500.2 Chairperson

Council Chairperson

One of the Directors at Large of the UUFR Board of Directors is assigned to serve as Council Chair and as co-chair of the Joint Council.

Duties

• Call, prepare an agenda for, and lead meetings of the Council.
• Be sure that minutes of the Council meetings are taken and distributed. The Chairperson shall insure that all minutes and other relevant documents are put in the Council notebook and distributed to the Council members and Board members by the end of first service the Sunday before the next Board meeting.
• Notify all Council members of the Council meetings.
• Call Council meetings as necessary, but at least once per month.
• Prepare a yearly report to be include in the Annual Report to be distributed at or before the Annual Elections Meeting.
• Maintain regular contact with the chairperson of the Administrative Council to identify issues of joint concern and to call joint council meetings as necessary.
• Serve on the Executive Planning Committee.
• Assist in orientation of new committee and council chairs as needed.
  

500.3 Adult Religious Education Committee

Adult Religious Education Committee

Duties

• Encourage, plan, develop, and execute religious education services for adults exclusive of the Sunday morning worship services.
• Assess the needs and interests of the Fellowship membership regarding adult education activities.
• Develop and sponsor programs that enhance and enrich the sense of religious community among Fellowship members.
• Review available curricula, including new curricula, of potential interest to Fellowship members.
• Determine which classes and activities should be offered on a regular basis.
• Recruit teachers and facilitators for classes, support groups, and other activities as needed.
• Determine policies regarding adult religious education activities, such as Fellowship sponsorship, scheduling, fees, etc.
• Provide written policies and recommendations to potential teachers and facilitators.
• Publicize adult religious education activities.
• Support the efforts of teachers and facilitators, and work with them to resolve issues that arise in relation to adult religious education activities.
• Collaborate with the Youth Religious Education Committee to offer intergenerational programming.
• Evaluate the adult religious education program activities with respect to its success in meeting the needs and interests of the membership.

Activities (This is a sampling of possible program activities)

Building Your Own Theology

Cakes for the Queen of Heaven

UU History Classes

Book Discussion Group

Grief and Loss Support Group

Divorce Support Group

Full Moon Woman Circle

WomenSeek

Irene’s Tea

Duties of the Chairperson

• Prepare an agenda for and lead the Committee meetings.
• Attend monthly meetings of the Program Council.
• Provide communication regarding actions of the Board and the Program Council, and solicit input regarding issues.
• Prepare the annual Committee budget, approve expenses and track annual budget figures relating to the above duties.
• Recruit leadership for the Adult REC as needed.
• Approve expenditures from Adult RE and be accountable for adherence to these budgets within guidelines established by UUFR Board fiscal policies.
• Prepare an annual report of committee activities and submit it to the Program Council Chairperson.
  

500.5 Care Committee

Care Committee

Duties

• Be responsible for visiting the sick, the shut-in and any one in distress. The Committee shall send cards and flowers as needed.
• Coordinate efforts of members to provide assistance in a crisis involving members and friends.
• Make an inventory of members who will assist with various Care Committee activities (e.g., call on people, take food or flowers, provide transportation or provide baby-sitting).
• Assist in organizing memorial service receptions. Food and beverages should be provided on a voluntary basis by those persons who wish to contribute such.

Duties of the Chairperson

• Be responsible for calling, preparing an agenda for, and leading meetings.
• Appoint people who will be responsible for each function.
• Serve as a member of the Program Council.
• Prepare the annual Committee budget, approve expenses and track annual budget figures relating to the above duties.
• Prepare an annual report of committee activities and submit it to the Program Council Chairperson.
  

500.6 Membership Committee

Membership Committee

Duties

• Maintain the member list. The Committee shall use the member list to validate the UU World mailing list and to validate the voting delegates to UUA.
• Publish a directory of members and friends annually and update it as necessary.
• Coordinate the joining process, the recognition of new members, and the preparation and distribution of new member packets.
• Ensure that the Welcome Center is staffed for Sunday services.
• Ensure that there are greeters at Sunday services.
• Conduct “New UU” classes.
• Sponsor Newcomers’ Dinners.
• Conduct an annual appreciation/recognition event for Fellowship volunteers.

Duties of the Chairperson

• Be responsible for calling, preparing an agenda for, and leading meetings.
• Appoint people who will be responsible for each function.
• Serve as a member of the Program Council.
• Prepare the annual Committee budget, approve expenses and track annual budget figures relating to the above duties.
• Provide membership data to members of the Board when needed for reports and meetings.
• Prepare an annual report of committee activities and submit it to the Program Council Chairperson.
  

500.7 Special Events Committee

Special Events Committee

Duties

• Coordinate all activities of a primarily social nature.
• Work in cooperation with other committees such as Ways and Means and Membership in planning and executing activities or events. All groups should coordinate dates on the calendar with the Church Secretary and arrange child care for social activities.
• Coordinate social activities such as the following:

Sunday Morning Coffee

Soup and Salad

Periodic Social Events

Circle Dinners

Bridge Group

20’s and 30’s

Outings Group

Daytimers

Wednesday Night Supper

• See that the kitchen in Fellowship Hall is maintained.

Duties of the Chairperson

• Be responsible for calling, preparing an agenda for, and leading meetings.
• Appoint people who will be responsible for each function.
• Serve as a member of the Program Council.
• Coordinate with the Membership Committee Chairperson, the Ways and Means Committee Chairperson, the Youth Religious Education Chairperson, and others as needed.
• Prepare the annual Committee budget, approve expenses and track annual budget figures relating to the above duties.
• Prepare an annual report of committee activities and submit it to the Program Council Chairperson.

500.8 Social Action Committee

Purpose

Coordinates the Fellowship's social action programs. It may initiate programs of its own as well as providing support to outside causes and events. It shall base its support on: the level of need, compatibility with UU principles and resolutions, with the Fellowship's history of support, the resources of the committee, opportunities to involve large numbers of Fellowship members and opportunities to work with other groups in the community.

• Approve social action proposals and support the social action groups and efforts that result from approved proposals. The Social Action Proposal form is in the addendum of the Policies and Procedures Manual.
• Coordinate and support ad hoc social action efforts at UUFR such as letter writing, petition signing, etc. as long as the intent is in line with the Principles and Purposes of the UUA and the mission and vision of UUFR.
• Coordinate discussion of Study Action Issues for the General Assembly when they are related to social action.
• Coordinate volunteers from the Fellowship to assist in outside community needs and projects. The Committee shall publicize the need and shall enlist individuals to respond to specific needs for help.
• Approve, publicize and celebrate fifth Sunday collections for Social Action efforts. Notify UUFR's Treasurer about distribution of these collections.
• Appoint representatives of the Fellowship to local organizations with the concurrence of the UUFR Board. These organizations include the following:

Rich Park Housing (Raleigh Inter-Church Housing): Three representatives are appointed by the Social Action Committee to the governing board, which meets bimonthly. The fourth is traditionally the minister. [This low income housing project was started by UUFR and four other local churches.]

Method Day Care Center : The UUFR has one member on the governing board who is appointed by the Social Action Committee. [This model day care center, designed to be racially integrated and with a significant number of children from low income families, was an offshoot of the Rich Park Project.]

• Appoint the UUFR representative to the Unitarian Universalist Service Committee. The representative shall serve as liaison between the congregation and UUSC by publicizing the activities of UUSC and enlisting support for them.

• Be responsible for calling, preparing an agenda for, and leading meetings.
• Coordinate the development of position descriptions for members of the committee.
• Serve as a member of the Program Council.
• Coordinate preparation of the annual Committee budget, approve expenses and track annual budget figures relating to the above duties.
• Serve as a member of the Fund Raising Committee.
• Insure that an annual report of committee activities is prepared and submitted to the Program Council Chairperson.
  

500.10 Sunday Services Committee

Sunday Services Committee

Duties

• Plan and coordinate all Sunday morning services.
• Work closely with the minister or ministers in scheduling sermons and other types of programs.
• Be responsible for seeing that the information to be included in the order of worship shall be given to the Secretary/Receptionist with adequate time to be ready for each Sunday.
• Be responsible for decorations for the Sunday services.
• Be responsible for music for the Sunday services.
• Be responsible for operating the sound system during services.
• Be responsible for taping services so that they will be available for those who could not attend.

Duties of the Chairperson

• Be responsible for calling, preparing an agenda for, and leading meetings.
• Attend Program Council meetings.
• Recruit new members of the Committee as needed.
• Appoint people who will be responsible for each function.
• Prepare the annual Committee budget, approve expenses and track annual budget figures relating to the above duties.
• Coordinate with the Music Director, Youth Religious Education Director and Minister or Ministers as needed.
• Prepare an annual report of committee activities and submit it to the Program Council Chairperson.

500.11 Music Committee

Music Committee

Purpose

To provide support, planning, and oversight for the presentation of music, musicians, and music programs, including Sunday Services at UUFR, and propose a budget for this purpose.

• Sets goal for entire UUFR music program for all ages.
• Develops strategies to achieve goals and avoid crises.
• Provides feedback to the Music Director, Sunday Services Committee and Board concerning progress toward those goals.
• Supports the Music Director as needed (including being an advocate for just compensation and providing evaluative input) and serves as his or her sounding board.
• One member serves as liaison to the Sunday Services Committee and attends its meetings (or coordinates with the Music Director so that one of the other attends every meeting).
• Serves as advocate to the Board of Directors for funding and other means to achieve goals.
• Supports special projects related to music program needs.

• Made up of 5 to 7 UUFR members and the Music Director.
• Works closely with the Sunday Services Committee chairperson and the Minister.
• Two-year terms, with about half rotating off each year. May serve more than one term.
• Chairperson chosen by committee members.

Separation from Sunday Services approved by congregation 12/01

500.12 Youth Religious Education Committee

Composition

The Youth REC chairperson ordinarily services a one year term, but may serve a maximum of two consecutive years in this position. The term of office runs from February 1 to January 31. Prior to the January Youth REC meeting, a subcommittee consisting of at least three persons (the current chairperson, the DRE, and one additional member) meets to nominate a chairperson, and any other nominations are accepted from the floor. In the event of more than one candidate for the position, a vote is taken by secret ballot.

The assistant chairperson ordinarily serves a one-year term, but may serve a maximum of two consecutive years in this position. The term of office runs from February 1 to January 31. The nomination and election procedure for this office is the same as for the chairperson. It is desirable, but not required, that the assistant chairperson assume the role of chairperson after serving for a year in this office.

Class coordinators are expected to serve a minimum of one year, from June 1 to May 31. An individual may serve a maximum of three years in the same position.

Youth representative(s)

Youth representative(s) from the high school and/or middle school youth groups are expected to serve a minimum of one year, from June 1 to May 31. An individual may serve a maximum of three years in the same position.

Others as deemed important by the committee, such as secretary, social chair, special projects chair, shall serve as liaisons to UUFR committees (for example, Building Use, Program Committee, YWCA Day Care, Kitchen Committee, etc.) These members also are expected to serve a minimum of one-year terms, with a maximum of three years in the same position.

DRE

Youth Program Coordinator

Duties

• Have responsibility for planning religious education curricula and providing advice and support to the Director of Religious Education in administering the religious education program for all children and youth, nursery through high school.
• Conduct Sunday morning religious education classes for children and youth, including nursery care for infants and toddlers.
• Provide general oversight for the Middle School Youth Group(s) and the Young Religious Unitarian Universalists, and address issues of policy or practice as requested by the Youth Program Coordinator or the Youth-Adult Committee.
• Assist in the planning of youth retreats and conferences at the Fellowship and shall foster participation in retreats and conferences with UU youth at other locations.
• Arrange for child care during Congregational Meetings.
• Assist with recruitment and training of teachers.
• Assist in preparation of the Committee budget and review of expenditures.
• Consider space, equipment and material needs of the RE program.
• Assist with curricula selection and planning.
• Provide for the welfare and safety of children during scheduled RE programs. This duty shall include having all staff and volunteers working with children and youth being required to sign a code of ethics.
• Provide for coordination of Sunday morning program in absence of the DRE using guidelines prepared by the DRE.
• Provide general support and advice to the DRE in the areas of evaluating the Religious Education program and activities and of identifying problems and suggesting solutions.
• Collaborate with the Adult REC and Sunday Services Committee to offer intergenerational programming.
• Arrange for special curricula and programs, such as “About Your Sexuality” and “Coming of Age” curricula, to be offered at appropriate intervals, and to establish policies and provide oversight for these programs. This may be done by the full committee or through existing or ad hoc subcommittees.
• Sponsor programs focusing on meeting the needs of children and youth as requested by Fellowship members, such as the Mothers’ and Children’s Group.
• Work with the DRE to establish annual and long-term goals for Youth RE Program, and monitor progress toward these goals.

Meeting policies

• Regular monthly meetings shall be held at the Fellowship at a standard time and place.
• The Chairperson shall call additional meetings as needed, with as much advance notice to all members as possible.
• All committee members are expected to attend meetings on a regular basis, and to inform the Youth REC Chairperson if they will be unable to attend a meeting.

Duties of the Youth Religious Education Chairperson

• Call, prepare an agenda for and lead the meetings of the Committee.
• Attend monthly meetings of the Program Council.
• Provide communication regarding actions of the Board of Directors and Program Council and solicit input regarding issues.
• Approve expenditures from Youth RE budgets, and be accountable for adherence to these budgets within guidelines established by Board fiscal policies.
• Provide leadership to the Committee in identifying issues and facilitating discussion and action by the Committee.
• Maintain regular contact (at least weekly) with the DRE to stay informed and to advise and support the DRE.
• Publicize meeting dates and times.
• Work to identify and recruit potential youth religious education volunteers and leaders, with the assistance of the DRE, the Youth Program Coordinator, the Resource Development Coordinator and the Assistant Chairperson.
• Interact with the chairpersons of other committees as needed to coordinate activities.
• Cooperate with the minister and Personnel Committee to review job description and performance of the DRE.
• Work with the DRE to prepare notebooks for new Youth RE Committee members.

Duties of the Assistant Chairperson

• Lead meetings in the absence of the Chairperson.
• Participate in identifying and recruiting potential youth religious education volunteers
• Assist the DRE on Sunday morning at least monthly to become more fully knowledgeable about the youth religious education program.
• Review the budgetary status of the youth religious education program, and make a monthly report to the Youth REC.
• Prepare the annual Youth RE budget request with input from the DRE, the Youth Program Coordinator, the Chairperson, and other members of the committee.
• Coordinate meetings of the Curriculum Committee as needed.

Duties of the Class Coordinators

• Serve on the curriculum subcommittee. The Class Coordinators, with this committee, shall establish guidelines and study and prepare curricula for classes. The Class Coordinators, with the respective teaching team, shall prepare year long schedule of lessons, teaching assignments, and activities for that class. The Class Coordinators with the DRE, shall serve as resources and coordinators of classroom teachers.
• Actively participate in teacher orientation for his or her classroom. At the beginning and end of the RE year, the Class Coordinators shall distribute, inventory and collect teaching notebooks, curricula and other materials.
• Recruit parent helpers as needed, and remind them the week before they are to be in the classroom.
• Maintain regular contact with teachers and bring their concerns to the DRE and the Youth RE Committee. The Class Coordinators shall arrange at least bimonthly meetings of their teaching teams to coordinate and discuss classroom activities and concerns.
• Help with special projects for their grade level, such as worship programs or a play in which the class has a role. The Class Coordinators shall represent their classes to visitors.
• Obtain substitute teachers as needed. If a teacher finds s/he cannot be at a class, s/he should try to switch within the teacher’s own team. If that is impossible, the Class Coordinator will be called and will use substitute lists and parents lists to obtain a substitute. The DRE should be notified if a Class Coordinator is not available or if no substitute can be found. The DRE should be notified as soon as a change in teachers has been made.
• Notify the DRE of any permanent items or supplies that should be added for their classrooms.
• Notify the DRE of any items related to safety and health.
• Notify the DRE of areas that need additional cleaning.
• Make wish lists with the help of the teachers on respective teaching teams for each classroom to be presented to the DRE and the Committee.

Subcommittees

Curriculum Committee

Composition

Membership consists of the Classroom Coordinators, the Assistant Chairperson and others as deemed helpful or necessary by this Committee. The DRE is an ex officio member of the Committee.

Duties

• Establish guidelines for youth RE curricula.
• Review available curricula.
• Select appropriate curricula for each classroom which meet the guidelines. If necessary, the Committee shall recommend modifications in curricula as appropriate.
• Review implementation of the curricula at the Fellowship and make recommendations regarding future use.

The Youth-Adult Committee (YAC)

Composition

The membership of the Committee shall be youth and adults who are interested in our UU way of life, who are willing to attend monthly meetings through the school year, who are challenged to take leadership in the youth programs at the Fellowship, who are willing to work in a cooperative spirit with adults and youth, who are able to respect confidentiality in meetings, and who are willing to be planners of some intergenerational events at UUFR.

Duties

• Facilitate communication between the youth and adults at the Fellowship. The Committee shall function as a steering committee for programming for middle and high school youth at the Fellowship.
• All actions of the Committee shall be subject to the review and ratification of the Youth Religious Education Committee.
• Maintain a set of by-laws that outline membership, meetings, officers and goals. These by-laws shall be reviewed yearly and amended as needed.
• Help youth develop leadership skills and show youth that they can work effectively on a committee with their peers and adults.
• Plan and coordinate Graduation Sunday each Spring.
• Plan and coordinate Youth/Adult circle dinners in late winter.
• Coordinate refreshments with the content of the Youth Sunday.
• Act as a problem solving group for youth and adult concerns.
• Interview and recommend advisors for youth groups.
• Help find drivers and helpers for youth conferences and events.

Religious Education Support Group

Composition

The group shall consist of four members in addition to the DRE. One member of the Support Group shall also be a member of the Youth Religious Education Committee, but not the Chairperson of the Youth Religious Education Committee. The Youth Religious Education Committee and the DRE shall select four mutually acceptable individuals for the Support Group. The Support Group shall elect a Chairperson from among its membership, and shall work with the DRE to determine a meeting schedule and format appropriate to its purpose.

Duties

The purpose of this group shall be to provide support for the DRE in resolving professional issues and meeting professional goals.

The Family Fellowship Committee 500.13

Introduction

The Family Fellowship Committee has existed in various forms and under various
names for at least five years. Since its inception it existed under the YREC umbrella.
However, at the YREC retreat last October, the decision was made for YREC to focus
more on religious education and for the Family Fellowship group to seek its own
committee status.

There may come a time when the Family Fellowship group (along with other groups
such as Special Events and Wednesday Night Dinners, etc.) can exist as a subcommittee
of an overarching Social Activities Committee, but as that structure does not currently
exist, we seek committee status of our own.

Policies and Procedures for the Family Fellowship Committee

Mission
The Family Fellowship was founded to unite UUFR Families and create a partnership for facing the
challenges of our increasingly complex world. By sharing values and providing mutual support, they
will build strong walls to shelter families from whatever storms they may face.

Opportunities to share their gifts, support each other's needs, and create fellowship activities for both
children and parents will be provided via multiple outlets.

Families will thus be strengthened as they live UU principles during interactions with each other and
the community.

Goals

• Provide families the opportunity to get together for fun and support at activities held at least
  once a month
• Provide families of any demographic make-up with a place to feel welcome
• Provide opportunities for parents and their children to live UU principles through at least one
  social action activity each year
• Build long lasting bonds of friendship

Composition
The Family Fellowship committee will be comprised of a core committee and folder holders. The core
committee will include the following positions: chairperson, future chairperson, publicity coordinator,
diversity coordinator, new member mentor, and secretary.

Family Fellowship Chairperson Position

Purpose: To lead the Family Fellowship Committee

Duties:

• Provide leadership to the committee in identifying issues and facilitating discussion and action
  by the committee.
• Facilitate committee meetings by calling the meetings, reserving a room for the meetings,
  making arrangements for child care (if needed), soliciting agenda items, and preparing the final
  agenda.
• Attend monthly Joint Council meetings or arrange to maintain a FF presence on the Joint
  Council. Provide a monthly written report to the Joint Council, detailing current activities of the
  FF committee.
• Apprise the committee of actions of the UUFR Board of Directors and/or Joint Council
  affecting FF and solicit input regarding these issues.
• Interact with chair persons of other committees and staff as needed to coordinate activities.
• Prepare a written annual summary of FF to be included in the Annual Report to be distributed at
  or before the Annual Elections Meeting.
• With the input of the committee, prepare the annual budget. Monitor spending and adherence
  to the budget and update the committee on our financial standing. Sign Gold Sheets submitted
  by committee members. Ensure any fund raisers held by the committee follow UUFR
  guidelines. Aid in the collection and deposit of monies received from fund raisers.
• Ensure safe congregation practices or policies are communicated to coordinators of FF
  sponsored events.
• Provide periodic opportunities for the committee's ongoing evaluation of its process, structure,
  and effectiveness
• Continue to provide advice and support to the next chair in the capacity of past chair serving as
  an ex-officio member of the committee for the year after service as chair.

Diversity Coordinator Position
Purpose: The role of Diversity Coordinator is to generate feedback from the UUFR community on
Family Fellowship (FF) activities with regard to intentional inclusivity and accessibility, and then to
make recommendations on how to incorporate that feedback into future activities. Possible areas of
focus include but are not limited to: family composition; ethnicity; sexual orientation; religious
background; socioeconomic status, disability.

Duties:

• Develop feedback questionnaire/survey regarding intentional inclusivity & accessibility of FF
  activities
• Develop system for collecting feedback from various constituent groups (e.g., FF attendees—
  regular and new, UUFR community, etc. through web and paper and pencil methods)
• Generate periodic reports and facilitate recommendations for changes as needed
• Maintain and make improvements on survey and systems of administration
  

Publicity / Marketing Coordinator Position:

Purpose:

To publicize the Family Fellowship committee and to assist Folder Holders in effectively
publicizing their events throughout the year.

Duties:

• Support and assist folder holders with advertising upcoming Family Fellowship events, utilizing
  UUFR Family Yahoo Newsgroup, The Chalice, The Sunday Times, YRE/FF newsletter (insert
  in Sunday Times) and other methods of communication
• Update chart of communications and create recommended guidelines and timeline for folder
  holders in terms of publicizing their events.
• Place an article in Chalice describing Family Fellowship Committee and advertising upcoming
  meetings
• Place an article in each Chalice advertising upcoming Family Fellowship events
• Post upcoming events through UUFR Family Yahoo Newsgroup once or twice a month
• Make sure that UUFR Family Yahoo Newsgroup Calendar is current on a regular basis
• Post upcoming events and other relevant information on Family Fellowship bulletin board (once
  we are assigned one) and keep it updated
• Post upcoming events in Sunday Times on a periodic basis, space permitting
• Update Family Fellowship information on UUFR web site, including information under Regular
  Events
• Update Family Fellowship information in Regular Events brochure
• Review UUFR marketing material periodically to ensure that Family Fellowship Committee
  information is current and accurate
• Send out Post-event evaluations
  

Secretary Position

Purpose:

To keep and maintain records for the Family Fellowship Committee

Duties:

• Record (or recruit someone to record) the minutes for all meetings
• Submit draft of minutes to Chair for review within 3 days of meetings
• Post minutes in FF Yahoo group within one week of meeting
• Submit draft of action items to chair for review within 3 days of meeting
• Submit action items to FF Yahoo group within 1 week of meeting
• Keep a record of committee's written records (minutes, agendas, action items, etc.) for the year
• Keep updated databases on Yahoo for core committee members and folder holders
  

New Member Mentor Position

Purpose

To make new members aware of the Family Fellowship committee and to help them feel
welcome when first attending events.

Duties:

• Attend portion of Introduction to UU Class when possible to explain about the Family
  Fellowship committee.
• Attend new member book signing ceremonies when possible to explain about the Family
  Fellowship committee.
• Serve as contact person listed on Family Fellowship flyer and contact cards.
• Participate with YRE committee in setting up/manning welcome booth at beginning of fall
  Sunday School year to explain about the Family Fellowship committee to members before and
  after services.
• Seek out new members at UUFR events and introduce them to other members.
  

Folder Holder Position

Purpose

To co-ordinate Family Fellowship activities

Duties:

• Plan the event (schedule the event far in advance if holding the event at UUFR as space fills
  up quickly)
• Recruit volunteers as needed to help with tasks
• Provide the Family Fellowship Marketing and Publicity coordinator with information about
  their event as far in advance as possible
• Ensure that safe congregation practices or policy is followed during event
• Be the contact person for the event
• For on-site events, ensure that building use practices are followed.
• Document planning process, contacts, etc. for future use
• Evaluate planning process and event
• Maintain communication about the event with the Family Fellowship Marketing and Publicity
  coordinator and the Family Fellowship chairperson