Duty Council Officer's Duties

Please

1. Arrive 30 minutes before the service. Make yourself known to the sidesperson and help in setting up.
2. If the vestry door is locked, fetch the key from the outer office and unlock it.
3. Wear your council badge and encourage other council members to do so too.
4. Be available before the service as the "report-to" person.
5. Check that all the people on duty are present (list available on the web site and there is a print-out in the vestry and on the notice board) and that they know what to do. This includes: intercessor, readers, sidesperson, sound system operator, server, chalice bearers, crèche attendants, coffee team, etc. If someone doesn't turn up, find a replacement (ideally by asking the person (listed at the back of the magazine) responsible for the rota).
6. Ensure the sidesperson has given the readers collection bags.
7. Provide short-term cover for the sidesperson, if necessary (but only for about 5 minutes).
8. Act as a back-up welcomer, if nothing else to do.
9. Check that the correct lighting is on. The light switch for the stained-glass window is at the lower left corner of the window (there is another on the outer office landing). The light switches for the sanctuary floodlights are to the right of the sanctuary step.
10. In summer, if necessary, open windows.
11. During the service be aware of what is happening and help if needed.
12. After the service leave immediately and be available to take newcomers and/or visitors to coffee, introduce them to other people, etc.
13. If the Treasurer is absent and has not appointed another person to be responsible for counting the collection, arrange with the sidesperson for the collection and coffee money to be counted and stored safely.
14. Before you leave, make sure that no burning candles are left in the church porch (the tea lights can be left to burn down, if wished).
15. Also check the state of the premises, using the cleaning up check list that we provide for people using our premises: in particular check that the coffee machines are emptied and turned off, all bins have been emptied into the container outside, and that all toys have been tidied away in the Lower Hall. Note any problems on the "Premises Report Sheet" in the kitchen.
16. If a member of the Charity Committee has not yet done so, empty the contents of the two collecting boxes labelled Passantenhilfe into the large marked container in the upstairs attic.
17. Check that all windows are closed (in all rooms including toilets and outer office), and that the following are locked:
    • the glass doors to the church porch
    • the main door between the church and the porch
    • the church side door (by the vestry)
    • both vestry doors (the vestry key should be returned to the drawer in the outer office)
    • the door between the hall and the church (the key is on the wall of the cupboard next to the door)
    • the door between the downstairs toilet and the garage (lift the handle and turn the bolt to lock it)
    • the main door to the church hall (enter X and your code - you may lock the door before everyone has left (they can still get out - they just can't come back in))
18. If the outside rubbish container is full, move it to the edge of the pavement so that it will be emptied. It should also be put out on the Sunday before any sale, fête or bazaar, unless it is empty.
19. YOU should be the last one out – if you are unable to do this then you must swap your duty with someone who can. (In any case, ensure that the hall door is locked (see above).) The duty council officer is responsible for ensuring that everything is in order for the other churches that use our premises on a Sunday.

Background

In 1998 Council decided that the tasks above were too great a burden on the Churchwardens, and proposed a system of Churchwardens' Assistants, who would free up the wardens for more important duties. It proved hard to find suitable assistants, so it was agreed that Council members would take turns at helping with the task of ensuring that the service ran smoothly and in sharing the task of identifying and greeting newcomers. This is still the case.

All council members are expected to perform this duty approximately once every two months. No other duties e.g sidesperson, crèche leader etc can be undertaken on your Duty Council day.