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The name of our religious organization shall be the West Valley Unitarian Universalist Church (hereinafter, the Church).
The purpose of our religious organization is
This Church shall be a member of the Unitarian Universalist Association and of its Pacific Southwest District.
The Church program year shall run from June 1, through May 31.
The Church fiscal year shall coincide with the Church program year.
Except as otherwise stated in these bylaws, terms of members of the Board of Trustees (hereinafter, the Board) and terms of committee chairpersons that are established for a term certain shall coincide with Church program years.
Except for meetings of the Committee on Ministry, the Endowment Committee, the Ministerial Search Committee, and the Nominating Committee, all meetings by the Board, and all other committees, associations or groups within the Church shall be open to attendance by any member of the congregation. However, the Board may, at the direction of the president, hold closed sessions during discussions of personnel issues.
Amendments to these bylaws may be proposed upon the majority vote of the Board, or by not less than ten members qualified to vote. Any proposed amendments shall be set forth in full in the notice of the regular or special meeting. These bylaws, so far as allowed by law, may be amended or repealed by a two-thirds vote of the members present and voting at a regular or special meeting of the Church.
Should this Church cease to function and the membership vote to disband, all assets of the Church will be transferred to the Unitarian Universalist Association for its general purposes. This transfer shall be made in full compliance with applicable state and Federal laws.
Subsec. 1. Regular Membership
Any person may become a member of this Church who signifies sympathy with the purpose by signing the membership register. There shall be no other requirement for membership.
Subsec. 2. Dual U. U. Membership
Attendees may apply for dual membership if:
a. they are members of another U.U. church
b. have residence and regular attendance in this congregation 3 or more months of each year
c. actively contribute to the purpose of this church
(A dual member would not be listed on WVUU rolls that generate district fees.)
Membership ends when the member resigns, transfers to another congregation, or dies.
Members have both a right and a responsibility to support the purposes of the Church by contributing their time and energy, as able, to the work of the committees, church sponsored activities, and the larger community.
For the purposes of reporting and record-keeping, members who do not make a monetary contribution at least equal to the suggested fair share of both he Unitarian Universalist Association and the Pacific Southwest District in one program year, and have not attended services nor participated in church activities for at least six months, may be placed in an inactive status by the Board. The Secretary, at the Board's direction, shall send a letter of notification to the member at least two weeks prior to the Board changing the member's status to inactive. An inactive member will be returned to active status at the member's written request.
Members of the Church must be at least 16 years of age to be elected or appointed to the Board of Trustees, and to vote at congregational and special meetings.
Two annual meetings of the Church congregation will be held: the fall meeting to be held before December 31, to elect the Nominating Committee; the spring meeting to be held before May 31, to elect the Board of Trustees and to adopt the budget.
The Secretary of the Church shall provide notice to each member at least two weeks before every regular or special meeting of the congregation. The Secretary will notify members in one of two ways: publication in the newsletter, or by means of electronic mail. However, any member not listing an e-mail address in the Church directory shall be notified by first class mail. The notice shall include the time, date, and place of the meeting, the names of persons nominated, and any proposed resolutions or other actions to be taken as required by the bylaws. The notice shall include the statement that proxy voting is not allowed.
Special meetings may be called by the Board with two weeks notice to the Church membership of the nature of the meetings. Special meetings may also be initiated by a petition of at least ten members of the Church to the Board.
A legal meeting shall consist of a quorum made up of 20% or more of the voting members of the Church.
A majority of those present and voting shall decide any questions unless otherwise specified in these bylaws. Upon request by any three voting members, any ballot to be taken on any matter shall be secret. There shall be no proxy voting.
Friends of the Church who are not members shall be welcome at all meetings and may be given the courtesy of the floor.
When there is a contested election for a Unitarian Universalist Association Trustee from the Pacific Southwest District, a special congregational meeting shall be held so that the ballot may be cast in accordance with the bylaws of the Pacific Southwest District. The meeting shall elect electors equal to the number of delegates to the Unitarian Universalist Association General Assembly. The electors shall cast their ballot with the District Secretary in accordance with the procedure specified in the Pacific Southwest District bylaws.
The Board of Trustees (the Board) is the chief executive and policy-making body of the Church. Its trustees have full authority to direct all Church activities, and, without limit, to act upon all business, religious affairs, and financial affairs of the Church.
The Board shall consist of six voting members of the Church each elected by the membership at the spring congregational meetings. Two members of the Board shall be trustees-at-large. A president, a president-elect, a secretary, and a treasurer shall be the officers of the Church. The Board will select from among themselves liaisons to each of the standing committees and, as deemed appropriate by the Board, to any other committees, associations, or groups within the Church. A Board member appointed to be a committee-liaison shall be an ex officio member of that committee without the right to vote.
All ministers of the Church shall be ex officio members of the Board, without the right to vote.
The Board shall create other special committees, associations, or groups within the Church as it may deem appropriate, and shall appoint chairpersons to direct and manage their activities.
When required by non-attendance, lack of performance, or for other cause, Board members or chairpersons may be removed from office by the congregation at a regular or special meeting.
Any disagreement within the Board about the meaning of an article of the bylaws which cannot be resolved by simple majority of those members, such issue must be submitted to the church membership at large within six weeks to break a tie.
Delegates to the General Assembly of the Unitarian Universalist Association and the Annual Meeting of the Pacific Southwest District shall be appointed by the Board with advice from the association district representative.
The Board shall adopt its own rules of procedure for Board meetings, except that there shall be no proxy voting. A majority of the Board shall constitute a quorum at any meeting of the Board. A majority shall be determined as more than fifty percent of the number of currently serving Board members, excluding ex-officio members.
The Board shall draft a long-range plan. Biannually it shall survey the congregation, update the plan, and recommend actions to the committees to implement the plan. The plan shall be presented to the congregation during the spring congregational meetings in even-numbered years.
The president of the Board shall be the chief officer of the Church, exercising all the rights and authorities generally accorded to that position. The president shall coordinate and direct the activities of the Church for its general welfare. The president shall preside at all business meetings of the Church and the Board. The president shall coach the president-elect to prepare him or her to assume the presidency. The president shall be an ex‑officio member, without a right to vote, of all Church committees and organizations except the Nominating Committee, the Committee on Ministry, and the Endowment Committee. The president shall represent the Church before the Unitarian Universalist Association and its Pacific Southwest District, and on all other appropriate occasions.
The president-elect shall be the vice-president and the president-elect, becoming president for the second year of the term following the first year of the term in which elected. Thus, the president-elect serves one year as a deputy to the president, and in the following year becomes the president. The president-elect shall assist the president with duties designed to increase the president-elect's knowledge of the Church, its organization, and operation. The president-elect shall act as the parliamentarian at all meetings of the Church and the Board. The president-elect shall be an ex-officio member, without a right to vote, of all Church committees and organizations except the Nominating Committee, the Committee on Ministry, and the Endowment Committee. In the absence of the president, the president-elect shall assume presidential duties. For a temporary absence of both the president and the president-elect, the Board shall select an acting president from among themselves.
The secretary shall keep separate minutes of all congregational meetings and meetings of the Board. All records of the secretary shall remain the property of the Church. The secretary shall provide written notice to the membership of all Church meetings. The secretary shall notify the Board members of special Board meetings. The secretary shall maintain a public calendar of the activities of the Church, including all committee meetings. The secretary shall certify which members of the Church are qualified to vote.
The treasurer shall be responsible for all monies of the Church and shall disburse the same under the direction of the Board, and within the approved budget. The treasurer shall keep safe a complete and permanent record of the finances of the Church, which shall remain the property of the Church, and shall be open for inspection at any time by the Board. The treasurer shall present a current statement at each regular meeting of the Board and of the Church. The treasurer shall be a member of the Finance Committee and shall prepare an annual statement at the end of the fiscal year. Prior to the fall congregational meeting that annual statement shall be audited by an internal audit committee, or by an external auditor, appointed by the Board. The treasurer shall furnish a quarterly statement of pledge status to each contributor.
Trustees-at-large, as with all members of the Board, shall be responsible for creating and updating strategic plans, developing Church policy, overseeing the work of the Church, and maintaining liaison with the standing and special committees, and other associations, or groups within the Church.
In case of a vacancy on the Board, the Nominating Committee shall appoint a replacement to serve until the next regular meeting of the congregation.
Each Board member will serve a two-year term. Terms will be staggered so that three trustees will be elected each year. Board members will serve no more than two consecutive terms. After serving two terms, Board members shall be ineligible for election or appointment to the Board for two years. After serving either a full or partial term, a Board member is eligible to serve only one additional full term. Newly elected members of the Board shall take office on the first day of June of each year.
The terms of all elected officers of the Church and trustees of the Board shall terminate on May 31, 2005. At the 2005 spring congregational meeting the congregation shall elect a Board consisting of six members. The six members so elected shall determine among themselves who will fill each position described in Section A of this article, and shall determine the end of their terms as described in Section C of this article. The Board shall then appoint chairpersons of the standing committees no later than June 30, 2005. This transition rule (Part III, Article 1, Section D) shall be deleted from the bylaws after May 31, 2007.
A chairperson shall head every committee. Only voting members of the Church may serve as committee chairpersons. Each chairperson shall be responsible for the direction, and management of their committee members and programs. Each chairperson shall be responsible for communicating and coordinating their policies, plans, and activities with all other committees, with the Board, and with the congregation.
Chairpersons shall keep current a policy book for their committees, and shall submit to the Board for approval suggested modifications to their policies.
Chairpersons shall have the authority to authorize and spend funds, but not exceeding the amount allocated to them by the congregationally approved budget, or as that amount may be modified by the Board.
Chairpersons share in the responsibility to encourage volunteerism.
Chairpersons have the duty to look for ways to expand their areas of responsibility to the betterment of the Church.
Except in unusual circumstance, or as stated otherwise in these bylaws, chairpersons shall generally serve two-year terms.
There shall be nine standing committees of the Church as listed here.
The Committee on Ministry shall consist of two members of the Church appointed by the Board, with the approval of the Minister, and two members of the Church appointed by the Minister with the approval of the Board. Each member shall serve a two-year term. Two members' terms, one each from the Board and the Minister's appointments shall expire on May 31 of every program year. The Committee will choose its own Chair. The Committee on Ministry shall seek to understand, assess, support, broaden, and advocate for a robust shared ministry throughout the context of congregational life.
The West Valley Unitarian Universalist Endowment Fund, (hereafter called the Endowment) is established for the purpose of enhancing the mission of West Valley Unitarian Universalist Church, apart from the general operation of the Church. The Endowment Fund Committee shall be the custodian and trustee of the Endowment. The Endowment Fund Committee shall consist of three members, all of whom shall be voting members of the Church. The term of each member shall be three years. Each member's term shall end in a different program year. The Committee will choose its own Chair. The minister and the president of the Board shall be ex officio members of the Committee without the right to vote.
The Committee shall be responsible for fund-raising and for publicizing the advantages and methods of participating in the Endowment.
The Committee shall manage the policies and operations of the Endowment as required in the revisions to the bylaws adopted by the congregation in its spring congregational meeting in May 2001, but now incorporated into the Endowment Fund Policy Book.
At the direction of the Board, the chairperson of the Facilities Committee shall be the Church’s agent to sell, convey, lease, mortgage, maintain, manage, insure, improve, repair, or perform any other act with respect to any Church property including, but not limited to, personal property, real estate, and real estate rights.
The chairperson and the committee shall establish policies and procedures for the use of buildings and land by the congregation and the public; make regular inspection of properties and maintain an inventory of all property. The Facilities Committee shall cooperate and coordinate with other standing and special committees regarding campus activities to make the facilities as safe, well-suited, and widely available as possible for the programs of the Church.
The Finance Committee shall keep track of the financial condition of the Church and shall report and make recommendations to the Board. It shall be responsible for fund-raising. It shall prepare an annual budget for the fiscal year. The Committee also recommends actions to resolve unbudgeted expenditures and makes suggestions for mid-year adjustments to the budget.
The Hospitality Committee shall plan for and provide, food, drink, and entertainment at church sponsored activities and parties. The Committee shall host the coffee hour after each Sunday service. It shall cooperate with other committees, groups and associations of the Church and provide auxiliary service to social functions sponsored by those organizations.
The Membership Committee shall supervise and assist in the recruitment of new members and be responsible for formulating and executing all publicity. It shall be responsible for the preparation of a newsletter and Church directory, and for the literature center. It shall make recommendations to the Board for changes of members to inactive status. It shall provide greeters for the Sunday Services and ushers for the offertory.
The Religious Education Committee shall supervise and operate the activities, programs, and functions of the Church school and other educational activities of the Church. It shall direct Religious Education for the Church. It shall select, supervise, and assist the teaching staff, determine the Church school organization, and establish curriculum, standards, and objectives. It shall arrange for facilities, equipment, and supplies, as necessary.
The Social Action Committee chair establishes a committee to coordinate the community-oriented social actions of our church. The Committee leads the members in supporting the community outside of our Church through social action projects, including providing for UNICEF and Guest at your Table fundraisers. The chair and Committee are responsible for obtaining the General Assembly resolutions from the denominational affairs representative, providing a forum for the members of the Church to discuss them, and sending the completed evaluation to the denominational affairs representative in a timely manner.
When there is a minister, the Sunday Services committee shall work with the minister to develop programs and formats for the services. In the absence of a minister, the Committee is responsible for scheduling programs, arranging for music and the use of facilities, and any other functions necessary for the Sunday Service.
The Nominating Committee will be made up of three voting members of the Church. Elections shall be held at the fall congregational meeting. The Board shall place at least one name in nomination for each vacancy on the Nominating Committee. At the fall congregational meeting, members may nominate other members, and members may nominate themselves. Nominating Committee members may not be members of the current Board and may not nominate themselves for the Board.
Chairpersons of each of the standing committees, except the Committee on Ministry, and the Endowment Fund Committee, shall be nominated by the Nominating Committee and shall be elected at the annual spring congregational meeting to serve a two (2) year term. The term of the Finance Committee chair shall be staggered with the Treasurer's term so that either the Finance Committee chair or the Treasurer shall always be in the second year of their term. Nominations shall be accepted from the floor.
The Nominating Committee shall nominate one new member to the Endowment Fund Committee each year, as the three year term of a current committee member expires.
The members of the Board of Trustees shall be elected to the specific positions of president-elect, secretary, treasurer, and trustee-at-large. However, in the case of a vacancy on the Board, the Board members may choose to replace the vacancy with a current member and have the Nominating Committee replace the remaining vacancy.
Members of the Nominating Committee shall serve no more than one full term. After serving a full term, a Committee member shall be ineligible for nomination or appointment to the Committee for three years. Terms of office shall be three years, with one term expiring each year.
The Nominating Committee shall nominate at least one member of the congregation to every elected position of the Church, unless otherwise specified in these bylaws.
In case of a vacancy on the Committee, the Board shall appoint a replacement to serve until the next regular congregational meeting.
When there is a vacancy in the ministry to be filled, a Ministerial Search Committee will be formed. It shall consist of seven members elected by the congregation at a meeting called for that purpose. The Nominating Committee will include the sitting members of the Committee on Ministry as candidates for the Ministerial Search Committee.
The Ministerial Search Committee will select one ministerial candidate who will be presented to the Congregation at a meeting called for that purpose.
When a new minister is selected, a new Committee on Ministry will be formed from the members of the Ministerial Search Committee as described in Section 2.B.2 of this Part.
The Center for Free Religion was founded in 1984 to work with the UUA as an auxiliary of the Unitarian Fellowship of Chico, California. Its mission is to work for the advancement of liberal spiritual faith and practice at national and international levels.
Uniquest is an affiliate organization of the UUA, with rights to present programs at the UUA General Assembly, and has an educational mission in the denomination. Both programs were accepted as auxiliary organizations within the WVUU Church in 2004 under the direct supervision of the Board of Trustees. Both organizations are directly accountable to the Board of Trustees.
The co‑directors of the Center for Free Religion and Uniquest are appointed by the Board, and a Board-appointed liaison and a committee of volunteers aid this work.
This section pertains to a minister that has been called by the congregation.
The parish minister shall be responsible for the regular and special
religious services of the Church. The parish minister shall have complete
freedom of the pulpit, as well as freedom to express opinions outside the
pulpit. The parish minister shall render ministerial service to individuals
and families. The parish minister shall keep a record of marriages,
christenings, or dedication of children, and funeral or memorial services
involving Church people and said ministry in a special book belonging to the
Church.
The parish minister shall plan the format and theme of the various services jointly with the Sunday Services Committee. In no way is this to conflict with the freedom of the pulpit outlined above.
Election of a parish minister shall be by written ballot and shall require a two-thirds vote of the voting members present at a special congregational meeting called for that purpose. Salary and other conditions to be included in a letter of contract shall be approved by a majority vote of the members present. If the candidate fails to be elected, another candidate shall be nominated in a like manner.
The parish minister may be dismissed by a two-thirds vote of the voting members present at a special meeting called for that purpose. In the event of a dismissal, a severance salary for the minister shall continue for three months.
A parish minister may resign by giving three months written notice.
The adoption of the Church budget by the congregation is considered a change in the agreement as to the parish minister's salary and other compensation.
Subject to endorsement by the congregation, the Board shall have the right to accredit one or more affiliate community ministers.
A community minister is a minister qualified for and applying their skill and experience to the community setting in such capacities as counseling, chaplaincy, social justice, education in religious studies, and other ministries, as recognized by the Unitarian Universalist Ministerial Fellowship Committee.
A community minister that the Board seeks to accredit as an affiliate of the Church must:
The Board, or its designee(s), will create a covenant of affiliation—a written agreement setting forth the rights and responsibilities of the affiliate community minister and the Church, and specifying the duration of the accreditation.
The Board and the affiliate community minister shall approve the covenant of affiliation.
The Board shall determine the support to be provided to the affiliate community minister. At the Board's discretion, financial support may include or exclude salary, stipend, grant, retainer, professional expenses, housing allowance, honorarium, or other types of recompense. The Board may elect to establish a special fund for the support of the affiliate community ministry. The Board shall determine how the affiliate community ministry fund is to be endowed.
A community minister's accreditation as an affiliate of the Church may be abolished by a majority vote of members present and voting at a congregational meeting, and by giving three months written notice to the community minister.
A community minister may resign their affiliation with the Church by giving advance written notice.
In the case of retaining a non-called minister (generally called a consulting minister), the Board shall appoint an adhoc search committee which will recommend a ministerial candidate to the Board. The adhoc search committee differs from a Ministerial Search Committee, which is formed when a congregation wishes to call a minister. The Board will develop a contract with the consulting minister that may include the salary, any benefits, hours, and major expectations, as well as the term of the contract.
