3. staff and procedures - adath israel

3. Staff and Procedures

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Adath Israel Congregation Staff Organization Chart

• * works directly with Board Committee Chairs on all programs and events

Board of Governors/

Executive Committee

Senior Rabbi Adam Cutler

Rabbi David Seed

Cantor Alex Stein

Choir

Chazzan Sheni Ben

Sharpe

Congregational School Principal Dr. Jack Lipinsky

Teachers

School Administrator Wendy Steinberg-

Himmel

Executive Director

Financial Manager

Perry Zosky

Director of Membership Services & Development

Nancy Goldstein

Donations/ Cemetery

Coordinator Honey Schein

Desktop Publisher/Publicity

Coordinator

Randi Kravetz

Office Assistant

Preschool Centre Nursery School

Wendy Steinberg -Himmel

Teachers/ Teachers' Assistants

Rental Coordinator

Louise Miller

Maintenance Supervisor

Frank Aguiar

Maintenance Tesfu, Roy,

Romeo, Julian

Inhouse Catering Janina, Ozlem

President

* Director of Programming

Anna Gindin

Shinshinim

ADATH ISRAEL CONGREGATION Staff Directory 2018 37 SOUTHBOURNE AVENUE TORONTO, ON M3H 1A4 PHONE: 416.635.5340 FAX: 416.535.1629 FAX: UPSTAIRS 416.907.7511

Clergy DIRECT # CELL

RABBI ADAM CUTLER [email protected] Senior Rabbi EXT. 302 416.635.5343 416.882.2684

RABBI DAVID SEED [email protected] Rabbi EXT. 321 416.635.5341 416.648.5440

RABBI ERWIN SCHILD [email protected] Rabbi Emeritus 303 416.209.0711

CANTOR ALEX STEIN [email protected] Cantor 318 647.985.8555 CHAZZAN SHENI BEN SHARPE [email protected] Chazzan Sheni 319 416.662.5441 CANTOR A. E. KIRSHBLUM [email protected] Cantor Emeritus 303 416.209.0711 BARUCH HOFFMAN [email protected] Chazzan Sheni 306 416.399.0294 Administration BERNIE RABINOVITCH [email protected] Interim Executive Director 317 416.635.5348 647.448.5437 PHIL DAVID (as at June 11/18) [email protected] Executive Director 317 NANCY GOLDSTEIN [email protected] Director, Member Services &

Office Manager 313

PERRY ZOSKY [email protected] Financial Manager 307

LOUISE MILLER [email protected] Rental Coordinator 308

HONEY SCHEIN [email protected] Donations & Cemetery Coord. 309

RANDI KRAVETZ [email protected] Publicity Coordinator 310

OFFICE ASST. Assistant to Rabbi Cutler & 312

Office Reception

ANNA GINDIN [email protected] Director of Programming 333

WENDY HIMMEL [email protected] Pre-School Director &

AI Hebrew School 326

DR. JACK LIPINSKY [email protected] AI School Administrator 314 Direct # to school 416.635.5354 Bernie/Phil – Primary contact for Executive and Committee Chairs Nancy – Director of membership; new membership, dues, arrears, development/Office manager Perry - Financial Manager/Accounting/Accts. Payable & Receiveable, etc. Anna – Director of Programming

Louise – Bookings for all halls and in-house catering; weddings, breakfasts, babynamings, aufrufs, brisim, meetings

Honey – Donations, special events, cemetery, yizkor book

Randi – Desktop publisher – publicity, Shabbat Bulletin, Shofar, social media coordinator

Office Assist – Shabbat announcements, yahrzeit letters, primary contact for clergy, social media content, bookkeeping support

Jack/Wendy – Congregational school

Wendy – Preschool and nursery

mailto:[email protected]

















NEW BOARD ORIENTATION - PROCEDURES Procedure re Office Services The office staff is available to meet the needs of the committee chairs and their committees. All initial requests for the use of office staff must be channeled through Phil David, Executive Director (as of June 11, 2018). Financial and budget information is handled by Perry Zosky and in turn the Treasurer and/or Budget and Finance Committee Chair. Requests for financial information should be channeled through Phil David, Executive Director. To book a meeting or program, room allocations must be made with Louise Miller. This will avoid unnecessary programming conflicts and facilitate the co-ordination of our maintenance staff. Please try to plan ahead as there are “peak” periods of time when the office is unable to meet everyone’s requests as only one meeting per evening can be scheduled. The office closes at 3.00 p.m. Friday afternoons for Shabbat and the office is closed for all statutory and Jewish holy days. Reports for Board Meetings Reports should be submitted to the Executive chair for review and when there are significant motions we may invite chairman to the Executive Meeting prior to the Board Meeting. This allows Board Members to present to the Executive before presenting to the Board, and may assist with anticipated questions or issues.

All reports to be presented at the Board of Governors’ Meetings should contain the committee’s recommendations or indicate that it is for information purposes only. The recommendation should be drafted in the form of a motion where possible so that the Board can clearly understand what is being asked to approve. All reports should contain a reference to the budget of the committee and the impact of any requested expenditure upon the budget. Committee Board reports are to be emailed to [email protected], two days prior to the scheduled Executive Meeting for photocopying and distribution.

-2- Policy re Synagogue Mailings In keeping with our resolve to demonstrate fiscal responsibility committee chairs are asked to utilize our Shofar, Shabbat Bulletin and eBlast to advertise programs. Any other mailings must be co-ordinated with other mailings through Phil David, Executive Director. Policy re Signing of Contracts In accordance with the Constitution Act XI, Sect. 2, committee chairs may not sign contracts on behalf of the Congregation. The President and Secretary are the primary signators for the Congregation. Policy re Expenditures All items to be purchased or other expenditures made either for the synagogue or on behalf of a committee must first receive the approval of the appropriate committee chair, executive director and/or the treasurer. A committee chair will indicate his or her approval in writing in advance of the purchase and subsequently authorize payment for same by signing the invoice. Please note: No cheque will be signed to pay for any expenditure unless this procedure has been followed. Board of Governors must approve budget overruns of $5,000 or greater.

Policy re Synagogue Membership List As of January 1, 2004 to comply with Personal Information Protection and Electronic Documents Act, we do not make our membership list available to third parties in any form. Board members may contact the synagogue office for member contact information when filling committee positions and program planning.

3. Equipment Rental: submit all equipment requirements with specifications. We will indicate to you what equipment needs to be rented. You will be contacted and must approve rental items 3 weeks prior to the event. Office will book rentals on your behalf, committee to be billed.

4. Additional Services: Equipment rentals, photographer, tech person etc. must be ordered using the Event Planning Form one month in advance.

Publicity: Randi [email protected]

1. Flyers : Please provide Randi with written instructions one week before flyer is needed for

publication- Date, title, cost, description, style (trifold, flyer, half fold), design elements (high res photos, images etc.)

2. Changing flyers: When flyers are made they are inserted into all of our advertising vehicles- achshav, bulletin, TV, printed etc. Although making changes to flyers is sometimes necessary, please keep in mind the amount of work required to do so, and allow Randi sufficient time to get the work done.

3. Ads/specialty publications: Require 2 week notice 4. Powerpoint/other- Require minimum one week notice

Food Orders: Louise [email protected]

1. Food orders: must be placed no less than 2 days in advance 2. If any additional food is required at the last minute that will be the committee's responsibility

to order (from our providers only) – list and contact to be provided by Louise

Cheque Requisitions: Perry [email protected]

1. Cheque requisitions can be made to Perry via email detailing the payee, the amount and the

event. Cheques are only processed every 2 weeks, so please submit your request at least 3 weeks in advance.




Programming Committees: Working with the Office We are here to support our volunteers and to ensure the success of all programs planned and run by our dedicated volunteers. We have a large organization with a large facility and staff. In order to work together to ensure smoothly run and successful programs we ask that all programming committees adhere to the following policies when working with Office, Maintenance and Kitchen Staff.

General: Our staff members are busy throughout the year working on projects and deadlines that you may not be aware of. If you need to work with one of our staff please make an appointment with that person. Dropping by unannounced can derail their regular work and will not allow them to give you the attention that you want and deserve.

Booking your event or meeting: Louise [email protected]

To book a meeting: 1. Contact Louise to select a suitable date 2. Inform Louise of any requirements such as food, technology such as projector or screens,

any special requests for room setup. 3. Provide Louise with a list of committee members to invite. 4. Louise will send a reminder about the meeting to your committee a few days before the

meeting

To Book an Event: 1. Submit a completed Event Planning Form to Louise– One Month in advance 2. Please include all space requirements at the time of booking - include any additional rooms. 3. Changing rooms: as the date approaches, contact Louise to make arrangements for the

appropriate sized room 4. Chapel: Food may not be served nor consumed in the Chapel . 5. Other rooms: If any room is already booked by another group, that group will not be moved

and individuals may not contact them themselves to move them

Room setup: Louise (she liaises with Frank - using event planning form)

1. Room setup is arranged when Louise shares the Event Planning Form that you have

submitted with Frank. If there is a last minute room change, minor adjustments to the setup will be made by our staff using their best judgement.

A/V requirements: Louise (she liaises with Frank using the Event Planning Form)

1. A/V equipment setup: Maintenance will set up all equipment as directed in Event Planning

Form. 2. Running Equipment: Your committee volunteers are responsible for running the equipment.

Should you need more sophisticated assistance with this, we suggest that you indicate a need for a tech person on the Event Planning Form. Although happy to help in any way, our maintenance staff cannot be on hand to run the equipment due to their schedules and work load.


3. Equipment Rental: submit all equipment requirements with specifications. We will indicate to you what equipment needs to be rented. You will be contacted and must approve rental items 3 weeks prior to the event. Office will book rentals on your behalf, committee to be billed.

4. Additional Services: Equipment rentals, photographer, tech person etc. must be ordered using the Event Planning Form one month in advance.

Publicity: Randi [email protected]

1. Flyers : Please provide Randi with written instructions one week before flyer is needed for

publication- Date, title, cost, description, style (trifold, flyer, half fold), design elements (high res photos, images etc.)

2. Changing flyers: When flyers are made they are inserted into all of our advertising vehicles- Achshav, bulletin, TV, printed etc. Although making changes to flyers is sometimes necessary, please keep in mind the amount of work required to do so, and allow Randi sufficient time to get the work done.

3. Ads/specialty publications: Require 2 week notice 4. Powerpoint/other- Require minimum one week notice

Food Orders: Louise [email protected]

1. Food orders: must be placed no less than 2 days in advance 2. If any additional food is required at the last minute that will be the committee's responsibility

to order (from our providers only) – list and contact to be provided by Louise

Cheque Requisitions: Perry [email protected]

1. Cheque requisitions can be made to Perry via email detailing the payee, the amount and the

event. Cheques are only processed every 2 weeks, so please submit your request at least 3 weeks in advance.




The Executive Director & Committee Chair: A working partnership

The Executive Director is your partner in getting things done and reaching your committee’s goals.

Synagogue Staff: The ED is your connection to the office, schools, maintenance staff and clergy. She can direct you to the appropriate person to help support your committee’s goals and activities and ensure your success in all areas of your committee’s work

Governance: The ED can advise you regarding Board process and direct you through the sometimes confusing world of Board governance and politics.

Big Picture: Because of her involvement in all aspects of the shul’s operations, the ED can provide a big picture view of how your committee’s initiatives fit in with the work that others are already doing. She can help guide to you resources, people, funds and other things that you may need as you do the work of your committee.

Help & Guidance in working with your committee: The ED is an experienced professional in all aspects of Synagogue administration, operations, finances and facilities and she can provide prudent advice for your committee’s consideration as it develops its goals, objectives and subsequent implementation of action plans.

Your BEST Friend: The ED is really your best friend in your role as a committee chair. It is the partnership of the two of you working together that will ensure the committee’s plans and actions are well thought through for their potential impact on the organization and / or the membership. The ED can guide you through the maze of bureaucracy and organizational overlap to ensure that you cover all the bases as your committee seeks Board approval for its agenda. The ED can help you present a realistic budget for Board approval as he is aware of the financial constraints on the organization as a whole.

Bottom Line is that the Executive Director will help you get things done in the most effective and efficient manner possible. The Executive Director is there to serve you – don’t be afraid to call on her.

Programme Planning Form Program Information

Program Title: Click here to enter text.

Program Date: Click here to enter text. ☐Youth volunteers? How many? Click here to enter text.

Committee/s involved: Click here to enter text.

Program Summary (1-2 sentences about the program):

Click here to enter text

Programme Goals:

What is the purpose of the programme? How will it help our members, the shul?


Measures of success for your programme: How will you know that you have achieved your goals?


Target Population: Please check all that are the target market for your programme

☐Prospective Members

☐Adult members

☐Teen members

☐Children of members

☐New members

☐Senior members

☐Non-members – Adult

☐Non-member – child/youth

Food Click here to enter text.

Advertising Click here to enter text.

Speaker/entertainment/vendors Click here to enter text.

Supplies Click here to enter text.

Fundraising goal Click here to enter text.

Other Click here to enter text.

TOTAL: Click here to enter text.

Enter Total cost divided by enter Attendance Goal = Enter per person charge.

**Please submit Event Planning Form to book your programme in the office

EVENT PLANNING FORM

Date of Event: Click here to enter text.

Name of Event: Click here to enter text.

Committee or Sponsoring Organization: Click here to enter text.

Program Contact: Click here to enter text.

Telephone: Click here to enter text. Email: Click here to enter text.

Start Time: Click here to enter text. End Time: Click here to enter text.

Set up Time: Click here to enter text.

Room: Click here to enter text. Rental Charge: Click here to enter text.

Attendees: Children Enter number Teens: Enter number Adults: Enter number

Room Set Up:

Chairs: Enter number

☐Theatre Style ☐Extra Stacked to Side # of Aisles: Choose a number

Tables:

Round Tables (for 10): Enter number

Round Tables (for 12): Enter number

Rectangular Tables (6ft): Enter number

Rectangular Tables (8ft): Enter number

Podium: Enter number

Speaker Table:

Chairs Enter number ☐ Microphone

Linens:

Round 72” Enter number

Round 90” Enter quantity

Round 144” Enter number

Rectangular Tables (6ft) Enter number

Rectangular Tables (8ft) Enter number

Colour: Click here to enter text.

Other: ☐ Adath Israel Sign ☐ Sponsor Signage: Enter details

☐ Water and Drinking Glasses ☐ Reception Table # of seats: Enter number

Equipment

Microphones:

Speaker: ☐ Cordless ☐ Headset

Audience: ☐ Corded Audience Mic

Screen: ☐ Lg. Screen Choose an item.

☐ Small Screen

☐ Laptop ☐ TV ☐ Looped powerpoint presentation on USB

Photographer:

☐ Needed ☐Booked Enter name of photographer

Technician:

☐ Needed ☐Booked (please enter specific duties under special requests at end of form)

Gifts:

☐ Yes Enter quantity ☐ Portfolios ☐ Flowers

Programs:

☐ Yes ☐ on seats ☐ Handed out

Food Setup

Dessert Reception:

Room: Click here to enter text. Location of Dessert Tables: Click here to enter text.

Coffee: ☐ Reg. Brewed ☐ Decaf. Brewed:

Drinks: ☐ Bottled Water ☐ Pop

Food: ☐ Pastries ☐ Fruit: (cut in bite sized pieces)

Trash: ☐ Large Bin ☐ Bowls for empty milk/sugar garbage

Green Room:

Location: Click here to enter text. Time of Setup: Click here to enter text. # of

Guests: Click here to enter text.

Refreshments: Click here to enter text.

Seating: Click here to enter text.

Other special requests:

JOB DESCRIPTIONS

Executive Director

• Responsible for carrying out the administrative policies established by the congregation

• Manage the administrative staff to enable them to fulfill their operating roles effectively

and efficiently

• Support committees in planning and executing their activities

• Manage all financial and fiscal planning including preparation of the budget numbers

and stewardship thereon

• Manages the procurement process on behalf of all committees

• Oversees the building and grounds, cemeteries and security

• Administers approved fundraising projects, endowments and campaign with the

appropriate committee chairs

• Hires and manages office, maintenance and in-house catering personnel within budget

constraints

• Oversees the calendar of synagogue activities and religious services in conjunction with

the senior rabbi and ensures that the infrastructure is in place for their successful

implementation

• Participates in board and volunteer development

• Develops a culture of caring, respect and menschlekeit in all interactions with the

membership and with the staff

• Supports members and clergy in life cycle events and other religious needs of the

congregation as appropriate e.g. shiva minyans, witness gets

• Supports arms of the congregation in implements their programs

• Attend all board, executive and committee meetings (as assigned)

JOB DESCRIPTIONS

School Principal

• Principal of School, create and oversee the curriculum

• Coordination of School activities with shul activities under supervision of Senior Rabbi

• Coordinate Bar / Bat Mitzvah program

• Initiation of (new) programs for young kids, older kids, young families for all times

including Shabbat, Chaggim and Yom tov

• Awareness of financial status of the school and synagogue, and budgets as established

by the Board

JOB DESCRIPTIONS

Senior RABBI

• Advice/counsel to members

• Make decisions of Religious Policy and Rulings

• Primarily responsible for the conduct and coordination of the Shabbat and Yom Tov

services

• To deliver sermons weekly and Yom Tovim except when he delegates them to others

• Identification, invitation and approval of all guest speakers

• Teaching: Shabbat, School, Arms of the Synagogue, outside groups, special occasions

(holidays- ie Shavuot)

• Coordinate pastoral visits and lifecycle events with other Professional Staff

Pastoral visits – sick, shut-ins, hospitals, nursing homes, retirement homes

Lifecycle Events- baby namings, Brit, Bar/Bat Mitzvah, hanging of mezuzot,

Shivas, Weddings

• Acknowledging B’nei Mitzvah, other special occasions

• Meeting with family to prepare for lifecycle events

• Funerals including attending the Funeral Home and Cemetery and unveilings

• Programming participation

• Membership and Retention (promotion of new membership with monthly reviews and

greeting of new members and participation in retention efforts)

• Fundraising

• Community involvement and outreach

• Attend daily services on a regular basis

• Back up to Associate Rabbi and Chazzan Sheni for daily and special minyanim to ensure

that at least on clergy is at all minyanim

• Attend committee meetings as warranted, but in particular Religious, High Holiday and

Adult Education

• Ensuring appropriate clergy coverage on all High Holy Days for all services

• Awareness of financial status of the synagogue and budgets as established by the Board

• Supervision of Chazzan and Associate Rabbi

JOB DESCRIPTIONS

Associate RABBI

• Advice/counsel members

• Conduct services as scheduled by the Senior Rabbi



• Sermons as scheduled by the Senior Rabbi

• Pastoral visits and lifecycle events with other Professional Staff



Shivas, Weddings

• Occasionally acknowledging B’nei Mitzvah and others on the special occasion

• Primary responsibility for conduct of daily minyanim when Chazzan Sheni is away

• Greet and aid all mourners at minyanim

• Primary responsibility for Seudah Shlisheet

• Meeting with family to prepare for lifecycle events

• Reviewing a Bar/Bat Mitzvahs’ D’var Torah

• Funeral including attending at the Funeral Home and Cemetery and unveilings




• Fundraising (as per the Board)



• Attend committee meetings as warranted (based on committee assignments)


• Supervision of Chazzan Sheni

JOB DESCRIPTIONS

Chazzan

• Advice/counsel members

• Conduct of all cantorial aspects of the Shabbat and Yom Tovim services as determined

by the religious committee

• Primary responsibility for Shabbat Shira and Simchat Torah

• Sermon on Shabbat Shira

• Leadership of Friday night and Erev Yom Tov services



• Pastoral visits and lifecycle events with other Professional Staff



Shivas, Weddings

• Funeral including attending at the Funeral Home and Cemetery and unveilings




• Fundraising (as per the Board)



• Attend committee meetings as warranted (based on committee assignments; but in

particular Religious and High Holy Days)

• Identification and approval of all possible guest cantors and choirs

• Chazanut and synagogue wide musical program including choir, children’s choir, guest

cantors and concerts


JOB DESCRIPTIONS

Chazzan Sheni

• Read Torah for all occasions

• Read Megillah, Eicha, Kinot etc… for all occasions

• Bar / Bat Mitzvah lessons for anyone who wants them with first priority to members’

children/grandchildren

• Attend all daily minyanim (5 days / week, including shabbat), assign aliyot and portions

of the service and ensure that all special prayers are included at the appropriate times

and days

• Greet and aid all mourners at minyanim

• Back up for Funerals, including attending at the Funeral Home and Cemetery

• Chazzan Sheni for Shabbat and Yom Tov Services, as determined by the Chazzan

• Attend Seudah Shlisheet

• Care of Siddurim, Talitot, Torahs, Migilot, mantels and other ritual objects

• Ensure that Torahs are prepared and ready for the services for which they will be used

• High Holiday Aliyot allocations to members (in conjunction with Gabbiim)