Shauna Melvin Ruth Goodrich. Shauna Melvin

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2 Getting on the Calendar...3 On Line Calendar Access...3 Rooms and Resources...4 Reserving the Church Van...5 Publicity - Printed Announcements...6 Publicity - Electronic Announcements...7 Photography...8 Budgets, Finances, Reimbursements...9 Maintenance Repairs and Safety...10 Appendix Form 1 Calendar...11 Form 2 Reimbursements...12 Form 3- Media Request Form...13 Form 4 Maintenance Request...14 Form 5- Van Request Form...15 Our Committee Lessons Learned Notes...16 This Process Document was prepared by the Communications Committee. If you have additional items you would like to see included or updates for the next publication, please contact: Shauna Melvin Shauna@gvcc.tuccoxmail.com Thank you for your support in following these processes. Ruth Goodrich Shauna Melvin Sheila Beck 2

3 Getting on the Calendar On Line Calendar Access Calendar forms are available in the main office and must be completed in detail before request is added to the church calendar. Committee meetings, Special Events, Classes etc will all require this process and should be turned into the church secretary. You can view room availability online using the website link above. Appendix - Form 1 Calendar Request Specifics that you will need to know: Date of meeting or event Start/end time Set up (date and time needed) Room desired Will you have Food/ Beverage? Will you need child care? Do you want Media (PowerPoint, Microphones, Wall Projection/Screen Computer, VCR-DVD, Television) Will you need assistance in planning an event? Calendar Contact: Jill Carter PH: jill@gvcc.tuccoxmail.com Promotional assistance & Supplies Contact: Shauna Melvin PH: Shauna@gvcc.tuccoxmail.com 3

4 Rooms and Resources Please refer to this information when reserving rooms Conference Room (C) Fireside Room (F) Johnson Hall (JH) Kitchen (K) Library (L) Music Room (M) Narthex (N) Large conference table. Can seat up to 12 people Sofas and Chairs. Small meeting space w/capacity to seat Large Room seating capacity varies on table layout. Room can be divided into two rooms with an accordion door, can also be opened even larger into the music room for maximum seating. (Up to 230) Certified Kitchen. A certified Kitchen person must be present. Large table can seat 6-8 people Risers with folding chairs. Can seat approx people Lobby on south end of the building- Used for Table Displays and Information Purposes. It is the Welcome Center Location. Sanctuary (S) Seats 300 Sunday School Rooms (SS) Large (PS) Preschool (NS) Nursery (MP) Multi Purpose Room Formerly Youth Room Resources and Rooms where they are available Microphones: DVD/ TV: DVD/Projection White Boards: Easels Flip Charts JH, Narthex, Sanctuary JH, Fireside Room, Sanctuary, Large SS Room JH, Sanctuary All Rooms All Rooms All Rooms 4

5 Reserving the Church Van Any committee or group can reserve the Van as long as an approved driver is available for that date and time. It is up to the group to coordinate a driver. (See approved drivers list below) Church Van Contact: Jim Cate PH: rev4@msn.com Request forms are in Van mailbox in the main office. If you need assistance finding the mailbox ask the Church Secretary. Please fill out form completely and return to the Van mailbox. (See Appendix Form 5) Once approved, the request is put on the Van board in the main office, and then passed on to be put on the church calendar by the Church Secretary. Approved Drivers List Name Phone Doug Bolstad dougbolstad@earthlink.net Jim Cate revj4@msn.com Barry Ehrman barryehrman@aol.com Shauna Melvin shauna@gvcc.tuccoxmail.com Scott Melvin ssmelvin@cox.net Andi Grantham valleygal@reagan.com Bill Grantham Jwg072546@gmail.com Jerry Haas revjhaas@gmail.com Anthony Jacobs Tjcollidingmoments.com Rosemary Kilby rkilby@ag.arizona.edu David Koss desertbell889@aol.com Jim Reedy jimreedy@cox.net Harry Smith Harry.smith1@cox.net 5

6 Publicity - Printed Announcements GV Newspaper Contact: Jerry Schultz PH: jerryschultz@cox.net KGVY Radio Contact: Bill Voorhees PH: wvoorhees19@gmail.com Bulletin Deadline for Bulletin submission is each Wednesday at 12:00. Please keep announcements brief. Contact: Jill Carter PH: jill@gvcc.tuccoxmail.com Newsletter: Deadline for Newsletter submissions is the 3rd Wednesday of the month with exceptions for holidays (Thanksgiving & Christmas). July and Aug are combined. Please check the Church calendar for exact dates. Contact: Jill Carter PH: jill@gvcc.tuccoxmail.com 6

7 Publicity - Electronic Announcements Electronic Announcements can be used to reach out to the congregation during the week and to keep communication flowing 7 days a week! Website Currently the GVCC website includes information on: Updated current calendar with one click Electronic bulletin board with events Current events Radio broadcast on KGVY Chancel Choir Music Ministry Pages News feed from the UMC on events Click for the news feed. Contact: Sheila Beck gvccmediateam@gmail.com Web Team : Les Brisbois Bill Voorhees FaceBook You can reach the FaceBook page by visiting and clicking the icon. Each day there are new posts on current happenings at GVCC. Photos, fun, inspirational and spiritual postings daily. Contact: Sheila Beck gvccmediateam@gmail.com FaceBookTeam: Cathy Anderson Electronic Bulletin Board - (EBB) The Electronic Bulletin Board is a presentation playing in the Sanctuary, Johnson Hall and the Narthex on Sunday Mornings, on the Website everyday and is posted on FaceBook. It contains all upcoming events and notices for GVCC from the Newsletter and the Weekly Bulletins. It can also contain other special announcements as needed Contact: Sheila Beck gvccmediateam@gmail.com EBB Team: Jane Furtwangler, Shirley Urquhart, Joanne Christenson See Appendix for Additional Information Media Form 3 7

8 Photography To have photos taken at your event, please give the photographer as much notice as possible. If you want your photos submitted to the newspaper, keep in mind that they need a week or so to consider and there is no guarantee they will use what we give them. If photos are to be used in the website, electronic bulletin or FaceBook, notice of 1-3 days is also needed in advance to arrange for someone to be available to prepare the photos to upload into the applications. If your committee has a need for photos to be taken on a regular basis, it is suggested your committee select a photographer for your committee as a standard office. If the Media Team camera is needed your Committee Photographer will need to attend a training session. Each time the camera is used it will need to be signed out and signed back in. Photos can be ed or downloaded to the Media Team or to the Print Team from personal cameras. Main contact: Jerry Schultz Phone: jerryschultz@cox.net Approved Photographers: Jerry Schultz Janie Furtwangler Don Scarlett Sheila Beck Subject Line: PHOTO REQUEST jerryschultz@cox.net gvccmediateam@gmail.com gvccmediateam@gmail.com gvccmediateam@gmail.com See Appendix for Additional Information Media Form 3 8

9 Budgets, Finances, Reimbursements Your Committee/Work Area may have money available (budgeted) for your use. This money comes from pledges, plate offering and other sources that make up the annual church budget. If you are unsure that you have a budget or how much it is, consult with the Financial Secretary who will provide you with the information. In addition, you may have more money available in what is called Restricted Funds. These are monies donated for use to a specific Committee/Work Area/Project. This money may be further restricted by the donor to a specific item, for instance music for the choir or toys for the nursery. The Financial Secretary has the complete details of your restricted account. Per Church auditors instructions, if you have restricted funds they must be used before the budgeted funds. All requests by individuals and groups for financial donations (money) that are to be printed in the bulletin and/or the newsletter require the approval of the Finance Committee. Note: These donations are not tax deductible by you, will not appear on your statement from the church and are taxable to the individual receiving them. A form to request reimbursement for money spent on behalf of your committee/work area is available (See Appendix Form 2) Information provided from the Financial Secretary and the Church Secretary. Finance Secretary Contact: Lou Schellhaas Phone lschellhaas@gvcc.tuccoxmail.com Office hours: Mondays and Thursdays 8AM to 4PM 9

10 Maintenance Repairs and Safety If your committee requires maintenance please complete the Maintenance Request Form and place it in the Maintenance mail box. If you need assistance finding the box see the Church Secretary. If the problem is a safety issue, please notify and place the form in the mail box. All safety issues are considered urgent. Maintenance will respond as quickly as possible to the problem. Please feel free to follow up if you have any concerns. Head Custodian Contact: Roger McMahon Phone: See Appendix Form 4 10

11 Appendix Form 1 Calendar Request - Include Link to Website 11

12 Form 2 Reimbursements Finance 12

13 Form 3- Media Request Form This form can be used to request all Media Services. Originals are included in the manual and are available in the Church Office. Access to the online form is on the website on the Media and Technology Ministry page. Try it!! It is easy! 13

14 Form 4 Maintenance Request 14

15 Form 5- Van Request Form 15

16 Our Committee Lessons Learned Notes Use this form to record information on events and lessons learned on how to make them more special and better each time the event occurs. Pass it on next year! Colossians 3:23 Thank you for your volunteering on our committee. God Bless You. 16

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