200.2 Board of Directors

Board of Directors

The Fellowship uses the policy-making board model of organization. The members of the Board of Directors concentrate on policy making and long-range planning.

Board members are elected at the annual Congregational meeting in the first quarter of the year. A board retreat is held within two months of the annual election meeting.

As stated in the bylaws, the Board of Directors consists of the President, the President Elect, the Past President, the Vice President, the Secretary, the Treasurer, the Financial Planner, and four At-large Board Members. Each member of the Board is a legal officer of the corporation and is empowered to sign documents affecting the corporation.

200.3 President

President (one-year term)

Duties

• Prepare agendas for and preside at Board of Directors meetings, Congregational meetings, and the Board retreat.
• Ensure that policies and procedures set by the Board and congregation are implemented.
• Support and advise Board members as needed. The President shall help to orient new Board members.
• Consult with the Minister on a regular basis about programs, progress, and problems.

Additional Functions

• Attend district and national meetings whenever possible including Spring and/or Fall Thomas Jefferson District meetings, UUA General Assembly and other workshops and conferences.
• Head the Executive Planning Committee in its drafting of a plan to present to the Board. (March)
• Coordinate and lead a joint meeting of the Board and both councils to discuss, revise, and adopt the draft plan created by Executive Planning Committee. (May/June)
• Oversee the implementation of the long range plan.

Revised 6/02

200.4 President Elect

President Elect (one-year term, three-year commitment)

Duties

• Preside at Congregational and Board meetings in the absence of the President.
• Become President after one year unless unwilling or unable to serve.
• Perform other duties assigned by the Board.
•  Ensure updating and distribution of Policies and Procedures Manual sections as needed. Also update and distribute entire manual when necessary. The Board Secretary and office staff should assist with this effort. Updated computer documents will be stored on diskette by UUFR office staff.
•  Make arrangements for and plan Board Retreat to be held soon after taking office as President.

Revised 6/2001

200.5 Past President

Past President (one-year term)

Duties

• Preside at Congregational and Board meetings in the absence of the President and President Elect.
• Support and assist the current President as needed.
• Be the liaison of the Board to the Nominating Committee.
• Be responsible for Leadership Development by working with the Nominating Committee and others to understand needs and identify potential leaders. Use all available resources and techniques to implement a year-round leadership development program.
• Arrange workshops/orientations for new Board members and council and committee chairs. (Feb. April)
• Assume other duties as assigned by the Board.

Revised 6/02

Duties

• Preside at Congregational and Board meetings in the absence of the President, the President Elect, and the Past President.
• Serve as liaison between the Board and the Bylaws Committee when the latter has been formed.
• Ensure updating and distribution of Bylaws changes as needed. The Board Secretary and office staff should assist with this effort. Updated computer documents will be stored on diskette by UUFR office staff.
• Assume other duties as assigned by the Board.

Revised 1/07

200.7 Secretary

Secretary (one-year term)

Duties

• Prepare minutes of Board of Directors and Congregational meetings and ensure that they become part of the Fellowship files.
• Submit to The Chalice for publication a summary of Board action and any changes to policies and procedures.
• Ensure that Board meetings minutes are posted on the Fellowship bulletin board, included in the Minutes Notebook, and distributed to Board and Council members no later than before the first service on Sunday preceding the next Council meeting.
• Assure maintenance of the official hard and soft copies of the Bylaws in the UUFR office and assist Vice President in updating them when amendments are adopted at Congregational meetings.

200.8 Treasurer

Treasurer (two-year term)

Duties

• Ensure that all funds received by the Fellowship are held in safe custody.
• Ensure that bills are paid in accordance with policy established by the Board.
• Ensure that an account of all receipts and expenditures is kept.
• See that the financial condition of the Fellowship is reported at regular meetings of the Board and at meetings of the Fellowship.
• Ensure that the budget is prepared for presentation at the Annual Budget Meeting.
• Serve on the Finance Committee.
• Report to the Board at its monthly meetings.

Policies and Procedures Currently in Force

Safeguarding of funds

The Treasurer shall be responsible for ensuring that all cash receipts of the Fellowship are promptly deposited in a bank designated as an authorized depository by the Board of Directors.

All receipts shall be credited to one of the following funds, for which the Treasurer shall maintain separate records:

Operating Fund: All unrestricted contributions, the proceeds of fund-raising projects conducted under the auspices of the Ways and Means Committee, fees collected to defray operating expenses, and other miscellaneous revenues shall be credited to the operating fund.

Capital Fund: Contributions specified by the donor as intended for the acquisition, expansion, or major alteration of land or buildings shall be credited to the capital fund.

Restricted funds: Contributions donated for a specific purpose (other than capital spending) such as memorials, scholarships, Social Committee special collections (e.g., UUSC, Red Cross), as well as funds for which the Treasurer is acting as a custodian for affiliated groups (e.g., YRUU) shall be credited to restricted funds.

The liquid assets of the Fellowship may be commingled in one or more bank accounts, or deposited in separate accounts, at the discretion of the Treasurer, unless the Board of Directors specifies otherwise.

Contribution Records

Upon completion of the annual pledge campaign (and other major fund raising efforts, such as a Capital Fund Drive), the Treasurer shall obtain from the Ways and Means Committee a list of pledges by members and friends.

The Treasurer shall ensure that all identifiable contributions, pledged or unpledged, are recorded in separate accounts for each contributing member or friend. At least quarterly, the Treasurer should send a statement to each contributor showing total amount pledged, amounts contributed to date, and the outstanding balance due on the contributor’s pledge.

The Treasurer shall assist the Ways and Means Committee in recognizing when a collection problem may exist. However, the actual follow-up effort is the responsibility of the Ways and Means Committee.

200.10 Financial Planner

Financial Planner (two-year term)

Duties

• Ensure that long range and annual financial plans are developed and implemented to support the mission and the goals of the Fellowship.
• Chair the Finance Committee.
• Work closely with the Treasurer.
• Work closely with the Ways and Means Committee.
• Help identify potential financial resources for the Fellowship.

200.11 Directors At Large

Directors at Large (two-year term)

Duties

• Two directors shall be assigned to serve as co-chairs of the Administrative and the Program Council
• Two other two directors shall chair ad hoc committees or special task forces in order to assist the Board with its work.

Revised 1/2005