Policies
[vc_row][vc_column width=”1/2″][vc_column_text]1.0 Introduction
3.0 Policy-Setting Resolutions Passed By the Congregation
3.4 Affirm Relationship with Universalist Association
4.0 Board Resolutions and Policy Setting Action
4.1.2 Minutes of Annual Meeting
4.2.1 Policy on Council and Committee Structure
4.3.1 Publicity and Communications to outside Community
4.3.3 Selling or Distribution of Items Following Church
4.4.7 Formation of the Finance Committee
Job Descriptions: Caretaker
Director of Religious Education
Music Director[/vc_column_text][/vc_column][vc_column width=”1/2″][vc_column_text]4.7 User of Church Facilities
4.7.1 Building Use — Weddings, Committee Events
4.7.2 User of Alcoholic Beverages
4.7.3 User of Church by Outside Organization (Includes Form)
4.7.5 Animals prohibited from the church
4.8 One-time Congregational actions
4.9 Additional Resolutions by the Board
5.1.a Rules governing use of facilities by renters
5.1.b Rules governing use of facilities by church members
5.2 Rules for the use of the kitchen
5.3 Rules for the use of the piano and organ
5.6 Room rental fee schedule for nonmembers – one time use
Appendix A – Room rental fee schedule for nonmembers – one time use[/vc_column_text][/vc_column][/vc_row][vc_row][vc_column][vc_column_text]1.0 INTRODUCTION
This Church Policy Handbook is meant to provide an organized repository of all church policies. It should serve as a reference to guide decisions and actions regarding the functioning of the church.
There are several categories of church policy which command differing requirements for implementation. There are:
- Church Bylaws. These policies are the highest level and take precedence over all other policies. These policies must be followed and can only be changed by a 2/3 majority vote of the congregation.
- Resolutions passed by the congregation. These policies are the 2nd highest in the hierarchy of policies and take precedence over all other church policies, except those in the Church Bylaws. These policies must be followed and can only be changed by a majority vote of the congregation.
- Resolutions and policy decisions made by the Board. These policies are next in the hierarchy of church policies. They define the manner in which church functions must be conducted. Exceptions to these policies can be made with Board approval, and the policies themselves can be changed by the Board when deemed necessary.
- Precedent. When there is no stated church policy regarding a situation, previous approaches taken in similar circumstances should serve as guidance. These, however, do not in any way constrain Board or church options.
This handbook contains policies in all the above categories. Section 3 contains resolutions passed by the congregation. Board resolutions and policies are contained in Section 4, and constitute the majority of this document. Section 4 also contains a record of important precedents as reflected in past church and Board action.
The primary purpose of our church is spiritual, personal, and social. Our joint efforts should be focused on achieving these goals. The day-to-day, week-to-week , and year-to-year running of the church should be a secondary, albeit a necessary and important activity. It is the intent of this document to facilitate and provide guidance for the more administrative church functions. it is our hope that this document will facilitate continuity of policy and provide a foundation so that new policies can be build deliberately and purposefully to enhance and build upon pre-existing policy.
This document is mean to be a “living document”. We hope that the Board of Trustees will wee that it is maintained, updated, and appropriately disseminated to ensure its effective and proper use.
We are an inclusive and accepting community of adults and children with diverse beliefs. We strive to live by the Principles and Purposes of the Unitarian Universalist Association. We are dedicated to supporting our members in their spiritual and ethical growth. We are committed to advancing justice, compassion and equity in the world.[/vc_column_text][/vc_column][/vc_row][vc_row][vc_column][vc_column_text] 3.0 RESOLUTIONS PASSED BY THE CONGREGATION
The congregation voted that “This church continue its policy of omitting the passing of the collection plate during church worship service.”
Passed by the Congregation 6 February 1959. [REVERSED IN 2002]
The congregation voted that passing the plate will henceforth be resumed.
Passed by the Congregation 3 February 2002. Vote: 44 for, 38 against, 1 abstention.
The Unitarian Universalist Ministers Association Guidelines shall be adopted by this Church and its Congregation, the adoption applying only to those portions which contain no financial obligations over and above those already in place.
Passed by the Congregation 7 February 1986. Narrow Margin.
3.3 AFFIRM RELATIONSHIP WITH UNIVERSALIST ASSOCIATION
It is resolved that the Unitarian Universalist Church of Amherst is a member of the New York State Convention of Universalists and failure to mention this fact in the Constitution is no indication that it does not recognize this relationship.
Passed by the Congregation, 3 February 1989. Vote: Unanimous
At a Congregational Meeting held in June 2009 the congregation unanimously voted to authorize the Board to approve expenditure over the amount of $4,000 in the event of an emergency, without having to seek congregational approval each time this was necessary.
4.0 BOARD RESOLUTIONS AND POLICY SETTING ACTION
4.1.1 BOARD MEETING VISITATION
All church members are welcome to attend meetings of the BOT as observers. However, in order to speak or participate at the meeting, it is necessary that a visitor be scheduled on the meeting’s agenda in advance of the meeting. Visitors will be asked to direct their comments solely to the topic they are scheduled to discuss, and to keep remarks and discussion to the allotted time. Visitors not on the agenda will not be permitted to speak. The purpose of this policy is to ensure that the BOT is able to complete its work and responsibilities in an efficient, orderly and timely manner.
Approved by the Board xx nn xxxx?:
4.1.2 MINUTES OF ANNUAL MEETING
The Board of Trustees shall review the minutes and suggest corrections or changes. This shall take place within one (1) month following the Annual Meeting and will be given to the acting secretary who will incorporate changes as appropriate. The formal Congregational approval of the corrected minutes will occur at the following Annual Meeting.
Approved by the Board 4 February 1983, 9 January 1990 (revised), ?, 2001 (revised):[/vc_column_text][/vc_column][/vc_row][vc_row][vc_column][vc_column_text] 4.1.3 ANNUAL MEETING PREPARATION
The Board chair will perform the following or ensure that they are done prior to the annual meeting:
- have an announcement in the 2 church newsletters mailed prior to the annual meeting
- appoint a chair
- appoint a facilitator
- appoint a parliamentarian
- appoint a recording secretary
- provide food and drink
- provide for child care
Approved by the Board January 3, 1998
4.2.1 POLICY ON COMMITTEE STRUCTURE
The Board of Trustees in 2007 adopted the use of the “Council Structure” to oversee the Committees of the Church. These Councils consist of the Chairs of each Committee assigned to them, plus one Board Liaison who will Chair the Council meetings. The Councils are encouraged to meet once a month to discuss issues raised in the various Committees and any items needing Board action are then brought to the next Board Meeting to be voted on or have other action taken. This policy is designed to rid the BOT of many of the daily issues involved in running the Church, and to encourage communication between Committees.
The Councils are as follows:-
Ministry Council:
Committee on Ministry, Guest Speakers, Preaching by Parishioners, Membership Committee, Music Committee, Religious Education Committee, Lay Worship Committee, Campus Ministry, Right Relations Committee, Ushers, Coffee Committee, Greeters, Minister, Music Director, RE. Director, Information Technology, Website, Emergency Planning Committee.
Facilities Council:
Building, Maintenance, Planning Committee, Nature Preserve,Memorial Garden, Grounds Committee, Environment Committee, Art Wall, Church/Chapel Décor Committee, Long Range Planning Committee, Renters Committee.
Programs Council:
Cadre of Caring, Economic Justice/ Social Concerns, Archives, Denominational Affairs, Adult Programs, Women’s Circle, Current Events Lunch, Men’s Lunch, Green Sanctuary, Church Life, UU-UNO.
Finance Council:
Administrator, Finance Committee, Treasurer, Canvass & Financial Continuity, Endowment Fund, Fund Raisers, Personnel Committee.
The Board of Trustees has adopted the following policy regarding committee structure within the church:
- The Board of Trustees shall review all committees each year. An understanding of each committee’s function and responsibilities shall be established between the Board liaison and the committee chairperson. This may be accomplished by providing a copy of the committee functional description contained in this document and soliciting feedback.
- Committee chairpersons, when considering the personnel makeup of their committees, are strongly encouraged to include one new church member for every two (2) longer term church members and at least one teenage member.
Approved by the Board 22 April 1967, 9 January 1990 (Revised), 2001 (Revised)2009 (Revised).
- Church committees shall schedule all meetings and sponsored events through the Church Administrator.
- Such events will be publicized in the Foreword.
Approved by the Board 21 January 1974, April 1980) revised), 9 January 1990 (revised)
4.3.1 PUBLICITY AND COMMUNICATIONS TO OUTSIDE COMMUNITY
Communications made to the larger community outside the congregation (e.g., publicity about an event) must be coordinated with the Board prior to being sent out.
Approved by the Board 9 January 1990:
The church newsletter will contain items of church business, activities and interest, and shall exclude items of a commercial nature not related to church activities.
Approved by the Board 5 February 1958:
4.3.3 SELLING OR DISTRIBUTION OF ITEMS FOLLOWING CHURCH
Any table or area set up at the time of a church event for the purpose of selling or distributing items, or for the dissemination of information or services, must be approved by the Board prior to this action. This permission can be granted by the Board Chairperson if time does not permit Board action
Approved by the Board 9 January 1990, 15 June 1993 (revised):
The Board of Trustees must approve any grant proposal submitted by a group within the church to an outside agency prior to its submission.
Passed December 14, 1993, ? 2001 (revised)
Stocks and bonds given to the church in payment of pledges are to be sold on the first business day following receipt of same, provided the value of the stock is not guaranteed by the pledger. Costs related to the sale are to be paid from Church funds.
Approved by the Board 24 June 1968, 9 January 1990 (revised)
The Unitarian Universalist Church of Amherst acknowledges the importance of memorial gifts. The policy to welcome and encourage gifts must be in the best long-term interests of the donors, the person memorialized and the church itself. In order to maintain flexibility of giving and administration of such funds, the following guidelines are established.
Approved by the Board 25 Jun 1970, 9 Feb 1976 (revised), 9 Jan 1990 (revised)
GENERAL PRINCIPLES
- When the donor expects a gift to be designated for a particular purpose, the purpose, must be approved by the Board of Trustees prior to the acceptance of the gift
- The Board of Trustees is empowered to use the funds whenever it seems appropriate to do so
- The funds are not to be used for usual budgetary items nor for usual capital improvement
-
REVISED POLICY FOR GIFTS
The Board of Trustees has established a policy wherein gifts and memorial bequests are directed to the Endowment Fund, unless requested otherwise by the donor.
Section 10 of the “Declaration” specifies the authority and responsibilities of the trustees relative to receipt of gifts and bequests. Section 10(g) relates to administering gifts and/or bequests as directed by the donor, thus some funds are restricted in the way they may be expended. Current examples include the music fund, the building fund and the garden fund. All other funds held by the Endowment are restricted in the way they may be used.
Approved by the Board of Trustees, 6/13/09 (revised 8/14/14)
ACKNOWLEDGMENT OF GIFTS AND MEMORIALS
Letter of thanks to donor(s) from Secretary, of the Endowment Trust Board.
ENDOWMENT’S RESPONSIBILITY
- Send the donor an acknowledgment for tax purposes when necessary
- Publish in the Foreword the donation of gifts and memorials. Any desire for anonymity should be protected
- When there are many small contributions, the total amount of the fund can be announced
- Large monetary gifts may be specifically published at the discretion of the Board of Endowment Trust
- Notify the Church Administrator of gifts received
All church committees must obtain the approval of their Board liaison before committing to an expenditure in excess of their authorized budget amount.
Approved by the Board 15 April 1965, 6 October 1980 (revised), 4 February 1985 (revised), 9 January 1990 (revised); ? 2001 (revised):
Sunday collections are to be handled by the usher.
Approved by the Board 2 September 1958, 15 February 1966 (revised), 24 September 1984 (revised), 9 January 1990 (revised), 2001 (revised), 3 February 2002 (revised)
The primary fund raising activity of this church shall be via pledging during the Annual Canvass and through the follow-up efforts of the Canvass and Financial Continuity Committee. Any other fund raising activities made within this church must have the consent of the Board of Trustees.
Approved by the Board 10 April 1972, 9 January 1990 (revised)
Fund raising policy allowing committees to raise money for their own activities: Any inside fundraising (raising
funds within the congregation) profits to go to the UUCA. Any outside fundraising (raising funds from the outside
community) profits will be split 50/50 between the committee and the UUCA. Exceptions may be granted by the
Board of Trustees.
Approved 8/14/13
At the end of each fiscal year there are to be audits of the accounts maintained by the Church Treasurer. The audits are to be conducted by outside persons appointed by the Board of Trustees. The audit report and the annual financial report are to be included in the overall Church Annual Report for presentation at the Annual Meeting.
Approved by the Board 9 January 1990
The Finance Committee prepares Church budgets for approval by the Board of Trustees. It also advises the Board and Church Membership on Church financial matters. The Finance Committee has five (5) voting members:
- three (3) from the Board of Trustees
- two (2) from the congregation at large (not current members of the Board of Trustees)
- the church treasurer (non-voting member)
Finance Committee members from the Board of Trustees serve overlapping three-year terms. At the beginning of this plan, the board elects three (3) of its members to this committee. They serve terms of one (1) year, two (2) years and three (3) years, respectively. Each year, the senior board member on the Finance Committee retires. That committee member is succeeded by a board member in his or her first full year of office.
Committee members from the congregation at large serve overlapping four-year terms. When the plan is begun, the committee’s first at-large members are selected for two-year and four-year terms, respectively.
If a committee member is unable to complete his or her term, the group responsible for selecting that member of the Finance Committee must choose a successor in no more than thirty (30) days.
Passed March 9, 1994.
Update to UUCA Finance Committee structure:
The UUCA has been moving to Board Council Mode of Operation for several years now and in recognition of that the Board of Trustees voted on 1/26/08 to direct the Finance Committee to conduct the monthly review of the Treasurer’s Report. In other words, the BOT will no longer function as the Finance Committee. Therefore the Finance Committee will:
- Meet and conduct the monthly review of the Treasurer’s Report prior to the monthly meeting of the BOT.
- Be responsible for direct oversight of the budget and will communicate directly with any entities, committees, councils etc. that are exceeding their budget(s).
- Report to the BOT any significant financial problems they have discovered, in this case significant means an amount of $500 or more and/or a group that is 30% or more over budget.
- Provide the Treasurer’s report to the BOT on monthly basis for informational purposes. The Treasurer is expected to attend monthly board meetings.
- Consist of the Finance Council members/2 board liaisons, the Finance Chair and the Treasurer.
- Have a quorum with the presence of one board liaison, the Treasurer and the Finance Chair to conduct finance business.
Passed 1/26/08.[/vc_column_text][/vc_column][/vc_row]