Council Chairs - 2011- August 8
Council Chairs
Minutes
August 8, 2011
Opening Reading: Covenant of the TJMC Council Chairs was read together.
As we do the Council’s work, we covenant
To promote spiritual growth, social justice, and life-long religious education and understanding,
To foster an open and free community in which we share our gifts, care for one another and honor our differences,
To respectfully utilize the procedures and policies of the church to do our work and to encourage the groups with which
we work to do the same.
To explore, consider, and propose changes to the procedures and policies of the church when we find that they impede our
work, and to encourage the groups with which we work to do the same.
As we work together, we covenant
To encourage individual pursuit of excellence
To communicate directly and respectfully
To be realistic in our expectations for ourselves and each other
To express sincere appreciation for the efforts of others
To come to meetings on time and prepared for work
To be mindful of the time allotted for discussion
To encourage those with whom we work to do the same.
We further covenant to forgive ourselves when we fall short and to call ourselves back to task when we stray from this covenant.
Adopted 10/12/09
Attendance: Sean McCutcheon (Admin), Betty Warner (Community Life), Kip Newland (Social
Action), Bob Kiefer (sitting in for Worship this meeting only)
Pat Millman (Lifespan Faith Development) was missed.
Welcome: Introductions and Check-in – Personal and Council
Business:
1. Council Chairs Covenant – No additions or changes were suggested. The current Covenant shall stand, as read.
2. Job Description for Council Chairs – A copy of Policy I.C.2 was given to each chair. Most had reviewed this document last spring when it was drafted and approved.
3. VP Job Description – Policy I.B.1.d was distributed.
It was agreed by all that, because this group and each council has already approved the use of the internet for virtual meetings, we will meet only when needed. (Councils will do the same.)
Because the council chairs present tonight were approved in the spring, it was decided that the VP need not attend the first meeting of each council for that purpose. If a new nomination is needed, it was agreed that the Board Liaison for any given council could assure the approval process.
Jean reassured her availability to all, even if not attending all meetings. Will attend if asked.
Jean committed to read all council minutes and stay in touch with the council chairs about issues which may need Board of Trustee feedback or approval.
4. Meeting schedule for the year: Distributed to all. No corrections or additions noted.
5. Minutes – Discussion was not extended.
a. All councils and committees are to write minutes. Groups are exempt.
b. Minutes may be approved electronically by a majority of the respondents.
c. Approved council minutes are to be sent to Jean and posted on the TJMC website.
d. Approved committee minutes are to be sent to the Council Chair, who will screen
for content and decisions which may need input, understanding, or approval from the
Council Chairs and the Board.
6. Council Covenant – Each council was asked to review and renew commitment to the council’s current covenant at first the meeting.
7. Bylaws and Policy Manual – Both are currently posted on TJMC website.
a. It was noted that the newly consolidated TJMC Policy Manual is still “under construction” and needs further input for improvement. Everyone was asked to again review the sections related to their functions.
b. Policy I.A.2.b (“Procedures for Amendment to the TJMC Policy Manual”) was distributed to all chairs. Jean stressed that she will not continue to re-format requests for policy changes this year. She thanked all who followed the procedures last spring.
8. Budget – Each Council Chair is to oversee and approve all expenditures of committees/groups.
a. Each council chair seemed aware for his/her budget and related responsibilities.
b. Anyone needing a copy of the final budget should ask Jean.
c. Bob (as acting controller) verified that everyone understands about the voucher system.
Council chair signatures and receipts are required for all reimbursements.
9. Committee and Group Leadership for each Council – Council chairs received a copy of last year’s list of committee and group chairs and their contact information. These lists are to be updated and the hard copy returned to Jean as soon as possible; and no later than September 5th.
Side note: We might need to also ask for participation lists for each committee/group later on.
10. Board Liaisons for 2011-12 PY — Role responsibilities (and privileges) were discussed and clearly defined. Project leadership and voting rights are NOT included.
Note: The Board will assign a Worship Council liaison at their next meeting on Monday, 8/15.
11. Monthly Bulletin Articles – The chairs signed up for (or were assigned) responsibility for writing one or two articles for the Monthly Bulletin. Articles will appear each month from October through June and will highlight the news and successes of the individual councils.
12. Readings and Snacks – The group decided to forgo snacks this year. Chairs signed up for (or were assigned) responsibility for Opening and Closing Readings for each scheduled meeting.
13. Each council is encouraged to schedule their own Activity Fair some Sunday this fall. Dates of availability should be checked on the Master Calendar in the office and reserved with Carole Black. Tables should be reserved by signing up on the Community Life bulletin board in the main hallway.
Announcements:
1. Betty encouraged EVERYONE to come to the all-church in-gathering on Saturday, Sept. 10th. This event is intended for everyone, not just current leadership. Betty asked each council chair to invite all their committees and groups. (((Council chair sends a message to each committee/group chair, who then sends the message to each member/participant.)))
2. Kip told everyone that there will be a special UUSC collection the first Sunday in September for the refugees in Somalia.
Housekeeping: Next scheduled meeting is October 10 at 7:00 in Social Hall.
Closing Words:
If you are proud of this church, become its advocate.
If you are concerned for its future, share its message.
If its values resonate deep within you, give it a measure of your devotion.
This church cannot survive without your fait, you confidence, your enthusiasm.
Its destiny, the larger hope, rests in your hands.
Michael Schuler