· Web viewWorship Committee. Handbook. Unitarian Universalist. Community of the Mountains. This page is intentionally blank. The purpose of the Worship Committee is

Worship CommitteeHandbook

Unitarian Universalist Community of the Mountains

Revised January 2015 Page 1

This page is intentionally blank.


The purpose of the Worship Committee is to assist and support the Minister

in creating high quality Sunday services.

Table of ContentsStandards of Worship Committee Members ……………………………………………. 4Makeup of the Worship Committee …………………………………………………….. 4Duties of the Worship Committee ………………………………………………………. 4Meetings of the Worship Committee …………………………………………………… 4General Qualifications of Worship Associates ………………………………………….. 5Special Duties of Worship Associates …………………………………………………... 5The Worship Committee’s Relationship to the Board of Trustees ……………………… 5

Appendix A: Planning a Worship Service ……………………………………………… 6Appendix B: Welcoming Words ……………………………………………………….. 7Appendix C: Announcements ………………………………………………………….. 8Appendix D: Chalice Lighting Words …………………………………………………. 9Appendix E: Choosing Hymns ………………………………………………………… 11Appendix F: Joys and Concerns ……………………………………………………….. 13Appendix G: Offertory …………………………………………………………………. 14Appendix H: Musicians ………………………………………………………………… 16Appendix I: Conducting the Service ………………………………………………….. 17 Appendix J: Worship Associate Checklists …………………………………………… 21Appendix K: Working with Visiting Speakers ………………………………………… 22Appendix L: UUCM Speaker Fees …………………………………………………….. 26Appendix M: Policies/Procedures ………………………………………………………. 27


Standards of Worship Committee MembersMembers of the committee will present a respectful image

and presence through their manner, dress, and attention to detail,and through their worshipful demeanor create and hold sacred space.

Makeup of the Worship CommitteeThe committee is made up of a chairperson, a secretary, the Director of Music Ministry, and members or friends of the congregation who have committed to being Worship Associates. Committee members are usually also Worship Associates, but that need not be the case, and vice versa. The ideal number of total WAs (including the Chair) is nine. The Usher Coordinator is part of the committee but is not required to attend meetings unless requested. (See Appendix K.)

Duties of the Worship CommitteeRecognizing that the minister is responsible for worship services (as specified in her or his contract) and an ex-officio member, the Committee assists and supports the minister in

● Planning and evaluating all Sunday services● Arranging outside speakers when the minister is not speaking● Coordinating the music● Preparing Orders of Service if not done by the Office Administrator● Maintaining permanent records on the performance and topics of outside speakers● Working within the church’s annual budget● Providing input on the physical arrangement of the sanctuary● Providing input on decisions which impact the maintaining of the sacred space during

Sunday services, for example placing appropriate flyers on chairs

Meetings of the Worship Committee● Regular meetings of the committee are held monthly and Worship Associates are

expected to attend.● Additional meetings may be held as needed.● Members of the committee may be invited to attend other committee’s meetings as

needed to address the needs of the church. As a courtesy, the committee chair should be informed of the purpose of the invitation, and whenever possible a date should be set that allows the chair to attend.


General Qualifications of Worship AssociatesThe obvious, visible activity of Worship Associates is public speaking, so they need to be competent and comfortable when speaking before the congregation. Less visible activities, but just as essential, are those that happen before the service starts, as listed above, so Worship Associates need to be able to work smoothly with the minister, the church staff, and members of the Congregation. This suggests that they need to have good communication skills, be reasonably well organized, and be competent users of e-mail and computers in general.

Special Duties of Worship AssociatesIn addition to the general duties listed above, Worship Associates

Enlist congregants as needed for readings. Arrange the physical elements of the sanctuary (pulpit, chalice, etc.) well before the

service. Coordinate the various participants to ensure a smoothly flowing, high quality worship

experience for the congregation. Act as the “host” of the service. Following the service, put stuff away and return the front of the Sanctuary to its normal

condition, because many people and organizations also use the space. Work with the Director of Music Ministry and the Treasurer to make sure outside

musicians are promptly paid. Work with the Treasurer to make sure visiting speakers are promptly paid.

The Worship Committee’s Relationshipto the Board of Trustees

● Provides input to decisions impacting Sunday services● Proposes an annual budget to the Board ● Seeks input regarding changing community needs that could be met through Sunday

services


Appendix A: Planning a Worship ServiceIt sometimes happens that a Worship Associate will have to plan the entire Sunday service. For example, some visiting ministers desire to deliver their sermon and leave everything else—all the details—to the Worship Associate. Therefore, the discussion below is a list of elements of a typical service, offered as an example of logical, workable flow. This outline was prepared by Rev. Meghan Cefalu in 2007 and serves as a guide to the Order of Service. It is emphasized that that this guide is not mandated as the one and only way a service is to be conducted.

Orienting: “Where am I?” “Who is speaking?” “What is happening?” Gathering:

Music Chime to announce the start of the serviceWelcome (See Appendix B: Welcoming Words on page 7.)Announcements (See Appendix C: Announcements on page 8.)

Bringing In/Centering: “Getting present” “preparing for worship”Prelude

Invocation: Asking “Spirit/God” to be present (the vertical dimension of spirituality)Chalice Lighting (See Appendix D: Chalice Lighting Words on page 9.)Call to worshipReading/Responsive readingPrayerSinging Together/Hymn (See Appendix E: Choosing Hymns on page 11.)

Building Community: (the horizontal dimension of spirituality)Greetings to neighborsVisitorsJoys/Sorrows or Pastoral Concerns (See Appendix F: Joys and Concerns on page 13.)Offering (See Appendix G: Offertory on page 14.)Singing together

Deepening:Silence/Meditation/PrayerSpecial Music – Solo (See Appendix H: Musicians, on page 16.)SermonMusical Interlude

Sending Forth:HymnChalice ExtinguishingBenediction/Closing Words/Closing Song

Postlude

When the order of the service has been settled with the minister or the speaker, the next step is to have it “typed up,” so to speak, by the church’s Office Administrator. The OA will also add the credits for the many people who make a Sunday service work smoothly. Finally, after all that preparation, you get to actually conduct the service; see Appendix I: Conducting the Service, on page 17.


Appendix B: Welcoming Words

This first example of the Welcoming has become the “standard script” since September 2008, and there is a laminated copy on the podium.

“Good Morning! My name is ________________________ and I’ll be your Worship Associate for today’s service.

You are welcome here.

No matter your age, your size,the color of your eyes, your hair, your skin,You are welcome here.

No matter whom you love, or how you speak,or whatever your abilities,You are welcome here.

Whether you come with laughter in your heart or tears,You are welcome here.

We welcome you with open minds, loving hearts, and the hands of fellowship to the

Unitarian Universalist Community of the Mountains."

This second example of a Welcoming is shorter, expresses the same sentiments, but has not been used very often.

“Whatever faiths you have known, or the flags of your heritage, you are welcome here.Whoever you are, whomever you love, you are welcome here.We welcome you to the Unitarian Universalist Community of the Mountains!”

We are a Welcoming Congregation! Whatever Welcoming words you use, or if you combine the two examples somehow, or if you write your own, remember our purpose and work with the minister. What is important is to make the members of the congregation welcome.


Appendix C: Announcements“Please take this time to turn off your cell phones if you have not already done so.

“The activities for the coming week are listed on the insert in your Orders of Service.”

This is an appropriate time to introduce the guest speaker (if there is one for this service). This introduction should be brief and to the point—perhaps two minutes.

“The Prelude to begin the sacred part of our service is _________________.”

The subject of announcements has been contentious over the years. Rev. Meghan was against them, but never found a way to eliminate them. When Rev. Denis became our contract minister, and Lindsay Dunckel became the chair of the Worship Committee, and also when UUCM hired an Office Administrator, then we began the practice of putting the announcements on an insert instead of on the last page of the Order of Service. This practice costs 50% more paper, but is considered to be worth the cost.

Until recently, guests at the service were asked to stand and introduce themselves. The previous edition of this Handbook contains the words if they are ever needed. The Membership Committee recommended that this practice be stopped, because guests were often uncomfortable doing so.

Additional announcements about requesting a Pastor visit, joining UUCM, etc. are thought to be redundant or have been placed in the Order of Service.

Bottom line: People don’t come to UUCM for announcements, so keep them to a minimum.


Appendix D: Chalice LightingThe ritual of lighting the Chalice is important, because the Chalice and Flame are the symbol

of the Unitarian Universalist faith. There are many chalice-lighting words on a wide variety of topics on the UUA website: http://www.uua.org/worship/words/chalice. Each reading is short and pithy. This announcement follows the end of each reading on the website:

“Copyright: The author has given Unitarian Universalist Association member congregations permission to reprint this piece for use in public worship. Any reprints must acknowledge the name of the author.”

Therefore, give credit where credit is due. Below are a few examples:

The Fire of Commitment

We light this chalice to kindle the fire of commitment to spreading our beloved faith,proclaiming the Good News that all are worthy and all are welcome,that God is Love and none shall be left behind.

May we carry this flame to all we encounter,letting our lives shine with its glow.

—Paul Sprecher

New Light

We light this chalice to affirm that new light is ever waitingto break through to enlighten our ways:

That new truth is ever waiting to break through to illumine our minds:

And that new love is ever waiting to break through to warm our hearts.

May we be open to this light, and to the rich possibilities that it bring us.

—Charles A. Howe


http://www.uua.org/worship/words/chalice

A Chalice Lighting for Ingathering

The flame of our chalice this morningIs a symbol of the warmth and brightness of our connections.The flame lights our way back together again from our separate summer lives, andIt lights our way forwardInto this new church year of promise and renewal.—Janet Parsons

The Light of Truth

May the Light of Truth illumine our minds,May the Spark of Love set our hearts on fire,May the Flame of Freedom burn brightly within us,Now and always.—Richard M. Fewkes

Chalice Lighting

This flame glows as light glows in the darkness; This flame burns as fire burns all that is dross; This flame dances as growing things dance upon the green earth; This flame flickers as life flickers for a precious while in each of us; This flame is warm as the companionship of friends is warm.—Andrew Hill

There is even a Chalice Lighting entitled, “How To Write Your Own Chalice Lighting.” What is important is coordinating the chalice lighting reading with the rest of the service, so that it presents a unified whole.

A few words of advice—born of experience—about lighting the chalice: Avoid having children light the chalice, because the number of ways awkward events can

happen is beyond number. Have adults practice lighting the chalice before the service. It works best to light a small

tea candle next to the chalice before the service, and then transfer the flame with a match from the tea candle to the chalice.

If a lay person reads the chalice reading, have her or him rehearse a couple of times with the microphone before the service.

Keep the open flame well away from anything that is flammable! (!!!)


Appendix E: Choosing HymnsThink about what you want the music to do: bring people together, or calm us into

reflection, or rally the people to a cause, or celebrate a feeling or an idea, or to be a prayer. Then choose hymns accordingly. Most important, have the hymns fit with the subject of the sermon.

Try to limit the number of “new” things in a particular service. For example, if UUCM is having a visiting speaker, and if the congregation has never heard her or him before, then try to use familiar hymns. Remember that many members of the congregation do not read music, so use some care when introducing new hymns. That is, “new” to our congregation. The hymn may be the visiting speaker’s favorite hymn.

A poll of the congregation in about 2010 revealed that many members wanted “more music.” But they also don’t want to stand-up-and-sit-down very often. So, two “stand-up” hymns and a third “sing-while-sitting” hymn seems to work well. Special music, such as the choir or a solo or duet, also works well. (See Appendix H: Musicians.)

The Director of Music Ministry (currently Annie Haymaker) keeps a list of all the hymns sung in all the services. The DMM is a huge resource for selecting hymns on a particular topic; feel free to seek her or his advice. A second resource is the back of the hymnal.

Annie Haymaker compiled the list below of the most frequently sung hymns during 2007 through 2012. She called these hymns UUCM’s Core Hymns.

From Singing the Living Tradition:

6 Just as Long as I Have Breath21 For the Beauty of the Earth38 Morning Has Broken67 We Sing Now Together100 I’ve Got Peace Like a River108 My Life Flows On in Endless Song118 This Little Light of Mine121 We’ll Build a Land123 Spirit of Life128 For All That Is Our Life131 Love Will Guide Us134 Our World Is One World162 Gonna Lay Down My Sword and Shield163 For the Earth Forever Turning169 We Shall Overcome175 We Celebrate the Web of Life184 Be Ye Lamps unto Yourselves188 Come, Come, Whoever You Are203 All Creatures of the Earth and Sky


205 Amazing Grace!298 Wake, Now, My Senses311 Let It Be a Dance318 We Would Be One346 Come Sing a Song with Me347 Gather the Spirit348 Guide My Feet350 The Ceaseless Flow of Endless Time352 Find a Stillness354 We Laugh, We Cry360 Here We Have Gathered361 Enter Rejoice, and Come In362 Rise Up, O Flame389 Gathered Here

These hymns from Singing the Journey were rated as “most popular” by the congregation:

1002 Comfort Me1014 Standing On the Side of Love1021 Lean on Me1024 When the Spirit Says Do1026 If Every Woman in the World1038 23rd Psalm1042 Rivers of Babylon1046 Shall We Gather at the River1053 How Could Anyone1064 Blue Boat Home


Appendix F: Joys and ConcernsBecause of the change to two services that began January 4, 2015, the ritual of Joys and

Concerns will be as follows: If someone has something they wish to share, they are asked to please write it briefly and legibly in the Pastoral Care Book, which will be placed at the rear of the sanctuary before each service begins. During the service, people will be asked to come forward to place a stone in the water bowl without speaking, while some gentle soft music is being played. Following this part of the ritual, the minister will weave whatever has been written into a pastoral prayer.

It will help the minister with her or his prayer if each joy or concern is very specific. For example: “My aunt will be having surgery next week, and your thoughts and prayers are greatly appreciated. —Name.” Another example: “My wife and I celebrated our 50th wedding anniversary last night. —Name.” A third example: “My dermatologist removed a small lump on the back of my right hand. It was basal cell carcinoma, and he got it all. —Jerry Jacoby.”

The Pastoral Care Book will become a written record of what has been shared, and will enable people to see what has been shared during the service they did not attend. Thus, we will remain connected.


Appendix G: OffertoryYou and the minister will decide where in the service the offering will occur. When it’s time

for the Offering, the Worship Associate gathers the offering baskets, says some offertory words (see below), and then asks the ushers to come forward. An alternative is to have a unison reading such as

We are this churchWe are its hands, its heart, its voice.

Together we share in the wealth of this communityAnd sustain it with our gifts

If a unison reading is chosen, then be sure to have it printed in the Order of Service.

Each Worship Associate may draft personalized words, with approval of the minister, in order to coordinate with the sermon topic.

Once a month the offering is given to a community organization selected by the Social Action Coordinating Council. The minister and/or Worship Committee Chair will let you know. Often the organization sends a representative who explains the need and asks the congregation for their gifts. The WA should explain that all gifts not designated to UUCM will go to the guest organization. If they intend their gift to go towards their pledge, they should write “pledge” on the memo line of their check. Our goal is that our congregants give both to UUCM and to the guest organization.

Sample Offertory words

Below are a baker’s dozen examples of Offertory words. Further examples can be found on the website http :// www . uua . org/worship/words/readings .

The purpose of the church is to encourage all who gather there to grow more generous in spirit and in action. This is the great end of all the world’s faith traditions: to bring the human being closer to the divine by acts of creation and compassion. We now take an offering that allows us to exercise that all-important generosity of spirit, an offering that will support this self-supporting church and its many ministries. The gifts of the congregation will be most gratefully received. —Victoria Weinstein

As we pass the basket and offer gifts from our pocket, purses and wallets, let us acknowledge the important work of this community, the resources it takes to do this work, and most of all acknowledge what the community gives back to each and every one of us. Whether it’s connectedness, acceptance, support, sympathy or the chance to share our blessings and talents to help others, you will receive from this community far more than you give.

● As our living space here in the sanctuary changes from week to week we are reminded that all change needs an investment of time, talent, and treasure. Those who were


involved in our workday yesterday invested their time and talent. We're asking today that you contribute some of your treasure to move the process along and keep our treasury healthy for the coming week. Will the ushers now come forward?

● As we pass the basket and offer gifts from our pocket, purses and wallets, let us acknowledge the important work of this community, the resources it takes to do this work, and most of all acknowledge what the community gives back to each and every one of us. Whether it’s connectedness, acceptance, support, sympathy or the chance to share our blessings and talents to help others, you will receive from this community far more than you give.

● Now is the time when we ask that you give to UUCM, allowing us to gather in this building with a whole range of programs that contribute to our values and principles. We thank you for your generosity and your vision.

● Every day we are asked to give of our material wealth for causes large and small. On Sunday we ask you to share with this religious community of which you are a part. We ask for your generosity – giving from your heart.

● Now is the time when we pass the basket for contributions. Please remember that nothing is impossible for the willing heart. Thank you for giving generously.

● As Eleanor Roosevelt once said, “The future belongs to those who believe in the beauty of their dreams.” Thank you for giving to UUCM.

● As we pass around the basket this week, let’s ponder the words of Henry David Thoreau in Walden: “most of the luxuries and many of the so-called comforts of life are not only dispensable, but positive hindrances to the elevation of (hu)mankind.”

● In giving, we are part of a great tradition in history and religion, supporting tolerance, social justice and the search for truth.

● Ralph Waldo Emerson said, “Nothing great was ever achieved without enthusiasm.” Thank you for giving enthusiastically and supporting UUCM.

● Now is the time we ask you to give and support our community. As always, we thank you because your gifts help us to create a better community.

● Money provides opportunities for us to enjoy the finer fruits of life. We can make our own place in the world, live within our means, and at the same time contribute to the common good of all persons.


Appendix H: Musicians

Name Contact Info Type of Music Comments

OUTSIDE

Lisa Stine 265-5599 [email protected]

Harp Often works w/ Beverly

Beverly Marks Violin, Voice Often works w/ Lisa Tynowyn Woolman

265-6318 Eastern European, Middle Eastern, Celtic

Brings other musicians

Nori Fussell Vocals, guitar Talented & moving singer/songwriter

Kimberly Bass 470-9262 [email protected]

Crystal Bowl and harmonic chanting or song

ethereal

INSIDE

Taylor Carey & Kathryn Young

[email protected] Vocals and guitar Large repertoire of acoustic, folk-y music

Olivia Ross 559-9782 Harp Classical, Celtic tunes

Randy McKean

[email protected]

Alto & tenor sax, clarinet, bass clarinet, guitar, banjo, vocals

Tom Wernigg [email protected]

vocals and guitar Singer/songwriter plays originals and standards

Matt Wilson-Daley

[email protected]

Electric & acoustic guitar, vocals

Bill Nolan [email protected]

Electric bass, vocals

Callum McKean

[email protected]

Electric & acoustic guitar, vocals, trombone

Singer/songwriter plays originals; jazz & classical on trombone

Mike Bankston

[email protected]

Trumpet


Appendix I: Conducting the Service

Preparation the Day Before

On Saturday before the service type out all the words you will say. Use a large font, so you can easily see them. Use separate pages for the different elements; for example, put the Welcoming Words on one sheet and the Offertory Words on another. (There are times to save paper, but this is not one of them.) Whatever technique you use to mark the hymns (see below), prepare them now.

If the Worship Associate will be leading the Joys and Concerns, then prepare your prayer carefully. Mentally, prepare yourself in advance for whatever the members might write in the Pastoral Care Book. Write out what you plan to say ahead of mentioning the Joys and Concerns that have been written, and also what you will say after talking about the Joys or Concerns. Remember—expository, ad lib prayers should be left to the professional.

Read aloud everything you will say at least four times (as recommended by Rev. Meghan), so that you don’t stumble over the words while reading during the service.

Get a good night’s sleep, so you’ll be fresh for the services.

Preparation the Day of the Service

It is important for the Worship Associate to be at the church early—at least 45 minutes before the first service starts. The minister should not have to do any of these activities. They should all be done before he or she arrives—review our purpose.

First setup the various props:1. Move the pulpit to the right position if necessary.2. Make the height correct for the minister.3. Make sure the baskets for the offering are under the back of the pulpit.4. Put the stand for the chalice where the minister wants it.5. Get a cloth from the Worship Associates cabinet behind the screens and drape it over the

stand in an attractive way.6. Put the chalice on the stand.7. Is there enough oil in the chalice? If not (or if questionable), then refill it.8. Test the flame to be sure the height is satisfactory.9. Make sure the open flame will not be near anything flammable.10. Put a tea candle near the chalice to be a pilot candle from which to transfer the flame.11. Have matches available that light easily.12. If the service will have Joys and Concerns, stack boxes together to the right height.13. Get a cloth from the Worship Associates cabinet and drape it over the boxes in an attractive

way.14. Get the bowl and the stones and put them on top of the boxes.15. Fill the bowl about three-quarters full with clean, fresh water.


16. Make sure two chairs for you and the minister are near the pulpit, with enough room to walk for both of you. (It helps to have one of the arm chairs for the minister.)

17. Put two boxes adjacent to the chairs to hold the hymnals you’ll both use and also any papers that either of you might need to have at hand.

18. Get two cloths from the Worship Associates cabinet and drape them over the two boxes.19. Get two hymnals and mark the hymns so they can be easily found. Open the hymnals to the

first hymn and put one of them on the minister’s box. Put the other where you can easily reach it.

20. Get two Orders of Service for you and the minister and put them on the boxes.21. Arrange the papers that contain the words you’ll say so you can easily pick them up when

you need to.22. Make sure the pianist and any other musicians have Orders of Service.23. Check to see that the ushers have put up the American Flag and have put out the handicap

parking signs along Walsh Street.24. Find out from the pianist or the musicians the name and composer of the Prelude (if this

service has one) and of the Offertory. Write them down on the appropriate sheets that contain the words you’ll say, so you can give credit where credit is due.

25. Make sure the chimes are behind the pulpit.26. If your Welcoming Words are first on the Order of Service, put them on the pulpit, so they

are ready when you arrive after ringing the chimes.27. Make sure the flowers for the center of interest are in place and look attractive.28. Coordinate with the Sound Technician so all the microphones that will be needed during the

service are in place.29. Do a sound check of all the microphones. (Don’t say “check, check, check,” for God’s sake.

Recite Lincoln’s Gettysburg address, for example, or the preamble of the Constitution, or your Welcoming Words, in your normal speaking voice.)

30. If you are having a member of the congregation do one (or more) of the readings, have them rehearse where they will stand and how far their mouth is from the microphone. Have them recite their entire reading to your satisfaction.

31. Make sure the readers know their cue. Have them sit next to one of the aisles.32. If you are having a member of the congregation light the Chalice, then have them rehearse

enough times so they will do it smoothly during the service.33. Turn on the chancel lights to highlight the center of interest and provide needed light for the

choir or other musicians. Usually, the button labeled 5 is the one to use.

Remember our purpose as Worship Associates. Reiterating, all this preparation should be completed before the minister or visiting speaker arrives.

Then, be available and flexible in case the minister or visiting speaker wants to change anything. Review the Order of Service with the Worship Leader and agree on transitions and cues. If everything is satisfactory, then be friendly and greet the people that arrive early.


Starting the Service

A few minutes before the scheduled start of the service, light the tea candle that you put beside the chalice. Then get the chimes from the pulpit and walk into the Foyer near the entrance. Pay attention to the clock at the back of the Sanctuary. When the clock indicates the service’s starting time, ring the chimes. This signals the people to find their seats. (You may have to ‘herd them in,’ so to speak.) Then, with dignity, walk toward the front of the Sanctuary. A second ring near the back of the center aisle is usually needed. Perhaps a third ring as you approach the front.

Put the chimes on the pulpit … look toward the congregation … smile … and start.

Welcoming Words

See Appendix B on page 7.

Announcements

See Appendix C on page 8.

Chalice Lighting

See Appendix D on page 9.

Guest Introductions

We don’t ask the guests or newcomers to introduce themselves any more.

Leading Hymns

Invite the congregation to stand “as they are willing and able” to sing the hymn. Give the number and title of the hymn. The Worship Associate should lead the hymn by standing center front and singing out with full voice. It will make the service go smoother if you think about where you’ll be just before the hymn, and put your hymnal near there, so you can reach it easily.

Joys and Concerns

See Appendix F on page 13. The minister has been leading Joys and Concerns if he is present. If there is a visiting speaker, then the Worship Associate should lead this element of the service.

Offertory

See Appendix G on page 14. The WA remains standing during the offering, and receives the baskets from the ushers when they are finished passing them. If special music is being


performed during the offering, the WA should stand to the side and come forward to the center front when the music is finished, or almost finished, and signal the ushers to bring the baskets forward. The WA should acknowledge the congregation’s gifts with a statement of gratitude.

After the First Service● Blow out the chalice.● Check the tea candle to be sure there’s enough wax so it can do what you need it to do. If

there isn’t, throw the used one in a waste basket and put a new one in its place.● Reorganize your papers and the two hymnals as they were at the start.● Check with the minister to see if any changes need to be made.● Thank the ushers and greeters who may not be present for the second service.

After the Second Service● Blow out the chalice.● Clean up the front area and stow any props used for the service. In particular, be sure to

rinse out and dry the bowl used for joys and concerns, dry off the stones, and store them in the worship cupboard for next Sunday.

● Thank the minister (or the guest speaker), the readers, the chalice lighters, the musicians, and everyone else that made the service go smoothly.

● Go home and take a nap.


Appendix J: Worship Associate ChecklistsDuring the week before the service:

Confirming the Service Participants● If there will be outside speakers and/or musicians, contact the treasurer far enough in

advance so checks will be ready the morning of the services.● Confirm with Carol Kuczora, 530-273-7771 carolkuczora @ sbcglobal . net that she is

doing the Center of Interest. When she is not available, the WA arranges for the Center of Interest. Colored cloths and center of interest elements are in the Worship Associates’ cabinet behind the white louver screens. Vases are in the lower cupboards in the kitchen

● Confirm with the choir, or outside musicians: get titles of their pieces for the Order of Service and remind them to be at the church at least 45 minutes before the start to get set up and meet with the worship team.

● By Friday (preferably on Thursday) before the service, let Jim Lowe know which hymns we will be using. Note: He does not regularly check his email. Call him at 530-265-5207 and also email the numbers to jimlowe @ lanset . com

● If we will not need our regular pianist, be sure to let him know as early as possible. ● Verify that any readers will be present and make sure he or she has a copy of what will be

read well in advance of Sunday. Send them reminders by email no later than Friday before the service.

● Coordinate with the Office Administrator to be sure the Order of Service is as the minister wants it.

If you are doing the first Sunday of the month, then on Friday before the service send out an email to general @uugrassvalley . org saying:

Hello UUCM, This is a reminder that this Sunday we will be collecting food for the Interfaith FoodMinistry. Please bring non-perishable food to share with those in need. Monetary gifts are also needed and greatly appreciated.

Sunday morning:

See Appendix I, on page 17. In addition:● After the setup is complete, step a few rows toward the congregation and look at the front

area as a member of the congregation would see it. Make sure the front looks nice: move any extra chairs to the rear, be sure the center of interest looks good, be sure the chalice is easily accessed and prominent, and that the podium is in a good position.

● Check in with Ushers – make sure they are on track. Let them know if there are any special ushering needs in the service. If the choir is singing, remind the ushers not to pass offering baskets to the choir if they are seated facing the congregation.


Appendix K: Working with Visiting SpeakersThe Worship Committee is responsible for planning services when the minister is not

scheduled to speak. The committee will work together to research possible outside speakers, develop a schedule and assign Worship Associates for each service. Good sources for speakers include other churches and the Starr King School in Berkeley. (510-845-6232, sksm.edu)

The assigned WA will handle all communications with the speaker, work with him/her to plan the service, attend to the standard WA duties for the service and secure payment for the speaker by getting a check from the Treasurer prior to the service. A reimbursement form needs to be filled out, signed by the committee chair and put in the treasurer’s box at least a week before the service. Forms submitted the day of the speaker’s talk will result in the check being mailed. We make every attempt to pay speakers on the day they speak.

See below for letters of introduction to speakers, letters to confirm details, and Appendix L for the speaker fees.

A Minimum of Two To Three Weeks Before A Service - more time is required for services that involve a children’s element and/or the choir:

● Think about the theme and what comes to mind for you. What experiences have you had, or poems you’ve read, or pieces you’ve written, or images come to mind about the topic? What does your theology have to say on the topic?

● Meet with the Minister or speaker to:○ Share your ideas of theology/imagery/personal experiences of the topic○ Talk music – choose hymns, and talk with choir or special musicians about possible

songs they’ll perform (if not already planned)○ Bring any readings or poetry, either your own or others to share together on the theme○ Plan any rituals (flower communion, water ceremony, new member, baby dedication,

communion, etc.)○ Determine what else needs to be done such as enlisting people for readings, chalice

lighting, etc.○ Getting necessary props○ Additional communications with other people/groups who might be participating○ Collect readings and ceremonial words

Preparing the Order of ServiceThe Worship Associate is responsible for preparing the Order of Service and getting it printed. From time to time there may be members of the congregation who have talents in these areas and are willing to help, but the WA is responsible.

The Office Administrator currently prepares the Order of Service, and the WA should coordinate with her or him.

Find cover artwork. Yahoo Image Search or Google Image are good sources. A chalice can always be used if an appropriate piece of art cannot be found.


Prepare the insert that has the calendar of events – This week at UUCM – using the current calendar, which can be found at http :// www . uugrassvalley . org

E-mail the OoS file to the speaker for proofing before printing. The following people should be listed in the OoS:

o Minister or speakero Worship Associate.o Ushers (contact the Usher Coordinator, currently Jerry Jacoby 263-6099

[email protected]).o Greeters (contact the chair of the Membership Committee, currently Kathryn Young

478-1329 [email protected]).o Providers of refreshments (contact the Hostess, currently Donna Foddrell 274-2309

[no email]).o Choir Director, if the choir is singing.o Musicians, if appropriate.o Center of Interest provider, currently Carol Kuczora 273-7771

[email protected] AV technician (contact Paul Bonani 274-8538 [email protected]).

Printing the OoS is done by the church’s Office Administrator. If that can’t be done, the WA has it done by approved printers: House of Print and Copy, Gold Country Copy.

The following letter is a general introduction to UUCM, to be sent to the speaker when discussions first begin.

Guest Speaker Introduction/Guidelines Letter #1– Guest Speaker General Introduction LetterAt least 6 weeks priorRevised 11/30/06

Dear ,

Thank you for your interest in speaking at one of our Sunday services. We are a welcoming congregation and our members and visitors represent a wide range of faiths and lifestyles. Our services are eclectic in nature by design. As a guest speaker, your presentation will be a message to a faith community and should include a spiritual perspective. We have members who consider themselves atheists, humanists, Wiccan, Christians, Democrats and Republicans, and more.

In case you are not familiar with Unitarian Universalism, our Seven Principles are:

● The inherent worth and dignity of every person ● Justice, equity and compassion in human relations ● Acceptance of one another and encouragement to spiritual growth in our congregations● A free and responsible search for truth and meaning ● The right of conscience and the use of the democratic process within our congregations

and in society at large


mailto:[email protected]



● The goal of world community with peace, liberty, and justice for all● Respect for the interdependent web of all existence of which we are a part

If you have not attended one of our services, we encourage you to do so. For more information on our community, visit our website www.uugrassvalley.org.

Presentations for guest speakers should be approximately 20 minutes in length. 2500 words is a good guideline. We currently have two service each Sunday, starting at 9:45 and 11:30, with a fellowship time between. A UUCM Worship Associate will be assigned, who will plan and coordinate the rest of the service and help you with anything you might need. We welcome your input on music and readings for your service. Your presentation may include a call to action such as a social action, daily prayer or family ritual. However, this is not a venue for personal agendas of any kind – political, artistic, or economic, etc.

We look forward to speaking with you soon.

[Insert personalized closing here from whoever is sending this letter, indicating next steps, thank you, how to contact us.]

The following letter should be used to confirm the details after a speaker is scheduled:

Guest Speaker Confirmation/GuidelinesLetter #2At least 4 weeks priorRevised 11/30/06

Thank you for agreeing to speak at our Sunday service on ________(date). As your Worship Associate, I will be coordinating the service and preparing the printed order of service. We will need your input on the service by ___ (set deadline in order to meet newsletter deadline, which is the 15th of the preceding month). We look forward to hearing your ideas. Your presentation should be as close to 20 minutes as possible and the full service length is one hour.

Our services include the following:

● Chalice lighting● Music ● Children’s Story (once a month)● Sharing of Joys and Concerns● Readings or meditation● Sermon● Offertory/sharing of responsibility● Closing circle and song

Let’s plan to discuss your service (by phone/in person – WA to determine) by ___. Please plan to get me the title of your presentation along with a one- or two-paragraph description by ____


along with any requests or suggestions you may have regarding music, readings and children’s story for your service. Please let me know if you have any graphic/art ideas for the Order of Service (program) cover. I will also need brief biographical material to use in the program and for your introduction.

Please plan to be at the Church no later than 9:15 a.m. on the morning of your presentation. Let me know if you need overnight accomodations. After the service, we have an informal gathering with coffee and snacks, and hope you can stay a few minutes to talk with our members and visitors.

You will receive a check for our agreed fee of $___ from me after the service.

Thank you.

Sincerely,

[Worship Associate Name]

Phone/E-mail


Appendix L: UUCM Speakers Fees(January 2015)

The Worship Committee may vote to approve fees and expenses differently from the list below when that seems appropriate, as long as our budget can cover them.

Fees

Fellowship Ministers (i.e., ordained) $300

Non fellowship UU ministers (i.e., not ordained) $200

Non-Unitarian Universalist ministers (i.e., ordained) $300

Outside Musicians $80

All other speakers $150

Note: Members of the Congregation that speak or perform in the service are considered to be volunteering their time and talents.


Appendix M: Policies/Procedures● Flyers are not to be put on chairs before the service; they can be handed out by ushers.



Documents

· Web viewWorship Committee. Handbook. Unitarian Universalist. Community of the Mountains. This page is intentionally blank. The purpose of the Worship Committee is