Sexton for Major Church Events
The 'Sexton for Major Church Events'(SMCE) primarily provides direct custodial support of major 'church' internally controlled events usually involving the priest and/or a large number of general parishioners and the use of multiple church campus rooms usually including the kitchen.
These Major Church Events include...
- Sunday Events -
- Worship Services,
- Christian Education (Sunday School),
- Coffee Hour Fellowship,
- Parish Annual Meetings,
- Bishop Visits,
- Ministry Fairs,
- Talent Shows,
- Christmas Auctions;
- Memorial Garden Interment of Ashes;
- All Saints Days (panels of the deceased);
- Wedding Rehearsals;
- Wednesday evening fellowship and education with initial common meal
- Wonderful Wednesdays,
- Lenten Education Series;
- Vestry Meetings;
- Shrove Tuesday Suppers;
- Maunday Thursday Meals and Stripping of the Altar;
- Good Friday;
- Easter Vigils;
- Rummage Sales;
- Preschool events highly attended and not occurring in the preschool area -
- Parents' Orientation,
- Valentine Dances,
- Book Sales,
- Grandparents Days,
- Art Show,
- Vacation Bible Schools;
- Music Camps;
- Angel Tree Gift Assemblies;
- Gifts to the Christ Child Assemblies;
- Christmas decorating;
- Hanging of the Greens;
- Christmas Eve Worship Services.
The 'Sexton for Major Church Events'(SMCE) usually does NOT provide direct custodial support for...
- Small church committee meetings and classes because of their size, only a few specific parishioners are involved, and only one room is used.
However, smaller events that require major church campus set-ups or provide unusual hospitality to strangers are custodially supported.
- Minimally attended worship services such as the Wednesday Healing and Christmas Day services. However, the sanctuary is left ready for such services after the previous worship service.
- Externally controlled private events not involving general parishioners. These events are controlled by an agreement between the church and those using the church. The agreement includes how the church may be used and that the church is to be left generally as it was found before the event. Alcoholics Anonymous meetings are examples of such events.
- Routine preschool daily activity generally occurring in specific preschool areas. This activity is custodially supported by the 'Sexton for Preschool and Housekeeping' or Housekeeper. However, the SMCE does support highly attended major preschool events occurring in the church area and not preschool areas such as parents' meetings and graduations involving significant furniture set-up.
The direct custodial support of major church events includes:
- EVENT SET-UP – Prepare the church campus, making it safe and attractive! Primary function of the SMCE.
Requires starting 2 to 6 hours before the event.
Start earlier, if church campus is in poor condition.
May require doing certain tasks the day before when set-up is
extensive or noise is involved.
- Provide access to rooms.
- Unlock all doors to needed rooms.
- Keep doors locked for rooms not to be used.
- Turn on all necessary lights.
- Set environmental controls.
- Remove inappropriate items.
- Put items in their proper place.
- Arrange furniture as required.
- Close dumpster lids and gates.
- Check and service handicapped door opener switches as necessary.
- Clean outside furniture.
- Remove debris accumulated since the last scheduled housekeeping, grounds, and snow removal services.
- Clear exterior and interior entry ways, entry walks, and memorial garden.
- If necessary try to use the leaf blower the day before the event but only after 9 AM.
- If necessary just before the event, still do not use the leaf blower in the vicinity of the parking lot before 9 AM, and as briefly as possible elsewhere on the church campus.
- Stop all use of the leaf blower, shop vacuum, and vacuum cleaner 15 minutes prior to event.
- Set up tables and chairs as required or according to previous
Church Campus Set-ups
- Locate TV Tower as required.
- Locate Projector Cart, Screen, and Sound hook-up as required.
- Adjust sanctuary sound as required.
- Turn on the audio in the sacristy audio closet.
- Check and adjust the volume for the lectern, pulpit, piano, and organ.
- Direct the sound from the sanctuary to the speakers in the gym, business hall, guild room, and upstairs chapel.
- Turn on the lower unit in the sacristy audio closet and adjust its volume.
- Turn on the audio in the gym audio closet, plug in chrome plug into jack #6, and adjust the volume.
- Visit business hall, guild room, and upstairs chapel speakers and adjust their volume.
- Have 2 new 9 volt batteries and 4 new AA batteries for lapel microphones in a basket, visible inside the sacristy audio closet.
- Place outside blinds over sanctuary windows as required.
- Provide cough drops in the narthax entry of the sanctuary.
- Keep out of the reach of children, high in the window enclosure.
- Place in a bowl but keep in original container.
- Extra bags kept in the narthax wall desk.
- Replenish hand soap dispensers as needed.
- Replenish paper products.
- Stock paper towel dispensers as needed.
- Stock toilet paper dispensers as needed.
- One paper towel roll in the kitchen and each restroom.
- One box of facial tissues in each room.
- Display flags in front of church.
- Stars and Stripes are on left side as facing the flags and never alone.
- Fly during day with no persipitation.
- Fly during all worship services except Good Friday.
- Sweep, vacuum, mop floors as necessary.
- Remove any trash and recycles.
- Clean rest rooms as necessary.
- Ready kitchen as necessary.
- Activate dishwasher.
- Turn on dishwasher.
- Set cycles to 2.
- Turn on auxiliary heater.
- Close lid to fill.
- Check detergent dispenser level.
- Replenish coffee making and serving products.
- ON-GOING EVENT SUPPORT – Respond to parishioner and volunteer requests. Keep things in order. Do not draw attention or distract from the event.
Only done as SMCE hours limit permits. Volunteers expected to fully support on-going event.
- Initially allow for parishioner volunteering.
- Adjust seating as actual attendance occurs.
- Resupply items as needed and requested.
- Re-inspect and maintain restrooms.
- Do immediate clean-ups and fixes.
- Quietly prepare accumulating dishes for washing,
keeping kitchen doors shut, and
wash unless dishwasher noise is not desired.
- Remove accumulated excess trash and recycles.
- EVENT RECOVERY - Clean up, put everything away, and have the church campus ready for the next event!
Make the church campus look as though the event never happened.
Volunteers expected to do much of the event recovery. SMCE must always finish recovery before next event.
- Initially allow for parishioner volunteering.
- Launder as necessary and put away table cloths.
- Clear, wash, and put away all remaining dishes.
- Wipe down kitchen counters and sinks.
- Drain and turn off dishwasher and auxiliary heater .
- Make sure stove, oven, and coffee maker are turned off.
- Make sure refrigerator and freezer are shut.
- Clean marker boards.
- Take photos of anything left on board and save for a week.
- Erase markings with eraser or rag.
- Wet clean with solvent designed for board.
- Put all items in their proper place or ready for next event:
- Furniture returned to usual location:
- Folding tables to gym table closet or choir room table rack;
- Folding chairs to chair closet or sanctuary flag entrance (12);
- TV cart to guild room Elizabeth St./fireplace corner;
- Projector cart to financial office;
- Projector screen to library closet;
- Computers to respective locked office;
- Microphones with boom mounts and cable clips to lidded box in sacristy audio closet;
- Wrapped microphones cables to sacristy audio closet;
- Microphone booms and music stands to under steps in upstairs vesting area;
- Turned-off lapel microphones to basket in sacristy audio closet;
- Any left vestments hung on hangers behind sacristy door.
- Remove left items to business hallway lost-and-found,
- Remove used or old papers,
- Align prayer cushions,
- Order books,
- Red prayer book outer,
- Blue hymnal first inner,
- Black bible and Gray special hymnal second inner or Gray hymnal in front of black bible center,
- Blue hymnal and Gray special hymnal in back of choir chairs,
- Red prayer books in choir partition rack,
- Black bibles in lectern base in choir,
- Sharpened pencils in all holes and not in pockets,
- Three full three page Welcome cards in front pocket,
- Three Contribution envelopes (seasonal as appropriate) in back pocket,
- Scratch paper at very back
- Replenish paper products.
- Clean rest rooms as necessary.
- Sweep, vacuum, and mop floors as necessary.
- Remove all trash.
- Reset environmental controls.
- Raise temperature setting of any air conditioner lowered because of high occupation.
- Turn-off any air conditioners in areas not being used.
- Remove flags from front of church.
- Turn off lights no longer needed.
- Close and lock doors when access is no longer required.
The 'Sexton for Major Church Events' attends all staff meetings; and reviews church staff e-mail, text messages, phone calls, and church website calendars, on a daily basis to maintain knowledge of the schedule of church events and their requirements for SMCE custodial support.
The 'Sexton for Major Church Events' is not to work more than 8 hours in a day.
- If a major church event's set-up, execution, and recovery are estimated to take over 8 hours, but must be done on the same day, the set-up will done in no more than 4 hours, the SMCE will split the work shift and leave, return after the execution of the event, and recover from the event in no more than 4 hours. If on-going event support is required, any recovery putting the total hours above 8, will be done on the following day.
- If two major events are scheduled for the same day, most all of the first event's set-up will be done on the previous day. The shortest possible first event set-up, for parishioner safety (snow removal) and dining preparation (initial coffee brewing), will be done at the beginning of the day of the events. The SMCE will then leave as soon as possible. The work day will be split with no on-going first event support. The SMCE will return later for first event recovery and second event set-up. The SMCE will then leave for the day, providing no on-going second event support. SMCE second event recovery will be done on the following day.
The 'Sexton for Major Church Events' is to work no more than 25 hours in a week unless pre-authorized by the parish manager. This would be done by the parish manager's approval of a tentative weekly schedule issued on Tuesday for the week. Once 25 work hours are attained only required event set-up and event recovery will be performed. An attempt will be made to counter excess weekly hours by shorter future work weeks when major church events lessen.
The 'Sexton for Major Church Events' maintains a list of encountered
Church Campus Discrepancies
which are updated monthly.
The 'Sexton for Major Church Events' prepares for the interment of ashes in the memorial garden by placing an aluminum cylinder with cap, found in the north furnace room, in the sacristy. Just before the interment, the memorial garden is cleared of debris, and the niche is prepared using the interment tools kept in the main office, according to the oral and written instructions from the parish administrator. After the interment and departure of all participants, the niche is capped using a cap, also found in the north furnace room, and closed using the same tools from the main office. .
The 'Sexton for Major Church Events' purchases or orders church cleaning, restroom, and kitchen supplies. These are stored in the metal lockers found in the north furnace room, the north basement mop closet, the first floor corner closet for the housekeeper, the business restroom wall cabinets, upstairs in the utility room for the preschool, the mop closet behind the kitchen, below the kitchen garbage disposal, below the kitchen coffee maker, up high in the gym tablecloth and table closets, and next to the washer and dryer in the south basement.
The 'Sexton for Major Church Events' removes trash and recycles, vacuums and scrapes carpets, sweeps hard floors, cleans apparent hand sink and restroom soil-age, but only as necessary in the preschool area, when the 'Sexton for Preschool and Housekeeping' or Housekeeper is unable to work after one preschool day and before the next preschool day.
The 'Sexton for Major Church Events' moves items to and from deep storage.
The 'Sexton for Major Church Events' clears and cleans window wells especially around the preschool basement, outside basement steps, roof drains (not eave troughs), and air conditioning enclosures. This is done to prevent basement flooding and roof leaking. The need for this should be checked whenever it rains.
The 'Sexton for Major Church Events' purchases and replaces water filters during the months of February and August. Turn off water feed and bleed air from line before removing filter canisters. Follow the instructions of on filters for pre-flushing of filters and flushing of units after installation. Bleed air from water line after filter installation. Mark the date of replacement on the outside of the filter unit. Filter locations:
- Upstairs Preschool water fountain,
- Basement Preschool water fountain,
- Business Hall water fountain,
- Kitchen coffee maker (inside cabinet above garbage disposal).
The 'Sexton for Major Church Events' purchases and replaces air condition filters during the month of February. Mark the date of replacement on the exposed end of the filter. Filter locations:
- 16X25X1 - 4 - Preschool upstairs closet, single unit, side by side (remove north end panel),
- 16X20X1 - 1 - Music Director's office closet, unit 1,
- 16X20X1 - 1 - Music Director's office closet, unit 2,
- 16X20X1 - 2 - Main office, single unit, side by side,
- 16X20X1 - 2 - Elizabeth St. attic, gym wall, single unit, side by side,
- 16X25X1 - 1 - Elizabeth St. attic, street wall,
- 24X30X1 - 1 - Vesting area closet, single unit, side by side,
- 20X30X1 - 1 - Vesting area closet, single unit, side by side.
The 'Sexton for Major Church Events' is to be telephoned by the first preschool staff person arriving at the church in the morning, if there is a severe build-up of ice melter on the gym floor, and the preschool is to use the gym that very morning. The 'Sexton for Major Church Events' will then proceed to the church to clean the gym floor. The travel and task will require 1 1/2 hours to complete. If the preschool is not to be in session that day, then any preschool staff person observing the gym's poor condition should report this to the parish manager, so the 'Sexton for Preschool and Housekeeping' or the Housekeeper may be specifically instructed to clean the gym floor during the day.
The 'Sexton for Major Church Events' also performs special custodial projects as time permits. These include clearing and cleaning church campus areas such as entry windows and the dumpster area. They include electric lamp replacement, minor vacuum cleaner repairs, and plant watering. The projects are initiated by the SMCE's repeated observations of such custodial needs or upon the requests of other parish staff. However, the support of major church events and already listed tasks take priority over any special projects.