Council Chairs-2011-February 21
Minutes
Council Chairs February 21, 2011
7:00 Social Hall
Attendance: Betty, Bob, Greta, Jean, Pat, and Sean
Opening Reading: Bob (Snacks provided by Sean.)
I. New business:
A. Chip Bumgardner and Lynn Heath - Observations, successes, concerns, and suggested changes regarding TJMC’s use of electronic communications.
Outcomes: 1. Minutes for all councils will be posted on the TJMC-UU website in the “Members Area.” Chip will build the site’s framework/structure and Lynn will provide instructions so each chair can post that council’s minutes. Minutes will be posted from this year forward; older minutes need not be posted. Minutes can be posted in Word if easier than PDF. Minutes should reflect decisions and be sensitive to privacy issues.
2. CommonSpaces will be discontinued due to cost and poor user participation.
3. Archival considerations will be addressed at a later date.
B. Administrative Council’s decision not to approve room reservations for “outside
groups” seeking reduced rental fees.
Outcomes: 1. Sean and the Administrative Council feel that other policies allow for staff to accommodate these requests and do not want the responsibility.
2. The Admin Council will follow the “Policy and Procedure to Amend the TJMC-UU Policy Manual.” This covers both additions an deletions to policies.
3. Bob reminded all councils proposing changes in the policies to consider the TJMC-UU Mission when making decisions and recommendations.
C. The following council-sponsored actions were approved by the Board in February:
1. Social Action Council Policies on Free Use of TJMC-UU Meeting Space and the
related application
2. SAC 2011-12 Application for Social Action Collections
D. Thanks given to all councils, committees, and groups for responding quickly to the Finance Committee about budget requests for next program year.
E. The Board will be meeting soon in closed session to set priorities about staffing and budget. Council chairs were invited to send specific ideas and concerns to Jean within the next couple of days.
II. Old Business:
A. Planning for council leadership for next program year–
Outcomes: Pat and Betty will continue as chairs of their councils.
Bob, Greta, and Sean have expressed uncertainty about continuing.
B. Children’s RE Committee and the LFD Council requests that each Council assume responsibility for providing Sunday morning refreshments each quarter.
Outcome: All councils respectfully decline.
C. Procedures for TJMC-UU Food Pantry - Greta reported that the procedures were reviewed by the staff and approved by the Social Action Council. There was a question about where these new procedures should be kept, following approval.
Outcome: Jean will work with the Policy Committee to draft a general policy about the food pantry so the new procedures can be readily accessible in the TJMC-UU Policy Manual, as are most other church procedures.
D. Council Chair Job Description updates are due to Jean by the end of February.
E. As committee and group leadership within councils change for next year, Council Chairs are to notify Jean, who will notify Carole at the beginning of the new program year.
F. If committees or groups wish to change their status to inactive, resource only, or disbanded, Council Chairs are to notify Jean, who will notify Carole at the beginning of the new program year.
G. Master Calendar for 2011-12 PY — Requests from all councils, committees, and groups are due to let Carole Black and Jean before March 14th.
III. Housekeeping:
A. Upcoming Monthly Bulletin articles:
March (due 2/25) - Greta
April (due 3/15) - Bob
May (due 4/15) - Sean
B. Next meeting will be April 11th @ 7:00 in Social Hall.
1. Sally Taylor and Betty Warner will share Membership Tracking thoughts about policy and
procedures for our consideration and possible/probable recommendation to the Board.
2. Readings - Greta and Snacks - Pat
IV. Closing Reading: Bob