Note: This copy was reproduced from a disk given me by Nina Scarpa which presumably came from Kathy Wilson. It is obviously way out of date and incomplete.

Bob Mathwich

April 3, 2001

Introduction

1. Organization

1.01

Board of Trustees

1.02

Teams

1.03

Team Leaders

1.04

Committees

1.05

Board Committees and Congregational Committees

1.06

Shared Interest Groups

1.07

Organizational Chart

2. Operating Policies

3. Annual Operations Calendar

4. Information on Individual Committees and Other Groups

The purpose of this document is (1) to give an overview as to how the Unitarian Universalist Church in Cherry Hill (UUCinCH, the Church) is organized to achieve its goals, and (2) to provide guidelines for the operations of the many units that compose the Church's organization. With this information, individuals within teams and committees can feel confident as to where they fit within the organizational structure. Each entity within the Church should be confident as to what authority they have as well as the functions for which they will be held accountable.

The policies set forth in this operations manual are governed by the Bylaws of the Corporation, and, in case of a conflict, the Bylaws supersede this manual.

The Operations Manual contains three sections dealing with (1) organization, (2) operating policies, and (3) the annual operations calendar.

In this Manual, the following terms are used:

A. A committee is appointed or recognized by the Board of Trustees to conduct ongoing Church business or a program on behalf of the Board as described in the Committee's mission statement or the Board's charge to the committee.

B. A task force is appointed or recognized by the Board or a team leader to perform a specific short-term assignment and is dissolved upon completion of the assignment.

C. A shared interest group consists of persons participating in a long- or short-term program or activity of interest to members of the group, but not to the Church as a whole.

1.01. THE BOARD

A. Mission

In general, the Board is responsible for the well-being and the management of the Church. The Board is charged with seeing that the goals and aspirations of the Church are met. That is, immediate needs and long term dreams are guide posts for how the Board does its business. The realities of budget constraints and desires of the congregation must be balanced ultimately by the Board. How the Church as a functioning entity does its business and deals with other entities is also within the realm of the Board. The Board, like all officers of the Church, must act in accord in accord with the Bylaws of the Corporation.

B. Membership

There are nine board members. Eight are elected by the Corporation (the voting members of the Church), and one is the Minister, if he/she is a member of the Corporation. A slate of Board members shall be prepared by the Nominating Committee and additional candidates may be nominated at the Annual Meeting in accord with the Bylaws.

C. Terms

The elected members of the Board serve terms of two years and are limited to two consecutive terms. After an individual has been off of the Board for one year, that individual is again eligible for election to the Board.

D. Functions of the board

(1) Long range planning

a. Establish a long range planning process

b. Foster the implementation of the long range plan.

(2) Ministerial relations

Act as a sounding board and source of feedback for the Minister through a committee of the Board.

(3) Maintain and update the Bylaws of the Corporation.

(4) Maintain the financial well being of the Corporation.

a. Establish a finance committee that reports regularly to the Board.

b. Maintain close contact with any other organs of the Corporation responsible for the well being of the Corporation.

(5) Governance/Function

a. The Board is responsible for the organization and functioning of the Corporation.

b. The Board shall request and receive reports from the teams, committees, groups, etc., of the Corporation as needed for the functioning of the Corporation.

c. The Board shall withhold recognition or approval of any entity within the Church which it feels is not in accord with Corporate policy.

d. The Board shall make reports to and charge the teams, committees, etc. [through proper channels] with duties as are needed for the functioning of the Corporation.

e. Board contact with committees shall be made through the team leaders.

(6) Corporate policy making

a. The Board shall be the body within the Corporation to generate corporate policies.

b. Policy recommendations may be the creation of the Board or may originate with the team leaders.

c. The Board shall bring corporate policies before the Corporate body--the congregation--for approval at the Annual Meeting or, upon extraordinary need, at an emergency corporate meeting.

1.02. TEAMS

The Board cannot both make policy and deal with the details of administration. Good communication with the various organizational units of the Church is essential to an effective Board. To facilitate this communication and to allow the Board to devote its time and energy to its most important functions of leadership and planning, all most of the committees of the Church are grouped into five teams. Each team is focused on one aspect of Church life.

Each team is led by a Team Leader, who provides leadership for the committees in that team. The team leader also will provide communication between the committees within a team and the Board and with other teams.

The teams are:

A. CHURCH COMMUNITY TEAM

The committees groups within this team are engaged in activities which build a caring community through ministry to the spiritual, social and personal needs of the members and friends of the congregation.

Active and potential groups included in this team are:

Lay Caring

Extended Families

Newsletter

Membership

Member profile database

Issues of the Aging

Social Events

Visitation

Transportation

Interweave

Sanctuary

Womyn in Religion

UUPagans

UUBuddhists

B. SUNDAY SERVICE AND RELIGIOUS CELEBRATIONS TEAM

The committees groups within this team are engaged in activities which create, coordinate, and support Sunday services and religious celebrations for the entire congregation.

Active and potential groups included in this team are:

Worship

Chancel Decoration

Choir, Adult and Youth

Sound

Music

Assistive Listening Devices

Celebrations

Greeters

Ushers

Hospitality

C. LIFESPAN RELIGIOUS EDUCATION TEAM

Groups within this team design and deliver educational and enrichment experiences and resources within and outside the Church for members and friends of all ages

Active and potential groups included in this team are:

Children Religious Education

Junior Youth

YA!

Adult Programs

Library, Adult and Youth

D. OUTREACH TEAM

The committeesgroups within this team are engaged in activities concerned with the relations and interaction of the Congregation with the wider community.

Active and potential groups included in this team are:

Denominational Affairs

Unitarian Universalist Association (UUA)

Joseph Priestly District (JPD)

Delaware Valley Area Council (DVAC)

Transylvanian Connection (Szerkelyderzs)

Social Justice Steering Committee

Women's Center

Legislation

Promise the Children

Emergency Food

Environment

Camden

Aids

Anti-racism

Diversity

UU-UNO

Connections

Circlewood

Publicity

Growth

Internal Publications (brochure rack, bulletin board)

E. RESOURCES TEAM

Groups within this team are engaged in activities concerned with the acquisition, maintenance and allocation of those material resources and personnel necessary for the operation and activity of the Church.

Active and potential groups included in this team are:

BuildingsProperty & Grounds

Building Use

Office Management

Archives

Supplies

Finance

Canvass

Fund-raising

Auction

Grocery Coupons

Endowment

1.03. TEAM LEADERS

A. Appointment

The Board of Trustees will convene the committee chairs of teams scheduled to select a team leader in May of each year. The Committee chairs will select a team leader for their team for the coming term. This name will be forwarded to the Board. The Board will officially confirm the selection of the committee chairs. If the committee chairs of a team cannot select a team leader for whatever reason, they shall request the Nominating Committee to select an individual for submission to the Board.

The team leaders must be extraordinary individuals capable of organizing, motivating and inspiring the chairs of the committees within their teams. The purpose of a team leader is to foster the functioning of the various committees and organizations of the Corporation.

B. Terms.

Team leaders serve terms of two years and are limited to two consecutive terms. After an individual has been out of the leadership of a team for one year, that individual is again eligible to serve as leader of that team. A team leader who has served two terms as leader of one team may be leader of a different team immediately.

The terms of the team leaders shall be staggered so that three are selected in odd numbered years and two are selected in even numbered years.

A vacated position (by resignation, incapacity, or other cause) may be filled, by the normal process for selecting team leaders, for the remainder of the term, if the remainder of the term is less than a year, or for a full two-year term. At no time shall an individual remain team leader of the same team in excess of five consecutive years.

C. Functions of a Team Leader

1. Be a communication link between the committee chairs and the Board.

2. Team leaders are responsible for creating an annual team budget, which reflects the requests and priorities of the committees within each team, to be forwarded to the Board for inclusion in the Church's Annual Budget.

3. Meet with other team leaders and coordinate activities among the several teams.

4. Report to the Board on a regular basis.

5. See that actions approved by the Board are implemented.

6. Be responsible for assuring the existence of an effective chair for each committee, based on recommendations of the committee members.

7. Resolve all matters concerning the committees within a team at the team level, providing such action does not infringe on the policy making authority of the Board. Should an issue arise that requires the action of or affects more than one team, the team leaders shall act in concert to resolve the issue. Should an issue arise that requires Board action, the team leader(s) report this issue to the Board with due haste. The request for Board action or assistance should include: (a) a brief description of the problem or need for action and (b) any suggested course of action recommended by the team leader(s).

8. Team leaders as a group may generate requests for new policies or procedures or for a modification of existing policies or procedures.

9. The team leaders report to the Board and the Corporation annually on the status of their teams.

10. The team leaders shall meet with the Board at least four times each year.

11. The team leaders shall meet with the committee chairs of their teams on a regular basis.

12. Team leaders may create, combine, re-organize or eliminate committees within their teams as they deem necessary for achieving the functions required of the team. Such action should be taken only after consultation with the Board and with the committee chairs within the team.

1.04. COMMITTEES

The work of the Church shall be organized to be performed by committees organized into five teams. This section of the Operations Manual deals with how the committees are organized. Section 4 of the Operations Manual contains the description of the mission and major activities of each committee. The Section 4 is organized by teams.

A. Organization of Committees

1. Each committee shall adopt a mission statement stating the purpose and goals of the committee and the committee's major annual events.

2. Each committee shall adopt procedures which will provide for, at a minimum,

(a) a list of active members,

(b) minutes for each meeting,

(c) an annual written report, a report of committee budget requirements,

and other relevant information on the activities of their committees to their team leader.

(d) a specified process for becoming a member of that committee.

3. A committee may be funded through the operating budget as a part of the budget of the team to which the committee belongs.

B. Officers

1. Each committee shall have a chair chosen by the committee members, or, failing that, appointed by the team leader.

2. Committee chairs shall serve two-year terms, renewable for one additional term. At the end of a two-year term, a chair must be re-appointed by the team leader. No more than two consecutive terms may be served. After one term out of office, an individual is eligible for two more consecutive terms. It is desirtable that terms of chairs within a team be staggered.

3. A vacated position (by resignation, incapacity, or other cause) may be filled by an appointment for the remainder of the term, if the remainder of the term is less than a year, or for a full two-year term. At no time shall an individual hold a committee chair in excess of five consecutive years.

1.05. BOARD COMMITTEES AND CONGREGATIONAL COMMITTEES

One committee--the Nominating Committee--is elected by and reports to the Congregation at the annual meeting. The Board may create committees, task forces, and study groups as needed. These committees are appointed by the Board and report directly to the Board. These committees are engaged in activities required to maintain and improve the Church's structure and organizations as well as its sense of identity.

Active and potential groups included in this team are:

Nominating

ions for Positions of Leadership

Building Our Dream

Governance and Structure

Leadership Development

By-laws

Endowment Trustees

Long-range Planning

Committee on Ministry

Employee Relations

1.06. Shared Interest Groups

Shared interest groups do not have the same relationship to the team leader as do other committees and groups. Shared interest groups shall select their group leaders, who shall not be subject to term limits.

Shared interest groups shall not be funded directly in the Church budget.

Shared interest groups, as committees, shall have a voice in the selection of a team leader.

Shared interest groups, as committees, must comply with the policies of the Church as adopted by the Board of Trustees.

A shared interest group may become a committee if they wish to do so. If so, they will have the rights and responsibilities of committees.

2.01. Committee meetings shall not be scheduled so as to conflict with Sunday worship services.

2.02.

2.03.

2.04.