Council Chairs-2011-April 4
Council Chairs — Minutes
April 4, 2011
Present: Betty Warner, Greta Dershimer, Jean Shepard, Pat Millman, Sean McCutcheon
Bob Kiefer was missed. Guest: Ann Rebera
Opening Reading: Greta Snacks: Pat
Check-in: Council and/or personal news
I. Old Business:
A. Question from Board to Admin Council — Will there be any further discussion/consideration about the use of TJMC by the C’ville women’s Choir?
Sean reported that the Council stands by its original decision and has no further recommendations. Policy supports this decision.
B. Question from Board to Admin Council – What is the outcome of the discussion about an extra credit card for large TJMC expenses such as buildings, etc?
Sean reported that he thinks the conversation is still open and that currently the council waits for recommendations from the Finance Committee.
C. Sean will check with Carole Black to see if the Lock Box code and keys to the office been sorted out and implemented yet.
D. Betty will assure that the Council Chairs all have Chip’s instructions about posting minutes on the website. Some have received them; but not everyone.
E: Betty reports that no problems have come to her attention related to the new procedure for reserving tables in the Social Hall on Sundays.
F: Jean expressed thanks to Carole Black for posting the Master Calendar for next program year on the church website. Council Chairs were thanked for helping to herd their committees and groups through this process. Everyone is asked to please check the website for calendar accuracy.
G: The following documents were shared and group-edited in preparation for Board approval next week and then inclusion in the TJMC-UU Policy Manual:
1. Policy and procedures about the TJMC Food Pantry
2. Job description for the Council Chairs
3. Job Description for the Vice President of the Board of Trustees
II. New Business
A. Based on requests by a couple non-council-affiliated committees and task forces, Betty will ask the Communications Committee to rethink the assignment of bulletin board space in the main hallway for next program year. This assignment of responsibility is policy based.
B. Jean shared that the Board recognizes there has been some confusion about the current Building Use Terms. Before next program year a sub-group from the Board will be looking at policies to make the wording more universal to cover both outside-groups and in-house committees, task forces, and groups.
C. Betty shared a couple policy-change recommendations from the Membership Tracker.
The policies discussed deal with Procedures for Membership Count & Reporting and with Access to Member Contribution Data.
The Council Chairs responded with several recommendations and asked that further, amended recommendations come back to this group for consideration soon, so that the new policy changes can be approved to be part of the Board’s agenda in May.
If possible, it is hoped that any follow-up discussions can be held via email, in order to avoid an extra meeting.
III. Other Business
A. Thank you to the Admin Council and Leia for dealing with the rental agreement with Molly Michie Preschool last month.
B. Thanks this month to Greta and the Social Action Council for handling the applications for Social Action Collections for next program year.
C. Thanks in advance to Greta and Social Acton Council for handling applications from non-profit organizations for free meeting space use for next program year.
IV. Housekeeping
A. Sean will write an article about the Administrative Council for the May Monthly Bulletin.
B. Everyone was asked to please notify Jean of new council chairs and co-chairs as soon as determined.
Currently Sean, Betty, and Pat have confirmed that they will continue to chair their respective councils for one more year. Betty has invited Ann Rebera to co-chair with her next year. Greta is still seeking a strong co-chair or a new full-chair for the Social Action Council next program year. Bob Kiefer was not present and, thus, was unable to report about the Worship Council.
Jean asked everyone to please report electronically any additional news about council or committee leadership for next year.
Closing Reading: Greta
****Please accept a special thanks to everyone for the fabulous work this year. We have accomplished a lot and have had fun doing it together. J Jean