Parish Council

Committee Purpose:	Click here
Chairperson:	Rev. Harold E. Babcock
Members:	The heads of all permanent committees and organizations of the Society
Next Meeting:
e-Mail Contact:	Harold Babcock
Last Report:	Joint Meeting - Leadership Council and Parish Committee Minutes April 18, 2007 In attendance: Maureen Adams, Harold Babcock, Rob Burnham, Kit Dyer, Michael Fosburg, Bill Heenehan, Claudia Keyian, Stan Kilty, Ben Labaree, Annie Madden, Lark Madden, Annie Madden, Jay McCarthy, Florence Mercer, John Mercer, Marie Murphy, Cyd Raschke, Judy Shivik, Jon Steeves, Linda Tulley, Bettina Turner, Anne Verret-Speck, Liam Wilbur. Harold opened the meeting with a reading from Yehuda Amichai, A Man in His Life. John Mercer, FRS Administrator, welcomed all and stated the purposes of the meeting . Bill Heenehan reported that since the budget goals had been met, there would be little change from the stated goals of the proposed budget. The budget is essentially the same as last year except for salaries, some structural changes, UUA memberships, and funding for a Ministerial Intern. The canvassing process ran very smoothly and the follow-up process is in good shape. John Mercer reported on preparations for the Annual Meeting on May 30th and asked all committee chairpersons to submit a report for the Annual Report no later than Thursday, May 17th. Committee representatives reported on plans for leadership succession in their various committees and indicated who would write the committee report. John will follow-up with those committees where there was any uncertainty on either issue. John reiterated the importance of receiving each committee's report by Thursday, May 17th. In other business, Michael Fosburg asked for a sense of the meeting regarding cancellation of a Yankee Homecoming worship service this year because of low attendance. Discussion included consideration of how the Church might be kept open to visitors during Yankee Homecoming week, but most did not object to cancellation of the service. Meeting adjourned at 8:30. Respectfully submitted, Judy Shivik Parish Clerk Minutes of the Parish Council Meeting September 20, 2006 Present were Florence Mercer, Ann Power, Bill Heenehan, Marise Fraser, Marilyn Archibald, Jane Nocera, Melina Sheehy, Rob Burnham, Lee McLaughlin, Michael Fosburg, Peter Cullinan, Cyd Raschke, Anne Verret-Speck, Anne Madden, Forrest Speck, Lark Madden, Harold Babcock, John Mercer, Vicki Dyer, and Marie Murphy The meeting was opened with words by Harold Babcock from John Milton Moore's "The Church of My Dreams." Minister's Outlook - Harold says we are off to a fabulous start; there were lots of people at the opening service (313!) and many new people. Our second Sunday was also good. We have a full young church and a new curriculum. The staff participated in the visioning effort with the first workshop. We are visioning, not because something is wrong, but because it is right! We are going in the right direction with plans to expand and new programs. Vision Outreach - Marie Murphy explained the process with handouts. We are growing; look at what we can plan, but maintain our integrity. The workshops will engage the congregation using a bottom-up process. They will achieve a living statement of intention as we go forward. Before church ended in June, the timeline got everyone engaged. Alice Mann's consultation provided positive feed back on our progress. Bill Heenehan likened the workshops to mining ore, the basic stuff. In October, we will see the output of the workshops and alternative vision statements. These will be reviewed by a large group, with October 29 for the final statement and November 5 for adoption of the statement. This will be the end of the first part. Then the weekend of November 10-11 for the retreat to Ferry Beach to formulate the plans for next year out of this work. Jane Nocera (Chair of Membership Committee) on October 1 Community Sunday: An opportunity to recruit members to your committees. John Mercer suggested that all committee chairs refer to How to Run a Committee on our web site. Committee Reports: Florence Mercer reported from Adult Ed that they have put together a catalogue with many unique and new opportunities, along with the continuing programs. Building and Grounds was represented by Jon Steeves as the new co-chair. He asks that we work to expand the base of people who are 'doers' and to prioritize our projects. Ann Power of Human Services reported that they have the same projects again this year but would like to expand programs; the limiter is the number of members on the committee. Finance Committee chair Bill Heenehan said that we ended the fiscal year with a modest surplus, which will be applied to the new year's projected deficit. The canvass was exceptional this year, and he sees a strong financial year. Coddie Fraser spoke for the Historical Committee. Their membership totals six now. Rochelle Perry-Platine and Coddie are identifying and cataloguing church photos. Anne White will circulate instructions to all committee chairs on what to considering for archiving and how to preserve items. Marilyn Archibald of Hospitality continues to keep people happy and fed. She hopes the new method of assignments for staffing coffee hours will prove fruitful. Membership chair Jane Nocera recommends that all committees staff the Visitors Table, and she also will begin assignments to this end. Their goal is to increase and sustain membership, and we have seen huge growth over the last few years. Another goal is to welcome visitors to become members and welcome members to become active in the FRS community. Further news from Membership: The Family Picnic should be better attended by the Parish Council. There has been a decline in the number of young families attending the picnic, and Jane welcomes suggestions. There is also a new Photo Directory available in the church office. There will be Circle Dinners on October 28 and Council members are encouraged to sign up. Religious Education chair Mindy Sheehy spoke of the new curriculum: mixed ages shared ministry groups. She also spoke about the Family Nights and that the nursery has employed another teenager for consistent nursery care. Rob Burnham of Social Action spoke of their goal as building their committee! Amnesty International group has been established and all projects are getting done. Welcoming Congregation Committee was represented by Lee McLaughlin who spoke of the two film series, their guest speakers and more work with the youth. Michael Fosburg, chair of the Worship Committee, presented the new guidelines regarding young children during the worship service. His committee's goal is to populate the pulpit during Harold's sabbatical in January and February 2007. Lark Madden of the Trustees told the council that the endowment was transferred to another account manager. Les Ferlazo, who managed the endowment without charge for 25 years, has retired, and the Trustees have hired PNC. There will be quarterly meetings, and they will pursue PNC's other offerings, such as planned giving and giving to the endowment. Annie Madden, chair of the Committee on the Ministry, reported that the goal is to facilitate communication between Harold and the FRS congregation, to assist Harold in setting his goals, and to perform Harold's evaluation. Her committee also supports the intern for next year, with the goal of an eventual Assistant. The meeting was closed at 8:55 pm Respectfully submitted, Vicki Dyer FRS Administrative Assistant Meeting of September 22, 2004 Present: Alex Mezey, Tom Stites, Harold Babcock, John Mercer, Vicki Dyer, Anita Wright, Dotty DiChiara, Frances Burmeister, Sue Creed, Bill Heenehan, Stan Cecil, Julie Parker Amery, Florence Mercer, Alicia Raddatz, Bob Thurlow, Jane Nocera, Ellen Foley Sheehy and Forrest Speck Opening Words: The meeting was opened with words by Rev. Harold Babcock from Charles Steven, Jr. Minister's Outlook: Harold Babcock delivered the Minister's Outlook, noting that there were about 200 people attending the first two church services of this year. New families were seen in Young Church and choir attendance was up. We finished this past year in good shape financially, started this fiscal year with the Shared Ministry Program (we have leaders for five groups), and the grounds are being planted and landscaped. We are no longer a small community, but are in between. Volunteerism is always a challenge in this gray area as we move forward. Harold reported to the Parish Council that this will mark his 10th year with the First Religious Society. It is time, he said, to assess becoming a long term ministry! Near and dear to him, is to bring the partner church members here. This is not budgeted, but this is a good time to come here and they are eager to visit us. The grounds are hugely improved by volunteer work, and the church signs will be back in place soon. The Parish Committee Outlook: Parish Chair, Cecilia Healy, reported that the Parish Committee has already met this month, before church services began, and all members are willing to become more involved. She wishes to promote clear guidelines to conduct the business of the Society, to assure congregational awareness of the church, to promote how the church business is conducted, to celebrate the minister's anniversary, to advocate on our roles within our committee, to increase building use and rentals, to support the staff through Human Resources, and to finalize the renovation project. Finance Committee report by Chair, Bill Heenehan: At the end of last year, income was in excess of what we thought we would have in April and even a small surplus of $5000 due in part to pledge collections and giving and in part to strong expense management. We are currently in a reasonable cash position. This year's budget is $400,000. Specific objectives - to create a necessary balance - enough discussion and consideration of new and expanded programs, and the funds to support them. enough flexibility to do new and different things that might have specific appeal without jeopardizing the funding base of the ongoing programs and adequate transparency and control closer connection between budget and programs development of a process of authorizing fundraising Sue Creed asked about accruing amounts year to year for larger items, such as GA. Sabbatical leave is done this way. Alicia Raddatz of Human Services pointed out that her committee has no budget. instead, it raises money and gives it away. This relates of course to fund raising. The Membership should be well informed of this committee's work. Committee Reports: Religious Education report by Ellen Sheehy. Accomplishments this past year include moving into and adjusting to the new space and a new curriculum. This year there were some recruitment problems with teachers (which problems were happily resolved by September 18), and plans include the creation of a Ministry to Youth Committee. There is a great need to find something more for the high school kids. Also this year, a Teacher Enrichment Program will be offered once a month with topics discussed in depth to make teachers more comfortable in the classroom. The committee also hired a Nursery Aide (Meril Cullinan) for every week, providing continuity for the little ones. Parish Committee report by Chair, Cecilia Healy. New goals include supporting the Finance Committee's balance plan, making the PC more visible to the membership, getting an MBD consult to the church. Adult Education report by Florence Mercer. Goals are to integrate church programs with Adult Educaiton. Florence also suggested that people call the office to register for programs, not relying on sign up sheets. Hospitality Committee report - same as last year - serve cookies, feed the hungry. Visiting Committee report by Florence Mercer. There is a need to increase the members of this committee. In addition to hospital visits, food was provided to a family all summer. Building and Grounds Committee report by Bob Thurlow. This committee also needs more members. They are meeting year round, providing upkeep of the facilities, new fence is in and landscaping and plantings are underway. All this - and they stayed within budget! The committee also hired a handyman for small maintenance and repair; opening the front door will be a priority. Not in budget-and worrisome-however, is painting the steeple. Denominational Affairs. Sue Creed is the only member! Six more are needed. Goals are unclear right now, but we do need a larger presence in MBD. We should have a larger voice and more FRS people involved at MBD meetings. This committee will also raise money for the Transylvania project during one week with dinner/slides. Three thousand dollars are needed to the partner church guests here. Question: Should the FRS youth raise funds to attend the GA? Historical Committee. Anne White and Lindsay Cavanagh are chairs. No members present and no report. Human Services report by Alicia Raddatz. The committee's goal is to increase their membership, revitalize the Swasey scholarship fund, and re-evaluate the traditional projects. Alicia asks that $300 be budgeted next year for shipping costs associated with the Lakota project. The Heifer HooHa brought in $900! The committee also seeks more youth involvement through Guest at Your Table. Membership report by Jane Nocera. Committee Sunday is October 3. The committee goal is to update the Directory and get new, updated pictures of members. They will also coordinate their usual events (New Member Sundays, Picnic and the like). Committee on the Ministry report by Forrest Speck. Goals are the five-year survey of FRS members soliciting opinions and needs. This is our planning document for the next five years. Forrest will ask the rest of the Council for input on creating this survey. Music Committee report by Anita Wright. Goals are Sunday music - three or four major music projects - fundraising to support the creative music choices, creation of a Press Kit, and survey for feedback. Should there be a Biweekly Music Corner and/or a separate web site? The committee will support section leaders and pursue seed money for new projects. They will also pursue involving the youth in fundraising. Music Committee fundrasing - charging singers to perform, holding a walk for Newburyport arts? There should also be funds budgeted for youth choirs. The committee is still looking for a Tenor Section Leader. Social Action report by Tom Stites for Liss Campbell. Goals include the Loose Plate Project for specific charities each month, film series, alternative gift fair, adult education program on global warming, and loose plate collections at lectures. Welcoming Committee report by Dottie DiChiara. This committee has had an increase in members! The main goal is to raise the funds to provide a banner to raise our visibility. Worship Committee - No members present and no report. Throughout the meeting, whenever a committee chair or reporter mentioned a public program, the chair of the Adult Education Committee reminded that person to get publicity for the program by putting it under the wing of Adult Education and, thus, getting the program into the Adult Education brochure that is continuously updated. Closing Words: Harold Babcock closed with reading "Some Wishes for You." Submitted by Vicki Dyer Administrative Assistant PARISH COUNCIL MEETING of February 4, 2004 Present: Ted Bailey, Florence Mercer, Stan Cecil, Susan Ricker, Bill Zarakas, Cecelia Healy, Philip Hurzeler, Barry Kray, Russell Meade, Lynn Kettleson, Linda Tulley, Ellen Sheehy, Nancy Sullivan, Forrest Speck, Liss Campbell, Carolyn Dawson, Cynthia Raschke, Harold Babcock, Julie Parker Amery, John Mercer, and Vicki Dyer John Mercer opened the meeting with a welcome and the agenda. Rev. Harold Babcock provided the opening words from Robert Terry Weston's Not by Compulsion. John Mercer called for representation of committees:   Co-Treasurer Stan Cecil Canvass Committee/Brochure Carolyn Dawson Canvass Chair Susan Ricker Welcoming Congregation Nancy Sullivan Parish Committee Cecelia Healy Barry Kray Bill Zarakas Russell Meade Worship Committee Cynthia Raschke Visiting Committee Florence Mercer Hospitality Florence Mercer Auditors Ted Bailey Building and Grounds Barry Kray Music Committee Barry Kray Religious Education Ellen Sheehy Julie Parker Amery Membership Linda Tulley Auction Committee Linda Tulley Small Ministry Linda Tulley Social Action Committee Liss Campbell The report from the Canvass Committee was presented by Susan Ricker, Chair, and included a total of 58 canvassers of 70 needed, which also included the 13 members of the Canvass Committee. The theme for this year's drive is how generous we have been (i.e. renovation, staff, benefits) and now we must follow up with the financial commitment. We have a growing budget which reflects our growing membership and programs. Newcomers are very important to this drive - they need to commit to involvement. The goal is $215,000 in pledges, which is $37,000 higher than last year. Committee chairs are leaders of the church and are therefore in a position to provide communication of program needs. Carolyn Dawson presented samples of the canvass brochure and will focus on accomplishments and goals to help the canvassers. More people will be encouraged to become more involved through the Variety Show (as a community-building event) followed by a Games Sunday and training sessions, with wrap-up by March 28. Worship Committee was presented by Cyd Raschke. Accomplishments have been the continued support of Harold Babcock, along with evaluating the worship service, opening and closing the church and providing guest speakers for 7 Sundays. Worship Committee has also scheduled chalice lighters and is seeking to include more community groups and families as chalice lighters. Joys and Sorrows are now available in the plastic sleeves located in each pew and the committee has an ongoing evaluation of this system. Goals include more lay led worships, i.e. Transylvania 9 and similar presentations. Nominating Committee report by Susan Ricker for Alex Muzey. They will need a full slate of chairs and officers for the April meeting and succession plans for each committee. Please help Nominating accomplish this. Sue Creed should be contacted for General Assembly information for this year (in California). Nancy Sullivan presented for the Welcoming Congregation Committee. The group attended the hearing on gay marriages at the State House in October and will attend the February 5 Lobby Day. They continue to make sure there are information brochures in the new member packets and at the Visitor Table and in Young Church areas. The committee hosted a potluck dinner and quiz on Count Your Blessings - Equal Marriage Math. Sunday February 8 they will hand out scripts for calling your legislator for the vote on February 11 to amend the Constitution. They have also been writing to the Daily News on civil marriage and have provided 6 new canvassers from their committee. The committee meets again March 3 and will plan for the 10th anniversary of this committee. Social Action Committee report by Liss Campbell included a three-prong approach for social action; a call to action in the Biweekly with different issues each month, a table at Coffee Hour with information and a call to take action as a committee and individuals. Topics to cover have been and will continue to be recycling, the environment, resources for alternative Christmas wraps, voter registration, working with Welcoming Committee on opposing the amendment, and continue to defend equality. Goals are to increase the coffee sales of Equal Exchange coffee and to provide a spring speaker. The biggest goal is Collect for a Cause - particular Sundays will include a collection above the pledges that will benefit a particular predetermined 'cause'. Ten percent of this collection goes to that cause - this helps everyone - the remainder going to the church. Which group should we support? The Committee will survey the congregation with a vote in May. The Committee is also pleased to report that the church office is now buying 100% recycled copier paper. Renovation Steering Committee was not represented, although John Mercer says the actual project is complete. There will be a meeting to determine which final items are Punch List Renovation and which roll over to Building and Grounds. Ellen Sheehy reported on Religious Education. There is a new curriculum for all grades, new team teaching with 6 teachers per grade, the Up and Coming UUs and Teens with Mentors program is going splendidly with meetings, projects and retreats. There is a new pageant format which includes social action concerns and a mini-term with one project. Committee goals are approval of the new curriculum of the fall thematic unit, OWL for grades 4 and 5, and the hire of a nursery coordinator for 2 hours each Sunday. There will be evaluations of the Up and Coming Program and the Ministry to Youth, as well as the coordination of a family event. Parish Committee was represented by Bill Zarakas. Their monthly meetings are open to all members of the church. Although the agenda may range from "the mundane to the sublime and occasionally be more visionary", the main items are financial issues, renovations, canvass and issues on hall use and policies. The committee also tries to bring more visionary or higher level issues to the table - trying to get away from "fire fighting and renovation issues" to more interesting foci. How to move forward with issues of small group ministry and getting the congregation more connected are goals. Any issues are welcome at the Parish Committee - the members seek to help with resolutions and expansion of ideas/communications, budgets and other issues. Building and Grounds report by Barry Kray. This committee held an All Resources Audit and will provide a list with priorities. They will determine Deferred Maintenance projects and prioritize these for Budget and Finance. New projects will include steeple painting, replacement and new tree plantings, heat to the choir room and the Deferred Maintenance program. Building and Grounds was also responsible for funding all the emergency lighting in the church. Barry Kray also represented the Music Committee. Their accomplishments include the Candlelight Service itself and its increased attendance and participating singers. They will discuss the possibility of two performances to accomodate the increase in attendance. Music Committee will also continue to present the Concert Series. They are happy to report that the choir is growing but does need tenors, and the youth choir has grown to 20 teens! Because of this growth, a structural engineer will evaluate the safety of the choir loft. The Committee on Ministry was represented by Forrest Speck who will be reporting at the next Parish Council meeting. Membership issues were presented by Linda Tulley who lists as accomplishments the 20 new members in November (assuring us of an equal number in June), two Circle Dinners, the Midwinter Party, the kickoff Picnic at Maudslay, the membership photo directory, new member profiles by Bettina Turner, the new members luncheon and the Variety Show. Goals include attracting new members and providing fellowship opportunities for all. They would also like to repeat Committee Sunday in June to provide an opportunity for us all to understand more about all the committees. New this year is the "Uncommon Denomination" to explain what we are all about through the Internet. They also wish to pursue a more attractive display of brochures and consider some retreats. Human Resources by John Mercer. Accomplishments include the new Personnel Policies and Procedures booklet, the hire of a new Administrative Assistant, yearly letters of agreement for all staff, increased staff benefits, and fair compensation for staff. Goals include production of an Employee Handbook. Hospitality Committee report was presented by Florence Mercer. Accomplishments include ongoing Coffee Hours, the Coffee Exchange sale of coffee, and the May Breakfast coming up. Another Special Coffee Hour is being considered. It was agreed that Hospitality's calendar of events be coordinated with Administration. Florence Mercer also represented the Visiting Committee. This group rarely meets but has accomplished their goal of growth and continues to train more Visitors. Three representatives (Allyson Lawless, Linda Tulley and Harold Babcock) also attended a lay ministry seminar. Denominational Affairs was not represented. General Assembly is in California this year. It will be difficult to send a large group, perhaps only one or two people. The following year GA will be held in Forth Worth. Auction Report by Linda Tully. On Target! Now in Acquisition Phase with ticket sales to come. Administration will be helping with the catalogue and database. Harold Babcock, representing the Partner Church Committee, mentioned their potluck dinner with speaker and the Christmas Eve offering was about $700 and has been sent to Transylvania. Michael Fosburg is Mass Bay District coordinator for the Partner Church Program. Adult Education was presented by Liss Campbell. Accomplishments include the brochure for the Adult Ed Fall/Winter programs with a Spring brochure to be printed soon. The OpenBook Group has been well attended with as many as 8 people. Goals will include an Outing Club for families. Current Events Forum going well. Finance Committee by Lynn Kettleson. Growth, renovation, and paying more attention to operating funds are very important. For the current budget (see annual report), $374,000 in income and $386,000 in approved expenses. We did not reach the pledge goal. We did have a cash reserve, but by the end of January we had already overspent by $12,000. Pledges are very important also to reach out and engage membership. $215,000 is needed in pledges. This means 210-220 pledge units. We need to increase the number of smaller pledges. It now costs $130 per couple each year for UUA membership. We need more outreach and better engagement of membership. Endowment income is down this year. The goal is to run off pledges only, not use the Auction funds for operating ($20,000). That can be used for capital, not operating, i.e. $20,000 increase in staff salaries this past year. An alternative is to decrease programs. We need to challenge our community, get the committee to canvass and encourage others to canvass. After the canvass, Finance would like to pursue planned giving and also build the endowment. The major goal is not to depend on others raising money, but depend on the pledges, and build a more consistent budget (this has been a year of transition). Small Group Ministry was presented by Harold Babcock. This will be a year long process - getting the idea to the congregation. Harold Babcock will lead the small group experience. This will be small group ministry, not therapy, and will be more intimate and sharing than coffee hour. The goal is to keep people engaged and to keep a growing church feeling like a small church. Harold Babcock concluded the meeting with a reading by Carl Seabury, Between the Dawn and Dusk of our Being.