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TRANSCRIPT
Lay LeadershipAdministrative Guide
2015 – 2016
Facilities
Scheduling Check the Facility Scheduler at http://unitytemple.mhsoftware.com/ for available space in the
UTUUC Administrative Offices, Gale House or United Lutheran Church (ULC). Use the Add Event link at the top of the page. (this link can also be accessed through the UTUUC website using the Leaders link on the left navigation bar. The webpage is http://www.unitytemple.org/news-resources/leader-resources )
Fill out form completely. Be certain to provide a contact person and email address. Use the Description section for any special notes or requests. (ex: needing Sexton help)Once submitted, your reservation will be processed within 2-3 business days.
You will receive an email letting you know whether your event has been approved or denied.
Important Note :: As UTUUC is not the only outside organization to rent space at United Lutheran Church (ULC) for activities. Therefore requests to use ULC also must be approved by the ULC staff. Your reservation is not official until you receive a confirmation email that your event has been approved and your event appears on the calendar. Do not make any plans for a certain date until you receive this email. A time may appear available on the calendar but there could be a pending reservation already in the system. We approve reservations on a first come, first served basis.
Sextons For larger events and activities, it is best to schedule a sexton to assist with opening/closing, set-up/clean-up, and other needs. To schedule a sexton, contact Elizabeth Plummer as soon as possible, but no later than one month prior to your event. We will make every effort to accommodate this request. However, on occasion, none of our sextons are able to work due to other commitments.
Facility Access If you need door codes in order to enter the Administrative Office or Gale House when they are not otherwise open, please contact Elizabeth Plummer or Tina Lewis. If you already have access codes, please do not distribute them to anyone else. To ensure our collective safety, we ask that you refer anyone who needs a code to Elizabeth or Tina.
Important Note :: Due to security reasons, holding events / meetings at United Lutheran Church will require a UTUUC staff person to be in attendance of your activity in order to open and close the building. As this isn’t always possible, please consider holding your event/meeting on a Tuesday or Wednesday evening or after services on Sunday when the building is already open for other UTUUC activities. Please work with your staff liaison to coordinate the best possible space for your activity.
Event Logistics
We highly encourage the use of the recommendations developed by the Green Sanctuary Committee on “How to Host an Eco-Friendly Event at Unity Temple” (attached to this guide). It is full of great suggestions for your activities (although please note it is a guide for Unity Temple and not United Lutheran Church – please make any necessary adjustments as needed).
Please clearly label all food stored in the kitchen and refrigerator in the ULC Fellowship Hall kitchen as well as our freezer in UTUUC Central in the basement of ULC. Labels are provided for your use on the refrigerator door. Please note we are sharing the kitchen and refrigerator with ULC and disposal of unlabeled food will occur on a regular basis.
Kitchen supplies (silverware, dishes, trays, etc.) and linens are for UTUUC events only. If you are taking them off-site (for a UTUUC event), they must be signed out on the log in the kitchen and promptly returned. If used, our linens which are stored in UTUUC Central, must be washed and returned promptly. Please sign out items when taking them home to wash so that they can be located if necessary. If you use dishes and silverware, you must wash them. The dishwasher is easy to use and instructions for use are provided directly above the dishwasher.
Tables and chairs are not to be removed from any of our buildings. Please put all tables and chairs away in their proper storage areas after use. UTUUC white 4ft and 6ft tables are stored in UTUUC Central in the ULC basement. Be sure to thoroughly clean all tables and chairs before putting them away.
Clean and straighten the kitchen. Do not leave food on the counters. Empty the garbage, recycling and compost, which is located in the alley behind ULC, so waste does not sit in the kitchen overnight. You are responsible for leaving the space you use in the manner that you found it or even better than you found it.
If you become aware of cleanliness, maintenance or repair needs during your use of any of our facilities, please notify Elizabeth Plummer as soon as possible.
Neither beverages nor food are permitted in the ULC Sanctuary or any space other than the kitchen; Smoking is not permitted anywhere in any of the buildings or on the premises, including the terraces and grounds. Candles are permitted, but must be enclosed, with adequate drip protection. Floral arrangements are permitted with adequate drip protection.
Any events taking place at ULC where the service of an outside vendor is required, the vendor must provide liability insurance coverage. Certificates of Insurance (COI) must be submitted to Tracy Zurawski or Elizabeth Plummer and must name Unity Temple Unitarian Universalist Congregation and United Lutheran Church as “Additionally Insured.” At a minimum, COI must include, but is not limited to, general liability (minimum coverage of $1,000,000), automobile liability (owned or hired; minimum coverage of $500,000), workmen's compensation (minimum coverage of $100,000). Insurance documents must be submitted to the UTUUC office at least two (2) weeks prior to your event. These documents will also be shared with the business office of United Lutheran Church.
Important Note :: Our rental policy states: If any organization would like to have an event at Unity Temple which will benefit the congregation, build community, and will be sponsored by a current UTUUC committee then the event can be held at little to no charge. (Sponsored = planning, preparation and promotion, set up/break down, attend and be responsible for the event)
However, as we are not in our own worship home, any outside organization which would like to have an event and there is not a current UTUUC committee willing to sponsor the event, then the event cannot take place.
The care and cleanliness of our facilities (owned and rented) is a community responsibility.
Communications
PublicityUTUUC only publicizes news, events and activities sponsored or supported by an official social action team or committee of the congregation. Given limited space, priority is given to news, events and activities of congregation programs and committees.
Important Note :: Our publications policy states: We will publicize another organization’s event if UTUUC ministry team is specifically sponsoring the event, that is, we have leaders anchoring the event and our congregation is helping finance the event. In addition, our logo should be on the event’s materials, which would need to be reviewed ahead of time.
It is also a UTUUC policy to include in our publications only those events, activities and announcements sponsored by a recognized committee or program of the congregation. We cannot accommodate submissions that are personal in nature or those of external organizations. If you need more information about a sponsor for your event, activity or announcement, please email [email protected].
The monthly Connections newsletter and the weekly eBeacon will include all publication requests for activities and co-sponsored events of UTUUC ministry teams and committees; submissions may be edited for length. The Sunday morning Order of Service will be up to the discretion of the editor, with priorities going to activities open to the entire congregation. Verbal announcements are made at the discretion of one of the ministers.
Connections NewsletterThis monthly communications piece includes events and activities for the coming month, as well as news, articles and updates from the board, staff and leadership of the Congregation. The Connections newsletter is now distributed electronically on or around the first of the month. The Connections newsletter is currently password protected and it’s 875Lake! (punctuation required).
Submissions must be no longer than 300 words and are due by 9 a.m. on 20th day of each month. Submissions should be sent using the online Publications Submission form found on the Leader Resources page of http://unitytemple.org/news-resources/leader-resources or directly to Susie O’Brien at [email protected].
eBeacon Published weekly, the eBeacon includes news, events and activities of the Congregation. The eBeacon is distributed electronically on Friday morning each week. Submissions should be no longer than 200 words.
Submissions are due by 9 a.m. each Wednesday. Submissions should be sent using the online Publications Submission form found on the Leader Resources page of http://unitytemple.org/news-resources/leader-resources (bottom of left hand navigation under Leaders) or emailed directly to Susie O’Brien.
Important Note :: Special email announcements outside of the weekly eBeacon are reserved for significant programs and activities of the congregation, and will be considered on a case-by-case basis. Please contact Elizabeth Plummer if you would like more information on sending a special email announcement.
Sunday Order of ServicePublished weekly, the printed Order of Service includes abbreviated versions (1-2 sentences) of the news and events included in the eBeacon. Due to space constraints, the printed Order of Service includes only the most recent and pertinent items. The online Publications Submission form allows you to provide a condensed notice for the printed Order of Service; otherwise the office will edit as appropriate. This form can be found at http://unitytemple.org/news-resources/leader-resources.
Submissions are due by 9 a.m. each Wednesday. Submissions should be sent using the online Publications Submission form found on the Leader Resources page of http://unitytemple.org/news-resources/leader-resources.
Important Note :: If you would like an insert to be placed in the Order of Service the inserts must be in the office by Friday at 12:00 p.m. Inserts should be 8.5” x 5.5” (one half of standard letter paper) and 300 copies should be provided. If you need copies made, please contact Susie O’Brien at [email protected].
Social MediaWe are working to make our social media presence on Facebook and Twitter more exiting. Are you following UTUUC on Facebook and Twitter yet? Please remember to send your photos and captions to our Communications Team at [email protected] or send them to your staff liaison who can also help coordinate your social media posts.
WebsiteWe are working to make our website, www.unitytemple.org, more current and up-to-date. Items submitted for the eBeacon and/or Connections Newsletter using the online Publications Submission form will automatically be placed on the calendar and/or in the news sections of the website.
Each official committee and program of the congregation has its own page on the website.
Changes to these pages should be submitted directly to [email protected]. Changes will be made within one week. If you are working on a special project or have other needs that may be accommodated through the website (such as a special event page), please contact the office. We will work to meet your requests if possible.
We are always in need of photos for the website. Please send to the office any photos (high resolution preferred) of events or activities so that we can have them on file. Please provide clear descriptions of the photos and the names of all individuals represented so that we can obtain permission to use them.
Important Note :: For all of our publications, the office reserves the right to edit all publication submissions for length, clarity, and appropriateness.
Fundraising
Members, committees, staff and other groups affiliated with UTUUC must receive approval from the Administrative Team for any effort to raise money and/or in-kind donations with a value of $750 or more from or on behalf of the members and friends of UTUUC.
The Administrative Team will base approval decisions on the input of the Development Team and the administrative staff. Priority consideration will be given to those fundraising efforts that support the general operations of the Congregation, particularly the Annual Fund Drive and the Auction.
This policy has been established to ensure the success of all of UTUUC fundraising efforts. This policy is designed to ensure that efforts to raise money and/or in-kind donations from or on behalf of the members and friends of the congregation:
Further the mission and goals of the congregation. Are scheduled throughout the year, with conflicting efforts avoided. Are well-planned and well-executed to achieve success. Have the administrative and communications staff and volunteer support and resources required
to achieve success. Individuals and committees understand and adhere to the financial management and gift
acceptance policies of the congregation. Have established proper safeguards for the protection of funds. Comply with all legal requirements of the congregation based on our tax-exempt status.
Members, committees, staff and other programs who wish to initiate a fundraising effort with a value of $750 or more, should email their proposal to the Administrative Team at [email protected]. Once a fundraising effort has been approved, the Director of Administration and Development will contact the leadership of the committee/team to discuss administrative support.
Finances
The annual operating budget of the congregation contains an account with funds available for committee/team activities. This account is available to all groups who do not otherwise have dedicated accounts or budgets. Certain committees such as Religious Education, Membership and Faith In Action have separate dedicated accounts or are funded through their program budgets.
In order to access funds from the committee/team account, you must receive approval from your staff liaison. This is done to ensure that funds are available. Expenditures exceeding the budgeted amount must be approved by the Administrative Team.
Check requests and expense reimbursements should be submitted to the bookkeeper using the Check Request/Expense Reimbursement Form (attached to this guide). A receipt or invoice matching the request
amount must be attached to the form. Payments will NOT be processed without sufficient documentation of the expense. Once the form is received, payments will be processed and mailed within 3 business days.
Whenever possible, purchases should be made utilizing our sales tax exemption. Most merchants require that you provide them with a copy of the tax exempt certificate (attached to this guide). Tax exempt certificates are ONLY to be used for the purchase of items directly related to the mission and goals of the congregation. Purchases made for personal benefit using our tax exemption will jeopardize our tax exempt status.
UTUUC financial policies do not allow for petty cash. All purchases must be made using an official check or through reimbursement of documented expenses. If you need to make a purchase but are unable to be reimbursed, contact the Director of Administration and Development or your staff liaison to facilitate the purchase through a congregation credit card.
UTUUC Contact Information
Ministers and Staff
Rev. Alan Taylor Senior Minister [email protected] 708-848-6225 x101
Rev. Emily GageMinister of Faith Development [email protected] 708-848-6225 x103
Elizabeth PlummerDirector of Administration and Development
[email protected] 708-848-6225 x100
Tina LewisMembership Director
[email protected] 708-848-6225 x102
Marty Swisher Music Director [email protected] 708-848-6225 x109
Tracy ZurawskiFinance and Office Manager
[email protected] 708-848-6225 x104
Lee Webster Administrative Assistant
[email protected] 708-848-6226 x106
Susie O’BrienPublications Coordinator
[email protected] 708-848-6225 x105
Rev. Colleen VaheyFaith in Action Coordinator [email protected] Cell: 708-244-8366
Heather Godbout Youth Coordinator [email protected] 708-848-6225 x107
2015 – 2016 UTUUC Leadership
Chair(s) /
Representative E-mail Address Staff Liaison
Worship & Music
Choir Kate Burch [email protected] Marty Swisher
Music Ministry Team Ed McDevitt [email protected] Marty Swisher
Pastoral Associates Team Kathy Clark [email protected] Rev. Alan Taylor
Worship Team Alec Brownlow [email protected] Rev. Alan Taylor
Faith Development
Adult RE Team Rev. Emily Gage [email protected] Rev. Emily Gage
ExLibrisCatherine Bendowitz & Ed White
[email protected] Tina Lewis
High School Youth Team Heather Godbout [email protected] Rev. Emily Gage
RE Committee Stephanie Kiesling & Merryl Brownlow [email protected] Rev. Emily Gage
Congregational Life
All Congragation Retreat Dan Crimmins [email protected] Tina Lewis
Basketball Team Laura Drumm & Karen McMillin [email protected] Tina Lewis
Caring TeamShirley Lundin & Aisha Ellis & Vanessa Crowder
[email protected] Tina Lewis
Circle Suppers Judith McDevitt & Vera Dowell [email protected] Tina Lewis
Coffee Hour Regina Dryer [email protected] Tina Lewis
Connecting Conversations
Betsy Davis & Ellen Wehrle & Todd Walsh
[email protected] Tina Lewis
Cookbook Jude Nosek [email protected] Tina Lewis
First Sunday Potlucks
Judith McDevitt & Vera Dowell [email protected] Tina Lewis
Flower Team Jane Coleman [email protected] Tina Lewis
Membership Team Jen Packheiser [email protected] Tina Lewis
Men's Retreat Mark Johansen [email protected] Tina Lewis
Secret Pals Merryl Brownlow [email protected] Tina Lewis
Softball Teams Rich Pokorny [email protected] Tina Lewis
Welcoming Lisa Gariota [email protected] Tina Lewis
Women's Connection Jenny Earlandson [email protected]
gTina Lewis
Women's Retreat Jenny Earlandson [email protected]
Tina Lewis
Young Adults Merritt Kanan [email protected] Tina Lewis
Faith in Action (Action Teams & Service Teams)
Action in Austin Mary Dycus &Beth Scanlan [email protected] Rev. Colleen
Vahey
CROP Walk Mila Tellez [email protected] Rev. Colleen Vahey
Community Renewal Society (CRS)
Rich Pokorny &Alice Ocrey-Brent [email protected] Rev. Colleen
Vahey
Family Faith in Action
Lauren & Chris Murphy [email protected] Rev. Colleen
Vahey
Food Rescue &Food Pantry Barbara Moline [email protected] Rev. Colleen
Vahey
Green Sanctuary Anne White & Jen Packheiser [email protected]
Rev. Colleen Vahey
Move to Amend Terry Grace [email protected]. Colleen Vahey
MyHat Bonnie Jordan & Joan Greene [email protected] Rev. Colleen
Vahey
Housing Forward Steve Banks & Judy Gaietto-Grace [email protected]
Rev. Colleen Vahey
Peace Team Ed White [email protected]. Colleen Vahey
Reproductive Justice
Duane Dowell & Cassing Hammond [email protected]
Rev. Colleen Vahey
UTCAN
Rich Pokorny & Merritt Kanan & Lurana Brown & Judy Gaietto-Grace
[email protected] Rev. Colleen Vahey
Development
Annual Fund Drive Jennifer Marling [email protected] Elizabeth Plummer
Auction Barb Heskett &Laura Reeb [email protected] Elizabeth Plummer
Administration
Archives Ron Moline [email protected] Elizabeth Plummer
Board of Trustees Dan Crimmins [email protected]. Alan Taylor & Elizabeth Plummer
Communications Team Cathy Smillie communicationsteam@unitytemple.
orgElizabeth Plummer
Facilities Team Ad hoc [email protected] Elizabeth Plummer
Finance Team Ed White [email protected] Elizabeth Plummer
Investment Team Rich Whitney [email protected] Elizabeth Plummer
Nominations Team Alison Price [email protected] Board of Trustees
Personnel Team Amanda Sonneborn [email protected] Rev. Alan Taylor
Program Council Michelle Mascaro [email protected] Elizabeth Plummer
