Council Meeting Minutes

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1 Council Meeting Minutes 14 July 2015 Attendees: Candace, Eileen, John G, Ken W, John S, Pam R, Ken C, Peg C, Lee A, Jennifer S, Scott C, Dani Words: Dani Candace: Time management key. Expects people to have read reports prior to meeting. Beacon: No report; Jillian out of town. Stewardship: No report till fall. Caring: No representation. Facilities: John S: Barry is drafting proposals for safety & security. Candace also on Safety Task Force. Meeting to be scheduled. Safety task force reports to the Board. Dani: Has a little to do with LRE, needs broader umbrella than just Facilities. John S: Obtaining quotes for alarm improvements for building. One estimate from recommended vendor for about $1100. Ken C: People need good way to check who is knocking before opening door, maybe camera. Needed for people like RE teachers. John S: Can see people at rear door. New system allows upgrades as needed to very robust system. John G: Will lighting be improved? John S: Yes. Candace: Has Steve contacted someone wrt water leak? John S: Yes. Ken W: Some sprinkler heads need repair or replacement. Finance: Peg: MSF doing well, near $50k. Everyone should read relevant sections of Finance P&Ps. Report specifies some sections chairs should review. Committee chairs responsible for budgets, submitting vision for coming year in spring. Restrictions on cash management. Equity funds have special restrictions. They are separate from operating budget, are the responsibility of a Board-appointed

2 person. Eg Teen Travel Fund the responsibility of LRE Chair. Committees not to hold separate bank accounts. Money remaining does not roll forward to next year. But please don t look for reasons to spend your money at the end of the year; everything comes from the church pot. Budget shortages, require Finance Chair to be notified and Board notified. BBUUC has no petty cash fund. Electronic receipts must come to BBUUC account only. Tangible gifts only received by relevant committee and Finance after verifying they are appropriate. Gifts with donor restrictions need to be approved by the Board after recommendation from Finance. Accounts receivable need to fill out reimbursement form. Forms attached in report, also on web site. Please use appropriate reimbursement form. Reimbursements made promptly. Please file reimbursements for all church expenses, even if the amount is donated. Dani has the church Costco card and WalMart card for tax exempt purchases. Amazon set up to be tax exempt through the admin@bbuuc.org account. There is an approved list of money handlers. If you need to be added, contact Finance Chair. Also there is a list of people who can accept donations with card swiper. User fees same for members and non-members. Please review appendix H for fundraising restrictions. All fundraising to be coordinated with, supervised by Finance Committee. Reimbursements can be contributed towards pledge, but need approval from relevant committee chair that it fits within their budget. John G: Why? Peg: Need to make sure all procedures followed, people aren t pummeled by fundraisers. Dani: Programming has policy that only one fundraiser per month. Ken: Does this apply to Rebuild the Churches campaign or outside fundraisers. Peg: This is only for internal church fundraisers, not for campaigns such as UUSC sends out. Post on Yahoo groups any links to raise funds for such things as "Rebuild the Churches". Pam: How do we know if there is a conflict for a proposal? Eileen: Don t you put it on the church calendar via the office assistant? Peg: Regardless where you go, will always hit someone who will ask if procedure has been followed. Jennifer: It used to be the case that there were multiple concurrent fundraisers every Sunday, became an issue. Every time someone makes a mistake, we get another rule. John G: Why doesn t it go through the Council? Why burden Finance? Ken C: Advising in advance that we will be doing UUSC card sales. Peg: If you re collecting credit card payments, a section on how to do that. Peg: Wiggio is a good repository for these things. If you don t have your password, use your committee to reset it. Peg: For ICON, need to set passwords for remainder of committees.

3 Peg: Are committee reports useful? Scott, Dani, Jennifer: Yes. Hospitality: Ken W: Meeting with caterer wrt dinner anniversary dinner dance fundraiser September 26. Also interested in putting together a church cookbook. Will be putting out a request to congregation for recipes for the cookbook. Will look at publishers to identify where to publish. Dani: Sigma (both Linda and Sarah) will do work at cost. Pam: Cost for Dinner Dance Ken W: $25-30 Pam: Why? We re not always in a hole. LRE: Dani, moved Popcorn Theology was better attended. Membership: Pam: Does anyone want to provide input into church directory? Board has not provided direction. Candace: Board has not met. Peg: A number of potential options with ICON. Can do something fancy or just use output from ICON. Questions like who should be included. Pam: We provided several formats to Board. Question is whether input should be provided by Council. Eileen: Would people like to provide additional input? Program: PR: Scott: Proposal for Black Lives Matter banner or sign on church property. Specific proposal for a sign in the window plus a banner suitable to be carried in parades. Board to consider, with majority support from the Council. Social Action: Ken: Thanks to membership for good work. Welcoming:

4 No reports outside update. Worship: Jennifer: Change in report. Ron not leader on July 26, Linda Mowers will be. New members need to have been here a year before they can become worship leaders. Other Items: Ken W: Would like a brainstorming session wrt auction. How to do it, what we can get people to offer. Dani: Would you like Programming to put brainstorming session on calendar. Pam: Who is heading it up? John G: If we re going to do this, we need to start planning. Ken W: Should set meeting in August. August Meeting Peg and Ken W: Refreshments for August. Caring: Words. Committee Reports for COUNCIL July 14, 2015 Caring Committee Council Report for July 14, 2015 Report Compiled by: Ellen Miceli Date of Last Meeting: June 14, 2015 Attendance: Frances Kennicutt, Colleen Goodwin, Denise Dieppa, David Rulison,

5 Vanessa Burchill, Committee Notes, Important Items, Calendar Issues: Cards sent Discussed members of concern Discussed tracking hymnals Discussed organizing meals for shut-ins Next meeting scheduled for July 12, 2015 ************************************************************* Finance Committee Council Report for July, 2015 Report Compiled by: Peg Christenson Date of last meeting: 6/16/2015 Date of next meeting: 7/21/2015 Committee Notes: Ministerial support fund $49,321 (total amount raised for MSF including match as of 7/7). Rental income FY2015: $4,112 Amazon Associates income FY2015: $1,161 Please use the church s Amazon link when shopping! Go to BBUUC homepage and bookmark the Amazon link for future use. Individual committee financial reports are ed directly from QuickBooks Online on the 8 th of each month. Please question anything that doesn t seem correct. Items that require Council discussion or input:

Review Finance P&P located in Members section of BBUUC.org under Policies & Procedures areas of interest for committee chairs: I. RACI chart, V. Cash Management, VI. Non-cash contributions, VIII.

6 Review Finance P&P located in Members section of BBUUC.org under Policies & Procedures areas of interest for committee chairs: I. RACI chart, V. Cash Management, VI. Non-cash contributions, VIII. Accounts Payable and Reimbursements, XIII. Fundraising, Appendices H & K. Updated Reimbursement form for new fiscal year blanks are in office or on Wiggio. Also on Wiggio: a list of stores with tax exempt accounts for church purchases, a copy of the tax exempt certificate, Purchase Request form if you want to authorize a purchase. Tax Exempt numbers.docx All committee s are set up to access the Office Wiggio. If you don t know your password, reset it by entering your committee and clicking Forgot password? below the box. Have the individual financial reports ed out to you each month been useful? If yes, I ll set up reports for the new budget & fiscal year. Dates of events or meetings for Calendar Consideration (Indicate if request has/has not been submitted): None Items which need to go before the Board: None ************************************************************************************* Hospitality Committee Council Report Submitted by: Ken Weintraub Last Meeting: June 2015 Next Meeting: August 2015 Committee Notes: Successful volunteer dinner sponsored by the Board. Thanks to the many wonderful cooks! Expanded coffee hour to mark the milestones passed at the federal level. Thanks again to all the cooks and bakers. Items requiring discussion/input: N/A Dates of events/meetings for Calendar: N/A Items to the Board: N/A ************************************************************

7 Report Compiled by: Christine Jarman Date of last meeting: 6/28/15 Date of next meeting: TBS LRE Committee Council Report for July 14, 2015 Committee Notes: Committee has voted and passed a change of classroom divisions in children s RE. The new age splits for the classrooms in the new school year are:3.5yrs-k, 1st-3rd, 4th- 6th, 7-11th, 12th grade and any teens who decide to stay in will attend an after 15 minute service recap and discussion session. For the summer teens will be in the service 1st and 2nd Sundays and do a post service recap rather than RE. They will continue curricula 3rd&4th Sundays Popcorn Theology has been very poorly attended. Not sure if it's the day or the room, so we are moving it to Wednesday nights in the sanctuary. Blueberry picking went well despite a disastrous Ice cream making attempt. Items that require Council discussion or input: None Dates of events or meetings for Calendar Consideration (Indicate if request has/has not been submitted):none Items which need to go before the Board: None **************************************************************************************** Membership Committee Council Report for July 14, 2015 Report Compiled by: Pam Richards Date of last meeting: July 3 (work session Pam, Grace & Peg on Icon) Date of next meeting: TBD Committee Notes:

8 Visitors who signed Guest Registry cards (not all visitors do): 6/14 0 6/21 4 6/28 3 7/5 3 Distribution of the Membership Sunday Service report now includes Council & Board intent is to better acquaint church leadership with who our visitors are. Welcome Ambassadors are scheduled through mid-october. ~ 10 experienced individuals were selected to not only staff the Welcome Table but also intentionally focus on repeat visitors. Will schedule a team building gathering later this summer. Steve Settle and Nancy Murray-Settle (daughter Diana) resigned their membership 6/19/15, leaving 124 Members on our roster. Peg, Grace, and I completed a quarterly review of the status of everyone in Icon and archived individuals based on our knowledge of their inactivity. Note that when someone is moved to Archive, all contact info is retained but association with Groups is lost. Grace, Jack, and Pam taught Sessions I, II, and III respectively of the June Newcomers classes. 18 adults and some children attended. By mutual consent participants received class materials by to review in advance of each session. We made great use of a laptop connected to the TV to demonstrate where Members will find information on bbuuc.org; also reviewed July Journey online, focusing on the Treasurer s report (pledge bar chart), MSF speedometer, Finance box score, and recognition of those who have pledged. Pledge cards and Gifts of Self forms were distributed in Session III. As of July 5, 4 new households have already submitted pledge cards. 14 people (11 households) will be joining the church on July 12. They are: Stacy Asimos, James and Anunnaki (male) Bunce, Laurene Byers, Adam & Michelle Danisovszky, Kent & Portia Hunt, Viqui Hilliard, Rachel Hunt (formerly Barone), Marilyn Jones, Jenny Kobin, Carol-Anne Salladin, & Corinne Warren. Those who attended the classes but did not choose to become Members at this time are Rocco Carbone (moving to St. Augustine), Penny Perkins, and Allan & Katherine Espano. We are trying a different idea for the New Member ceremony instead of folders of information, we re making colorful gift bags for each household that will include a votive ( chalice ) and polished stone embellished with a heart (courtesy of Candace) representing the Light of Truth and the Warmth of Love; the Covenant of Right Relations printed on cardstock; UU pocket guide; BBUUC decal; BBUUC pen. Fellowship after the service will include mimosas and expanded sweets & savories to celebrate Lynn Wadley has scheduled one MiniMixer for July 25 (Repass home) and is working on a second date & location soon thereafter to handle the large number of new members and still have room to mix with other Members.

9 Lynn is also making great progress taking updated photos of Members for our Church Directory. Options / pros/ cons for the new Church Directory along with comments from Peg & Scott have been forwarded to Eileen and are pending Board discussion. In response to John Sheffield s suggestion to celebrate the Supreme Court ruling on gay marriage, we arranged for Jo and Sarah Nieschalk s presentation of their Coming Out Monologue after the worship service July 5. It was well attended with positive feedback. We re planning a Square Dance & Chili Cook-off for Friday evening Oct. 16 suitable for families, friends, singles, couples, young, old everyone can have fun! Caller is booked ($125); tickets will be sold ahead of time. Price will be low (~$7pp?). Volunteers to bring chili etc. Other details TBD. Two people - Brendan Papp and Lacey Goodwin - inquired about a group for young adults. Items that require Council discussion or input: Does Council want to discuss or provide input to the Board on the Church Directory? Dates of events or meetings for Calendar Consideration (Indicate if request has/has not been submitted): Newcomers Classes Sundays September 13, 20, 27 ; noon 2pm (scheduled need Olympia Brown room for TV) New Member ceremony October 11 worship service (scheduled) Square Dance & Chili Cook-off Friday evening October 16 (scheduled) Items which need to go before the Board: Church Directory ******************************************************************************** Program Committee Report Met June 23, 2015 Next Mtg. July 20, 2015 Prepared by Kris Kines

10 I Reviewed attendance of current groups and classes CUUPS, REL TXT & others II Upcoming Events/classes/fundraisers discussed. Popcorn, GA, conflict resolved III New Requests/Revisit requests RE Fall schedule tabled until next mtg. per Dani Zentangle, coffee house, Bridge. Anniv. Dinner. Trunk or Treat. Snowball Sleepover all calendared. IV Other scheduling issues- Worship sched.sent to David for requested changes, see below. Worship Committee: Please move the next meeting, currently scheduled for 7/21, to 7/7. subsequent quarterly meetings on 10/6/15 and 1/5/16. Worship Team: 3rd Tuesdays alternating with 3rd Sundays. Tuesday meetings will be at the same time as Finance, but right now none of the team is on the finance committee. Tuesday 7pm Sunday Tuesday 7pm Sunday 1230 Tuesday 7pm Sunday *******************************************************************

11 PR and Communications Report Compiled by: Scott Cromar & Jillian Christiansen Date of Last Meeting: 7 July 2015 (phone conf bridge x279817) Date of Next Meeting: 4 August 2015 Committee Notes: August draft Journey online: GA streamed workshops and online delegate report Items that Require Council Discussion or Input: PR and Social action proposal to hang a Black Lives Matter sign or banner on church property. See Would like to reserve space Sunday July 19 at 9:15am in Olympia Brown room for group showing of Cornel West s Ware Lecture, GA streamed workshops and online delegate report. Please review draft Journey for announcements from your organization; send corrections to publishing@bbuuc.org prior to the deadline on the 21 st. Outreach activities: o Pagan Pride: CUUPS: Scott spoke with Meghan wrt coordination. Sep 13. o River City Pride: John G coordinating, possibly with UUCJ. Oct 3, 4. o Orange Park Harvest Festival: Oct 17, 18. BBUUC spot reserved. Items that Need to go Before the Board: PR and Social action proposal to hang a Black Lives Matter sign or banner on church property. See *********************************************************************************** Social Action Committee Council Report for July 14, 2015 (expanded) Report Compiled by: Ken Christiansen Date of last meeting: 6/7/15 Date of next meeting: TBA

12 Response to Church Burnings during the past three weeks The Social Action chair responded to a request to research possible ways BBUUC could constructively respond to recent burnings of black churches. Contacts were made with the staff of UU Justice Florida, the UU Southern Region, and the Standing On the Side of Love Campaign. As a result, there have already been several individual donations from BBUUC members to the interfaith Rebuild the Churches campaign ( And there a special collection for this fund is in the works. ICARE Investment Campaign As of July 1, individual BBUUC ICARE Justice Ministry Network members contributed $1,210 in cash and an additional $210 in pledges for a total of $1,420 to the 2015 ICARE Investment Campaign. We have set a goal of $2,500. Additional donations are coming in. The campaign will most likely be broadened beyond ICARE Network Members later this year. BBUUC New Member Class Two handouts were prepared for the most recent New Member Class. One describes the range of Social Action focused opportunities for volunteerism at BBUUC. The other describes ways BBUUC members can participate in the Interfaith Coalition for Action, Reconciliation and Empowerment (ICARE). Both will be forwarded along with this report. Items that require Council discussion or input: none Items which need to go before the Board: none ***************************************************************************** WCM Council Report Submitted by: John Giordano Last Meeting: June 2015

13 Next Meeting: August 2015 Committee Notes: Beginning the registration process for the River City Pride Fest Weekend, October 3 and 4, Coordinating with UUCJ - possibly doing a float together. Working on gathering the individuals to begin to put together a monthly concert at BBUUC. Thought of calling us The Bridge. Items requiring discussion/input: None Dates of events/meetings for Calendar: None Items to the Board: None *************************************************************************** Worship Committee Council Report for July, 2015 Report Compiled by: Jennifer Stokes Date of last meeting: 7/7/15 Date of next meeting: 10/6/15 Committee Notes: Committee continues to schedule speakers, leaders, associates, and musicians. See list on p. 2. Worship Leader/Associate training resumes on July 21 st, with monthly sessions alternating between Tuesdays at 7 pm and Sundays at 12:30 A portion of the committee with sit down with Rev. Jack to create the liturgical calendar, tentative meeting date: 7/16. Items that require Council discussion or input: None Dates of events or meetings for Calendar Consideration (Indicate if request has/has not been submitted): None

14 Items which need to go before the Board: None Date Speaker Title Leader/Associate J&C Reader Special Music Multi Gen. Accompanist July 7/5/2015 Dr. Gary Smart What's American About American Music? Jennifer Stokes Jennifer Stokes Dillon Duggan, piano Gary Smart 7/12/2015 Rev. Jack Manny Andrade Jack Gary Smart 7/19/2015 Renee Zenaida Humanism And You (Our Sources Series) Jeremy Ritzmann Joann Carollo Ellen Miceli 7/26/2015 Rev. Jack Ron Rothberg Jack Sydney Crisp, Meditation Eileen Morrison August 8/2/2015 Rev. Liz Teal Earth-Centered Wisdom And You (Our Sources Series) David Austin Kris Kines Eileen Morrison 8/9/2015 Rev. Jack Kris Kines Jack Gary Smart 8/16/2015 Rabbi Joshua Lief (High Holy Days topic) Jeremy Ritzmann Joann Carollo Marilyn Smart 8/23/2015 Rev. Jack Jillian Christiansen Jack Gary Smart 8/30/2015 Dr. Jenny Stuber (sex, race & class topic) Jennifer Stokes Ellen Miceli September

15 9/6/2015 Dr. Judi Herring (gender identity topic) Vanessa Birchell Kris Kines 9/13/2015 Rev. Jack Ron Rothberg Jack 9/20/2015 Bethany Crawley Meditation Made Easy Linda Mowers 9/27/2015 Rev. Jack Joann Carollo Jack

JOB DESCRIPTIONS. Senior Pastor. Associate Pastor. Student Ministries Director. Music Ministries Director. Children s Ministries Director

JOB DESCRIPTIONS. Senior Pastor. Associate Pastor. Student Ministries Director. Music Ministries Director. Children s Ministries Director JOB DESCRIPTIONS Senior Pastor Associate Pastor Student Ministries Director Music Ministries Director Children s Ministries Director Family Life Ministries Director Christian Education Ministries Director