TheHubCoordinator

THE HUB CO-ORDINATOR

ROLE:

• To co-ordinate normal and special activities of The Hub.
• To liaise with the CHMG co-ordinator and keep them up to date with all events for The Hub.
• To communicate with Church Council, Ministry Team and other Mission Group Co-ordinators dates of events and fund raising recipients for the year.
• To attend CHMG meetings.
• To facilitate a healthy Christian environment for the wider community and members of the congregation to enjoy, through establishment of healthy relationships and warm hospitality.
• Additionally, to ensure The Hub programs operate safely, while providing adequate pastoral support.

RESPONSIBILITIES:

• To uphold the vision, mission and policies of GWUC

ROSTER

• Each term, prepare a roster covering the 5 sessions of The Hub for each week.

• This includes

  • Keeping the database up to date with correct info for volunteers. Need to give any changes in info to ChurchOffice or DavidMorgan and ask them to update the info on the database.

  • Keeping The Hub Preference list on the wiki up to date. This shows the days and times each volunteer is available to be on the roster.

  • When ready to do the new roster, ask DavidMorgan to convert and email or print out a list of Hub volunteers and their preferences sorted in days and sessions.

  • Make a note of dates for volunteers who may be away or unavailable for any days in the next term.
  • Make the roster by entering the volunteers’ names on The Hub Roster page of the wiki.
  • Ask David Morgan to change the format of the roster on the wiki back to a format of days and sessions.

  • Create an up to date Contact List of Hub volunteers. ChurchOffice or DavidMorgan can do this from the database.

  • Copy the roster and contact list into a Word document and make any adjustments.

  • Email as an attachment The Hub roster and contact list to Hub volunteers and Ministry Team.

LEAFLETS

• Regular Hub leaflets.
• Keep The Hub leaflets, in both English and Chinese, stocked at GWUC in the holder on the CHMG board, in the rack on the Welcome Table, and at the Glen Waverley Library.

SPECIAL MORNING TEAS

• Special Morning teas are held usually once each term, but sometimes twice.
• Our regular special morning teas have been
  • Hot Cross Bun Morning Tea at The Hub supporting The Royal Children’s Hospital Good Friday Appeal
  • Australia’s Biggest Morning Tea at The Hub supporting the Cancer Council Victoria
  • Muffin Morning at The Hub
  • Seniors’ Morning Tea at The Hub
  • Christmas Morning Tea at The Hub
• This year we have included a Celebration Morning Tea at The Hub - celebrating 6 successful years of The Hub.
• Preparation for these morning teas includes

Leaflets / Posters

• Ask Vida Foo to design leaflets and posters advertising the special morning tea.
• Leaflets are A5 size, posters are A4 and A3 size, also an A3 size welcome poster to use on the day.

• Arrange with ChurchOffice to print the leaflets and posters.

• A check list for leaflets and posters has been created.
• Deliver leaflets and posters to different groups at the church and other places at least 2 weeks before the event.
• Put up poster on the CHMG board. Ask Heather Hon to arrange for posters to go in the outside notice boards near the entrance doors to the church.
• About 10-14 days before the event, put magnetic signs (e.g. Seniors’ Morning Tea, The Hub and logo, and You are welcome - in English and Chinese) in the outside GWUC sign board and use magnetic letters and numbers from the office to display date, day and time.

• Create an A6 size notice to go on the tables with Hub special dates on for the rest of the year. People can take one home as a reminder. Arrange with ChurchOffice to print these.

Tablecloths

• Check the storeroom for colour, number, size and shape of tablecloths needed.

Food

• Order any food from Muddings and send email to all Hub volunteers asking for people to let us know if they are able to cook or bring type of food required for morning tea.
• Ensure there will be enough food for the morning, including butter if needed.
• Buy milk for tea and coffee.

Helpers on the day

• PamMcDonald has been helping to find Hub volunteers to help on the day.

• A check list has been created for list of helpers on the day.
• Print out the check lists for Special Morning Teas and ensure that each job has a person’s name next to it.
• Need to find helpers for welcoming at doors, waitressing, setting up, packing away, kitchen, dishwasher, arranging flowers, setting up signs and decorations, setting tables and talking with people.
• A check list has been created for things to do on the day.

Advertising

• Advertise morning tea in Monthly bulletin – 2 months before put in a small notice with name of event, day, date and time. For the month of the event, put A5 leaflet in monthly bulletin.
• Weekly bulletin - small notice for 2 weeks before the event.
• Crosslight – the month of the event.
• Local paper - Waverley Leader – submit notice to What’s On section at least 2 – 3 weeks before event.
• PALS Booklet – submit notice for booklet by due date from Monash Council.

• GWUC website – ask ChurchOffice to put on website.

• Leaflets and or Posters to be given to –
  • Playgroup, Mini Maestros, Leisure Time, Cooee, The Hub, CHMG notice board, Alison for Seniors, Glen Waverley Library, The Body Shop, Muddings Kingsway Bakery.

The Day Before

• There is a check list for things to do the day before the morning tea.

REPORTS

• Write reports for Church Council and the Monthly Bulletin 4 times a year. Dates the reports are due are given by secretary CHMG.
• If something needs to be reported in another month, then it is fine to have an extra report.
• Write article about The Hub for Newview once a year as part of CHMG.
• Annual report for The Hub is submitted once a year. A special form, from church council, is to be filled out. This is part of the CHMG annual report.

BUDGET

A draft budget for The Hub is submitted once a year as part of the CHMG budget. A special form is filled out for this.

MONEY

Money spent on The Hub can be claimed back from The Hub money through ChurchOffice. Need to have receipts.

BOOKINGS

• Book all dates for The Hub regular activity, special morning teas, other special events for The Hub and meetings and/or lunches with Heather Hon.
• Best to book before the end of the year, all the dates for the following year.

BISCUITS

Lynne Boyer arranges the roster for people to make biscuits for The Hub each week.

CHILDREN’S NATIVITY PHOTOS

• Taking photos of children in nativity dress-ups at The Hub.
• Arrange for leaflets and posters to be designed, printed, handed out and put on notice boards etc.
• Enlist the help of 2 photographers (Geraldine and Jenny Vass) for on the day.
• Arrange for Hub volunteers to assist on the day with dressing up and filling in forms.
• Have permission forms printed (Geraldine has been doing this) and available for parents on the day.
  • Ensure these forms are filled in correctly.
• Geraldine has been printing the photos and putting them with Christmas cards.
• Photos to be collected on day of Christmas Morning Tea at The Hub.

COLOURING-IN BOOKS

• We have been creating our own Christmas colouring-in books to give to the children in Playgroup, Mini Maestros, The Hub and GWUC children. We have also been giving a set of crayons or coloured pencils with the book. The colouring-in book tells the Christmas story very simply.
• Create the pages for the colouring-in book. We have now done this for a few years, so are recycling earlier ones, but updating them a bit.
• Check with Heather Hon if pages are all ok.
• Arrange for Heather to print the pages, collate and staple.
• Put pencils or crayons with book in plastic bag if possible.
• Arrange to hand out the books to the children in Playgroup and Mini Maestros each day of the chosen week.
• Give books to leaders for children at Sunday 9.15am service and 4.30pm.

KITCHEN SUPPLIES

• Ensure that there is always enough tea, coffee, sugar and emergency biscuits in The Hub cupboard in the kitchen. Buy more if needed.
• Buy milk each week for The Hub and Playgroup to use. In term 2 this year, Playgroup bought the milk each week.
• Buy serviettes for special morning teas.

PRAYER TREE

The Prayer Tree is at the back of the church. Ensure there are always leaves, paperclips and pens for people to write their prayer and hang them on the tree.

GRANTS

Be aware of any grants that may be available to The Hub if there is a need to buy anything within the limits of the grant.

CHRISTMAS CARDS FOR THE KINGSWAY SHOPS

• Christmas cards, either bought, designed by Vida, or from Alanee, are given to the shopkeepers in The Kingsway, The Body Shop at The Glen, GW Library, and visitors to The Hub each year.

• LesleyArmstrong has delivered these cards each year in The Kingsway.

CONNECTING WITH COMMUNITY

The Body Shop at The Glen

Staff from The Body Shop join us in 2 of our special morning teas each year. Staff are required to do a number of hours of community service each year and are happy to work with us in raising funds for The Royal Children’s Hospital Good Friday Appeal and the Cancer Council Victoria. Posters and leaflets are taken to The Body Shop for staff and for display at The Glen Centre Management.

Monash Council

Attend meetings at Monash Council with PALS co-ordinators several times a year. Be involved in activities for the Monash Seniors Festival month of October each year. Advertise our Hub activities in the Monash PALS booklet that is printed 4 times a year.

Muddings Kingsway Bakery

The staff at Muddings Kingsway Bakery support The Hub by donating food at some of our special morning teas when we are giving all donations to different charities. Muddings also displays our posters for our special morning teas.

MBE Glen Waverley

Have got to know the staff at MBE as we get all of our magnetic signs, large laminated signs and our A frame outdoor sign etc. from them.

Glen Waverley Library

• Book the Glen Waverley Library display space for 1 month each year. For the last few years we have used the wall space over on the side, but next year I have booked the tall glass display cabinet near the counter on the exit side.
• Hub leaflets and posters for normal Hub activity and special activities and morning teas put at G.W. Library.
• Other activities above also Connecting With Community –
  • Christmas Cards for the Kingsway Shops
  • Children’s Nativity Photos
  • Colouring-in Books
  • Special Morning Teas
  • The Hub normal activity
  • Grants

REQUIREMENTS:

• WWCC?
• A passion for connecting with people in the wider community and sharing God’s love with them through welcoming and offering hospitality.
• Commitment to growth in their own faith.
• Enthusiastic, keen and caring character
• Organisational skills

COMMITMENT:

• Participate in Hub activities.
• Facilitate The Hub Volunteers’ meetings once a year.
• Facilitate The Hub Small Group meeting once a year.
• Attend the CHMG meetings 4 times a year, representing The Hub.
• Support The Hub volunteers.