Coordinator Guidelines

There are a variety of tasks besides davening and leyning that must be done for each service. This page provides a description of these tasks and guidelines for the people who coordinate them.

Davening Coordinator
On-Site Person
Leyning Coordinator
D’var Torah Coordinator
Setup Coordinator
Kiddush Coordinator
Coordinating Lunch in Ehrenfried Hall

Davening Coordinator

The Davening Coordinator is responsible for:

  • Finding people to lead P’sukei D’Zimrah, Shacharit, and Musaf for Shabbat, Sukkot, Pesach, and Shavuot.
  • Reminding the daveners of the davening timing guidelines.
  • Consulting the luach for anything nonstandard (such as Rosh Hodesh) and alerting the daveners. If in doubt, contact the meta-coordinator and check the luchot online at the Orthodox Union and Chabad. (Boston is 42°20′ N 71° W = 42.33° lat, -71° long).
  • Finding someone as an ‘on-site person’.

Encourage members to sign themselves up on the Minyan Davening google docs spreadsheet.

Note: It’s easier to get members to participate by calling or emailing them directly, rather than sending a mass email to the entire Minyan. Mass emails should be reserved for emergencies.

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On-Site Person

The On-Site Coordinator is responsible for:

  • Finding two gabbi’im to assist the Torah readers. The Gabbai Rishon also calls out the names of people receiving aliyot and recites the Mi She-Berakh blessing and any other special prayers required during the Torah reading. The Mi She-Berakh texts are printed on full-size laminated sheets.
  • Distributing the seven aliyot (including maftir) during the service. You can give the small laminated aliyah cards on the ring to daveners volunteering or selected for aliyot.
  • Finding a magbiah and gollel (the lifter and dresser of the Torah).

The aliyah cards and Mi She-Berakh sheets are stored in a box that the Setup person should take out of the closet and place at the front of the room.

If a second Torah scroll is used: You need to find someone to remove the tallit and carry the second Torah when the ark is opened during services.

Note: It is our custom not to give consecutive aliyot to immediate relatives.

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Leyning Coordinator

The Leyning Coordinator is responsible for:

    • Finding people to read all aliyot and the haftarah. The default leyning guide (for shabbat only) is the KTAV Tikkkun. If you have a different tikkun, consult with someone who has the KTAV. Confirm the beginning and end of each reading with each reader.
    • Checking the luach for special Torah or Haftarah readings.
    • Co-ordinating with the Setup person if a second Torah is needed to ensure that the 2nd Torah is in its place and rolled to the correct section.

To be fair to those needing time to prepare, start making arrangements (contacting people at least two weeks in advance

Note: It’s easier to get members to participate by calling or emailing them directly, rather than sending a mass email to the entire Minyan. Mass emails should be reserved for emergencies.

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D’var Torah Coordinator

The D’var Torah Coordinator is responsible for finding people to give a d’var Torah for:

  • Shabbat
  • Friday night pot-luck services
  • Sukkot
  • Pesach
  • Shavuot

To be fair to those needing time to prepare, start making arrangements (contacting people) at least two weeks in advance

Note: It’s easier to get members to participate by calling or emailing them directly, rather than sending a mass email to the entire Minyan. Mass emails should be reserved for emergencies.

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Setup Coordinator

The Setup Coordinator is responsible for:

  • Finding people to set up the room for Shabbat, Sukkot, Pesach, and Shavuot
  • Checking a luach to see if a second Torah is needed, and reminding the setup person to place the 2nd Torah if it’s needed.

Instructions for setup are here.

Encourage members to sign themselves up on the Minyan Setup google docs spreadsheet.

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Kiddush Coordinator

The Kiddush Coordinator is responsible for:

  • Finding people to shop for kiddush for Shabbat.
  • Finding people to setup kiddush on Shabbat.

Guidelines for  shopping for and setting up kiddush are here.

Note: It’s easier to get members to participate by calling or emailing them directly, rather than sending a mass email to the entire Minyan. Mass emails should be reserved for emergencies.

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Coordinating Lunch in Ehrenfried Hall

We sometimes have a full catered or potluck lunch in Ehrenfried Hall, in Temple Sinai’s basement, and a volunteer acts as Lunch Coordinator.  Kiddush may or may not be combined with lunch, and either can be designated and sponsored to celebrate a personal simchah.

For either Minyan or personal events, Temple Sinai requires two months prior notification for use of Ehrenfried Hall.  A fee applies for personal events. Contact the Temple Sinai liaison.

If you decide to set up and put away tables and chairs yourself, you need to obtain a special “S” key to open the mechanical closet where they are stored.

If you want Temple Sinai to set up and put away tables and chairs, an additional janitorial fee applies.

A Week or more Before the Lunch: Calls for Food

  • Send an email announcing that you’re the Lunch Coordinator.
  • If volunteers or caterers are bringing lunch items, be sure they know these guidelines.
  • Specify when, and where, the food can be dropped off. This will be either at the Temple, or at the host’s home. It’s standard to give people a 1-to-2 hour window for dropping off.
  • For potlucks, list what people should bring: challah, salads, entrees, side dishes, drinks, dessert. If there’s no separate Kiddush Coordinator, include basic kiddush food as described in the pre-shabbat directions for the Kiddush Coordinator.
  • Ask members to contact you by Wednesday evening before the shabbat of the lunch to tell you what they intend to bring.
  • Direct people to the Minyan’s kashrut guidelines.

During the Week Before the Lunch: Planning the Meal and Kashrut

  • It’s your responsibility to maintain the nutritional balance and culinary interest of the meal. If you already have, say, two pasta dishes, and someone volunteers another one, explain the situation and suggest something else to contribute.
  • Dishes should be edible at room temperature and require no cooking after delivery.
  • Assign store-bought items (drinks, challah, desserts, etc.) to people who don’t have kosher kitchens.
  • If someone has specific questions about the Minyan’s kashrut observance, direct them to the steerers.
  • Send another food-coordinating email, if necessary, on the Wednesday before the lunch.

During the Week Before the Lunch: Keys and Receiving the Food

  • Get the keys from the Keepers of the Keys.
  • Be at the Temple to receive people’s contributions between the times you specified in the original email. If there isn’t a separate Kiddush Coordinator, the Lunch Coordinator is responsible for turning on lights, etc., as described in the pre-shabbat directions for the Kiddush setup person.

On Shabbat: Setting and Cleaning Up

  • Set up drinks, cutlery, cups with wine and juice, etc.
  • Set up kiddush in Ehrenfried Hall. Follow the kiddush coordinating guidelines.
  • Take food out of the refrigerator to bring it to room temperature.

After Shabbat: Locking Up — Lights, Etc.

If there isn’t a separate Kiddush Coordinator, the Lunch Coordinator is responsible for locking up after lunch, and for coming back after shabbat to:

  • Turn off lights.
  • Re-enable motion detectors.

See the post-shabbat kiddush setup guidelines.

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