamer, liquid creamer, sugar, Stevia sweeteners, hot beverage cups, and napkins need frequent replenishment.
Hot Water Urn for Tea
1. Black tablecloth
2. Hot water urn and coffee makers
3. Creams, Sugar, Sweeteners, Stirrers, Napkins, Cups for Hot Beverages, Assortment of Teas from locked kitchen cabinet (arrange so that like items are placed together for ease of use)
4. Large sign asking people to be seated by 10:00 goes on far left of table. Small sign regarding love donation and glass jar should be placed near large sign on the left of table
5. Save space on the front left for food items, in case someone brings in goodies.
6. If messy or crumbly food is available, add a stack of small plates on the left in front of signs; add forks if needed
7. If someone brings in an uncut cake (or other similar item), place the cake on a plate and put knife on table nearby or cut the item into pieces in the kitchen and place cut items on a plate
8. To avoid a cluttered table or spills from box lids, move items from boxes onto plates for serving, if appropriate
9. Check table occasionally to be sure empty pots aren’t burning; unwiped spills must not remain on the floor, supplies are fully stocked on the table (regular coffee and liquid creamer are the usual items that need replenishment)
Get lobby items from workroom storage. Place CFCSL sign outside front door.
Glass Center Table
Cleanup, Tear Down, and Lock Up
The Central Florida Center for Spiritual Living is a 501(c)(3) non-profit religious organization located in the State of Florida. The ministry of this spiritual community is sustained primarily by the contributions of members and friends.