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Safety Committee Charter

1. General Purpose and Vision

  1. 1 While our first goal is to prevent emergencies, we also prepare for them. By asking difficult "what if" questions, we seek to expose safety issues that First Parish may have to confront, then design specific policies to deal with those issues that seem most probable. We strive to provide:
    1. 1.1 a safe environment for congregants, visitors, staff, and tenants,
    2. 1.2 adequate, effective procedures to relocate as needed if our campus becomes
      unsafe for any reason,
    3. 1.3 and clear policies, practices, and procedures to ensure safe interactions among all individuals on our campus.

2. Alignment to First Parish Mission

  1. 1 Mission: "We choose to be a liberal religious community, welcoming to all. We encourage each other on our spiritual journeys, support one another through the changes in our lives, and challenge the excesses and injustices of our time. Called to love and upheld by joy, we live our faith. Adopted by the Parish Committee March 28, 2010."
  1. 2 Feeling safe is at the core of being welcoming, encouraging, and supportive; therefore, we strive to provide a safe environment. However, during worship or another activity on our campus, people experience all the risks of life. Ensuring a safe environment for all church sponsored activities occurring within the building and in the larger community beyond requires advance preparation for these risks.

3     Leadership and Membership

  1. 1 Committee members - Committee members are recruited ad hoc, need not be members of First Parish, and serve at will, with the approval of and at the pleasure of the Parish Committee.
  1. 2 Officers of the Committee:
  1. 2.1 Chair – elected by members present each year in May. If no chair is elected in May for the coming year, the chair can be elected at any subsequent meeting.
    1. 2.1.1 Duties:
      1. 2.1.1.1 set the agenda for the meeting
      2. 2.1.1.2 chair the regular meetings
      3. 2.1.1.3 appoint a Clerk for the meeting to take the minutes
      4. 2.1.1.4 archive past meeting minutes on the First Parish web site after approval by the committee
      5. 2.1.1.5 manage the committee's goals and responsibilities
  1. 2.2 Vice Chair - elected by members present each year in May. If no vice-chair is elected in May for the coming year, the vice-chair can be elected at any subsequent meeting.
    1. 2.2.1 Duties:
      1. 2.2.1.1 to take over the duties of the Chair whenever the Chair is unavailable. If the Chair resigns, the Vice Chair becomes Chair and a new Vice Chair is to be elected. If the current Vice Chair declines to serve as Chair, the Vice Chair will serve as Acting Chair until a new Chair can be elected.
      2. 2.2.1.2 to assist the Chair as needed and requested
  1. 2.3 AED Battery Chief – appointed by the committee.
    1. 2.3.1 Duties:
      1. 2.3.1.1 to check or arrange that others check the AED battery at regular intervals.
      2. 2.3.1.2 If the battery is low, to notify the office and the committee to arrange for replacement
  1. 2.4 Clerk - appointed by the committee for each meeting from the members present at the meeting.
    1. 2.4.1 Duties:
      1. 2.4.1.1 to take minutes of the meeting
      2. 2.4.1.2 to submit those minutes to the committee for approval
      3. 2.4.1.3 to submit those minutes to the chair to archive after approval
  1. 2.5 Members at Large
    1. 2.5.1 Duties: to attend meetings as able and perform committee work
  1. 2.6 Ex Officio Physician Advisor
    1. 2.6.1 Duties: to advise the committee on medical issues
  1. 2.7 Affiliated Staff - Minister, Religious Education Director, and Office Manager

4     4. Meetings  

  1. 1 Safety Committee meetings are open to all.
  1. 2 Business meetings are held once a month in the room assigned by the Office Manager during the regular church year. Currently meetings are generally on the fourth Monday of the month.
  1. 3 Business meetings are conducted using parliamentary procedure. Robert's Rules of Order are the reference guide for the conduct of meeting, always bearing in mind that under no circumstances should undue strictness be allowed to intimidate members or limit full participation. In practice, most decisions are made by means of discussion and consensus.
  1. 4 Additional meetings for training and for special events and projects are also held at the discretion of the committee.
  1. Calendar Year                 
    1. 1 Monthly meetings, fourth Monday September through June
    1. 2 Business conducted in specific months:
      1. May meeting – annual officer election
      2. June meeting – annual charter review
    1. 3 Annual events to be arranged:
      1. 3.1 arrange CPR/AED training if there is sufficient interest, coordinating with STAR, or publicize local CPR/AED class options
      2. 3.2 evacuation practice
      3. 3.3 evacuation drill
      4. 3.4 Other meetings as approved by the committee
    1. Specific Duties and Responsibilities       
      1. 1 Administrative
        1. 1.1 update charter annually
        2. 1.2 write safety policies and shepherd though approval process
        3. 1.3 write and distribute annual report by May 1st or whenever required for the annual meeting material
        4. 1.4 provide current and accurate safety information for the First Parish web site
      1. 2 Evacuation
        1. 2.1 publicize official evacuation plan
        2. 2.2 be available to advise and assist with evacuation practices
        3. 2.3 plan, organize, and help staff evacuation drills
      1. 3 Check AED battery regularly and arrange replacement if necessary (shared with Property Committee)
      1. 4 Arrange annual CPR/AED training if there is sufficient interest coordinating with STAR or publicize local class options
      1. 5 Communication and education about safety issues and policies including:
        1. 5.1 E-Bulletin
        2. 5.3 Spire articles
        3. 5.3 information on the First Parish website
      1. 6 Establish communication and liaison with various committees and groups including but not limited to:
        1. 6.1 Parish Committee
        2. 6.2 Property Committee
        3. 6.3 Ushers
      1. 7 Research what resources and materials the district and UUA can provide
      1. 8 Respond as required to concerns brought to the committee
      1. 9 Meet annually with staff to discuss safety issues
    1. Annual Objectives     
      1. 1 Objectives for 2015-2016
        1. 1.1 recruitment
        2. 1.2 review and update charter
        3. 1.3 write and distribute annual report by annual meeting proceeding publication deadline [ approx May 1st]
        4. 1.4 publicize evacuation plan
        5. 1.5 check safety information on First Parish web site especially the evacuation plan
        6. 1.6 review and implement approved evacuation policy
        7. 1.7 write privacy guidelines and shepherd through approval process
        8. 1.8 verify that tenant letter has been distributed to all current and new tenants
        9. 1.9 have an evacuation practice
        10. 1.10 have an evacuation drill
        11. 1.11 regularly check AED battery
        12. 1.12 arrange CPR/AED training if there is sufficient interest, coordinating with STAR, or publicize local CPR/AED class options
        13. 1.13 publish Spire and E-Bulletin articles
        14. 1.14 update Safety Committee information on the First Parish website
        15. 1.15 have a safety liaison or communication with various groups
        16. 1.16 research district and UUA resources
        17. 1.17 meet with staff
        18. 1.18 meet with volunteer leaders
        19. 1.19 continue to address air quality in all First Parish buildings
        20. 1.20 continue to explore procedures for watching for intruders during services and other events, and responding to possible threats of violence
      1. 2 Objectives for 2016-2017
        1. 2.1 recruitment
        2. 2.2 review and update charter
        3. 2.3 work on any objectives left incomplete from the previous year
        4. 2.4 write and distribute annual report by annual meeting proceeding publication deadline [ approx May 1st]
        5. 2.5 publicize evacuation plan
        6. 2.6 check safety information on First Parish web site especially the evacuation plan
        7. 2.7 write an open flame policy and shepherd through approval process
        8. 2.8 verify that tenant letter has been distributed to all current and new tenants
        9. 2.9 have an evacuation practice
        10. 2.10 have an evacuation drill
        11. 2.11 regularly check AED battery
        12. 2.12 arrange CPR/AED training if there is sufficient interest, coordinating with STAR, or publicize local CPR/AED class options
        13. 2.13 publish Spire and E-Bulletin articles
        14. 2.14 have a safety liaison or communication with various groups
        15. 2.15 research district and UUA resources
        16. 2.16 meet with staff
        17. 2.17 meet with volunteer leaders
        18. 2.18 continue to address air quality in all First Parish buildings
        19. 2.19 continue to explore procedures for watching for intruders during services and other events, and responding to possible threats of violence
    1. Outcome Measurements    
      1. 1 Did we complete the objectives listed in Section 7: Annual Objectives?
    1. Reporting Requirements   
      1. 1 Archive minutes on the First Parish web site
      2. 2 Annual report to Parish Committee, Office Manager, and Congregation due May 1st or whenever required for the annual meeting material
      3. 3 Reporting as required to increase preparedness and awareness among the congregation, visitors, staff, and tenants
    1. Relationships
      1. 1 Professional Staff
        1. 1.1 All our professional staff are principal authors and enforcers of safety policies for staff, volunteers, congregants, tenants, and visitors, in cooperation with the Parish Committee and other church groups.
        2. 1.2 All our professional staff will, by the nature of their positions, have leadership roles in an emergency. The Safety Committee seeks to establish communication and meet annually with these staff members.
        3. 1.3 The Minister, Religious Education Director, and Office Manager are affiliated staff.
      1. 2 Volunteer Leadership
        1. 2.1 Volunteer leaders such as Worship Associates, Youth Advisors, members of YAC, and Religious Education teachers will, by the nature of their positions, have leadership roles in an emergency. The Safety Committee seeks to establish communication with these groups.
      1. 3 Committees and other Internal Groups
        1. 3.1 The Safety Committee seeks to establish communication and liaison with various committees and groups including but not limited to:
          1. 3.1.1 Parish Committee
          2. 3.1.2 Property Committee
          3. 3.1.3 Ushers
      1. 4 External Groups
        1. 4.1 The Safety Committee seeks to communicate safety issues and procedures to tenants.
    1. Annual Budget and Spending Authority
      1. 1 The Safety Committee has no annual budget or line item in the budget.
      1. 2 The expense and maintenance costs of the AED unit have been assumed by the Property Committee.
    1. History of Safety Committee Officers and Members
    • 2015-2016

    Chair: Jennifer Kobayashi Vice-chair: Phil Lewis
    Battery Chief: Rachael Stark Ex Officio Physician Advisor: Robin Schoenthaler, MD
    Members at large: John Hodges, Barbara Tosti

    • 2014-2015

    Chair: Jennifer Kobayashi Vice-chair: Phil Lewis
    Battery Chief: Rachael Stark Ex Officio Physician Advisor: Robin Schoenthaler, MD
    Members at large: John Hodges, Barbara Tosti

    • 2013-2014 (changed name to Safety Committee)

    Chair: Phil Lewis Vice-chair: Jennifer Kobayashi
    Battery Chief: Brandy Wyant Ex Officio Physician Advisor: Robin Schoenthaler, MD
    Members at Large: John Hodges, Rachael Stark, Barbara Tosti

    • 2012-2013 (called Safe Congregations Committee)

    Chair: Gwenyth Hooper Vice-chair: Phil Lewis
    Ex Officio Physician Advisor: Robin Schoenthaler, MD
    Members at Large: John Hodges, Jennifer Kobayashi, Rachael Stark, Barbara Tosti, Brandy Wyant

    • 2011-2012 (called Safe Congregations Committee)

    Chair: Gwenyth Hooper
    Members at Large: Peggy Gardiner, Patricia Hawkins, John Hodges, John Laurenson, Phil Lewis, Rachael Stark, and Barbara Tosti

    • 2010-2011 (called Safe Congregations Committee)

    Chair: Gwenyth Hooper
    Members at Large: Josh Davis, Peggy Gardiner, Patricia Hawkins, John Hodges, Jennifer Kobayashi, Phil Lewis, Robin Schoenthaler, Rachael Stark

    • 2009-2010 (called Safe Congregations Committee)

    Chair: Gwenyth Hooper
    Members at Large: Josh Davis, Peggy Gardiner, Patricia Hawkins, John Hodges, Judy Hogan, Gwen Hooper, Jennifer Kobayashi, Phil Lewis, Robin Schoenthaler, Rachael Stark, Mary Steuart, Barbara Tosti

     

630 MASSACHUSETTS AVENUE   ♦   ARLINGTON, MASSACHUSETTS 02476   ♦   781-648-3799

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