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.