Summary of Congregational Forum

From the Board Engagement Committee – Ed Beers and Sara Edwards

We had a great Congregational Forum last Sunday, October 15th. We had over 50 people attend as the Board gave an update of their activities and plans. This included reports from the newly established Board Committees – Personnel, Finance, Governance, Board Engagement and Space.  This began with an overview on our new Governance structure, which can be found here.

The Space Committee had the greatest interest from the attendees and many positive comments and ideas were mentioned.  The presentation and handout included data supporting the Board’s belief that, in order to live up to our mission, we need to start planning for a move to a new location.

The presentation was the beginning of a dialogue and engagement effort with the Congregation on dealing with the space issue. Follow-up dialogue sessions are planned for Monday, October 23 at 7 PM in the Triple RE room and Thursday, November 2 at 7 PM in the Triple RE room. Sign up here to attend one or both of these meetings.

Brief updates from the Board Personnel Committee, Finance Committee, Governance Committee and the Board Engagement Committee were also provided.  As you can see from Governance presentation, the management and operations of Personnel and Finance have been delegated to the Ministry with the Board Committee functioning in an oversight role.  One major recent development of the Personnel Ministry Team (as instructed by the Board Care for Staff policies) is the creation of a fully updated Employee Handbook, which can be found here.  The Board Governance Committee will monitor the Board Policy Book and will be the resource for adding or changing policy.

The Board Engagement Committee is charged with ensuring more and improved Board engagement and communication with the Congregation. Three Big Questions (Future Oriented Questions) have been developed by the Board to facilitate discussions and input. The input gained from these conversations will enable the Board to develop a Vision of Shared Ministry – a list of goals for the coming year and beyond.  Look for more information on this coming to your (snail) mail box soon!

This Vision will be the result of a process of gathering and distilling ideas from a wide range of individuals and constituencies within the congregation – and it will be an iterative process that will likely roll easily from one year into the next. In all cases, it will get to the heart of who we are and where we are going. There will be numerous opportunities for you to participate and provide your input.

Keep in touch with our Leadership Blog and we will be providing more detail on these initiatives and all the work of the Board over the next several months.  Also if you ever want or need to access any of the documents related to Board work, you can follow this link for our archive.

 

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Seeking Board Committee Members

As a follow up to this post from the Board of Trustees, the Board is looking for a few additional members to join their newly formed committees:

  • Governance Committee – the committee charged with editing and drafting of policies, and drafting of new policies to be brought to the full Board
  • Finance Committee – the committee responsible for auditing the church’s compliance with financial policy
  • Space Task Force – the committee responsible for leading the conversation around our building and our space needs
  • Personnel Committee – the committee responsible for auditing the church’s compliance with personnel policies

Each of these need at least one additional person beyond Board members.  We have begun recruiting for these positions, and wanted to make sure that anyone who may be interested had a chance to express that interest.  If you want to learn more and see if your gifts may be a fit for these teams, send an email to theboard@foothillsuu.org before September 30th.

Governance Update from Jody Anderson

This update is a part of a Governance Update being sent by email to all Foothills members.

The Board of Trustees hopes all members are prepared to vote on governance changes at our upcoming annual meeting.  Since the Governance Task Force formed about 18 months ago, we have received support and encouragement from members and staff throughout the church through congregational meetings, informational discussions, book discussion groups, and electronic communications conducted over the last twelve months.  We hope you have had a chance to participate, provide feedback, and learn about this important work to help align our governance structure with our church size and mission.

We are planning to conduct a trial year using our new governance structure, and will need to slightly amend our bylaws to enable that trial.  The key changes we are proposing include:

  • Role of the Board – The Board will shed its administrative role and instead concentrate on discerning mission, setting goals, dialogue with the congregation, and oversight.  This is something that the Board has been already in many ways practicing over the last 5 years as we have grown in size.  This will formalize this role and add clarity, as well as enhanced methods of monitoring and accountability.  
  • Board Size – The Board will reduce to seven, a more appropriate size for its new role (currently there are 11). The congregation would elect 2-3 Board members annually.
  • Delegate Operations – The senior minister, in partnership with the congregation and Board, would manage “operations” as head of staff.  This role would hold responsibility for all administration, programming, and shared ministry as well as Sunday services and pastoral care through delegation to paid staff and members/friends of the congregation, aka volunteers. Again this is already in many ways the case; this would formalize and add additional structures for accountability, alignment and monitoring of this work.  
  • Policy-Based Guidance – The Board will use written policies both to guide and hold accountable all those who help carry out the mission, including the ministers, staff, and volunteers.  Overseeing and keeping effective these policies will be a part of the Board’s new role.
  • Committee Structure – The Board will have three appointed committees:  Finance, Personnel, and Governance. It would have one elected committee, Nominating.
  • Nominating Committee – The Nominating Committee will reduce to three elected members (from the current five).  Its members will interact with the congregation, ministers, board, and Leadership Development team to identify the coming needs, develop job descriptions, and clarify role requirements, and ultimately nominate a slate of nominees for all elected positions that comply with established policies.
  • Leadership Development Team –   This team will be a newly formed ministry team charged with building and developing our future leaders through training, coaching, and open and inclusive engagement with the congregation.
We are excited to be making these changes!  It is long overdue for a growing church like ours.  We have been doing some of these things for several years, formally and informally.  This process has taken the best of what we learned through practice, research, and deliberation, to outline a foundation for the future.
To see the proposed bylaw changes, supporting concurrent resolution, policy examples, and glossary, visit us in the social hall between services on April 30, May 7, and May 14.  You will also have a final opportunity to dig into the details and ask questions on May 21, between services, during a Governance Review meeting.
If you have any questions about our work, please feel free to contact our chair Jody Anderson, jodeenanderson@gmail.com.
Thank you!
Governance Task Force – Jody Anderson, Brian Woodruff, Elizabeth Stanley, Tom Inscho, Ed Beers, and Rev. Gretchen Haley (ex-officio)

Welcoming New Trustees to the Board by Erin Hottenstein, President, Board of Trustees

Trustee: one to whom something is entrusted.

At Foothills Unitarian Church each year we elect trustees to the Board of Trustees. The word choice here is important. These people are our friends and neighbors. They have shared with us their enthusiasm for and dedication to our church community. They have worked side-by-side with us, helping us to build and grow and become even more the people and the place we want to be.

These people have earned our respect. Each of us in this church community, the Nominating Committee, the ministers and staff can see and feel the commitment that they bring.

And so we place our trust in them. We place our confidence in them that they will bring their best selves to the work of the church. We trust that they will continue to provide the leadership and the guidance – as trustees of this church have been doing since 1898 – that helps to create life-changing and life-giving experiences both within our walls and out in the larger world.

This year’s new trustees are no different. They have earned our respect and our confidence. In case you haven’t met the four of them, let me introduce them now and you may read their biographies below. Ed Beers is joining the Board as President-Elect, a three-year term. Sara Edwards is our new Secretary-Elect, a two-year term. Karen Johnese and April Undy are our new Members-at-Large and will serve two-year terms. I hope that you will help me warmly welcome them to their new roles and join me in entrusting them with the vital work of the church.

 Ed Beers – President Elect
Ed found Foothills immediately after relocating from Southern California and the Pasadena Neighborhood UU Church.  They moved to Fort Collins to be closer to their children and grandchildren living in Laporte and Golden.  Linda is a retired nurse and Ed retired as an Engineer and Plant Manager.  Both Linda and Ed were active in the Pasadena Church as Chalice Group Leaders.  Ed is a member of the Foothill’s Men’s Group and he and Linda  were co-chairs of the Hospitality Committee for several years. Ed most recently served as the chair of the Senior Minister Search Committee.

 

Sara EdwardsSara Edwards – Secretary Elect
“In addition to growing in love and friendship with the wonderful people at Foothills over the last four years, I have also participated in many rewarding activities. For four years I have been a grateful member of the choir and twice participated in Cabaret. Last year I served on the Associate Minister Advisory Committee and was part of a One Village One Family family. This year I am serving on the Assistant Minister Search Committee. In the future I look forward to continuing to share my love of singing, but also expanding into my interest in massage and penchant for note taking. In addition to many people, I love dogs and horses, travel and DIY organization projects.”

 

Karen JohneseKaren Johnese – Member at Large
In the three short years since becoming a member of Foothills I’ve been an active participant in Sunday hospitality, a soul circle, Slightly Senior Sisters’ lunch organizing (SSS),  and an SSS small group. I have served on the Stewardship Committee and volunteered for Faith Family Hospitality (FFH). I am now a coordinator for our FFH rotations and serve on the board of this nonprofit. I have also been teaching an ESL student through our program with La Familia.

My work world over the past fifty years has been rich in experiences that support my service to this church. With Masters Degrees in special education and social work, and short-term careers in both fields, then 11 years as a newspaper community affairs director, four years as an arts nonprofit director, and current role on a corporate board, I have come to understand nonprofits from many perspectives. I have served on numerous boards and am committed to excellent board service. My time within the Unitarian Church has been brief, but I believe my collaborative style, board experience and love for the people within this church community compensate for that short history.

My husband, Daniel and I have lived in Colorado for six years, following my son and his family here. I spend much of my time with my son’s two daughters, now 4 and 8 years old. And we lure our Pittsburgh 11 and 13 year-old grandsons here as often as possible to enjoy the natural world with us.

April Undy BOT pictureApril Undy – Member at Large
April Undy has a B.S. in Environmental Engineering and has homeschooled her children.   April has been involved with Foothills Unitarian Church for over 17 years.  She became a member of Foothills after teaching her oldest’s  pre-school and kindergarten R.E. classes, and has been happy to teach R.E. nearly every year since then.  April joined the church choir in 2006, and started Song Circle in 2008.   In 2009 she was hired as the R.E. Music Assistant at Foothills, a position she held for 2 years.  She is trained as an O.W.L. teacher for grades 7-9 and 10-12.

April is married to Steve Undy, together they have 3 children.  Their oldest just turned 18, so now they get the adventure of being parents of an adult child!

“The community of Foothills is precious.  I am happy to have a chance to give back to the church by being on the board of trustees.”

Board of Trustees 2016 – 2017

Erin Hottenstein, President
970-226-1501, stewardshipgal@gmail.com 

Ed Beers. President Elect
970-482-4566, beersca@aol.com

Scott Denning, Treasurer
970-980-1150, scott.denning@gmail.com

Michelle Venus, Secretary
970-218-7951, michelle@michellevenus.com

Sara Edwards, Secretary Elect
541-215-3978, sara.edwards.rocks@gmail.com

Brian Woodruff, At-large member
970-224-5443
brian.woodruff@centurylink.net

Karen Johnese, At-large member
724-612-3562, kjohnese@icloud.com

April Undy, At-large member
970-407-8788, april@roseundy.net

Gale Whitman, At-large member
970-213-0844, gale@galewhitman.com

Plans for the Ministerial Transition

Over the past few weeks, I have been working and planning with many of you, with the staff team, and with Howell. I have sought counsel from colleagues, and I have talked with UUA staff that I trust, most especially the Rev. Nancy Bowen.  Through these conversations, Howell and I have started to formulate plans and priorities that will move us through the next six months – the remaining time of the official interim.

During this time, Howell will remain as the Interim Lead Minister, and we will work in a close partnership to ensure a smooth transition before the end of his contract in June and my official beginning as Senior Minister in July.  Generally speaking, Howell will be leading and working on those efforts that relate to the intended work of the interim, and I will be leading and working on those things that establish the foundation for the future.  More specifically, here is a breakdown of our priorities and plans for the next six months. As always, we welcome your input, questions, ideas and partnership.  And, we’ll be sure to bring you regular updates here and in upcoming forums on Sundays (next forum: 1/10/16).

  1. Worship Leadership and Planning – Howell and I will work closely in worship over the next six months, hopefully offering a number of Sundays with both of us present!  We have created a calendar that has Howell and I each in the pulpit on average, twice a month, and Diana McLean, our Ministerial Resident will be returning once a month once she’s fully recovered from her injury.
  2. Pastoral Care and Support – I will continue to act as lead for pastoral care, including supporting our Parish Visitors and Caring Team.
  3. Mission Task Force – Mission is the reason we are here, why we exist, as a congregation, and helps us move forward with confidence together. This is why the Board has created a sub-committee to engage the congregation around our mission in the coming months.  It will build on and reinforce the work done a couple of years ago on our mission statement, as well as our Appreciative Inquiry and Ministerial Search Discovery Sessions and Survey.  Look for notice about conversation opportunities in upcoming Extras.   Howell and I will both be support for this important Board work.  
  4. Governance Task Force – As was discussed in the October Congregational Forum, the Board is appointing a Task Force that will oversee and coordinate our governance transitional process.  Generally, we will follow the timeline and concept outlined in Dan Hotchkiss’ book, Governance and Ministry that many of you read and discussed over the summer.  (Still available for check out in the office!).  Ministerial Lead: Rev. Howell Lind
  5. Personnel / Human Resources Task Force – We value our employees and being a just and good employer.  Which means, we need to be thoughtful and intentional in creating an effective structure that includes both professional and volunteer partnership in order to effectively and legally address all the many areas of personnel – from policies to organizational structure to compensation to benefit management and liability to work environment and professional development.  As a result, the Board will be appointing a task force to work with me to review current and potential new policies, to recommend an appropriate structure to address personnel issues (in collaboration with the Governance Task Force) and to address fair compensation for our employees.  This will result in an updated job description for our Personnel Committee, which we will re-institute at the conclusion of this Task Force’s work.  Ministerial Lead: Rev. Gretchen Haley 
  6. Committee on Shared Ministries – Previously known as the Committee on Ministry, this important team was put into recess during the transition, but as we move out of this transitional time, Howell and I look forward to its full re-instatement.  Howell will work with the Board to clarify its purpose, share that with the congregation, and gather up both past Committee on Ministry members as well as new appointees as we begin again with this group whose mission remains to ensure the health and vitality of our shared congregational ministries and the right relations of our community.  Ministerial Lead: Rev. Howell Lind 
  7. Stewardship and Finance – Critical to an effective transition is successful management of our financial resources, including a successful pledge drive.  I will start attending Finance meetings this month, and be a part of the Stewardship campaign and budgeting process that will begin in February.  As I said throughout Candidating Week, I am very much looking forward to this part of the senior minister role, as I find that when we speak openly and non-judgmentally about money and its role in our lives, it can be as healing as any other ministry we might engage.  I also find it so inspiring to experience people’s generosity in service of our shared vision – and this congregation is so generous, this is simply really fun work.   Ministerial Lead: Rev. Howell Lind 
  8. Search for the new Assistant Minister – I had a great conversation with the UUA Transitions Office last week, and as a result, we have now listed our opening for an Assistant Minister to begin next July or August with the UUA.  This is just a simple notice of a job opening. In the coming months, the Board and I will convene a few forums to hear about your ideas and questions about this position and your hopes for who might fill it. The Board will also be appointing a selection committee who will work with me to identify the right fit.  It will be a hired and contract position, for 2 years.  This will allow us the time and space necessary to think through what we want in the long run and to make sure we have the right person for the position.  Lots more information to come on this! Ministerial Lead: Rev. Gretchen Haley 
  9. Nominating and Leadership Development Process – Given all the ways our congregation has changed and the changing needs for leadership today, we know we need a more robust process to identify, train and continually develop leaders in our congregation.  As a result, Howell will be working with the Nominating Committee to clarify job descriptions and a process for identifying and developing congregational leaders.  Howell brings a wealth of experience in facilitating this process in many other congregations, and so we are lucky to have him with us as we address this very important need in our congregation.  Ministerial Lead: Rev. Howell Lind 
  10. Faith Foundations – I learned a lot over Candidating Week about the learning and reflecting opportunities we need to set a foundation for the coming years together.  I realized we need to be talking more about generational changes, the cultural shifts happening in society, the history of Unitarianism and Universalism – especially three of our sources – Protestant/Heretical Christianity, Transcendentalism, and Humanism – as well as trends in today’s Unitarian Universalism, the ideas and practice of covenant, and emotional/family systems. As a result, we intend to focus most of our offerings in Religious Exploration in the next 5 months in these areas.  We’ll offer opportunities in a variety of ways – classes, small groups, online options, spiritual practices, book groups, and forums – and in a variety of days/times, with a variety of commitment-level options, and targeted to all the life stages and ages present in our congregation.  Our hope and goal is that by the end of May, a good number of you will feel more confident and clear in these important areas of our faith so that we can set a stronger foundation for what we are up to, and why, as a religious community and as individual Unitarian Universalists.  Ministerial Lead: Rev. Gretchen Haley
  11. A few other important things: Howell will be initiating our new Hospitality Learning Community, helping us to enhance our welcome, especially on Sunday mornings.  I will be working with the Climate Justice Team, especially in March and April as we continue to strengthen our congregational engagement with sustainability and care for the earth.  We will also continue and strengthen our partnerships in addressing homelessness, economic justice and immigration and racial justice related issues – especially in the ways all these things are connected.  Our campus ministry is growing, we are offering targeted programming to meet all of life’s stages and ages in our community – from new parents to empty-nesters to elders, and we continue to experiment in partnership with the UU Church of Greeley to bring our values and faith to more of our northern Colorado community.

Phew! That’s a lot! Good thing it all sounds like fun and enlivening work! And good thing it is work done in partnership, with all of you.

Questions? Things I left off you are wondering about? Let me know.  As I said, this is an evolving understanding of what is needed and what will work best to facilitate a healthy and smooth transition in the next few months. I’m so looking forward to all that this second half of this church year will bring, and the foundation it will set for the many years ahead.  Thank you for all you have done, and all you will do to help bring all this goodness into our community and our world.

In partnership,

Gretchen

Proposed Bylaws Revisions, to be Considered at a Special Congregational Meeting April 19, 2015

As we on the Board have worked to refine the governance structure at Foothills, we have kept an eye on our bylaws. They are, we’re told, unusually specific and restrictive. There are areas where our practices have drifted away from the structures prescribed in the bylaws – in some cases, years ago. We have not kept a Church Council since before I began my time on the Board, for example, and we long ago began calling our Canvass Committee by the new name of “Stewardship Committee” instead. The bylaws were not kept up to date as these practices evolved.

More recently, we’ve come to realize that there are some other ways the Bylaws mandate a structure that poorly suits our needs as a large church experimenting with different ways of operating. When Rev. Keyes arrived, he pointed out that we might not want to continue to have a Committee on Ministry or Personnel Committee. He suggested that we might find we were able to get more accomplished with a smaller Board – perhaps 7 members, rather than the 11 that our bylaws mandate? And as we have begun to adopt what’s known as policy governance, where the Board focuses on questions of purpose and mission rather than day-to-day operational decisions, it’s become clear that the bylaws suit this new structure poorly.

In short, our bylaws need a thorough rewriting.

The changes you’ll see below do not represent that thorough rewrite, however.

In some cases, we’ve felt that we wanted to delay action on questions that we don’t feel confident we’ve decided yet. Our Committee on Ministry, for example, has spent most of the past year in recess, but neither the COM nor the Board has comfortably decided what that committee’s future should be, so we’ve retained the language in our bylaws requiring that there be a COM, for now.

In other cases, we on the Board have felt that changes suggested by Rev. Keyes, or practiced in other churches, might not suit the needs of our church well. For instance, we have decided to reduce the size of our Board of Trustees, but have settled on a 9-member Board rather than the 7-member size that’s been recommended by David and others. We may yet decide that 7 is the right number, but the composition of the Board seems like an area where caution and gradual change is called for.

Above all, we’ve tried to adopt a slate of bylaws revisions that do not make drastic, sweeping changes to the way this church is operating right now. Some of the changes we’re recommending impact the elections at the upcoming Annual Meeting on May 17th, and need to be made as soon as possible so that our Nominating Committee can know what is required of them. But there simply hasn’t been time for adequate discernment, adequate engagement with the congregation, adequate debate about the content of any broader changes that might be needed some day.

So… what you see below is a set of bylaws revisions that change only what really needs to be changed now. These are edits that seek to protect the church from dangerous practices, reasonably increase our flexibility and efficiency as we experiment with our governance structure, and – critically – leave for another day the biggest potential changes that will really require more debate than we have time for in the waning months of this church year.

I’ve detailed the exact changes below, along with line numbers referencing the most recent (May 2014) edition of our bylaws, and a brief explanation of the thinking behind the change.

Proposed bylaws revisions

Thanks are due to Trustees Elizabeth Stanley and Nate Donovan for their hard work and attention to detail on this project, and to David, Gretchen, and the rest of the Board for their insightful questions and suggestions on the drafts we’ve considered along the way. If you have questions about the revisions we’ve proposed, please feel free to contact me via the Board of Trustees address, bot@foothillsuu.org. We will vote on these revisions in a Special Congregational Meeting, to be held on Sunday, April 19th, between services. That meeting will follow the typical parliamentary procedures, with space for questions and comments as usual. But in the interest of time, I’d welcome a chance to publicly address any common questions beforehand, so I hope you won’t hesitate to reach out to me if you’re confused about the rationale behind anything we’ve proposed.

Thanks for taking the time to read about this. I’ll see you Sunday,

–Rich Young

President, Board of Trustees