How to Do What You Need to Do at WUMC

What you can do at Westwood UMC

Announcements or Communication Card sign-ups:

· For all requests to add information to the announcements or other publications please email or contact the office no later than Wednesday at 9:00 am. (Deadlines may be adjusted for holidays.)

Bulletin Inserts:

· If you have something that needs to be a bulletin insert, please contact the church office so that we may add it to the schedule. Inserts need to be in the office before Wednesday of the week it is to be included in the bulletin. Inserts will not be included if there is not at least 1 week notice. Any information that can be included into the announcements instead of an insert will be handled that way.

Calendar – Add event:

· First, check the online calendar to see if there is availability for your event.

· Second, fill out and submit an “Event Form”. These are located on the website and outside the office in the mailbox area.

· Submit to the church office (via email or in the office mailbox).

Calendar – Add meeting/rehearsal:

· For meetings or rehearsals that do not require set-ups but need to be added to the church calendar, please contact the church office (email is preferred). Please include the date, time, and location of the meeting or rehearsal.

Calendar – Edit meeting/rehearsal:

· If there are items on the calendar that are recurring but are then rescheduled or changed, such as cancelling practices or meetings around holidays, please email or contact the church office.

Event Information and Set-Ups:

· Fill out and submit an “Event Form”. These are located on the website and outside the office in the mailbox area.

· The office and the custodians use this form to plan for your event, including the set-ups. Please utilize this system and work through the office. This ensures that all parties are aware of the job responsibilities.

Mailings:

· If you need to arrange for a mailing, please contact the church office. For “all church” mailings, the office needs at least 3 weeks notice. For smaller mailings, the office needs notice of at least one week.

Nursery:

· If you need to arrange for nursery care for your event, please contact the head of the SPRC team.

Office Assistance for Teams and Committees:

· Contact the office if you have any questions with which we may be able to assist you.

· The general rule for documents from teams and committees is to “Print, not produce”. This means that if your team or committee needs copies, we are happy to print as we are able but someone from the team must prepare a print ready document.

Ordering of supplies and/or curriculum:

· Please contact the church office. Indicate the exact item, the quantity desired, and all other pertinent information required and the order will be placed for you. Please also indicate the budget line item to be charged for the purchase. If you are not the head of the team/committee, then that person will need to approve the expenditure.

Publicity (for bulletins and newsletters):

· Email the church office (or submit a written document) with the information. Please include date, time, name of event, who it is for, contact information, and all other pertinent details of the event.

Publicity (other or outside avenues):

· Contact the head of the Communications Committee.

Reimbursement:

· Prepare a “Reimbursement Voucher” and paper clip the receipt.

· Reimbursement Vouchers are available in the office or outside the office in the mailbox area.

· The person responsible for the budget line item must sign the Voucher and indicate the budget line item to which the expense should be charged.

· The Voucher and receipt(s) must be turned in to the Treasurer.

· Please indicate on the voucher how the reimbursement is to be paid or credited as a donation.

Repair Needed or Request for Building Maintenance:

· Fill out and submit a “Trustee Repair/Request Form”. These are located on the website and outside the office in the mailbox area.

· Submit to the church office (via email or in the office mailbox).

Storage:

· If your Westwood UMC team or committee needs items stored at church, please contact the office to coordinate. All items stored must have the team name and a contact person listed on them.

· There cannot be any storage or items left out in emergency exit areas in the church. If you have any questions about this, please contact the office, the custodians, or anyone serving on the Board of Trustees for clarification.

Worship – Announcements during:

· Contact the church office.

Worship – Events during:

· Contact Pastor Sean