Unitarian Universalist
Fellowship of Ames

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Unitarian Universalist Fellowship of Ames

2004-2005 Users’ Manual

1015 North Hyland Ave.
Ames, Iowa 50014
(515) 292-5960 (office)
( 515) 292-8929 (minister’s direct line)
email: uufa@uufames.org
web address: uufames.org

Staff

Sunday morning schedule (Labor Day through Memorial Day)

Summer Schedule

One service 10 am; child care available from 9:45 until end of service; multi-age RE provided.

Office Hours

Contents

• Rationale for UUFA Users’ Manual
• Contacts
  Officers and Board, Committee Chairs, Building Maintenance Contacts, Other Contacts
• Acronyms
• Administrative Organization
  Annual Meeting, Annual Report, Board of Directors, Bylaws, Calendar, Executive Leadership Team, Fiscal Year, Legal Status
• Building Community
  Becoming a Member, Caring Committee, Ceremonies, Committee on Ministry, Fellowship Circles, Membership Committee, Memorials and Gifts, Mission Statement, Nominating Committee, Potlucks, Social Responsibility and Action, Special-Interest Groups
• Building and Facilities
  Art Exhibits, Building and Grounds Committee and Subcommittees (Interiors, Kitchen, Landscaping), Building Rental and Rental Policy, Donations (property), Insurance, Keys, Maintenance, Memorials and Gifts, Mowing, Parking, Snow Removal, Storage Areas
• Child Care, Safety and Supervision
  Multi-age and Summer Sundays. Nursery, Safety Audit and Safety Policies, Special Events
• Committee Descriptions (in alphabetical order)
• Communication
  Bulletin Boards, Calendar, E-mail, Office Information Center, Office Mailboxes, Phone Books, Phone Tree, Public Relations, Sunday Morning Announcements, Technology, UUFA Newsletter, Web site
• Denominational Connections
  Partner Church Council, Prairie Star District, Unitarian Universalist Association, UUFA banner
• Finance and Stewardship
  Accounting, Audit, Budgeting, Canvass (Annual), Donations (financial), Endowments Acquisitions and Disbursements Committee, Endowment Investments Committee, Expenditures, Finance Committee, Financial Institution, Fundraising Projects and Policy, Offertory, Reimbursement Procedures
• Religious Education
  Adult Education Classes, Campus Group, Children's Religious Education (Pre-K through Middle School), Coming of Age Program, Our Whole Lives Program, Summer Day Camp, Super Summer Sundays, Young Adults, Youth Program (High School)
• Resources
  Archives, Documents and Active Files, Fireside Room Pamphlet Rack, Handbook, Library, Newsletter, UUFA Users’ Manual, Web site
• Staff and Staff Support Committees
  Staff (professional salaried staff, hourly), DRE Relations Committee, Office Relations Committee, Personnel Committee
• Sunday Morning Programming
  Services, Service Elements (Milestones, Music, Offertory), Preparation of Fellowship Hall and Coffee Hour
• Appendices
  
  1. Current Fiscal Year Budget
  2. Map of UUFA and Surrounding Area
  3. Pledge Forms
  4. Sample Member-Interest Survey Form
  5. Request for Reimbursement Form
  6. Request to Reserve Space Form
  7. Sample Board Meeting Agenda
  8. Sample Board Meeting Minutes
  9. Bylaws
  10. Fundraising Policy

Rationale for UUFA Users’ Manual

“Where do I go to make 100 copies of a UUFA document?”
“How do I disseminate an important piece of information to other members?”
“Who knows whether we have money to buy a new (paper cutter, lawn mower, clock)?”
“How can I get involved at UUFA in ways that suit my talents and time constraints?”

Rare is the UUFA member who hasn’t asked—or answered—such questions as these.

During nearly 60 years, the UUFA has evolved from a small group meeting in borrowed space into a thriving religious community with a large facility of its own. Over time, the bulk of the Fellowship’s traditions, practices, and procedures have been passed along to newer members orally and otherwise informally.

This method worked well in some respects. The process of mentoring new members about the UUFA’s organizational workings helped to build relationships. Conversations, whether conducted between Sunday services, on the telephone, or at potlucks, sometimes amounted to “thinking out loud,” which often prompted reexamination of our methods.

The congregation is now sufficiently large and complex enough that some of our institutional memory is being lost as membership turns over in this university community. It’s a bigger challenge than ever to acquaint newcomers with our multi-faceted administrative, organizational, and volunteer mechanisms. More thorough and more accessible reference information is needed to orient new members as quickly and comfortably as possible.

Thus this initial draft of a Procedures or “Users’ Manual" was developed. Its main purpose is to serve as a general, broad reference for questions asked by new members—and not-so-new members—about how the Fellowship operates, and about how they may function within it, efficiently and effectively, with minimal frustration.

This Manual is incomplete and likely never will be all-inclusive. Because we continue to grow, change, and improve the way we function as a caring religious community and organization, this manual may always be outdated in some details, although we hope it will be updated annually. But even if it cannot answer every question, it can point members toward answers.

If you see ways this document can be made more useful, please contact Cheryl Lawson, Liz Weber, or Barb Abbott.

Contacts

Officers and Board, 2007-2008

Committee Chairs, 2004-2005

Building Maintenance Contacts

Phone numbers may be found in manuals located in upper cupboard of UUFA office.

Other Contacts

Acronyms

Administrative Organization

Annual Meeting

The annual congregational meeting is held each spring, typically in May, to elect new officers and approve the next fiscal year’s budget. UUFA bylaws contain additional information on other types and purposes of congregational meetings.

Annual Report

A report including a minister’s and president’s letter, committee reports, and a copy of the next fiscal year’s budget is compiled every spring in advance of the annual meeting, where it is distributed. Additional copies are available in the UUFA office.

Board of Directors

The Board of Directors comprises the five officers, eight members, and minister as ex officio. Officers—president, vice president, past president, treasurer, and secretary—serve one-year terms with some exceptions. The eight directors include an RE representative and a youth representative for one-year, renewable positions; other directors serve two years. See UUFA Bylaws for details. Board meetings are open to all members; agendas can be obtained from the president, and copies of agendas and meeting minutes are maintained in the UUFA office.

Bylaws

Bylaws are available in the UUFA Directory/Handbook; they are also on file in the UUFA Office. They are also included in this document as appendix 9 (Microsoft Word format).

Calendar

The office administrator maintains a master calendar of UUFA activities. Individuals wishing to reserve space and schedule events may submit their requests to the office administrator on the forms provided outside the UUFA office. Do not write directly on the calendar posted there!

Executive Leadership Team

The “ELT” consists of the president, vice president, past president, and minister. This group meets monthly to plan board meetings and handle issues that need attention between meetings.

Fiscal Year

UUFA’s fiscal year runs July 1 through June 30. The annual pledge drive/canvass is typically launched in February and completed by early April. The Board of Directors recommends a budget for approval at the annual congregational meeting, usually held in early-mid May. Full religious education classes and two services run from the Sunday after Labor Day through the Sunday preceding Memorial Day. The minister is on study leave during January and on vacation in July.

Legal Status

The UUFA is a nonprofit organization and is registered as such with the State of Iowa. It has an employer identification number, which can be obtained by contacting the office. The UUFA is chartered by the Unitarian Universalist Association. It has 501(c)3 status with the Internal Revenue Service. UUFA is not exempt from paying sales tax; however, it is exempt from property taxes. Frequently, questions arise regarding the appropriateness and legality of political activity within our congregational framework. For more information on maintaining separation of church and state as well as to protect the UUFA's tax-exempt status, members should review the document titled “The Real Rules,” which may be downloaded at www.uua.org/uuawo/pdf/the_real_rules.pdf.

Building Community

Becoming A Member

According to UUFA Bylaws, membership in the Fellowship is open to any person of fourteen years of age or more who is in sympathy with its activities and willing to contribute to its financial support. UUFA pays membership fees to the Prairie Star District and Unitarian Universalist Association. Dues for FY 2005 total $67.50 for every member on our rolls.

One becomes a member of the Fellowship by signing the membership book (maintained by the Membership chair), subject to affirmation by the Board of Directors of the Fellowship. Members are entitled to vote and hold office and are encouraged to show their support by participation in Fellowship activities and by contribution of their time, talent, and money. Membership classes are typically offered twice annually; see “membership” under the committee contact list at the beginning of the document.

Any member may resign his/her membership by notifying the Board of Directors in writing. If a member has not been active (neither involved in activities, nor attending services, nor providing financial s support) for a period of twelve months, such member will be notified by mail that his/her membership will end unless written word of the desire to continue membership is received within 45 days.

The members, officers, and staff of the Fellowship enjoy freedom in their words and beliefs so long as they do not, either expressly or by implication, indicate they speak for the congregation unless the congregation has given them the authority to do so.

Caring Committee

See Committee Descriptions later in this manual.

Ceremonies

The UUFA offers periodic child dedication ceremonies to welcome members’ children into our community. We also provide minister- and lay-led memorial services and marriage/union ceremonies. Current and past presidents of the UUFA are authorized by the State of Iowa to perform marriage ceremonies; several are trained and currently do so on a regular basis. For more information about scheduling and planning such ceremonies, contact the minister or office administrator.

Committee on Ministry

See Committee Descriptions later in this manual.

Fellowship Circles

Fellowship Circles are groups of eight to ten people. They typically meet twice a month for about two hours. Facilitators help establish and maintain a consistent format of opening, sharing, topic discussion, and closing. The facilitator also helps the group develop its own covenant or guidelines. The groups are designed to strengthen the relationships among members of the Fellowship community and provide a valuable opportunity for spiritual exploration and growth. They promote reflective adult conversation about substantive issues. See the Contacts list at the beginning of this document for additional information or registration forms.

Membership Committee

See Committee Descriptions later in this manual.

Memorials and Gifts

See Committee Descriptions later in this manual.

Mission Statement

“We are a caring community of diverse individuals who come together to provide an environment that nurtures and educates our children, stimulates the study and practice of ethical and liberal religious ideals, supports the creative spirit in us all, and demonstrates concern for the environment and the broader community.”

Nominating Committee

See Committee Descriptions later in this manual.

Potlucks

See Committee Descriptions later in this manual.

Social Responsibility and Action Committee

See Committee Descriptions later in this manual.

Special-Interest Groups

A variety of social and educational groups exist within the framework of UUFA. Current examples include Women of Wisdom, Women's Spirituality, a writing group, a book group, Fellowship Circles, and Historical Jesus study group. See the newsletter for descriptions and meeting times.

Building and Facilities

Art Exhibits

See Committee Descriptions later in this manual.

Buildings and Grounds Committee and Subgroups

See Committee Descriptions later in this manual.

Building Rental and Rental Policy

UUFA facilities are intended primarily to provide for the sanctioned activities of the oganization and its members. Secondarily, the UUFA offers its facilities for weddings, memorials, and other life journey celebrations of its members, friends, and members of the community at large. Additionally, the UUFA encourages the use of its facilities by the community for meetings, social gatherings, educational and musical events, and other activities that are in keeping with the tenets of the UUFA and for which our facilities are amenable.

All use of the building must be arranged with the office manager (292-5960) prior to the event. Rental fees may apply to non-UUFA events.

A building rental policy, and forms for renting space, are available from the office administrator, who handles the contractual arrangements. A UUFA member is in charge of rental policies; see the Contacts list at the beginning of this document. Our rental policy is currently under revision.

Donations (Property)

Donations of goods and money are welcome at UUFA. Various guidelines and policies exist regarding the donation of material items to the UUFA. The Memorials and Gifts Committee deals specifically with gifts of property intended to commemorate a loved one. The president, in conjunction with Buildings and Grounds and Interiors coordinators, should be consulted about usefulness and location of any item intended for donation, before it is left on UUFA premises. Financial donations, whether stocks or cash, may require the involvement of the Endowments Committee. If you wish to make a special donation beyond your annual financial pledge, please contact the president for guidance.

Insurance

The Fellowship maintains property insurance with Church Mutual Insurance Company. See the Contacts list at the beginning of this document.

Keys

The office administrator maintains records of all keys issued to members. For most members, a key that unlocks an exterior door is sufficient. If you need access to interior spaces (office, mechanical, storage areas) contact the office administrator or Buildings and Grounds coordinator.

Maintenance (HVAC etc.)

Labeled binders containing maintenance, warranty, and repair information are stored in cupboards along south wall of the UUFA Office. See also the Contacts list at the beginning of this document.

Memorials and Gifts

See Committee Descriptions later in this manual and Donations just above.

Mowing

A UUFA member mows the UUFA lawn. See the Contacts list at the beginning of this document. During his absences, he arranges for a substitute or notifies the Buildings and Grounds chair. The mower is stored in the basement.

Parking

We have a lower-level parking in front of the building and another parking lot 100 feet north (uphill). Parking is not allowed on Hyland. If both lots are full, go further uphill and park along Ross Road (the nearest side street), or use the Design Center parking lot on the ISU campus. Allow extra time for the latter options, as they require a 2-10 minute walk.

Snow Removal

We contract with a commercial firm to clearing the parking lots; a UUFA member is in charge of shoveling walks. See the Contacts list at the beginning of this document, which also lists an emergency sidewalk shoveler in case the volunteer member is unavailable.

Storage Areas

On grade level, the basement contains our lawn mower and other tools for exterior maintenance. The furnace and mechanical rooms are kept locked; contact the Buildings and Grounds chair if you need access. The small storage closet in the restroom hallway on the main floor is devoted to Art Exhibition equipment. The closet at the end of that restroom hallway contains cleaning supplies. The storage area off the Fellowship Hall, and the large wood chalice-design-inlay cabinet in the Fireside Room, contain all equipment necessary for Sunday morning and other programs, including chairs, music stands, chalice materials, and altar cloths. The storage room behind double doors on the main floor (just to the right of the stairs leading up to RE) is used by a variety of committees. The storage room connecting the north end of this room with the storage area adjacent to the Fellowship Hall storage area contains cleaning equipment and mechanical and interior maintenance items.

Child Care, Safety, and Supervision

Multi-Age and Summer Sundays

When regular religious education classes are not in session (during holiday breaks and summer from Memorial Day through Labor Day), UUFA provides multi-age child care for its elementary-age children. The DRE provides a theme and activities for child-care providers to implement. An adult and/or college student paired with a teen child-care worker supervise the children. The DRE typically provides two training sessions per year to equip teen child-care workers with the skills necessary to supervise children. The nursery is available for babies and toddlers through age three; see Nursery description below.

Nursery

The Nursery Coordinator is responsible for caring for and supervising babies and toddlers while their parents or caregivers attend Sunday services. Volunteers and trained teens help in the nursery. A brochure about the nursery is available there.

Safety Audit and Safety Policies

In the late 1990s, the UUFA conducted a safety audit to develop policies ranging from building safety to staffing. The safety policy is under revision to reflect the 2003 building addition.

Special Events

During special UUFA meetings and social events, child care is often available. Members are asked to call the office by the announced deadline to reserve space for their children so child care providers can plan for adequate staffing. If you are planning a UUFA event that needs child care or have questions regarding child care, see the Contacts list at the beginning of this document.

Committee Descriptions

Note: A list of all committee chairs and their contact information appears at the beginning of this document.

The UUFA maintains a variety of standing (perennially active and essential) committees as outlined in our bylaws. In addition, it supports various other task forces, ad hoc/informal working groups, and bona fide committees with well defined member rosters and regular meeting times. Following is a list of committee descriptions.

Adult Religious Education

This committee is responsible for working with the minister to plan and promote adult educational offerings beyond Sunday morning programming. Past examples have included a “Building your Own Theology” class, a meditation class, and others. See the Religious Education section later in this document.

Archives

This committee maintains documents that serve as a lasting record of our congregation’s social, religious, or financial history. They include but are not limited to photographs, newspaper clippings, and correspondence. They are located in the library.

Art Exhibits

Art exhibited by this committee is typically for sale; 20 percent of the proceeds benefit the Fellowship. Following is the Art Exhibition Policy, approved by the board in spring 2004:

The goal of the Art Exhibition Committee is to exhibit spiritually enriching artwork that supports the creative process in us all. The main art exhibition area of the UUFA building, known as the Gallery in the Round, has a dual role: 1) as a continuing aesthetic and artistic enrichment to the practice of ethical and liberal religious ideals within the UUFA, and 2) as a community-based professional art gallery associated with the Ames Community Arts Council.

The Art Exhibition Committee supports and encourages freedom of expression in all its activities. Issues of diversity, individuality, complexity, inventiveness, artistic quality, and the presentation of ideas and issues are considered in the selection of the exhibition program. The content of each exhibit is determined at the discretion of the Art Exhibition Committee, using the common principles of the Unitarian Universalist Association and the stated goals and policies of the UUFA as guideposts.

The Committee welcomes the open discussion of issues and ideas raised by the exhibited art works (and the artistic processes employed in their creation). Procedures for the educational resolution of differences in interpretation, opinion and taste are in place as the committee focuses upon the open sharing of views and support for spiritual fellowship within our religious community. The committee also has a written procedure for resolution of complaints. Feedback necessitating a response should be written, signed, and left in the Exhibition Committee mailbox in the Fellowship office or given to a Committee member.

If parties renting the UUFA facilities wish to have the current exhibit removed for the duration of their rental, the chair of the Art Exhibition Committee must be contacted no later than one week in advance of the event. A fee of $25.00 will be charged for the temporary removal and reinstallation of artworks. Only Art Exhibition Committee members are authorized to remove exhibited works during the duration of the exhibition.

Building Rental

This committee provides guidance for meeting with renters and overseeing financial, legal, logistical, and interpersonal considerations of rentals. It works with the office administrator to make the experience of renting our building a positive and often-repeated experience. It provides outreach to the community by offering a building where diverse groups are welcome.

Note: The actual scheduling of the rentals is done by the office administrator.

Buildings and Grounds

This committee oversees and maintains the building and surroundings, including tree pruning, snow removal, painting, lawn mowing, signage, window cleaning, janitorial, repairs, and other chores involved with our physical structure, grounds, and their maintenance. This group functions with a general coordinator and numerous helpers. See Contacts list at the beginning of this document.

• Interiors: a committee that works with other committees to coordinate interior décor and furnishings
• Kitchen: a coordinator who organizes space and storage of kitchen items, oversees use of dishwasher and other major appliances, stocks supplies
• Landscaping: individuals who planting, weeding, pruning, signage, and other tasks to maintain exterior grounds

Caring and Human Concerns

This committee coordinates caring efforts of the congregation during members' times of personal crises and celebrations. Lay ministry includes providing flowers, cards, food, phone calls, and visits. It works to create groups and opportunities for community to develop.

Child Care, Safety, and Supervision

See major heading earlier in this document.

Children’s Religious Education

This nine-member committee works with the Director of Youth and Children's Ministries to provide a high-quality religious education experience for children from preschool through middle school. One member represents the committee on the UUFA Board of Directors. The DRE and the Minister are ad hoc members of the committee. The committee meets monthly from August through May with the DRE to select curriculum, recruit and support teachers, manage the RE budget, and provide both multi-age social opportunities and intergenerational activities for the children.

Committee on Ministry

This committee acts as the liaison between the minister and the congregation. Its scope has recently expanded to include the overall ministry of the congregation, including lay leadership, committees, ad hoc work groups, and the like.

Communications/Public Relations

This committee produces brochures and other documents, writes press releases, maintains yellow-page listing, and coordinates publicity with local newspapers, radio, and/or local cable TV to notify the community of programs and events at the Fellowship and to make us a visible presence in the community.

Denominational Connections

This committee keeps the congregation informed of timely information from the UUA, UUSC, and PSD. It also facilitates participation in District and National meetings and issues. Seehttp://www.edu-observatory.org/uufa/da_resources.html.

Please contact the chair (see the Committee Contacts list at the beginning of this document) about district and national meetings and programs including leadership, youth, programming, summer camps, our partner church in Transylvania, and the UUSC Guest at Your Table program.

DRE Relations

This committee serves as the liaison between the body of the congregation and our Director of Youth and Children's Ministries, providing support and serving in an advisory capacity for hiring and training.

Endowments Acquisitions and Disbursements and
Endowments Investments

These committees monitor and encourages the growth of an endowment fund to promote the healthy financial future of the Fellowship. Endowment Acquisitions and Disbursements handles contributions to the endowment as well as considers requests for disbursements of endowment income (interest and dividends). Endowment Investments selects wise investing strategies for the endowed funds.

Finance

This committee oversees all financial responsibilities of the Fellowship, including working with the treasurer to compile the annual report and other financial documents, advising on the annual canvass, and supervising the spending of congregational monies. No standing committee exists for the annual pledge drive; it is currently undertaken on an ad hoc basis.

Fundraising

This committee creates and promotes various small fundraising projects, including auctions, plant sales, soup lunches, wine tastings, rummage sales, etc.

Library

See description of Library Committee under the Resources section later in this manual.

Long-Range Planning

This committee works to determine the long-term goals of the UUFA; it also polls members to gather input and develops and implements strategies to meet those goals. The most recent and tangible result of such planning is the completion of remodeling and a building addition (2003).

Membership

This committee welcomes new members and helps integrate them into the Fellowship. It offers new member orientations, keeps the congregation aware of additions and corrections to membership listings in the handbook, maintains the pamphlet rack, works with greeters, and otherwise creates opportunities for new members to feel welcome, and for not-so-new members to deepen their commitment. (See more on membership in the Building Community section of this document.)

Memorials and Gifts

This committee compassionately assists individuals and families in the UUFA community to memorialize and honor their loved ones through non-monetary gifts to the UUFA, and to assure that long-range plans of the UUFA’s building, grounds, and programming are met appropriately through these memorials and gifts.

Music

This committee plans music for Sunday services. It provides an accompanist for hymns and special music for the offertory. The UUFA enjoys the talents of many individuals and groups who perform regularly: Fellowship Voices, The Fellowship Trio, Blue Moon Players, Recorder Group, and the Free Spirits Children's Choir.

Nominating

This committee’s role is described in the UUFA Bylaws. It recruits nominees for various offices, board positions, and other official roles within UUFA.

Nuts and Bolts

This committee recruits volunteers for Sunday morning chair set up and take down, setting up and decorating the challis table, making coffee, bringing coffee cake, and clean-up after coffee hour.

Personnel

The mission of the UUFA personnel committee is to

• monitor staff job descriptions and compensation, including salary and benefits;
• monitor UUA fair-compensation guidelines for implementation at UUFA target levels (which adjust for our position at the low end of the midsize church range);
• make salary and other compensation recommendations to finance committee, officers, and board;
• assist regular supervisors with staff training and orientation in a secondary or advisory capacity;
• annually review and prepare staff contracts; and
• develop, implement, and monitor performance evaluation procedures for all staff.

The personnel committee shall consist of four members, preferably one of whom is also on the finance committee. These members will serve on a four-year rotation, and shall meet monthly or as needed. The committee may elect its own chair, who shall serve for a minimum of one year.

Potluck Dinners

The second weekend of the month is designated potluck weekend. Potlucks, which can range in size from 5 to 15 persons, are typically held Sept.-Nov. and Jan.-May. Potlucks are a means of getting to know each other better in a different setting. New members and guests are encouraged to participate. An attempt is made to mix ages and new members with longtime members. Some participants do not host; others host frequently.

Social Responsibility and Action

This committee keeps members informed about issues and opportunities to bring the UU principles of social activism into the community. It works to raise members’ awareness about ways to impact social issues and motivates members to work toward the goal of UUFA serving as a visible and active presence for justice in the broader community. It oversees a “Green Sanctuary” program to help UUFA be environmentally sensitive and directs the Sunday offertory to be shared equally each month with a different social-justice-related organization.

Sunday Programming

This committee plans and implements year-round Sunday morning services during times when our minister doesn't speak. It also works with our minister to plan and facilitate shared programs.

Youth Adult Advisory Committee

This committee serves as a advocacy and support role for youth programs. It works closely with the youth coordinator, who is an ex officio member, to consult on and coordinate activities and curricula in the context of other religious education programs ongoing in our congregation.

Communication

Bulletin Boards

Racks for members’ nametags are mounted on the curved wall just inside the north entrance. A member maintains the bulletin boards mounted on that same wall just beyond the nametags. Social Responsibility and Action maintains a bulletin board on wheels in the Fireside room. Another bulletin board, maintained by the office administrator, is located in the hallway outside the main office on grade level. Religious Education maintains one bulletin board on wheels in the Fireside Room.

Calendar

The office administrator maintains a master calendar of UUFA activities. Individuals wishing to reserve space and schedule events may submit their requests to the office administrator on the forms provided outside the UUFA office. Do not write directly on the calendar posted there!

Email

Many members have granted permission for their email addresses to appear in the UUFA Handbook/Directory. In addition, one or two members maintain a master email list (see Contacts list at the beginning of this document). Infrequently, those maintaining the master list are asked to disseminate important congregational notices. Please consult with the president or minister before requesting that a notice be sent via this method.

Office Information Center

This area, just outside the main office on grade level, is being developed to include various types of information for easy access.

Office Mailboxes

Labeled, cubby-style mailbox units are maintained for staff, most committee chairs, and officers. If your committee needs a mailbox and does not have one, please notify the office administrator. If your committee has a mailbox, please designate someone to check it regularly.

Phone Books

The UUFA maintains a listing in the QwestDex white pages as well as in the Yellow Pages under Churches. We have allowed our listing in the ISU Campus Directory to lapse because of high cost.

Phone Tree

Telephone trees are used rarely (less than once yearly) to disseminate important information to all members as rapidly as possible. One example: notification of a candlelight vigil the evening of Sept. 11, 2001. Typically, the president or someone designated by the minister selects 8-12 members who can be reached by phone on the first try to be enlisted as callers. These callers then divide the UUFA handbook directory (two or three letters each) and call everyone listed on those pages.

In cases where couples have two last names and are cross-referenced in the directory, we default to the name that bears the phone number, phoning that household only once. Callers read a uniform printed message and leave messages if no one answers. In this way, virtually all UUFA households can be contacted within a few hours.

Public Relations

See Communications/Public Relations under Committee Descriptions earlier in this manual.

Sunday Morning Announcements

UUFA Board members are responsible for reading announcements on Sunday mornings. If you wish to have a brief announcement printed in the order of service and/or read aloud, please use the forms provided on the announcement clipboard, which is mounted on the south wall of the UUFA office just inside the door.

Technology

Technical settings and other data for maintaining the current configuration of the UUFA’s Internet and email connections are contained in a file labeled “Computer Connections” at the UUFA office.

UUFA Newsletter

A monthly newsletter is mailed to UUFA members, friends, and to visitors on a trial basis. The front page summarizes that month’s Sunday services. The newsletter contains letters from our minister, DRE, Youth Coordinator, and UUFA Board President; board highlights; a calendar of events; Green Sanctuary News (from the Social Action and Responsibility Committee); RE View (from the Religious Education Committee); and committee and group meeting announcements. Individuals, committees, and groups all use this venue to communicate important events. UUFA’s office administrator serves as editor; the minister also reviews the newsletter prior to publication. Articles and announcements must be submitted to the office no later than the 20th of each month.

Web Site

See description of web site under the Resources section.

Denominational Connections

Partner Church Council (of UUA)

The Mission of the Unitarian Universalist Partner Church Council is to foster and support partner church relationships between North American congregations and congregations in all other countries where partnering is sought and welcomed. For general information, see http://www.uua.org/uupcc/. For information about UUFA’s partner church in Transylvania, see the Contacts list at the beginning of this document.

Prairie Star District

The Prairie Star District, one of 20 UUA districts in North America, is the regional UUA governing group under whose jurisdiction the UUFA falls. Dues based on number of members are assessed annually. (For FY ’05, per member dues are $17.50.) Congregations that pay the full, assessed amount are categorized as “fair share” and are recognized as such. The PSD offers a wide array of support services, resources, and events, including workshops, support liaisons, consultants, an annual meeting, a directory, a lending library, religious education support, and youth conferences. Learn more about PSD at http://www.psduua.org/. Also, PSD publishes an annual report and a directory; a copy of each can be found in the main office.

One popular feature within Prairie Star District is its summer camp, Camp Unistar, where all UUs, families in particular, can vacation and enjoy programs consistent with UUism. For more information, see http://www.psduua.org/unistar/ or the Contacts list at the beginning of this document.

Another beloved religious retreat for some UUFA members is Star Island. See http://www.starisland.org/ or the Contacts list at the beginning of this document.

Unitarian Universalist Association

The Unitarian Universalist Association (UUA) of congregations, headquartered in Boston, is the national organization of Unitarian Universalists. Unitarian and Universalist denominations merged in 1961. Like the majority of UU congregations, the UUFA pays a “fair share” contribution to the UUA based on number of members ($50 per member in FY 05). The UUA supports virtually every aspect of our congregational life: minister training, hymnal development, UU World magazine, and dozens of other benefits that support Unitarian Universalism’s existence as a religious denomination. It also sponsors an annual General Assembly. The PSD Annual Program Fund Chair for UUA can answer questions regarding our financial support of UUA or UUA in general; see PSD APF chair under Contacts at the beginning of this document. The UUA Web site at http://www.uua.org/ offers a wealth of resources and curricula for congregations and lay leaders, information about our denomination and its work, and links to related sites.

UUFA Banner

A banner representing our Fellowship is available for display and processions at denominational events (PSD annual meeting, UUA General Assembly). It is generally mounted and carried on a specially designed pole. Information on assembling the pole and carrying the banner can be found at http://www.uua.org/ga/bannerspecs.pclf. The banner and pole are stored in the chalice closet along the west wall of the Fireside Room.

Finance and Stewardship

Accounting

We use the services of a certified public accountant with Peterson and Houston PC of Boone, Iowa. They handle payroll and provide monthly summarizations of income and expenditures. Additionally, they track capital pledge payments and provide quarterly statements for that income stream. UUFA treasurers work closely with this firm to maintain accurate records of UUFA’s finances. See Contacts list at the beginning of this document.

Audit

According to our bylaws, the finance committee is to audit our financial reports annually, and the treasurer is expected to file with the Board of Directors an audited financial report within two months after the end of the fiscal year.

Budgeting

The budget is typically developed shortly after the February pledge drive. Ideally, committee chairs are asked to submit requests for the next fiscal year to the finance committee. The finance committee evaluates requests in light of pledge-drive results and the previous year’s budget, among other factors. It endeavors to present a preliminary budget to the Board of Directors by its April meeting. The Board typically approves the proposed budget to be forwarded to the congregation for approval or amendment at its annual meeting. This timeline and sequence are flexible, but the congregation must approve the budget each year for the next fiscal year beginning July 1.

Canvass (annual)

The annual pledge drive, or canvass, is conducted to raise money for the operating budget that covers expenses such as salaries, utilities, and other costs associated with maintaining the congregation. It is typically held in February. This responsibility rotates freely each year.

Donations (financial)

The UUFA has many needs, and extra infusions of financial support are always welcome. To ensure the best use and orderly dispersal of such funds, as well as to designate donations, please contact the president when making a special donation.

Endowment Acquisitions and Disbursements and
Endowment Investments

See Committee Descriptions earlier in this document.

Expenditures (by members)

Obtain permission from the appropriate committee chair or officer prior to incurring any expense for UUFA. (See Reimbursement Procedures below.)

Finance Committee

See Committee Descriptions earlier in this document.

Financial Institution

All our accounts, including our building mortgage, are held with Ames Community Bank on South Duff and Chestnut Street. Our treasurers maintain accounts there to manage annual and capital pledge income. We also have a safe-deposit box at Ames Community Bank; current key holders include but are not limited to the treasurer(s); see the Contact list at the beginning of this document for more information.

Fundraising Projects and Policy

Ideally, pledges, rental income, and miscellaneous contributions fund our entire operating budget, with special fundraising events designated for special purchases or giving to causes in the larger community. However, we typically need to hold fundraising events in order to balance the budget. Whatever their purpose, events build community and provide opportunities for social interaction. A few examples include an auction, soup lunches, wine tastings, home-hosting international visitors, and the like. In May 2004 the UUFA Board of Directors approved a policy to clarify the role of fundraisers in the UUFA and to prevent potential competition between various fundraising groups within the Fellowship. That policy appears in the Appendices.

Offertory

Board members take responsibility for collecting and counting offertory contributions each Sunday. Instructions for new counters are provided at board meetings. Half-sheet forms for recording contributions are kept in the treasurer’s mailbox. Counters always enlist a second counter to verify the amount and sign the form; the second counter need not be a board member. All monies are deposited at our bank as soon as possible by appropriate individuals.

Reimbursement Procedures

If you are required to make a purchase from a vendor that does not maintain a standing order, you will usually need to pay initially with personal funds (one exception is for copies; see below). It is imperative that you save your receipt. To be reimbursed, please complete a blue voucher form, obtain the signature of the appropriate committee chair, officer, or minister if applicable, and then place it in the treasurer’s mailbox with the receipt attached. It is wise to keep a copy of the receipt and the voucher for your records. Checks are written irregularly/as needed, so please indicate on the form if reimbursement is urgent (e.g., for a large amount). If you make periodic small purchases to be reimbursed from the same budget line (e.g., Buildings and Grounds), consider holding receipts for amounts under $10, if you can afford to do so, until you have several; this reduces time-consuming check-writing by the volunteer treasurer(s).

Copies: Small numbers of UUFA materials may be duplicated on our office copy machine. For larger jobs, UUFA maintains standing-order accounts at several local vendors, including Nite Owl, Copyworks and Prints. To get copies made for UUFA-approved purposes, identify yourself with UUFA and annotate the purchase paperwork with the purpose and type of expenditure (e.g., “Pledge Drive brochures”) so that the treasurer knows how to record the expense when the invoice arrives at UUFA.

Religious Education

Adult Religious Education Classes

An adult education class called Building Your Own Theology, and other classes and special series are offered throughout the year, depending on interest. The UUFA Newsletter and Sunday Service announcements inform the congregation of upcoming classes. Additional information on classes can be obtained by calling the office. Fellowship Circles is an ongoing adult education offering. Additional information about Fellowship Circles is available earlier in this document under Building Community.

Children's Religious Education

The Children's Religious Education Committee and Director of Youth and Children's Ministries are responsible for providing a program for pre-kindergarten though middle-school-age children. The RE classes are held during adult services beginning the first Sunday after Labor Day through the last Sunday before Memorial Day. Children are included in all-congregational services several times a year. The children's RE Committee has adopted the following mission statement: “We provide a safe, nurturing environment to explore and share Unitarian Universalist values with our children.” A religious education handbook for UU families is available in the pamphlet rack in the Fireside Room. This booklet provides information on the program philosophy, goals, structure, involvement, and responsibilities, as well as behavior guidelines and registration information. Registration forms are available in the UUFA office.

Campus Group

This group constitutes our Fellowship’s outreach effort to Iowa State University students. Contact the minister for more information.

Coming of Age Program

This program is offered to children in 7th through 9th grades. Each youth is paired with an adult mentor; they attend monthly forums and three overnight retreats. They explore personal relationships, learn about UUism and other world religions, perform a social action project, and form a personal theology statement. The UUFA Youth Coordinator oversees the Coming of Age program and can provide additional information.

Our Whole Lives Program (OWL)

This program is offered to middle-school children at the discretion of the DRE and RE Committee It is based on the philosophy of comprehensive sexuality education, which helps participants make informed and responsible decisions about their sexual health and behavior. The DRE runs this program; she can provide additional information on when it is offered, typically as an alternative to the Coming of Age program described above.

Summer Day Camp

Children from 5 to 10 years old can register for day camp. Fifth and sixth grade students serve as peer helpers. The camp is held the week before the public school year begins. It is held from 9 AM till 1 PM and is generally a weeklong experience. The DRE can provide more information.

Super Summer Sundays

Multi-age child care is provided on the Sundays between Memorial Day and Labor Day weekends. Please see the child care section earlier in this document.

Young Adults

See Campus Group above.

Youth Program (middle school and high school)

The youth program at the UUFA is led by a paid Youth Coordinator who works with the Youth Adult Committee (YAC) to provide a quality youth program for middle-school and high-school age UUs. The five program components include: Leadership, Social Action, Worship, Learning, and Community Building. Participants gain knowledge and skills in these areas by attending Sunday morning class (at 11 AM), and participating in many activities and programs including Coming of Age (see program description above), youth conferences, and social action projects that serve not only our Fellowship but the broader community. The youth group provides a Sunday morning service each year for the congregation. Many assume leadership positions including positions on the Youth Adult Committee as well as the youth representative position on the UUFA Board of Directors.

Resources

Archives

See Committee Descriptions earlier in this document.

Documents and Active Files

Current or recent documents and records relevant to the daily operation of the UUFA are maintained in file cabinets in the UUFA. Documents on hand include the current fiscal-year budget, agendas and minutes of recent board meetings, and legal documents such as mortgage agreements. Please ask the office administrator for assistance if you need a copy of any file document.

Fireside Room Pamphlet Rack

This rack contains UUA pamphlets on a variety of UU issues, programs, and services; it also contains our local UUFA informational brochure, wallet-sized cards with UU principles and purposes, and informational brochures from local nonprofit organizations. These materials are maintained by the Membership Committee.

Handbook

Also referred to as the Membership Directory, the UUFA handbook is published every fall. Compiled by the office administrator, it contains information about Sunday services and staff and office hours. It also lists current officers, board members, and committee chairs. The handbook includes Unitarian Universalism’s principles, tradition sources, and mission statement. The bulk of its pages are devoted to an alphabetical listing of members and friends, their street addresses, telephone numbers, and, with their permission, e-mail addresses. The handbook contains the full text of our UUFA Bylaws, a brief congregational history, and a list of all past presidents and directors of religious education. Copies are available in the UUFA office.

Library

The Library Committee keeps the collection functional and orderly, screens donations, and purchases appropriate books at members’ requests and for RE and adult RE as their budget permits. In the wake of relocating the library and acquiring new furnishings, the library committee’s goals are to set up a computerized cataloguing system that they and the Archives Committee can jointly use, determine an acquisition policy that reflects UU principles and sources. communicate effectively with the congregation about library issues through the newsletter and Web site, and promote respectful and purposeful use of the library by all ages.

Newsletter

See the Communication section earlier in this document.

Users’ Manual

This manual was first issued in October 2004. Some content overlaps with that found in the UUFA Handbook and on the UUFA Web site.

Web Site

Thanks to a member volunteer, the UUFA has enjoyed an attractive, easy-to-use Web site since 1997. The URL is http://www.uufames.org/ (the URL http://www.uufames.org/ also works).

The site serves as a comprehensive resource for the Fellowship, with information about its history, staff, lay leaders, physical facility, programs, location, rental policy, membership guidelines, religious education, youth activities, and an events calendar. It also includes an overview of Unitarian Universalism and links to related sites. Questions or suggestions can be directed to webmaster@uufames.org.

Staff and Staff Support Committees

Staff

__________
*Currently these are non-contract, hourly positions.

Staff Support Committees

• DRE Relations Committee: This committee serves as the liaison between the body of the congregation and our Director of Youth and Children's Ministries, providing support and serving in an advisory capacity for hiring and training.
• Office Relations Committee: This committee, currently inactive, typically offers support to the office administrator and serves as liaison between the congregation and office administrator.
• Personnel Committee: This committee monitors UUA fair-compensation guidelines, makes salary recommendations to the finance committee each February, monitors job descriptions in the context of Fellowship needs, and prepares staff contracts for the minister, DRE, and office administrator positions.

Sunday Morning Programming

Services

Sunday morning services are held at 9 and 11 AM between Labor Day and Memorial Day and once at 10 AM through summer. Children are welcome to attend the service; however, most choose to attend religious education classes that run concurrently with the service. Nursery care is available for babies and toddlers through age three. Children join the adults every other Sunday for the first 15 minutes of the service and are included in all-congregational services several times a year. The minister works with the Sunday Morning Program and Music Committees to provide Sunday services. The committee plans and implements approximately one lay-led Sunday per month when the minister doesn’t speak, and works with the minister to develop, plan, and facilitate shared programs. The monthly newsletter provides descriptions of upcoming services. The UUFA Web site (http://www.uufames.org/) maintains information on upcoming programs and contact persons.

Service Elements

• Milestones: UUFA members and friends are invited to give their names, light a candle, and share joys and concerns with the congregation during this segment. This part of our service is intended to keep us connected on an individual level with events in each others’ personal lives. Members are asked to keep milestones brief and to avoid using this time for organizational or political announcements.
• Music: The Music Committee plans music for Sunday services. It provides an accompanist for hymns and provides special music for the offertory. The UUFA enjoys the talents of many individuals and groups: Fellowship Voices, The Fellowship Trio, Blue Moon Players, Recorder Group, and the Free Spirits Children's Choir are some groups that perform regularly. Contact Peggy Earnshaw for more information.
• Offertory: Members, friends and visitors are given the opportunity to make a financial contribution that is shared equally between the UUFA and a social-justice-oriented, nonprofit organization designated monthly by the Social Responsibility and Action Committee.

Preparation of Fellowship Hall and Coffee Hour

The Nuts and Bolts Committee recruits volunteers for Sunday morning chair set-up and take down, setting up and decorating the chalice table, making coffee, bringing coffee cake, and cleaning up after coffee hour.

Appendices

1. Current Fiscal Year Budget

The budget is not included in the online copy. It is on file in UUFA Office.

2. Map of UUFA and Surrounding Area

A3. Pledge Forms

Pledge Form (Microsoft Word format)

Electronic Funds Transfer authorization (Microsoft Word format)

4. Sample Member-Interest Survey Form

5. Request for Reimbursement Form (Front - Back)

The front of the form is the actual form, and is up to date. The back contains a list of budget lines. That list is currently being revised, which is why the office managerhas not retyped it yet. For the time being, use the old list.

6. Request to Reserve Space Form

This form is only available at the office. The office manager wants to talk to people before they fill out the form, not after.

7. Sample Board Meeting Agenda

8. Sample Board Meeting Minutes

9. Bylaws

10. Fundraising Policy

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