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
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 purpose of this religious organization is to:Section 1. Provide opportunities for mutual growth and experience in the religious search for meaning by use of The Unitarian Universalist Association Principles and Purposes.
Section 2. 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.Section 3. To reach out to the community at large, implementing Unitarian Universalist Principles and Purposes through service and dialogue.
Article 3. DENOMINATION AFFILIATION
This congregation may become a member of the Unitarian Universalist Association and of the Heartland District, which includes Michigan when this congregation is able make annual financial contributions equal to its full fair share as determined by the association, the district, and the congregation.Article 4. MEMBERSHIP
A. 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 of voting on mater affecting the congregation, and serving as an officer or board trustee.B. Membership is open to all regardless of race, color, national origin, sex or sexual orientation, or an individual's gender expression. It is hoped that members have an understanding of the principle, 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. 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 an officer of the congregation after receiving and reading a copy of the membership promise, By-Laws and Operations & Procedures Manual.D. Member 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. Membership update may be determined in June 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 their membership in the congregation, they may do so by signing the membership register in the presence of an officer of the congregation on any meeting Sunday.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 in June at the time and place fixed by the Board of Trustees. The membership shall be informed of meeting by notice in the newsletter 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. A member may request an additional agenda item under new business if approved by those present.The notice of the meeting shall contain a slate of officers and trustees, a proposed budget, proposed by-law amendments and such other agenda items as the board includes.
The Annual Meeting shall consider a budget for the coming year, elect officers and trustees.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 congregation at least ten (10) days in advance of the meeting, and shall include an agenda of the meeting. 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 require a quorum of forty percent.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.D. Meetings may be held in person, by phone conference, or by e-mail.
Article 6. THE BOARD
A. Composition
The members of the board shall consist of five (5) elected positions: President, Vice-President, Secretary, Treasurer, Program Director (worship, program, religious education). Any qualified member of the congregation attending a board meeting shall have the right to participate and vote.
B. Officers
The officers shall be President, Vice-President, Secretary and Treasurer, Program Director and shall perform the duties outlined in the Operations and Procedures Manual.Article 7. DEFINITION OF OFFICES
A. Duties
The board shall have general charge of the property of the congregation, conduct all of its business affairs and control its administration.B. Meetings The board may meet at least once a month at a regular day and time to be fixed by the board. A quorum shall consist of a majority of the board, with at least two of the majority being officers.
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 congregation at a duly called congregational meeting may establish committees to conduct he affairs and business of the congregation. Special or ad hoc advisory committees may be appointed. All committees shall report directly to the board. Duties and responsibilities of the committees will be described in the Operation and Procedures Manual.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, and presented to the congregation for approval. The board shall not incur any indebtedness in the name of the congregation without a four-fifths vote of those members voting at a duly called and conducted meeting of the congregation. The quorum for such a meeting shall be forty percent of the membership. The fiscal year of the congregation shall begin on July 1, and end on June 30.F. Officers and Directors
The officers and Director shall be elected by ballot vote at an annual meeting from the membership as defined in Article 5.G. Term of Office
The officers and Director will serve one year terms beginning July 1, however, 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. The board may appoint assistants to the officers including Assistant Treasurer and Assistant Secretaries, as it deems appropriate.
Article 7. STAFF MEMBERS
A. Staff members such as Office manager or others shall be hired by the board with the involvement and review of at least three members of the board.Article 8. MINISTER
A. 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. 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 proxy votes shall be necessary to pass the proposed Minister Selection Criteria.
C. The minister shall be called upon recommendation of the Ministerial Search Committee by 51% of the member of the congregation voting at the meeting, including proxy votes, at any meeting legally called for the purposes outlined in Article 5, Section C: Quorum for such a meeting is 40% of the qualified members.D. The terms of employment shall be set by a Letter of Agreement between the minister and the board.
E. 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 C: Quorum for such a meeting is 40% of the qualified members.F. 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 AMENDMENTS
The 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 the members of the congregation voting at the meeting, including proxy votes. Notice of any proposed change shall be contained in the notice of the meeting.Article 10 DISSOLUTION
The congregation may be dissolved by a vote of the congregation at a special meeting with 60% of the membership in agreement. In the event of the dissolution of the congregation, all outstanding debts 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 11 PROCEDURES
Points of order raised in any meeting shall be resolved in a accordance with Robert's Simplified Rules of Order unless contrary to present law and these by- laws. Copies of the Robert's Simplified Rules of Order are to be available at every meeting.Article 12 EFFECTIVE DATE; REVIEW & AMENDMENT OF BY-LAWS
A. Effective Date
These by-laws shall become effective on June 10, 2001. All elected positions shall begin their term of office July 1.
B. Review of the By-Laws
In 2003 and every two (2) years thereafter the board may appoint a By-Law 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 may be amended by 51% of the members of the congregation voting at the meeting, at a duly convened meeting called for such purpose.Operations & Procedures Manual Of the Unitarian Universalist Congregation of Petoskey
UUCOP Officers and Trustees - Duties and Responsibilities
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.
Term of Office
One year.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.
Term of Office
One Year
PROGRAM TRUSTEE (Worship, Program, and Religions Education)
Objectives
Program trustees are to come up with their objectives and duties and responsibilities.
Term of Office
One year.
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.
Term of Office
One year.
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.
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. Offer training to the succeeding treasurer.
7. Prepare IRS forms for any paid positions.
8. Secure property and liability insurance.
9. Manage congregational funds.
10. Raise funds for congregation's maintenance and development, to include
sending out pledge forms.
Term of Office
One year.
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Objectives
Program trustees are to come up with their objectives and duties and responsibilities.Term of Office
One year.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.
Term of Office
One year. TREASURERObjectives
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.
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. Offer training to the succeeding treasurer.
7. Prepare IRS forms for any paid positions.
8. Secure property and liability insurance.
9. Manage congregational funds.
10. Raise funds for congregation's maintenance and development, to include sending out pledge forms.
Term of Office
One year.©