Ministry Leader Information

Handbook for Ministry Leaders

Ministry Groups and Committees

Click here for a page with links to calendars for various groups

To schedule an event: Go to the Policies and Forms page. See the Google calendar maintained by St. Paul’s staff. Contact the church office to get your event on the calendar.

To reserve a room: Go to the Room Reservations page which incorporates an easy-to-fill-out-and-submit Room Reservation Form. There is also a link to a fillable and printable room reservation form on that page if you prefer that. The Room Reservation Calendar is a read-only calendar that shows you what rooms have already been reserved. If you need audio equipment for your event, please send your request to audio@stpaulscary.org.

To request a key, review the Facilities Key Distribution Policy and submit Key Request Form to the Financial Manager. The Key Request Form is available on the Policies and Forms page.

To get a flier printed or photocopied at the church, camera ready material should be dropped off or emailed to the Office Manager at least 10 days before the date it is needed.

To get a flier or brochure mailed to the congregation, contact the Office Manager for mailing labels at least two weeks prior to the mailing. Your committee is responsible for assembling the mailing after scheduling a time with the Office Manager. Bulk mailings must be done according to strict Postal Service requirements. The cost of the mailing should be covered by the committee budget.

To make a check or deposit request:

  • All checks are cut on Mondays.
  • All checks must be requested by 9:00 AM on Friday ten days before the check is needed. Ten days later the check can be picked up after 9:00 AM.
  • The Check Request Form is available on the Policies and Forms page.
  • All requests must be accompanied by receipts or other support documents.
  • Invoices for services rendered by an individual and those without receipts require provider’s social security number. The check will be reported as income.
  • Check requests for an organization require the address and Federal Tax ID number.
  • Restricted account requests can be made only by the chair of the ministry.
  • Deposits are made on Mondays. Never leave cash in office mailboxes. Please ask the Office Manager or the Financial Manager to put cash in the safe.
  • Any funds for St. Paul’s ministries are to be handled through the church Financial Manager. Ministry leaders are not to open separate bank accounts. If a specific need for handling funds arises, the Financial Manager will set up a restricted account. All funds to be deposited into that account or payments to be withdrawn from it will be handled through the Financial Manager by the procedures outlined.

To request child care for an on-campus event, contact the Nursery/Kids’ Club Director (kidsclub@stpaulscary.org), at least two weeks prior to the event.

To schedule a fundraising event, contact the Vestry Fundraising Subcommittee as soon as the event is being contemplated, but no later than 60 days in advance of the event date. Fundraising events are expected to contribute to the goals and objectives of St. Paul’s Episcopal Church, and proceeds received are to be used for pre-approved purposes. A limited number of fundraising events are acceptable annually.

To serve alcohol at an event, submit a request to the church office at least six weeks prior to the requested date event. The Alcohol Policy and Request Form is available on the Policies and Forms page.

To put a display in the Narthex, please read Narthex Guidelines.

To host a Coffee Hour (Fellowship Hour), Click here.

Communication:

A “How‐To” Guide for Communication at St. Paul’s: Click HERE

Email Addresses

Clergy, staff, and some other handy email addresses

Go to the Clergy page to find their contact information.

Go to the Staff page to find their contact information.

For after-hour emergencies, the Priest-on-Call phone number is 919-454-4451.

Other St. Paul’s Email Addresses:

PleasePost@stpaulscary.org – To post items on the St. Paul’s website, E-news, or Facebook
SundayBulletin@stpaulscary.org – To include items in the Sunday bulletin (paper insert)
Newsletter@stpaulscary.org – To include items in the monthly Newsletter (St. Paul’s Letter)
Administrator@stpaulscary.org – To contact St. Paul’s website administrator
Directory@stpaulscary.org – To update your listing in the St. Paul’s Directory

Newsletter (hard copy)

On hiatus due to the COVID-19 pandemic.

Deadline: third Wednesday of the month, 10:00 AM
Send items to: newsletter@stpaulscary.org Note: no newsletter in July, August, or December

Parish Update (online)

Send items to PleasePost@stpaulscary.org. Announcements are featured on the weekly Parish Update at the rector’s discretion, but will be posted on the website regardless.

Facebook
Bulletin

Bulletin is published weekly on Sunday.

Deadline: Wednesday prior to Sunday, 10:00 AM
Send items to SundayBulletin@stpaulscary.org.

Web Site

Send to PleasePost@stpaulscary.org. Do not include personal information (phone numbers, email addresses) without permission from the owner.

Community Announcements

Newspapers generally have a three-week deadline for announcements. For press releases, St. Paul’s letterhead must be used. A copy of any press release must be sent to the Church Office for review and approval before submission.

Communications Committee

The Communications Committee oversees and helps to coordinate information sources for the parish, including the monthly newsletter, the web site, E-News, Sunday bulletins, and other forms of in-house publicity and communication.

Using BITLY to Shorten Printed URLs

Using “BITLY” to Shorten Printed URLs:

Bitly (www.bitly.com) can be used to create shortened URLs in printed media, such as the Sunday Bulletin or St. Paul’s Letter.  Click HERE for a PDF of URL Shortening Instructions.

Contact: Katie Robinson, katie015@bellsouth.net