Leaders Guide
Always consult the policies and procedures files for the most current guidelines. To view current policies on particular topics, click on “Policies and Bylaws” in the "Governance" section of the website under “Church Life.”MVUC OFFICE HOURS
The administrative offices are normally open 9:30 am to 2:30 pm, Monday through Friday. They are closed on Federal holidays. The minister’s office hours are generally Monday, Tuesday and Wednesday 10 a.m. - 4 p.m. Thursday is study day; Friday is the minister’s day off. Please call ahead to make sure she is available. The minister is flexible for appointments in the evenings and weekends. Office hours of the Director of Lifespan Spiritual Growth are generally Monday – Thursday 10:00 am to 2:00 pm and by appointment. All posted hours are subject to change; it’s wise to call ahead to verify as needed.
CONTACT INFORMATION
The Administrative office telephones and voicemail are at 703-765-5950. Most often called extensions are Minister (104), Church Administrator (103), Office Manager (106), and DLSG (105). Check the MVUC website for weather decisions. The MVUC central email address is info@mvuc.org. Please send email to specific addressees who have dedicated email addresses: minister@mvuc.org (minister).
For a current directory of staff, see "Who's Who" under "Who We Are."
PHONES
The phone on the volunteer receptionist desk and others in the church are for local calls and for emergency calls only. Press a button for one of the phone lines at the top of the keyboard to obtain an outside line before dialing.
The receptionist phone is set on voice-mail over the weekend (so that the ring does not become a distraction at rental events and Sunday services), so if there is an incoming call, the phone does not ring.
WEEKLY BULLETIN
The deadline for submissions to be included in the Weekly Bulletin distributed with the Order of Service (and the Order of Service if you are involved in the religious service itself) is Wednesday at 12 noon. Please keep announcements brief and relevant; the office reserves the right to decline or edit submissions. The email address is announcements@mvuc.org for announcements, orderofservice@mvuc.org for Order of Service submissions. To see the recommended format for event announcements, click on “Make an Announcement” under “Contact Us” on the website, mvuc.org .
WEB SITE, MONTHLY NEWSLETTER AND WEEKLY BULLETIN & E-NEWSLETTER. The Windmill newsletter is published once a month, the Weekly Bulletin is distributed on Sundays with the Order of Service, and the weekly E-Newsletter comes out every Friday. The deadline for Windmill submissions is about the 15th of every month, submitted to newsletters@mvuc.org . Items for the Weekly Bulletin and E-Newsletter should be sent to announcements@mvuc.org no later than noon on Wednesday of the week in which the announcement is to be made. Event announcements sent to that address will also be posted in the events section of the website. Other items for the website may be sent to brandtron@verizon.net. In all cases, please be brief and on time with submissions. Submissions are subject to editorial review for length and content, and must comply with the MVUC Publications Policy.
MVUC DIRECTORY
The MVUC print directory is updated periodically to incorporate changes and additions. Recent directories are usually available on the credenza in the Commons. We have an arrangement by which members and friends get access via the MVUC website to the online directory (which includes photos) maintained by Lifetouch. The online directory is very secure and is protected by individual logins and passwords. The Church Administrator provides temporary logins and passwords.
E-MAIL ADDRESSES
The church maintains email addresses of members and friends who provide them. Available email addresses are published in the print directory and are used by committees and other groups for communication. MVUC email lists are NOT to be used for purposes other than MVUC matters. Individuals are asked to keep the church office informed of any changes in email addresses by sending a message to the Office Manager, info@mvuc.org. Committees that provide email points of contact on the web site are responsible for keeping those addresses current; send changes to admin@mvuc.org.
MAIL BOXES
There are mailboxes for staff members, board members, committee and task force chairs, and others outside the church office door. Please check your mail box frequently. Inform the church office if a box is needed for a new group or purpose or if one in use is no longer required.
BULLETIN BOARDS
MVUC has a number of bulletin boards to inform the congregation about a wide range of interests. Like rooms, they are shared space for us all with high usage rates, so a little forethought and courtesy go a long way. The bulletin boards in the back of the Chapel are largely used for social justice material and new members information, and the bulletin board adjacent to the water fountain in the meeting house is a primary location for Religious Education materials. A multipurpose bulletin board is in the Meeting House hallway next to the copy room entry; this is the only place where non-church material should be posted. There are movable bulletin boards for temporary announcements normally hung in the entryway windows, one for general purposes and one for Religious Education. Please do not tape announcements on the glass – use the bulletin boards that hang in the entry windows. If posting items on the bulletin boards, please ensure your material is appropriate and fits on the chosen site – materials should not be hanging off the sides or obscuring other information. Remove your information promptly when it is no longer current or has been posted for a long enough period to make way for others. It helps in this regard to be a good neighbor and write in a “Post until ____” date when it would be appropriate to remove the item and make room for others. If in doubt about posting material, check with the sponsoring organization for each board – if not sure who that is, check with the office. If you are placing announcements or flyers in an acrylic stand, perhaps with a signup sheet, please ensure you are not encroaching on the space of others, and remove the items in a timely manner. Flyers and similar materials are not to be taped or pinned to the walls at any time.
Buildings, Grounds, and Maintenance
MAINTENANCE AND REPAIRS
If you notice something that needs repair or replacement, please leave a note in the mailbox of the Church Administrator or Property Manager or send an email to property@mvuc.org. Be as specific as possible about the problem and give your name so someone can follow up for more information if needed.
BUILDINGS ACCESS
Arrange for access to the building when you reserve a room with the office. Committee chairs may request a key from the church office. A key is not to be loaned to other individuals or copied; key control is a critical element in security. When accepting a key, understand your responsibilities, as specified on the reservation form, to secure the building at the conclusion of your event. Please be sure that all windows and doors are secure and all lights are off before leaving.
KITCHENS
Kitchens are public areas; we all use them and they are a part of our rental program. Use good kitchen hygiene and food safety at all times. You are responsible for cleaning up all items after your event and putting them back where they belong, including dishes, utensils, table cloths, etc. Follow the posted guideline in the kitchens concerning the refrigerators, sinks, coffee pots, etc. Do not leave soiled items or dishes in the drying rack. Take trash out to the dumpster. Put only recyclables in the designated can. If using a dishwasher, return the same day or no later than the next morning to unload and return items where they belong. Dish towels and aprons that were used should be taken home, washed and returned as soon as possible since they will be needed by others. If you wish to use tablecloths that belong to the church, check with Dottie Ann McClelland at 703-768-9223. Remember that a kitchen is like any other room – it must be reserved; do not assume that a kitchen is available because you have reserved another room.
VOLUNTEER COORDINATION
The Volunteer Support Center is part of the Receptionist Station adjacent to the Commons. This area contains most of the support items you might need, such as a limited supply of pencils, message pads, tape, etc. There is an information book on the Receptionist’s Desk with information such as directions to MVUC, emergency phone numbers, etc. Administrative forms are on the rack next to the church office door. There is a computer also available if a volunteer receptionist is not using it or the desk.
REQUESTS FOR OFFICE SUPPORT
Requests for preparation of brochures, labels for mailings, and other office support should be submitted in writing to the Office Manager. The office staff can provide sets of mailing labels for all-member mailings and for committee mailing if the Committee provides a list of names. Stamped envelopes are available upon request. If you need others kinds of support, please call well in advance so that the staff may assist you in locating resources. Your committee must provide the labor to stuff envelopes, attach labels, seal envelopes, etc. If your group requires a bulk mailing, please contact the office regarding the process for preparing bulk mailings for the post office. All material to be bulk mailed must be reviewed by the office staff prior to duplication to be sure that post office requirements are met. To the extent possible, please avoid bulk mailings in favor of announcements in the various MVUC publications.
COPYING
Light copying (40 pages or less) may be done at any time on a space-available basis for church related requirements. You may arrange to use the copier for larger volume requirements by scheduling through the office. Color copies are not available with MVUC equipment.
Financial MATTERS
BUDGETS AND REIMBURSEMENTS
At the beginning of the program year, committee chairs should receive a copy of the current budget. If you do not have a copy, ask for it from the Treasurer or Church Administrator. At least quarterly, your committee should receive a report of your committee’s expenditures (and in some cases, income). You can also request an up-to-date report from the Church Administrator at any time. If you see an urgent need to exceed the amount allocated in the budget, you will need authorization from the Finance Committee and/or the Board of Trustees. MVUC has a Virginia tax exemption certificate that you may use when making purchases for MVUC; you may request a copy from the office. MVUC also has accounts at various stores such as for office supplies, party supplies, etc. Call the Church Administrator for advice on your purchases. To be reimbursed, fill out a Payment Request (available on the forms rack by the church office door and in the Members Section of the web site), attach your receipt (if a reimbursement), have the form signed by the person authorized to approve that type of expense, and leave it in the Church Administrator’s mailbox next to the office. Checks are processed at least once a week.
FUNDRAISERS
All fund raisers, large or small, require prior approval. The policy may be found with other policies under "Governance" in the Church Life section of the web site. Submit the proposal to the your committee’s Program Council Coordinator, with a copy to the Church Administrator before you begin to make any detailed plans for the proposed fund raiser. The Program Council will forward the request to the Board with a recommendation. Remember that the Program Council and the Board only meet monthly – allow sufficient time for your request to be considered.
CASH HANDLING POLICIES
Prior to any MVUC event or activity that generates money, the committee treasurer or designated person must contact the Church Administrator to review required money-processing procedures to ensure that money is handled responsibly and safely.
Safety
EMERGENCY INFORMATION
In the event of fire in the Meeting House, activate the nearest fire alarm: the fire alarms are not connected to the fire department. Evacuate the building and move well clear of it and adjacent buildings and then call 911.
REPORTING ACCIDENTS
Please report any incidents or accidents that you may observe. This is very important in preventing future incidents, addressing insurance claims, or in the worst case, providing documentation in case of a lawsuit. P1ease leave a detailed report for the Church Administrator, including your name and contact information.
Other Policies and Procedures
SCHEDULING MEETINGS OR OTHER EVENTS
To reserve a room for a committee meeting or other event, use the Calendar Request Form on the website, mvuc.org. In the list of items under “Contact Us, ” click on “Request a Meeting Room.” If you do not have access to a computer, complete a Calendar Booking Sheet, available in the forms rack adjacent to the office door and deposit it in the mail box of the Office Manager or call extension 106. Your event will be listed in the church calendar on the web site once it is approved. Please remember that MVUC is a busy place and that space is often at a premium. Make no assumptions about space utilization -- reserve it properly to ensure your function goes well and no conflicts in space utilization occur. If you need a particular setup for tables, chairs, easels, projector and screen, etc., fill out a Custodian Work Order Request Form (on the back of the Calendar Booking Sheet) at the same time you make your reservation.
SCHEDULING TABLES IN THE COMMONS ON SUNDAY MORNINGS
If you have an unusual need for an activity table (such as for a fund-raiser or other approved purpose), call or leave a phone message for a volunteer receptionist (703-765-5950 x 0) several days in advance. Because the Commons can be a very busy place and we want it to be as pleasant and welcoming as possible, the Membership Development Committee has made an effort to limit the number of activities and the amount of furniture. To see Guidelines, click on “Commons Guidelines” under “Members” on the website.
MAINTAINING COMMITTEE RECORDS
Our “institutional memory” relies on a modicum of good record keeping. Committees are requested to keep minutes of their meetings and events, and to provide an electronic and or paper copy of minutes, flyers, programs, after-event reviews, and other data that may be useful to those who follow you.
ANNUAL REPORTS
Each year every committee chair is expected to write a report for inclusion in Annual Reports provided in time for the Annual meeting each year. Reports should follow the format established for this purpose (contact the church office or your Program Council Coordinator if you need an electronic copy of the format) and should be submitted through your Program Council Coordinator to the church office no later than March 15 of each year.
BYLAWS AND POLICIES
As a leader at MVUC, you should be familiar with church Bylaws and Policies. Copies are available in the Governance section under "Chuch Life" on the Website and in the church office.
DENOMINATIONAL RESOURCES
The Joseph Priestley District (JPD) has a wealth of resources of use to leaders, and provides many opportunities to connect and network with other UUs, including workshops and training events in a wide-range of areas. The UUA also offers a large array of information and guidance, a Leaders Library, and links to over 250 UU listserve groups. You may look into these resources at www.JPD.org and www.UUA.org.
QUESTIONS?
Your Program Council Coordinator, Board of Trustees, Professional Staff, and Support Staff are here to support the life of the church and to assist you in your efforts whenever possible. They stand ready to provide information and suggestions when requested.
SAMPLE SEMINAR SET UP CHECKLIST (Bill Clontz)
1. Head count/rooms
2. Food list, set up
a. Wraps or sandwiches – veggie 50%
b. Sodas
c. Juice
d. Water, Coffee, Tea
e. Chips in small bags
f. Fruit
g. Cookies
h. Cups, napkins
3. Confirm set up– see submitted plan to office. Confirm number, ID rooms
4. Bottled water in meeting room?
5. Trifolds, phamplets
6. Other Handouts
7. Map of facilities if visitors present
8. Entry Signs (on roads and on room door)
9. Name Tags
10. Wireless Mike
11. Check entry, Commons/reception - clean, organized
12. Refrigerator: Clear day prior
13. Coffee set up
14. Camera to document event
15. Pick up facilitator at airport, as needed
16. Doors unlocked (and relocked when finished)
18. Lunch area set up
19. After event review; notes for next time
20. Newsletter, local media article pre and post event
SAMPLE EVENT CHECKLIST (Bill Clontz)
Event: _________________________
Framing Factors
1. Theme or purpose
2. How many people are coming
3. Who is invited and why
4. Date locked on everyone’s calendars
5. Location set or recommended
6. Weather plans
7. Budget
8. Logistics
a. Menu
1. Buffet ?
2. Sit down ?
3. Other ?
4. Special dietary needs? How known ?
How accommodated
5. Options for last minute requirements
9. Bar
a. Open or cash
b. Times
c. Wine/beer/liquor/soft drinks/etc.
d. Special occasion napkins/swizzles
e. Stockage
f. Control
g. Designated drivers
h. Compliance with MVUC policy
i. Need ABC license?
j. bartenders
10. Transportation
a. Required/optional/no
b. Services announced how
c. Vans or busses
d. Car Pools
i. Gathering Points
e. Standby designated drivers
f. Parking -- Adequate? Condition of parking areas?
g. Handicap access
h. Parking guides needed, appointed
i. Valet parking
j. Security of parking area
11. Liability and insurance
Venue
1. Contract. Reviewed by someone else. Signed by whom
2. Backup for our coordinator
3. Cancellation and change clauses
4. Payment requirements
5. Handicap access to all function areas
6. Staff
7. Responsible person/team leader
8. Waiters
9. Clean up and replenishment
10. Hot station personnel
11. Marquee
12. Greeters/interior signs
13. Separate area for cocktails (outdoors?)
10. Insurance
11. Final inspection/coordination at ___________________
12. Public Address system
a. Podium
b. Wireless mikes for speakers
c. Backup sound system
d. System tested at ________ . Back up Operator ________
e. Feedback with band equipment, venue PA system
13. Seating Plan
a. Reserved seats for all or some
b. Place cards
14. Seating chart(s) at (not blocking)entrance– large
15. On site medical coverage
a. Any known special needs or risks
b. Closet emergency room
c. Ambulance service, number
d. AED and operator
16. Administration
a. Invitations
b. Who gets invitations vs. general announcement
c. Design or theme - Have all key elements
d. Ensure invitations address:
1. Why
2. When
3. Where (map)
4. Dress
5. RSVP/Questions
6. Costs
7. Mailed out or hand delivered by ___________.
8. RSVPs -- Required? To Whom? If no, how estimate count?
17. Other contracts
a. Caterer
b. Cleaning crew
c. Entertainment
18. Name tags for all or for special guests
19. Head table?
20. Hosts designated for each table
21. Announcer for activities, events
a. Who
b. What
22. Publicity
a. Newspaper coverage, in advance and during event
b. Photography – filming, audio recording
c. Archiving
23. Program
a. Theme - Humorous, serous, both?
b. Carried through in décor?
24. Entry areas
25. Room
26. Tables
27. Rest Rooms
28. Responsible person(s)
29. Restriction of venue on posting photos, props out front, etc
30. Music
a. Themed or not
b. Live, recorded, both
c. Take requests
d. Equipment/amplification
e. Set up/Rehearsal coordinated with venue
f. Timing
g. During cocktail hour/reception
h. During meal
i. Dancing/after meal
g. Type(s)
h. Instrumental/singers/sing-along
i. Large instruments (piano, harp, etc.).
j. Access
k. Provided by venue?
31. Special Guests
32. Guest(s) of honor
33. Speakers
a. How far into the meal, after or before
b. Introductions
c. Invocation/blessing/etc.
d. Welcome, thanks to key workers
e. Theme speakers
f. Who, how long, purpose/goal
g. Why we are here and why this is important
h. What this means to me/us
34. As a group, convey the message
35. Pattern (ages, sexes, seniority in organization, etc)
36. Closing speaker/good night
37. Gifts
a. For All
b. One per table (drawing, number under chair, etc.)
c. Door prizes
d. Thank you gift for guest speaker/ guest of honor
e. Total costs
38. Security
a. Security Focus
b. Threat/Risks
c. Security in place as required
d. Responsible person, briefer for security
e. Coordination with local authorities
f. Egress options Close out
39. Confirm all contracts complete, payments made
a. Confirmed by _______ to ___________
b. Resolution of any disputes
40. Final report of costs, lessons learned
a. Submitted by __________ to _______
41. Archive files location
42. Final After Event Review
a. Date/time and location
b. Hosted by _________
43. What have we forgotten?
44. Next planning review at __________________
