All board members are expected to...
    to support the guidelines established by the Upper Room
    attend board meetings (generally held on the 3rd Tuesday of each month)
    attend gatherings (2 pre-walk gathering, 2 post-walk gatherings, and 1 summer gathering)
    attend Candlelight and Closing events
    serve as lead on one committee
    develop their team of support
    be willing to contribute to community communications outlets
    read and know their roles as instructed in the manuals
    be willing to serve as Board Rep on Walks as the opportunity is provided
    support all board voted decisions
    support our community through service, time, and prayer

Works with Facilities/Supplies Head to ensure the Event Agape Head has the supplies needed  for the weekend.  These supplies are usually taken from the trailer

Is available throughout event weekends for Agape team needs

Participates in Gatherings/Candlelight and Closing events

Responds to agape requests from other communities through email. Prints and works with the Registrar and Communications Chairs to provide Lay Directors with the agape received from other communities and churches/organizations for the weekend events

Works with the Communications and Registrar Chairs to provide Lay Directors with the agape received from other communities prior to each event

Responsible for getting the Saturday dinner servers (white shirt and black pants) and coordinating the music with the Music Chair

Coordinates parking for Candlelight and Closing

Ensures that the 72-hour Prayer Vigil is printed and available for the weekend Lay Directors by Friday morning of the Walk

Attends Team Training meetings

    Makes opening announcement at the team training: "The board welcomes you to team of walk #_____ and thanks for your willingness to serve"

    Explain signed covenant with the Upper Room

Attends Team Meetings

    Hands out evaluation forms to team members (LD,ALD,KL,TL,ATL,AL) emphasizing the importance of this detailed information in future team selection

Be very observant during walks to be a witness to servanthood and good team work

    Make notes of observations

Post walk follow ups to ensure evaluation forms were received from all heads

Maintaining content and look of Community website

    Administrator for the website; primary position responsible for it

    Updating information, adding/deleting pages and design elements; posting newsletters, forms, and other content

Maintaining Community Facebook and other social media

    Administrator for these sites, along with three other Board members, shared responsibility; however, the Communications Chair usually handles these tasks

    Review and approval of requests to join the private group

    Review and approval of submitted posts by Community members

    Regular posting of content, including event announcements, prayer requests, and Community information

    Periodic posting of procedural reminders, such as need for Community members to update their contact information in OneCall and how to submit prayer requests

Creating and distributing Community newsletter

    Write, compile and design periodic newsletter, obtaining approval from Community Lay Director and Community Spiritual Director prior to publishing

    Work with other Board members to obtain news and information for inclusion

    Distribute newsletter through email with Community through OneCall notification and posting to Community website and social media

Coordinating Community's OneCall notification system

    Write, schedule, and send Community notifications for events, news, and other information

    Update contact information with input from Community (email, phone, and text)

Has a mature understanding of The Emmaus movement, ministry programs,  and team formation. 

Performs administrative needs for the community

    Communicates with the community

    Schedules and leads all Board meetings

    Plans meeting agendas

    Sets the tone for the Board

Chairs The Board of Directors and is elected annually

    Appoints each elected member as a chair of one of the standing committees (p.34 community manual)

    Oversees all standing committees and holds them accountable.

    Is a voting member of all committees

Oversees and orchestrates community activities (with help from CSD).

    Arranges annual retreat/training for board members

When the unforeseen happens and the Board cannot make a decision about a situation, CLD with the help from CSD and another Board member can make a decision to resolve said unforeseen situation

Participates in closings of Emmaus events prepared with important information.  If cannot be there, makes arrangements for a replacement.

    Welcomes new members to the community

    Announces upcoming Emmaus activities / Gatherings

    Presents team leaders for the next events

Makes opening statements of Welcome, announcements and Introductions at Candlelight 

Makes opening statements of welcome and announcements and calls names of Pilgrims for prayer over crosses at Community portion of Candlelight.  

Represents and acts as the contact for the community to the broader Emmaus Ministries Community  

Keeps timelines for the Board and walks updated and ensures that they are followed and provided to Board members 

Works with Board to update job descriptions, bylaws and Board policies.

Contacts perspective Lay Directors of the opportunity to lead upcoming Walks

Is ex-officio member of all standing committees

Forwards all Upper Room correspondence to Secretary

Is elected annually by the Board to be a member of the Board of Directors.

Acts as a spiritual leader of the Emmaus Ministries Community

    Helps Board remain centered on Jesus Christ

    Remains focused on purpose of Emmaus

    Remains aware of God's presence during decision making

    Pays attention to the spiritual wellness of the community

        The theological soundness

        The quality of fruit born of Emmaus in churches, homes and communities

Meets with every clergy person who attends an Emmaus event to discuss how they may serve and what their perspective is

Recommends to the Board qualified clergy who could effectively serve

Participates in team selection process especially for the purpose of selecting clergy

Contacts the Board's selection of clergy team leader for upcoming events

Guides the clergy in their role at upcoming event

When the unforeseen happens and the Board cannot make a decision about a situation, CSD with the help from CLD and another Board member can make a decision to resolve said unforeseen situation

Presents the Emmaus cross to the event lay team leader at the closing of event

Leads the Holy Communion service at closing events

Represents Emmaus movements to clergy colleagues and encourages their participation on events and team (possibly sponsoring)

Organize and clean the trailer in order to maintain a visible and user friendly environment

Inventory the supplies prior to each Walk and provide information to Treasurer of any supplies that are diminished and need to be replenished

Purchase basic supplies, preferably in the fall when school supplies are on sale

  Basic supplies: folders, college ruled loose leaf paper, wide ruled notebooks, pencils, pens, markers, tape, glue, manila envelopes (letter size), scissors, facial tissue, disinfectant wipes, paper towels , posterboard, construction paper, colored pencils, yarn, stapler, staples, paper clips, correction tape, printer toner, copy paper, index cards and travel-size personal hygiene products if needed

Purchase gathering supplies

  Gathering supplies: large paper plates, small paper plates, paper bowls, hot foam cups, cold paper cups, napkins, plastic silverware, serving utensils

Work with the Treasurer to order necklace crosses(currently ordered from Terra Sancta Guild, not from The Upper Room), ribbon for crosses (currently ordered from Amazon), hand crosses, Fourth Day books, group reunion cards, purple worship books, Upper Room Devotionals, and other items as needed from The Upper Room

It is the expectation of the Board that committee chairpersons return all items taken from the trailer and place them back in the same location

Supplies are a vital part of our Community and crucial to running each event; It is important to be up-to-date on what we have in the trailer so that we are not spending money on items we already have, or that we do not miss purchasing items we need for an event; We should have a current inventory at all times

Organize and update the fourth day list prior to each event, and preferably more often; Provide the updated list in pdf format to the Communications Chair for the website; Save the list and .pdf

Act as a contact person for anyone looking for a fourth day group and direct them to the current list on the website

Provide a list of fourth day groups at gatherings and team meetings as requested

Provide a current list to the Lay Coordinators for each event to include in post-Walk packets

Report any ideas, or problems, with regard to the fourth day list or formation of new groups to the Board

Promote formation of fourth day groups at gatherings by making announcements

Fourth day groups (aka Reunion Groups or Group Reunions) are vital in keeping our Community alive and bonded; Having an updated fourth day list so that any member of the Community can look for an available group is very important; Make yourself available and known to the Community so that anyone can contact you to find a group

Organize regular gatherings (used to be monthly, now 2 pre-walk, 2 post-walk, and 1 summer gathering)

    Gatherings after the last series of Walks will draw larger crowds

        Planning should include time for testimonies of last team members and brand new members

    Alternate locations/regions to accommodate easier travel for some

Organize semi-annual gatherings (April/August) to be used for fellowship and longer training opportunities 

To plan all gatherings complete the following: 

    Determine a time, date, and location for the gathering 6 months in advance

    Work with the Communication Chair for distribution of information to the Community and to update website

Get volunteers (such as fourth day groups) to do the following: 

    Opening prayer 

    Scripture

    Music

    Closing Prayer

    Setup and Cleanup

Organize the program (which may be a commissioning ceremony planned by Lay Directors or Spiritual Directors) such as inviting guest speakers, witness talks (which must be approved by Board), or other activities

Coordinate Communion with a Spiritual Director

Plan the food such as a potluck, barbeque, or snacks

Do the following during each gathering: 

    Welcome new members 

    Allow time for testimonies

    Allow time for announcements

Report any ideas, or problems, with regard to gatherings to the Board

Any changes in the structure of the gatherings must be discussed and approved by the Board

Gatherings are an important part of the ongoing structure and commitment of this Community; They are a time for members to meet, visit, and reacquaint themselves with each other; It is a time for members to learn what is going on with our Community and to meet the leadership; Gatherings should be fun, upbeat, and informative; They should not have an agenda outside the overall scope of the meaning and intent of the Walk to Emmaus and Upper Room

Pre-Walk (March and September) and Post-Walk (May and November) Gatherings and one Special Gathering in the summer for fun and games

Form a committee of helpers to assist in responsibilities

Participate in all community activities

Keep a list of possible weekend Head Kitchen persons

Keep a list of those eligible and interested in working in the kitchen positions; You may need to contact these persons or submit names to the Nominations Chairperson

Please be sure to share with the Head Kitchen person that they are responsible to do all of the meal planning, shopping and delivering of food to the weekend site in addition to the cooking, cleaning up and setting the tables; Make sure they are aware to save their receipts and turn them in to the board Treasurer for reimbursement

Please be sure to ask the Head Kitchen person to check with the Spiritual Director for the weekend to see who will be purchasing communion supplies, and ice cream and condiments for the Saturday night ice cream party

Ask and encourage the community to help with food agape; Church groups could supply a meal, furnish fresh vegetables, desserts, communion bread, or other supplies; This is another excellent way to involve some of the community not able to serve an entire weekend

Develop and maintain music manual/database in accordance with The Upper Room guidelines

Guide Board on hardware and software needs

Purchase materials as directed and supported by the Board

Keep music copyright subscriptions up to date

Provide training on multiple aspects of music and entertainment as required by the Board, the Walk personnel, and the Community at large

Be familiar with prescribed songs used during the Walks in order to help Walk musicians as needed

Work with Team Selection Chair in developing and maintaining list of available musicians within the Community

House music equipment when not in use

Setup music equipment before the men's Walk

Pack up and store the music equipment after the women's walk

Maintain floorplan layouts with equipment setups used on the weekend

Coordinate with the weekend Agape and Music teams about their role in moving around equipment during the weekend; Agape to help move the equipment; the Music team to set up the traveling system after it's moved each time

Maintain a list of possible committee members willing to serve on Nominations from different geographic areas of the Community

Be familiar with a current list of Community members in order to facilitate  suggesting the best candidates for possible Board service

Coordinate all efforts to secure qualified candidates for yearly Board member openings

Coordinate and support Community voting process as defined by the Emmaus Handbook

Have slate of candidates ready by August Board Meeting

Prepare ballot of candidates to be presented to those gathered for Candlelight on the Men's Fall Walk and to be made available via social media.  Emphasize that each person may vote only once -- either in person or electronically

Select two helpers to assist in tallying votes

Have voting results available for Women's Fall Closing and for electronic presentation at the same time

Attends the first team meeting/training for event

Responsibilities before the event

    Receives applications and deposits

    Transfers funds to the Treasurer

    Reviews application registrations for completeness in relation to the policies set by the board

    Works with candidate or the sponsor to resolve questions and complete any missing information

    Presents unusual questions not covered by Board policy to The Board

    Sends notification of receipt of application and acceptance to each participant and sponsor (see sample letters etc. in Community manual)

    Gives each sponsor a copy of instructions related to effective sponsorship for the event being held at this particular time and place

    Sends pilgrim applications to Weekend Lay Directors and a list of names to the Communications team

    Prepares a list of special medical needs and dietary requirements; Sends list to Lay leader and Event Kitchen coordinator

    Submits scholarship requests to the Treasurer

    Submits an accounting sheet to Board Reps for collection of Team fees

    Prepares a waiting list for the next event if necessary and notifies sponsors of those who are on the list

    Attends last Team training event to collect fees

Responsibilities during the event

    Greets new participants at event check-in and collects the balance due for registration fees. Confirms spellings of their names, addresses, etc. and makes corrections

    Meets with Board rep to receive funds. Transfers funds to treasurer/scans checks for immediate deposit

    Prepares a complete list of the new participants and submits it to the Prayer Chapel Coordinator and the individual responsible for sponsor's hour

Responsibilities after the Event

    Prepares an audit of all funds handled for the specific event

    Submits a copy of the audit to the treasurer

    Sends a corrected list of participants' names with complete information to the Agape team

    Emails corrected list of participants' names and contact information to Team Selection Committee and the Historian

    Supplies a list of the names of all who worked as registration support assistants to the Team Selection Chair to record information related to progressive servanthood

Attends monthly Board meetings

Diligently transcribes the happenings during the meeting

Emails first draft of Minutes to CLD in one week's time

    The CLD reviews and sends back any amendments for the secretary to review, then approves changes prior to minutes being sent out to the Board

    Emails approved Minutes to all Board members

Brings minutes from previous month for recitation and approval at Board meeting

Saves all agendas, minutes and other documents to the Board's secretarial record book

Saves redacted version of Minutes

    Information that may be deemed inappropriate or cause embarrassment should be redacted.  CLD, CSD and Secretary to determine such redactions

Sets meeting date with selected Team Leaders (WLD, WSD, CLD, CSD, TS, past LD, past SD, 2 Community members) to select the team

    Must be no later than five months before event

    Ensures team leaders receive Upper Room and Community developed materials needed for their roles

    Is available to find more names once the original list is exhausted

The Team Selection committee is responsible for choosing the conference room team as well as Agape, Kitchen. Prayer Warrior and Music heads for each event

    The team should have an equal balance of old-timers, new members and those in-between; It is desirable to pair a new person with an experienced one at each of the tables so that the new person is mentored by the experienced person

Walk to Emmaus Events

    Sets a date for each team selection meeting (one for men and one for women). Make sure to pick a date that works for all committee members

    Collaborates with Communications Chair to post information on the website and Facebook along with an email to the Community regarding due dates for online Willing Servant forms

    Collects any hard copy Willing Servant forms handed in throughout the year and review the online forms. Coordinate with the other Board members to obtain any forms they may have received

    Organizes the material from the Willing Servant forms as to the preferences made by individuals. It needs to be clear to everyone what the preferences are of each person that filled out a Willing Servant form

    Facilitates each meeting , keeping within the guidelines of the Upper Room and the Board bylaws

Receives final roster from Lay Director of weekend for publication (p.57 community manual)

Works with committee to ensure an updated list of community membership records

    Updates records throughout the year as needed

Participates in Gathering, Candlelight and Closing events

Organize training meetings

Conference Room team training sometime during the team preparation meetings


Sponsor training

Committee Chairperson training sometime during the team preparation meetings


Conference Room Training

* Determine a time, date, and location for the team training that works for the Lay Directors

    It is best to try and plan this for the first team meeting

* Find a qualified facilitator to run the training. It should be someone who has served as a Lay   

    Director, has served on the Board in the past several years, has been actively involved in the                                              

    Community, and preferably who has done the training in the past

* Work with the Chairperson, the Lay Directors, and the Spiritual Directors as to the content and agenda for this training

Training is a vital part of keeping our Community informed of new information and providing quality weekend events for candidates; It is important to have experienced, knowledgeable, and informed trainers for these events


Sponsor Training

Work with the Board to determine the times, dates, and locations of the trainings. Offer three to five different options; Training is usually held at the retreats and in coordination with team meetings

* Find a qualified facilitator to run the training. It should be someone who has had experience with sponsoring, has served on the Board in the past several years, has been actively involved in the Community, and preferably who has done the training in the past

* The training will follow the sponsor's packet and will take one to two hours

* Keep track of members who have completed training and provide the list to the Board  Secretary.  All sponsors are required to have taken training within the past two years of sponsoring

Receives monies from the Registrar and Board Rep and deposits into appropriate account

Keeps detailed records of all money coming in and going out of the Community account

Pays all Emmaus bills

Attends monthly Board meetings and is prepared to give a full accounting of financial status with account(s) details

Provides a copy of financial reports to Board Secretary

Files non-profit status paperwork every two years with the Secretary of State's Office

Annually submits IRS reporting - Form 990

Annually submits 501c3

Submits records for annual audit by third party organization

Provides cash and or checks for Agape, Kitchen, etc. and others as needed for Walks

Purchases registration tags for supplies trailer

Ensures that insurance is current and paid