Attn: Treasurer
Point Grey Inter-Mennonite Fellowship
4000 West 11th Avenue
Vancouver, BC  V6R 2L3
CANADA

IMPORTANT NOTE: it is very important that you do not write anything in the memo area of your cheque if you want to designate the funds you are donating. If you wish your contribution to be used for the work of a specific missionary or project, you should express your intentions to the church Board in a separate letter enclosed with your cheque. By following this recommendation you will help us comply with the regulations of the Canada Customs & Revenue Agency with respect to our duties as a registered charity. Thank you.

If you would like to help the church Board and Officers in their ministries, here is some information about their roles. Each position has a two year term.

The Board consists of one person from each of the following roles/committees: Moderator, Congregational Coordinator, Secretary, Treasurer, Member At Large, Pastoral Care Committee, Worship Speaker Coordinators, Youth Education and the Childhood Education & Nursery Coordinators.

The non-Board Officers of the church are: Worship Leader Coordinator, Music Coordinator, Assistant Congregational Coordinator, Webmaster, Food Coordinator, Chapel Maintenance Coordinator, MCC Liaison, Missions Liaison, Membership Secretary, Archivist, Reporter, Social Committee, Columbia Bible College Representative, Camp Representative, and the Nominating Committee.

DISCLAIMER: The following descriptions are adapted from the Policies and Procedures Handbook (April 1999 edition) but have been embellished to provide more details. The printed version of that document, approved by the Board and maintained by the Archivist, is the official position of the church with regard to the formal responsibilities of each role - not this web page.

Moderator (Board Member) - Don Teichroeb

• calls and chairs all official meetings of the congregation and the Board

• represents the church as a liaison to conferences and ministerial associations

• keeps in touch with the various committees and the overall functioning of the church

• ensures that the congregation is informed about issues and developments

Congregational Coordinator (one Board Member) - Andre Pekovich

• prepares the weekly "bulletin"

• ensures that the church directory is published

• organizes church mailbox labelling

• handles incoming telephone messages and mail

• assistant to the Moderator

• other administrative tasks as assigned by the Moderator and/or Board

• on an exception basis, two people may jointly share this role

Secretary (Board Member) - Diane Ehling

• takes, maintains and distributes minutes of meetings of the Board and congregation

Treasurer (Board Member) - Janice Kreider

• chair of the Finance Committee of three Board-approved members

• ensures that all donations are collected by a counter and verifier then deposited promptly (download and print the 1-page Offering Worksheet PDF)

• ensures that invoices and payroll (if any) are paid up to date (two signing officers required)

• keeps the books of the church and produces financial statements for the Board and congregational meetings

• ensures that charitable donation receipts are issued annually 

• files annual charity return and GST rebate

Pastoral Care Committee (one Board Member) - Erika Hannan, Evan Kreider, Hedie Hintz, Hannelore Schowalter

• enhance the spiritual life of the church

• organizing 'house groups'

• meet for prayer bi-weekly

• arrange for flowers to be sent to the ill or bereaved

• visit those seeking counselling and refer them to a suitable Christian counselling service

Member At Large (Board Member) - Veronica Dyck

• contribute to the leadership of the church from a congregational perspective

Worship Committee (permanent committee)

• sets policies and written guidelines for the general themes and structures of the worship activities of the church, consisting of all of the people in the following roles:
   

  • Worship Speaker Coordinators
  • Worship Leader Coordinator
  • Music Coordinator

  NOTE: Veronica Dyck is assisting the committee in a coordinating capacity

Worship Speaker Coordinators (one Board Member) - Andre Pekovich & Henry Neufeld

• ensures that a suitable speaker is arranged for each Sunday service as needed

• participate in the Worship Committee

• NOTE: view the Speakers, Topics and Events Schedule to see who the upcoming speakers are and what they will be speaking about.

Worship Leader Coordinators (Officers) - Rosie Perera

• ensures that a suitable worship leader is arranged for each Sunday service as needed, and that the person has a copy of the Worship Leader Duties document (PDF, 2 pages 14KB) to help them fulfill that role

• participate in the Worship Committee

• NOTE: view the Worship Service Team Schedule to find out which dates still need volunteers.

Music Coordinator (Officer) - Ruth Enns

• ensures that a suitable song leader and pianist is arranged for each Sunday service as needed

• participate in the Worship Committee

• NOTE: view the Worship Service Team Schedule to find out which dates still need volunteers.

• Search for keywords in the text of the Hymnal: A Worship Book. There is also a list of hymns by number and alphabetically.

Point Grey Ministerial Association Representative (Officer) - Rosie Perera

• represent the church on the ecumenical gathering of local Point Grey church leaders

Webmaster (Officer) - Kevin Hiebert

• reports to the Congregational Coordinator

• ensures that the PGIMF.ORG domain name is owned by the church and that the current Congregational Coordinator has administrative control of the domain name

• ensures that e-mail addresses and distribution lists @pgimf.org are available for the Congregational Coordinator to use

• posts schedules of events, lists of assigned volunteers, and bulletins at www.pgimf.org on a weekly basis in formats that are readable by nearly all types of common computer configurations (e.g. HTML and Adobe PDF).

• for the church sound system, is responsible to ensure that:

  • the lock combination is known only by Sound Helpers and another Board member
  • a Sound Helper is assigned to record each service onto a CD (instructions available)
  • a backup copy of each original disc is made and archived safely off-site
  • a sign-out sheet is maintained for the library of audio CDs
  • sufficient supplies of blank CD-Rs and batteries for the remote control are procured

Children's Feature Coordinator - Karl Brown

• ensures that a suitable volunteer is arranged to tell a story or make a presentation to the children during the service each Sunday if needed

Youth, Childhood Education & Nursery Coordinators (one Board member) - N/A

• ensures that suitable volunteers are arranged to teach "Children's Church" and staff the nursery each Sunday as needed.

• provide a rose at a newborn's first Sunday service
  
  Note to volunteers: please review the Sunday School Teacher Sign-up Schedule to find out which dates & age groups still need volunteers.

Ushers Coordinator (Officer) - Hannelore Schowalter

• ensures that a suitable usher is arranged for each Sunday service as needed

• ensures that each usher understands his or her duties: welcoming people, handing out bulletins, seating arrangements, taking the offering, and counting the offering.

Food Coordinator (Officer) - Hannelore Schowalter

• ensures that volunteers are assigned to provide 'goodies' and brew coffee and tea for each Sunday service as needed.

• set up teams to plan Pot Luck Lunches
• assist the Social Committee with food-related needs at Student BBQs and other special functions

  Notes to volunteers:
   

  • Please review the Food Group Assignments (PDF, 1 page, 25KB) to see which two months you are on duty. The leader of each group is responsible for scheduling group members for each Sunday in those two months and communicating the assignments to the Food Coordinator and the Webmaster (so that everyone can check the Hospitality Team Schedule page).
     
  • Please download and print the Guidelines for Food Group Individuals (PDF, 3 pages, 11 KB) and the Refreshments Information (PDF, 2 pages, 10 KB). This will help you understand your responsibilities including how to find and use the necessary supplies and equipment.

Chapel Maintenance Coordinator (Officer) - Tena Neufeld

• ensures that a suitable casual worker or volunteer is able to clean the chapel and see that that the chairs and hymn books are arranged for each Sunday service as needed

• creates schedule for members to supply flowers for each Sunday (see the Flower Assignment Page or the Hospitality Team Schedule page).

MCC Liaison (Officer) - Ed Epp

• receive mail from the Mennonite Central Committee (MCC) and determine how to best present relevant service and giving opportunities to the congregation

• encourage congregational involvement in local activities of the MCC British Columbia office, including the fall festival.

Missions Liaison (Officer) - N/A

• receive mail from the mission agencies (e.g. Mennonite Brethren Mission and Service International, a.k.a. -- MBMS) and determine how to best present relevant service and giving opportunities to the congregation

• correspond with missionaries

Membership Secretary (Officer) - see Congregational Coordinator

• keep accurate records of membership by baptism, transfers, and other related information as required by the B.C. Societies Act and for determining our obligations for conference dues & delegate allotments

• also track non-member adherents for statistical/service purposes

• maintain vital statistics information in confidence

Archivist (Officer) - Susie Funk

• keep copies of all church related publications, including bulletins and directories

Communications (Officer) - N/A

• this person -- formerly known as our "reporter" -- submits items of congregational news to denominational papers (e.g. MB Herald and Canadian Mennonite, News & Notes) and local media where appropriate

Social Committee (Officers) - Erika Hannan, Lisa-Dawn Kilthau & Diane Ehling

• arranges showers for engaged couples and families with newborns

• arrange the annual 'Welcome BBQ' for students of the Menno Simons Centre

Columbia Bible College Representative (Officer) - N/A

• receive mail from the Columbia Bible College and determine how to best present relevant service and giving opportunities to the congregation

• encourage congregational involvement in College activities

Camp Representative (Officer) - N/A

• receive mail from the Stillwood Camp and Conference Centre (formerly known as Columbia Bible Camp) and Camp Squeah

• determine how to best present relevant service and giving opportunities to the congregation

• encourage congregational involvement in Camp activities

Nominating Committee (ad hoc; formed by the Board)

• must include at least one Board member; formed in January of each year, dissolved after the AGM or as soon afterwards as its work is concluded

• establishes a list of upcoming vacant positions and solicits suggestions from the congregation for names of potential candidates

• contact potential candidates and recommend a slate to the Board and then to the congregation at the AGM for ratification

• nominations from the floor are accepted at the AGM if the nominee is willing to let his/her name stand

• if there is more than one nominee for a position, there will be an election at the AGM

© 2011 Point Grey Inter-Mennonite Fellowship 

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