Executive Team Policies and Procedures

APPEAL/GRIEVANCE PROCEDURES

(Approved by Executive Team December 15, 2006)

In the event an employee or volunteer feels that any action taken by their supervisor (supervisors include committee chairs/team leaders, members of the Executive Team, staff and the Minister) is unfair, and wishes to appeal for review, the following procedures shall be followed:

Step 1.The employee or volunteer will first consult with his/her supervisor.

Step 2.Should this fail to bring about a satisfactory result, the employee or volunteer may submit within 10 days a written request to the Executive Team describing the grievance and hoped for outcome. The Executive Team will work with the parties involved to resolve the issue(s).

Step 3.Should this fail to bring about a satisfactory result, within 10 days the employee or volunteer may submit the grievance in writing to the President of Board of Trustees.

Step 4.The Board President will within 10 days submit a statement of the Board’s decision to the Executive Team and the petitioning person.

Step 5.The action taken by the Board of Trustees will be final.

Flower Policy

Adopted by The Care Team

The Care Team's policy on sending flowers/plants: to a member on the death of an immediate family member, parent, or grandchild; to a member who is hospitalized; and for the birth of a baby.

Mileage Reimbursement Policy

(approved by E.T. March 2007)

People driving their personal vehicles on church business may be reimbursed at a rate of $.33 a mile. Prior approval by the person in charge of the respective line item is to be obtained.

Access to Members’ Giving Information Policy

(approved 1-19-07)

The following positions are authorized to have access to information about what members have pledged and given to the church: Administrator, Finance Coordinator, Financial Secretary, Treasurer, Canvass Chair (Co-chairs), the Minister, and other parties approved by the Executive Team. This information should be considered confidential.

Intra-Church Commerce Policy

(approved 1-19-07)

The sale of items for personal profit will only be allowed at the discretion of the Executive Team. Artists invited by the Aesthetics Team to display their work in the gallery may sell their art but cannot put price tags next to individual pieces. All the prices for the pieces on display should be listed on a sheet of paper and posted in the gallery area.

Gifts on Loan or Donated Policy

Adopted by the Executive Team

The minister and/or church administrator will oversee the following guidelines with help from the aesthetics committee:

  1. All gifts, donated or on loan, need to be assigned a number (obtain from the office) that corresponds to that numbered form.
  2. All donors need to fill out a form (located in the office) stating the reason for choosing the piece to be donated, any history, storage instructions, etc.

Form sample:

Name:Number: ____

Date:

Item:

Circle:on loan

Reason for gift:

Storage:

Comments (history?):

  1. If the gift is not going to be used, then the donor is given the option of taking it back, or empowering the community to sell or give it away.
  2. When unused items are found at church without a label, bring it to the attention of the church minister and/or church administrator. The item should then be put on the third floor for the rummage sale and announced in the “Unichord”.
  3. Artwork that is not displayed will be stored according to specified directions.
  4. Check with the minister and/or church administrator prior to removing any donated or loaned items from the church. Any gifts permanently removed from church property should be so noted on the donor’s form.

Sick Child Policy

Approved by E.T. January 30, 2008

In our effort to protect the health of the entire UUCE community, we ask that parents abide by the following guidelines. Please do not bring your child to church if s/he has any of these symptoms:

  • A temperature over 100
  • Green nasal discharge
  • Vomiting or diarrhea within the prior 24 hours
  • Pink Eye/conjunctivitis (if child has not been on the medication for at least 24 hours)
  • Persistent coughing and/or sneezing
  • Any contagious illness or rash

If a religious education teacher, childcare worker or the Director of Religious Education observe these symptoms in a child in their program they may ask that the child’s parent to take him/her home.

Worker’s Compensation Insurance Policy

(Approved by the Board of Trustees on December 15, 2004)

Every person employed at the UUCE, including part-time and contractual workers, must be covered by worker’s compensation insurance.

Normally the church will carry worker’s compensation insurance on the staff and musicians. When a person or firm is being hired contractually, they will be asked if they carry their own worker’s compensation insurance. If they say they do, they will be asked for a certificate proving they are insured. If they do not carry their own worker’s compensation insurance, then this will be considered in the hiring decision. Those in charge of the hiring will investigate the cost of the church providing such insurance through its insurance carrier versus the cost of hiring some person or firm who has their own worker’s compensation insurance.

E.T. Procedures and Preparation for Canceling SundayChurch Activities Due to the Weather

(approved March 2007)

Notification of Cancellation

-A message will be sent out via the UUCE community news list by 8 AM.

-By 8:30 AM the message on the church’s answering machine will be changed to announce the cancellation

-A posting will be placed on the website announcing the cancellation by 8:30 AM.

-A notice will be posted on the front door/windows if feasible

Who to call directly:

-Person handling website

-Childcare workers

-Musicians

-Handbell Director

-Service leader

-Adult RE leaders

Preparation

-Put Cancellation Policy on Website

-Periodically publish Cancellation Policy in order of service, Unichord and e-list.

-Develop ability to change answering machine message from off site.

Below is the notice we will send out to the congregation periodically to inform them of what will happen if there is a weather advisory.

Sunday Morning Service Cancellation Due to Weather

In the event of a weather advisory the Executive Team will decide whether or not to hold services. Notification of the canceling of a service will occur as follows:

-An email will be sent out via the UUCE community news list

-The information will be posted on the website

-The answering machine at the church will relay the information

-If congregants still have questions, they can call a member of the Executive Team. The Executive Team is composed of: Mila Brinker, Kathy Underwood, Alice Macy, Andrea Schmidlin, Kathy Hislip, and Dan Brosier.

The Sunday Morning Service Cancellation Due to Weather statement should be posted somewhere on our website.

Programming Mission

The mission of programming at UUCE is to sponsor and support a wide variety of programs which are connected to the UUCE mission, vision and UU principles/ purposes.

In so doing, programming will be

  • Open, inclusive and lifespan
  • Integrated to include elements of spiritual, service and social
  • Community building and sustaining
  • From the congregation and supported by the congregation
  • Well-communicated to the congregation
  • Balanced between on-going and short-term programming

Programming Policies

Adopted by the Executive Team

Group Formation Policies (See also procedures for How to Form a Group and How to Recruit Group Participants)

  1. Each new group forming within the church is required to have at least three people who have demonstrated their commitment to participate in both the group and the church. At least one of the founders of the group is required to be a member of the church.
  2. One founding member of the group, who is also a member of the church, must complete and submit a proposal form to the Programming Coordinator.
  3. The Programming Coordinator will ensure that the proposal is reviewed and the result of the review communicated to the submitter within 2 weeks of receiving the proposal.

Program Structure and Operation Policies

  1. Program groups may designate a specific target audience, but membership/participation in group activities must be open to all members and friends of the church who fit within that target audience, including visitors to the church.
  2. If the maximum number of group members is exceeded upon sign-up then the group will consider forming a second group with similar focus or purpose
  3. Programs may be designated as open to individuals from outside of the church community.
  4. Family of church members and friends are considered part of the church community and are thus welcome to participate in church programming.
  5. All groups will establish guidelines for operating as a group.

Communication and Coordination Policies

  1. All church programs, regardless of location, must be publicized in the Unichord, the official church calendar and the Sunday Order of Service.
  2. The Groups and Activities Coordinator and the Director of Religious Education will

Monitor group activity and ensure periodic sharing of information about and among groups.

Work with group leaders and the Office Manager to schedule and coordinate meeting times and places.

Programming Policy Procedures

How to Form a Group

  1. Complete and submit a written proposal form to Program Coordinator. Form will include:
  • Name of church member submitting proposal
  • Purpose of group
  • Target population
  • Estimated maximum number of participants in group
  • Maximum number of participants for covenant groups is 8-10 people
  • How your group aligns with the programming mission.
  • Duration of group, i.e. does your group have a specific length of time it will meet and/or ending date for its activities?
  • List of at least two other individuals who are committed to formation and participation in group, and who have demonstrated a commitment to church through involvement in church activities and/or financial contribution.
  • Group needs such as space, training (see policy #), or materials.
  • List vehicles for advertising (inside and outside of church).
  1. The Groups and Activities Coordinator will review the proposal and get back to the submitter within 2 weeks.
  2. Upon approval, recruit group participants (see “How to recruit group participants”)
  3. Determine date and location for start-up meeting for group
  4. At the first meeting, the following should be identified
  • Group mission
  • Group guidelines (See Programming Policy #8)
  • Group leadership
  • Meeting times or other regular communication systems

How to recruit group participants

  1. All groups must be advertised in the Unichord, on the Church Calendar, and Sunday Order of Service (see Programming Policy #9).

Send Unichord announcements to .

Send Church Calendar entries and Order of Service announcements to .

  1. Other possible advertising venues include:
  • Personal contact.
  • E-mail (). You must be on the uus e-mail list to post announcements. Contact Linda Porter, to be added to the list.
  • Display table at church entrance and/or easel by elevator on second level of church. Sign up to use the table or easel in the church office.
  1. Provide clipboard for sign-up for group
  2. Advertise outside of church if appropriate by contacting church Outreach Coordinator.

Volunteer Policies

Approved by Executive Team October 17, 2007

The Unitarian Universalist Church of Elgin relies heavily on the contributions of its volunteers--members and friends who give of their time and talents without remuneration.

Volunteer staff are uncompensated individuals who perform work or provide services directly related to the business of the church. Volunteers are not considered employees for any purpose.

Screening- Volunteers working with children and youth must undergo the Sexual Abuse Prevention screening process. Other volunteer positions such as in finance may require a background check.

Terms of service- Terms of service vary according to position. This is spelled out in the particular position description.

Supervision- someone, as outlined in the position description, will supervise each volunteer.

Conduct- every volunteer is expected to: follow local, state, and federal laws and ordinances; adhere to UUCE policies, and act according to the UUA principles.

Orientation and Training- each volunteer will be provided with the orientation and training necessary to carry out his/her duties. This training and orientation will be provided by her/his supervisor or other designated person.

Performance appraisal- some volunteers, depending upon their positions, will have annual performance appraisals.

Appeal Process - In the event a volunteer feels that any action taken relative to them is unfair, and wishes to appeal for review they are to follow the appeal process posted in the church office.

Paid staff are individuals compensated for the work they perform or the services they provide the church except those who are considered independent contractors whose services are used by more than one employer.

Children and Youth During Intergenerational Worship

During the first part of the service (when children, youth and adults are all invited to worship together in the sanctuary) parents are asked to make sure their children are either in the nursery (if they are of appropriate age) or in the sanctuary. If children need to be in the lobby outside the sanctuary, parents are asked to accompany them.

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