CARE TEAM - MINUTES...

Care Committee Meeting Minutes for 8/16/08

In attendance: Bob Coleman, chairperson, Chuck Wager, Kylia Bussey, Barbara Davis, Sally O'Donnell, and Rev. Steve Landale
Absent: Phyllis Kesner, Phyllis Peara, Sue Craig,and Pam Love.

1.Continued discussion of background checks:
Bob started meeting stating that Kylia will continue being the point person for August and September. Pat will be point person in October and November.

Bob informed us of the urgent need that one of our church members had and Bob needed an immediate solution re: background checks for volunteers. Bob and Candee Cole sent out a letter and explained details and cost. Also, Laura Stevenson sent out another letter to 37 people who had volunteered to help the committee requesting that they have a background check.

Rev. Steve was on vacation and Bob was not able to contact him. Steve apologized that we did not have a clear plan. One of the volunteers was upset and wrote to Bob. Bob and Candee received 10 responses.

Steve said that we need to clarify how the record will be handled. Candee Cole came in to the meeting and told us how she does the screening. She uses a national company ñNational Criminal Records Plus. She then gets an e-mail that says ìrecordî or ìno recordî.

Discussion followed about what to do with the report and the application. It was agreed that once the report is received that it will be kept in a secure file in Candee's office and the application will be shredded.

Some discussion followed about who is liable, the insurance company or the church. Bob said that he will check with Martha Osgood.

Discussion followed about what kind of timetable will we have for the background checks to be completed. Bob said that we will give preference to the people that have completed the background checks. Steve said that the goal should be the end of September for all background checks to be completed, but we will say from October 15 forward they need to be completed in order work as a volunteer. Bob said that he thinks that the congregation needs to hear this from Steve--îyou standing in front of them will have more impactî.

Discussion followed about the policy-- What do we do if someone has a record? Kylia will resend her policy to Steve via e-mail. Steve says that we need a smaller committee to work on the policy. Kylia, Bob, Candee and Steve will be that committee. They will work out a time line to have a policy in force.

2. Who do we help? Who can we help?
Discussion followed about should it be church members or friends of the church. Should it be a person with health related problems? It was decided that for now we can only help on a short term basis. It was decided that overtime we will set a policy as we see who needs us.

3. Who have we helped?

One member needed a lot of help. J.M. Needed help with dinners, getting to work and being picked up. This will continue for the next few weeks. Kylia kept a chart of all that we did.

4. What kind of leeway are we giving the point person?
It was decided that the point person should use his or her best judgment in making decisions sometimes things need to happen quickly. Bob also says that he tries to write down names from Candles of Community when it sounds like someone may need our help.

5. Davis Project: communication between singles on a daily basis
After discussion the project will be put on hold until further notice. Volunteers for this may also need background checks, pending ministers decision.

6. How do we get out information re: Care Committee

Steve would like us to do a presentation about what we do at the service on Sept. 7thóat 9am and 11am. After discussion it was decided that we will do a short skit "Help! There is an elephant in my living room!" Bob will write up a skit and he will e-mail it to committee members.

Next meeting will be Sept.21, 2008 at 12:30pm.

Respectfully submitted by Sally O'Donnell

Care Committee Meeting Minutes for 6/29/08

In attendence: Sue Craig, Kylia Bussey, Bob Coleman,chairperson, Pat Bitner,Barbara Davis, Laura Stevenson, Sally O'Donnell.
Absent: Phyllis Kesner, Phyllis Peara, Chuck Wager, Pam Love.

i. Further discussion of background checks:
Bob reports that he found out that there is no church policy regarding what to do if someone's background check shows a felony or misdemeanor. Candee Cole says that she "plays it by ear". Bob says that we should make our own policy. Kylia said that if we leave it up to Rev. Steve, the liability is on the church, but if we have a policy it can save him from being blamed. Discussion followed about the wording of the policy. It was decided that we shouldn't ìre-invent the wheelî, but use the one that Kylia's group has used i.e. no felony within 10yrs; no misdemeanor within 3 yrs.

Some people on the committee have had background checks done already. Bob provided forms for those of us who still need to complete it. We can give to Candee or have it done ourselves with the State Police.

Kylia agreed to write up a policy and will e-mail it to the committee.

Sue asked who will keep track of results and Bob agreed to do this.

Discussion followed about whether the 40 volunteers have to be checked, also. Bob said that Rev.Steve is giving us general guidelines for the committee, not the individuals. We discussed what other churches and organizations do. Laura said that she will check with the cancer volunteers.

Discussion about how to address the volunteers asking them to be checkedóshould we ask Rev. Steve to write a letter to the volunteers explaining why they need to be checked. Bob said that we need to do this ourselves. Laura agreed to write a paragraph for the volunteers and emphasize the "caring" part of our mission.

ii. Discussion of driving requirements for volunteers:
Bob said that a person may have a problem with their driving record. Should we ask them to provide a copy of their liability insurance and driving record? Or do we say, "if you are having trouble, please don't volunteer to drive." Or do we send a note to volunteers who have volunteered to drive, explaining that this is a church liability issue and we have to protect the church.

iii. Discussion of record keeping:
Rev. Steve wants written reports, so that he can see what we are doing. Bob asked that we keep track of cards and flowers that are sent. Please write this on the comment section of record form and bring to meeting in July.

iv. Discussion of "terms" used in publicity of our group:
Bob said that it was suggested that we not use the word "client". It was decided that we use the term "recipient". E-mail the committee if you come up with better ideas.

v. Publicity of who we are and what we do:
Bob wrote an item for the July Newsletter; he said that the editors changed it and made it into paragraph form.

Discussion of what can we do - something funny, like a skit showing what we do.
Example: someone on the phone saying "there is an elephant in my yard!" The committee member shows up in a cape with the letter "C" on it with "Elephant Be Gone" spray, etc. We could have someone "sweeping up" after the elephant.
We discussed giving out magnets, or chocolate hearts or both.
Laura said that we need to do many thing- over & over to make our committee known.

It was decided that we should:
1. do a skit in the Fall
2. have Bob introduce himself and tell what we do
3. hand out candy and/or magnets

Laura suggested that we emphasize that we do many things as friends but that we also have this formal way to help. She asked how we address those who fall between the cracks and make ourselves available to those who need help. Bob said that he wrote an item on the Share list serve and gave out our numbers. It is important that we tell people about our committee.

vi. Setting up a point person for August and September:
Kylia has agreed to be the next point person . She will check the phone number daily for August and September. Bob said that, for now, if anyone needs help you should use only committee members.

vii. Discussion of Audrey Maslin's idea for "daily contact" buddy:
Bob said that Audrey calls a buddy daily to let them know that is okay. She suggests that we try to spread this idea throughout the church.
Discussion of how to do this: We could ask people to sign up if interested. And them assign them a buddy. We could have two lists and match them up. Audrey volunteered to be a consultant. We should ask Audrey to give a testimonial to say how it works for her.
Barbara said that she will do the lists.

viii. Other concerns:
We can e-mail Bob with any concerns for our own "chat group".

Submitted by; Sally O'Donnell

Care Committee Meeting May 18, 2008

In attendance: Linn Sime, Phyllis Kesner, Phyllis Peara, Laura Stevenson, Kylia Bussey, Bob Coleman, Chuck Wager, Sally O'Donnell, and Sue Craig, chairperson. Absent: Pam Love, and Pat Bitner

1. Background Check Update: Members of Committee have to have one done. Candy Cole has forms. Each member is to fill out form and return to Candy. Cost for an FBI check is $16 and regular background check is $12-- members are asked to submit a check with application, if possible.

2. Kylia asked if we have established any standards re: information gathered in background checks. She asked if we will allow misdemeanors or felonies; crimes involving victims vs. victimless crimes. Bob said that we should leave it up to Rev. Landale to decide. Sue and Linn said that they think it is a good idea. Kylia said that she thinks that we need a policy. Bob said that it would be a long policy if we write it down. Kylia said that she could bring in a sample copy to give to Rev. Landale. Chuck asked if the church already has a policy for the mentors and teachers. Bob said that he would check with Candy. Sue suggested that we have a motion that there should be a policy and we will give Steve two sample policies to choose one for our committee and the other from Candy Cole

3. Sally made a motion for two policies to be given to Rev. Landale by Bob. It was seconded by Laura. Chuck opposed. Motion was passed. Bob will e-mail us what he finds out.

4. Bob reported that he meets with Rev. Landale once a month. Bob is our new chairperson and he is acting as Care Committee Coordinator/Point Person. Rev. Landale wants the Care Committee Coordinator/Point Person position terms to run consecutively with the Pastoral Associate (P.A.) position. The length of service for P.A and Point Person is two months, beginning in June and July. Rev. Landale will introduce P.A. And Point Person to the church community whenever their term begins.

5. Bob reported that he received 25 response sheets from our survey and he feels that is a good start to cover the needs of the church community.

6. Discussion of Caring Committee Coordinator/Point Person's Job Description: See handout – last page.

7. Review of data keeping records.
Bob handed out Initial Contact and Completed Service Record. He says that nothing is written in stone; if we have suggestions for the forms, let him know, but space is limited . Sue said that it is important to keep track of what we do so that we can get more money from the budget committee next year.

8. Volunteer Guidelines
Only services assigned; if pastoral care is needed, pass it on to the minister or P. A. or Care
Coordinator. It is okay to listen, but not give advice.
Phyllis K. asked if a friend needs housekeeping services, what do we do? Sue replied that you ask if they want help from the care committee and then notify us. Kylia said that we must respect boundaries because there is a fine line between suggesting help and invading privacy.
Bob said that he would write a note on Share that if something comes up and you are interested in getting help, call the care line.

9. Sue questioned if we should have a motion that the Point Person/Care Coordinator should have a computer and/or use of a computer. Laura proposed the motion and Phyllis K. seconded it. It passed; no opposition.

10. Sue asked how we are doing in meeting the needs of the congregation. Linn replied that it is too early to tell. Phyllis said that she has not heard any complaints yet. She thinks that we could branch out in the future. Bob said that we need a card and flower person. Chuck volunteered to send cards from UUCE. Discussion about flowers and it was decided that they are too expensive for our committee at this time.

11. Bob reminded us that blank forms to sign up for volunteering for care committee are in the social hall and there is a drop box next to it.

12. Kylia asked how we will know about current needs of people in the church. Bob said that he will e-mail us to keep everybody up to date.

13. Bob said if you find someone who needs help call the mailbox –the number will be in Bob's first e-mail.

14. Bob said that this is Sue Craig's last meeting as chairperson. He said that she has done a wonderful job and deserves our thanks. Sue said that we all take turns and “this is our community, it is important to be a part of a group!”

15. Our next meeting is scheduled for June 21, 2008 at 11:30, this is a one service Sunday—the service is at 10:00AM

Submitted by Sally O'Donnell

Caring Committee Coordinator/Point Person's Job Description:

• Serves two months at a time, during the same term as the Pastoral Associate coordinator
• Checks phone messages on Caring Voice mail daily
• Attends church regularly, introduced by minister with P.A. Coordinator at beginning of term
• Receives info from minister, P.A. coordinator
• Assigns, directly or through delegation, care comm. Members and helpers to provide for needs
• Keeps records of requested help requested, help provided, etc.
• Provides weekly update, via email or phone, to Minister and to PA Coordinator, of caring committee help provided
• Promptly calls Minister (or PA Coordinator, if not available) for pastoral emergencies
• Meets monthly with Minister and Pastoral Associate Coordinator

Caring Committee Volunteer Guidelines

Thank you for volunteering...

To ensure the safety and reliability of our caring program, all volunteers need to follow the following guidelines...

(check other UU websites)

Provide only those services assigned by Care Committee Coordinator/Point Person. If someone seems to need or want pastoral visitation, for instance, please pass this information along to the Care Committee Coordinator/Point Person, or to the Minister, in case of emergencies. Of course, it is natural to talk a little when helping someone, but do refrain from counseling or extended visitation.

If you have any concerns for the well-being of those you visit, or questions about the boundaries or nature of your role, please speak with the Care committee Coordinator/Point Person.

UU Eugene Care Committee Meeting April 20, 2008

In Attendance: Laura Stevenson, Kylia Bussey, Lin Sime, Pat Bitner, Bob Coleman, Phyllis Kesner, Phyllis Peara, Sally O'Donnell and Sue Craig, chairperson.

1) Discussion of background checks for members of committee. We can go through Candy Cole or do it on our own. It is needed for legal reasons to work with children. Kylia asked if we have established criteria about what to do with the information once we have it; Sue answered that we do not and we will table this discussion for the next meeting. Sue said that there is a fee (around $16.00) and the Church will pay for it if there is a hardship. You have to go through he FBI if you haven't lived in Oregon for 3 years.

2) Discussion of survey for the Church Community: Sue said that the survey is to see who is willing to help on a short term basis with the work that the Care Committee does; Sue discussed the handout that is to be handed out next week (April 27th). Sue pointed out that Rev. Steve is developing Pastoral Associates who will call/visit members for spiritual counseling. “We can still visit our friends, just not as Church representatives”, Sue said.

We discussed changes for the survey: add “on a short term basis”; add a place for adaptive equipment to share; Discussion about adding light gardening and bill paying to the survey—light gardening will be added. Bob will make additions/corrections to survey

Sue said that we need a “point person” who will check to see who needs help and keep track of who is doing what. Bob had a handout with information re: a phone line (mailbox) at the church.
Bob pointed out the time line on handout –amend survey today and pass it out at church next Sunday; discussed where we want surveys to go:

~~~a) drop box at our table at church next week and the following Sunday; and
~~~b) mail to Bob Coleman's house

~~~Announcements will be made at both services and will be in the Order of Service. Sue volunteered to pass out handouts at the 9:00AM service and Phyllis K. at the 11:00AM service next week. Bob will do tabulation of surveys. It was discussed about how to identify neighborhoods and it was decided to add address and cross street/ neighborhood to the survey.
~~~Bob stressed that the goal is to get this done by May 11th and publish the results.
~~~May 11th is date that the phone number will be announced to the congregation. It was agreed that the committee will have a table on May the 4th also. Laura will make the drop box. Phyllis K. volunteered to be the first point person and Laura volunteered to assist her.Bob will tabulate results and give Phyllis the list of volunteers.
~~~The Care committee may make referrals to the Pastoral Committee.

Sue will tell Rev. Steve about our time line. It is too late for the May Newsletter.

Rev. Steve wants us to have job descriptions for committee co-coordinator and point person. He also wants the Point Person to have the same term (2 mos) as the Pastoral Associate.
Committee members can also sign up for the list serve SHARE on the Church's website. We can use this to supplement our group—it is a wonderful resource.

3) Bob Coleman has agreed to be new Chairperson, effective, June 1st.

4) Sue will send out Mission Statements via e-mail and committee members can suggest changes via e-mail.

5) Discussion about when we should meet and it was decided to meet on the 3rd Sunday of each month.

Next meeting will be May 18, 2008 at 12:30.
Submitted by: Sally O'Donnell

CARE STEERING COMMITTEE MEETING RECAP
Oct. 19, 2007

Present: Rev. Landale, Bob Coleman, Kathleen Dillon, Norma Landy, Laura Stevenson, Sue Craig
It was suggested by Rev. Landale, and concurred with by the group, that we have:

[Note: we are converting the Neighbor Group idea into a Care Committee idea.]

1) a CARE COMMITTEE
This committee would oversee needs of the congregants such as rides to appointments which (did not require anything but transportation), casseroles for folks who have short term needs, help with shopping or household/garden needs, again short term, and a possibility for other activities. These activities might include cards and and flowers or a book for milestones, carpooling, and use of Share list serve. This would be the committee that keeps track of where the wheel chairs, crutches, etc. are that are available in our church community. These and many other ideas will be considered for inclusion in a CARE COMMITTEE definition or charge of duties. It was asked that a job description of the committee chair be forth coming.

The congregation would be approached to compile a list of folks who would provide specific parts of the above named activities. We would ask that they receive a brief training to include the need for confidentiality.

2) a PASTORAL ASSOCIATES COMMITTEE
The participants of this group would be invited to participate by Rev. Landale, and would be asked to provide visits to those who would benefit from special attention. The participants would be trained in necessary requisites of confidentiality, boundaries, listening, and spiritual offerings, and other skills necessary to provide for our Congregants. They may be asked to be with people who are dealing with medical, legal or other interventions and to aid the Congregant in understanding the process. An additional portion of this may be to offer new parents special help and information/support.
The training for the Pastoral Associates would occur this spring.

Sue Craig, convener