Unitarian Coastal Fellowship
Policy and Procedures Handbook

GENERAL PRINCIPLES

The intention of the Unitarian Coastal Fellowship (UCF) is for its programs and activities to further the religious, educational, social, and recreational needs of the church community. All programs are expected to be a living expression of our Unitarian Universalist principles and purposes and to support the mission of this church.

Any and all use of the property and any and all programs offered in the name of the church are under the authority of and subject to the approval of the Board of Trustees.

It is the intention of the Unitarian Coastal fellowship to annually support the Thomas Jefferson District and the Unitarian Universalist Association at a level of fair share giving.

SCHEDULING UCF FACILITIES; REGISTERING CHURCH GROUPS

1. The Board of Trustees or its designee schedules church facilities.

2. Newly formed church-supported or church-affiliated groups must gain approval from the Board of Trustees before beginning activities.

3. UCF functions take precedence over all others in scheduling; therefore, church-supported or church-affiliated groups/activities may be required to reschedule their activities.

UCF, UCF-SUPPORTED, AND UCF-AFFILIATED GROUPS AND ACTIVITIES

The Unitarian Coastal Fellowship is a seven-day-a-week church, a place where programs make a difference in people’s lives nearly every day. Any use of the church property and any programs offered in the name of the church are under the authority of and subject to the approval of the Board of Trustees and must be in keeping with the goals and purposes of the church. The church expects all people who use these facilities to behave responsibly and demonstrate respect and concern for the persons and property they encounter here.

The use of the church facilities and categories of church programs fall into five general categories:

1. UCF committees, groups, and activities
2. UCF-supported groups and activities
3. UCF-affiliated groups and activities
4. Rentals to non-profit groups and community groups
5. Rentals to groups or individuals.

UCF church activities include worship services, committee meetings and functions carried out under the auspices of committees and groups or activities created or authorized by the Board of Trustees. Church programs are responsible to the entire church and typically endeavor to represent a wide range of needs and interests. Church programs are open to all interested persons. Church functions do not pay rent or damage deposits. Weddings, funerals, and memorial services are a significant part of our life as a religious community. For this reason, these services for members are considered church functions and there is no rental fee or damage deposit.

Use of UCF Facility by UCF Members

These activities may be events such as weddings, memorials dedications or special services. There is no fee for use. The policies for Church, Church-Supported and Church-Affiliated Groups and Church Activities apply concerning cleaning safety etc.

 

Church-supported groups or activities include programs that are not under the control or auspices of a committee. The board may designate a program as a church supported activity, or a group may apply for this status. Typically, these groups have a strong significance for the church or are important kinds of community programs that the church has strong interest in sponsoring. The Martin Luther King Celebration committee and cooperative efforts with the Down East Folk Arts Society are examples of such groups. Others might be an Alcoholics Anonymous group. New groups must get permission from the Board of Trustees before beginning activities. Church supported groups do not pay rent or damage deposit, though a designated responsible person must serve as liaison to the Board of Trustees.

 

The church-affiliated designation for groups or activities enables members to take the initiative for creating a wide range of programs to meet specific needs or interests. The group must be open to all members, but church affiliated programs may have a very specific focus and be of interest to a limited number of members. Any member may sponsor a church affiliated group. The sponsoring member is responsible for all aspects of organizing and running the group. Newly formed church affiliated groups must get permission from the Board of Trustees before beginning to meet. Church affiliated groups do not pay rent; however, the sponsoring person accepts financial responsibility for any damage to the church that occurs as a result of the building use.

 

Each on-going group is asked to discuss and develop agreements about how the group will apply the Unitarian Universalist principles to the functioning of the group. Groups are reminded to welcome and include new members and visitors.

 

All church functions are open to everyone. The only limitation on this requirement is if the purpose of the group requires a focus, such as a men’s or women’s support group.

 

Where appropriate, groups are encouraged to begin each meeting with a reading or meditation and a brief process for checking in with each participant who wishes to share (some form of Joys and Concerns). This process is designed to remind people that they are participating in a church-related function and helps participants to feel welcomed, accepted, and able to focus on the purpose of the meeting or group.

 

BUILDING-USE POLICY

Designated Responsible Persons

Each group will designate a responsible person to schedule activities and who agrees to educate the group about the expectations as outlined in these guidelines.

For a UCF committee, the designated responsible person is the committee chair. For a church-supported program, the designated responsible person must be a member of the church, or have board approval. The person sponsoring a church-affiliated group must be a member of UCF and perform the duties of the designated responsible person for that group.

Cleaning the Facility

1. All groups who use the building are asked to clean the rooms and restore them to the normal arrangement before leaving.

2. If you are using the building for a potluck dinner or any other function that generates a lot of trash, arrange for some of your members to take away the trash. The church has one trash can for general use.

Facility Safety and Security

Security is an important issue for all church activities. The designated responsible person is responsible for unlocking and securing the church facility for any activity.

1. When any group leaves the church, the designated responsible person must make sure that all outer doors are properly locked.

2. All fire and other safety regulations must be observed.

3. Fire extinguishers are located outside the bathroom, inside the upstairs exit door, inside the kitchen behind the refrigerator.

4. Fire exits are located in the sanctuary and upstairs on the north wall.

5. Liability insurance is in general provided by UCF for the organizers of non-UCF functions, for single events that fall into the category of church-related functions such as weddings, memorial services, child dedications, etc.

 

Alcohol and Tobacco Use

1. The Unitarian Coastal Fellowship is a non-smoking facility.

2. Alcoholic beverages are not to be served or consumed on church property.

Children

1. Children must be supervised at all times.

2. If child care is needed during your activity, reserve the appropriate space and arrange for care providers.

Noise

1. Be considerate of others using the building. Voices and activity levels kept at a reasonable level allow other users to enjoy their meetings and events.

2. We are located in a residential area. Please observe a 9:00 p.m. outside noise curfew.

Lights, Heating, and Air Conditioning

1. Turn off all lights when you leave the building.

2. Before leaving the building, re-set the thermostat to the levels stipulated by the Facilities Committee and the Board of Trustees.

Use of UCF Facility by Outside Groups and Individuals These activities may be events such as weddings, memorials, child dedications, or special services.

1. Facilities are available contingent on making a donation to the fellowship for its use ($200.00 per use).

2. Fees to cover the costs of utilities and cleaning will be assessed depending on the extent and duration of facility use.

3. Groups will be billed for any damage to furniture, property, or facilities for repair or replacement.

4. All groups must vacate the premises by the agreed-upon time including clean-up time. A charge may be levied for occupancy that exceeds the agreed-upon rental time.

5. In general, 9:00 PM is the latest time for vacating the premises due to outside noise.

6. No youth groups may use the facilities without proper onsite adult supervision.

Restrictions that Apply to Renters of UCF Facilities

1. No food or beverages in the sanctuary.

2. UCF musical and electronic equipment may be used by special permission.

3. Food may not be prepared in the kitchen.

4. Prepared refreshments may be brought into the church and served.

5. Renters are to provide their own plates, cups, utensils, etc,

6. Chairs, tables and furniture may be moved but must be returned to the original location.

7. Renters are to provide any garbage bags required, and place refuse in the garbage can located outside.

8. All lights must be turned off and doors locked at departure.

 

GENERAL CONGREGATIONAL POLICIES

SHELTER USE

Since the church building is not set up with the necessary equipment to be a shelter, it shall not be offered for use as a shelter to any member or non-member during catastrophic weather events.

SUNDAY SERVICE ANNOUNCEMENTS

During a church service, the president or designee makes all announcements. Such announcements must pertain to church-related activities. Joys and Concerns are important personal messages to be shared with a caring congregation and are not announcements.

FORMAL VOTES

Policy issues require formal votes by the Board of Trustees such as:

1. Expenditures that are more than $750 greater than the amount in a previously adopted budget
2.Adoption of policies
3.Adoption of a UCF statement, e.g., vision, long range planning
4.Proposed changes to bylaws

WHO SPEAKS FOR THE CONGREGATION?

The Board of Trustees and the President determine who speaks for the church and under what circumstances.

RESPONSIBLE BEHAVIOR

If a UCF member or friend conducts him/herself in a manner that is destructive to the church community or contrary to the purposes and programs of UCF, the destructive behavior policy will go into effect. This policy relates only to the church’s response; other legal actions may also be brought as a result of these behaviors.

Behaviors that trigger this policy are verbal abuse on church property, physical abuse on church property, or destruction of church property.

First offense: The person will receive a warning and a suspension of membership for a period of one month.

Second offense: The person will receive a warning and a suspension of membership for a period of 3 months.

Third offense: The person will have membership terminated and/or will be requested not to attend services or events at UCF. Such drastic action would require an affirmative vote by a ¾ majority of the Board with the right of appeal to the full congregation.

Termination could be ended by reconciliation and readmission after a satisfactory counseling with the minister and/or private counselor and a vote of the board.

 

SPECIAL GIFTS

CASH OR LIQUID ASSETS

1. Any gift to UCF is appreciated.

2. If the gift is cash or a liquid asset and is not given for a specific purpose, the gift will be added to the Endowment Fund.

3. If the gift is not in the form of cash or securities, it is the responsibility of the donor to assess the value of the gift.

4. If the cash or liquid asset is given for a specific purpose, the Finance Committee, the Board of Trustees or an appropriate committee of the church should review it to determine if the purpose is appropriate. If so, the gift can be accepted. If not, the Finance committee or the Board of Trustees will contact the donor and ask that the gift be channeled for another purpose.

5. If the gift is a tangible item, the donor must realize that the gift will pass to the church unencumbered. The church cannot incur any liability for future damage, destruction or loss. The church retains proprietary rights to tangible gifts as to placement, use, storage, and possible disposition.

 

REAL ESTATE

1. If the gift is real estate, the donor of a gift of real estate must, at a minimum, provide, at his/her own expense, proof that the title is clear and unencumbered.

2. The Finance Committee of the Board of Trustees or a committee designated by the board will determine the salability of the property before accepting it.

3. Consultation with a realtor before acceptance of gifts of real estate is recommended.

4. The church shall be held blameless in any conflict between a donor and the IRS as to the declared tax value of a gift.

 

DUTIES OF THE BOARD OF TRUSTEES

The Board:

♣ enacts Fellowship policy;

♣ approves fundraising activities;

♣ approves expenditures, either through the adoption of a budget or as individual items;

♣ selects delegates to the UUA General Assembly, the TJD meetings, and other delegates as required;

♣ provides guidance to the Standing Committees through the various Trustees; and

♣ insures that the actions of all Fellowship committees are consistent with our UUA principles.

 

DUTIES AND RESPONSIBILITIES OF OFFICER TRUSTEES

All Officer Trustees are required to attend meetings of the Board of Trustees. Each Officer Trustee is expected to become informed about the duties and responsibilities of his/her office. Each Officer Trustee is responsible for briefing his/her successor and turning over to his/her successor the Trustee Notebook and any information pertinent to the new Officer Trustee's area of responsibility.

PRESIDENT

1. Prepares Board of Trustee meeting agendas and presides over board meetings.

2. Tracks Board decisions and issues from month to month.

3. Serves as an ex-officio member of all committees.

4. Writes monthly president's column for church newsletter.

5. Opens church services and makes announcements.

6. Represents UCF when needed at denominational and community functions.

7. Fields requests and problems to appropriate trustees.

8. Meets with minister at least twice monthly to discuss issues, problems, and opportunities.

9. Opens church mail and distributes it to appropriate committee or trustee.

VICE PRESIDENT

1. Performs duties assigned to him/her by the President or by the Board of Trustees.

2. Assumes the duties of the President in his/her absence.

3. Maintains UCF Policies and Procedures Handbook of committee functions and objectives.

4. With the President's permission, acts to assess the performance of the Trustees, making recommendations when appropriate.

5. If asked to do so by the Board and/or the President, assesses the implementation of the Long Range Plan and makes suggestions to the Board for carrying out goals and strategies.

SECRETARY

1. Records the minutes of (a) Board Meetings (b) the Annual Business Meeting and (c) any other called meetings of the congregation. All minutes will be typed, using a computer, and hard copies will be placed in the Fellowship office. At the end of each fiscal year, all minutes will be placed on a CD, labeled, and stored in the Fellowship office.

2. Retains an official copy of Board minutes with any pertinent attachments, such as the Minister's report, Treasurer's report, and the like.

3. Maintains an up-to-date official list of members and friends. Such list should include name, address, home phone number, email address, year joined.

4. Fills out annual UUA questionnaire concerning officers, members and other matters.

5. Informs the WORLD magazine of new members and those no longer on the UCF membership rolls.

6. Organizes materials in the church office for ready availability by officers, Trustees and other members of the congregation.

TREASURER

1. Serves as business agent of the Fellowship.

2. Handles all accounts of the Fellowship.

3. Deposits all monies received in a timely manner and keeps proper accounting records of them.

4. Pays all bills that are the responsibility of the Fellowship and keep proper accounting records of them.

5. Prepares monthly financial reports of monies received and dispersed for Board of Trustee meetings.

6. Reports any additional finance matters to the Board

7. Maintains records of all assets of the Fellowship.

8. Provides pledging members and friends the status of their pledge.

9. Serves on the Finance Committee.

10. Advises and meets with the Investment Committee when investment decisions need to be made.

11. Provides year-end report(s) of income and expenditures to the Finance Trustee to aid in developing a budget for the following fiscal year.

DUTIES AND RESPONSIBILITIES OF FUNCTIONAL TRUSTEES

All Functional Trustees are required to attend monthly meetings of the Board of Trustees. Each Functional Trustee is expected to become informed about the duties and responsibilities of his/her office. Each Functional Trustee is responsible for briefing his/her successor and turning over to his/her successor the Trustee Notebook and any information pertinent to the new Trustee's area of responsibility.

OUTREACH TRUSTEE

1. Acts as a liaison between the Board of Trustees and the following committees: Membership and Social Action.

2. Ensures that each committee carries out its duties and that each is responding to the needs and desires of the Fellowship.

3. Ensures that each committee has a chairperson and adequate members.

4. Maintains a current list of committee chairpersons and members.

CONGREGATIONAL AFFAIRS TRUSTEE

1. Act as a liaison between the Board of Trustees and the following committees: Joys and concerns, Long Range Planning, and Newsletter.

2. Ensures that each committee carries out its duties and that each is responding to the needs and desires of the Fellowship.

3. Ensures that each committee has a chairperson and adequate members.

4. Maintains a current list of committee chairpersons and members.

5. Arranges to have greeter(s) at each service.

FINANCE TRUSTEE

1. Act as a liaison between the Board of Trustees and the following committees: Finance and Ways & Means.

2. Ensures that each committee carries out its duties and that each is responding to the needs and desires of the Fellowship.

3. Ensures that each committee has a chairperson and adequate members.

4. Maintains a current list of committee chairpersons and members.

PROGRAM TRUSTEE

1. Acts as a liaison between the Board of Trustees and the following committees: Worship/Music, Social/Hospitality and Program.

2. Ensures that each committee carries out its duties and that each is responding to the needs and desires of the Fellowship.

3. Ensures that each committee has a chairperson and adequate members.

4. Maintains a current list of committee chairpersons and members.

5. Arranges for programs on topical issues.

RELIGIOUS EDUCATION TRUSTEE

1. Recommends candidate for position of R.E. Director.

2. Arranges or the purchase of materials and supplies.

3. Arranges for volunteers for the children’s story during worship services.

4. Recruits teachers for the children's Sunday education.

5. Assumes duties and responsibilities of the R.E. Director in absence or in lieu of the same.

6. Arranges for adult education programs.

FACILITIES TRUSTEE

1. Acts as a liaison between the Board of Trustees and the following committees: Building and Grounds, Kitchen/Housekeeping and Aesthetics.

2. Prepares yearly a list of proposed improvements and maintenance, with cost estimates to the Finance Committee for its use in preparing a budget.

3. Secures and evaluates bids for any major project and make a presentation to the Board of Trustees for approval.

4. Oversees any major project to its satisfactory completion.

 

DUTIES AND RESPONSIBILITIES OF THE COMMITTEE ON MINISTRY

♣ To nurture and sustain a shared collaboration between lay leadership and ordained leadership.

♣ To provide perspective and vision to the Fellowship's ministry.

♣ To monitor congregational life and assess a sense of the congregation regarding issues underlying or related to ministry.

♣ To assist with conflict management between members or between members and the minister.

♣ To assess the effectiveness of both lay-led ministry and ordained leadership. This duty is to be performed prior to February 1, and annually thereafter in order for the Committee on Ministry to recommend an annual compensation package to the Board of Trustees prior to adoption of the next year's budget.

♣ To assist, counsel, and promote ordained leadership relative to matters that may come before the Board of Trustees, the TJD or the UUA.

CHOOSING MEMBERS OF THE COMMITTEE ON MINISTRY (approved by the Board of Trustees, Nov. 19, 2003)

The President will appoint a committee of three Board members to work with the minister in selecting candidates for the Committee on Ministry. Members of the Committee on Ministry will serve for one year. The Board of Trustees will approve committee members no later than the regular October meeting.

 

PROCEDURE FOR DISSEMINATING THE CALL FOR THE ANNUAL MEETING AGENDA

The call to the congregation for items to be placed on the agenda of the Annual Business meeting will be done by: (a) publishing the call in the April newsletter; (b) posting the call on the UCF website throughout the month of April; (c) announcing the call in the Order of Service throughout the month of April. The deadline for receiving items by the Board will be the first Monday in May.

 

 

 

A. RESOLUTION

WHEREAS, we, the members of the Unitarian Coastal Fellowship, whose address is 1300 Evans Street, Morehead City, North Carolina 28557, affirm the worth and dignity of our congregation and the work of our Fellowship; and pledge to support the work of this congregation through Stewardship of bequests in Wills, charitable remainder and other trusts, charitable gift annuities, assignments of life insurance, special gifts and transfers of property (cash, stocks, bonds, real estate); and

WHEREAS, it is the desire of the congregation to encourage, receive and administer these gifts in a manner consistent with the loyalty and devotion expressed by the grantors and in accord with the policies of this congregation; and

WHEREAS, it is our desire to preserve, protect, and foster the presence of our Fellowship in perpetuity,

THEREFORE BE IT RESOLVED, that the Unitarian Coastal Fellowship, in meeting assembled on January 30, 2000, approve and establish on the records of this congregation a new and separate fund to be known as THE UNITARIAN COASTAL FELLOWSHIP ENDOWMENT FUND, hereinafter called the "FUND"; and

BE IT FURTHER RESOLVED, that the purpose of this FUND is to enhance the long-term presence of our Fellowship within our community and to increase its stature and mission apart from the general operation of the Fellowship. To this end, restrictions on the use of principal and income are incorporated into Part B2 of this Resolution; and

BE IT FURTHER RESOLVED, that the Endowment Fund Committee (hereinafter called the "COMMITTEE") shall be the custodian and administrators of the FUND, and shall operate, administrate and manage the FUND in accordance with the Plan of Operation as set forth in Item B of this Resolution.

 

B. PLAN OF OPERATION

1. The Endowment Fund Committee

The COMMITTEE shall consist of five (5) members, all of whom shall be voting members of the Unitarian Coastal Fellowship. Except as herein limited, the term of each member shall be three (3) years. Upon adoption of this resolution by the Fellowship, the Board shall nominate, and the membership shall elect five (5) members of the COMMITTEE: two (2) for a term of three (3) years; two (2) for a term of two (2) years; and one (1) for a term of one (1) year. Thereafter, at each annual meeting, the congregation shall elect the necessary number for a term of three (3) years. No member shall serve more than two consecutive three-year terms. After a lapse of one year, former COMMITTEE members may be re-elected. The President and/or the Vice-President of the Fellowship's Board of Trustees (Board) shall be advisory members of the COMMITTEE. The Board, or a nominating committee appointed by the Board, shall nominate candidates for the COMMITTEE and shall instruct the COMMITTEE to report at the annual meeting in the same manner as for any other office and committee. In the event of a vacancy on the COMMITTEE, the Board shall appoint a member to fill the vacancy until the next annual meeting of the congregation, at which time the congregation shall elect a member to fulfill the term of the vacancy.

 

The COMMITTEE shall meet at least quarterly, or more frequently as deemed by it in the best interest of the FUND. A quorum shall consist of three (3) members. A majority of the COMMITTEE shall carry any motion or resolution.

The COMMITTEE shall elect from its membership a chairperson, financial secretary and recording secretary. The chairperson, or a member designated by the majority present, shall preside at all committee meetings. The recording secretary shall maintain complete and accurate minutes of all meetings of the COMMITTEE and supply a copy thereof to each member of the committee. Each member shall keep a complete copy of all minutes to be delivered to his or her successor. The secretary shall also supply a copy of the minutes to the Church Board. The financial secretary shall assist the congregation's treasurer in maintaining complete and accurate books of accounts for the FUND and, together with the chairperson, shall sign checks and all other necessary documents on behalf of the congregation in furtherance of the purposes of the FUND. The books shall be audited annually by a member of the congregation who is not a member of the COMMITTEE.

The COMMITTEE shall report on a quarterly basis to the Board and, at each annual meeting shall render a full and complete audited account of the administration of the FUND during the preceding year. In addition, the COMMITTEE shall establish an investment strategy and report this strategy in writing to the Board as well as any future changes thereto.

The COMMITTEE may seek the counsel and advice of other Fellowship members and may, at the expense of the Endowment Fund, provide for such professional counseling on investments or legal matters as it deems to be in the best interest of the FUND.

Members of the COMMITTEE shall not be personally liable for any investment losses that may be incurred upon the assets of the FUND except to the extent that such losses shall have been caused by bad faith or gross negligence. No member shall be personally liable as long as he/she acts in good faith and with ordinary prudence. Each member shall be liable only for his/her own willful misconduct or omissions, and shall not be liable for the acts or omissions of any other member. No member shall engage in any self dealing or transactions with the fund in which the member has direct or indirect financial interest and shall at all times refrain from any conduct in which his/her personal interests would conflict with the interests of the fund.

All assets are to be held in the name of the Unitarian Coastal Fellowship Endowment Fund.

Recommendations to buy, hold, sell, exchange, rent, lease transfer, convert, invest, reinvest, and in all other respects to manage and control the assets of the FUND, including stocks, bonds, debentures, mortgages, notes, or other securities, as in their judgment and discretion they deem wise and prudent, are to be made by the COMMITTEE, with subsequent execution by the delegated member of the COMMITTEE.

2. Uses of Principal and Income

The COMMITTEE shall determine what is principal and what is income according to accepted accounting procedures, and shall be accountable to the Board in operating the FUND to comply within the constraints imposed by the following restrictions.

1. No principal, or the appreciation of principal, shall be used for annual operating expenses;

2. Income (meaning the normal accumulation of interest and dividends) shall be available to the congregation on an annual basis, if needed, as follows: a. Up to 50% of the annual income may normally be used for operating expenses, capital expenses, programs or special needs; b. Up to 100% of the annual income may be used for operating expenses, capital expenses, programs or special needs if approved by the Board and voted by simple majority of the congregation;

3. In special circumstances, such as the rebuilding of the church facility due to fire or other disaster, acquiring land or a new facility or other need consistent with the continued operation and long-term preservation of the Fellowship, principal may be borrowed from the FUND and used, provided that the amount to be borrowed is specified and approved by the Board and voted by a two-thirds majority of the congregation. A plan for borrowing shall be developed by the Board and must be approved by the administrators of the FUND. The plan must include a method of payback over a set period of time with guarantees of payback such as pledges from members consistent with a capital campaign. The plan must be well thought out, carefully worded and documented, and clearly express that this is a commitment of the Fellowship to the FUND;

4. At no time shall the FUND be depleted to an amount less than $20,000.00. However, any and all assets of the FUND may be used as collateral against a loan to the Fellowship for the purpose of a capital acquisition.

Programs for support by the FUND shall be recommended by the Board and must be approved by the COMMITTEE, or recommended by the COMMITTEE and approved by the Board. Suggestions and/or requests for funding may be made at any time but shall normally be done in the last quarter of the church year.

3. Amending the Resolution

BE IT FURTHER RESOLVED, that any amendment to this resolution, including any which will change, alter or amend the purpose for which the FUND is established, shall be adopted by a vote of 70% of the members present at a Type II business meeting.

4. Disposition or Transfer of FUND

BE IT FURTHER RESOLVED, that in the event the Unitarian Coastal Fellowship ceases to exist either through merger or dissolution, disposition or transfer of the FUND shall be in conformity with the currently approved congregational bylaws. Consultation with UUA may also be desirable for continuation of Endowment Fund obligations to grantors of gifts.

5. Interim Management of FUND

BE IT FURTHER RESOLVED, that during the initial years of the FUND, while the FUND assets are at a minimum, it is the intent of the Unitarian Coastal Fellowship to postpone the establishment of the COMMITTEE and instead to allow the Finance Committee to administer the FUND. At such time as the Board of Trustees decides, they shall implement the establishment of the COMMITTEE. It is not the intent of the Finance Committee nor the Board of Trustees to allow the Finance Committee to administer the FUND on a long-term basis.

 

C. ADOPTION OF RESOLUTION

This resolution, recommended by the Board and accepted by the members of the Fellowship at a legally called congregational meeting, is hereby adopted.

Further, it is adopted that the Board will transfer $20,000.00 to the Endowment Fund, as seed money, from its existing investments.

Mary Vann Eslinger President of the Board, By/For UNITARIAN COASTAL FELLOWSHIP

And Julianne Fontenoy, as Secretary of the Board. Dated this 10th day of April 2000.

Drafted 22 June1999; Revised 22 August 1999; Revised 10 September 1999; Revised 2 October 1999

MISSION/VISION STATEMENTS OF UCF TRUSTEESHIPS, including Pastoral Care Committee, Grief Group, and Care Circles

 

OUTREACH TRUSTEESHIP, Nov. 2003, Brad Rich, Trustee

The vision of this Trusteeship is to provide awareness to the people of Carteret and surrounding communities of the existence of a sanctuary that encourages them to grow spiritually and emotionally, participate in activities that make our world a better place in which to live and work, and experience the benefits of a positive, liberal religion.

The purpose is to develop programs that enable UCF to reach out to the surrounding community; and by so doing, to grow our congregation, satisfy as well as possible the broad social and spiritual goals of our members, and make a positive difference in our daily world.

Scope involves two standing committees: (1) Membership Committee, which develops and implements strategies to attract and retain people who may benefit from participating in the activities and spiritual journeys of UCF; and (2) the Social Action Committee, which seeks to spread to the community the liberating religious and spiritual message of Unitarian-Universalism through practical demonstrations of our seven principles.

SOCIAL ACTION COMMITTEE, March 2004

Job Description for Committee Chair

Convene monthly or bi-monthly meetings of the Social Action Committee

Facilitate communication with newsletter editor (directly, or through Social Action communication liaison)

Serve as contact person for published Social Action suggestions; tally responses and report to Committee

Social Action Committee Responsibilities:

At regular meetings:

1. Review responses to published Social Action Suggestions

2. Review mail and generate new suggestions

3. Brainstorm and contact leaders for possible projects

4. Support project leaders as appropriate

Job Description: Social Action Committee Chair

1) Convene monthly or bi-monthly meetings of the Social Action Committee

2) Facilitate communication with newsletter editor (directly, or through Social Action communication liaison)

3) Serve as contact person for published Social Action suggestions; tally responses and report to Committee

Social Action Committee responsibilities:

At regular meetings:

1. Review responses to published Social Action Suggestions

2. Review mail and generate new suggestions

3. Brainstorm and contact leaders for possible projects

4. Support project leaders as appropriate

PROGRAM TRUSTEESHP, Oct. 2003, Martha Bourne, Trustee

The vision of this Trusteeship is to develop a program committee that can serve as a center for communication about program matters and a focus for people’s energy in this area of congregational life.

The purpose is to provide UCF members and friends with a structure for building relationships.

The scope encompasses three committees:

(1) Program--provides the congregation with opportunities to meet and socialize in small and large groups;

(2) Worship Committee--helps the minister plan and provide high-quality Sunday worship services that inspire and challenge the congregation;

(3) Music--delivers a diverse and inspirational musical program, including the UCF choir and solo singers and musicians, to UCF’s Sunday services.

 

RELIGIOUS EDUCATION TRUSTEESHIP, Oct. 2003, Ann Rivers and Karen Rettie, Co-Trustees

Guided by UUA principles the religious education trusteeship promotes the religious growth of children, youth, and adults within the UCF congregation. The RE Trustee, with the help of the religious education committee, has the responsibility to nurture the religious life of families within our community.

The purpose of the RE Trusteeship is to provide UCF members and friends with a variety of opportunities to help each individual with their personal search for truth and meaning in an ever changing, fast paced world.

(1) Program – with the help of UUA Boston, to provide a curriculum for young children that will provide a foundation upon which they can build a solid belief system.

To provide to the youth of the congregation a continuing opportunity to expand their belief system while providing social awareness of the wider community.

To provide a variety of opportunities for adult curricula which will be inclusive of a wider community.

(2) Religious Education Committee – The trustee will be assisted and guided by a committee of three to five members. This committee will explore opportunities for all program areas of Religious Education within our congregation and look at possible outreach areas.

FACILITIES TRUSTEESHIP, Nov. 2003, Bill Kilburn, Trustee

The mission of this Trusteeship is to provide our growing congregation with pleasant and comfortable physical surroundings.

* * * * * * * * *

The goals of this Trusteeship for the foreseeable future are as follows:

Short Term (one year)

Develop plan to lower the "stage" area in the sanctuary to floor level and let this

area serves a dual purpose both for the Sunday Services and for the coffee hour.

-Develop plan to remove stage, etc

-Get pricing

-Get congregational acceptance or rejection of project

-If approved by congregation, schedule renovation and implement

 

Long Term (ongoing)

Develop long-range solutions for anticipated or actual need for larger quarters,

Including:

-Purchase of a building lot, followed by building program

-Purchase of an existing church

-Purchase of an existing building and converting it into suitable church

facilities]

 

FINANCE TRUSTEESHIP, Oct. 2003, Paul Fontenoy, Trustee

Mission: to assure the financial stability of the Fellowship and support the aspirations of the congregation.

Purposes : ( 1) Develops UCF budget, 2) Conducts fundraising pledge drive, (3) Plans and implements various events.

Scope: Consists of two committees:

(1) Finance Committee, which is in charge of general funds and reserve funds.

(2) Endowment Committee oversees trust fund.

 

CONGREGATIONAL AFFAIRS TRUSTEESHIP, Nov. 2003, Matt Tervo, Trustee

The mission of the Congregational Affairs Trusteeship is to act as liaison between UCF’s Board of Trustees and the following committees: Joys & Concerns, including Care Circles; Long-Range Planning; and the UCF monthly newsletter.

 

Congregational Affairs also performs the functions of denominational affairs for UCF. In that capacity, CA is the liaison between the congregation and UUA and the Thomas Jefferson District and is responsible for the Chalice Lighter program. As liaison, to these organizations, CA promotes education on UU General Assembly resolutions and fosters an understanding of and commitment to what it means to be a responsible member of the Association of Unitarian Universalist congregations.

 

UCF CARE CIRCLES, May 2004, Vicky Thayer, Care Circle Coordinator

Care Circles are groups organized by geographical location. Their purpose is to attend to the needs of members and friends who need our help. When a care circle member is sick, injured, hospitalized or bereaved, the appropriate Care Circle responds with cards, visits, assistance, and food.

 

New members and friends of the Fellowship are added to a particular Care Circle as they join the Fellowship. The Membership Committee Chair informs the Care Circle Coordinator when members should be added or when they have moved and should be removed from the list.

 

After-Service Coffee Hour

Care Circles are scheduled to perform after-service coffee hour duties two months per year. In May 2004, the scope of this responsibility was changed as a result of planning by Vicky Thayer and Rev. Sally White. Changes are as follows and pertain to our after-service coffee hour:

 

1. Each care circle now has co-chairs, in case one chair is unavailable.

 

2. Care circle participants will be responsible for bringing food and cleaning up after the coffee hours (washing up, storing food, disposing of trash, vacuuming).

 

3. Another group of volunteers (unrelated to care circles) makes the coffee before service, thus the care circles are responsible only for the duties described in number 2 above. A member from this group, the “Coffee Beam Dream Team,” comes to Sunday service at about 9:45 AM on the Sundays they make coffee to start the brewing, serve coffee after the service, and rinse the pots when coffee hour is finished.

 

Duties of the Care Circle Coordinator

The coordinator arranges to send flowers when appropriate, notifies Care Circle co-chairs about pastoral care needs, serves as a clearing house for pastoral care needs, reminds co-chairs about the coffee-hour food, contacts people for the coffee volunteer list, and activates UCF’s phone tree when requested to do so by the Board President or the Minister.

 

Duties of Care Circle Chairs

Heads of Care Circles make reminder calls to members to bring food for after-service coffee each Sunday. They are also responsible for responding to requests to make phone tree calls when asked to do so by the Care Circle Coordinator.

 

To reliably pass along information about members and friends needing help, Care Circle co-chairs should note the joys and concerns within their own circle that are mentioned during Sunday services, and follow up (if appropriate) with a phone call or card. Care circles should arrange for cards, food as needed for care circles members. Care Circle co-chairs should relate such information to Rev. Sally White and our Care Circle Coordinator.

 

Other Responsibilities of Care Circles

Occasionally care circles serve as a means of discussing UCF church business in “cottage meetings.” This involves meeting at the home of the care circle heads to express opinions about whatever subject is at hand. Cottage meetings are convened at the request of the Board of Trustees.

 

UCF GRIEF SUPPORT GROUP

Approved by UCF Board of Trustees at its Aug. 2003 regular monthly meeting

 

MEMO

To: Rev. Sally White

From: John Biggers

Subj: Proposed Grief Group

Date: 9 August 2003

 

Assumptions:

♣ Carteret County has a higher than usual population of elderly retired residents; thus, there is probably a higher death rate.

♣ Many citizens of the county are from “off”; therefore, they often do not have a family present to provide support during death and grief experiences.

♣ The Hospice grief group is primarily for Hospice clients; therefore, there is a need for a grief support group that is open to all.

 

Grief Support Group

♣ Purpose: To provide an opportunity for emotional support, education, and social involvement. Not therapy.

♣ Structure: An open-ended group that allows individuals to come and go, as members of the fulfill their individual needs

♣ Schedule: Group would meet at least once a month for an hour and a half.

♣ Participation: Individuals would enter the group after an interview with one of the facilitators.

♣ Facilitators: Group would be led by a qualified male and female.

 

Why Should the Fellowship Sponsor Such a Group?

♣ We have members and friends who would benefit from the group.

♣ Individuals who attend may wish to become involved in our Fellowship.

♣ One of our purposes is to serve the community, and this is a need.

 

UCF PASTORAL CARE COMMITTEE

Approved by the UCF Board of Trustees, May 2003

 

Assumption:

This mission statement is based on the first UU principle to “affirm the inherent worth and dignity of every person.” The goal is to complement the work of the UCF Care Circles by providing longer-term pastoral support for individuals and families or by referring them to community resources appropriate to their needs.

 

Mission:

♣ To provide a caring but quiet ministry to individuals and families who request it.

♣ To maintain absolute confidentially in all activities.

 

♣ To be available when needed in times of a life crisis, death or bereavement, serious or terminal illness, or other times when people may need information, someone to listen, or a caring companionship.

 

♣ While members of the committee have training and experience in this area of pastoral care, they do not do formal counseling, but they will provide information about other professional resources when circumstances warrant. In particularly complex or difficult cases in which a member of the committee may need assistance, they will do so only while protecting the identity of the person involved unless permission is specifically given.

 

♣ Efforts will be made regularly to inform the congregation about the availability of the services of the Pastoral Care Committee.

 

 

HOW WE COMMUNICATE, Jan. 2005, Claire Doyle, Program Trustee

 

Monthly Newsletter—Policy: Any UCF member may submit items to our newsletter. Contact: Ted Odell, editor, ttodell@clis.com , 726-3648. The deadline for submissions is midnight, 4^th Sunday of the month. Contents: Newsletter contains our monthly calendar, news of UUs and other important information for UCF members and friends. Methods of Distribution: email, USPS, and our website.

 

UCF Website--www.ucfnc.org--Sandy Kunkle, 240-2433, sandykunkle@barney.starfishnet.com and Nancy Toothman update the site’s monthly calendar, post the newsletter, Rev. Sally’s sermons, officers and trustees, bylaws. Sandy and Nancy Toothman update the site every month. Nancy is the site’s webmaster and designer. Distribution: The site is available to anyone who logs on. Content Policy: none written.

 

InsiderInfo Weekly Email—Recipients are UCF members and friends who subscribe to this free service. Subscribers automatically receive an email each Monday morning containing a calendar of UCF meetings and events. To subscribe, contact John Angel, who is the administrator, ncfolks4u@aol.com , 393-1159. The Board approved the use of the InsiderInfo Community Calendar as one method of communicating to members and friends. Content Policy: none written.

 

Bulletin Boards in Social Hall—Contact: Unknown; Content Policy: None written. At its January 2005 meeting, the Board charged the Aesthetics Committee, chaired by Craig Hassler, with developing a proposal showing how to streamline and make consistent the use of our bulletin boards.

 

Care Circles—Contact is Vicky Thayer, Care Circle Coordinator, vgt@duke.edu , 728-7464.

 

Weekly Orders of Service—Announcements are printed on the back of our Orders of Service. Contact: Karen Rettie, tarwathie@clis.com , 247-7156, if you want to put an announcement in the Order of Service. Submissions are due to her, in writing, the Sunday before the service. Distribution: Handed out to all who attend the Sunday service. Content Policy: None written.

 

E-mails to All UCF Members and Friends Who Have E-mail—The contact is John Angel, ncfolks4u@ec.rr.com , 393-1159. Using InsiderInfo, John Angel has the expertise to send e-mail messages to all congregation members and friends whose email addresses are on record. Policy: None written.

 

Canvass Conversations—This is a formal effort by the Fellowship’s governing body to obtain information from members about whether or not UCF meets the needs of its membership and friends. Beginning in 2005, trained UCF canvassers conducted conversations with every member to get your reactions to such topics as improving our facility, adding staff, performing social action, and furthering each person’s spiritual journey. Canvassers made confidential records of the conversations. These records will be used by the Board of Trustees and the Long-Range Planning Committee to guide and shape the future of our Fellowship. The canvass takes place every year.

 

MEMBERSHIP TERMINATION POLICY

Adopted by the UCF Board of Trustees, 18 May 2005

 

Each January, the Membership Chair shall provide the President of the Board of Trustees a list of Active Members. This list is used by the President to report the number of members to UUA for the purpose of dues assessment.

 

In order to verify the accuracy of the list of active members, the Chair of the Membership Committee determines, in consultation with the Minister and/or leader of the congregation who is knowledgeable about current members, the following:

 

♣ Members whose membership status needs to be changed from active to inactive by virtue of no service, attendance, or financial involvement with UCF for a period of at least one year. It is assumed that efforts have been made during that period to invite the member into active participation. Said member is not officially notified of the change in membership status.

 

♣ Members who have been inactive for a period of at least two years and whose membership is to be terminated in accordance with UCF’s Bylaws. These members are to receive a letter signed by the Chair of the Membership Committee and the Minister or a member of the Board of Trustees, informing them about the termination of their membership. The member has the opportunity to request a continuation of their membership with a commitment to some level of participation. Names of members who have not so responded are submitted to the Board of Trustees for formal termination of membership in the Unitarian Coastal Fellowship. Date of formal termination is recorded beside their name in the Fellowship’s Membership Book.

 

POLICY ON PERSONAL GRIEVANCE MANAGEMENT, drafted by the Committee on Ministry; Approved as Interim Policy by the UCF Board of Trustees, 15 November 2006.

 

One of the responsibilities of the UCF Committee on Ministry is to assist with conflict management between members or between members and the minister. To help us carry out this responsibility, the COM presents the following policy process to handle personal grievances within UCF:

 

In case of a personal grievance:

 

1. The initiator (person bringing a grievance to the attention of a member of the Committee on Ministry) will be encouraged to meet in person with the other involved person(s). The Committee on Ministry member may help the initiator to articulate his/her concerns for this meeting.

 

(a) The COM member will encourage the initiator to set up the meeting.

 

(b) The COM member may help establish rules of confidentiality and mutual respect.

 

2. If both parties agree, a COM member will offer to attend this meeting. If a satisfactory solution is not reached in a first meeting, the involved COM member will suggest further meetings, with time for reflection by all involved parties.

 

3. Or, if the grievance is not resolved, both parties will be encouraged to meet with the whole Committee on Ministry.

 

4. If the grievance is not resolved, the Committee on Ministry will ask the Board of Trustees to call in a mediator from the Thomas Jefferson District.

 

(a) A member of the Committee on Ministry will take this request to the Board.

 

(b) The UCF Board of Trustees does not need to know details or names of those involved in the grievance.

 

(c) The Board of Trustees does need to know that the Committee on Ministry met with all parties to the grievance, and was unable to reach satisfactory resolution.

 

 

 

Unitarian Coastal Fellowship

Decision Protocol

Approved by Board February 21, 2007

 

Idea arises from someone in the congregation; goes to committee

A. Committee evaluates the idea:

1) Does it meet our mission and vision?

2) Anybody else working on it

3) Possible consequences (intended or not)

B. Can the committee deal with idea or not

If YES, committee proceeds according to its own process

If NO, committee prepares a written proposal for the Board

Proposal should include:

Timeline/target date

Who is responsible for specific actions?

Identity of “shepherd” (responsible for moving the idea along)

Resources needed (time, money, space, labor)

Plan for communication:

With congregation (to get buy-in, input)

Congregation does not need to vote on or

approve every idea)

With Board (to share information)

Committee proposal goes to the appropriate trustee to present to the Board of Trustees

Written proposal is provided to Board members in advance of Board meeting