Author: Jaco ten Hove

(approved by the Board on 3/21/24)

The editor creates a 16-page newsletter printed in black and white four times each year. Issues are currently sent to the printing service during the last week in January, April, July and October. The editor may use any suitable software program for newsletter creation. The editor is encouraged to ask multiple volunteer proofreaders to review each issue before it is printed.

The newsletter is sent in electronic format to a printing service for printing and mailing. The editor asks the Membership Coordinator to send a file containing recipient names and addresses to the printing service. The printing service is currently Minuteman Press in Portland, Oregon.

The newsletter is sent by USPS to all members, except those who have opted out of receiving a paper copy. Copies are also sent to the UUA, to the UUMA, and to the Andover Harvard Library for the archives. The editor sends an electronic copy of the newsletter to the UURMaPA webmaster, who posts it on the website. UURMaPA members are notified by email that the newsletter has been posted on the website.

At the discretion of the editor, a longer color version of the newsletter may be created and posted on the UURMaPA website. The longer electronic version allows for content with more depth to better support the goals of the UURMaPA Board, as well as allowing for greater creative expression by members. Typical content includes, but is not limited to, business of the Board, a periodic list of recently retired ministers and partners, updates concerning the UUA retirement plan, and obituaries as provided by the clergy obituary editor and the partner obituary editor.

The editor may develop an informal network of advisors to generate content ideas or to review the ideas. The editor will encourage the Board to weigh in on the suitability of potentially controversial content in advance of publication.

The editor will prepare detailed notes for the successor editor.

Draft prepared by Ann Schranz, March 14, 2023
Revised at the Board meeting, February 15, 2024, and modified by Ann Schranz February 20, 2024

Most Recent (21st C.) Editors:

George Buchanan, Summer 2024 –
Anne Schranz, Summer 2022 – Summer 2024
Jaco ten Hove, Summer 2018 – Spring 2022
Nancee Campbell, Summer 2017 – Spring 2018
Judy Welles, Summer 2013 – Spring 2017 
Eleanor Richardson, Spring 2013
Chuck Campbell, Fall – Winter 2012 – 13 
Chris Lilly Backus, 2008 – Fall 2012
Eleanor Richardson, 2004 – 08 
Ed Lane, 2000 – 2004

January, 2024

Concept

A pod is a central location where UURMaPA members may gather to participate in our virtual conference. The pod may utilize a church with appropriate audio-visual technology to allow group participation for major presentations like the keynote address and also have the capacity for small group breakouts. Alternately, a pod may use a conference center that has the capability of hosting this type of gathering. Whichever is used, it must be fully accessible for our members.

Team Leadership

Each pod should have a team of individuals to share the organization of the pod. At least two people will be responsible for the various needs to put together a successful pod. Three to four would be ideal so that all aspects are covered. One person should be sophisticated in audio-visual technology, or have access to someone to contact in the event of technical issues that may come up during the conference.

Sleeping Accommodations

Organizers using a church should consider where travelers might find sleeping arrangements. The location should be near hotels or motels with different price points. Some pods may offer a list of alternative accommodations such as Airbnb or bed and breakfast locations nearby. If using a conference center, make sure rooms are accessible.

Meals

A pod provides food during the conference. It may provide catered meals on premises where people share the cost or provide a list of local restaurants where people can partake of differing cuisines. Coffee, tea and water should be available throughout the conference. A pod using a conference center will have the meal service provided as part of the cost of the center. Healthy snacks, such as fruit or energy bars, should also be available. A system of reimbursement for alcoholic beverages will allow those who partake to do so without burdening the cost of the pod unnecessarily.

Transportation

Some people may use public transit to travel to the pod location. The pod organizers should identify which modes of travel are convenient to get to the pod. If possible, pick up and drop off for those using public conveyances should be offered. Also, helping people travel from hotels to the church daily should be considered. An alternative is using Lyft or Uber services if they are available.

Technology

Since this is an online and in-person event, the host site should have the capability for adequate interactions with those online and in the room. Robust wireless connections for laptops and a strong, reliable internet connection for the video projector are critical. A person familiar with the host technology is required should technical issues arise. Also, sound amplification is needed for interactions between the pod and others online. This might mean a microphone for speakers who are interacting with a keynote or other presentation. There is also the possible need for assisted hearing devices for individuals.

Breakout Space

There are times for small group sessions as part of the conference. Separate rooms where smaller groups of pod participants can gather will be needed. These spaces should also have wireless connectivity. Comfortable seating will allow for a pleasant experience. Depending on the size of the pod, two to four rooms may be needed to keep the breakouts to no more than 6 individuals.

Costs

Each pod should be self-sufficient financially. Individuals may apply for scholarships to reduce the cost of registration. Each pod should develop a budget for food. The pod location may request reimbursement for the use of the space and or supplies for meals. Pod organizers should not bear the total cost of the pod. A possible solution is to ask everyone attending a pod to contribute the same amount to cover shared meals and drinks excepting alcohol. A pod at a retreat center may apply for an advance to cover the cost of making a reservation. The advance will be paid back through registrations at that site.

Publicity

Each pod will coordinate with the planning committee to publicize the pod location so people may make choices of where to travel. Each pod should highlight local attractions that might entice attendees to come to that pod location. One member of the pod team should be designated as contact to answer questions and create a list of attendees.

Health Concerns

Given that covid continues to affect the our society, the pod organizers need to follow the national and local protocols concerning precautions for in-person meetings, social distancing and mask wearing. Organizers and attendees also need to follow the protocols and mandates of the specific location where the pod will be gathering. The current conditions should be communicated to any who might attend so that they can make their own health risk assessment.

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