Wilmington Area Emmaus Community

Job Description

Emmaus Community Chairperson

Duties and Responsibilities

1. This is a two-year commitment to the Emmaus Community

1. The first year is spent serving the community as Chairperson of the Community
2. The second year, the Chairperson assumes the responsibilities of Leadership Chair.

2. The Chairperson for the coming year will be proposed by the nominating committee (board officers and the Spiritual Directors).

1. The nomination of the Chairperson is very prayerfully considered
2. The nominee for Chairperson must have served at least one year on the Emmaus Board in another position. It is not mandatory that the nominee be serving on the current Emmaus Board.
3. The nominee must be active in the Wilmington Area Emmaus Community and their home church.
4. The nominee is presented to the full Emmaus Board for approval no later than the November meeting.
5. ** Note** Chairperson and Leadership are the only Board Positions not voted on by the entire community.

3. Monthly Board Meeting

1. After receiving the minutes of the previous meeting from the Secretary, the Chair prepares a meeting agenda and mails copies of the agenda and the previous minutes to all board members at least a week before the next scheduled board meeting or retreat.
2. The Chair is responsible for contacting the secretary of the Wilmington United Methodist Church (937/382-1465) to reserve meeting space for special board meetings and retreats.
3. The regular Board Meetings, Gathering and Walks are on a standing reservation.

4. Monthly Emmaus Gathering

1. Presides over the Monthly Gathering.
2. Sample Outline of the Gathering is attached

5. Monthly Newsletter

a)    Writes an article each month for the Community Newsletter. The article needs to be completed and sent to the editor of the newsletter at least one week before the newsletter goes to print.

6. Welcoming New Pilgrims into the Community

1. The Community Chairperson is to attend the Closing of each Walk to welcome the new Community Members.
2. A Sample Outline of the comments to be made at the closing is attached.

7. Walk Lay Directors

1. Presents names of potential Lay Directors to the Board for review and approval.
2. Invites potential Lay Directors to prayerfully consider directing a walk.
3. Assures that a qualified person is selected to be the Lay Director of each walk.
4. Approximately four months prior to their walk, arrange a meeting with the designated Walk Lay Director, the designated Walk Spiritual Director, the Community Spiritual Director (Clergy Representative), Leadership Chair and the Community Chair to begin Team selection.
5. Have a complete list of potential team members prepared for each person attending the meeting. Pray before Team selection begins and following the meeting, pray over the list of names suggested.
6. Following the Lay Director's Walk, invite them to a board meeting to report to the full board. It is recommended that a written summary of the walk be prepared by the LD.
7. The Chairperson needs to be prepared to mediate and help solve problems that might arise during 
   preparations for a Walk and on the Walk Weekend.

8. Liaison Relationships

1. The Emmaus International Movement of the Upper Room Offices in Nashville, Tennessee.
2. Wilmington United Methodist Church 
3. Other Emmaus Communities

9. Nomination and Election of Board Members

1. The Chairperson and Leadership Chairperson will assure that nominations for board positions are 
   received from the community. This may be done by publishing nomination forms in the community 
   newsletter and by requesting nominations at Gatherings.
2. Once nominations have been received, assemble the list of nominees.
3. Voting for Board Members may be conducted at the November Gathering.

10. Miscellaneous Responsibilities

1. Be present at the beginning of each Walk to help in any way needed and to show support for the Team.

2. Spend time during Sponsors devotion to pray for each pilgrim and team member and to ask the Holy Spirit blessing the weekend.

3. Assures that all material for the Pilgrims Sunday Packet is prepared prior to each Walk. The papers should be copied and in one of the Emmaus Cabinets prior to the Walk. The Lay Director is to be notified as to where the Sunday Packet inserts are located.
4. Along with Leadership and the Spiritual Director(s) pray about and invite someone to be Chairperson for the next year. Answer correspondence for the community as needed

 

 

 

Emmaus Gathering

Sample chairman's outline

Introduction

Name , Wilmington Area Walk to Emmaus #   , Table of   .

Prayer to the Holy Spirit:

Come, Holy Spirit, fill the hearts of Your Faithful and kindle in them the fire of your love. Send forth you Spirit and they shall be created, and You shall renew the face of the earth.

0, God, Who through the light of the Holy Spirit did instruct the hearts of the faithful, grant that by the same Holy Spirit we may be truly wise and ever enjoy Your consolations; through Christ our Lord, Amen.

opening comments

Welcome guests and visitors

First time

Pilgrim's reunion groups

Chrysalis

Other guests

Announcements

From the board meeting

Announcements from the floor

Start the Love Offering Baskets

Joys and concerns

Start and finish the community prayer

4™ DAY SPEAKER (may have 1 or 2)

SPECIAL MUSIC (may have 1 or 2)

      Second 4™ day speaker

      Second special Music

Introduce clergy representative 

 

Emmaus Walk Closing Ceremony

Abbreviated sample chairman's outline - use your own words and experience

Introduction

Chair's Name ____________ ; Wilmington Area Walk to Emmaus #______, Table of___________.

Welcome

Thank you for sharing your Walk with us.

The Goal of the entire Emmaus experience is for us to serve you....

We have been truly blessed by hearing from you...

Local Emmaus Communities

      By completing your Emmaus Walk you automatically become a member of this Emmaus community. Last night and today, you've met several hundred of your new brothers and sisters. A total of well over 4,500 people have completed the Wilmington Area Emmaus Walk.

      There are also Emmaus communities in Cincinnati, Dayton, Springfield, Chillicothe and Middletown. There are currently 20 Emmaus Communities throughout Ohio and hundreds throughout the United States. You are a member of each of them.

      The Emmaus Programs is led by the Upper Room, in Nashville, Tennessee. It is International. There are communities in Australia, Germany, South America, England, South Africa, Hong Kong, India, and Russia. In 1998, Cuba held their first Emmaus Walk. Also in 1998, Israel established an Emmaus Community. You're a member of each of these communities.

Briefly explain Chrysalis and Kiaros

Packet information

Opportunities to get involved

Gatherings

Baby-sitting

Share Groups

Agape

newsletter

name tags

cross presentation

      This simple Cross, which each of you, at sometime during the weekend, has held in your hand is the symbol of why we are here. It is the most traditional symbol of Christianity. It is a tradition to present this cross as a memento to the weekend's Lay Director. It is my great pleasure, at this time, to present this cross to your Lay Director.

Introduction of the Spiritual Director 

 

Checklist for Discussion at the Team Selection Meeting

 

Board Chair's Meeting with the Team

1. Introduce yourself and the Board Representative.
2. Thank You for answering-God's call to be His servant.
3. This is God's Walk. God has chosen each of you to be here and He has chosen the leadership of this team.

1. Emmaus is a Lay Directed mission. As such, the LD is in charge.
2. The Spiritual Director is in charge of the Spiritual needs of the Pilgrims and the Spiritual formation of the team.
3. Role of the Board Representative: Their role is to be sure that this Walk meets the standards set by Emmaus International. The Board Rep is not to run the walk and is not the Emmaus Cop. We are committed to presenting the Emmaus Walk experience to the Pilgrims just as it is presented in the model prepared by the Upper Room.
4. The Board Rep actually has less to do than anyone else on this team. Therefore, will have time to serve each of you in any way needed.
5. The Board Rep may fill-in any vacancy on the team.

4. Talk Previews -- Honest, Loving critiques. For those giving talks, listen to the critique and make the necessary changes to your talk.

5. If using Power Point, don't try to get too fancy. The slides should be simple and poster like.
6. Team Gifts - None allowed
7. Team members can sponsor Pilgrims on the same walk, but the sponsoring team member MUST get someone to fill in for all the sponsor's duties during the weekend.
8. No Picture Taking.
9. Use of Non-Emmaus people on the weekend. - None allowed
10. No 4^th Day people in the Conference Room. The only contact with 4^th Day people (other than candlelight) will be at meals, singing from the balcony and the Sunday morning cleanup crew.
11. Inventory the cabinets and be sure everything you're going to need is available well before the weekend starts. Report needs to the Board Representative.
12. Be sure the Music Director, Assistant Music Director and someone else from the table of arrears becomes familiar with all the sound systems and PowerPoint projector before the weekend starts.
13. Candlelight is a sacred moment. Poster presentations can also have a powerful impact on pilgrims. Do not interrupt a table's poster presentation to go to candlelight. The ALD will determine when the congregation is ready and will immediately go to the conference room and at the end of the presentation being delivered, will lead the Pilgrims to Candlelight.
14. During the Candlelight walk the Pilgrims must be treated with respect (not back-slapped, jostled and hugged by strangers), be sure we all model a respectful and sacred experience. Keep moving, keep singing and don't hug everyone you know.
15. Have fun! Being a servant of God is a joyous thing. You are going to bond as a team and support each other with love and laughter for the next two months.
16. Right now, I'm going to get out of the way and let you get started.
17. Have a marvelous time!
18. Any Questions 

 
 

 

Wilmington Area Emmaus Community

Job Description

Leadership Chair 

Duties and Responsibilities 

1. The Leadership Chair is traditionally filled by the outgoing Chairperson of the Emmaus 
   Community.
2. Maintain a record of each Emmaus Walk including:

1. Pilgrim and Team names and addresses
2. A copy of the Walk Picture
3. A copy of the Lay Director's report to the Board
4. Copies of all talks need not be maintained or archived following the walk. The 
   presenter of each talk should keep a copy in their personnel records.

1. Obtain volunteer 4th Day Speakers for each Gathering - except for the Christmas 
   Gathering and the Chrysalis Gathering. These speakers should be identified at least 30 
   days prior to the Gathering. (A sample information letter is attached to this job 
   description.)
2. Attend all board meetings and retreats.
3. Serve as an advisor to the incoming Chairperson and other board members.
4. Attend the Team Selection meetings with the upcoming Lay Director, Community 
   Chairperson and Walk Spiritual Director.
5. Other duties may arise during the year as board members strive to fulfill their 
   assignments. Make yourself available to others for support and guidance.
6. Do everything within your power to assure that the Community Chair has a wonderful 
   experience, as the serve our Lord and Savior during their term.

7. Pray regularly for God's guidance and wisdom to do His will.

 

 

Wilmington Area Emmaus Community

Leadership Chair

Home Address

Home Telephone 

Date 
 

4th Day Speaker

Address

City, State Zip 

Dear FirstName,

      I really appreciate your willingness to be the 4th Day speaker at our Gathering in **Month**.

      Prior to the Gathering, if you want to wait in the back of the sanctuary, I will ask **Community Chair** and one of our Spiritual Directors to meet with you to pray for God's blessing during your talk. You're also encouraged, if you would like, to have a Prayer Partner come with you that evening. The Emmaus Board will be meeting prior to the Gathering, as usual, so they should be there right at, if not slight after, 7:00 PM.

      As far as I know, nothing out of the ordinary is planned for the evening. The normal order for the Gathering will start with comments and announcements by **Community Chair**, followed by joys and concerns and the community prayer. We then have special music, which will be followed by your 4th Day Talk. We will probably have another special music following your talk. Either you, the person providing the music or both of you may be invited to help with communion at the end of the gathering.

      Please start your writing you talk as soon as possible. Then, reread it and prayerfully ask for God's continued guidance in the delivery. Be sure to address the typical 4th Days Talk topics.

• What has The Emmaus Walk meant to you?
• How has the Emmaus experience helped you during your 4th Days?

      We also ask that you keep your comments to 10 minutes. You are in a unique position to tell others how the Walk to Emmaus has affected you - how the Holy Spirit has strengthened you in your 4th Days.

      Thank you for your willingness to be God's servant.

      DeColores,

 

Wilmington Area Emmaus Community

Job Description

Secretary 

Duties and Responsibilities 

1. The secretary records minutes at each Emmaus Board meeting.
2. If the secretary cannot attend, a suitable substitute (from the board membership) will be obtained in advance in the event.
3. The secretary will send (or email) a typed copy of the previous minutes to the board chairperson within ten days following a board meeting.
4. The board chairperson will be responsible for mailing the minutes (and agenda for the next meeting) to the individual board member prior to the next meeting.
5. The Secretary maintains a file of all Board Job Descriptions.
6. The Secretary maintains a file of correspondence and other pertinent information.
7. The Secretary maintains a file of application forms to have available at Gatherings and Walks.
8. The Secretary responds to written requests for applications, forms and brochures.

 
 

 

wilmington area emmaus community

Job Description

Treasurer

duties and responsibilities:

1. The Treasurer attends all Emmaus Board meetings.
2. Monthly financial reports are prepared and presented at each board meeting. This report will include:

 

1. Detailed Income Statement - current month and Year-to-Date
2. Detailed Expense Statement - current month and Year-to-Date
3. Profit/Loss figures - current month and Year-to-Date
4. Balance sheet for the current month, including Assets, Liabilities & Equity
5. Monthly check register, showing balance

 

3. The above financial reports are mailed (or emailed) to the Community Chairperson and Leadership Chairperson the week prior to board meetings to allow time for review.
4. Prepare an annual budget for the coming year. This budget must be prepared for presentation to the full board at the December meeting.
5. The Treasurer is responsible for writing all checks for goods, supplies, services and equipment needed by the Emmaus community and approved by the board.
6. As needed, the Treasurer will prepare figures on cost per pilgrim and team member and compare this to revenue.
7. The Treasurer will make recommendations concerning the community's financial status in a timely manner to avoid excessive spending.
8. All board members and walk lay directors are to report expenses and income to the treasurer in a timely manner.
9. Make deposits. (Generally have additional person help count funds & initial.)
10. Write checks. (Generally people present cash receipts.)
11. Reconcile bank statement.
12. Attend board meetings. Prepare and present financial reports.
13. Attend gatherings (Prepare for offering to be taken).
14. Attend pilgrim walk registration on Thursday evening.
15. Attend candlelight, (Prepare for offering to be taken).
16. Deposit 'Book Table' money (from an LD or ALD) and reconcile with the book store.
17. Give the Christian Bookstore a list of walks so they--can prepare for book table.
18. Pay invoice(s) for food purchases as needed.

 
 

 

Wilmington Area Emmaus Community

Job Description

Emmaus Board Member

duties and responsibilities

1. The Emmaus Board serves as the policy-making body of the Wilmington Area Ernmaus Community and will meet monthly to address issues concerning the community.
2. The local board receives its direction from the divine guidance of the Holy Spirit and the Emmaus International Movement of the Upper Room in Nashville, Tennessee.
3. The board is responsible for providing Men's and Women's Emmaus Walk opportunities within the community.
4. The board is responsible for organizing and conducting monthly Gatherings and other follow-up activities for community members.
5. The board is responsible for keeping community members informed on Emmaus activities. This is typically done through the monthly newsletter, the community website and announcements made at Gatherings 
   and other Emmaus functions.
6. The board is responsible for operating the Emmaus Walks, Gatherings and other board related functions in a fiscally responsible manner.   .
7. The board is responsible for assisting in the development and support of other Emmaus, Chrysalis and Kiaros communities.
8. The basic purpose of these programs is to build Christian Leadership within the community and to move pilgrims into a closer, personal relationship with God.
9. A Board Member will serve the Community as the chairperson or co-chairperson in one of the following areas of responsibilities:

*   Chairperson (1 year term) *   Leadership (1 year term)

*   Secretary *   Treasurer

*   Agape *   Chrysalis

*   Kitchen *   Logistics

*   Men's Good Shepherd *   Women's Good Shepherd

*   Men's Registrar *   Women's Registrar

*   Men's Sponsorship *   Women's Sponsorship

*   Music *   Newsletter

*   Purchaser *   Spiritual Director(s)

*   Social *   Worship and Outreach

*   A Member at Large may serve

11. A board member is expected to serve at least one three-year term.
12. Following a full three-year term, a board member may be elected to serve one year as Chairperson, followed by one year as Leadership.
13. A board member may resign at any time during their term as a board member.
14. Board members are strongly encouraged to recruit others from within the community to assist them in the performance of their duties.
15. Outgoing board members will help orient and train their replacements.
16. Nominees for board positions will be solicited from the community.
17. The community will have the opportunity to vote on board members either through a voting process at an Emmaus Gathering.
18. Each board member will read at every board meeting and agree to every line of the “Canon of the Emmaus Board.”

 

 

Emmaus Board Member

Canon of the Emmaus Board

• I am a member of an Emmaus Board; therefore, I am only one part of a complete being.
• I am an imperfect earthen vessel, and I am here in a servant's role.
• I will serve in humility and gratitude for the opportunity to be here, and will remember that the Holy Spirit calls for my love, patience, kindness, gentleness, and self-control in all things.
• I will pray for submission to the Spirit of this meeting and for strength and commitment to be God's person rather than my own person.
• I will remember that I am here only as an instrument through which God can work to renew His church.
• I am here only by God's grace; I am here only so that He might work His mighty acts through me - not because of me.
• I will lift up other members of the Board and community in prayer and ask our Lord to strengthen them and reveal Himself to them in new and wondrous ways!
• I will not over-state or over-emphasize my role during this meeting by any word or deed.
• I will not glorify myself; I will not glorify any other member of this Board; nor allow another to glorify me!
• I will use “I” as little as possible during this meeting, and will remember that ail others are the main reason for my presence and my prayers.
• I will remember at all times that I am less important than any other person on this board.
• In all things, I will accept and be obedient to the authority and discipline under which I serve.
• I have no authority; I have no responsibility except to be obedient to the Church and totally responsive to the ministry of the Holy Spirit.
• Whatever passions and excitement seize me, I will express through joyful praise to the Father, my Lord Jesus Christ, and the Holy Spirit.
• I will give God all the glory for anything and everything that occurs in this meeting.
• I will raise my voice only in praise of Him and will bow my head in reverence and submission to Him!
• I am only a servant; but God can use me more powerfully in this role than in any other that I might choose!
• I am an imperfect earthen vessel, and am blessed to be here as a servant!
• I am a member of an Emmaus board; In all things during this meeting I shall pray, "Not I, but Christ."

 

Wilmington Area Emmaus Community

Job Description

Member-at-Large 
 

Duties and Responsibilities 

1. Attend all Emmaus Board meetings and retreats.
2. As needed, may fill-in for absent board members on special assignments.
3. Try to be available, as much as possible, at all Gatherings and Walks to assure that everything is being done to the Glory to God.
4. Try to understand what everyone's job and purpose is on the board.
5. If a board-member cannot complete their term, the member-at-large may be asked to fill in until a permanent replacement is found.
6. Be the 'eye and ears' of the board in the community.
7. Bring community questions and concerns to the board meetings for discussion and resolution as needed.
8. Pray unceasingly that the God's will is being done in His Emmaus Community.

 
 

 

 

Wilmington Area Emmaus Community

Job Description

Agape Chairperson 

1. Preparation and Material Needed Prior to the Walk
1. Purchase all needed materials prior to the day the Agape Room is set-up (as much as possible).
1. Keep all receipts from purchases. If the items purchased are not donated as an act of agape, these receipts are to be given to the Treasurer for reimbursement.
2. Items needed for the agape room will include: 3x5 files cards, lunch sized brown paper bags, magic marker(s), ink pens, note pads, plain paper, packaging tape, scotch tape, rubber bands, note cards and plain envelopes.
2. Set-up is done on Thursday morning on the day the Walk begins.
3. Tables for the Agape Room
1. There are usually two tables already in the room presently used for Agape,
2. Note how the Agape Room is originally setup. The room must be returned exactly in the same order after the Walk is over.
4. List of Pilgrims and team members and clergy giving "talks."
1. Contact the Lay Director before the Walk to obtain the list. This information is needed a few days before the Walk
2. Tape these lists on the wall in the agape room so helpers can refer to them.
5. Agape Letters from other Emmaus Communities
1. Have all Agape Letters from the other communities in a file folder and lay it on the table in the Agape Room.
2. These letters are needed for the second clergy talk on Friday afternoon.
3. Mark the folder "Agape Letters From Other Communities".
4. Be sure this is given to the clergy before the Justifying Grace Talk
6. White Sacks with handles (one for each pilgrim and team member)
1. 64 bags are usually used but have an extra one or two ready in the Agape Room just in case they are needed
2. At least a week or two before the walk coordinate the preparation of these bags with the Walk Lay Director. The LD may want to decorate the bags with special labels or artwork.
3. Be sure the bags are ready and in the Agape Room no later than Thursday Morning.
4. These bags are used for the Sunday Packet/Agape Letters.
7. Label the White Sacks with names
1. Name labels will be prepared by the Registration Chairperson.
2. These labels will be brought to the church no later than 6:00 PM.
3. Bags are divided into two groups; Pilgrims and Team.
4. Each group of bags are put in alphabetical order.
8. Lunch Sized Brown Paper Bags
1. These bags are used for Team Members.
2. A bag is needed for each team member for all three nights.
3. A bag is needed for each person that will be giving a talk
4. Names are written or printed on the bags. Preprinted labels are not normally used
9. Large Plastic Tubs - One tub is labeled "Pilgrims" the other is labeled "Team."
10. Have signs prepared for identifying agape; i.e. incoming agape, pilgrim bedtime agape, team bedtime agape, pilgrim Sunday packets, team Sunday packets, extra/leftover agape pieces.
11. Display a sign explaining that Copyrighted Material may only be used if permission is obtained.
12. Kitchen serving trays - these are used for distribution of table agape.
2. Distribution of Agape and Letters
1. All Agape should be sorted as often as possible.
2. The easiest and quickest way to sort agape is to write each pilgrims name on a card, wait until all pilgrims out of Fellowship Hall, spread the cards out on the stage in alphabetical order and sort agape by name.
3. Pilgrims
1. Pilgrims do not receive any letters during the weekend until the Sunday packet.
2. If a pilgrim does not complete the walk, all of their letters are returned to their sponsor.
3. Pilgrims are not to receive packages in their Sunday packets. A note can be inserted into their bag letting them know they have a package to pick up.
4. Team
1. Bedtime Agape - The team will receive small brown agape bags each night.
2. Check all team agape letters for the night it is to be distributed and put it in the appropriated bag for the appropriate night.
3. Have bedtime team agape prepared on a tray for the ALD to distribute.
4. Before Talk Agape - If team letters are labeled for 'before talk' put in the appropriate 'before talk bag.'
5. If team letters are not labeled, put them in the Sunday packet.
5. Mealtime and Bedtime agape.
1. There are usually 42 pilgrims and 22 or 23 team members. A total of 65 pieces of agape are needed for everyone on the walk.
2. The idea for distribution is to start with a few pieces and gradually increase the amount of agape given each time.
3. The kitchen crew will pass out mealtime agape if clearly marked by day and meal.
4. The first mealtime agape is passed out Friday evening at supper.
5. The first bedtime agape for pilgrims is on Friday night.
3. During the Walk Weekend
1. Thursday Evening:
1. Set up the Agape Room according to the diagram.
2. Get eight trays from the kitchen for the mealtime agape.
3. Get one tray from the kitchen for carrying the nighttime agape.
4. Sort all agape received.
5. Cards and letters are then put into each pilgrim's agape bag.
2. Friday
1. Mealtime agape is first passed out at the evening meal.
2. Prepare a tray for the evening mealtime agape.
3. Prepare a tray of nighttime team agape for the ALD to distribute.
4. Sort all agape as described above.
3. Saturday
1. Prepare a tray for the mealtime agape.
2. Prepare Rooster Agape for the noon meal.
3. Prepare a tray of nighttime team agape for the ALD to distribute.
4. Check the church mailbox for Saturday Morning letters.
5. Immediately after Candlelight, sort all agape as described above.
4. Sunday
1. Prepare a tray for the mealtime agape.
2. Have all agape letters sorted and in the bags by 1:00 PM
3. Prepare the Sunday Letter Bags for the ALDs.
4. Group the bags by table, with the Table Leader's on top. Use twist-ties to connect all the handles.
5. Cleanup - Put the room back exactly as it was before the walk. Return trays to-the kitchen. Bag 
   up unused agape and set it out aUhe next-Gathering.

5. Diagram of the Agape Room Layout.                        

 
 
 
 
 
 
 
 
 

                

 

(Fold to make a 'table tent' and set out wherever agape is collected.) 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

If Agape contains Copyrighted Material, permission for use must be obtained.  

 

Wilmington Area Emmaus Community

Job Description

Chrysalis Representative 

Duties and Responsibilities 

1. Write monthly newsletter articles, devotions, or interesting facts related to youth or Chrysalis in a section called the Chrysalis Corner, including dates of upcoming Chrysalis events for all surrounding communities.
2. Attend monthly Emmaus Board meetings and Gatherings; become acquainted with the Emmaus Community, available for questions, and report on the upcoming Chrysalis events for all surrounding communities.
3. Coordinate the Wilmington Emmaus "Hoot" month, where a Chrysalis Hoot replaces the Gathering for the Wilmington Emmaus Community, and the service is all youth led (with the exception of the Spiritual Director). This month is usually in July or August, Chrysalis youth greet, make announcements, and do prayer time for the Hoot, Next Step speakers, special music and any other service that needs to be filled for that evening. This service is announced at all Chrysalis Communities. Try to get a great deal of 
   youth to support the event.
4. Contact with all surrounding Chrysalis Communities to support, gather information, and report on that information to the Emmaus Community, by getting their newsletters, attending weekend services, and being in contact with Board members from other communities.
5. Since the start of the WCH Faith In Flight community, which Wilmington Emmaus sponsors, sit on the FIF Board and attend their meetings and Hoots, and act as a representative to both communities reporting to both accomplishments and needs.
1. Stay in contact with the Nashville Representative, who is helping start the FIF 
   Community, relaying messages and working with her.
2. Do various other activities for the FIF community

 
 

 

Wilmington Area Emmaus Community

Job Description

Men's and Women's Good Shepherds 
 

The purpose of this position is to assist local pilgrims and Community Good Shepherds in helping all pilgrims to find sharing groups. 

Sharing Groups:   A weekly group of pilgrims consisting of two or more people, meeting weekly "to reflect on their quest for spiritual growth and to encourage one another in the discipleship." 

Duties and Responsibilities:      

1. To recruit pilgrims to serve as Good Shepherds in local communities. Local telephone calling areas to help determine Home Communities.
2. To be available at each monthly Gathering to assist Home Community Good Shepherds and to exchange information, as needed, including a list of new pilgrims from walks if they live in their Home Community.
3. To supply information sheets and directions at monthly Gatherings for pilgrims interested in grouping. Referring new pilgrims to their Home Community.
4. To supply information sheets to Lay Directors of each walk to be included in packets received on Sunday afternoons. Ask that the sheets be returned to the Good Shepherd by the next monthly Gathering.
5. To get information or concerns from Home Community Good Shepherds to be presented to the Board of Directors.
6. List in newsletter names and telephone numbers of Good Shepherds and Home Community Good Shepherds.
7. To serve as Home Community Good Shepherds for the Wilmington Telephone Area.

 
 

Home Community Good Shepherds

Male and Female for each Home Community. 

Duties and Responsibilities:      

Some small Home Communities could be served by only one Home Community good Shepherd of either gender.

1. To follow up with new pilgrims in their Home Community by telephone if express a desire to join a Sharing Group.
2. To assist an existing group in their Home Community who have expressed a desire for additional members with suggestion(s) of a new pilgrim(s).
3. To make periodic checks with existing groups in their Home Community to make sure time, place, and persons are the same as recorded.

 
 

 

 

Wilmington Area Emmaus Community

Job Description

Kitchen Chairperson 

Duties and Responsibilities 

1. The Kitchen Chairperson oversees the preparation and serving of all meals during an Emmaus Walk.
2. Works very closely with the Purchaser to assure that all food and supplies are available as needed for the weekend.
3. With their kitchen volunteers, sees to the decoration of Fellowship Hall to make the dining area a little 'brighter' each meal.
4. Works with the Lay Director to assure that special dietary needs of pilgrims and team are accommodated.
5. Assures that the snack table outside the conference is stocked and tended. This must only be done during Talks when pilgrims are not in the hallways.
6. A reliable group of volunteers must be recruited to assist with the various duties of the Kitchen Chair.
7. One person cannot do this job. It is highly recommended that volunteers be used to head up various meals that must be served.
8. A well trained and well guided volunteer may take over the responsibility for the entire weekend.
9. Sign-up sheets should be available following Gatherings and Closing for at least two months before each walk.
10. Be sure volunteers are available for the ice cream sundae party after Candlelight. Team members may be able to help with this as needed.
11. If people are needed to sign-up for specific duties, be sure to have it announced at Gathering and even Candlelight.
12. Maintains the recipe book and menus for the weekend.
13. Major menu changes are presented to the board for discussion.
14. Keep the pantry organized and cleaned both during and after each walk.
15. As needed, communicates with the UMC Administration and United Methodist Women (with whom we share the pantry and kitchen area) to assure that questions and concerns are addressed in a timely manner.
16. See that the garbage area behind the kitchen is kept as clean as possible - only place bagged trash in the garbage enclosure.
17. Following the serving of the Sunday dinner, clean up the Fellowship Hall, returning all decorations to the cabinet at the base of the west stairs.

 
 

 

Wilmington Area Emmaus Community

Job Description

Logistics 

Duties and Responsibilities 

1. A reliable group of volunteers must be recruited to assist with the various duties of the Logistics Chair.  One person cannot do this job. It is highly recommended that volunteers be used to head up various parts of the logistic job duties.
2. Sign-up sheets should be available following Gatherings and Closing for at least two months before each walk.
3. If people are needed to sign-up for specific duties, be sure to have it announced at Gathering and even Candlelight.
4. Wednesday Evening, as soon as the church is available:
1. Remove mattresses form the 'mattress mow' and stack them in the lower hallway and/or Room 4.
2. Set-up the Conference Room (Room 5) with Pilgrim tables (round ones) and the table of arrears in the back of the room..
3. Check with Registration or the Lay Director to see how many Pilgrim tables are needed. It may vary between six or seven tables.
4. Set eight chairs at each Pilgrim table and eight at the table of arrears.
5. Set-up the projector and get the film ready for playing.
6. Set-up the podium and be sure the sound system is working properly.
5. Thursday Afternoon (between noon and 3 PM) as soon as pre-school is finished.
1. Make a sketch of the furnishings in the four rooms on the ground floor.
2. Move all the large furniture into the nursery. (First room on the left).
3. Move smaller items against the wall, out of the way.
4. Bring down the number of roll-away beds needed by the pilgrims. Either the Lay Director or one of the ALD's will have this information.
5. Set up the three class rooms in the education wing as pilgrim's dormitories.
6. Set up the two Sunday school rooms (behind the balcony) for team quarters.
7. Set up the nursery (across from the conference room) for -the table of arrears.
8. Set up the parlor for the spiritual directors.
9. Put up signs directing-pilgrims to dining room, rest rooms, etc.
10. Turn the heat setting on the water heaters in the boiler room to the maximum setting. (**Do not do this until the pre-school goes home and be sure they are returned to the normal setting on Sunday afternoon.)
11. Remove all wall clocks. Be sure to mark on the sketch where they're placed.
12. Remove the hallway telephones. Put the one in the lower hall in the boiler room and the one in the upper hallway in the table of arrears room.
13. Get the drapes from the 'mattress mow' and hang one set on the second floor by the restrooms and the other two at the ground floor entrances.
14. Be sure the toilet paper and hand towel dispensers are full, and that extra rolls are available. If  extra paper products cannot be found, be sure to leave a note or check with the church secretary in the church office. If none can be found, extra rolls may need to be purchased.
6. Thursday at Registration
1. Have at least 3-4 volunteers available to meet and greet pilgrims and sponsors, and to help carry in the pilgrims luggage.
2. Be sure that the roll-away beds are reserved for those that requested them. Put the name tags of the people that requested roll-away beds on their beds.
3. Do not offer other bedding that what is already available.
4. IF a pilgrim decided that they really need a roll-away bed, go up to the team room and bring down an extra roll-away. (If taking the roll-away from a team berth, be sure the team member doesn't really need it. Remember - Pilgrims come first.)
5. Have fun talking with the pilgrims. This will be their last significant contact with 4th day people until Sunday. Help them relax and realize that they can expect to have an enjoyable weekend experience.
7. Janitorial Duties during the Weekend
1. Sign-up sheets should be printed for each evening for janitorial time.
2. If not enough people have signed up, volunteers may be recruited during sponsor's hour or during Candlelight.
3. Supplies must be gathered and ready for use in the pantry area. If more supplies are needed, be sure to notify the purchaser.
4. All restrooms and shower areas should be cleaned daily.
5. Check to see if more paper products are needed and replace as necessary.
8. Sunday Morning Tear-Down
1. Volunteers need to be at the church by 6:00 AM.
2. Start with the team quarters. ** NOTE ** It is really important to have female help on the Women's Walks, so someone can enter the sleeping quarters ASAP. Don't hesitate to ask the team members for help with tear-down and clean up.
3. Move all the roll-away beds into the large room, along the west wall.
4. Take all the foam mattresses to the gym.
5. Run the sweeper and return the rooms to the Sunday School Classes.
6. Be sure the team meeting room is returned to proper order.
7. Run the sweeper throughout the entire upstairs.
8. Return the Parlor and upstairs nursery to proper order. Run Sweeper in both of these areas.
9. Have one volunteer in the supply mow, and one passing up mattresses and supplies for storage.
10. Have someone start running a sweeper throughout the narthex and sanctuary.
11. Start moving the mattresses out of the pilgrim quarters ASAP. This will serve to get the pilgrims moving. They will expect to see 4^th Day people, but don't spend excessive time visiting with pilgrims.
12. Help the pilgrims carry their luggage and bedding to the stage in Fellowship Hall.
13. As soon as possible, return the pilgrim quarters to Sunday School Classes. Try to get things in the same places as in the sketch that was drawn on Thursday.
14. Vacuum the entire area. Return the clocks and telephones to the walls.
15. Turn the temperature on the water heaters to normal.
16. All work should be complete by 7:30 AM.
9. Sunday Afternoon Cleanup
1. As soon at the pilgrims, go to the sanctuary for the cross, ceremony, begin cleaning the conference room.
2. Take down all tables and. return all chairs to their storage along the wall.
3. Vacuum the entire area conference room area.
4. Bag all trash and take it to the refuse area outside, behind the kitchen.
5. Stack the pilgrims "Emmaus Mail Bags" on the counter along the window.
6. Return the film projector to the library room- west of the narthex.
7. Clean up the conference room kitchen and the small kitchen behind the parlor.
8. Box or bag extra candy and pop and take it to the kitchen for use.
9. Throw away opened, leftover's that are in the refrigerators.
10. Straighten up the youth lounge and gym as needed.
11. Put all Emmaus supplies in the cabinet for storage.
12. Secure the sound-system that is used in the conference room.
10. Monday Morning spot checking and cleaning.
1. Have a volunteer stop in the church on Monday morning to assure that all details have been taken care of.

1. Ovens cleaned as needed.
2. Pantry straightened up.
3. Refrigerators cleaned up
4. Check with the church secretary to see if everything meets the church administrations satisfaction.

11. Write down complaints or concerns for presentation to the Emmaus Board at their next meeting.

 

LOGISTICS

Wednesday Night Set-Up 

CONFERENCE ROOM:

• Book Table: Take 2 small tables in the hall for books out of conference room
• Snack Table: Take 2 small tables out of conference room to the hall by the water 
  fountain for snacks. Put cover on the snack table.
• Need 6 round tables from the gym with 8 chairs/table
• 2 long tables in the back for Table of Arrears with 8 chairs
• Set-up podium and plug in sound system
• Set-up table in front of podium with table cloth, candle, bible, cross and picture 
  (these items are in the first Emmaus cabinet)
• Take clock off the wall
• Set-up projector with movie

 

PRIVACY/ CURTAINS:

Take curtains from the loft and put 1 set on door by the conference room bathrooms and 1 set on the door where pilgrims and sponsors enter to register (downstairs by pilgrims' quarters) and 1 set at the end of the hall where the pilgrims sleep. 

SANCTUARY:

Change the linen on the altar and podium in the sanctuary. You will find the linens in   and be sure to replace the replaced linens    . 

LD, ALD'S, MD & Board Rep. SLEEPING QUARTERS:

Put things in the sleeping area (room across from the conference room) in the corner of the second room. Set-up 7 or 8 beds depending upon if there is an assistant MD. Each bed should also have a small wooden chair by each bed. 

SPIRITUAL DIRECTORS' SLEEPING QUARTERS:

Place 2 mats in the parlor by the sanctuary for the Spiritual Directors. Remember that this depends upon the make-up of the spiritual team.   Depending upon male/female, you may need to place an extra mat in the Table of Arrears sleeping area. 

TL AND ATL SLEEPING QUARTERS: Third floor behind the balcony;

• Take the 2 tables from the sleeping room and put them in the team meeting room.
• Set-up 12 beds. You may be able to use the cots that are there unless pilgrims or Table of Arrears have requested them.
• Put a chair beside each cot.

 

PILGRIM QUARTERS: 1^st Floor of the Education Wing

Take the total of mats/cots you will need to the first floor room #4B for set-up on Thursday.

 

 

LOGISTICS

THURSDAY AFTERNOON SET-UP 

PILGRIMS SLEEPING QUARTERS:

• Make a layout of each room. On Sunday, we try to put things back as the teacher had them. You will need to leave your layout for each room in room #1 where the Sunday crew can find it. If you can, try to keep the objects in the same room by moving them to the very end of the room. That will keep us from carrying everything to the room #1.   
• Please note: if you have to move anything from that specific room, please take masking tape and label the item with the room number.
• Set-up all the mats/cots accordingly in rooms 2, 3 and 4.
• Place a small chair beside each mat/cot.

 

CHAPEL: Third Floor

• Take paisley table cloth from Emmaus cabinet on 2nd floor, along with candle, 
  matches, Bible, cross and Emmaus Road picture to Chapel on third floor and 
  set-up small table on the back wall by window.
• Make sure there are 22 chairs in the Chapel and place them around the room.

 

REGISTRATION AREA:

• Take 2 long tables from the fellowship hall area and place them in the hallway at the rear entrance to the church for Registration and sign-in.
• Check on the availability of a colored tablecloth.

 

GENERAL:

• Turn thermostats up on water heaters in the church equipment room.
• Take down all clocks and phones and store them where the Pilgrims will not easily find them. Be sure the Sunday crew knows where they are so they can be returned on Sunday.

 

 

LOGISTICS

BATHROOM BRIGADE 

**The cleaning supplies should be in the plastic containers and please return the supplies to the plastic containers. Mops and buckets should be in the furnace room and please return to the furnace room, (the furnace room door is the large heavy door across from the handicapped bathroom). 

FRIDAY EVENING:

• Get your supplies in the kitchen/pantry area.
• If the team and pilgrim have not gone to the sanctuary for evening worship, clean bathrooms in the pilgrims sleeping quarters. Empty trash cans too. Then clean the handicapped bathroom and the ladies bathroom by the kitchen.
• If there is time and the pilgrims have not gone to the sanctuary, clean the bathrooms near the sanctuary. Ladies' bathroom by the parlor and the men's bathroom on the other side of the sanctuary.
• When the team and pilgrims go to the sanctuary, clean the showers and bathrooms by the conference room. You will have approximately 30 minutes. Empty trash cans too.
• Return your supplies to the place you found them and tie your trash bags and place them hi the area for trash pick-up, (this is out the kitchen door and to the right).

 

SATURDAY EVENING:

• When you come down from candlelight, quickly gather your supplies in the kitchen/pantry area.   If you are standing in the doorway to the pantry -- far right corner.
• Clean the showers and the bathrooms beside the conference room. Empty the trash cans.
• Clean the pilgrim quarters and empty the trash cans.
• Clean the handicapped bathroom and the ladies bathroom located near the kitchen area.
• Return your supplies to the place where you found them and tie your garbage bags and place them hi the area for trash pick-up, (this is out the kitchen door and to the right)

 

 

LOGISTICS

SUNDAY TEAR DOWN & CLEAN-UP @ 6:00am 

TEAR DOWN TL & ATL ROOMS: Third Floor

• Take mats to loft and fold up the cots and roll them to the west side of the main room.
• Sweep floors
• Set-up the tables and chairs as they were set-up on Wednesday.
• Empty trash cans

 

TEAM MEETING ROOM:

• Leave 2 tables for Sunday School. Take the other 2 to the sleeping quarters for 
  TLs and ATLs
• Sweep floor and empty trash.
• Sweep hallway

 

LD, ALDS', MD AND BOARD REP SLEEPING QUARTERS:

• Take mats to loft.
• Sweep floor and hall.
• Clean bathroom and empty trash
• Put tables, chairs, etc. back in place

 

PILGRIMS' SLEEPING QUARTERS:

• Take mats to loft and return cots to 3^rd floor.
• Sweep floors and hallway.
• Clean bathrooms and empty trash.
• Set tables, chairs, chalkboard, etc. back in room per diagram.

 
 

SWEEP SANCTUARY:

• You cannot be in the sanctuary when the Pilgrims are coming in for worship. You will need to finish quickly and leave when the Pilgrims start coming in.

 
 

**Turn water heaters down to their normal setting. 

**Put phones and all clocks back in their proper places.  
 

 

LOGISTICS

SUNDAY AFTERNOON at Approximately 4:15 - 4:30 PM 
 

TEAR DOWN CONFERENCE ROOM

• Put round tables back in the gym.
• Fold chairs and return.
• Return Emmaus items from table to Emmaus Cabinet.
• Tear down snack table, return items to kitchen, empty trash and return the 2 tables to the conference room
• Tear down book table and return the tables to the conference room.
• Sweep conference room and empty trash.
• Check bathrooms for trash and empty if necessary.

 

CHAPEL

• Return tablecloth, Bible, candle, cross and Emmaus Road picture to the Emmaus 
  cabinet on second floor.
• Tidy-up and empty trash.

 
 
 
 
 

SUNDAY AFTER CLOSING 

SANCTUARY

• Sweep around altar and communion area after closing.
• Put large cross (that had the pilgrims' crosses on it) back in the loft.
• Change linens back on the altar and podium.
• Tidy up sanctuary.

 
 

 

Wilmington Area Emmaus Community

Job Description

Newsletter Editor 

Duties and Responsibilities 

1. The Wilmington Area Emmaus Newsletter has an important role in providing timely information to the Community.
2. The newsletter is to be mailed month to those persons (or families) who have indicated a desire to receive the newsletter.
3. The newsletter is to include such items as:
1. News articles from the Spiritual Director.
2. News articles from the Board Chairman.
3. News about current walks with pilgrim names, location and sponsors; and live-in team member by name and talk responsibility.
4. News about previous walks.
5. News articles from board members regarding responsibilities.
6. Fourth Day articles from community members.
7. Articles regarding other communities and International news.
8. Announce monthly gatherings, Walk information and other community events.
9. Maintain a calendar of Wilmington and other Community Walks.
10. Provide additional words of encouragement as space permits.
4. The mailing list is maintained by a volunteer who works with the Newsletter Editor.
5. Be sure to check with the Community Chairman and Leadership if there are any questions about updating the mailing list.
6. It is the responsibility of the newsletter editor and subscription chair to print the newsletter on 17x11 paper (2-sided), fold in half, tab, print the labels, place the labels on the newsletters and stamp the newsletters.
7. The stamps and labels must be purchased by either the Newsletter Editor or the Purchaser.
8. Mail the newsletters from the appropriate Post Office.
9. The newsletter editor is to serve on the Board and attend all board functions.
10. A minimum of two copies of the newsletter are to be maintained for the archives of the community.
11. It is the responsibility of the Newsletter Editor to forward an electronic copy of the newsletter to the website coordinator.

 
 

 

Wilmington Area Emmaus Community

Job Description

Outreach and Worship 

Duties and Responsibilities 

Monthly Gatherings 

1. Arrange for greeters to be at the rear entrance to greet friends and visitor. Be sure name labels and markers are available for visitors and people that forgot their name tags.
2. Prepare the communion elements before the 6:00 PM board meeting starts.
3. Plug in the outside lighting for the Good Shepherd window.
4. The cup, plate and linen are kept in the cabinet. The community chair and leadership chair have keys to the Emmaus cabinets if needed.
5. Place the plastic runners on the carpet in front of the altar. Be sure a vacuum sweeper is nearby for afterwards.
6. Be sure to purchase at least one full-sized loaf (unsliced) and fresh juice for each Gathering. One load is enough for a routine gathering. Two may be needed for Candlelight or for the Christmas Gathering. Leave the extra on the altar behind the rail.
7. Do not light the candles until the Gathering is ready to start. You can leave the board meeting a little early (6:55 PM) to do this, or ask the music chair to light them.
8. After communion and the community is going downstairs for fellowship, remove the remaining elements and take them out them out front. Pour the juice onto the ground and scatter the bread for the benefit of God's wild creatures. While outside, unplug the Good Shepherd window.
9. Run the sweeper on the altar and clean and roll up the plastic runner.
10. Return me extra name tags to the correct shelves beside the elevator on the ground floor.

 

Before an Emmaus Walk 

1. Assure that bread and juice are available (coordinate this with the purchaser) for:
1. Thursday's team communion and Sponsor's Hour. (Assure set-up)
2. Friday morning communion - the teams will set-up the communion
3. Saturday Dying Moments Communion
4. Saturday Night Communion (you assure this is set-up) have and extra loaf
5. Sunday Communion, at Closing (you assure this is set-up)
2. Be sure the linen is ready for each communion.
3. Check to see that votive candles and holders have been unpacked and on a tray for the ALD's to place the pilgrims names on the bottoms. This can be done anytime between Wednesday evening and Thursday afternoon.
4. Assure that the community candles are in the appropriate place in their tubs, and it's a good idea to double-check the batteries at the Gathering before the Walk to allow time for purchasing new ones.

 

Before Candlelight Services 

1. Arrive between 6:45 PM and 7:00 PM on Saturday evening.
2. Take the tray of pilgrim votive candles, one small candle for the team, the large community candle and the large cloth covering into the sanctuary. Double-check to be sure they ALD's have put the pilgrim's names on their candles.
3. Take the tubs containing the community candles (battery powered) to the sanctuary. Place one tub at the front of the church on each, side of the sanctuary.
4. Bring up the three plywood sections that make up the stand for the candles on the altar. These are kept at the-bottom of the stairway behind the altar, going into Fellowship Hall. Lock them into position on the altar and cover them neatly with the dark cloth.
5. Arrange the pilgrim candles on the tiers evenly with the community candle in the center on top. Be sure to unlatch the door leading from the altar to the choir loft.
6. Bring the two candle lighters from the narthex (they are usually hanging on the center coat rack) and place them on the front pew.
7. At 8:00 PM, light the alter candles and the large community candle.
8. Assure that the communion elements are prepared and on the altar. Have an extra loaf of bread available on the altar, behind the rail. The community can't see it, but the Spiritual Director will know it's there, if it's needed.
9. Greeters for Candlelight
1. Have the greeters in place by 7:30 PM.
2. They need to have extra name tags and a marker ready and have some in the kitchen, since some community members will enter that way.
3. They need to stand at the base of the stairs in the education building to keep community members from going up to the conference area. If needed, place a rope across the stairs.
4. Greeters can go to the sanctuary at 8:30 PM.
10. Arrange for two Chrysalis members to light the candles when as the Spiritual Director prays for each pilgrim by name. They will do this using the long candle lighter, while standing behind the altar in the choir loft. They light their candle off the community candle (or the alter candles, if the community candle is not lit.)-
11. Sit on the front pew with helpers and be first in line for communion.
12. Pass out the battery candles to community members as they finish communion and return to their seats.
13. As soon as communion is finished, and the community is getting positioned for candlelight, take the communion elements out and dispose of them properly. Remove the plastic runner. Do not worry about running the vacuum. This will be done in the morning during clean-up.
14. Following the actual Candlelight Ceremony:
1. Have volunteers, with flashlights, positioned at the stairs coming from the balcony and going downstairs to assure that community members can see.
2. Have volunteers in the narthex, near the stairs, collecting candles. Have the volunteers assure that the candles are 'twisted-off,' and set aside any that the community says are not working.
3. Whisper to community members to remind them to stay quiet and exit quickly.
4. After all candles are collected, bring the tubs to the stage area in Fellowship Hall and return them to the Agape room.
5. Make sure that 21 candles are left in a basket in the kitchen for the team to use during the Sunday morning serenade.

 

Sunday Closing and Communion 

1. Arrive and prepare for communion by 3:00 PM. Be sure the hallways and sanctuary are clear of pilgrims before starting the set-up.
2. Be sure the communion set-up does not interfere with the set-up for the cross cere