Strategic Ministry Plan: Hospitality Ministry name St. David s Episcopal Church Vestry approved date:

Transcription

1 Strategic Ministry Plan: Hospitality Ministry name St. David s Episcopal Church Vestry approved date: WHAT: Mission: (Description of the ministry: i.e. purpose and for whom.) To provide coffee and refreshments for parishioners before and after services. This ministry is intended to promote fellowship and make all parishioners and visitors feel welcome. Needs Analysis: (Why does St. David s or the greater community need this ministry?) This ministry is an integral part of the worship experience. Time before and after each service needs to be welcoming to all. Coffee time permits people to linger and promotes conversation and fellowship. Expected Outcomes: (Prioritize top three to five objectives. Measurements describe when and how a specific outcome will be measured/tracked.) OUTCOMES Serve donated enjoyable refreshments Encourage fellowship Obtain feedback Maintain a strong committee Communicate effectively MEASUREMENTS Quantity consumed Number of parishioners who gather Information received via and in person Add volunteers, hold quarterly meetings Use of Sign Up Genius, successful donations HOW: Goals: [What are the short (1-3 years) and long term (3 to 5 years) goals for this ministry?] GOAL DESCRIPTION TIMEFRAME i.e. year one; years 2-3, etc

2 Improve supplies Improve purchasing process and inventory control Year 1 Maintain & organize space Quarterly clean out Year 1 Add volunteers Monitor and respond to parishioner feedback Improve equipment Request through communications / Life Promote comments through hospitality@sdlife.org Replace/add commercial grade coffee maker(s) Year 1-5 Year 1-5 Year 1-3 Activities: (What activities and events occur in this ministry? Describe activities and tasks that will achieve expected outcomes.) For all Sunday services, the ministry prepares coffee and tea and provides basic paper goods for serving. Coffee is made ahead of time, on Saturday, using a timer. Refreshments are now provided by parishioners or ministry groups. The refreshments are assembled on serving trays for each service. A serving table is set up in the center of the narthex. All paper products and beverage supplies are placed at the coffee table and center serving table. The Hospitality Volunteer for that week is in charge of assisting and overseeing the donating volunteer with all preparations, replenishing refreshments, and cleanup. Inventory is monitored weekly and supplies are purchased by a committee member as needed. Strategy: (What this ministry is, what the ministry is not.) What it is What it is not Volunteer based Funded through church budget Staff provided Fundraising ministry

3 Fulfilling normal hospitality needs Making best use of limited space and equipment Not staffed for larger special events such as funerals, receptions, parish wide events, etc. Currently able to designate and define the kitchen/serving area to enhance efficiency, ensure safety, and prevent unauthorized access SPIRITUAL DISCIPLINES: Spiritual Disciplines: (What spiritual disciplines does this ministry support or enhance, i.e. worship, prayer, Sabbath keeping, small group, bible study, tithing, telling your story?) Worship, Sabbath keeping FINANCIALS: Resources Required: (What does this ministry need to succeed i.e. money, staff resources, space, supplies, etc.?) Leadership Coordinators for each service, responsible volunteers who can commit to serving at least one Sunday per month. 9:00 service is lacking enough volunteers. A push will be made to recruit additional 9:00 volunteers. Money for supplies and equipment, as needed Improved equipment it may be necessary to invest in a higher-grade, commercial coffee maker and upgrade the decaf coffee maker, which has been deemed unacceptable quality by the Fire Marshal. Preparation space/kitchen area needs: Coffee is brewed via timer plugged into an outlet in the sink area. The urn FULL of HOT coffee must be moved to the coffee serving area for parishioners to have access and back to the sink area with remaining HOT coffee and grounds for clean up. When coffee is brewed it should stay put, but this is not possible with the current setup. Small refrigerator is not adequate to hold a full month s worth of supplies Open access allows: 1. unsupervised children to use the hot water or coffee urn, which is a definite safety concern 2. anyone can go through the refreshments before they have been properly served and help themselves, which is not sanitary 3. the coffee and food tables can be rushed/crowded immediately after the service, which makes accessibility difficult

4 4. use of the kitchen sink area by anyone at any time, should be limited to Hospitality Volunteers during coffee hour to maintain cleanliness and protect food 5. kitchen area is seen as too small. Budget Requests: (Please attach a detailed budget request if you require funds from St. David s to support your ministry.) 2016 Operating Budget: $2,000 The current Hospitality budget of $2,000 has been adequate for current needs. The increase last year to this level of funding enabled Hospitality to provide funding for increased supply costs, funding of requests regularly made to Hospitality that were not able to be fulfilled, and the cost for the Annual Meeting luncheon was fully met. Fundraising: (Plans for fundraising which include the solicitation of or communicating to parishioners events either on or off St. David s campus, must be a component of the vestry approved Strategic Ministry Plan and confirmed by the Fund Raising Committee.) o Proposed event(s): EVENT DESCRIPTION PROPOSED DATE LOCATION $$ GOAL N/A Potential up front costs with explanation: N/A a. Source of funds N/A HUMAN CAPITAL: Ministry Leader(s): NAME PHONE NUMBER ROLE Donna Lewis Ministry Leader and 9:00 Service Coordinator Jessica Braun 10:45 Service Coordinator

5 Position Descriptions: (Key positions, assignments only) Ministry Leader coordinates ministry functions and communicates with volunteers 9 a.m. Hospitality Coordinator coordinates 9 am volunteers, point of contract 10:45 a.m. Hospitality Coordinator coordinates 10:45 volunteers, point of contact Supplies Purchaser purchases all supplies used by Hospitality Ministry Coffee Starter Saturday prepares coffee for brewing, fills hot water urn and sets timer for Sunday a.m. Ministry Budget Request Item/Activity Description New / Recurring Requirement Current Year $s Next Year $s Coffee Maker Estimate at least one inexpensive coffee maker per year possibly commercial grade in future RR as needed $ 300 $ 200

6 Coffee and supplies Costco and grocery store, individual reimbursements RR $ 1,200 $ 1,300 Annual Meeting Luncheon RR $ 0 $ 300 Special Events Unexpected special requests RR $ 0 $ 100 Birthday Cakes For Clergy RR $ 0 $ 100 Bagels/Muffins Provided by parishioners or hosting ministry on a volunteer bases $ 0 $ 0 Total $ 2,000

7 Ministry Membership Roster Name Position Phone Donna Lewis Ministry Leader, 9:00 Coordinator Francine Harmon Supplies Purchaser Allan Steed Coffee Starter 9:00 Volunteer Andrea Burnes 9:00 Volunteer 2nd Margie Mamrol 9:00 Volunteer 3rd Jessica Braun 10:45 Coordinator Mary Habert 10:45 Volunteer 1 st Karl & Sherry Colder 10:45 Volunteer 2nd Mark & Micha Moore 10:45 Volunteer - 3rd

8 Pam Long Substitute Volunteer Report of Ministry Accomplishments Please describe the top-five accomplishments for which this Ministry was responsible this year: 1. Maintained clean kitchen area and supply closet. 2. Communication using successfully in use 3. Improved communication between coordinators and volunteers 4. Marketed use of Sign Up to request Coffee Hour donations 5. Streamlined and improved user friendly guidelines for Hospitality donors