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 firstname.lastname@example.org before September 30th.
Your Board of Trustees had a very productive retreat and planning session this last weekend. It was a full and joyful experience that resulted in a committed and unified Board and a very thorough plan for moving forward this church year.
The BOT adopted a new policy book that was proposed by the Governance Task Force. This is the first stage in the new governance implementation approved by the congregation on June 4, 2017. A big thank you for the excellent work done by the GTF. They have completed their task and a new Governance Committee of the Board is being established and they will pick up responsibility for monitoring, reporting and revising or adding policies as required.
Five other Board Committees were also formed including Nominating, Personnel, Congregational Engagement, Building/Space and Finance.
The Board also agreed on three “Future Oriented Questions” to engage with the congregation and other stake holders. This is a process over the next several months that will provide congregational input for the development of a strategic plan and annual goals and focus for the church year 2018/2019.
Keep posted on this blog as further details are established.
Your Board of Trustees
Dear members and friends,
We are excited to be nearing our congregational meeting this Sunday. We hope you all received the following two documents to prepare you for this important gathering:
Because of the complicated nature of this year’s agenda, the Board leadership met earlier this week with a professional Parliamentarian to prepare.
In that meeting, we realized that it would be ideal to establish a few standing rules at the beginning of our gathering to ensure our meeting runs smoothly, respectfully, and within a reasonable time frame. While these rules will need to be approved by the gathering on Sunday (2/3rd majority), we wanted to give you the heads up about what we’re thinking in advance. So, here are a few of the sorts of rules we’re considering:
- An agreed-upon time limit for speakers;
- An agreement that everyone who wants to speak gets to speak before anyone speaks a second time;
- An agreement to abide by our covenant of right relations as a part of our business;
- For any amendments (particularly to the by-law portion) that they be submitted in writing in advance to the Board so that the whole gathering does not need to wait while editing/drafting occurs.
While we believe that our governance proposal has been thoroughly vetted through our many meetings and conversations with the congregation over the course of the last 18 months, our process leaves open the possibility that there remains something needing further consideration. As a result, please do note this last potential rule if you are considering an amendment proposal, and please submit it in writing as soon as possible (and no later than 11:15 am on Sunday) to the Board of Trustees at email@example.com.
Thank you all for your partnership and support as we continue to grow our congregation in service of our shared mission, unleashing courageous love across our whole community, and beyond.
Erin Hottenstein, Board President
This update is a part of a Governance Update being sent by email to all Foothills members.
Every year, the church prepares a budget in the spring for the church year starting on July 1, projecting monthly income and spending 15 months in advance. Our budgets are balanced, so we spend only what we earn.
Nearly all of our income is from the pledges of financial commitment made by members and friends of our community.
The budget for next fiscal year has been prepared by the Finance committee, affirmed by the board, and will be voted on for final approval by the members of the congregation at our annual meeting on June 4.
A hearing to introduce and discuss details of the budget will be held on May 7 at 10:40am. Highlights include an overall increase to the budget of nearly $43,000 made possible by a projected pledging increase of over 8%!
Most of the additional income will be invested in our human resources, including a new part-time coordinator position for membership, as well as salary adjustments to reflect current UUA compensation guidelines for our ministers and staff.
Please plan to attend the May 7 hearing to inform your vote as the budget presentation at the Annual Meeting will be abridged.
As the school year comes to a close, so does the church year. On Sunday, June 4 at 11:00 a.m. we will hold our official annual congregational meeting. Please save the date! All members will be asked to attend to vote on elected offices as well as bylaws changes and the annual budget.
Lay leaders – who are all volunteers/members of the congregation – and Foothills staff have been hard at work preparing for the annual meeting.
To help members prepare, a packet will be sent out around May 18th by email (paper copies available by request) that will contain the important information you need to know before voting.
At our Annual Meeting, in addition to the elections and votes mentioned above, we will be thanking our outgoing officers, hearing about the results of our stewardship campaign, and officially moving forward on our Governance trial year. Because this is a lot to pack into a single meeting, and because we have over 600 members, we’d love to be in conversation with you before the meeting to hear your feedback and to help you learn about these various facets of our congregational life. As a result, in other blog posts you’ll find mini-updates on each of these areas, as well as notices of meetings where you can discuss these topics more fully with their respective leaders.
We look forward to talking more about all of these things with you and moving our congregation forward as we continue to unleash courageous love! So, please,
mark your calendars and watch your email around the 18th. We look forward to seeing you soon!
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, firstname.lastname@example.org
Governance Task Force – Jody Anderson, Brian Woodruff, Elizabeth Stanley, Tom Inscho, Ed Beers, and Rev. Gretchen Haley (ex-officio)
About 20 people attended a Congregational Informational Forum held by the Board of Trustees on the evening of February 22.
Member Jody Anderson presented an update on the Governance Task Force (GTF), which has been very busy drafting comprehensive new policies to help us organize ourselves to better serve our large and vibrant congregation. The GTF drew from the book Governance and Ministry by Dan Hotchkiss and from dozens of large UU churches to draft policies that have been reviewed by the Board. These policies will be discussed in various settings with the Congregation at large this spring, intending to begin a trial period when the new church year starts on July 1. We look forward to a smaller, nimbler, and more vision-focused Board that delegates more operational responsibility to staff, with much clearer written guidance. There will be lots of opportunity to learn and participate in this important process during congregational discussions in March, small group drop-ins, and a table in the social hall.
Treasurer Scott Denning provided a financial update. A bit past the halfway point of the church year, we’re in very good financial shape. Expenses are right on track with the budget and with our spending last year, but our income is substantially ahead of previous years at this point. We thank those of you who pay their pledges monthly rather than in a lump sum in December. We’ve finally begun to rebuild our reserves, which were nearly wiped out during the Great Recession in 2008-2010. We are tracking down pledges from the wave of new members who have recently joined, and currently project a small surplus at the end of the year on June 30.
Assistant Minister Sean Neil-Barron updated us on membership and staffing. We’ve experienced a surge in membership and visitors over the past year and now have about 600 official members (and about 300 other regular adult participants). Attendance at Sunday services has been at nearly 100% of our physical capacity. Our Third Service Experiment has allowed us some breathing room and has already seen an increase in total attendance.
We’re committed to maintaining a vital music ministry, drawing on the talents in our community and beginning a national search for a Music Director. We’re delighted to announce that as was shared in an email to the congregation, Chris Reed has agreed to serve as our Interim Music Director and will start on March 15th. Chris is Assistant Professor of Music at CSU and previously served as Music Director at Trinity Lutheran in Fort Collins.