Reserve a Room:

Prior to any meeting or event at Messiah, a room must be reserved through the church office. Complete a Space Request form in the church office and place it in Carol Hyatt’s mailbox OR complete the online form.

Submit an Announcement to the Bulletin or Newsletter: 

All announcement requests should be given to JoElla Kath, either by email or in her mailbox in the office.  Weekly bulletin submissions need to be received by Wednesday for the following Sunday.  Monthly newsletter submissions are due the 10th of the month prior to the publication month.

Plan a Funeral:

Contact the church office and a pastor will schedule a planning session with you and your family to make funeral arrangements.

Schedule a Wedding: 

Contact the church office for availability and schedule an appointment with a pastor to reserve your date and time.  Couples need to complete the pre-marriage class with a pastor prior to being married at Messiah.

Schedule a Baptism: 

Contact Carol in the church office to schedule a date.  Contact Diane Meyer to schedule the Baptism Class, which must be completed prior to the baptism.

Scheduling Events or Meetings & Reserving Space

Before scheduling any event, be sure to check the master calendar in the church office or with the Administrative Assistant for conflicts. To reserve space, fill out the Space/Activity Usage Request form. As the form says, "completing this form does not guarantee usage of the space for the time you have requested." But it helps us plan ahead. We would like you to submit this form as early as possible, by August 1, for annual or regular activities, and at least two weeks in advance for one time events. Turn the form in to the Administrative Assistant or put it into her mail box in the office. Alternatively you could mail it electronically to the Administrative Assistant. If there is a conflict, a staff person will contact you. Note that we typically do not schedule any meetings during Holy Week! (To mail the form electronically, save a copy of the form to your computer, fill it out using Microsoft Word, then mail it as an attachment to the Administrative Assistant.)

Setting up Tables & Chairs and Other Equipment

If you need tables, chairs, or other equipment set up for a meeting or event, you will need to arrive early enough to do this yourself. We ask that you submit your request in writing at least one week in advance either online or in the office. Submitting a form does not, however, guarantee use of a particular item at your requested time. We will make every effort to accommodate your request, and contact you if adjustments need to be made. Note that the audio visual equipment is not set up. Get the equipment and return to the Resource Center after use.

Mail & Distributing

If you wish to ask the office staff to distribute/mail agendas or minutes, please provide them to the secretary print ready with instructions for distribution. We can do this only as time permits, so your help is appreciated here! There are "task slips" located on the North wall of the copy room for your requests. Please use one of the forms provided in the lower left hand corner to describe your task. If at all possible provide a completed example. Explain your project completely and leave your name and phone number should we run into a problem. The red forms are for a project needed within 24 hours. If you want to do copying and need to learn how to use the copier, see one of the office staff.

Purchasing

There are two ways to purchase that each use a different form

Authorization for Purchase Vouchers (APVs) are available on a shelf in the office work room for you use. These are used when a purchase has already been made, or when a check is to be sent with an order. They may be completed by any board member/staff, must include the account number and be routed by the Board Chairs who are the only individuals authorized to approve these documents.

Purchase Orders are available only from the Administrative Assistant or the Bookkeeper. These are used in other situations, for example, for large orders from firms that accept Purchase Orders. They are completed for authorization by the person who does the ordering and/or by the director of the board before a purchase is made, for which a bill or invoice is to be sent. When you contact the Bookkeeper or Administrative Assistant for a purchase order number, be prepared to give the name of the firm from which you are ordering, the account from which the funds are to be drawn against, and an approximate amount you anticipate the bill to be. When you actually order from the firm, give them the purchase order number.

For both forms you will need to include the account number from which the funds are to be drawn. The account number is available from the "Chart of Account Numbers" which is available in the copy center of the office on a shelf on the South wall.

Obtain a Key

The Administrative Assistant keeps account of and distributes all church keys.

To be issued a key you need to complete an application form available in the office and obtain the signature of the Director of the Board of Trustees. In order to maintain accurate accounting for keys, we do not simply pass keys from one person to another. It is the responsibility of the President of the congregation to see that keys from outgoing Board Directors are returned to the Administrative Assistant upon the completion of their terms of office.

Directors, members, repair people, etc. will be issued a key only after application and approval by the staff and Board of Trustees.

Receiving Gifts

If someone wants to charitably give your board or Messiah a gift of money or an item, there is a procedure, including a form to fill out, for handling that. This procedure allows Messiah to understand the giver's intended use of the gift. This procedure is in the process of being revised and will be posted here when the revision is completed. In the meantime contact the Director of the Board of Stewardship to get the current form.