COORDINATING COUNCIL

COORDINATING COUNCIL
MINUTES
December 13, 2008

In attendance:  Marika Banyacski, John Clay, Bob Coleman, Leslie Gilbert, Judie Hansen, Betty Hosokawa, Marilyn Junkins, Nisco Junkins, Brian Lewis, Dick Loescher, Robbie McCosh, Elliot McIntire, Ken Ross, Judy Sawyer, Jake Walsh

1.  Opening Words.  Judy Sawyer shared both opening words and closing words.

2.  Brief introductions and committee reports.  Ken Ross mentioned his connections with Facilities Council, Coordinating Council, Centennial Celebration Committee, and the Accessibility Committee. 

Bob Coleman represented the Care Committee and also the Pastoral Team.  He indicated that publicity is still a challenge for the Care Committee.  He also stated that the need for background checks is still controversial.

Brian Lewis is sad that no one has volunteered to organize an auction this year.  See item 6 below for more on this.  Brian represented Adult RE, the Stewardship Group, and he serves on the Small Group Ministry team.

Dick Loescher chairs the Small Group Ministry Steering Committee.  He indicated that 70 people registered for SGMs this year and that there will be eight groups.  Nonviolent Communication is sponsoring three groups, and 28 people are attending NVC meetings twice monthly.  The Committee on Congregational Ministry meets monthly.

Marika Banyacski is new to the Council and represented the Youth and RE groups.  She circulated copies of Organizing Childcare for Your Meeting or Event:  New Procedures!

Judie Hansen reported that the BPOC (Building Projects Oversight Committee) is still working, but stalled in their work.  A couple of properties, that looked promising, have fallen through.  A Town Hall Meeting on the subject is planned for February 8, 2009.  Judie inquired about the true number of UUCE members; Marilyn Junkins explained that the process is a work in progress.  Judie is now the organizer of Thundereggs.  Some people have found Thundereggs an easy pleasant way to get acquainted with our church.  Between 5 and 15 people attend the meetings.

Judy Sawyer represented the Green Sanctuary group.  She was happy to report that the Board agreed to have the congregation vote on our certification application ???  The congregation will have the opportunity to vote on this on January 11, 2009, when there will also be a vote on bylaws.  Through Lane Transit District, in January the Green Sanctuary group will launch electronic "survey monkey."  This will make it possible for people to sign up for car-pooling (just on Sundays, at first).  There will also be a congregational survey to find out what we do to conserve resources.  This information will be used in support of the cerfification. 

Robbie McCosh updated the group on the work of the Stewardship Team.  Celebration Sunday will be earlier this year, on February 15 at the usual venue, Lane Community College.  Robbie mentioned the fine testimonial letter from the Trobergs, that just went out.

Nisco Junkins talked about social justice, especially the newly formed Human Rights group.  There were 16 people at their first meeting.  Their focus was on how to alleviate racial and sexual oppression.  Nisco is also our Interweave leader.  She hopes to attend a district interweave convention in California, on February 13-14.

Marilyn Junkins reported on the Membership Committee's numerous activities:  Robin Schantz-Mulford has taken over the usher scheduling and will be providing a training in early January. The next Newcomer Orientation sessions will take place in March/April. In previous years, they've offered only two sets of these series; this year, they bumped it up to three sets. They are in the process of determining our official membership count for the UUA (due Jan 31).  A task force from the Membership Committee and the Board of Trustees has been working over a year to clarify and simplify the membership sections of the UUCE bylaws and policies; the bylaw proposals will be offered to the congregation for approval at the January 11, 2009 Congregational meeting. Both the Board of trustees and the Membership Committee unanimously recommend passage.
 
Jake Walsh anchors the Worship Committee, which has now taken on the Advent Garden project.  Rev Steve Landale is encouraging more green goods and beeswax candles. 

John Clay is chair of the Archives Committee. 

Leslie Gilbert is chair of the Accessibility Committee.  She mentioned the committee's focus on hard-of-hearing (HOH) issues.  There was a well-attended HOH forum on the day before the election, November 3, 2008.  A follow-up forum on December 2 was canceled because of lack of attendance. 

3. Nominating/Leadership Development  Committee.  (Betty Hosokawa)  There will not be a leadership workshop at the January Council meeting, as previously announced, or at the February Council meeting, because they've run into problems finding presenters.  Thanks to Martha Osgood, leadership skill tips will be put on the church website.  Meanwhile, the Nominating Committee is moving ahead with their regular charge of filling vacancies on the Board, Building Projects Oversight Committee, and the Strategic Planning Committee.

4.  Future Status of the Council.  At our last meeting, we discussed a mission/charge for the Council, and Elliot McIntire was asked to edit it and circulate it to the Council; see at the end of these minutes.  It apparently had wide approval with minor further suggestions.  At the meeting, the Council enthusiastically formally approved this mission/charge, though there was some concern that this large UU group resisted further editing.  The mission/charge will now be taken to the Board. 

4a.  From Green Sanctuary Group.  This group requested permission to post reminder notices in church bathrooms, kitchen and RE rooms to conserve water and paper. The note reads:

WATER IS PRECIOUS
USE ONLY WHAT YOU NEED!
(MINIMIZE CHEMICALS IN RIVERS AND SAVE ENERGY!)
PAPER=TREES
USE MINDFULLY

The Council endorsed the idea, but a lot of advice was offered.  So, the final version of the note might be a little different than the one suggested above.

4b.  A suggestion box.  Bob Coleman raised the idea of a suggestion box, so that new members and others that aren't in the "inner circle" have a way to share ideas and ask questions.  Several ideas were shared, and it was realized that more thought is required and that Rev Steve should be consulted.  Bob, Nisco Junkins and Brian Lewis agreed to serve as a task force to follow up on this idea.

5.  Fund raising policy.  Elliot McIntire reported that the Board is close to approving new fund-raising policies and procedures.  Both the Council and the Board have provided substantial input.  The new policies should be more clear than in the past, and Elliot encouraged people to support them.

6.  Auction deficit.  There was considerable discussion about the fact that we don't have an auction scheduled this year.  The concern goes well beyond the fact that this year's church budget has a $10,000 auction income line.  There seemed to be general agreement with suggestions from the Board that there be a more limited auction focused on the fun part: the live auction.  Members can auction off dinners and other social events, while others offer lessons, yard work, or work around the house.  Advantages to this approach include:  No need to have numerous tables for the silent auction or to rent space off-site, and no need to approach local businesses for donations.  The biggest advantage would be that the event would be much easier to organize, which we hope will encourage some folks to organize an auction for later in the spring.  (It was noted that some offerings should be made attractive for families and newer members.)

Please note that the auction (in any form) will not take place unless a volunteer or two is willing to take on the responsibility for it within the next month or so.  Sue Craig, a couple of Board members and others have offered to help. 

7.  Committee Budgets for 2009-2010.  This was the major agenda item for this meeting.  Many committee chairs, or designees, submitted proposed budgets by December 10.  The meeting ended with a useful first discussion about the new budget process which is designed to get meaningful input to the Budget Committee early in the budget-making process.  By having Council members analyze the various groups' budgets, it should be possible to submit fair and compatible budgets to the Budget Committee.  Most of the January Council meeting will be devoted to completing this process.

7a.  Coordinating Council's own UU email list.  It was agreed that we need our own UU email list, rather than using uu-biz as in the past.  Ken Ross will arrange for this.  When it's in place, all on the list will be notified.  If you're on the list and don't want to be, or vice-versa, let Ken know.

8.  Opening Words.  The following volunteered:  For January, Jeff Jackson.  For February, Brian Lewis.  For March, Robbie McCosh.  Judie Hansen recommended worshipweb as a source for good opening words; here is the link:        http://www.uua.org/spirituallife/worshipweb/  There are also books in the church library with good ideas.

9.  Future Coordinating Council Meetings.  9:30-11:30 am on Saturday mornings:  January 17, February 14, March 14, April 11, May 9. 

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DRAFT MISSION/CHARGE FOR COORDINATING COUNCIL

Mission Statement
To facilitate communication between the many groups that make up our church community.

Charge
The Coordinating Council promotes communication and cooperation among the councils, committees, and affiliated groups of our congregation. It serves as the clearinghouse for scheduling major events; and it provides a regular forum for committees to report their activities, discuss and develop new ideas, address problems and issues that span the work of more than one committee, harmonize the church calendar, and recommend changes in the overall programs and policies of the Church. In so doing, the council helps keep the shared goals and common purpose of our many and diverse committees clearly in focus. The council may also consider policy or procedure changes as may be referred to it by the Board of Trustees.

While representatives from all committees and councils are welcome at meetings, those committees whose goals span the work of several others, such as Worship Associates, Membership and Social Justice are particularly encouraged to use the Coordinating Council as a forum for the discussion of issues affecting a broad spectrum of the congregation.

The council generally meets monthly during the church year and is chaired by the vice president of the Board of Trustees.

Ken Ross
ruthken@pacinfo.com

COORDINATING COUNCIL
MINUTES
November 15, 2008

In attendance: Jean Coberly, Candee Cole, Judie Hansen, Betty Hosokawa, Jeff Jackson, Brian Lewis, Dick Loescher, Robbie McCosh, Elliot McIntire, Mary Otten, Cindy Pitcairn, Marta Powers, Ken Ross, and Judy Sawyer.

1. Opening Words. Judie Hansen shared opening words.

2. Brief introductions and committee reports. Robbie McCosh represented Stewardship. She advised the group to save February 15 on their calendar; that will be Celebration Sunday.

Brian Lewis reported for the Adult Education Team. They expect to offer one or two classes in the winter; one or two may be led by the Rev. Landale. Mary Otten plans to lead a class on Islam.

Candee Cole, RE Director, mentioned many changes downstairs. RE assistant Emily Wornell had to step down. Her replacement, Marika Banyacski, is doing very well. Our childcare coordinator Regina Boker also had to step down; a search for a replacement is underway. As soon as a new contact for childcare is hired, Candee will let us know by email. Because they didn't have enough volunteers on Sunday, they had to break the classes into larger groups so that K-2 are in one class, and 3-5th in another. This helps the teaching teams become fully staffed. Candee also wishes to report to the Council at a later date regarding a conference on Multi-Generational Faith Communities that she attended over Halloween. There is a great list of ways to be more intentionally multi-generational; we are doing much of it right, but there are other ideas to consider.

Judy Sawyer reported that the Green Sanctuary (GS) Committee is working with the Board toward having our church become an official “Green Sanctuary Congregation.” They expect to bring this to the congregation at a congregational meeting on January 11. Judy mentioned that lots is going on, including a full GS film schedule and plans for a carpooling survey.

Cindy Pitcairn, our poetic representative, reported that the first issue of Thresholds, a magazine of poetry, will be out this month.

Mary Otten represented the Accessibility Committee. All congregants were invited to a special forum, held on November 3, where the focus was on concerns and needs of our hard-of-hearing members. Some portable sound equipment, which was borrowed from the UUA, was demonstrated at this forum. This equipment would allow enhanced sound at meetings in small rooms where the sanctuary’s big sound system can’t be used.

Judie Hansen reported that the BPOC (Building Project Oversight Committee) had little to report at this time, because the property search has stalled again. Judie mentioned two groups that she facilitates, the birders’ group and Thundereggs. She noted that some people have checked out UUCE by first going to some Thundereggs meetings.

Jean Coberly and Marta Powers attended the meeting as members of the Budget Committee and Financial Oversight Committee (FOC). Marta mentioned that we now have a credit card policy and that members of our staff have credit cards. FOC is looking into all of our financial policies. FOC needs more members.

Betty Hosokawa, chair of the Nominating Committee, noted that there is an opening on the Board. Also, the committee is concerned about leadership skills and plans to encourage leadership workshops. See item 6 of these minutes.

Dick Loescher reported about the Small Group Ministry program, nonviolent communication activities, and the Committee on Congregational Ministry. He noted that, with one more day to go for registration for the Small Group Ministry program this church year, the number of registrants is approximately 35 to 40, a smaller number than last year. He stated that this decrease is understandable because there are more opportunities for people to participate in small group sharing situations such as the Adult Religious Education programs and the three nonviolent communication practice-study groups that are meeting. Dick also mentioned that the Committee on Congregational Ministry continues to meet monthly.

Jeff Jackson, co-chair of SJUUCE (social justice committee), noted that social justice is going to be restructured based on recommendations from the Social Justice Empowerment Workshop. Jeff was pleased that about 100 attended the Workshop on November 7-8 and that the evaluations were generally very good. The topics that the group selected for future focus are "human rights" and "ethical eating." Project groups were formed to follow up on these issues; they will be having meetings open to all. Jeff circulated two handouts: a report on the Workshop and an SJUUCE community calendar. Jeff also mentioned the new cluster, SJAC = Social Justice Advisory Council. It will include two project groups leaders, representatives from the various social action task groups including Green Sanctuary and Interweave, a finance person, an outreach/promotion person, and representatives from RE and the Board. It will meet monthly to review projects and assist the various social action task groups, operating much like the Coordinating Council does for the church as a whole.

Elliot McIntire is Board vice-president and, as such, chairs the Coordinating Council. Elliot mentioned that the Board is very active as it figures out how to move us to a large-church model. Candee mentioned that the office administrator, Steve (Hutch) Hutchison, has hired Joyce Levesque as our regular Office Assistant.

Ken Ross mentioned that business has been slow at the Facilities Council (FC). He also reported the Centennial Celebration Committee (CCC) is making progress. Our centennial year, 2009, is only a few weeks away! Watch for centennial mugs for sale as well as the Centennial Pageant on January 25 which will be a joint production by RE and CCC.

Dick Loescher mentioned that the Small Group Ministry groups and other groups in the church, who are looking for service projects to do, might want to contact the Facilities Council, the Social Justice coordinating group, and the Religious Education Director to ask if they have projects that the groups could help with. It was again mentioned that the church would benefit by having a central clearing house for projects that need assistance, perhaps through the church office or a Volunteer Coordinator (a position needed now and hoped for in the future).

3. Events Committee. From Brian Lewis: My idea for the Events and Fundraising Coordinator (or committee ??) is to help connect interested people to ideas and the "how to" of getting involved in, or volunteering for, typical and new events that are either directly fundraisers or not. Long term my goal is to have a committee develop short descriptions of typical events and, on a yearly basis, who the volunteers were. In this way people will know who to turn to for help.

Brian indicated that he and Rev. Steve have somewhat different views about the mission of such a coordinator or committee. Rev. Steve is looking for a group that would plan and run events, but agrees that this vision might have to wait. Brian visualizes the charge to include coordinating events and jump-starting new events; he’s been working on an event for single mothers and also a camping event.

Brian’s vision had support, but it was pointed out that the job isn’t a one-person job, at least until we have a Volunteer Coordinator. Several people felt that groups that want events should be responsible for them, though all agreed it would be helpful to have a resource person who knows the processes and restrictions for events. It is especially hard for new people to know how things function in the church. It was also noted that fundraising events should be handled separately. Again calendaring was mentioned.

4. Committee Budgets for 2009-2010. The Budget committee is requesting estimates of budget needs for next year by the end of November. Jean Coberly and Marta Powers circulated simplified forms for members of the Coordinating Council to take back to their committees. The idea is to project what the committee would need to do the things they want to do, rather than a bare bones, "this is what we can get by with" budget. Marta Powers will use the input to draft a tentative budget which will be brought back to the Council for further analysis. Forms should be delivered to the chair and secretary of the Council, Elliot McIntire and Ken Ross.

5. Fund raising policy. Marta Powers circulated a revised version of the Board’s proposed fund raising policy. She also answered questions that Council members raised about earlier versions of the policy. (1) Why are we asked for the 501(3) status of other groups putting on events? Because, and this is from legal counsel, we are responsible as the “flow-through” organization. (2) Why 10% of net profit going to the church? Primarily to emphasize the church connection. (3) Why $75 charge for custodial work? Marta emphasized that this charge would only occur if the church had to pay extra for the custodian to set up. This is clear in the latest version that Marta circulated. Also, it was noted that the office administrator would be the person to determine whether the set up required extra fees, since he/she is the custodian’s supervisor. Members of the Council looked over and commented about the latest proposed policy, which now appears to be clearly written and address all concerns.

6. Nominating/Leadership Development Committee. Betty Hosokawa distributed a questionnaire to go back to committees soliciting areas of leadership development that committees would like to see workshops/training on. Also, Reverend Landale would like to have a on leadership development workshop at our January Coordinating Council meeting, which will lead into the Stewardship campaign. Our Webster, Martha Osgood, is enthusiastic about putting leadership materials on the website. Betty emphasized that leadership development is an ongoing project. Jeff Jackson reminded the group that there are usually leadership development workshops at PNWD meetings. The next PNWD meeting will be February 20-22.

7. Future Status of the Council. Recall our basic questions: What is its function? What authority should it have? Should it have a defined membership? What sorts of decisions should be delegated to it? At the last meeting a small task force (Elliot McIntire, Judie Hansen, Mary Otten, Ken Ross) agreed to look into how other churches use their Coordinating Council (Leadership Council). Elliot described how the task force collected information from several other UU churches; it also consulted the PNWD Executive Director, Janine Larsen. The general consensus is that we are on our own, that we should do what best fits our church. It was also noted that some other churches use their Council much as we do, including the Albany, New York UU. A copy of their mission/charge was circulated. The group liked it, but recommended a few changes. After the meeting, Elliot distributed a revision taking into account these recommendations.

8. Online Calendaring. Candee Cole announced that the office administrator, Hutch, plans to use Google to get calendaring online. This news was greeted with great enthusiasm.

9. Opening Words. The following volunteered: for December, Judy Sawyer. For January, Jeff Jackson. For February, Brian Lewis. For March, Robbie McCosh. Judie Hansen recommended worshipweb as a source for good opening words; here is the link: http://www.uua.org/spirituallife/worshipweb/ There are also books in the church library with good ideas.

10. Future Coordinating Council Meetings. 9:30-11:30 am on Saturday mornings: December 13 in room 5, January 17, February 14, March 14, April 11, May 9. NOTE the CHANGE of the date of the January meeting.

COORDINATING COUNCIL
MINUTES
October 11, 2008

In attendance:  John Clay, Bob Coleman, Judie Hansen, Pat Hendricks, Rev. Steve Landale, Dick Loescher, d maria, Elliot McIntire, Melanie Namkoong, Martha Osgood, Mary Otten, Amy Raven, Ken Ross

1.  Opening Words.  Amy Raven shared opening words.

2.  Brief introductions and committee reports.  Rev. Steve announced that we've hired a new office administrator, who will begin Tuesday, October 14.  His name is Steve Hutchinson, but he goes by "Hutch."  Steve was happy to point out that the Nominating Committee is expanding its mission to include leadership development issues.  This will include workshops.  This mission will presumably be passed on to a Volunteer Coordinator when we hire one.  The chair of the Nominating Committee, Betty Hosokawa, was unable to attend the Council meeting but reported in advance that the committee has no report.

Melanie Namkoong, chair of the Religious Education Committee, reported on the many activities of her committee.  John Clay represented the Archives Committee, of which he is chair.

Dick Loescher reported for four groups: NonViolent Communication, Small Group Ministry, Adult Programs, and the Committee on Congregational Ministry and Safety.  Dick mentioned that they want to drop "and Safety" from the name of the last committee, because safety can refer to physical safety or to safety in relationships.

maria represented Worship Associates.  There are now fourteen members of the Worship Team. There will be a Worship Training on 10/25, 8:30 to 3pm (lunch provided) for new and veteran Worship Associates.  The morning session will be led by Rev. Steve on "Worship," where we get our authority, and other related topics.  In the afternoon Jake Walsh and d. maria will give a nuts-and-bolts training for anchoring and planning practice.  maria also talked about the Advent Garden which, in the past, has been organized by Candee.  It is now being handled by pagan groups who are impressed with the work needed to successfully organize these events.

Mary Otten is secretary of the Accessibility Committee. She reported that the Board enthusiastically endorsed UUCE becoming a member of the American Association of People with Disabilities' f accessible congregations campaign.  Mary reminded the group about the Hard of Hearing Forum, which will be on Monday, November 3, at 7pm in the sanctuary.  The forum will focus on the needs of the hard-of-hearing and the deaf.  She also brought up the matter of who is responsible for the pamphlet rack, and after some discussion, it was decided that the Membership Committee should be contacted on that matter.  [First, Ken checked what if anything the Council has said about this in the past.  He didn't find anything.]

Bob Coleman reported on the newly re-constituted Care Committee.  He mentioned several issues, the most difficult being the issue of background checks.  This new requirement came as a surprise to recent volunteers who tend to be independent UU thinkers.  At this point, among 40 volunteers, 10 have submitted the needed paper for a background check (plus a $10 fee).  A second issue concerns how to deal with information; a policy is in the works.  A third issue is the best way to get the word out about this committee and what it can offer.

Pat Hendricks, chair of the Music Committee, reminded all about the upcoming Renaissance Concert.

Amy Raven, representing the Green Sanctuary Committee and the social justice group SJUUCE, focused on the empowerment workshop taking place on November 7-8.  She emphasized that everyone is invited and encouraged to participate, both in the workshop and in the preliminary survey.

Martha Osgood is our webster.  Judie Hansen represented BPOC (Building Project Oversight Committee).  Elliot McIntire reported that the Strategic Planning Committee will circulate another five-year plan soon.

Ken Ross mentioned that the Facilities Council continues its work, but had nothing special to announce.  As new co-chair of the Centennial Celebration Committee, he mentioned that centennial mugs will go on sale in time for the Holiday Season.  He also mentioned that there will be a Centennial Pageant in January, which will be a joint project with RE.  Finally, he reminded the group that the Archives Committee folks are creating a history that will be published, in some form, during the centennial.

3.  Carbon Footprints.  (Amy Raven)  An updated proposal on reducing carbon footprints from the Green Sanctuary (GS) was circulated.  GS is asking for an endorsement from Council.  There was considerable discussion.  Melanie Namkoong reminded us that there is also the idea of designating special times for meetings so that the resources, including child care, are used more efficiently.  maria pointed out the some of the suggestions run up against conflicting values.  In particular, sound is needed to make the meetings more accessible, but sound is only accessible in the sanctuary.  [This might change in the near future.]  Pat Hendricks emphasized that the proposals are suggestions, i.e., "things to consider."  After an amendment by John Clay to modify the wording of item 3 was accepted by the proposers, the endorsement was voted on.  It passed, with one negative vote.

4.  Fundraising Rules and Regulations. Elliot McIntire shared the Board's draft proposal for a Fundraising Policy.  Members of the Council still have concerns and questions, several of which were raised by maria.  To begin with, "fundraising" needs to be defined.  Sometimes "fundraising" is a non-integral part of an event. The last sentence refers to an additional $75 fee for large events, but "large events" isn't defined. Why do non-UUCE groups need to provide "proof of 501(c)(3) determination and tax ID number"?  Do annual events need to get approval every year?  Amy Raven shared questions and concerns from Audrey Maslin, treasurer of the Green Sanctuary Committee, that illustrate the above; see appendix.  Elliot will take the Council's concerns back to the Board.  He will also invite the Financial Oversight Committee to send a representative to our next meeting.

5.  Calendars.  UUCE calendars for October through May were circulated.

6. Update on Events Committee.  This is still being analyzed by Brian Lewis and Rev. Steve Landale.

6a.  Service Projects.  Dick Loescher asked the Council its collective opinion about the usefulness and possible logistics of having a list of projects that people or groups in the church would like help with so that groups (such as Small Group Ministry, youth groups, maybe others) who will be doing service projects can know what the expressed needs are to help the service groups in their decision about what service project they might like to do.  An example is help with a fundraising event.  Dick would like a mechanism so groups with needs can get them communicated to groups than might help.  Elliot McIntire indicated that this is an issue that can be clarified when our new office administrator, Hutch, is on board.  Eventually, this is another task for our future Volunteer Coordinator.

7.  Update on Clusters.  The Worship, Social Action and Financial clusters have been active. 

8.  Future Status of the Council.  Elliot McIntire led a continuing discussion on the Coordinating Council itself: What is its function?  What authority should it have?  Should it have a defined membership?  What sorts of decisions should be delegated to it?  Elliot reported that the Board, in essence, wants us to define ourselves, and then get Board approval.  The Board did suggest that we devote some meetings, perhaps alternate meetings, to special workshops devoted to topics that will help leaders chair their committees.

There seems general consensus, though perhaps not unanimous, that the Council needs to be more formal, both as to regards its mission and responsibilities and its membership.  Rev. Steve agrees:  the Board needs to let go of some of its traditional responsibilities.  The Council can help manage programs and solve related problems.  Anna Sontag, who couldn't attend the Council meeting, wrote:  I appreciate the idea of the Council handing committee matters, approvals, initiatives and forwarding their decisions for final approval to the Board. I appreciate the diverse membership (from all committees, hopefully) being strongly representative of multiple opinions and views.  That representation to me seems more appropriate than the Board to be making those decisions and crafting solutions, since it is closer to the committees it is considering.

Concerning formal membership, Ken Ross circulated a draft list of committees and other groups that probably should be "members."  This list was created by Ken, Elliot McIntire and Marilyn Junkins.  maria noted a couple of important committees on the list that haven't participated in Council meetings for some time.

Rev. Steve reminded us that we needn't "reinvent the wheel," that we should hold off making decisions until we find out how other Coordinating Councils fit in other churches.  Judie Hansen, Mary Otten, Elliot and Ken agreed to gather this information before the next meeting.  Steve did suggest that we coordinate calendaring for church years at our preceding June meetings; these meetings should include relevant staff members.  He also noted that get-togethers like these Council meetings can help maintain good morale and assure leaders that we are on the same team with the same overall mission.

Bob Coleman raised the question of how individuals, not in the church hierarchy, can get their concerns or ideas listened to.  It was agreed that this issue comes up every so often.

9.  Future Coordinating Council Meetings.  9:30-11:30 am on Saturday mornings: November 15, December 13, January 17, February 14, March 14, April 11, May 9.  The group agreed to the change, reflected above, from January 10 to January 17 because the RE Director, Candee Cole, needs to schedule an RE teacher training session on January 10; RE schedules are very tight.

10.  Opening Words.  Judie Hansen volunteered to share opening words at our November meeting.  Ken Ross encourages volunteers to cover the next few months.

11.  Check out.  Likes and wishes about the meeting were shared. 

APPENDIX:  Questions from Audrey Maslin, treasurer of the Green Sanctuary Committee.  Would we be charged the $75 custodial fee for setting up our monthly film?  Our film series is not primarily a fundraising event -- it's educational and part of our mission.  Donations we receive are incidental to our main purpose.  [But she has no problem having 10% of donations going to the General Fund.]  Can our schedule be submitted for approval once for the church year, so that we won't have to do it every month?  How would courses we offer be treated?  These are not fundraising events either; most or all of the registration fees are used for buying books for participants.

Ken Ross
ruthken@pacinfo.com

COORDINATING COUNCIL
MINUTES
September 20, 2008

In Attendance:  John Clay, Judie Hansen, Pat Hendricks, Betty Hosokawa, Jeff Jackson, Marilyn Junkins, Dick Loescher, d maria, Elliot McIntire, Marina McIntire, Cindy Pitcairn, Amy Raven, Ken Ross, Ruth Ross, and Anna Sontag

1.  Opening Words were provided by Elliot McIntire.

2.  Brief introductions and committee reports.  Betty Hosokawa reported as co-chair of the Nominating Committee.  She noted that this committee has been encouraged to include Leadership Development in their work.

Dick Loescher represented three committees.  As chair of the Small Group Ministry (SGM) steering committee he mentioned that the SGM program will resume in January 2009.  As NVC (nonviolent communication) organizer, he reminded the group about two upcoming NVC practice-study groups.  Dick also serves on the Committee on Congregational Ministry and Safety.  He indicated that this committee is considering changing its name to be Committee on Congregational Ministry.  Sandy Moses is the current chair.  Other committee members are Laura Adams, Judie Hansen, Dick Loescher, Gil Osgood, Fred Schultz, and Rev. Steve Landale.

Anna Sontag checked in as member of the new Adult Program Team; see item 4.  maria represented the Worship Associates.  Cindy Pitcairn mentioned that the Accessibility Committee will be seeking Board approval to enroll UUCE in the Accessible Congregations Campaign of the American Association of People with Disabilities. The Campaign has over 2000 churches participating, 25 of which are UU.  Cindy also mentioned that the poetry group is starting a new journal.

Marina McIntire represented the Third Sunday Offering group, which consists of Marina, Gretchen Miller and Marilyn Milne.  Marilyn replaces Rachel Cummings, who served a few years.

Judie Hansen described herself as an ex officio member of BPOC (Building Project Oversight Committee), because she has been taking minutes of their meetings and because she's a member of BPOC's Communications and Public Relations working group.

Amy Raven is co-chair, with Judy Sawyer, of the Green Sanctuary Committee.  She described Green Sanctuary's desire to facilitate carpools among church members and friends.  Green Sanctuary is considering doing a survey of the congregation to see how many people are interested in carpooling.  A tool called "Survey Monkey" was suggested, available on the web.

Pat Hendricks is chair of the Music Committee, and she mentioned a retreat that will take place in early October.  John Clay, chair of the Archives Committee, mentioned that the membership of this committee is stable and that it needs some new members.

Jeff Jackson reported on SJUUCE (our social justice committee).  Jeff mentioned that the film, "Uncounted," shown on Sunday, September 21, was co-sponsored with the Green Sanctuary Committee.  He also reminded the group about the Empowerment Workshop in November, on the 7th and 8th, and he emphasized that this is an all-church event.  He encouraged committee chairs to encourage their committee members to attend.

Ken Ross is communications coordinator of the Facilities Council.  He mentioned some of the ways they've been spending money.  Ken is also co-chair, with Joy Hainsworth, of the Centennial Celebration Committee.  He mentioned the new "subcommittee," that he's been calling the January Pageant Group.  The focus will be a pageant in January about the "Birth of the Church" that will involve many RE kids and some supporting adults.

Marilyn Junkins is chair of the Membership Committee, which is currently busy planning another four-week New Member Orientation that will begin on Tuesday, October 14.  The committee needs new members.  Marilyn is also a Worship Associate, and she is involved with Interweave.

3.  Carbon Footprints.  Pat Hendricks and Amy Raven circulated the Green Sanctuary's list of proposals on reducing carbon footprints.  The addition, "buy locally if possible," was suggested.  It was noted that "E-Footprint" in proposal 10 is ambiguous.  Regarding carpooling, it was noted that LTD has mapping software that will make it easy to identify congregants that live near each other.  Pat mentioned that she won't be attending many meetings, because the expense to travel from the south part of Cottage Grove is too great.

4.  Adult Program Team.  Anna Sontag circulated a draft of their mission and also a copy of the minutes for their last meeting, on September 11.  The Coordinating Council blessed the team and its mission.  Regarding the fees, it was emphasized that can be waived with no questions asked.  Anna and Marilyn Junkins had a conversation regarding the possibilities of this group working jointly with, and sharing resources, with the Membership Committee.

5.  Fundraising Rules and Regulations.  Elliot circulated the Board's draft proposal for a Fundraising Policy.  It was generally agreed that the document is confusing and needs rewriting.  This will be conveyed to the Board.

6.  Accessibility for All.  In planning congregational, committee and group events, you may wish to become aware of the checklist developed by the UUCE Accessibilities Committee. It can be found at UUCE GUIDELINES at  <http://www.uueugene.org/Access/guidelines.html>.  This was an information item.

7.  Procedures for Obtaining Childcare.  Copies of the new document, Organizing Childcare for Your Meeting or Event, were circulated.  Note especially the requirement that requests must be in at least two weeks prior to the events.  It was suggested that committees include "child care" on their agendas, so that this need won't be forgotten of overlooked.  Since child care is expensive, committees with members needing child care are urged to try to meet on Mondays or Wednesdays.

8. Update on Events Committee.  No discussion.

9.  Update on Clusters.  The Worship and Social Action clusters have been active.  Jeff Jackson noted that the Social Action cluster plans to do most of its business using its listserve.  Elliot announced that we now have a third cluster, a Financial Cluster which includes the Financial Oversight Committee and the Stewardship Group, among others.

10.  Future Status of the Council. Elliot McIntire led the discussion on the Coordinating Council (CC): What is its function?  What authority should it have?  Should it have a defined membership?  What sorts of decisions should be delegated to it?  It is expected that the Board will more precisely define its shape and duties, but this should be based on more information, much of  which should probably come from the Council itself. 

The discussion was free-wheeling, but useful.  Several people commented on what they liked about the current council:  We learn, verbally not just by reading print, what's going on in the church and how things work.  We have the opportunity to communicate with each other, so that CC can be viewed as a clearing house.  But not everyone was enthusiastic about how CC has been operating.

Others raised questions.  Where do committees get the authority to do what they do?  Should CC be authorized to manage committees (i.e., approve of charges and chairs), or should we stick with the current system which essentially amounts to blessing committee charges and chairs and then sending these recommendations to the Board for its consent agenda?

Finally, there were suggestions for changes in CC.  We need a more defined role.  With it, committees would be more motivated to have people attend CC meetings regularly.  We need a more well-defined stable membership, which will involve identifying committees that need to be represented.  Attendance by these committees' chairs, or designated substitutes, would be important.  With these "members" of CC identified, specific invitations to meetings could be sent out (using our own list) rather than the general invitations now on uu-biz.  There were no formal votes, but there seemed be general consensus for at least considering these possibilities.

For the convenience of readers of these minutes, relevant Board Policies are listed at the end.  Note that Leadership Council is still our official name in the Policies.

11.  Committee Charges/Missions.  Ken Ross circulated the  narrative portion of the 2005 organizational chart, which contains descriptions of most of the UUCE committees that were active at that time.  Some have been superceded; committee chairs will be invited to update the others.  

12.  Future Coordinating Council Meetings.  9:30-11:30 am on Saturday mornings:  October 11, November 15, December 13.  There was no objection to continuing, after the new year, with scheduling meetings on second Saturdays of the month.

**********************************************************

FROM 2005 NARRATIVE FOR ORGANIZATIONAL CHART

Leadership Council
The UUCE Leadership Council (LC) is made up of the chairpersons or their designees of all the church committees, as well as members of committees and groups that do not have a formal chairperson. Representatives of other church groups (i.e. Affinity Groups) are also welcome members of the LC whose meetings provide a forum for church-wide communication, collaboration, cooperation, coordinated calendaring of events, leadership development and selected problem solving.

RELEVANT BOARD POLICIES

FAC.3  The Facilities Council has the authority to approve essential work for the church. By "essential work" is meant work needed for safety or to maintain the integrity of the building and grounds. Non-essential work may include, but is not limited to, work that would improve the church aesthetics and work requests received by the Facilities Council from other groups in the church.
The Leadership Council has the authority to approve non-essential changes after all stakeholders have been consulted. Non-essential work should be prioritized jointly by the Facilities Council and the Leadership Council. Projects that cannot be done within the Facilities Council budget need to be taken to the Executive Committee. Projects approved by the Facilities Council and the Leadership Council, whose costs will exceed $500, should be taken to the Executive Committee for approval; the Executive Committee may take them to the Board for approval. (originally adopted by the Board on February 10, 2005)

LEAD 1. The Leadership Council is made up of the chairpersons or their designees of all the working groups in the church, including committees, affinity groups, etc. The meetings of the council are quarterly or as needed, and all church members interested in leadership process are welcome to attend. The meetings provide a forum for cross-program communication and collaboration, as well as for leadership development and selective problem solving.

LEAD.2  The Leadership Council shall have the authority to review changes in aesthetic elements or fixtures of the church suggested by committees or individuals. The Council may approve or deny the change, or it may choose to allow the congregation a comment period, or other process for approving or denying the change. The Leadership Council will work with the Facilities Council on non-essential changes to the building. As in FAC.3, costs exceeding $500 should be taken to the Executive Committee for approval; the Executive Committee may take them to the Board for approval. (adopted 6/08/06)

--
Ken Ross
ruthken@pacinfo.com

COORDINATING COUNCIL MINUTES
May 10, 2008

COORDINATING COUNCIL MINUTES
January 12, 2008

In attendance: John Clay, Candee Cole, Sue Craig, Kathy Dillon, Ann Fuller, Patti Hansen, Pat Hendricks, Sarah Hendrickson, Jeff Jackson, Rev. Steve Landale, Dick Loescher, maria, Martha Osgood, Mary Otten, Marta Powers, Amy Raven, Ken Ross, Ruth Ross

1. Opening words were shared by Sue Craig.

2. Introductions.

3. Committee reports. Patti Hansen reported on BPOC (Building Project Oversight Committee) and its five working groups: CPR (Communications and Public Relations); Shared Values; Finance; Property Search; and Capital Campaign. For descriptions of the committee and these working groups, see the website: http://www.uueugene.org/BldgProj/Progress.html. Patti indicated that BPOC is working again after some down time over the holidays.

Sue Craig reminded the group about the Service Auction on March 8. The people at the Presbyterian church where the auction will take place have been very helpful. Sue also mentioned that the Caring Committee will be meeting with Rev. Steve.

Jeff Jackson represents SJUUCE (Social Justice of UUCE). His good news is that the Board has approved scheduling a UUA-facilitated Social Justice Empowerment Workshop in the fall. Jeff circulated an overview of the workshop. Jeff also mentioned the SJUUCE Weekly UUpdate, which people can receive on email. Finally, Jeff mentioned the PNWD (Pacific Northwest District) meeting that will be in Tacoma in late February.

Dick Loescher announced that SGMs (Share Group Ministry) will begin meeting next week. Dick mentioned the NVC (Non-Violent Communication) workshop that will take place on February 2. He has circulated (to uu-biz, uu-share, and uu-chat) the idea of a NVC practice workshop that he would facilitate in the spring.

Candee Cole, Director of Religious Education, emphasized that Coming of Age mentors are still needed; these young people are amazing and folks are encouraged to sign up. Candee mentioned that she and Kim, Office Administrator, have created a job announcement for a new Office Assistant. Candee also mentioned that the Board has approved a “youth coordinator” to be hired until summer; at this point, there’s no commitment beyond June. She stressed that the youth programming is expanding rapidly so that this extra staff is essential.

maria briefly mentioned that the Worship Associates are converting to green candles in their effort to make the church more “green.”

Kathy Dillon reported on the status of the library. The cataloguing is nearly finished, and then the project goes to Kim. The library is close to opening and, at least for awhile, will be staffed after both Sunday services. Mary Otten asked whether the catalogue will be in electronic form; Kathy responded that she’ll look into that. The Kitchen Committee still needs a chair and other members. Kathy also mentioned that people favor using the library as a gallery, but a different committee is needed to manage that.

John Clay announced that the Centennial Celebration Committee is sponsoring an ice cream social next Saturday, 3:00-4:30. The purpose is to gather church-wide input regarding what people would like to see as part of our celebration, which will take place in 2009.

Amy Raven, representing the Green Sanctuary Committee, mentioned that the next film will be, “Who Killed the Electric Car?” She also mentioned a good challenging film, “What a Way to Go,” which will be shown April 5 in connection with a workshop on “Despair and Empowerment.” In determining how to make Rev. Steve’s installation more green, they’ve discovered “tater cups” that are available from a company in Bend.

Ruth Ross announced that the sound training next Saturday will be 10:30-12:30, with more time if needed.

Sarah Hendrickson reported on the recent meeting of the Board of Trustees, which continues to have very long agendas. A major item was the process of setting budget priorities. In particular, we need more paid staff for a church our size: an RE assistant, a choir assistant, a ministerial assistant, not to mention a volunteer coordinator.

Further comments: Kathy, again speaking for the Kitchen Committee, mentioned that someone has donated kitchenware that we can’t use. Sue Craig invited Kathy to pass it on to the boutique. maria and Rev. Steve reported that the Mexican restaurant in the 40th & Donald shopping center is very good with reasonable prices; it will go out of business if it doesn’t get more customers. maria suggested that attendees of both the “sound training” and the “ice cream social” next Saturday might gather at this restaurant between these events.

4. Council responsibilities. Here are key items from the minutes of the Council’s December meeting. Some potential clusters with possible groups (where your chair and secretary fleshed out and modified a bit):

SUNDAY SERVICES: Minister, Worship Associates, Worship Committee, Music Committee, Anchors, Ushers and Greeters (subgroup of the Membership Committee), Sound Technicians, Offering Counters, Coffee Volunteers, Folders of Orders of Service
MINISTERIAL: Pastoral Committee, Caring Committee, SGM, Accessibility Committee, Adult RE
MEMBERSHIP: Stewardship, Caring Committee, Volunteer coordinator/retention
BOARD: Finance (and budget?) Committee, Stewardship, Endowment and Planned Giving, Fundraising Committee, Facilities Council, Strategic Planning Committee, BPOC and other alphabetical committees
PROGRAM (with a better name): Music Committee, Adult RE, Interweave, Social Justice, Green Sanctuary, CUUPS
COMMUNICATION: Coordinating Council, Publications Committee, Newsletter Editor, Website Guru

Sarah Hendrickson mentioned that relevant information from Reverend Woods in Corvallis hasn’t arrived. As expected and desired, the rough clustering above led to numerous very good suggestions.

maria noted that the RE Committee needs to be included. Several people noted that some committees are listed in more than one potential cluster, which reflects that many committees have many connections with other groups. The Accessibility Committee and Kitchen Committee were two examples that were cited. It was noted that an important purpose of clusters is to be sure that people aren’t left out of key conversations.

Rev. Steve indicated that he’s pleased that we are discussing this topic. He noted that the SUNDAY SERVICES cluster would be most important to him, but it should be relabeled SUNDAY PROGRAMS and include RE. Steve was uncomfortable with the MINISTERIAL label because it’s misleading (might suggest that the minister does oversight), even though (as Kathy Dillon noted) ministering to each other is a big part of the church. Steve also suggesting merging MINISTERIAL into MEMBERSHIP. This alignment would make it more evident that MEMBERSHIP is concerned with members’ issues even after they are no longer new to the church.

Jeff Jackson mentioned that we may need a Social Justice Council, and this idea evolved into an OUTREACH cluster. Jeff shared a pictorial model with four clusters: Worship in the middle, with Social Justice, Caring and Religious Education surrounding it.

Rev. Steve mentioned several groups that together provide a lot of caring and support. Someone suggested that they be in an INTEREST GROUPS cluster. Here’s a second DRAFT of potential clusters, taking into account all these good suggestions.

SUNDAY PROGRAMS: Minister, Worship Associates (Committee?), RE Committee, Music Committee, Anchors, Ushers and Greeters (subgroup of the Membership Committee), Sound Technicians, Offering Counters, Coffee Volunteers, Folders of Orders of Service
MEMBERSHIP: Stewardship, Caring Committee, Volunteer coordinator/retention, Pastoral Associates (Committee?), Caring Committee, Small Group Ministry, Accessibility Committee, Adult RE
BOARD: Finance Committee?, Budget Committee, Financial Oversight Committee, Personnel Committee, Stewardship, Endowment and Planned Giving, Fundraising Committee, Facilities Council, Strategic Planning Committee, BPOC (Building Project Oversight Committee) and its subcommittees, Nominating Committee (really a committee of the congregation)
OUTREACH: Interweave, Social Justice, Green Sanctuary, Accessibility Committee, Denominational Affairs, Interfaith
INTEREST GROUPS: book groups, poetry group, Women’s Alliance, Men’s Groups, Singletarians, Sister Circles, Twenties & Thirties, UFO (Unitarialist Fun Organization), CUUPS. uu-share, uu-chat
COMMUNICATION: Coordinating Council, Publications Committee, Newsletter Editor, Website Guru

[Ken Ross here: And where would the Kitchen Committee, Archives Committee and Library Committee fit in? Maybe the COMMUNICATION cluster should be renamed the COMMUNICATION AND COORDINATION cluster and then include these. In response to the first draft of these minutes, Jeff Jackson responded that these groups “might more easily fall under the MEMBERSHIP cluster, which seems to be mainly focusing on the care, education, and feeding of members.”]

A Clusters Task Force to study this subject in depth, including ascertaining what other churches do, was created consisting of Ann Fuller, Pat Hendricks, Sarah Hendrickson, Rev. Steve Landale, and Ken Ross.

5. "On-site" versus "off-site" UUCE meetings. There has been a recent change in perception that off-site meetings are discouraged, but this sometimes conflicts with space availability. The general criterion is that, whenever possible, church events that are open to membership should be held at church or at an accessible off-site such as a home. This includes off-site events like all-church auctions. Mary Otten, co-chair of the Accessibility Committee, emphasized that they are not holding a club over the groups and that all they want and expect are good faith efforts. It was noted that available child-care is also an accessibility issue in this context. A checklist of issues would include accommodation for visually impaired, hearing impaired, and mobility-impaired (e.g., using a wheelchair). In particular, the restrooms need to be accessible for all. Sue Craig indicated that it would be helpful to have all the specifics available in one document, especially when dealing with off-site institutions. John Clay suggested that the evolving Events Committee could take on the task of collecting these materials.

6. Events Committee. Status report of what Brian Lewis and others have come up with. Since Brian was unable to attend, this item was deferred to the next meeting.

7. Opening the Sanctuary doors from the inside. The very nice new handles on the Sanctuary doors were installed by George Koris.

8. Budgeting and our committees. Our treasurer, Marta Powers, was blessed with enthusiastic applause. She indicated that committees’ budgets are due by the end of January. Jeff Jackson made a strong statement in support of funding for leadership training, participation at PNWD meetings. etc. Patti Hansen noted that part of the budget process this year will include a big meeting where everyone’s requests and needs will be discussed. Marta summarized how she categorized issues and priorities at the recent Board meeting: effect of capital campaign on pledges; staff increases; need for additional staff; facilities needs; and programs. John Clay raised an interesting question: How do we budget for something that is needed by, and will benefit, many groups in the church?

Marta noted that the Financial Oversight Committee and the Budget Committee need members. Not all members of these committees need to be experienced with finances and budgeting.

New Business

9. Young adults on committees. How can we encourage appropriate committees and councils to include young adults on their committees? This will be on the next agenda.

10. Dates of future meetings. February 9, March 8, April 12, May 10. The March 8 meeting will be in room 5.

11. Process check.

COORDINATING COUNCIL MINUTES
December 15, 2007

In attendance: John Clay, Sue Craig, Erik Fisher, Ann Fuller, David Gilmartin, Patti Hansen, Pat Hendricks, Sarah Hendrickson, Jeff Jackson, Marilyn Junkins, Brian Lewis, Dick Loescher, maria, Audrey Maslin, Robbie McCosh, Elliot McIntire, Ken Ross, Ruth Ross, Jack Stevens, Jake Walsh, Suzanne Whaley

1. Opening words were given by Sarah Hendrickson.

2. Those in attendance introduced themselves.

3. Committee reports.

John Clay, from the Centennial Committee, reminded the group about the ice cream and brainstorming social on Saturday, January 19, 3:00-4:30. The brainstorming is to help the committee determine the membership’s ideas of how to celebrate our centennial in 2009. Ruth Ross, sound guru, mentioned that there will be “sound training” that morning during some two-hour period between 9:00 and 2:00. Each committee is urged to have someone from the committee attend the training.

Erik Fisher, co-chair of the Green Sanctuary Committee, announced that Amy Raven will replace Eldon Haines as his co-chair. As a member of BPOC, Erik mentioned that their January town hall meeting has been deferred.

Elliot McIntire, who is on the Strategic Planning Committee, indicated that SPC is revising our 5-year plan. He encourages committee chairs to forward any ideas that they have for this.

maria, a member of the Nominating Committee, reminded the group that the committee needs recommendations for several positions on the Board and BPOC. Other members of the Nominating Committee are Rachel Cummings, George Koris, and Ruth Nelson. Ruth chairs the committee.

Dick Loescher, chair of the group organizing SGMs (Shared Group Ministries), reported that 94 people have signed up for SGMs that begin in January. That is about 1/4 of the church membership. Representing Non-violent Communication, Dick mentioned the workshop on February 2 and the need for volunteers.

Jake Walsh, leader of the Worship Associates, raised the issue of durable goods (use of glassware and dishes instead of paper and plastics) and how our transition (buying these durable items) is budgeted. It was suggested that the Green Sanctuary Committee include this expense in their next budget. On another topic, someone stated that the Welcoming Congregation Committee has been having a hard time finding a time and place to meet.

Marilyn Junkins mentioned that we are no longer listed as a Welcoming Congregation with the Oregon Community of Welcoming Congregations (CWC), and as such are no longer listed on their web site as a "Welcoming Congregation," because our annual membership dues have not be paid, resulting in a lapsed membership. The membership dues of $80 will be covered by the Worship Associates' budget this year, but this needs to budgeted elsewhere next year, perhaps on the Interweave budget. As chair of the Membership Committee, Marilyn mentioned that we have 22 new members. There is concern that 90 people haven't reaffirmed their membership (by signing a pledge card, as specified by our bylaws) this year; they are being contacted by phone by the Membership Committee about this delicate matter to confirm their preference so that we don't inadvertently drop folks who wish to be members.

Pat Hendricks, chair of the Music Committee, reported on the Renaissance Concert which took in $890, $400 of which went to the instrumentalists and the remaining $890 went to the church General Fund.

Jeff Jackson, co-chair of our social justice committee SJUUCE, told us about the new SJUUCE Weekly UUpdate available by email. It includes upcoming local social justice events and activities. Jean Coberly and Sandy Moses are working on this.

Sue Craig reported on the Caring Committee. The Reverend Landale is giving a workshop on caring and right relations on Sunday, January 13. Sue is pleased that there’s a good group of people interested in the work of the Caring Committee. Sue also reminded us about the Service Auction on Saturday, March 8.

Ann Fuller, chair of the late ad hoc Bulletin Board Committee, reported on who is responsible for what on the various bulletin boards around the church. The specifics will appear in the next newsletter.

4. Council responsibilities. Sarah Hendrickson focused on the idea of clusters of committees, first recommended by the Rev. Landale. Sarah drew Venn diagrams to suggest ideas for how the clusters might be sorted out. Here are some potential clusters with possible groups (where your secretary fleshed out and modified a bit):

SUNDAY SERVICES: Minister, Worship Associates, Worship Committee, Music Committee, Anchors, Ushers and Greeters (subgroup of the Membership Committee), Sound Technicians, Offering Counters, Coffee Volunteers, Folders of Orders of Service

MINISTERIAL: Pastoral Committee, Caring Committee, SGM, Accessibility Committee, Adult RE

MEMBERSHIP: Stewardship, Caring Committee, Volunteer coordinator/retention

BOARD: Finance (and budget?) Committee, Stewardship, Endowment and Planned Giving, Fundraising Committee, Facilities Council, Strategic Planning Committee, BPOC and other alphabetical committees

PROGRAM (with a better name): Music Committee, Adult RE, Interweave, Social Justice, Green Sanctuary, CUUPS

COMMUNICATION: Coordinating Council, Publications Committee, Newsletter Editor, Website Guru

There was considerable discussion of how to deal with cluster overlaps. Rev. Landale was evidently motivated to suggest clusters, because there are so many groups involved with each Sunday service and he has had trouble touching base with all the people involved. For the interim, it was suggested that there be a “ministerial” listserv, so that these people will be able to communicate directly with the minister and each other. There was discussion of "on-site" vs. "off-site" UUCE meetings. There has been a recent change in perception that off-site meetings are discouraged, but this sometimes conflicts with space availability. This might be a topic for further discussion and clarification.

5. Events Committee. The proposal was taken to the Executive Committee, but returned to us for more discussion re: What the exact charge of the committee should be, what it will really do and coordinate? They also wanted assurance that we know of people, beyond Brian Lewis, who would serve on this committee.

On the whitesheet, Sarah Hendrickson outlined issues: What? Who? Coordination? Work product: guidelines and procedures, early calendaring, contact procedures, space issues, people?

Brian Lewis had thought about these questions. Here are some of his thoughts: Charge: support individual events on a macro level -- training, past successes and needs, building Events Manuals, nurture new ideas. Early calendaring: Macro church year planning and coordinating, and some scheduling. Consult with the Board on events oversight, the use of people and other resources.

Brian visualizes a quarterly working group which would edit/create an Events Manual, revise postings of who one contacts for active and future event, monitor/offer assistance for ongoing events and fundraising. Current available resources for such a manual include the packet Kim has for non-UUCE folk who wish to have events at the church, and similar lists developed by Martha Osgood and CUUPS . Events would publicize the next quarter's major events and contact names. Publish newsletter insert with next quarter’s major events, contact people, and deadlines. This would help interested volunteers know who to contact to get involved and also for recruitment for future events, if needed. (There was audible enthusiasm for this last idea.)

6. Budgeting and our committees. Patti Hansen and maria gave a very useful half-hour training session about the new systems in place with a de-mystification of the "Budget Request" form which is not much different than last year except it is now only one page. All committee budget requests should be submitted by Jan 31. Marta Powers is available to answer questions. She is not as busy right now as she will be later in the winter!

New Business

7. Young adults on committees. How can we encourage committees and councils to include young adults on their committees? Marilyn Junkins mentioned that a third of new people attending the church appear to be under 30. It was suggested that we need a radical welcoming of new young adults. At some point, it was noted that Amber Alexander has had to resign from the Board. This illustrates the difficulties of getting and retaining young adults in the governance of the church. maria said that, if we are serious about recruiting young adults for the work of the church, we need to find out more about them and their lives. There are many barriers to their participation, child-care only being the biggest. Their lives can be filled with school (theirs and their children's), early bedtimes, childhood illness, work, relationships, etc. Let’s try to find out what these barriers are, and what can be done to remove them. (Possibilities are different meeting times, locations (open meetings need to be accessible to everyone, but closed meetings only need to meet the needs of members), length of time and frequency.) Then there is interest. Chris Nunes was facilitator of the Young Adult group, and it folded. Maybe he knows why.

8. Dates of future meetings. January 12, February 9, March 8, April 12, May 10.

9. Future good words: January 12 (Sue Craig), February 9 (Pat Hendricks), March 8 (Ann Fuller)

COORDINATING COUNCIL MINUTES
November 17, 2007

In attendance:  John Clay, Erik Fisher, Ann Fuller, Pat Hendricks, Sarah Hendrickson, Jeff Jackson, Nisco Junkins, Marilyn Junkins, Julia Knowles, Rev. Steve Landale, Dick Loescher, maria, Ruth Nelson, Cindy Pitcairn, Ken Ross, Ruth Ross

1-3.  Opening words, given by Sarah Hendrickson, were followed by introductions.

3.5.  Nisco Junkins made a presentation on radical welcoming based on incidents on Sunday mornings where people encounter more than one seat "already taken."  Several ideas are on the table, but Nisco focused on this idea:  Consider, when from the heart, offering a seat to a newcomer (or other stranger) even if you were originally holding it for someone special.

4.  Committee reports.

Ann Fuller reported that, among other things, Facilities Council folks have been working on new toilets (4 of 5 are now new) and flooring in some restrooms, and a new bulletin board and track lighting in the hallway between the Sanctuary and the restrooms.

Erik Fisher, representing Green Sanctuary, reminded us of the movie on global warming on Sunday, November 18.  Representing BPOC (Building Projects Oversight Committee), Erik mentioned that the Town Hall meeting summary will be out soon and that Karen Gaffney is their new chair.

Ruth Nelson emphasized that the Nominating Committee is overwhelmed with their ever-expanding set of responsibilities.  They need Board instructions for their extra assignments.  E.g., for additional people on BPOC, they need to know desired qualifications.

Dick Loescher's first hat was for the Small Group Ministry.  More than 100 forms have been distributed and 69 have been returned, so they expect 70-90 people to participate this year.  Dick mentioned that November 25 is the last day to sign up and that there will be a meeting for facilitators on December 1.  Switching hats, Dick indicated that COCMS (Committee on Congregational Ministry and Safety) serves as a support and sounding board for the minister.  COCMS is also receptive to feedback regarding minister/committee relationships.

Pat Hendricks, chair of the Music Committee, reminded the group about the Renaissance concert on December 8.  Income, after expenses paying some musicians, will go to the General Fund.

Cindy Pitcairn reported for the brand new Accessibility Committee.  She mentioned that information about the committee will be on the church webpage.  She mentioned that Ken Ross is their liaison to the Facilities Council. For future events away from our church, the committee plans to look into accessibility issues early on.

maria announced that the Worship Associates are looking for more "green candles."  She reminded us that FAB (Finance, Audit and Budget) is in limbo; see also item B below.  She also stated that more people are needed to count Sunday morning offerings.  It was noted that the new upfront treatment of offerings is a big improvement.

Ruth Ross indicated that the sound folks need to know what's needed at special events, such as Christmas Eve and Pageant Sunday.  More folks need training, but it's not possible to schedule a training before January.

Jeff Jackson announced that he and Gretchen Miller are the new co-chairs-elect of Social Justice.  Social Justice is now meeting monthly (17 people attended the last meeting) and has a new list serve SJUUCE (s-juice).  Jeff mentioned the ongoing process of rejuvenating our church's social justice effort, which still needs more folks involved.  Fortunately, UUA has lots of resources to help empower the whole church.  Social justice people were energized at the General Assembly in Portland.  Jeff mentioned the five types of social justice work:  service, education, witness, advocacy and organizing.  He mentioned that other church activities overlap theirs, e.g., the work of the Green Sanctuary group and our efforts with Food for Lane County.  Finally, he mentioned a CISCAP rally on Nov. 17th, that the Committee voted to sponsor a UUCE table at the annual NAACP banquet this winter, and that CALC is planning an event acknowledging the 40th anniversary of Martin Luther King's assassination, which SJUUCE voted to co-sponsor and help plan.

Nisco Junkins represented Interweave and mentioned the movie, "Wedding Wars."  Their movies are usually scheduled on the second Fridays of each month.  Nisco also generously supplied the caffiene-deprived members of the council with coffee!  Marilyn Junkins briefly thanked everyone at the "Getting to Know You" event.

The Reverend Landale mentioned that on February 17 (and another date TBA), listening groups would be formed to help us incorporate our values into our process of planning on buying/building a new church.  Rev Steve also reminded us of his high priority for getting a Pastoral Associates Program going.  This will consist of people who will have "spiritual listening ears" for congregants in need, though they won't be social workers or counselors.  Kathy Dillon, Norma Landy, and Bonnie Romane are assisting with getting this program going.  They expect to create a job description and have people apply to be in the Pastoral Associates Program.

John Clay, chair of Archives Committee, stressed that they need current materials and urged chairs to get reports, five-year plans, etc. to the committee.  The committee needs one or two more people to assist with keeping track of current material.  It would help if stories were developed around events, like Halloween, so that they won't be forgotten.  It was noted that the church needs an "official photographer."  John also mentioned that the Centennial Committee is planning a Brainstorming Ice Cream Social for Saturday, January 19, where congregants will be urged to share ideas for what we should do in 2008 in preparation for the big celebration during the church year 2009-2010.

Ken Ross read Sue Craig's report:  1)  Care Committee.  Moving forward with a meeting at 11:00 am on Friday, November 30, where we will try to come up with a slate of officers to present to the Board.  We will also try to firm up a process for future needs of the congregation, i.e., how to provide rides, calls, food, etc. for folks who have special  needs.  The meeting on the 30th is here at church, so it is accessible, and babysitting will be provided.   2)  The Service and Goods Auction Fundraiser will be held March 8th.  (Yes I know you will have this meeting on that date also.)  We changed from the 1st of March to accommodate Rev. Landale's schedule.  It will be held at the Westminster Presbyterian Church  on Coburg and Harlow.  Yes, this is the church where they have had trouble with parking lot break-ins.  So we will have that in our plans.  the church is accessible, we will have a sound system, there will be babysitting, and we will get the Auction items on line as well as the booklet, hopefully in a timely fashion so all may participate.

Sarah Hendrickson mentioned activities of the Board, including working on FAB issues.  People are needed who can work with the financial issues of the church.

Marina McIntire reported by email on behalf of the Community Offerings Committee.  They are still waiting to hear about the amounts we donated over the last three months.  They have met once with Steve, and the results of that meeting can be seen by reading the attached revised policy.  December's recipient will be First Place, and there will -- according to Candee -- be a mitten tree.

5.  Binder with governance information.  It has been suggested that this binder be placed in the Library.  Kathy Dillon wrote:  I think the Library could manage that. Perhaps if a special holder could be acquired so it stood up it could have a permanent place on the book shelves, with easy access.  It was agreed to make this change.  A sign will be put in the Social Hall indicating where the binder has been moved. 

A.  New bulletin board in hallway.  Ann Fuller agreed to monitor the bulletin boards in the coatrack area.  Items will be restricted to church-related announcements.  Non-church events can be announced if they are "sponsored" by a church group, such as Social Justice, Green Sanctuary, Interweave.  There also will be material concerning our process for buying/building a new church.  (Marilyn Junkins will discuss BPOC's needs with Ann Fuller.)

B. Budget process introduction and financial procedures update.  maria announced that, at the next Coordinating Council meeting on December 15, there would be another training session regarding our new financial procedures.  This will take place after 11:00 to accommodate those who might not need or be able to attend the full CC meeting. Each committee should be sure to have someone from the committee at our December meeting. 

New budget requests will be due early next year.  The forms will be similar to those used last year, though they will include a place for the program's "fair share" overhead.  A formula will be provided for our use.  There will be a big meeting in January for all with a stake in the church's finances.  Each committee should be sure to have someone from the committee at this meeting.  maria reminded the group that there are two binders (one by the phone in the kitchen and one in the office) with payment/reimbursement forms, explanations of the process, etc.  There are also deposit slips for accounts and accompanying envelopes.  After sealing the envelope, please initial across the seal.

6.  Manual for Committee Chairs.  Ken Ross indicated that the flow of useful input for updating the manual has been reduced to a trickle.  The group agreed to bless the current manual, though it was understood that it will need frequent updating.

7.  Council responsibilities.  Sarah Hendrickson stated that the status of committee structure, committee chairs, terms of members, etc. is still in flux.  This is part of the bigger question of what the council is and who are its members, though it's agreed that it includes chairs or representatives of program committees.  The idea of "clusters" of committees is taking hold in some churches, and our new minister believes that these are needed in a church our size.  One can easily imagine clusters perhaps like:  Committees of the Board (Finance, Endowment, Fund Raising, Stewardship, etc); Ministerial (Worship Associates, Ushers, Caring, Membership, Stewardship again?); etc.  The Board is working on these questions.  Council members are encouraged to think about where their committees would fit in a cluster structure.  Reverend Landale supports the idea of clusters, but stressed that it's more important to set them up well than to do so quickly.  He regards this as an informational item at this point, and he would be happy if the structure were in place by next fall.  Meanwhile, we should be looking at what other churches do.  It was suggested that we collect raw data and brainstorm on linkages at our next meeting.

7A.  maria raised concerns about church security, starting with the fact that the AV closet (behind the sanctuary) is often left unlocked.  Stakeholders for this closet are Music, Worship and Sound groups.  Sometimes people find the church apparently empty but not secure.  The Reverend Landale will raise these issues with staff.  It was suggested that all keyholders also should be contacted regarding security.

8.  Dates of future meetings:  December 15, January 12, February 9, March 8, April 12, May 10.

Ken Ross
ruthken@pacinfo.com

COORDINATING COUNCIL MINUTES
October 20, 2007

In attendance: Barb Berry, John Clay, Candee Cole, Sheila Cook, Sue Craig, Erik Fisher, David Gilmartin, Judie Hansen, Pat Hendrick, Sarah Hendrickson, Marilyn Junkins, Nisco Junkins, Reverend Steve Landale, Brian Lewis, maria, Robbie McCosh, Elliot McIntire, Ruth Nelson, Cindy Pitcairn, Bonnie Romane, Ken Ross, and Ruth Ross

1. Opening words were given by Sarah Hendrickson.
2. Good words were spoken by Ruth Ross. They were supplied by Ann Fuller.
3. Introductions.

4. Why we’re doing this church work? How do we integrate the First Principle of Unitarian Universalism, the worth and dignity of all, into our work with UUCE? The Reverend Steve Landale reminded us that the special focus for the church for this year is the First Principle. He indicated that RE is incorporating emphasis on the “worth and dignity of all people” into this year’s program.
Steve indicated things that committees can do to further the First Principle. This included taking time for a brief check in at the beginning of meetings and taking intentional time to discuss what’s meaningful to each person about the work in the committee and church. Steve noted that conflict can be viewed as an opportunity to grow. He also offered groups a mini-retreat with him, in place of a meeting and perhaps in conjunction with a potluck.

5. Committee reports. Candee Cole (Director of Religious Education) reminded everyone about the Coming of Age retreat which will be held the weekend of November 17. She asked that the Coordinating Council meet downstairs that morning. It was also noted that teachers are still needed for RE classes on Sunday.

Sue Craig mentioned the Neighbor Group luncheon on October 28, and that she is backing away from coordinating Neighbor Groups. She also mentioned that a real Caring Committee is being activated. This is different from Rev. Landale’s plans to train Pastoral Associates.

Barb Berry, who is on FAB (Finance, Audit and Budget Committee), stated that Jean Weick has resigned from FAB. That leaves three members: Barb, maria, and Marta Powers. A task force is being formed to analyze how finances should be handled at the church and how FAB fits into that picture. There are two binders, one on the kitchen counter and one in the office, with reimbursement forms and envelopes for cash deposits, supporting information about the process (including instructions for money requests and deposits), and a list of who is authorized to approved expenditures.

David Gilmartin mentioned that the Accessibility Committee has applied for Board approval. A core interest group has already held an open meeting. Cindy Pitcairn served as secretary of the group. maria mentioned that committees should avoid open meetings at homes that might be inaccessible to some attendees.

Pat Hendrick mentioned the Rennaissance Concert on December 8. This year they will be selling tickets ($5 each), though people won’t be turned away if the ticket would be a burden. In particular, people who volunteer to help with set up would be admitted without charge. Nisco Junkins said that we now have a nice box for Braille hymnals thanks to good work by Pat and by George Koris. She also mentioned that Interweave is alive and well.

Marilyn Junkins reported on the very well-attended Newcomers Sessions. Sheila Cook suggested separate coffee events for newcomers at people’s homes.

Ruth Ross reminded the group that each entity that plans meetings in the upstairs portion of the church should use the sound system. Each such entity needs someone who has had the basic training for using the sound system.

6. Manual for Committee Chairs. Ken Ross mentioned that he received very few changes from the last version circulated by email. However, two or three members of the council do have suggestions and will forward them to Ken. One item that is not addressed directly is: What is the process for creating a committee? Ken will work on integrating this information into the manual.

7. Annual Reports. Ken Ross stated this is just an information item. In the olden days, there used to be Annual Reports. Then there weren’t any for a few years, starting about 1998, but there have been Annual Reports every other year, since 2001. We need to do them again this spring. You’ll be hearing from Suzanne Whaley or Ken around March. The last three Annual Reports are on our website or in the office. The Reverend Landale indicated that these Annual Reports are important and should actually be annual, especially in these busy times of transition. For one thing, they provide more transparency regarding what is going in the church.

Candee noted that there is a 3-ring binder in the Social Hall that includes Board minutes, committee minutes, etc. Some of this information also is available on the church website. It was suggested that the binder is not easily discernible in the Social Hall, and placement there is not conducive to reading.

8. Committees. (Ken Ross) This agenda item is about Coordinating Council responsibilities for committees, but is related to the much bigger issue of what the responsibilities (the charge and mission) of the Coordinating Council are.

First, regarding committees Appendix A contains 2005-2006 Board actions regarding responsibilities for “managing” committees. What is our current official status? That’s in the appendix. Essentially, these Board Policies were an attempt to clarify responsibilities for optional non-essential physical church work where the ideas come from the Coordinating Council and the work and money come from the Facilities Council.

Second, some of us believe we have a growing role in the church, because we’re no longer a small church. We would like to codify this role in the church so that we know what we can and should do, and what if any roles are being outsourced to us by the Board. For example, at this point we can’t approve new committees or committee chairs, but as always, we can make recommendations to the Board.

Ken shared excerpts from an email from the UU Fellowship in Corvallis about its Program Council. See Appendix B for the full email. Several comments were made, including the following. Our membership does need to be more formal. Candee Cole noted that it is hard for RE to send the same person each month. She would like to see the council do more calendaring.

We need to know our status in the church. We need guidance from the Board, and we need to move slowly and intentionally. It was suggested that we need only meet every other month, but it appeared agreed that we need to meet monthly until we have established our status more clearly. The Reverend Landale said he’d like to see other “clusterings” have occasional meetings. For example, one could focus on Sunday services and would include Worship Associates, Ushers, Coffee Makers, Sound people, and RE. Another could focus on membership and might include the Membership Committee, Nominating Committee and Stewardship. Yet another could focus on the physical needs of the building and might include Facilities Council, Accessibility Committee, Kitchen Committee, and RE.

New Business

9. Volunteer coordination and database. Marilyn Junkins circulated two volunteer surveys, the current UUCE survey and the survey now used by the UU Fellowship in Corvallis. Marilyn made three points.
(1) We need to update the existing volunteer survey before October 30, the date of the Newcomers Potluck. Committee chairs are urged to look over the current UUCE survey and make additions or changes as needed.
(2) The Corvallis survey has some nice features. We want to eventually create a volunteer survey that includes some of these feature, as well as to include the RE survey.
(3) We need a volunteer database. Since the Membership Committee can’t take this on, we need a volunteer to work on the volunteer database. Candee pointed out that we already have several databases and that one of them (RE) can be used as a starting point, i.e., it can be expanded to include the new information rather than creating a new database from scratch. The office assistant, Sherry, can help insert data.

Marilyn reminded the group about her 10/19 email asking all committee chairs for help in identifying “friends” of the church. John Clay indicated that we need definitions of “members” and “friends.” Marilyn pointed out that this is a complicated question and that the Membership Committee is working on clarifying this, in the context of our current bylaws and Board Policies.

10. Another committee? A suggestion from Rev. Landale: “I think we could use an Events Committee (maybe Events/ Fundraising). A place to hold, support, schedule these sorts of things. It wouldn't have to meet monthly, but everything that happens needs a home -- some form of accountability and some hope of continuing a successful venture when the founding mother or father steps aside.” The Events Committee would be the home for planning and scheduling events. It would also be the home for events not now covered by other groups. Examples are auctions, holiday bazaars (which we used to have), abundance swaps, Thanksgiving and Christmas dinners, an all-church camp or retreat. Rev. Landale would like to see a focus on community building. Also, we need to have more fun. It was agreed that we recommend this committee to the Board; Sarah and Ken will write up a recommendation for the Board. Brian Lewis agreed to at least be listed as the interim chair.

Judie Hansen asked about who takes care of advertising external to the church. For example, the Jim Scott concert last week wasn’t widely advertised. It was suggested that we need a publicity committee, but Ken Ross pointed out that we have a Publications Committee on the books; all we need to do is reactivate it. Volunteers from our last meeting (Sarah Hendrickson, Martha Osgood, Ann Fuller and Cindy Pitcairn) will be reminded. See item 10 of the last set of minutes.

11. Abundance swap. Sheila Cook circulated a description of this fine idea. This swap would be like a holiday bazaar and would encourage recycling. An abundance swap is not difficult to organize, and Sheila indicated that she would be happy to do so. It was agreed that this was a great idea, but that it’s too late for this year. We’ll plan on it for next year (put on the Events Committee’s agenda).

12. Date of future meetings. Martha Osgood can’t attend mornings of third Saturdays; she is available the other Saturday mornings. After considerable discussion, it was decided that after January we will try to meet on the first Saturdays or else the second Saturdays, depending on where there are less conflicts. Also, recall that eventually we hope to meet every other month. Conflicts make the second Saturday of November impossible. So the schedule for the remainder of this year is: November 17 (in room 5), December 15 (unless, in November, we cancel this meeting), and January 12.

APPENDIX A: Board Policies about Coordinating Council (the late Leadership Council) and the Facilities Council

Here’s paragraph 2 of Board Policy FAC.3. The Leadership Council has the authority to approve non-essential changes after all stakeholders have been consulted. Non-essential work should be prioritized jointly by the Facilities Council and the Leadership Council. Projects that cannot be done within the Facilities Council budget need to be taken to the Executive Committee. Projects approved by the Facilities Council and the Leadership Council, whose costs will exceed $500, should be taken to the Executive Committee for approval; the Executive Committee may take them to the Board for approval. (originally adopted by the Board on February 10, 2005)
Also: LEAD.2 The Leadership Council shall have the authority to review changes in aesthetic elements or fixtures of the church suggested by committees or individuals. The Council may approve or deny the change, or it may choose to allow the congregation a comment period, or other process for approving or denying the change. The Leadership Council will work with the Facilities Council on non-essential changes to the building. As in FAC.3, costs exceeding $500 should be taken to the Executive Committee for approval; the Executive Committee may take them to the Board for approval. (adopted 6/08/06)


APPENDIX B: About the Program Council at UU Fellowship in Corvallis

1. Program Council members are nominated during the spring. Only the chair of the Council is approved by the congregation. Other members serve as they are able and willing. At one time, membership was committee chairs, but it was found that they are too busy with their own committees to be effective at Program Council duties. Members now come from throughout the congregation, mostly seasoned members with a few newcomers.

2. Duties include staying in touch with clusters of committees (membership, worship, outreach, social justice, religious explorations . . .) and reporting back to the Council on problems, advice requested, scheduling conflicts and gaps in committee membership. We are tackling a lack of participation in several key areas (building committee, children's RE support, some membership) right now. We did a volunteer interest survey this fall, and we have produced a committee pamphlet with a list of contacts. We have a regular booth during the social hour about volunteer opportunities.

3. Program Council decisions are not dependent on Board approval. However, we don't deal with financial issues, so our decisions stop short of implementing a new position, for example, that requires a financial commitment. We can recommend, but that's the Board's turf. Probably the best metaphor is that Program Council is the management side of administration while the Board is the policy and budget side.

COORDINATING COUNCIL MINUTES
September 22, 2007

In attendance: Laura Adams, John Clay, Jean Coberly, Sue Craig, Ann Fuller, Patti Hansen, Pat Hendricks, Sarah Hendrickson, Nisco Junkins, Dick Loescher, maria, Elliot McIntire, Martha Osgood, Mary Otten, Cindy Pitcairn, Ken Ross and Ruth Ross.

The meeting began with opening words and process discussion by Sarah Hendrickson. Then there were introductions.

4. Bulletin board issues. Ann Fuller circulated a report from the ad hoc Bulletin Board Committee. Following background, it concluded with seven concrete recommendations. 1. Move the five bins (Sound, Nominating, Strategic Planning, Interweave, Planned Giving and Endowment) to the wall above the coat rack. 2. Install one bin above the coat rack marked “General Use” into which sealed envelopes addressed to individual people and/or committees may be left. 3a. Ask some committees (Library, Kitchen, Archives, Ministry, UU Women) to decide for certain, by the January CC meeting whether a bin is needed or not. 3b. Ask the RE Committee to decide by the October CC meeting whether or not a bulletin board is needed on the exterior wall of the Nursery Classroom (or along the walkway). 4. Direct all committees who need a more secure drop box (for receipts, bills and/or checks) to use the drop box next to the church office door. 5. Remove all the plastic bins from the wall between the upstairs lavatories. Install a bulletin board to fit the whole space. This bulletin board will be for notices of church community events, peace, social justice and environmental information and events. 6. Install track lighting in ceiling between the coat rack and the lavatories. 7. Ask David Gilmartin to supply detailed “Franklin Library Bookstand” information from the Levinger catalog to the Library Committee for a decision on purchase and placement in the Library in front of the door to the Library porch.

Several of these items will be discussed by the Facilities Council (FC) with questions: Can we do the work? What do we expect the costs to be? Sue Craig and maria indicated that bins are needed for Fundraising and FAB (Finance, Audit and Budget). (Also BPOC, which was suggested later by Linda Anson.) Ken Ross expressed concern about the expenses, especially since the FC will have limited funds this year. It was suggested that a fundraiser could help finance some of the recommendations. It was stated that Board reports will be available in a 3-ring binder instead of being posted on a bulletin board. There was considerable discussion about management of the bulletin board, i.e., rules for posting and removing items. Jean Coberly volunteered to be responsible for removing outdated material from bulletin boards that are not already being managed.

5. Selected committee reports. Ken Ross reported, for Candee Cole, that the new “child care handbook” is almost done and will be available at our next meeting.

Patti Hansen gave an overview of the BPOC = Building Project Oversite Committee, which was created by the Strategic Planning Committee. Members of BOPC are Linda Anson, Dave Decou, Erik Fisher, Karen Gaffney, Patti Hansen, and George Carroll. Also, the Reverend Steve Landale is now part of the process. The work of the BPOC is currently being tackled by five subgroups: Shared Value Matrix Group, Property Financing Group, Property Search Group, Capital Campaign Group, and the CPR = Communications and Public Relations.

Jean Coberly, representing the Membership Committee, reported briefly on three of their many projects. They are looking for Greeters, and training will be available for them. Newcomer Orientation will be on the last four Tuesdays of October. CC members are encouraged to attend (and sign up), especially the last potluck meeting. Jean circulated handouts to help us help the committee determine who Friends of the Church are. They want to know whether they want to continue in this status and whether they want to be in the church directory.

Nisco Junkins mentioned that our Interweave group is the only one in Oregon, and that they have a certificate. Also, she described some of their activities.

Pat Hendricks, new chair of the Music Committee, mentioned the issue of access to our Braille hymnals and wondered if they couldn’t be stored in a filing cabinet in the music/sound closet, partly so that they will remain in good condition. It was noted that stakeholders for that area are Music and Sound, of course, and also Worship Associates and our minister. Pat also indicated that the committee needs help with clean up after they put on musical events. It was suggested that SGM (Small Group Ministries) be approached.

Sue Craig mentioned the good work of her Neighborhood Groups and stated that there will be an event at the end of October honoring the leaders. Sue also mentioned that the Service Auction is scheduled for Saturday, March 1. Mark your calendars!

Dick Loescher, who chairs the SGM Committee, indicated that Small Group Ministries will begin again in January. Information about the SGMs will be in the October newsletter.

6. Management of committees. Ken Ross, with Sarah Hendrickson’s blessing, indicated that he was sure the Board would like to outsource management of committees to the CC. This involves helping committees find chairs and then approve them, approve of charges of committees, etc. This will be on the Board agenda in October, when they will likely make it official. As practice and in anticipation, the CC enthusiastically approved the new Kitchen Committee co-chairs: Robin and Heather Schantz-Mulford. We also agreed that the Centennial Celebration Committee (CCC) should have full committee status rather than being a subcommittee of the Archives Committee. The chair, secretary, and treasurer of the CCC are Joy Hainsworth, Jeanette Ruel, and Barb Prentice. It was noted that CCC would be not be a standing committee, so it could be called a task force, say. The CC secretary, however, hopes CCC will be called a committee.

7. Sound training for someone on each committee. Ruth Ross explained that it would be desirable if every committee, that might meet in the sanctuary, designate someone to get basic sound training. This is different from the more elaborate training that Sunday “sound technicians” get.

8. Abundance swap. This item, from Sheila Cook, was deferred to the next agenda.

9. Manual for Committee Chairs. Ken Ross explained that this manual was designed to help committee chairs by gathering in one place a lot of information and guidance. Ken briefly described the contents of the manual. But it is out-of-date. To quote Elliot McIntire: “It looks to me like it is time for some revisions, both to this document, and perhaps to the bylaws (or Board Policies) as well. Committee names have changed, committees have disappeared, etc.” Ken described a process for getting them up-to-date. He will first go through the manual and make the obvious needed changes. Then he will circulate them to CC (uu-biz, actually) and encourage feedback before the next meeting. CC might decide to approve the manual in October or November, but of course a more complicated process is needed to update any Board Policies (or bylaws).

10. Other discussion. It was noted that, in general, agendas and minutes should be sent to Kim Harris, Church Administrator, and Suzanne Whaley, Board secretary, for the church records. Related articles for the newsletter, UUpdate, orders of service, plus Minutes and Agendas should be sent to Kim and Martha Osgood. The possible inconsistencies between what appears in the newsletter and UUpdate were discussed. It was decided that a group, acting as a Publications Committee, should look into this. Sarah Hendrickson, Martha Osgood, Ann Fuller and Cindy Pitcairn volunteered to be involved, and it was agreed that Kim and our newsletter editor, Susan Verner, should be included in their discussions.

Ken Ross
ruthken@pacinfo.com

COORDINATING COUNCIL MINUTES
August 18, 2007

In attendance: Laura Adams, John Clay, Sue Craig, Kathleen Dillon, Ruth Duemler, Erik Fisher, Ann Fuller, Sarah Hendrickson, Sheila Hood, Marilyn Junkins, Nisco Junkins, Rev. Stephen Landale, Dick Loescher, maria, Elliot McIntire, Marina McIntire, Melanie Namkoong, Ruth Nelson, Ken Ross, Ruth Ross, Jake Walsh, Jean Weick

1. Sarah Hendrickson gave the opening words.

2. Everyone introduced themselves and indicated which groups they represented. Laura Adams, of the Committee on Congregational Ministry, discussed the importance of right relations. She indicated that this time of transition is a good time to set the tone. This means we need to be intentional, to be mindful of how we do things together. Her committee is working toward a covenant for us. For the DRAFT, see appendix to these minutes. We need to pause and determine where we’ve been, where we are, and where we hope to go. Rev. Landale mentioned the importance of the individual groups having an understanding of where they “layer in” the church fabric.

The Rev. Landale spoke to the group. He thanked everyone for the hard work last year, a year with part-time ministers, some difficult issues, and a time for making major decisions. He invited us to use the beginning of a new ministry as an opportunity to re-examine how we’re doing things. Steve hopes to meet with all groups by the end of October. He would like the meetings to have a limited agenda. He hopes to clarify expectations between the groups and himself.

Steve indicated that he’s going to hold back on many of his ideas until he’s learned more about us, but that he is going forward with his idea of a Congregational Curriculum, so that each year (or two) the church will have a theme at all levels (adult, RE, etc). In the future, the theme should be determined by us and staff, but this year it will be our First Principle: The inherent worth and dignity of every person. Steve likes the word “respecting” in this context, as in “respecting every person.” A key tool will be nonviolent communication. Perhaps the next theme will be the Seventh Principle, which encompasses issues of a Green Sanctuary Church.

Finally, Steve mentioned that he is planning to establish a Pastoral Associates program. The idea is to have several church members trained to do pastoral work, a job that can’t be left to one minister in a church our size.

3. There were many committee reports. They are listed here, with brief snapshots of many of them.

Third Sunday (Marina McIntire) , This committee determines to which non-profit organizations the community collections (third Sundays of each month) go. It also invites representatives of these organizations to speak briefly to the congregation on that Sunday. Since this began in April 2006, an average of $1350 has been collected each Sunday.

SPC, Strategic Planning Committee (Elliot McIntire) Last year this committee focused on providing information regarding the possible building sites. The committee also developed a five-year plan, though energy lagged in the spring because of other activities. SPC plans to bring a proposed plan to the congregation soon.

Nominating Committee (Ruth Nelson) In addition to being responsible for vetting candidates for the Board, on behalf of the congregation, now this committee is also responsible for vetting candidates for SPC.

Membership Committee (Marilyn Junkins) This very busy committee is scheduling Newcomer Orientation for the fall. They are planning to have a photo directory for 2009, our 100th anniversary. They are also working on getting church membership clarified in a consistent way in the bylaws and Board Policies.

Small Group Ministry (Dick Loescher) Information about SGM is on the church website. Dick also mentioned his heavy involvement with organizing Nonviolent Communication sessions and workshops. There is a web page on the church website with nonviolent communication information.

Religious Education (Melanie Namkoong) Melanie circulated the RE calendar for the next church year. The committee’s charge is expected to have big changes to reflect growth of the church. Melanie mentioned playground issues: What do we do just to get by for a few years, versus what do we put in place that would follow us to a new building site? This year we have a huge middle school, and this has caused us to have to move classes around. It was noted that the OWL program and the Coming of Age program are offered in alternate years. The committee needs more members, and more childcare workers are needed.

Note: It was noted that childcare may be getting to be too large a program to be handled within the RE.

Facilities Council (Ann Fuller, Ken Ross) Ken mentioned two expensive projects: the new sidewalk through the playground, and the replacement of a rotten beam (which is in process). He also encouraged people to participate in the “Labor of Love” work party on September 2, if they are in town. Other accomplishments mentioned were the new bulletin board near the front entrance, and the fact that the refrigerator in the kitchen closet in now downstairs in room 6.

Board of Trustees (Sarah Hendrickson) Sarah mentioned growth issues and the Board retreat that is coming up.

Archives Committee and Centennial Subcommittee (John Clay) John mentioned that he hopes the Centennial Subcommittee will become a committee on its own. He mentioned two new filing cabinets for archival material, that the group is organizing the archives, and is also working on a history of the church -- to be part of the Centennial Celebration in 2009.

Worship Associates (Jake Walsh) Jake mentioned that they have not been bored since Rev. Carolyn Colbert retired. He’s very pleased that many people have stepped up to help. [Secretarial comment: And they’ve been very successful.]

Jake also initiated a conversation regarding how our new minister should be addressed. Roughly speaking, he should be Rev. Landale outside of the church and in more formal settings, Rev. Steve within the church including email, and Steve in informal gatherings.

Neighborhood Groups (Sue Craig) Sue indicated that the creation of Neighborhood Groups is slowing coming to fruition.

Auction and “swapping idea” (Sheila Hood, Sue Craig) Sheila and Sue asked the group what time of year is best for the auction. They received more than enough responses. Sheila described a “swapping project” in which church members could exchange nice items that one person might not have any further use for, but would be of value to another person. This is also a social event. It was noted that this is similar to online Free Cycle. The swapping idea will appear on a future agenda.

Interweave (Nisco Junkins) Nisco announced that we have the only Interweave chapter in Oregon. They try in Oregon, but participation has been insufficient there. The Interweave group had a booth at Gay Pride last week. They plan a picnic next month and, as before, everyone is welcome. They hope to be in the Eugene parade next month.

Social Justice (Ruth Duemler) Ruth indicated that this is an interim period until our new minister has a chance to establish his priorities in this area. Ruth is very happy to observe the increased enthusiasm concerning our church’s social justice activities.

FAB = Finance, Audit and Budget (maria, Jean Weick) The main tasks of this committee are listed in its name. New members are needed! At present, this group is down to four people: maria, Jean, our church treasurer Marta Powers, and our pledge secretary Barb Berry.

Music Committee (Jean Weick) Jean mentioned all the upcoming opportunities for the musically inclined. And all friends of music are invited to the potluck next Friday, August 24. Pat Hendricks is now chair of this committee.

Library (Kathleen Dillon) The library should be open soon. It is expected that the books will be catalogued during the “Labor of Love” work party.

Women’s Alliance (Kathleen Dillon) They still enjoy their lunches, but it has been observed that they are, on average, getting older. Younger women would be welcome.

Kitchen Committee (Kathleen Dillon) Much work has been done, including cleaning up the kitchen storage area. Kathleen has resigned from the committee. A new chair or co-chairs is needed!

The question, Who is responsible for finding a new chair?, led to reiteration of the feeling that we need a Paid Volunteer Coordinator. This is part of the church’s 5-year plan.

Sound Group (Ruth Ross) Ruth indicated that they are still working on a policy on sound, especially how memorials and weddings should be handled. Approved sound technicians shouldn’t handle sound for these events without compensation, unless they are already planning to attend and are happy to do the sound.

Green Sanctuary Committee (Erik Fisher) Erik referred us to the church website. He indicated that we are still working toward becoming a Green Sanctuary church.

Building Project Oversight Committee (Erik Fisher) Erik is on this new committee, and he mentioned that the chair is Linda Anson.

4. Reimbursement process. maria and Jean Weick, members of FAB (Finance, Audit & Budget) explained our new reimbursement procedures for the various programs, organizations and committees. A handout of instructions and notes was circulated, as well as sample copies of the Money Request forms. It is important for each group to designate someone who can authorize reimbursement requests with receipts for their group for this fiscal year. It was noted that, in the future, coffee money should go in an envelope which should be available in the kitchen drawer near the telephone. Of course, folks should fill out the form on the envelope (the coffee fund account number is 2050). For more information about the reimbursement process, contact a FABulous member: maria, Jean Weick or the church treasurer, Marta Powers.

5. Sarah Hendrickson gave the history of the bulletin board “issues,” i.e., who can post what where? And where should the bulletin boards be placed? There are some changes anticipated in the hall off the sanctuary where the bathrooms are, but the space is very limited and more thought is needed. Ann Fuller has agreed to head a task force which will look again at these “issues.” All stakeholders will be consulted. Ann plans to report back to the Coordinating Council in September.

6. Meeting dates. It was agreed that the Coordinating Council will meet on the third Saturday of each month, EXCEPT for September when we will meet on September 22 (fourth Saturday of the month). Thus we’ll be meeting 9:30-11:30 a.m. on Saturdays, September 22, October 20, November 17, December 15, January 19, etc.

7. There was a good process check-out, and people found the meeting worthwhile. In view of the long time devoted to committee reports, it was suggested that committees submit written reports if they so choose. There are questions regarding the effectiveness of this, so there will probably be more discussion about this.

APPENDIX

I will speak truthfully with care and compassion
I will seek first to understand , then to be understood
I will speak directly to any person with whom I have a concern, rather than complain to others
I expect that there will be differences amongst us and I will accept and care for others despite these differences
I will not disparage people with whom I disagree
I will refrain from judging other people’s motives
I will test my assumptions and examine my motives
I will honor my responsibility for upholding the spiritual principles and traditions of our community
In all things, I will cherish the health of the congregation above individual agendas

Ken Ross
ruthken@pacinfo.com

COORDINATING COUNCIL MINUTES
May 19, 2007

In attendance:  Betty Boyce, Candee Cole, Anita Cowling, Sue Craig, Kathleen (Kathy) Dillon, Sarah Hendrickson, Betty Hosokawa, Marilyn Junkins, d maria, Mary Otten, Ken Ross, Judy Sawyer, Anna Sonntag, Jake Walsh, Suzanne Whaley

Next meeting:  August 18

1.  Anita opened the meeting.

2.  Committee updates.  Ken reported on Facilities Council, Jake reported on Worship Associates, and Betty Hosokawa reported on the Strategic Planning Committee.  Kathleen reported on the Archives Committee and mentioned how pleased we are that Linda Sage will be editor for the centennial book.  Kathleen reminded people about the organizational meeting of the Centennial Celebration Committee on May 24, 7:00pm.  She mentioned that the Library Committee needs someone to help catalog the books.  She also reported on the Kitchen Committee and Women's Alliance. 

Betty mentioned that the Music Committee is going to work on a five-year plan that they would like to be part of the church's strategic planning.  Suzanne reported that this year's canvass is doing better.  There was a discussion of the importance of having a year-round Stewardship Committee, and there was optimism this will take place soon.  Anna reported on the Shared Group Ministry.  maria indicated that sound is in good hands.  She focused on FAB (Finance, Audit and Budget) which is now down to two members, maria and Jean Weick.  They need 3-4 more members, and the status of FAB is now in a state of flux.

Judy is ending four years on the Board, the last two as Secretary.  She's involved with the Green Sanctuary Committee which will be coming out with a year-end report on how we're doing on becoming a Green Sanctuary church.  She's also interested in social justice and how it will evolve after Rev. Landale arrives.  Sue spoke as Care Committee chair.  Neighbor groups are developing well, and most of them have contact people.  Sue is working on a pastoral care group and lay ministers.  She's also doing the service auction one more time.

Sarah is representing the Board and expects to be the next Vice President.  She'll replace Anita who has served the Board for SIX years and will now take a break.  She is also retiring from the Coordinating Council, which was known earlier as the Leadership Council.  She'll be missed!  Sarah is enthused by success in the Shared Group Ministry, including non-violence communication, "qui energy," and energy around social justice.

3.  Committee composition & leadership changes:  Which committees have rotated chairs, and how is this going?  Who is in need of new members?  The Membership Committee has 12 members but needs more because there are so many things to do.  There was a lot of discussion and suggestions for the committee, nearly all of which had been considered by the committee and most of which are already in place.  Frustration was expressed over the fact that we don't have adequate coordination of volunteers.  New people should be encouraged to get involved in the church, but we should be careful to not overwhelm them. 

Judy mentioned plans for a new Recruitment Task Force.  One of the tasks will be to "plug" new members into committees.  Betty stated that she liked to new system of rotating chairs, citing her experience with the Strategic Planning Committee and another group.

4.  Bulletin Boards.  A subcommittee made proposals that were approved by the Board.  These will be passed on to the Facilities Council for action.

5.  Digital photos storage.  Suzanne indicated that this is really an issue for the Archives Committee but impacts many people not on the committee because there are many unofficial photographers.  The issue is how to be sure the pictures get to the Archives Committee (with important information: names, date, event, etc) in a secure way.  A secure website not open to the public would be ideal.  Whatever policy is determined needs wide publicity.

6.  Committee-staff interactions.  Kathleen reminded us about the new guidelines in the newsletter for working with Kim and Sherry in the office to avoid overloading them.  We need to funnel requests that might naturally go to Matt or Sherry to their supervisor, Kim for Matt, and Kim and Candee for Sherry.

7.  Pride Day 2007 and UUCE's opportunity to be visible as a welcoming congregation. This will be August 11.  maria and Marilyn discussed arrangements for a booth sponsored by the Religious Response Network (with UUCE presence) and a booth sponsored by UUCE/Interweave.  Both of these booths will need volunteers for staffing. 

8.  Assessment of this years CC meetings: brainstorming/strengths.
What was helpful or a challenge?  What is the future role of the CC? 
There were limited comments on this.  This will be on the next agenda and will be a work in progress as the new Board, with input from the new minister, determines the primary responsibilities of the Board and the CC.

9.  Meeting times for summer (perhaps in August with Rev Landale) and early fall -- bring calendars.  It was agreed that our next meeting will be on August 18 and that we hope Rev Landale will be with us.  It was also agreed to revisit the subsequent scheduling (on next agenda), the alternatives offered being "third Saturday of each month" or "the Saturday following the second Thursday of the month." 

10. Anita's years as council leader and Board Vice President were celebrated via good words and selected snacks.

notes by Ken Ross
Coordinating Council scribe
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Coordinating Council
October 14, 2006

Attendance: Sara Hendrickson, Betty Boyce, Norma Landy, Ann Fuller, Pat Christgau, Eric Fisher, Mary Otton , Suzanne Whaley, Chris Gordon, Pam Love, Gil Osgood, Candee Cole, Betty Hosokawa, Jeanne Mills, Patty Hansen, Anita Cowling, Ken Ross, Martha Osgood

• Board Initiative for Committee Analysis and Restructuring Sarah Hendrickson spoke about challenges and hopes and board goals of getting more people involved. New energy, involve new and experienced folks. Rotate committee chairs (the committee is not the person), getting new energy into each group. Chairs serve for one year, chair elect is chosen, hopefully by January, and when possible, past-chairs stay on for another year in a consultative position, resulting in a 3 year commitment on committees. This is new board policy. We are trying this, aware that it is difficult to get volunteers into some areas, and that some committees charges remain to be developed or need updating.

Also who is this group? Name change to Coordinating Council to better reflect what we do. Questionnaire was sent out by Sarah Hendrickson to contact people on committees requesting answers to a series of questions on how their committee functions. Please return to Sarah.

Hope to have committees present each month about their goals.

• Committee Fair – January 7 A chance for some committees to get new members and get more information out there about your group! More info and planning at the next meeting.

• Strategic Planning Betty Hosokawa – Spoke about Strategic Planning. 7 members, developed 2 subcommittees who are working on the different arms of the 5-year plan: program and facilities focused. Report to congregation on regular basis, periodic reports, gathering info so that full membership of this church can make some serious decisions. No chair, Facilitator. Program subcommittee is meeting with different groups and programs. Did space needs check in this year.

• Institutional Memory Concerns about institutional memory were discussed. Ann suggested we create a list of who has been on the committees in the past. Norma noted that this would be easy if we could get our volunteer database up and running.

• Finance and Budget Committee Patti Hansen reported on FAB, the finance and budget committee. Adding “Audit” to the name for a needed function. 7 members. Meet first Tuesday each month. Putting on a budget workshop next Coordinating Council (CC) meeting for committees to better understand the process of predicting and submitting their budget requests. FAB wants to communicate with each committee and find out how the group works, what do you do? Working on policies and procedures. Going to find written records and create a manual. Want to get input from everyone as they set it out. Hoping to get this stuff together by November 18.

FAB will be collecting budget issues and will present them to the board. Also, Marta Powers, our treasurer, is fielding a lot of questions about finance issues, they are going to set it up so more people are available to answer questions, to free the treasurer to focus on the work she does. Some treasurer questions should still go to Marta, but finance policy questions can go to Patti or others on the committee. Looking forward to getting a bookkeeper.

• Membership Committee Norma Landy, reported on Membership committee, that she co-chairs with her husband, Al. She inherited the MC handbook (Julie Aspinwall Lamberts created). MC welcomes and works to retain members. They lead Newcomer Orientation, a 4- session program, people can share their spiritual journey, ask questions. They schedule usher/greeters, sometimes having difficulty getting new people. It was suggested that Norma check with Worship Associates to see if some of them might serve as usher/greeters. Or if this aspect of committee responsibilities fit with what they are doing. Created an excellent information resource guide, which was a big under taking. There is an interest inventory inside as well so people can get connected with areas they would like to help with. Started working on a volunteer database, in the past. There wasn’t enough time. This had been attempted before (Ann Fuller, Sally DeCou and Barb Berry), difficulty finding space for computer, kind of fell apart. Jeanne mentioned that now that there is an office assistant, there is a desk and extra computer to possibly put this on. New member packet will have a directory and other useful tools for new members. Looking into new member dinners at peoples homes. Meets 2nd Tuesday.

• Opening of the Service A short discussion popped up about the opening of the service…passing the peace, reverence during the opening music, sing-a-long is taking away the greeting time in the opinion of some, passing the peace happen earlier? Bring back visitors standing and intro., perhaps.

• EPI Pen Sarah Hendrickson is planning a training for anyone in the church to learn to administer Epinephrine (EPI) pen for food allergies and insect stings. There is Liability exception if you take a class. Sarah is providing the first year’s worth of pens. She will also work with us on First Aid kits and where to store the pens for accessibility. Who should take the training?

• Childcare Update Candee Cole passed out an updated Childcare list. We have lost 2 people and need to continue to recruit more qualified people. Childcare usage is up this year which is wonderful, but it is likely we will go over budget. A report of this will go to the board and finance committee. Groups who can organize childcare on the same night will help this. There are also volunteer names on the list that can be called for an occasional need, for example, if you are doing a one time event or special meeting. Also, please be sure to ask for RSVP for childcare so you know ages and numbers of kids, number of caregivers needed, and respect caregivers time.

• Hospitality Group Idea and Bulletin Boards Ann Fuller brought a request from Facilities Council about bulletin board overseer. Would like a person identified to keep bulletin boards up to date. Anita reiterated that this should be collaborative, and groups should be involved in this. Other comments were shared about whether individual groups should take care of their own space. More conversation on this later.
Hospitality Committee – would help big main events with food purchasing/serving/set up. This topic generated lots of input and energy, some in favor some not. The Executive Committee declined to create a new committee at this time and the committee restructuring task force will look into this need. The exec committee suggested that willing people take on an event as an experiment. Two upcoming events that could potentially benefit from volunteer hospitality are the Halloween festivities and the Music Event.


Check out included an opportunity for participants to say something about how meeting together as the Coordinating Council might be helpful to their committee or working group.

We are going to monthly meetings, at least for the interim year. Next month’s meeting is currently scheduled for November 18 from 9:30 to 11:30. Budget workshop planned for November meeting.

Submitted by Candee Cole – Note taker of the Day

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LEADERSHIP COUNCIL MINUTES
August 19, 2006

Present:  Anita Cowling, chair; Jeanne Mills, Minister; Candee Cole, DRE; Pam Love - Planned Giving; Martha Osgood- webmaster, Thundereggs;  Gil Osgood - Ministerial Search, Archives; Betty Boyce - Music; Eldon Haines - Green Sanctuary; Chuck Wagar - Green Comm. ,Facilities Council ; Bob Taylor - Archives ; Ken Ross - Ministerial Search, Facilities Council ; Chris Gordon - Music ; Julia Knowles - Worship Associates ; Barbara Greenley - Kitchen ; Ruth Duemler - Social Justice ; Sarah Hendrickson - Board Member .
 
Chalice / Opening:  Anita Cowling opened by lighting the chalice and giving a short reading.  Due to Sarah Hendrickson taking longer to walk up the hills than she thought, we started with the committee reports.
 
Committee Reports:
 Green Sanctuary - Eldon Haines reported that their commitee usually meets the 2nd Monday , but because of the peace memorial it will be the 18th in Sept.   Their action plan includes working with RE, Environmental Justice, Sustainable Living, and Energy Conservation.  They will be doing a Global Warming service on Oct. 15th.
 
 Membership Committee - Norma Landy stated that they have 3 teams working on Retention of Members, Orientation of Newcomers, and an Information Resource Pamphlet for newcomers and Friends.  The committee has 13 members.  The Orientation for the Fall will be Oct. 3, 10, 17, 24 with New member Sunday being the 19th.
 
 Ministerial Search Committee - Ken Ross reported that Karen Gaffney is the chair.  They are working on UUCE packets to send out , doing a survey in Sept., having small group mtgs. in Oct. and having a workshop with UUA staff in Nov. for a workshop .  All of this in support of finding a settled minister .
 
 Strategic Planning Committee - They are interviewing candidates to help them with possibilities for site review or a new site.
 
 Archives Committee - Bob Taylor reported that their first event (the Campbell Open House) was a success.  The committee is on track to have the definitive history of our church completed and published before the deadline of Sept. 2009.
 
 Facilities Council - Ken Ross reports for Ann Fuller that they are meeting the 1st Tuesday of the month at 5:30.  The Gallery/Library will be ready by Sept. 3.  Nail-less hangars will be used in the Sanctuary from now on.
 
 Kitchen Committee - Bob Taylor reports for Sylvia Taylor that this newly formed committee is working on weeding, inventorying, and labeling all drawers and cupboards. They are working on "green" standards for the kitchen.  They are also developing a plan and needs for a larger kitchen with the Strategic Planning Comm.
 
 L:ibrary Committee - Bob Taylor reports for Kathy Dillon that the committee is ready to start library procedures and shelving on Sept. 3 at the Labor of Love Sunday. Ruth Duemler mentioned that Social Justice needs a shelf.
 
 Music Committee - Chris Gordon reported that the Children's choir is being revived.  Renaissance Christmas Concert will be held again.  Weeding of music is being done.  This year there will not be tickets sold, but rather donations taken.  The Chalice Choir  accompianist will be a paid position this year.
 
 Social Concerns Committee - Ruth Duemler reported that their focus is on peace.  They are urging everyone to come to the Sept. 11, memorial and breakfast. She also wanted to know about using the banner in the Peace March and if anyone is interested in doing a booth at the Eugene Celebration.
 
 Bulletin Board use:  Social Concerns and the Ministerial Search Committees definitely need space for display.  Ruth suggested a 2 piece folding screen that can be closed up during services.  Facilities Council does not want bulletin boards showing during services.  People do not want to obscure windows either.  Ruth Duemlet and Pam Love will meet with staff to find some screens.
 
 Hopes and Challenges for the coming year:  Sarah Hendrickson talked of this Interim year giving us great opportunities.  She handed out cards where we wrote what we felt were the hopes and challenges we see this next year.  She briefly collated these while the rest of us took a break and ate some goodies. Upon return she briefly summarized what we had said and will e-mail the results to each of us.  Jeanne Mills took the opportunity to remind us of the challenges in moving from a "pastoral church" to a "program church" .  She further suggested that perhaps instead of a "leadership council" name we should change it to a "program council"  to keep the lines of responsibility clear.
 
 After checking the meeting process, the meeting was adjourned about 11:40
 
Submitted by Bob Taylor, temporary scribe

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LEADERSHIP COUNCIL MINUTES
May 20, 2006

1.  In attendance:  Candee Cole, Anita Cowling, Sally DeCou, Kathy Dillon, Monica Frank, Eldon Haines, Betty Hosokawa, Pam Love, Amy Raven, Ken Ross, Sylvia Taylor, and Chuck Wagar

2.  Opening remarks and check in were conducted by Anita, who noted that "We do better when we all do better."

3.  Who's doing the coffee?  This question was raised by Amy, who suggested that we really need a Hospitality Committee.  One task would be to maintain a list of volunteers who will make coffee on Sunday morning, which includes cleaning up.  Other tasks for this committee might be to organize potlucks and social functions.  Monica noted that this would help a lot, since now the choir ends up bringing snacks prior to its own performances.  Perhaps volunteers to make this committee go can be solicited via uu-share.

A closely related issue is our ongoing need for a Kitchen Committee.  Ideally, there would be the two committees which would coordinate their work.  Kathy and Amy agreed to discuss these ideas further.

Anita pointed out that these are stewardship issues in the broader sense.  Indeed, it was noted that this would be a good time of year to broadcast the fact that stewardship involves more than maintaining financial integrity of the church.  Anita and Betty expressed interest in an article for the (July) newsletter.

4.  Who manages the use of the kitchen closet?  First, it was noted that Glen Treiber, working with the Facilities Council (FC) will be building shelves to provide more storage space.  As communications coordinator of the FC, Ann Fuller has started the process of communicating with stakeholders in this space:  RE, Archives Committee, the custodian, etc.  It was agreed that this was a good idea and suggested that FC convene a meeting of these people, including our custodian.  The group could develop process regarding use and organization of the space, including signage so that others would know how to use the space. 

The group might expand its concerns to include the other upstairs "closets," namely the music storage area (also used by the sound people and Worship Associates) and the kiosk (primarily used by the ushers).  Where things end up, and sometimes get tossed or lost, raised the question about our traditional Labor Day clean up. At this event, who has the authority to say, "Toss it!"

On behalf of Ruth Ross, Ken asked who handles sign=up sheets in the social hall.  Candee pointed out that our custodian, Matt, needs to clear the sign-up sheet table when there are events in the social hall.  He puts them all in a bin in the kitchen closet, and then puts the items back out on the table afterward.  Perhaps the sign-up sheets themselves could be stored in the (re-organized) kiosk.

5.  Remodeling of the gallery status.  The delay of the completion of the gallery (putting carpet on the walls) was due to a misunderstanding.  Jim Kayser thought Don Durland was going to select the carpet, but Don didn't realize this.  Don has now selected the carpet, and the project should go forward.  Kathy noted that the bookshelves would then be put back in place and some of the library books will be moved there and catalogued; some will have to be tossed.  The question of other usage of the bookshelves (by the Social Justice Committee, for example) was not raised.

6.  Avoiding the use of nails when hanging pictures and posters, mainly in the sanctuary.  The use of nails is a big concern, because of the special wood in the sanctuary.  At the request of the FC, George Koris has put a lot of thought into the question with the intent of providing some way to hang pictures and posters without causing damage, but no good solution has been found. 

7.  New secretary for the Leadership Council.  This is Ken Ross's last meeting as secretary of this group.  We need a volunteer.  The main task is to create agendas, take minutes and occasionally manage the email discussion. 

8. Use of pesticides.  Chuck Wagar raised this issue which illustrates potential conflicts that can arise.  The Facilities Council (FC) has hired a professional, All-Natural Pest Elimination Company, to eliminate hobo spiders and carpenter ants.  This company uses natural, but oil-based, products.  Chuck circulated information explaining that hobo spiders have a very serious sting that can even be fatal; they don't sting people often, but if they do, it's serious.  Since we have children near the area where these spiders were spotted, FC felt it important to have them dealt with.  Carpenter ants are better known and are hazardous to the integrity of the building.  At least some people on the Green Sanctuary Committee (GSC) are opposed to our use of pesticides.

It was stated that we need someone (not Chuck who doesn't use a computer) to collect information about these critters and formulate a policy.  It was suggested that people from the FC and GSC get together.  To get this going before the professional's contract is up for renewal in August, Eldon will have some liaison attend a FC meeting this summer.  Persons wishing to formulate such a plan may contact Chuck at 543-1489, but note that he'll be out of town June 15 to August 15.  Chuck also provided some websites: 

http://www/srv.net/~dkv/hobospider/poison.html
http://www/srv.net/~dkv/hobospider/history.html
http://www/srv.net/~dkv/hobospider/story.html
http://www/srv.net/~dkv/hobospider/prevent.html
combat.org
pesticide.org
naturlineproducts.com
nobuggy.com
victorpest.com
hobospider.com

9.  Report from the Green Sanctuary Committee.  Eldon Haines gave an overview of this committee's goals:  encouraging the church and individuals to be "green" in a spiritual way, and to encourage and educate youngsters in RE.  Eldon circulated a draft action plan (5/12 version) and a draft letter addressed to the board concerning (1) approval of action plan, and (2) request for funds.  Contact Eldon < rainbow-cat@comcast.net> for a copy.  He is seeking feedback and invites people to contact him and other members of the committee's executive committee which also includes Erik Fisher, Amy Raven and Chuck Wagar.

10.  Report on the Planned Giving Committee.  Monica and Pam met in the fall with members of the Board of Trustees to tell them of our plans for the revival of this committee.  Among this committee's many activities are:  A Wall of Appreciation was established in the foyer.  On this wall, a table has been set up to hold materials pertaining to Planned Giving.  The Legacy Society was created consisting of individuals who are leaving a gift in their estates to the church.  The Remembrance Society was founded and a Remembrance Album has been started to include biographies and photos.  Articles have been run frequently in the newsletter, UUpdate, and Sunday order of services about Planned Giving and promoting the Legacy and Remembrance Societies.  The UUCE Planned Giving Committee conducted a survey, ARE YOUR ESTATE PLANS IN ORDER?, obtaining information/planning for future workshops.  In addition, there was a discussion about how the committee can start giving a fresh voice and sound to the planned giving advertising.  They might have people who have children give testimonials, and they hope to work with the interim minister to get a planned giving announcement in the service once per month.  Finally, they feel strongly that the leadership of the church should participate as role models.

11.  Report on the status of the interim minister and initial report on the Ministerial Search Committee.  Sally DeCou, a member of the Interim Search Committee, is very enthusiastic with their work, which is about completed.  The complicated process included preparing a packet and communications with the UUA which provides candidates.  From among seven names seriously considered, the committee interviewed three of them via telephone conference calls.  They are near the end of negotiation with their first choice who has verbally accepted the position.

12.  Report from the Membership Committee.  Sylvia Taylor indicated that this committee, chaired by Al and Norma Landy, is a very large and active committee.  Subgroups are working on various projects:  (1)  New member orientation in the fall, without Carolyn's substantial guidance.  (2)  A new member packet.  (3)  General membership retention, including contacting all folks who have been a member for one year.  (4)  Dealing with how best to keep track of older members who may no longer be attending services.  (5)  They have had requests for more inter-generational activities.  Some already exist which need more publicity.

13.  Report from the Archives Committee.  Ken mentioned transitions.  We are delighted to have John Clay as a new member.  Both Gil Osgood and Ken are cutting back their involvement substantially, because they are now on the new Ministerial Search Committee.  Gil chaired the committee from its reincarnation three years ago until early this year.  Then Ken chaired the committee.  Kathy Dillon and Bob Taylor have agreed to take over as co-chairs.

14.  New staff:  We are delighted with our new custodian, Matt Kosanke, and our even newer office assistant, Sean Hammond.  Sean helps both our administrative assistant, Kim Harris, and our DRE, Candee Cole.

15.  Candee made a strong case for the LC to meet in August so that we can do some sharing and thinking ahead before the church year is underway.  We can also think about our planning with the new interim minister.  August 19 is tentatively the date for our next meeting.  A follow-up meeting in October, which would include the new minister, is advised.

Submitted respectfully by Ken Ross

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