Policy

Rental Policy
Memorial Garden Policy
Gift Acceptance Policy
Policy on Use of FPW’s Name
Inclement Weather Policy
Animal Policy
Safe Congregation Policies
Electronic Media Policy and Guidelines

1.0 Application:

1. A Rental Application/Agreement Form must be completed and signed by the person authorized on behalf of an organization to sign contracts.

2.0 Deposits/Payments/Refunds

1. Payment in full is due 6 weeks prior to your event unless other arrangements are made.
2. If an event needs to be cancelled due to failure of the church’s heating or electrical systems during the event, government regulations, destruction of facilities prior to the event or other causes beyond reasonable control, paid rental fees will be fully refunded.
3. If you are unable to hold your event due to inclement weather we will attempt to reschedule a new date.
4. If the applicant cancels the event for reasons not associated with Section 2.2, then any rental fees paid will not be refunded.
5. The use of the rented space is for the applicant and is not assignable nor transferable. Any fees paid will be forfeited for doing so and the event will be cancelled.
6. The use of the assigned rented space is for the use specified in the Application/Agreement. Any payments will be forfeited for doing otherwise.
7. If the rented space needs to be setup in a specific way prior to the applicant’s event, the applicant can perform the setup or pay a setup fee as specified in the FPW Rental Spaces, Availability, Rental Rates and Additional Fees Charts. The space must be restored to the original configuration after the event.
8. If the attendees of the event stay beyond the allotted rental time by more than 15 minutes, then the hourly rate will be applied to any portion of subsequent hour(s) the space is not vacated as specified in the FPW Rental Spaces, Availability, Rental Rates and Additional Fees Charts.

3.0 Cancellations or Cessation of Event:

1. As a religious organization, our first obligation is to our members. First Parish of Watertown reserves the right, in the extremely unlikely event of a critical unexpected church function, to cancel a rental agreement and reschedule or re-assign a reserved date, time or space. The church will provide as much notice as possible in advance of its right to re-schedule or re-assign a reserved date, time, or space.
2. If an applicant cancels their event for any reason other than those specified in Section 2.2 less than one month prior to the event, then the security deposit and any payments will not be refunded.

4.0 Restrictions on the Usage of Rental Spaces

4.1 General

1. The primary purpose of our building is to provide facilities for the program and activities of the church, its members, its committees and affiliated organizations. We welcome groups, organizations and individuals to rent our sanctuary or social hall for events whose purpose is not in conflict with our mission, our commitment as a green-sanctuary church, and as a welcoming congregation. The purpose must not conflict with or jeopardize our 501(c)(3) tax exempt status. We reserve the unequivocal right to decline rental requests without explanation for that determination.
2. The person identified on the application must be present for the entire event rental period. This person will liaison with the FPW’s on-site representative.
3. If the applicant uses the assigned rental space for a use or purpose other than that stated on the Application/Agreement without prior approval from FPW, the FPW on-site coordinator will stop the event and ask all persons present to leave the building.
4. If the number of persons attending an event exceeds the number of people allowed in that space by the state fire marshal or fire code, we expect renters to cooperate with FPW’s building representative to reduce the number of people in the space and allow for proper emergency exit.
5. Alcohol is not permitted on the premises without prior approval from FPW. Proper licenses and/or insurance will be required when necessary.
6. Smoking is not permitted on the premises.
7. The use of candles or other open/closed flames is not allowed without prior approval from FPW. The use of the fireplace in the Sanctuary or the Social Hall is not permitted.
8. Rented spaces may only be accessed, occupied and used during the agreed rental period. Renters who do their own setup or takedown must allocate a sufficient amount of time to complete these tasks so that a rented space is left in its original condition or layout.
9. Furnishings may not be moved from one space to another unless prior arrangements are made.
10. Decorations may not be attached to walls, pillars, or fixtures using thumbtacks, scotch tape or other adhesive tapes, or any method that might cause any damage to the surfaces.
11. Lighting or special equipment may not be installed or used in the rented space without prior approval as indicated in the rental agreement and requires an approved special request addendum.
12. Thermostats are pre-set and may only be adjusted the FPW authorized staff.
13. Excessive levels of noise or disturbance is not permitted.

4.2 Sanctuary

1. Food or drinks other than water in enclosed containers, are not permitted in the Sanctuary.
2. The piano may only be used with prior approval as indicated in the rental agreement.

4.3 Social Hall

1. Serving or consumption of food is restricted to the Social Hall or Conference Room.
2. If the kitchen space is used it must be left in the condition in which it was found. All glasses, dishes, utensils must be washed, dried and put away and the floor must be swept. Only the contents of cabinets labelled “First Parish of Watertown,” “First Parish” or “Church” may be used.

4.4 “First Parish of Watertown’s” (FPW) Reserved Rights

1. FPW reserves the right to have a FPW representative on the premises or in the rented space and to enter the space at any time and for any purpose.
2. This is not a lease and no interest in real estate is implied or conveyed by the rental agreement.
3. The applicant shall not imply in any way that FPW is sponsoring the event. No references to FPW may be used for promotion or distribution by the applicant other than to reference FPW as the location for the event.
4. The applicant, the applicant’s use and the event attendees shall be subject to any policies, rules and regulations that FPW may institute from time to time, including those stated in any publication produced by FPW. The FPW on-site representative at their discretion may determine whether or not the policies and rules, and regulations are being adhered to.
5. FPW is not liable for failure or delay to perform its obligations due to causes set forth in Section 2.2 or that are beyond its reasonable control.

4.5 FPW’s Liability Exclusion

1. FPW shall have no liability for any loss, cost, expense, or damage to the applicant, its members, officers, directors, agents, employees, guests, clients, attendees or anyone else by reasons of theft, vandalism, weather, or otherwise.
2. The applicant agrees not to sue FPW or any FPW respective officers, agents, employees, members, members of its governing boards, successors, or assign for any such loss, cost, expense, damage or injury.
3. In no event shall FPW be liable to the applicant for incidental or consequential damages if FPW is unable to make the space available to the applicant during all or any part of the scheduled time of use.
4. The space rented is provided on an “AS IS” basis and FPW makes no guarantees of any kind whether expressed or implied.

4.6 Applicant/Renter’s Liability

1. Applicant/renter is and hereby agrees to be fully responsible and liable for any and all injuries including death suffered by persons. The applicant/renter further agrees to be responsible for any and all damage to FPW’s property and any theft or loss of FPW’s furnishings and equipment, resulting from or occurring during the applicant/renter’s use of the designated rented space or the building interior or exterior premises or equipment, resulting from or occurring during the applicant/renter’s use of the space and not caused by the willful misconduct or gross negligence of FPW.
2. The applicant/renter shall indemnify and hold harmless FPW and their officers, directors, agents, employees, member and members of their governing boards from and against any and all liability, action, claim, demand, loss, expense, or damage (including reasonable attorneys’ fees) caused by or arising out of any act, omission, publication, or representation by the applicant/renter, its members, officers, directors, agents, employees, guests, clients, attendees or anyone else in connection with the rental agreement for the designated rental space and interior and exterior premises of the church as necessary to access the rental space.

Purpose

The Memorial Garden consists of a Memorial Wall, Terrace and adjacent lawn which has been created as both a place for community and a place of remembrance.  It is a space for celebration and for quiet reflection.

The Memorial Wall is a place where we can remember and honor members of our community who have passed away.  Upon request of any member or friend of First Parish, and in accordance with these policies, the name of a deceased individual may be inscribed in the wall.

The Terrace and adjacent lawn is a space where the congregation can gather after services in nice weather.   It is a place where summer worship services, memorial services and services commemorating significant life passages can be held.  It is also a venue for celebrations and community events.  The lawn area is also available upon application to the Memorial Committee or Minister as a space for interment of the ashes of members of our community or friends of The First Parish.

Rules and Policies for the Terrace and Memorial Garden

Use and maintenance of the Memorial Garden, Terrace and adjacent lawn is under the exclusive control of The First Parish of Watertown.  No individual shall acquire any right whatsoever with respect to the Memorial Garden, Terrace and adjacent lawn, its existence, use or appearance.  The First Parish of Watertown may alter, modify or relocate the Memorial Garden, terrace and adjacent lawn.

The Parish Committee of the First Parish of Watertown shall have ultimate authority over policies and decisions regarding the use of the Memorial Garden, terrace and adjacent lawn and may alter or change these policies at any time.  The Parish Committee delegates decision making around inscriptions on the Memorial Wall and interment of ashes to the Memorial Committee.

The Memorial Wall and Adjacent Lawn

1. Members and friends and their loved ones (immediate family or at the discretion of the Memorial Committee) who have passed away shall be eligible to have their names and life dates inscribed on the wall.
2. Anyone wishing to have a name inscribed on the wall may fill out an application which will be approved by the Memorial Committee. A fee will be charged for the inscription and maintenance of the Wall and Garden. Fees will be established and reviewed periodically by the Parish Committee.
3. Inscriptions and their placement will be arranged for by the Memorial Committee. The addition of names will take place approximately once a year.
4. A family may prepay for space on the Wall in order to reserve a space near the inscribed name(s) of deceased loved ones.
5. A commemoration will be held recognizing those names memorialized and ashes interred during the year.
6. A written registry of all inscriptions shall be kept by The First Parish. This will include the names, life dates, date of inscription and other information about the person memorialized.
7. No flowers or other markers are to be left on the wall or the lawn.

Interment of Ashes

1. Cremated ashes of members and friends and their loved ones may be interred in a place in the adjacent lawn upon request and with the approval of the Memorial Committee.
2. Anyone wishing to have ashes interred, shall fill out an application for interment and agree to the rules and policies stated herein. A fee will be charged for interment of ashes.  Fees for interment of ashes may be reduced or waived by a vote of the Parish Committee.
3. Ashes shall be interred by burying and shall not be recoverable. Containment boxes shall not be permitted. The location of the burial will be determined by the Memorial Committee. Any part of the lawn area which is disturbed by the burial is to be restored to its previous condition.
4. A member of the Memorial Committee or the Minister of The First Parish shall be present at all interments. Ashes will be buried at a time which is mutually agreeable to the requesters and the Memorial Committee.
5. If the Minister of The First Parish is to officiate at a service of interment, a separate fee may be charged for an interment service.  If anyone other than the Minister of The First Parish is to officiate at an interment service, this must be approved in advance by the Minister of The First Parish.
6. A written registry of all interments shall be kept by The First Parish. This will include the names, life dates, date of burial and other information about the person memorialized. 

Other Uses of the Terrace and Adjacent Lawn

1. The Terrace and adjacent lawn is a gathering place for the observance of special milestones or for the congregation and community to come together.
2. The use of the Terrace and lawn is reserved first for the Congregation of The First Parish.
3. Community use is available through our rental program. Any group renting space inside the church, must separately request and pay for the use of the Terrace and lawn.
4. Uses that are not allowed on the Terrace and lawn are: smoking or drug use, loud or disruptive activities, and play by unsupervised children.
5. Chairs from inside may not be placed on the lawn areas.
6. We ask that all using this space respect the intent of this space as described above and treat it accordingly.

Fees

Fees cover the cost of engraving or internment and maintenance of the Garden as a place of peace and beauty.  Fees may be waived or reduced at the discretion of the Parish Committee and are subject to change periodically upon review of the Parish Committee.

Engraving of names and life dates – $600
Please fill out the Request for Engraving form.

Interment of ashes – $300
Please fill out the Request for Interment form.

Approved by Parish Committee, March 22, 2023

Purpose

This gift acceptance policy will provide guidelines to representatives of First Parish of Watertown who may be involved in the acceptance of gifts, to outside advisors who may assist in the gift planning process, and to prospective donors who may wish to make gifts to the First Parish of Watertown. This policy is intended only as a guide and allows for some flexibility on a case-by-case basis. The gift review and acceptance process outlined here, however, is intended to be followed closely.

Gifts include real property, such as land and buildings, intangible personal property, such as
cash and securities, and tangible personal property, such as furniture and computer
equipment.

Gift Review and Acceptance Process

General guidelines for gift review and acceptance include the following:

Notification of Gifts. Upon receipt of a potential gift, the following parties shall be notified of the gift: Finance Committee, Trustees, Parish Committee, Minister, and Church Administrator.

Evaluating Potential Gifts. The Trustees, in consultation with the Finance Committee as appropriate, shall carefully consider potential gifts in the context of this policy, and may make a recommendation on the acceptance of the gift as well as any conditions or associated
actions related to the gift’s acceptance.

Accepting Gifts. The decision to accept a gift made to FPW, and to establish any conditions in its transfer to FPW, shall be the responsibility of the Parish Committee; provided however, (i) gifts made directly to an endowment fund (Perpetuity, Ministerial, Wright, or proposed new fund) shall be subject to review and acceptance by the Trustees; (ii) restricted gifts (restricted by the donor for specific purposes) must be evaluated by the Finance Committee prior to acceptance by the Parish Committee.

Declining Gifts. The Parish Committee and the Trustees reserve the right to decline any gift that does not further the mission or goals of the congregation. Further, any gifts that would create an administrative burden or cause the congregation to incur excessive expenses may
be declined.

Cash

1. Checks shall be made payable to First Parish of Watertown, or if electronic, directed to FPW’s account. In no event shall a check be made payable to an individual who represents First Parish of Watertown or the church in any capacity.

Publicly Traded Securities

1. Readily marketable securities, such as those traded on a stock exchange, should be reviewed and evaluated by the Trustees and Finance Committee, and may be accepted by First Parish of Watertown.
2. For gift crediting and accounting purposes, the value of the gift of securities is the average of the high and low prices on the date of the gift.
3. A gift of securities to First Parish of Watertown should be liquidated immediately. However, the Trustees will have the discretion to recommend holding the securities in the church until the date of the value of the gift of securities is established.

Closely Held Securities

1. Non-publicly traded securities should be reviewed and evaluated by the Trustees and Finance Committee.
2. Prior to acceptance, the Trustees shall explore methods and timing of liquidation of the securities through redemption or sale. The Trustees shall determine:
   1. An estimate of fair market value
   2. Any restrictions on transfer
   3. Whether and when an initial public offering might be anticipated
3. No commitment for repurchase of closely held securities shall be made prior to completion of the gift of the securities.

Real Estate

1. Any gift of real estate should be reviewed and evaluated by the Trustees and Finance Committee.
2. The donor normally is responsible for obtaining and paying for an appraisal of the property. The appraisal will be performed by an independent and professional agent.
3. The appraisal must be based upon a personal visitation and internal inspection of the property by the appraiser. Also, whenever possible, it must show documented valuation of comparable properties located in the same area.
4. The formal appraisal should contain photographs of the property, the tax map number, the assessed value, the current asking price, a legal description of the property, the zoning status, and complete information regarding all mortgages, liens, litigation or title disputes.
5. First Parish of Watertown requires an environmental assessment of any potential real estate gift.
6. The property must be transferred to First Parish of Watertown prior to any formal offer or contract for purchase being made.
7. The donor may be asked to pay for all or a portion of the following:
   1. Maintenance costs
   2. Real estate taxes
   3. Insurance
   4. Real estate broker’s commission and other costs of sale
   5. Appraisal costs
8. For gift crediting and accounting purposes, the value of the gift is the appraised value of the real estate; however, this value may be reduced by costs of maintenance, insurance, real estate taxes, broker’s commission, and other expenses of sale.

Life Insurance

1. A gift of a life insurance policy should be reviewed and evaluated by the Trustees and Finance Committee.
2. The Parish Committee shall accept a life insurance policy as a gift only if First Parish of Watertown is named as the owner and beneficiary of 100% of the policy.
3. If the gift is a paid-up policy, the value for gift crediting and accounting purposes is the policy’s replacement cost.
4. If the policy is partially paid-up, the value for gift crediting and accounting purposes is the policy’s cash surrender value. (Note: For IRS purposes, the donor’s charitable income tax deduction is equal to the interpolated terminal reserve, which is an amount slightly in excess of the cash surrender value.)

Tangible Personal Property

1. Any gift of tangible personal property shall be reviewed by the Parish Committee and sent to other committees or individuals as appropriate for review and evaluation prior to acceptance.
2. A gift of jewelry, artwork, collections, equipment, and software shall be assessed for its value to First Parish of Watertown which may be realized either by being sold or by being used in connection with the congregation’s exempt purpose.
3. Depending upon the anticipated value of the gift, a qualified outside appraiser may be asked to determine its value.
4. First Parish of Watertown shall adhere to all IRS requirements relating to disposing of gifts of tangible personal property and will provide appropriate forms to the donor and IRS.

Time or Service

1. The provision of volunteer or uncompensated time or service to the church is appreciated, but per IRS regulations and recommendations by the Unitarian Universalist Association (UUA), First Parish of Watertown does not officially acknowledge, for tax purposes or otherwise, such time or service.
2. Volunteer services should be coordinated and overseen by the appropriate program or governance committee.

Deferred Gifts

1. First Parish of Watertown encourages deferred gifts in its favor through any of a variety of vehicles:
   1. Charitable gift annuity (or deferred gift annuity)
   2. Pooled income fund
   3. Charitable remainder trust
   4. Charitable lead trust
   5. Bequest
   6. Retained life estate
2. First Parish of Watertown (or its agent) shall not act as an executor (personal representative) for a donor’s estate. A member of the congregation staff serving as personal representative for a member of the congregation does so in a personal capacity, and not as an agent of the congregation.
3. First Parish of Watertown (or its agent) shall not act as trustee of a charitable remainder trust.
4. When appropriate, First Parish of Watertown may invite prospective donors to consider the gift vehicles offered by Unitarian Universalist Association (UUA).
5. When donors are provided planned gift illustrations or form documents, these will be provided free of charge. For any planned gift related documents, materials, illustrations, letters or other correspondence, the following disclaimer should be included:
   “We strongly urge that you consult with your attorney, financial and/or tax advisor to review and approve this information provided you without charge or obligation. This information in no way constitutes advice. We will gladly work with your independent advisors to assist in any way.”
6. First Parish of Watertown will encourage congregants who have included First Parish of Watertown or its endowment in their wills or estate plans to register their planned gifts with the Minister, who will maintain a confidential file of these gifts. All information obtained from or about donors/prospects shall be held in the strictest confidence by First Parish of Watertown, its staff and volunteers. Neither the name, the amount, nor the conditions of any gift shall be published without the express written or oral approval of the donor and/or beneficiary.

Gift Tracking and Donor Acknowledgement

All gifts shall be recorded at the time they are received. They may be tracked using existing methods but should be coded so that a report may be generated on a regular basis listing all gifts of cash, securities, real estate, etc, as delineated in this policy.

All gifts should be acknowledged by staff with a written letter as soon as possible after receipt and recording. The Chair of the Parish Committee should also consider acknowledging gifts upon their final disposition.

It is desirable that a report of all gifts received be reviewed by the Treasurer on at least a semi-annual basis to ensure that no donor is overlooked or goes unthanked. The Minister should review this report. Thanking a donor more than once at different points in the gift acceptance process is acceptable.

First Parish Watertown (FPW) has long been recognized in the community as an entity committed to social issues that are consistent with our Unitarian Universalist principles. This policy outlines the process for supporting the efforts on behalf of such issues by various means, including use of our facilities, publicly endorsing positions on social or political matters, and formally lending the FPW name by co-sponsoring activities of social importance.

This policy document is organized as follows:
Part 1: Guidelines for donated (i.e., not paid) use of the FPW facilities for any purpose, given that use and publicity for this use of the facilities may include FPW name and an endorsement that the activity for which the facility is being used is consistent with FPW values.
Part 2: Guidelines for use of the FPW name in connection with routine business and traditional activities of the church, as well as in support of UUA-affiliated organizations.
Part 3: Policy for approving the use of the FPW name for broader activities, public actions, sponsorships or affiliations that fall outside the limited scope of Part 2 guidelines.

• Section 3a describes the policy for public endorsements or activities by the Minister.
• Section 3b outlines the general guidelines for the public use of the FPW name by Committees.
• Section 3c establishes the baseline for the discernment process to be followed by Committees, acknowledging the good will, commitment, expertise and sound judgment to make responsible decisions in collaboration with the FPW community.
• Section 3d describes an abbreviated process for use when time is of the essence.
• Section 3e addresses the timeline for public displays using the FPW name.

Part 1 – Donating the Use of the FPW facilities

The use of FPW facilities (including the sanctuary, social hall, memorial garden, outside spaces, and classrooms) without charge by FPW committees, Members of FPW Church or other outside organizations must be sponsored and/or approved by the Minister, FPW Staff, FPW Committees, or the Parish Committee as appropriate.

When making decisions about approving a proposed activity at FPW, the Minister, Staff, Committees and Parish Committee should consider such factors as:

• Is the activity consistent with the Mission and Vision of the Church and with its long- and short-
  term plans?
• Is the activity consistent with the Principles and Purposes of the Unitarian Universalist Association (UUA) and its policies and programs?
• Is the activity permissible for a tax-exempt religious organization under Sec. 501(c)(3) of the Internal Revenue Code (for example, it does not endorse a candidate for political office)?
• Will the activity exceed available resources or conflict with other ongoing activities? Is it significant as to require broader congregational consultation? [If yes, then move to Part 3 of this document]

Part 2 – Routine Use of FPW Name for Parish Business and Events

The use of the name of the FPW (or any variant thereof) within the confines of routine business and traditions of the Church by the minister or members of the congregation normally presents no serious matter of concern.

• For example, announcements and publicity regarding services, forums and meetings, rental of property or rooms, traditional fundraising activities, concerts and other musical events are integrally linked to the conduct of these traditional activities in the ordinary course of church business and would not give rise to any concern about the use of FPW’s name. These routine business and traditional activities should be decided upon by the Minister, FPW staff, Social Action Committee or other church committee, or the Parish Committee without regard to the requirements set out in Part 3 of this policy.
• The use of FPW’s name in support of a policy or action of the UUA or one of the UUA’s Related or Associated Member organizations as listed on their website (https://www.uua.org/offices/organizations) is permitted without requiring a congregation-wide process as described below in Part 3.  However, the Minister, the Parish Committee, and the congregation should be informed as soon as possible that FPW’s name has been used in this way through an announcement in the weekly news or some other congregation-wide dissemination method.

Part 3 – FPW Name for Use in General Public Settings

In order to fulfill its responsibilities under the Church By-Laws, from time to time the Minister, a Committee, or Members of FPW, might wish to represent the Congregation as a whole for an action or activity that falls outside the guidelines outlined in Part 2. The use of the name in these situations occurs in public settings, where FPW represents its values through activities, endorsements or sponsorships in a broader capacity than described in Part 2. In every case, the activity must be permissible for a tax-exempt religious organization under Sec. 501(c) (3) of the Internal Revenue Code (for example, it cannot include endorsing a candidate for political office). This policy applies to new sponsorships that are initiated after April 2022.

Section 3a: Policy on the Use of FPW’s Name by the Minister

As an essential aspect of their work, the Parish Minister may wish to be associated in their ministerial role with a particular activity, policy statement or call to action. While the Minister may wish to discuss the matter with the appropriate Committee in advance, the Minister is not required to do so and may act in their official capacity as Minister of the FPW. We defer to the Minister’s sound discretion whether or not a disclaimer or qualifying language is appropriate. For example, it may sometimes be appropriate to state that the reference to an official position with FPW is for identification purposes only and/or does not necessarily represent an official position of the Church. The Minister should ordinarily advise the relevant Committees(s) and/or the Parish Committee following their decision to take an action identified in a timely fashion.

Section 3b: Guidelines for the Use of FPW’s Name by Committees

This Policy recognizes that there is a need for a mindful and formal discernment process before authorizing the use of FPW’s name by specific Committees. In making a decision about the use of FPW’s name under this policy, Committees should consider whether to consult and/or take collaborative action with other Committees.  Committees making decisions about the use of FPW’s name covered by the policy should carefully weigh the benefits and detriments arising from the decision, including any risks to the Church and its reputation.  As appropriate, it may also be important for the Committee to consider other relevant facts and circumstances, including but not limited to: the Church’s commitment to maintaining a strong sense of community and consistency with the Church’s Mission and Vision statement, other Church policies, the Unitarian Universalist principles, policies and actions of the Unitarian Universalist Association (UUA), and the historic traditions of the Church.

Provided the processes and conditions described in this Policy (Section 3c-3e) are met, FPW Committees within their purview as defined by the Church By-Laws are authorized to represent the Congregation as a whole and use FPW’s name in phrasing such as “…we the Members of FPW …” or “on behalf of FPW” to, for example:

• Sign or circulate for signature a written document including, for example, petitions or letters of
  endorsement or support;
• Formally affiliate with or join organizations outside FPW;
• Co-sponsor a public activity that is organized by an outside organization;
• Testify, speak, or participate at a public or media event, or action such as a public hearing, rally, parade or demonstration;
• Post yard signs or other forms of public display and communication on FPW’s buildings or grounds, or on its official social media accounts;
• Make a media posting or public announcement.

An individual (Friends, Members and Youth of FPW) who is not part of any Committee may ask a Committee to consider a proposal for them.

At any point in the processes outlined in Sections 3c and 3d, the Parish Committee, Committees making the proposal, and/or the Minister may determine that any of the actions described above are so significant or long lasting that they require broader congregational consent.  In these cases, a congregational meeting will be called to consider the proposed action.

Section 3c: Process for Allowing the Use of FPW’s Name by a Committee

The Committee proposing the use of FPW’s name must meet the following conditions before use of the name:

• Whereas the committee bringing forward the proposal must have a majority of its members in favor of recommending the proposal for congregation wide discussion.
• Hold a pre-announced Committee meeting for the congregation as a whole to discuss the proposal to use FPW’s name. The proposal should provide specific details of the use of FPW’s name, on buildings and grounds or official social media accounts, including (as appropriate) the size, materials, manner of attachment and proposed duration of display.
• Provide written notice of the meeting to the Congregation at least fourteen (14) days before the meeting in accordance with Parish Committee-approved policies regarding notice for committee meetings. The notice shall state the time, location and proposed action to be taken by the Committee, and shall invite Members of FPW to participate in the meeting;
• Send written invitation to the Chair of the Parish Committee and the Minister encouraging them
  to come and participate in the meeting;
• Allow all Members and Friends of FPW who attend the meeting to speak;
• Clearly state in the minutes the reasons outlined in the discussion for why the proposed use does or does not conform to the considerations spelled out in this policy
• Following discussion, a vote will be held to determine whether to use FPWs name as proposed. There must be a quorum of the committee members present for a vote. For the proposal to pass, a super majority (75%) of the participants at the discussion (friends and members) must vote in favor. Following the discussion and possible revisions, a majority of committee members must also vote in favor. Abstentions shall be permitted and not counted as a negative vote.
• Any four Members of FPW who disagree with this use of FPW’s name may petition the Parish Committee to reverse the decision, provided the petition is sent in writing to the Chair of the Parish Committee within seven (7) days of the vote. If the Parish Committee by majority vote approves the petition, the Committee shall not be permitted to use FPW’s name.

Section 3d: Process for Allowing the Use of FPW’s Name Under Time-Sensitive Conditions

If time is of the essence, such as a call to congregations to perform a social justice action by the UUA, other Unitarian Universalist-affiliated organization, or an urgent matter of social conscience or public witness, then notice to the Congregation of the Committee meeting can be waived. The Committee can vote to use FPW’s name to represent the Congregation as a whole provided that:

• The Committee votes unanimously to use FPW’s name with a quorum of the Committee’s Members voting, whether in a meeting or via email. Abstentions shall be permitted and not counted as a negative vote; and,
• The Chair of the Parish Committee and the Minister concur with the decision of the Committee. The Chair of the Parish Committee may request a quick turnaround meeting with members of the Parish Committee to obtain their input before making a decision.

Section 3e: Time Frame for Use of FPW’s Name

Yard signs, or other forms of temporary public display and communication on FPW’s buildings or grounds or on its official social media accounts, may lose their impact with the passage of time. Committees should carefully consider the format and proposed duration of such public witness as part of the discussions required in 3c. In general, such displays should stay up for no more than 30 days.

Updated policy approved by Parish Committee May 13, 2026

Purpose

To establish when and how to cancel church activities due to inclement weather. For non-weather emergencies, refer to the Safe Congregation policy. When travel is inadvisable, and safe access to the church is contingent on the ability to clear the parking lot and lobby entrance stairs and ramp, the following procedures will be followed and communicated as stated below.

Policy

In the event of a snow or weather emergency declared by the City of Watertown or by the National Weather Service, the church building will be closed, and all in-person church and rental services and events will be cancelled.

Absent a formal snow or weather emergency, the following criteria will be considered:

• Safety for participants attending
• First Parish parking lot and walkway condition
• Road conditions in the Watertown area
• Availability of minister, staff, and others who participate in worship services

Sunday Procedure

• The Minister (or designee) will confer with staff to determine if closure is necessary, and call Parish Chair by 7:00 AM Sunday to confirm the decision. If the Parish Chair is not available, the Minister (or designee) will confirm with the Parish Vice Chair.
• All worship participants, leaders, and volunteers will be notified by appropriate staff.
• The Minister (or designee) will reach out to the Communications Team and social media owners, requesting that the closure be posted on the FPW website and any other applicable social media.
• The Minister (or designee) will communicate to the Congregation (e.g., by email) no later than 7:30 AM to cancel worship service and any other related church activities.

All Other Events Procedure

This procedure applies to both church-sponsored events and rental events.

• The Administrator (or designee), after consultation with the Minister (or designee) and/or Parish chair/vice chair, will communicate the final decision about access to FPW to the contacts for the church or rental activity.
• If activities are canceled:
  • The Administrator (or designee) will contact the internal and external primary church activity or renter contacts and building reps.
  • The Administrator (or designee) will send out a church-wide email announcing the closure, if applicable for a church-wide event
  • The Administrator (or designee) will update the website, if applicable.
  • Church activity and rental contacts are responsible for communicating to their participants.

The well-being, strength, and reputation of our church depend on a sense of fellowship among the adult members and friends, the children in our community and our staff, which thrives in an atmosphere of trust, respect, and cooperation. Within such an atmosphere, differences of opinion and their resolution through compromise or consensus can enhance a sense of community. However, differences or misunderstandings that go unresolved and descend into prolonged conflict can threaten the social fabric of our church.

The policies and procedures in this document are intended to identify the steps to be followed in our church should serious challenges to the safety of a member of our community or our right relations with one another occur. The UUA Principles and Purposes and our own church Covenant are the guiding principles for these policies and for our behavior toward one another.
Documents which support our Right Relations within this community:

• Policy Regarding Disruptive Behavior and Emergency Information
• Child Protection Policy
• First Parish Emergency Information
• Electronic Media Policy and Guidelines

Approved by Parish Committee February 11, 2026

Purpose

This e-media policy has been developed and adopted to guide decisions and actions for information communicated or made available electronically on behalf of First Parish of Watertown (“FPW”) to the full congregation and/or the general public. With appreciation of freedom of speech, the goal of this policy is to protect member confidentiality and to ensure oversight so that all electronic communications are written and managed with respect, guided by the UU Shared Values affirmed by FPW.

Why this policy is needed

Electronic media currently include websites, email newsletters, social networking tools, and other media yet to be developed in this dynamic communications field. These e-media resources represent important tools for communicating within the FPW community, attracting visitors to First Parish, and as a source of public information about the First Parish community.

Navigating the world of social media can be confusing with constant changes in platforms, technologies, and communities. In addition, they are capable of generating permanent digital footprints that can be unintentionally accessible beyond the intended viewers. This policy is intended to provide guidance in using e-media tools and resources, and will be modified as needed to address current needs and future changes in e-media technology.

Policy Guidelines

The following usage policy guidelines are intended to protect the identity and privacy of the FPW community, and particularly apply to the use of e-media tools and resources. They relate only to information and communications on behalf of the FPW community.

E-media Resources

1. FPW electronic communications must reflect our values and shall be consistent with the UU Shared Values and support all FPW policies, including, but not exclusively the Child Protection Policy, the Safe Congregation Policy, and the Sexual Harassment policy.
   All communications shall avoid slander or libel, violations of copyright, profanity, and vulgarity. They shall not contain advocacy or opposition of political candidates per the legal requirements of our status as a 501(c)(3) organization. ​​Above all, do no harm; always think about this before you post.
2. FPW e-media resources shall include websites and social media resources (e.g., Facebook, YouTube) that serve the specific interests and needs of the FPW community. They shall include “open platforms” (e.g., FPW website, FPW YouTube page) that are accessible to all, as well as “closed platforms” (e.g., Breeze, SharePoint, Facebook group) that require registration, passwords, or authorization.
3. All FPW e-media resources shall display a FPW identifiable logo or naming convention with links back to the official FPW website (https://fpwatertown.org) and / or an official FPW email address (e.g. office@fpwatertown.org or communications@fpwatertown.org).
4. FPW e-media resources shall be accessible to and used by members of the FPW community, and may be available to the general public, although all postings and photos shall be subject to review and editing by one or more designated administrators to assure compliance with the FPW e-media policy and guidelines.
5. FPW e-media forums or resources belong to the FPW community, not any individual member or employee of FPW. None of these media sources is intended for private or individual use (e.g., advertising commercial business). The FPW Directory, in particular, is available for connecting within our community but is not to be used for personal gain or promotions outside of church business. Commercial information of community interest may be shared in a limited manner at the discretion of the platform administrator(s).
6. FPW e-media communications shall be made as accessible as possible to all members of the community, using best practices in electronic accessibility that include flexible formatting (e.g.​,​ HTML rather than PDF or text in images), alt text, closed captions, and heading styles. Formats that require specialized equipment or ​unusually ​high-speed internet access shall not be used.
   1. Core FPW communications shall also be available in traditional, non-electronic formats. Since some church members may not have access to e-media communications, FPW communications shall be distributed in a variety of formats, electronic and otherwise, including print, phone, and in person.
   2. Such communications may include the weekly email newsletter or other all-congregation communications (e.g. notices of Annual meetings).
7. The FPW Communications Committee shall oversee and administer all e-media resources, although it may delegate the administration of one or more e-media resources to other FPW committees or to individual FPW members.

Personal Identifying Information and Photos

1. Personal identifying information and photos of children under 18 years may ​not​ be used without prior written approval from parent(s) or guardian(s).
   1. Children’s first names may be used in FPW communications without parental approval. Children’s last names shall not be used in any FPW communication intended for the general public (i.e. website announcements or flyers), regardless of format (hard copy or electronic) without prior written approval from parent(s) or guardian(s).
   2. Children’s pictures shall not be used without prior approval from parents or guardians. Picture approvals shall be provided by parents in their Breeze Directory profile (see below, under “Administrative Guidelines”).
2. Limited personal identifying information of adults may be used without prior authorization in public FPW communications and e-media resources unless the individual has specifically requested otherwise. Such personal identifying information shall be limited to first and last names.
3. Photos of adults shall ​not​ be used without their prior approval. Such photos will be limited to those in which individuals appear prominently; photos of the congregation or large groups shall not require individual permissions (unless an individual expressly requests otherwise). These permissions shall be recorded in the relevant Breeze personal profile by individuals themselves, or by the Communications Committee as authorized by the individuals.

Administrative Guidelines

1. Written authorizations for children’s identifying information. FPW shall administer and maintain written authorizations, signed and dated by parent(s) and/or guardian(s), or the limited use of children’s identifying information (i.e., first name and picture) in FPW publications and communications in any format (e-media included). The Communications Committee shall be responsible for ensuring that the appropriate authorizations are collected, in collaboration with appropriate committees and staff.
2. Photo permissions for children and adults. Photo permissions shall be received and recorded from children and adults before the use of identifiable photographs. The Communications Committee shall be responsible for ensuring that the appropriate authorizations are collected, in collaboration with appropriate committees and staff. Permission will be tracked as general permission, general refusal, or a preference for permission on a case-by-case basis.
   The Communications Committee shall be responsible for assuring that the appropriate photo permissions have been provided for all people identifiable in images.
3. Maintaining and Communicating policy to FPW members. The Communications Committee​,​ or others authorized by Parish Committee, shall be responsible for maintaining and updating this e-media policy. In addition, it shall provide an annual reminder of the policy, and relevant guidelines, to the entire congregation especially as concerns posting of pictures and videos, as well as separate review with committee chairs.
4. Authorized e-media administrators. The Communications Committee or other body designated by Parish Committee, shall appoint and oversee two or more administrators for e-media resources and communications. Such administrators shall include FPW staff, members, or other approved volunteers, to oversee and post to e-media resources as members of the FPW community and not as their individual identities. These administrators shall be identified, and updated as necessary, in Addendum A to this policy.
5. Account security. Administrators are responsible for protecting the security of the login information used to prevent hacking or unauthorized use of FPW platforms. All users are encouraged to use their own strong and unique passwords and appropriate security measures.
6. Policy violations. When this policy or its guidelines is violated, FPW e-media administrators (or its representatives) shall remove or edit the material posted on FPW’s behalf. Review shall be conducted by relevant parties as determined by the Communications Committee. Disputes regarding the implementation of this policy shall be raised to, and resolved by, Parish Committee or its designees.
7. Disclaimer for FPW social media sites. A disclaimer approved by the Communications Committee shall be included and prominently displayed on social media sites associated with First Parish of Watertown that permit public postings (e.g., the FPW Community Facebook page).
   Sample:
   “FPW welcomes all people to contribute to conversation on this page and to share content directly related to First Parish of Watertown. [Posts, comments, photos and/or other content] posted on this page are expected to be relevant and respectful.
   FPW has the right to delete any inappropriate content from this page, including but not limited to: irrelevant, redundant, hateful, and malicious content, uncivil or disrespectful content, attacks or complaints against an individual, financial solicitations, endorsements of a political candidate or party, and content that violates [this platform]’s terms of use, code of conduct, or other policies.“
8. Periodic review and modification of policy. This policy is maintained and updated by the Communications Committee and should be reviewed periodically or at the point of persuasive new e-media that First Parish may be interested in joining or using.