UUCLV Program Council Minutes – Monday, January 21, 2013

The meeting was called to Order at 7:00 with this chalice lighting:

We call this light before us in hope that we may always remain a strong community,

working together to make the world a better place.

- Atticus Palmer

We went around the table for personal sharing, which was followed by a group

conversation about : What does it mean to create justice? Among the thoughts shared:

Equal distribution of power and of opportunity, “fair share,” developing skills for

leadership.

The minutes of the last meeting were accepted.

Reports were accepted, with no questions.

Unfinished Business

•On the topic of Hospitality for special services, Ilse, Margo and Marie will develop a

“Coordinator’s check list” of things that need to be done in arranging special services

such as memorial services. Margo stated that it is too early in the development of the

Hospitality Teams to assign them that task.

The Directory was passed around for review by Program Council members.

New Business

•Updates from the Board included report on the dedication of the Memorial Garden and

the start of the Capital Campaign.

•Communication discussion included getting information to office / staff in a timely

manner, and the possible need to develop “EBuddies,” with computer savvy people

teaming with non-computer folks to keep them informed of Enews announcements.

• Marie presented a query from the Board regarding the importance of displaying our

History, specifically through the existing plaques, which are not up to date. It was

suggested that we post the history (Presidents, Ministers, Memorial Heritage Society

Gifts) on the website in addition to or instead of using the plaques.

•Jackie Simone will purchase a small Community Room Bulletin Board for congregants

to use to advertise personal requests and news. It will be installed on the wall by the

handicapped restroom in such a way that it can be easily flipped over or removed.

•Reminders were shared about the GoogleDrive Repository for PC Minutes, Covenant

Announcements:

01/20/13 Margo Dixon

01/27/13 Bernie Bujnowski

02/03/13 Tom Repasch

02/10/13 Ilse Zinnes

02/17/13 Sue Phillips

02/24/13 Jeanne Scheerbaum

IMPORTANT DATES: Covenant workshops: February 24 and March 10. Please make

every effort to attend.

IMPORTANT 2013 DATE for ALL MEMBERS, FRIENDS, ASSOCIATES, SPOUSES,

and SIGNIFICANT OTHERS: All church dinner, to kick off the Capital Campaign, March

16, 2013 at venue to be determined. Every Member, Associate, Friend and Spouse or

“Plus One” will be invited. MARK YOUR CALENDAR!

Wednesdays through March – Shelter

January 20 - Link deadline

January 27 - Town Hall Meeting

February 16 - RE Barn Dance

Tom Repasch raised the question of whether Program Council should/would meet on

federal holidays (Martin Luther King Day, Presidents’ Day) when staff has the day off –

discussion was tabled for a later date.

The chalice was extinguished with this saying: Before we gather here again – may

each of us bring happiness into another's life; may we each be surprised by the gifts

that surround us; may each of us be enlivened by constant curiosity and may we remain

together in spirit till the hour we meet again.

Next Meeting: Monday, February 18, 2013

Meeting adjourned at 8:45 p.m.

UUCLV Program Council Minutes – Tuesday, March 19, 2013

Attendees: Mark Moseng, Ginnie Blocker, Bernie Bujnowski, Robin Capoor, Marie Tweed, Margo Dixon, Gene Hunter, Jansen Wendell, Cecil Blocker, Don Garrett Due to snow on Monday, March 18, the meeting was rescheduled to Tuesday, March 19. Meeting was called to Order at 7:00 p.m. with a Chalice Lighting –

A golden thread binds us to all that has been and will ever be. Here the tender soul yearns. Here the greatest dreams are sighted. Here the sacred flame burns. -Mark Allstrom

(Marie Tweed found this chalice lighting online in the International Chalice Lighting of the month)

Personal sharing included Gene Hunter’s inviting us to Social Action by handing out printouts of the e mail sent by Social Action on March 11. Minutes of last meeting were approved, along with committee reports, with the following exceptions: we discussed the shelter ending at the end of March. Bethlehem Emergency Shelter, Inc. (BESInc) is not licensed for year around service to the homeless. Marci Lightwood and Rachel Taylor are the two social workers assigned to the men who stay at UUCLV. Dwight Colley (a member of UUCLV) is our site support consultant. Harold Kreithen provides counseling. We discussed some of the problems that might arise should the shelter be extended year around. Unfinished Business • Plaques in the Community Room are now up to date with all past Presidents and Ministers

listed. The Heritage Society plaque is also up to date. • History Status: The church history has been put on the website, along with the list of past

Ministers (the Heritage Society list is not available online). Marie Tweed accomplished that. New Business • Updates from the Board

• Capital Campaign The Board encourages us all to keep Stewardship in mind as the pledge drive proceeds

• Memorial Garden upfront costs have been paid for. Discussion is in progress about a freestanding plaque listing all whose cremains have been placed in the memorial garden.

• The website now has our Core Values and Mission Statement on the home page.

• Finance Items • Bernie Bujnowski reminded us that our budgets should have been sent to the

Finance Committee by now. Committee on Ministry needs to send in theirs. The idea is to balance our expenses with our revenue. It is expected that we will need about $340,000 in the operating budget for 2013-2014

• Flea Market / Yard Sale

• There was a discussion of having a Flea Market/Yard sale in the building in conjunction with the annual Downtown Bethlehem Festival in September. It is a lot of work. Congregants and friends can get rid of a lot of stuff. Money can be made. It raises our profile in the community. We decided to support the efforts of Jackie Simone and the West neighborhood, should they decide to have UUCLV participate in the annual event.

The committee on drafting a Covenant for the church is meeting, has held workshops, and expects to present a draft of their work the first week in April. They will lead a discussion of their draft covenant at the April 15 meeting. • Reminders

• Budgets to Finance Committee • GoogleDrive Repository for PC Minutes, Covenant • 2013 – 2014 Calendar at May Meeting on May 20

Announcements: 03/24/13 Michael Benning 03/31/13 Pete Pellegrino 04/07/13 Robin Capoor 04/14/13 Janet Warren 04/21/13 Bob Cohen 04/28/13 Ellen Bell

Web Calendar / Upcoming Dates Wednesdays - Shelter (2 more weeks) March 22 - Movie Night March 24 - Town Hall Meeting March 29 - Adam Miller Concert (HAVEN) April 6 - Men's Spaghetti Dinner April 14 - Second Sunday Concert Extinguish Chalice

Before we gather here again – may each of us bring happiness into another's life; may we each be surprised by the gifts that surround us; may each of us be enlivened by constant curiosity and may we remain together in spirit till the hour we meet again.

Adjourned at 8:30

Next Meeting: Monday, April 15, 2013 Respectfully submitted by Margo Dixon

UUCLV Program Council Minutes – Monday, April 15, 2013

Attendees: Ellen Bell, Ginnie Blocker, Robin Capoor, Margo Dixon Ann Gastinger, Cecelia Collura-Eberhard, Rev. Don Garrett, Gene Hunter, Mark Moseng, Tom Repasch, Marie Tweed, Ilse Zinnes, Allen Zinnes

Meeting called to order at 7:00 PM Unison Chalice Lighting Personal Sharing Approval of minutes of last meeting Reports (additions)

RE – Have identified leaders for Spirit Play; training will be held on May 11.

Stewardship – Goal is to close out campaigns this week but may not be able to do that.

Haven – Going well.

Plant Sale – Needs volunteers. Unfinished Business New Business • Covenant Review and Discussion - Consensus that Covenant is an excellent document. Discussion of wording centered on the

open phrase of the preamble with one suggestion that the phrase be modified to “In holding our relationships sacred, we the people...” Suggestion that a short form of the document (the major points that begin with “We...”) and a long form of the document be printed. Provided input on next stage of process.

• COM Report on Ministries of the church - Ellen reviewed the points relative to the ministries of the church. Discussion about membership

requirements. Discussed desire for expanded Communications Committee to further publicize church activities and increase electronic presence.

• Building Security The building is found unlocked when Headstart arrives two morning per week on average. This

is a dangerous situation since the church has been open all night. It was agreed that each person responsible for a meeting will LOCK THE Building when their meeting is over. Everyone coordinating a meeting will leave their cell phone on so that should any late arrivals find the building locked, they can call the meeting leader and be let in. Securing the building is more important than temporarily locking someone out.

• Updates from the Board Capital Campaign – over $400,000 has been raised.

• Finance Items Preliminary budget has been submitted to the Board • Fund Raising Form – Approval and Advertising All fund raising activities need to be submitted for approval by Finance using the form on the

web. Advertising information is also included on the form. After Finance approves the request, the form will be forwarded to Communications to place advertisements. The form insures all details will be correct.

• Flea Market / Yard Sale

Jackie Simone has agreed to coordinate. It will be held the 2nd or 3rd Saturday in September in conjunction with Historic Bethlehem yard sale. Finance approval will be sought when the date is known.

• A sign will be placed on the Wall St. mailbox identifying the church address so that anyone unfamiliar with the area realizes they can enter through the Wall St. Door.

• JPD Annual Meeting Tom reported attending good workshops at the annual meeting in Wilmington. He stated that

Internet consulting is available from the district for $160 but not sure on details of what they would cover.

• Reminders • 2013 – 2014 Calendar at May Meeting – New Committee Chairs Invited • May 5 Taco Celebration

Announcements: 4/21/13 Bob Cohen 4/28/13 Ellen Bell 5/5/13 Erica Hoelscher 5/12/13 Mark Moseng 5/19/13 John Kennedy 5/26/13 Jean Davis

Web Calendar / Upcoming Dates 4/21/13 Link Deadline 4/27/13 Stewards Gathering 4/28/13 Town Hall 5/4-4/5/13 Native Plant Sale 5/5/13 Walking Taco Bar Pot Luck 5/11-5/12/13 Native Plant Sale 5/17-5/19/13 RE Art Con Union Extinguishing of the Chalice and adjournment at 9:00 PM

Next Meeting: Monday, May 20, 2013

UUCLV Program Council Minutes – Monday, June 17, 2013 (as amended at July 15 meeting)

Meeting was called to order by Jan Philips at 7:00 p.m. In attendance were Ellen Bell, Cease Blocker, Rich Brooks, Robin Capoor, Frank Claps, Margo Dixon, Kerri Finkle, Pat Herring, Mark Moseng, Jan Phillips, Tom Repasch, Marie Tweed and Jansen Wendell.

Chalice was kindled during this reading: (Jean L. Wahlstrom)

In this small flame dwell— the beacon light of lanterns guiding travelers home; the warmth of hearth fires tended through the generations; the transforming energy of furnaces and the power and life of our sun. May these blessings— warmth and light and life-giving energy— be kindled in each of us. – to be added

Introductions and personal sharing occurred.

Margo Dixon volunteered to record minutes.

We discussed the possibility of using a pool of meeting secretaries, rotating that responsibility. We also discussed the possibility of rotating the roles of “process observer,” time keeper and picking the opening and closing words.

Ellen Bell agreed to serve as “process observer.” Jan Philips will be time keeper and pick opening and closing words but welcomes suggestions. The role of secretary will be rotated among a pool of volunteers who will be self nominated (Robin Capoor, Frank Claps, Margo Dixon and Tom Repasch jumped into the pool.)

Marie Tweed submitted the minutes from the May meeting, which were approved.

Check that all have:

PC Covenant

PC Roster

UUCLV “User’s Guide”

“Effective Participation” booklet The following addition was made to committee reports (Membership):

Four new members signed the membership book on Sunday, June 16. They included Linda Bahner, Kerri Finkle, Eph Fithian, and Carrie Kupferschmid. There were few people at the new member potluck, because of the Father’s Day weekend. Membership has been asked to revisit the scheduled “New Member” signings and potlucks, as the Sundays chosen include the Rodale Runners’ World Race (October 20), MLK weekend (January 19) and, once again, Father’s day Weekend (June 15). At their July 7 meeting, the membership committee will select new dates.

It was suggested that the next time we do the church wide calendaring, someone bring a calendar of general dates that might impinge.

There was a brief discussion of the new bulletin boards. Membership will co-operate with Property on "cleaning up" the bulletin boards so they don't distract from the Community Room's rental potential.

There was a brief discussion of a possible “Golden Ticket” (“free pass” to all UUCLV events) to be given to new members. Membership will give this further consideration.

Old/unfinished business (reminders)

All event scheduling and room/space requests/reservations need to be made via the website. [Click on “Forms and Documents” (upper right), then “Room Reservation” (under “Forms” on the left). Instructions then appear. ]

Any fund raising event needs to be approved by Finance before it can be added to the calendar. Please use the website form. [Click on “Forms and Documents” (upper right), then “Fundraising Request” (under “Forms” on the left). Instructions then appear.] If publicity in outside media is desired, request Finance to forward the form to Communications.

All should review and update information pertaining to your committee in the User’s Guide, and submit those changes either as a paper copy marked with a bright colored ink, or electronically to Kate Scuffle by July 15. (Jan Phillips to distribute electronic copy to all.)

All should review and update information pertaining to your committee on the website, either a paper copy or an electronic copy, to Jan Philips by July 15.

The PC Roster was passed around and corrected. It was suggested to add Board and to show personal e-mail addresses. Jan Phillips will revise and redistribute.

Marie will send out the Board Minutes from June 6; she reported that the Board is asking all committees to have at least three members and to use the democratic process in decision making.

Jan Phillips suggested that all committees should have:

Committee roster

“Mission Statement” (see the User’s Guide or By Laws),

“Committee Procedures and Processes” August 17 (retreat) is the suggested target date for preparing these.

All committees should consider adopting a covenant, also.

The Board would like to aim for a combined church manual of all policies, procedures etc and a generic committee or group “Norm” (way of doing business). Jan suggested the pamphlet “Effective Participation” which Don Garrett gave participants at last year’s Program Council Retreat might be a resource.

The PC Retreat will be held on Saturday, August 17 in the FM Kitchen and Community Room. Membership will provide refreshments. Tom Repasch and Margo Dixon will present a proposed generic set of “Norms” for use by all Program Council committees, moving forward.

Announcements schedule June 16 Bill Vogler July 7 Marie Tweed June 23 Jane Benning July 14 Pete Pelligrino June 30 Margo Dixon July 21 Robin Capoor July 26 Sue Phillips

Web Calendar/Upcoming Events 7/11/13 Board meeting 7/15/13 July Program Council Meeting 8/01/13 Board meeting (first Thursday, presumed) 8/10/13 Board retreat 8/17/13 Program Council retreat 8/19/13 August Program Council Meeting

Extinguish chalice (Sarah Lammert)

Go in peace, embraced by the light and warmth of our gathering. Go in love, ready again to struggle on. Go in beauty, shining forth like a lamp for freedom. Amen!

Meeting was adjourned at 8:40. Respectfully submitted, Margo Dixon.

UUCLV Program Council Minutes

Monday, July 15, 2013

(accepted as corrected - August 19)

The meeting was called to order by Jan Phillips at 7:02pm. In attendance were Ellen Bell, Jane Benning, Michael Benning,

Cease Blocker, Ginny Blocker, Robin Capoor, Frank Claps, Dora Davenport, Kerri Finkle, Rev. Don Garrett, Ann Gastinger,

Pat Herring, Jan Phillips, and Ilse Zinnes.

The chalice was lit and introductions and personal sharing made.

Ellen Bell served as Process Observer; Robin Capoor as Secretary

Minutes of the last meeting were amended and approved.

Capital Campaign Follow-up

-- Ilse Zinnes, Allen Zinnes, Judy Claps and Sue Weber will serve as a follow-up committee on Capital Campaign pledges

in order to encourage timely pledge payment.

-- The first money collected will be used to pay off three member loans totaling approximately $20,000.

-- Bernie Bujnowski will coordinate between Finance and Long-Range Planning Committees to prioritize and oversee the

completion of projects.

Bethlehem Emergency Sheltering Program

-- Ann Gastinger and Ginny Blocker requested that “Bethlehem Emergency Sheltering” henceforth be used to refer to

UUCLV’s “homeless shelter” program and the committee that runs it, in accordance with the new name of the city-wide

program in which we participate.

-- They also requested clarification of the use of Fair Trade Coffee for our guests. Approval was granted and the order for

coffee will be placed through Kate Scuffle as well as reporting the number of bags used in order to allocate cost.

The submission date for changes to the 2013-14 Edition of the User’s Guide is extended to July 26, 2013. All changes

are to be submitted to Kate on marked up paper copy using bright colors.

Any changes for the Website are due to Jan Phillips ASAP. Check the information currently on the website, make

changes on paper and submit to Jan Philips.

A Church Procedure Manual is to be created. Rev. Don reported that Sue Weber will lead this effort, using as a starting

point an existing copy created several years ago. The idea is to include all procedures, policies, instructions etc.

pertaining to church activity and business, including committee functions and responsibilities. If anyone has procedures

for their committee or other editions of older procedure manuals, please submit to Sue Weber.

Information and New Business

Theme-based worship is coming to UUCLV. A network of churches has stimulated growth in their congregations by

focusing their attention on monthly themes. In September, UUCLV will use monthly themes to enrich our growth as a

Beloved Community. Monthly themes are being identified by the Worship Committee and being coordinated with

Religious Education and any other groups that wish to participate. Readings will be created and distributed for monthly

reflection with the possibility of discussion groups and guides in the future.

New Organization of UU congregations in the United States created by the UUA through increased regionalization. The

twenty-seven (27) districts of the UUA continue to be active and are now cooperating with other districts to create five

(5) regional groups. UUCLV, as part of JPD, is now part of the Central Eastern Regional Group (CERG). This puts us in a

central position within the regional group, which may be a benefit to the congregation. Rev. Garrett displayed a map of

the old and new organizations.

Jansen Wendell’s hours will be shifting to accommodate his new second job.

End of the year Financials: 102% of pledges were collected. A small deficit of approximately $3,000 will be covered by

transfer from reserves.

Rentals are being advertised on Craig’s List.

Yard Sale and Native Plant Sale are being held on Saturday, September 21st. All publicity of the yard sale needs to

include a note about the Native Plant Sale. A wedding will also be held later in the day in the church.

The schedule of Staff Vacations for Summer 2013 will be provided by Jan Phillips.

Use of the Video Equipment in the Community Room. John Kennedy has located written instructions. If you need to

use the equipment, indicate this in the notes section of the Website Reservation Forms when you submit it. Kate will

send instructions for use of the equipment at that time.

Program Council Retreat-Saturday, August 17 at 9:00am at the home of Ilse and Allen Zinnes-220W. Langhorne Ave,

Bethlehem, PA 18017 (Retreat location changed – formerly planned for church)

-- All members are requested to get a copy of “Effective Participation” from Rev. Garrett in preparation for the retreat.

It is a half-fold booklet from the UU Church in San Luis Obispo, CA. Most committee members appeared to need a copy.

-- Rev. Don and Jan will work up an agenda.

Requests for media advertising.

-- All media advertising or announcements shall be issued or approved by the Communications Committee.

-- For fundraising events, Finance is to notify Communications via the fundraising approval form.

-- Publicity for non-fundraising events should go through Communications by contacting Jane Benning email with

complete information and description including whether or not the event is open to the public or not. Jane will forward

the information to Cease Blocker who will contact WDIY and other radio stations.

Service Auction is looking at ways to open a portion of the event to the general public to increase income. The Service

Auction committee will present a follow-up report not later than the September Program Council Meeting.

Announcements schedule (dates corrected)

July 21 Robin Capoor August 4 Jan Phillips July 28 Sue Phillips August 11 Janet Warren August 18 Kerri Finkle August 25 Ellen Bell

Web Calendar/Upcoming Events

8/01/13 Board meeting

8/10/13 Board retreat

8/17/13 PROGRAM COUNCIL RETREAT

8/19/13 PROGRAM COUNCIL MEETING

Extinguish chalice and Adjournment at 8:45pm

Respectfully Submitted,

Robin Capoor

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The Unitarian Universalist Church of the Lehigh ValleyProgram Council

Minutes of Meeting on Monday, August 19, 2013(approved September 16, 2013)

Call to order:The meeting began at 7:00 p.m., with chalice lighting and personal sharing.

Attending:Jan Phillips (Chair), Rev. Don Garrett, Ellen Bell, Frank Claps, Tom Repasch, Kerri Finkle,Jansen Wendell, Rich Brooks, Julie Brooks, Margo Dixon, Ilse Stoll Zinnes, Pat Herring, RobinCapoor, Dora Davenport.

Minutes of last meeting:Approved with a spelling correction and with thanks to Robin for recording the meeting.

Additions to agenda:

The agenda was approved with the following additions to New Business

Input for Denominational Affairs (Tom)

Update on start of church year (Jan)

Use of Community Room (Rich)

Memorial Garden Committee (Ilse)

Committee information for updating

Jan passed around to attendees two lists showing church committee/group chair contacts andmembership, and asked for updates.

Committee ReportsJan reminded Council members that their reports were due by COB Wednesday before ourMonday monthly meeting. After discussion members agreed to notify the Chair by email even ifthere is nothing to report.

Pat, Chair of Building Use, informed the Council that a tenant has rented the church kitchen eachweek from Thursday to Saturday from 7:00 a.m. to 2:30 p.m., to bake cupcakes. Rent is$450/month. Members and those setting up for other events are asked to consider the kitchenuse when scheduling and setting up for other activities.

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Pat, who is also Chair of Property, noted that the Library Committee has been working toorganize the books in the church library. Availability of the reorganized library will bepublicized in The Link.

Margo, Chair of Membership, informed the Council that there will be no potluck lunch after theIngathering Service on September 8. Instead, members will be asked to join with others to lunchat local restaurants. For those wanting to stay at the Church, pizza will be available. Margofurther informed that 30-year members will be recognized after the service on February 2.

Ilse, Chair of the Green Committee, indicated that more than 900 plants have been prepared forNative Plant Sale on the weekends of Sept. 21 and 28.

Jansen, Lifespan Education Coordinator, and Kerri, Chair of Religious Education, providedinformation about programs beginning in the new church year. Jansen distributed the new full-color brochure, which contains the mission and goals of the education program. He said therecent retreat for RE volunteers was successful. Kerri indicated that there is still need forteachers and mentors. The new Spirit Play curriculum is based on Montessori methods, withemphases on intentionality of participation and accommodation of different learning styles.Classes will conclude with a “feast”, along with “joys and sorrows” and a clean-up.

Retreat Recap:Jan thanked all for participating in the successful Program Council retreat held on Saturday,August 17. The Program Council covenant was approved as amended, and Rev. Don circulatedthe revised “7 Step Discussion Process” for use in church meetings. Tom agreed to reformat the“Guidelines for Church UUCLV Committees” and add the approved Congregational Covenantso that it can be circulated to Council Members. Rev. Don made available additional copies of“Effective Participation”, which was discussed at the retreat.

Continuing/unfinished business:“User’s Guide” - Rev. Don said that a draft of the updated and revised Guide will be madeavailable by the end of the week (Aug. 24). Margo added that the new Welcome brochurehas been placed in church pews.

Service Auction - Dora provided an informative briefing on this year’s Service Auction, tobe held on Saturday, November 16. She said her committee’s goal was to upgrade theauction in a number of ways and hopefully raise more funds than in recent years. The themethis year is “Pennsylvania Dutch” and admission will be $10 per person and $5 for eachperson who brings a dish for the dinner. The public is invited and welcomed to participate inthis year’s auction. A new feature will be a “Tricky Tray” raffle that will offer baskets ofgoodies contributed by Church Committees and others. Dora circulated ideas for baskets andurged Committees to consider contributing; she said her committee will happily prepare thebaskets based on the goodies that are provided. In order to raise greater awareness (and moremoney), the baskets will be on display at church several weeks before the auction.

After considerable discussion, Council members agreed that all aspects of the ServiceAuction, including the popular dinners hosted by Church members, will be open andavailable to all.

Website information - Council members were informed that a new Church website is beingdeveloped. Estimated date of availability is not yet known, but Eric Lee has volunteered to

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be the administrator. Until further notice, Jan will accept submissions of new or reviseditems for the website.

Committee “procedures/processes” for combined church manual - Jan informed theCouncil that Sue Weber is coordinating this project.

Information and New Business:September 21 Yard and Native Plant Sale - As this day is an extremely important one forthe Church, Jan asked all who are available to show up and help with these activities,including for clean-up.

Welcomer/announcer notification - Jan indicated that he would coordinate this with MargoDixon to ensure the continuing effectiveness of the procedure used to assign and notifySunday announcers.

Refrigerator - Ilse informed the Council about recent issues concerning food left in therefrigerator for long periods. She said she will invoke the “3-hour rule” and dispose of itemsthat are left longer. It was agreed that the refrigerator should be cleaned out at the end ofeach month, and Margo suggested that the Hospitality Teams could do this when they cleanup after the Sunday Fellowship Hour. This effort would need to be coordinated with thehomeless shelter staff during its months of operation.

October 21 meeting chair - As Jan will be unavailable to chair this Program Councilmeeting, Robin Capoor volunteered to chair.

Bylaws revision (long-term) - Jan asked for volunteers who are interested in reviewing theby-law provisions relating to the Program Council and proposing revisions. This effort is noturgently needed but would need to be done by next spring in order to present possiblerevisions to the Board and the Congregation.

Othero Denominational Affairs - Tom asked Council members for input on the makeup of

this activity. He said he wasn’t sure that a full committee was needed to carry out thiswork and suggested that perhaps a “Denominational Affairs Representative” wouldsuffice. Several members liked this approach, and Robin suggested more Churchmembers might be interested in attending the UUA General Assembly next year sinceit is to be held in Providence, RI. Tom agreed to consider the input and consult withthe other members who served as UUCLV delegates to the General Assembly thisyear.

o Start-up of Church Year - Jansen reiterated that RE teachers are still needed for thefall, especially for young children and 5-6 grade. Nursery help is also needed, andthis could be announced during coming church services.

Margo said that a member had proposed the replacement of current name badges withmagnetic badges. She said she will seek input from others.

Community Room - Rich proposed that the Fellowship (“Coffee”) Hour after Sundayservice be used strictly for conversation and that we should refrain from making

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announcements or holding Town Hall meetings during this time. Jan said he wouldpresent this issue to the Board.

Memorial Garden - Ilse asked whether there is a Memorial Garden Committee and, ifso, who are the members. She also asked whether there are any provisions for plaquesin the Garden, which could be a way to raise funds for the Church. Rev. Don saidthese and other issues were discussed when the Memorial Garden was installed andfurther stated that he would bring these issues to the Board.

Report of the “Observer”:Ellen reported that the meeting proceeded well overall. Efforts could be made to improve timecontrol and to eliminate the crosstalk during the sharing period. She also encouraged fullerdiscussion by a larger cross-section of the Council. Lastly, Ellen emphasized the importance ofnoting clearly when issues need to be presented to the Board or taken up by other committees.

Meeting Adjourned:The meeting ended at 8:46 p.m.

Next Meeting:Council will meet on Monday, September 16 at 7:00 p.m. Frank Claps agreed to be the recorder.

Respectfully Submitted,

Tom Repasch

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MINUTES OF THE UUCLV PROGRAM COUNCILSEPT. 16, 2013

Approved Oct. 21, 2013

Call to order:The meeting began at 7 p.m. with a half-hour discussion on the Sept.church-wide topic of “Peace,” led by Rev. Don Garrett. All presentseemed to enjoy the discussion.

Attending:Jan Phillips (Chair), Rev. Don Garrett, Cease Blocker, Margo Dixon,Tom Repasch, Kerri Finkle, Jansen Wendell, Robin Capoor, GinnieBlocker, Pat Herring, Dora Davenport, Gene Hunter, Ilse Stoll and FrankClaps.

Minutes of Last Meeting:Approval moved by Cease seconded by Margo.

Additions to agenda:None

Committee information for updating:Jan passed around two lists showing church committee/group chaircontacts and memberships, and asked for updates.

Committee reports:Gene Hunter said he sends reports of Social Action activities to the entirecongregation and was hoping that would suffice for his report. Jan askedthat the report be consolidated and sent to him as part of the package.

Margo, chair of membership, reported there were five people attendingSunday’s new UU class

Tom asked if Long Range Planning was aware of a request from theCommittee on Ministry to prepare and disseminate a church-wide surveyon likes and dislikes. Frank replied no one had indicated the existence ofsuch a request to him. Both will check.

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Cease was concerned that the new congregational covenant, passed lastyear, was “fading into the woodwork.” He indicated there should be away to keep it in front of everyone. Don said it would be an up-comingsermon topic.

Report on the BOT meetingJan said the board discussed a request made at last month’s PC meetingthat Town Meetings be eliminated from the “coffee and conversationhour” because both distract from each other. The board felt the meetingsserved a purpose, were usually short, and should be continued.

Jan reported there is a policy governing the use, rights of members, fees,recording of names, etc. regarding the Memorial Garden. He has beenasked by the board to review and update the policy. PC agreed to awaitthat update before asking to review the policy.

Continuing/unfinished businessThe User’s Guide will be published this week. There was somediscussion regarding the color and picture on the cover. For this year, wewill go with a buff color, retaining the picture of the church. It wassuggested that the entire brochure be evaluated at the meeting toward theend of the year, when new/old chairs are present.

Dora reported that flyers for the Service Auction will be put out duringthe yard and native plant sales so the public can learn of the event. Doraalso reported that individual auction items may now be submitted on thewebsite; and that 12 theme baskets are accounted for. All committeeselections of basket themes should be turned into Dora by the next PCmeeting on Oct. 21.

Both the native plant and yard sales need volunteers, for both set-up(Sept. 20) and implementation (Sept. 21 for both and 22, 28 and 29 forplant sale). Contact Ilse for the plant sale and Jackie Simone for the yardsale. Margo said that her understanding that a truck from a local charitywould pick up the excess yard sale on Saturday was inaccurate. Nocharity picks up on Saturday. She is trying to find a truck that cantransport the excess to her house to await charity pick-up Sunday.

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Margo reported that items will be removed from the FM Kitchenrefrigerator on the last Sunday of each month. If you want somethingkept, there are “post-its” and pencils available for marking your food.Ginnie will ensure Emergency Shelter cooperation.

Margo also reported that (a) magnetic name tags are available at a $2 costfor those desiring one and (b) there will be a new member induction(book-signing) on November 3.

There being no better way to keep Sunday announcers aware of theirresponsibilities, Jan will send out weekly e-mail reminders.

Information and new business:New key codes will be in place by the afternoon of Wednesday, Sept. 17.Jan will give chairs only the codes they need. There was also a discussionof there being too many office keys floating about. PC agreed with a staffsuggestion that there be a written policy on office access.

Church service will be cancelled Oct. 20 (due to the runners’ event) andin place will be established individual service/discussion groups hosted inmembers homes or area gathering spots (e.g., Wegmans).

We need to be aware of keeping the Community Room and other rentablespaces looking presentable for current AND potential renters.

Pat said the Property Committee intends to hold a “Work Party” Sept. 27.Work will concentrate on cleaning the Wall Street foyer. Pat also askedabout the idea of hiring a cleaning service on a regular, annual or semi-annual basis. When approached last spring, the board said there were nofunds available. PC noted Property has budget funds available that couldbe used.

The mildew odor in the Community Room was discussed. Some felt thatupgrading the CR should be moved from Category 2 to Category 1among the Capital Projects. But Don pointed out that those in Category 1reflected the structural integrity of the building. Gene wasn’t sure the CRwas the culprit, and pointed to witnessed dampness in the basementimmediately below.

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Margo said the Hospitality Neighborhoods may be redrawn in January byadding one neighborhood, to more accurately reflect our geographicdistribution and better allow members to “get together” in neighborhoodevents.

Frank reported he must submit a request for our Iron Pigs tickets on Oct.15. Dates to be requested would be June 7, 21, and, possibly, June 28.

Robin will chair the next meeting, October 21.

The meeting adjourned at 8:56 p.m.

Respectfully submitted,Frank Claps

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UUCLV PROGRAM COUNCILOCTOBER 21, 2013

(Minutes as amended and approved November 18, 2013)

In attendance: Jansen Wendell, Robin Capoor, Don Garrett, Ilse Stoll Zinnes, Ellen Bell, Dora Davenport,Ginnie Blocker, Cease Blocker, Frank Claps, Kerri Finkle, Gene Hunter, Pat Herring, Margo Dixon, AnnGastinger, Jane Benning

7:05 PM Opening words, check-in and discussion of monthly topic: Aging

September Meeting Minutes corrections Add Ilse to attendees Correct “Native American” plant sale to “native” plant sale FM kitchen fridge: Mark your food!

Agenda Additions Nick Page has offered to come February 2 (Jansen) Item that may not have gone away in yard sale (Margo) Building security (Ginnie) Iron Pigs date June 7th (Frank)

Pass arounds

Committee Reports Emergency Shelter: Volunteer training (at St. John’s WIndish Church) is 10/15 and 11/2 not

10/15 and 10/15 Finance: “Terrorist provision” in the insurance has always been a free rider, but will now

cost $150. This covers the church if it is destroyed by terrorists Building Use, Property: Building use deals with renters. Building and grounds (Property)

deals with the physical structure. Property: Gene has been added to the property committee since he has been updating the

lights in the building. He is waiting on the community room revamp before changing thoselights.

Board of Trustees [reported by Rev Don] Committees can submit proposed changes to the capital projects priorities list to Bernie, but

the board will have the final say as to whether or not changes are made. The review of the memorial garden policy will be on the agenda of the next meeting. Eric Lee is taking over the website from Kerry Jones. The restructuring of the website is in

process. Possible leadership development seminar with Richard Speck of the UUA in 2014.

User’s Guide The new one for 2013-2014 is out. One per household please. Many thanks to Kate for all her hard work on this. Next time we need to adhere to the deadlines. The timeframe will be to submit all changes

for the new book to Program Council by the June 2014 PC meeting.

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Dora suggests we do a PC meeting like the calendaring meeting and make changes together Robin suggests that committees put changes in written form and submit them at the July

2014 program council meeting Margo suggests to make changes as the year goes along in our personal copies so we can

hand those off to the new chairs at or before the June 2014 PC meeting.

Service Auction Offers are coming in slowly Dora is continuing to send out email blasts Baskets will be worked on this Sunday Baskets will be on display November 3rd for pre-auction ticket sales Each individual person needs to bring a dish to share to get the admission discount Thanks to the committees for making baskets and for their support of the auction

Facilities Cleaning Foyer was cleaned Please let Pat know of any suggestions for the next work party The changing table in the community room bathroom was damaged by a renter. Gene will

handle fixing it. FM kitchen wall had mold on it. This will be part of the next work party

Congregational Survey How often should it be done and what is the best way to proceed with the process? Committee on Ministry is working on this project We would like to avoid an online survey [for further discussion?]

Website The email server is in the process of being changed. We are working to make sure that the

non-profit email server will be through Google, but this may present problems for folks withg-mail accounts.

Anthony Gazzillo and Eric Lee will be working with Rev. Don to build the website. When the server went down, there were things that were permanently lost. Partly because

of a not so reliable server. There is a back-up system in place

Church Manual Send in any committee procedures so that anyone could pick up the book and take over

your committees’ functions Deadline for this is December 31, 2013

Yard Sale Two trucks took all the stuff away There was an emergency light that went missing…but we found it. Cease will label it and it

will be stored on the shelf above the library in the FM kitchen. Two pictures were found while cleaning out the books. Margo thought they may be

historical. One was of 25 Beacon St and the other is called UU Spirit. Rev. Don will keepthem in his office

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Building Security At least two women had money stolen from their purses in the community room on a

Sunday morning. The food pantry box will be in the community room to hold purses ifneeded. This issue was taken seriously and dealt with quickly. The use of the food pantrybox will be advertised in the order of service and the e-news.

An event was held without a church member present. All events require a responsiblechurch member or staff to be present to unlock/lock doors, keep people from getting wildand make sure everything runs smoothly

When events are scheduled the responsible person should be identified. Organizing for Action meetings are being evaluated by Gene. He will check with Kate to see

who submitted the last meeting request, since he was not present and is not sure that wewill continue to work with this group for various reasons.

Hospitality Neighborhoods The current neighborhoods will continue through December and then a fifth neighborhood

will be formed 18018 and 18015 will be the Central group not the West. Allentown areas will be the West

group and there will be a new South group. East and North remain the same. November 3rd potluck – everyone please bring a dish to share. The Board has volunteered

to do the set-up/clean-up for this one and Margo requests that the Program Council bewilling to volunteer to do the same for the February potluck.

Nursery Jansen put forth the issue that Sarah, who was hired in Sept and is very qualified for running

the nursery, did not realize she would only be making minimum wage. She was making $10per hour at her previous church.

Program Council recommended that she be paid $10 per hour and be given a specific titlewith added responsibilities to oversee the nursery.

The budget request for next year’s child care needs will be adjusted accordingly. When child care is requested for meetings, the committee or group may pay the attendants

in cash. [It was noted at the November meeting that the committee or group may requestthe Treasurer to pay the attendant(s) by check from the budget Child Care line item.]

October 20th

The cancellation of the service due to the half marathon seems to have worked out okay.There was a meeting of some at the Wegmans, and Long Range Planning had a meeting.

Emergency Shelter Ginnie reported that running the shelter on Christmas night and New Year’s night will not be

a problem. Her only need is an overnight person for Christmas night and a meal. Questions were raised as to whether participants can come earlier and whether there may

be fewer people in need of the shelter on those days.

Nick Page He is the choral leader of all UU stuff. A singer and musician. He will be in town on

February 2nd and has offered to perform for the Sunday service. His fee is $150. Jansen willcheck with Larry about this to see if there is enough money left in the budget.

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Jansen is also looking into the possibility of having Mr. Page join us for the barn dance onFebruary 1st.

Reviewed announcement schedule Margo and Jan will set up a notification procedure to send out reminders. Margo will try to put it in volunteer spot so that an automatic email reminder will be sent to

the person who is on the schedule each week.

Events Added the potluck on November 3rd.

Closing Words

Process Observer We did well and have less cross talk going on this month.

Adjourned at 8:57 pm

Margo volunteered to be secretary for the November meeting.

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UUCLV Program Council Minutes for Monday, November 18, 2013[approved as revised December 16, 2013]

Meeting was called to order at 7:00 p.m. by Jan Phillips. Those present were Cease Blocker,Ginnie Blocker, Robin Capoor, Jansen Wendell, Jan Phillips, Ilse Stoll Zinnes, Tom Repasch, FrankClaps, Ann Gastinger, Ellen Bell, and Margo Dixon.

The chalice lighting, personal sharing and discussion centered around the discussion theme“Ghosts.”

Margo Dixon was appointed secretary for this meeting. The minutes of the last meeting werereviewed, amended and approved. Agenda was modified and committee information passedaround for updates.

Committee reports were discussed and questions asked and answered. With reference to theRE report, Jansen proposed that a supervisory child care position be created. It was noted thatthe child care attendants are officially contractors (not employees) and not under the umbrellaof the Personnel Committee. Program Council agreed with his proposal in concept. How toimplement this may require Board action.

Jan reported on several matters from the November 7 Board meeting, including:The Board will be making recommendations for by laws changes and asks Program Councilmembers to send them suggestions by March 15;The Joseph Priestly District board meeting, held at UUCLV, was a very successful event. JPDrepresentatives were especially enthused about the UUCLV Emergency Shelter and HAVENprograms.The Building Use Committee Chair is authorized to sign short term or one time rentalagreements, Kate Scuffle, the Church Administrator, signs long term agreements. TheBoard intends to formalize this practice by a bylaws addition.

Ilse reported that the revenue from the Service Auction was over $13,000. We thanked Ilse andDora for the success of that project. In addition to the usual Service Auction, the opening of theevent to the community and the addition of themed baskets added to the total revenue.

Renae Orban and Margo have established a reminder system using VolunteerSpot to alertProgram Council and Board members when they are scheduled to do the “Sunday ServiceAnnouncements.” Jan will extend the assignments for the rest of the church year.

Ellen Bell discussed the development of the Congregational Survey. She and the Long RangePlanning Committee want to develop a comprehensive survey, using some online service suchas SurveyMonkey as one of a multi-pronged approach to sampling needs.

Jan asked once again that we review and update what is on the website regarding ourcommittees.

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Jan also reminded us to submit our committee’s policies, procedures and processes to SueWeber for inclusion in the ongoing Church manual project by the first of the year.

Please submit by laws revision ideas to Jan by March 15 (reiterated).

A request from the Building Use Committee that the Community Room décor be kept neutral,for appeal to possible renters, was discussed. Bulletin boards, including Social Concerns,community sharing and history of the church were commented on.

Information and new business included announcements of reconfigured hospitality teams(Central will be 18015 and 18018, North, and East remain the same, West becomes theAllentown zips, and South the Hellertown-Quakertown area). Margo is still looking for a secondfacilitator for the new “South” district.

Potluck help on November 2 included members of the Board. We were tremendously gratefulfor their help. Sarah Johnson suggested that a written procedure for potlucks would be inorder. Membership is in the process of creating two procedures: one for upstairs potlucks,using disposable plates and flatware, another for downstairs, using china and stainless.

Next potluck is scheduled for February 2. It will honor new members. It will be held upstairs.Program Council Members will be expected to help with set up and clean up.

Final potluck of this church year will be June 1. It will be held downstairs in the gym. It willhonor the new members and long term (30 years or more) members. The Coming of Age Classand the High School group will be expected to help with set up and clean up.

Margo reiterated about the cleaning of the refrigerator on the last Sunday of every month.Anything unmarked WILL BE thrown away.

The occurrence of unsatisfactory space cleanup after both church and rental events wasdiscussed. Building Use will see that language reminding/requiring facility users to leave theirspace clean (“as they found it”) is included in rental contracts and also prominently with thewebsite room reservation procedure

Sanctuary holiday décor will be the following: December 1 the AIDS quilt, December 8poinsettias to honor the grandmother of Shawn Johannessen, December 15 onward, Ilse StollZinnes will decorate with greenery and clear white lights. The choir will trim the tree.

December 24 (Christmas Eve) attendees will be asked to bring a plate of cookies to share, andThe Men’s Group will set up serving tables and provide punch.

Ginnie and Ann have coverage for Christmas night and New Year’s night. They are still lookingfor socks as gifts for our homeless guests.

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Welcomer/Announcer scheduleNovember 24 Jan Forse December 1 Tom Zimmerman

December 8 Gene HunterDecember 15 Frank ClapsDecember 22 Ilse StollDecember 29 Sue Weber

Web Calendar/Upcoming Events

12/05/13 Board meeting12/15/13 RE Christmas pageant12/16/13 PROGRAM COUNCIL Meeting12/21/13 Solstice service (ecumenical)12/24/13 Christmas Eve service

Ellen Bell served as process observer and observed that we are getting better with crosstalk. Itheld off until about 8:15. We need to improve, but are on the right track.

Jansen extinguished the chalice, as the rest of us read:

We extinguish the chalice here that it might glow gently in our hearts. May it light your path asyou leave this place. May it guide your way until we are together again.

Martha L. Munson, from 1997 UUMA Worship Materials Collection

Meeting adjourned at 8:45

Next Meeting – Monday, December 16

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MINUTES OF THE UUCLV PROGRAM COUNCILDecember 16, 2013 (approved as amended January 20, 2014)

Call to order:The meeting began at 7 p.m. with a half-hour, lively discussion on the Dec.church-wide topic of “Children of God,” led by Rev. Don Garrett.

Attending:Jan Phillips (Chair), Rev. Don Garrett, Margo Dixon, Tom Repasch, JansenWendell, Robin Capoor, Pat Herring, Ilse Zinnes, Julie Brooks, Rich Brooks andFrank Claps.

Minutes of Last Meeting:With two minor amendments, approval moved by Frank seconded by Margo.

Additions to agenda:New Business

Purchase of Luminaria-MargoRE Scheduling Open House date for February 16, 2014-Jansen

Committee information for updating:Jan passed around two lists showing church committee/group chair contacts andmemberships, and asked for updates.

Committee reports:Jansen was consulted about the possibility of using the RE LED projector in theCommunity Room for Movie Night and the Wednesday Shelter Project because thepermanently-mounted projector is not working. It was also agreed that MarkMoseng would be consulted about repairing the permanently-mounted projector.Jansen agreed and those needing the projector could find it in the RE office.

A request was made to relocate the sleeping bags used for the Shelter to the Bride’sRoom. It was agreed that the room was used sufficiently for meetings to keep theroom clear of sleeping bags and other storage items. Jan will convey PC positionto the Shelter team.

LEC (Jansen) reported that the Youth Group will be hosting another ArtCon fromMay 16-18, 2014. They will be using the whole building during those dates.Jansen is working with all members and renters who are affected by this event tomake sure that everyone’s needs are honored.

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Report on the BOT meetingJan reported that the Board of Trustees adopted the new Memorial Garden Policy.Subsequent discussion suggested the possible need for a committee to work ondetails.

Margo provided a copy of the policies of the Atlanta UU Church as an examplethat may provide helpful information. The Board also discussed policy for who isto be included in the directory and the possibility of a Lead Staffer in the Nursery.A process for planning the alterations of the Community Room is underway toguarantee the improvements will be accepted by the Congregation.

Continuing/unfinished businessRev. Don reported on the congregational survey being developed by theCommittee on Ministry and the Long-Range Planning Committee. There is a needfor $200-$500 in order to create a survey through Survey Monkey that will provideuseful data. Requests will be made for funding appropriately.

LEC reports that the search for a lead staffer in the Nursery is ready to begin. Theposition will not have a supervisory function. Concerns were discussed with theBoard and Personnel Committee to address issues of nursery staffers’ status ascontractors or employees and the liability to the church in case of injury to one ofthe children.

Jan will “finalize” the list of Sunday welcomer-announcers for January-July andprovide to the Administrator, and enter the assignments into VolunteerSpot.

Building Use is implementing a new process for cleaning up the building after achurch-sponsored event. A new set of procedures is being developed and will beemailed to the Contact Person listed on the Room Request Form filled out online.Upon receipt and acceptance of the reservation, the church administrator will sendthe Contact Person the procedures to be used for cleaning up the building after theevent. The Contact Person was also referred to as the Point Person during thediscussion.

Proposed by-law revisions must be submitted by March 1, 2014, in order to havethem considered during this year’s annual meeting. (This reflects a change of twoweeks. The previous deadline was March 15, 2014.)

All website changes need to be referred to Eric Lee.

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The church manual project in essence has not yet begun. PC consensus is that theproject is needed and that some push from the Board is required to move it along.

Christmas Eve hospitality- Dora Davenport has posted a Volunteer Spot request.Cease Blocker and Dave Styles have agreed to provide punch for the evening.Attendees will be reminded to bring “cookies.”

Procedures for potluck meals are ongoing (Margo).

Ilse Zinnes has supplied motion controlled LED lights for the third floor. Bob willinstall the last one during the week.

Information and new business:Luminaria lighting is part of the holiday traditions in Bethlehem. This year therewas a lack of volunteer help to make it possible for the church to participate. (Italso snowed that night so the Luminaria could not be used anyway.) This led to avery productive, larger discussion about how to increase participation of churchmembers in all of the events that constitute “the holidays.” It was agreed that asmall group would work to create a consolidated list of all the ways UUCLVmembers and friends can help to create a holiday spirit. This list would bepublished in the newsletter, enews and other appropriate places to fill the need forvolunteers appropriately, and the Luminaria lighting will be included in thecalendar.

Membership (Margo) reported a need to consolidate purchasing of recycled papergoods and other things to save money and observe the needs of the environment.The Church Administrator will order supplies with sufficient notice andavailability. Please check with the Administrator before ordering to avoidduplication.

Many thanks to Ilse and Tom for decorating the front of the Sanctuary.

Meeting was adjourned at 8:45pm.

Respectfully submitted,Robin Capoor