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

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.