GOVERNANCE AT PUC THE SYSTEM BY WHICH PUC’S CONGREGATION EXERCISES ITS AUTHORITY Governance Task Force 9 NOVEMBER 2014 Carolyn Waters Judith Shaffer Randy Ripley
GOVERNANCE TASK FORCE CHARGED TO: • REVITALIZE OUR UNDERSTANDING OF GOVERNANCE AND IDENTIFY ANY POTENTIAL CHANGES • PROVIDE OVERVIEW TO CONGREGATION • SOLICIT FEEDBACK FROM CONGREGATION The TF built a short document to describe Governance at PUC; this presentation provides background and a brief overview of that document
GOVERNANCE • GOVERNANCE IS THE SYSTEM BY WHICH A CONGREGATION EXERCISES ITS AUTHORITY • MANY DIFFERENT MODELS FOR GOVERNANCE • EACH IS DESIGNED TO WORK BEST IN DIFFERENT SITUATIONS
HEALTHY GOVERNANCE – WHY DO WE CARE? LEADS TO: • THE BOARD’S ATTENTION FOCUSED MORE CLEARLY ON “BIG PICTURE” MATTERS THAN MINUTIA • REDUCTION IN THE TENDENCY OF SOME BOARD’S TO REPEATEDLY MICRO-MANAGE THE STAFF’S AND COMMITTEES’ WORK. • LESS EFFORT TO GOVERN, FREEING MEMBERS FOR MINISTRY —WHICH IS WHY WE’RE REALLY HERE • REDUCTION IN ROLE CONFUSION • STRONG ORGANIZATIONAL RELATIONSHIPS
WHAT WE FOUND: SIZE MATTERS “ CHURCH SIZE WILL PREDICT WHICH METHODS AND PRACTICES OF GOVERNANCE ARE MOST APPROPRIATE FOR A GIVEN CONGREGATION” GOVERNANCE FOR UU CONGREGATIONS, UUA, 2005 Attendance 350+ 150-350 50-150 50 Family Pastoral Program Corporate
SIZE VS GOVERNANCE MODEL Attendance 350+ Size 150-350 50-150 50 Family Pastoral Program Campus Model Administrative Working Policy Centered
WHAT IS POLICY-CENTERED GOVERNANCE? • CONGREGATIONAL AUTHORITY IS DELEGATED AND MEMBERS ARE EMPOWERED THROUGH POLICY THAT: • ESTABLISHES ROLES & RESPONSIBILITIES • DETERMINES OR LIMIT DECISIONS Policy Governance • TYPES OF POLICY experts we • BYLAWS referenced: Carver, Hotchkiss • COMMITTEE CHARTERS and Jonasson • MINISTER’S LETTER OF AGREEMENT • OTHER
FOUR TYPES OF GOVERNANCE DECISIONS (ACCORDING TO HOTCHKISS) Type Responsibility Oversight Board (fiduciary, policy) Strategic decisions Shared (big decisions, vision, the “ends”) Board/Minister Discernment Shared work with (mission (ministry)/vision) congregation Management Staff and lay leaders (how to accomplish mission, the Less decisions should be made by the Board when Policy “means”) Governance is fully implemented
PUC’S GOVERNANCE POLICY • PUC’S POLICY IMPLEMENTS A TAILORED VERSION OF POLICY GOVERNANCE • PUC BYLAWS ESTABLISH: • THE CONGREGATION AS THE FINAL AUTHORITY IN MATTERS OF CHURCH FINANCES, POLICY AND PROCEDURE • BOARD OF TRUSTEES & ITS DELEGATED ROLES • CONGREGATIONALLY ELECTED COMMITTEES (LEADERSHIP DEVELOPMENT, AUDIT, AND MINISTERIAL SEARCH) • COMMITTEES APPOINTED BY THE BOARD (ENDOWMENT) • ROLES OF THE LEAD MINISTER ( LEADS SPIRITUAL Rather than splitting functions; at PUC the Board and INTERESTS, ACTS AS COO) Minister work cooperatively
PUC ORGANIZATION Congregation Elected Board of Committees Trustees Administrative Minister Committees (COO) Staff & Lay Leaders Ministry Committees
IT LOOKS HIERARCHICAL? • PUC IS ORGANIZED AS A HIERARCHY, BUT NOT ONE WHERE THE “HIGHER” LEVEL TELLS EVERYONE “LOWER” HOW TO DO THEIR JOBS! PEOPLE ARE EMPOWERED TO MAKE DECISIONS BASED ON THEIR EXPERIENCE, SKILL, TRAINING OR CAPABILITY, RATHER THAN LEVEL. • WHAT---NO RULES? THERE ARE RULES . . THEY PLACE LIMITATIONS OR PROHIBITIONS. PUC POLICY PROHIBITS ANY PUC LEADER OR MEMBER FROM TAKING ACTION THAT IS ILLEGAL, UNETHICAL, IN VIOLATION OF PUC OR UU PRINCIPLES OR IS “IMPRUDENT”. • COMMITTEE CHARTERS DESCRIBE THE WORK TO BE DONE AND INCLUDE THESE LIMITATIONS.
COMMITTEES AND COORDINATION • ADMINISTRATIVE COMMITTEES – SUPPORT BOARD FUNCTIONS • PROVIDE EXPERT ADVISE AND CONTINUED MONITORING (FINANCE, ENDOWMENT, ETC.) • CHARTERED BY & REPORT TO THE BOARD OF TRUSTEES • MINISTRY COMMITTEES – ACCOMPLISH MINISTRY • PROGRAMS TO ACCOMPLISH VISION • GUIDED BY LEAD MINISTER, STAFF AND LAY LEADERS. • CHARTERED BY THE BOARD OF TRUSTEES • COORDINATED THROUGH BOARD AND MINISTRY COUNCIL
ROLES & RESPONSIBILITIES Congregation Elected Board of Committees Trustees Board Functions Audit, “ Lead congregation Administrative Minister Leadership towards its vision; Committees (COO) Development Conduct affairs of the church” Staff & Lay Finance, Leaders Facilities, Endowment, Personnel, Ministry Strategic Planning Committees Task Forces
ROLES & RESPONSIBILITIES Congregation Ministry Elected Board of Council Committees Trustees Worship, Music, Administrative Minister RE, Committees (COO) New Members, Pastoral Care, Staff & Lay Social Action, Leaders Green Sanctuary, Harmonious Relations, Ministry Stewardship, Committees Office Volunteers Covenant Groups
GOVERNANCE DOCUMENT HIGHLIGHTS • EXPLAINS THE ROLES OF: • THE BOARD • THE MINISTER AND STAFF • THE COMMITTEES, TASK FORCES AND COVENANT GROUPS • PROVIDES ANSWERS TO FREQUENTLY ASKED QUESTIONS (FAQ) • WHERE TO FIND POLICIES • HOW ACCOUNTABILITY IS PROVIDED • WHO HAS FIDUCIARY RESPONSIBILITY • WHAT TO DO IF YOU HAVE A CONCERN OR ISSUE • WHO APPOINTS COMMITTEE MEMBERS • HOW TO GET INVOLVED • A SEPARATE DOCUMENT LISTS ALL OF THE EXISTING COMMITTEES
WHAT DO I DO? -- GET INVOLVED! • POLICY GOVERNANCE REQUIRES MEMBER INVOLVEMENT OR THERE IS NO ONE TO DELEGATE TO AND MAKE DECISIONS! • GET INVOLVED THROUGH COMMITTEES, TASK FORCES OR COVENANT GROUPS WITHIN A STRUCTURE THAT DELEGATES AND REQUIRES ACCOUNTABILITY • SEE SOMETHING YOU WANT TO CHANGE…JOIN THE APPROPRIATE COMMITTEE AND BE THE CHANGE YOU WANT TO SEE PUC needs you!
POLICY-CENTERED GOVERNANCE SUMMARY • THE BOARD IS FOCUSED MORE CLEARLY ON VISION AND POLICY TO FACILITATE MINISTRY • COMMITTEES AND INDIVIDUALS ARE EMPOWERED TO MAKE DECISIONS AND ARE ACCOUNTABLE • DECISION ARE MADE BY THOSE WHO ARE RESPONSIBLE FOR CARRYING THEM OUT • IDEALLY DECISIONS ARE BASED ON EXPERIENCE, SKILL, TRAINING OR CAPABILITY, RATHER THAN ON LEVEL
Ministry Committees Administrative Committees Ministry Committees (continued) (Guided by Lead Minister and Staff) (Policy-Centered Governance based) (Guided by Lead Minister and Staff) Pastoral Care Committee: Lead Minister Congregationally Elected Committee on Shared Ministry (COSM) Lay Pastoral Committee Leadership Development Denominational Representative Congregational Advancement: Director Assistant Chief of Staff Audit Committee Membership Committee Attraction and Assimilation of members Dinners with UUs Ministerial Search New Member Committee Buddy Program Endowment Committee Create Meaning Center Publicity Committee Endowment Fund Adult Education Radical Hospitality Pooled Income Fund Fundraising Advisor Hospitality BrUUnch Facility Use Schedule /Church Calendar Executive Committee Small Group/Covenants (there are more) Assist with Worship Facilities Art Wall Webmaster & Social Media Finance Committee Books in our Lives Education: Director of Religious Education Budget Sub Com French Conversation Family Religious Ed Committee WHAT ARE YOUR THOUGHTS? PowWow to Know How Long Range Financial Plan Coming of Age Reading Sermons Our Whole Lives Growth and Reinvestment Women’s Empowerment YRUU Personnel Writers Group Childcare Staff Strategic Planning Music: Music Director Social Justice (Lead Minister) Task forces (ad hoc & short term) Choir “Boots on the Ground” Advocacy Accompanist By-Laws (ad hoc) Split Plate Guest Musicians Educational Programs Preschool Children’s Choir Forums Little Rocks Stewardship: DCA Documentaries Reducing Expenses UUSC Pledge Campaign Temple Emet Contract Green Sanctuary Special Events Garden and Orchard Fundraising Approvals Fair Trade Campaign Wedding Coordinator (Lead Minister & DCA) Standing on the Side of Love Committee Facilities rental Management Custodians (Lead Minister)
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