Monthly Archives

January 2019

Scots Church Security Instructions for Hirers

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These guidelines may be updated from time to time by the Licensor.

One off hirers must pick up the tag and key prior to the event. Arrange to call in to the church office at an agreed time. Return key and tag to Scots Administrator within 3 days after the event. If you encounter any issues, please contact Scots Administrator on 0435 209 124.

On the Day

Opening Up

  • Remember to bring your tag.
  • Enter through the York St Door using your tag.
  • Disable the alarm if required according to the four-digit number provided to you and press ‘off’.
  • Unclip the main gates (Margaret Street) if required.
  • If required, use the keypad near the lift entry to unlock the glass doors. Instructions are typed up next to the doors.
  • If wheelchair access is required ask the Portico concierge to give access to the car-park and access through our carpark door to the lift.

Locking Up

Strangers may come into the building while it is open and attempt to remain behind after we leave. Alternatively, they may open a window which is used later to gain access to the building. It is important for their safety that they not be left in the building overnight and important for staff, cleaners or hirers who may enter the building alone the next morning that the building be left empty and secure.

  • Leave all areas tidy and all rubbish in bins.
  • Auditorium users should ensure the auditorium is left as follows: Inside the glass auditorium with 70 seats in horseshoe rows. Chairs should be stacked 6 high at the sides. All other folding tables to be folded and stacked. Close all ground floor windows in the auditorium.
  • Users of the Front Meeting Rooms should leave the rooms as per the diagram in the Front Meeting Area. Turn off the aircon. Ensure the main door is closed.
  • Lock the main glass doors (with the PIN on the printed instructions beside the keypad near the ground floor lift entry). This needs to be done even if there are other groups in the building.
  • If the last group in the building for the day, clip the main gates

Lights

Auditorium

  • Check the kitchen lights are turned off (light switch inside the kitchen)
  • Turn off auditorium lights via keypad near the main auditorium doors
  • Turn off the foyer lights via the keypad by York St exit

Other Spaces (if used)

  • First floor offices and toilets
  • Ground Floor side rooms and toilets (Check York St side-room windows are latched)
  • Kids Church area
  • Lift

Arm the alarm and exit via the York St door.

Wednesday Hub Dinner

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Why does this matter?

In a fast paced, transient city, genuine relationships and conversations are hard to come by.  Hub Group on Wednesdays is when we come together as a church family to form a space for those genuine relationships and conversations to develop and be shaped as we read the Word of God.

An important aspect of Wednesday Hub running well is being on time and efficient so we can eat, meet in groups, and leave on time. Running Hub is therefore split into three roles: Hub Setup, Cleanup and Co-ordinator.

Hub Setup: What is Involved?

Head Cooks:

  • This role is fairly flexible depending on your availabilities and cooking experience:
    • If cooking on the day feel free to come earlier between 4pm – 5pm
    • (Some just cook at home beforehand and bring it in and head it up)
  • Aim to cook for 40 people at $5 a head max
  • You can submit a reimbursement form on Elvanto for the ingredients and costs

Helpers:

  • Arrive by 5:30pm. The setup role should take 15 mins.
  • Open main glass doors at 5:30pm
  • Fill urn and put on low, place tea, milk and sugar next to it
    • Make sure there’s enough milk in the fridge
  • Roll out 6 round tables and set up with 8 chairs at each table
    • On each table set up a cane mat, a candle a top it, two jugs of water, and 8 glasses of water
  • Set up square device and iPad (office) on the left of the serving station
  • Set up Sunday bulletins and pens on a bar table
  • Put plug in dishwasher and give it an empty run
  • Tidy up any rubbish

Hub Cleanup: What is Involved?

As a team you should finish by 7:30pm and get 30 mins to pray as a group from 7:30 to 8:00pm.

  • Try to minimise the noise for the sake of the other groups
  • Put things away in their designated places

Stay safe:

  • Be careful of hot water, glass and sharp utensils
  • Walk (don’t run) and don’t open doors quickly
  • Avoid crowding the kitchen with too many people, where possible work in the servery area
  • Don’t sniff the dishwasher powder

Before Dinner

  • Prep the dishwasher: insert plug, press in small green button, close lid. (it takes 12 mins to lead the hot water. When the noise stops its prepped.)

After Dinner

  • Bring all plates, bowls and cutlery to the servery window and scape excess scraps into the bin
  • Collect all glasses up and take straight to dishwasher. Empty liquids down the sink
  • Run plates, bowls, cutlery, glasses through dishwasher
    • Dry with a clean tea towel afterwards and place back in their respective places
  • Take excess food to the cooking area. If appropriate, makeup takeaway portions with the leftovers. Throw out all other food. No food is to be left in the fridge or kitchen.
  • Rinse cooking pots and serving bowls in the cooking area sink. Wash by hand or stack these to wait until the end of the dishwasher process
  • Pack away tablecloths, mats and candles, iPad and square (to the office), wipe down the tables and servery bench

After groups finish at 8pm

  • Collect all left over cups and plates from groups and run through dishwasher
  • Throw out any take-away containers not claimed
  • Unplug dishwasher, press the green button once drained to turn off
  • Wipe down the kitchen benches
  • Lay out the tea towels on the kitchen benches to dry
  • Turn off kitchen lights and fans

Using the Dishwasher

  • Clean glasses first, then plates and bowls, then cooking pots and serving bowls
  • The dishwasher is the rate determining step. Keep it working by having the next load ready. Don’t clutter the loading area by bringing all dirty stuff there at once. Keep up with the drying
  • Don’t over stack the dishwasher, it will take you longer in the end if things don’t clean properly
  • If after 4 or more runs, the water looks dirty, carefully pull out the plug, and once drained re-prep the dishwasher

Hub Co-ordinator: What is Involved?

As a team the co-ordinators

  • Assign volunteers to serve using Elvanto (Clean Up teams, Cook, Helpers, MC, Open and Close)
  • Recruit new cooks and assistant cooks
  • Review the Hub job descriptions from time to time
  • Monitor and respond to last minute drop outs. (If the Cooks can’t make it last minute, we order pizza!)
  • Check in with the cooks on duty periodically assisting them if needed
  • Ensure tables are set, square for payment, name tags and bulletins (in office)
  • Kick dinner off at 6pm (you give thanks or ask someone else)
  • Make any relevant announcements, give reminder that groups are starting in 5 minutes at 6:40pm
  • Dismiss us to groups at 6:45pm
  • Encourage the cleanup team and check the kitchen is left tidy
  • Report any breakages or other kitchen issues by email to admin@scotschurchsydney.org

Click here to check when you are serving on the Scots Church Sydney Elvanto app.

What if I can’t serve in my rostered role on a particular Sunday?
If you need to drop out in the week leading up to particular Sunday, mark yourself Declined for this role for that Sunday.
If you know ahead of time that you will be absent from church, mark yourself as Unavailable for that Sunday, so you don’t get rostered onto anything. How to mark yourself Unavailable.
Church involves lots of people serving in different ways. So we all know who is serving in a particular role on a particular day, please don’t arrange by yourself a swap with someone else. If you decline or mark yourself unavailable, your coordinator will get notified and sort it out.

Rostering groups to clean up, co-ordinating dinner, setup, clean-up, lock up and everything that happens Wednesday Nights outside of groups is the role of the dinner co-ordinator.

Hub Group Co-ordinators: Andrew Loh and Jess Sheely

Serve Director

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Why does this matter?

How is it part of our mission? How is it a form of gospel service?

What is Involved?

  • Approve new team members, team leaders and co-ordinators in consultation with co-ordinators.
  • Allocate Elvanto appointments in blocks for all Serve ministries in consultation with the relevant co-ordinator(s) and provide a clear hand-over of scheduling responsibilities to the co-ordinators.
  • Liaise with the Child Protection Administrator to ensure that where a ministry involves direct contact with children (including under 18 volunteers) that all relevant team leaders are WWCC and BTS current.

Click here to check when you are serving on the Scots Church Sydney Elvanto app.

What if I can’t serve in my rostered role on a particular Sunday?
If you need to drop out in the week leading up to particular Sunday, mark yourself Declined for this role for that Sunday.
If you know ahead of time that you will be absent from church, mark yourself as Unavailable for that Sunday, so you don’t get rostered onto anything. How to mark yourself Unavailable.
Church involves lots of people serving in different ways. So we all know who is serving in a particular role on a particular day, please don’t arrange by yourself a swap with someone else. If you Decline or mark yourself Unavailable your coordinator will get notified and sort it out.

For Elvanto support email Dan our church administrator (Tues-Thurs). 

Music and AV

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Why does this matter?

The music team (including those on the AV desk) lead us as we engage our hearts and minds in extolling God’s greatness in song. Roles included here: Music Team Members, Music Team Leaders, Sound Desk Team Members, and Music Co-ordinator.

Music Team Member: What is Involved?

Before the Day

  • Learn the songs before you turn up by practising at home. This is a way of making sure your time together is not spent learning the song, but working out how to present the songs together as a team.

On the Day

  • Arrive at 9am to do a ‘run through’ and be ready to start on time. Check the order of songs as printed on the bulletin. Check with the Leader as to who is introducing songs, etc. Work constructively and generously as a team, under the direction of the team leader. Remind one another of the way music is a ministry to the congregation.
  • Practice singing using the lyrics on the monitor (the hard copy of the song might be different to the projector!)
  • 10:15am – be part of the prayer for all involved on the platform.

At the end:

  • Leave the music area tidy and put away all music.
  • If there has been a problem with song lyrics, music needing correction, stuff missing, let the Music Co-ordinator know so we can fix it for next time.

Music Leader: What is Involved?

As well as following the music team member’s job description, the Music Leader has the following duties.

Early in the week

  • look at the scheduled songs and assess the ability of the team to execute these songs. If appropriate, remind the team members of new songs and encourage preparation, or suggest a song change to the Music Co-ordinator.

Lead the team on the day.

  • Liaise with the appointed Leader for the morning on introductions, instructions (sit, stand, etc) and the general flow of the morning.
  • Ensure child protection protocols are followed. In particular, don’t allow yourself, or other team members, to be alone in a private area with a team member under 18 years of age.

AV Team Member and Leader: What is Involved?

Before Church

  • Arrive at 9am.
  • Before anything else… turn on the computer monitors at the power board. Open EasyWorship and load the schedule for this Sunday (if not already done). Follow the instructions carefully in the first item “Sound Desk Instructions”
  • 10:15am: You are a vital part of the team – join us for prayer on the stage. Check with the Platform Leader regarding mics required for any items or interviews.
  • Be ready to start on time. Aim to complete the set up by 10:15am.
  • At 10:15am the Leader will turn off the church lights (26 on the light panel).
  • At 10:25am, when the Leader turns on all house lights, play the intro video. Volume high.

During Church

  • Unless there is a specific plan to do otherwise, don’t wait until the next item (song, Bible Reading, etc.) is announced before putting up the first slide.
  • Stay alert to changes in sound levels for different speakers.
  • Stay alert for “spur of the moment” unscripted changes (leaders have an annoying habit of doing this when you least expect it).
  • Start recording the talk during the Bible reading. It gets trimmed later. Stop recording after the talk.
  • Craig provides an annotated script of the talk so you can progress the slides.
  • Mute and open mics as required. However, leave the main Lectern mic on all the time.

After Church

  • Immediately when the service ends, play the audio of the video from the start of church at half volume with no visual. Once it has played once no more music is required. Don’t play Spotify or stuff from your own device as we don’t have copyright arrangements.
  • Turn off the monitors at the power board. Do not turn off individual screens.
  • Use the remote controls to turn OFF the projector and TV.
  • Do not turn off the PC or WIFI point.

Music Co-ordinator: What is Involved?

(The music co-ordinators work behind the scenes to keep things organised.)

  • Manage last minute drop-outs (after 1pm Thursday) using Elvanto to check who is available.
  • Maintain the playlist. When new songs are introduced, source the sheet music and ensure (through church administration) that new lyrics are added into EasyWorship.
  • Ensure (through church administration) that sheet music resources are in order.
  • Alert the church administration of damaged or missing gear.
  • Recruit new team members and team leaders (subject to approval by the Serve Director).

Click here to check when you are serving on the Scots Church Sydney Elvanto app.

What if I can’t serve in my rostered role on a particular Sunday?
If you need to drop out in the week leading up to particular Sunday, mark yourself Declined for this role for that Sunday.
If you know ahead of time that you will be absent from church, mark yourself as Unavailable for that Sunday, so you don’t get rostered onto anything. How to mark yourself Unavailable.
Church involves lots of people serving in different ways. So we all know who is serving in a particular role on a particular day, please don’t arrange by yourself a swap with someone else. If you Decline or mark yourself Unavailable your coordinator will get notified and sort it out.

For Elvanto support email Dan our church administrator (Tues-Thurs).