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Dec.

To whom it may concern
Ref: Security (KOG) Logistics (KOP)

Dear

I will be using the format of a living document until such time so that it can be gleaned to a final document of procedures.

I would suggest that when I Email it to you that it is down loaded as a word document.

Any suggestion made by you will be incorporate as we make changes.

We both or on the same track and the lack of procedures is the reason for the way certain things get done or not get done.

I would like to address the above in the following order with attachments

  1. Body Guard
  2. Security
  3. Uniforms
  4. Logistics
  5. Physical training
  6. Boot camp

Apostle

Charles Frederick

TABLE OF CONTENT

THE VISION

KOG

Dec

JOB DESCRIPTION

The Director of the Keeper of the Gate here after referred to as DKOP has the over all responsibility of insuring the safety and well being of all members and non-members of the organization.

The underline or bottom line is to reduce the organizations liabilities due to injures, lose of property or any damage to the property by members or non-members. To insure that all times that the Pastors, Broad of Directors, Elders, Deacons, Ministers and other key personnel are provide guidance and procedures to insure and oversee their will being and the safety of members and non-members alike.

The DKOG will train and oversee the sub-departments of The Armour Bears, The Security Personnel and The Catchers.

The DKOG will insure that the schedules for assignment of personnel for all events is provide to the Administrative staff for dissemination to all KOG personnel ten days prior to the end of each month.

The schedule will include but is not limited to Amour Bears, Catchers, Security, In addition The DKOG will work closely with the DKOP to insure that there is no conflict between the departments for personnel assignment as there may initially be a overlap in assigned personnel duties.

In addition the DKOG will work closely with the DKOP to insure all equipment is secured and at all times and that any and all departments are following safety and security measure implemented by the Broad of Directors and overseen by the DKOG.

BODY GUARD

Bottom line I believe that should someone threaten your life no one in the church is capable of protecting you.

Even though I feel this provides a degree of protection it would be useless unless you were willing to allow what would be required for this type of protection.

You will have to determine whether your traveling imposes a risk based upon the radicals that we find in today's society.

It is my believe that the first line of security is your having a personnel body guard on every Sunday and when you travel that is separate of the church whose only concern is your well being.

It would be impossible for an untrained individual to protect you as what Dr. King tried to do when he released his bodyguards and left only members of his church to protect him. I use this as an example because your greatness as a woman of God will soon out shine those before you because of where God is placing you among people who will not be open to or receive you as we do.

The cost of this type of protection is around $1,000.00 per week plus expenses and it would include him training all security person in all areas.

After you have thought about this I am prepared to either provide more details or discuses it with you.

A bodyguard should travel with you along with the church's chief of security.

An additional option would be to have a professional train our security force.

For three months of training three times a week approximate cost $12,000.00


SECURITY

The chief purpose of security is to insure that no harm comes to you or members of the congregation. Secondly to insure that the church's property is not damaged or destroyed.

I feel that it is necessary first that you have a bodyguard as stated previously and that the paid bodyguard helps train the church's security force working with the director of security, which as I understand at this time is me.

I also understand that the church is not financial able to take on an annual expenses of around $52,000, however if something were to happen to you than there is no church, at least not until you're able to reproduce yourself which may take some time.

I am attaching a list of personal and their requirements and duties, which I will detail at a later time if this is the direction you wish to go.

All of these individual will need physicals, trained in first aid/ CPR, and background checks and have to be willing to serve in this capacity. I do not believe that they should be volunteers but that they should be selected out of the congregation as the most fit and loyal to the church and appointed to serve in this capacity by you once the KOG and you have agreed upon the names.

I have selected the amour bearers based on their loyalty to you and the church and their relationship as a man and woman either being married or related.

At a minimum if we are not prepared to pay for a bodyguard you should take with you two amour bears and the KOG wherever you travel along with your other staff and handmaiden.

It is important that both men and women be part of this department because of your gender.

They would answer only to the elders, you and the chief of security, not to other departments or your bodyguard.

The training program would begin when either you have agreed on a bodyguard or directed the KOG to draft up a plan.

The list provided shows first amour bearers, security catchers and then the department for KOP.

AMOUR BEARERS PERSONNEL ROSTOR

  1. Brother and Sister.
  2. Brother and Sister.
  3. Brother and Sister

Alternate and responsible for providing KOG with a schedule

4. Brother and Sister

Two teams per Sunday one morning one evening with one Sunday off.

KOG PERSONNEL ROSTOR

  1. Brother
  2. Brother
  3. Brother
  4. Brother
  5. Brother
  6. Sister
  7. Sister
  8. Sister
  9. Sister

Alternate and responsible for providing KOG with schedule

10. Brother

Two individual selected per service for each Sunday with one team off

CATCHERS

1. Sister

2. Sister

Catchers to be trained by the two individuals and selected by them but cannot be placed on duty for that purpose on the day that may conflict with amour bearer or security assignments. A schedule would be given to the KOG as to insure that there was no conflict with both men and women trained. Ideally they would be different then the above amour bears and KOG personnel but due to the lack of personnel until we have more members they can be assign from the same names as long as scheduling does not conflict.

KOP

JOB DESCRIPTION

The Director of the Keeper of Property here by referred to as DKOP has and overall responsibility to insure that all equipment is secured, storied, and maintain to the operational requirements set forth by the manufacture

In addition the DKOP will maintain an active inventory of all property belonging to the organization. All department heads will be required to inventory their departments property with the DKOP present on a quarterly bases.

A copy of this inventory will be proved to the Broad of Director with any lose, damage and or recommendations with in fifteen days of the DKOP receiving this report from the department heads.

The DKOP will provide a procedure for buying, leasing, selling and or repairing any property under the operational control of the organization. This procedure will be reviewed and changed if needed on a quarterly bases by the department heads and the Board of Directors of the organization.


PROCEDURE FOR BUYING

Who should be responsible for buying property for the organization?

What forms should be submitted for purchase?

Who has the authority to approve purchasing?

When is the Broad of Directors approval needed?

When new equipment is bought how is it logged in to the organization

When does the KOP become responsible?

When can the senior Pastor decision be over turned?


PROCEDURE FOR SELLING

Same question as buying equipment

PROCEDURE FOR REPAIRING

When an item is broken what should happen to the item?

If it can be repaired which department is responsible for getting it repaired

When an item is no longer of use, i.e. old computers what will be the procedure for getting it off of the inventory and replaced?

PROCEDURE FOR LEASING

Same as buying

PROCEDURE FOR DISPOSING OF PROPERTY

Who

Where

When

How


PROCEDURE FOR STORING EQUIPMENT

Currently we have a 10x10 storage, which cost us about $121.00 per month.

We need an addition 5x10 to store equipment for the administration and the arts department.


TRANSPORTATION

Type of vehicle

Year make and model

MAINTENANCE

Servicing

Fuel

Oil change

Weekly inspection


STORAGE

Location

Access code

Cost


INSURANCE

Company

Cost

Type

Location

REPAIRS

Where we have our repairs done

How we get approval to get repairs done.


ACCESS

Names of individual who have the key to and are insured to drive.

KOP PERSONNEL ROSTOR

  1. Brother 4. Brother 7. Brother Team A
  2. Sister 5. Brother 8. Brother Team B
  3. Sister 6. Brother 9. Brother Team C

10. Brother

Alternate and responsible to provide KOP scheduling

Per service three individuals a member of the music department a driver and third random person. With and alternate.

Additional responsibility.

Although the amour bearers can help the KOP before and after service they should not have any other responsibility after the Pastor arrivals and non-until the Pastor leaves the area.

There would be in every services

2 Amour bearers one beside the Pastor and one behind

3 KOG's Door security one at each side of back of sanctuary and one out side main

door. Rotating positions every hour during service.

2 Stage hands/ catchers

1 of the primary or alternate director of security

8 total

At this time to two inside security personnel at time of collection for offering would be responsible forgoing with the finance person to the area of deposit of the offering collection.

This does not count the additional need of catchers. Which would varies depend on the numbers of people in the congregation and selected and train before or when traveling at the site of where the Pastor is by either the two trainers or the KOG director or assistant.

I am unable to add any more to this section until we have selected the personnel to fill the required positions.

I would like to note that in the morning service on De. we had no amour bearer and only four male members at the morning services. That the assignment of seeing that the security for finance department was selected and prepared to go with the finance department however the finance department elected to stay with the congregation rather than leave with the collection.

Although I did not attain the evening service, which I need to give more attention to, it is my understanding several women over saw the security of the church.

The reason for addressing the above is because the first item of business should be the selection of personnel.

As outlined or elected and agreed upon by the key staff personnel along with the Pastor.

.


UNIFORM

Attached is a recommendation for the jacket that all members of KOG/AB would wear during official Pastor activities.

The cost per jacket is around $50.00 each which includes a 25% discount and tax-free.

Cleaning cost is around $2.00 per jacket

I am recommending Gold, which would be available on Dec. and that no other department be allowed this color. The logo would be sewed to the front left side and the cost of sewing would be include in the cost of jacket

The jackets would be kept the office and issued out prior to service.

White shirts for men and women with tires for men with dark slacks women also in slacks so they can assist with out exposing themselves.

The fitting and tailoring for each individual is also include in cost and each individual would have their own jacket.

Dec.

Following up on the uniforms as requested.

The cost of the double breasted jacket is around $90.00 ea. And the matching slacks in the same fabric is approximately $34.00 ea.

The original Jacket price was around $50.00 and the slacks would cost around $24.00 ea.

All though we can order either skirts or slacks for the woman I believe we should stay with slacks for both gender.


REQUEST

I have asked for a list of all property from Sister and once I receive it I would like to bring the individuals shown in the KOP list to gather to conduct a complete inventory.

Also that any item that is not of useful value either be trashed or repaired upon the approval of the elders and the Pastor.

Yesterday a person from the admin office wanted a man to carry a broken chair downstairs to the office we have.

I believe instead the chair being taken down stairs it should have been sent for repair or written off and a new one bought. It is the kind of thinking and gender waiting I believe we might want to look into. One woman or two can do the same job as a man. But sometimes it appears some people wait so as not to have to do it themselves.

A complete detailed KOP SOP will be provided upon your guidance and approval.

Dec

We should determine a level not to exceed figure that a item can be purchased at with out board approval any price over that figure would require the approval of the broad.

That if an item is purchased and agreed upon the changing of this decision should be discussed with the KOP if the department head is involved in the purchase, sale, replacement, repair and or storage of all equipment.

As we come up with procedures one department should be accountable for all equipment and report directly to the board.

Although the office manager has personnel responsibility and daily operation of the church there may be a need for a second position of Chief Operating Officer (COO) to coordinate department heads.

At this time it may be that the office manager may hold both positions, or that another individual is selected.

Since I am not aware of who sits on the broad of director or is responsible for signing checks it became confusing to me how to correct what took place so I removed myself from the discursion making process and so removed the conflict.

I would like to note that regardless if I am making a purchase from a vender, family of friend my first concern is the best interest of the position I hold. If that is in question then we will need to review why.

If as mentioned to me that no purchase should be made by the organization from family member we would also need to do the same for friend. Given consideration of our integrity I do not believe this is warranted, however we might want to monitor this procedure for future reference.

If while we are building procedures we might want to have broad members review the documentations and provide input because I feel some of them might take offense if they are not part of the decision making process.


PHYSICAL TRAINING

Dec.

Before we can address this I feel that individuals that are to participate should have a physical.

That they should be place on a diet if necessary and that a program have several different levels.

That the TAE BO work out by Billy Blanks be brought and used by all staff and department heads as soon as possible between now and Feb. 01,00 in order that they are physically fit to led such a program.

That at first these personnel only follow the instruction work out for the first several weeks and that they divide the instruction into two periods. One in the morning prior to coming in and the second between 6 and 9 PM

I will be looking in to other avenues however the best over all work out to my opinion in the markets is TAE BO. It incorporates many things we were taught in the military.

I am against running on hard pavement however running in place and sear exercises are good. Stair exercise can be as little as walking up and down the two flights of stairs at the office several time rather than just once.

Running in place after doing a few warm up exercises could be done as a supplement to walks until we have initiated a complete training program. Even walking can be dangers to some people and we should look at the liability prior to starting that with out first have physicals.

Please provide your input for this.


BOOT CAMP

Dec.

I am uncertain of the purpose of boot camp

But from what I gathered so far we could be faced with several liabilities and I would like to be better informed.

I have found several locations we could use but I need more information on what we be doing, now many people and on which days.

Upon my receiving this I will give you my imputed for security and liability.


INVENTORY


ARTS DEPARTMENT


ADMINISTRATION


MUSIC DEPARTMENT


PERSONNEL ROSTOR


OTHERS

OVER VIEW

This brief is only an outline to determine which direction you wish me to take.

Do I take the ball and run with it and insure that I have trained others to take over or do you have another direction that you want me to go.

In addition I am recommending that Sister be assigned as my assistant and that she be released from any other duty.

I have discussed this only with Sister but did not show or detail my thoughts with any one but what I am presenting to you.

Dec

I have been told that I can not expect to know everything that goes on in the running, operation and daily business of the church and although that may be true I know of no reason that KOP/KOG director's should be left out of the decision making process that effect their departments.

Should someone have power to override the decision made by the Senior Pastor in his or her absence is something that may be need to be addressed.

At no time when I make a suggest should it be taken that I am offended because my personnel feeling have to be removed in order to do my job. When I make suggestions they are I hope taken as such, areas that we might want to look into.

As mention earlier it is premature for me to draft a document with any order until we have and exchange of ideals and some sense of direction.

Just as the Pastor has a vision for the whole so must each department be part of her vision and the final operating procedures should be incorporated in to the final vision.

Procedures of clocking in or out for department heads.

My feeling is that what one does all should do however it is impractical for certain departments to conform to a set schedule as we are building the procedures for a large congregation.

My desire is that what ever I do can be duplicated easily rather we are only 200 hundred of 10,000 or more.

I do believe that all department heads provide the office manage some ideal of what they are doing on a daily base and that these department heads at the least present or make themselves available at the least once a day.

That a weekly staff meeting be held.

That all department heads met separate from administrative staff meeting.

That the departments met and brief the broad no less than once a month on there progress.

As I have only started on Dec. I understand and I hope you also understand my confession on policies and procedures.

My goal for the KOG is at the least have a working roster in place by Jan or sooner.

That all equipment under KOP be inventoried and a procedure be in place by Jan.

That heath program be put in place by Feb.

If I have missed and area of responsibility please advice.

Another area I would like to address which is outside my area of responsibility is the tape department I have requested a copy of the leadership classes in writing three times and I have yet received them Is this a problem for all members. Second we should have on going duplications and tapes available at the end of each session. I understand we have the capability so all we need is a procedure. I have also yet to receive a copy of the video I requested in Oct.

OTHER AREAS

Dec.

Also I would like that all staff personnel be made aware of the responsibility of KOG in that the department follow what the director of KOG says and not change procedures in the middle based on there personnel desires. If changes are to be made that they are cleared though the KOG are the assistant prior to service.

I will need direction for buying and repairing equipment and who is responsible for the final decision.

I will be providing you with a hard copy of this later in the day.

Regards

Apostle Charles.
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