APPENDIX A

 

CLUSTER BOARD MEMBER RESPONSIBILITIES

 

LAY DIRECTOR

 

  • Chairs the Board of Directors.
  • Presides over Cluster meetings and other Cluster Functions.
  • Appoints Nominating Committee for Board positions.
  • Responsible for filling Committee positions with Board approval.
  • Provides corrected list of Pilgrims to Database, Communications Coordinator, Cleopas Connection, and Reunion Group Coordinator.
  • Responsible for all requests from the Alabama Emmaus Community.
  • Attends Alabama Emmaus Community Cluster Leadership Training, and Annual Training Event.
  • Must have previously served two years on the Board.
  • Serves a one-year term.

 

ASSISTANT LAY DIRECTOR

 

  • Is committed to succeed the Lay Director.
  • Is back-up for Lay Director at Board and Cluster meetings.
  • Actively assists Lay Director in planning and implementing Cluster activities.
  • Is Chair of the Nominating Committee.
  • Must have previously served at least one year on the Board.
  • Attends Alabama Emmaus Community Cluster Leadership Training, and Annual Training Event.
  • Responsible for coordinating Annual Shoals Cluster Training Event.
  • Serves a one-year term.

 

SPIRITUAL DIRECTOR

 

  • Officiates at Cluster communion services.
  • Shepherds Board/Cluster.
  • Serves on the Nominating Committee.
  • Serves a one-year term from June through May.

 

ASSISTANT SPIRITUAL DIRECTOR

 

  • Is Committed to succeed Spiritual Director.
  • Assists and is backup for Spiritual Director.
  • Is responsible for devotions at Cluster Meetings as needed.
  • May serve on the Nominating Committee
  • Serves a one-year term from June through May.

 

CLUSTER COORDINATOR

 

  • Writes official Cluster letter to area Pilgrims:
    • Welcomes to Shoals Cluster.
    • Invites to Follow-up, with time, location, directions, instructions. (Should be received by Pilgrim during their Walk.)
  • Handles introductions of new Pilgrims at Cluster Meetings.
  • Explains and encourages sharing.
  • Provides list at Cluster Meetings of invited Pilgrims for upcoming Walks. (Secures this list of names from the Cluster Lay Director.)
  • Serves as contact person for follow-up information furnished to Alabama Emmaus Community Walk teams, and to other regional Emmaus communities.
  • Serves a one-year term.

 

 

MUSIC

 

  • Responsible for leading music at Cluster functions, or having a substitute.
  • Encourages new musically inclined Pilgrims to participate, developing an ever growing ‘Music Community’.
  • Invites new Pilgrims identified by Reunion Group Coordinator to participate in this activity at the next Cluster meeting. Explains duties and responsibilities of the Music Committee, and how this mirrors the Music function on a team. Encourages continued Cluster involvement.
  • Serves a minimal one-year term, with review by the Nominating Committee.

 

 

SECRETARY

 

  • Takes the minutes at each Board Meeting and transcribes.
  • Distributes copies at following Board meeting, and presents for approval.
  • Mails copies to members not present.
  • Serves a one-year term.

 

 

TREASURER

 

  • Maintains Cluster accounts.
  • Secures Tax I.D. Number for tax-exempt status.
  • Prepares tax-exempt receipts for donations as requested.
  • Handles disbursements (Pilgrim Fund, Scholarships, Agape, etc.).
  • Prepares a detailed report of all receipts and disbursements for distribution at each Board meeting.
  • Serves a minimum of one year, with review by the Nominating Committee.

COMMUNICATIONS COORDINATOR

 

  • Responsible for issuing computerized reminder of Board and Cluster Meetings, and any other pertinent announcements.
  • Maintains current list of Cluster members and phone numbers (is dependent upon Cluster Lay Director and Database for updates fro each Walk, and for Cluster membership Changes.
  • Serves a minimum of one year, with review by Nominating Committee.

 

 

DATABASE

 

  • Maintains up-to-date listing of al Cluster members, with:
    • Name and Walk number
    • Address, phone number and e-mail (if available)
    • Church affiliation
  • Provides label list for newsletter.
  • Forwards changes of address to Community Database, to update Community newsletter labels as received.
  • Maintains Cluster attendance records and provides periodic reports to the Board as requested by the Board or Lay Director.
  • Provides updates to Communications Coordinator and Reunion Group Coordinator.
  • Provides a current Cluster Roster quarterly to the Information Center.
  • Updates and maintains the Cluster Sign-in book, and insures its availability at each Cluster meeting. Reports new Pilgrims’ first year of Cluster attendance to the Cleopas Connection Committee.
  • Serves a minimum of two years, with review by the Nominating Committee.

 

 

AGAPE

 

  • Provides Shoals Cluster agape to all Alabama Walks, and Responds to requests from other Emmaus communities, Chrysalis, Epiphany, etc., if possible.
  • Plans and oversees Agape Parties throughout the year for Cluster membership.
  • Provides posters/letters/leaflets signed by Cluster to all Alabama and N.C.E.C. Walks, Kairos, and Kairos Outside.
  • Secures extra helpers as needed.
  • Invites new Pilgrims identified by the Reunion Group Coordinator to participate in upcoming activities, and explains how this group mirrors the Agape Committee on a team. Encourages continued Cluster involvement.
  • Serves a one-year term.

 

 

SPONSORSHIP

 

  • Is resource for those needing help sponsoring a Pilgrim.
  • Provides informational training segments at the Cluster Meetings (at least twice a year).
  • Is Community Board contact person in the Cluster for any Sponsorship problems in the Shoals Cluster.
  • Serves a one-year term.

 

 

REUNION GROUP COORDINATOR  

 

  • Gathers and maintains a list of existing Reunion Groups, with meeting schedule, and a contact person.
  • Provides copies of above list, as updated, to Cleopas Connection and Information Center. Also provides an updated list to the Newsletter Editor at each Board meeting.
  • Assists new Pilgrims in finding or establishing a Reunion Group.
  • Makes announcements at Cluster Meetings, including periodic reminders to Cluster members that Reunion Group Lists are available on the Information Center table.
  • When no new Pilgrims are expected at Cluster Meetings, has a person ready to share, “What my Reunion Group means to me.”
  • Brings Reunion Group needs to the Board members.
  • Secures lists of each returning group of new Pilgrims from Cluster Lay Director.
  • Works closely with Cleopas Connection to identify and make contact with new Pilgrims at their first Cluster visit. Identifies these Pilgrims to one or more of the following chairpersons - Music, Worship, Refreshments, Information Center, Agape, 72-Hour Prayer Vigil, Kairos Liaison and Cleopas Connection - who will invite the Pilgrims to assist them at the next Cluster meeting or at their next scheduled activity.
  • Serves a minimum of two years, with review by the Nominating Committee.

 

 

72-HOUR PRAYER VIGIL

 

  • Is contact for Alabama Community Teams to secure volunteers for Walk Prayer Vigils.
  • Invites new Pilgrims identified by Reunion Group Coordinator to participate in up coming activities. Explains duties and responsibilities of this committee, and how it mirrors the same committee on a team. Encourages Pilgrim’s continued Cluster involvement.
  • Serves a minimum of one year, with review by Nominating Committee.

 

NEWSLETTER EDITOR

 

  • Responsible for the preparation, publication and distribution of monthly newsletter. Newsletter  will contain, but not be limited to: notice of Cluster activities, lists of upcoming Walks and  Pilgrims, editorial articles, reports on and announcements of various Community activities which are of interest to Cluster members. Publication will occur the week of the Board meeting, with mailing that weekend, in order to reach the Cluster members during the following week, just prior to the Cluster meeting.
  • Serves under the general supervision of the Board of Directors. In the absence of specific direction of the Board, or its Chairperson, may use personal discretion to determine whether or not to include an article or item. May ask direction from the Board for inclusion of questionable  articles/items, particularly if precedent setting. Attends Board meetings as an ex-officio member, functioning as a reporter.
  • May solicit help from individuals or groups in performing responsibilities. Is dependent upon Database Coordinator for e-mailed format for printing newsletter labels.
  • Serves a minimum of one year, with review by the Nominating Committee.
Appendix A