At the summer Board retreat, the TPUUF Board has decided what our theme for the next church year will be. It comes from our recently renewed vision and all of our congregation activities should support this theme and therefore our vision. Our theme is:
Improving our world through local connections.
Summer is a quiet time in Thomas Paine’s congregational year. But lots has changed since June began. Here’s a list of comings and goings that everyone should know about before returning energized in September.
Comings
Goings
There is plenty of activity continuing through the summer and we look forward to seeing you on Sunday mornings and throughout the summer.
- Kevin Donahue
Spring has finally come, the grass is growing, the trees are budding and flowering and so too is Thomas Paine as we are putting in place changes that will prepare us
for a bright future. I would like to thank everyone for taking part in the recent congregational meeting where the revisions to our by-laws passed almost unanimously.
In those by-laws changes, there were two very important issues that were addressed, the percentage of “yes” votes needed to call a minister and the reduction of the Board from ten to seven members.
We now need a 90% or greater “yes” vote to call a minister. This means that if called, the minister would have the support of most, if not all, of the congregation. This is vital for the success of the new minister. In actual practice, the Minister Settlement Office of the UUA strongly recommends that ministers not accept the call unless they receive 95% or greater of “yes” votes, thus we are now in line with the UUA and with the practices at other UU churches/fellowships.
Reducing the members of our Board from ten to seven members, will allow those individuals to assume leadership roles in committees or be able to participate more in volunteer efforts. Based on our congregation size, seven Board members are more than adequate to carryout the business of the Fellowship. In addition, the outgoing President is encouraged to participate on the Board in an ex officio (not having voting rights) capacity for the first year to help the newly-elected President become better acclimated. Our current unwritten practice of having the outgoing President serve as an active Board Member at Large for two years is not necessary and can easily lead to burn out.
The next step is to implement a new committee structure. The Board has worked hard the last several months to draft a new committee structure aimed at streamlining our organization. We shared this draft structure with the Committee Council last month. We are asking for feedback from the committees and will adjust the structure
accordingly. The current plan is to have eight or nine fully functioning committees, each led by a Committee Chair. Certain committees, such as the Committees on Congregational Ministry, Endowment or Nominating, are not part of this structure and will continue to function as they do now. Once the committee structure has been
finalized, job descriptions will be written and recruiting will begin to fill any vacancies. Further details will be communicated to the congregation as they become available. Our goal is to have the new structure in place by September.
The Committee Chairs will serve on the Committee Council, which will be chaired by the Vice President. The Committee Council was instituted earlier this year and has been met by moderate success. This group is vital to enhance communication between committees and with the Board. Good communication is a cornerstone to establishing an efficient organization and the Board believes that the establishment of a streamlined committee structure in concert with the Committee Council is the best way to make this happen.
I realize that change is difficult for all of us and our congregation has undergone a lot over the past several years. However to truly transform and embrace our true potential, we cannot remain static, but must adapt to remain a healthy congregation, obtain full time ministry and grow our membership.
- Tim Johnson
Settled Ministerial Search Committee Report
We currently have three candidates interested in our congregation – stay tuned.
Canvass Update
Pledges received to date total $90,800, or about as much as has been pledged for our current fiscal year.
We are still about $10,000 short of our goal. We are still waiting for an additional 12 pledge units that
have not been received. Probably about $3,000 or so might be realized with the receipt of those pledges.
We have $11,000 in our savings account.
—
We picked a date for the Annual meeting, June 14, after church service, with potluck lunch. Details to
be worked out at May board meeting.
—
Green Sanctuary fundraiser
The board is currently considering a fundraising idea proposed by Christine Perry that would benefit
Green Sanctuary.
—
Smoking policy for smoke-free campus
After some discussion the board expressed opposition to banning smoking on our entire grounds.
We decided to turn the issue over to Building & Grounds to figure out a way to have a designated smoking area away
from the main doors.
I think it is an appropriate time to reflect on the past year which had its share of accomplishments and challenges. We continued to add members but also lost some, keeping our size static. However, I have been encouraged by the number of new faces that are present every Sunday. The Membership Committee is doing an outstanding job welcoming and tracking visitors. Quite a few have returned many times and some may eventually join our congregation.
On Rev. Gabi’s suggestion, we held a recognition event for all volunteers last spring; the service was devoted to honoring volunteers and the luncheon afterwards was handled by the Board. This will become an annual event. It is important to recognize all of you who support our efforts through volunteering your precious time. Without you, this congregation and its activities could not exist.
The Board also established a Volunteer Coordinator position whose first task was to capture all of the volunteer activities and talents at TPUUF into a database. Now the focus is to match appropriate volunteers with the committee’s needs. There has been some initial success, but the process clearly needs to be improved upon.
To enhance communication amongst committees Bill Weber (VP) has established a monthly Committee Council meeting. The purpose is simple; Committee Chairs discuss what they are working on and point out issues that they are struggling with or need help with, either from another committee or from the Board. Other committees may be well-placed to help out… so far, it’s working well.
A few new subcommittees were established this year, including Green Sanctuary led by Justin Moser and a dedicated marketing effort as part of the communication committee. These are important initiatives that will have a long lasting impact on our congregation. The Communications Committee continued to improve the website and completely reinvented the newsletter. Our CRE, YRUU and adult RE programs continue to thrive and the Program and Social Action Committees, under new leadership, continue to function at a high level. Share the Plate, coordinated by Social Action has become ingrained in our way of life.
We had a very successful stewardship campaign and several fundraisers coordinated by the Development
Committee including the Moonlight Dance, Afternoon Tea, Soiree and Holiday Shoppe. The sanctuary renovation was completed and though it took longer than expected the results are truly transforming.
We conducted a ministerial search and although it did not result in a called minister, we learned some important lessons. I am optimistic that the current search committee will find a candidate who is the right fit and if that happens, I am confident that the congregation will overwhelmingly vote to call. Our congregation went through quite a bit of turmoil last spring and summer because of the ministerial vote, but I firmly believe that we are stronger for having traveled this road and that we still recognize that for sustained long term growth and health of this congregation we need a full time settled minister.
Now we need to look forward and build on the successes and lessons learned. Our Board recently held a retreat and crafted a Board vision for this year:
The Board is engaging and preparing our
congregation to grow a more vibrant ministry.
It is recognized in this statement that although a settled minister is vital to our future, there is no guarantee that we will find one this year. Thus we have to continue to work to put the foundational changes in place that will allow us to thrive as a congregation.
In Fellowship,
Tim Johnson
We discussed the timing of events around the canvas, Soiree fundraiser, candidating week and Budget vote because they need to all work together.
We reviewed the activity at the Board Retreat in mid-November and action items we decided on at that time:
Fire drills: Gabi informed us that we’re supposed to have two surprise fire drills in the fellowship. We are looking into how to perform this task. So, be prepared. When you least expect it …
The board of trustees meeting for July has been moved to 7 pm Tuesday, July 8. The board meetings are usually scheduled for the first Wednesday of the month. The meetings are held at Thomas Paine Unitarian Universalist Fellowship.
First of all, I would like to express my thanks to the congregation for re-electing me for another year as your president. I look forward to working with Bill Weber (new VP), Christine Perry (new Secretary) and Brad Kosiba and Maureen Kahn, our two new Board members. Returning to the Board is George Carlisle (treasurer), Kevin Donahue, Mark Hart, Gabrielle Brouillette and Josie Waldman.
I also feel privileged to be working with Rev. Gabi for another year and with all of the dedicated Committee Chairs. I thank Shannon Spencer and Anne Rostosky, who are leaving the Board, for their dedicated service to TPUUF. Shannon and Kate Guilian have put together Safe Congregation and other policies that the Board will be reviewing over the summer. Anne will continue her great work in Social Action and in Endowment.
So you might ask, what are the next steps for the congregation? Are we going to conduct another search this year for a settled minister? Many of you attended the meeting with Rev. Nancy Dean, our new Settled Minister Search Representative (MSR). Nancy feels strongly that the process followed by our congregation was sound and although there are a few issues that need to be addressed for the next search, the outcome of the vote was not a reflection of a flawed process, but instead was a sign that the congregation did not feel the candidate was a good fit for where TPUUF is now and where we want to be in the future. She stressed that we should conduct another search and she feels we are more than ready.
Rev. Gabi agrees and the Board is strongly leaning in that direction. This means that we will need to form a search committee by the fall.
As I mentioned at our Annual Meeting, the entire congregation needs to show that we can support full time ministry. To do this, we need to think creatively about fundraising opportunities that involve the outside community, work very hard to increase our membership through marketing, continue our follow-up with visitors and with our current members, and have an extremely successful stewardship campaign. We can pull this off! There was a great response to the volunteer survey and I would like to thank you all for your participation. Your commitment to TPUUF is truly appreciated. Over the summer, our Volunteer Coordinators Denise and Joan, will create a volunteer data base that will be used to match the interests of the individual with the needs of the Fellowship.
Other issues the leadership needs to address this year are better communication between the Board and committees so we are all in sync; better planning for yearly milestones; a succession plan for committee chairs; and a continuation of leadership training that was started by Rev. Gabi last year. Despite the progress last year, there still is a lot to accomplish. Let us not lose sight of our goals and remember to take time out to have some fun!
[ Tim Johnson ]
Adopted by the Board of TPUUF on April 2, 2008
Preamble
While openness to a wide variety of individuals is one of the prime values held by our congregation and is expressed in our denomination’s purposes and principles in accordance with the UUA, we affirm the belief that our congregation must maintain a secure atmosphere where such openness can exist. To that end, we have already established a Covenant of Good Relations which is in use within the Fellowship. However, when any person’s physical, spiritual and/or emotional well-being or freedom to safely express his or her beliefs is threatened, the source of this threat must be addressed firmly and promptly, even if this ultimately requires the expulsion of the offending person or persons.
Defining Disruptive Behavior
Any actions that create concern for the physical, spiritual and/or emotional safety of our congregation, both children and adults is considered disruptive behavior. This behavior may happen within the Fellowship building, at Fellowship sponsored events or electronically through the use of e-mail. The disruptive behaviors include:
• Real or perceived threats to the safety of any adult or child; or
• The disruption of Fellowship activities.
Policy
The following shall be the policy of the Thomas Paine Unitarian Universalist Fellowship in dealing with these issues:
1. If an immediate response is required, this will be undertaken by the Minister, if available, and/or the leader of the group involved. If necessary, the Committee on Congregational Ministry may also be asked to help. Actions may include asking the offending person or persons to leave, or suspending the meeting or activity until such a time as it can safely be resumed.
If further assistance is required, the Police Department may be called. At that point, the Police become the primary authority in the matter.
If any of these actions are undertaken without the Minister being present, the Minister must be notified. A follow-up letter detailing what steps must be taken before returning to the activities involved will be sent by the Minister to the offending party or parties.
2. If disruptive behavior or complaints of potential danger occur and an immediate response is not required, the situation will be referred to the Committee on Congregational Ministry. The Committee will use its best judgment and follow these guidelines:
o Problems will be addressed as they arise. There will be no attempt to define “acceptable” behavior in advance. Each situation will be evaluated on its own merits.
o Persons identified as disruptive will be dealt with as individuals; stereotypes will be avoided.
o The Committee will collect as much relevant information as possible before acting. At least two members of the Committee will jointly contact the person whose behavior is in question to get his/her point of view about the situation.
o Evaluation of the situation will include consideration of:
1. DANGER- Is the individual the source of a threat or perceived threat to persons or property?
2. DISRUPTION- How much interference with Fellowship functions is going on?
3. OFFENSIVENESS- How likely is it that prospective or existing members will be driven away?
o To determine the necessary response, the following points will be considered:
1. CAUSES- Why is the disruption occurring? Is it a conflict between the individual and others in the church? Is it due to a professionally diagnosed condition of mental illness?
2. HISTORY- What was the frequency and degree of disruption caused in the past?
3. PROBABILITY OF CHANGE- How likely is it that the problem behavior will diminish or cease in the future?
o The committee will decide upon the necessary response on a case by case basis. However, the following three levels of response are recommended:
1. LEVEL ONE- The committee shall inform the Minister of the problem and either the Minister or a member of the committee shall meet with the offending individual to communicate the concern.
2. LEVEL TWO- The offending individual is excluded from the Fellowship and/or specific Fellowship activities for a limited period of time, with reasons and the conditions of return made clear.
3. LEVEL THREE- The offending individual is permanently excluded from the Fellowship premises and all Fellowship activities. Before this is carried out, the committee will consult with the Board of Trustees and the Minister. If it is decided that the expulsion will take place, a letter will be sent by the Minister explaining the expulsion and the individual’s rights and possible recourse.
o Any action taken under the above item may be appealed to the Executive Committee of the Board of Trustees and/or the Minister.
o All information gathered will be kept by the Committee on Congregational Ministry in confidential files only to be accessed when other issues arise regarding the same individual.
If any disruptive behavior has occurred, the group leader, the minister, or both shall fill out an incident report within 24 hours of the occurrence.
Summary
Thomas Paine Unitarian Universalist Fellowship strives to be an inclusive community, affirming differences in beliefs, opinions, and life experiences. However, concern for the safety and well-being of the congregation as a whole must be given priority over the privileges and inclusion of the individual. To the degree that the disruption compromises the health of this congregation, our actions as a people of faith must reflect this emphasis on safety and security.
It is hard to believe that the holiday season is upon us and for some of us we already saw our first snowfall. At TPUUF, we celebrate this season and embrace the spirit of giving by participating in several annual events.First, is our “Guest at Your Table” campaign, sponsored by the Unitarian Universalist Service Committee (UUSC). The purpose is to collect money for those who are less fortunate, or who have encountered hardships due to tragedy. Please see Marian Augustine’s article for more details. Taking part in this activity is a great way for your children to share in the act of giving and to teach them a fundamental principle of Unitarian Universalism.
Second, is our Holiday Party on Saturday December 15, a fun-filled social event for the entire family. Share in a delicious meal, sip eggnog and punch, sing songs and get together with friends. A highlight for the kids is a visit from Santa Claus (a great picture taking opportunity).
Third, is the Children’s Holiday Pageant on Sunday, December 16, which will once again be coordinated by our very talented thespians Jenn Kanze-Eaton and Shannon Spencer. The theme this year is “Peace on Earth” and if you have not attended this event before, be prepared to be “wowed” by the children.
Also, please make sure to sign up to have your photograph taken for our Fellowship directory. This is our first pictorial directory and is provided as a free service to our congregation. Of course, this is the perfect time of year to purchase additional family pictures for Holiday cards or to give to relatives.
Although we are all busy this time of year, we still have to continue to focus on the challenges that lay ahead for our congregation. The Settled Minister Search Committee (SMSC) is putting the final touches on the Ministerial Packet which will allow ministerial candidates a better prospective on our congregation and its leadership.
The Board also has a full plate. We will work on a process to adequately notify and properly conduct congregational meetings and to ensure that adequate childcare is provided at all congregational events. We will also strive to make our actions more open and transparent. Board meeting minutes will be posted and a synopsis will be published in the newsletter. In addition, we understand your concerns regarding giving the Board the permission to write policies. We will create a process that will allow the congregation to review draft policies before they are implemented and a mechanism to evaluate all policies on at least an annual basis.
At our last all day Board retreat which was held about a week ago, I was gratified that the entire Board and Rev. Gabi share a similar opinion about the strengths and weaknesses of our Fellowship. I also felt a strong sense of optimism that we are united and confident that this congregation can overcome the challenges that have kept us from growing. It also became clear to me that over the past two years, this congregation has taken positive steps to make this happen. In other words, we are no longer talking about the need to change, we are taking action and the momentum is increasing. Wishing you all the best this holiday season!
In Fellowship,
Tim Johnson
