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EASTERN NORTH CAROLINA LUTHERANVIA DE CRISTO

RECTOR’SWEEKENDPLANNINGMANUAL

This is your book – write in it, copy it, use it as a resource in planning the weekend.

March 2001�Table of Contents� TOC \o "1-4" �CHAPTER #1, PRE-WEEKEND PLANNING� GOTOBUTTON _Toc509387171 � PAGEREF _Toc509387171 �4��You’ve been selected – now what?� GOTOBUTTON _Toc509387172 � PAGEREF _Toc509387172 �4��Your relationship with the Leaders Chair� GOTOBUTTON _Toc509387173 � PAGEREF _Toc509387173 �2��Initial Discussion with the Leaders Chair� GOTOBUTTON _Toc509387174 � PAGEREF _Toc509387174 �2��Additional Topics to Discuss with the Leaders Chair� GOTOBUTTON _Toc509387175 � PAGEREF _Toc509387175 �3��Weekend Planning Timeline� GOTOBUTTON _Toc509387176 � PAGEREF _Toc509387176 �5��Forming the Leadership Team� GOTOBUTTON _Toc509387177 � PAGEREF _Toc509387177 �8��Calling the Head Cha� GOTOBUTTON _Toc509387178 � PAGEREF _Toc509387178 �9��Calling a Rector Liaison (optional position)� GOTOBUTTON _Toc509387179 � PAGEREF _Toc509387179 �10��Calling the Spiritual Directors� GOTOBUTTON _Toc509387180 � PAGEREF _Toc509387180 �11��Calling the Head Area Chas� GOTOBUTTON _Toc509387181 � PAGEREF _Toc509387181 �12��Calling the Professor Escort Cha� GOTOBUTTON _Toc509387182 � PAGEREF _Toc509387182 �12��Calling the Head Music Cha and the music team� GOTOBUTTON _Toc509387183 � PAGEREF _Toc509387183 �13��Assembling and Calling the Remainder of the Team� GOTOBUTTON _Toc509387184 � PAGEREF _Toc509387184 �13��Prayer Chas� GOTOBUTTON _Toc509387185 � PAGEREF _Toc509387185 �15��Deciding on the number of tables� GOTOBUTTON _Toc509387186 � PAGEREF _Toc509387186 �15��Presenting the team to the Secretariat� GOTOBUTTON _Toc509387187 � PAGEREF _Toc509387187 �16��What next?� GOTOBUTTON _Toc509387188 � PAGEREF _Toc509387188 �16��Sample Team Covenant (as used on Mixed #38)� GOTOBUTTON _Toc509387189 � PAGEREF _Toc509387189 �17��Data Management� GOTOBUTTON _Toc509387190 � PAGEREF _Toc509387190 �18��Correspondence with Community� GOTOBUTTON _Toc509387191 � PAGEREF _Toc509387191 �18��Emergency Preparedness� GOTOBUTTON _Toc509387192 � PAGEREF _Toc509387192 �18��Pre Weekend Budget� GOTOBUTTON _Toc509387193 � PAGEREF _Toc509387193 �19��Planning Team Meetings� GOTOBUTTON _Toc509387194 � PAGEREF _Toc509387194 �19��Team Meeting Logistics� GOTOBUTTON _Toc509387195 � PAGEREF _Toc509387195 �19��General Comments about Team Meetings� GOTOBUTTON _Toc509387196 � PAGEREF _Toc509387196 �20��Meeting of the Head Area Chas� GOTOBUTTON _Toc509387197 � PAGEREF _Toc509387197 �22��Team Meeting Activities and Events� GOTOBUTTON _Toc509387198 � PAGEREF _Toc509387198 �23��Determining Prayer Partners� GOTOBUTTON _Toc509387199 � PAGEREF _Toc509387199 �23��Determining Backup Professors� GOTOBUTTON _Toc509387200 � PAGEREF _Toc509387200 �24��Introducing Team Members� GOTOBUTTON _Toc509387201 � PAGEREF _Toc509387201 �24��Calling Team Members to Particular Roles� GOTOBUTTON _Toc509387202 � PAGEREF _Toc509387202 �24��Rollo Critiques� GOTOBUTTON _Toc509387203 � PAGEREF _Toc509387203 �25��Knees Palanca� GOTOBUTTON _Toc509387204 � PAGEREF _Toc509387204 �25��Conducting a Prayer Circle� GOTOBUTTON _Toc509387205 � PAGEREF _Toc509387205 �27��Foot Washing Meditation - as used on Mixed #38� GOTOBUTTON _Toc509387206 � PAGEREF _Toc509387206 �29��Suggested Final Instructions For the Team� GOTOBUTTON _Toc509387207 � PAGEREF _Toc509387207 �32��Rollo Room Etiquette� GOTOBUTTON _Toc509387208 � PAGEREF _Toc509387208 �32��Snacks for Team� GOTOBUTTON _Toc509387209 � PAGEREF _Toc509387209 �32��In everything demonstrate honesty� GOTOBUTTON _Toc509387210 � PAGEREF _Toc509387210 �32��Sample Team Meeting Agendas� GOTOBUTTON _Toc509387211 � PAGEREF _Toc509387211 �34��Meeting of the Head Area Chas (sample #1)� GOTOBUTTON _Toc509387212 � PAGEREF _Toc509387212 �34��Meeting of the Head Area Chas (sample #2)� GOTOBUTTON _Toc509387213 � PAGEREF _Toc509387213 �34��Team Meeting #1 (sample #1)� GOTOBUTTON _Toc509387214 � PAGEREF _Toc509387214 �35��Team Meeting #1 (sample #2)� GOTOBUTTON _Toc509387215 � PAGEREF _Toc509387215 �35��Team Meeting #2 (sample #1)� GOTOBUTTON _Toc509387216 � PAGEREF _Toc509387216 �36��Team Meeting #2 (sample #2)� GOTOBUTTON _Toc509387217 � PAGEREF _Toc509387217 �36��Team Meeting #3 (sample #1)� GOTOBUTTON _Toc509387218 � PAGEREF _Toc509387218 �37��Team Meeting #3 (sample #2)� GOTOBUTTON _Toc509387219 � PAGEREF _Toc509387219 �37��Team Meeting #4 (sample #1)� GOTOBUTTON _Toc509387220 � PAGEREF _Toc509387220 �38��Team Meeting #4 (sample #2)� GOTOBUTTON _Toc509387221 � PAGEREF _Toc509387221 �38��Key Events and Tasks To Be Completed Just Prior to the Weekend� GOTOBUTTON _Toc509387222 � PAGEREF _Toc509387222 �39��Nametags� GOTOBUTTON _Toc509387223 � PAGEREF _Toc509387223 �39��Bunk Assignments� GOTOBUTTON _Toc509387224 � PAGEREF _Toc509387224 �39��Final Guest and Team Rosters� GOTOBUTTON _Toc509387225 � PAGEREF _Toc509387225 �39��Last Minute Reminders� GOTOBUTTON _Toc509387226 � PAGEREF _Toc509387226 �39��CHAPTER #2 SECRETARIAT BOARD SUPPORT/RESPONSIBILITIES TO THE RECTOR� GOTOBUTTON _Toc509387227 � PAGEREF _Toc509387227 �40��The President� GOTOBUTTON _Toc509387228 � PAGEREF _Toc509387228 �40��The Secretary� GOTOBUTTON _Toc509387229 � PAGEREF _Toc509387229 �40��The Treasurer� GOTOBUTTON _Toc509387230 � PAGEREF _Toc509387230 �40��The Archivists� GOTOBUTTON _Toc509387231 � PAGEREF _Toc509387231 �40��The Communications Chairperson� GOTOBUTTON _Toc509387232 � PAGEREF _Toc509387232 �41��The Fourth Day Chairperson� GOTOBUTTON _Toc509387233 � PAGEREF _Toc509387233 �41��The Leaders Chairperson� GOTOBUTTON _Toc509387234 � PAGEREF _Toc509387234 �41��The Music Chairperson� GOTOBUTTON _Toc509387235 � PAGEREF _Toc509387235 �41��The Operations Chairperson� GOTOBUTTON _Toc509387236 � PAGEREF _Toc509387236 �42��The Palanca Chairperson� GOTOBUTTON _Toc509387237 � PAGEREF _Toc509387237 �43��The Pre-weekend Chairperson� GOTOBUTTON _Toc509387238 � PAGEREF _Toc509387238 �43��The Spiritual Directors� GOTOBUTTON _Toc509387239 � PAGEREF _Toc509387239 �44��CHAPTER #3: COMMUNICATIONS� GOTOBUTTON _Toc509387240 � PAGEREF _Toc509387240 �45��COMMUNICATIONS (via the Weave and the Web Site)� GOTOBUTTON _Toc509387241 � PAGEREF _Toc509387241 �45��Publication Dates & Responsibilities� GOTOBUTTON _Toc509387242 � PAGEREF _Toc509387242 �45��Secretariat Responsibilities� GOTOBUTTON _Toc509387243 � PAGEREF _Toc509387243 �46��Communications� GOTOBUTTON _Toc509387244 � PAGEREF _Toc509387244 �46��Archivists� GOTOBUTTON _Toc509387245 � PAGEREF _Toc509387245 �46��Palanca� GOTOBUTTON _Toc509387246 � PAGEREF _Toc509387246 �47��Head Spiritual Director� GOTOBUTTON _Toc509387247 � PAGEREF _Toc509387247 �47��Pre-Weekend� GOTOBUTTON _Toc509387248 � PAGEREF _Toc509387248 �47��Operations� GOTOBUTTON _Toc509387249 � PAGEREF _Toc509387249 �48��Post-Weekend� GOTOBUTTON _Toc509387250 � PAGEREF _Toc509387250 �48��4th Day Chair� GOTOBUTTON _Toc509387251 � PAGEREF _Toc509387251 �48��Serenade Leader� GOTOBUTTON _Toc509387252 � PAGEREF _Toc509387252 �48��Team Responsibilities� GOTOBUTTON _Toc509387253 � PAGEREF _Toc509387253 �48��Rector� GOTOBUTTON _Toc509387254 � PAGEREF _Toc509387254 �48��Head Cha� GOTOBUTTON _Toc509387255 � PAGEREF _Toc509387255 �49��Head Palanca� GOTOBUTTON _Toc509387256 � PAGEREF _Toc509387256 �49��CHAPTER #4, Working With The Camp� GOTOBUTTON _Toc509387257 � PAGEREF _Toc509387257 �50��Preliminary Camp Visit� GOTOBUTTON _Toc509387258 � PAGEREF _Toc509387258 �50��Considerations for Camp Use� GOTOBUTTON _Toc509387259 � PAGEREF _Toc509387259 �50��Establishing and Maintaining a Relationship with the Camp Staff� GOTOBUTTON _Toc509387260 � PAGEREF _Toc509387260 �50��Considerations about the Facilities� GOTOBUTTON _Toc509387261 � PAGEREF _Toc509387261 �51��CHAPTER #5: CAMP SET-UP AND CLOSING� GOTOBUTTON _Toc509387262 � PAGEREF _Toc509387262 �53��Camp Setup on Thursday� GOTOBUTTON _Toc509387263 � PAGEREF _Toc509387263 �53��When Does it Happen?� GOTOBUTTON _Toc509387264 � PAGEREF _Toc509387264 �53��Unloading and Moving the Inventory� GOTOBUTTON _Toc509387265 � PAGEREF _Toc509387265 �53��Special Considerations� GOTOBUTTON _Toc509387266 � PAGEREF _Toc509387266 �53��Chapel� GOTOBUTTON _Toc509387267 � PAGEREF _Toc509387267 �53��Rollo Room� GOTOBUTTON _Toc509387268 � PAGEREF _Toc509387268 �54��Rollo Room Cha Area� GOTOBUTTON _Toc509387269 � PAGEREF _Toc509387269 �54��Kitchen� GOTOBUTTON _Toc509387270 � PAGEREF _Toc509387270 �55��Palanca� GOTOBUTTON _Toc509387271 � PAGEREF _Toc509387271 �55��Outside� GOTOBUTTON _Toc509387272 � PAGEREF _Toc509387272 �55��Camp Closing on Sunday� GOTOBUTTON _Toc509387273 � PAGEREF _Toc509387273 �57��Introduction� GOTOBUTTON _Toc509387274 � PAGEREF _Toc509387274 �57��When Does it Happen?� GOTOBUTTON _Toc509387275 � PAGEREF _Toc509387275 �57��Special Considerations� GOTOBUTTON _Toc509387276 � PAGEREF _Toc509387276 �57��CHAPTER #6: MAJOR WEEKEND EVENTS� GOTOBUTTON _Toc509387277 � PAGEREF _Toc509387277 �58��Prayer Banner� GOTOBUTTON _Toc509387278 � PAGEREF _Toc509387278 �58��Introduction� GOTOBUTTON _Toc509387279 � PAGEREF _Toc509387279 �58��When Does it Happen?� GOTOBUTTON _Toc509387280 � PAGEREF _Toc509387280 �58��The Role of the Secretariat Palanca Chair� GOTOBUTTON _Toc509387281 � PAGEREF _Toc509387281 �58��Head Palanca Cha� GOTOBUTTON _Toc509387282 � PAGEREF _Toc509387282 �58��Serenade� GOTOBUTTON _Toc509387283 � PAGEREF _Toc509387283 �60��Introduction� GOTOBUTTON _Toc509387284 � PAGEREF _Toc509387284 �60��When and How Does it Happen?� GOTOBUTTON _Toc509387285 � PAGEREF _Toc509387285 �60��Secretariat Music Chair� GOTOBUTTON _Toc509387286 � PAGEREF _Toc509387286 �61��Serenade Leader� GOTOBUTTON _Toc509387287 � PAGEREF _Toc509387287 �61��Secretariat Communications Chair� GOTOBUTTON _Toc509387288 � PAGEREF _Toc509387288 �61��Rector� GOTOBUTTON _Toc509387289 � PAGEREF _Toc509387289 �61��Head Cha� GOTOBUTTON _Toc509387290 � PAGEREF _Toc509387290 �61��Head Music� GOTOBUTTON _Toc509387291 � PAGEREF _Toc509387291 �61��Head Outside Cha� GOTOBUTTON _Toc509387292 � PAGEREF _Toc509387292 �62��Head Palanca Cha� GOTOBUTTON _Toc509387293 � PAGEREF _Toc509387293 �62��Knees Palanca� GOTOBUTTON _Toc509387294 � PAGEREF _Toc509387294 �63��Introduction� GOTOBUTTON _Toc509387295 � PAGEREF _Toc509387295 �63��Considerations� GOTOBUTTON _Toc509387296 � PAGEREF _Toc509387296 �63��Table Chapel Visits by Guests, Professors, and Table Chas� GOTOBUTTON _Toc509387297 � PAGEREF _Toc509387297 �65��Introduction� GOTOBUTTON _Toc509387298 � PAGEREF _Toc509387298 �65��When Does it Happen?� GOTOBUTTON _Toc509387299 � PAGEREF _Toc509387299 �65��Details� GOTOBUTTON _Toc509387300 � PAGEREF _Toc509387300 �65��Prompt for Chapel Visit� GOTOBUTTON _Toc509387301 � PAGEREF _Toc509387301 �66��CLAUSURA� GOTOBUTTON _Toc509387302 � PAGEREF _Toc509387302 �68��When Does it Happen?� GOTOBUTTON _Toc509387303 � PAGEREF _Toc509387303 �68��Secretariat President’s Responsibilities� GOTOBUTTON _Toc509387304 � PAGEREF _Toc509387304 �68��Rector Responsibilities� GOTOBUTTON _Toc509387305 � PAGEREF _Toc509387305 �68��CHAPTER #7: TABLE ASSIGNMENTS� GOTOBUTTON _Toc509387306 � PAGEREF _Toc509387306 �69��Pre-Weekend Chair Responsibility� GOTOBUTTON _Toc509387307 � PAGEREF _Toc509387307 �69��Considerations (by level of importance) include� GOTOBUTTON _Toc509387308 � PAGEREF _Toc509387308 �69��Suggestion� GOTOBUTTON _Toc509387309 � PAGEREF _Toc509387309 �69��CHAPTER #8: CABIN ASSIGNMENTS� GOTOBUTTON _Toc509387310 � PAGEREF _Toc509387310 �70��Other suggestions� GOTOBUTTON _Toc509387311 � PAGEREF _Toc509387311 �70��CHAPTER #9: POST-WEEKEND RESPONSIBILITIES� GOTOBUTTON _Toc509387312 � PAGEREF _Toc509387312 �71��Suggested Contents of a Post-Weekend Head Cha Report� GOTOBUTTON _Toc509387313 � PAGEREF _Toc509387313 �72��CHAPTER #10: WORDS OF WISDOM....� GOTOBUTTON _Toc509387314 � PAGEREF _Toc509387314 �73��HEAD OUTSIDE CHA TIPS & TRICKS� GOTOBUTTON _Toc509387315 � PAGEREF _Toc509387315 �73��MESSAGES TO THE RECTOR� GOTOBUTTON _Toc509387316 � PAGEREF _Toc509387316 �74��From Warren Keyes, Rector of Mixed #27� GOTOBUTTON _Toc509387317 � PAGEREF _Toc509387317 �74��From Tom Thompson, Rector of Mixed #30� GOTOBUTTON _Toc509387318 � PAGEREF _Toc509387318 �78��From Scott Anderson, Rector of Mixed #31� GOTOBUTTON _Toc509387319 � PAGEREF _Toc509387319 �79���

�CHAPTER #1, PRE-WEEKEND PLANNING You’ve been selected – now what?Pray – Prayer is the most important thing you can do during this journey. Your first thoughts after being selected may be to get on the phone and call all your friends and invite them to come play with you on the weekend. STOP! We want you to think about some things before you call your team.Ask the Archivist of the Secretariat for a current list of the members of the Via de Cristo community and the teams they have served. Make sure the list includes currently called teams. This may be verified on the web site under teams or the Archivist can provide you with this list.Read your Bible – In preparation for the Weekend and calling the team, Bible Study and Meditation will provide comfort and guidance.Do not miss Reunion – Your reunion community will play an important role in supporting your service. Be diligent in meeting together.�Your relationship with the Leaders ChairThe Leaders chair is your initial point of contact on the Secretariat during your time as rector. The role of the Leaders chair is to be your coach as you serve as rector. This means that the Leaders chair will provide you with the materials and support that you need to carry out this responsibility. It is important for the Leaders chair and the rector to be in frequent contact. Initial Discussion with the Leaders ChairWait until you talk with the Leaders Chair of the Secretariat before you ask anyone to serve on the team. This discussion should take place within 1 week of your accepting the call.

Your initial contact with the Leaders chair will include a discussion of these items:Role of the SecretariatRole of Leaders ChairInitial DecisionsRely on PrayerProcess for asking head people to serveSelecting Head Cha and/or Rector Liaison is a collaborative process between rector, Leaders, and a board Spiritual Director Role of Escort Cha and “Head Professor”Assemble a slate of potential head chas and present to the Secretariat for support before asking the people (1st and 2nd choices)Music�Rollo Room��Chapel�Palanca��Kitchen�Outside��Prayer�Escort Cha��Talk with the Board Spiritual Directors to help assemble the Weekend Spiritual Directors. Feel free to request specific pastors if you’d like.Being an observing rector - When and WhyAttending Secretariat meetings - When and WhyResources available and arrangements made to provide themWeekend Planning ManualScriptElectronic Files�Additional Topics to Discuss with the Leaders Chair

Camp to be used for the weekend: A map of the camp will be provided to the Rector if it is available. The Leaders Chair will discuss the ways the camp has been set up and can provide examples of alternative camp set up.

Team selection: The Leaders Chair and rector will discuss the positions on the team and the leadership traits necessary to accomplish the tasks of each area which will help the weekend flow smoothly. Please note that these are only suggestions; it is your choice to select the team – The Secretariat acknowledges your leadership ability or you would not have been selected. After you review the experience report prepared by the Archivist, you should identify a primary and alternate person for each head area cha. Discuss these choices with the Leaders chair and the Head Cha. A discussion of your requests for Spiritual Directors should be held with a Secretariat Spiritual Director.

Rector’s Script: A copy of the Rector’s script will be provided and a discussion of the script will take place. It is strongly recommended that the Weekend script be unchanged. Any changes to the script should be very thoughtfully and prayerfully considered before you include them for the Weekend. All changes must be discussed with the Leaders chair for appropriateness and reviewed by a Spiritual Director for theological content.

The role of the Secretariat: You can expect Secretariat support. The Secretariat will expect your support. Communication is two ways. Your attendance at Secretariat meetings prior to the Weekend is important. It is highly recommended that you begin attending Secretariat meetings 6 months prior to the Weekend and at any other time as necessary. The Weekend will be included on the agenda and you will be encourage to provide an oral report and status. You MUST attend the Secretariat meeting just prior to the Weekend to make sure all last minute details are worked out. In addition the duties of Secretariat members and how they will interact with you is reviewed.

Pre-Weekend calendar: If at all possible a team meeting schedule should be established very early. The dates when Team Books, Talk outlines, Head Cha Resources, etc. will be delivered to you by the Leaders chair should be established. The Leaders Chair will also provide Pilgrims Guides, Fourth Day Cards, and crosses just prior to the Weekend. Discuss when you will receive an updated inventory, the pager, walkie-talkies, a key to the trailer, and other operations items with the Operations Chair. The Weave deadlines should be added to your calendar. As soon as possible after meeting with your Head Cha, the time and place of Send off, Serenade and Clausura should be added to this Calendar and sent to the Secretariat. Default times for Send off, Serenade and Clausura will be used if you do not notify the Weave editor and the Pre-Weekend Chair.

Question and Answer sessions: Ask any questions you have to the Leaders chair or other members of the Secretariat. There is no such thing as a “silly” or “insignificant” question. If something is on your mind, seek the support of those who can provide answers, guidance, and assistance. You are not expected to know all there is to know!

�Weekend Planning Timeline

Approximate Timing�Task or Activity��12 months ahead�Rector selectedPray, Pray, and Pray some more!Keep meeting with your reunion group and maintain your piety and study.Contact the Leaders Chair and begin discussing the Weekend, including potential Head Chas.Make plans to serve as Observing Rector and begin communicating with that Rector.Begin discerning a theme for the Weekend, if desired.Read the Weekend Planning Manual.Read the Team Manual.Read the Movement’s constitution and by-laws.Read the Weekend script.Request from the archivist a report of team service - sorted by last name. This report will show who has served on teams and in what capacity since 1978.Request a CD (or receive through E-Mail) sample team documents from the archivists. These documents include examples of letters, agendas, planning tools, spread sheets, schedules, and much more.��11 months ahead�Head Cha is selected.Rector and Head Cha begin discerning who to select as Area Head Chas. Talk with a Secretariat Spiritual Director about the selection of Weekend Spiritual Directors.��10 months ahead�Rector discusses potential Head Area Chas with Leaders Chair.Set dates for the meeting of the Head Area Chas and Team Meetings so they can be communicated to potential Head Area Chas.Head Area Chas are selected.��9 months ahead�Begin requesting and receiving team applications.Begin submitting articles for the Weave to request team applications and share reflections on your journey. Consider announcing team meeting dates. Include an article every month for the next 10 months.As you receive applications, begin discerning where each person will be called to serve.Begin writing the “Total Security in the Fourth Day” rollo.��7-6 months ahead�Share initial team assignments with the Leaders Chair prior to the meeting with the Secretariat.Team is formed and submitted to the Secretariat for approval.��6 month ahead�Initial contact letter to team announcing team meeting dates, places, and other expectations. Consider using a covenant that each member signs and returns to accept their call.��5 months ahead�Conduct the Head Area Cha Meeting.Work with the Spiritual Directors to plan worship for team meetings.Things to have ready for first team meeting:Identify Back-up professors.Form prayer partners. Get Team Manuals form Leaders Chair.Get Rollo Prep Manuals from Leaders Chair.Team assignments.��4.5 months ahead �Letter / E-Mail to team with directions to first team meeting.��4 months ahead�First Team Meeting.��3 ½ months ahead�Letter / E-Mail to team with directions to second team meetingHead Cha should contact the Camp management to begin establishing a rapport.Head Kitchen Cha should contact the Camp Kitchen manager to discuss menus and begin establishing a rapport.��3 months ahead�Second Team Meeting.��2 ½ months ahead�Letter / E-Mail to team with directions to third team meeting.��2 months ahead�Third Team Meeting.��1 ½ months ahead�Letter / E-Mail to team with directions to fourth team meeting.��1 month ahead�Fourth Team Meeting.Receive Pilgrims’ Guides, Fourth Day cards, Crosses from Leaders ChairReceive Fourth Day packets from Fourth Day Chair.��3 weeks ahead�Make table assignments.Bunk Assignments.Prepare or have prepared guest and team nametags.Receive lanyards from Joyce Wehrle.��1 month after�Post-Weekend Ultreya (Scheduled and coordinated by the Fourth Day Chair).Submit final article for the Newsletter.Receive post-Weekend reports from Head Area Chas.Prepare Rector’s post-Weekend report.���Forming the Leadership Team

The leadership teams for most Weekends includes the rector and head cha. In the last several years, some rectors have chosen to add a role called rector liaison. This role is particularly helpful when the rector has not been a head cha and/or the head cha has not been a rector. Serving as rector is one of those roles where everyone enters into service without having done the job before. The rector liaison position if occupied by a previous rector or head cha brings experience to the Leadership Team. This experience is invaluable because there are so many decisions and situations that can occur during the planning and implementation of a Via de Cristo Weekend.

The core leadership team needs to have intentional conversations about preferred leadership styles, goals for service, philosophy of team meetings and the Weekend, how they will make decisions and solve problems. It is important for the rector to clearly define the expected level of authority and responsibility for each member of the leadership team. Roles need to be clearly defined so that each person can carry out their responsibilities effectively.

The rector liaison role can be used in a variety of different ways. It may be helpful to think of this role as advisor to the rector and head cha. In most instances this role has been kept flexible so that the person is available to support in any area. Their primary focus is one of coordination and problem-solving.

�Calling the Head ChaChoose an experienced person with whom you work well as your Head Cha. Also, someone you understands the Weekend philosophy and flow thoroughly. Consider finding someone who complements your strengths. Because you will work very closely together make sure the person can commit the time necessary to work with you. Geographic accessibility is another consideration. Prayerfully consider your choice for Head Cha then discuss this selection with the Leaders Chair and a Spiritual Director from the Secretariat Board. The selection of the Head Cha should be a consensus decision between the Rector, Leaders Chair and a board Spiritual Director.The Head Cha is your right and left hand. You build the team the Head Cha worries about and directs the accomplishment of the detailed tasks. This person should have multi-team experience and be detail oriented. The Head Cha must make quick decisions, be a mediator, be a reconciler and should have a thorough knowledge of the weekend. A former rector or Head Cha is preferable. THIS IS THE PERSON THAT ANSWERS YOUR QUESTIONS.The Head Cha will help you review team selection. If you have chosen a Head Cha with weekend experience, he or she can broaden your exposure to people resources in the community. The final decisions on the weekend are yours, not the Head Chas. Have a clear understanding of the working relationship and make sure you and the Head Cha are compatible. Do not select a Head Cha simply because you are close, reunion together, or you feel obligated because they asked you to be your Head Cha. Your Head Cha may be a friend or a reunion partner, but they need to have the qualifications you need first and foremost.�Calling a Rector Liaison (optional position)After your head cha is in place, you will want to consider whether or not you will have a rector liaison. Calling a former rector or head cha to this role is strongly encouraged if your head cha is not a former rector or has not previously served as the head cha. Qualities needed in a rector liaison:Experience as a rector or head chaAbility to share experience and then support the rector once a decision is madeDefining the rector liaison role:As a member of the core leadership team, this person can share their experiences during the planning process.Assists with planning team meeting agendas, making team assignments and completing any other responsibilities as requested by the rector.During team meetings and the Weekend, this person is flexible to carry out any responsibilities assigned by the rector. The rector liaison can assist in problem-solving and fill in where necessary.If the rector liaison has been a rector or head cha, they can be identified as the back-up to the rector or head cha.

�Calling the Spiritual DirectorsThe spiritual directors for each Via de Cristo Weekend shall be selected and contacted by the spiritual directors on the Secretariat, with input from the rector.The head spiritual director at each Weekend shall be an ordained Lutheran pastor. Other spiritual directors may be rostered Lutheran leaders or ordained leaders from another Christian body.Ideally, there should be three spiritual directors committed to serve on each Weekend team. At least one spiritual director shall be committed to being present for the complete 72 hour Weekend.Spiritual directors are members of the team and are required to attend team meetings, give support to the rector and the team, and administer Holy Communion at each team meeting.The head spiritual director should assign the responsibilities of the Via de Cristo Weekend to the specific pastors prior to the Weekend (i.e., which rollos, meditations, morning worship/holy communion service they are responsible for.)Spiritual director rollos shall be critiqued at team meetings.The head spiritual director shall work with the music and chapel chas to plan worship. He/she should also work with the rector to discuss the procedures for the service of dedication, Clausura, and the distribution of crosses and service sheets.Spiritual directors are to make themselves available for personal counseling at the end of each night’s chapel visit, as well as throughout the Weekend, as necessary.�Calling the Head Area Chas

General considerations:Make every attempt to place people in head positions who have served in that area relatively recently.Choose people who are responsible and understand the weekend philosophy and flow. Use the experience report (provided by the Archivist) to review each person’s previous experience.Head area chas should be active in reunion group and their church.Talk with the head cha, rector liaison (if being used) and Leaders chair about the skills needed for each of the head area chas.Head area chas need to be able to form a Christian community, be flexible, follow directions, organize people and tasks, and solve problems. Discuss your primary choices and alternates with the Leaders chair before asking them to serve.It may be helpful to have your team meeting dates set before asking your head area chas to serve so that you can give them these dates and confirm their attendance at each team meeting.

Head Area Chas to Call:Professor Escort Cha�Music��Rollo Room�Chapel��Palanca�Outside��Kitchen�Prayer (if being used)��Calling the Professor Escort ChaThe Professor Escort Cha position can be used in a couple of different ways.Option #1: The Professor Escort Cha is used to escort speakers to and from their cabin, the chapel, and the rollo room. This person may also coordinate the “knees” palanca and tap the people who are designated to pray for each rollo. The pre-weekend work is focused on reviewing the Weekend schedule and making a plan to get everyone where they need to be during the Weekend. As defined here, this role has little to do during team meetings because their work begins Friday morning of the Weekend. In this option the rector is the one who works with the Professors during team meetings to prepare them for their role. This can be very challenging for the rector because there are usually many distractions and needs during the team meetings so the professors may not get the direction and instruction they need.Option #2: the Professor Escort Cha serves as the “Head Professor.” In this option, the Professor Escort Cha works with the professors during team meetings. The preparation of the professors (both speaking and support) is very important in providing a loving and supportive environment at the tables. Experience is important here so the rector would want to call a person who has served at least twice at the table (at least once should be as a speaking professor). As Head Professor, this person would work with the professors during team meetings to help them understand their role and the flow of the Weekend. Share tips for writing the rollos and overview how the rollos fit within the method. Discuss table dynamics and clarify the relationship between the professors at the table. Discuss options for handling situations at the table. This person could also lead a demonstration a table chapel visit for the professors and table chas. This person could also explain Knees Palanca and coordinate the assignments for doing “knees” for each rollo. During the Weekend, the traditional role of Professor Escort Cha is carried out.

Calling the Head Music Cha and the music teamConsult with the Leaders and Music chairs before actually asking the person. Once the Head Music cha accepts their call, they may wish to begin assembling the music team. As rector, you should work with and guide the Head Music Cha in this process. The music team will need to meet together before the first team meeting so that they are prepared to lead the team in worship and learning songs during the meeting. You will also need to decide whether or not the Weekend songbook will be used during team meetings. Another option is for the Head Music Cha to create a songsheet that is used during team meetings so that the Weekend songbook is not used until the Weekend. The Head Music Cha is expected to work with the Music Chair on the Secretariat to ensure that the appropriate copyright references are included in the Weekend songbook and the songsheet. The Head Music Cha will also want to discuss any new music with the Music Chair to be certain that the appropriate copyright permission is in place.Assembling and Calling the Remainder of the Team

Forming a team of servants takes very intentional and prayerful efforts. As soon as the community learns that a particular person is called as Rector for a future weekend, that person will be approached by people who desire to serve on the team. Be prepared to handle this by encouraging everyone who is interested in serving on the team to submit a team application by an established deadline. Avoid promising that a person will be on the team and in a particular role. Encourage every potential team member to prepare themselves spiritually for service.

You will begin receiving applications soon after the community becomes aware that you will be the rector on a future weekend. Pray for guidance as you receive applications and begin “penciling” people’s names by positions. Work with the rectors of Weekends that will occur before yours to make sure that you are not calling the same people to serve. You will not finalize the team until the team for the Weekend prior to yours is approved by the Secretariat.

Considerations to keep in mind when choosing team members:Use team applications as the primary source for determining who desires to serve on the team.Combine a group of experienced and inexperienced people using the team selection worksheet as a guideline. Professors (both speaking and support) should be active in reunion group and their church. It is strongly recommended that professors have served on a least one previous team.Generally, choose people who are active in reunion group, unless it is a new person who has not had an opportunity to join a reunion group. Ask pastors for their recommendations. On a mixed weekend balance the number of men and women in workgroups, in leadership positions, and in giving talks. Place husbands and wives who serve on the same team in different workgroups.Consider over-calling your team by a few people so that existing team members are available if people drop from the team.Maintain a stand-by list of people who have applied to serve on the team but were not called to serve. Inform them that they are on the stand-by list and that as needs arise you may be calling them to join the team.Select team members from as many areas of our region as possible. Try to have at least two people from any given geographic area.Normally people should serve on only one team a year, or at least limit the number of people who just served on the last team.Limit the number of ex-rectors on the team. Many rectors ask ex-rectors to be head chas. Ex-rectors are also good people to call for last minute substitutions and as Prayer Chas.

Consider the needs of the Via de Cristo movement and the skill development of the person as you select team. You have an opportunity in team selection and training to develop leaders. When placing people on team, place them in positions which will provide them a variety of experiences that will prepare them for effective leadership. Try to develop leaders through a sequence of experiences that progresses through team positions which require increasing responsibility.First team: Place the person in a cha position - outside, kitchen, table, palanca, music, or chapel. Avoid assigning people a rollo on their first team.Subsequent teams: Try to balance the opportunities for service between jobs inside the rollo room with those that operate primarily outside the rollo room.

A typical team includes a head area cha for each major area plus these chas:Rollo Room chas: one table cha for each table (some have included an extra table cha to serve the head table, spiritual directors, music chas, etc. or the head rollo room cha has this responsibility.)Music Chas: 3 - 5Kitchen: at least 5 (some recommend the same number as you have tables)Palanca: 2 - 3Chapel: 2 - 3Outside: 4 - 5

The team will also include:Three Spiritual DirectorsObserving Rector (sometimes there may be two)Professor Escort ChaRector Liaison (this is an optional position)Head ChaRector

Prayer ChasThe optional area of Prayer Chas has been recently added to teams, therefore the role is not clearly defined. Some rectors have elected to increase the number of chapel chas so that they can manage the chapel and fulfill the responsibilities of the prayer chas. Other rectors have kept the groups separate. The general responsibilities of the prayer chas include: praying with each cha group, praying when others at the camp are not praying (table discussions, meals, decurias, etc.), observing the rollo room and offering prayers as needed, collecting prayer requests from guests and team and including them in personal prayers. If you are having prayer chas you may want a team of 2 or 3 people plus a head prayer cha.

Deciding on the number of tablesThis decision will impact the number of professors that you will need and how many of them will be speaking and how many will be support. This will also determine how many table chas you will need. Consideration should be made that provides the best environment for the guests. If we want the tables to develop into reunion groups, then keeping those communities small is important. Much time is spent in the Rollo Room around the table, so comfort should also be considered. As a practice, each table has two professors and one table cha. There are 9 lay talks, one is delivered by the rector so that puts 8 speaking professors at tables. If using 6 tables, you will need 12 professors (8 speaking and 4 as support). If using 7 tables, you will need 14 professors (8 speaking and 6 as support). If using 8 tables, you will be 16 professors (8 speaking and 8 support). In order to have a diverse mix of people at the tables, it is recommended that each table include a male and a female professor where possible. Also consider church, city, age and experience when pairing professors.

Presenting the team to the SecretariatAt about six or seven months prior to the Weekend, you are expected to present a proposed team to the Secretariat. Coordinate this with the Leaders Chair. They will be aware of sensitive information, recent problems or deaths and can help you avoid potential problems. The Secretariat’s primary responsibility is to ensure that a team is in place and endorse the team that is assembled. Prior to the Secretariat meeting, share the team list with the Leaders Chair for an initial review.What next?After the Secretariat has endorsed the team, you are ready to contact the members of the team and call them to service. Most rectors use a letter that tells the team member that they have been selected to serve and provides key information like team meeting dates and place. You may also wish to include a covenant that clearly describes the expectations of serving on the team and ask the team member to sign and return by an established deadline to accept the call.

Be prepared! You may have some team members who will discover that they are unable to serve. Now it is time for you to adjust team assignments as necessary. Seek advice from the head cha, rector liaison, spiritual director, leaders chair as necessary. You may also find that you need to invite people from the stand-by list to serve. Do the best that you can as you prayerfully consider where people should serve and then be prepared to be flexible. You can expect changes right up to the first team meeting and then the Weekend!

�Sample Team Covenant (as used on Mixed #38)

TEAM COVENANT FOR«First Name» «Last Name»

I offer my service on the Via de Cristo Weekend Mixed #38, November 16�19, 2000 at Camp Dixie, Fayetteville, North Carolina.

As a team member I will:

Pray daily for the team and guests that God is calling to participate in Mixed #38.Offer my experience and be willing to learn from others.Attend the following 9:00 a.m.—4:00 p.m. team meetings. Locations to be announced later.Saturday, August 19Saturday, September 16Saturday, October 7Saturday, November 4Arrive at Camp Dixie no later than 2 p.m. on Thursday, November 16. Pay the team fees of $130 no later than October 7. This includes the usual team fees of $125 plus $5 for the team meal on Thursday, November 16, 2000.

If you are unable to meet any of the above expectations, please indicate the reason below:

______________________________________________________________________

Please describe any physical limitations that should be considered when assigning you to a position on the team.

______________________________________________________________________

Please identify any medically necessary dietary restrictions.

______________________________________________________________________

x__________________________________ ____________________________Signature Date

�Data ManagementBeing rector generates a great deal of information and files. It is helpful to create a directory on your computer to organize all of the electronic data. Consider establishing an Excel spreadsheet that can be used to keep track of identifying information for the team and guests. This will be very helpful because it means that you won’t have to re-enter this information as it is merged into letters, envelopes, nametags, palanca, labels, rosters, etc.

If you are not comfortable using the computer, consider identifying a special “computer cha” on the team. This could be the Head Cha. It doesn’t matter who becomes the data manager, just know that it is an important and time-consuming job which someone should have responsibility.

Many documents have been created and can be easily shared with the Head Cha, Area Head Chas and Rector. Contact one of the Secretariat Archivists to see what resources are available.

Correspondence with CommunityOne responsibility of the rector is to keep the community informed as the team develops and the Weekend approaches. Begin submitting articles for Weave about 9 months before the Weekend. An article should be included every month prior to the Weekend and the month after the Weekend. It is also helpful to be present at Ultreyas and other community events. The team needs the support of the Community as they prepare to serve the guests and the Rector is the person the Secretariat has called to lead the team.

Emergency PreparednessEmergencies (weather, facilities, personal, etc.) can occur on any Weekend and it is important for the team to be prepared to handle whatever occurs. Work with the Head Cha to define procedures for handling emergencies. Considerations include:Designating a place for the team and guests to gather in case an emergency occurs at the camp.Assigning members of the team specific responsibilities in the event of an emergency like: conducting head counts; checking and securing the facilitates; and contacting the camp staff, sponsors, Secretariat members, and other necessary people.Request a copy of the emergency procedures from the camp.Maintain a list of key people who may need to be contacted in case of an emergency.Identify and become familiar with the route to the closest hospital, pharmacy, police and fire department.

Pre Weekend BudgetThe Secretariat has established a budget for your Weekend. Contact the Secretariat treasurer to discuss the budget, purchasing, and reimbursement procedures. Because the Movement is self-supporting expenditures should be carefully and prayerfully considered.

Areas of reimbursable expenses usually include:Phone callsPostage - (consider using a combination of US Mail and E-Mail)Envelopes and letterheadPhoto Copying Song Book Production (unless supplied by Secretariat). Discuss production with Secretariat Music Chair.If needed you will be given an advance. Ask the Treasurer for the advance.

Planning Team Meetings Team Meeting LogisticsOne of the initial decisions that you and the head cha will want to make is the dates and locations for the Meeting of the Head Area Chas (this is the planning meeting with all of the head area chas) and the team meetings. The dates and locations of team meetings is important information to share with potential head area chas and other team members. This information can also be included in Weave as you are recruiting team members. Consider including this information in any correspondence with potential team members, including the team covenant.Meet with your Head Cha at least 4 weeks prior to the meeting with the head area chas (Meeting of the Head Area Chas) to plan the agenda for the team meetings. Other resource people would be former rectors and head chas, SD’s, etc. Four team meetings are required by the movement’s by-laws. Discuss any variations with the Leaders Chair. At least 4 weeks prior to the first team meeting, contact a host reunion group at each location to make arrangements to have the church open, coffee on and lunch planned. If possible breakfast fruit and pastry can be arranged through the host reunion group.Work with a team member or the reunion group from the host church to evaluate your needs for meeting space. Make sure there is sufficient space to break up into Cha groups and hold your full team sessions.Make arrangements for someone to have communion elements and communion-ware available for the worship services at team meetings. Your head Chapel Cha is a good person to assign this task – communion-ware can be arranged from the host church or taken from the inventory. If taken from the inventory allow several weeks for the Operations Chair of the Secretariat to secure and have available. The communion-ware may be buried in the back of the trailer and require a lot of work to retrieve. Make sure you have name tags available for all team meetings. Name tags can be the name tags you will use on the weekend or may be stick-on label style tags. Another option would be to suggest that team members wear one of their favorite nametags to each meeting. If using this option you would still want to have a supply of stick-on name tags for those who forget to bring their own.Assign someone to collect team monies and notify the Treasurer of the Secretariat of the need for any team financial aid. Please note that the Secretariat has recommended that an individual not receive team financial aid more than once every two years. The Treasurer maintains a financial aid list. A good person to collect monies is the observing rector, head cha or an Outside Cha.Theme for the weekend and any thematic message for a particular team meeting should be discussed with the Spiritual Directors. They will want to use the theme in their messages at team meetings and on the weekend. Having a theme is optional.

Work with the Music Chair of the Secretariat and the Head Music Cha to make sure that songsheets are ready for each team meeting.General Comments about Team MeetingsMany different and sometimes competing goals should be considered when planning team meetings. Above all else, team meetings provide the foundation for developing a diverse group of people into a loving Christian Community. Once this community is formed the team is able to implement the Via de Cristo method during the Weekend. In order to build this community, attention needs to be placed on prayer, fellowship, worship, laughter, singing, and sharing meals. Team members also seek to understand their role on the team and how it fits into the bigger picture. Several different communities are forming during the team meetings. One is the team as a whole body of Christ, another is each cha group. Take special care in providing ample time for cha groups to meet together during each meeting. This gives the small group time to get to know each other, establish relationships, pray together, and plan their work. Think of each small work group as a reunion group which is growing so that each person can serve openly, honestly, and completely. Each head area cha becomes the spiritual leader for the group.

It is important for the rector, head cha, and other key members of the team to arrive early enough to make preparations for the meeting. The Rector and Head Cha may also find it very helpful to take time before the team arrives to pray together. Once the team begins arriving it can be difficult to find this time. The team meeting schedule can be difficult to manage so make every effort to begin on time and to move through the agenda.

As the team meeting agendas change, it is helpful to share this information with the head area chas ahead of time so that they can help the schedule flow smoothly. Everyone is a partner in helping the team meetings be effective. Encourage the head music cha to coordinate the music with the spiritual director who will be leading worship. The head chapel cha should know when worship is scheduled so that the altar and communion elements can be prepared for each worship service.

�Meeting of the Head Area ChasAt first glance, a meeting of the Head Area Chas may seem unnecessary. However, most Rectors discover that this is a critical component of building the team and setting the tone for the Team Meetings and the Weekend.

As a Rector it is important for you to clearly spell out your leadership style and your expectations of others. The Head Area Chas are seeking direction and inspiration from you - the Rector. You will find that they will be willing to fulfill your expectations and even exceed them - as long as you tell them what those expectations are.

Work with your Head Cha to determine the focus of this meeting and prepare resources that will be helpful to the Head Area Chas. Be sure to allow time for fellowship, worship, and prayer during the meeting. Think of the relationship between you, the Head Cha, the Head Area Chas, and Head SD as a Reunion Group. Be open and vulnerable with them and encourage them to do likewise.

Suggested Topics / Resources for this meeting:Agenda for the meetingTeam Meeting agendasWeekend ScheduleCopy of most recent InventoryHead Area Cha notebooksTeam ManualsDevotion or discussion on the Weekend theme (if used)Small Group sharing or WorshipDiscussion on expectation and leadership styleShare any concerns and decisions that you have madeLayout of the Camp

�Team Meeting Activities and EventsDetermining Prayer Partners Prayer partner groupings are generally determined prior to the first team meeting.Assign a prayer partner(s) to each person on your team. Include a time at each team meeting for the prayer partners to share and pray together. Encourage them to pray daily for each other and communicate with each other between team meetings. Some considerations and options:Prayer partners are assigned for the duration of team preparation. This helps people form a close relationship with one or two other people.Prayer partners are changed at each team meeting. This helps each person get to know more people. Use groups of three instead or pairs. This is especially helpful because at least two members of the triad will be at every team meeting. Sometimes when pairs are used, one member of the pair will be absent and then they other member has no one to prayer with during the prayer partner time.Assign professors who will work together at tables prayer partners. Consider including the table cha and form triads.Assign the professor and the back up professor as prayer partners. The back up speaker can serve as the leader of the talk critique for that speaker and do knees palanca also.Assign head chas as prayer partners and then randomly assign other members of the team to either triads or partners.Rector, Head Cha, and Rector Liaison make a good triad. The Spiritual Directors can form another triad.Randomly assign everyone to a prayer group.Use an activity to group prayer partners.Assign each team member the name of a Biblical character. Have someone place the character’s name on the person’s back. Each person must ask questions to identify the character with which they are labeled and form groups of related characters. (Mary, Joseph, and baby Jesus could be a group.) Ask Warren Keyes about this one.Give one person the beginning phrase of scripture and another the end. Have people work through the group until they complete the scripture.Give people bags of unrelated things (a trowel, an egg separator, a toy helicopter) Have them make up a skit which introduces each group member and employs all the props. Members of the group become prayer partners.Pass out playing cards with name tags. Ask team members to form poker hands (flush, straight, etc.).Ask people to gather together, without speaking, by birth month. These become prayer partners.Assign one member a church season and another an event that occurs in that season, have them match up. [Pentecost—speaking in tongues] [Advent—pregnancy] [Easter—opening a tomb]Determining Backup ProfessorsA backup professor should be selected for each Weekend lay rollo. Ideally, the backup professor should be a member of the team AND given the rollo in the past. In the event that no one on the team has previously given a particular rollo then a member of the Community can be designated as backup professor and asked to be on stand-by. Backup professors should be notified by the second team meeting and be instructed to bring a copy of their talk to the Weekend - ready to deliver. They should also bring appropriate attire in case they are called upon to give the rollo.Introducing Team MembersAs stated earlier, the primary purpose of the team meetings is to develop this diverse group of people into a loving Christian community that is ready to serve Christ, the guests, and each other. The first step in this development process is for the team members to get to know each other. You may need to plan an activity at each team meeting that facilitates this process. Enlist the help of the head area chas so that new team members are welcomed. It is suggested that a head area cha or other team member be asked to staff any check-in table (if used) so that the rector and head cha are flexible to meet and greet the team as well as finish any last minute set-up. Always have a supply of stick-on name tags and markers in case someone arrives without a name tag. Here are some options for introducing team members:At the first team meeting, each person stands and introduces themselves to the group. Possibly sharing, church, weekend, and something more personal like their most significant or meaningful part of the Weekend.At first team meeting, individual introductions occur in the work groups. Then brief introductions are made before the entire team at the second team meeting.Random pairs are created and the pairs interview each other and then introduce their partner to the team.Calling Team Members to Particular RolesThis is a task that requires much prayer and reflection as the rector, head cha, and rector liaison (if used) seek to discern the best place for each person to serve. Possible alternatives are:Notify team members of their assignment by letter prior to the first team meeting.Place the assignment on a card in a sealed envelope. The envelopes are distributed and opened by the team members either all at once or individually. This could be done as part of worship or separate from worship. Team members are seated in a big circle. The rector calls up each person and hands them their assignment which is read to the team - either by the rector or the individual.Team members are seated alphabetically in a circle. The Rector proceeds to each person and reads their assignment aloud.Rollo CritiquesRollo critiques can be completed at either the second or third team meeting. There are several alternatives in scheduling these critiques:All of the lay rollos can be critiqued at one team meeting. Half could be critiqued in the morning and the other half in the afternoon.The lay rollos could be divided so that half of them are being critiqued at the second team meeting and other half at the third team meeting.Here is a time-line when the rollo critiques are completed at the third team meeting:Speaking professors are given basic instructions and their outlines at the first team meeting.Speaking professors bring a draft outline of their rollo to the second team meeting and are asked to review the key points with the other professors. Plus, the speaking professors can receive additional guidance and support in the writing of the rollo.By the third team meeting all of the lay rollos are completed and ready to be critiqued by the team.Each critique group should be diverse and include first time team members and those with experience. A critique leader should be identified. Consider using the back-up professor or another experienced team member who has previously given a rollo. The critique leader will provide instructions to the group, determine the length of the rollo, and guide the feedback session. Each critique group needs blank critique forms, writing implements, and an overview of the key points for the rollo being critiqued.Rollo critiques are an important task for the team. Take the time to prepare the team for their role in the process. Prepare the team by reviewing the progression of the rollos for each day and the entire Weekend. Discuss the need to provide honest and loving feedback about the strengths and weaknesses of the rollo.Knees PalancaKnees Palanca is provided for each lay and clergy rollo during the Weekend. The rector may elect to coordinate this process or delegate it to another team member (like the Professor Escort Cha). Knees Palanca should be introduced early in the team meetings and can be combined with the rollo critiques. Be sure to clarify the process and answer questions from people who have not done knees palanca. There are several alternatives to consider:A sign-up chart can be created and circulated during the team meetings. Each cha can be asked to sign-up for a rollo on the Knees Palanca chart.Assignments may be made and then announced to the team so that new and experienced team members can be paired.During the critique session, the critique leader can ask for two volunteers from the critique group to do Knees Palanca on the Weekend. Some Rectors prefer that Professors (both speaking and support) be excluded from doing Knees Palanca because it is important for them to remain at the table and can be disruptive to the table when they are away. After the fourth team meeting, the assignments may need to be adjusted to fill all of the spots. The team should be reminded of their assignment at each evening team meeting during the Weekend and the chart should be posted in each work area. Because the professor escort cha is very busy during the day, it may be difficult to escort the professor and tap the knees palanca people. Each person doing knees can be asked to keep up with when they should be in the knees chapel and report there at the designated time.

When assigning Knees Palanca, consideration should be given to the flow of the Weekend and the responsibilities of each cha group. For example, avoid using kitchen chas for knees during the Leaders rollo because they will be busy making last minute preparations for the Saturday night meal. Palanca chas should not be used for knees palanca late Saturday afternoon or Sunday morning. Make every effort to avoid pairing two people from the same cha group for a particular rollo.

The Spiritual Directors will determine how they will divide the responsibilities so that at least one of them is available to pray with each speaking professor before and after their rollo.�Conducting a Prayer CircleA Prayer Circle at the last team meeting can be extremely powerful in uniting the Team into a Christian Community. Sufficient planning and relaying very clear instructions are critical to the effectiveness of the Prayer Circle. The process outlined below has been tried and tested by others and works very well.

Items Needed:A chair for every person positioned in a circleSeveral Kleenex boxesLabels with first name and position for each person

Introduction and Instructions to the Team:

Today is our last time together before the Weekend. Hear these words from Hebrews 10, “And let us consider how we may spur one another on toward love and good deeds. Let us not give up meeting together, as some are in the habit of doing, but let us encourage one another - and all the more as we see the day approaching.” We have shared four glorious days creating a loving Christian community and now we are ready to be Christ’s hands in Action. God has called us to be Christ to each other and Christ to our guests. I see prayer as a bond that unites us in servanthood to Christ. And so today, we are going to end this time of preparation with a prayer circle.

During the prayer circle, you will have the opportunity to pray for each person in the circle and you will be blessed by having each person pray for you. As you pray, please limit your prayer to only what can be said in two brief sentences. The focus of your prayers today should be the person’s service on (Weekend Type/Number). Remember that this is an opportunity to lift this person’s team service up to God. Don’t worry about what to say. Just say what is on your heart for we are on holy ground. It’s okay for you to use a variation of the same prayer for every person.

Your prayer might go something like this:

Heavenly Father be with (name of Head Cha) as he (or she) serves as Head Cha. Bless him (or her) with patience and strength as he (or she) serves others this weekend.

The prayer circle will work like this:You will each receive a label with your name and your role on the team. Please place this sticker on your shoulder so that it is visible by others who will be standing behind you. (pause for distribution of labels)Half of the group will stand behind the other half who will remain seated. [Divide the group in half and ask them to move behind the people sitting.]Those who are standing will begin praying at the same time. You will pray for the person you are standing behind.When you finish praying for that person, move to the next person seated to your right.If everyone keeps their prayer to two brief sentences, the group that is praying will move at the same time. If you notice people waiting for you to finish your prayer or a gap is forming ahead of you, then you will know that your prayers are too long.When you advance to an empty chair it is time to sit and receive the prayers of others.When their is no one waiting to pray for you, it is time to stand and pray for those who are seated. This process will continue until each person has been prayed for and has prayed for each person.Please if at all possible avoid leaving the group or engaging in side conversations. Use this time for quiet reflection and prayer.�Foot Washing Meditation - as used on Mixed #38Preparation:Place just enough chairs in a circle. Give this meditation from outside the circle. If possible, use a microphone and a podium. Place a copy of the song lyrics in each chair. Have the CD player ready with the Michael Card CD. Ray to begin the song at the appropriate time. In the center of the circle, have two chairs side by side, basin, towels, table with candle and wooden cross. One chair will be used for washing and the other for drying. Music chas should be just outside the circle with a space for chas to enter. Leave space between chairs in the circle so that Judy can easily enter and exit to refresh the water.

Meditation:As the team of Mixed #38, we are being called to form a loving Christian Community. This community must be ready to demonstrate the love and grace of God to each other and the guests that He is calling to attend the weekend. In Colossians 3, Paul writes “Therefore, as God’s chosen people, holy and dearly loved, clothe yourselves with compassion, kindness, humility, gentleness, and patience. And over all these virtues put on love, which binds them all together in perfect unity.”

So many times, the 13th chapter of 1 Corinthians is used during wedding ceremonies to describe romantic love. Today, I would like for us to reconsider verses 4 through 7 and reflect on what they tell us about love in this community and as a guide for our service.

(Ray to read) Love is patient; love is kind; love is not envious or boastful or arrogant...

Love is patient. It's hard to improve on the New King James Version's translation of the first three words—“Love suffers long.” Love puts up with a lot. It's in for the long haul.

Love is kind, which also includes being gentle and compassionate. Love doesn't envy-it doesn't belittle or devalue the service of others. Love doesn't boast, brag, act the windbag. Love doesn't become puffed up or conceited, it doesn't put on airs.

(Ray to read) Love is not rude. It does not insist on its own way; it is not irritable or resentful;

The opposite of rudeness is respect, decency, courtesy. Love does not disgrace or take advantage of others, but instead builds them up by giving them honor and proper respect.

Love doesn’t insist on its own way, or “pursue selfish advantage,” as the Phillips translation puts it.

Love isn’t resentful, it doesn’t keep a scorecard of wrongs. Love does not revisit old hurts; love enables people to forgive.(Ray to read) Love does not rejoice in wrongdoing but rejoices in the truth. Love bears all things, believes all things, hopes all things, endures all things.

Love bears or covers a multitude of sins and believes all good things are possible. Love lives in the certain hope that God’s promises will be fulfilled and hangs in there no matter what. The powerful love of God empowers and motivates us to keep loving, despite difficult or trying circumstances.

Paul wrapped up his essay on love by saying in verse 13, “And now faith, hope, and love abide, these three; and the greatest of these is love.”

It almost seems as though Paul had Jesus in mind as he wrote 1 Corinthians 13. In fact, if the word Jesus is substituted for Love, the chapter also makes perfect sense.

“Jesus is patient; Jesus is kind; Jesus is not envious or boastful or arrogant or rude. Jesus does not insist on his own way; Jesus is not irritable or resentful; Jesus does not rejoice in wrongdoing, but rejoices in the truth. Jesus bears all things, believes all things, hopes all things, endures all things.”

Inserting Jesus’ name in 1 Corinthians 13 in place of the word love may not be a stretch, but how about substituting your own name, or the name of another, in that same passage wherever you see the word love? Most people feel uneasy about even seeming to claim such a high standard of behavior. Yet this is the way God sees you already, because God sees you with eyes of love. God has declared that this is your true self. Beneath your sinful nature exists the “you” that God created to be loving. God has washed you clean of your brokenness and sin and has made it possible for the loving “you” to shine forth.

Jesus demonstrated an amazing model of humility and love when he placed Himself lower than even a sandal-carrying slave. Jesus not only untied the sandals of His disciples and placed them to the side, but He went further and washed their dirty feet. Jesus was the One who glorified His power by divesting Himself of it in order to wipe clean the filthy feet of common men. And in so doing, Jesus showed us what power there is in sacrificial love and humble service. Please listen to this song sung by Michael Card.

Play CD: The Basin and the Towel

This beautiful act of service was a demonstration of acceptance. In washing the disciples’ feet, Jesus claimed them as his own. And so when we serve one another, we demonstrate our loving acceptance of them as part of us. In John chapter 13, Jesus washed the feet of the disciples and said, “If I, your Lord and Teacher, have washed your feet, you also ought to wash one another’s feet. For I have set you an example, that you also should do as I have done to you.”

Jesus still washes dirty feet today. In washing the dirty, tired feet of other people, Jesus desires to minister through you. He wants to continue the ministry of washing dirty feet and you are his arms and his hands. Follow the demonstration provided by Christ. Be His hands and minister to the world around you. Be the source of relief and comfort for which people search. Be that voice of Jesus’ good news. Serve others as he served you when your feet were so cluttered in the mess of sin that they could carry you no farther.

Jesus not only ministers through you to wash the feet of others. He kneels at your feet, even at this very moment, in a loving, concerned desire to wash your dirty, tired feet and to minister to you as well. He wants to give you a fresh start and scrape the sin out of your life. When you feel tired or hurt, Jesus wants to come and refresh, soothe and comfort you.

Humbly place your feet out and let your Savior minister. Let Jesus Christ cleanse you with waters of forgiveness. Let him soothe you with the drying towel so that you can go forth without stain. Allowing your Master to serve and minister to you will be the greatest, most meaningful act of humility you can ever experience.And the call is to communityThe impoverished power that sets the soul freeIn humility to take the vowThat day and day we must take up The basin and the towel

As disciples of Christ, God’s chosen people, holy and dearly loved, clothe yourselves with compassion, kindness, humility, gentleness, patience, and love. We are called to serve who we can, where we can, when we can, how we can, and as wisely as we can. We are called to take up the basin and the towel.

In a moment, our music chas will begin to play. Ray and I invite you to come forward, as you are ready, to have your feet washed. Come to the basin of His grace.

�Suggested Final Instructions For the TeamThe team is eager to hear specific instructions from the rector and head cha. They will carry out these instructions when they are stated clearly and lovingly. Rollo Room EtiquetteIn an effort to maintain a conducive environment in and around the Rollo Room, the team can be asked to use specific etiquette. This includes:If you want to listen to a rollo, be in the Rollo Room before the "Come Holy Spirit" prayer begins.Team should enter and exit the Rollo Room through the single door near the smallest room in the Education Building.Each speaker will enter the Rollo Room through the double doors. Once these doors are closed (usually by the professor escort or head rollo room cha) no one is to enter or exit the Rollo Room until the rollo is completed. The only exception was for the head cha and Ray made every effort not to enter or exit during a rollo.When listening to a rollo, take copious notes and demonstrate a sincere interest in the Rollo. The Rollo Room should not be used for napping. If you are concerned that you may fall asleep during a rollo, use this time to return to your bunk for a nap.Avoid conversations or any activity that will distract the tables from their discussions.The rector or head cha are the only people who should remind the guests to introduce themselves by stating name, church, and table at any time during the Weekend.

Snacks for TeamIn an effort to allow the table chas to serve their tables easily and reduce the number of people in and around the Rollo Room prep area, the team that is not based in the Rollo Room (outside chas, kitchen chas, chapel chas, palanca chas, and prayer chas) may be asked to use a satellite snack area during the day. This area can be setup and maintained by the rollo room chas with help from the kitchen chas and be located in the kitchen cha’s work area. Except when an additional cha is assigned this responsibility, the head rollo room cha (with help from the table Chas) serves the music chas, spiritual directors, observing rectors, professor escort, head cha, and rector. If a team member is in the Education Building and desires a snack, they can be instructed to ask a table cha rather than enter the Rollo Room prep area. This will greatly reduce the traffic, noise, and congestion that can interfere with activities at the tables and the work of the table chas.

In everything demonstrate honestyWhen people attend a Via de Cristo weekend they come as our guests full of many different emotions and anxieties. Right away, we ask them to take risks, to trust us, to not anticipate, to open themselves to the work of the Spirit. It is important for us to create an environment that is worthy of their trust and is safe. The members of the Via de Cristo community-at-large and the Weekend team demonstrates its trustworthiness by being both implicitly and explicitly honest. To facilitate this high degree of honesty the team should be asked to be intentional about what we say and how we behave. Below are suggestions to facilitate honesty:At Send-off, the Professors (both speaking and support) blend in with the rest of the team. Everyone (team, guests, community) wears stick-on name-tags. When it is time for the initial calling out of the names by the Pre-Weekend chair, only the actual guest names are announced and only the actual guests come forward to greet the rector.During the distribution of the Weekend name tags, only the actual guests are called to receive their name tags and again greet the rector. The team receives their name tags while the guests are making their beds.When it was time to go make their beds, only the actual guests are escorted to their cabins.In keeping with the script, the entire team stands when instructed and remains standing to a slow (silent) count to five.On Friday morning during the seating of the tables, everyone (Professors and guests) who will be seated at a table forms a semi-circle around the Rollo Room. The process is introduced by stating that each table group consists of those who have attended a Weekend before and those who are attending for the first time. The professors are instructed to be honest in their introductions. They can either state clearly that they have attended a Weekend before or state plainly their motivation for attending the weekend without implying that they are attending for the first time. Team members are instructed to honestly answer the question "Have you been on a Weekend before?" and to avoid responding with comments like "I wonder what will happen next?"�Sample Team Meeting AgendasMeeting of the Head Area Chas (sample #1)Time�Event��2:00 � Gather��2:15 � Welcome and opening prayer��2:30 � Introductions and Sharing��2:45 � Review of personal spiritual preparation needed for the weekend.��3:00 � Review of theme��3:15 � Break��3:30 � Music, (theme song Introduction)��3:45 � Mechanics of the weekend and review of the team meeting agenda. ��4:15 � Review of the weekend schedule��4:45 � Distribute Head Cha Books and team books��5:00 � Questions and Answer time��5:30 � Closing prayer and Dinner.��Meeting of the Head Area Chas (sample #2)Time�Event��3:00 - 3:15�Mingle / Gather /Refreshments��3:15 - 3:30�Greeting / Prayer / Introductions��3:30 - 3:45�Meditation��3:45 - 4:00�Serving on the team - expectations.��4:00 - 4:15�Distribute Team List��4:15 - 4:30�Break��4:30 - 5:00�Specific Responsibilities of each areaDistribute: Area and Team Manuals��5:00 - 5:30�Weekend Schedule Walk-throughDistribute: Schedule and Inventory��5:30 - 6:00�Break - Dinner��6:00 - 6:30�Overview of Team Meetings Role in First Team MeetingRole as Critique LeaderDistribute: Team Meeting Agendas��6:30 - 6:55�Question and Answers��6:55 - 7:00�Closing Prayer���Team Meeting #1 (sample #1)Time�Event��9:00 �Gathering��9:30 �Welcome and announcement of the Theme��9:45 �Introduction of Team��10:45 �Worship��11:45 �Prayer Partner Assignments and discussion of Prayer Partners and their role in weekend success��12:00 �Lunch��1:00 �Group Building��2:00 �Cha Group Meetings��3:30 �Prayer Partner time��4:00 �Closing activity and Announcements��Team Meeting #1 (sample #2)Time�Event��9:00 - 9:15�Mingle / Check-in Table / Music��9:15 - 9:20�Greeting��9:20 - 9:40�Mixer - (Diagram the Team)��9:45 - 10:30�Worship ��10:30 - 10:45�Break on the way back to Fellowship Hall��10:45 - 11:00�Introduce in Groups (Professors, Outside, Chapel, etc.)��11:00 - 11:15�Music��11:15 - 11:20�Introduction of today’s focus��11:20 - 11:40�Fundamentals Talk��11:40 - 11:55�Discussion of Fundamentals Talk��12:00 - 12:30�Lunch (sit with work group)��12:30 - 12:45 �Music��12:45 - 1:25�Why Am I Here, Lord! / Discussion��1:25 - 1:40�Break��1:40 - 1:55�Music��1:55 - 2:15�Introduce Prayer Partners��2:20 - 2:35�Overview of the Rollos��2:35 - 2:40�Instructions to divide into work groups��2:40 - 3:30�“Cha” Groups (50 minutes)��3:30 - 3:40�Break and reconvene in Fellowship Hall��3:40 - 4:00�Music / Announcements / Closing ���Team Meeting #2 (sample #1)Time�Event��9:00 �Gather��9:30 �Greeting and Welcome��9:45 �Worship��10:45 �Break��10:55 �Group building activity��11:30 �First Talk critique session��12:30 �Lunch��1:15 �Second Critique Session��2:30 �Cha Group Meetings��3:45 �Prayer Partners��4:00 �Closing and Announcements��Team Meeting #2 (sample #2)Time�Event��9:00-9:15�Mingle / Music ��9:15 - 9:30�Greeting/Prayer/SongOverview of the Day��9:30 - 10:30�Mixer - Individual Introductions��10:30 - 10:45�Break on the way to chapel��10:45 - 11:30�Worship - Servanthood��11:30 - 11:45�Prayer partners (in chapel)��11:45 - 11:55�Travel to Fellowship hall��11:55 - 12:15�Announcements / Blessing before meals��12:15 - 1:00�Lunch & Break��1:00 - 1:30�Music (Thanksgiving plus additional music)��1:30 - 2:30�Cha Groups��2:30 - 2:40�Break (Reassemble in fellowship hall)��2:40 - 2:55�Music (help set the tone for devotion)��2:55 - 3:40�Devotion and The Washing of Feet��3:40 - 4:00�Music and Closing���Team Meeting #3 (sample #1)Time�Event��9:00 � Gather��9:30 � Welcome��9:45 � Worship – May include footwashing��11:00 � Break��11:10 � Group Building��11:45 � Summary of the Via de Cristo Weekend��12:45 � Lunch��1:30 � Addition talk critique time if necessary and/ or Cha Group meetings.��3:00 � Cha Group report time. Question and Answer session.��4:00 � Closing and Announcements��Team Meeting #3 (sample #2)Time�Event��9:00-9:15�Mingle / Gather ��9:15 - 9:20�Greeting/Overview of the Day��9:20 - 10:15�Worship and Prayer Partners��10:15 - 10:30�Introduction to Rollo Critiques��10:30 - 10:45�Break and move to critique area��10:45 - 11:45�Round 1 of Rollo Critiques��11:45 - 11:55�Break��12:00 - 12:30�Blessing Before meals / Lunch/ Short, Clean and Funnies��12:30 - 12:50�Thanksgiving after meals / Music Time��12:50 - 1:00�Form new critique groups and announce location of Cha group meetings��1:00 - 2:00�Round 2 of Critique Groups��2:00 - 3:00�Cha Groups ��3:00 - 3:15�Break (Gather with Music)��3:15 - 3:30�Music /Announcements / Closing��3:30 - 4:00�Inventory available for preview��

�Team Meeting #4 (sample #1)Time�Event��9:00 �Gather��9:30 �Welcome��9:45 �Worship ��11:00 �Break��11:10 �Group Building��Noon �Music time ��12:30 �Prayer Partners��12:45 �Lunch��1:30 �Cha Group Meetings��2:00 �Wrap up pre-weekend (what to bring to camp, last minute detail review.��2:15 �Prayer Circle��4:15 �Closing and Announcements��Team Meeting #4 (sample #2)Time�Event��9:00-9:15�Mingle / Gather / Move to Sanctuary��9:15 - 9:20�Greeting / overview of day��9:20 - 10:15�Worship (55 min)��10:15 - 10:20�Announce Cha Group Area��10:30 - 11:20�Cha Groups (50 min)��11:30 - 12:00�Music / Blessing Before Meals��12:00 - 12:30�Lunch / Short, Clean, Funnies��12:30 - 12:40�Break��12:45 - 1:45�Announcements and Q & A (60 min)��1:45 - 2:00�Break (Set-up for prayer circle)��2:00 - 2:10�Introduction to Prayer Circle (10 min)��2:10 - 3:30�Prayer Circle (1 hr and 20 min)��3:30 - 3:45�Music and Closing prayer��

�Key Events and Tasks To Be Completed Just Prior to the WeekendThere are a number of things that need to be completed just prior to the Weekend. These include the printing or creation of nametags for guests and team, bunk assignments, semi-final rosters, and table assignments. NametagsThe nametags can be printed on a computer printer or made by someone in the community. Be sure to develop a strategy for making replacement nametags if names are misspelled, a guest prefers a different name, or a nametag is damaged or lost.

Bunk AssignmentsKeep an open mind about cabin assignments and keep the guests in mind and give them preference since they don’t have the luxury of getting up earlier like the team. @@@

Final Guest and Team RostersIt is helpful to be able to include a team and guest roster in each palanca bag or Fourth Day packet. It should be easy to prepare the team roster ahead of time since this information has been verified and corrected during team meetings. The Pre-Weekend chair, or designee, will provide a roster for guests to verify and correct at check-in. Establish a process for updating this information and printing copies for each guest and team member. This can be time consuming and easily forgotten so be sure to delegate this responsibility ahead of time.

Last Minute RemindersVerify with the Operation’s Co Chairs a time for the trailer to be delivered to camp.Make sure the pager number has been well publicized to the guests, team, and community.Make sure you have the pager. The pager is kept by the Operations Chair. The Pager # is (336)222�4852.Make sure you have scheduled someone to prepare team dinner at the camp or have arranged for the camp to provide it. Note: the cost of the team dinner is in addition to the team fee.Make sure you have additional Communion supplies at the camp for team worship and the weekend.

�CHAPTER #2 SECRETARIAT BOARD SUPPORT/RESPONSIBILITIES TO THE RECTOR�tc "SECRETARIAT BOARD SUPPORT/RESPONSIBILITIES TO THE RECTOR"\l 2�

IntroductionThis section gives information to the Rector on support to be received from the Secretariat. Additional information on Secretariat Board Support/Responsibilities to the Rector can be found in the by-laws in Chapters 4, 6, 7 and 8.The PresidentThe President is responsible for greeting the assembled community at closing for each weekend.Rectors should always call the appropriate Secretariat member with any questions or problems but if in doubt or unable to obtain help should contact the President.President, Leaders Chair, and an SD will help the Rector understand all considerations for selecting team members using guidelines of the by-laws and insight into individuals, their involvement in the movement, reunion group and suitability for service. This discussion of individuals is strictly confidential.The Secretary Responsibility of the Secretary is to send a letter (as a form of palanca) from the Secretariat to the Rector and team to be read at each team meeting, including those during the Weekend.The TreasurerProvides a signed check made payable to the camp to the Head Cha.Provides petty cash ($200 to $250) to the Head Outside Cha (or Head Cha to give to the Head Outside Cha) for expenses that are incurred during the Weekend. The Head Outside Cha should obtain receipts for each purchase.Coordinates guest camp fee balances with the Pre-Weekend Chair. Any balance is usually collected at check-in by the Pre-Weekend Chair.Receives money from the Head Cha of team fees collected. All team fees should be collected by the 3rd team meeting.The ArchivistsGenerates a report detailing the team experience records of all members of the Eastern NC Via de Cristo Community for the Rector.Maintains a current list of team and guests on the web site.Maintains a database of all member of the Community with E-mail and US Mail addresses, phone numbers, etc.Can supply sample schedules, rollos, and an incredible array of planning material and other computer-based resources to the Rector and Head Cha. The Communications ChairpersonSee Chapter 3 for Responsibilities.The Fourth Day ChairpersonFourth Day Chair is responsible for planning the date and time for a celebration ultreya for the guests of the weekend with the Rector. Fourth Day Chair is responsible for finding musicians (hopefully the musicians on the weekend) for the celebration ultreya and for organizing and arranging all details of the ultreya.The Leaders ChairpersonLeaders Chairperson is responsible to Rector, President, Spiritual Directors.Responsible for contacting the Rector once he/she has accepted the call of the Spiritual Director to be a rector for a weekend.Works closely with the Rector and Spiritual Director to select the Head Chas and form the team.Responsible to the Rector throughout her/his year long journey until completion of weekend, to pray for the Rector, support and be there to provide assistance when needed. Also responsible to the Secretariat to assist the Rector in carrying out his/her responsibilities .Responsible to the Rector for ordering and delivering all of the necessary supplies, including, but not limited to, Group Reunion Cards, Fourth Day Manuals, Pilgrims’ Guides, Way of the Cross books, Spiritual Director Manuals and Crosses. These must be given to the Rector by the last team meeting.The Music ChairpersonMusic Chair is responsible to the Rector, Head Music Cha, Serenade Leader.The Music Chairperson should be notified if there are any musicians in the community who could be considered as music chas.Music Chair should be available to the Rector throughout the planning stage (especially early) to help select musicians.Music Chair should contact the Head Music Cha prior to the first team meeting to see if she/he needs any help acquiring music, instruments, etc.Music Chair should contact the Serenade Leader at least one month prior to the weekend to determine if he/she needs any help.Music Chair should provide the Rector with assistance as needed in selecting Head Music Cha and Music Chas, selecting music for the weekend (there is a list of music typically used on weekends, along with appropriate times for use), acquiring song books and copies of music (keyboard & guitar)determining if any new songs are appropriate, and if so, when they should be used on the weekend;determining availability of musical instruments after Head Music Cha has been selected.Assist the rector in finding a Serenade Leader, assisting with songs included in the Serenade and copies of songs for Serenaders.The Operations ChairpersonOperations Chairpersons are responsible to Rector, Head Cha, Spiritual Leaders.Responsible for providing camp layout to Rector before camp visit if the Rector is not familiar with the camp. See Pre-weekend Camp Visit for details.Worked out the financial arrangements. Obtained a copy of the contract and give it to the Rector or Head Cha at least two months before the weekend. The Head Cha should become familiar with the contract and be prepared to pay the camp with a check received from the Secretariat Treasurer.Is respo