I will be away from September 3 through September 14 If there is an urgent message for me, please contact Jessica Meis at admin@ucevanston.org or call the general number at UCE 847-864-1330.

This is an exciting week for UCE as we plan for the parking lot blessing scheduled for next Wednesday. Please see information in this newsletter. Greg Grabowski, Janelle Brittain and I have been busy working on punch lists, sharing ideas on landscaping, hiring our grounds care person to lay mulch, trim trees, and install sod. Liz and Steven have diligently watered new sod.  Greg and I are currently orchestrating the installation of our new planters which will serve as protection for those who are making their way from our sidewalk to the accessibility ramp. These planters will also provide a spark of color to the entrance our church. Our parking lot and entrance to our beloved space is forever changed in a lovely way. In the fall we will resume planning for an accessible and inclusive bathroom in the lower level, as well as the Intergenerational Playscape east of the wing and the accessibility ramp from the southwest sanctuary door. Please visit the Capital Campaign page to follow updates on Capital Campaign projects as we continue to move forward.

Greg Grabowski and I are working on a team with Andy Schlickman and Michael Drennan of the Green Team to explore sanctuary cooling options for our sanctuary. We have been meeting at 9 a.m. every Monday morning for several weeks and will continue to do so until our research, the consultant’s work is complete, and we make a final decision on the appropriate system for our sanctuary. Once complete the consultant will prepare drawings and send RFPs to HVAC companies to obtain competitive bids for the work. I will keep you apprised in future newsletters, as will Janelle Brittain, CCIC Chair, in her monthly reports and newsletter articles.

Meanwhile, work continues on the wing and lobby as Johna VanDyke coordinates new lighting above the furniture and near the washrooms. Projects for the fall include new furniture for the lobby and room 2 as well as a streamline kiosk with a computer for the lobby where visitors can sign in and REALM, our database, can be accessed.

During this period of working at home we are all busy keeping programs at UCE running. On the administrative end of things Eileen and I have been reviewing and updating UCE Guidelines, Personnel Guidelines and Compensation Guidelines. Board policies call for 3-5 year reviews on each of these items. We are taking this time to ensure we are staying up-to-date.

I attended our annual board retreat last weekend. The meeting was facilitated by our Interim

Minister Karen Gufstafson and Board Chair Jessica Tomell-Presto. Friday evening was an

Opportunity for each of us to lean into the process, break out into small groups and get to know one another on a deeper level as we prepared for the work of the day on Saturday. We delved deeply into the discussion around Widening the Circle and sharing meaningful exchanges about white supremacy, anti-racism, and the work ahead of us as a church, board, staff and congregation.

After a couple of false starts I will be taking vacation starting Thursday, September 3 and returning Tuesday, September 15. On September 15 I have the honor of joining UU Regional

Executive Directors and Senior Administrators on a first-ever zoom gathering. It will be inspiring to share ideas on how our work has changed as we transitioned to working at home,

holding zoom meetings, and conducting essential fundraisers. Earlier this summer I attended AUUA days as part of General Assembly this year. We had a record-breaking 160 participants on a two day zoom event. These opportunities to share with colleagues is important during this time of COVID-19 church closures.

As you know, UCE’s rental program has suffered due to the COVID-19 closure of our building. We are now offering meeting space for groups of 10 or smaller, as well as outside space for groups of 25 or smaller, as long as they meet our safety criteria and adhere to our UCE COVID Phase 4 guidelines compiled by our UCE COVID Task Force (Executive Staff, UCE Attorney, and member physicians). If you know of not-for-profits or individuals who need a place to gather during these times, please let me know. Ask them to email me at srobinson@ucevanston.org.

Last but not least, we are almost ready to rollout REALM, our new membership database. Tom Carlton, Project Manager, Adam Gough and Jessica Meis will inform congregants about this exciting launch and how you can participate in upcoming newsletters.

Sandra Robinson, Executive Operations Director

Hello everyone. My report will bring you up-to-date on many areas of interest at UCE.  

Finance 

It has been a challenging time to navigate these COVID times when financial uncertainty has prevailed. Over the past several months I have prepared financial projections and have worked closely with our Treasurer Susan Comstock and Staff Accountant Vickie Doebele to ensure we are on top of income and expense. The good news is that we ended the fiscal year far better than anticipated. We will close the books with a gain of approximately $5,000. This is due to the generous contributions by congregants, expense control, and a lower than expected attrition rate. Thank you to everyone who paid your pledges and contributed far and above. Your generosity and support of UCE keeps us moving forward during difficult times.  

Our shared offering has been favorable even during summer months when it often declines.  

Please remember to send your nominations for Shared Offering by July 31. The Social Justice Council will be voting on these nominations. See the article in this week’s newsletter. 

Integrated Stewardship Council – ISC welcome Rob Wingader as one of our new members-at-large. We have not yet selected our second member-at-large. Rob will serve a two–year term. He has served as Treasurer at his previous congregation. Welcome Rob, we are excited that you are joining this group of UCE Financial leaders.  

PPP Update: I received paperwork from the financial institution who granted us the PPP loan. Our outside accountant Julie Pierce has done a payroll spreadsheet for UCE and will fill out the application in August, well within the period allowed. Our staff has followed SBA guidelines for accounting of these funds. 

Capital Campaign Projects Progress 

I hope you have an opportunity to drive by and look at our new sidewalk and parking lot.  

It is fresh, new and an excellent improvement to our property. Electric work from the lot to the north side of the lobby will be done next week. The overhead electrical will be removed when the electrician completes their new conduit & wiring work & can enable the underground power.  

Solar shades will be installed July 21 in the office, Rm. 2 and Rm. 3.  

Wing flooring replacement is in progress. These tiles will beautifully compliment the lobby flooring. 

Fundraising 

Susan Comstock, Jenny Walsh and Cathy Deamant have launched planning efforts to hold Serendipity Auction virtually this year. It is rather clear that by November we will not be gathering in a crowd of 180 people, so they are exploring ways to help us meet our fundraising goal and create some fun for our congregation in doing so. Stay tuned for details.  

Chris Allender and Alice Swan are working on a “pilot” program to sell rummage sale items online. Some donations have been received. They will review the items, photograph them and sell on various online venues such as Facebook Marketplace, Facebook Yard Sale, Craigslist, Ebay and other platforms.  If this initial effort works out well, we will explore a more expanded online sale. Who knows, by next spring maybe we can hold a sale on our new parking lot.  

COVID-19 Actions, Learnings, and Guidelines 

I have been updating on a regular basis a document started by the Board of Trustees that documents actions we have taken since before shelter-in-place through today and learnings we have gained from these actions.   

A UCE COVID Task Force was formed in early March. The group is comprised of the Ministers, EOD, Executive Committee, 3 UCE medical professionals and our Church Counsel Dana Deane. Guidelines for small group meetings were developed by this team and are published on the home page of our website as well as a link in the newsletter. We are encouraging congregants to continue to meet virtually. These guidelines are for a small group meeting of 10 or fewer, distanced and masked, as well as outdoor meetings of 25 or fewer with same protocol. If you are thinking of a meeting at UCE please read the guidelines very carefully to see if it is the right thing for your group during Phase 4. There are specific procedures and questions to consider before planning a meeting.  

General Assembly AUUA Days   

 On Tuesday, June 23 and Wednesday, June 24 attended AUUA Days, a gathering of Administrators and Executive Directors. 160 people were in our virtual meetings, the largest gathering of AUUA Days ever. The keynote speakers were Barb Greve and Elandria Williams of BLUU/BLM. This was a dynamic discussion. There was also a presentation by Mandy Neff who shared with us ways to practice self-care through spiritual practice during these challenging times. On Wednesday we heard from Jan Gartner and others from the UUA on Church Staff Finance, including Charissa Benak, the Retirement Plan Specialist.It was a satisfying two days of reconnecting with colleagues, as well as meeting new ones.  

I am pleased to announce that we were approved for a PPP loan in the amount of $72,012, which could be forgiven. This will not change the budget for 2020/21 as most of the payroll expenditures will be made for personnel from May 8 when the funds were deposited into our checking account through July 3 which completes the 8-week time frame we must follow.   

I met this morning with CJ Presto, Accountant/former UCE Treasurer, and Vickie Doebele, UCE Staff Accountant, to document steps that are required for possible forgiveness of the loan.  

We are carefully following the CARES Act guidelines. If the loan is forgiven, this help stabilize our financial position, hopefully preventing us from reducing salaries, requiring furloughs or making layoffs. If reopening is greatly delayed our 2020/21 budgeted amounts for our fundraisers and rentals will not be met and will result in not meeting our planned budgeted income. Loan forgiveness is essential to help us overcome this loss.  

We have retained our staff during the closure period, including childcare, kitchen staff and lobby staff even though their services are not needed at this time. Our hope and intention is to pay these employees through at least June 30. If you are curious what the rest of us are doing as we work from home here are some highlights.  

Liz and Steven Eason check into the church every other day and keep things clean. They are available for special projects when asked. They have changed light bulbs, cleaned the lower level, carried boxes up for Carol as she stocks the kitchen, and sorted through Fair Trade items for Joan.  

Jessica Meis continues all communications, messages to members, newsletter and has kept the tracker for pledge drive, and does social marketing for UCE. She is currently working with our staff and board to organize the annual meeting on Sunday.  

Adam Gough is visible to many of you as he is working on virtual worship services, pulling together and producing the combined recordings of the ministers, music and other worship components. Adam is working on a project with Board member George Monical and Brian Nielsen is helping congregants who are in need of tech assistance for worship, the annual meeting and other virtual meetings. He assists small group meetings with tech needs.  

Vickie Doebele comes to the church two to three times per week to keep our books in order. Vickie provides reports to me and to committees and councils, as well as Endowment. She is currently working on pledge statements scheduled for mid-may so that members and friends can pay their 2019/20 pledges prior to the end of the fiscal year on June 30.  

Karen Mooney has stepped up immediately. The day she began work at UCE is the day we learned our member had become ill with COVID-19. She stayed until 9:30 that evening strategizing with Eileen and me, talking with health officials and making decisions about our closing. Karen has jumped right into social justice and membership efforts. There have been 11 people attending the virtual membership orientation meetings. She participates in some of the sunday worship services and helps extensively with pastoral needs.  

Rev. Eileen Wiviott, Karen Gustafson, Vickie Hellyer and Gregory Shifrin work on sermons and music throughout the week to provide such meaningful worship on Sunday morning. Their contributions have touched the lives of many, not only in our congregation, but beyond. Typically, over 200 people attend the virtual service and several hundred throughout the week return to the website to view the service. Eileen continues to guide staff and lead our weekly virtual staff meeting, as well as pastoral care. Karen Gustafson is engaged in her interim work with regular communications to our congregation.  

Sandra Robinson. I have been working on financial matters. Over the past month and a half I have filled out PPP applications, have prepared financial projections, and met with Integrated Stewardship Council, the Pledge Drive Team, and wrap up on the kitchen project. A good deal of my time aside from financial is spent with the Capital Campaign Implementation Committee. We are finalizing details for permits for the parking lot, drain sewers, electric work and a walkway from Greenwood to the building so that we can move these projects up to June. Johna VanDyke, Sandy Danforth and I are working on new shades and flooring for the wing and lobby floors.  

Your staff is working hard to keep the church meetings, programs, and worship services going forward without a building. Stay well, keep distancing and stay connected. If you need assistance in any way, please telephone the church at 847-864-1330. The call is forwarded to Jessica Meis. If you have questions about my report please email me at srobinson@ucevanston.org 

Sandra Robinson, Executive Operations Director

Hello to all from my home office.  

Today I will give you some insight into what I have been involved in this week. 

On Monday and Tuesday I completed the Paycheck Protection Program (part of the CARES Act) application with the hope that we can obtain a loan with a 1% interest rate.  This loan will be forgiven if we use the funds for paying staff. Currently, most of our staff is working from home, keeping up with their regular duties and helping us serve our congregation remotely. The exception is lobby staff, kitchen staff and child care. We have estimated their typical hours and, so far, continue to pay them. Each person is valuable to us and we want to keep them during these difficult times. The PPP loan will assist in that effort.  

This week I am also working on projecting the church’s income through June 30, which I will share with the Integrated Stewardship Council at our Zoom meeting on Tuesday evening. I am projecting expenses and income and assessing where we will be at the end of our fiscal year on June 30. Your pledge payments will help us get through these tough times. However, we will experience a substantial loss due to the cancellation of Rummage Sale and many rentals. I continue to work with our existing renters on event rentals late in the calendar year and early next year, and we are also hopeful that it may be possible to stage the Rummage Sale in the fall. However, the loss of rentals and the Rummage Sale will result in at least $46,000 lost revenue in this 2019/20 fiscal year.  

The Pledge Drive Team continues to meet on Zoom each Tuesday to review pledges received for our upcoming 2020/21 fiscal year, and our strategy for contacting members to encourage pledge forms to be turned in. This week a small group of stewards are calling upon those who have not yet pledged. We need a pledge form from everyone—even if you are unable to pledge, please sign the member affirmation line and return to us. These commitments are crucial as we review a few versions of a budget we compiled when we realized our world was shifting and our income next year may be impacted. As we know more we will keep you informed.   

Throughout the many challenges and griefs resulting from the virus threat, we have learned to be tech savvy and stay connected to fellow staff members, the board and ministers. Adam has been helping us with Zoom and, as you know, has been the key driver in the virtual service technology.  

Projects continue to move forward. Our Capital Campaign Implementation Committee is making great strides to get five major projects done in the next two months. I will not expand on these as Janelle is looking forward to providing you and updated timeline in next week’s newsletter. We are taking advantage of the time the building and exterior is not in use to move projects up so that congregants can enjoy the many benefits of our Capital Campaign. Carol Nielsen and I stayed with the kitchen project through the end and continue to talk about punch lists, items to be restocked and items we are still awaiting to be shipped to complete our wonderful new space.  

On the last day we were open, March 11, our new phone system was switched over and calls are capable of being forwarded to Jessica Meis at home. Congregants can call or email UCE, and Jessica is very ably helping congregants with all of their questions. We are trying to keep the daily operations of UCE as normal as possible. Thank you for all your good cheer and support—the staff greatly appreciates it! 

Sandra Robinson,
Executive Operations Director

Thank you to everyone who attended the two town meetings on Sunday. There were many good questions and comments. It is a joy to see the interest and participation in what is happening with the Capital Campaign and the many improvement opportunities the campaign is making possible. The Capital Campaign Implementation Committee members are Janelle Brittain (chair), Sandy Danforth, Vickie Doebele, John LaPlante and myself. Carol Nielsen (Kitchen) and Greg Grabowski (Parking Lot)  have been very active as Project Leaders assisting the CCIC.

As reported by Carol Nielsen in the town hall meetings the renovated kitchen is poised for opening mid-March if all continues to go as well as it has to-date. The parking lot reconstruction will begin late July. Electricity to the parking lot and drain sewers are part of the overall parking lot reconstruction plan. Please take a moment to look at the Capital Campaign timelines posted throughout the church. This timeline was discussed at the town hall meetings. If you have questions or need more information, please contact me at 847-864-1330 or srobinson@ucevanston.org. I can answer your questions or connect you with the appropriate committee member.

There are two Budget Town Hall meetings scheduled for Sunday, February 9 at 10:30 and 12:30 p.m. after each service. These meetings provide an opportunity for you to hear about the proposed budget for the 2020-2021 fiscal year. The process began with the Budget Working Group of the ISC preparing a draft budget, followed by Integrated Stewardship Council review. The ISC recommended the budget draft for review at the January Board of Trustees meeting where the draft was approved. We invite you to attend to learn more. The final budget will be approved at our May Annual Meeting.

Pledge Drive 2020 will kick off with a Peter Mayer concert on Saturday, February 22 followed by a special day planned for Sunday, February 23. Stay tuned to the newsletter and website for more information to follow for an exciting Pledge Day.  Concert details are on the web and tickets are available on Eventbrite. A link is provided in the newsletter and website.

Coming soon to the staff pages on the website are Mission Based Staff Bios. Each staff member is writing their own Bio with background on themselves, their work at UCE, and how their work ties into our mission. We decided to take the time to consider and articulate how we contribute to UCE’s mission as a staff, just as we are asking the congregation to do the same in this period of interim work and re-dedication of our mission.

Also in the works is a thorough examination of the website and changes that will make navigation easier and topics easier to find. If you are a team or committee leader remember to provide information to Jessica so that your section on the web can remain up-to-date with current information and activities. The team members working on the website updates are Jessica Meis, Adam Gough, Marianne Griebler, Michelle Novak, Emily Sanna, and Carla Williams. Thank you all for the professional guidance and input you have provided to make our website even better.

Regards,

Sandra Robinson

From Sandra Robinson, Executive Operations Director

January 10, 2020

So much good is happening at UCE. Our interim work continues, our website is being refined and updated in a more user-friendly format, capital campaign projects are moving forward and much more.

There is very exciting news on the Capital Campaign. Our kitchen renovation began yesterday at 10 a.m. Crews have removed all cabinetry and fixtures. Our plan is on target in terms of timing and costs. You will notice on Sunday that the area is cordoned off with plastic. You will not be able to enter the work area, but you will be able to see that we are well underway. Coffee hour will still take place between services and after service at the back of the sanctuary.

The parking lot project planning is still underway with requests for pricing sent to out and due to be received by January 22. Greg Grabowski, John LaPlante and I (Capital Campaign Parking Lot Sub-Committee) will review bids for the lot, sewer drain replacement and electric to the lot. A report will be made to the CCIC at our early February meeting. Additional information will be communicated to the congregation as we move along on this project.

Please attend our upcoming Capital Campaign Town Hall Meetings – Sunday January 26 at 10:15 a.m. after the first service and Sunday January 26 at 12:30 p.m. after the second service. A timeline of upcoming and future projects will be shared with the congregation at that time. Much work on the part of the Capital Campaign Implementation Committee has been underway over the past few several months. Members of this team are Janelle Brittain, Chair; John LaPlante, Sandy Danforth, Vickie Doebele and myself.

You will notice beautiful new treads on the stairs going to the lower level from the lobby. These new treads have safety strips to improve visibility and reduce slipping. New tiles replace the severely worn, old and damaged tiles in the tunnel area, as well as the area just outside the furnace room adjacent to the hallway leading to lower level classrooms.

The Budget Working Group of the Integrated Stewardship Committee has met twice to begin the formation of our 2020-2021 budget. Many components go into this budget as there are moving parts that we must focus on, including future ministry plans. Members of the Budget Working Group are Susan Comstock, Treasurer; Rev. Eileen Wiviott; Tom Ticknor, ISC member-at-large, Martha Holman ex-officio as Board Chair and myself as Executive Operations Director and ISC Staff Lead.

A Budget Town Hall meeting is being planned and will take place in early February. An announcement will be in the newsletter, member-to-member and communication sources to the congregation.

Susan Comstock and I have been working with the Integrated Stewardship Team to update UCE Financial Procedures. This is a document written and implemented ten years ago and is revised every three years. This is an excellent document that serves as a guide on how we manage our financial processes and procedures.

Holiday Greetings from your Executive Operations Director – November 29, 2019

I hope that you have had a Thanksgiving Day filled with good moments and plentiful food with family and/or friends.

Exciting News! Operating and Capital Campaign 2019/2020 statements were produced and sent via email from our new database system REALM. This is exciting as we have been inputting data and working toward launch for some time. This brings us a big step forward. Thank you to Tom Carlton, Project Manager, who has been working with the system to produce statements, as well as align our pledge and payments processes in REALM.  Melanie Kitchner and Vickie Doebele have done a great deal of work inputting data into REALM these past many months. Thank you. 2019 year-end tax statements will be generated early in January.

A new kitchen staff hire was made Wednesday. Join me in welcoming Sydney Bias on Sunday. Sydney has had lots of experience in kitchens, has his food handling license, and has run the soup kitchens at Ebenezer Church here in Evanston. Sydney lives close by. Please stop in and say hello as he begins his first day of training and kitchen coordination.

This Wednesday, the two lobby washrooms were painted and new vinyl base trim was installed. Once dry we will install lovely framed artwork that we inherited through the Rummage Sale. Please enjoy the new and improved, lighter and brighter washrooms.

Simultaneously, Dan from Dahlia Floors has been installing new tiles and vinyl base trim in the lift lobby area (tunnel) and outside the furnace room, which abuts the existing tiles in the lower level. The LULA has also been recently repainted and new tiles were installed today to match the area outside the lift doors.  This area has needed care for some time. I have also ordered new treads for the stairs leading to the lobby from the tunnel. It really looks fresh and nice. These were planned as operating fund expenditures. As part of the Capital Campaign new lobby, wing, and classroom flooring will be installed. Johna VanDyke is working on that project. Thank you, Johna.

Carol Nielsen and I made a visit to a cabinet company to get samples and figure out new cabinetry for the kitchen rehab project. Carol has done a great deal of work with the architect Thomas Ahleman and his associates. The kitchen will close just after a memorial service on January 4 and will reopen in March.

Work continues by the Capital Campaign Implementation Team, of which I am a member. A town hall meeting will be held on Sunday, December 15 following the Sunday service Pageant. You will be provided with updates on the work done on the parking lot and highlights from the kitchen work. CCIT will be on hand to provide information and answer questions. Please join us.

The Stewardship 2020 Task Force, requested by the Board of Trustees, has met to discuss strategies for the upcoming March 2020 Pledge Drive. We have an outline of ideas for the drive. We are looking for co-chairs. If you are interested or know someone who may be, please contact me. Members of the team are Shirley Adams, Jean Butzen, Kristen Larsen, Susan Comstock, and myself.

Our new phone system is operable. The sticking point is our level of comfort with our door intercom system and the phone working together. So far this week it has worked for 8 days. If this continues we will launch into the phone system switchover. Adam Gough has been heading up this effort. Thank you, Adam.

As the leaves change and I witness autumn colors like an artist’s palette beyond my window, I feel gratitude for the healthy process of letting go and opening up to all that surrounds me. I am grateful for the process of change at UCE that will allow us to rediscover our purpose and path.

Our work as a staff has been enlightened by our Interim Minister Karen Gufstafson. New staff members are making a difference in our ability to expand our capabilities. Thank you to Jessica Meis, Adam Gough, Vickie Doebele, as well as long time staff members Liz Kennedy and Steven Eason. Mary Jean Brandt is now filling our Sunday lobby staff position. Each of you are doing a great job and are so appreciated.

Among many other tasks, Adam Gough, Congregational Life Assistant and AV Tech, has been dedicated to making our new phone system work with the automatic doors, which is no small task. Once this is accomplished we will transfer over to our VOIP phone system.

Jessica Meis is adjusting her hours and the UCE office hours. Please note her announcement in this newsletter. This schedule accommodates Jessica’s long commute and continues to provide good coverage for the UCE office.

Next week Robb Geiger, Doug Erickson, Dale Griffin and a fourth volunteer will be installing new light bulbs in our sanctuary. This is no small task. Thank you to Robb, Doug and Dale for your skills, courage, and generosity of time. Serendipity Auction will be all the better as a result of your good work. Auction goers will be able to see the bid sheets for signing up for great items on Saturday, November 19.

Painters are scheduled to paint the lobby bathrooms and repair the walls in the wing hallway in two weeks.

I am working with a floor vendor to replace the tiles in the lower level elevator exit area and stairs leading to the lobby. This area is shabby due to age, wear and tear, as well as damage from the old chair lift removal.

Tom Carlton, our invaluable data volunteer and REALM Project Manager, will meet with staff soon to get us closer to our goal of launching REALM. Staff will do a deep dive soon into training once Tom feels all details are in order.

Thank you to our Capital Campaign team for your hard work and dedication toward reaching our goal. These many projects will enhance our worship space and provide a safe, clean, updated and beautiful place for us to be together. Martha Holman, Gillian Lawrence, and Dan Lawrence, you have provided excellent leadership and inspiration.