Spring is a good time to step back and take a bigger-picture look at your children’s ministry especially, since for many clubs, the club year will be ending soon. You’ll want to evaluate how well your club routine, events and policies have worked, to help you plan for next year. Receiving feedback from leaders, parents and others is a good place to start.
Once you get this feedback, a planning committee can help you process it and build a stronger Pioneer Clubs program for the coming year. Having a planning committee means you’re not alone in deciding how to implement changes in your club program—a welcome relief! During the year you may have found that there were areas of club you couldn’t devote time to due to a lack of resources or volunteers. A planning committee spreads out the work so that all areas get the attention they deserve and volunteers can serve in a capacity they are passionate about and uses their gifts.
To form a committee, think through your major job responsibilities. Then look for people who have the skills and interests to oversee some of these areas. The following list breaks responsibilities by roles. You may determine to divide responsibilities into club groups instead. Do what works best for you and your team! Your committee could include any of the following, or others that suit your circumstances:
- Co-Coordinator—This person works as your assistant to learn the job of coordinator. He or she will then be able to take over in an emergency or if you decide to pursue another area of ministry. Together, you are responsible for the overall workings of club, including things like recruiting, training and supporting volunteers, ordering materials, communicating with volunteers and parents, and more.
- Special Events Coordinator—If you like to hold all-club events, this person would be a huge help in organizing, recruiting other people to help, decorating, and so on.
- Supply Coordinator—He or she gets lists of the supplies that club leaders need and purchases or finds them. This committee member could put notices in the church bulletin of supplies needed. They would also be responsible for keeping the supplies organized. This is also a great role for someone who would like to be involved in club, but can’t be there regularly during club.
- Publicity Coordinator—This person plans and carries out ways to let the church, kids and community know more about club and special events. They may also be responsible for keeping club information up-to-date on your church’s website and posting on social media. This is also a great role for someone who would like to be involved in club, but can’t be there during club meetings.
- Secretary—You could have this person do various tasks: register club members at the beginning of club and throughout the year, keep records of club members’ information, take attendance, keep track of Bible and life skill awards earned, organize awards, determine what needs to be ordered, and so on. Depending on your clubs’ size, you may wish to have a head secretary and additional secretaries for each club group.
- Treasurer—This person may be responsible to collect any registration fees at the beginning of the year, collect money from fundraisers, send offerings to a missions project, collect receipts from club leaders to be reimbursed for club supplies and more. They are responsible for creating a budget and keeping club within that budget. They may also be the person responsible for ordering materials and/or paying invoices.
- Snack/Meal Coordinator—This role is ideal for clubs that host a meal before or after each club meeting or multiple times throughout the year. Or, they may be in charge of snacks passed out during club. This person purchases food or organizes food donations, recruits others to help set-up, prepare food, serve food and clean-up. They should also be aware of all food allergies in club.
- Pal* Coordinator—This committee member finds adult Pals for club members. He or she trains them and supports them during the year. This person would also be responsible for planning and hosting any events between club members and their Pals.
- Camp Liaison—He or she contacts the Cherith® camp nearest you or another local camp and arranges a presentation during club in the spring. This person can handle questions from parents and get answers from the camp. He or she can help arrange scholarships and transportation.
Choose whatever committee members would suit your needs best. It’s also a good idea to consider having someone from the church leadership on your committee who can serve as a liaison between your committee and the church. After all, having a planning committee is all about helping you to run an effective club!
* A Pioneer Clubs Pal is an adult from the church who is matched to one or more club members for prayer and friendship.