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Present: Harold Babcock, Gillian Chatfield, Cecilia Healy, John Mercer, Susan Ricker, and Forrest Speck

Human Resources Budget for 2004-2005

To refresh our memories, we summarized the conclusions reached at our previous April 9th meeting (at which Gillian Chatfield, Cecilia Healy, Lynn Kettleson, Susan Ricker, Forrest Speck, David Turner, and Bill Zarakas were present). These were: (1) no new paid positions in RE or the Music Committee, (2) no professional development dollars for part-time staff, (3) a 6% salary increase for the Administrator, (4) no increase for remaining staff, (5) a drop in retirement fund contributions to 12% (down from current contribution of 14%), (6) continuation of our commitment to fund family health insurance (pro-rated for hours of position), and (7) continued funding for long-term disability and life insurance.

We once again noted that the above recommendations were made in response to the budget shortfall communicated by the Finance Committee. If funds were available, we would stand by our initial request for cost-of-living increases of 1.8%, a 14% contribution to the retirement system, an 8% increase for the Minister (instead of the 1.8% COL), an 18% increase for the Administrator (instead of the 1.8% COL), and funding of requested professional development amounts for part-time staff.

We also pieced together our understanding of adjustments that were made subsequent to the April 9th Human Resources Committee meeting - the 1.8% COL was restored and some professional development funds were returned to the RE budget. These changes were what was ultimately presented to the Parish Committee on April 14th.

Coming into the April 28th meeting, we had been asked to look once again at the Human Resources Budget, as it turns out funding may not be available for the 1.8% COL increase after all. We concluded:

• Salaries should remain flat, with the exception of the 6% increase in the Administrators salary. Retirement Fund contributions should be 12% for 2004-2005, with the understanding that our policy remains that our goal is to fund at 14%.
• Professional Development funding should be zero for part-time staff. Professional Development funds should be treated the same for all part-time employees, so the RE budget for Professional Development should return to zero. We also recommend that unused Professional Development funds be allowed to carry-over to following years (with some limitation in place on the amount that can accrue - like one or two years - and with the understanding that any accrued funds belong to the church in the event the employee leaves). This recommendation should be taken to the May meeting of the Parish Committee. [It was noted that there are certain professional fees that have typically been covered by professional development dollars that should probably continue - but we didn't complete this discussion.]

The Professional Development funding outcome needs to be communicated back to both Julie Parker Amery and Frances (by John; done).

Harold and John had already discussed a 1.8% COL increase and the 12% retirement fund contribution with employees at a recent staff, their understanding having been that the budget discussion at the April 14th Parish Committee meeting represented the direction budget recommendations were going in for the May membership meeting. If the Finance Committee and Parish Committee go back to no COL increase, these revisions will need to be communicated to employees. (by John)

We would also like to recommend that the Parish Committee conduct a mid-year budget review to see if there is an opportunity to improve upon the salary and benefits package at that time. Should this even be in the form of a resolution at the annual meeting?

Policy Manual

Copies of the Policy Manual and of the recommended language for staffing additions have already been provided to members of the Parish Committee. We discussed that the next appropriate step would be for the Human Resources Committee to boost this along as a prototype. David Turner should contact Bill Zarakas, Parish Committee Chair, to put this on the agenda for the next Parish Committee meeting. The resolution should be along the lines of "….as guidelines…provisionally accepts….as can be modified from time to time." David can contact John for recommended wording for a Parish Committee resolution. Forrest cautioned that we need to be careful of wording used so that the Policy Manual is not construed as a contract with employees.

Nursery Supervisor - Religious Education

The recommendations regarding the professional nursery coordinator position requested by the Religious Education Committee have been unclear. After much discussion, we reaffirmed that we are recommending that the Nursery Supervisor position not be funded for next year. John is to communicate this to Julie Parker Amery. (Done)

Although this may settle the budget issue for next year, we did discuss how there still remains a problem to be solved!

Cecilia distributed a set of notes regarding the nursery which were helpful as background for our discussion. (Copy of document follows at end of meeting notes)

Although limitations of the budget did play into this decision, other factors were also involved. We discussed this position in the context of needing to be strategic about staff additions, as our needs for additional staff are likely to grow. We want to make sure staff additions aren't used as a quick fix, and that any growth model for staffing incorporates overall needs of the church - there may be other areas where conversions from volunteer to paid positions are appropriate for consideration, too. Or there may be a need for a larger position - that of a volunteer coordinator for many functions besides the nursery. We touched upon the fact that it may be necessary for us to develop a strategic plan for staff additions.

It was the general sense of the Human Resources Committee that in the case of the Nursery Supervisor position, alternatives may not have been given adequate development or consideration. (We touched on training of teen volunteers, use of a volunteer supervisor, a team approach similar to that used by the other "grades", a modified coop approach, etc.) We also discussed that the position requirements (whether paid or unpaid), oversight responsibility, etc., likely require refinement. We discussed at length the need for a well-functioning nursery and the appeal of announcing a new nursery as a priority program for the church. We recognized that there will likely be support at some future time for providing compensation for some nursery functions, but that such a move is premature.

We soon realized that our discussion was wandering outside of the purview of our committee. However, we felt it appropriate to extend an offer to have the Human Resources Committee work with the Julie and the RE Committee in that our background in developing job descriptions, researching alternatives, and studying compensation levels might be helpful.

Section Leaders - Choir

We reaffirmed that the conclusion of no new positions extended to the request for section leaders. This request was never actually received or considered by the HR Committee. However, based on information we have been able to piece together, it is not clear that this would be a justified position if there were adequate funds.

Annual Report

We assumed that David is preparing the Annual Report for the Human Resources Committee. We discussed our desire for this report to highlight what we initially recommended in terms of compensation and benefits for next year and to stress how this first set of recommendations is where we think we should be. Also feel it should discuss that any budget items less than our initial recommendation are seen by us as temporary in nature and are to be restored ASAP.

Letters of Agreement

We want to be certain letters of agreement are in place by the end of the year. John will prepare and circulate letters of agreement for the positions of Director of Religious Education, Music Director, Administrator, Assistant Administrator, and Sexton. Forrest, through the Committee on the Ministry, is handling the Minister's letter of agreement. These letters will be presented to the Parish Committee at their June meeting.

Susan is to draft the letter that is sent to the accountant (Kirpas) regarding payroll beginning July 1. This should go out with the signature of the chair of the Parish Committee following the annual meeting.

Next Year's Human Resources Committee

We discussed the need to improve attendance at the Human Resources Committee meetings. Thought should be given now to who from next year's Parish Committee should be included and who among our church community could help strengthen our efforts. Cecilia will research the language used when the Human Resources first formalized its structure and purpose. We discussed that it would make sense to have a Parish Committee member serve as chair in order to strengthen/reinforce the Parish Committee role and to facilitate communication between the HR Committee and Parish Committee.

Prepared by S. Ricker; final 5/4/04

Handout at April 28, 2004 Meeting of the Human Resources Committee

Nursery Notes

CURRENT YEAR (2003/2004)

The current Nursery is available for up to 8 children from ages 1 to 3 years (toddlers). It is run totally by volunteer parents under a co-op arrangement of one volunteer and one nursery supervisor. During the first half of the church year, as many as 6 children were using the nursery on a Sunday. (The total number of families registered for the nursery is 7). Recently, because the nursery supervisor has not been available on a consistent basis, two volunteers are expected to be present on Sundays.

This latest arrangement has led to unpredictable problems and created inconsistencies, leading parents to bring children to church service or not attend church at all. Examples range from weeks when no one has signed up to volunteer, or volunteers not arriving on time to check-in the children, which leaves the parents confused on the staffing. It does not appear any volunteers are signed up for the balance of the church year.

The current nursery supervisor will not be volunteering next church year, but has expressed willingness to work with someone to continue the co-op arrangement.

NEXT YEAR (2004/2005)

It is planned to accept younger children from ages 4 months to one year old (infants). The expected number of children for this age range is 3.

The expected number of children for the 1-3 year range is 13. Three to four of these children will move into preschool class after the first half year.

Note: These projected counts are based on current, known families in the church.

GOALS

The goal is to provide consistent, reliable childcare to allow adult church attendance and/or additional church involvement.

NEEDS

1. The replacement of the nursery supervisor and a continuation of the nursery operation within the guidelines of the current co-op system, e.g.:

• a nursery supervisor using volunteer parent involvement;
• a nursery supervisor using teenagers and/or volunteers.

3. Other discovered ideas

CHALLENGES

- Assuring the safety of the children from the viewpoint of both the physical premises and the number of adults per child (by Massachusetts' rules).

Replacing the myriad functions performed by the nursery supervisor (e.g. volunteer coordination, nursery consistency, parental information, child check in routines, management of the nursery supplies and cleanliness).

Providing a welcome environment for potential new families to the church.

Responding to ministerial/congregational concerns about toddlers in church.

Providing sufficient information to church attendees to use the nursery facilities.

Distributed by Cecilia Healy

Policy Manual and Employee Handbook
We continue to review the policies and procedures of the FRSUU Policy Manual and Employee Handbook. Specifically, we discussed the policies and procedures in regard to the potential of sexual harassment. Eric Gootkind will draft a document based on the points that we covered. Those points included:

• The degree to which the policy statement will reflect the spirit and/or wording of our Safe Congregation Policy.
• Reference should be made to the Parish Committee and not the HR Committee
• Should include procedures that an employee can follow if they want to lodge a complaint

• Reporting relationship
• Accountability and evaluation
• Regular and variable hours
• Scope: tasks and public relations
• Compensation

Goal Setting and Performance Management
John Mercer has launched the process with Committee Heads

Actions for the next meeting: (February 26)

• Report to the Parish Committee: Gillian Chatfield
• Research other Sexton positions: Eric Gootkind and Gillian Chatfield
• Draft of Sexton Job Description: David Turner
• Draft of Sexual Harassment Policy: Eric Gootkind
• Forward Job Description to David: John Mercer

• Carole Lattime will make a list of her duties and we will place that list into a job description. We will need to consider how the sexton job will expand with the building expansion.
• We need to review the job description for the Administrator and determine if there needs to be any adjustments based on present understanding of required tasks and responsibilities.

1. Working Conditions of Salaried Staff
2. Personnel Philosophy
3. Employee Fair Treatment
4. Anti-Harassment Policy