Committee/ Team Chairs Annual Fall Meeting Sept. 6, 2012

1. Committee/Team Chairs Annual Fall MeetingSept. 6, 2012

2. Agenda: • Chalice Lighting • Introductions • Leadership Workshops, Webinars, District Assembly and Leadership Day • Some New Resources • Childcare Policy for Events – if needed • Nuts and Bolts

3. It may be that when w no longer know what to do, we have come to our real work and when we no longer know which way to go, we have begun our real journey. The mind that is not baffled is not employed. The impeded stream is not the one that sings.” Wendell Berry

5. Upcoming Webinars, Workshops,District Assembly, & Leadership Day Links for more information and registration online at www.ohiomeadville.org

6. Upcoming Webinars • From a Distance: Running Effective Virtual Meetings – 9/8 • Google Me! Using Technology to Market Your Congregation – 9/13 • Ministry to Families: UU Parenting 101 – 9/20 • Beyond Contentment: how to Get More Members Involved in Congregational Life – 10/18 • More in coming months.

7. Upcoming Workshops & Conferences • Leadership Day (Oct. 7, Shaker Heights) • Innovations in Stewardship  (Akron, Jan 26 ) • District Assembly (April 26-27, Jamestown) • Healthy Congregations (Different clusters at different times. Stay tuned!)

8. OMD Leadership Day • Igniting the Spark: Leading with Strength and Spirit • Saturday, Oct. 13, 9 a.m.-3:30 p.m. • Gathering/Registration is 9-9:30 a.m. • First Unitarian Church of Cleveland, Shaker Heights • All elected congregational leaders, DRE’s, clergy, committee chairs and youth leaders are invited. • Free for leaders and clergy who register by Oct. 7. Walkins are $10. • Childcare must be reserved by Sept. 23

9. District Assembly • When: April 26-27 • Where: Ramada Inn, Jamestown NY • Co-Hosts: St. Lawrence District • Keynote: Rev. Peter Morales • UUA Moderator Candidates will be there • Workshop applications due Nov. 1, thru the OMD website.

10. Featured Resources

11. CERG YouTube Channel • www.youtube.com • Cerguua1 • Recruiting Volunteers • How to Participate in a Webinar • Leadership Dev. • Stewardship • UU University! • More!

12. UUA Multimedia Resources • http://www.uua.org/publications/multimedia/index.shtml -- audio and video resources • UU World audio recordings • General Assembly • Religion for Our Time series • Justice • UU YouTube channel link

13. Websites and Facebook Pages • uua.org • ohiomeadville.org • cerguua.org • Facebook: ohiomeadville • Facebook: cerguua

15. CERG ON-DEMAND WEBINARS WWW.CERGUUA.ORG/MOODLE

16. On Demand Webinars • Congregational Polity • Creating Meetings that Matter • Basic Safety Policies and Tips • To Dwell Together in Peace: Covenants and Right Relations Policies • Powerful Pathways to Membership • And more

17. Available 24/7 • Not just Slide Shows UU CHURCH MEMBERSHIP

18. Available 24/7 • Take at your convenience

19. Available 24/7 • Take at your own pace

20. Available 24/7 • Additional reading, videos and links

21. www.cerguua.org/moodle

22. Childcare and Children’s Programs at District Events A Guide for Ohio-Meadville District Committees

23. As Unitarian Universalists, we are concerned with the ideals of hospitality, welcome and accessibility. Providing childcare to families during our district committee sponsored events is one way to practice our faith. • The following is an outline of the issues that must be considered when providing care to children. Any questions, concerns or requests for assistance may be made to Karen LoBracco, Lifespan Faith Development Consultant, at klobracco@uua.org or 585-637-6374.

24. In order to provide Childcare and Children’s Programs at your event, you will need to refer to the following document: Ohio Meadville District Child and Youth Protection Policywhich may be downloaded from http://www.ohiomeadville.org/geninfo/policy.htmlNote: we are considering policy revisions at this time. With respect to childcare, we plan to relax the condition that childcare providers must be members of OMD congregations. • Here you will find the policy, all the needed forms and a “Quick Start” Guide for implementing the policy.

25. Finding and screening Childcare Providers • Contact someone from the hosting congregation (the religious educator is a good first contact) and ask for a list of possible folks to provide childcare at your event. These potential Childcare Providers or agency should be known by a key congregational leader. • Invite at least two people to work with the children. Send them the Application Form, which is found in the Child and Youth Protection Policy. • Send the name of the folks to the district office to determine if they have a current background check on file. If they don’t you will need to submit their application form to the office to have the background check done or they can provide us with a report from a check within the past 3 years. • All forms must be returned to the OMD office by the end of the event for filing. You may have them mailed or faxed directly to the office.

26. How do parents and guardians register children for events? • All children must be pre-registered well in advance of the event. Since our policies require that we meet an adult to child ratio, we must know exactly how many children to expect. A registration cut-off date at least three weeks before the event will allow the committee to complete the planning and seat the appropriate number of Childcare Providers. • The registration form must ask the age of each child registrant and if they have any special needs that the Childcare Providers need to know about in order to keep all safe and happy during the event.

27. What about money? • The current going rate for childcare provision is $10.00/hour. Each event will require at least two childcare providers in accordance with the OMD’s Child and Youth Protection Policy. • Childcare costs should be built into your total event budget. • Charging a nominal fee per child to cover the cost of meals and snacks is quite appropriate. • Payment should be issued directly to the Childcare Providers at the end of the event. Checks may be requested from the OMD office by using the Expense Forms which can be printed from http://www.ohiomeadville.org/geninfo/forms/expense.doc

28. “Caring” for the Childcare Providers • The Committee should designate a contact person to the Childcare Providers. • Before, during and after the event, this contact person should provide information, answer questions and offer support. • Throughout the day of the event, this contact person should periodically check to see if the Childcare Providers have any needs. • The Contact Person should be available during registration to introduce the children and their parents to the Childcare Providers. • Childcare providers should have the mealtime free of responsibilities. The expectation should be that children eat with their families or under the supervision of a volunteer from the event

29. Safe Practices on the day of the event • All the children and the Childcare Providers should wear nametags • An information form should be completed for each child by the parent or guardian. The form should include the child’s name, age, food allergies or any other special needs. • If the event includes workshops to be held in various areas of the building, the parents should indicate on the information form which workshop they will attend. • Parents and guardians must stay on-site during the event.

30. Providing a Program in addition to Childcare • Offering more than just childcare is always a great goal, especially when the program aligns with the overall theme of the event. • You will need to know the ages of the children before you can make any final plans. • Consider having someone offer a program to the children for a portion of the day. • The OMD Child and Youth Protection Policy will need to be implemented for folks who provide programs to the children.

31. Chair Nuts and Bolts Navigating the OMD System

32. Volunteer Handbook • 3rd year for this document, tries to break down the policies and procedures in an easy to find/read format. • All committee members should receive one when they join the committee • This is a work in progress, please let us know your feedback for information that needs added, clarified, etc.

33. Scheduling Check the official calendar at www.ohiomeadville.org before scheduling anything. Please notify the district office as soon as you have dates for: Meetings Committee sponsored events Conference Calls or web meetings Webinars

34. Meeting Options • At a local church, face to face • Conference Call • Online Options • Webinar – there are lots of options out there. • Skype (free video conferencing for 2, can do free audio for up to 25) • Google+ Chat – video chat for up to 10 for free • Zoom.us • Trello for organizing & planning activities

35. Once you get organized: • Send Committee Roster updates to the office • Get district deadlines on your calendar • Send copies of minutes to the office • Ask your event coordinators to talk to the office EARLY ON before they need to make arrangements

36. Important Dates • October 1 - Budget Requests for 2013-14 • November 1 - OMDSI Workshop Proposals • December 1 – DA Workshop Proposals • March 5 - Annual Reports • March 24 - Exhibitor Table Requests for District Assembly • July 30 - Roster for District Directory Due

37. Budget Requests Due Oct 1 • Committee Expenses budget • Includes reimbursements for mileage, phone, copies, etc. Mileage is 14 cents per mile per IRS. • Basically is what it costs for your committee to meet • Event Budgets • Committees no longer have a budget for events. You must plan all your events to break even. • If you need help, contact a staff member. • Send requests to the office.

38. How to Get Reimbursed? • Use an OMD Expense Report - pdf, excel or word format • Committee or Event expenses • Electronic submission as an attachment or via our online form is acceptable. We must have scans of any receipts included. • Must be approved by committee chair or designee. If submitted electronically, I will get this for you • Due within 30 days of an event, we do not reimburse after 90 days. • Can donate part or all of expenses

39. Event Planning • All contracts must be signed by Joan or an officer of the district. • We recommend you get a letter of agreement for all speakers • Speakers need to get the OMD presenter guidelines • If video or audio recording, need a release form. • Childcare must follow OMD Child and Youth Protection Guidelines. Staff can help • Try to arrange some home hospitality • You can offer scholarships from the OMD Fund.

40. Event Planning • You can request advance checks to host congregations to purchase food/supplies • Checks for trainers/speakers require a W-9 before checks will be cut. Allow time for this! • Onsite petty cash requires OMD treasurer approval • You cannot spend cash collected onsite for expenses • Be sure to have a secure site for storing money

41. After the Event • Send all money, checks and credit card slips to the office by certified mail (needs tracking) • Submit all expense reports for event • Request any refunds • Submit an event form after all expenses in • Check the final report sent out by the office for errors • Profits go to the scholarship line. • YAC and UUYAN cons we average out over the year and move net profit in June.

42. How the Office Can Help • Create a webpage with event details • Act as registrar • Online registration & credit card payment • Create or assist with flyers for the event • Include links in OMD Now to advertise • Handle bookkeeping details • Send event supplies to event site (pens, folders, copies, nametags, etc) if requested in time

43. Annual Reports • Chair must submit a report each year • Published in the Annual Report that goes to all congregations • There is a form to assist you • Also an chance to tell the board and staff what you need for future work • Deadline is March 5 this year.

45. Other Office Resources • District Directory (only available as a pdf file) • OMD Now • Email List we use for OMD Now and OMD Up Close • Restricted email lists for special groups • Mailing labels & mailings • OMD Stationary

46. Core-Practices of Life Affirming Leaders – Margaret Wheatley • Know they cannot lead alone. • Have more faith in people than they do in themselves. • Recognize human diversity as a gift, and the human spirit as a blessing. • Act on the fact that people only support what they create.

47. Core-Practices of Life Affirming Leaders – Margaret Wheatley • Solve unsolvable problems by bringing new voices into the room. • Use learning as the fundamental process for resiliency, change and growth. • Offer purposeful work as the necessary condition for people to engage fully.

48. Thank you for being here tonight!