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
Logistics Area
House & Grounds Committee
Rental Committee
Membership Support Area
Communications Committee
Leadership Development & Nominating Committee
Membership & Welcoming Congregation Committee
Social Activities Coordinator
Ministry Area
Circle of Caring
Worship & Music Committee
Outreach Area
Denominational Affairs Committee
Green Sanctuary Committee
Social Justice Committee (SJC)
Stewardship Area
Endowments & Bequests Committee
Finance Committee
Task Forces and other Groups
Commission on Our Ministries (COOM)
Human Resources Committee
ADDENDICES
ADDENDA
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.
GUIDELINES:
INFORMING THE CONGREGATION ABOUT DEATHS AND OTHER SERIOUS EVENTS INVOLVING CONGREGANTS AND THEIR FAMILIES
PURPOSE
The objective of these Guidelines is to provide a default framework for announcements to the congregation about the deaths of members of the congregation and their families, as well as announcements of other major events, e. g. catastrophic illnesses, critical injuries, missing-in-action status, etc. The Guidelines certainly will not fit all aspects of all situations; they will need to be tailored creatively to meet the needs of the congregant(s) involved and the congregation as a whole.
PROCEDURES
After the Minister or, in his/her absence, the Pastoral Care Team (PCT) learns of a death or serious event involving a congregant, has conferred with the congregant’s immediate family, and has determined their wishes, the following steps will be taken:
1. E-mail message to congregation.
1.1 Responsibility. Normally, the Minister will send a message from himself/herself on the congregation e-mail list as soon as feasible. If the minister is unavailable, the PCT member on call will send the message from “Pastoral Care Team”.
1.2 Preparation. Normally, any PCT members who have been regularly in touch with the congregant or his/her family and have specific knowledge of the matter will assist the Minister or PCT member on call by preparing a draft of the notification.
1.3 Content. That e-mail notification will typically indicate such matters as …
- The time, place, and circumstances of the death or other major event
- The names, relationships, and locations of immediate family members
- Such information as is known about a funeral or memorial service
- Wishes of the family concerning visits, telephone calls, e-mail messages, cards and letters, food donations, etc.
- The name(s) and contact information of person(s) in AUUC who will serve as liaison between the Church and the family and will coordinate any donations and assistance needed by the family, e. g. food, transportation, baby-sitting, …
The Subject line of this notification will include words such as “Sad News …” so that congregants will be inclined to give priority to reading this message and, more important, so that they will be a bit more emotionally prepared for what they are about to read.
2. Announcement in “Joys and Sorrows”
During Church services on the first Sunday after the death or other major event, the Minister or, in his/her absence or discretion, a member of the PCT) will light the first candle in “Joys and Sorrows”, acknowledge the loss to the congregation (for a death) or the concern of the congregation (for other major events), and reiterate the points listed under 1.3 above.
It is important that the first candle be lighted for this matter by the Minister or PCT member who will be well prepared to present the information sensitively and completely, including the family’s expressed wishes and the channel between the family and the Church which has been especially established for communication, donations, and assistance.
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]
- Provide a group to initiate, coordinate, and guide social justice activities to put our UU faith values into action.
- Examine and inform the congregation of local, metro wide, state, national and worldwide issues related to our UU Principles as the interests and composition of the committee permits.
- Provide support and a forum for social justice issues and actions.
- Target activities (with no particular priority) to our local Burke area, the wider metro DC area, and the wider world.
- Provide opportunities and training for church members and friends, including youth and children, to do social justice work.
- Host at least two public events each year that support community needs and interests
- Democratically select our own leaders and style of leadership.
- Meet regularly, normally monthly during the regular church year.
- Record our minutes and provide copies to our members, and the Administrative Office.
- Establish informal groups or tasks forces to work on issues of interest to the committee.
- Provide a representative to the Council.
- The responsibilities of the designated roles for the Point of Contact, the Meeting Coordinator, the Outreach Sunday Program Manager, and the Budget Director are listed in Addendum SJC-1.
- At each meeting, we select a facilitator and a recorder for our next meeting and we designate a representative for the next Council meeting. The facilitator provides opening and closing readings and keeps the meeting on track. The recorder captures minutes and sends the draft to all members after the meeting.
- Support Beacon House, our UU urban ministry program by providing a liaison, collecting donations, and providing volunteers and funds for various events. The liaison duties are shown in Addendum SJC-2.
- Select recipients for our Outreach Sunday program according to a defined process (see Procedures below), inform the Board and Council, and staff the program with a coordinator for each collection. Coordinator duties are listed in
Addendum SJC-3.
- Publicize our events, programs, and task force activities through the Sunday Supplement, Newsletter, space in the gallery, AUUC website, and with other means as necessary.
- Regularly invite and welcome all teens and adults to be a part of our committee and to take on program responsibilities.
- Provide periodic program updates to the Council and Board, including an annual report.
- Develop and submit an annual SJC budget and advocate for a fair share of the AUUC budget for social justice work.
- Support the social justice activities in the Washington region, including UUs for Social Justice (UUSJ), as well as the Joseph Priestley District, the UUA, and the UU Service Committee. This support includes appointing Board members for UUSJ.
- Help grow the next generation of social justice leaders and advocates through work with youth.
- Lead congregational efforts to take a stand on social justice issues.
- Invite the minister to attend at least one SJC meeting annually and work with the minister to plan sermon tie-ins to the Outreach Sunday collections.
- Encourage involvement in social justice programs in groups such as Lifespan Education, nUUners, and Covenant Groups.
- Use the democratic process to make committee decisions and to develop goals, programs, and budget actions.
- Allow everyone to be heard at meetings.
- Stay within our budget; fundraise as necessary.
- Work with other committees to achieve our goals as necessary, e.g., Lifespan Education, Finance, Green Sanctuary.
- Keep committee members informed through agendas, minutes, and other materials provided via email, phone calls, and meetings.
- Follow the Policy for AUUC Taking a Position on a Social Issue
(Addendum SJC-6)
SJC Addenda:
SJC-1: List of SJC Designated Role Responsibilities
SJC-2: List of Beacon House Liaison Duties and Picnic Item List
SJC-3: Checklist for Outreach Sunday Coordinator including Speaker Guidelines
SJC-4: Outreach Sunday Program Description
SJC-5: Nomination for Outreach Sunday Recipient
SJC-6: Policy for AUUC Taking a Position on a Social Issue
SJC-7: Checklist for Adopt-a-Highway
SJC-8: Fairview Families Program Guidelines
SJC-9: Script for Outsiders Requesting Financial Assistance
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.
For Meeting Coordinator
- Check for last month’s draft minutes (monthly)
- Prepare & send out agenda and draft minutes (monthly)
- Attend SJC meeting (monthly)
- Send approved meeting minutes from previous month to church admin for filing (monthly)
- Invite minister or other leaders to attend a meeting (occasionally)
For Point of Contact
- Check SJC mail box and handle mail (weekly)
- Maintain e-mail list & forward relevant messages to SJC (as needed)
- Write newsletter articles on SJC events (monthly)
- Prepare written report for Council meeting (monthly)
- Attend Council meeting if you are cluster rep (monthly)
- Review & update SJC web pages (quarterly)
- Check SJC table & bulletin board, clean and update (monthly)
- Post volunteer opportunities and upcoming events on bulletin board (monthly)
- File things worth keeping in SJC cabinet and keep it organized (as needed)
- Draft Annual Report, update per SJC comments, send to administrator (annually)
For Outreach Sundays Program Manager
- Send the Outreach Sunday checklist to the Coordinator (2 months ahead)
- Remind coordinator of newsletter deadline (monthly)
- Check for Sunday supplement for 1st & 2nd Sundays (monthly)
- Get final Outreach collection total from Finance & submit check request (monthly)
- Write letter to Outreach recipient and mail it with checks (monthly)
- Ask for Outreach nominations from congregation in April. Ask those with nominees to attend May SJC meeting to present their charity (annually)
- Keep checklist and nomination form up-to-date (as needed)
- Coordinate Outreach schedule with minister (annually)
- Send Outreach schedule to the Board and Council for information, and post it (annually)
For Budget Director
- Draft budget, update per SJC comments, submit to Council or Finance (annually)
- Check budget for items that are due & put them on agenda (monthly)
- Submit check requests and send checks for approved items (as needed)
- Keep track of current remaining budget for SJC and for Burke Fund (monthly)
- Have SJC vote on continuance of Fairview families support & SHARE program (annually)
Checklist for Outreach Sunday Collections
|
√
|
Deadline
|
Do
|
| 2-3 months ahead | Plan for speaker or presentation, if possible (note 1). Give guidelines below to speaker. Tell minister who speaker will be to coordinate plans. |
|
| 2 months ahead | E-mail a brief article to newsletter by 5 PM (note 2) to identify who the collection will be for. |
|
| 1 month ahead | Prepare poster or other display. | |
| 3 weeks before the collection | E-mail article to newsletter by 5 PM (note 2) describing the charity and mention how to make out checks that are mailed to the office |
|
| By 10 am Wednesday – 11 days before Outreach Sunday |
Get Sunday insert to office (note 3) | |
| Sunday before collection |
Put display or poster on easel in gallery
& Place inserts in Orders of Service |
|
| Before Outreach Sunday service | Line up 2 volunteers to count money on Sunday |
|
| Outreach Sunday | Put display or poster on easel near sanctuary entry & Place inserts in Orders of Service. |
|
| Outreach Sunday | Give written announcements to Board Greeter before the service for introduction of speaker unless pre-arranged with the minister. |
|
| Outreach Sunday | After baskets are passed, count money, fill out & copy form in SJC mailbox, place money in safe. |
|
| After Outreach Sunday | Provide name and address of where to send the money to Nancy Davis (ndavis2@cox.net) |
|
| After Outreach Sunday | Place ‘collection total and thank you’ announcement in next Sunday’s Supplement |
|
| A week after the collection | Send ‘thank you’ article to newsletter (note 2) |
Notes:
Guidelines for Outreach Sunday Speakers
The time allocated for the speaker will be either during the announcements at the start of the service or just before the offertory. If there is a direct sermon tie-in to the collection, the offertory will take place after the sermon.
Speakers’ remarks should:
- Be limited to no more than 3 to 4 minutes – equivalent to one page of double-spaced text;
- Focus on why you work for the organization and what the organization does and why we should contribute;
- Describe what the money we donate will be used for;
- If possible, connect the organization to someone in the congregation to put a personal face on it.
“Outreach Sunday” collections are specifically designated outreach offerings usually collected immediately after the regular church offering, generally on the Outreach Sunday of each month throughout the calendar year. [On occasion, this monthly collection may be shifted to another Sunday within a month to relate more appropriately to a Sunday service theme or speaker or to adjust for a holiday.]
Donations to “Outreach Sunday” collections are used primarily outside of AUUC to aid organizations, programs, and activities which promote, in local, regional, and wider communities, the Unitarian Universalist principles of social justice, namely:
- “The inherent worth and dignity of every person”
- “Justice, equity, and compassion in human relations”
- ”The right of conscience and the use of the democratic process …”
- “The goal of world community with peace, liberty, and justice for all”
- “Respect for the interdependent web of all existence of which we are a part”
For decades, churches have often devoted significant portions of their operating budgets to support “mission” or “outreach” programs to serve the less fortunate beyond their walls, e. g., schools, hospitals, clinics, soup kitchens, recreational activities, counseling centers, etc. AUUC’s all-church visioning effort in 1995 and congregational surveys in 2001 and 2005 indicated that members wished to have this church, too, reach outside to translate our UU principles into actions.
One result of this congregational interest was the establishment of “Outreach Sunday” collections, modeled on a successful social justice program of the Mount Vernon Unitarian Church. It is intended to give members and friends varied opportunities to make voluntary contributions to social justice (including environmental) organizations, programs, and activities in our local, regional, and wider communities. Furthermore, it is meant to “shine a light” on social justice needs, to help educate this community of faith about some of those needs, and to hold social justice at the forefront of our thinking and action in keeping with our rich Unitarian Universalist heritage.
Each year the Social Justice Committee will solicit suggestions from members and friends and develop a general plan for the twelve “Outreach Sunday” collections ahead to achieve a balance among the organizations, programs, and activities which AUUC will assist financially. This balance will be achieved by including a mix of …
Generally, beneficiaries will …
In any instance in which funds from “Outreach Sunday” collections are used directly to assist specific persons or families in the surrounding local community, those persons or families shall have been identified by or referred to AUUC by a local school, community organization, or social service agency which is familiar with their needs.
Adopted by Social Justice Committee: …..April 19, 2005
Reported to Church Council:……………..April 26, 2005
[Note: Outreach Sunday Recipients must be: a non-partisan, non-profit (501(c)3) organization, that is not a well-known, high-profile group that does mass marketing.]
Date:_____________ Your name: _________________________________
Name of Organization: ______________________________________________
Organization’s Web Site: ______________________________________________
Who/what do they help: ______________________________________________
(e.g., environment, homeless, disabled, veterans, at-risk children)
Impact of Efforts: ____________________________________________________
(e.g., How many do they help per year, what effect have they had)
Annual Budget or Revenue: ________________________________________________
Primary Sources of Income (government, corporations, individuals, etc):
______________________________________________________________________
Geographic Scope: _______________________________________________________
(e.g., Fairfax County, DC Region, State-wide, National, International)
_______________________________________________________________________
| Characteristics |
Yes
|
No
|
Comments |
| Non-Profit, a 501(c)3 org | |||
| Does mass fundraising | |||
| Non-Partisan | |||
| Well-known To General Public | |||
| UU-Specific |
If the Social Justice Committee selects this organization as a recipient, check those items you would be willing to to help with:
___ Spearheadpublicity (2 informational newsletter articles, order of service insert, wrap-up newsletter and Sunday Supplement articles, poster, informational handouts)
___ Coordinate charity for a speaker on Outreach Sunday
___ Assist with counting money and reporting the amount
1. PURPOSE: The purpose of this policy is to establish a procedure for AUUC to take a position on a social issue.
2. BACKGROUND: It is a generally accepted premise that an opinion expressed on behalf of an organization carries more weight than an opinion expressed by an individual or individuals within an organization. In this context there are occasions when it would be desirable to express the opinion of AUUC as a congregation.
However, it must be recognized that having the congregation take a position on a social issue is not without peril. Any position worth putting before the congregation may be both divisive and time-sensitive. It is far more important for the congregation to be satisfied that a position on a social issue was approved by an overwhelming majority of the congregation in an orderly and democratic manner than it is for the congregation to take a position at all.
This policy describes the procedure to be followed whenever a member of the congregation proposes to the Social Justice Committee a position on a social issue for congregational approval.
3. POLICY: Any member of the congregation may present a written statement to the Social Justice Committee for a position on a social issue they would like for the congregation to approve. The wording of the statement may be modified at any point during this process. The Social Justice Committee must approve the statement by a vote of 80 percent of the members present in order for the statement to be accepted by the Social Justice Committee. If not accepted by the Social Justice Committee, the member may present the proposed position to the Board of Trustees.
Upon acceptance of the statement, the initiator of the statement, in conjunction with the Social Justice Committee, shall insert an information item in the congregation’s Newsletter. The information item shall continue to appear in the Newsletter as long as the statement is under consideration within this process. The accepted statement shall be submitted to the Board of Trustees and must be approved by 80 percent of the members present in order for the statement to be accepted by the Board of Trustees.
It is important that the minister express his or her opinion on the issue. Social issues may be divisive and the minister’s opinion on an issue about to be brought before the congregation for approval should be an integral part of this process, whether by a sermon or any other form.
Upon acceptance of the statement, the Board of Trustees shall call a Special Meeting in order to determine whether or not the congregation endorses the proposed position on the issue. The same rules that apply for the Annual Meeting would apply for the Special Meeting, except that the statement must be approved by 80 percent of the members and proxies present.
____________[signed Anna V. Cochrane]_______
Recording Secretary
Set Date(s): Normally 6-9 months in advance
Try to be consistent
First Saturday in December, March and June
First Saturday after minister returns in August to preach OR
First Saturday after Labor Day
Adopt-A-Highway takes place early in the day on Saturday (8 am) in order to be completed before some other activities (sports, shopping) normally begin.
Public Relations:
Newsletter: copy in each of two newsletters before event
Order of Service: Sunday Supplement announcement two weeks before
This week at Accotink listing one week before
Call the calling list (maintained by POC) in week before event
Divide up the list among 2-3 people
Publish the updated call list to the calling team a week before event
Quick calls with basic details only are required
Coordinate responses to ensure large enough teamsNote: These calls are also very useful for reconnecting with folks who have not been active recently in church. They are good stewardship. You are calling about something that has been identified as a person’s passion—and you aren’t asking for money.
Note: Reminder calls are probably the key to continuing success of Adopt-A-Highway.
Supplies:
Bags and Vests: Stored in Pete Fontneau’s garage under the workbench
[Note: Someday he’d like to pass on this part of the task]
Inventory bags and vests one week before event.
Be sure that there are at least 25 bags on hand for Huntsman Boulevard.
Contact VDOT Cinderbed Road office for more supplies
703-339-5556
Picking up more supplies at noontime on Thursday or Friday works well
Spare Gloves: Stored in Pete Fontneau’s garage
Sticks with nails: Stored in Pete Fontneau’s garage
Pick Up Day:
Start with a safety briefing. The outline is available on the VDOT website.
Issue a couple of bags to each person as well as safety vest.
At end of clean up, get a bag count.
This can be done by having team leaders report back OR
By driving the road and counting (easier).
Reports:
Monday afterward: Go online at VDOT website and fill out Adopt-A-Highway Report
Adopting Agency is Accotink Unitarian Universalist Church
Road Section Adopted is Huntsman Boulevard, Keene Mill Road to Fairfax County Parkway, Fairfax County.
Permit Number is A47000718
Points of Contact are: Pete Fontneau, Ed Jaffee
(VDOT should send email confirmation back after pick up.)
Call VDOT Cinderbed Road office to arrange for pick up of bags
Tuesday afterward: Prepare thank you Sunday Supplement item and submit to church
Week afterward: Prepare thank you newsletter item.
Update the call listing.
Long Term Considerations:
The permit must be renewed every two years.
VDOT ‘processes’ the paperwork.
They are often behind the time line.
Accotink maintains the ‘right’ to adopt if we continue to report a clean up four times a year.
The Social Justice Committee (SJC) designates a coordinator who works with the Fairview Elementary School counselor to provide the names of two low-income families in subsidized housing. The counselor coordinates directly with the families to ensure their desire to participate. AUUC’s only involvement with the families is to provide food, school supplies, and Christmas gifts.
The coordinator sends reports (in-person, written, or e-mailed) to the SJC. The status of this program is covered each month at the committee meeting.
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 program coordinator should request funds in August for the two fall food drives, and again in January (new budget year) for the spring and summer drives. The coordinator purchases gift cards (usually from Safeway which has a store within walking distance from the families), and files a reimbursement form (available in the office) with a signature from a SJC member (Chair or month’s facilitator recommended).
Program Elements:
January: “souper” Bowl Soup Drive
Write the newsletter article for the second deadline in December and the first January newsletter deadline. Make it clear that one can of soup in a team’s box means one point for that team and we tally the results to see which team “wins.”
Prepare two boxes with team league logos, changing the decor to team names when known, and place them in the gallery.
Prepare Board Greeter announcements or Sunday Supplement blurbs.
Remove food each Sunday, keeping tally of the league/team “score”.
After Super Bowl Sunday, sort and deliver food.
Write a follow up article for newsletter with “score” to thank and inform the congregation.
March/April: Spring Break Food Drive
Find out when the Fairfax County school spring break is scheduled (school web site is http://www.fairfaxcounty.gov/living/education/) and schedule the drive to begin a month before the break.
Write newsletter article to be in the newsletter one month prior to the drive, and subsequent newsletter.
Prepare a small handout with suggested food items as an order of service insert; try not to compete with 2nd Sunday inserts (1st and 2nd Sundays) if possible.
Give/e-mail insert to office administrative person to copy and cut.
Place extra copies on restroom mirrors, west bulletin board, RE teacher folders (through DLE) and SJC table in gallery.
Prepare and place a collection box in the gallery (and possibly the RE greeting area).
Remove food each Sunday, or shortly thereafter (prevents mice, unsightly area for rentals, etc.).
Suggest sorting and bagging food as collected, equally dividing like items between families.
Deliver food at the end of the drive. If the collection is large, consider making an interim delivery as the families’ kitchen storage is minimal.
Do a wrap up article for the newsletter, thanking the congregation and giving results.
June School Break Food Drive
Schedule the drive to begin a month before school breaks for the summer.
See March/April: Spring Break Food Drive for details/tasks.
When delivering the food, get information for book bags drive.
Jun-August: Book bags and School Supplies
When delivering summer break food, get ages and fall grades level for each child, asking for a supply list and book bag preference (wheels or not, color, size).
Sources for school supply lists (usually lists are not sent home):
For Fairview elementary, go to http://www.fcps.edu/FairviewES/ and click on “Supply Lists” at the top of the page. The list can be copied and pasted.
For Robinson Secondary School, go to http://www.fcps.edu/RobinsonSS/. There are no lists for high school, so ask for a backpack and a gift card to Staples or Target. For middle school, click on “Middle School” on the left hand side, and then click on each grade level for the list. The list is a PDF file.
Put together a one-page list for each child with the backpack preferences and the supply list; include the deadline for delivering to church, and the coordinator’s name and phone number for questions.
Advertise in the newsletter in early June that the details are forthcoming.
Do a Board Greeter announcement when lists are ready and be at church to hand them out for a couple Sundays.
Keep a list of who sponsored which child the previous year. Ask if they want to do it again (several want to do so).
A repeat sponsor may not want to do another book bag if they purchased a sturdy one the year before. Be sure to ask the family if they really need it (higher grades especially).
Encourage folks to co-sponsor or partner.
Keep a list of sponsors; some may need reminding. Use this list to thank sponsors in the follow up newsletter article.
Plan to deliver the supplies in mid-August, so they families know the kids have what they need.
Do a wrap up article for the newsletter, thanking the congregation and giving results.
November: Thanksgiving Food Drive
Start the drive a month prior to the holiday.
Make sure box is clearly marked, as there is a food drive for All Souls simultaneously.
See March/April: Spring Break Food Drive for details/tasks.
When delivering the food, take the holiday gift preference forms to the parent, along with a self- addressed and stamped envelop to you. The parent may be able to do this by e-mail, which saves time and makes it easier to produce individual list for sponsors.
December: Food and Holiday Gift Drive
The time between Thanksgiving and Christmas is short. It is important to solicit gift sponsors starting the Sunday after Thanksgiving. The Beacon House gift drive is run simultaneously.
To make participation affordable and to involve more people, break the gift list for each person into three parts: toy/personal item for parent, clothing item, and hats/glove.
Be sure to include sizes and color preferences for clothing, hats and gloves. Suggest the sponsor wrap gifts and tag for the recipient (from a person, AUUC Santa, Secret Santa, etc.).
Keep a list of sponsors for reminders and final newsletter article.
Make sure to set a delivery deadline the Sunday that is a week before Christmas.
If someone wants to purchase a gift card, suggest Kohls, which is within walking distance of the families.
If a sponsor is lacking for hats/gloves, coordinate with the DLE/SJC for some from the mitten tree.
Be prepared to wrap and tag gifts; some sponsors may need this assistance.
Do a wrap up article for the newsletter, thanking the congregation and giving results.
For the food drive, see March/April: Spring Break Food Drive for details/tasks.
The coordinator should have a backup person(s) who may be assigned to help with specific aspects of the tasks or just be available to fill in as needed. The coordinator should maintain samples of the following:
Food Drive Insert
December Holiday Gift Information
Fairview Family Member Holiday Gifts Guidelines
Gift Sponsor List
Board Greeter Gift Announcement
School Supply List
Note: If members or friends of AUUC make a request for financial assistance of some sort, they should be referred to the minister or the Circle of Caring Chair.
When someone from outside our congregation makes a request for financial assistance, the response should be that we do not have the resources to provide that kind of assistance, but we can refer them to others who may be able to help:
The current version of the By-Laws is posted on the AUUC website under Administration.
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