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

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.