An Update from the Board of Trustees

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

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Going Slow to Go Fast, Going Together to Go Far

Those of us who hang around churches a lot talk about the idea of “church-time,” by which we usually mean SLOW time.  It’s often talked about with a chuckle, and sometimes a sigh of frustration, especially for leaders inclined towards moving the church forward in a way that makes “perfect sense,” at least to them.

This was the story about Foothills’ when it came to governance change – at least whenever I’d heard it up until this past week.  We’d been trying for over 15 years to make an effective change in governance structure that would bring our underlying system into alignment with our church size and today’s best practices.  This sense that it had been going on for a long, long time inspired the Board in the first year of the interim after Rev. Marc Salkin retired (2014-15) to move quickly on a new direction.  What that Board – and all of us – quickly realized, however, is that even though it felt slow to some, not everyone was caught up, and after the retirement of a long-tenured minister, it felt like too much change, too fast.

The Board learned from that experience, re-grouped, and began a slower and more cooperative and consulting process beginning in the church year 2015-16.  As a result of many, many conversations with all sorts of people in all sorts of ways, this past Sunday we saw the flip side of “church-time,” what I call the “all-of-a-sudden-it’s-done” phenomenon: The congregation enthusiastically endorsed the Governance Task Force’s work and authorized the Board to move forward with its trial year.

It was a huge and wonderful accomplishment for this congregation, and it was a beautiful thing to witness – because it was both about a single moment, and about all the faithful, sometimes-frustrating, usually-thoughtful moments that the meeting constituted.  Thousands of hours and years of committees and teams all came together into one meeting where the the foundation had been properly set, the congregation was ready, and the time was right.

Even though people talk about church-time as slow time, that’s not at all how I see it. I see church as the embodiment of the principle that’s true in every case where you’re trying to do something big, and important and long-lasting – which is that if you want to go fast, go alone, but if you want to go far, you must go together.  And going together takes patient, careful time…conversations and care, humility and a great sense of humor. But then suddenly, in one hot June afternoon, you look around and realize, all-of-a-sudden, it’s done.  And then you just feel proud, and grateful, to be there at a time such as this.

Preparing for our Annual Meeting this Sunday

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 theboard@foothillsuu.org.

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.

In faith,

Erin Hottenstein, Board President

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)

Report from our Congregational Forum – from Scott Denning

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.

Join us for the Board Forum on Feb 22

On Wednesday, February 22, at 6 p.m., the Board will host an informational forum (this is the reschedule of the forum we postponed from January). We hold these sessions several times a year to keep you updated on work happening behind-the-scenes here at Foothills. We thought we would try a mid-week forum to reach more people. You will be able to hear reports on finances, membership and the Governance Task Force.

By the way, in case you can’t make it, the Governance Task Force and the Board have been hard at work. Over the last couple of years, the Board realized that our church had in place organizational structures that we have outgrown. The Board decided that it was important to our future success to improve these organizational structures, and so we charged the Governance Task Force to lead the change.

What does this mean for you? Well, one change that the Board has endorsed reducing the size of the Board from 11 down to 7. At the same time, the Board supported the idea of lengthening Board terms from two years to three years. We hope this will have several benefits. We think this will make the Board more nimble – I just read a newspaper article about how seven is a great number of people to ensure effective and efficient meetings. (You can find it on our Board of Trustees bulletin board in the social hall.) We also believe that lengthening the Board terms will result in a good balance between fresh ideas and maintaining institutional knowledge. Many previous Board members have said that they were just getting in the swing of things when their two-year term ended. Please, join us on February 22 to hear more about the work of the Board and the Governance Task Force.  All are welcome.

An Update on Our Governance Change Process from Jody Anderson

Hello Foothills Family –

As I sat down to write this blog in mid-November, I wondered if an update on our governance progress was the right thing to post right now, when hearts and minds are brimming with holidays and an uncertain future.  Our community continues to come together with hands held and tears shared in Sunday services.  In November we stood and clapped to display our solidarity in being right here, in the United States, at this time, as a community that is already practicing with each other the accepting message we could share with the country.  And I think – we have big work to do.  Let’s get this organizing stuff done to smooth the path for what’s ahead.  To that end, the Governance Task Force is striving to support our mission and channel our energy in our governance work.

Recent Progress

  • Last April, the Board confirmed our Vision of Governance, a statement that is guiding the detailed tasks of writing our future policies.  Participants in the summer book group thought it was a great statement, and encouraged us to share it more widely.  Here is a link.
  • Over the summer, we conducted a book discussion group on Ministry and Governance by Dan Hotchkiss.  We continue to follow the guidance of the book, other congregations of our size, and the advice of leaders in our church and beyond.
  • In September, we affirmed that we are indeed pursuing a policy based governance approach, though not the Carver model.  
  • In September and October, the Governance Task Force has been working with the Board.  We have presented several open questions for discussion around the topics of board role, size, officers, and member election.  While we discuss, we are keeping in mind the potential that bylaw changes may be required.
  • In October, Gretchen joined our team, adding her knowledge of the workings of our church, and experience in administration, to our deliberation.
  • November continued iterative discussions with the Board on topics of committees, delegation, and work products.

Coming Up

  • During December, we will continue to ask the Board questions that guide our writing process. Topics coming up include Oversight and Guidance.
  • Also during December, we will be connecting with the leaders of several of our current teams and committees, to understand where they are in reviewing their charter and procedures, and to ensure we are blending our expectations. Teams we plan to get in touch with include Nominating Committee, Personnel Committee and Staff, and Finance.
  • In January, we plan to hold a Congregational Discussion session on the items that have been affirmed by the Board.  This will be an ideal place for those interested in the details of governance to see policies so far and ask questions.
  • Also in January, we plan to drop in on small groups in the church with quick info to keep everyone updated.
  • All of our work through the spring will target having major decisions made and ready for a trial period during our 2017-2018 church year.  We will present that plan at our congregational meeting in May.

A reward from this work so far is to see the convergence of ideas.  Careful study and thoughtful decisions are aligning with current good practices.  Thankfully, some things can be easy and make sense.  🙂

May you all enjoy having some things fall into place as well, and enjoy a safe and blessed holiday season.

In Community,

Jody Anderson

Chair, Governance Task Force