Database
Overview of Church Database
The church database (Planning Center Online) keeps track of our congregants’ names, addresses, contact information and the groups/classes they participate in. The database also tracks membership status, pledges, donations, pastoral notes, family members, and other key information regarding their participation in the life of the congregation.
Access to the church database shall be restricted based on a need-to-know basis, and congregant’s confidentiality is protected particularly in terms of protecting the pastoral privilege. Permission to have access to the database must be granted by our Director of Finance and Administration (DFO).
Oversight and Quality Control
Membership Rolls Quality Control
The Foothills staff will make an effort to keep the membership rolls accurate.
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Every year the DFO will take the following steps to ensure the accuracy of our membership:
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Pledge commitments will be considered an affirmation of continued membership. Steps will be employed to affirm membership for members who do not contribute a financial pledge.
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A letter from the ministers to non-pledging members and inactive members will be sent explaining the need to update membership records. This can be done electronically.
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Members who do not respond to the letter in the time allotted - not to be less than 2 weeks - will be changed to “inactive” and not counted in the official membership number.
This process will certify the number of members which will be reported to the Unitarian Universalist Association by February 1 of each year.