Section 600 - Board Approved Policies

600.2 Authority to Sign Contracts

Authority to Sign Contracts

Committee chairs may sign contracts for their committees for budgeted line items up to $500. All other contracts shall be signed by a member of the Board of Directors.

600.3 Minority Owned/Underutilized Businesses

I. The members, committees, staff and the board of directors of UUFR shall reevaluate current service and goods providers being used by UUFR to determine if they are businesses owned or managed by persons of color, persons who are disabled, or women.

II. The members, committees, staff and the board of directors of UUFR purchasing goods and services for UUFR *shall consider using businesses owned or managed by persons of color, persons who are disabled, or women.

*Consideration would include actions such as consulting any lists or other resources that may be available as well as considering competitive costs.

Anyone purchasing goods and services for UUFR shall avoid businesses that have documented evidence of unremediated discrimination against persons because of race, disability, gender, sexual orientation, or religious persuasion.

Youth Membership at UUFR

Policy

• A youth of UUFR who successfully completes the Coming of Age program may become a Member of UUFR.
• All of those designated as Junior Members at the time of this policy change will now be Members of UUFR.
• A youth may become a Member without taking the Coming of Age class on agreement of the Director of Religious Education, the minister, or the Membership Chair.

Alcohol Use at UUFR

Purpose

To insure that UUFR:

• is responsive to the needs and concerns of those who struggle with alcoholism;
• provides a model of responsible consumption of alcoholic beverages at any events at which alcohol is served; and
• complies with the laws of the state of North Carolina applying to alcoholic beverages.

Social activities sponsored by UUFR and any of its affiliated groups; functions held at UUFR by outside groups renting UUFR facilities.

A) Compliance With the Laws of North Carolina

Recognizing that UUFR is legally responsible when alcohol is served at official UUFR events on UUFR grounds, it is the policy of UUFR to comply with all laws of the state pertaining to alcoholic beverages. This includes assuring persons under the legal drinking age of 21 do not have access to alcoholic beverages and taking all reasonable precautions to assure that adults who consume alcohol at UUFR events do not leave those events and drive while intoxicated.

B) Alcohol Use at UUFR-Sponsored Events Held at UUFR or in Public Places

All organizers of UUFR social events carry a responsibility to be sensitive to the needs and concerns of those who struggle with alcoholism, and to assure that if alcohol is available at an event, it is consumed responsibly.

• A reasonable balance of UUFR-wide social events organized by the Special Events Committee should be alcohol-free and the Special Events Committee should encourage groups under its umbrella to also make some of the events organized by those groups alcohol-free.
• Organizers of all other events at UUFR are encouraged to make some of their events alcohol-free, though the choices to provide alcohol or not are up to the organizers of those events, subject to the remainder of this policy.
• If an event is alcohol-free, the organizers should state this in any notices, announcements and/or sign-up sheets.
• When alcohol is provided at an event:

All notices, announcements, and/or sign-up sheets for the event will contain a statement to this effect (e.g., “Beer and wine will be available.”)

Alcoholic beverages are restricted to beer and wine.

Alcoholic beverages will be provided at a “bar” table that is placed away from the entrance, away from the food, and away from a separate table at which only non-alcoholic drinks are served.

The bar table will be monitored and controlled by a responsible adult designated by the organizers, to assure that those under the age of 21 do not have access and that no adult becomes intoxicated.

Appealing (attractive) non-alcoholic beverages will be provided as an alternative.

The separate table on which only non-alcoholic beverages are placed will be at least as visible to people entering the event as the bar table.

• Whenever alcoholic beverages are kept on the UUFR premises they shall be stored in a locked container sufficiently secure to deny unauthorized access.

C) UUFR Functions in Members’ Homes

Serving of alcohol is at the discretion of the host. However hosts are asked to be sensitive to the needs and concerns of people with alcoholism and it is suggested that appealing alternatives to alcoholic beverages be served. Hosts should be aware that if they serve alcohol, then they are legally responsible for guests who may leave under the influence and for assuring that there is no illegal consumption by individuals under the age of 21.

D) Events Occurring at UUFR Under Rental Agreements With Groups or Individuals

Serving of alcohol is left to the discretion of the group or individuals having the event. However the contract signed by the hosting group or individual must state that if alcohol is served, then they will assure that it is done in a way that is in compliance with all laws and that they will be responsible for anyone leaving the premises under the influence.

Adopted 2/2001

Amended 2006

600.6 Use of UUFR Name  

Use of UUFR Name as Sponsor 

Policy

While any UUFR group my identify themselves as Unitarian Universalists, they may not present themselves as speaking for UUFR except as provided in Article XIII of the UUFR Bylaws. There is likely to be a diversity of opinions on any topic at UUFR, particularly anything of political significance. This diversity can be surprising and one should not assume broad consensus just because everyone in a particular committee or group is unanimous on an issue. Also, official statements of the UU Association are not necessarily those of UUFR.

Official statements and stances of UUFR that any group may identify as such are, at the date of issuance of this policy: our mission and vision statements, the UU principles, that we are a “welcoming congregation”, and our stance in opposition to the death penalty. No statements other than these may be presented as being the position of the UUFR community unless they are subsequently approved by the congregation as described in Section 2 of Article XIII of the UUFR Bylaws.

While “the Unitarian Universalist Fellowship of Raleigh” may sponsor events not included in these official statements, use of the UUFR name as a sponsor requires approval of the Board of Directors prior to the event or any publication or announcement stating UUFR’s sponsorship. It is the responsibility of groups and individuals who want such sponsorship to anticipate the need and to contact the Board far enough in advance to allow its consideration and decision.

A committee or recognized group within UUFR may sponsor an outside event without Board approval provided that they identify their specific committee or group as a sponsor (e.g., “Sponsored by the UUFR Music Committee”) rather than indicating sponsorship by the Fellowship as a whole, and provided that this represents a true majority opinion of the committee or group members.

Adopted 11/2003

600.7 Budgeting Process & Calendar

Budgeting Process & Calendar

January

New fiscal year begins.

Current committee chairs begin development of annual reports (previous January-December work) for the membership at March Congregational Meeting.

Committee Chairs and staff complete annual reports to the membership. Reports are submitted to the council chairs for distribution at Congregational Meeting.

The Treasurer and Congregational Administrator present the end-of-year financial report for prior fiscal year to the Board. A decision on what to do with any surplus remaining from the previous year is made by the Board.

Congregational meeting is held at which new Board members are elected, new committee chairs are presented, and the annual report is given to members.

The Board or a group designated by the Board review previous year’s priorities and accomplishments (annual reports may be used), current plans of committees and Board, and current issues being discussed within committees, councils, and Board. After reviewing all pertinent available information, the group drafts a planning document that sets proposed priorities and provides a framework for the next fiscal year (NOT the current year).

April

New Committee Chairs and new Board members take office and attend first respective meetings.

The Nominating Committee sponsors an orientation for new Board members and committee chairs on the current budget, financial statements and previous budgets, current priorities, accomplishments, ongoing planning process, and operations of the Board. As much as possible this should be done separate from the Board retreat.

Annual Board retreat is held.

May/June

The President coordinates a meeting of the Board and Joint Councils to discuss the planning document created by the designated committee to develop a consensus on the priorities for the next fiscal year. This meeting will be held in lieu of separate monthly meetings, if possible.

The treasurer conducts with the Council a five-month actual revenue/expenditure budget review analyzing and reports to the Board the analysis so a mid-year change in spending can be made if needed.

July

Committees develop and submit to the Congregational Administrator, working with the Treasurer, budget proposals for the next fiscal year based on ongoing work.

August

Council discusses budget proposals and revises as needed.

Budget proposal information is given to Ways & Means, Canvass Chair, and Board.

September

Canvass procedures and information are shared and discussed at Council and Board meetings. Board and Council actively support and promote canvass.

October

Annual canvass begins October 1 st and ends no later than October 31 st.

November

Congregational Administrator with assistance from the Treasurer prepares the complete proposed budget.

Board meets the Saturday within a week of the close of the canvass to finalize budget proposal. The proposed budget is sent to committee chairs and Board following the Saturday meeting. Two forums are held for congregational questions and input to proposed budget. Committee chairs communicate any budget concerns to the Board president within a week. Proposed budget is published and distributed two weeks prior to the congregational meeting.

December

The President/Treasurer presents the proposed coming fiscal year budget at the Congregational Meeting.

January

Start all over again.

600.10 Minister’s Discretionary Fund

Minister’s Discretionary Fund

• The minister has the sole authority to distribute monies from this fund.
• The money from this fund may distributed only for needs or projects which are consistent with the Fellowship’s exempt purposes, as set forth in the Fellowship’s charter.
• This fund may not be used by the minister for personal purposes.
• The Treasurer of the Fellowship Board will review all distributions from this fund to ensure consistency with the Fellowship’s exempt purposes.

Adopted 1/20/2000

600.11 Long-Term Commitments

UUFR Future Long-Term Commitments

UUFR will be called upon from time to time to establish long-term relationships with outside organizations. These relationships will begin with a proposal from supporters. This policy presents the process for the creation and review of such a proposal.

Creating The Proposal

A group of at least five members must officially support the Long-term Commitment. The intent is to ensure adequate support within the congregation for the long-term visibility of the relationship. The Minister may support the proposal, but will not be counted.

Sponsors create a formal proposal, which includes:

• A complete description of the outside organization (its mission statement, staff, needs).
• A statement of how UUFR’s involvement with that organization is consistent with UUA Principles and with UUFR’s Mission and Vision.
• A statement of what will be needed to support the commitment, such as money (how much? how will it be raised – either as part of the operating budget or through special fundraiser?) time, access, personnel (how many? with what expertise?) other resources (be specific), etc.
• A statement of how the supporting group will keep the congregation’s interest over the next one year, the next five years, etc.
• A statement of what UUFR expects from the outside organization (e.g., financial projections, statement of how “success” will be measured, etc.)
• Signatures of the sponsors.

The Approval Process

This consists of five steps.

Note to sponsors: Before presenting the proposal to a committee, a council, or the Board, be sure to ask for time on the agenda and distribute copies of the proposal prior to the meeting.

1. Sponsors present the proposal to the Social Action Committee for its approval.

• If the Committee disapproves, the process ends.
• If the Committee approves, it can recommend changes, which should be made before moving to the next step.

2. Sponsors present the proposal to the Finance Committee for review and analysis.

Note: The role of the Finance Committee is to review the financial/cost projections provided by the sponsors and to prepare a report to accompany the proposal. The report will address the likely or potential impact of the proposal on future budgets, and will include a statement indicating its support (or not( of the funding mechanism recommended by the sponsors.

3. Sponsors present the proposal to the Program Council.

• If the Council disapproves, the process ends.
• If the Council approves, it can recommend changes, which should be made before moving to the next step.

4. Sponsors present the proposal to the Board.

• If possible, a representative of the organization can be invited, along with at least one of the sponsors, to answer questions.
• If the Board disapproves, the process ends.
• If the Board needs more information or time to consider the request, the sponsors comply and come back to the Board at a specified time.
• If the Board approves, the proposal (with changes, if any) is presented to the congregation at its next regularly scheduled meeting.

5. Sponsors present the proposal to the congregation.

• Before the meeting at which the vote is taken, there need to be at least ten sponsors.
• If the congregation disapproves, the process ends.
• If the congregation approves (simple majority vote):

a. The Long-term Commitment becomes a part of Social Action.

b. Everybody celebrates with appropriate covenanting ritual.

c. The Long-term Commitment is signed by the Board President and (ultimately) by a representative of the outside organization.

Notes About the Crucial Role of Sponsors

Sponsors of long-term commitment projects will report to the congregation in writing on an annual basis. The “status” report will include the names of sponsors and the current “sense” of the project, a statement from the sponsored organization about its activities, etc.

There need to be at least ten active sponsors for each project at all times. It is the responsibility of sponsors who leave the project to find their own replacements.

When interest in the project lags, or if there are budgetary constraints, it may become necessary for UUFR to reduce its financial commitments or commitments of personnel for a period of time. This potential should be clearly stated in the agreement UUFR has with the outside organization. If, after a certain amount of time (decided in advance and included in the agreement), interest has not been revived, the sponsors will recommend action to the Board. Such action might be a dissolution of the formal relationship (with appropriate termination ritual).

Note About Social Action Funding

The Social Action Committee receives an amount of money each year from the operating budget, which it allocates to its projects based on budget requests submitted internally. In the case of long-term commitments, however, the budgeted amount does not become part of the Social “pot” of money; it is a guaranteed amount based on the funding agreement in each proposal confirmed by the congregation.

Note About Financial Reporting

Long-term commitments projects will be flagged with an asterisk (or some other symbol or footnote) on the budget and on all financial reports, so that anyone looking at the report will know that the item is a long-term commitment. This will be a gentle educational reminder of the long-term commitments this congregation has made.

Adopted February 2001

600.14 Solicitation of Financial Support

Solicitation of Financial Support

All requests for the involvement of UUFR in the collection and distribution of funds for the benefit of individuals or groups must be approved by the Ways and Means Committee.

The Ways and Means Committee may, in its discretion, approve the solicitation of funds that will benefit individuals, provided that those individuals are members of a group or class of potential eligible beneficiaries, and the criteria for selection are not intended to benefit any specific individual. An example of an acceptable solicitation would be a scholarship fund or a campership fund, where all YRE students are eligible for selection.

No individual may make a direct appeal for financial support for him/herself or a group s/he represents, using any communication vehicle of UUFR, such as our newsletter, bulletin boards, joys and concerns, weekly order of service, etc., without the prior written approval of the Ways and Means Committee.

Approved 4/01

Modified 6/06

600.15 Approval of Fundraiser Requests  

Any committee or other recognized group or task force within the UUFR (including the Minister) that wishes to raise funds to support its efforts beyond those funds provided in our annual operating budget, must submit a Fundraiser Request Form (sample attached). Except in emergencies that cannot be reasonably anticipated, requests should be submitted no less than 30 days prior to the date of the proposed fundraising event. Thirty days is the minimum. Earlier submission of requests would be appreciated.

Upon receipt of the request, the Ways and Means Committee will screen the request for completeness of information, consistency with UUFR’s Mission and Vision, conformity with existing UUFR policies, and the potential for conflict with other fundraising events. The Ways and Means Committee will follow their procedures for approval as stated in their section of this Policy & Procedure manual.

Approved 4/01

Modified 6/06

600.16 Tax-Deductibility of Donations to UUFR

Tax-Deductibility of Donations to UUFR

Gifts to UUFR are deductible for tax purposes only to the extent that they are voluntary gifts for which the donor receives nothing in return, except intangible religious benefits.

In certain cases, a donor may identify her/his gift as being intended to benefit an individual or group in response to a solicitation from the Fellowship made in accordance with policies approved by the Board of Directors. Such identification is not a violation of UUFR if the intent of the donor is to clarify which fundraiser s/he is responding to, rather than to exercise control over the disbursement of the donation. Such gifts are tax-deductible.

If an individual wishes to provide direct assistance to a specific individual beneficiary, but wishes to use the good offices of the Fellowship or its Minister in order to remain anonymous, or to preserve the dignity and self-esteem of the beneficiary, such assistance may be accepted, if the check or other document which might be used as a receipt is clearly marked to acknowledge that it is not a tax-deductible contribution.

Approved 4/01

Designated gifts to the operating budget cannot be accepted.

Rationale - Annual Operating Budget pledge income supports the ongoing work of the Fellowship. One-time gifts are a short-term temporary solution to support expenses that occur on a regular ongoing basis. Pledges are needed to pay salaries, maintain facilities, buy supplies/services, pay dues etc. required for the daily-weekly-monthly-yearly on going operations of our Fellowship.

In addition to annual operating budget pledges made and supported, other opportunities to support our congregation and community may be made considering the following guidelines.

Board approved canvass activities may be held for specific purposes such as New Building Construction fund. These are at the discretion of the Board of Directors.

Fifth Sunday and Other Special Sunday Collections

Whenever there is a fifth Sunday in the month and on other rare occasions all non-pledge donations in the collection baskets go to a designated charitable organization. Announcement of the recipient of the collection is announced in the Chalice as well as at the Sunday service prior to the collections

Donations as memorials to those who have died or to honor someone, are coordinated by the Memorial Committee (See 400.8 of Policy and Procedure manual for overview of Memorial Committee duties.) Intent of designated gifts should be discussed with the Memorial Committee or Chair of other appropriate committee prior to gifting to determine appropriateness. (Example – Grounds Committee may help to determine a tree as suitable or unsuitable for this climate.)

Ministers Discretionary Fund or Designated Gifts for Specific Individuals or Families

Anonymous direct assistance to an individual or family should be discussed with the minister who has sole authority to distribute monies from the Ministers Discretionary Fund (Policy 600.10). Such contributions are generally not tax deductible

Designated Gift of Equipment/Art Work or Other Material Item (typically considered an asset.)

Written proposals for other gifts should be presented to the Fellowship Administrator providing as much information as possible about the gift, its purpose, maintenance or upkeep costs and intended use. The Administrator will contact the appropriate Chairperson or in some cases the Board of Directors to review the gift suggestion. UUFR assumes no responsibility for items gifted without prior discussion and may choose to use or display such items at its discretion.

There exist a number of special funds previously set up that can accept donations such as Scholarships for Campers, New Piano, Grounds projects etc. Contact the Treasurer or Fellowship Administrator for information about these “Clearing Account” Funds.

Undesignated Cash or Monetary Gifts

According to the bylaws of UUFR all undesignated monetary gifts (excepting cash collections on Sundays but including gifts that may be indicated in a will) will go to the UUFR Foundation.

Approved 5/02

600.18 Guidelines for Sponsorship of Groups

Reason for Guidelines

Note: These guidelines are to be followed in conjunction with the UUFR Building Rental and Use Policy and should be kept in the same section of the UUFR Policy and Procedures Manual.

These guidelines became necessary when the building rental policy was changed in 2000 to eliminate reduced fee use of the building and allow only free or full fee use. UUFR functions and affiliate groups get free use of Fellowship buildings for meetings and other events. All other groups pay the normal rent for use of the building. UUFR groups are encouraged to publicize their activities in The Chalice, the Sunday order of service, and the regular-events brochure.

UUFR has a clear mission that it pursues in the context of limited physical and human resources. As a result, UUFR must ensure as much as possible that activities which take place in our facilities are doing so in support of UUFR’s mission and vision. UUFR sustains an actual cost for group use of UUFR buildings and a potential liability for damage to facilities and people due to group meetings. There is a need for accountability, for a continuing UUFR committee to be responsible for each of the groups which ask for sponsorship from the Fellowship. The Office Administrator (or other designated administrative staff member) needs guidance in apportioning building space and determining which groups should pay rental fees. It is not wise to leave the decision about granting sponsorship to an individual committee because of the loss of institutional memory due to turnover in committee leadership, and because often a committee really consists of one person.

Guidelines

There are three categories of functions addressed by these guidelines.

• Fellowship functions are those activities which are deemed necessary to the successful fulfillment of the mission of a group within UUFR - the Board, the Councils, or committees. There is no fee for these groups, but set-up and cleanup is their responsibility.
• UUFR affiliate groups are primarily special interest groups started by one or a few people to meet the needs of a specific group of people. The leader of these groups must be a member or pledging friend of UUFR. There is no fee for these groups, but set-up and cleanup is their responsibility.
• Sponsored functions are public interest groups which are not UUFR groups but have been granted free use of the building through the sponsorship process. This includes groups which request free one-time or limited duration use of the building. There is no rental charge for these groups but a contract and deposit is required and a custodial fee charged for events serving food or requiring set-up or cleanup.

The Board, the Councils, the Senior Minister and any standing committee can create a Fellowship function to accomplish the purpose of that group. Only the Joint Council and the Senior Minister have authority to approve designation as an affiliate group or a sponsored function.

To be granted designation as an affiliate group or sponsored function, a group must benefit UUFR and/or the members of UUFR. Their activities must be in keeping with the Principles and Purposes of the UUA and the mission and vision of UUFR. In general, UUFR groups are open to all UUFR members/friends who meet the group criteria, i.e., some groups are specifically for women or men or parents or children, etc. All groups must comply with the UUFR building use policy and the policy on alcohol use. Normally these groups are free, or charge only for food/materials, although they may request donations. They do not charge a fee for the benefit of the group leader(s). Any fundraising activities require approval by the Fundraising Committee.

• If someone wishes to start an affiliate group or request sponsorship, they must complete an Application for Sponsorship by UUFR Committee form and turn it in to the chairperson of the appropriate committee or the senior minister. The minister is involved primarily for functions of a sensitive nature or those that do not clearly fall under a specific committee.
• The group must give the sponsoring committee adequate time to review the application and obtain the necessary approvals in order to be considered. Application for on-going events must be submitted at least two (2) months prior to the start-date. Application for a one-time event must be submitted at least one (1) month prior to the event.

Committee Sponsorship Responsibilities

• The committee must consider each application promptly and determine if they want to sponsor that group. If so, they complete the section of the application stating why they agree to sponsor the group. 
• If a committee wants a group to be granted long-term affiliate or sponsored function status, it must make a recommendation to the Joint Council with a copy of the application form. If two-thirds of the members of the Joint Council in attendance when the vote is taken approve, the new group is granted probationary status for a period of 6 months. The chair of the sponsoring committee must give a copy of the application form to the Office Administrator showing the date of Joint Council approval of probationary status.
• If a committee wants a group to be granted sponsored function status for free limited duration use of the building, they must seek approval of the Joint Council as specified above. Free one-time use of the building can be approved by the committee without approval of the Joint Council. For limited-use (less than 6 months) or one-time functions, the following responsibilities do not apply.
• During the 6 months of probationary status the sponsoring committee is responsible for monitoring the activities of the new group to ensure that it is functioning as designed and is providing benefit to UUFR. At the end of the 6-month probationary period, if the sponsoring committee wants the group to be granted ongoing affiliate or sponsored status, the committee must request such status from the Joint Council and receive approval from two-thirds of the members in attendance when the vote is taken. The chair of the sponsoring committee must give a copy of the application form to the Office Administrator showing the date of Joint Council approval of ongoing status.
• All affiliate and sponsored groups must be re-certified during each even numbered year.
• In March of each even numbered year, the Office Administrator and/or chair of each committee will compile a list of all groups in those categories which are sponsored by that committee and give it to their Council chair. The committee must specify whether they want to continue sponsorship of each group.
• The chairs will present a full list to the Joint Council in April, with a notation as to whether continued approval is requested. Members of the Joint Council will vote to grant continued approval to each group. Approval requires a majority vote. If the status of any group is questioned, the sponsoring committee will obtain information necessary to respond to the questions and bring it to the May meeting for vote.
• If a group is not granted continued approval, they will no longer receive the benefits of such status after June 30 of that year. This gives the group ample time to make other arrangements.
• If there is a problem with a group, it should be reported to the chair of the sponsoring committee, who will try to resolve the problem. If they cannot resolve the problem and the committee wishes to withdraw their sponsorship, they will bring their request to withdraw sponsorship to the Joint Council. If the majority of the Joint Council members present approves their request, they may withdraw sponsorship and the group immediately loses the rights of affiliate or sponsored status, including free use of the building.

• The Office Administrator will keep a complete list of groups in each category, including which committee is the sponsor, the contact person for the group, and the date use was approved. She will also keep a copy of each approved Application for Sponsorship. Affiliate and sponsored groups are subject to a change of meeting time or location on occasion if their space is needed for a UUFR function.
• The Office Administrator will monitor the list of approved groups and notify the appropriate committee when the 6-month probationary period has expired.

Application for Sponsorship by UUFR Committee

Approved 6/02

600.19 Procedure to Access Emergency Contingency Fund

Definition: The Emergency Contingency Fund is established to cover the costs of replacing broken equipment such as air conditioning and heating units, refrigerators, dishwashers, etc. (Generally, equipment that costs more than $1,000 and is expected to last more than five years.) This Fund also is expected to cover major structural emergencies in UUFR facilities such as roof repair, floor replacement, etc., which is not covered by insurance.

1. Any emergency need should be brought to the attention of the Congregational Administrator, who will work with the appropriate committee chair to determine the cost of repair/replacement.
2. The Congregational Administrator and the committee chair will explain the need to both the Treasurer and Financial Planner, who, together, have the authority to approve accessing the Emergency Contingency Fund.
3. Any expenditure from this Fund will be reported to the Finance Committee and the Board through e-mail and at their next regularly scheduled meeting. The balance remaining in the Fund also will be reported.

Note: It is important that some of this money be held in an easily accessible account to be available in an emergency.

Approved 2006

UUFR Capital Equipment Preliminary Request Form

UUFR Capital Equipment Budget Request

**Definition – Capital Equipment items are defined as costing at least three hundred dollars ($300) and having a life expectancy of at least three (3) years. Examples are printer for computer, fax machine, telephone system, desk, replacement windows for Peace Hall, Multiple chairs for sanctuary purchased at same time. Examples of not capital equipment – paper supplies costing at least $100 but planned to be used in less than 3 years, fertilizer, mulch, or other outdoor material costing at least $100 but used up in less than three years. stapler costing $6 but useful life of over 3 years.

ASAP procedure – Requestor presents completed but unsigned form to Fellowship Administrator who will immediately contact the appropriate persons for verbal approval. The appropriate Member at Large of the Board will then contact the President of the Board to conduct a telephone/email vote.

Signatures – No person may give more than one approval. Example – if a committee chair is also the Board Member at Large representative for that committee then the other Member at Large will be contacted for approval definition.

Approved 6/02

600.20 Email Polling

Email Polling  

The Board of Directors may entertain, discuss, and poll motions via email using the “board-discussion” list. The official motion will be made, seconded, and voted on at the next Board Meeting. No action will be taken until after the official vote.

Approved June 2003

600.21 Executive Sessions

Policy on Executive Sessions at Board Meetings

1. Discussions and information shared in executive session will remain confidential and will not be reported in the minutes.

2. In order to maintain a clear demarcation between what is confidential and what is not, NO decisions will be made in executive session.

3. An executive session is ended when the Board feels that enough information has been shared and the topic sufficiently discussed to make any decisions at hand.

4. After ending the session, the Board makes motions and votes on decisions.

5. Since the Board does not decide individual salaries, these would never be voted on and hence should never be reported in the minutes, although any decisions made by the Board, such as decisions to hire or changes in the overall personnel budget, will be reported.

6. Matters of a sensitive nature will not be reported outside of the Board until appropriate, direct communication is made with the individuals affected. Typically, this will mean not sending the Board minutes outside of the "board-discussion" list until there has been an "all clear" from the minister.

Approved June 2003

600.22 Privacy and Transparency Policies  

Privacy

UUFR will not publish or sell membership lists in any public forum or media. A printed membership directory will be available, but to fellowship members and friends only.

UUFR will not publish personal data of members, including pledges, employment, health, vacation, or other personal information, without permission of the individual.

The privacy policy will not prohibit members from publishing their own personal data, for use in UUFR newsletters, web pages, calendars, and event announcements.

Transparency

All worship services and most other spiritual or social events will be open to all members and the public.

All meetings related to UUFR business will be open to all members and the public, except meetings that involve confidential matters, such as:

• Pledge information from members and friends
• Staff personnel matters
• Ministerial counseling
• Joys and concerns

Minutes of business meetings will be available upon request, subject to the same exception list.

Calendars of fellowship services, meetings, and events will be available to the public. All notices for meetings and events must include contact information, including a name, phone number, and email address.

NOTE: UUFR will assume that publication of names and contact information in meeting and event notices is acceptable to the individuals involved. If the contact person for a UUFR event does not want their name, phone number, or email included in publications and event notices, that individual must find alternative contacts.

Official fellowship documents, including bylaws, policies, procedures, budgets, and plans will be available to all members and public.

UUFR publications, including but not limited to the web site, newsletters, and brochures, are part of the public face of UUFR, and must not include private data other than contact information as described above.

Balancing Privacy and Transparency

Some meetings of religious education activities, support groups, and other non-business groups may be closed or limited. UUFR will publish procedures and contact information for interested members to become participants in these activities.

UUFR is not responsible for the privacy of any spoken or written information provided in any publicly accessible service, meeting, or event.

The meeting space, computers, or other facilities that UUFR provides for volunteer and social activities will not allow access to private data held by UUFR.

UUFR will provide email aliases for staff, board members, committee chairs, social group leaders, and event planners. Members should use these email aliases (e.g., "communications@uufr.org") in publications, calendars, and event notices. Use of personal email addresses is also acceptable, but UUFR.org addresses are preferable.

Use of the UUFR office and telephone number as primary contact information for any committee, social group, or event is strongly discouraged. Please check with the UUFR office before publishing the UUFR office as a contact point for your event or group.

Adopted October, 2004

600.23 Politics and Church

Politics and Church

THE REAL RULES CONGREGATIONS AND IRS GUIDELINES ON ADVOCACY, LOBBYING, AND ELECTIONS, published by the UUA, is hereby incorporated by reference into the UUFR Policies and Procedures Manual. The purpose of these guidelines is to help congregations determine appropriate speech and activities as they relate to the tax-exempt status of the organization.

A complete copy of the Guidelines can be located on line at www.uua.org/uuawo. Click on “Memo to Congregational Leaders on Elections and IRS Guidelines.” For more information call the UUA Washington Office for Advocacy at 202-296-4672.

Guidelines for Political Action

UUFR SAFE CONGREGATION POLICY

Child and Youth Protection Requirements

March 2007

I. POLICY

1. INTENTION / GOAL / MISSION

• The Unitarian Universalist Fellowship of Raleigh does not tolerate abuse within our community. We believe in creating a safe environment for everyone, especially our children and youth, who are particularly vulnerable to incidents of abuse. We also believe it is crucial to the well being of our community that we prepare ourselves to respond to allegations of abuse or sexual misconduct.
• As a society, we have become proactive in addressing the rising tide of child abuse statistics. UUFR has a responsibility to insure our families feel confident and secure in their spiritual home, has a responsibility to protect our children and decrease their chance of harm, and has a responsibility uphold the Seven Principles of our faith.
• Our main goal is that of prevention. However, where that is not possible, our responses shall fall within the areas of truth, compassion, support, affirmation, and protection of our children against further harm.
• In adopting this policy, the UUFR acknowledges its responsibility to educate our congregation about sexual misconduct and other forms of abuse involving children and adults, to create opportunities that foster an environment in which right relationships are paramount, and to fully support the preventative and response policies and procedures set forth.
• This Policy is an unconditional agreement to act in ways that express the values of our Unitarian Universalist Principles. Our faith calls upon us to create the kind of safe and non-violent environments that lend themselves to justice in human interaction.

1. SCOPE OF PREVENTION OF ABUSE AND SEXUAL MISCONDUCT

• Safe Congregation Committee may include representatives of the following:
• Conflict Resolution Resources Group
• Behavioral Covenant Group
• Committee on Ministry
• Youth Religious Education
• House/Grounds Committee
• Administrative or Program Staff
• Senior Minister or designee

• The Safe Congregation Committee is charged with assembling a second line response team to respond to allegations of abuse within the congregation. This response team will be qualified by their professional or volunteer experiences, their service on the committee areas, their understanding of this policy and other UUA Safe Congregation materials, and their knowledge of available resources and reporting procedures for children, including North Carolina state laws.

• The Safe Congregation Committee will be composed of members that reflect the diversity of the congregation.

• The Safe Congregation Committee is accountable for the implementation of this policy. At a minimum, the committee will oversee development of yearly training opportunities for the entire congregation, and oversee development of RE teacher training and screening materials.

• The committee will review this policy no less the every two years, and report and recommend changes to the Board at the beginning of the calendar year.

• The committee will seek advice from legal and insurance counsel regarding the liabilities and responsibilities of the Fellowship in reference to a Safe Congregation Policy.

• The Safe Congregation Committee does not have the legal authority, or the expertise to determine guilt or innocence. It is designed to protect members of the church community, and to ensure that the victim and accused are treated with dignity and respect.

1. ANNUAL TRAINING, AWARENESS AND EDUCATION

• The Safe Congregation Committee will sponsor annual “Open Forums” for purpose of discussing UUFR policy and creating awareness of abuse issues in the community at large.

• Age-appropriate training and information about understanding and responding to the abuse of children will be made available to paid staff, volunteers, adult members and youth members annually.

• OWL (Our Whole Lives) Program materials, workshops, lectures and additional printed materials, and other means of education will be integrated in the RE curriculum.

• The UUFR Safe Congregations Policy will be distributed to the entire congregation, will be included in New Member materials, and will be posted in a common, well-lit area.

1. SCREENING AND SELECTION OF PAID AND VOLUNTEER STAFF OF CHILDREN AND YOUTH PROGRAMS

• All paid and volunteer workers providing direct care or supervision of children or teenage youth will meet the following criteria:

• At least 16 years of age
• An active congregant (member of friend) for at least six months, and have participated regularly for at least 6 months and/or have references from other UU churches that include the minister or RE director
• Will have attended at least one teacher training session which contained components on child abuse.

• All paid and volunteer staff must consent to a background check and such background checks will be performed.

• Information will be shared with the Safe Congregation Committee and the DRE as appropriate.
• The Congregational Administrator will be responsible for coordination with the screening vendor, and for ensuring the security of screening materials.
• The DRE will be responsible for distribution, completion and collection of volunteer screening materials.
• All screening results will be kept in the Congregational Administrator’s locked, confidential files.

• Paid staff will supply at least two personal or professional references.

• Individuals convicted of, under current indictment for, or who self- disclose any act of sexual misconduct involving a child or of child abuse are precluded from participation in any UUFR programs on or off premises involving children.

• All paid and volunteer staff must sign a Code of Conduct

1. SUPERVISION REQUIREMENTS

• A minimum of two paid or volunteer staff are to be scheduled to supervise any children or youth program group.
• A “group” is defined as one or more minors who have been assigned to a nursery, preschool, or individual class or specific program or activity within the context of that class, as well as youth who are taking part in a planned, organized component of their program.
• A “program” is defined as any UUFR sponsored and supervised group activity.
• An “event” is defined as an informal group activity. If this informal group activity includes families, it is the parents who are responsible for supervising their own children
• “Supervision” is defined as being awake, physically present and unimpaired.
• Recommended adult-to-child/youth ratio
• Nursery 1:3
• Preschool 1:5
• Elementary 1:6
• Middle School 1:8
• High School 1:10

• Minimum adult-to-child/youth ratio
• Nursery 1:5
• Preschool 1:8
• Elementary 1:10
• Middle School 1:10
• High School 1:10

• If the host site for a UUFR sponsored program involving children and youth has established more stringent adult-to-child/youth ratios, those of the host site will take precedence.

• Corporal punishment may not be used under any circumstances.

• Any one-on-one, private meeting with a child during a UUFR sponsored program will not be conducted behind closed doors.

• If an adult other than a parent or guardian has a private one-to-one meeting with a child or youth during a UUFR sponsored program, another worker in the program shall be notified of the meeting, either before the meeting or promptly afterward.

• For all UUFR programs that include childcare provided by UUFR (e.g., congregational meetings, auction, etc.) all children must be signed in by a parent or guardian with the UUFR childcare providers and signed out when exited from childcare, OR the child(ren) must be supervised by the parent/guardian or the parent’s designated adult at all times while on UUFR property.

• It is strongly recommended that the following guidelines be used when providing transportation to UUFR Sponsored Programs:

• All drivers must be at least 25 years of age, hold a valid driver’s license, and provide proof of insurance.
• The vehicle must be equipped with seatbelts for all youth passengers, and seatbelts are to be used when transporting you during UUFR-sponsored activities.
• No driver may consume alcohol or use any for of drugs that can affect physical or mental performance during or before carrying out his/her duty as a driver.
• A minimum of two adults must accompany a group going off-site. One adult may drive two or more children to an off-site program, provided program supervisory guidelines are in place at the destination.

1. SCOPE OF RESPONSE TO REPORTS OF ABUSE OR SEXUAL MISCONDUCT INVOLVING CHILDREN AND PAID OR VOLUNTEER STAFF OR LEADERS

This is the next section of the policy to be developed by the Safe Congregations Committee.