BASIC CHURCH ORGANIZATION

BOARD OF TRUSTEES

Policy 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

EXECUTIVE COMMITTEE

PROGRAM COUNCIL

Responsibilities
Program Council Policies
Program Council Procedures

PROGRAMMATIC AREAS

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

Library

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

Covenant Groups
Purpose

Pastoral Care Team
Purpose

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

Public Relations

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

Fundraising Committee
Purpose

Pledge Committee
Purpose

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

Committee on Ministry

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

BASIC CHURCH ORGANIZATION

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.

BOARD OF TRUSTEES

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:

• Preparation of the personnel budget
• Approval of the congregational budget
• Election of "Commonwealth Trustees." See policy under Administration.
• Approval of decisions to hire staff and approval of all contracts or employment agreements with staff.
• Review and approval of long-term rental agreements.

Policy for Cancellation of Services Due to Weather

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.

Procedure

1. The Board Chair and the minister will make the decision whether to cancel Sunday services by 10:30 p.m. Saturday night. Information about closing will then be recorded on the church answering machine. The Webmaster will also be informed and will post the information on the church web site.
2. During the winter months, the newsletter will carry a notice to check the web page or the church answering machine whenever weather or road conditions may necessitate canceling services.

Policy for Selection of the Commonwealth Trustees

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.)

Procedure

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.

Policy on Transparency of Staff Compensation

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.

Procedure

1. A Town Hall meeting will be held by the Budget and Finance Committees shortly after this policy is adopted so that this information may be properly explained and questions answered.
   
   
2. Individual staff salary and compensation information will be provided in the annual budget mailing to the membership, and as required to support denominational business.
   
   
3. While transparency is our policy, we do not intend to communicate this information beyond the membership. Therefore, staff compensation information will not be provided in communications intended for general distribution, such as in the church newsletter, mass e-mails, or other documents posted to our website except as an aggregate number in the budget. This is to protect our staff’s privacy.
   
   
4. Board of Trustees discussions regarding changes in staff compensation or performance evaluations will take place during Executive Session.

Policy for Inventory, Storage and Disposition of Documents

The Board Liaison for Administration will have cognizance over the permanent files of the Church.

Procedure

The Trustee Liaison for Administration will maintain the permanent files of the Church. Material to be kept will consist of:

1. Historical documents related to the organization, record of election of Minister, Trustees and Committees.
   
   
2. Minutes of meetings of the Board of Trustees and of meetings of the congregation.
   
   
3. Newsletters.
   
   
4. Liability Insurance Policy
   
   
5. Photograph albums of Church Activities
   
   
6. Other papers deemed to have historical value.

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.]

Procedure for Submitting a Board or Council Agenda Item

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.

EXECUTIVE COMMITTEE

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]

PROGRAM COUNCIL

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.

Responsibilities

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:

• Keep all church committees, task forces, and other special program activities current on the activities of other such groups, so that coordination of events, goals, programs, etc. can take place
  
  
• Discuss and give input/recommendations into church operational issues and processes. These include but are not limited to calendar and budget development, communications issues, program goals, prioritization of resources, etc.
  
  
• Work with the Board of Trustees to recruit and train new committee chairs when vacancies occur
  
  
• Provide, in conjunction with the Leadership Development and Nominating Committee, training and orientation of committee chairs, lay leadership, and new members
  
  
• Coordinate use of bulletin boards, storage, and tables in the gallery and foyer
  
  
• Provide a forum for brainstorming and discussion of member/committee/church concerns/issues/problems. An extension of this function is to act as a sounding board for issues to be presented to the Board of Trustees and to keep the Board abreast of these issues
  
  
• Give the Board of Trustees recommendations on actions that require financing or other action by the Board

Program Council Policies

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.

Program Council Procedures

[TBD]

PROGRAMMATIC AREAS

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:

• Hold meetings necessary to plan and carry out their responsibilities
  
  
• Participate, through a programmatic area representative, in the activities of the Program Council
  
  
• Develop Committee programs and goals, and submit a proposed budget at the Council budget meeting
  
  
• Submit in time for inclusion in the Church's annual report, a one-page summary on the past accomplishments and future plans for that Committee

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.

Lifespan Education Area

Lifespan Education Committee

Purpose

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).

Responsibilities

• Responsibility 1: To create a religious education program schedule for the congregation throughout the year (typically divided as Fall, Winter/Spring, and Summer) that meets our vision statement and church goals. This includes: the selection of topics, materials, and teachers; the creation and maintenance of the registration process, the training and support of our teachers, the monitoring of the programs quality, and year-end evaluations.
  
  
• Responsibility 2: To make sure that the range of programs offered assure that we address all of the UU Principles.
  
  
• Responsibility 3: To market the programs within and outside of the AUUC community through a variety of external and internal communications methods.
  
  
• Responsibility 4: To assess needs of the congregation regularly and take steps to make adjustments to program schedules, accommodations, and topics offered as warranted.
  
  
• Responsibility 5: To provide oversight to all aspects of the education program which include but may not be limited to RE, YRUU, Adult RE, Family events, selected worship services, and library.
  
  
• Responsibility 6: To assist DLE with the identification and management of key support people and volunteers for nursery care, maintenance of resources (e.g., crafts, curricula, classrooms, library), special events, as well as leaders, teachers, and substitutes for the education programs.
  
  
• Responsibility 7: To participate through the committee chair in activities of the Church Council, to submit a proposed budget at the Council budget meeting, and to submit in time for inclusion in the Church’s annual a brief summary on past accomplishments and future plans for the committee.

Committee Membership

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.

Selection of Chair (and Vice Chair or Co-Chair)

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.

Meetings of the Committee

The committee meets monthly except for July. The Chair can call special meetings.

Policies

[UPDATES FORTHCOMING] For religious education programs to be performed safely, equitably, and effectively, the following polices have been developed:

1. Curriculum Selection
   
2. Recruitment and Training of Teachers and Leaders
   
3. Descriptions of Education Program Offerings
   Policy 3a: The church is a peanut-free facility and all offerings and social events will be labeled with such when food provided.
   
4. Registration
   Policy 4a: Classes are open to all interested as age appropriate.
   Policy 4b: Beyond our budget allotment, additional money is raised through the Adult Education Booster fee and RE registration fee for children and youth. This covers all programs and discussion groups offered by this committee.
   Policy 4c: There is no charge for programs that the minister offers.
   Policy 4d: We offer scholarships to those unable to pay.
   
5. Marketing
   
6. Evaluation
   
7. Oversight
   

Procedures

[UPDATES FORTHCOMING] The following procedures have been developed to implement the above policies:

1. Curriculum Selection
   
   
2. Recruitment and Training of Teachers and Leaders
   
   
3. Descriptions of Education Program Offerings
   Procedure 3a: The Education Program booklet is produced two times in the year.
   Procedure 3b: The DLE will maintain a lifespan education bulletin board in the sanctuary with current offerings.
   
   
4. Registration
   Procedure 4a: Registration will be held Sundays between services and after the last service as warranted. Sign-up sheets, registration forms and Education Program booklets will be on display.
   Procedure 4b: Registration consists of completing our registration forms and giving us program fees.
   
   
5. Marketing
   Procedure 5a: Marketing is accomplished through the Education Program booklet; through regular advertisements in the church newsletter and the Order of Service and through announcements in the service.
   
   
6. Evaluation
   
   
7. Oversight

Library

[Policies and Procedures are TBD]

Logistics Area

House & Grounds Committee

Purpose

The House division sees to the maintenance and improvement of the church building, while the Grounds division tends to the property surrounding the structure.

Responsibilities

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.

Committee Membership

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.

Selection of Chair

The chair assumes duties normally as a volunteer, who assigns specific responsibilities to committee members.

Rental Committee

Purpose

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.

Responsibilities

• To be familiar with the AUUC facility rental policy and to effect fair and even-handed administration of those polices among all tenants.
  
  
• To make one or more committee members available to respond to telephone inquiries regarding rental availability of church facilities.
  
  
• To keep brochure and web-based rental announcements up to date with the latest information.
  
  
• To work with prospective tenants, both long- and short-term, in developing lease language that will protect both the tenant and the church.
  
  
• To work with current tenants to ensure that the church provides all that is promised and that renters only avail themselves of space covered in contracts.
  
  
• To ensure that a committee member is available on an as-needed basis to inspect church property at the outset and/or conclusion of a rental in the event legitimate deductions need to be assessed against a security deposit.

Committee Membership

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.

Selection of Chair

The chair assumes duties normally as a volunteer, who assigns specific responsibilities to committee members.

Policy for Use of Facilities by Groups

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

• Non-profit organizations: Up to 50 % off the general fee.
  
• Private events - Members: One half the general fee
  
• Open events - Members: No cost if approved as a church function
  
• Long term and recurring use: A separate licensee agreement will be negotiated for each long-term use.

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:

1. Cancellation more than 4 weeks prior to the event: $25 withheld
   
2. Cancellation 2 to 4 weeks prior to the event: 50% withheld
   
3. Cancellation less than 2 weeks prior to the event: all withheld
   
4. Exceeding the rental period
   
5. Damaging building or grounds
   
6. Requiring unusual and extensive clean-up
   
7. Violating regulations as outlined on this form.

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.

Membership Support Area

Communications Committee

Purpose

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.

Responsibilities

• Responsibility 1: The CC will publish and distribute a newsletter throughout the year. This newsletter will be sent by e-mail to all church members and friends who have e-mail addresses. Those without access to e-mail and the Internet will receive the newsletter in the mail. Courtesy copies will be exchanged with other churches and organizations, and the newsletter will be posted on the church Web site.
  
  
• Responsibility 2: The CC will develop the order of service and create a mechanism for the input of information, in coordination with the minister, church administrative assistant, and Worship Committee.
  
  
• Responsibility 3: The CC will oversee the church Web site.
  
  
• Responsibility 4: The CC will be responsible for submitting publicity notices in local news outlets. Within budget limitations, the CC will also place advertising in local media as needed.
  
  
• Responsibility 5: The CC will place and maintain fixed roadside signs in various locations in nearby locations.
  
  
• Responsibility 6: The CC may also help coordinate and conduct other publicity or advertising activities such as pamphlet distribution, direct mailings or e-mail announcements, and telephone directory listings. In coordination with other committees, the CC may appoint a coordinator of publications to help facilitate other documents, pamphlets or booklets that must be printed and distributed.

Committee Membership

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.

Meetings of the Committee

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.

Policies

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.

Procedures

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.

Leadership Development & Nominating Committee

Responsibilities

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

Membership

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

Procedures

[Policies and Procedures TBD]

Membership & Welcoming Congregation Committee

Responsibilities

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]

Social Activities Coordinator

Purpose

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.

Responsibilities

• Responsibility 1: Oversee existing social activities programs to assure that they are functioning well or to provide assistance if needed.
  
  
• Responsibility 2: Offer new social activities that are of interest to the congregation and that will attract new participants.
  
  
• Responsibility 3: Find leaders to continue the current activities when needed and leaders to accept responsibility for new events.

Committee Membership

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.

Selection of Coordinator

The Coordinator and Assistant Coordinator are volunteers who are approved by the Board of Trustees.

Meetings of the Committee

Not applicable. The Coordinators confer when necessary.

Policies

The social activities are to be self-supporting.

Procedures

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.

Ministry Area

Circle of Caring

Purpose

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.

Policies & Procedures

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.

Covenant Groups

Purpose

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]

Pastoral Care Team

Purpose

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]

Worship & Music Committee

Membership

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.

Purposes of Music Committee

• Setting and implementing goals for the music program.
• Acting as a support group for the Director of Music and other music staff.
• Requesting the music budget from the Board/Congregation and accounting for expenditures.
• Gathering information for music staff performance reviews.
• Publicizing music events within the congregation.

Responsibilities of Music Committee

• Chair calls meetings monthly or as needed.
  
  
• Chair acts as liaison with music director and minister.
  
  
• Chair sits on Council and other members act as liaisons with other committees or groups (i. e., Choir, Worship, CCY, Adult Education, Social Committee).
  
  
• Committee develops annual budget and presents budget requests to BOT.
  
  
• Chair signs for music invoices and accounts for expenditures.
  
  
• Committee provides information for publicity for church newsletter.
  
  
• Member records minutes of meetings for committee members and church office file.
  
  
• Chair signs for payment of music staff in absence of music director.
  
  
• Committee maintains an inventory of music and tapes and other items that have been purchased to support the music program.
  
  
• Committee maintains the music closet and filing cabinets.
  
  
• Committee develops surveys to support music program by asking current and new friends and members about their interests in music and support they may wish to provide the music program (i. e., Choir, Youth Choir, Instrumentalists, Composers).

Meetings of the Music Committee

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.

Music Procedures

• To encourage participation of all the members of the congregation in the music program so that music becomes a part of their spiritual experience, the committee acts as a liaison between different groups and offers support to these individuals and groups.
  
  
• Develop and maintain a tool to help establish a list of interested friends and members of the congregation who have musical talents they wish to share with the congregation. This tool will be set out for guests and new members at the membership table.

Responsibilities of 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:

1. Prepare newsletter articles describing lay service presentations and other speaker/presentations as appropriate. Send articles to newsletter editor.
   
   
2. Prepare Orders of Service for lay-led services and deliver to the church administrative assistant. (See template in Addendum W&M-1.)
   
   
3. Arrange for and set up for Sunday services. Plan for special seating and furniture requirements and arrange for flower donations and chalice lighters. Ushers set up the chairs and distribute the Orders of Service.
   
   
4. Arrange for ushers through the Usher Coordinator and provide guidelines to assure that all duties are accomplished.
   
   
5. Assist in the planning for lay speakers or lay-led services as scheduled. Plan, direct and/or coordinate lay services. Contact prospective or scheduled speakers and confirm commitments for presentation at specific services.
   
   
6. Coordinate with the Music Committee on the selection of music for services.
   
   
7. Assist in clean up after the service as needed.
   
   
8. Provide guidelines to Board Greeters to insure all responsibilities are met to support the worship service.

[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]

Outreach Area

Denominational Affairs Committee

Purpose

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.

Responsibilities

• Provide representatives of Accotink Unitarian Universalist Church at Area, District and Continental Meetings.
  
  
• Communicate Area, District and Continental resources and programs to AUUC members.
  
  
• Coordinate actions by AUUC members on issues of concern for the Unitarian Universalist Association.

Committee Membership

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.

Selection of 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.

Meetings of the Committee

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.

Policies

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.

Procedures

• Procedure for Designating General Assembly Delegates: AUUC is permitted a ministerial delegate and a number of lay delegates and alternates as determined by the size of membership and in accordance with the bylaws of the UUA. Members who wish to be considered as delegates should petition the board of trustees in writing to be designated a delegate. Requests should include qualifications and indication that the member intends or has registered to attend General Assembly. The committee chair acts as a coordinator of the potential delegates and presents a list of delegates to the board at a meeting, normally in April. After approval by the board, the board chair, board secretary or minister executes credentials for the designated delegates.
  
  
• Procedure for Designating Joseph Priestley District Annual Meeting Delegates: AUUC is permitted a ministerial delegate and a number of lay delegates and alternates as determined by the size of membership and in accordance with the bylaws of the UUA. Members who wish to be considered as delegates should inform the committee chair who will then act as a coordinator of the potential delegates and present a list of delegates to the board chair. Normally the entire board does not approve delegates for the district meeting. The board chair, board secretary or minister executes credentials for the designated delegates.
  
  
• Procedure for Designating Greater Washington Association (GWA) Board Members: AUUC is permitted two board members on the Greater Washington Association of Unitarian Universalist Congregations. Members who wish to be considered as delegates should inform the board of trustees in writing of their interest. The committee chair acts as coordinator of the potential board member designations and presents a list to the board, usually at an early fall meeting. After approval by the board, the committee chair prepares a designation letter for the board chair and ensures that the designation letter is forwarded to the GWA secretary and treasurer.

Green Sanctuary Committee

Purpose

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]

Public Relations

[TBD]

Social Justice Committee (SJC)

Purposes

1. Provide a group to initiate, coordinate, and guide social justice activities to put our UU faith values into action.
   
   
2. 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.
   
   
3. Provide support and a forum for social justice issues and actions.
   
   
4. Target activities (with no particular priority) to our local Burke area, the wider metro DC area, and the wider world.
   
   
5. Provide opportunities and training for church members and friends to do social justice work.
   

Committee Organization

1. Democratically select our own leaders and style of leadership.
   
   
2. Meet regularly, normally monthly during the regular church year.
   
   
3. Record our minutes and provide copies to our members, and the Administrative Office.
   
   
4. Establish informal groups or tasks forces to work on issues of interest to the committee.
   
   
5. Provide a liaison to the programmatic area representative.
   
   
6. Duties of the chairperson are listed in Addendum SJC-1.
   
   
7. At each meeting, we select a facilitator and a recorder for our next meeting and we designate a representative for the next Council meeting, if needed. 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.

Committee Responsibilities

1. 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 and Annual Summer Leap Picnic Item List are listed in Addendum SJC-2.
   
   
2. Select recipients for our Second 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.
   
   
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.
   
   
4. Regularly invite and welcome all teens and adults to be a part of our committee and to take on program responsibilities.
   
   
5. Provide periodic program updates to the Council and Board, including an annual report.
   
   
6. Develop and submit an annual SJC budget and advocate for a fair share of the AUUC budget for social justice work.
   
   
7. Support the social justice activities in the Washington region, including UU Affordable Housing Corporation (UUAHC) and UUs for Social Justice (UUSJ), as well as the Joseph Priestley District, the UUA, and the UU Service Committee. This support includes appointing a Board member for UUSJ and a liaison for UUAHC.
   
   
8. Help grow the next generation of social justice leaders and advocates through work with youth.
   
   
9. Lead congregational efforts to take a stand on social justice issues.
   
   
10. Invite the minister to attend at least one SJC meeting annually and work with the minister to plan sermon tie-ins to the Second Sunday collections.
    
    
11. Encourage involvement in social justice programs in groups such as Lifespan Education, nUUners, and Covenant Groups.
    
    

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).

Policies

1. Use the democratic process to make committee decisions and to develop goals, programs, and budget actions.
   
   
2. Allow everyone to be heard at meetings.
   
   
3. Stay within our budget; fundraise as necessary.
   
   
4. Work with other committees to achieve our goals as necessary, e.g., Lifespan Education, Finance, Green Sanctuary.
   
   
5. Keep committee members informed through agendas, minutes, and other materials provided via email, phone calls, and meetings.
   
   
6. Follow the Policy for AUUC Taking a Position on a Social Issue (Addendum SJC-6)

Procedures

1. Second Sunday Program: To select Second Sunday Collection recipients, we solicit nominations from the congregation, in accordance with the specifications set out in the Second Sunday Program Description (Addendum SJC-4). Nominations are documented on the Nomination for Second Sunday Recipient form (Addendum SJC-5). We invite those who suggest a recipient to an SJC meeting to present their case, at which time the meeting attendees vote on each of the suggestions. The top vote-getters become Second Sunday recipients for the next year. In addition, we allow the Youth Group to select one Second Sunday recipient for the next year, and they are responsible for coordinating that collection. Volunteers, including those who suggested a recipient, are solicited to coordinate each collection. The schedule of collections is finalized with the minister to maximize the opportunities for sermon tie-ins.
   
   
2. Committee Budget: When committee budgets are requested, all committee members are asked to examine our previous year’s budget proposal and identify any changes needed. The draft proposed budget is sent to all committee members prior to the meeting at which additional changes may be made and a majority vote is taken on it. The final budget proposal is then submitted to the Budget subcommittee of the Board. Whenever there is a need to spend committee money, a majority vote is taken at a committee meeting to spend a specified amount for a particular item. A check request is then submitted to the Finance Committee for that item.
   
   
3. Adopt-a-Highway: The coordinator(s) of this quarterly event follow the steps in the Adopt-a-Highway checklist (Addendum SJC-7).
   
   
4. Fairview Families: Each year, the SJC votes on whether to continue a program started in 2002 to support two families of children at Fairview Elementary School. If the SJC votes to continue this program, the 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 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.

Stewardship Area

Endowments & Bequests Committee

Purpose

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).

Responsibilities

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.

Membership

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.

Policies

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:

1. Name of the bequestor(s),
2. Amount of the bequest,
3. Purpose of the bequest if restricted or designated,
4. Date the bequest was established,
5. Type of legal document used in making the bequest (or a copy of the document),
6. Name of the executor, executrix or successor death trustee,
7. Current address of the executor, executrix or successor death trustee,
8. Current telephone number of the executor, executrix or successor death trustee,
9. Other appropriate information, and
10. Date the bequest was received.

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.

Procedures

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.

Finance Committee

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.

Operating Budget

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.

Purpose

The purpose of the finance committee is to handle the financial activity of the church.

Policies

The actions of the finance committee shall be governed by the following policies to the greatest extent possible.

1. Church funds shall be received, stored, and disbursed with the greatest security possible.
   
   
2. All funds received shall be recorded in detail, particularly including an identification of the source and purpose of funds
   
   
3. Church bills shall be paid in as timely a manner as possible.
   
   
4. Payroll taxes shall be collected from employees in accordance with federal and state tax laws.
   
   
5. Tax deposits and tax reports to the federal and state authority shall be made in a timely manner.
   
   
6. The financial status of the church shall be monitored.
   
   
7. Detailed records of all transactions shall be maintained.

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.)

Procedures

1. The committee shall maintain a set of instructions covering all the regular procedures that committee members perform.
   
   
2. The church bills and payroll shall be paid at regularly scheduled intervals.
   
   
3. Checkbooks shall be reconciled with statements as promptly as possible after the statements are received.
   
   
4. Pledge statements shall be prepared and sent quarterly or at such other interval as the Board may direct.
   
   
5. The committee shall report the church's financial condition to the Board in such format and at such interval as the Board may direct.
   
   
6. The committee shall make tax deposits and prepare and submit tax reports as required by state and federal authorities.

Fundraising Committee

Purpose

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]

Pledge Committee

Purpose

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]

Task Forces and other Groups

Commission on Our Ministries (COOM)

Responsibilities

1. To meet monthly at the church; providing members of the congregation, church leadership, minister, and staff an opportunity to speak to you in an appropriate venue and to make the work of the commission an open and transparent process.
   
   
2. To assist those groups who are implementing objectives in planning execution and measurement of their success. Collaborate with these groups in recording the agreed upon measures for your annual report.
   
   
3. To keep the long term elements of the vision, mission, goals, and objectives visible and alive to the congregation. This is not just cheerleading, this is a key and vital element of your mission; the congregation and its leadership must maintain the long term vision for AUUC in their minds for this process to work.
   
   
4. To solicit feedback on the intertwined Plan and Commission processes from the congregation, the church leadership and the church staff at venues other than your monthly meetings. Regular meetings with the congregation are a reasonable method to derive congregational feedback.
   
   
5. To provide feedback to the Board, Council, and Staff both on how you perceive the Plan and Commission processes are evolving and on how the actions of these groups are supporting the Five Year Plan. This feedback will be provided to the recipients prior to the annual report to the congregation. Periodic face to face meetings between the COOM and these groups are an appropriate way to provide this feedback.
   
   
6. To report to the congregation at the annual meeting on the progress of the plan. This report will include the results of the metrics on the various objectives that have been initiated, and a presentation for approval of any changes to the plan that are deemed to be warranted for next year’s charge from the congregation to the Commission on Our Ministries.

Human Resources Committee

Purposes

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.

Responsibilities

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 preparation of position descriptions and the establishment of staff positions of the Church.
  
  
• the search, interview, and selection processes to be used in filling staff positions.
  
  
• appointment/contract or other appropriate employment agreements applicable to staff positions.
  
  
• the setting of fair initial compensation levels for new positions and for fair continuing pay adjustments for all staff positions.
  
  
• the provision and/or payment for other benefits such as health and life insurance, retirement, social security, workmen's compensation, annual and sick leave, holidays, special awards, etc.
  
  
• the provision of training or professional development opportunities for staff members.
  
  
• the evaluation of the performance of employees/contractors and its relationship to compensation.
  
  
• the development and issuance of standards of conduct.
  
  
• the performance of supervisory functions and the handling of employee/contractor complaints, concerns, grievances including those involving complaints of discrimination under equal opportunity and sexual harassment provisions of Federal, State, local, and UUA laws, regulations, and other requirements.
  
  
• resignations or terminations of employees/contractors.

Committee Membership

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.

Selection of Chair

The Chair of the Committee is selected by vote or acclamation from among the Committee's membership subject to approval by the Board.

Meetings of the Committee

The Committee normally meets once a month on a regular schedule. The Chair of the Committee may call special meetings as necessary.

Committee on Ministry

[TBD]

ADDENDICES

ADDENDA

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

• Can choose the music or let the pianist choose.
• Can have guest musicians
• Can use recorded music, if the theme of the service calls for something special.

CALL TO WORSHIP

• There are several standard readings in the hymnal.
• You may use or write something else.

CHALICE LIGHTING

• One person can light the chalice, while another gives the reading.
• There are several standard readings in the hymnal.
• You may use or write something else.

HYMN (first one)

• Can use one from the hymnal
• Can use other sources, and include the words as an insert in the order of service. In this case the pianist will play it all the way through first to give people the tune.

REFLECTION

• Readings from all sorts of sources are used.
• Can be something you write for the occasion

RESPONSIVE READING, or another HYMN, or nothing

• This can be from our hymnal.
• If from another source including one you write yourself, will be printed in the order of service.

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

• You can write this or read one
• Often the minister begins or ends with a moment of silent reflection; sometimes invites congregation to meditate, reflect, or pray.

Another/first RESPONSIVE READING or another HYMN or nothing

OFFERTORY

• The board greeter will introduce the collection.
• The music considerations are the same as for the prelude and postlude. Guest musicians are often put in here, but the congregation is distracted somewhat by the collection.

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

• Say or read this while we are still in the fellowship service—after the moment of silence.
• Can be as brief as you wish.
• Usually intended to send people off with the theme of the service in mind.

POSTLUDE

Same music choices.

1. Maintain SJC e-mail list and forward all relevant information to committee.
   
   
2. Prepare and send out monthly agenda 10-7 days before meeting. Base it on last month’s meeting plus new items from last meeting and any emailed in. Make sure there are a facilitator and recorder assigned.
   
   
3. Monitor to insure draft meeting minutes are e-mailed after each meeting and before the next meeting. After minutes are approved at the next meeting, email the final version to the office administrator for the church file.
   
   
4. Budget:

• Monitor budget expenditures - ask for reports from Finance Chair if not provided regularly.
• Ask Committee members to review budget submission before it goes to Finance/Board (usually summer time frame).
• Monitor encumbered funds (e.g., Burke fund, 2nd Sunday program, Mawkria School) – ask for these reports from Finance also.

5. Monitor 2nd Sunday

• Make sure POC has checklist at least 6 wks in advance.
• Look for publicity in newsletter & Sunday supplements.
• Request total amount collected from Finance committee and any checks made out to the recipient.
• Submit a check request to Finance. Form is in office above mail boxes, account is 2nd Sunday, address is on file for regulars. Add note to put check in SJC box so we can attach cover letter before mailing.
• Write letters to accompany checks to recipient organization.
• Ask congregation for inputs in early spring (several newsletter articles and Sunday Supplements; include in survey if SJC does a service and survey).
• Invite those who have a suggestion to present at the April or May SJC mtg.
• May: Coordinate the schedule with the minister for upcoming church year, Jul-Jun.
• Jun: send list to Council and Board for information; make sure someone attends the meeting to answer any questions.

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.

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