Childrens Master Timeline 2008

Children’s Ministries Master Timeline 2008

January – FebruaryDeadline

Task Details Important Info Category Lead Staff

Status

January Submit Attendance/Statistics info to Executive Pastor’s office for Presbytery

CFMdata\Administration\CFM Stats

Operations w/Staff

CEA/Cathy Done

January Visioning/Planning RetreatDATE: 1/22/08

CFMdata\Meetings\Retreats, Seminars, Conf

Operations w/Staff

Cathy, Blake, David, Pat

Done

January Easter – prepDATE: 3/23/08

CFMdata\Holidays\Easter\Year\ Easter Responsibilities.doc

Pat In Progress

February March Staff Retreat - plan(focus = summer recruiting)• Vision• Recruiting Methods• Theme• Witness Ideas• Summer Process &

Logistics• Needs• Summer Teacher

Training/Kickoff

DATE: 3/31/08

Update the following forms:• Summer Teacher

Training Agenda – create copy and rename for 2008 (CFMdata\Teacher Trainings\2007 Summer\Team Time Summer 07 planning sheet)

• Recruitment Inserts (CFMdata\Recruiting Process\Recruiting 2007.08)

• Postcards and Emails Flow Chart (CFMdata\Recruiting Process\Recruiting Logistics

CFMdata\Meetings\Retreats, Seminars, Conf, etc\Year Retreats\one day retreats\Childrens March Retreat

Operations w/Staff

Cathy, Blake, David, Pat

January Summer Room Requests Submit Elementary requests to Cathy Thwing by mid-January

Blake Done

February Annual Report Identify areas to cover; coodinate with Family

CFMdata\Annual Report

CEA/Cathy Done

February Teacher Training – prep DATE: 2/24/08

Choose topicSelect food optionsReserve room(s)

CFMdata\Teacher Trainings

Cathy/CEA Done

Date Last Revised: 4/8/2023 /tt/file_convert/5465d45daf795992368b4faf/document.doc 1


Recruit volunteers



MarchDeadline


Status

March Teacher Appreciation- prep

DATE: 4/27/08

• Select gift• Location• Theme• Create communication

pieces• Recruit team• Food

CFMdata\Staff Folders\Children’s Executive Assistant\Teacher Appreciation

CEA

March Update Mailings, Inserts, Events in Worship for 2009

Deadlines for updates:Events in Worship – AprilBulletin Inserts – AugustMailings - October

“Save as” for 2009 and italicize all information

CFMdata\Administration\Communications\2008

CEA Done

March Quarterly Bulletin meeting

Date: TBD

Prep for meeting by reviewing bulletin insert and highlight requests from Children’s staff (review April, May, June; plan July, August, September)

cfmdata\Communications\2008\Mailings, Bulletins & Worship Timelines (Jan-Dec 2008)

Operations w/Staff

CEA

March Day/Night Camp Collaboration

Topics to review:• Recruiting – adults, YH,

SSL• T-shirts• Publications• Online Registration• Pre & Post-camp• Transportation

Meet with Production to clarify Printing and Mailing schedule (see March Spring/Summer Production Projects)

CFMdata\Administration\Children's Operations\Day and Night Collaboration

Publications info is under cfmdata\Communications\2008\Mailings, Bulletins & Worship Timelines (Jan-Dec 2008)

Operations w/Staff

Cathy/CEA In Progress



March, p. 2.Deadline


Status

March Summer Recruiting Teacher Packet - update & prepare

Copy and Stuff 150 packets with the following:• Teacher/Caregiver info

form• WSP Form• CFM Policy Packet• Emergency Info form• Copy Initial Interview

forms for staff (green)• Handbook

Volunteer Project!

All forms under CFMdata\Recruiting Process\Recruiting Forms – update forms and copy; create PDFs and save under Recruiting Forms PDFs

Mailings CEA

March Day/Night Camp registration postcard MAIL DATE: Not in 2008

Postcard alerting parents to online registration process

CFMdata\Day Camp Elementary\Camp 2007\Publications\Registration Postcard Reminder

Mailings CEA Hold for this year

March Connections Newsletter: Spring

MAIL DATE: 3/28/08

Final Draft: 3/10To Production: 3/10Envelopes arrive: 3/20Production will have copies done: /24Stuffing: 3/25 AMBack to Production for mailing: 3/25 PM

Included in 2007: Day Camp Recruiting Postcard and Summer Recruiting PostcardInclude in 2008:• Day/Night Camp

Recruiting Postcard• Summer Recruiting

Postcard• D/N Camp Registration

information

Note: 2008 No Summer Calendar – place as a PDF on website; 2008 “How to Register Online” info not included – place as a PDF on website under each online registration link

CFMdata\Letters & Brochures\Parent Teacher Letters\2008 Letters\Spring

PDF of Calendar and Online Registration Info is under CFMdata\Staff Folders\Children’s Executive Assistant\Website

Mailings CEA/Cathy In Progress

March Staff Holiday Vacation Coverage

Create a new document of each file for 2009

CFMdata\Administration\Staff Hours and Calendar\

Cathy



Review coverage for Summer (June, July, August, September)

allCFMstaff vacations + hours 2008

CFMdata\Administration\Staff Hours and Calendar\CM Staff Vacation Calendar 2008



March, p. 3.Deadline


Status

March Summer Witness - recruit & prepare

Witness Date: 4/20/08

CFMdata\Recruiting Process\Recruiting 2007.08\Summer 07 Recruitment Insert

Recruiting Cathy

March Dates to Remember - review & updateStaff will give updates by 3/17

Finalize at March CFM Staff meeting

CFMdata\Administration\Communications\Year

Communications CEA/Cathy In Progress

March Summer Insert - create & produce

Review:3/12Edits to Janet: 3/17Order special paper (if needed)Review draft: 3/24Final Edits: 4/1Due to Janet: 4/7/08

Includes Day/Night Camp & Summer Sunday Volunteer Recruitment

CFMdata\Recruiting Process\Recruiting 2007.08

Operations w/Staff

CEA/Cathy

March Spring/Summer Production Projects to Production Coordinator

Includes Day/Night Camp projects, Summer Connections

cfmdata\Communications\2008\Mailings, Bulletins & Worship Timelines (Jan-Dec 2008)

Mailings CEA/Cathy



AprilDeadline


Status

April Online Registrations & Postcards

Go Live Date: 4/20/08

Online Registrations to complete and post:• Preschool Day Camp (CA)• Elementary Day Camp

(SB)• Night Camp (KO/DH)• Summer Small Groups

(MP)• The Zone (MP)• The Quest (MP)• 6D Camp (MP)• Camp Orkila (AH)• Fort Flagler (JRP)

• Staff creates registration for their own ministry events

• Staff request review and approval from Becky H. to post form online

• Staff informs Exec. Asst. when form is approved for posting

• Submit all F1 registration addresses to Communications Director for creating links on website

• Exec. Asst. to tests all links and text to ensure it is accurate

Consider need for reminder postcards

CEA

April Events in Worship - compile & submit to Bob D./Flavia R.

Due Date: due mid-April

Events to include:• Scout Sunday• Jr. Campers Singing• Joyful Sound Choir

Singing Dates• Cherub Choir Singing

Dates• Summer Intern

Commissioning• Day Campers Sing• Side-by-Side

Commissioning• Teacher/Caregiver

Commissioning• Fourth Grade Bibles• CFM Special Offering

CFMdata\Administration\Communications\2008\Mailings, Bulletins & Worship Timeline

4th tab under Events in Worship

Communications CEA/Cathy

April Room Reservations for FallDue Date: mid-April

see Dates to Remember for details• CFM Staff meetings• Teacher Trainings

CFMdata\Administration\Communications\2008\2008-09 Dates

Operations w/Staff

All Staff



• Teacher Appreciation• Kickoff -Kids Club• Team Facilitator

Training• Sunday Ministries Team

mtg

to Remember.xls

CFMdata\Staff Folders\Children’s Executive Assistant\Room Requests

MayDeadline

Task Details Important Info Category Staff Status

May Fall Insert - create & produceDue Date: 7/13/08

CFMdata\Recruiting Process\Recruiting 2007.08

Operations w/Staff

CEA/Cathy

May Teacher AppreciationDATE: 4/27/08


CEA

May Fall Witness - recruit & prepare

Witness Dates:7/13/088/3/08

Operations w/Staff

Cathy



June 2007Deadline


Status

June July Staff Retreat - plan(focus = fall recruiting)• Vision• Recruiting Methods• Theme• Witness Ideas• Team Facilitator Training• Kickoff Planning• 1st Sunday Planning

Sheet• Fall Recruiting Process

Important dates• Fall Recruitment Insert

Process• F1 Logistics• Fall Connections

Update the following forms:• Teacher Kickoff

Timeline Plan (CFMdata\Kickoff)

• Team Facilitator Planning Sheet (CFMdata\Team Facilitator\TF Training Agenda & Timeline)

• Preparation for 1st

Day of Fall (CFMdata\Kickoff)

• Fall Recruiting Process Important dates (CFMdata\Recruiting Process\Recruiting Logistics)

• Fall Recruitment Insert Process (CFMdata\Recruiting Process\Recruiting Logistics\Summer.Fall Recruitment Flow charts)

• Recruiting Process (CFMdata\Recruiting Process\Recruiting Logistics)

CFMdata\Meetings\Retreats, Seminars, Conf, etc\2007 Retreats\one day retreats\Children's July Retreat

Operations w/Staff

Cathy/CEA

June Quarterly Bulletin meetingDATE: TBD

Prep for meeting by reviewing bulletin insert and highlight requests from Children’s staff (review July, August, September; plan October, November, December)

CFMdata\Communications\2009\Jan-Dec 2009.xls

Operations w/Staff

CEA/Cathy

June Summer Room Schedule – Post on website & CFMdata\Kickoff\Room Operations CEA



updatePost: 6/15/08

hallways Schedules\Room Sched.Summer

w/Staff

June CFM Master Team List - prep new form for staff

Save as for next year and italicize all data

CFMdata\Recruiting Process\Team Lists

Operations w/Staff

Cathy/CEA

June Public School Dates - determine & include on D2R

Operations w/Staff

CEA



JulyDeadline


July - mid Fall Production Needs to Prod. Dept so they can plan

Update Fall Mailing Schedule• Teacher Mailing• Parent Letter• Teacher Manual• Teacher Directory• Miscellaneous Forms

CFMdata\Kickoff\Fall Handouts

CFMdata\Kickoff\Fall Mailing Schedule

Operations w/Staff

CEA

July Connections Newsletter: Fall - Plan & Mail

MAIL DATE: 8/19/08

Important Deadlines:Copy due: 7/3Revisions due: 7/21Review: 7/28To Print: 8/4Stuff Mailing = 8/12Mail: 8/19

Post on website & hallwaysMail to teachers & familiesIncludes: Child Info Form, volunteer signup

Other Important Tasks:• Recruit Volunteer

Stuffing Team • Henry to print CIF

CFMdata\Letters & Brochures\Parent Teacher Letters\2007 Letters\Fall Parent Mailing

Mailings CEA & Betsy w/Cathy & Kay

July Witnesses - schedule w/Worship

Due mid-August to Bob Davies

Communications Cathy/CEA

July Caregiver/Teacher Handbook - revise & print

Revisions due = 7/14Final Review = 8/41st Run (includes Directory) to print = 8/25, 50 copies comb-bound2nd Run to Print (w/out directory)= 8/2, 250 stapled

CFMdata\Kickoff\Handbook

Forms Pat/Cathy/CEA



July, p. 2Deadline


Status

July Miscellaneous Forms - update & print

Important Deadlines:• Update all forms w/

box• Generic CIF completed• Generic CIF copied

• Coordinator Checklist (CFMdata\Team Facilitator)

• Team Facilitator Checklist (CFMdata\Team Facilitator\TF Handouts)

• FYI Sheet (CFMdata\Kickoff\Kickoff Prep\Kickoff Handouts)

• Class Lists – create reports from F1

• Team Responsibility Sheet (CFMdata\Team Facilitator\TF Handouts)

• Prayer Cards (CFMdata\Kickoff\Kickoff Prep\Kickoff Handouts)

• Child Info Form (CFMdata\Letters & Brochures\Parent Teacher Letters\2007 Letters\Fall Parent Mailing)

• UPC Welcome Brochure (CFMdata\Letters & Brochures)

• CFM Brochure (see FM Exec. Asst.)

Forms CEA

July Staff/Teacher Directory - update & printUpdated: 8/21/08PRINT DATE: 8/25/08

Run report from F1, create Excel spreadsheet, merge with Publisher document

CFMdata\Kickoff\Staff & Teacher Directory

Forms CEA

July 4th Grade Bible Presentations

See 4th Grade Bible Timeline

CFMdata\Elementary\4th Grade Bibles

Special Event CEA/Cathy



AugustDeadline


August Fall Room Schedule - update & post

Post on website & hallways

CFMdata\Kickoff\Room Schedules

Operations w/Staff

CEA

August Team Facilitator/Coordinator Training

Special letter from Cathy

Fall '06 - send out special invitation; research paper optionsFall ’07 – sent out Evite on 8/16/07

CFMdata\Team Facilitator\TF Training Agenda & Timeline

Cathy/CEA

August Teacher/Caregiver Mass Mailing - Plan & Mail

MAIL DATE: 8/15/08

Important Dates:• Print Info form, WSP,

Emer. Contact = 7/14• Print Cover Letter and

P&Ps = 7/21• Stamp self-addressed

envelopes = 7/15• Colate = 7/22• Stuff = 7/29 & 8/5• 8/13: Addresses printed

on stuffed envelopes – no need to use labels

Update, copy and stuff 300 packets with the following forms:• Cover Letter (Cathy)• Teacher/Caregiver Info

form (’06 blue, ’07 purple)

• Washington State Patrol (white)

• Policies and Procedures (white)

• Emergency Contact info (yellow)

• Copy Initial Interview forms for Staff (green)

• Self-addressed stamped envelopes

CFMdata\Recruiting Process\Recruiting Forms

Cover Letter (CFMdata\Letters & Brochures\Parent Teacher Letters\2007 Letters\Teacher Letter)

Mailings CEA

August Elementary Resource Guide - update & print (if needed)

n/a Forms Blake

August F1 Teacher List - update Staff to update by 8/12 Operations w/Staff

CEA



August, p. 2Deadline


August Team Facilitator/Coordinator Training = 8/27/08

Evite MAIL DATE: 8/16

• Room Reservation submitted/confirmed

• Room setup submitted• Invitation MAIL DATE:

8/16• Prepare refreshments• Nametags printed from

Excel• Prepare opening,

vision, breakout directions (Cathy)

• Prepare ministry area group time activity

• Prepare planning time (Staff for each area)

• Prepare notebooks and handouts

• General Team Facilitator Folder (CFMdata/Team Facilitator)

• Timeline (CFMdata\Team Facilitator\TF Training Agenda & Timeline)

• Nametags (CFMdata\Kickoff\Kickoff Prep\Teacher Nametags for Kickoff)

• Room Reservations (CFMdata\Staff Folders\Children’s Executive Assistant\Room Requests)

Operations w/Staff

Cathy/CEA

August Kickoff Event PlanningDATE: 9/4/08

• Room Reservation submitted/confirmed

• Room setup submitted - due 8/13

• Communicate with Hospitality Director on Kitchen Use and Food ordering

• Food Coordinator confirmed

• Menu Finalized• Agenda Finalized• Nametags printed from

Excel• Handouts copied• Update Day of

Assignments

• General Kickoff Folder CFMdata\Kickoff

• Timeline CFMdata\Kickoff\Teacher Kickoff Timeline Plan

• Room Reservations CFMdata\Staff Folder\Children’s Executive Assistant\Kickoff

• Room Setup CFMdata\Kickoff\Kickoff Prep\Kickoff Table Assignments

• Nametags CFMdata\Kickoff\Kickoff Prep\Teacher Nametags for Kickoff

• Day of Assignments CFMdata\Kickoff\

Operations w/Staff

Cathy/CEA



Kickoff Prep\Day of set-up Assignments



August, p. 3Deadline


August Online Registrations & Postcards

On website: 8/21/08Postcards mailed: 8/29/08

Online Registration Complete:• Cherub Choir (CA/KO)• Joyful Sound Choir (SB)• Junior Choir (SB)• Boys Crew (MP)• Pioneer Girls (SB)• 4th Grade Bibles (CW)

• Staff creates registration for their own ministry events

• Staff request review and approval from Becky H. to post form online

• Staff informs Exec. Asst. when form is approved for posting

• Submit all F1 registration addresses to Communications Director for creating links on website

• Exec. Asst. to test all links and text to ensure it is accurate

Postcards Complete:• Choirs (CA/SB)• Wednesday Nights

(SB/MP)• 4th Grade Bibles

(CW)

Mailings CEA/Cathy

August CFM Staff Retreat = 10/27-28/08

See CFM Fall Retreat file folder in file drawer for more info

Contact Camp Casey in August to confirm dates and ensure mailing of contract

CFMdata\Meetings\Retreats, Seminars, Conf, etc\2007 Retreats\Fall Retreat

CEA/Cathy/Kay

August Special Offering Letter and Inserts = 10/19/08

Family Ministries coordinates – collaborate as needed

Mailings Betsy/Kay

August Review and finalize Bulletin Insert and Highlight Schedule for following year (NOTE: Communication meeting in Sept. to plan Jan, Feb, March)

Collaborate with Family Ministries

CFMdata\Administration\Communications\2008




September - DecemberDeadline


September

Quarterly Bulletin meeting Prep for meeting by reviewing bulletin insert and highlight requests from Children’s staff (review October, November, December; plan January, February, March)

CFMdata\Administration\Communications\2008\Mailing, Bulletin and Worship Timeline (Jan-Dec 2008)

Operations w/Staff

CEA/Cathy

September

Teacher Training – prepDate: 11/2/08

Collaborate with Cathy regarding logistics

CEA/Cathy

October CFM Mailings - review & update

Update and bring for review at October CFM mtgFinalize by end of October

CFMdata\Administration\Communications\2008\Mailing, Bulletin and Worship Timeline (Jan-Dec 2008)


October Attendance/Statistics - update

• Update Weekly Attendance Sheets

• Update Yearly CFM Stats

• Update Attendance notebooks

• Attendance Avg for 3 years (high, low, avg)

CFMdata\Administration\CFM Stats\2005.06\Sun Attendance 2005-2006.xls; F:\Administration\CFM Stats\2004-05 CFM Statistics.xls

Operations w/Staff

CEA/Cathy

October Advent/Christmas Eve – prep

Update and coordinate:• Advent timeline• Candlelighters timeline

(BE/DH)• Advent wreath timeline

(SB)• Glow Angels (Assist

with logistics)

• Advent Timeline (CFMdata\Holidays\Advent\Advent Plan 2007)

• Glow Angel Info (CFMdata\Holidays\Christmas Eve\Christmas 2007\Glow Angels)

CEA/Cathy

October Staff Holiday Vacation Coverage

Review holiday coverage for Thanksgiving, Christmas and New Years

CFMdata\Administration\Staff Hours and Calendar\allCFMstaff vacations + hours 2008

Cathy



CFMdata\Administration\Staff Hours and Calendar\CM Staff Vacation Calendar 2008



September - DecemberDeadline


Status

October Teacher Appreciation – prep

Date: 12/14/08

• Select gift• Location• Theme• Create communication

pieces• Recruit team


CEA

December Quarterly Bulletin meeting Prep for meeting by reviewing bulletin insert and highlight requests from Children’s staff (review January, February, March; plan April, May, June)

CFMdataAdministration\Communications\2008\Mailings, Bulletin & Worship Timelines 2008

Operations w/Staff

CEA/Cathy


Spiritual

Childrens Master Timeline 2008