Category: Standing Committee Minutes

Mar 15 2009

February 2009 SC Minutes

FIRST PARISH UNIVERSALIST UNITARIAN CHURCH OF CHELMSFORD

Standing Committee February 10, 2009 7:00 p.m. – 9:30 p.m

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

1. Call to order and centering – Ellen

2. Open forum – Kirk Kirkpatrick on message to send with canvass.
• Presented a Fair-Share giving guide before giving it to Canvass committee.
• Will suggest people give what they can now, regardless of economic outlook.
• The terms that are used are familiar to everyone.
• This guide has higher support levels than in the past.
• The standing committee is in support of using the guide with the upcoming canvas.

Carla and Cornelia went over what their “Live the covenant group” has been doing
• They are call fUUn with Friends.
• They will have a list of fun activities during the year where UUs can get together and have fun and live the covenant.

Web page update
• New hosting company – you would not notice any change.
• Some committees have put work into their web pages and others have not.
• Joan Coyne wants the Welcoming committee to make sure the web page is welcoming.
• Joan can use a the traffic cop program to help track down people
• Joan will tell Tom C. of any issues that she has with getting committees to help.

3. Distribution of materials – Agenda, reports: treasurer, Minister, DRE,
4. Review and approve meeting minutes for January 13

• Motion to approve the meeting minutes – Moved and approved.

5. New business
• LRP rechartering / combining and possible elected positions
• There is a belief that we have multiple committees with similar goals and it is not as effective as it can be.
• There is possible overlap between LRP, House Management, Board of Investment, Grounds, Space and Growth, Sexton
• Board of Investment has oversight of the endowment.
• House Management is in charge of care of the physical building
• Long Range Plan Committee given responsibility for long term planning.
• Members have left LRP because it was not doing any “programming”.
• What do we need??
1. Long term planning
2. Short term
3. Everyday building maintenance
4. Everyday grounds maintenance
5. Non ministerial Church operations
• Groups are unclear who has responsibility for what.
• Maybe a paid position for a custodian??
• Maybe need a true long range planning committee
• Maybe combine House management and grounds
• Paul Taylor already did work on committee restructuring. There are also other models out there.
• Put together a small group from SC to put together a Straw man of ideas to come up with possible options. – Carole Russell, Tom Coffey, and Tom Wight.
• ACTION – Tom Wight will contact Paul Taylor about work on committees that he did. He will give us an update at the next meeting.
• By-laws from last year have problems. The committee Charters have issues. There is a reference to appendix that should not be there.
1. ACTION – Policy and procedures (Marybeth) is going to talk to Carla Corey about problems with by-laws.
• Performance Appraisal of Ellen needs to be done before Ellen goes on Sabbatical.
• Carole had suggested that Ellen do her letter of call before Sabbatical.

• Space and Growth Task Force Charter re- proposal – Ellen  scheduling meeting for Alternative Service discussion.
• Kitchen plan – All
o Need to understand when and how the Board of Health might look at our kitchen.
o ACTION – Contact Moira Gillis about what the Kitchen needs to pass the test. – Ron.
o ACTION – Ellen will ask Cindy Gist to ask other churches about inspection.
o Dave and Marybeth will also help where needed. Ron will take the lead
o We want to make sure that May Breakfast is not affected.

6. Review and approve treasurer’s report

7. Review Submitted reports:
• Minister
1. Talked about a social action group – nothing has been done on this since it was suggested. – Glenn and Phyllis King said they would chair this group.
• DRE/RE – Numbers have come back up.
1. There is a position open for an assistant for Sadie. Not for a youth coordinator.
• Treasurer – Review the December and January reports.
1. Small problem with January report – just a book keeping error.
2. Picking up pledges at a rate of 70% – ahead of where were last year
3. Got $4065 from the church auction
4. Motion to accept the P&L and balance sheets – moved. Seconded. All in favor.
• Appoint a new Treasurer
1. Motion to appoint a member of the congregation to be interim Treasurer.
2. Both Johan MacKenzie and Carole Russell have volunteered.
3. Carole was on HR and was chair of Board of Investment.
4. ACTION: There should be an announcement to the congregation about the changes.
5. Vote was had on moving Carole Russell to interim Treasurer.
a. All in favor of having Carole Russell as Interim treasurer.
6. ACTION: Ron will write something to go into the Satellite about the change on the SC and Treasurer.
• Appoint Joanna Paulsen to Member at Large
1. All in favor of having Joanna as a member at large on the Standing committee.
• Ellen has asked the committee to review the information from the last retreat to talk about lessons learned.

8. Old business:
• Sabbatical – Cornelia
• Review of our “covenant” – Ellen
• Credit Card – This was discussed at the last meeting. ACTION- Carole will make sure we publicize getting the new credit card.
• Where should we store the greens stuff from the holiday fair – ACTION –Carla and Cornelia will look for a place to store the stuff.
• Action Item list update

9. Other staff, subcommittee or liaison reports
10. Adjourn – All Approved

Next Month Agenda:

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

Feb 15 2009

January 2009 SC Minutes

FIRST PARISH UNIVERSALIST UNITARIAN CHURCH OF CHELMSFORD

Standing Committee January 13, 2009 7:00 p.m. – 9:30 p.m.

Attendance: Carole Russel, Ellen Spero, Tom Coffey, Marcia Allison, Chris Sweetnam, Walter Cole, Marybeth Bush, Ron Deschenes, Dave Seltz, Tom Wight, Carla Corey

1. Call to order and centering – Victoria Safford – Open Eyes

2. Open forum –
• Marcia Allison – Chelmsford Woman of Today – PO box 4029 Chelmsford, MA – Announced a donation from Chelmsford Women of Today.
• ACTION – Send a thank you to Women of Today group – Ellen
• Walter Cole – Extra money for the electrical – total is not ~ $9500
1. Used dishwashers are 1/3 to ½ the price.
2. Current Dishwasher is 25-30 year olds.
3. The warrant was for $6000
4. Motion to ask the Congregation to ask the congregation for no greater than $5000 more out of cell tower money for new dishwasher on January 25th. Seconded. All Approved
• Motion to add the fire sensors on the warrant on January 25th. All Approved.
• ACTION – Tom will follow up with Johan about reviewing the electrical Bid for the Dishwasher.
• Chris Sweetnam – Ask the SC to come up with a date to meet with Architects for the building use review.
1. Bids were received from four different Architect firms.
2. Bids ranged from $6600 to $25000 (plus expenses).
3. SC would like to meet with at least two and preferably three out of the four and concentrate on what we would get out of this.
4. Will try to meet with the architects the night of the Jan. 26th or the 29th.

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

4. Review and approve meeting minutes for December 9
• Motion to approve. All in favor.

5. New business
• Architect review meetings
• Mission Trip funding discussion – Carla
• Build housing in New Orleans in April (Week of 18th)
• The congregation approved $5000 funding for the mission trip to New Orleans at the Annual Meeting on June 8, 2008.
• ACTION – Put notice in the shooting star asking for frequent flyer miles.
• Ellen will meet with Sadie and come up with suggestions for how the $5000 be used.
• LRP re-chartering / combining possible elected positions
• Space and Growth Task Force Charter re- proposal – Carole & Ellen  Alternative Service
o Want to make sure that people who come into the church can find a comfortable seat.
o Maybe think that some people in the congregation might want a different type of service.
o Some churches have K-6 during the day service ad K-12 during the night service.
o Maybe run coming of age and Owl every year at some point.
o Evening service allows kids to come who have sports in the mornings.
o Make sure to include the growth task force in the planning.
o AA is Sunday nights.
o Need to make sure we are clear about the process for doing this before we do anything else.
o Probably want to start September or January. (Maybe January 2010).
o Ellen will talk to Cyndi Bliss and the Worship committee.
• Retreat Next Steps – All
o Some committees are moving forward with their initiatives
o Tom will contact the social action committee
o Marybeth will contact the Green group to see how their initiative is going
• Fiscal summit update – 24 people attending, good representation from standing committee, some new people. – Need to add a thank you to people for coming and get the budgets in.
• Nominating committee would like names for standing committee next year.

6. Review and approve treasurer’s report

7. Review Submitted reports:
• Minister – No comments.
1. Suggested a second collection for the homeless families
a. First Ellen will write about the issue, perhaps in one of her Shooting Stat columns, and then have a second collection at a future service.
2. Sabbatical Minister Job description. It will go to the Mass Bay, Clara Barton, and the UUA. The Sabbatical minister will conduct two services – one with Ellen, one alone, and attend another service.
a. The Standing committee approved the Sabbatical minister job description
• DRE/RE – No comments.

8. Old business:
• Sabbatical – Cornelia
• Review of our “covenant” – Ellen
• Dishwasher update – Marybeth
• Credit Card
o Have Cindy Gist, as Congregation Administrator and Joanna Paulsen, as Treasurer be authorized signers
o Ask Cindy Gist to arrange to make this happen
o $5000 overall charge limit.
o $1500 individual limit.
• Where should we store the greens stuff from the holiday fair?
• Action Item list update

9. Other staff, subcommittee or liaison reports

10. Adjourn – Motion to adjourn – All in favor

Next Month Agenda:

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

# Action Owner Due Date Status Creation Date
1 Come up with a procedure for checks and balances of the collection plate Carla Oct 7 Open Sep 9
2 Remove $450 in petty cash that is not there from balance sheet Joanna Oct 7 Open Sep 9
3 Talk to Cindy about amending the annual report showing that $450 in petty cash was handled by SC Carla Oct 7 Remove
Sep 9
4 Plan to insure LRP included in audit Carla Dec New March
5 Cornelia will work with the Standing committee to put together an intern Minister committee. By next SC meeting Cornelia Nov 11 Deferred see action #1 Oct 9
6 SC will ask around for people who can run the Church Auction All Dec 14 Open Oct 9
7 Tom W. will send Dave this timeline and Dave will add to a compiled timeline (by Nov SC meeting). Tom/Dave Dec 14 ongoing Oct 9
8 Look into wireless phone to keep in office Dave Dec 14 On-going Nov 11
9 Find out from LRP what is priority of Kitchen issues and what needs to get done right away. Joanna Dec 9 Open Nov 11
10 Look into seeing if Intern might cost less. Ellen Dec 9 ongoing Nov 11
11 Look into UUA grants for Intern Minister Joanna Dec 9 ongoing Nov 11
12 Dave S. will add performance appraisals to Fiscal Timeline Dave Jan 13 Remove
Dec 9
13 DAVE will put a thank you in the shooting star for everyone who contributed to the Retreat Dave Dec 12 Open Dec 9
14 We need to set a date to get report on architecture review Carole Jan 13 Open Dec 9
15 Dave will ask friend about furnace Dave Dec 11 Open Dec 9
16 Tom Coffey and Marybeth will work on a plan for communicating where we are and what is going on with the Growth and Space task force Tom C. and Marybeth Jan 13 Open Dec 9
17 Carole will meet with Growth and Space and go over charter with them. Carole Jan1 13 Open Dec 9
18 Carole is going to try to get a phone number for the snowplow guy Carole Jan 13 Open Dec 9
19 Follow up with Johan about reviewing the electrical Bid for the Dishwasher. Tom C. Feb 10 Open Jan 13
20 Put notice in the shooting star asking for frequent flyer miles for Mission trip. Dave Feb 10 Open Jan 13
21 Send a Thank you to Chelmsford woman of today Ellen Feb 10 Open Jan 13
Action Items

Jan 15 2009

December 14 2008 SC Minutes

SPECIAL CONGREGATIONAL MEETING
December 14, 2008

Carla Corey, Clerk, called the meeting to order at 12:15 p.m.

ARTICLE I. Debra Grad was elected moderator.

ARTICLE II. The following members were voted on and accepted:

Aimee Busby Christopher Busby
Welcome!

ARTICLE III. A motion was made and seconded to accept the Minutes of the State of the Society Meeting held September 21, 2008. The motion passed unanimously.

ARTICLE IV. A motion was made and seconded to see if the Society will accept the expenditure of up to $16,500 in surplus funds from Fiscal Year 2008 and from Reserves to purchase and install a new furnace. The Green Ministry had an evaluation done a year ago that indicated we are underpowered. The plan now is to approve funds from FY 08 surplus and from reserves to replace and re-vent the system as we are losing heat through the chimney. We have four zones at the moment and do not need to change or modify them at this time. The question was asked if the new furnace would fix the lack of heat problem in the chapel. It will not, that is a different problem. The proposal is for $13,500 for the new furnace and an additional $3,000 for anticipated repairs to get the heat in the Chapel and R.E. wing running well. This is the middle bid of three that were solicited. The high end was the most green but does not suit our needs. The motion passed unanimously.
ARTICLE V. Other business. Ron Deschenes brought up the fact that the Auction is scheduled for less than two months away – February 7, 2009 – and we still do not have a chair. The anticipated proceeds from the auction are in our budget. Edith Murphy stepped forward to chair and organize an Auction committee. All in attendance expressed their great appreciation.

Meeting adjourned at 12:25 PM.

Respectfully submitted,

Carla Corey, Clerk

Jan 15 2009

December 9 2008 SC Minutes

FIRST PARISH UNIVERSALIST UNITARIAN CHURCH OF CHELMSFORD

Attendance – Tom Coffey, Marybeth Bush, Cornelia Kirkpatrick, Carole Russell, Ron Deschenes, Joanna Paulsen, Carla Corey

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

1. Call to order and centering
• LESSONS FROM GEESE by Milton Olson

2. Open forum

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

4. Review and approve meeting minutes for November 11
• Motion to approve meeting minutes from Nov 11 – Approved by all

5. New business
• Calendar – Carla
• Reviewed updated Fiscal timeline.
• ACTION – Dave S. will add performance appraisals to Fiscal Timeline.
• Retreat Outcomes – All
• Have not gotten reports back from Cindy Gist.
• Feedback from SC members were pretty good
• Carol received one written email and Ellen got an email saying that they didn’t realize they were committing themselves to another committee.
• ACTION – DAVE will put a thank you in the shooting star for everyone who contributed to the Retreat
• Furnace replacement update – Carole
o It was suggested that the LRP should have been more involved and did not think the furnace was as high a priority.
o The LRP would like to see documentation from someone that says that furnace is not in good shape and needs to be replaced. Would also like to see what the competing bids are.
o The LRP thinks that we should bleed the lines and see if that fixes the heat in the chapel.
o Green committee hired someone to evaluate the building that resulted in a report that said that the furnace should be replaced.
o Carole has been sent the three quotes that we have received.
o We were planning on having a vote on Sunday (Dec 7) after church on the new furnace.
• Space and Growth Task Force Charter proposal – Carole (see proposal below)
o Carol met with them and told them to focus on getting the architecture reviews done.
o ACTION – We need to set a date to get report on architecture review. – Carole
o Need to renew the charter of the Task Force
o Thought we got good ideas from the Covenant Retreat
o Seems to be some confusion between Long Range Planning and Space and Growth Task Force.
o ACTION – Dave will ask friend about furnace
1. Do they usually go after 35 years?
2. Should we wait until the spring for a better price?
o New Charter for the Space and Growth task force
1. Littleton Church has a growth issues and went to two services.
2. There will be multiple phases for the LRP to reach in their goal or addressing the church’s space and growth needs.
3. ACTION: Tom Coffey and Marybeth will work on a plan for communicating where we are and what is going on with the Growth and Space task force.
4. ACTION: Carole will meet with Growth and Space and go over charter with them.
• Leila asked if we should give the over-eaters anonymous a break on price because the chapel has been so cold.
o We decided to leave a price break up to Leila.
• Snowplowing
o Hired Keith Russell to do plowing.
o Martha Sherborn wants them to avoid the new gardens.
o It will be hard for the snowplow to avoid those areas because there is no other place to put the snow.
o ACTION: Carole is going to try to get a phone number for the snowplow guy.

6. Review and approve treasurer’s report
• Should the money that is targeted to come out of the investment account and put into a non-volatile account.
• The board of investment will be included in this discussion.

7. Review Submitted reports:
• Minister
• DRE/RE

8. Old business:
• New cell tower –Tom Coffey
o Heavy construction done.
o Organ is being tuned tomorrow (Wed 10th).
o Need to do a little painting.
o They will do a walkthrough with Tom Coffey on Thursday (Dec 11th).
o They have been very cooperative.
o They have met the deadlines that were agreed to.
o Building inspectors have come in.
o The arm of a pew was damaged and Johan is going to try to fix it.
o We have started receiving income.
• Dishwasher update – Marybeth
o We are now looking into used and refurbished because the new ones were too expensive.
• Snow Shovel hiring date – recommend November 1 – to be done by Cindy Gist
o Have someone to come and do the shoveling.
o $50 each trip.
o Will come if over 2” on the ground.
o Will sand and salt.
o Motion made to accept the offer to shovel the walks – passed unanimously.
• Finance sub committee update
o Next fiscal summit planned for January 10, 2009. 9:30 – 12:00 in the chapel.
• Action Item list update
o See list below
• Auction
o Cornelia will mentor but we still need someone to run the auction
• Furnace discussion on Sunday
o We will ask Deb Grad to moderate.
• Ellen’s sabbatical
o Hope to have the interim minister hired by March

9. Other staff, subcommittee or liaison reports
• Put Church credit card on future agenda (to buy things over the web).
• Review covenant at the next meeting.
• Talk next meeting about how to store Holiday fair items.
• Toastmasters are interested in renting the vestry. The fee is $75/month and they would like a break.
1. They meet twice a month.

10. Adjourn: Motion to adjourn, seconded, All Approved

Next Month Agenda:
Fiscal Summit preparation
Charter Update
Review of our “covenant”

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

Action Items
# Action Owner Due Date Status Creation Date
1 Come up with a procedure for checks and balances of the collection plate Carla Oct 7 Open Sep 9
2 Remove $450 in petty cash that is not there from balance sheet Joanna Oct 7 Open Sep 9
3 Talk to Cindy about amending the annual report showing that $450 in petty cash was handled by SC Carla Oct 7 Remove
Sep 9
4 Plan to insure LRP included in audit Carla Dec New March
5 Cornelia will work with the Standing committee to put together an intern Minister committee. By next SC meeting Cornelia Nov 11 Deferred see action #1 Oct 9
6 SC will ask around for people who can run the Church Auction All Dec 14 Open Oct 9
7 Tom W. will send Dave this timeline and Dave will add to a compiled timeline (by Nov SC meeting).
Tom/Dave Dec 14 ongoing Oct 9
8 Look into wireless phone to keep in office Dave Dec 14 On-going Nov 11
9 Find out from LRP what is priority of Kitchen issues and what needs to get done right away. Joanna Dec 9 Open Nov 11
10 Look into seeing if Intern might cost less. Ellen Dec 9 ongoing Nov 11
11 Look into UUA grants for Intern Minister Joanna Dec 9 ongoing Nov 11
12 Dave S. will add performance appraisals to Fiscal Timeline
Dave Jan 13 Remove
Dec 9
13 DAVE will put a thank you in the shooting star for everyone who contributed to the Retreat Dave Dec 12 Open Dec 9
14 We need to set a date to get report on architecture review Carole Jan 13 Open Dec 9
15 Dave will ask friend about furnace Dave Dec 11 Open Dec 9
16 Tom Coffey and Marybeth will work on a plan for communicating where we are and what is going on with the Growth and Space task force Tom C. and Marybeth Jan 13 Open Dec 9
17 Carole will meet with Growth and Space and go over charter with them. Carole Jan1 13 Open Dec 9
16 Carole is going to try to get a phone number for the snowplow guy Carole Jan 13 Open Dec 9

Dec 15 2008

November 2008 SC Minutes

FIRST PARISH UNIVERSALIST UNITARIAN CHURCH OF CHELMSFORD

Standing Committee November 11, 2008 7:00 p.m. – 9:30 p.m
Members Present: Carole Russell, Dave Seltz, Carla Corey, Tom Coffey, Tom Wight, Joanna Paulsen, Cornelia Kirkpatrick, Ron Deschenes, Ellen Spero, Marybeth Bush
Members Absent:

Meeting Notes

1. Call to order and centering

2. Open forum
• Sign – Chris Boucher, from LRP, came to speak about construction of the replacement sign for the front of the church
1. Sign would be made of PVC (material passed around)
2. Will see if the letters could be raised.
3. Can have bottom of the sign display temporary letters.
4. Will look to see if the temporary words or sentences can be secured.
5. Maybe only allow sentences.
6. Similar sign on powers road in Westford.
7. Preference is PVC posts (would be encapsulated in concrete footings
8. Will probably happen in the Spring
9. Instead of having “church” on the sign maybe is should say something like “all are welcome”.
10. Cost would be $1500 – $2000 (for large sign)
11. The sign cost is in this year’s budget.
12. Will have to go in front of HDC (Historic District Cmt) and then get permit.
13. During Annual meeting it was said that the congregation would be given the opportunity to give input.
• Should the Welcoming Congregation committee be a ministry?
1. We only have “committees listed in the by-laws
2. Their charter calls them a committee so that is what they are.
• Yahoo groups for Welcoming Congregation committee.
1. Two groups- one for internal – committee business
2. Other for communication with larger group.
3. Chairs would be group owners
4. Would be private group so would not appear in directory. – So there should be no spam, etc.
5. [ACTION] Tom Coffey will ask web site group if they have a way to keep track of different church email groups.
6. [ACTION] Carole will ask Cindy Gist to put yahoo group in the shooting star.
7. Maybe a list of email groups in the shooting Star
8. Motion made to approve Yahoo email group for the Welcoming Congregation committee and that the web site group will research the use of email groups– All approved.

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

4. Review and approve meeting minutes for October 14
• Motion made to approve October 14 meeting minutes – All approved

5. New business
• Calendar – Carla
• Went over 2008-2009 First Parish Fiscal/Budge timeline
• Need to find a chair for the Auction tentatively planned for Feb 7
• Retreat Planning – Carole, Ellen, Marybeth, Tom Coffey
o How is phone tree going?
o Right now the number of people who say they will attend is at 47.
o [ACTION] SC members who have not called their phone tree numbers by this Saturday.
o [ACTION] Carla will talk to membership about people they have spoken to about Retreat.
o How many people are we expecting? Need to order food.
o Childcare – Marybeth
o [ACTION] Tom Coffey will check on how many flip charts we have. We will need 8 for the retreat.
• Canvass timing – suggestion for April 5 canvas Sunday – Carole, Ellen
• Choir loft
o Cyndi Bliss has moved her office to the Chapel loft.
o Johan Mackenzie has a file cabinet for house management in Choir loft
o We need to carpet the Choir loft.
o We need to talk to Cyndi about carpet in Choir loft (acoustics issues)
o We bought chairs for choir loft for $1059
o We have hymnals we don’t use anymore and six file tall cabinets with music.
• Phone line into alliance room was ~$400 so Carole said no.
o [ACTION] Dave will look into wireless phone to keep in office
• Handicap signs
o Who is supposed to put the signs out? Ushers or Leila?
o The ushers don’t get here on time.
o Will keep the handicap sign on a spot in the parking lot.
• Heat detectors
o Alarm company said that our heat detectors need to be replaced
o Cost would be about $2000
o Motion made to go spend up to $2000 and replace the heat detectors – All Approved
• Who in SC will be House Management Liaison? –
o There is only one person and no committee
o Carole will be Liaison
o [ACTION] Joanna will find out from LRP what is priority of Kitchen issues and what needs to get done right away.
o Jessica the cleaner really thinks that the floor in the kitchen needs to be steam cleaned.
o Motion made that if steam cleaning the kitchen floor costs $500 or less we will go ahead and do it. All Approved.
• Kitchen
o Floor needs to be steam cleaned in kitchen
o Butcher block needs to be sanded down
o Need to replace frig with freezer
o Kitchen Window.
o Replace glass and seal it.
• Furnace replacement – Should we have a congregational meeting to vote funds < $15,000 o Best Green furnace does not make sense for us because of the way we use the furnace o There is an efficient one and the Green committee approved. ($16,530 with installation) o Not in the LRP budget for this year. o Right now there is no heat getting to the Chapel because pipes are bad (this would be included in installation of new furnace) o Do we want to have a congregational vote to spend extra money to buy new furnace. o To keep current furnace a little longer would cost $1000 maintenance but that is not guaranteed to fix heating of Chapel. o Johan is seeing if the new Furnace can handle any additions (extra zones). o Congregational meeting on Dec 7th to determine if we will spend money on furnace. o Motion made to have a warrant to use money from FY’08 surplus funds to buy new furnace. Congregation meeting would be on Dec 7th. All approved. o [ACTION] Carla will draft warrant to use surplus funds from last year’s budget to buy new furnace. o We will cancel meeting if Johan determines we are not ready (furnace is not suitable. 6. Review and approve treasurer’s report • The Needy fund is very low (91% is already used) • [ACTION] Cornelia will submit a faith in action grant for $1500. • Motion made to approve the treasurer’s report. All approved. 7. Review Submitted reports: • Minister 1. How should Christmas Eve collection be used? 2. Money will go to Ministers discretionary fund. 3. How should money set aside to be used for New Orleans trip be used? • DRE/RE 8. Old business: • Sabbatical Committee – Cornelia o They talked with Harvard and Groton. They said that constant communication was important o They said that Sabbatical minister was important (memorial services, health crisis, support staff, congregation) o 10 hours a week would be enough time for Sabbatical minister (according to Ellen). o Sabbatical committee and HR would be part of interview process. • Cyndi Bliss office space, choir loft clean up - Carole • Plan for Intern FY09-10 – Carole  Because of economy we are putting this off for a year. • We also want to take our time to do a good job.  Will set aside money in the budget for next year.  Are there grants from UUA to help with this?  [ACTION] Ellen will look into seeing if Intern might cost less.  [ACTION] Cornelia is going to look into UUA grants. • New cell tower –Tom Coffey o Started a week later o Progressing quickly o Metal beams up to re-enforce o Organ getting tuned on Dec 10th – so they have to get it done by then. o They have been communicating with us well. o Started on Nov 3 so that is when we should start to get funds • Dishwasher update – Marybeth o Spoke to people from United Restaurant Equipment – They said we need a new dishwasher o They said that $6000 would probably not be enough. o They said we should use hot water sanitizer (which is more expensive). • Pew Cushions update • Snow Shovel hiring date – recommend November 1 – to be done by Cindy Gist 9. Other staff, subcommittee or liaison reports • Church Council 1. Green Committee - would like to have the equipment recycle day. 2. This would use a trailer to collect the equipment and then drive it away. 3. Double check to make sure this is someone who is going to re-cycle. 4. Does this group that is picking it up have a license. 5. They would have to do their own publicity a. What would they take b. What do they charge for computers c. What won’t they take? 6. 7. How big is the trailer? 8. Motion made to support the Green Committee equipment drop-off day. - All Approved. 10. Adjourn – All approved Suggestions for additions to Annual Calendar  Letter to Historic District Commission for signage to events  Snow Shovel hiring date – by Nov 1st  Fiscal Summits – all fiscal stuff  Lions Club – by April 20th  Annual Meetings  warrant dates  GA Delegates – Selected by end of February  Performance appraisal timeline …  [ACTION] Carla needs to have timeline finished before the next standing committee meeting to be approved. Future Agenda items: • Safe Child Policy – Review and update Action Items Action Owner Due Date Status Creation Date Ask web site group if they have a way to keep track of different church email groups Tom Coffey Dec 9 New Nov 11 Carole will ask Cindy Gist to put yahoo group in the shooting star. Carole Dec 9 New Nov 11 SC members who have not called their phone tree numbers by this Saturday. All Nov 14 New Nov 11 Talk to membership about people they have spoken to about Retreat. Carla Dec 9 New Nov 11 Check on how many flip charts we have. We will need 8 for the retreat Tom Coffey Dec 9 New Nov 11 Look into wireless phone to keep in office Dave Dec 9 New Nov 11 Find out from LRP what is priority of Kitchen issues and what needs to get done right away. Joanna Dec 9 New Nov 11 Draft warrant to use extra money from last year’s budget to buy new furnace. Carla Dec 9 New Nov 11 Submit a faith in action grant for $1500. Cornelia Dec 9 New Nov 11 Look into seeing if Intern might cost less. Ellen Dec 9 New Nov 11 Look into UUA grants for Intern Minister Joanna Dec 9 New Nov 11 Have timeline finished before the next standing committee meeting to be approved. Carla Dec 9 New Nov 11

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.