Guidebook for Paid & Volunteer Staff 2015 2016...Unitarian Universalist Congregation of Phoenix...

Unitarian Universalist Congregation of Phoenix

Guidebook for Paid & Volunteer Staff

2015-2016

4027 East Lincoln Drive Paradise Valley, AZ 85253

Phone 602-840-8400 Fax 602-840-1588 www.phoenixuu.org

www.facebook.com/phoenixUU

2 | P a g e

September 2015

Dear Staff and Lay Leaders,

Welcome to the ninth edition of UUCP’s Guidebook for Paid & Volunteer Staff. In this book you will find a

wealth of information to help you with your committee and small group work.

This Guidebook is updated every program year. Here are highlights to this year’s updates:

UUCP Strategic Plan with this year’s Implementation Goals is now included on page 9.

Calendar of Events and Management Workflow Calendar is now included on pages 14-16.

Committee Organization Resources is now included on pages 36-37.

Update on Property Management communications on page 45.

We welcome all suggestions and feedback for improvement. Is there something in here that you think we forgot

to cover? Tell us! Are there instructions that don’t make sense? Tell us!

Sincerely,

Heidi Parmenter Geoff Anderla

Business Administrator Office Assistant

[email protected] [email protected]

602-840-8400 ext. 202 602-840-8400 ext. 201

Office Hours: M-F 9 AM – 5 PM Office Hours: T-F 9 AM – 3 PM

mailto:[email protected]


3 | P a g e

COVENANT OF COMMITMENT TO OUR CONGREGATION ..................................................................................................... 5

PAID AND VOLUNTEER STAFF ......................................................................................................................................................... 6

PAID STAFF ............................................................................................................................................................................................ 7 OFFICE VOLUNTEERS ............................................................................................................................................................................. 7 BOARD OF TRUSTEES ............................................................................................................................................................................. 8 COUNCIL ................................................................................................................................................................................................ 8 STRATEGIC PLAN ................................................................................................................................................................................... 9

COMMITTEE DEADLINES & IMPORTANT DATES .................................................................................................................... 13

CALENDAR OF EVENTS ........................................................................................................................................................................ 14 MANAGEMENT WORKFLOW CALENDAR .............................................................................................................................................. 16

ACS ACCESS ......................................................................................................................................................................................... 19

ACCESS ACS MEMBER LOGIN ............................................................................................................................................................. 19 Smart Phone and iPad Access ........................................................................................................................................................ 19

MANAGING ROSTERS AND CONTACT LISTS .......................................................................................................................................... 19

EVENT & ACTIVITY PLANNING ..................................................................................................................................................... 20

CALENDAR REQUESTS & PUBLICITY .................................................................................................................................................... 20 CAMPUS INFO ...................................................................................................................................................................................... 21

Accessibility Guidelines ................................................................................................................................................................. 22 Room Descriptions ......................................................................................................................................................................... 23 Campus Rules ................................................................................................................................................................................. 24 Good Steward Checklist ................................................................................................................................................................. 24 Request a Key ................................................................................................................................................................................. 25 WiFi Information ............................................................................................................................................................................ 25

STAFF SUPPORT .................................................................................................................................................................................... 25 Childcare ........................................................................................................................................................................................ 25 Sexton Support ................................................................................................................................................................................ 27 Sound Technicians .......................................................................................................................................................................... 27 Audio/Visual Equipment ................................................................................................................................................................. 27

PUBLICATIONS ................................................................................................................................................................................... 28

HORIZONS JOURNAL ............................................................................................................................................................................ 28 ANNUAL REPORT ................................................................................................................................................................................. 29 UUCP CONNECTIONS .......................................................................................................................................................................... 29

ACCOUNTING & FINANCE .............................................................................................................................................................. 30

BUDGETING PROCESS .......................................................................................................................................................................... 30 CURRENT BUDGETS AND FINANCIAL STATEMENTS .............................................................................................................................. 31

Reviewing Expense Detail .............................................................................................................................................................. 34 Transferring Money Between Account Codes ................................................................................................................................. 34

REIMBURSEMENTS ............................................................................................................................................................................... 34 DEPOSIT NON-PLEDGE INCOME ........................................................................................................................................................... 34

COMMITTEE ORGANIZATION RESOURCES .............................................................................................................................. 36

CHARTERS ............................................................................................................................................................................................ 36 HOW TO CREATE AN EFFECTIVE AGENDA ............................................................................................................................................ 36 HOW TO WRITE EFFECTIVE MEETING MINUTES .................................................................................................................................. 37

FORMS ................................................................................................................................................................................................... 41

CHECK REQUEST FORM ....................................................................................................................................................................... 41 GENERAL JOURNAL FORM.................................................................................................................................................................... 42 MONEY COLLECTION FORM ................................................................................................................................................................. 43

WHAT TO DO IN CASE OF…? .......................................................................................................................................................... 44

…A MEDICAL, FIRE, OR OTHER DANGEROUS EMERGENCY? .................................................................................................................. 44 …AN ELECTRICAL OUTAGE? ................................................................................................................................................................ 44

4 | P a g e

…A SUSPICIOUS ODOR? ........................................................................................................................................................................ 44 …A HEATING OR AIR CONDITIONING FAILURE? ..................................................................................................................................... 44 …A TELEPHONE FAILURE? .................................................................................................................................................................... 45 UUCP BUILDING & GROUNDS CONTACTS ........................................................................................................................................... 45

5 | P a g e

Covenant of Commitment to our Congregation Adopted 2003

I am committed to the role our congregation plays in my religious exploration, and I respect the shared ministry

of each congregant, staff member, and our called minister, therefore:

I donate my talents, efforts, and financial support;

I assume everyone’s good motives by emphasizing the positive in each encounter;

I create a safe haven by listening to what others say;

I welcome sentiments, beliefs, and feelings different from my own;

I state my own views with directness and humility.

I know conflict among us is inevitable and manageable, therefore:

I recognize that we each have limited time, ability, and energy;

I take my concern, anger, and hurt directly to those involved;

I say of another only what I would say to him or her;

I support those who take leader positions;

I accept leadership when called and guide with love, warmth, and humor;

I remember to thank others for their contributions.

I know our practice of this covenant may be imperfect, and I am committed to our religious community living

up to its aspirations, therefore:

I welcome others’ reminders to me, and I use kindness when I remind others of what we here vow.

Thus do I covenant.

6 | P a g e

Paid and Volunteer Staff

7 | P a g e

Paid Staff

The Congregation Office is open Monday through Friday 9 AM to 5 PM. We recommend you call and arrange

a meeting with the individual staff member if you would like to speak face to face. Each staff member has

different office hours depending on their weekly schedule of meetings and events.

Rev. Susan Frederick-Gray Lead Minister Ext. 203 [email protected]

Emrys Staton Intern Minister Ext. 205 [email protected]

Kristina Benner Administrative Assistant to

Rev. Susan/Member &

Volunteer Coordinator

Ext. 204 [email protected]

Heidi Parmenter Business Administrator Ext. 202 [email protected]

Geoff Anderla Office Assistant Ext. 201 [email protected]

Katie Resendiz Director of Children’s

Ministries

Ext. 233 [email protected]

Kristen Flangos EEC Director Ext. 233 [email protected]

Benjie Messer Music Director Ext. 234 [email protected]

Dr. Lynne Haeseler

Mary Price

Accompanists [email protected]

[email protected]

Manuel Gomez Custodian

Belinda Clark Sexton

Office Volunteers

Office Volunteers work three hour shifts Monday through Friday. They help answer phones, sort mail, update

the membership database, welcome calls and letters to visitors, reminder calls for events and classes, as well as

assist the staff in other office duties. You can email Office Volunteers at [email protected] or

reach them at extension 200. This year’s volunteers are:

Don Weir, Mondays 9 AM – Noon

Sally Boyd, Mondays Noon – 3 PM

Francis Wiget, Wednesdays 9 AM - Noon

Pauline Peverly, Thursdays Noon – 3 PM

Julie Smart Fridays Noon – 3 PM

8 | P a g e

Board of Trustees

Under policy-based governance responsibility for programmatic and management areas moves from the trustees

to staff and committees. A smaller Board of Trustees focuses on UUCP mission and policy, and empowers staff

and committees to act with greater authority toward achieving the mission. The following members are serving

on the Board of Trustees from May 2015 through June 2016. You can reach the board at [email protected]

President: Glen Lockwood [email protected]

Vice President: Sarah Montgomery

Secretary: Sarah Carlson

Treasurer: Jim Allen

Members-at-Large: Rajeev Arora, Caitlin Tuffin Gaspar, Karen Quinn, Vince Waldron

Youth Representatives: Chloe Dubisch and Katie Gibson

Rev. Susan Frederick-Gray, Lead Minister, ex officio

The UUCP Board Policy Manual is intended to be a compilation of all policies adopted by the Board of

Trustees and still in effect. The manual is limited to the policies of the Board of Trustees. The website is the

official home of all Board Policies. www.phoenixuu.org Board Minutes for the previous three meetings are

available on our website. Historical copies of Board Minutes going back to 2008 are available in a binder in

Office 2.

Council

The Council is made up of all paid and volunteer staff and activity group leaders. The Council meets three

times a year for the purpose of increasing communication and to provide opportunities for collaboration so that

the ministries can better carry out the congregation’s mission.

UUCP Council Chair: Kim St. Clair [email protected]

Addictions Ministry Gene Harvey

Archives Charlotte Carl-Mitchell

Children's Ministry Committee Carrie Lifschitz, Carrie Matteson

Circle Dinners Mary Wilber

Small Group Ministry Ruth Braunstein

Finance Committee Diana Ashley

Meditation Group, Walking Poets, Open Art Studio Jay Alagia

Membership Committee Jenny Jones Moats

Nominating Committee Gary Ezzell

Outdoor Group Julie Smart

Poetry Coffee House Ann Bixel

Publicity Committee Mat Montgomery

Refugee Assistance Partnership Libby Walker

Right Relations Ministry Mary Dawes

Sanctuary Team Ann Bixel

Small Group Ministry Coordinator Ruth Braunstein

Sewing and Craft Circle Paula Adkins

Share the Plate Jan Kaplan

Traveling 2nd Fridays Barbara Cawthorne

Unicare Committee Lynne MacVean

UU Foundation of Phoenix Susan Goldsmith

Worship Associates Heidi Singer

http://www.phoenixuu.org/

9 | P a g e

Strategic Plan

Strategic Ends Adopted 2011

Interpretation Accepted 2012

2015-2016 Draft Implementation Plan

Draft Revisions September 17, 2015 Within: Members see UUCP as the foundation for their personal and spiritual development and practice. UUCP is a central part of the lives of UUCP members and families. It provides many opportunities for people and families to develop and share their personal and spiritual growth.

Specific five-year targets: A. 60% of members are engaged in at least one ministry offering beyond worship or Sunday school each year (this would include choir, AFD course, friendship pairs, SGM, etc.) B. 60% membership retention (i.e., 60% of new members are still members after five

years)

C. 75% of members attend UUCP once a week, on average

2015-2016 Implementation Goals

Summary: This area of our ministry is strong. We have improved the structures and pathways to bring people

into membership and engage them early as members. The attention on Small Group Ministry and coordinating

Small groups and Adult Faith development classes with our worship themes brings great theological and

spiritual depth to our ministry and all of our small group sessions have a component of spiritual practice that is

often highlight in worship services too. Our Small Group Ministry and Adult Faith Development programs

have grown significantly in the last 3 years. We hope to continue these programs at the same levels as last year.

Key for next year is funding and staffing to continue the Membership, Welcoming and Pastoral Care ministry

that Rev. Linda has led.

A.B. Conduct hiring process for Associate Minister

Timeline: September 2015 – June 2016

Responsibility: Susan Frederick-Gray 100%

Cost: $78,000 (approximately $10,000 over this year’s budget)

A, B, C. Secure funding and staffing to oversee Welcoming and Membership Ministries

Timeline: March 2015 – March 2016


Cost: $17,000

A. Maintain participation and process for Small Group Ministry and Adult Faith Development

Timeline: March 2015-December 2015

Responsibility: Susan Frederick-Gray 80%/Heidi Parmenter 20%

(This is focused on maintenance rather than growth as the Associate Minister search is added)

C. Continue to invest in dynamic and inspiring worship

Timeline: July 2015 – June 2016

Responsibility: Susan Frederick-Gray 60% / Benjie Messer 25%/ Emrys Staton 10%/Katie Resendiz 5%

A.B.C. Gather and chart summary data from 3 years of annual survey, tracking participation, retention and

attendance.

10 | P a g e

Timeline: May 2016

Responsibility: Susan Frederick-Gray 80%/ Heidi Parmenter 20%

Among: UUCP is a healthy, vibrant, multigenerational, and multicultural religious community filled

with committed uuvangelical Unitarian Universalists. UUCP has adequate resources to fund a growing, thriving ministry. UUCP has an adaptive culture that does

not reflect just one dominant culture. UUCP provides activities and worship that engage people and families

across the generations. Members are passionate about UUCP and quick to share about its ministry and invite

their friends and neighbors.

Specific five-year targets: A. We have accessible, visible, well lit access to our campus and buildings

B. Our campus is well maintained, cared for, and is growing to meet needs of the

program and staffing

C. Median pledge at $1,500

E. Strong participation, nearing capacity in children’s, youth, and multigenerational

programming

F. 20% of paid staff, leadership, and membership identifies as multicultural (five- to

seven-year goal, possibly rethinking this goal)


Summary: We have made incredible strides in maintaining and sprucing up our campus. The Home and

Garden team has a lighting plan and key goals for landscaping improvements. We spend nearly 25% of our

operating budget on the campus and a key goal is to find ways to better spend those resources and find

efficiencies.

Our Sunday children’s attendance is only 16% of the overall attendance (young and old alike) on Sunday. This

is a small percentage of our capacity. We have also reduced what we spend on children’s religious education

staffing over the last 2 years. A key goal for the future is to increase resources and strengthen our Sunday

Children’s Ministry program.

We need to continue to make strides in improving Stewardship practices and comfort level talking about

financial giving and to think about the priority needs for our campus for our next major capital campaign.

A. Work with “capital campaign/improvements” committee to engage congregation in conversation about

building needs for ministry and create plan for addressing needs.

Timeline: July 2015-June 2016

Responsibility: Susan Frederick-Gray 70% / Heidi Parmenter 30%

Note: Richard Plattner will chair committee

B. Review current property expenses and contracts and vendors to save money. Investigate different options

for maintaining building, contracts or staffing. Move to self-insuring HVAC systems from Maintenance

Reserve Account, increase savings to Maintenance Reserve account by $10,000. Create a clear process/system

for handling maintenance issues


Responsibility: Heidi Parmenter 100%

Cost: Minimal change

11 | P a g e

C. Evaluate new Stewardship practices implemented in 2014-2015 and determine and measure key

Stewardship indicators to track over time.

Timeline: September 2015-January 2016

Responsibility: Susan Frederick-Gray 60% / Heidi Parmenter 40%

C. Evaluate database needs for managing Stewardship, Membership and Financial needs and programs.

Timeline: August 2015-June 2016

Responsibility: Heidi Parmenter 100%

D. Manage Transition of UUEEC preschool to a separately incorporated entity by June 30, 2016. Negotiate

any issues related to future building use options.


Responsibility: Heidi Parmenter 75%/Susan Frederick-Gray 25%

E. Increase staffing to Children’s Ministry program by 8 hours

Timeline: July 2015


Cost: $11,300

E. Incorporate a system for follow up with families of children into visitor process

Timeline: TBD

Responsibility: Katie Resendiz 90% / Heidi Parmenter 10%

E. Conduct focus groups to gather feedback on engagement in RE

Timeline: October 2015-February 2016

Responsibility: Katie Resendiz 100%

E. Implement learnings and goals for Children’s Ministry informed by surveys and focus groups

Timeline: September 2015 -June 2016

Responsibility: Katie Resendiz 100%

F. Create a presentation from Beth Zemsky’s multicultural workshop with UUCP to be used as a

training tool (for RE, Welcoming Ministry and Leadership)

Timeline: July 2015-January 2016


Beyond: UUCP is a flagship congregation in the UUA and a beacon of moral conscience to the world. UUCP is a prominent congregation within the UUA that shares its resources and best practices widely with

other congregations. UUCP is not afraid to take public stands and join with others on issues that are central to

our core values.

Specific five-year targets: A. We are a teaching congregation, funding a Ministerial intern program

B. Youth and adults from UUCP serve on district, regional, and/or national committees

and boards of our Association

C. Continue to maintain status as a Fair Share Congregation to the UUA

D. UUCP recognizes among its members, and develops and encourages in its members,

community service and leadership beyond UUCP (including in public office, public

service, and nonprofit leadership)

12 | P a g e

E. We create systems or become part of programs that allow us to share our best

practices with other congregations

F. We have systems and staff in place for strong outreach to communities and

organizations beyond UUCP and partnerships for collective work on key issues


A. Hire, welcome, nurture and supervise a Ministerial Intern (who will have regular preaching and pastoral care

responsibilities)

Timeline: June 2015-June 2016

Responsibility: Susan Frederick-Gray 75%/Ministerial Intern Committee 25%

Cost: $22,000

B. Establish way to measure and acknowledge youth and adults serving on district, regional, or

national committees/boards of the UUA

Timeline: July 2015-May 2016

Responsibility: Heidi Parmenter 80% (measure) / Susan Frederick-Gray 20%

C. Continue to maintain Fair Share giving to the UUA and district.

E. Charge a committee with offering a workshop at DA

Timeline: TBD-December 2016

Responsibility: Heidi Parmenter 60% / Susan Frederick-Gray 40%

Notes: possibly a workshop on Board and Strategic Planning

E. Website redesign, explore options including UUA for design and costs

Timeline: July 2015-March 2016

Responsibility: Heidi Parmenter 70% / Geoff Anderla 30%

Note: Cost estimate in progress – requires additional funding

Longer Term Goals:

E. Fund dedicated staff to work on justice ministries and beyond the congregation work.

13 | P a g e

Committee Deadlines & Important Dates

Important Deadlines for Planning and Reporting

September – December

Committees should be preparing for the following year’s programming and to be ready

for the January 31 budget deadline. This is also a good time to recruit new members to

join in your work and to review and/or develop a charter.

January - April Committees should be preparing for the Annual Report by conducting a self-assessment

and evaluation of the year. See page 29.

January 31 Budgets for the following fiscal year (July 1- June 30) are due to the Finance Committee.

See page 30 for budget process.

April 29 Annual Report to the Congregation is due to Office Assistant. See page 29.

Leadership Update Form is due to Office Assistant.

Charter is due to Office Assistant. See page 36.

May 31 Connections content is due to Office Assistant. See page 29.

Larger Organizational Expectations of Leaders

Saturdays, September 26, January 9, 9am – Noon and Thursday, April 21, 6:30pm – 8:30pm

Council (collection of Ministry, Committee and Staff leadership) meets for

communication and collaboration so that we can better carry out our congregation’s

mission.

Sunday, December 6, 11 AM – 1 PM

Annual Fundraising Auction will be held in the Sanctuary and patio. Our fundraising

goal this year is $13,000.

Sunday, January 31, 10:30 AM

Congregational Meeting

Sunday, June 5, 2016

Congregational Meeting

14 | P a g e

Calendar of Events

September 2015:

Mon 7 UUEEC starts

Sun 6 New Day Meal

Sat 12 RE Teacher Training

Sun 13 Multi-generational In-gathering

Sun 13 Starting Point

Sun 20 Two Services Schedule Begins

Sun 20 Sunday School Program Starts

Sat 26 UUCP Council Meeting

October 2015:

Sun 4 New Day Meal


Sat 24 UUSC 70th Anniversary Presentation

Sat 31 EEC Fall Festival

November 2015: Sun 1 Multi-Gen Dia De Los Muertos Service

Sun 1 New Day Meal

Thu 5 Pathway to Membership



Thu 19 Pet Service at Community Night

Sun 22 Multi-Gen Thanksgiving Service

Thu 26 Thanksgiving Potluck Dinner

December 2015: Sun 6 New Day Meal

Sun 6 Live Auction (one service)


Fri 18 Preschool Holiday Sing & Feast

Thu 24 2 Christmas Eve Services (Multi-generational)

January 2016: Sun 3 New Day Meal

Pathway to Membership Nov. Class Reunion at Coffee Hour

Sat 9 UUCP Council Meeting


Sun 17 MLK, Jr. Service

Sun 31 Congregational Meeting

February 2016:

15 | P a g e

Sun 7 New Day Meal

Sun 7 Pathway to Membership

Sun 14 Pathway to Membership


Sun 14 MultiGen Valentine’s Day service

Mon 8 Preschool Registration Opens

Sat 27 Congregational Picnic 11 - 1

March 2016: Sun 6 New Day Meal


Sun 20 Stewardship Kick-Off

Sun 27 Easter Sunday

April 2016: Sun 3 New Day Meal

Pathway to Membership February Class Reunion

Wed 6 Preschool & Kids Kamp early enrollment discount deadline




Thu 21 UUCP Council Meeting

Sun 24 Celebration Sunday/Start 1 Service Schedule / MG Flower Communion Service

Fri 28-29 District Assembly (tentative)

May 2016: Sun 1 New Day Meal


Fri 13 UUEEC School Year Ends

Sun 22 Sunday School Ends

Pathway to Membership April Class Reunion

June 2016: Sun 5 New Day Meal

Sun 5 Summer Sunday School begins

Sun 5 Annual Meeting


Mon 6-30 Kids Kamp

Wed 22-26 General Assembly - Columbus, OH

July 2016: Sun 3 New Day Meal


16 | P a g e

Management Workflow Calendar July

Ministry: Annual Program Catalog takes final shape

Ministry and Administration: Preparation work for course registration, room assignments, calendar, website and database

Property Management: Major campus repairs or renovations are typically scheduled during this month

EEC Transition: New Preschool Transition Team formally notifies all parents and staff of the transition process. Licensing is consulted regarding the transition. New Preschool Transition Team will file incorporation papers.

August

Ministry Gear Up: Orientations, organizing and kick-off retreats for leadership and ministry teams Ministry: Finalize Worship and Program calendar Finance: Finance Committee and Staff approve final corrections on previous year’s financials and the books close

Stewardship: Office and Stewardship Team organizes outreach emails to encourage pledgers to sign up for monthly pledge donations

Property Management: Quarterly property inspection; Semi-annual landscaper service

EEC Transition: New Preschool will file for federal tax exempt non-profit status.

September

Stewardship: Board makes thank you calls to pledgers Ministry: Annual Program Catalog is mailed to all members Ministry: when needed Staff Retreat for team building and orientation Ministry: Begin full Sunday School and youth programming, RE Orientation for parents, move to 2 services;

continue recruiting for Justice Ministry teams Schools/Kamp: EEC begins, DVLC begins Capital Campaign: First Meeting of Capital Campaign planning team - needs assessment Ministry: Associate/Assistant Minister hiring team

EEC Transition: If necessary due to low enrollment, EEC budget will be revised.

October

Ministry: Heaviest programming begins (Small Groups, Adult Faith Development, RE in full swing, Community Nights). Fall Council Meeting

Stewardship: 1st quarter pledge statements and Stewardship Update newsletter are mailed. Stewardship Committee researches new campaign elements (i.e. formal year-round matching campaign).

Strategic Planning: Rev. Susan does initial review of implementation plan and organizes for Staff Strategic Planning retreat

Capital Campaign: - needs assessment Ministry: Prepare Congregational Record and Job Description Associate/Assistant Minister hiring team

November

Ministry: Nov. 1 . Post Associate/Assistant Minister position

Strategic Planning: Staff retreat to brainstorm goals for next year’s Implementation plan and review progress on current implantation plan

Stewardship: Email pledge statement reminders for year end gifts. Ministry: Holiday season begins with Community Thanksgiving Dinner, December service planning, extra services

and rehearsals Capital Campaign: - Review Master Plan in light of needs assessment

17 | P a g e

Stewardship: Ambassador Recruitment EEC Transition: New Preschool Transition Team will present to UUCP Transition Team an initial plan for

operating the New Preschool after June 30.

December

Strategic Planning: Susan presents next year’s implementation plan to Board

Strategic Planning: Susan presents current implementation plan progress report to Board

Stewardship: Annual Auction held this month

Capital Campaign: - Begin defining scope of work

Ministry: Ministerial Intern reviews due

Property Management: Quarterly property inspection; Semi-annual landscaper service

EEC Transition: Possible drafting and signing of a one-year lease agreement.

January

Ministry: Phone interviews Associate/Assistant Minister position

Finance: Mid-year review of Financial reports, initial projections on income v. expense, determine if budget adjustments, spending restrictions are needed.

Finance: All staff, committees and leadership team budgets are due. Includes salaries, program costs, implementation goal costs.

Strategic Planning: Susan presents a big picture view of next year’s goals coming from Implementation plan and as pre-stewardship ramp up, or some other orientation into the strategic or financial conditions.

Stewardship: 2nd quarter pledge statements, tax donation letters and Stewardship Update newsletter are mailed

Stewardship: Finalize the timeline and process for the annual Stewardship campaign

Stewardship: Ambassador Training

Ministry/Strategic Planning: Office compiles summary of stats (attendance and participation numbers for the fall and trends over time) for the Staff. Rev. Susan presents a dashboard of stats/measures to Board.

Administration: Certification to the UUA is due - review and cull membership roles, and attendance participation stats

Congregational Meeting: includes presentations on financial status and strategic progress update

Capital Campaign: - Continue defining scope of work

Property Management: Semi-annual Volunteer Work Day

February

Ministry: Phone interviews/ Reference Checking, Second Interviews Associate/Assistant Minister position

Stewardship: Stewardship Team recommends Stewardship Goal Stewardship: Create the campaign materials, theme, graphics, case statement, Horizons communications Finance: Susan and staff prepare first draft of next year’s annual budget Capital Campaign: - Continue defining scope of work; begin Fundraising capacity assessment

March

Ministry: Site visit Associate/Assistant Minister position

Stewardship: Annual stewardship campaign kickoff Finance: Susan and Heidi present draft of next year’s budget to Finance Committee for feedback and review

Ministry: Begin planning next year, request for courses, recruit teachers and small group leaders Ministry: Staff begins planning next year’s Program Calendar with key events calendared

Capital Campaign: - Communicate plan, calendar campaign, determine needed staff support Schools/Camp: Kids Kamp planning and enrollment begins

18 | P a g e

Property Management: Quarterly property inspection

April

Ministry: Offer negotiation for Associate/Assistant Minister (April - May) Stewardship: Celebration Sunday - official end of Stewardship Campaign

Stewardship: Clean up begins, additional and repeated outreach to members who have not yet pledged

Finance: Susan and Heidi review contingency options for changes in draft budget based on stewardship numbers Finance: Susan presents initial budget presentation (not final) to the board - with contingencies or overall

expectations. Ministry: Brainstorming for next year’s Worship themes, continue recruiting program leaders for next year Ministry: Annual Reports due from all staff, committees, and ministry and leadership teams Capital Campaign: - Communicate plan, calendar campaign, determine needed staff support Property Management: Semi-annual Volunteer Work Day

May

Ministry: Annual Themes finalized, Adult Courses selected, class and group leaders selected

Ministry: Program Catalog submissions due from all staff, committees, ministry team leaders Ministry: Next year’s Program Calendar is more fully scheduled with dates and room assignments Ministry: Annual Report is completed

Finance: Final pledge count is calculated for the budget, final adjustments to budget made

Finance: Rev. Susan presents next year’s Budget to the Board

Finance: Pre-Congregational Meeting Budget meeting with the congregation

Personnel: Annual Staff performance evaluations completed

Ministry/Schools/Kamp: EEC ends school year, DVLC ends school year, Kids Kamp enrollment and planning

Capital Campaign: - Communicate plan, calendar campaign, determine needed staff support Ministry: Ministerial Intern reviews due

June

Stewardship: Update on year end stewardship results and membership retention; present stewardship results

Stewardship: Final mailings to wrap up Stewardship campaign

Congregational Meeting: Presentations on year end financials; present next year’s budget for approval Strategic Planning: Rev. Susan submits Annual Report on Progress on Strategic Plan

Personnel: Rev. Susan submits to Board the Delegation Compliance Report and Performance Factors Evaluation

Ministry/Schools/Kamp: Kids Kamp all month

EEC Transition: As of June 30, 2016 the Congregation and New Preschool will be legally separated.

19 | P a g e

ACS Access You can access our online membership directory through our website at www.phoenixuu.org. Once you are

logged into the membership directory you can:

Manage and update your basic membership information online

Register online for classes and events

Give online

View online calendars

Print membership directories

Access ACS Member Login

Please note, this login in separate from the website login.

Creating a Login

1. Using an internet browser, go to www.phoenixuu.org

2. Click on “Information for Members” located on the left side menu bar.

3. The Access ACS login screen will display.

4. Click “Get your user name and password” under the heading called “Not Registered?” Located on the

right side of the screen.

5. Enter your first name, last name, and email address. The suffix field is optional. When you have

entered the information, click “Register” button. Note: Your First Name, Last Name and email

address MUST match with our database or you will not be given an account. Please check the

latest congregation directory if you are not sure which email address you gave us. If you do not have an

email address on file, then please email this information to [email protected]

6. You will receive an email containing your username and password for logging in to Access ACS. When

you have received the email, return to the Access ACS link on our

website.

Smart Phone and iPad Access

Go to your “Google Play” on Android devices or “iTunes” on Apple

devices and search for the app called “ACS Church Life.” Once you

download that to your device you can use your login created above and

access the Online Membership Directory and Calendar of Events.

Managing Rosters and Contact Lists

We are now tracking involvement through our membership database for

the following:

Sunday School Classes

Adult Faith Development Classes

Which means that if you are a leader for any of these offerings, you will

be able to login to the online membership directory and manage your

group’s roster through ACS Access. You will be able to print, view, or

email members of your group.



20 | P a g e

Event & Activity Planning This section is designed to help Lay Leaders and staff plan congregation events and activities. To best utilize

our resources priority is given to programming that is planned through our committees and staff. Once an

event/activity has been approved you should:

1. Get event/activity on the UUCP Calendar of Events. This is a critical step in publicizing an

event/activity and should be done ASAP.

2. Request a room key if needed. See page 25 for more information.

3. Request staff support (childcare, sexton, sound technician) if needed. See pages 25-27 for more

information.

Calendar Requests & Publicity

Geoff Anderla, the Office Assistant does all room bookings and calendaring. He is available Tuesday through

Friday 9 AM to 3 PM by calling 602-840-8400 ext. 201 or emailing [email protected].

Our website calendar is a complete listing of

congregation events and activities. You can

access the calendar on our website and

through an application on your smart phone

or tablet. (See page 19 to learn how to view

the calendar and Membership Directory on

your smart phone or tablet.) Through our

Calendar of Events you are able to read

event/activity descriptions, contact people

for more information, and register for events.

Event listing requests should always include:

Name of event/activity/meeting.

Description of 75 words or less that

tells people what the event is. No acronyms

please. If this is a committee meeting or

other activity that is not open to the public

please let Geoff know this. A description is

not necessary in this case.

The full name of the contact person

and an email or phone number.

Date, time, and location of event (see

page 16 for campus map and room

descriptions).

o If there is flexibility in the

date you can give several dates in order of

preference.

o If your event is an ongoing item, please pick a consistent date (i.e. 3rd Tuesday of every month).

o You must include a start and end time in your request.

o If there is flexibility in the location you can give several locations in order of preference.

21 | P a g e

Additionally, please be sure to:

Email submission text only and in the body of the email. Please no document attachments.

Email images as a .jpg, .gif, or .png file. No embedded images can be used- please do not place images

in a word document.

Every Wednesday, the staff reviews the upcoming Calendar of Events to determine what will be included in the

body of Compass and Sunday Announcements. Priority is given to programming organized by staff and

committees, and events must be located at or sponsored by UUCP to be included. The Sunday Announcements

flyer will include a listing of events with days/times and contact info on the back page. People will be

encouraged to check out our complete Calendar of Events on our website or Connections for more information.

Campus Info

Accessible

Entrance

22 | P a g e

Accessibility Guidelines

In an effort to make our congregational facilities as open and accessible as possible for people with mobility

challenges, we ask that UUCP staff and leaders adhere to the guidelines listed below for all meetings, activities,

and events.

If your meeting or event is in the Main Building, be sure to do the following:

1. Unlock the door at the West Entrance (by the preschool classrooms). Slide the red push button on the

top of the doorjamb to the "on” position to activate the automatic door openers. Make sure that the

automatic door openers work on both sides of the door (going in or out). Report any problems to the

office.

2. Open the North Patio Gate.

3. Turn on the patio lights. The light switch is inside the Sanctuary to the left of the patio doors.

4. Unlock the Sanctuary or Johnson Room doors.

If your meeting or event is in an Annex Building, be sure to do the following:

1. Prop open the East and West gates.

2. Unlock the accessible restroom in the Annex Building (Room I).

3. Offer assistance for opening/closing restroom doors which currently do not have automatic door

openers.

Please remember to close, turn off, and lock up as appropriate when you are finished with your meeting,

communicating with other groups/leaders still on campus as necessary.

Thank you for your help in creating a safer and more welcoming environment for our members, friends, and

visitors.

23 | P a g e

Room Descriptions

Room Main Usage Seating Type Capacity

Office 2 Work room with

Office Volunteer Desk,

copier, mailboxes,

staff folders, overnight

box

Table that seats approx. 6

Nursery

Room 3 & 4

Nursery only

Room 5 Children’s Ministry

Storage Closet

Kitchen

Room 6

Kitchen only

Johnson Room

Room 7 & 8

Multi-purpose meeting

room

Chairs and rectangular

tables are stored in here

Approximately 70 people

with chairs only, fewer

with tables and chairs

Youth Classroom

Room 10 & 11

Preschool and Sunday

School

Children’s tables and

chairs are the standard

setup in Room 10. Tables

and chairs can be brought

in from Johnson Room

into Room 11.

Room 11 can have 15

maximum with two

rectangle tables and

chairs

Youth Classroom

Room 12 & 15

Preschool and Sunday

School

This is a children’s space

only. There is no room to

bring in adult tables or

chairs.

Room 13 Children’s Ministry

Storage Room

Custodial Closet

Room 14

Custodial supplies

Annex Youth Classroom A DVLC and Sunday

School



setup in Annex A. Not

suitable for adult meeting

space.

Annex B Multi-purpose meeting

room

Chairs are stored in here

and one rectangular table.

Approximately 15 people

with chairs, no tables.

Youth Meeting Room

Annex C

YRUU (Youth Group)

meeting space

Couches, mini-fridge Approximately 15 people

seated on couches

Annex Youth Classroom D DVLC and Sunday

School



setup in Annex D. Not


space.

Annex Youth Classroom E DVLC and Sunday

School



setup in Annex E. Not


24 | P a g e

space.

Annex Youth Classroom F DVLC and Sunday

School



setup in Annex F. Not


space.

Annex Youth Classroom G DVLC and Sunday

School



setup in Annex G. Not


space.

Annex Youth Classroom H DVLC Art Classroom

and Multi-purpose

meeting room

Large adult sized tables,

chairs.

Approximately 15 adults

seated around rectangle

tables

Upstairs Landing Small meeting space Table with 6 chairs 6 adults

Memorial Garden Outdoor space Benches around statues

and two bench/chair areas

Meditation Garden Outdoor space Two benches. Chairs can

be brought out from the

Sanctuary.

Patio Outdoor space Tables and chairs can be

brought out from the

Johnson Room.

Campus Rules

1. We are a Smoke Free campus.

2. Take all leftover food with you unless prior arrangements have been made with staff.

3. Restore rooms to their original state once meeting/event is over.

4. Musical instruments in the Sanctuary and Johnson Room can only be used or moved with approval from

the Music Director.

5. Speakers, Choir chairs, and Pulpit in the Sanctuary can only be moved with approval from the staff.

6. Leave the rooms better than you found them!

Good Steward Checklist

When you arrive:

Unlock doors and turn on lights. To unlock the doors so that others, without a key, can open the

door the panic bar must be pressed in. For the front door you need to hold in the panic bar and

press in the button located at the bottom of the bar. To press the button in you need a pen-like (or

key) object. The panic bar needs to be released in order for the door to be locked. For the other

exterior doors you can use the pipe cleaner to keep the panic bars depressed.

Note the way the room is setup. You are required to return it to this condition before you leave.

Before you leave:

Pick up trash.

Fold and store any chairs and tables you set up unless prior arrangements have been made with the

Office to leave them up.

Check the bathrooms, kitchen, and hallways as well as any room your group may have wandered

into. Turn off all lights as you exit each room.

25 | P a g e

Lock all doors. To lock the doors you have to release the panic bar.

Return any keys you were given for your event/meeting to the Office.

Immediately notify the Office of any damages or problems you noticed while using the facility,

whether you feel your group was responsible or not. There is a clipboard in Office 2 hanging

above the Volunteer Desk that can you can record maintenance issues. Refer to pages 44-45 for

other property management issues.

Request a Key

When your group is meeting outside of office hours or Sunday service times a key request has to be made. You

can request a key by contacting Geoff at 602-840-8400 extension 201. At the end of your event you must return

the key to the office.

WiFi Information

The congregation has limited WiFi service at the campus and can be accessed by connecting to UUCPOpen:

If the modem needs resetting, please contact a staff member to do so.

There are several routers around campus, but coverage is usually limited to the upstairs offices, the

downstairs offices, the sanctuary, and the Johnson Room. Coverage outside of these areas can be spotty.

The password to the WiFi is 123456789123456789123456

Staff Support

Childcare

UUCP’s Children’s Ministry will maintain a current list of individuals deemed to be qualified to provide

childcare. There are two categories of childcare workers that are hired at the discretion of the Director of

Children’s Ministries:

Childcare Professional – An adult with one year or more professional experience in preschool, childcare or

elementary education with an up to date Department of Public Safety Fingerprint Clearance Card. A Childcare

Professional may care for children independently within established ratios.

Childcare Worker – A person 14 years of age or older who has passed a background check. Childcare Workers

must work in partnership with another Childcare Worker or a Childcare Professional within established ratios.

Both Childcare Professionals and Workers must complete documentation paperwork including screening and a

Code of Ethics and participate in training with the Director of Children’s Ministry. Once accomplished, the

names and contact information for both Childcare Professionals and Workers will be made available for the

purpose of scheduling childcare.

General Policies for Childcare

Ages of Children

The following terms will used to describe the ages of children:

Infants/Toddlers– Birth to 2 years old

Preschool – 2 to 5

School Age – 6 and Up

Spaces Available for Childcare

Nursery (Room 4/5) – Infants, Toddlers and mixed groups with infants or toddlers

26 | P a g e

Preschool Rooms 14 and 15 -2 years old and up

Preschool Rooms 10 and 11 – 4 years old and up

Johnson Room- 4 years old and up

Young children are at risk in environments that are not age appropriate, so room selection should be made based

on the needs of the youngest children. As such children under 2 should be cared for in the nursery. Mixed aged

groups of 8 or less with children under 2 should meet in the nursery. Mixed aged groups with infants/toddlers

larger than 8 should divide into two groups with appropriate staffing ratios and requirements.

Within reason, supplies found in the classrooms can be used for childcare activities. Careful attention should be

paid to leaving the classrooms as found, with toys and supplies put away and chairs left on top of the tables.

Ratio of Childcare Staff to Children

Childcare Professional

Mixed ages with 2 or more infant/toddlers: 1: 8

Mixed ages with no infant/toddlers: 1: 12

Infant/Toddlers: 1: 5

Childcare Worker (Must always work in pairs)

Mixed ages with 2 or more infant/toddlers: 2: 12

Mixed ages with no infant/toddlers: 2: 15

Infant/Toddlers: 2: 4

How to Coordinate Childcare

To coordinate childcare at times other than Sunday mornings and Thursday evenings, please follow these steps:

Designate an on-site supervisor who will be the main and emergency contact for the Childcare Staff at

the scheduled event. This person should either be a staff member, committee chair or designated

volunteer.

Call (480-788-9363) or email ([email protected]) Katie Resendiz, Director of Children’s

Ministry to get the most up to date Childcare Staff list. Schedule the appropriate childcare staff from the

designated list of approved staff within the requirements and ratios described above at least one week

prior to the event and provide the following information:

o Date, time and duration of work shift;

o Names, ages and any accessibility issues of the children for which childcare is being contracted;

and

o Details regarding meals and/or snacks (if applicable).

Secure room space for childcare in advance of the event by contacting the office to reserve the rooms(s)

you will need, based on the information described above.

Ensure that rooms used for childcare are left clean, with the doors locked, before leaving the building;

and

Sign the Childcare Worker’s timesheet at the end of each shift.

Payment procedures

Childcare staff will document the date and hours worked on timesheet located in a binder in Office 2. It is

imperative the on-site supervisor sign the Childcare staff’s timesheet at the end of each shift.

Approved Childcare Professionals will be paid $15 per hour and Childcare Workers will be paid $13 per hour.


27 | P a g e

Committees or activity groups engaging childcare staff for activities outside of Sunday morning or Thursday

evenings will be charged for the expense.

Sexton Support

The congregation budgets Sexton expenses for Sunday Services and Community Nights (Thursdays October

through Thanksgiving and February through April, first Thursday of the month May through September). We

have a limited number of hours budgeted for Sexton services at other weekend events. Requests for Sexton

services at other weekend events must be made by the staff member who works directly with committee or

group requesting the services. Contact Kristina Benner for such requests.

Sound Technicians

Only trained sound technicians (listed below) or the music director may operate the sanctuary sound system.

Unless a sound technician volunteers their time, committees or activity groups that wish to use the sanctuary

sound system need to hire them at a rate of $25 per hour.

Elena Perez 505-699-6936 [email protected]

Sam Plattner 602-743-6344 [email protected]

Brian Quinn 480-455-8666 [email protected]

Francis Wiget 602-471-1265 [email protected]

Audio/Visual Equipment

We have the following audio/visual equipment for congregational use:

The sound system in the sanctuary. To use this system, a sound technician must be hired (see above).

A small amplifier and wired microphone for use outside of the sanctuary, or for smaller groups. This

amplifier is located in the office of music director Benjie Messer and must be checked out directly from

him.

TV/DVD/VCR media cart located in Office 2. This must be returned to Office 2 after each use.

Projector and screens. The projector is located in Office 2 but must be scheduled to use through the

Office. There is a ceiling-mounted screen in the Johnson Room. The switch to have the screen come

down is located to the left of the cupboards. There are portable screens located in the pulpit closet in the

Sanctuary.

None of UUCP's audio-visual equipment may be taken off-campus





28 | P a g e

Publications

Horizons Journal

Editor: Elyse Arring, [email protected]

Published: Monthly, with a combined July/August issue

Distributed:

Mailed to all members and friends

Emailed to members, friends and visitors

Hardcopies in Lobby

Contributors: Staff, Board, Nominating Committee and occasionally Lay Leaders.

The Wednesday before the Horizons deadline the staff decides who is providing content. Below is the list of

people who provide content every month:

Lead Minister

Intern Minister

Director of Children’s Ministries

Music Director

Board of Trustees

Unicare

Deadline for Submission: 2nd Monday of each month

Purpose:

Introduce monthly worship theme and prompt reflection.

Advertise major ministry events and happenings.

Share governance information.

Share congregation-wide events and happenings.

Tips from the Editor:

Your Editor will love you if you are punctual with your assignments. If you’re going to be late, please let

the Editor know when to expect your brilliant piece in her inbox.

There are suggested word counts but what’s really important is that you convey what you want to say to

your audience (the congregation). If your submission is just slightly too long to fit on one page, it may

be shortened, often a few words here and there, to make it fit.

Please use only one space between sentences (the current convention). This saves your Editor significant

time removing extra spaces. (This is a hard habit to cultivate if you’ve been using two for decades—but

I did it, and you can too!)

Horizons uses paragraph indents (one “tab”) with no space between paragraphs. Please use this format

as this, too, saves the Editor extra time.

Try to give your piece a title, but don’t work too hard to fit the Theme into your title—it gets repetitive if

every title contains the same word. Your Editor is likely to modify your title if it’s too long, clunky or

the aforementioned repetition needs to be mitigated.

Just say no to acronyms!


29 | P a g e

Annual Report

Our Annual Reports are meant to be a historical document to be used by future leaders. You will find 15+ years

worth of reports on our website at www.phoenixuu.org though in our archives we have one for every year of

ministry. If you have pictures that you would like to include with your report, please email them to

[email protected]. The deadline for submissions is Friday, April 29, 2015. Below are the questions

you be asked to answer as part of your annual report.

* Required

Name of Group/Committee: *

Contact Email for Leader of Group/Committee *

Name of Leader of Group/Committee: *

Members of Group/Committee: *

Please include all who attended at least half the meetings.

Please list all special events/classes/workshops that your group held between July 2014 and June 2015,

including date and number attending. You don't need to include regular meetings.

Narrative: What were the group's goals for 2015-2016? *

Narrative: What key decisions were made in 2015-2016?

Narrative: What challenges did the group face in 2015-2016 and how did you overcome them?

Please list any people whom you would like to thank for their contributions to your group in 2015-2016.

Narrative: What does the group have planned for 2016-2017 and beyond? *

UUCP Connections

Your Invitation to Connect and Grow at UUCP

Editor: Geoff Anderla, Office Assistant [email protected]

Published: Annually before Ingathering in September

Distributed:

Mailed to all members and friends

Emailed to members, friends and visitors

Hardcopies in Lobby

Contributors and Content: All staff and their corresponding program committees are responsible for providing

the content for Welcoming Ministry, Small Group Ministries, Adult Faith Development, Membership, Music

Ministry, Justice Teams, and Activity Groups.

Deadline for Submission: May 31.

Tips from the Editor:

Event descriptions that focuses on brevity with language that invites new people to UUCP to engage in

our ministries

Please use only one space between sentences (the current convention)

Just say no to acronyms!

Include a headshot of facilitators

Don’t forget this information:

o Way to contact someone for more info

o Registration process & fee if any

o Dates, times and locations



30 | P a g e

Accounting & Finance

Budgeting Process

Strategic Ends

•Board leads congregation in mission, values, and vision process.

•UUCP Board creates Ends Statements that are evaluated typically every 3-5 years or as needed.

Implementation Plan

•Rev. Susan creates Strategic Plan based on the Ends Statements which includes outcomes and targets for Board approval.

•Rev. Susan meets with the staff to review the Strategic Plan in November and establish the annual Implementation Plan for the following program year.

•The Board reviews the Implementation Plan in December. In January Rev. Susan and the Board shares the Plan with the Council and at Board Chats.

Annual Budget Preparation

•Staff and committees work together to prepare budget requests due the end of January.

•Rev. Susan and Heidi prepare the entire operation budget in February and work with rest of the staff in maximizing resources to best accomplish the tasks in the Implementation Plan.

•Finance Committee reviews the proposed budget late February for accuracy and feasibility.

Stewardship Campaign

•Stewardship Committee meets in February to establish Stewardship Pledge Goal.

•Stewardship Campaign runs early March through late April.

•Budget is revised in May based on the Stewardship Campaign results.

Annual Meeting

•Board reviews and approves budget in May to be voted on at Annual Meeting in June.

•Rev. Susan and Heidi present the budget at the Annual Meeting and Congregation members vote to adopt it July 1.

•Rev. Susan and Heidi provide a current year financial report.

31 | P a g e

Current Budgets and Financial Statements 2015-2016 EEC

Budget 2015-2016 Kids Kamp Budget

2015-2016 Revised Congregation Budget

INCOME

4010 · Annual Pledges $454,000

4011 · Pledge Discount ($18,160)

4012 · Mid Year Pledges $5,000

4015 · UU Foundation Support $46,000

4020 · Special Service Contributions

$13,000

4051 - Fundraising: Auction $19,000 $13,000

4053 - Fundraising: Other $4,000 $1,500

4090 · Other Contributions $45,000

One-Time-Gifts $9,500

4225 · Minister's Discretionary Fund

$3,500

4315 - Music & Choir $0

4320 · Adult Religious Ministry $750

4325 · Children's Religious Ministry

$2,200

4330 · 7th & 8th Grade Programs

$2,250

4335 · Young Religious UU - teens

$300

4370 · Memorial Garden $4,500

4410 · Social Action Committee $0

4395 · Community Night $3,300

4415 · Fair Trade Sales $0

5010 · Commissions $600

5020 · Facilities Usage - Other $500

5021 · DVLC Usage $40,500

5310 · Interest-savings/short-term inv

$800

5040 · Tuition $102,417 $70,056

5041 · Registration $3,300

5042 · Extended Programs $33,000

5350 · IRS Health Insurance Credit

$2,000

6942 · Release from restricted Designated Gifts

$0

9710 · Kid's Kamp Net Income ($25,000) $25,000

9931 · Allocations: EEC ($24,153) $24,153

32 | P a g e

2015-2016 EEC Budget

2015-2016 Kids Kamp Budget


9932 · Allocations: AZIM (release restrict)

$6,000

Allocation: UUFP $8,756

TOTAL INCOME $137,564 $45,056 $693,949

EXPENSE

7110 · Minister Salary $52,210

7120 · Minister Housing Allowance

$35,000

7130 · Pension - Minister $8,721

7140 · Minister Benefits $8,721

7150 · Minister PE Allowance $8,721

7160 · Minister's FICA & MCare $6,672

7170 · Sabbatical $0

7210 · Salaries & wages - staff $80,920 $36,107 $234,136

7211 - Substitute Teachers $2,176

7212 - Lunch Bunch Teachers $7,238

7213 - Extended Day $9,519

7230 · Pension plan contr - Staff $3,950 $20,075

7240 · Employee benefits - not pension

$7,236 $33,713

7250 · Payroll taxes $7,639 $2,749 $17,911

7260 · Workers Comp Insurance $5,238

7270 · Flexible Spending Act Admin

$510

7520 · Accounting fees $2,000 $1,000 $14,567

7530 · Legal Fees $0

7551 · Contract Services - Music $9,400

7550 · Contract Services - Other $4,050 $1,856 $1,000

7560 · Staff Development RE $1,200

7561 · Staff Development Music Director

$1,400

7562 - Staff Development EEC $500

7566 · Staff Development Choir Director

7563 · Staff Development-Admin $1,000

7565 · Staff Development-Ass't Minister

$2,000

7570 · Payroll Processing $2,100

8110 · Supplies $4,500 $2,340 $4,000

33 | P a g e




8130 · Telephone & telecommunications

$4,620

8140 · Postage, shipping, delivery

$3,200

8150 · Computer & Software $780 $5,440

8160 · Equip rental & maintenance

$5,000

8190 · Bank Charges & Fees $1,000 $250 $5,000

8200 · Sound Equipment $500

8250 · Fundraising Expense: Other

$1,300 $755

8251 · Fundraising Expense: Auction

$500

8530 · Mem dues/Accreditation Renewal

$2,000 $34,860

8620 · Utilities $21,500

8640 · Insurance Property & Liab $10,000

8650 - Debt Service $45,000

8710 · Grounds Maintenance $8,986

8721 · Coffee Hour Supplies $1,900

8722 · Janitorial Supplies $600 $3,300

8730 · Building Service/Repairs $30,830

8731 · Building Repair/Improve.-Major

$10,000

8811 · Brochures $300

8812 · Worship Expense $600

8813 · Minister's Discretionary Fund

$3,500

8815 · Music & Choir $2,500

8820 · Adult Religious Ministry $300

8825 · Children's Religious Ministry

$2,800

8830 · 7th & 8th Grade Programs

$500

8835 · YRUU $300

8845 · Community Outreach $13,000

8850 · Publicity $2,000 $700

8855 · Newcomer and Membership

$750

8860 · Unicare $120

8865 · Stewardship $1,000

34 | P a g e




8871 · Nominating & Leadership Dev.

$0

8872 · Lay Leadership Development

$1,200

8857 · Community Night $2,000

8885 · Memorial Garden $3,330

8913 · New Day Center $1,800

8916 · Fair Trade $0

8910 · Social Action Committee $500

TOTAL EXPENSE $137,407 $45,056 $694,131

Net Profit/Loss $157 $0 ($182)

Once our monthly financial statements have been approved by the Finance Committee at its monthly meeting

(typically the second Monday of each month) and are available from Heidi in the Office.

Reviewing Expense Detail

Heidi sends out the transaction detail reports every month to staff who manage a budget.

Staff and lay leaders are responsible for reviewing the income and expenses pertaining to their areas of

responsibility. Please see the appropriate person for copies of this detail if necessary. If you ever need any

assistance understanding the statements or detail reports please setup a meeting time with Heidi.

Transferring Money Between Account Codes

A special form called the “Journal Entry Form” (page 42) is used to transfer money between account codes. For

example, your committee purchases an item from another committee, you can use the Journal Entry Form to

move money from your expense account to the other committee’s income account.

Reimbursements

A special form called the “Check Request Form” (page 41) is used when requesting reimbursement or payment

of a bill. Have persons making the expenditures keep all receipts and turn them in to the staff member

authorizing expenditures for the ministry expense. The person making the expenditures needs prior approval by

the staff member before spending the money; otherwise there is no guarantee of reimbursement.

Fill out the form, attach bill or receipt, and then put signed request in the overnight box. Check Requests are

picked up by the Bookkeeper every Wednesday by noon and checks are ready for pickup/mailing Sunday after

service.

Deposit Non-Pledge Income

In the case where staff or lay leaders receive money directly from community members to be deposited into the

congregation’s bank account, they are to complete a “Money Collection Form” (see page 43) and following

35 | P a g e

these steps for preparing a deposit.

Step 1: Fill out the “Money Collection Form.” Forms are located in the blue document holder in Office 2. To

complete the form fill in the following information:

Date: Date form is completed and dropped into the overnight box.

Submitted By: Name of the person filling out the form.

Account Name/Code: Budget account code/name that the money is to be credited to. See the approved

Budget on pages 31-34 for account codes.

Comments: Any information the Business Administrator needs to know or what you would like

included in the memo line in the account detail reports.

# Count: Number of bills for each denomination.

Amount: Total amount for each denomination.

Cash Total: Grand total of cash and coins.

# of Checks: Total number of checks.

Check Total $: Grand total of checks.

Step 2: Put the “Money Collection Form,” all cash, checks and coins into an envelope (recycled/reused is fine),

and put into the safe. The safe is located in Office 2 in the cupboard against the back wall, underneath the blue

document holder.

Mondays, Heidi and the office volunteer or Geoff processes the deposit together. The office volunteer or Geoff

confirms the information provided on the “Money Collection Forms” and initials and dates forms. Heidi

ensures deposit backup is correctly coded to the proper income codes, the office volunteer then takes it to the

bank for deposit.

36 | P a g e

Committee Organization Resources

Charters

All committees are required to have a charter that is approved annually by the Board of Trustees. Elements of a

good charter are described below. If you need help in crafting or revising a charter please contact the UUCP

Council Chair to assist you.

Identifies Purpose and Goals A committee charter gives members the benefit of an outline of the

committee's purpose, goals and objectives. This foundation helps members understand what they're

working toward and how it affects their committee and the organization overall. This makes them more

dedicated to the project and more driven to accomplish committee goals.

Details Roles and Responsibilities As a member of a congregation, it is beneficial to know the roles and

responsibilities of each person. In a committee, there is a chair and a co-chair who work to lead the group

in achieving goals that benefit the overall organization. Roles and responsibilities outlined in the charter

hold people responsible for their actions and for successfully tackling their assigned duties and tasks. The

charter lists each member and his/her role on the committee.

Length and Scope of Membership The committee charter states how long members and officers are to

serve. It also stipulates how people join the committee, whether through a vote or an appointment.

Accountability Committees come under review by the staff to ensure members work according to the

charter and do their part to meet the strategic goals of UUCP. The committee charter should outline how it's

evaluated and what measures are pertinent to the committee from the strategic plan.

Meeting Schedules Committee members often meet outside of regular organization meetings to accomplish

their specific goals. A committee charter details when and where committee members should meet. It also

lists procedures for alerting members about missing a meeting, or about changes in meeting dates, times or

locations.

Meeting Format The committee charter outlines a general format for each meeting. A sample agenda may

be included with sections such as new business, old business and status reports. The meeting minutes

typically follow the same format as the agenda.

How to Create an Effective Agenda

Creating an effective agenda is one of the most important elements for a productive meeting. Here are some

reasons why the meeting agenda is so important. The Agenda communicates important information such as:

1. topics for discussion

2. presenter or discussion leader for each topic

3. time allotment for each topic

4. provides an outline for the meeting (how long to spend on which topics)

5. can be used as a checklist to ensure that all information is covered

6. lets participants know what will be discussed if it's distributed before the meeting. This gives them an

opportunity to come to the meeting prepared for the upcoming discussions or decisions.

7. provides a focus for the meeting (the objective of the meeting must be clearly stated in the agenda)

37 | P a g e

How to Create an Effective Agenda

You're responsible for planning your project meeting this month. Arrggh!! What to do? Now you understand

how important an agenda is to the effectiveness of the meeting, but don't know how to create one. Breathe easy!

All you have to do is follow the steps outlined below.

1. Send an e-mail stating there will be a meeting, the goal of the meeting as well as the administrative

details such as when and where it will be. Ask those invited to accept or decline the meeting. Make it

clear that once they have accepted the meeting, they are expected to attend.

2. Ask participants requesting an agenda item to contact you no less than two days before the meeting with

their request and the amount of time they will need to present it.

3. Once all of the agenda requests have been submitted to you, summarize them in a table format with the

headings Agenda Item, Presenter and Time. It's your responsibility to ensure that each agenda item is

directly related to the goals of this particular meeting. If an inappropriate request is made, suggest that

person send an e-mail or memo instead or recommend that this agenda item be discussed in another

meeting. Also, you must be realistic in the amount of time you allocate to each presenter. Don't cram an

unrealistic number of agenda items into an hour meeting. When people accept an hour meeting, they

expect to be finished in an hour. When meetings go over time, people generally tend to get uneasy. It's

better to schedule 50 minutes of discussion into an hour time slot. This way you have 10 minutes to

spare and if you get done a little early, people will be pleased.

4. Send the agenda to all the meeting participants the day before the meeting with a reminder of the

meeting goals, location, time and duration. At this time, ask the presenters if they are happy with the

order in which they will be speaking and the amount of time they have been allocated.

Of course, the most important part of creating an effective agenda is to follow it during the meeting!

How to Write Effective Meeting Minutes

http://www.wildapricot.com/articles/how-to-write-effective-meeting-minutes

This article was prepared by Wild Apricot to help the volunteers and/or staff of small non-profits and

membership organizations who may be new to the task of taking and preparing meeting minutes for committees

or Boards of Directors.

Are you new to writing meeting minutes?

Whether you’ve been tasked with taking notes for a committee or you’ve been appointed Secretary to the Board

of your organization, preparing meeting minutes doesn’t have to be an arduous task. Here are some tips and

ideas that will help you get started with writing and preparing effective meeting minutes.

Why meeting minutes are important

You shouldn’t be intimidated by the term “minutes” since it’s actually a little misleading. After all, your

committee or Board doesn’t want or need a record of its meeting proceedings minute by minute! But it is

important to capture the essence of the meeting, including details such as:

decisions made (motions made, votes, etc.)

next steps planned

identification and tracking of action items

38 | P a g e

Minutes are a tangible record of the meeting for its participants and a source of information for members who

were unable to attend. In some cases, meeting minutes can act as a reference point, for example:

when a meeting’s outcomes impact other collaborative activities or projects within the organization

minutes can serve to notify (or remind) individuals of tasks assigned to them and/or timelines

What’s involved with meeting minutes?

There are essentially five steps involved with meeting minutes:

1. Pre-planning:

A well-planned meeting helps ensure effective meeting minutes. If the Chair and the Secretary or minutes-taker

work together to ensure the agenda and meeting are well thought out, it makes minute taking much easier. For

example, depending on the meeting structure and the tools you use (see Tools below), the minutes-taker could

work with the Chair to create a document format that works as an agenda and minutes outline as well.

At the very least, it’s important to get a copy of the meeting agenda and use it as a guide or outline for taking

notes and preparing the minutes – with the order and numbering of items on the minutes matching those of the

agenda. In addition, the agenda and/or meeting notice also provides information that will need to be included in

the minutes, such as:

the names of all the meeting attendees, including guests or speakers

documents that are sent out with the agenda or handed out in the meeting – copies (digital or hard copy)

of handouts should be stored with the meeting minutes for future reference and for sharing with those

who were unable to attend the meeting (and others as determined by the meeting’s Chair).

Clarifying Expectations:

When you take on a new role as minutes-taker or Secretary, be sure to ask the Chair of the committee or Board

what their expectations are of your role during the meeting, as well as the type of detail he/she expects in the

minutes. For example, if your Board or committee will be dealing with motions, or voting on items/issues, be

clear on whether you need to offer names of those making motions, seconding, etc. If you will be dealing with

this type of procedures, you (and your Chair) may want to refer to Robert’s Rules of Order – here’s a link to an

online “Introduction to Robert’s Rules”. http://www.robertsrules.org/rulesintro.htm

2. Record taking - what should be included?

Before you start taking notes, it’s important to understand the type of information you need to record at the

meeting. As noted earlier, your organization may have required content and a specific format that you’ll need to

follow, but generally, meeting minutes usually include the following:

Date and time of the meeting

Names of the meeting participants and those unable to attend (e.g., “regrets”)

Acceptance or corrections/amendments to previous meeting minutes

Decisions made about each agenda item, for example:

o Actions taken or agreed to be taken

o Next steps

o Voting outcomes – e.g., (if necessary, details regarding who made motions; who seconded and

approved or via show of hands, etc.)

o Motions taken or rejected

o Items to be held over

39 | P a g e

New business

Next meeting date and time

Tips that might help your note taking:

Create an outline – as discussed earlier, having an outline (or template) based on the agenda makes it

easy for you to simply jot down notes, decisions, etc. under each item as you go along. If you are taking

notes by hand, consider including space below each item on your outline for your hand-written notes,

then print these out and use this to capture minutes.

Check-off attendees as they enter the room - if you know the meeting attendees, you can check them off

as they arrive, if not have folks introduce themselves at the start of the meeting or circulate an

attendance list they can check-off themselves.

Record decisions or notes on action items in your outline as soon as they occur to be sure they are

recorded accurately

Ask for clarification if necessary – for example, if the group moves on without making a decision or an

obvious conclusion, ask for clarification of the decision and/or next steps involved.

Don’t try to capture it all – you can’t keep up if you try to write down the conversation verbatim, so be

sure to simply (and clearly) write (or type) just the decisions, assignments, action steps, etc.

Record it – literally, if you are concerned about being able to keep up with note taking, consider

recording the meeting (e.g., on your smart phone, iPad, recording device, etc.) but be sure to let

participants know they are being recording. While you don’t want to use the recording to create a word-

for-word transcript of the meeting, the recording can come in handy if you need clarification.

3. The Minutes Writing Process

Once the meeting is over, it’s time to pull together your notes and write the minutes. Here are some tips that

might help:

Try to write the minutes as soon after the meeting as possible while everything is fresh in your mind.

Review your outline and if necessary, add additional notes or clarify points raised. Also check to ensure

all decisions, actions and motions are clearly noted.

Check for sufficient detail: For Board of Director’s minutes, an Association Trends article (by lawyers

Jefferson C. Glassie and Dorothy Deng) suggests the following for Board minutes:

o include a short statement of each action taken by the board and a brief explanation of the

rationale for the decision

o when there is extensive deliberation before passing a motion, summarize the major arguments

o Edit to ensure brevity and clarity, so the minutes are easy to read

4. Distributing or Sharing Meeting Minutes

As the official “minutes-taker” or Secretary, your role may include dissemination of the minutes. However,

before you share these, be sure that the Chair has reviewed and either revised and/or approved the minutes for

circulation.

Online sharing

If you are all using Google docs – for meeting invitations, agenda and additional document sharing – you can

simply “share” the document with that group once it has been finalized. Committee or Board members can

simply read the documents online and save a few trees! Google Docs also supports collaborative note taking.

[There are sample templates for minutes in Google docs. If you send out a meeting request using Google

40 | P a g e

Calendar, you can attach a Google doc agenda outline. Once minutes are crafted (using the outline), you can

simply share the document with the group (using their email addresses.]

In closing…enjoy your new role

Meeting minutes are important – “they capture the essential information of a meeting.” But taking and

preparing minutes doesn’t have to be a daunting task. We hope this article helps meeting minutes newbies in

getting started in creating effective meeting minutes for your organization. For additional information, you can

check out some of the sources of information we used to create this article in the “sources” noted below.

41 | P a g e

Forms

Check Request Form

CHECK REQUEST FORM

Person Making Request Date Requested

INSTRUCTIONS or MAILING ADDRESS FOR CHECK DELIVERY:

Make Check Payable To: For: Account Code: Amount:

Total This Check

$

-

Approved by:

(Committee Chairperson, Board Trustee, Staff Member)

42 | P a g e

General Journal Form

Requested by: Request Date:

Effective Date:

Purpose/Description:

Amount Transfer From Account Amount Transfer to Account

Approved: Date: _______________

New 09/2012

For Office Use Only: QB JE #: ______________ Entry Date: ______________ Initials: _______

43 | P a g e

Money Collection Form

UUCP MONEY COLLECTION & DEPOSIT FORM DATE:

SUBMITTED BY (print names):

ACCOUNT NAME/CODE:

COMMENTS: # COUNT AMOUNT OFFICE USE

DATE PREPARED: Coins

Ones ($1)

Twos ($2) INITIALS:

Fives ($5)

Tens ($10)

Twenties ($20) INTO QB:

Fifties ($50)

Other Denominations: INITIALS

CASH TOTAL $

_____ # OF CHECKS CHECK TOTAL $

44 | P a g e

What to do in case of…?

…a medical, fire, or other dangerous emergency?

Call 911.

…an electrical outage?

Reset circuit breakers to see if the problem is a short-circuit in the building’s electrical system. We

have three circuit breakers: one behind the kitchen door, one in the Sanctuary pulpit closet, and one

upstairs in the mechanical room. If other homes in the neighborhood are dark, the problem is

likely a power outage.

Report a power outage to SRP's automated Residential Customer Services line by calling (602)

236-8888. Be sure to enter our account number (292-530-000) so that they’ll know where the

power outage is.

Turn off all lights and major appliances, including computers, air conditioner, television, VCR and

dishwasher. This will help SRP restore power more quickly while protecting our equipment from

voltage fluctuations and circuit overloads when power returns. Surge protectors for computer and

electronic equipment provide extra protection.

Keep refrigerator and freezer doors closed.

When power returns, wait a few minutes before turning on lights and appliances (one at a time).

…a suspicious odor?

A gas leak may be present if you:

SMELL - An unusual odor, like that of rotten eggs. Because natural gas is lighter than air,

colorless, and odorless, an odorant is added to help customers smell gas if a leak occurs.

HEAR - An unusual noise coming from the ground or an above-ground pipeline. A hissing or

roaring sound may indicate escaping natural gas.

SEE - Discolored vegetation surrounding a pipeline, or water or dirt blowing into the air.

If you suspect a gas leak:

Leave the vicinity immediately.

Warn others.

Do not light a match, start or stop an engine, use a phone, switch on or off lights, or do anything

that might create a spark.

From a safe place, call Southwest Gas immediately at 1-800-528-4277, day or night; or call 911.

…a heating or air conditioning failure?

First, follow the instructions as posted at all thermostats to try and adjust the heat/ac.

o Adjusting the Air Conditioning: If the room is too hot, push the down arrow to set the room to a

lower temperature. If the room is too cold, you can turn the air off by pushing the up arrow to set

the room to a higher temperature. No heat will come on. At the end of the day please make sure

to set the temperature to 80 degrees. PLEASE DO NOT TOUCH ANY OTHER BUTTONS!

o Adjusting the Heat: If the room is too hot, push the down arrow to set the room to a lower

temperature. If the room is too cold, push the up arrow to set the room to a higher temperature.

At the end of the day please make sure to set the temperature to 70 degrees. PLEASE DO NOT

TOUCH ANY OTHER BUTTONS!

45 | P a g e

If the above does not fix the issue please contact someone on the Buildings & Grounds Contacts (see below).

…a telephone failure?

Contact Cox Business Services at 1-866-272-5111 for 24 hour service. Our account number is 001-8501-

163474201. If asked for our social security # or Tax ID # say 86-0188971 or contact the Buildings & Grounds

Contacts.

UUCP Building & Grounds Contacts

Heidi Parmenter is the property manager. All maintenance concerns should be addressed to her. There is a

clipboard in Office 2 hanging above the Office Volunteer mailbox where you can record maintenance issues.

Heidi reviews this every Monday morning. If it is more convenient to email or call you can relay maintenance

issues that way as well.

Email: [email protected]

Office #: 602-840-8400 ext. 202

Cell # (for emergencies only): 602-799-9042


Date post:	26-May-2020
Category:	Documents
Upload:	others
View:	2 times
Download:	0 times

Guidebook for Paid & Volunteer Staff 2015 2016...Unitarian Universalist Congregation of Phoenix...

Documents