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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.

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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)

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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

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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.

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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

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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: mari