Appendix F: Preventative Maintenance Calendar
Appendix F
Preventative
Maintenance Calendar
January Major Events
The children’s ministry major event calendar for the year has been updated.
The children’s ministry website has been reviewed and updated.
The following forms have been updated:
⚪ volunteer covenants
⚪ medical forms
⚪ medication release form
⚪ liability forms
Met with the coordinators for the summer events to go over details of their events and orient them to the notebooks for those events.
All the details for March’s events have been finalized.
February Major Events
Volunteer recruiting season has opened.
⚪ Volunteer job descriptions have been reviewed and updated as necessary.
⚪ All volunteer needs have been identified in the children’s ministry through May, 15 months away.
⚪ A recruiting-pool list has been developed with at least three times as many names as there are volunteer needs for the coming year.
⚪ The recruiting pool has been ranked (ABC, and “with kids,” “behind the scenes,” or “either one”) has been completed.
⚪ Current volunteers have been contacted to determine whether they would like to serve again in the coming year.
⚪ At least one potential leader’s name has been placed by every open position on the volunteer needs list.
Plans have begun for April events, and promotion has begun.
Leadership training meetings for volunteers for the coming year have been calendared.
The Children’s Ministry Manual has been reviewed and updated as necessary.
March Major Events
The committee/team for Promotion Sunday has been recruited.
Recruiting of all partner volunteers for the coming year is 50 percent completed.
Planning for the May events has started and promotion has begun.
Met with the coordinator for VBS to go over details of the event and give out the notebook for that event.
Updated curriculum has been ordered and plans are in place to distribute lessons to teachers at minimum of two weeks in advance of when lessons are needed.
Plans and lessons for summer Sunday school have been selected and ordered.
Plans have begun for May events, and promotion has begun.
A news article has been written about a successful children’s event for the church newsletter.
April Major Events
Plans have begun for Promotion Sunday as well as the fall launch volunteer training meetings.
Recruiting of all partner volunteers for the coming year is 75 percent completed.
All special event coordinators have been recruited through the next eighteen months.
Plans and lessons for summer Sunday school have been scheduled.
Plans have begun for the June events, and promotion has begun.
All curriculum resources for the coming year have been selected.
⚪ research and choosing of resources
⚪ creation of a schedule for Sunday school
A check-in meeting with the summer-events coordinators has taken place to see how plans are coming along and to wrap up any dangling assignments.
May Major Events
Summer event details have been finalized.
Recruiting of all partner volunteers for the coming year is 90 percent completed.
A volunteer thank you event has taken place.
A promotional article about the summer’s events has been written for the church’s newsletter.
Plans have begun for the July events, and promotion has begun.
June Major Events
Processes have been established for collecting updated contact information for children and their families.
Recruiting of all partner volunteers in the children’s ministry has been completed.
Curriculum resources for the coming year have been ordered.
Plans have begun for the August events, and promotion has begun.
The VBS coordinator and the VBS team have received all the support they need to run an effective event.
July Major Events
Calls and emails have been sent to begin the children’s ministry database updating process.
Participation goals for the next year have been set, and processes have been put in place to achieve them.
The children’s ministry website has been reviewed and updated.
The Promotion Sunday packet is complete with all forms, calendars, notices, etc.
Plans have been finalized for the September events, and promotion has begun.
All details for Promotion Sunday have been wrapped up.
August Major Events
Promotion Sunday has taken place and Sunday school has begun.
A volunteer training has taken place (orientation, CPR/first aid).
The data for children and their families for the upcoming year’s children’s ministry directory has been updated, and directories have been distributed.
The Children’s Ministry Manual has been reviewed, and all documents have been updated.
Plans have begun for the Christmas events.
Plans have begun for the October events, and promotion has begun.
Parent Interest Survey has been updated and distributed to parents.
September Major Events
The year’s expenses have been tallied, noting where spending was over or under budget. That information has been kept for next year’s budget process.
An article has been written about a successful children’s event this fall for the church newsletter.
Plans have begun for the November events, and promotion has begun.
Parent Interest Surveys have been collected and parents have been plugged into the program.
October Major Events
The children’s ministry budget has been completed and turned in to the appropriate person(s).
Details have been finalized for the children’s ministry Christmas events.
Plans have begun for the December events, and promotion has begun.
Promotion for the Christmas event has begun.
A Christmas event team has been recruited and oriented to their work together.
November Major Events
The children’s ministry MIA list has been reviewed with staff and follow-up calls have been made to all families who have been not been engaged in the previous year.
A contact plan for the children’s ministry has been updated, ensuring a regular rhythm of contact with parents, children, and volunteers.
Met with the spring event coordinators to begin planning.
Plans have begun for the January events, and promotion has begun.
December Major Events
All major event notebooks for the events in the next year have been updated by the coordinators and collected by the staff.
This month’s children’s ministry expenses have been tallied by creating a list of all expenses, which event or program they were for, what was actually purchased and paid for, and how much was spent.
Plans for next summer have begun, and major summer events have been calendared.
Plans have begun for the February events, and promotion has begun.
A news article has been written about a successful children’s event for the church newsletter.