Accotink Unitarian Universalist ChurchPolicy for Cancellation of Services Due to Weather
Procedure
Policy for Selection of the Commonwealth Trustees
Procedure
Policy on Transparency of Staff Compensation
Procedure
Policy for Inventory, Storage and Disposition of Documents
Procedure
Procedure for Submitting a Board or Council Agenda Items
Responsibilities
Program Council Policies
Program Council Procedures
Lifespan Education Area
Lifespan Education Committee
Purpose
Responsibilities
Committee Membership
Selection of Chair (and Vice Chair or Co-Chair)
Meetings of the Committee
Policies
Procedures
Logistics Area
House & Grounds Committee
Purpose
Responsibilities
Committee Membership
Selection of Chair
Rental Committee
Purpose
Responsibilities
Committee Membership
Selection of Chair
Policy for Use of Facilities by Groups
Membership Support Area
Communications Committee
Purpose
Responsibilities
Committee Membership
Meetings of the Committee
Policies
Procedures
Leadership Development & Nominating Committee
Responsibilities
Membership
Policies
Procedures
Membership & Welcoming Congregation Committee
Responsibilities
Social Activities Coordinator
Purpose
Responsibilities
Committee Membership
Selection of Coordinator
Meetings of the Committee
Policies
Procedures
Ministry Area
Circle of Caring
Purpose
Policies & Procedures
Worship & Music Committee
Membership
Purposes of Music Committee
Responsibilities of Music Committee
Meetings of the Music Committee
Music Procedures
Responsibilities of Worship Committee
Outreach Area
Denominational Affairs Committee
Purpose
Responsibilities
Committee Membership
Selection of Chair
Meetings of the Committee
Policies
Procedures
Green Sanctuary Committee
Purpose
Social Justice Committee (SJC)
Purposes
Committee Organization
Committee Responsibilities
Policies
Procedures
Stewardship Area
Endowments & Bequests Committee
Purpose
Responsibilities
Membership
Policies
Procedures
Finance Committee
Operating Budget
Purpose
Policies
Procedures
Task Forces and other Groups
Commission on Our Ministries (COOM)
Responsibilities
Human Resources Committee
Purposes
Responsibilities
Committee Membership
Selection of Chair
Meetings of the Committee
ADDENDICES
ADDENDA
ADDENDUM BOT-1
ADDENDUM W&M-1
ADDENDUM SJC-1
ADDENDUM SJC-2
ADDENDUM SJC-3
ADDENDUM SJC-4
ADDENDUM SJC-5
ADDENDUM SJC-6
ADDENDUM SJC-7
ADDENDUM SJC-8
ADDENDUM SJC-9
BY-LAWS
Recognizing the special character of religious organizations, the Congregation has chosen to organize itself with a governance philosophy consisting of three parts. Long term policy is the task of the Board of Trustees. Day-to-day business guidance is the primary task of the Executive Committee. Program execution is the task of the Program Council.
The Board of Trustees shall set policy, provide general supervision, and direct the affairs of the Congregation. The Board makes its own rules for its procedures.
Additional responsibilities include:
On weekdays, AUUC is closed when Fairfax County closes schools. The minister and the Chair of the Board of Trustees make the decision whether to cancel Sunday services.
The Board of Trustees Chair will appoint three members of the Board as "Commonwealth Trustees of Record". They will retain this designation during their term of office as Trustees. These members are authorized to sign, for the Church, any legal documents originated by or involving the Accotink Unitarian Universalist Church. (See also Bylaws, Article IX.)
At the first meeting of the Board in an even-numbered Church year, the Board Chairman shall appoint three members, elected that year, as Commonwealth Trustees.
If at any time a designated Commonwealth Trustee is unable to fill the remainder of the term, a new Commonwealth Trustee will be appointed and the required petition (see below) filed with the Fairfax County Circuit Court. A certified copy of the current bylaws and of the Board Minutes reflecting the resolution appointing the Commonwealth Trustees will be enclosed with the petition.
The Board Chair will direct the Trustee Liaison for Administration to file the "Petition for Appointment of Church Trustees of Religious Organizations" with the Circuit Court of Fairfax County and to have the Finance Chairman issue a check to cover the required filing fee.
The petition will be retained in the permanent records of the Church.
It is the policy of the Accotink Unitarian Universalist Church that members of the congregation may have access to staff salary and compensation information. Access to that information will be provided in a manner that respects the privacy of our employees.
The Board Liaison for Administration will have cognizance over the permanent files of the Church.
The Trustee Liaison for Administration will maintain the permanent files of the Church. Material to be kept will consist of:
All of the above will be suitably marked and prepared for storage by the submitting activity. The Trustee Liaison for Administration will prepare an inventory of the documents each year and select those that should be destroyed. Disposition will he done in coordination and with approval of the Board Chair.
[The intent is to put an entire year’s archive on one CD for ease of storage and to recover and print out hard copy only as needed.]
Any member or friend of the congregation can submit an agenda item for the Council or the Board to consider by completing the Agenda Proposal/Presentation form (see Addenda BoT-1) and sending it in advance to the Council Chair or the President, as appropriate.
The Executive Committee consists of the President, the Program Council Chair, the Financial Advisor and the senior Minister, as specified in the bylaws.
The Executive Committee is responsible for the day-to-day operation of the church, including financial and program decision-making within the policy guidelines provided by the Board of Trustees. The Executive Committee makes its own rules for its procedures.
[Policies & Procedures TBD]
The Program Council consists of the elected Program Council Chair, Council vice chair, Council secretary, and representatives from the following programmatic areas within the committee structure of the Congregation: lifespan education, logistics, membership support, ministry, outreach, and stewardship. Representatives of current task forces, commissions, and other special program activities are also members of the Council.
Council vice chair and secretary come from congregation membership. The minister serves as an ex-officio member of all committees.
The Program Council coordinates the activities of committees within the programmatic areas in executing the mission of the Congregation through its membership and programs. The Council Chair presides at meetings and represents the Council on the Executive Committee. The Council makes its own rules for its procedures.
The Council meets monthly to:
The Council has adopted a two-hour time limit for conducting monthly Council meetings (with possibility of extension during the meeting). Two other procedural devices help the Council keep to the time limit: (1) The Joint Board of Trustees and Council Covenant, which prescribes certain standards of behavior and efficiency for meetings and interpersonal relations, and (2) The Meeting Observer, a designated Council member for each meeting whose job it is to enforce the standards in the covenant.
[TBD]
Each programmatic area consists of one or more standing Committees. A programmatic area representative is responsible for being aware of the activities and cross-committee concerns of all of the Committees within that area and to represent them on the Program Council.
The function of each Committee is described in writing and periodically updated to assure currency. Common responsibilities of the committees are:
The Chair of each Committee is responsible to call meetings of the Committee, to lead in its deliberations and to fulfill the committee’s stated responsibilities. The Chair is expected to participate in Board/Council Leadership retreats.
It is recognized that because of unforeseen circumstances, a programmatic area representative or Committee Chair may be unable to carry out his/her functions. Upon the advice of the Council leadership, the full Board will consider appropriate action to resolve such situations.
To serve as the governing body for all AUUC religious education, including adult education, and to support YAC/YRUU activities. Our goal is to provide an educational and spiritual environment that serves all members of the congregation. The committee coordinates all its activities with the Director of Lifespan Education (DLE).
The Lifespan Education Committee has a Chair and 6-10 active members. These members often serve additionally as teachers/leaders in the programs. There are no other leadership positions. The DLE is an ex-officio member.
The Chair is selected or volunteers for the position through the DLE or the committee. There is no present plan of succession, though we should have one. The Chair represents the committee on the Church Council.
The committee meets monthly except for July. The Chair can call special meetings.
[UPDATES FORTHCOMING] For religious education programs to be performed safely, equitably, and effectively, the following polices have been developed:
[UPDATES FORTHCOMING] The following procedures have been developed to implement the above policies:
[Policies and Procedures are TBD]
The House division sees to the maintenance and improvement of the church building, while the Grounds division tends to the property surrounding the structure.
To ensure that routine interior maintenance, other than those responsibilities assigned to the janitorial staff, are attended to in a timely fashion and within the budget allocated for such purposes. This could include executing minor repairs, heavy-duty cleaning and painting.
Also, this committee oversees all settings and use of utilities (heating, air conditioning and water) by the congregation and tenants. The provisions contained in properly executed individual tenant contracts will guide this aspect of usage.
In the case of a single-event tenant (e.g.- wedding, special ceremony) not affiliated with the church, this committee works with the Rental Committee to ensure the proper opening and closing of the facility.
To keep the exterior property in a manner consistent with the church's dedication to preserving open green spaces in as near a natural state as possible, except for the grounds nearest to the church, which will be maintained in a manner consistent with good landscaping.
This committee oversees coordination, including setting date and task assignments, for the annual All-Church interior workday and the separate exterior workday.
The committee consists of a core group, usually around four or five individuals, who provide the year-round support, with additional members of the congregation assisting as needed.
The chair assumes duties normally as a volunteer, who assigns specific responsibilities to committee members.
The Rental Committee is the primary contact for all current and potential tenants, and serves as an intermediary for the development of lease text and all follow-on services in support of tenants.
The committee consists of usually two or three individuals familiar with rental issues and administration. A member of House and Grounds Committee often supplements this effort.
The chair assumes duties normally as a volunteer, who assigns specific responsibilities to committee members.
The primary purpose of the Accotink Unitarian Universalist Church (AUUC) is to provide a spiritual home for the members of its congregation. To the extent that our facilities are not committed to church-sponsored functions, the facilities of the church are available to individuals and community groups that at the local and national levels do not practice any form of discrimination against persons. Groups requesting use of the facilities will be required to certify that they do not so discriminate. Use of the facilities by profit making groups shall be subject to the approval of the AUUC Board of Trustees.
MEMBER USE
Members of AUUC as defined by church policy and bylaws may use the church for religious services and celebrations for family members without fees if the member will open and close the building and take care of clean-up. A refundable security/holding deposit of $200 must accompany the reservation.
BOOKING THE BUILDING
All arrangements for dates, times, and set must be made through the church rental committee. The church administrator will arrange contact with the proper church contact people.
RESERVATIONS
Non-members may not make reservations more than one year in advance. A completed application form signed by the applicant must accompany reservation. A security deposit of at least $200 will be required from all renters, to be specified by the Rental Committee based on the rental activity.
FEES
These fees cover only the use of the building. Services of a minister, caterer, janitor or other personnel are the responsibility of the person using the building. Fees are quoted for the entire contracted time that includes that time required for set-up and clean-up. Only those rooms expressly contracted for will be open. Use of any other AUUC spaces is prohibited without permission from a representative of the Rental Committee or the AUUC Office Administrator. Violation of the policy may result in a financial penalty or termination of the rental contract at the discretion of the Rental Committee. No one will be permitted access to non-contracted rooms.
General
Weddings: Fees include a two-hour rehearsal, three hours for the wedding (including set-up and clean-up), use of the nursery if required, other downstairs rooms as required, and sole /use of the building during the time of the wedding and reception.
Weddings with receptions: Fees include a two hour rehearsal, five hours for the wedding and reception (including set-up and clean-up), use of the nursery and kitchen as required, other downstairs rooms as required, and sole use of the building during the time of the wedding and reception.
Other events: Fees based on the space used and the duration of use, including time for set-up and clean up.
DISCOUNTS
Fees for each use may be reduced or waived by the AUUC Board of Trustees as its discretion.
DEPOSITS
A security deposit of at least $200 will be required from all renters, to be specified by the Rental Committee based on the rental activity.
CANCELLATIONS
Reservations may be canceled by phone with the AUUC Office Administrator followed within 3 days by written confirmation.
REFUND OF DEPOSITS
Part or all of the deposit will be withheld for the following reasons:
REASSIGNMENT
As a church, AUUC asserts that there are occasionally unplanned needs to use the church facilities to minister to the congregation (e.g. - death and/or memorial services). In the event of unanticipated or emergency facility use requirements, AUUC reserves the right to reassign renter to alternate facilities within the AUUC structure, or in the worst case situation, to effect cancellation of the renter's activities or otherwise cause a rescheduling. In such cases, AUUC will provide at least 48 hours advance notice for any departure from the use of space reserved by renter. We will work with the renter to accommodate the displacement as much as possible.
CANCELLATION
If failure of utilities, damage to property or any other cause beyond the control of the church necessitates the cancellation of your activity, the church will refund any rental fee and deposit but shall not be responsible for other expenses incurred by your group or income lost by your group as a result of the cancellation.
LIABILITIES
It is agreed that the Accotink Unitarian Universalist Church shall not be accountable for injury to any person(s) or for damage to any property which may be owned or used by the individual/organization contracting for the use of church facilities under this agreement. Additionally, it is agreed that the individual/organization contracting for the use of church facilities shall be liable for damage sustained to church property, such as the extraordinary cost that might be incurred as a result of a food or beverage spill, apart from normal wear and tear.
INSURANCE
The sponsoring person or organization shall maintain liability insurance with personal injury limits of at least $1,000,000 for death or injury per person, and $1,000,000 per incident and $1,000,000 for damage to property. The sponsoring person or organization shall deliver appropriate evidence to AUUC that adequate insurance is in force at least one week before the event. The sponsoring person or organization shall advise AUUC of any termination of such insurance policies. The church Board of Trustees for one-time events may waive this requirement.
RULES GOVERNING USE OF FACILITIES
Parking: Parking for groups meeting at the church or renting the church's facilities is provided for tin the parking lot. PARKING IN THE CIRCLE is prohibited by Fairfax County regulations. The emergency lane and entrance to the building should be kept clear at all times.
Responsibility: Applications will be approved only for adults who are 21 years of age or over and who accept responsibility for supervision throughout the period of use. Children and youth groups must have adult supervisors present 15 minutes prior to the start of any event. The supervisors shall be responsible for assuring that the group uses only the space reserved. The adult supervisors must remain until all members of the group have left the building.
Unlocking and closing the building: For single use events, the building will be unlocked and closed by a member of the building rental committee. For recurrent events, the sponsoring individual or organization will be authorized to possess a key and an access code for access to the building. AUUC shall be informed of the names, addresses and phone numbers of all personnel who have keys and access codes. All said personnel who have keys must be trained in the security system operated by Vector Security in place at AUUC. The sponsoring party shall pay for charges by Vector Security or Fairfax County due to false alarms traceable to the sponsoring individual or organization. Accountability shall be made by AUUC in good faith and after consultation with the sponsoring party. Recurring renters will be responsible for locking the building and turning on the alarm at the end of activities if they are the only individuals currently using the building. Properly securing the building is very important. In the event of repeated or blatant violations, AUUC reserves the right to assess the renter penalties up to the amount of their security deposit. When an organization ceases use of the building, the key must be returned to the AUUC Office Administrator or member of the Rental Committee.
Deliveries/Pickups: Any deliveries made to the church are to be delivered during your rental hours on the day of the event.
Set-up/Floor Plan: If your function requires a particular set-up, you are responsible for moving the chairs, tables and risers as required an returning them to their original location after the event.
Admission: If your activity is advertised or announced as being open to the public, all persons who present themselves must be admitted, within the capacity of the facilities contracted for - regardless of color, gender, race, religion, national origin, or sexual orientation.
Damage: If any person who attends your activity creates damage beyond normal wear and tear to church grounds, building, furnishings or equipment, your group must adequately reimburse the church in order that the damaged property may be repaired or replaced. Costs below $200 will be deducted from the application cost.
Decorations: No nails, thumbtacks, screws or tape may be used to fasten decorations, posters, or other items to walls, ceilings, furniture or equipment. Art and other items may be hung from the hanging rails and cork strips, but must be removed at the end of the event. If candles are used, a protective covering underneath is required. If flowers are used, they are to be delivered the day of the event, not before. The church encourages users to leave one bouquet for the Sunday services. If you do, please advise the church administrator so that an acknowledgment can be put in the order of service.
Alcoholic beverages: All Commonwealth of Virginia ABC regulations must be observed. Self service of alcoholic beverages is not allowed. No fee or donation may be charged at events where alcoholic beverages are included unless an ABC permit is obtained. Beer and wine may be served in connection with events when appropriate. Kegs of beer may be served only from the kitchen or outside the building. Hard liquor may be served only when approved in advance by the Board of Trustees (normally only for wedding receptions). Consumption of any alcoholic beverages to the extent of intoxication is prohibited. The serving of alcohol to minors is strictly prohibited. The committee or individual sponsoring the activity at which alcoholic beverages are to be served is responsible for the control, serving and cleanup of litter resulting from such use. Storage of alcoholic beverages on AUUC premises for any time period beside the actual day of the rental is not permitted and any alcoholic beverages left on the AUUC premises after an event is scheduled to conclude will be disposed of at the discretion of AUUC (with exception for a reasonable timeframe allotted for same-day clean up, but in no case will overnight storage be permitted).
Confetti, etc.: The dissemination of confetti, rice, bird seed, or any similar material for weddings or any other purpose is prohibited inside and outside the building.
Piano: Please do not place anything on the piano. Dropped objects and spilled drinks can cause much damage. Fees for the use of the sanctuary include the use of the piano and the electronic piano. The piano is tuned regularly, but if tuning is desired, there will be an additional fee (generally around $75) and the church will provide the tuner.
Outside Music: The use of "DJ" music or amplified music outside the buildings or on the church grounds is prohibited.
Sound System: The use of the Church sound system is included in the rental fee of the sanctuary.
Smoking Policy: No smoking is permitted anywhere in the Church building.
Cleaning up: All trash must be placed in the dumpster in the parking lot. Any trash that does not fit in the dumpster must be removed from the property, as animals get into trash bags. All decorations must be removed from the church at the end of the event. Floors and carpets shall be swept or vacuumed as necessary to restore original conditions, and all furniture and other items shall be returned to it original locations. Janitorial service can be arranged through the church for an additional fee.
Tables and chairs: Folding tables and chairs may be moved and set up as required, but must be returned to their original location at the end of the event.
The Communications Committee promotes the growth and stability of the church by transmitting information to its members, friends, visitors, other churches and organizations. As an internal organization, its goal is to improve communications between the Board, Council, committees and the congregation. As an external goal, the committee works to increase Accotink's visibility within the community, with publicity and advertising in local media.
The committee membership is largely task oriented. The CC chair, as appointed by the Board, oversees the committee's tasks and coordinates the newsletter. Other committee members are the Web site coordinator, newsletter editor, section editors, mailing assistants, e-mail coordinator and publications coordinator. Ex officio members are the church secretary, minister, Board president, Council chair and other contributing writers who provide input. Membership on this committee is open to anyone who would like to volunteer their time and expertise.
The CC meets on an as-needed basis, generally about every two months. The committee chair determines the time and location of the meeting, as it fits into the members' schedules. Much of the work of the committee is done by e-mail or over the phone.
The CC has a policy on newsletter guidelines and deadlines, as stated in a separate document. Policies for other publications and advertising are done in coordination and advice of the Council.
The Communications Committee's primary responsibility is to publish the newsletter twice a month and get it out to members and friends by e-mail and postal mail. Section editors receive individual items and send them to the newsletter coordinator to final proofreading. These are sent on as sections to the newsletter editor, who paginates the newsletter and puts it into final form for e-mailing (pdf, in one column) and to get printed (in two-column format). The hard copy is taken to the printer and then dropped off at the mailing assistant's house to be labeled and stamped. The e-mail version is sent to the Web site coordinator and the e-mail address coordinator to be sent out online.
The church administrative assistant types the order of service up during the regular church year. She will accept items for the Sunday Supplement for events or news that must be announced before the next newsletter is published.
The Web site coordinator designs and updates the church Web site, currently at http://www.accotinkuuc.org and http://accotinkuuc.uua.org. He also posts the newsletter and other announcements on the Web site.
The CC chairman coordinates other activities of the committee, such as sending out publicity announcements and paying bills.
The Leadership Development and Nominating Committee shall develop the future leadership of the Congregation and present a selection of candidates for all vacant elective positions annually. These include: President, Vice President, Secretary, Financial Advisor, Board Members-At-Large, Program Council Chair, Commission on Our Ministries, Leadership Development and Nominating Committee, and Endowment and Bequests Committee. The report of the Nominating Committee, including the slate of candidates for vacant elective positions, will be included in the notice of the annual meeting. The Nominating Committee shall provide for diversity reflecting the make-up of congregation in its nominating report
The Leadership Development and Nominating Committee shall consist of three members, two of whom are outgoing or former Program Council Chairs or outgoing or former members of the Board of Trustees. All persons elected to the Leadership Development and Nominating Committee shall be members of the Congregation and serve for terms as defined in the By-Laws.
[Policies and Procedures TBD]
The mission of the Membership & Welcoming Congregation Committee can be expressed succinctly as: advertising, sales, and service. Advertising attracts people to AUUC; sales helps people make the decision to sign the membership book; service helps to integrate new members into activities and the AUUC community.
[Should reflect changes in definition of membership in by-laws]
[Should prescribe method for determining contributions of time, talent and funds]
[Should outline procedures for annual certification of membership including contact with lapsed members before dropping from role]
[Policies and Procedures TBD]
The function of the Social Activities Coordinator is to determine what types of social activities the congregation would be interested in pursuing and then helping to organize and find leaders for those activities in order to maintain a program of social activities that will foster continuing friendships and integrate new people into the Church community.
There is no committee, as such. The Coordinator and Assistant Coordinator work together to oversee the current social activities and to set up new activities.
The Coordinator and Assistant Coordinator are volunteers who are approved by the Board of Trustees.
Not applicable. The Coordinators confer when necessary.
The social activities are to be self-supporting.
When new activities are suggested, either by members or through surveys, the Coordinator should check with the Minister, the Board, and the Office staff personnel on appropriateness of the activity and any potential scheduling conflict with other activities or with the building usage before going forward with the activity.
The purpose of the Circle of Caring is to provide support to members of the AUUC community who are experiencing special needs due to illness, a death in the family, or some other change in family circumstances.
Members requesting support generally contact the Minister or a member of the Pastoral Care Team, who then forwards the request to the Circle of Caring chair. The chair usually e-mails appeals to the Circle of Caring volunteers, but will call when requests are urgent.
A Helping Hands Program has been established which is a discretionary financial assistance program for church members and others who have a relationship with AUUC. The financial assistance is for basic needs such as food, housing, medical, transportation or other emergency expenses.
The Covenant Group program is part of Accotink’s parish ministry. Covenant Groups deepen the bonds with each other as they share the meaning of their lives in discussions and reach out to each other. Each Covenant Group takes on one or more projects to put their spiritual beliefs into practice by improving our church or larger community.
[Policies & Procedures TBD]
In collaboration with the Minister, the Pastoral Care Team provides confidential spiritual support through the Ministry of Presence, offering listening and hope to individuals in the congregation.
Pastoral Team Members are appointed by the Minister and receive training in listening skills and other basics of pastoral care. The team works to extend the role of the minister, filling in some gaps of pastoral care coverage, including visits to the hospital or home, outreach following joys and sorrows, ongoing connections with those unable to get to church regularly, availability for general conversation and consultation, and additional support in times of crisis, caregiving, or transition. Pet visitation is offered for those welcoming non-verbal interaction that can reduce stress, ease boredom, and provide comfort. Team members convey community resource information for professional services when a case is beyond the scope of the Pastoral Care Team.
[Policies & Procedures TBD]
The Worship Committee comprises the Chair, the Ushers Coordinator, the minister as an ex-officio member and other members.
The Music Committee is composed of a chair, four other members and ex-officio Director of Music, Pianist, and the Minister. The Chair is a rotating position not to exceed two consecutive years. Other members may serve as long as they desire. Members are selected based upon their interest in the music program by current members of the committee. The Chair is a volunteer from the current committee and the position may be split in two to have co-chairs. Members are asked to act as liaisons with other committees and to help lay leaders to incorporate music into the worship experience in the absence of the music director.
The Music Committee meets monthly at the church on the third Thursday of the month. This day was selected to meet the needs of the current committee and to allow the committee to work closely with the Worship Committee.
The primary responsibility of the Worship Committee is to oversee the worship life of the congregation and to plan Sunday services and other worship opportunities to fulfill the worship needs of the congregation. The committee orchestrates all lay-led and summer services and coordinates with the minister on all minister-led services. The committee is responsible for all administrative and logistical arrangements, in coordination with the minister and/or other appropriate committees, in support of Worship services. They plan for and manage flower donations and other sanctuary beautification efforts. The committee prepares and manages an annual budget. The following tasks are performed:
[Need to provide copies of latest guidelines for board greeters, ushers and greeters]
[Need to provide templates for communicating with guest speakers and check lists for service preparers]
To represent Accotink Unitarian Universalist Church (AUUC) at Area, District and Continental Meetings. Communicate Area, District and Continental resources and programs to AUUC members. Provide training and experiences for AUUC members in activities of the larger Unitarian Universalist faith community. Coordinate actions by AUUC members on issues within the Area Council or Joseph Priestley District (JPD) including but not limited to joint projects and elections of representatives to various boards. Coordinate actions by AUUC members on issues of concern for the Unitarian Universalist Association (UUA) including but not limited to Commission on Social Witness (CSW) study/action issues (S/AI), general direction of the Association and election of officers of the Association.
Committee is made up of delegates at area, district and continental meetings; members of study groups working or task forces on study/action issues, members of other working groups as required. Communication on activities is maintained with board chair and minister. Activities are coordinated by chair.
Chair is a volunteer from among the members. Historically, under the liaison board approach, denominational affairs coordination at Accotink was a collateral duty of the board chair.
The committee does not hold regular meetings. Special activities are developed in coordination with the schedules of other denominational activities. For instance, recruiting is held for General Assembly and Joseph Priestley District Annual Meeting delegates, special programming for Congregational Directives for General Assembly Action is prepared in the spring, and task forces are developed to address study/action issues.
Policy on Instructed Delegations: AUUC does not send instructed delegations to meetings. Each member of the delegation is expected to study the issues, understand the congregation's general position on them, listen to discussion on the floor attentively and vote in accordance with the best information he or she has at the time.
The mission of the Green Sanctuary Committee is to integrate environmental awareness and action into the AUUC community. The committee works on a range of environmental interests and growing concerns about global warming, water purity and shortages, and the future of our planet.
[Policies & Procedures TBD]
[TBD]
Note: It is not the responsibility of this committee to deal with individuals who approach the church asking for financial assistance. However, the SJC prepared a script for use by the church administrator for responding to such requests (see Addendum SJC-9).
The SJC monitors the program through reports (in-person, written, or e-mailed) from the coordinator. The status of this program is covered each month at the committee meeting.
The SJC reviews the program annually in May with respect to committee goals and volunteer availability to be the coordinator and decides whether to discontinue assistance to one or both of the families. For instance, the SJC can decide to stop support to a family when they move out of subsidized housing due to improvement in their financial situation. If one family is dropped, the SJC must decide if it wants to add a new family to the program.
The SJC may provide money from its budget for fresh food for the spring, summer, Thanksgiving, and December break food drives. This amount has historically been $25 per family per food drive.
The coordinator tasks associated with this program are delineated in Addendum SJC-8.
The purpose of the Endowment and Bequests Committee is (1) to actively solicit gifts and bequests for the endowment fund and (2) to monitor, manage, and recommend disbursements from the endowment fund.
An objective of the Committee is to provide a reliable annual source of supplemental revenue. Since the purpose of an endowment is to function in perpetuity, the annual payout of an endowment rarely exceeds five percent of the market value of the fund. The Committee instituted a policy to annually distribute three percent of the market value of our endowment. Under this conservative disbursement policy, the market value of our endowment must be 33 times the amount of a desired target annual distribution. (A $30,000 annual disbursement requires an endowment with a market value of one million dollars).
The Endowment and Bequests Committee shall administer the Endowment Fund as specified in Article VII of the By-Laws and described herein.
The Endowment and Bequests Committee shall report to the Board on a semi-annual basis and to the Congregation at each annual meeting. At the annual meeting, their report shall render a full and complete account of the administration of the fund during the preceding year.
The Endowment and Bequests Committee consists of at least four and not more than six members. One member shall be an appointed representative from the Board of Trustees. Members of the committee shall be members of the Congregation, with term limits as specified in the By-Laws. The members of the Committee select a chairperson, a recording secretary, and a financial secretary. The chairperson, or member designated by the chairperson, shall preside at all committee meetings.
I. The Board of Trustees approved an Annual Endowment Fund Disbursement Policy on April 19, 2004, to wit: The Endowment Committee shall determine the amount equal to three percent of the market value of the Endowment Fund as of September 30th each year as soon as practical thereafter. This amount shall be known as the Disbursement Amount. In accordance with the bylaws governing withdrawals from the Endowment Fund, the Endowment Committee shall request the AUUC Board of Trustees (1), to authorize the redemption of shares of the Endowment Fund equal to the Disbursement Amount and (2), for the redemption of shares to occur as soon after January 1st as practical. The redeemed Disbursement Amount shall become part of the general funds of AUUC.
II. The Board of Trustees approved a Policy for Recording and Tracking Potential Bequests on February 14, 2005, to wit: The chair of the Endowment Committee shall maintain a bound logbook of potential bequests to AUUC. Each entry shall contain as much of the following information as possible:
The information contained in the logbook shall be handled in a confidential manner. The logbook shall be stowed in a safe in the church office. Except for the chair of the Endowment Committee, only members of the congregation with access to the safe shall have access to the logbook. The chair of the Endowment Committee shall be given access to the logbook upon request if he/she does not have access to the safe. The logbook shall be reviewed, updated, initialed and dated by the chair of the Endowment Committee annually.
Minutes The Committee normally meets once per quarter. The recording secretary shall maintain complete and accurate minutes of all meetings of the Committee and supply a copy thereof to each member of the Committee. Each member shall keep a complete copy of minutes to be delivered to his or her successor. The secretary shall also supply a copy of the minutes to the Church Board, and shall maintain a file of all previous minutes of the meetings of the Committee.
Books The financial secretary shall assist the congregation’s treasurer in maintaining complete and accurate books of accounts for the FUND and shall sign checks and all other necessary documents on behalf of the congregation in furtherance of the purposes of the FUND, and shall also maintain a file of all previous financial records of the Committee. The books shall be audited annually by a certified public accountant or other appropriate person who is not a member of the Committee.
Advisory Members The Committee may request other members of the congregation to serve as advisory members or subcommittee members and at the expense of FUND income, may provide for such professional counseling on investments or legal matters as it deems to be in the best interest of the FUND.
Liability Members of the Committee shall not be liable for any losses which may be incurred upon the investments of the assets of the FUND except to the extent such losses shall have been caused by bad faith or gross negligence. No member shall be personally liable as long as he/she acts in good faith and with ordinary prudence. Each member shall be liable only for his/her own willful misconduct or omissions, and shall not be liable for the acts or omissions of any other member. No member shall engage in any self-dealing or transactions with the FUND in which the member has direct or indirect financial interest, and each member shall at all times refrain from any conduct in which his/her personal interests would conflict with the interest of the FUND.
Distribution of Income The committee shall determine what is principal and income according to accepted accounting procedures. Gifts and bequests to the FUND shall accumulate until a principal amount of $10,000 is achieved, after which the income generated from investment of the principal may be expended. Income from the FUND shall be distributed at such times as deemed necessary and/or feasible to accomplish the following purposes:
Not more than ninety percent for the physical plant of Accotink Unitarian Universalist Church, such as but not limited to maintenance of buildings, capital improvements or renovations and debt reduction;
Not less than ten percent for outreach into the community.
Programs for support shall be recommended by the Committee and approved by the Board of Trustees for funding. Suggestions or requests for funding are to be made to the Committee.
Dire Emergency Determination It is the absolute intent of these by-laws that the principle of the FUND never be invaded for any cause. However, it is recognized that genuine ‘dire emergencies’ may arise which cannot be foreseen at the time these by-laws are drafted and which may warrant invasion of the principle of the FUND. To that end a dire emergency for which the principle of the fund may be used shall be confirmed only after a two thirds vote of the Board followed by a two thirds vote of the congregation at its annual meeting or at a lawfully called special meeting of the congregation.
[is two-thirds the most appropriate supermajority or is four-fifths better?]
[The two paragraphs of the Endowment Bylaws below appear to be superfluous or have provisions that are more stringent than the church bylaws.]
Amending the Resolution and/or By-laws Any amendment to this resolution and/or By-laws which will change, alter or amend the purpose for which the FUND is established, shall be adopted by a two-thirds vote of the Board followed by a two-thirds vote of the members present at a congregational or annual meeting called specifically for the purpose of amending this resolution.”
Disposition or Transfer of Fund In the event that Accotink Unitarian Universalist Church ceases to exist either through merger or dissolution, disposition or transfer of the FUND shall be at the discretion of the church Board of Trustees in conformity with the approved congregational constitution and, as the Board deems appropriate, in consultation with the Unitarian Universalist Association.
The Board of Trustees shall maintain a written financial management system. This system will include, but not be limited to, procedures for the collection and disbursement of funds, the development of the budget, the establishment of special funds, investments, and acquisition and disposal of capitalized equipment and real property, and regular status reports to the Board and to the congregation.
The operating budget shall be approved by the Board of Trustees. Budget estimates developed in accordance with the financial management system shall be presented to the congregation prior to Board approval.
[The following two paragraphs need to be reviewed by the Board]
The operating budget will be prepared based on input provided by the Church Council. The Church Council will meet and decide on a preliminary operating budget to submit to the Board for review and approval. The approved budget will then be presented to the Congregation for comment. It will then become the basis for the operating pledge drive.
The results of the operating pledge drive will be presented at a congregational meeting. Once the pledge drive results are in, the Church Council will meet again to develop the final operating budget. The final budget will be submitted to the Board for review and approval at the December meeting of the Board.
The purpose of the finance committee is to handle the financial activity of the church.
The actions of the finance committee shall be governed by the following policies to the greatest extent possible.
Responsibility for different types of activity shall be divided among committee members (e.g. the committee member balancing checkbooks should not have signature authority for the checking account.)
The function of the Fundraising Committee is to look at the entire fundraising effort of AUUC and to coordinate that effort while trying to ensure that it is sufficient for AUUC’s needs.
[Policies & Procedures TBD]
The Pledge Committee is responsible for conducting the congregational canvass with the intention to raise funds sufficient to cover a major portion of the church’s fiscal operation budget.
[Policies & Procedures TBD]
The Human Resources Committee assists, provides advice, and makes recommendations to the Board of Trustees on the development and application of sound principles, policies, and procedures for the management of the Church's human resources.
Develops and recommends policies and procedures, and provides advice, assistance, and recommendations on a wide range of human resources management services including those relating to:
The Committee consists of six members: all members serve one-year terms and are selected by the Board of Trustees; three are selected from among the members of the Board and three are selected from the congregation. The Minister serves as an ex officio member of the Committee.
The Chair of the Committee is selected by vote or acclamation from among the Committee's membership subject to approval by the Board.
The Committee normally meets once a month on a regular schedule. The Chair of the Committee may call special meetings as necessary.
[TBD]
Subject:
Name of Committee/Organization:
Point of Contact Name:
Point of Contact Phone Number:
Point of Contact E-Mail Address:
Date of Submission:
Action required: (What do you expect the Council/Board to do this meeting?)
Approve Proposal
Consider Proposal (Consider/approve at a later date, or reject proposal)
No-Action Proposal (Just for discussion/information)
Urgency: (High, Medium, or Low)
Purpose: (Please attach any additional supporting information desired)
What is the expected outcome?
How will this be implemented? (action plan)
Who else is/needs to be involved?
When will this be implemented?
Budget Impact:
Policy Impact: (Church, District, Association)
Environmental Impact:
Presentation/Proposal time required during Board Meeting:
Notes: BOLD UPPERCASE indicates pretty nearly fixed elements of the service. REGULAR UPPERCASE show common but optional elements with flexible order and varied number: 2 to 4 hymns, 0 to 1 prayer, 0 to 2 responsive readings, 0 to 2 reflections.
There is a notebook in the pulpit that has the words used for the Candles of Joy and Sorrow, the more commonly used selections (all from the hymnal) for call to worship and chalice lightings.
You may read all the service elements yourself and should do the call to worship, but it works best to have other people read some of the others.
WELCOME & ANNOUNCEMENTS
The Board Greeter does this.
PRELUDE
CALL TO WORSHIP
CHALICE LIGHTING
HYMN (first one)
REFLECTION
RESPONSIVE READING, or another HYMN, or nothing
CANDLES OF JOY AND SORROW
This has a standard introduction and closing which in written in the notebook in the pulpit.
CONGREGATIONAL RESPONSE [sung to doxology tune]
From all who dwell beneath the skies
Let faith and hope with love arise.
Let beauty, truth, and good be sung
From every land, by every tongue.
Amen
PRAYER
Another/first RESPONSIVE READING or another HYMN or nothing
OFFERTORY
Another/first RESPONSIVE READING, another REFLECTION, another HYMN, or nothing
[TITLE OF YOUR SERMON, TALK, REFLECTION, HOMILY]
HYMN (closing)
FELLOWSHIP CIRCLE
This church is dedicated to the proposition that behind all our differences and beneath all our diversity, there is a unity which makes us one and binds us forever together in spite of time and death and the space between the stars. We pause now in silent witness to that unity.
BENEDICTION
POSTLUDE
Same music choices.
5. Monitor 2nd Sunday
6. Newsletter Input/Monitoring.
Remind 2nd Sunday POC to write articles.
Look for advertising opportunities for diversity events: UUSJ, Welcoming Congregation, Antiracism Training/Conferences, etc. Use UUSJ mailings, emails from church members, or check websites for ideas.
Info Denominational Affairs Chair and UUSJ Board member on newsletter stuff so they know not to duplicate items; don’t include anything someone else on committee is writing.
Use various e-mail lists for selected input (UUSJ, Washington Office, UUA Social Justice e-mail lists,etc.)7. Invite minister (and others such as DLE, Board Chair, Council Chair) to SJC meeting at least once per year. Pick a good meeting for minister to attend and talk to her/him about it. Invite others who are not familiar with SJC, but should be, to attend any meeting they can.
8. Look for your successor. (Past chairs/POCs include Claire Brown, Marsha White, Dick Foster, Joanne Tyrell, Pete Fontneau)
9. Make sure leadership rotates consistent with the model the committee selects.
10. Monitor UUSJ Board member, who must attend at least 2 meetings per year, serve on a committee and contribute financially.
11. Council
Get on e-mail list for announcements and minutes.
Make sure any SJC issues are requested to be on the Council agenda; submit a form a couple weeks in advance. (Form is on the website and SJC decides what to request on the Council agenda.)
Make sure SJC is represented each month and forward Council minutes to committee.12. Board.
Monitor Board minutes.
Send agenda forms on SJC issues as needed. (Form is on website)
Make sure SJC is represented if an SJC issue is on the Board agenda.13. Gallery table and bulletin boards.
Monitor for currency and freshness weekly, if possible. Remove what doesn’t belong to SJC or is out-of-date.
Have committee go up after a meeting once in a while and decide what should stay or change.
At least annually, clean out the drawers/cupboards in the cabinet.14. Smile and share the work!
15. Read SJC mail in mail slot weekly. Forward to task force leader or 2nd Sunday POC or others as appropriate. Bring to SJC meeting to share and then file in cabinet or toss.
16. Make sure the SJC web pages are up to date. Include this on the SJC agenda once in a while.
17. Draft the SJC Annual Report and send to the committee for comment before submitting.
The liaison is responsible for attending two meetings a year at Beacon House. These meetings generally occur in September and January. The liaison distributes information from these meetings to the appropriate people at AUUC, primarily the Social Justice Committee (SJC).
If desired, the liaison participates in the Saturday morning activities occurring on the second Saturday of each month between October and May. AUUC shares this Saturday with three other UU churches. Generally the hours of the activity are from 10 am to noon, but these may be longer if a field trip is involved. Responsibilities could include bringing and preparing lunch or craft activities, arranging for and/or chaperoning a field trip, or helping out at the concession stand at the football games. The liaison can recruit volunteers from the SJC as needed.
We have experienced SJC members to spearhead the school supply, Second Sunday, and holiday gift collections. The liaison recruits volunteers and/or co-leads these program elements.
AUUC also is a sponsor of the annual summer camp picnic. The liaison requests help from other UU churches (Fairfax sometimes helps). The liaison recruits volunteers to help serve the picnic and purchase some of the supplies with committee funds; without volunteers, the liaison coordinates a monetary donation from the SJC budget.”
To fulfill the above duties, the liaison will average about one trip per month to Beacon House.
| X | Item | 05 Qty | ’05 $ | Store | Ref Price | Store | ‘05 Leftover |
|
x
|
Paper Plates 8+7/8 inch | 2@200=400 | 9.23 | Com |
4
|
Com | 75 |
|
x
|
Cold Cups 12 oz | 1@360 | 8.58 | Sam |
1
|
Sam | Get more; smaller H2O cups |
|
X
|
Napkins | 2@250=500 | 4.19 | Com |
2
|
Sam | 1+ |
|
x
|
Plastic Serving Gloves | 2@500=1000 | 4.88 | Sam |
1
|
Sam | 1+most of box |
|
x
|
Table Covers (Roll) | 1@300’ | 11.84 | Sam |
1
|
Sam | leftover, but needed |
|
x
|
Charcoal | 1@20# | 5.25 | Com |
4
|
Com | |
|
x
|
Charcoal | 1@20# | 6.93 | Com |
5
|
||
|
x
|
Charcoal Lighter Fluid | 1 | 2.05 | Com |
4
|
Com | |
|
x
|
Charcoal Lighter | 1/coupon .50 | 2.08 | Com |
5
|
Com | |
|
|
Spoons |
|
Bring 4 | ||||
|
|
Forks |
|
Don’t need | ||||
|
x
|
Paper Towels | 1 | .73 | Com |
5
|
||
|
|
Freezer bags (for leftovers) |
|
Com | ||||
|
|
Foil Pans (for serving chips/cookies) | 1@30 | 7.16 |
1
|
Sam | Used as tops when it rained | |
|
|
Trash Bags 30 gallon | 1@20 | 1.46 |
4
|
Com | ||
|
|
Pretzels Fairfax | 3 |
|
2 (opened late) | |||
|
x
|
Potato Chips | 10@1#ea 2/4.78 | 23.90 | Sam |
1
|
Sam | 3 |
|
X
|
Tortilla Chips | 1@6# | 4.19 | Sam |
1
|
Sam | 1, 3# bag |
|
X
|
Mini Carrots | 3@2# | 5.84 | Com |
5
|
Com | Right amt |
|
X
|
Celery Sticks | 4 | 3.79 | Com |
5
|
Com | Used 3 |
|
X
|
Cookies- Assorted Sandwich Vanilla, Choc, Lemon |
8@1.49 |
13.79 5.11 |
Com Com Sam |
4
5 1 |
Com |
Oreos & choc chip favorites; need a vanilla. 2 tubes oreos, 2 bags vanilla leftover; 2 cookies/child |
|
X
|
Cookies- Animal Crackers | 1@4.88 | Sam |
1
|
Sam | ½ container | |
|
x
|
Lemonade Mix | 3@32 3@32 1@34 |
15.75 15.75 5.88 |
Com Sam |
¾
1 |
Com |
2.5 left; it was not a hot day and kids enjoyed; only one flavor used; CountryTime plain |
|
x
|
Hand Sanitizer | 2@8oz | 4.19 | Com |
5
|
Com | Younger kids used; keep |
|
x
|
Band-Aids, assorted sizes | 1/coupon $1 | .88 | Com |
5
|
||
|
x
|
Cat/must/relish kit | 5.26 |
|
Com | BH provided some Catsup; two bottles relish were gone |
||
|
x
|
Catsup | 2@60oz=120 | 5.38 | Sam |
1
|
||
|
|
1 Sam’s 7/27/05 | 84.77 |
|
||||
|
|
2 Commissary 6/27/05 | 4.19 |
|
||||
|
|
3 Commissary 7/07/05 | 21.01 |
|
||||
|
|
4 Commissary 7/14/05 | 51.76 |
|
||||
|
|
5 Commissary 7/27/05 | 29.08 |
|
183.77 | |||
|
|
190.81 |
Bring:
Camera
Igloo
Ice
Water
Drink Stirrer- long
Cooler
Sunscreen
Insect Repellent
Notes: date is in July from 10:30-1:30 PM and # campers+ staff = 290 to 350
Checklist for 2nd Sundays
|
√
|
Deadline
|
Do
|
| 2-3 months ahead | Plan for speaker or presentation, if possible (note 1). Give guidelines below to speaker. |
|
| 1 month ahead | Prepare poster or other display. | |
| 3rd Monday of month prior | E-mail article to newsletter by 5 PM (note 2) | |
| Wednesday prior to 1st Sunday | Get Sunday insert to office (note 3) | |
| 1st Sunday | Put display or poster on easel in gallery & Place inserts in Orders of Service |
|