NEXT BUSINESS MEETING: May 15, 2012
General Board Meeting Schedule: 3rd Tuesday 7:30-9:15 p.m., with a potluck reception from 7-7:30 p.m. Board business meetings are open to all. If you are coming to the reception, you are welcome to bring finger foods and drinks for 4-6 people. If you feel that advance preparations may be needed to make the meeting more accessible or comfortable for you, please contact the Chair, Natty Averett.
General Agenda for May 15th
- Discussion of Revisions to Executive Limitations (Operational Standards That Promote Our Values) and Board Governance Handbook
- Evaluations
The terms Ends and Executive Limitations are from language and framework of the Policy Governance model. Policy Governance is a governance model developed by John Carver and is the framework in which the Board does its work. Below is an explanation of key principles and terms in Policy Governance.
The Board Governance Handbook and other documents related to meetings are available on this page and in the blog titled “Materials and Info for Board Meeting”
You may also contact the Chair, Natty Averett, for copies of the material for meetings.
Introduction to UUCA Governance
The membership of the Unitarian Universalist Church of Arlington is the authority for all matters concerning the church, in that it calls ministers and elects lay leaders. The Board of Trustees has general supervision and direction of the affairs of the Church. The nine trustees serve two-year terms – five of them elected in even-numbered years, four in odd-numbered years. The membership also elects a Secretary and Treasurer who report to the Board.
The church’s governing documents are the Articles of Incorporation and the bylaws. The bylaws, adopted June 12, 2011, succeed the constitution, which was adopted in 1951. The bylaws may be amended by the membership, in accordance with procedures set forth in the bylaws.
The Board holds business meetings on the third Tuesday of the month; approved minutes are posted on this page. The Annual Meeting of the membership takes place on the first or second Sunday in June. The agenda includes the election of trustees, officers and other officials; a report of the Board; and adoption of the church budget covering the fiscal year that begins July 1.
The Board of Trustees operates under the guidance of the Governance Handbook . The Handbook describes the Board’s system of governance and policies, consistent with the constitution.
The Handbook outlines the Board’s governance for UUCA that establishes authority and accountability between and among the Board, senior staff, and ministers. The model is intended to empower the ministers, staff and lay leaders to execute their responsibilities to the Board and the congregation.
UUCA’s governance has the following elements:
- The Board delegates authority over day-to-day operations to an Executive Team (ET), appointed by the Board. The ET is composed of one or more ministers and the church administrator. The ministers are called by, and accountable to, the congregation. The Board is elected by, and accountable to, the congregation. In his/her capacity as a member of the ET, a minister is accountable to the Board.
- The Board articulates the church’s goals, or “Ends”, and it holds the ET accountable for meeting the Ends, as interpreted by the ET. The Board also oversees the ET’s management of finances, including ensuring the execution of an independent audit; and it stays in conversation with the congregation.
- The ET -- and the ministers, paid staff, and lay leaders and volunteers under their direction – are free to employ the means as they determine without specific approval of the Board, but consistent with the Board’s policies.
The Board holds business meetings on the third Tuesday of the month; approved minutes are posted on this page. The Annual Meeting of the membership takes place on the first or second Sunday in June. The agenda includes the election of trustees, officers and other officials; a report of the Board; and adoption of the church budget covering the fiscal year that begins July 1.
Policy Governance-Explanation of Terms:
Policy Governance is a governance model developed by John Carver and is the framework in which the Board does its work. Below is an explanation of key principles and terms in Policy Governance:
Ends: The Board’s articulation of the overarching goals that those who serve the organization must achieve in order to fulfill
the organization’s vision and mission.
Executive Limitations: The Board’s articulation of the overarching morals/ethics of the institution that those who serve the
institution must honor as they carry out the operations of the organization.
Monitoring and Evaluation: The work that the Board does to make sure that the Ends are being met and that the
Executive Limitations and other policies are honored.
Ownership Linkage:The work that the Board does to define and redefine who/ what it is accountable to, to make sure that its Ends and Executive Limitations represent the values and vision of those it is accountable to and to make sure that the Board is demonstrably accountable back to its sources of accountability and authority.
UUCA Treasurer
The Treasurer, elected by vote of the membership and under the direction of the Board of Trustees, is responsible for the proper receipt, accounting, management and disbursement of Church funds within policies established for financial control and oversight. The Treasurer is responsible for protecting church assets, ensuring the maintenance of records, and submitting periodic reports to the Board. The Treasurer also submits a report at the Annual Meeting.
To carry out these responsibilities, the Treasurer responds to requests from the chair of the Board of Trustees and consults on a regular basis with the Church Administrator. The Treasurer is an ex-officio member of the Finance Committee, Investment Committee, Endowment Committee, and Memorial Gifts and Bequests Committee.
The Treasurer monitors the work of the three Assistant Treasurers, who are elected by the Congregation.
The Treasurer reviews requests for reimbursement of expenses of the Church Administrator and approves as appropriate. The Treasurer may sign contracts in the absence of the Church Administrator, and may approve transportation expenses above those presented in the budget for the ministers and administrator as appropriate.
The Treasurer works with the Church Administrator to implement audit recommendations. The Audit Committee, appointed by and reporting to the Board of Trustees, consults with the Church Administrator on the selection of an auditor. The Audit Committee is available for consultation with the auditor, and it reports on the implementation of recommendations arising from periodic audits.
Nominating Committee
The Nominating Committee is elected by the congregation to nominate a slate for all lay positions elected at the Annual Meeting. The five-member committee interviews potential candidates for service as Trustees, Officers, the Nominating Committee, and special committees, including ministerial search.
A description of service on the Board of Trustees is available here.
Nominating Committee (2011-12) members, serving staggered two year terms, are Bennett Minton, Sarah Munson, Lavona Grow, MJ Schmelzer-Hoekstra, and Fred Stokeld. Please contact one of them if you are interested in a conversation about leadership.
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Statements in the Name of the Church
People in our church often feel called by faith to witness for social justice in the larger community. Before making a statement, please read and follow the guidelines for acting, speaking or writing, in the name of the church.
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Governance Docs
For archive of Board meeting minutes and other governance documents, click here.
Budget Matters
Resolutions & Reports
Denominational Affairs
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Margaret Bauman
John Bohman
Gretchen Menn
Juliet Purll
