BYLAWS

FIRST UNITARIAN UNIVERSALIST SOCIETY OF EXETER

DRAFT Revisions 2006

 

 

ARTICLE 1.  NAME AND AFFILIATION

 

1.1     The name of this congregation shall be the First Unitarian Society of Exeter, New Hampshire

 

1.2     This congregation shall be a member of the Unitarian Universalist Association and of the NH/VT District of Unitarian Universalist Societies.

 

ARTICLE 2.  PURPOSE

 

The purpose of this congregation shall be the practice of religion dictated to individual freedom of belief through worship, study, service, and fellowship as reflected in this mission statement:

 

We, the members of the First Unitarian Society of Exeter, New Hampshire, commit ourselves: to support each other in a community of love which nurtures caring relationships among people of all ages; to honor individuality, diversity, and religious freedom; to encourage personal and spiritual growth through worship, fellowship, and education; to inspire and assist our wider community towards greater compassion and justice for all; to participate with the larger Unitarian Universalist community and support its vision of peace, social justice, and religious tolerance; to contribute to the goal of global community united in respect for the interdependent web of all Being.  We encourage our members and friends to commit their time, talent and treasure in fulfillment of this mission.

 

 

ARTICLE 3. MEMBERSHIP

 

3.1     Membership in the Society is open to all persons thirteen years of age or older regardless of race, color, gender, sexual orientation, gender identity and expression or national origin.  Any person thirteen years of age or over, who is in sympathy with the purpose of the Society, shall be accepted as a member upon consulting with the Minister, or the Chair of the Board of Trustees if the church is without a minister at that time, and signing the membership book.  People who were members when these bylaws were adopted shall continue to be members.  Members are expected to make an annual financial contribution of record to the church.

 

3.2     Any member eighteen years of age or over shall be deemed a voting member and entitled to vote at any meeting of the Society.

 

3.3     Withdrawal from the membership may be made by written request to the Clerk or to the minister.  Inactive members may be removed from the membership roll by vote of the Membership Committee in consultation with the Minister

 

 

 

ARTICLE 4.  BOARD OF TRUSTEES

 

4.1     The Board of Trustees shall be composed of no fewer than six members of the Society: the Chair of the Board of Trustees, the Chair-Elect, the Past Chair, the Treasurer and the remainder comprised of members at large.  Each member of the Board of Trustees will be elected to a three-year term.

 

4.2     The Chair with at least 24 hours notice shall call all meetings of the Board of Trustees, and a simple majority shall constitute a quorum.  A simple majority vote shall decide all questions before the Board.

 

 

4.3     The Board of Trustees shall ensure the enactment of the policies, priorities, and objectives of the Society.

 

4.4     The Board of Trustees shall be responsible for conducting the legal affairs of the Society.  It shall approve and execute contracts, including employment agreements recommended by the Personnel Committee, on behalf of the Society.  It shall oversee the activities and performance of the Minister and shall oversee the work of any evaluation committee.

 

4.5     The Board of Trustees shall be responsible for all property and financial resources of the Society, including current operating funds and investment funds.  It shall be responsible for presenting an annual operating budget to the Society for approval, and for administration of that budget.

 

4.6     The Board of Trustees shall formulate policies and guidelines for the use of the buildings and grounds. 

 

4.7     The Board of Trustees shall fill vacancies of permanent committee chairs for any interim period.

 

4.8     The Board of Trustees shall appoint an auditor who shall examine the financial records of the Society at intervals determined by the Board.

 

4.9     Any member of the Board of Trustees can be removed from office by majority vote at a special meeting of the congregation called for that purpose.

 

 

ARTICLE 5.  OFFICERS

 

5.1     The officers of the Society shall be the Chair and Chair-Elect of the Board of Trustees, Clerk, Treasurer, and Archivist.  To be an officer an individual must be a voting member of the Society.

 

5.2     The Chair of the Board of Trustees shall be the presiding officer at all meetings of the Board of Trustees.

 

5.3     The Chair-Elect shall serve in the absence of the Chair.  Elected at the Annual meeting to a three-year term, the Chair-Elect shall automatically assume the position of Chair in the second year of the term, and Past-Chair in the third year of the term.

 

5.4     The Clerk shall be responsible for calling all meetings of the Society and for keeping a record of all meetings.  The Clerk shall be elected to a three-year term at the Annual Meeting.

 

5.5     The Treasurer shall have custody of all trust funds, shall receive and pay out all monies as approved by the Board of Trustees, shall record or oversee recording of all pledges and plate contributions, and shall keep financial records and present a report at the Annual Meeting.  The Treasurer shall be elected to a three-year term at the Annual Meeting.

 

5.6     The church Archivist shall act as custodian and steward of all of the Society’s historical records and materials and shall ensure their safekeeping.  The Archivist shall periodically review, in consultation with the Clerk, Minister and others, as appropriate, current records and materials with regard to their value to the preserved history of the Church and determine which articles should be retained in archives.  The Archivist shall determine the appropriate location to house said archival materials.  The Archivist may request an appropriation through the annual budget to carry out these functions, and shall submit a report to the annual meeting of the Congregation.  The Board of Trustees shall appoint the Archivist for a term of three years.  Terms may be consecutive.

 

5.7     An officer of the Society may resign by submitting written notification to the Board of Trustees, which will, upon accepting the resignation, appoint a replacement to fill the unexpired term of office.  The Clerk, and Treasurer may be removed from office by vote of the Board of Trustees, said action to be subsequently confirmed by the congregation at a special meeting called for that purpose; these individuals may also be removed by a vote of the congregation at a special meeting of the congregation called for that purpose.

 

 

 

ARTICLE 6.  CHURCH COUNCIL

 

6.1     The Church Council shall consist of the Chairs of all permanent and standing committees and the Chair-elect of the Board of Trustees.  The Chair-Elect of the Board of Trustees shall serve as the Chair of the Church Council.

 

 

6.2     The Church Council shall provide for an exchange of ideas, the creation of standing committees, co-ordination of the Church calendar, leadership training, assistance to the Board of Trustees in assuming that the objectives of the Society are met, filling vacancies of any standing committee chairs for an interim period.

 

6.3     The Church Council shall meet no less than four times per year.  Meetings will be called by the Chair-Elect of the Board of Trustees.

 

 

ARTICLE 7.  MINISTER

 

7.1     The Minister is the spiritual leader of the Society.  The minister shall enjoy the right of free expression in the pulpit, and shall share responsibility with the Board of Trustees for the Society’s spiritual, interpersonal, and communal interests and concerns

 

7.2     The Minister shall hold fellowship with the Unitarian Universalist Association.

 

7.3     The Minister shall be an ex-officio member of the Board of Trustees and of all Permanent and Standing Committees, excepting the Ministerial Relations and Ministerial Search Committees.

 

7.4     The Minister shall be called upon recommendation of the Ministerial Search Committee by a two-thirds majority of Society voting members present at any meeting legally called for the purpose.  Exception to the normal calling procedure may be made by a majority vote of Society members at any meeting legally called for the purpose in order to participate in a special program requiring the placement of a Minister for a limited period of time.

 

7.5     The Ministerial Search Committee shall consist of no fewer than seven members of the Society nominated by the Nominating Committee and elected by a majority of society voting members at any legally called meeting for the purpose.

 

7.6     The Minister may be dismissed by a majority vote of the Society voting members present at any meeting legally called for the purpose.  The terms of dismissal and resignation shall be specified in the employment agreement negotiated with the Minister.

                                                                                                             ARTICLE 8.  PERMANENT COMMITTEES

 

8.1     The Society shall maintain the following Permanent Committees: Nominating Committee, Ministerial Relations Committee, Facilities Committee, Personnel Committee, and Finance Committee.

 

8.2     The Nominating Committee shall consist of three members serving staggered terms.  The Board of Trustees shall appoint a new member to the Nominating Committee each year and this member will serve a three-year term.

 

8.3     The Nominating Committee shall prepare for the Annual meeting a slate of candidates for officer vacancies, permanent committee members as outlined, and members at-large for the Board of Trustees.

 

8.4     The Ministerial Relations Committee shall consist of three members, two        appointed by the Board of Trustees, one by the Minister.  The terms shall be for three years and shall be staggered.

 

8.5     The Ministerial Relations Committee shall meet a minimum of four times a year with the Minister to discuss any matters pertaining to the relationship of the Minister and the Society.

 

8.6      The Facilities Committee shall consist of no less than three members nominated by the Nominating Committee and elected at the Annual Meeting.  Terms shall be for three years and shall be staggered. 

 

8.7     The Facilities Committee shall see that the Society property and grounds are appropriately maintained and make recommendations to the Board as to staffing.   It shall ensure with the Board of Trustees that no lands or buildings shall be purchased, sold, or mortgaged, and no buildings shall be erected or extended by or for the congregation without the consent of at least two-thirds of the voting members present at a Congregational Meeting expressly called for such purpose.

 

8.8     The Personnel Committee shall consist of three members: one appointed by the Board of Trustees, one a representative of the Finance Committee, and one at-large member nominated by the Nominating Committee, and elected by the Congregation at Annual Meeting.  Terms shall be for three years and shall be staggered.

 

8.9     The Personnel Committee shall oversee the employment of the church staff, excepting the Minister, including advertising for positions, maintaining job descriptions, and negotiating terms and agreements relating to compensation and employment status.  The Committee will solicit input from the appropriate standing committees regarding the positions of Director of Religious Education and Music Director.

 

8.10   The Finance Committee shall consist of no less than five members: the Treasurer of the Society, who shall not be eligible to be chair of the Committee, one member appointed by the Board of Trustees and at-large members drawn from the Society.  The Committee may choose its own chair.

 

8.11   The Finance Committee shall propose an annual operating budget to the Board of Trustees, assist with any fundraising activities, make recommendations to the Board of Trustees on the investment of funds, and provide advice and assistance on financial issues of importance to the Society.  In addition, the Finance Committee shall provide direct support and oversight to the Treasurer.

 

 

 

ARTICLE 9.  STANDING COMMITTEES

 

9.1     The Church Council shall appoint such other committees as the Council shall consider necessary or appropriate in pursuance of the purposes of the Society and the efficient conduct of its affairs such as: Religious Education, Fellowship, Membership, Music & Worship, Canvass, Director of Religious Education Relations, Social Justice or any others as deemed necessary.

 

9.2     Members and friends of the Society may become members of committees through appointment, recruitment, or by volunteering.  Standing Committees may choose their own Chairs for a recommended term of three years.

 

 

9.3     Standing Committees are required to: hold a meeting within one month of June to elect a chair; to present a written report to the Church Council for inclusion in the Annual Report; to present a written budget to the Church Council for use by the Finance Committee; to hold regular meetings and maintain the records of these meetings; to maintain communications with the Church Council.

 

9.4     Standing Committees are to function in accordance to the Society’s Operating Manual, which is to updated regularly by the committee with the approval of the Church Council.

 

 

 

ARTICLE 10. MEETINGS

 

10.1   Congregational Meetings shall be called by the Clerk by causing a notice to be posted in the meeting house and by mailing a notice to each member of the Society, both the posting and the mailing to be at least eight days prior to the date set for such meetings.  Notice in the Society newsletter shall satisfy the mailing requirement except as it relates to the dismissal provisions of Articles 5.7, 4.9, and 7.6, in which case a separate mailing shall take place.  The business to be transacted at any meeting of the Society shall be specified in the notice for that meeting.

 

10.2   A quorum shall consist of twenty percent of the Society voting members.  Majority vote of the Society members may decide any questions except for the election of the Minister and the amendment of the Bylaws.  A lesser number may adjourn the meeting.

 

10.3   The Annual Meeting of the society shall be held each year between mid-May and the Board of Trustees shall designate mid-June as.  The Fiscal Year shall end June 30.  Special meetings may be called by the Board of Trustees or upon written petition of eight voting members.

 

10.4   The Moderator shall be elected at the Annual Meeting for a three-year term and shall preside at all regular and special meetings of the Society.  Meetings shall be conducted according to Robert’s Rules of Order.

 

 

ARTICLE 11.  DISSOLUTION

 

This Society can only be dissolved by the consent of at least three-fourths of voting members present at a Congregational Meeting called especially for this purpose.  The quorum for such a meeting shall be 50 percent of the total voting membership.

 

11.1   If the Society shall at any time cease to exist, all the property of the Society shall be transferred to the New Hampshire-Vermont District of the Unitarian Universalist Societies.

 

 

ARTICLE 12.  AMENDMENTS

 

            The Bylaws may be amended by two-thirds vote of the Society voting members present at any legally called meeting of the Society provided that the proposed amendment has been included in the call of the meeting.