Category: Standing Committee Minutes

Nov 15 2008

October 14 2008 SC Minutes

FIRST PARISH UNIVERSALIST UNITARIAN CHURCH OF CHELMSFORD

Standing Committee October 14, 2008 7:00 p.m. – 9:30 p.m
Members Present: Carole Russell, Dave Seltz, Carla Corey, Tom Coffey, Tom Wright, Joanna Paulsen, Cornelia Kirkpatrick, Ron Deschenes, Ellen Spero
Members Absent: Marybeth Bush

1. Call to order and centering
• For center we saw a clip from The Vicar of Dibley – Sat night at 9pm on PBS

2. Open forum
• Minutes from previous SC meeting do not have to be printed out for the meeting as long as they have been emailed to every SC member and every member confirms they have reviewed the minutes.

3. Distribution of materials – Agenda, reports: treasurer, Minister, DRE, …

4. Review and approve meeting minutes for September 9
• Motion made and seconded to approve the Meeting minutes from September – Approved
• Motion made and seconded to approve the Meeting minutes from special meeting Oct 5th Approved

5. New business
• Sabbatical Committee – Cornelia
• Contacted parishes that have gone through a sabbatical recently
• Will meet 10/28 at noon in the Alliance Parlor
• Have all but three services covered.
• Sabbatical ministers are available to do funerals, etc.
• Sabbatical minister will usually do one or two services.
• Calendar – Carla
• Suggestions for additions to Annual Calendar
i. Letter to Historic District Commission for signage to events
ii. Snow Shovel hiring date – Will be in October
iii. Fiscal Summits – all fiscal stuff
1. Three summits (Oct, Jan, March)
2. Finance sub-committee will come up with a plan for Fiscal summits by end of Oct.
iv. Lions Club – Send church a letter to ask if they can use our Parking lot for the forth of July
1. We must talk about it ahead of time.
2. Since we had the lot painted they cannot use paint on the lot
3. We will talk about this is mid- march
v. Annual Meetings  warrant dates
1. One to vote in new officers – 2nd week in June
a. Warrant for this meeting has be done by May SC meeting.
2. State of Society Meeting – Third Sunday in September – (9/20)
a. Warrant for this meeting has to be ready by the September SC meeting
vi. Church Auction first Saturday in February (2/7/2009)
1. [ACTION] – SC will ask around for people who can run the Church Auction
2. Need to Decide by Dec SC Meeting
vii. GA Delegates – Decide on delegates by March SC meeting.
1. Maybe one of the Sabbatical worship services will be based on GA.
viii. Performance appraisal timeline …
1. [ACTION] Tom W. will send Dave this timeline and Dave will add to a compiled timeline (by Nov SC meeting).
ix. Holiday Fair is Dec 6th.
x. November 15th there is a church retreat.
xi. At Church Council Meeting in January the Finance Committee has to tell committee members when to get budgets in
1. There is a form for committee members to fill out to request a budget
a. This form should be updated to request more information so that we don’t miss items in the budget.

• State of the Society review – All
• What can be improved?
1. Be proactive on the space report and have forum for people to participate
a. Just a half hour after the church services in the chapel
b. [ACTION] Task force for Growth will plan forum for people to input on space report (by end of Feb).
• Space for Cyndi Bliss
• It was decided that Cindy Bliss would use the Chapel Loft for an office space.
• Space and Growth
• Ministry group has not met yet.
• Space and Growth (nuts and bolts group submitted report and is waiting to hear what they should do next).
• They should get architect review.
• Can they put together a plan for a capital improvement fund (way to get more money for changes).
• Johan went to four architect companies
1. We got three preliminary reports
2. Should be able to come to November Standing Committee with a recommendation for a firm to go with.
• [ACTION] Tom will talk to Space and growth about funding
• Retreat Planning – Carole, Ellen, Marybeth, Tom
• Logistics See attached notes below
• Goal is to recognize and celebrate how we are living our covenant today.
• Should make sure to include the Committee on Ministry and Growth Ministry.
• How do we grow in our covenant?
• Find a facilitator (Ellen will contact Larry P. and other possibilities, and we will discuss also to facilitate internally, maybe Ellen and Carole)
• Publicity
• Invitations, Sign-Up, and Follow Up calls (Cindy invitations, SC make calls?)
• Space (Marybeth check out Charter School, Ellen All Saints)
• Childcare
• [ACTION] Retreat planning committee will meet to approve agenda and to help get the word out.
• Food (Carole and Marybeth)…
• [ACTION] Tom will create list of names to split out to give to SC members to call to make sure people know about the meeting and see if they will attend
• Publicity Committee??

6. Review and approve treasurer’s report
• Metro-media can save us about 25% (for gas, not electricity). Joanna will have another conversation with them and then report to the SC.
• Motion made to accept the treasurer’s report. Seconded. All Approved.

7. Review Submitted reports:
• Ministers report: Ellen wants to thank Kirk and Cornelia for getting the pictures up in the Alliance Parlor.
• DRE/RE

8. Old business:
• Plan for Intern FY09-10
 Need a committee right away to start this process going.
 Cost would be about $1300/mo
 [ACTION] Cornelia will work with the Standing committee to put together an intern Minister committee. By next SC meeting.
 This can either be a three-year committee or two committees (one to put the intern in place and a different one work with the intern once it’s in place).
• New cell tower –Tom C
o Lease was signed last week (10/7)
o Next step is to meet with construction site manager to determine what the want to do and make sure it fits with the church schedule
• Dishwasher update – Marybeth absent, will be on next month’s agenda
• Pew Cushions update – no activity
• Snow Shovel hiring date – recommend November 1 – to be done by Cindy Gist
o Can’t find anyone to do the shoveling to do the shoveling for what we are offering.
o Wants to consider a professional “shoveler”.
o Will wait for the next meeting to decide this.
o [ACTION] Carla will make sure everyone get’s Cindy’s email on the subject.

9. Other staff, subcommittee or liaison reports
• Church Council
• Green Committee wants to have an electronics recycle event at the church
a. They would like to store equipment in Chapel for several days between drop-off and pick-up. Ellen feels that the Chapel is a worship space and should not be used for that purpose
b. It was unclear what the benefit of a separate event would be as SC members thought most communities had programs in place for electronics recycling
c. Needs to be thought through more thoroughly
• It was mentioned that Edith is happy with social hour.
• There is no one in the publicity committee
a. Music committee said there was a need for this.
• LRP is looking for members
• Middlesex singers have not gotten back to us yet.

11. Adjourn – Motion to adjourn, seconded, All Approved

Future Agenda items:
• Safe Child Policy – Review and update

Action Items
Action Owner Due Date Status Creation Date
Task force for Growth will plan forum for people to input on space report (by end of Feb). Cornelia/Ellen Nov 11 New Oct 9
Tom will talk to Space and growth about funding Tom Nov 11 New Oct 9
Retreat planning committee will meet to approve agenda and to help get the word out.
Retreat Planning cmt. Nov 11 New Oct 9
Tom will create list of names to split out to give to SC members to call to make sure people know about the meeting and see if they will attend Tom C. Nov 11 New Oct 9
Cornelia will work with the Standing committee to put together an intern Minister committee. By next SC meeting Cornelia Nov 11 New Oct 9
Carla will make sure everyone get’s Cindy’s email on the subject Carla Nov 11 New Oct 9
SC will ask around for people who can run the Church Auction Nov 11 New Oct 9
Tom W. will send Dave this timeline and Dave will add to a compiled timeline (by Nov SC meeting).
Tom/Dave Nov 11 New Oct 9

Notes: All Congregational Retreat “Living our Covenant”
September 30, 2008

Goals of the Retreat:
1) To recognize and celebrate how we live our covenant today.
2) To explore how to deepen living our covenant and to articulate what that could look like.

Date: Saturday, November 15 from 9 am to 2 pm.

Proposed Schedule

9 am-9:15: Gathering and Coffee

9:15-9:30: Centering Worship (Ellen)

9:30-9:45: Set out goals/schedule for the day

10:00-10:30: In small groups, review covenant for how we are living out our covenant today

10:30-10:45: Report Out

10:45-11:00: Self Selection for groups to discuss how to live out our covenant for the future. Groups based on lines in covenant:
-Honoring and Celebrating the Spirit of Life
-Welcoming All Souls in our search for truth and the sacred
-Nurturing and caring for one another in our joys and sorrows
-Bearing Witness through service to justice and peace
-Being Good Stewards of:
-our congregation
-our heritage and UU Principles
-our earth

11:00-11:45: Small group discussions how to deepen living out our covenant in the future.

11:45-Noon: Congregational Polity, Process, and Decision Making

Noon-12:45: Lunch

12:45-1:15: Small Groups pick one or two things to commit to, create action plan
(define who, what, when, where, why and how; offer short, mid and long terms goals, with evaluation points to measure progress)

1:15-1:30: Report Out

1:30-1:45: Closing Worship

1:45-2:00: Evaluation?

To Do’s and Tasks:
-Find a facilitator (Ellen will contact Larry P and other possibilities, and we will discuss also to facilitate internally, maybe Ellen and Carole)
-Publicity
-Invitations, Sign-Up, and Follow Up calls (Cindy invitations, SC make calls?)
-Space (Marybeth check out Charter School, Ellen All Saints)
-Childcare
-Food (Carole and Marybeth)

Nov 15 2008

October 2008 SC Minutes

FIRST PARISH UNIVERSALIST UNITARIAN CHURCH
OF CHELMSFORD

Standing Committee October 5, 2008 12:10 p.m. – 1:00 p.m

Members Present: Carole Russell, Dave Seltz, Carla Corey, Marybeth Bush, Tom Coffey, Tom Wight, Joanna Paulsen, Cornelia Kirkpatrick, Ron Deschenes, Ellen Spero
Others Present: none

Note: This was not a regular Standing committee meeting but was called to get a vote on the Cell Tower issue.

Meeting Notes

Cell Tower
• Tom C. recommended that the Standing committee vote to move ahead with the Cell tower proposal
• Construction to put in the new cell tower equipment would start at the end of October
• The proposal was reviewed by a lawyer for us and approved.
• The Cell tower company will create a whole new room for their equipment
• This equipment will be separately powered and metered.
• Tom C. moved that we accept the cell tower proposal. Cornelia seconded. All Approved.
• It was noted that the schedule for the cell tower work has to be reviewed with Cindy Bliss
• [ACTION] Tom C. will follow up when he has located a notary.

Middlesex singers
• The Middlesex singers have been using the church (the Chapel) for their concerts.
• They would like to continue to use the church for their concerts but would like to use the Sanctuary instead.
• There are no church members that are part of the Middlesex Singers.
• We discussed what to charge the group for the use of the church
• They use the church about 4 times a month.
• They use the piano and pay to get the piano tuned.
• One suggestion was to charge $400 per year.
o They would keep all concert entry fees.
o They would continue to pay for tuning the piano.
• [ACTION] Ron will follow up with Middlesex Singers to indentify a sum that will not break the back of them with an eye towards $400 for the year, tuning of the piano, and no take from concerts.

Metro Media Energy
• Joanna is getting a quote from Metromedia energy
• All Saints is already using Metromedia
• [ACTION] Joanna will check current energy company to see if they give religious organizations a discount.

Motion to adjourn – All Approved

Action Items
Action Owner Due Date Status Creation Date
Tom C. will follow up when he has located a notary Tom C. Oct 14 New Oct 5
Ron will follow up with Middlesex Singers to indentify a sum that will not break the back of them with an eye towards $400 for the year, tuning of the piano, and no take from concerts. Ron Oct 14 New Oct 5
Joanna will check current energy company to see if they give religious organizations a discount. Joanna Oct 14 New Oct 5

Oct 15 2008

September 2008 SC Minutes

FIRST PARISH UNIVERSALIST UNITARIAN CHURCH
OF CHELMSFORD

Standing Committee September 9, 2008 7:00 p.m. – 9:30 p.m

Members Present: Carole Russell, Dave Seltz, Carla Corey, Marybeth Bush, Tom Coffey, Tom Wight, Joanna Paulsen, Cornelia Kirkpatrick, Ellen Spero
Others Present: Martha Sherburne

Meeting Notes

Open Forum

Sugar Maple tree in front of church needs to get dead branches cut off.

• John Coppinger – March is the best time to do this, free estimate, if there is a problem the cost would be approximately $500
– It has developed folds instead of being round and full. He recommends we cut just dead branches not the green, collected soil sample to check for soil content (he did this for free). If it is a fungus the tree may not recover.
• Robert Kaknes – acid rain effect, told her he would use spur-less climbers – $400
• All American Tree Service – $675 just dead branches and also estimated Vertasillium wilt
• Community Tree Service – would not quote, said he would provide written estimate.
• Martha Sherburne has supplied a write-up on vertasillium wilt
• Recommendation: get the dead branches off and see if we can improve condition.
• Cornelia moves that Martha may spend up to $500 to remove the dead branches from the sugar maple in front of church. Tom Coffey seconds. It passed unanimously.

Meeting minutes from July 8
• Jeanne Thompson name incorrectly spelled, otherwise correct
• Tom C moves to accept meeting minutes from July 8 as amended, Cornelia Seconded. Passed unanimously

Meeting minutes from August 3
• Also Jeanne Thompson name incorrectly spelled
• Martha Hicks-Courant incorrect.
• Tom C to accept as amended Tom W seconded. Passed unanimously.

Meeting minutes for June 10, 2008
• Vote by previous SC members only.
• Carla moves to accept and Cornelia seconds. Passed unanimously.

Plan for an intern – Ellen
• Ellen can train an intern; she does not need any additional training.
• Need Intern committee – 4-5 people
o People who understand ministry
• Selection committee
o Staff people
• Intern would start at the beginning of the church year
• Ellen recommends the full time internship for one year as opposed to part-time for 2 years
• May be interviewed early – March April timeframe – this would help us to get someone hired for the fall of 2009 before Ellen goes on sabbatical
• [ACTION] Cornelia will work with Ellen to draw up a draft proposal by the next Standing committee meeting. Would include:
o Cost
o What is included: insurance, salary, where to sit.
• May use cell tower money

Congregational retreat
• Group to work on retreat have not met yet (Tom C., Ellen, Carole, and Marybeth)
• Will meet on Tuesday Sep 30th at 7:30 at Carole’s house

Sabbatical Committee Charter
• The committee that will organize the congregation with what to do when Ellen is not here.
• Members:
o Cornelia will be on the committee
o One member at large
o One member from Ministry committee
• [ACTION] Cornelia will give plan for Sabbatical committee by the next SC meeting
• Hope to have first meeting in October
• Will have proposal by December
• SC does not have to be involved

Carla mentioned that it might be a good idea to explain to the congregation why a sabbatical is needed and what work is needed around the sabbatical
• We will mention the sabbatical at the state of society meeting
• There will be a Chalice lighting around this.

State of the Society meeting
• All of the reports won’t be presented, we will vote to accept the annual report.
• Change article 4 to vote to accept the annual report
• Auditors – there was nothing to really audit
o There is not a system currently in place for verification of collection plate receipts
o Maybe one of the two ushers will count the money each Sunday
o [ACTION] Carla will come up with a procedure for checks and balances of the collection plate by the next SC meeting
o There is $450 on the balance sheet in petty cash that does not exist physically.
 [ACTION] Joanna will remove $450 from balance sheet and write it off on the Income Statement
• Dave made a motion that Joanna correct it on the sheet – Tom W. seconded – Passed unanimously
o [ACTION] Carla will talk to Cindy about amending the annual report showing that $450 in petty cash was handled by SC
• [ACTION] Joanna will get year-end financial report from Johan to give to the SC.
• [ACTION] Carla will find out if the LRP portion was part of the audit
• This year we will have people vote on LRP and
• Next year Carole will like the fiscal subcommittee to make sure the treasurers report to include the LRP report.
• [ACTION] Carla will review the Balance sheet
• [ACTION] Carole and Carla will go over what to do with the surplus fiscal funds

Committee on Growth and Space
• Will present at the State of Society meeting
o Origin of the committee
o Recommendations on what topics
o 5 minutes on why it came to be
o 5-10 minutes on the current state
o 5-10 minutes on what will happen going forward – maybe talk about when the report can be discussed with the congregation on space
o So during the state of society meeting there will just be a 15-minute “infomercial” and then there will be a more information available later on
• Possible members for ministerial part of Space and Growth Committee – Ellen, Carla, Tom, Cornelia
• We will tie in the explanation for the Growth Ministry part with Living our Covenant
• [ACTION] Tom C. will come up with the wording explaining the ministry aspect of growth to the congregation

[ACTION] – Carole is going to publish her Chalice lighting in the Shooting Star.
Minister’s Appraisal
• In the past the minister’s appraisal was done by HR committee then brought before the SC – Last time this was done by the Committee on Ministry
• Who should do it this going forward? Everyone should think about this for the next meeting.
• It was split up to the different members of the HR committee.
• Ellen’s letter of call says this should be done every three years.
• [ACTION] – Tom W. will tell the HR committee that they will be in charge of Ellen’s appraisal.

[ACTION] Carla will get everyone a copy of the church year timeline from last year by next SC meeting so we can then work set it up for the current church year

Review and approve Treasurers report
• New bank account at Enterprise is all set up and working well
• Massbank will be phased out (enough left for last payroll).
• $23,000 surplus from 06-07 has been parceled out to long range liabilities
• Motion to accept the Treasurers report was made by Tom W., seconded by Cornelia, all approved

Ministers report
• New small group – Walter Cole will lead another men’s group (small group ministry)
• [ACTION] Cindy, Joanna and Ellen will follow up with All Saints Church to see if new natural gas company really saved them money.
• Can look at Dun and Bradstreet to see if they are a legitimate company.
• Maybe National grid has another rate for a non-profit – [ACTION] Joanna/Ellen will look into it.

RE Report
• Fire Drill – [ACTION] Marybeth will work with Sadie on the fire drill – will take place in the spring.
• There is a LREDA conference in NM and it will overspend the money allotted for Sadie’s professional expenses by around $600 (if she doesn’t get scholarship).
• There are also two credentialing activities that will also cost money (plus travel and lodging).
• So Sadie all in all will overspend her budget by around $1500.
• Increase the overall professional development budget line-item by $2000 (this includes Cindy Bliss bell choir training).
• Cornelia moved to add to warrant for the SOTS meeting an article authorizing an increase of $2000 for professional development to be taken from FY 2008 surplus funds – Second by Tom W.– All approve.

Old Business

Cell Tower
• We are still waiting for a structural report – Should be done by the end of the month
• Process should be done (finalized) by the end of October into early November.

Lead Paint –
• Tests were done and no lead paint was discovered in closets off the vestry hall.
• The paint chips still need to be cleaned up.
• [ACTION] Carole will talk to house management about cleaning up paint chips.

Carole Russell approved the switch of the phone company to Verizon.

Dishwasher
• $3000 – $5000 – small industrial washer with 3 minute cycle.
• Marybeth moved to approve an article be added to the warrant for the SOTS meeting to authorize the expenditure of up to $6000 to buy and install a new dishwasher – Dave second – All approve.

Web site
• Members: John Allison, Joan Coyne, and Eliot Mayer.
• Will not cost the church any money
• Will have plenty of disk space
• Should have a prototype for people to try by middle of September
• Could have committees post information on web site.
• They would like Standing Committee input
• RE registration could be on line – like at Concord Church
• They would like feedback on the website and what content to add given in a couple of iterations and completed by the end of the year.
• [ACTION] Tom C. will ask them to do a presentation of the web site by the next standing committee meeting.

Long Range Planning
Any low hanging fruit?
• Flat panel in the vestry with announcements? Just an idea.
• What to do when someone needs a ride?
o People who already come here
o Bus to UMass Lowell (or something equivalent)
o [ACTION] will bring this up at the Living the Covenant retreat
• [ACTION] Carole will talk to Chris Sweetnam to see what he thinks of LRP vs. Space and Growth
• [ACTION] Carla will find the Charter for the LRP.

Protocol on Congregational meeting minutes
• Carla would like people to think about how the Clerk should go about getting approval of the Society’s Meeting minutes. She suggested that they be approved by the SC Chair.
• We decided that going forward the minutes of the most recent Congregational Meeting would be approved at each meeting of the Society, beginning with the SOTS on September 21st
• [ACTION] Carla will add this article to the warrant
• [ACTION] Carla will ask Deb to be moderator so that Carole will be available to comment.

Motion to adjourn – Passed with one opposed (it was Tom C.!)

Action Items
Action Owner Due Date Status Creation Date
Draw up a draft Intern proposal to have Minister Intern at First Parish Cornelia/Ellen Oct 7 New Sep 9
Cornelia will give plan for Sabbatical committee by the next SC meeting Cornelia Oct 7 New Sep 9
Come up with a procedure for checks and balances of the collection plate Carla Oct 7 New Sep 9
Remove $450 in petty cash that is not there from balance sheet Joanna Oct 7 New Sep 9
Talk to Cindy about amending the annual report showing that $450 in petty cash was handled by SC Carla Oct 7 New
Sep 9
Get year end financial report for SC Joanna Oct 7 New Sep 9
Find out if LRP report was part of audit Carla Oct 7 New Sep 9
Talk about what to do with surplus fiscal funds Carole/Carla Oct 7 New Sep 9
Come up with the wording explaining the ministerial part of Space and Growth to the congregation Tom Oct 7 New Sep 9
Put SC Chalice lighting and covenant into the shooting Star Carole Oct 7 New Sep 9
Tell the HR committee that they will be in charge of Ellen’s appraisal Tom Oct 7 New Sep 9
Get everyone a copy of the Church year timeline by next SC meeting Carla Oct 7 New Sep 9
Will follow up with All Saints Church to see if new natural gas company really saved them money Cindy, Joanna and Ellen Oct 7 New Sep 9
See if National grid has another rate for a non-profit Joanna/Ellen Oct 7 New Sep 9
Work with Sadie on the fire drill – will take place in the spring. Marybeth Oct 7 New Sep 9
Talk to house management about cleaning up paint chips. Carole Oct 7 New Sep 9
Ask Web team to do presentation at next SC meeting Tom Oct 7 New Sep 9
Discuss getting people to church (including bus from Ulowell) at Living covenant retreat Ellen Oct 7 New Sep 9
Talk to Chris S. to see what he thinks of LRP vs. Space and Growth Carole Oct 7 New Sep 9
Find Charter for LRP Carla Oct 7 New Sep 9
Add Warrant for voting on minutes from last State of Society Meeting Carla Oct 7 New Sep 9
Ask Deb to be moderator so that Carole will be available to comment. Carla Oct 7 New Sep 9

Sep 15 2008

August 2008 SC Minutes

Standing Committee Retreat Notes
Sunday August 3, 2008 1pm – 6:48pm

Attendees: Carole Russell, Ron Deschenes, Dave Seltz, Carla Corey, Marybeth Bush, Tom Coffey, Tom Wight, Joanna Paulsen, Cornelia Kirkpatrick, Ellen Spero

Meeting Notes

Centering (Cornelia)

Team building exercise (Ellen)

Covenant (Ellen)
1) Define type of covenant we are working toward.
2) Reflection
a. Continuing Members:
i. When did we work together well? What were our best practices?
1. Committed to time-frames
2. Open discussion – all opinions on the agenda
3. Engaged and prepared discussion
4. Everyone prepared
5. Staying focused
6. Strong leader – decisive
7. Mutual respect, camaraderie, fun, bring joy
8. Taking responsibility, meeting commitments, accountability
9. Nurture/mentor other people
10. Balancing the needs of individuals and the congregation
11. Focus on priorities
12. Being Flexible
13. Not trying to do too much
14. Remember we are a religious organization. Ground ourselves first.
ii. What were our challenges, obstacles?
1. Time – lack of time
2. Attention – lack of focus
3. No Fun all work
4. Lateness
5. Lack of decisiveness
6. Lack of accountability
7. Lack of organization or preparedness
8. Can’t move on
9. Not balance of decision and listening
10. Too much consensus
11. Silent when you disagree
12. Lack of trust.
b. All:
i. What goals do you see for the SC
ii How do we work together to meet them?

3) It was agreed at this point by members of the Standing committee that

Congregational Covenant (Ellen and Carla)
1) Review history
2) Ways to present: 1) service on Sept. 14th and social hour chat after?
3) Congregational Vote: Sept. 21st?
4) Anything else need to be done?

3:00: Space and Growth: Where we are (Carla and Ellen)

3:15: Interpretive Model of Governance and Congregational Growth (Ellen)
1) Present the Model
2) Use it to discuss understanding of growth
a. Naming the situation
b. Interpreting meaning
i. Process – Space
1. Gather context history for Space and Growth Task Force, and present report to congregation – Tom will talk to with Chris Sweetham about this. [ACTION]
a. Change “report on Growth” to “report on Space”.
2. Join LRP and Space Task force getting together to talk about what they have in common and what they can do together.
3. Make sure there are no low hanging fruit issues that we should address now.
4. Tom and Joanna is on the LRP/space taskforce
5. The task force report (and info from (1) will be rolled out at that state of the church meeting.
6. RE needs an update on the space and growth plans – Marybeth [ACTION]
ii. Process – Growth
1. Half day congregational retreat to discuss how we can live out / interpret our covenant. – Carole will help plan the retreat. – Tom, MB, Ellen will help.
2. Rename Growth to “Living the covenant” initiative.
c. Responding faith-fully (key point where we are?)
d. Evaluation and reflection
3) Develop timeline for leading congregation on discussions and decisions regarding growth
a. Set goals?
b. Develop process? Some pieces below
i. Nuts and bolts work continuing with S&G Taskforce
ii. Growth Ministry
1. Worship service (Sept. 08)
2. Leadership retreat? (Fall 08)
3. Dessert and Dreams/Challenges vis a vis growth (Fall 08-Winter 09)
4. Cottage Meetings? (Spring 09?

5:15: Any other Business (Carole)
1) Carole will do the chalice lighting at the first service and will introduce the SC
2) Nursery school lease
a. Will change the lease to read “payments for 9 months” not “10 months”.
b. Renewing the lease with the nursery school of the relationship is not just monetary but it is also about the long relationship between the church and the nursery school.
c. Motion made by Tom Coffey to change the lease from 10 monthly payments to 9 monthly payments and also to accept the change to the name in the lease from Jan to the open door Nursery Inc and that the church will not try to get past rent (due to the 10 vs. 9 month change).
i. 7 for, 2 against. Motion passes.
d. Carla will have lawyer look over changes. [ACTION]
3) The church has started a new copier lease
4) Joann has started the process to renew the insurance policy for the church (the old policy ran out).
5) There will be a sabbatical committee that will focus on what the church will do while Ellen is not here.
a. Ministerial coverage
b. Want to define what this committee will do to give them direction.
c. This needs to start soon. – This will be done at the next standing committee meeting on September 9th
i. Come with recommendation of who should be on the committee.
6) Jeanne Thompson, Martha Hicks-Corrant, and Marybeth Bush will be available for policies and procedures.
7) Jeanne Thompson and Carla Corey will be auditor and Carla will ask Debra Grad to be one. [ACTION]
8) Tom is trying to contact people working on the website. Tom reached out to the IT committee to make sure they at least know what is going on.
a. Carla mentioned that certain people should be able to update the website independently.
9) We are opening a bank account with a new bank to get additional services (pay bills online).
10) Carole mentioned that we should pay employees on time and if it changes the employees need to be informed ahead of time.

Motion to adjourn seconded and passed at 6:48

Action Items
Action Owner Due Date Status Creation Date
Ask Deb Grad to be an auditor Carla Next Meeting New Aug 3
Have Lawyer look over new contract for nursery school lease Carla Next Meeting New Aug 3

RE needs an update on the space and growth plans Marybeth First RE meeting New Aug3
Talk to with Chris Sweetham about gathering context history for Space and Growth Task Force, and present report to congregation Tom Coffey Sep 1 New Aug3

Aug 15 2008

July 2008 SC Minutes

FIRST PARISH UNIVERSALIST UNITARIAN CHURCH OF CHELMSFORD

Standing Committee July 8, 2008 7:00 p.m. – 9:30 p.m

Attendees: Carole Russell, Ron Deschenes, Dave Seltz, Carla Corey, Marybeth Bush, Tom Coffey, Tom Wight, Joanna Paulsen, Cornelia Kirkpatrick, Ellen Spero

Meeting Notes

1. Call to order and centering – Led by Ellen Spero

2. Open forum

3. Distribution of materials – Agenda, reports: treasurer, Minister, DRE …

4. Review and approve meeting minutes for June 10, 2008

It was unclear whether Meeting Minutes from June 10th have not gone out
[ACTION] – Carla is going to check whether June 10th minutes have gone out.

5. New business
• Position to fill for coming year
o SC positions:
Chair – Carole Russell
Vice Chair – Ron Deschenes
Secretary – Dave Seltz
Vote was taken to approve the positions of Chair, Vice Chair, and Secretary. – Passed unanimously

o Sub Committee appointments:
Policies & procedures – Marybeth Bush, Tom Wight – it was recommended that Jean Thompson and Martha Hicks-Courant be added to the committee.
Finance – Ron Deschenes, Tom Coffey
HR – Tom Wight
Building use – Ron Deschenes

o Liaison appointments:
Nominating – Ron Deschenes
RE – Marybeth Bush
Worship – Carla Corey
LRP – Joanna Paulsen
BOI – Joanna Paulsen
Social Outreach/Green /Welcoming– Cornelia Kirkpatrick
Task Force on Congregational growth and Space – Tom Coffey
Music – Carla Corey
Membership – Carla Corey
Church Council Chair – Dave Seltz
IT committee – Dave Seltz
House Management – Joanna Paulsen
• Logistics
o Standing Committee Schedule – It was agreed that SC meetings will be held on the second Tuesday of each month from 7pm – 9:30pm.
o Teleconference possibilities – Carole has already contacted House Management (Johan) for speaker phone into Alliance Room as well as a phone jack.
o Preparation expectations – Carole asks that all reports and other materials be sent out to the group two days before the meetings.

• State of the Society preparation for September 21, 2008
o Prepare Warrant – Carla Corey (She will also add by-law changes)
o Annual meeting review
o Review proposed by-law changes, By-law review to correct inaccuracies resulting in fiscal year change (see below)
o Appoint Auditors (See by-law Article 13 below- report at State of Society, Sunday September 28)
• Cornelia moved that we appoint Jeanne Thompson, Ellen Mellen, and Carla Corey as auditors. – This motion was approved unanimously

• SC Retreat August 3
o It was agreed that the SC Retreat would start at 1pm, not 12:30.
o Ellen, Carla, and Cornelia would work on the meetings logistics together including a team building exercise.
o Goals:
 Review SC covenant and update as needed
 Develop a process for leading the congregation through growth using “interpretive model of governance”
 Develop a timeline for taking congregation through growth steps
 Covenant
• How is it going to be rolled out?
• Expectations?
 Ellen’s Sabbatical – What are our expectations are for the Sabbatical committee? What are their goals?
• Tom Coffey will come up with goals/expectations of the Sabbatical committee.
 What is the timeline of the “role-outs”? – Growth, Sabbatical, covenant

• Map of July 1 2008 – June 30, 2009 church year and Fiscal/budget timeline
• Defibrillator for RE – ?
 It was unclear how this affects our Liability insurance?
 It was decided that this was a general church issue and not an RE issue.
 [ACTION] – Joanna will talk to House Management about deliberator and insurance liability.
• Ellen’s Sabbatical – May 1 – July 31st.
 Motion made by Joanna to approve Ellen’s Sabbatical from April 27th through July 31st for Ellen. Passed Unanimously.
• Photocopier – the lease is about to expire
 [ACTION] Carole is going to ask Cindy Gist what her recommendation is.
 Vote was taken giving Cindy Gist authority to choose new copier lease – Passed unanimously
• Website ownership
 John Allison who has some experience with setting up web sites offered to revamp the First Parish web site.
 It was agreed that the SC should give direction to this effort.
 [ACTION] Ellen is going to put Tom Coffey in touch with John Allison, Joan Coyne, and Elliot Meyer to discuss changes to the web site.

6. Review and approve treasurer’s report
• Finance sub-committee should review requests by committees for budget money.
• Finance committee should make sure to meet in the fall.
• Motion made to approve Treasurers report – Passed unanimously

7. Review Submitted reports:
• Minister
• DRE/RE – There was no RE report because Sadie was on vacation.

8. Old business:
• Plan to Present / roll out Task force on Congregational Growth and Space to congregation
• Nursery school lease (Expires August 31, 2008) – [ACTION] Carla will get together with Deb Grad to finalize this process.
• New cell tower – No new developments.
• Lead paint – No update [ACTION] Joanna will talk to LRP about this for next meeting.
• Dishwasher update – Delegate this to LRP – Joanna will make sure we get replacement dishwasher before next big event.
• Pew Cushions update [ACTION] Ellen will get an update

9. Other staff, subcommittee or liaison reports

10. Adjourn at 9:37

Action Items
• Carla is going to check whether June 10th minutes have gone out.
• Joanna will talk to House Management about deliberator and insurance liability.
• Carole is going to ask Cindy Gist what her recommendation is for photo copier lease.
• Ellen is going to put Tom Coffey in touch with John Allison, Joan Coyne, and Elliot Meyer to discuss changes to the web site.
• Carla will get together with Deb Grad to finalize this process.
• Joanna will talk to LRP about lead paint for next meeting.
• Ellen will get an update on pew cushions.

Standing Committee

The Standing Committee is the Church's governing board. The Standing Committee works to ensure the vitality of our community of faith. There are 10 members of the Standing Committee – nine voting members elected by the congregation and the minister, who is a non-voting member of the Committee. Standing Committee members serve a 3 year term.

The Standing Committee meets on the second Tuesday of the month at 7:00pm. Time is set aside at the beginning of every SC meeting as an open forum for members to bring forward any issues they would like to discuss.

The Standing Committee is responsible for the health and well being of First Parish. This includes maintaining communication among members and committees, managing Church property, and planning for the Church's short and long-term future. And of course members of the Standing Committee develop and manage the budget approved by the Congregation at the annual meeting.
The Human Resources Committee is a sub-committee of the Standing Committee.