Systems Council and Committees

SYSTEMS COUNCIL
(need description)

Aesthetics Committee
(need description)

Art Committee

Purpose: To select and hang artwork for the Meeting Room and Social Hall at White Bear U U Church.

Related Tasks:

• a. How artist call will be handled (where posted, dates, etc.)
• b. Art selection criteria
• c. Spaces, walls where art will be displayed
  d. Dates/length of each show
• e. Storage of artwork before or after a show if artist needs to deliver or pick up artwork while another show is up
• f. Removal and re-hanging of artwork for special events
• g. Procedure for selling artwork
• h. Insurance for artwork
• i. Artist information for newsletters or order of service
  j. Handling of damaged or lost artwork
• k. Handling and display of donated artwork
• l. Scheduling of special shows (e.g. members’ show, children’s artwork, etc.)

• a. Coordinate with whoever handles Christmas decorations
• b. Work with Program Committee for any special requests to coordinate art with Sunday program
• c. Work with Fellowship Committee for any special requests to coordinate art with special events
• d. Work with Aesthetics Committee or System Council when art gallery spaces are changed, added or need revamping

Structure:

• 1. The Art Committee will be a sub-committee f the Aesthetics Committee.
• 2. The Art Committee should consist of at least 5, but not more than 10 members with a chair or two co-chairs included in that number.
• 3. If possible, each year at least one member of the committee should be new w\to the committee (not been on the committee in the past 3 years) and at least one member of the committee should have been on the committee the previous year.
• 4. The Art Committee member’s term begins in the spring (March/April) with the meetings to select the following church year’s artists, and runs through the following church year.
• 5. All policy changes should be communicated by the System Council.  New policies or major policy changes should be approved by the Systems Council before they are implemented.
• 6. All schedules (dates for hanging, take down, and reception) should be submitted to the master church calendar.
• 7. All decisions of the committee should be maintained in a file in the church office for reference by other church staff or committees.
• 8. A list of artists that have displayed at WBUUC, and the dates they displayed, should be on file in the church office.

Approved by People Program Council September 30, 2000

Building & Grounds Committee
(need description)

Finance Committee
(need description)

Endowment Committee
(Separate Sub-committee of Finance Committee)

I. Goal
The Endowment Committee (EC) shall be responsible for educating the White Bear Unitarian Universalist Church (WBUUC) Community about the need for an Endowment Fund and solicit contributions to the Fund.

II.  Structure
The EC shall be a separate Sub-committee of the Finance Committee, consisting of six individuals.

III. Term
Each member shall be appointed to serve a three-year term. (However, the initial EC will have two members who serve a one-year term, two members who will serve a two-year term, and two members who will serve the three-year term.) Terms shall expire on the last day of February of each year.

IV.  Other Vacancies
If a member resigns or vacates their position before the three-year term has expired, the Board shall appoint an individual to serve the remainder of the unexpired term.

V. Reappointment
An individual serving consecutive three-year terms shall be avoided.

VI.  Endowment Committee Responsibilities

• 1. The EC shall establish and work to maintain active participation by the WBUUC Community in the Endowment Fund.
• 2. The EC shall keep the WBUUC Community informed of the Endowment Fund and the activities of the EC.
• 3. The EC shall keep the Fund-raising Committee apprised of its activities.
• 4. All EC members must be familiar with the policies of the WBUUC regarding gifts and the Endowment Fund.
• 5. The EC shall do nothing to interfere, whether actual or perceived, with the Annual Pledge Drive.
• 6. Legal or financial advice shall not be given to any prospective or actual donors by and EC member.

VII. Committee Duties

• 1. The EC shall plan and implement an annual Endowment Drive and solicit contributions to the Endowment Fund
• 2. The EC shall prepare and submit an annual budget proposal for each fiscal year, in accordance with the budgeting process, to the Finance Committee.
• 3. The EC shall strive to have annual activities remain within the established budget.
• 4. A member of the EC shall regularly attend meetings of the Finance Committee.
• 5. The EC shall prepare a Planned Gifts Program, and Endowment Fund Policy and a Gifts Policy, which shall be reviewed and approved by the Finance Committee and subsequently the Board, and shall form time to time recommend changes to the Program and Policies.  All changes in the Program and / or the Policies must be approved by the Finance Committee and subsequently by the Board.
• 6. As appropriate, the EC shall plan and implement recognition of gifts to the Endowment Fund.
• 7. The EC shall not administer the Endowment Fund or any funds contributed, nor make investments decisions regarding the Endowment Fund.
• 8. The EC shall refrain from providing investment or tax advice to members of the WBUUC Community as it relates to the Endowment Fund.
• 9. The EC shall review its responsibilities and duties and recommend changes to the Finance Committee and the Board. Any changes must be approved by the Finance Committee and subsequently the Board.

VII. Committee Oversight
Oversight shall be provided by the Finance Committee and the Board.
Adopted September (?), 2000

Landscape Committee
(need description)

Office Committee

Mission: The mission of the Office Committee is to support the Office Administrator in carrying out the assigned job responsibilities.

We support the Office Administrator by:

• providing a channel for communication between the congregation and the
• Office Administrator
  reviewing policies and procedures
• setting and reviewing the budget
• evaluating office equipment purchase and leasing
• assisting in goal and priority setting
• working with Personnel Committee regarding performance evaluation and compensation
• providing back-up during Office Administrator absences
• coordinating special projects
• providing feedback for annual report for Congregational Meeting

Committee Structure:

• meets once a month
• reports to Systems Council
• consists of at least four members with a chair
• if possible, has at least one new member each year and at least one member carried over from the previous year
• member terms begin in September
• recommend no more than a three year term for any member
• participates in monthly Systems Council Meetings

Proposed but not accepted May, 2001
 

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