Committee/Team Chairs Annual Fall Meeting

Sept. 6, 2012

Agenda:Chalice LightingIntroductionsLeadership Workshops, Webinars, District

Assembly and Leadership DaySome New Resources Childcare Policy for Events – if neededNuts and Bolts

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

Links for more information and registration online at

www.ohiomeadville.org

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.

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!)

OMD Leadership DayIgniting the Spark:

Leading with Strength and SpiritSaturday, Oct. 13, 9 a.m.-3:30 p.m. Gathering/Registration is 9-9:30 a.m.First Unitarian Church of Cleveland, Shaker

HeightsAll 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

District Assembly

When: April 26-27Where: Ramada Inn, Jamestown NYCo-Hosts: St. Lawrence DistrictKeynote: Rev. Peter MoralesUUA Moderator Candidates will be thereWorkshop applications due Nov. 1, thru the

OMD website.

Featured Resources

CERG YouTube Channelwww.youtube.comCerguua1Recruiting VolunteersHow to Participate in

a WebinarLeadership Dev.StewardshipUU University!More!

UUA Multimedia Resourceshttp://www.uua.org/publications/multimedia/i

ndex.shtml -- audio and video resources

UU World audio recordingsGeneral AssemblyReligion for Our Time seriesJusticeUU YouTube channel link

Websites and Facebook Pagesuua.orgohiomeadville.orgcerguua.orgFacebook: ohiomeadvilleFacebook: cerguua

WWW.CERGUUA.ORG/MOODLE

On Demand WebinarsCongregational PolityCreating Meetings that MatterBasic Safety Policies and TipsTo Dwell Together in Peace:

Covenants and Right Relations PoliciesPowerful Pathways to MembershipAnd more

Available 24/7Not just Slide Shows

UU CHURCH MEMBERSHIP

Available 24/7Take at your convenience

Available 24/7Take at your own pace

Available 24/7Additional reading, videos and links

www.cerguua.org/moodle

A Guide for Ohio-Meadville District Committees

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.

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 Policy which may be downloaded from http://www.ohiomeadville.org/geninfo/policy.html

Note: 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.

Finding and screening Childcare ProvidersContact 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.

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.

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

“Caring” for the Childcare ProvidersThe 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

Safe Practices on the day of the eventAll the children and the Childcare Providers

should wear nametagsAn 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.

Providing a Program in addition to ChildcareOffering 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.

Navigating the OMD System

Volunteer Handbook3rd 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.

SchedulingCheck the official calendar at

www.ohiomeadville.org before scheduling anything.

Please notify the district office as soon as you have dates for:MeetingsCommittee sponsored

eventsConference Calls or

web meetingsWebinars

Meeting OptionsAt a local church, face to faceConference CallOnline 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 freeZoom.us

Trello for organizing & planning activities

Once you get organized:Send Committee Roster updates to the officeGet district deadlines on your calendarSend copies of minutes to the officeAsk your event coordinators to talk to the

office EARLY ON before they need to make arrangements

Important Dates

October 1 - Budget Requests for 2013-14November 1 - OMDSI Workshop ProposalsDecember 1 – DA Workshop ProposalsMarch 5 - Annual ReportsMarch 24 - Exhibitor Table Requests for

District AssemblyJuly 30 - Roster for District Directory Due

Budget Requests Due Oct 1

Committee Expenses budgetIncludes reimbursements for mileage, phone,

copies, etc. Mileage is 14 cents per mile per IRS.Basically is what it costs for your committee to

meetEvent 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.

How to Get Reimbursed?Use an OMD Expense Report - pdf, excel or word

formatCommittee or Event expensesElectronic 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

Event PlanningAll contracts must be signed by Joan or an officer of the district.We recommend you get a letter of agreement

for all speakersSpeakers need to get the OMD presenter

guidelinesIf video or audio recording, need a release

form.Childcare must follow OMD Child and Youth

Protection Guidelines. Staff can helpTry to arrange some home hospitalityYou can offer scholarships from the OMD Fund.

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

After the EventSend all money, checks and

credit card slips to the office by certified mail (needs tracking)

Submit all expense reports for eventRequest any refundsSubmit an event form after all expenses inCheck 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.

How the Office Can HelpCreate a webpage with event detailsAct as registrarOnline registration & credit card paymentCreate or assist with flyers for the eventInclude links in OMD Now to advertiseHandle bookkeeping detailsSend event supplies to event

site (pens, folders, copies, nametags, etc) if requested in time

Annual ReportsChair must submit a report each yearPublished in the Annual Report that goes to

all congregationsThere is a form to assist youAlso an chance to tell the board and staff

what you need for future workDeadline is March 5 this year.

Other Office ResourcesDistrict Directory (only available as a pdf file)OMD NowEmail List we use for OMD Now and OMD Up

CloseRestricted email lists for special groupsMailing labels & mailingsOMD Stationary

Core-Practices of Life Affirming Leaders – Margaret WheatleyKnow 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.

Core-Practices of Life Affirming Leaders – Margaret WheatleySolve 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.

Thank you for being here tonight!