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.

  

 

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 ceremony.
3. Position two greeters starting at about 4:15 PM.
1. One greeter should be in Fellowship Hall near the kitchen entrance.
2. One should be in the education wing entrance.
3. Greeters should offer name tags as needed.
4. Community members coming for the Closing Ceremony are to be directed to wait in Fellowship Hall
5. Keep people from going into the Conference Room area.
6. As needed, if the people waiting in Fellowship Hall get too noisy, the greeter should flash the overhead lights to remind people to quiet down.
7. Greeters may attend-the closing as soon as the community enters the sanctuary.
4. Narthex volunteer - By 4:45 PM, have a volunteer in the rear of the narthex waiting and watching the cross ceremony. As soon as the ceremony is complete and the pilgrims begin to sing "Amazing Grace," alert the community to enter the sanctuary. This time could vary from 4:45 PM to, as late as 5:30 PM, but usually will occur right at 5:00 PM.

 

After the Closing Ceremony 

1. Dispose of the communion elements in the appropriate manner.
2. Put away the plastic runner..
3. Thoroughly vacuum the altar and communion area.
4. Rinse out the communion chalice and plate and put them away in the Emmaus cabinet.
5. Be sure the Emmaus cabinet is locked before leaving.

 

 

Wilmington Area Emmaus Community

Job Description

Purchaser

duties and responsibilities 

1. Taking inventory of supplies and food 2-3 weeks before each walk.
2. Placing orders with suppliers at least a week prior to each walk.
3. On Tuesday &/or Wednesday prior to a walk place all food and supplies in the pantry and kitchen. Coordinate this with the Kitchen Chairperson and the United Methodist Church.
4. Keep and inventory and maintain supplies of:

1. Walk supplies, such as; badge holders and blanks, poster board, etc.

2. Health items and cleaning supplies used during each walk
3. Table supplies such as pens, notebooks, etc,
4. Votive candles and holders, including alter candles.
5. Gathering supplies, such as; drink mix, tea, plates, plastic tableware, etc.
6. **Note** Purchase of communion elements for gatherings is not the purchasers job.

7. On an annual basis, inventory and maintain supply of the following from Nashville

1. Purple Books
2. Day Four Books
3. Service Cards
4. Crosses

8. Keep close contact and liaison with the following;

1. Methodist minister, regarding storage, etc.
2. The Kitchen Chairperson, regarding needed menu items.
3. The Board Treasurer, regarding funds expended for all items.

10. Keeps the pantry room clean and in proper order, including coolers - bearing in mind that others routinely use the pantry, shelving, etc.

11. Attend board meetings to receive feed-back and suggestions.

 

 

Wilmington Area Emmaus Community

Job Description

Men's and Women's Registrar 

duties and responsibilities

(It is a distinct advantage for the registrar to have access to a computer.) 

1. Receive Applications

1. On the Application, write

1. the date received
• the amounted deposited (note whether cash or check)
• note that an acknowledgment letter has been sent
• note that the data has been entered into the database

2. Enter the information onto a Database, noting at least this essential information,

1. Pilgrim's name, address and telephone number
• Date application was received
• In a Special column (which is used for running queries), note whether the applicant;

1. has a spouse that has completed a Walk,
2. is a member of the clergy, or
3. is a member of the host church-Wilmington UMC.

2. Also in the Special column, tag the data for an acknowledgment letter by typing "ack"
• Sponsor's name and address
• Best Friend's name and telephone
• amount deposited
• amount due

3. Using a word processing program, send the pilgrim an acknowledgment letter

1. The Acknowledgment Letter can be a mail merge document
• For data source, use a query, such as "acknowledgments to send
• Print an envelop for mailing the acknowledgment to the pilgrim
• Once the letter & envelop have been printed, pull up data source and delete the "ack" tag in the special column.

4. On a routine basis, at least monthly, send registration checks to the Emmaus Treasurer

1. On a sheet of paper, write the name of the pilgrim(s) and amount received & due
• Do not mail cash. Keep the cash and send the treasurer a personal check

5. Occasionally, you will probably receive applications and deposits for the other registrar.

1. Promptly, mail the application form to the other registrar
• Send the deposits directly to the treasurer, with the deposits that you have received.

2. At the Monthly Board Meeting

1. Report the number of pilgrims currently on the your list
2. Discuss privately, with the community chair, leadership chair and spiritual director(s), any special 
   needs that a pilgrim may have (i.e. need to attend a specific walk, special requests by sponsor, etc.)
3. Expect questions from sponsors about where their pilgrim is on the waiting list, especially the month 
   or two prior to a Walk. (You may want to print a pilgrim list to bring with you to Gatherings, or ask 
   the questioner to call you when you get home, so you can then give them the information. It's usually 
   easier to have the questioner call you.)
4. At the board meeting just prior to a Walk, bring the complete pilgrim's list, in case any board members have questions.

3. Three months before a scheduled Walk

1. Double-check the database and be sure it's up to date.
2. Tag the Special column of those pilgrims that are due to receive a letter of invitation with the tag 
   "Itr." Write the query so those tagged as a spouse, member of the clergy, or member of the host 
   church - UMC, will each also receive a letter of invitation.
3. Four pieces of correspondence have to be produced.

1. The Pilgrim Invitation letter - The Initial Pilgrims Walk Invitation Letter is the word processing program letter used to notify the pilgrims that they are being invited on a walk. For the data source, use a query "List of Pilgrims to Receive Letters."
• The Pilgrims response letter/card - You can use either a Response Card or Response Letter" for the pilgrim to acknowledge whether or not he/she is planning on attending.
• The Sponsor's notification letter - The Initial Sponsors Letter is the word processing program used to notify the pilgrim's sponsor that the pilgrim is being invited. For the data source, use a query "Complete List with Sponsors."
• The Sponsor's response letter/card - Use either a Response Card or Response Letter for the sponsor to acknowledge their contact with the pilgrim.

4. For a work list/reference list, print yourself a complete list of all pilgrims. Write a query, "Complete 
   List with Sponsors." You may want to use a spread sheet program to print the names out on rows and 
   columns. Leave yourself room to make notes on the list. Keep an Emmaus Roster on hand in case you 
   need to call sponsors about their pilgrims.

5. NOTE -At this time, a full walk consists of 6 tables with five (5) pilgrims at each table for a total of thirty (30) pilgrims. Check with the Board prior to inviting more than thirty pilgrims.
6. Usually, you will still need to make several telephone calls to fill the last few positions, or to fill in for pilgrims that change their minds and cancel.
7. If you have cancellations within the last few weeks, be sure to contact the sponsors first, before the pilgrim is invited It's a difficult job to get all the agape prepared within only two weeks. In these situations, it's a good idea to have a few people in mind that can get their pilgrims ready quickly.
8. It is important that each walk is filled. Keep a few people on an active standby list. This should be people who can be ready at very short notice.
9. SPECIAL NOTE - I find particularly helpful and reassuring to pray prior to mailing letters or calling pilgrims.

4. As the pilgrims and sponsors start to send back their responses,

1. Attach the responses to the back of the pilgrims application
2. If the pilgrim responds that they are planning on attending, type the walk number on the Database column labeled walk.
3. Send an acknowledgment letter to the pilgrims that are planning on attending. A sample is attached to 
   this job description. This can be a mail merge document, attached to the query that lists all the pilgrims that have confirmed they are going on the walk.
4. After the deadline date has passed, if there are unfilled spaces on the walk, start calling pilgrims in chronological order (or prior list of spouses, clergy or UMC members) until the list is filled with 42.

5. Once the Walk is filled;

1. As soon as possible, get the list to the lay director. This should be done no later than 4 -6 weeks before the walk. This gives the team plenty of time to make their pilgrim calls.
2. Send a complete list with the pilgrim's name, city and sponsor to the newsletter chair for publication in the newsletter. This must be done at least six weeks prior to the walk, whether the walk is filled or not.
3. At the same time, send a complete list with the pilgrim's name, sponsor's name and address, pilgrim's best friend and best friend's telephone number to the sponsorship chair.
4. Collect all of the applications in a folder and give them to the lay director about two weeks prior to the walk. Highlight special needs or diet requirements the pilgrim might have listed. Tell the lay director of any special pilgrim needs that may not be listed.   NOTE - should a pilgrim cancel after the lay director has their application, be sure you get the application back and return it to the general file.
5. If there are cancellations after you have distributed the three lists mentioned above, 1. Fill the empty position, & 2. Call the LD, web master, newsletter chair & sponsorship chair with the updates.

6. Cancellations after the walk has been filled

1. Expect two to three cancellations after the walk has been filled. 
2. It's usually a good idea to contract the sponsor by telephone when filling late cancellations.
3. Once a cancellation has been filled, be sure to telephone the LD, newsletter chair and sponsorship chair with the new pilgrim information.

7. One month before the Walk;

1. Mail the final letter to the pilgrim. A sample letter "Final Pilgrim Letter" is attached to this job description. If using a mail merge file, use the query for the completed walk.
2. Pray that the list is completed as the Lord desires.

8. Thursday night Registration

1. Bring a list of what each pilgrim has deposited and how much is due.
2. Bring an alphabetized list of each pilgrim's name, address and telephone number.
3. Bring printed labels for the Agape Bags. These only need to have the pilgrim's first and last names printed on them. Make the printing as large a type as the label will allow. The Agape Chairperson will probably want these labels by noon, when they start setting up the Agape Room. You might want to contact the Agape Chair to see it he/she wants them mailed or left in the Agape Room before Thursday.
4. It only takes two people to run the registration table. (One could do it, but you'll have a bottleneck develop.) Get a volunteer (or two) to help you on Thursday evening. Have them arrive by 6:00 PM. The Treasurer is an excellent person to help at the table. That way, he/she has the money as soon as the registration is complete.
5. You need to set up two long tables and two or three chairs just inside the lower entrance.
6. Get the name tags and bed tags from the Lay Director and alphabetize them on the table by 6:00 PM. 
   It's a good idea to combine the tags of the pilgrims and team members, rather than having two separate groups. Start the name tags on the first table, nearest the door.
7. Also on the first table, have colorful signs stating, "No Watches", "Do Not Discuss Your Occupation," and "Make Checks Payable to: Wilmington Area Emmaus."
8. Bring some extra pens and an envelope for collecting the money.
9. First Volunteer - Meet and Greet the Pilgrim. Make them feel very welcome. Help them find their name tag and bed tag. Remind them not to discuss jobs or to wear watches. Ask them to wear their name tag at all times. Many pilgrims will be apprehensive coming into the church - have fun and help them relax.
10. Second Volunteer - Have the pilgrim double-check the spelling and information listed on the Pilgrim list. It's very important that this information be accurate. Also, collect the remaining amount due and note who has paid in full, who still owes, etc. All of this information is given to the treasurer with the money.
11. If the treasure is not able to attend registration, be sure that you have discussed with him/her how they want the money handled.

9. Following Registration

1. Immediately following the close of Registration;
• Be sure the money collected is correct and give it the treasurer or handle it however needed.
• Take down all the tables and collect all the registration signs.
• As soon as possible on Thursday night, make the necessary corrections to the Pilgrim list that were noted as the pilgrims registered, and return two corrected lists to the church. Give one to the LD and take one to the Agape room.
2. Within the next week;
• Send a list of all pilgrims to the Men's or Women's Good Shepherd
• Be sure to collect the applications from the Lay Director, of those pilgrims that were scheduled but did not attend the walk.
• Update the entire database; deleting the names of the pilgrims that just attended the walk.

 

 

SAMPLE - RECEIPT OF APPLICATION ACKNOWLEDGMENT LETTER 

Wilmington Area Emmaus Community

Name, Men's or Women's Registrar

Street Address

City, State, Zip

Telephone 

Date Letter Sent 

«FIRSTNAME» «LASTNAME»

«ADDRESS»

«CITY», «STATE» «ZIP» 

Dear «FIRSTNAME»,

      It is a pleasure to acknowledge the receipt of your application for a Walk to Emmaus. You will find your personal Walk to Emmaus to be a treasured time of spiritual growth. The Walk is an excellent opportunity to strengthen your relationship with God in an environment of fellowship with other Christian (men or women).

      At the present time, our (Men's or Women's) Emmaus Walks are filled for about a year in advance. However, there are some exceptions. If you are a member of the clergy, if your spouse has already been on an Emmaus Walk or if you are a member of the host church, your application will be moved up on the list. Depending on your personal circumstances, the timing of Walks, and the number of (men or women) that accept their invitation, you may be invited to be on the next scheduled walk. Whenever the time comes for your Walk, you will receive either a written invitation or a phone call with a personal invitation to attend.

      Should you have any questions about the Walk to Emmaus, please call me or contact your sponsor. We would be delighted to talk to you about the experience. My home telephone number is __) __-_ __. If I'm not in, please leave a message and I'll get back with you as soon as I can.

      We look forward to sharing this wonderful Christian experience with you.

In His Service, 
 
 

Registrar's Signature 
 

 

 

SAMPLE - INITIAL INVITATION LETTER TO PILGRIMS FOR A SPECIFIC WALK 

Wilmington Area Emmaus Community

Name, Men's or Women's Registrar

Street Address

City, State, Zip

Telephone 

Month, Day, Year 

«FIRSTNAME» «LASTNAME»

«ADDRESS»

«CITY», «STATE» «ZIP» 

Dear «FTRSTNAME», 

      It is a joy to inform you that you are included in the list of (men or women) being invited to participate in the next Walk to Emmaus weekend set for Month-Date-Year. This event will be held at the United Methodist Church in Wilmington, Ohio. Registration will begin at 6:15 p.m. on Thursday the date and the Walk concludes on Sunday evening.

      When scheduling (men or women) to attend the weekend Walk to Emmaus, it is necessary to invite more  than are expected to attend. This allows us to assure that the walk will be fiHed. Participants on the walk are then scheduled on a 'first-come, first-serve' basis. To assure your place on the Month Walk, it is important that you respond as soon as possible.

      Please take a minute to complete and return the enclosed acknowledgment form. Check "[ü] Yes, I am definitely planning on attending....", or if there is a conflict in your schedule, just indicate, " [ü] No, Sorry..." and check your preference for a future Walk. You may wish to have your name removed from the waiting list, but please give prayerful consideration to this, as the Emmaus Walk is a rich, spiritually rewarding experience.

      I need to hear from you as soon as possible. Please sign the acknowledgment form with your name and current mailing address and return it as soon as you have prayerfully made your decision. I need to know ef your intentions by Month/Day.   Preparations for this weekend have already started and we certainly want to include you. Your sponsor will also be receiving a letter about your invitation on this walk. If you don't heard from your sponsor soon, please call him or her and discuss your intentions about attending the walk

      If you respond by "[ü} Yes..."   that you are planning to attend the Month Walk, approximately one 
month before the weekend, you will receive a letter from me explaining what you will need to bring with you. 
However, if you have any questions, please feel free to contact me at any time at (___) ___-____.

      I look forward to hearing from you and rejoice that this opportunity for you to share the fellowship of an Emmaus Walk has finally arrived.

      In His Service, 
 
 
 

Registrar's Signature

 

 

SAMPLE - RESPONSE LETTER FOR SPONSORS TO RETURN, ACKNOWLEDGING THEIR PILGRIMS INTENTIONS ABOUT ATTENDING A WALK 
 
 

A wonderful, Christ filled experience is awaiting your Pilgrim! 

Please complete the following information and return it to the Registrar of the Wilmington Area Emmaus Community. The Walks are filled on a first-come, first-serve basis. To assure that your Pilgrim has a place on (Men's/Women's Walk # ___), Please respond by Month/Date. Send your response to: 

Name, Men's or Women's Registrar

Wilmington Area Emmaus Community

Address

City, State, Zip 

If you have any questions, please do hesitate to call either me. My home number is (___) ___-____. 

------------------------------ ------------------------------ ------------------------------ ------------------------------ -------------------- 

[   ]   I have contacted my Pilgrim concerning the Month/Dates Walk to Emmaus in Wilmington.

[   ]        He/she is planning to attend and is going to send his/her response card.

[   ]        He/she will not be able to attend, but he has told me that he/she will still send in    his/her response card. 

[   ]   My pilgrim has asked that his/her name be removed from the list of people wanting to take a Walk to Emmaus. I have discussed this with him/Tier and, at this time, agree to have his/her name removed. 

Pilgrim's Name            

Pilgrim's Address           
 
 

Telephone            

Comments               
 
 

Whether your Pilgrim is are able to attend or not, please respond by Month/Date.  

Thanks and God Bless You! 
 

Registrar's Signature

 

 

SAMPLE - POST CARD TO SEND TO PILGRIMS ACKNOWLEDGING THE RECEIPT OF THEIR RESERVATION LETTER- THAT THEY ARE PLANNING ON ATTENDING A WALK. 
 
 

 

 

SAMPLE - FINAL LETTER TO PILGRIMS BEFORE THEIR WALK BEGINS 
 
 

Wilmington Area Emmaus Community

Name, Men's or Women's Registrar

Street Address

City, State, Zip

Telephone 
 

Month, Day, Year 
 

«FIRSTNAME» «LASTNAME»

«ADDRESS»

«CITY», «STATE» «ZIP» 

Dear «FIRSTNAME», 

      This letter is to confirm your acceptance and attendance on the (Month) Walk to Emmaus. We are all very much looking forward to your attendance on (Men's or Women's Walk #). Your Walk will be held from 7:00 p.m. Thursday, (Month/Date) through Sunday, (Month/Date), at the Wilmington United Methodist Church. The Wilmington Area Emmaus Community is involved in much planning, prayer and preparation toward this very special weekend.

      I am sure you have been looking forward to having more detailed information about your Emmaus Walk. It is especially important for you to free your schedule for the entire weekend Plan to remain at the church building for the entire time, and let family and friends know that you should have no interruptions (i.e. phone calls, visits or business matters). In case of emergency, you can always be reached through the church office at: 937/382-1465. In addition a member of the team will have a cell phone available for emergencies.

      The entire weekend is informal, so bring comfortable, casual clothes. Most of the time will be spent in a conference room sitting. You also might want to bring shoes for exercise in the church gym or an occasional stroll outside. You will need your own personal toilet articles (toothpaste, soap, shaving supplies, etc.), bedding (sheets, blanket or sleeping bag) pillow, towel, wash cloth and shower shoes. There are showers in the church that will be available for your use. Your sponsor, «SPONFIRST» «SPONLAST», should be contacting you before the Walk regarding transportation for the weekend.

      You may wish to bring some extra money or a check, as there will be a book table for purchases at your convenience. The final payment for your Emmaus weekend is due at the registration table on Thursday evening. Either a personal check or cash is acceptable. Your final payment is «DUE».

      We look forward to welcoming you to the Walk to Emmaus weekend. For your convenience, registration will open at 6:15 p.m. Following registration, a light meal will be provided in Fellowship Hall in the basement of the church. Please allow yourself time to register and enjoy refreshments with your sponsor before your Walk to Emmaus begins at 7:00 p.m. If for some reason you are unable to attend the Walk, please contact me immediately.

      Yours in Christ, 

Registrar's Signature 
 

 

Wilmington Area Emmaus Community

Job Description

Social Chairperson 

Duties and Responsibilities 

1. It is advisable for the Social Chairperson to have a group, or committee, of community members available at Gatherings and other events to help with set-up and clean-up.
2. For Gatherings, arrives at about 5:30 PM to prepare Fellowship Hall before the board meeting.
3. For Closings, arrives at approximately 3:30 PM
4. Fellowship Hall set-up:
1. Set-up two rows of tables down the middle
2. Set-up two rows of chairs in front of the stage and on both sides of the hall.
3. Have a table prepared for sign-up sheets and prayer vigil
4. Have a table set-up for drinks
5. Have a large garbage can with liner at each kitchen door
6. Turn on the oven to 150° F, in case food needs to be kept warm.
5. At the front of each serving table, set out an ample supply of plastic tableware, disposable plates and napkins.
6. On the drink table have a supply of sugar, sweeteners, creamers, stir sticks and disposable cups for cold and hot beverages.
7. Prepare drinks: Coffee, Iced Tea, Lemonade and Water
8. Before going up for the Gathering, prepare the food.
1. Put hot food in the oven to keep it warm
2. Put other items in the refrigerator to keep them fresh
9. Take communion first and immediately go downstairs to uncover food and set out food items and serving utensils.
10. Try to keep the tables cleaned up. As the food is consumed, remove and clean the containers.
11. Clean up following each use of the UMC Fellowship Hall:
1. Take down all tables and chairs
2. Sweep the floors with the large dust mops
3. Distribute the leftovers. Don't keep perishables in the pantry or refrigerators.
4. Check the entire building - Lock doors and turn off all lights.
5. Be sure the oven is turned completely off.

 

Wilmington Area Emmaus Community

Job Description

Spiritual Director(s) 

Duties and Responsibilities:

1. The Community Spiritual Director(s) participates as a member of the Board of Directors of the Emmaus Community.
2. The Spiritual Director(s) recommends to the Board of Directors clergy who can fulfill the responsibilities of the Spiritual Director of an upcoming Walk to Emmaus. The Board of Directors confirms the Spiritual Director's recommendations.
3. The Community Spiritual Director(s) takes responsibility to contact the Board's selection for the position of Spiritual Director for an upcoming Walk and secures his/her acceptance.
4. The Community Spiritual Director(s) participates with the Team Selection Committee in the process of prayerfully selecting lay and clergy possibilities for upcoming teams.
5. The Community Spiritual Director(s), in partnership with the Community Lay Director, orients and prepares the appointed Lay Director and Spiritual Director for their responsibilities prior to their Walk.
6. The Community Spiritual Director(s) represents and interprets Emmaus at its best among clergy colleagues and encourages their participation on Walks and in the Emmaus Community. The Community Spiritual Director(s) helps nurture and develop clergy as leaders in Emmaus and as future Spiritual Directors for Walks and for the Emmaus Community.
7. The Community Spiritual Director(s) represents the Emmaus Community to the broader community.
8. The Community Spiritual Director(s) carries out his/her responsibilities in a spirit of teamwork and collegiality, with respect for the decision-making authority of the Board of Directors of which the Community Spiritual Director(s) is/are a member.

 

 

Clergy Criteria for Emmaus and Chrysalis

(updated October 31,2007)

(These updated criteria replace and supersede the section on clergy qualifications found on pages 29-31 of The Upper Room Handbook on Emmaus (2^nd. edition), and on pages 63-66 of the Upper Room Handbook on Chrysalis).

Clergy persons are critical elements in The Walk to Emmaus and in Chrysalis. The two programs depend on the partnership between latty and clergy. This partnership is a model that can be used in churches to enhance the ministry of the church.

It is important to have a thorough understanding of the role of the clergy in Emmaus and Chrysalis, In addition, it is important to have clarity about what is expected of the clergy who serve Emmaus and Chrysalis. It is also important to have a good understanding of how men and women are recognized as clergy and those things that qualify them to be called clergy. Below you will find the qualifications for the various clergy positions in Emmaus and Chrysalis.

Community Spiritual Director

The ministry and mission of The Upper Room Walk to Emmaus and The Upper Room Chrysalis depends on the Community Spiritual Director for leadership and oversight of the spiritual life of the community. The Community Spiritual Director serves as the moral, ethical, and spiritual conscience of the Board, the community and the teams. The Community Spiritual Director assists the Board hi the development and nurture of clergy leaders and also assists in selecting those to serve on Emmaus/Chrysalis teams. The Community Spiritual Director shall be recognized as a competent spiritual leader within his or her church or denomination and by other church leaders in the area. This person should also represent the best Emmaus/Chrysalis has to offer.

Only persons who meet all the following criteria can serve as the Community Spiritual Director. Those who:

• are ordained as UMC elders or the equivalent hi other denominations/churches who have completed a four year undergraduate degree and have received a Master of Divinity degree from a seminary accredited by the Association of Theological Schools (ATS, www.ats.edu): or, who have completed an undergraduate degree and The United Methodist Church (UMC) Course of Study Program (or the equivalent in other denominations), and 30 semester hours of graduate theological study at an accredited seminary. (The description of the UMC Course of Study Program is attached.)
• have served as Weekend Spiritual Director.
• are able to maintain theological balance and be sensitive to the variety of perspectives in this interdenominational setting.
• are actively engaged in full-time professional ministry (or retired while in good standing).
• are able to be a role model of a servant leader in a team environment.
• are able to guide and coordinate the fiill participation of other clergy.
• are authorized to consecrate the elements of Holy Communion in Emmaus and Chrysalis settings.

Weekend Spiritual Director

The Weekend Spiritual Director (WSD) is the primary clergy leader of the Emmaus or Chrysalis event. The Weekend Spiritual Director is selected by the Board of Directors with the recommendation of the Emmaus or Chrysalis Community Spiritual Director. The WSD is responsible to the board as the spiritual leader of the Walk, Flight or Journey. As with the Lay Director, the weekend Spiritual Director must have sufficient experience, training, and ability for the job.

Only persons who meet the following criteria can serve under this category. Those who are:

* ordained Elders in the UMC or the equivalent in other denominations/churches who have completed a four year undergraduate degree and have received an Master of Divinity degree from a seminary accredited by the Association of Theological Schools (ATS, www.ats.edu): or, who have completed an undergraduate degree and The United Methodist Church (UMC) Course of Study Program (or the equivalent in other denominations) and 30 semester hours of graduate theological study at an accredited seminary. (The description of the UMC Course of Study Program is attached.)

Or,

* United Methodist Licensed Local Pastors; or, their equivalent in other churches or denominations, who are current in their Course of Study; or, who have completed their Course of Study Program, are serving a local church under the appointment of the Bishop, and who are not ordained. These persons need to secure written authorization from the Bishop, District Superintendent, or supervisory body to consecrate the elements of Holy Communion in Emmaus or Chrysalis settings. This letter of authorization must be on file with the local Community Spiritual Director, and the Emmaus/Chrysalis International Office prior to serving as the WSD. This letter must be renewed annually (or for each walk, journey or flight if the authorization is event specific).

Or,

* are Upper Room Certified Clergy (see Upper Room Certification Process attached).

In addition the following criteria must be met:

• Being actively engaged in professional ministry (or retired in good standing from professional ministry).
• Having served at least once for the entire three days as an Assistant Spiritual Director under the leadership of an experienced Weekend Spiritual Director,
• Have given a minimum of two of the five clergy talks other than the Emmaus Means of Grace talk; of the Chrysalis God's Gifts to You talk.
• Being willing to serve on a team, working in conceit and cooperation with the weekend Lay Director, and abiding by The Upper Room model for Emmaus and Chrysalis as presented in the most recent editions of the Handbooks, the Manuals, and the other official documents.
• Being authorized to consecrate the elements of Holy Communion in Emmaus or Chrysalis settings.
• Being able to maintain theological balance and be sensitive to the variety of perspectives in this interdenominational setting.

Assistant Spiritual Directors

The Team Selection Committee and the Community Spiritual Director select prospective Assistant Spiritual Directors for the weekend. Assistant Spiritual Directors will assist the Weekend Spiritual Director in the clergy duties for the Emmaus/Chrysalis event

Only persons who meet the following criteria can serve as Assistant Spiritual Directors. Those who are:

* qualified to serve as Weekend Spiritual Director.

Or,

* licensed for Pastoral Ministry, including Full and Part-Time local Pastors, Student Local pastors, Commissioned Probationary Elders, Associate Members, and Deacons, who are under appointment or subject to appointment, and who are current in their Course of Study or approved ATS seminary (or the equivalent in another church/denomination).

Or,

• UMC ordained Deacons.

Or,

• Upper Room Certified Clergy (see Upper Room Certification Process attached).

In addition the following criteria must be met:

• Being able to maintain theological balance and be sensitive to the variety of 
  perspectives ha this interdenominational setting.
• Being willing to serve on a team, working in concert and cooperation with the 
  weekend Lay Director, and abiding by The Upper Room model for Emmaus and 
  Chrysalis as presented hi the most recent editions of the Handbooks, the Manuals, 
  and the other official documents.

Note: The United Methodist Church has the category of Certified Lay Ministers. These persons are laypersons and therefore are not eligible to serve in any clergy capacity in Emmaus or Chrysalis. This same standard applies to churches and other denominations with similar categories.

Additional considerations:

Using persons who do not meet the above-mentioned criteria is not wise. It compromises Chrysalis/Emmaus standards for clergy leadership and undermines the sacramental role of the weekend Spiritual Director. Moreover, practices such as assigning Holy Communion services to Assistant Spiritual Directors or having Assistant Spiritual Directors consecrate the Communion elements for the weekend Spiritual Director can lead to questions in the minds of participants about clergy qualifications of a weekend Spiritual Director and to confusion about the significance of genuine clergy leadership in Emmaus/Chrysalis. While such practices may simplify clergy selection in the short term, it will undermine the role of the clergy and dimmish the relationship of Emmaus/Chrysalis with historic and established church.

Some Emmaus and Chrysalis Boards face difficult decisions regarding who can serve as a Spiritual Director. Some persons' relationship with the church may not be clearly defined as clergy or laity. Some who serve in pastoral roles in the church or with young people may not be clergy. Others may be licensed to preach, ordained in their own denomination, or ordained by a local church but lack the educational and pastoral preparation expected of clergy in mainstream denominations as well as in Emmaus and Chrysalis. Still others may present credentials stating they are clergy, but the credentials have been obtained through a non-accredited source. These matters must be approached by the Board with Christian love and respect for the persons involved while upholding the clergy criteria and integrity of the Emmaus and Chrysalis programs.

Several aspects of Chrysalis and Emmaus need to be kept in mind as persons are being considered as Spiritual Directors.

• Persons who are recognized as clergy within their local church may not always be qualified and equipped for the role of Spiritual Directors in Emmaus and Chrysalis. For this reason, the selection of clergy for Spiritual Director roles cannot be decided simply on the basis of whether or not someone is considered 
  clergy in his or her denomination or tradition. The burden rests with the local Emmaus or Chrysalis Board, Emmaus or Chrysalis Community Spiritual Director, and the Team Selection Committee to seek out the clergy who have the training, experience, pastoral sensitivity, theological depth, ecumenical breadth, and 
  Christian maturity needed for spiritual leadership in Emmaus or Chrysalis.
• Emmaus or Chrysalis Boards and Community Spiritual Directors also are responsible for providing the appropriate training needed for clergy to become potential Spiritual Directors in Emmaus and Chrysalis. The International Emmaus/Chrysalis Office has Clergy Regional Representatives who stand ready and willing to assist the local board.
• While clergy from various churches or denominations who have attended Emmaus may in principle be considered to serve on Chrysalis and Emmaus teams, not all clergy bring an outlook on God's grace, the Christian life, or sacraments that is representative of the Emmaus or Chrysalis model. The Chrysalis and Emmaus movements are shaped from within the biblical and theological mainstream of the church as reflected in the United Methodist and Wesleyan tradition.
• In Emmaus and in Chrysalis, teams are selected with the expectation that Spiritual Directors and Assistant Spiritual Directors meet the Emmaus and Chrysalis clergy criteria reflective of clergy in the United Methodist Church and other mainstream denominations, as described in the preceding paragraphs. 
  Assigning the role of Spiritual Director to gifted persons who have little formal theological and pastoral training; or, whose standing as clergy is questionable, undermines the ministry of Emmaus and Chrysalis. It causes other clergy to lose confidence in the local board, and sets a poor precedent for team selection.
• Team members and participants should be able to recognize and respect the Spiritual Directors as clergy. If the person's ordination or clergy standing is questionable in the minds of the team and/or participants,- then that person's presence as Spiritual Director will detract from the Emmaus or Chrysalis event.
• Every clergy and layperson serving on a team has specific roles and responsibilities. No one should be jealous about a particular role. The clergy- laity partnership must be lived and demonstrated.
• No person, lay or clergy, has the right to serve in any capacity in Emmaus or Chrysalis, even if all the criteria are met. Service is never a right, but always a response to the call of the Holy Spirit through the Emmaus/Chrysalis Board.
• Clergy serving in Emmaus/Chrysalis must have been a pilgrim in Emmaus/Chrysalis or a recognized Fourth-Day movement. In order to be an effective servant leader, one must have experience in a recognized Fourth-Day model (a list of recognized expressions of the Fourth-Day movement is available from the Clergy Regional Representative or the International Office).

Emmaus and Chrysalis team is a ministry partnership between clergy and laity. That partnership represents these persons' equality before God as baptized members of the body of Christ; while, at the same time honoring their distinctive roles in the ministry of the church. This relationship is lost if communities become lax about the criteria for selecting Spiritual Directors. Chrysalis and Emmaus both seek to overcome clergy domination of Christian ministry by moving laypersons forward as the front line of ministry in the world through intentional partnership and mutual respect--not by diminishing the historic and essential role of the clergy. Emmaus and Chrysalis leaders should never discount the role of clergy or convey an anti-clergy attitude. Those persons who are unwilling to honor the ministry partnership and the validity of clergy leadership should not be selected as leaders for Emmaus and Chrysalis.

Implementation plan for the clergy criteria (in the V.S.A. and U.S. Territories only):

The updated clergy criteria document was distributed to all Community Spiritual Directors and Community Lay Directors in November of 2006 with the request that the community begin to move toward these clergy standards on January 1,2007 and provide feedback to the Clergy Regional Representatives and the International Spiritual Director in the process. The expectation at that time was that all Emmaus and Chrysalis Boards would be in compliance with these qualifications by January 1, 2008.

1. We give thanks to God and celebrate the fact that many Emmaus/Chrysalis boards and communities have met these expectations and are moving forward without difficulty.
2. We have learned that some boards and communities are unable to be in compliance by January 1, 2008. Therefore, a process is now in place that will allow for a grace period to be established through direct conversation between the local Community Spiritual Director and the Clergy Regional Representative.
3. Boards needing clarification on the implementation of these qualifications should contact their Clergy Regional Representative for consultation and advice.

 

Wilmington Area Emmaus Community

Job Description

Women's and Men's Sponsorship Chairperson 

1. The Women's or Men's Registrar will send a list of pilgrims for the upcoming walk.   Mail an information letter with guidelines of responsibilities of Sponsors along with a sample agape letter for them to copy. 
2. The Registrar will give you updates as pilgrims decline and names of new pilgrims added to list.  Send letters to sponsors as Pilgrim lists change.  Change master list each time there is a change.
3. Get ropes from the cabinet or whatever Share Group is making them. Crosses are in locked cabinet upstairs.  Name tags should be with the ropes, purchase more if needed.  Assemble ropes, crosses, and name tags prior to Thursday night of the walk weekend.  Hang them in alphabetical order on a man's pants hanger that opens at the bottom.
4. Thursday evening before 6:00PM lay crosses across communion rail in alphabetical order.  Make sure large wooden cross used to hang rope on after sponsor's hour is on altar.
5. Responsible for setting up the Chapel on the 3^rd floor.  The LD or ALD on the team should have a key to unlock cabinets in the hallway going towards the gym.  Most of the items for the 3^rd floor chapel are in the first cabinet on the right hand side.  You will need a tablecloth (there is generally a dark paisley one), the wooden cross on a base, a candle in a candle holder, matches, a Bible and book stand, and a picture of the men on the Walk to Emmaus. 
6. The letter and pin each speaker is to read and wear should also be at the table.  In the little kitchen across from the conference room is where you should find the communion vessel and tray.  Generally, all the linens for communion for the weekend are on the counter.  The ones marked Thursday team should be taken upstairs as well as the grape juice and large loaf of bread, as that will be the same loaf used during sponsor's hour. 
7. Also, clean up after the service, including any crumbs on the floor, and place the large wooden cross with the pilgrim's crosses on it in the chapel, unless instructed by the LD to put it somewhere else.
8. On the small table in the corner, put a box of tissues, some mints, a pitcher of ice water, and some small paper cups (all of which you can find on shelves in the pantry downstairs off the main kitchen).  This all needs to be done before the team meeting which generally starts by 6:00PM Thursday.
9. From time to time throughout the year remind the community of the responsibilities as Sponsors by writing articles for the newsletter or speaking at Gatherings.
10. Whenever Sponsorship training is required, as outlined in the training packet, the chair will lead the new pilgrims in the training program.

 
 
 
 
 
 
 
 
 
 
 
 

Sponsorship Training Outline 

1. Vision/Mission Statement

1. Board Responsibility - Explain and briefly discuss each item

1. Quality Weekend Experience
2. Team Selection Process
3. Wise Sponsorship
4. 4^th Days - Gathering, Share Groups, Good Shepherd, Sponsorship Training Sessions, etc.

1. Discuss the 3-Fold Mission of the Weekend
2. Explain that we Value Feedback for improvement of some details (menu, etc.), but we are bound by the Board's Covenant with Emmaus International

1. Important Things to Remember… Using the P-I-L-G-R-I-M Acronym. Discuss the Importance of Each Item.

1. Prayer  - Always and Be Sure to Listen for God's Answer
2. Inform - Meet with Your Pilgrim Often - No Secrets
3. Letters - These are Your Responsibility, Very Important
4. Gatherings - Bring Your Pilgrim to Their First Few Gatherings
5. Reunion - Help you Pilgrim get into a Reunion (Share) Group
6. Invitation - Following their Walk, Invite them out to discuss it

7. Marriage - Emmaus is intended to be shared by spouses
8. Secrets - Emphasis that there really an No Secrets

2. Emmaus Sponsorship Tracking Form

1. This Form is for their use to keep track of People they have sponsored that are still on the waiting list. It may not be needed, but some people have a few dozen friends on the list and (believe it or not) some people forget who they have sponsored until just before their walk.

3. Sponsorship - The Most Important Job of All

1. Don't go over this entire packet in detail, but review the high points.
• Page 21 - Why to sponsor someone - Emphasize that Emmaus is not a fit-it for troubled souls it is to “Build the Body of Christ.”
• Page 22 - Who should be sponsored - Church Leaders, Active Christians, Christians wanting a closer relationship with Christ.
• Page 22 - Who Emmaus is not for - Non-Christians, People in Crisis, Someone who has prayerfully considered the Walk, but still says “No Thank You.”
• Page 25 - The Model Sponsor - Like a Godparent. Quickly review how to support the Pilgrim before, during and after the weekend.
• Page 26 - Encourage each person read this on their own about the importance of equal commitment.

4. Questions and Answers 
    
   

Important things to remember when you are ready to sponsor….

 

 

Wilmington Area Emmaus Community

Job Description

Emmaus Board Representative on the Live-in Team 

duties and responsibilities 

1. As the Board's Representative on the Live-in Team
1. Attend all Team meetings.
2. Serves the Lay Director as the liaison with the community board.
3. Assures that the Walk is being planned and conducted according to the model established by the Emmaus International.
4. Promptly, lovingly and openly answers questions and/or discusses concerns with the Lay Director and/or Spiritual Director of the Walk.
5. Does Not - Run the Walk or Serve as co-Lay Director.
6. Does Not - Tell other team members how to do their jobs. That is the responsibility of the Lay Director.
7. Reports at the Board Meetings on the progress of the team's preparation.

 

2. Weekend Responsibilities
1. The Board Representative does not have assigned duties on the weekend, but is expected to serve all others as need and time arises.
2. The Board Representative needs to be a Prayer Warrior throughout the weekend.

 

 

Wilmington Area Emmaus Community

Job Description

Logistics Member on the Emmaus Team

Qualifications

1. Must be able to help the team members with all the audiovisual equipment used on the weekend.
2. Must be proficient with the PowerPoint program to assist team members who want to use PowerPoint during their talk presentation. This may include development of the speaker's PowerPoint presentation.
3. Must be oriented to the sound system used in the conference room and the sanctuary.

duties and responsibilities

1. The logistics team member is appointed by the Board of Directors. Recommendations may be made by the Lay Director and Spiritual Director.
2. The logistics team member works with the entire team, but answers directly to the Lay Director.
3. The logistics team member will be expected to attend team meetings the same as all other team members.
4. The logistics team member will work with each speaker to assure that their audiovisual needs are met. This will include helping with posters, PowerPoint and other audiovisual needs.
5. During the walk weekend, the logistics team member will sit at the table of arrears and be in attendance during all talks incase their assistance is needed due to equipment failure.
6. When not needed during talks, the logistics team member is expected to assist the Lay Director, Spiritual Director and Assistant Lay Directors, as needed.
7. The Logistics Team Member needs to be oriented to the Wilmington United Methodist Church facility to help if there are unexpected problems with toilets, water heater, etc. They are not expected to do maintenance, but should be familiar with the location and troubleshooting of utilities.
8. The logistics team member, like all team members, is expected to focus their prayer and energy on the mission of the weekend; bringing the pilgrims closer to an understanding of God's Grace.