Pacific Central Chapter UUMA
Job Descriptions for
Elected and Appointed Roles
Revised February 2019
Chapter volunteer leaders seek to serve our colleagues to the best of our abilities and welcome the creative participation of all members in fulfilling our purpose as established in our Chapter Bylaws. We are guided by our Bylaws, the UUMA Guidelines for the Conduct of Ministry, which includes the Code of Conduct and the Standards of Professional Practice, and our own policies.
For all positions, the responsible person may recruit assistance and delegate tasks to others. The responsible person remains accountable for their assigned responsibilities.
In the document below, job descriptions, adopted by the Executive Committee on February 15, 2019, are followed by lists of current practices. These practices are to be updated as subsequent members of the Executive Committee decide what will best serve the Chapter.
Elected Roles
President: Holds the vision for why the chapter exists. Leads the Executive Committee in tending to the business and the purpose of the chapter. Takes responsibility for addressing emerging issues, which are not included in the responsibilities of other elected or appointed members. Convenes executive committee meetings, including setting agenda, facilitating and tracking follow-up on decisions. Presides at chapter business meetings. Communicates with the chapter, keeping members informed of relevant news and events. Consults with other elected and appointed members as appropriate. Recruits and appoints members to fulfill responsibilities to meet the purpose of the chapter. Represents the chapter to the UUMA and the UUA region.
Current practices for fulfilling these responsibilities include:
Vice-President:Leads the chapter’s program activities of retreats and small groups to support professional development and collegial connections. The vice president forms a team with the continuing education representatives to plan program, worship and social time at retreats, and to encourage and sustain small group gatherings of members between retreats. Gathers feedback from members about retreats, small groups and other desired chapter activities, and reports findings and recommendations to the executive committee. Presides in place of the president in the event of their absence.
Current practices for fulfilling these responsibilities include:
Secretary: Responsible for documenting, archiving and sharing Chapter discussions, decisions, and key documents including by-laws and policies. Vehicles for archiving and sharing include websites, email lists, and Facebook.
Current practices for fulfilling these responsibilities include:
Treasurer: Serves as the chief financial officer of the chapter, maintaining accurate records of income and expenses, preparing the annual budget, presenting a financial report at each business meeting, inviting dues and maintaining a record of dues payments. Ensures timely payments and deposits of chapter funds. Brings financial issues and recommendations for fiscal policy changes to the Executive Committee. Creates and administers the chapter’s scholarship and other subsidy programs, consulting with the membership and the Executive Committee as appropriate. Insures the roll of Chapter membership is maintained by the Membership Coordinator.
Current tasks for fulfilling these responsibilities include:
Continuing Education Representatives (2): Work on a team with the Vice President to plan retreat programs, support small groups and organize other activities to encourage professional development and collegial connection. Seek out and share information about professional development resources with members via the chapter email list and other means. Resources include UUMA CENTER committee and Collegial Development Team offerings, as well as resources from UUA and beyond.
Nominating Committee (3): Identifies candidates for elected offices and presents recommended individuals to the membership for election at a business meeting or by electronic vote. Keeps track of terms and upcoming vacancies.
Current practices for fulfilling these responsibilities include:
Good Officers (3): Serve as 'ministers to ministers,' aiding colleagues who have personal or professional challenges and, when appropriate, acting as mediator or advocate for colleagues who ask for their help. Proactively remind current members and reach out to new members to encourage contact with Good Officers to take advantage of their availability for collegial listening and consultation. Must participate in UUMA Good Officer training. One Good Officer is designated to focus on serving colleagues of color.
Current practices for fulfilling these responsibilities include:
Appointed Roles
MembershipCoordinator, appointed by Chapter President for a two-year term, identifies and welcomes new members to the Chapter, helping them to navigate logistics, as well as reaches out to members who experience illness, absence from Chapter gatherings or professional transitions to offer personal check-in and support.
Current practices for fulfilling these responsibilities include:
Tasks done during the church year:
Retreat Registrar: Annual appointment by Chapter President. May be held by the same person for multiple years. Responsible for providing detailed logistical support for Chapter retreats and mentoring incoming registrar.
Current practices for fulfilling these responsibilities include:
Technology Specialists: Appointed by Chapter President to provide technical assistance for maintaining the chapter email list, the website and the Facebook page, and assisting with the Chapter’s technological needs at retreats and other Chapter events. The Tech Specialists respond to requests from officers, chapter leaders and members for assistance with the Chapter’s communication systems.
Current practices for fulfilling these responsibilities include:
Seminary Liaisons – to support outreach and welcome to seminary students each year the Chapter identifies one individual each to be a liaison for Unitarian Universalist students at Pacific School of Religion and Starr King School for the Ministry. The liaisons coordinate with the activities of the MFN.
Ministerial Formation Network: Created and administered by the UUMA through a UUMA-appointed Chapter Liaison who assists the UUMA with recruiting and supporting Vocational Advisors and Discernment Group leaders. Connects newly eligible aspirants and candidates to the MFN program. Ensures the MFN is fully implemented in the chapter, including planning and leading an annual MFN retreat. Coordinates with the chapter’s Seminary Liaisons.
Job Descriptions for
Elected and Appointed Roles
Revised February 2019
Chapter volunteer leaders seek to serve our colleagues to the best of our abilities and welcome the creative participation of all members in fulfilling our purpose as established in our Chapter Bylaws. We are guided by our Bylaws, the UUMA Guidelines for the Conduct of Ministry, which includes the Code of Conduct and the Standards of Professional Practice, and our own policies.
For all positions, the responsible person may recruit assistance and delegate tasks to others. The responsible person remains accountable for their assigned responsibilities.
In the document below, job descriptions, adopted by the Executive Committee on February 15, 2019, are followed by lists of current practices. These practices are to be updated as subsequent members of the Executive Committee decide what will best serve the Chapter.
Elected Roles
President: Holds the vision for why the chapter exists. Leads the Executive Committee in tending to the business and the purpose of the chapter. Takes responsibility for addressing emerging issues, which are not included in the responsibilities of other elected or appointed members. Convenes executive committee meetings, including setting agenda, facilitating and tracking follow-up on decisions. Presides at chapter business meetings. Communicates with the chapter, keeping members informed of relevant news and events. Consults with other elected and appointed members as appropriate. Recruits and appoints members to fulfill responsibilities to meet the purpose of the chapter. Represents the chapter to the UUMA and the UUA region.
Current practices for fulfilling these responsibilities include:
- Convene the Chapter Executive Committee meetings, establishing agenda, facilitating discussion and tracking follow up on decisions
- As an elected leader of the Chapter, as much as possible attend retreats, chapter events and collegial and ceremonial events.
- Support Vice-President and program team in creating meaningful retreat experiences by participating in initial conceptualization and assisting as requested.
- Establish agenda, invite participants and facilitate Chapter business meetings
- Participate in lunch with newcomers at retreats as scheduled by the Membership Coordinator
- Confer with Vice President about retreat evaluations and any needed follow-up actions.
- Write communications to and for the Chapter, updating about UUMA, UUA, and other relevant issues.
- Send personal greetings to newcomers to the chapter, once receive notification from the Membership Coordinator.
- Write a welcome message for the webpage at least once a year.
- Convene “hand-off” meeting of the Executive Committee in May with retiring members and incoming members to identify issues for the next Exec to work on. Goal is to honor commitments and preserve institutional memory of plans and priorities from one group of volunteer leaders to the next.
- Annually appoint one or more Technology Specialists who will provide technical assistance for maintaining the chat and the website, maintaining the membership list in cooperation with the Membership Coordinator, and assist with the Chapter’s technological needs at the retreats.
- Every two years recruit and appoint the Membership Coordinator.
- Check in with all elected and appointed members serving the Chapter at least twice a year to offer gratitude and inquire about any needs for support.
- Communicate with UUMA and UUA, including Regional Staff from time to time as needed
- Participate in Chapter Leaders calls with the UUMA
- Upon recommendation from the chapter Vice President, invite a member of continental UUMA Exec to attend a chapter retreat annually.
Vice-President:Leads the chapter’s program activities of retreats and small groups to support professional development and collegial connections. The vice president forms a team with the continuing education representatives to plan program, worship and social time at retreats, and to encourage and sustain small group gatherings of members between retreats. Gathers feedback from members about retreats, small groups and other desired chapter activities, and reports findings and recommendations to the executive committee. Presides in place of the president in the event of their absence.
Current practices for fulfilling these responsibilities include:
- Serve as a member of the Chapter Executive Committee.
- Assume the duties of the President in the event of her/his/their absence, including as necessary, at Chapter/UUMA/UUA events.
- As an elected leader of the Chapter, as much as possible attend retreats, chapter events and collegial and ceremonial events.
- As the lead person for Chapter programs – retreats and small group gatherings – initiate decision making by the Chapter Executive Committee about scheduling retreats – ideally two years in advance. Dates to be selected to avoid conflicting/competing with district, regional and national gatherings including Finding Our Way Home, The Institute, Assemblies, etc. Note: Treasurer is responsible for identifying available dates from retreat centers, negotiating the contracts and paying the deposit and balances due.
- Once retreat date and location are decided by Executive Committee, and when registration opens, the Vice President will announce via the chat, Facebook and website.
- With the Vice President initiating the process and in concert with the Treasurer making final decision, work with the Registrar to set retreat registration fees.
- Lead planning and implementation of meaningful retreat experiences, in collaboration with the Continuing Education Reps, including choice of themes, guest presenters, selection of leaders for worship and transition rituals and all elements of the retreat. Develop the schedule and facilitate, as needed. Create a team approach with the Continuing Education Reps to accomplish the following steps:
- Retreat planning should begin within one month of the previous retreat -- an aspiration.
- Confirm with Treasurer the available funds for the programming beforesoliciting a presenter. After confirming the presenter prepare contract (including fee) and send to Treasurer for preparing check.
- Three Months before the retreat, create agenda, using prior schedule as a guide and with consultation from other officers. Then send out to Pacific Central Chapter Chat.
- Two or three weeks before the retreat, finalize the schedule by adding names of worship leaders as well as other additions people may have sent in. Include link to minutes of the prior business meeting. Send out the final copy to the Chat list.
- Introduce the program at the beginning of the retreat.
- During the retreat, facilitate meal time and other conversations that people want to have with colleagues. Answer questions, troubleshoot, and enable informal programming (such as lunchtime conversations, information tables, signups) during retreat.
- Bring ceremonial items to retreats. Collaborate with Membership Coordinator for Transitions ritual/worship at retreats.
- Send out a survey (e.g. via Survey Monkey or email to the Chat) after the retreat is over soliciting input about the schedule, presenter, facility, etc. Compile results and bring findings and recommendations to the Chapter Executive Committee.
- Lead planning and implementation of small group experiences in collaboration with the Continuing Education Reps, including encouraging formation and regular meeting of clusters to be defined by member interests/desires. Create ways to assess success of clusters and implement needed adaptations. Bring findings and recommendations to Chapter Executive Committee.
Secretary: Responsible for documenting, archiving and sharing Chapter discussions, decisions, and key documents including by-laws and policies. Vehicles for archiving and sharing include websites, email lists, and Facebook.
Current practices for fulfilling these responsibilities include:
- Serve as a member of the Chapter Executive Committee.
- Attend retreats, Chapter events, and collegial and ceremonial events as much as possible.
- Help as needed with welcoming newcomers, participating in worship and other details of retreats and chapter programs as part of Executive Committee.
- Take minutes for all chapter business meetings.
- Distribute business meeting minutes to the Chapter email list within one month of the business meeting. Solicit corrections and post corrected minutes on the Chapter archive within one month of original distribution.
- Document decisions made in Executive Committee meetings. Share decisions with Chapter email list in consultation with the President.
- Maintain and update the Chapter websites including calendar/upcoming events page.
- Periodically remind Chapter members to send notices of upcoming events to keep websites as up-to-date as possible.
- Ask for Tech Specialist assistance or other assistance for Chapter communication means when necessary, including working with the UUMA Administrative Assistant to keep Pacific Central Chapter’s page on the UUMA website updated.
- Invite feedback from members on the usefulness of the chapter communication means (email list, websites, and Facebook).
- Recommend to the Executive Committee and implement policies and practices for sharing and archiving Chapter discussions, decisions, and key documents including Bylaws and Policies.
- Hold the Zoom account for the Chapter.
- Serve as point person when non-members want to distribute relevant information to Chapter members.
Treasurer: Serves as the chief financial officer of the chapter, maintaining accurate records of income and expenses, preparing the annual budget, presenting a financial report at each business meeting, inviting dues and maintaining a record of dues payments. Ensures timely payments and deposits of chapter funds. Brings financial issues and recommendations for fiscal policy changes to the Executive Committee. Creates and administers the chapter’s scholarship and other subsidy programs, consulting with the membership and the Executive Committee as appropriate. Insures the roll of Chapter membership is maintained by the Membership Coordinator.
Current tasks for fulfilling these responsibilities include:
- Serve as a member of the Chapter Executive Committee.
- As an elected leader of the Chapter, as much as possible attend retreats, chapter events and collegial and ceremonial events.
- Recommend to the Executive Committee and implement fiscal policy changes.
- Prepare financial report for each business meeting and prepare budget in the Spring for the following fiscal year.
- Keep accurate financial records of the Chapter, make timely deposits and payments, reimburse chapter expenses.
- Administer collection of chapter dues including announcing to members in late spring, tracking incoming payments and maintaining membership list of dues payments.
- Ensure program subsidies are received from continental UUMA
- Obtain available dates from retreat centers for decision by Executive Committee
- Support the financial aspects of retreats and other chapter events by
- Approving costs for sites, presenters and other expenses as presented by the Vice President.
- Negotiating and Signing contracts
- Setting registration fees in discussion with Vice President and Registrar
- Setting amount of scholarships and confirming with registrants when scholarships are granted.
- Keeping registrants informed as to payments received for the retreats on a timely basis. Process refunds or other appropriate changes in retreat registrations (such as overpayments, late scholarship requests, travel subsidies).
- Sending reminders to Chapter members who have delayed their payment for the retreats or other trainings requiring a fee.
- Supplying invoices or receipts as requested by Chapter members.
- Reimbursing related program or chapter expenses.
- Help as needed with welcoming newcomers, participating in worship and other details of retreats and chapter programs as part of Executive Committee.
- Insure the roll of Chapter membership is maintained by Membership Coordinator.
- Mentor in-coming Treasurer.
Continuing Education Representatives (2): Work on a team with the Vice President to plan retreat programs, support small groups and organize other activities to encourage professional development and collegial connection. Seek out and share information about professional development resources with members via the chapter email list and other means. Resources include UUMA CENTER committee and Collegial Development Team offerings, as well as resources from UUA and beyond.
Nominating Committee (3): Identifies candidates for elected offices and presents recommended individuals to the membership for election at a business meeting or by electronic vote. Keeps track of terms and upcoming vacancies.
Current practices for fulfilling these responsibilities include:
- Checks in with current officers to determine whether they would like to be elected for another term
- Checks in with each other to discuss who might be best to nominate for various vacancies
- Decides whom to ask to run
- Determines who will ask which persons to run and by when
- Presents slate to current Exec as a “heads up” courtesy
- Presents individuals in the spring voting, including accepting nominations from the floor.
- As elected leaders of the Chapter, as much as possible, attend retreats, chapter events and collegial and ceremonial events.
Good Officers (3): Serve as 'ministers to ministers,' aiding colleagues who have personal or professional challenges and, when appropriate, acting as mediator or advocate for colleagues who ask for their help. Proactively remind current members and reach out to new members to encourage contact with Good Officers to take advantage of their availability for collegial listening and consultation. Must participate in UUMA Good Officer training. One Good Officer is designated to focus on serving colleagues of color.
Current practices for fulfilling these responsibilities include:
- Abide by international UUMA job description.
- Remind colleagues of the meaning of the UUMA Code of Professional Practice and counsel with those who others say are behaving in ways that are in violation of the Code.
- In whatever they do the Good Offices persons will bear in mind the well-being of both the colleagues who ask for their help and the ministry itself.
- Introduce themselves as a group at all chapter retreats.
- Remind colleagues of Good Officer functions and encourage prompt contact when even a hint of uneasiness arises and for which a collegial listening ear or consultation could be helpful
- Proactive reminders of the above with contact information of all the Good Officers using Chapter communication channels
- Proactively reach out to new members when they arrive in the area and begin their new ministry
- Participate and/or support the Ministerial Formation Network in annual UUMA Guidelines conversation with PCD ministerial candidates.
- As elected leaders of the Chapter, as much as possible, attend retreats, chapter events and collegial and ceremonial events.
Appointed Roles
MembershipCoordinator, appointed by Chapter President for a two-year term, identifies and welcomes new members to the Chapter, helping them to navigate logistics, as well as reaches out to members who experience illness, absence from Chapter gatherings or professional transitions to offer personal check-in and support.
Current practices for fulfilling these responsibilities include:
- Maintain the Chapter membership roll, updating on a regular basis. Information on the list includes: members’ contact information; ministry role; congregational affiliation; date of ordination; date of arrival in the Chapter; date Odyssey shared, if any.
- Send greeting cards (condolence, get-well and acknowledgment of transitions) on behalf of the Chapter, when appropriate.
- Organize acknowledgement cards/gifts for members who are leaving their elected and appointed roles.
- Become familiar with the UUMA membership process, including linkage and differences between the national and chapter membership enrollment steps.
Tasks done during the church year:
- Back up the Google document of the chapter membership list from the church year ending. Create new document membership list for upcoming church year.
- Reach out to area congregations, seminaries, community ministries and UUMA asking for new arrivals/transitions prior to the start of each church year.
- Help new arrivals through the membership process to join the Chapter, confirms payment of dues with Treasurer. Notifies the President when new arrivals join the Chapter.
- Direct new members to the Chapter website for information about Chapter Purpose, Covenant, calendar and policies. Invite and answer questions. Give special attention to orienting aspirants and candidates to the Chapter Covenant.
- Inform the Listserv Manager, (also known as the Technology Specialists)to add new members to the email list once they have completed the membership process/paid dues.
- Encourage new members to send a message of introduction to chapter members once added to the listserv.
- Prior to the Fall retreat, invite newcomers to join the Membership Coordinator and the Chapter Executive Committee, as well as other chapter leaders such as Good Officers, Continuing Education representatives, etc for welcome lunch on the first day of a chapter retreat.
- Bring the membership book to chapter retreats, invite new members to sign the book at appropriate time during retreat. Maintain possession of the Chapter’s two Membership books.
- As requested and supported by the Vice President, take the lead in planning Transitions ritual/worship at retreats or other ways to mark the comings and goings of Chapter members.
- Reach out to people who were not at a chapter retreat/event to check-in.
- Communicate with ministers on the UUMA international list registered in the Chapter geographic area and known to be no longer in our area to request that they update their information with UUMA. Communicate with UUMA international list members unaffiliated with the Chapter, who are found to be in the Chapter geographic area, to inquire about interest in joining the Chapter, after receiving this information from the Chapter Treasurer mid-year.
Retreat Registrar: Annual appointment by Chapter President. May be held by the same person for multiple years. Responsible for providing detailed logistical support for Chapter retreats and mentoring incoming registrar.
Current practices for fulfilling these responsibilities include:
- Once retreat date and location are decided by Executive Committee, and when Registration opens, the Vice President will announce via the chat, Facebook and website. With the Vice President initiating the process and in concert with the Treasurer making final decision, assist in determining retreat registration fees, by taking into account:
- both overnight guests and day use only per costs of retreat center.Review how many singles and doubles are needed by reviewing previous numbers to determine approx. room breakdown.
- Treasurer defines what else fees must cover beyond retreat center costs, such as some percentage of program cost, contribution to scholarship fund, and tip for retreat staff, etc. and taking into account amount available from UUMA subsidy.
- Communicate retreat time requirements such as meals and other immovables from the retreat center to the Vice President.
- Introduce yourself to the onsite retreat coordinator and review plan. Confirm deadlines for final numbers, etc. Confirm availability of internet/support.
- Establish timeline for registration to allow ample planning time (2 months if possible)
- Initiate Registration Process:
- Create Google Registration Form (note: add emergency contact info to Google Form, pronouns, tip for staff, gift for scholarship fund, Treasurer’s address if folks are sending checks)
- Consult with Vice President to see if any special requests are needed on the Google form
- Review registration form with Vice President, Treasurer and President before goinglive.
- Give link to Vice President to post on FB and upload to website. .
- Share registration link with Treasurer and rest of Exec
- Provide support for Chapter Members to register(if someone needs assistance with the registration process)
- Send out email with registration link via listserve. Include registration deadlines in all communication.
- Track sign-ups, respond to questions, stay in touch with Treasurer about financial matters and Vice President about program issues.
- Send witty email reminders (include registrations received)
- Coordinate with Treasurer about who hasn’t paid, and who will send reminders.
- Confirm with Treasurer about scholarships (set deadline in consultation with Treasurer and Vice President). Treasurer makes determination of who receives scholarship funds and at what amount. (Treasurer consults with President if special issues arise.) The Treasurer will inform applicants once a determination has been made and in what amount. Then the Treasurer informs Registrar of who has been awarded a scholarship so lists of those who have registered/paid can be updated in a timely way.
- Stay in touch, as needed with the Retreat Center onsite coordinator.
- Check-in with on-site coordinator 3 weeks out (and review deadlines for final #s).
- Confirm deadlines with on-site coordinator for Dietary updates,Room assignments, and anything else requested
- Track sign-ups and communicate with Vice President, Treasurer and President about any pertinent issues.
- Answer any questions from registrants. Determine room-sharing plan and assign room requests.
- Review name tags and make new ones as needed.
- Recruit assistants to welcome registrants, hand out nametags and help find rooms, answer basic questions
- Review registrations and take care of final money tracking, logistics, etc. Send out updates to Treasurer and Vice President.
- Based on retreat center timeline
- Send in final #s and list of attendees (include emergency contact information for retreat center)
- Send in dietary needs and restrictions
- Confirm room set-ups (in communication with VP)
- Confirm internet needs, passwords, etc.
- Assign jobs to assistants.
- Coordinate with retreat staff to address any logistics or other concerns and collaborations as needed (also talk over with P and VP)
- Make internet information available for attendees.
- Be available to answer questions as needed.
- Collect nametags at the end, give box to next registrar when appropriate.
Technology Specialists: Appointed by Chapter President to provide technical assistance for maintaining the chapter email list, the website and the Facebook page, and assisting with the Chapter’s technological needs at retreats and other Chapter events. The Tech Specialists respond to requests from officers, chapter leaders and members for assistance with the Chapter’s communication systems.
Current practices for fulfilling these responsibilities include:
- Maintain and troubleshoot the Chapter email list-serve
- Add new chapter members to list-serve upon request from Membership coordinator
- Respond to requests from Secretary to assist with website and Facebook page maintenance and update.
- Provide tech help (in person or by consultation) during Chapter meetings with projectors, sound, boosting wifi signal, etc. (Earl Koteen is custodian of the Chapter’s signal repeater)
Seminary Liaisons – to support outreach and welcome to seminary students each year the Chapter identifies one individual each to be a liaison for Unitarian Universalist students at Pacific School of Religion and Starr King School for the Ministry. The liaisons coordinate with the activities of the MFN.
Ministerial Formation Network: Created and administered by the UUMA through a UUMA-appointed Chapter Liaison who assists the UUMA with recruiting and supporting Vocational Advisors and Discernment Group leaders. Connects newly eligible aspirants and candidates to the MFN program. Ensures the MFN is fully implemented in the chapter, including planning and leading an annual MFN retreat. Coordinates with the chapter’s Seminary Liaisons.
