Program Council Meeting Minutes from May 4, 2021

UUFRC Program Council Minutes 2021_05_04 7:00 – 8:30pm via Zoom

Attendees:  Alex, Lori, Ellen, Martha, Jorie, Tovis, Rev. Brian, Tovis

PC Cluster Groups 

Operations (Alex): Building, Committee on Ministries, Communications, CUUE

Congregational Life (Lori):  Caring, Connections

Justice & Outreach (Ellen):  Roosevelt Tutoring, Social Action, Interfaith

Sunday Services (Martha):  MOCA, Music, Worship

Faith Formation (Jorie):  Chalice Circles, The Learning Journey, Youth & Family

Governance (Tovis):  Board of Trustees, Program Council, Finance, Personnel, Stewardship

April Minutes approved.

Cluster Updates tabled.

Discussion re Opening of Building for in -person Worship Services & other events

Target date for opening is September 12, 2021.  

Rental requests to our Administrator require a decision.

Project management is needed as there is a lot that need to be done, many elements worked out, in order to be ready to open the building.  

Covid Task Force can outline what needs to be done before opening. 

Rev. Brian recommended that PC coordinate the work & resources (volunteers) – be the project manager(s).  

Identify a leader/manager in each area, list their assignments and their role and who they are accountable to.  Example:  CYF (classrooms) – accountable to Jorie, Worship & Sunday Services –Martha, Building & Video – Alex.  Each PC liaison will ask someone to be the leader for their area.

Video/ sound area is a priority and will take a lot of work.  Other things on the list for opening or building upgrade may need to wait.  

Proposed that each PC liaison take an area and 1 PC member oversee all of it.  The BoT ultimately holds all groups accountable and assures that all requirements for opening are met. 

Point person for CYF – Jorie; for Building – Alex; for Worship – Martha

Discussion of Outside group rentals

Request was made to have a Memorial Service in September.  Administrator would like guidance.  

Motion/Seconded/Passes:  Recommend that the building not be rented out until November 1, 2021.  This includes the Sanctuary, Social Hall and Kitchen.  

Communicate this decision to Covid Task Force, BoT, Administrator, and publish in the Bulletin.  

Suggestion that there be a box in the Bulletin “news about opening” and something on the website as well.  

Chair Update

Committee Spotlight went well with Alex presenting and answering questions.

PC Auction item – Strawberry Jam making on July 18 – bid on by 2 families.

BoT received our feedback that the response was positive about the video equipment proposal.  But the BoT did not have enough details to vote on the proposal.  In the future, recommendations from PC need to include specific details. 

PC retreat (in-person)  August 28, 3-6pm at Alex’s house.  Skip the July meeting.

Successors for PC liaisons  – someone from SAC for Justice and Outreach and the Board will choose a Board member for Governance

Wayside Pulpit update

Jorie- will make a 2×3 foot template for other committees to follow.  The wording for the bottom section will be adjusted to be a permanent part of each poster.
Jorie will continue to coordinate changing the poster about every other month.

Cluster update
Tovis – Governance & staff:  Calendar has been updated (maybe name it Leadership Calendar) to be used by staff, administration, finance, personnel, PC, BoT, and Minister.  This is a coordinating calendar with dates of events that happen regularly during the year. 

C- groups still need a coordinator/chair. 

Action Items

Rev. Brian – create a saying for the Wayside Pulpit for June and July & give it to Jorie to print. 

All – invite committee chairs to think of something for the Wayside Pulpit

Alex – contact Cal S. to lead Building upgrade group

Jorie – contact RE people to find a leader for that group re: opening task list

Tovis – communicate to BoT the recommendation by PC that the building not be rented to outside groups until November 1, 2021. 

Next Meeting:  June 1, 2021, 7 – 8:30 pm