The Unitarian Universalist Congregation of Petoskey Bylaws and Operations & Procedures Manual
By Laws of the Unitarian Universalist Congregation of Petoskey
Adopted June 10, 2001, revised June 22, 2003; revised June 15, 2008
You can down load the Bylaws and Operations ManualArticle 1. NAME
The name of this religious organization shall be the: Unitarian Universalist Congregation of Petoskey.Article 2. PURPOSES
The purposes of this religious organization is to:A. Provide opportunities for mutual growth and experience in the religious search for meaning by use of The Unitarian Universalist Association Principles and Purposes.
B. Assist our children to grow in the understanding of Unitarian Universalist Purposes and Principles, as well as to understand ways in which those principles and purposes can be implemented in everyday life.C. To reach out to the community at large, implementing Unitarian Universalist Principles and Purposes through service and dialogue.
D. Promote and practice courtesy, integrity, openness and fairness as the hallmarks of the Unitarian Universalist Congregation of Petoskey in actions within itself, the community, and our larger religious and denominational families. Therefore an Ethics Charter Pledge of Conduct is hereby made a part of these Bylaws in Article 12.
Article 3. DENOMINATION AFFILIATION
This congregation may decide in legal manner as provided in these Bylaws to become a member of the Unitarian Universalist Association and/or a regional organization or affiliation, when this congregation is able make annual financial contributions equal to its full fair share as determined by the association, the regional organization, and the membership.Article 4. MEMBERSHIP
A. PARTICIPATION AND DUTIES OF MEMBERSHIP: All persons are welcome to take part in the Sunday service, serve on committees, and participate in activities of this congregation without regard to membership. However, membership carries the privilege and responsibility of voting on matters affecting the congregation, together with providing both physical and financial support, as well as possibly serving as an officer or director on the Board of Directors (Board).B. OPEN MEMBERSHIP: Membership is open to all, regardless of ethnicity, skin color, national origin, gender or sexual orientation, or an individual's gender expression. It is hoped that members have an understanding of the principles, purposes, and history of Unitarian Universalism. It is understood that members will actively support the operations of the congregation through attendance, service, and financial commitment, as they are able.
C. BECOMING A MEMBER: Members are those individuals 14 years of age or older who find value in the purpose of this congregation and have signified their commitment by signing the membership register in the presence of a Board officer after receiving and reading a copy of the Seven Principles of the Unitarian Universalist Church and the Code of Conduct pledge in Article 12 of these By-Laws and Operations & Procedures Manual.D. VOTING AND MEMBERSHIP: Members shall be entitled to all of the rights and privileges of membership immediately, including the right to vote. Visitors and friends are invited to participate fully in our deliberations and discussions.
E. ACTIVE MEMBERSHIP: Membership update shall be determined by July first of each year. Members who are not currently active may be contacted and asked if they wish their membership to be continued and/or inviting them to become active in the congregation. If a positive response is received, the person will be retained as a member. If a positive response is not received, the person may be dropped from membership. If a person wishes to renew his/her membership in the congregation, he/she may do so by signing the membership register in the presence of an officer of the congregation on any Sunday service.F. SUNDAY SERVICES: The time and place of the regular Sunday services of the congregation shall be determined by the membership or by a congregation committee designated by the membership.
G. One Sunday per year may be designated Pledge Sunday.Article 5. MEETINGS AND VOTING
A. Annual Meetings
The annual meeting shall be held each year by July 31 at a time and place fixed by the Board of Directors. The membership shall be informed of the meeting by email, notice in a newsletter and/or website, a mailing, and verbal reminders during services preceding the described meetings. Members will be reminded that they may submit agenda items to the board up to ten days before the scheduled meeting. The notice of the meeting shall contain a slate of officers and directors, a proposed budget, proposed by-law amendments and such other agenda items as the board includes.The Annual Meeting shall adopt a budget for the coming year, elect officers and directors, and discuss and if necessary vote on other agenda items. Thirty percent of the membership shall constitute a quorum. A simple majority will be equivalent to one-half of those present plus one.B. Special Meetings
Special meetings may be called by the Board or by petition to the Board of thirty percent of the membership. Notice for the special meeting shall be by e-mail or in writing and mailed to each voting member of the membership at least thirty (30) days in advance of the meeting, and shall include an agenda of the meeting. At special meetings no business shall be conducted except those items on the Agenda sent out to the members. A simple majority is required to transact business. Thirty percent of the membership shall constitute a quorum for a special meeting except in instances regarding the calling or dismissing of a minister and incurring indebtedness, which shall require a quorum of forty percent. Any necessary vote regarding a Minister, purchase of property, or incurring debt beyond the assets of the UUCOP shall require 80% of those members present at a duly called meeting expressly for such purpose.C. Absentee Voting
Members may vote by absentee ballot for the election of officers. The ballot must be delivered to the meeting. The secretary shall open and count the absentee votes, which will be included in the official count to establish a quorum for the election. Except as noted elsewhere in these By-Laws, absentee votes shall not be allowed; and proxy votes shall not be allowed in any case.D. Points of order raised in any meeting shall be resolved in accordance with Robert's Simplified Rules of Order unless contrary to present law and/or these By-Laws. The Board shall ensure that a copy of this reference will be available at every Meeting.
Article 6. THE BOARD
A. Composition
The members of the Board shall consist of five (5) elected positions: President, Vice-President, Secretary, Treasurer, and Program Director (worship, program, religious education); chairs of any other standing committees [that is, any committee established by the membership or the Board to serve at least one (1) fiscal year], and ex officio any employed or contracted minister.. Any qualified member of the congregation attending a board meeting shall have the right to participate.B. Officers
The officers shall be President, Vice-President, Secretary, Treasurer, and Program Director and shall perform the duties as outlined in the Operations and Procedures Manual.DIRECTORS
The Directors shall be non-elected Board members as specified in 6-A, above. Their duties shall be as outlined or summarized in the pertinent membership or Board decision.Article 7. BOARD RESPONSIBILITIES
A. OVERVIEW
The Board shall have general charge of the property of the membership and conduct all of its business affairs and control its administration, except as provided elsewhere in these By-Laws.B. MEETINGS
The board shall meet at least once every two (2) months and may at its discretion meet more often. Dates and times are fixed by the board, and communicated to the membership in a reasonable manner approved by the board. A quorum shall consist of a majority of the board, with at least two of the quorum being officers. The Agenda for business meetings shall be as found in the Operations and Procedures Manual, following and made a part of these Bylaws.Any Board meeting dealing with legal matters, facilities, financial obligations over $2,000, or By-Laws shall be held in person. Others Board meetings may be conducted by telephone conference or e-mail.
Decisions shall be made in accordance with Robert's Simplified Rules of Order or, at the Board's discretion, or by consensus (defined as a decision that all Board members endorse or at least accept).C. VACANCIES
Any vacancy may be filled until the next annual meeting by a majority vote of the remaining members of the board.D. COMMITTEES
The Board or the membership at a duly called meeting may establish committees to conduct the affairs and business of the congregation, including special or ad hoc advisory committees. All committees shall report directly to the Board. Duties and responsibilities of the committees shall be outlined by the Board or the membership, as appropriate.E. FINANCIAL ADMINISTRATION
The Board shall present a proposed budget for the coming year for consideration by the membership at the annual meeting. The adopted budget shall be administered by the board. The budget may be amended by a majority vote of the Board. Such amendments shall be presented to the congregation for approval if the amendment provides for additional outlays or item changes of at least five hundred dollars ($500).F. ADDITIONAL DUTIES
The Board shall provide or seek legal counsel when appropriate. The board shall promote a procedure for appropriate training for its members. The President of the board or the board's designee will provide within 90 days of the end of each calendar year an annual report to be available for inspection by the members of the congregation and available on the Internet.G. TERM OF OFFICE
g in which they are selected, and shall continue until the end of the next Annual Meeting. Any Officer or Director may be recalled upon a majority vote of the board and approved by a majority vote of the congregation at a duly called special meeting.H. ASSISTANTS
The Board may appoint assistants to the officers including Assistant Treasurer and Assistant Secretary, as it deems needed. The Board may initiate personal service contracts with professional advisors, subject to existing provisions of these By-Laws.FISCAL YEAR
The fiscal year of the congregation shall begin on July 1, and end on June 30.Article 8. MINISTER
A. Ministerial Search Committee
The Ministerial Search Committee may recommend candidates for the position of Minister to the congregation. The Ministerial Search Committee shall consist of five members, three elected by the congregation and two appointed by the Board.B. Search Criteria
The Ministerial Search Committee shall develop “Minister Selection Criteria" to be presented to and voted on at a special congregation meeting at the beginning of the search process. 51% of the members of the congregation voting at the meeting, including absentee ballots, shall be necessary to pass the proposed Minister Selection Criteria.C. Procedure for Calling a Minister
The minister shall be called upon recommendation of the Ministerial Search Committee by 80% of the members of the congregation voting at the meeting at any meeting legally called for the purposes outlined in Article 5, SectionB. Quorum
Quorum for such a meeting is 50% of the qualified members.D. Terms of Employment
The terms of employment shall be set by a Letter of Agreement between the minister and the Board, which shall be approved by the membership.E. Dismissal of a Minister
The minister may be dismissed by 51% of the members of the congregation voting at the meeting, including proxy votes, at any meeting legally called for the purpose as outlined in Article 5, Section B: Quorum for such a meeting is 50% of the qualified members.F. Ministerial Relations Committee
A Ministerial Relations Committee of three members may be appointed by the board with the consent of the minister for a term of one year. New members of the committee shall begin their terms July 1.Article 9 DISSOLUTION
VOTE FOR DISSOLUTION
A. The congregation may be dissolved by a vote of the congregation at a special meeting with 60% of the membership in agreement. B. Disposal of Assets. In the event of the dissolution of the congregation, all outstanding debts subject to a final audit shall be paid and the remaining assets, both real and personal, shall be donated to a charitable organization(s) to be determined by the congregation.Article 10 OPERATIONS AND PROCEDURES
An Operations and Procedures Manual, following these Bylaws, shall be considered a part of these Bylaws, and subject to the same requirements in the event of need for changes as the main sections.Article 11 EFFECTIVE DATE; REVIEW & AMENDMENT OF BY-LAWS
A. EFFECTIVE DATE
These amended By-Laws shall become effective on June 15, 2008. All elected positions shall begin their term of office July 1.B. REVIEW OF THE BY-LAWS
In 2010 and every two (2) years thereafter the Board may appoint a Committee to review these By-Laws. The By-Laws Committee shall report to the board within three (3) months that either the by-laws are adequate for the operation of the congregation or that they require revision.C. AMENDMENT TO THE BY-LAWS
These By-Laws, so far as allowed by law, may be amended or repealed at a Special or Annual meeting of the congregation by 51% of those members voting at the meeting. Notice of current wording together with any proposed change(s) shall be contained in the notice of the meeting.Article 12: ETHICS CHARTER PLEDGE OF CONDUCT
CODE OF CONDUCT. Courtesy, integrity, openness and fairness will be the hallmarks of the Unitarian Universalist Congregation of Petoskey in actions within itself, the community, and our larger religious and denominational families. Therefore we, the Unitarian Universalist Congregation of Petoskey, hereby resolve to adopt the following ethics pledge of conduct:We Hereby Pledge:- Truthfulness in all our communications.
- Fairness in the conduct of our meetings.
- Open proceedings: no secret sessions of the body.
- Actively to invite our members' input to deliberations.
- Scrupulously to avoid conflict of interest. If there is a conflict of interest we will abstain from voting.
- Fair and full financial reporting. Our financial reports shall include comparison to budget and to the previous year.
- To adopt as a goal a biennial written self evaluation of our Congregation.
- To avoid complexity and ambiguity; and to promote simplified Bylaws, operations, and procedures.
article 13: CERTIFICATION
These By-Laws of the Unitarian Universalist Congregation of Petoskey were approved by the membership at a meeting dated June 15, 2008, the membership having been sent written notice as provided by the existing By-Laws, such meeting being recorded in the minutes.These BY-LAWS of the Unitarian Universalist Congregation of Petoskey are hereby signed and certified by the signatures of its President and Secretary, and signed copies shall be retained by the Secretary for the permanent records of the congregation and availability to the members.
Signed at Petoskey, Michigan, on June 22, 2008President
Secretary
Unitarian Universalist Congregation of Petoskey
Operations & Procedures ManualI. OFFICERS: DUTIES AND RESPONSIBILITIES
The terms of all officers shall be one fiscal yearA. PRESIDENT
Objectives
1. Provide overall leadership and direction for the congregation.2. Development and Growth of the congregation.
3. Maintain communications with other UU groups, UUA and UUDOM, and other parties with whom the congregation has direct or indirect contact.
Duties and Responsibilities
1. Provide announcement at services.2. Preside at all Board of Trustee meetings.
3. Appoint the nominating committee.
4. Aid the trustee in selecting his/her committee members.
5. Provide leadership for the development of the congregation.
6. Sign checks in the absence of the treasurer.
7. Provide business and administrative leadership.
8. Represent the board in legal and other relationships requiring official representation, with their direction.
9. May be an ex-officio member of all committees, if requested.
10. Delegate responsibilities as necessary.
11. Maintains records and files of pertinent congregational information, relative to his position.
12. Offer training to the succeeding President.
B. VICE PRESIDENT
Objectives
1. Support and advise the President.2. Guide the Development of the congregation.
3. Be a facilitator to help guide the board meetings and the congregation's meetings and workshops.
Duties and Responsibilities
1. Preside at board meetings in the absence of the President.2. Be a process watcher at Board meetings to keep the agenda on track.
3. Facilitate committee and congregational meetings as delegated by the president.
4. Support the congregation's development process by organizing and facilitating congregational workshops.
5. Assist the President with the agenda as needed.
6. Maintain records and files as needed.
7. Offer training to the succeeding Vice-President.
8. Develop and maintain the congregations Operation and Procedures Manual per direction form Board.
C. PROGRAM DIRECTOR
Objective
Chair of the Worship, Program, and Religious Education CommitteeDuties and Responsibilities
To be determined by the Committee, within any guidelines established by the Board or the membershipD. SECRETARY
Objectives
1. Provide current and historical information of the proceedings of the congregation and Board.2. Provide legal documentation and correspondence to support the congregation's corporate responsibilities.
Duties and Responsibilities
1. Record and maintain the minutes of the board meetings and distribute copies to the members at the next meeting.2. Record and maintain the minutes of the congregation's annual meeting and publish of all members after review by the board.
3. Prepare and submit documents of the congregation's status to those entities requiring these for the congregation's continued existence.
4. Offer training to the succeeding secretary.
E. TREASURER
Objectives
1. Monitor and disburse the congregation's funds to support the business activities without going into arrears.2. Maintain financial records to guide budgeting and legal documentation.
3. The Treasurer shall be responsible for the financial receipts and disbursements of this or-ganization subject to the approval of the Board of Directors
Duties and Responsibilities
1. Provide for the safekeeping of the funds and securities of the congregation.2. Maintain the financial records and provide monthly reports to the board.
3. Maintain the congregation's members pledge records and donations.
4. Pay bills as authorized.
5. Maintain additional records and files as needed.
6. Prepare IRS and other forms required by law for any paid positions.
7. Secure property and liability insurance.
8. Manage congregational funds.
9. Assist in raising funds for congregation's maintenance and development, to include send-ing out pledge forms.
10. Offer training assistance to the incoming Treasurer.
II MEETINGS: ORDER OF BUSINESS
Meetings to conduct the business of this organization shall proceed in the following order:
1. Roll call of officers2. Determine quorum, if necessary
3. Adopt the agenda that specifies target timelines for specific items (for example, items subsumed under Unfinished and New Business)
4. Minutes of the previous meeting
5. Reports of officers, as necessary
President
Vice-President
Program Director
Treasurer (financial report)
Secretary (correspondence)
5. Reports of committees
6. Unfinished business
7. New business
8. Confirm next Meeting date, place, and time (per yearly schedule, if needed.)
9. Adjournment
(END)