MEMORANDUM
To: Any BVUUF Committee, Department or Member
with Items in Storage
From: Building Committee, Storage
Sub-Committee
Re: Ministry
Space* vs Storage Space
Date: July 19, 2017
*Think of ministry space as prime real estate. If the space doesn’t enhance ministry, then
it may not be the best use of space.
(Greg
Snider, Aspen Group)
Dear
Friends:
The Storage Sub-Committee of the Building
Committee has spent the last couple of weeks listing every single item that
we could find that is in storage in the Barn, Shed, Shed Annex, Sanctuary, RE
Wing, and Member’s homes. In addition to
items in storage, we now have a list of all of the Furniture, Fixtures, &
Equipment. Everything is listed on a
spreadsheet that is over 40 pages long, that is very easy and convenient to
read. The contents of the Office, Mail Room, Ministers’ Office and RE-Office
were not inventoried.
In
order for the Building Committee to
determine how much (if any) storage
space each committee or department needs, in the newly renovated building, it
is imperative to Find -> Review -> Sort -> Toss or Save the “stuff” that is already being stored.
Here’s
what we’d like you to do, from the inspiration of Greg Snider, Aspen Group:
Go through all of the items you
think you need to store and determine its real value to your ministry. Are there items you’ve had on
hand for years and never used? Maybe it’s time to discard them, especially if
they’re in disrepair. Ruthlessly purge
anything that’s not used regularly. If you can’t bring yourself to throw things
away, then plan a garage sale, or donate your used items to another church who
may need them. Consider it good
stewardship of your space.
The Sub-Committee on Storage has tried very
hard to determine what belongs to whom.
It was an almost impossible task.
We know that we saw items in storage that we think could belong to one
or more of the following Committees, Departments or Members of the BVUUF. But there could be others that we
missed. Please let us know if there are
additions to this list.
●
Main
Office (archived financial records)
●
Board
(archived minutes, agendas, policies, historical items, UUFB programs)
●
Board/Office
(year-end financial reports and other important documents.)
●
Capital
Campaign Committee (HOOO archival documents?)
●
School
of the Spirit (COA, OWL, arts and crafts, curricula documents, etc.)
●
Adult
RE (A-RE) (archives, minutes, etc.)
●
Summer
Camp (materials, equipment)
●
Historical
Archives (Board, Grounds, Communications, UUCB, UUFB, HOOO, BVUUF, bound
collections of sermons, etc.)
●
Neighborhood
Connectors (medical supplies & equipment, infant/senior blankets, etc.)
|
●
Committee
on Shared Ministry
●
Yoga/Meditation
(supplies)
●
33
copies of assorted blueprints (to be kept in a safe, dry place.)
●
Auction
(archives, supplies)
●
Audio/Visual
Team (old sound board, speakers?)
●
Communications
(historical archives)
●
Grounds
& Landscaping Team (historical archives, ladders, misc. broken
parts; paint, etc. )
●
Music
●
Hospitality/Memorial
●
Ministers
●
RE
Director (Curriculum Guides, archival materials, etc.)
●
Aesthetics
●
Others?
|
Here’s our plan:
PART
ONE:
1.
Get
a copy of the Storage Catalogue File
(S.C.File) from David Burrous
(d303burrous@msn.com. Cell phone: 303-503-3566). He will have paper copies available for
your committee or group. If you prefer
to have an electronic pdf file, he can send that to you by email and you can
print off your own copy.
2.
Get
some self-adhesive white mailing
labels from David.
3.
Meet
with your committee and look through the S.C.File. Highlight
or Check-off the items for which
you believe your committee is responsible.
4.
Find the
space(s) where your “stuff” is stored.
It might be in more than 1 space.
5.
Review the
“stuff”. Sort: Make a determination regarding its “disposition”.
6.
Fill
out the self-adhesive mailing label with
Date and Disposition.
7.
Attach the adhesive label to the container so that it is easily visible.
STEP
2
8.
Leave the “stuff” where it is, unless you are tossing it and there is room in the BVUUF
dumpster.
9.
In column F of the S.C.File, write down what the disposition of
your “stuff” was. (“T” = trash; “S” =
shred; “D” = donate. “Other”: indicate what that means.
10.
When
you are finished indicating the disposition of your “stuff”, return the S.C.File to David. He will then enter that information in the
digital file.
11.
Toss or Save: If there is not enough room in the BVUUF dumpster, leave
your “stuff” in place. We will hire a
dumpster if we need additional space for discard.
STEP
3
12.
By September 1, 2017 we will arrange to
shred all boxes of documents which are labelled “shred”. We will hire a professional shredding company if need be.
13.
Note: NEW BANKERS’ BOXES:
It is much more convenient if all of the
boxes of saved documents are identically sized “banker’s boxes”. They are clean, easy to stack, and
convenient for reading label information.
Please throw out or recycle
all old cardboard boxes. They have outlived their usefulness. We will have
new ones available. Plastic bins with matching lids can be re-used. Otherwise, discard the container after
conferring with David to secure a new container.
14.
On
the side of the box under the space where the handle hole is, there is a
section for “COMMENTS”. On a self-adhesive white label, write TODAY'S DATE, and the CONTENTS. If the documents have a “shelf-life” like
financial records, write the DATE TO
BE DISCARDED. Affix the self-adhesive
label to the box beneath the handle hole.
15.
Note: We will inform you regarding the dates for additional shredding and discarding. Please
help us then with the disposition of your “stuff”. Containers that are correctly labeled
should make it very easy to determine their disposition.
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