Pilgrim House

Unitarian Universalist Fellowship

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Program Chair

Prepared May 21, 2003

Responsibilities

The Pilgrim House Program Committee Chair is responsible for the Sunday Morning adult programs. The Program Committee Chair also provides input to possible mid-week adult RE study topics.

Activities and Processes

• Coordinate monthly meetings with program committee including setting agendas and keeping meeting focused and productive.
• When planning programs, the chair needs to ensure that a balance of spiritual and intellectual programs is maintained. This is in accordance with one of the goals from the last long range planning committee project.
• If a speaker cancels, especially if last minute, come up with replacement and communicate to facilitator, music coordinator, and program committee.
• Work with the RE director on all intergenerational programs.
• Assign various contacts and potential ideas to committee members for program bookings and appropriate follow-up.
• Send out speaker confirmation letters that includes date of program, a brief description of PH (service time, general timing of Sunday mornings, and historical background), directions, and PH contact if they have any questions. Generally the program committee member contacting the individual doing the talk handles this.
• Take notes and distribute meeting minutes (or delegate to another committee member). E-mail to program committee members and PH board chair each month.
• Maintain program grid for the year including speakers name, title of program, PH contact and any fee. This too should be e-mailed to program committee members each month.
• Monitor the budget for speaker’s fees and balance programs as needed financially.
• Create program titles and descriptions for monthly newsletter and Sunday bulletin. Generally the program committee member contacting the individual doing the talk handles this. Once all the programs for the month have titles and descriptions, e-mail to the newsletter coordinator and individual in charge of printing the Sunday bulletin.
• Review incoming PH mail from the program mailbox for possible program ideas. Document and save pertinent mail in program committee folder for future use.
• Primary internal contact for any program ideas that PH members might have. Present ideas to program committee and follow-up accordingly.
• Communicate speaker’s fees (including who the check should be drafted to and amount of check) with the treasurer and ensure that the speaker is paid for their services.
• Coordinate with facilitator speaker introductions. Again, the program committee member contacting the individual doing the talk generally will make the introduction.
• Attend monthly board meetings as the representative of the program committee. Relay any pertinent information or concerns from these meetings to the program committee.
• Maintain a program committee folder pass on to future Program Committee Chairs.

Sources

Program ideas come from several sources. They include:

• Stonetree Spiritual Resources (web site)
  • A great site, highly recommended
• Internal contacts
  • PH member resources/programs/suggestions
• Ideas/contacts from fellow committee members
• Other UU newsletters
  • Previous programs/speakers
• Miscelaneous
  • Incoming PH mail