Diane s Retirement Transition The purpose of this document is to address the immediate need of ensuring a smooth (as possible) transition due to Diane s retirement. There are both short-term and long-term aspects of these transitions. Most of what is provided here is short-term focused. Longer-term aspects of planning will still need to occur, however, and will include analyzing pastoral and staff roles, revising job descriptions as needed, aligning the call agreement with job description, installing Rev. Nikki into the expanded role of Executive Minister, and onboarding clerical support staff member. Time Line of Diane Baker s Retirement June 2017: Diane Baker formally announced her retirement plans Jan Jun 2018: Diane created task list June 2018: o Mapped Diane s task list to people who will take over o Rev. Nikki has set with Diane to understand tasks o Clergy/Staff established annual summer coverage plan Next steps o Update credit card information on accounts o Update contact information on accounts o Celebrate Diane. June 30, 2018: Diane retires. Task List to Cover Diane Baker s Self-Identified Job Duties What follows is a task list created by Diane Baker. Next to each task, is the preliminary evaluation of what role will be responsible for that task. In the short-term, Rev. Nikki will be covering the Clerical and Executive Minister roles. However, assuming both roles is not a sustainable or permanent solution. Therefore, the next steps in this transition process involve engaging in longer-term solution planning (i.e., hiring of a clerical support staff). Please note: this is not a comprehensive job description for any role. Individual roles/committees listed have other job duties that are not listed here. This document was created to show that Diane s tasks have been accounted for and will be covered when she retires on June 30, 2018. 1. Xerox Copier: (Executive Minister) a. Toner replacement including recycling cartridges. b. Order copier replacement toner cartridges, staples, and drum replacements. c. Service/Maintenance issues.
2. Odd Building Items: a. After power outage, reset system to stop alarm from sounding. (all clergy and staff) b. After power outage, if battery backup doesn t recharge, purchase. (Executive Minister) c. Call sprinkler system company if fire suppression system pump on and cannot be accounted for by a change in temperature. (Executive Minister) 3. Sundays/Mondays: a. Emails to church office. (Executive Minister) b. Clean up Kitchen, Fellowship Hall, Sacristy and Sanctuary after Sunday. Kitchen including periodically cleaning out refrigerator (Fellowship Committee) Sanctuary o Friendship Registries (Deacons Committee) o Tissues in each row (Deacons Committee) o Remove communion cup (Deacons Committee) o General pick up and straighten pew pockets. (Deacons Committee) o Print additional pew supplies Chancel straightened o Choir Area (Minister of Music) o Piano Area (Minister of Music) o Pulpit Area (Senior Minister) Sacristy o Communion supply area (Deacons Committee) o Refrigerator (Clerical and others!!!!) o Worship Supplies (Worship Committee) c. Attendance Records Gather signup sheets (in pews and on table in Fellowship Hall) (Deacons Committee) Update Icon with Membership Attendance and any contact information changes (Clerical) Update Constant Contact with any contact information changes. (Clerical) Enter attendance totals in spreadsheet (Clerical) d. Guests Gather signup sheets (in pews and on table in Fellowship Hall) (Deacons Committee) Update Icon with Guest information (Clerical) Update Constant Contact with Guest information (Clerical) Send welcome letter. (Clerical) Send welcome email (Executive Minister currently handled by Associate Pastor) e. Worship participant reminder. (Senior Minister) 4. Tuesdays: a. Start bulletins and add information as received from other parties. (Clerical) b. Print copies for the Noontime Study which will be provided by Rev. Gage or the leader. (Senior Minister) c. Set up for the Noontime Study (at least 6 tables and 18 chairs) in Fellowship Hall. (Senior Minister) d. Attend Staff meeting and take minutes and share. (Executive Minister)
5. Wednesday a. Continue with bulletins as information received. (Clerical) 6. Thursday a. Proof read the bulletins. (Clerical) b. Print the bulletins. (Clerical) c. Stuff the bulletins. (Clerical) d. Upload bulletins to website. (Clerical) e. Create weekly update based on what clergy/staff decide to include in their weekly staff meeting and send. (Clerical) 7. Weekly a. Check the supply request located in the church kitchen (Clerical) and purchase needed supplies (Executive Minister). b. Replenish the green first time guest bags. (Welcoming Committee) c. Replenish supplies in the children s worship bags. (Christian Education Committee) d. Check bulletin boards and remove outdated items. (Clerical) 8. Monthly: a. Newsletter Reminder (Clerical) b. Monthly newsletter. (Clerical) c. Inventory bathroom and kitchen supplies (Clerical) and make required purchases through a variety of vendors (Executive Minister) d. Replenish supplies in the pew pockets. (Deacons Committee) e. Forward finance reports to clergy/staff. (Finance Committee - Bookkeeper) 9. Yearly/Seasonally: a. Worship Needs (note may ask Clerical to print items and Executive Minister to purchase items) General worship (Worship Committee) Ashes (Worship Committee) Lent (Worship Committee) Palm Sunday (Worship Committee) Easter (Worship Committee) Graduation Sunday (Youth Coordinator) All Saints Day (Executive Minister currently done by Associate Pastor) Advent (Worship Committee) Christmas Eve (Worship Committee) Christmas Pageant (Children s Education) b. Lifetime Learning Coordination and other Building Use Coordination (Executive Minister) c. OneLicence.com music entry (Music Minister) d. Review the insurance coverage and seek bids if needed for property and liability insurance for the church. (Property and Finance Committee with Executive Minister) e. Review the performance of the company who cleans the building and take bids if a decision is made to change providers. (Property Committee with Executive Minister and other s input) f. File the yearly denominational reports with both denominations. (Clerk Committee with Executive Minister and other s input)
g. Rearrange the mailboxes (Clerical) h. Complete annual worker s compensation insurance audit. (Finance Committee) i. Coordinate inspections of sprinkler system (every two years), fire suppression system (yearly), backflow prevention (yearly), and fire extinguishers/exit lights (yearly). (Property Committee with (Executive Minister) j. Congregational Meeting Prep (Secretary of the Council and Council) k. At the first of the year, update Constant Contact, Sugar Sync, the newsletter, Google contacts, etc. to reflect the change in officers. (Clerical) l. Print directory (Clerical) 10. As Needed: a. Purchase office supplies. (Executive Minister) b. Update the church Google calendar as information is received. (Executive Minister) (Clergy/Staff and Committees) c. Coordinate with contractors, or utility providers any necessary building repairs including emergency items such as power outages or water leaks. (Property Committee with Executive Minister) d. Communicate death announcements. (Senior Minister) e. Purchase stamps or mail items at the Post Office as needed. (Executive Minister) f. Make Birthday and Anniversary greeting postcards and mail. (Clerical) g. New Staff/Employment (Personnel and Finance Committee with (Executive Minister) h. UCC 101 Advertise in Bulletin and Newsletter (Clerical) Send out mail invitation (Clerical) Send out email invitation (Executive Minister currently done by Associate Pastor) Make packets (Clerical) Communicate RVSP s and if child care needed. (Clerical) Record in ICON (Clerical) i. New Member Sunday Send email communication about New Member Sunday (Executive Minister currently done by Associate Pastor) Create Membership certificates (Clerical) Gather gifts (Clerical) Record in ICON (Clerical) j. Other Special Events (baptisms and confirmation) Create Membership certificates (Clerical) Gather gifts (Clerical) Record in ICON (Clerical) k. Charge battery on Ring Doorbell. Change battery on original doorbell. (Executive Minister) l. Deliver Mission Center Items (Social Justice and Mission Committee) 11. Every 4 Years a. File a Form 802 (Council)
Summer Coverage Plans The purpose of this document is show summer coverage plans. Staff Meetings: Tuesdays from 10:30 11:30 where we will discuss weekly coverage needs. If you have an issue this summer, who to contact: June 10 th June 30 th Diane (diane@uccaustin.org; 512-218-8110) July 1 st July 5 th Nikki (nikki@uccaustin.org; 512-751-3557) July 6 th July 15 th John (john@uccaustin.org; 512-431-9111) July 16 th Aug 30 th Nikki (nikki@uccaustin.org; 512-751-3557) Who responsible for weekly email update and Sunday bulletin: Sunday, July 1 st Diane Sunday, July 8 th Nikki Sunday, July 15 th John Sunday, July 22 nd Nikki Sunday, July 29 th Nikki Sunday, August 5 th Nikki Sunday, August 12 th Nikki Sunday, August 19 th Nikki Sunday, August 26 th Nikki Who responsible for Monthly Newsletter: July No newsletter August Nikki Staff/Clergy Vacation: June 10 June 15 Meghan Reach Beyond Mission work June 15 June 29 Carl Vacation June 18 June 22 Ann at Choral Workshop June 23 June 28 Nikki working remotely July 1 July 6 Meghan on Mission Trip July 6 July 15 Nikki on Vacation July 7 July 8 John at wedding (*Anna preaching) July 15 July 20 Meghan Reach Beyond Mission work July 17 July 22 John TFAM Conference (*Carl preaching) July 29 Aug 9 Anna Vacation Aug 29 Sept 14 Carl Vacation
Time Line for Executive Minister Position The purpose of this document is to document timeline (past, present and future) of the newly created role of Executive Minister. April 17, 2018: April 29, 2018: May 6, 2018: June 6, 2018: June 10, 2018: June 20, 2018: Council voted to approve position of Executive Minister and present at congregational meeting. Letter presented to congregation laying out role of Executive Minster and requesting members to attend congregational meeting to approve the position of Executive Minister. Congregational Meeting to approve Executive Minister position which passed. Personnel Committee Subgroup tasks with developing job descriptions meet and laid out plan Follow-up Discussion with interested members of the congregation for update Personnel Committee Subgroup to meet and review draft of job descriptions. Next steps: o Complete job analysis and update job descriptions (est. end of July) o Update call agreement (est. mid- Aug) o Review if cash flow can support Rev. Nikki at 40 hours a week or maintain at 30 hours a week (Aug) o Review if cash flow can support hiring clerical support (Aug) o Rev. Nikki accepts call (est. mid- Aug) o Rev. Nikki begins role (est. Sept 1 st ) o If cash flow supports, begin search process for Clerical Support (est. Sept)