The Board of Trustees is now in the process of rewriting UUCA policies based on a model of Policy Governance. Many of the current policies below will be incorporated into the new version or adopted as procedures. The working draft of the new version is available online and is scheduled for completion in April 2007. Below are the current and outgoing policies as revised in March 2006.

• June - Mission-based governance for councils and board; Board of Trustees; Formation of Committees on the Ministry / DRE
• January - Financial, budget and pledge drive policies
• March - Using UUCA's building and facilities; Publications; Denominational Affairs Policies; Other Policies

TABLE OF CONTENTS

1 MISSION-BASED GOVERNANCE FOR BOARD OF TRUSTEES AND COUNCILS

• 1.1 Mission-based Governance Language
  • 1.1.1 Vision and Ends-Statements
  • 1.1.2 Mission
  • 1.1.3 Programs
• 1.2 Organizing Concept
• 1.3 Mission Based Objectives
  • 1.3.1 Regarding the Board of Trustees
  • 1.3.2 Regarding Councils
• 1.4 Authority and Accountability
• 1.5 Mission-based Organizational Structure
  • 1.5.1 Council Organization
  • 1.5.2 Committees of the Board of Trustees
  • 1.5.3 Committees of the Congregation
  • 1.5.4 Lay Ministry Program

2 BOARD OF TRUSTEES

• 2.1 Meeting Policy
• 2.2 Replacement of Vacant Positions
• 2.3 Confidentiality

3 FORMATION OF COMMITTEES FOR THE MINISTRY & COMMITTEE FOR THE DIRECTOR OF RELIGIOUS EDUCATION

4 FINANCIAL, BUDGET, AND PLEDGE DRIVE POLICIES

• 4.1 Budgeting
• 4.2 Annual Pledge Drive Policy
• 4.3 Budget and Pledge Drive Planning Calendar
  • 4.3.1 Budget Steering Committee
  • 4.3.2 Financial Calendar
• 4.4 Donations to UUCA
  • 4.4.1 Ministers' Fund
  • 4.4.2 Designated Giving
  • 4.4.3 Contributions to Councils/Groups
• 4.5 Fund Raising
  • 4.5.1 Fund-Raising for the General Budget
  • 4.5.2 Fund-Raising for a UUCA Council/Committee/Group (By Itself)
  • 4.5.3 Fund-Raising for UUCA Missions/Programs other than by Councils
  • 4.5.4 Funding Requests for Kids Sale, Rummage Sale Reserves and the UUCA Endowment Fund
  • 4.5.5 Fund-Raising for Non-UUCA Groups (On UUCA Premises)
  • 4.5.6 Fund-Raising for Individuals
• 4.6 Other Financial Policies
  • 4.6.1 Plate Collections
  • 4.6.2 Board Discretionary Funds
  • 4.6.3 Personal Check Cashing
  • 4.6.4 Reimbursement of Authorized Expenditures
  • 4.6.5 Emergency Capital Replacement Fund Account
  • 4.6.6 Reserves Policy
  • 4.6.7 Allocation of Year End Surplus Funds
  • 4.6.8 Restricted use of UUCA ID Number
  • 4.6.9 Contingency Fund
  • 4.6.10 Annual Review

5 USING UUCA's BUILDING AND FACILITIES

• 5.1 Use of the Building as Meeting Space
  • 5.1.1 Scheduling
  • 5.1.2 Priority
  • 5.1.3 Affiliated Groups
  • 5.1.4 Rental Usage of UUCA Space
  • 5.1.5 Space Usage Review
  • 5.1.6 Conditions for use of the building
• 5.2 Building Security Policies
  • 5.2.1 Access to Building
  • 5.2.2 Security System
  • 5.2.3 Keys
• 5.3 Environmental Responsibility

6 PUBLICATIONS

• 6.1 Newsletter and Cliffhanger
• 6.2 Distribution of Materials and Information
• 6.3 UUCA Directory and Mailing List
• 6.4 UUCA e-mail List
• 6.5 Independent Publications
• 6.6 Copyright Policy

7 DENOMINATIONAL AFFAIRS POLICY

• 7.1 General Assembly
• 7.2 New UU Societies
• 7.3 Mid-South District

8 OTHER POLICIES

• 8.1 Childcare
• 8.2 Child Abuse Reporting and Prevention Policy
• 8.3 Admission to UUCA-Sponsored Activities
• 8.4 Minister Emeritus
• 8.5 Welcoming Congregation
• 8.6 Staff Policies
• 8.7 Accessibility

1 MISSION-BASED GOVERNANCE FOR BOARD OF TRUSTEES AND COUNCILS

The Unitarian Universalist Church of Atlanta (UUCA) Bylaws charge the Board of Trustees with a periodic review of how effectively the congregation's programs and councils are organized. In 1997-98, the Board undertook such an evaluation, including that of its own role and effectiveness as a governing body, and identified areas where the organization and/or its approach to governance could be strengthened in pursuit of our collective vision.

Specific policies were adopted April 26, 1999, to change the Board's traditional approach to governance. The council structure was revised November 29, 1999. Policies again were considered in late 2003 with the determination made that the document was a good one but implementation had been lacking. Revisions were made to bring the document up to date and clarify some portions.

1.1 Mission-based Governance Language

1.1.1 Vision and Ends-Statements

Vision is our broadest statement of purpose as a congregation?our aspirations?who we want to be. The vision statement is what we print on our publications to define ourselves for others. At the recommendation of the Long Range Planning Committee and the Board of Trustees, the congregation approved the following vision statement at the May, 1999, annual meeting:

"UUCA is a community of faith that encourages and supports our individual spiritual quests out of which we act together for social justice."

In 2003, the Board adopted the following more detailed ends policy statements to provide details to the original vision statement:

• We create and nurture an inclusive, diverse, safe spiritual home for all who seek a liberal religious sanctuary.
• We provide opportunities to gather together for worship and programs that inspire the spirit, inform the mind, and nurture the health and well-being of the community.
• We provide quality religious education, grounded in our Unitarian Universalist faith and tradition, that supports children, youth and adults in their spiritual journey and personal growth.
• We encourage a caring community that supports one another, particularly in times of celebration and times of need.
• We celebrate the arts, as a doorway to the spirit.
• We promote responsible and sustainable stewardship of human and financial resources and of the earth.
• We shape our decisions and direct our actions as an institution in accordance with the Principles and Purposes of our faith.
• We are a liberal religious voice promoting Unitarian Universalism in the larger community. We support the work of the denomination at the local,
• district, national and international levels.
• We foster interfaith engagement by actively participating in the larger faith community.
• We promote compassion, justice and peace to heal the world.

1.1.2 Mission

Missions are how we intend to "Claim the Vision" through our efforts in ministry, member support, social justice outreach, religious education, etc. Missions are our priorities and general goals in each of these areas. Based on information collected in this long range planning process, UUCA's missions are defined and achieved primarily through our council organization.

1.1.3 Programs

Programs are how we achieve these respective missions through the nuts and bolts of organization, paid staff, volunteers, budgets, specific goals, etc. Programs will originate with the councils but will be affirmed by the entire congregation in the annual budget process.

1.2 Organizing Concept

The conceptual basis for these policies is as follows: The congregation entrusts its broad vision (one of building community, supporting personal and spiritual growth, and working for social justice) to the Board of Trustees. The Board is responsible for setting policies and recommending an effective organization (i.e. councils) to embody and pursue this vision in a meaningful way.

The Board of Trustees charges the councils and/or other leadership to define specific missions through which their respective portion of the congregation's vision will be met. The Board assists this mission definition process through its long range planning efforts. The Board empowers councils to conceive, develop, and implement programs and activities by which these specific missions (collectively, the vision) will be fulfilled.

The Board of Trustees supports the councils by providing funding (pledge drive) and facilities, promoting leadership development, setting general policies as required, and conducting an on-going evaluation to ensure that UUCA's mission-based programs are receiving the resources and leadership they require and deserve.

1.3 Mission Based Objectives

1.3.1 Regarding the Board of Trustees

The Board of Trustees adopts the following policy objectives with respect to its own leadership:

• The Board will attend to general policy issues, set priorities, support leadership development, provide funds in support of mission-based councils, and assure fiscal accountability.
• The Board will avoid becoming mired in small, operational issues.
• The Board will periodically update UUCA's mission-based charge to its councils through a long-range planning process.
• The Board will evaluate the councils' progress toward meeting mission on an on-going basis to ensure that proper level of funds and adequate leadership is being provided.

1.3.2 Regarding Councils

The Board of Trustees adopts the following policy objectives with respect to councils:

• Councils should be clearly organized around UUCA's core missions, resulting in increased coordination across related programs and objectives, more effective implementation of existing programs, and better on-going support and leadership for new initiatives.
• The Board of Trustees charges each of the councils with developing its respective mission in detail, consistent with the broad outline provided by the congregation in the long-range plan.
• There will be a formal channel of communication and coordination (as defined in Section 1.5) between the councils, ministers, and staff. Our organizational structure should nurture and encourage cooperation among these key leadership groups in pursuit of UUCA's collective vision.
• The leadership of each council (as embodied by the lay director and Senior Minister as Board Designee in section 1.4) will be empowered to create, organize, and dissolve working committees, appoint committee chairs, coordinate assignments, and develop and execute programs as required to meet its mission successfully.
• A mission-based budget will clearly reveal to the congregation the cost of delivering each program, leading to more informed and democratic decision-making in the budget process.
• Each Council shall submit a total mission-based program budget to the Board of Trustees for eventual congregational approval, according to budget guidelines provided by the Board.
• Each council will have the authority to spend its approved budget in accordance with Board policy.
• Council recommendations to transfer committees or mission from one Council to another should submit a proposal to the Senior Minister or designee that addresses the following criteria which the Board will use in making its decision:
  • how the change affects the Councils' mission
  • how the change affects the Councils' budget
  • how this change might indirectly affect other Councils.

The Senior Minister or designee would then take the proposal, with his/her accompanying recommendation, to the Board for its consideration.

1.4 Authority and Accountability

In a Free Church, the issue of authority and accountability between the Board, the Ministers, and the lay leadership is necessarily an important subject. In a largely volunteer organization where such authorities are shared, implementing our collective vision requires good faith cooperation from all parties. Toward that end, the Board can set expectations and build an organization that nurtures effective cooperation, leadership, and accountability.

It is in that spirit that the following recommendations are made:

• All Councils are ultimately accountable to the Board and will report to the Board either directly or through a Board Designee.
• The Board hereby names the Senior Minister as its Designee. The Senior Minister may delegate this responsibility to others as required most effectively to meet mission.
• In his/her role as Designee, the Board expects the Senior Minister to:
  • Delegate his/her responsibilities to other ministers and lay leaders as required.
  • Keep vision and mission foremost in the minds of the councils.
  • Provide direct assistance and experienced guidance where appropriate.
  • Provide an "over-view" perspective on resources, structure, priorities, etc.
  • Report to the Board on process and progress.
  • Coordinate professional staff support of council activities as required.
  • Provide spiritual leadership in our pursuit of missions.
• All councils will have a lay director who is a member nominated by the Nominating Committee and approved by the Board.
• The Board shall ensure that the Nominating Committee and the Designee find a mutually acceptable nominee.

1.5 Mission-based Organizational Structure

1.5.1 Council Organization

Per the bylaw revisions adopted by the congregation in December 1998, the Board of Trustees is authorized to adjust the name, number, and responsibilities of councils as needed. Under this authority, the Board hereby adopts the following reorganization to nine mission-based councils.

As a starting point, the Board has outlined general responsibilities, committees, programs, and/or objectives for each council. This is not a permanent organization. As experience and needs dictate, councils may be organized by the Board as required to fulfill mission.

Supporting the Vision of Creating Community:

a. New Member Council

The New Member Council is dedicated to a wide variety of activities and programs that help visitors, newcomers, new members, and ?friends? feel at home at UUCA. Although increasing membership is an important and on-going objective, our focus is on facilitating and encouraging engagement in the community, on the premise that UUCA benefits from the active involvement of all caring, committed individuals, and that those who find UUCA to be a spiritual home that meets their needs will make the personal decision to join the congregation. The work of the Council is carried out by ten committees: Greeters, Ambassadors, Info Display, All About UUCA, Bring-A-Friend, Visitor Follow-up, New UU Classes, New Member Joinings, New Member Receptions, and New Member Connections.

b. Member Support Council

The mission of this council is to develop a stronger and more caring UUCA community by

• helping new and existing members feel more connected to the UUCA community;
• encouraging members to share their ?gift' while meeting their needs in the process;
• recognizing and communicating member achievements and volunteerism;
• showing care and offering aid to members with personal needs.

This Council carries program responsibilities for

• Chalice Circles
• Pastoral Care via Small Group Ministry
• Shared/Gifts Ministry - identifying skills and interest and matching with opportunities for involvement
• Transportation Ministry
• Automated Telephone Tree
• Responding to member needs in cooperation with Pastoral Care
• Volunteer Recognition
• Memorial Service Receptions
• Member Retention

c. Fellowship Council

The Fellowship Council is an umbrella organization for various social groups within UUCA, each with its own specific focus. These groups are formed and discontinued from time to time, depending on the current needs and interests of UUCA members. The groups that are active in 2004 include Daylight Focus, Young Adults, Families Together, Forever 40's and 50's, 40 +, and the Neighborhood Groups. The Counseling Services and the Photo Directory are also included in the Fellowship Council. In addition, the Fellowship Council oversees the important activities of the Wonderful Wednesdays committee, the annual Thanksgiving and Christmas dinners, special occasion receptions as needed, the Neighborhood potluck dinners, and memorial receptions.

d. Public Relations Council

The Public Relations Council is charged with raising UUCA's visibility within greater Atlanta. The Council directs its efforts outward, developing strategies for attracting new visitors to UUCA as a first step to increased membership. To this end, the PR Council maintains UUCA's website, places ads in various publications, submits notices to Events Calendars, works to get news or feature stories about UUCA events or activities, distributes promotional items, and explores other opportunities to enhance awareness of Unitarian Universalism and particularly UUCA.

e. Denominational Affairs Council

The Denominational Affairs Council is composed of representatives of groups that are involved with Unitarian Universalist activities beyond the membership of UUCA, serving as a bridge between UUCA and the greater denomination. The Denominational Affairs Council maintains contact with UUA in Boston and the Mid-South District. In addition, the Council helps to promote General Assembly resolutions and serves as liaison between the congregation and other denominationally-affiliated entities, such as The Mountain, SUUSI, Chalice Lighters, the UU Partner Church in Transylvania, Campus Ministries, and other metro Atlanta area UU congregations.

Goals:

• to set the example for other Mid-South congregations;
• to show responsibility of leadership in denominational affairs;
• to be the flagship of the movement in the Southeast;
• to seek larger denominational participation from UUCA membership.

Supporting the Vision of Personal and Spiritual Growth:

f. Religious Services Council

The Religious Services Council supports the mission of UUCA as a community of faith by enhancing the spiritual and personal growth of members, friends, and visitors through ensuring Sunday worship services and other special services run smoothly. The committees involved in supporting the services include ushers, flowers, lights/sound, music/choir, church office support, coffee, and the Art Gallery. In addition, the Religious Services Council oversees UUCA's religion-oriented groups - L'Chaim and UU Christians (currently inactive) - and is responsible for the special services throughout the year, including Moravian Love Feast, Christmas Eve services, and "Greening of the Church."

g. Religious Education Council for Children & Youth

On behalf of UUCA, the Religious Education Council welcomes all children and youth to a Religious Education Program that provides opportunities to learn about and experience UU Principles and Sources in a safe environment as they begin their lifelong journey of personal spirituality. The RE program promotes a positive, engaging atmosphere that strives to accommodate diverse learning styles and abilities. To support religious education classes (chiefly on Sunday mornings) and children's worship services, the Council's committees include the Childcare Committee, the Youth Adult Committee, and the Children's Religious Education Committee. The RE Council also sponsors special events such as RE volunteer appreciation, the children's art show, RE picnics, and Nifty Gifty.

h. Religious Education Council for Adults

The Adult RE Council focuses on the education and spiritual growth needs of adults at UUCA, encouraging the development of knowledge and skills for a lifelong journey of religious exploration. It provides opportunities to learn about and experience our Unitarian Universalist principles and sources as well as other diverse topics relating to social responsibility, individual spirituality, leadership, and personal growth. These opportunities are in the form of classes, workshops, lectures, programs, and other community activities held on Sunday mornings and throughout the week.

Supporting the Vision of Social Justice and Outreach:

i. Social Justice Council

The Social Justice Council supports the efforts of individuals and committees within UUCA with particular social justice and social action issues and projects. Outreach into the greater Atlanta community and networking with nationally-affiliated groups advocating social change related to the UU Principals are major objectives.

The Social Justice Council is organized into five ?clusters,? according to common goals; each cluster comprises two or come committees. The Environmental Cluster is composed of Ens & Outs and the 7th Principle Project. The Family & Education Cluster pertains to the Hope School Partnership and the PFLAG chapter. In the Health Cluster are the AIDS/HIV Action Group and the Mental Illness Concerns Group. The Housing cluster includes Cascade House, Habitat for Humanity, Interfaith, and Food Bank. Finally, the Peace and Human Rights Cluster is composed of Citizens for First Freedoms, Conflict Resolution Committee, Hemlock Society, Peace network, Promise the Children, Racial & Ethnic Concerns Working Group, UU Service Committee, and the UU-United Nations Office.

1.5.2 Committees of the Board of Trustees

a. Executive Committee

Attend to such details of business as are delegated by the Board of Trustees, per Article XI.A of the Bylaws.

b. Finance Committee

Manage UUCA's financial matters, per Article XI.B of the Bylaws.

c. Long-Range Planning Committee

Periodically assess general congregational expectations, desires, and aspirations relative to UUCA Vision and council missions, and recommend revision or renewal, per Article XI.C.

d. Mission-based Program Evaluation Committee

This committee is charged with evaluating the councils' progress toward meeting mission on an ongoing basis to ensure that proper levels of funding and adequate leadership are being provided.

e. Stewardship Committee

This committee endeavors to concentrate on the need of the giver to give (stewardship approach) rather than the need of the church to receive (bill-paying approach). It is charged with the following functions:

• To provide institutional memory, recruit leadership for and support the annual fundraising efforts of the congregation: Pledge Drive, Auction, Kroger Certificates, Bookstore
• To coordinate the pledging of new members between pledge drives
• To advise our fundraisers about successful stewardship practices in other congregations.

The Chair and other members of the committee will be nominated by the President and elected by the Board and will include two members of the Board of Trustees, the chair or co-chair of the current pledge drive, two members from the leadership of the last two annual pledge drives, the Senior Minister or his designee as ex-officio member and other staff or UUCA members.

f. Leadership Development Steering Committee

This committee provides existing council, committee, and other volunteer leaders the tools with which to identify and develop potential leaders from among their council members. They can create workshops, coursework, and other opportunities designed to develop leadership skills among the identified volunteers and others who choose to participate. Finally this committee is charged with providing leadership opportunities by connecting people seeking leadership skill development with the ability to take advantage of opportunities provided for such development by the Mid-South District, the UUA, and other organizations including the Leadership School at The Mountain Retreat and Learning Center. They advise the Nominating Committee of the status of potential leadership volunteers who have been tested in the councils and committees and who would be capable and willing to be nominated for a leadership position.

g. Accessibility Committee

This committee assures that UUCA commits itself to the removal of all barriers - attitudinal, physical, and programmatic - that prevent the full participation of persons with disabilities in the life of our Association. They help provide strategic planning, implementation, oversight and support to our congregation, the UUCA Board of Trustees has appointed an Accessibility Committee.

h. Facilities & Aesthetics

i. Bookstore

Provide resource for UUCA members and visitors to purchase books that fit our collective vision, advance our mission, and are generally consistent with UUA principles.

Provide a source of income for the annual operating budget

1.5.3 Committees of the Congregation

a. Nominating Committee

Secure nominees for officers of the congregation and present slate, per Article VIII of the Bylaws. As part of the process there should be a year round link with Leadership Development.

b. Capital Campaign Committee

Design and execute a drive to raise capital funds to upgrade, renovate, and perhaps expand the current facility to meet its expected near-term and long-term growth rates while adhering to congregational mission and principals.

1.5.4 Lay Ministry Program

The purpose of UUCA's Lay Ministry program is to extend Ministry to the congregation to a greater extent than the professional ministers could accomplish alone, given the limitations of time and a large congregation. The Lay Ministers are trained to follow up visits to the sick and shut-in initiated by the Ministers or to initiate contact in the absence of a Minister, to maintain relationships, and to continue a flow of information between church members in need and the Ministers. The Lay Ministers also expand the worship possibilities by conducting Vesper Services, conducting weddings and Memorial Services when Ministers are not available (our Lay Ministers are approved by the state to conduct weddings), and participating in regular Services of Worship. The Ministers provide resources and support for these activities. It is expected that Lay Ministers will be members of the congregation. It is further expected that, once accepted into the program, Lay Ministers will provide a minimum of ten hours service per month, in whatever capacities, to the congregation. The Senior Minister recruits lay Ministers and the Senior Minister may request their resignation. The Lay Ministry program is seen also as an opportunity for members of the congregation to fulfill their sense of ministry vocation while pursuing their usual employment and life situations. However, it is not unusual for Lay Ministers to follow the "call" to full time ministerial studies and service.

2 BOARD OF TRUSTEES

2.1 Meeting Policy

Trustees who have been absent for three regularly scheduled Board meetings in any twelve month period in any leadership year as defined by the by-laws may, if absent without good cause in the opinion of the Board of Trustees, be considered to have resigned.

2.2 Replacement of Vacant Positions

When vacated positions on the Board of Trustees are to be filled by vote of the Trustees, nominees for the Board will be considered on an individual basis, according to their own merit, and without regard to their relationship to other Trustees.

2.3 Confidentiality

Communications from members of the congregation to the Board of Trustees will be treated with confidentiality (i.e. not printed in full for distribution) until the author has been consulted.

3 FORMATION OF COMMITTEES FOR THE MINISTRY & COMMITTEE FOR THE DIRECTOR OF RELIGIOUS EDUCATION

On hold - to be rewritten

4 FINANCIAL, BUDGET, AND PLEDGE DRIVE POLICIES

4.1 Budgeting

The Board of Trustees will annually submit for congregational approval and maintain a balanced operating budget. Intra-Council transfer of budget funds from one line item to another may be authorized by joint approval of Council Director and staff designee. The Finance Committee shall receive notification prior to transfer.

4.2 Annual Pledge Drive Policy

The Stewardship Committee, a committee of the Board, shall appoint an annual pledge drive committee to raise funds in support of the UUCA operating budget.

The Trustees charge the Pledge Drive Committee with the following:

• To make certain that every member of UUCA has the opportunity to contribute to the annual operating budget through the signing of a pledge.
• To make certain that those who are "Friends of UUCA" have the opportunity to contribute to the annual operating budget through signing a pledge or contributing to that budget.
• To provide those who are asked to pledge with current information concerning how the funds collected will be used to fund the congregation's missions, and why a budget increase, if any, is necessary.
• To provide adequate and reasonable guidelines for giving.
• To make certain that there is an adequate plan for follow-up of those members or potential pledge-givers who are, for any reason, not reached during the regular drive.
• To provide training and information for canvassers, helping them maximize effectiveness when asking congregants for support for the missions of the congregation.
• To publicize the goals and procedures of the annual pledge drive well in advance of the actual canvassing.
• To coordinate with staff to maintain adequate records enabling the Trustees to monitor results of the pledge drive weekly.
• To submit to the Trustees, at their March meeting, a proposed plan for conducting the annual pledge drive in accordance with these charges. This plan shall include a deadline for the completion of the pledge drive so that final results may be included in the budget to be considered by the congregation at the December congregational meeting.

The Stewardship Committee will appoint the Chairperson of the Annual Pledge Drive Committee.

The Chairperson in consultation with the Stewardship Committee will then appoint the members of a steering committee. These members may include, but not be limited to:

• a Chairperson-elect who will succeed the current Chairperson in the subsequent year;
• Canvasser Training Coordinator;
• General Canvass Coordinators (Social Justice, Religious Education, etc.);
• Communications and Publicity Coordinator;
• Technical Assistance Coordinator (to maintain the pledge drive database and update weekly reports as assigned by the Chairperson); and
• Coordinator of the follow-up effort.

4.3 Budget and Pledge Drive Planning Calendar

4.3.1 Budget Steering Committee

The Budget Steering Committee, a committee of the Board with 6-8 members, is composed of Council Directors (at least 2), members of the Stewardship Committee, the Senior Minister or designee, members of the Finance Committee and members of the Board. The Budget Steering Committee is charged with the following:

• In the context of the overarching annual theme and focus, develop a preliminary mission based budget to be presented to the Finance Committee by mid-June, who will in turn present to the Board of Trustees at their June meeting.
• Set timelines for Council Directors, staff and the Finance Committee to prepare plans and budget elements.
• Inform the Stewardship Committee in general and the Pledge Drive committee in particular of progress so that they may develop pledge drive plans.
• Communicate with UUCA leadership as needed to ensure a preliminary budget that will foster ownership and allow leadership to speak with one voice.

4.3.2 Financial Calendar

January

• The Board leadership in consultation with the ministry determines an overarching theme and focus for the year. At the January Board of Trustees meeting, the theme is presented along with plans for recruiting a budget steering committee.

February-May

• Council Directors, staff, Finance Committee, Stewardship Committee and Committees of the Board all work to prepare plans and budgets for the Budget Steering Committee to meet their timeline. Councils Directors should consider a process that allows there to be integration and prioritization across their various Council charges:
  • Council Directors work with their respective council to assess or evaluate their current programs, prepare the plan for the upcoming year and the corresponding council budget.
  • Council Directors meet as a group to identify areas of integration and emphasis in their budgets and present the results to the Budget Steering Committee.
• Where there will be a transition in leadership, groups should work to bring newer leadership input to the final budget proposals.

April-May

• At the April Leadership Retreat, the Board of Trustees, the Council Directors and members of the Budget Steering Committee, review the overarching theme and review progress on preparing the preliminary budget.
• Initial pledge drive plan is completed.

June

• By mid-June, the Finance Committee receives the budget from the Budget Steering Committee and reviews it and provides it to the Board of Trustees at their June meeting with comments and suggestions with respect to current year-to-date financial information.
• June Board Meeting The Board of Trustees recommends a preliminary budget for the next fiscal year setting a mission-based pledge drive goal.
• If needed a Special July Board Meeting is held. The Board of Trustees, Finance Committee, Council Directors, Stewardship Committee and staff meet in joint session to review and discuss mission-based priorities, pledging potential, and the proposed budget.

June-July

Pledge drive materials printed and prepared.

• July Board Meeting After a careful review of income and expenses through June, the Finance Committee provides a first good faith projection of year-end surplus or deficit.

August-September

Pledge drive canvass training, as required.

September

The pledge drive begins with the objective of completing the pledge drive by the end of October.

October

After a careful review of income and expenses through September, the Finance Committee provides a second good faith projection of year-end surplus or deficit. The Pledge Drive Committee reports canvass results to date and project a total result. After considering pledge drive results and the anticipated year-end surplus or deficit, the Board of Trustees adjusts and formally approves a final budget recommendation. Along with the agenda and other proposals requiring congregational action, the final budget recommendation is distributed the first week in November to all members for consideration at the early December congregational meeting.

November

Town meetings are scheduled before the November Board meeting to discuss budget and other proposals.

• November Board Meeting After considering input from the town meetings, final pledge drive results, and updated financial information, the Board of Trustees prepares any amendments to the budget recommendation as required for consideration at the congregational meeting.

December

In early December, the congregation formally considers the final budget recommendation at its annual special business meeting, typically held in lieu of the second service on the first Sunday in December.

4.4 Donations to UUCA

"Donations to UUCA" are defined as any solicitation or activity to raise money for UUCA where the donor receives no goods or services in exchange and the donation is considered a tax-deductible contribution to UUCA or to any of UUCA's Councils or groups.

4.4.1 Ministers' Fund

Plate collection from Ingathering, net proceeds from the annual Moravian Love Feast service, and plate collection from the Christmas Eve services will go to the Ministers' Fund. The fund will be available to non-members as well as members, but preference is given to members. The Ministers' Fund is to be spent at ministers' discretion and without accountability to the Board.

4.4.2 Designated Giving

The Senior Minister or designee, on an annual basis and in conjunction with approval of the annual budget, will prepare and recommend to the Trustees for approval a list of current UUCA needs to serve as a guide for designated giving. The list shall be limited to special projects and needs (e.g. major piano repair). It is not intended to provide a loophole to circumvent the normal budgetary process.

The Senior Minister or designee is responsible for administering donations by guiding donors (or prospective donors) to the needs list. The gift is accepted immediately if on the list. If not on the list, it is only accepted with approval of the Executive Committee.

Designated giving accounts should be established to handle designated giving. Adequate accounting and reporting practices will be established by the Controller to assure the donor and UUCA leaders that the donation is used as intended.

All non-designated memorial funds go to general revenue.

4.4.3 Contributions to Councils/Groups

*** This policy is under review by the Finance Committee.***

4.5 Fund Raising

"Fund-Raising" is defined as any activity, whether an event or a series of events, where money is exchanged for goods or services to the payer and is not considered as a tax-deductible donation. For all fund-raising, the activity itself and the use of the funds must be generally consistent with UUA principles, UUCA missions, and other UUCA policies.

4.5.1 Fund-Raising for the General Budget

Approval: All fund-raising efforts require approval by the Stewardship Committee or its designee. To seek approval, the event coordinator fills out the standard Fund-Raising form (available in the church office) and turns it in to the designee.

If not appointed by a Council Director, the Board of Trustees must approve the fund-raising coordinator.

Scheduling: The Stewardship Committee may resolve any conflict with other previously scheduled fund-raising or other major events.

Use of Funds: Proceeds will become part of UUCA's general operating budget, to support on-going activities.

Budgeting: Projected income will be included in the annual UUCA budget.

Financial Accounting: Proceeds should be given to a designated UUCA staff member as soon as practical after the event. The event coordinator must provide financial accounting which summarizes total funds raised, operating costs, and net proceeds to the Controller after the event or, in the case of on-going activities, as required by the Finance Committee.

4.5.2 Fund-Raising for a UUCA Council/Committee/Group (By Itself)

Approval: Councils and council-sponsored committees or groups may plan and implement fund-raising activities for their own benefit with explicit approval by the Council Director.

Scheduling: The event coordinator must fill out the standard UUCA fund-raising form (available in the church office) and turn it in to the Stewardship Committee who may resolve any conflict with other previously-scheduled fund-raising events.

Use of Funds: Proceeds support the missions of the council by funding desired "enhanced" projects/services/goods that are not included in the council's annual UUCA budget.

Budgeting: Expected income from fund-raising activities is not included in the council's annual budget.

Financial Accounting: The council must provide accountability for its fund-raising a activities by submitting a report and audit to the Finance Committee of monies raised and subsequently expended in each fiscal year, as required by the Finance Committee.

4.5.3 Fund-Raising for UUCA Missions/Programs other than by Councils

The Board shall approve these types of events. The Board will determine how the funds shall be used and what method of financial accounting is appropriate.

4.5.4 Funding Requests for Kids Sale, Rummage Sale Reserves and the UUCA Endowment Fund

Council, Trustee or committee requests for funding of goods/projects/services that were not included in the Board of Trustees' budget recommendation to the congregation, may be submitted to the Board for funding consideration by the Kids Sale, Rummage Sale Reserves and the UUCA Endowment fund. If deemed necessary, the Board may meet with representatives from the appropriate entities to ensure that all requests have fair consideration without duplication of funding. The Board makes sure the requests are in accordance with congregational and council missions, and forwards the request(s) to the appropriate entity.

No goods/projects/services may be funded which would obligate the congregation beyond the extent of the funding provided (e.g. hiring staff) unless funding for all consequential obligations is otherwise included in the congregational budget.

4.5.5 Fund-Raising for Non-UUCA Groups (On UUCA Premises)

Approval: The event must be explicitly sponsored by a church member or group and requires approval by the Stewardship Committee. To seek approval, the event organizer fills out the standard UUCA fund-raising form (available in church office) and turns it in to the Senior Minister or designee, who consults with the Executive Administrator and Finance Committee for concurrence on approval decisions.

Scheduling: The Executive Administrator may resolve any conflict with other previously scheduled fund-raisers or other UUCA activities. The Executive Administrator ensures that the event is put onto the church calendar. The Senior Minister or designee may mandate certain guidelines for conducting the event to ensure that UUCA's interests are protected.

Financial Accounting: A financial accounting must be provided to the Finance Committee after the event, summarizing total funds raised, operating costs, and net proceeds.

4.5.6 Fund-Raising for Individuals

Approval: The event must be explicitly sponsored by a church member or group and requires approval by the Stewardship Committee. To seek approval, the event organizer fills out the standard UUCA fund-raising form (available in church office) and turns it in to the Executive Administrator, who consults with the Stewardship Committee, and the Senior Minister for concurrence on approval decisions.

Scheduling: The Stewardship Committee may resolve any conflict with other previously scheduled fund-raisers or other UUCA activities. The Executive Administrator ensures that the event is put onto the church calendar. The Senior Minister or designee may mandate certain guidelines for conducting the event to ensure that UUCA's interests are protected.

Use of Funds: In some cases, rental fees or required contributions may apply.

Budgeting: Any projected proceeds from fund-raising events for individuals will not be anticipated in the UUCA annual budget.

Financial Accounting: Any fund-raisers required to contribute to the UUCA general fund must provide a financial accounting to the Stewardship Committee after the event, summarizing total funds raised, operating costs, and net proceeds.

4.6 Other Financial Policies

4.6.1 Plate Collections

Unless otherwise approved by the Board of Trustees or otherwise stipulated in these policies, all non-pledged contributions collected during Sunday contributions shall be credited toward the general funds.

4.6.2 Board Discretionary Funds

Decisions on expenditures of the Board discretionary funds will be made by a majority vote of the Board of Trustees.

4.6.3 Personal Check Cashing

The Deposits Committee will cash no personal checks.

4.6.4 Reimbursement of Authorized Expenditures

For reimbursement, a voucher form should be completed and signed by the person making the request and by the person directly accountable for the specific budget to be credited. Receipts should be attached. Such a request should be submitted within ninety days of the expenditure.

4.6.5 Emergency Capital Replacement Fund Account

Emergency Capital Replacement is defined as the replacement of any part of the building or its fixtures (e.g. furnace, A/C units) and grounds which

• pertains to function rather than decoration or appearance; and
• needs replacement only infrequently, if at all, rather than routinely (e.g. light bulbs).

This definition does not include routine maintenance and regular routine repairs. All expenditures of this sort must be authorized by the Executive Committee and shall be restricted to those of an unanticipated or emergency nature, as determined by the Executive Committee. Expenditures must be concurrent with a plan to replenish the fund.

4.6.6 Reserves Policy

The Finance Committee will administer the congregation's cash, staying within the budget and available funds. Revenues in excess of expenditures are to be invested at low risk while earning a reasonable interest during the months of high cash flow.

The Restricted Reserve and the Emergency Capital Replacement Reserve shall be managed in accordance with the bylaws (Article XIII. Section 8, Items s.1-s.3). However, we have interpreted the Bylaws as minimum requirements and have set higher goals as noted below.

Until such time as the Restricted Reserve (see Article XIII. Section Item s.1) carries a balance equal to 5% (Bylaw mandated minimum is 3%) of the concurrent-operating budget, the Board of Trustees shall allocate at least 1% of the operating budget toward this Reserve in its annual budget recommendation to the congregation.

Once the 5% threshold is achieved, the recommended budget shall include funds sufficient to maintain the Restricted Reserve at that level. .

Until such time as the Emergency Capital Replacement Reserve (see Article XIII. Section 8. Item s.2) carries a balance equal to 10% (Bylaw mandated minimum is 5%) of the concurrent operating budget, the Board shall allocate at least 1% of the operating budget toward this Reserve in its annual budget recommendation to the congregation. Once the 10% threshold is achieved, the recommended budget shall include funds sufficient to maintain the Emergency Capital Replacement Reserve at that level.

4.6.7 Allocation of Year End Surplus Funds

At the close of the fiscal year, the Finance Committee shall report any surplus (remaining liquid assets less prepaid pledges less funds in reserves and dedicated revolving accounts) to the board and hold such funds in a temporary account. Up to its discretionary limit (1% of the current year operating budget), the Board may allocate these funds toward restricted reserves, operations, or dedicated funds. If any surplus remains after such allocation the Board shall recommend to the congregation a supplemental budget to allocate the remaining ballance at the annual meeting.

4.6.8 Restricted use of UUCA ID Number

No subgroup (committee, Council etc. ) of UUCA may use the UUCA ID number for a bank account. The reason for this is to protect our 501-C3 status which can only be assured when funds are deposited in the UUCA bank account where there is oversight by the Executive Administrater.

4.6.9 Contingency Fund.

One percent of annual budgeted expenditures shall be reserved for a contingency fund which is to be used to remedy mistakes or oversites in the budgeting process or to fund unanticipated needs which might arise in the course of the budget year. Withdrawals from the fund will be recommended by the finance committee and aproved by tne Board of Trustees.

4.6.10 Annual Review

The financial policies and financial bylaws shall be reviewed each year by the Finance Committee.

5 USING UUCA's BUILDING AND FACILITIES

5.1 Use of the Building as Meeting Space

5.1.1 Scheduling

Meeting space is limited; its assignment is conditional and must be scheduled with the Office Administrator. Space request forms are on the website and may be submitted electronically. Hard copy forms are available in the UUCA office.

Top priority for any and all use of space at UUCA will be reserved for "Institutional" functions, such as Sunday morning services and congregational meetings. The Board of Trustees may designate an event as a "congregation-wide event" and therefore will request that no other event be scheduled in conflict. Second priority is granted to official UUCA functions, which are functions organized and conducted by an appropriate committee of UUCA and/or primarily for UUCA members.

5.1.2 Priority

The staff, according to the following general priorities (ranked within each category as shown) will assign space for official functions:

Group:

• Board of Trustees;
• Councils;
• Committees;
• Subcommittees

Recurrence:

• One time?can't be rescheduled;
• Recurring?or can be rescheduled

Purpose:

• Planning meetings;
• Routine business;
• Social

Next priority goes to other functions such as affiliated groups and rental usage, as determined by the Administrator.

Priorities will be exercised at time of scheduling, whenever possible, to avoid preemption problems. The Executive Administrator will resolve conflicts for use of space by UUCA groups.

5.1.3 Affiliated Groups

A group affiliated with UUCA must meet the following requirements:

• The majority of its members or steering committee are members of UUCA or pledging friends
• Membership is to open to UUCA members; and
• The status of the committee or group must be initially approved, and annually reviewed by the Executive Administrator.

Church groups affiliated with UUCA are required to make a monetary contribution or pay a fee, determined at time of scheduling by the Administrator.

5.1.4 Rental Usage of UUCA Space

All requests for usage of UUCA space that are not sponsored by an official UUCA group or a UUCA-affiliated group, as described in section 4 above, will be designated rental space, either short-term or long-term. All space rentals will be coordinated through the Executive Administrator, who will decide:

• if the group is acceptable in terms of purpose, membership, values, etc.,
• whether the income gained is worth the unavailability of space to UUCA members, and
• whether the income gained is worth the resulting wear on the facility.

Renters of UUCA space must comply with the current fee schedule and policy guidelines, available in the church office.

Rental payment will be made as follows:

• Short-term rental: one half of the fee must be paid at the time that the engagement is scheduled, with the remainder remitted within the following two weeks.
• Long-term rental: one month's rental paid in advance, with a two-week cancellation notice required. Groups that do not notify the church office of a meeting's cancellation at least two weeks beforehand must pay the monthly rental charge. Long-term renters should be notified that they must reapply annually according the guidelines in Section 1 of this policy

5.1.5 Space Usage Review

The Executive Administrator will review space usage by all new groups after the first three months. If, at any time during the church year, the Executative Administrator determines that there are problems related to a particular group's usage of UUCA space permission to use the space may be rescinded and the UUCA Board of Trustees will be notified.

5.1.6 Conditions for use of the building

• UUCA is a NO SMOKING building.
• No alcoholic beverages other than beer and wine are allowed on UUCA premises.
• No illegal activities will be permitted on the property.
• No food is permitted in the Sanctuary or Chapel (Room 215).
• UUCA audio-visual equipment will not be available to groups outside the church.
• If the sexton or other UUCA is not present pior to leaving the building the leader will ensure that:
  • The windows are closed and locked.
  • The lights and air/heating units are turned off.
  • The floor has no visible spills.
  • No materials are left on church walls or bulletin boards.
  • No materials or equipment are left in storage space.
  • Chairs and tables are returned to original location.
  • All outside doors are locked securely.

5.2 Building Security Policies

5.2.1 Access to the church building.

• Except at times of church-wide events all outside doors except for the outside door opposite the will be locked.
• A digital device locks the handicap door. The code is available from the Executive Administrator. The combination will be changed periodically.

5.2.2 Access to the office and other locked parts of the church interior.

• Access to the office and library will be limited to times when the staff is on duty.
• Keys shall be issued at the discression of the Executive Administrator for temporary needs and for coordination of special events. Keys shall be issued shortly before the event and returned in a reasonable time following the event. Keys may not be copied or duplicated.

5.3 Environmental Responsibility

UUCA commends all appropriate efforts to reverse environmental degradation. The Board of Trustees encourages further efforts to reverse environmental degradation. The congregation will be notified of potential and realized efforts to achieve minimum negative impact on the environment from our day-to-day operations.

6 PUBLICATIONS

6.1 Newsletter and Cliffhanger

Submissions to the UUCA newsletter and to the weekly Order of Service insert called "The Cliffhanger," other than those submitted by UUCA staff that pertain to the normal operations of the organization, shall be signed by the name of the person submitting the article. That person alone will be responsible for the content of the material submitted.

There will be no partisan political newsletter announcements. Authority for determining the general appropriateness of materials submitted for inclusion in the newsletter rests with the Senior Minister or designee. Visitors and other non-contributing individuals may receive the newsletter free for three months. There will be a fee of $30.00/year thereafter to subscribe for people who do not make a financial contribution of record.

6.2 Distribution of Materials and Information

UUCA, as a member congregation in good standing of the UUA, holds status as a tax-exempt, not-for-profit organization under the tax code (501 C.3) of the United States. In order to adhere to this law and maintain this status, councils, committees, and affiliated groups are prohibited from distributing materials or information that explicitly advocates for or against any political candidate. Councils, committees, and affiliated groups are permitted to provide factual information about candidates for political office when the materials do not specifically advocate for or against the candidates. Councils, committees, and affiliated groups are also permitted to advocate for or against proposed or existing legislation as long as such action does not become the major focus of the organization.

Individual members, non-members, or non-UUCA affiliated groups may not distribute or post materials or information unless first reviewed and authorized by either a minister, the Executive Administrator, an officer of the congregation, council director, or official committee chair.

The distribution of materials within UUCA's building and grounds shall be accomplished in such a manner that it is respectful of members and visitors/guests and does not disrupt the normal functioning of the congregation. Posters or flyers may be posted in areas so designated by the Administrator.

6.3 UUCA Directory and Mailing List

A statement will be placed in the UUCA Directory prohibiting its use as an advertising mailing list for non-UU purposes. A similar restriction applies to the UUCA mailing list.

6.4 UUCA e-mail List

A list of e-mail addresses of interested parties will be maintained in the church office so announcements may be quickly and easily sent to the congregation. This list will be open to anyone who wishes to be included. Anyone who wishes to be removed from the list, upon request to the Executive Administrator, will be promptly removed.

The Executive Administrator will maintain the e-mail list. Every effort will be made to safeguard the confidentiality of the names and addresses on the list, including using Recipient Suppression whenever messages are sent.

The Administrator, in consultation with the Senior Minister or designee, will be responsible for determining the appropriateness of messages submitted for dissemination via the e-mail list, and may turn down any messages that are deemed inappropriate.

6.5 Independent Publications

Organizations renting space will be cautioned not to imply UUCA sponsorship of their activities in promotional material.

6.6 Copyright Policy

It is the policy of UUCA to abide by all copyright laws. The copyright laws give exclusive rights to the creator of any artistic creation that is in a tangible medium of expression. Specifically, copying or reproducing any copyrighted work, without permission of the copyright owner, is prohibited.

7 DENOMINATIONAL AFFAIRS POLICY

7.1 General Assembly

The Denominational Affairs Council is responsible for insuring informed UUCA representation at district and denominational gatherings.

General Assembly delegates will be approved by the Board of Trustees and announced to the congregation at the annual meeting.

Available money for delegates subsidy shall be given to delegates who attend General Assembly at the discretion of the President of the congregation in consultation with the Senior Minister or designee.

Any UUCA delegate whose way is being paid by another UU organization shall not receive a subsidy from the UUCA budget, but accepts all other conditions of being a delegate.

General Assembly delegates shall be bound for the election of UUA President and UUA Moderator proportionally according to the vote of the congregation. With that exception, General Assembly delegates shall not be required to keep congregational preferences in mind but are encouraged to do so.

7.2 New UU Societies

UUCA shall encourage and foster the growth of UU in the Atlanta area.

7.3 Mid-South District

Voting methods used for the Mid-South UUA trustee position will be approved by the Board of Trustees and announced to the congregation at the annual meeting or a special congregational meeting.

Mid-South District annual meeting delegates will be approved by the Board of Trustees. Said delegates shall not be instructed, but are encouraged to keep congregational preferences in mind.

8 OTHER POLICIES

8.1 Childcare

While administered under the auspices of the RE Council for Children and Youth, from a mission-based view, childcare directly supports the missions of all UUCA Councils. Childcare should not be viewed merely as a service to parents. Our children deserve our spiritual and intellectual nurturing.

The oversight of nursery and toddler childcare is placed under the Childcare Coordinator, who reports to the Director of Religious Education. The RE Council oversees, coordinates, and makes specific recommendations for the improvement and maintenance of UUCA's childcare program and facilities.

Childcare will be provided as follows:

• "Institutional" Functions: Childcare is a budgeted item of the RE Council and will be provided during all "institutional" functions, meaning those on-going and regularly-occurring functions that are part of UUCA's programming and expected to have congregation-wide attendance. These include Sunday services, Wonderful Wednesdays, congregational and town meetings, and the Christmas Eve service. No reservations will be required for childcare at "Institutional" functions.
• Special Congregation-Wide Events: Childcare will be provided on an "as-needed" basis, and paid from the RE Council budget, for special Church-wide events. These non-regularly-occurring functions, sponsored by UUCA as a whole or in pursuit of the congregation's Mission, include New UU Classes, "All About UUCA" sessions, ordinations and installations. The Trustees have responsibility for deciding which events are designated as "Church-wide" events, as stated in Section V A 3. Congregants needing childcare will be expected to call for a reservation within a specified and published time period.
• Events Sponsored by a Specific Group: For events sponsored by a specific group (such as special weekend courses/classes, Women's Gathering and Men's Fellowship, or Families Together programs), childcare will be arranged by the Childcare Coordinator, but the group sponsoring the event will be responsible for payment.
• Revenue-Producing Events: For events that are structured as revenue-producing (such as the Seder, Underground Theatre or Moravian Feast), payments will be taken directly from the revenues of the event.

The Childcare Coordinator will arrange childcare.

The Board of Trustees of the Unitarian Universalist Congregation of Atlanta believes that our commitment to affirm and promote the inherent worth and dignity of every person and justice, equity and compassion in human relations, compels us to create a safe environment that protects children and youth from harm and promotes their spiritual growth. In adopting this policy, we accept the responsibility to educate ourselves about child abuse, and to take the steps that are necessary to assure the policy's successful implementation. Adopted by the Board January 2006.

What is Child Abuse?

The Unitarian Universalist Association (UUA) defines child abuse as "an act committed by a parent, caregiver, or person in a position of trust that harms or threatens to harm a child's well-being or physical or mental health." Child abuse is also against the law.

There are four categories of child abuse according to UUA:

Physical Abuse: Deliberately inflicting bodily harm to a child. Instances of child abuse include violent assault with hands, feet, a knife, or other implement, or burns, fractures, and bruises resulting from being beaten, shaken, or thrown.

Sexual Abuse: Engaging in sexualized behavior, verbal or physical, with a child; using a child for the sexual gratification of an adult or other child. Any time a child is used for the sexual stimulation of another person, abuse has occurred. The child is powerless either to consent to or resist such sexual acts. Sexual abuse can include fondling, sexual intercourse, forced participation in sexual acts, incest, and exploitation for the purpose of pornography or prostitution. Child sexual abuse is illegal regardless of whether the child "consents" or not. Consent is not an issue. The offender bears the entire responsibility for the abuse whatever form it takes.

Child sexual abuse may be violent or non-violent. All child sexual abuse is an exploitation of a child's vulnerability and powerlessness in which the abuser is fully responsible for the actions. Child sexual abuse includes behaviors that involve touching and non-touching aspects.

Types of abuse that involve touching include:

• Sexual Fondling
• Oral, genital, and/or anal penetration
• Intercourse
• Forcible rape

Types of abuse that do not involve touching include:

• Verbal comments such as statements intended to seduce children;
• Pornographic videos
• Obscene phone calls
• Exhibitionism

Emotional Abuse: Emotional abuse may be very difficult to identify and document. Emotional abuse deeply affects a child's self-esteem by subjecting a child to verbal assault or emotional cruelty. It can include close confinement, inadequate nurturance, extreme discipline, or deliberately permitting destructive behaviors such as drug or alcohol abuse.

Neglect: Children have basic physical, nutritional, and environmental needs that must be supplied. Withholding of food, clothing, medication, and proper living quarters, as well as abandonment are all acts of neglect. Neglect can include physical, emotional, or educational neglect through such actions as inadequate supervision, health hazards in the home, refusing to seek treatment for illnesses, providing inadequate emotional nurturance, and deliberately permitting chronic truancy.

Prevention Through Training and Education

Greater understanding of the complexities of sexuality and abuse will help us to avoid situations of abuse. The Director of Religious Education (DRE) is responsible for working with the appropriate Councils to implement the following education program.

For our children and youth:

• Age appropriate information about development and sexuality. Our children must be empowered to protect themselves and report abuse. Our Whole Lives (OWL) sexuality training will be offered annually for all ages.

For RE teachers, paid childcare staff, Board members, Lay Ministers, Council Directors, all professional staff and volunteers working with children and youth:

• Annual training and written information designed to prevent child abuse, including this policy.

For the entire congregation:

• Information on child abuse including workshops, adult RE classes and/or written materials, including this policy.
• A copy of this policy will be included in all new member packets.

Prevention Through Screening and Supervision

All staff as well as RE teachers and others working with children and youth on a regular basis:

• will have been a member or friend for at least six months or have references from other

churches that include a minister or DRE.

• will have completed a screening application and have been interviewed before assuming their duties. References will be requested and kept on file for new RE teachers and others working with children and youth.
• will have attended at least one training session on child abuse
• will have read, understood and signed the "Code of Behavior."

Any other volunteers (e.g. occasional helpers) will have read, understood and signed the "Code of Behavior."

Confidential criminal background checks will be conducted for all paid staff prior to hiring or signing of any contract and for teachers and other volunteers working with children and youth. In the case of paid staff, information will be shared with the Personnel Committee and Board of Directors as appropriate.

At least two adults should be present in each classroom on Sunday mornings, and on every outing, overnight and other church-related activity with groups of children. Exceptions to this guideline (for example to transport children from one location to another) require written permission from parents.

The DRE or designee will periodically observe volunteers working with children in the classrooms and other church programs and events.

Individuals who have been convicted of, are under current indictment for, or have ever engaged in any act of sexual misconduct involving a child or of child abuse are precluded from participation in the RE program and other children or youth church activities.

This policy requires any member or friend who has been convicted of, is under current indictment for, or has been involved in any act of sexual misconduct involving a child or of child abuse to make him or herself known to the Senior Minister/designee and/or the DRE. Other members or friends of the congregation who become aware of such information should report this to the Senior Minister/designee, Board President or DRE, who will then decide how to handle the situation.

All persons with histories of sexual offenses will be asked to sign a Limited Access Agreement (see Supplemental Policies). An individual in violation of the Limited Access Agreement will be asked to leave by the Senior Minister/designee, a member of the Response Team or Board of Trustees. If the person further refuses, the local police will be called for assistance.

Reporting and Response

Safe Congregation Panel

The DRE, in consultation with the Senior Minister/designee, will identify a Safe Congregation Panel of responsible and knowledgeable people who could be called upon to be on a Response Team .

The panel members will be qualified by their (1) professional or volunteer experience in working with children and/or child abuse issues or through other special training (2) understanding of this policy and other UUA "Safe Congregation" material; and (3) knowledge about available resources and reporting procedures for children, including applicable Georgia state laws.

The DRE will keep an up-to-date list of the names and phone numbers of all members of the Safe Congregation Panel.

Reporting Within the Church

Anyone who has concerns about inappropriate behavior or suspected child abuse by teachers, childcare workers or other adults or youth in the congregation should report their concerns immediately to the Senior Minister/designee, DRE, or Board President. When an allegation of child abuse is reported, the responsible person receiving the allegation should take the necessary steps to:

• Abide by Georgia law on reporting child abuse
• Take appropriate action to assure protection of the children in the congregation
• Convene a meeting of a Response Team (see below for definition).

Response Team

In response to a specific situation, a Response Team will meet. The Response Team will consist of people not involved in the incident and will include the Senior Minister/designee (ex-officio), the DRE (ex-officio), the Board President and selected individuals from the Safe Congregation Panel. If the incident or allegation involves a staff person, that staff person will be removed from the Response Team and the Board will be notified immediately.

The Response Team does not have the legal authority or expertise to determine guilt or innocence. It is designed instead to protect members of the congregation and to ensure that the victim and accused are treated with dignity and respect. The team responding to the allegation should keep the following response guidelines in mind:

• Safety of the Children - The safety of the children in the church program should be of primary importance. Reasonable and timely actions should be taken to insure their safety based upon the severity of the allegation and other pertinent factors. All allegations will be taken seriously.

• State Law - A copy of Georgia state law on child abuse should be kept in the child abuse policy notebook (maintained in the DRE's office) and should be referenced when an incident is reported. The Response Team designee will make appropriate and timely reporting to the Georgia Department of Family and Child Services (DFCS) and/or police. The current number will be posted in the office at all times.

DeKalb County Department of Family and Child Services

404-370-5000 (General Information)

404-370-5066 (Reporting and Night Emergencies)

DeKalb County Police

404-294-2512

• Professional Resources - The Response Team should call on or make referrals to whatever professional resources they deem appropriate, both within and outside the congregation.

• Only the person or persons designated in writing by the Response Team may comment on any incident to the congregation, press or public. Only those staff or members of the congregation specifically authorized in writing by the Response Team may contact any parties involved in the incident.

• Whom to Inform - Decisions about whom to inform about the incident (parents, teachers, the congregation, the child or children in question, classmates, the alleged perpetrator) and the information to be provided should be made in a careful but timely manner by the Response Team. The decision should be made based upon the individual situation in consultation with legal counsel and appropriate law enforcement officials. The congregation's insurance carrier should also be notified as well as appropriate Unitarian Universalist Association staff.

• Notification of Board and District Executive - If any action is taken or recommended by the Response Team, the President of the UUCA Board and the District Executive of the Mid South District will be notified 1) that a Response Team has been convened, 2) of the nature of the issue and 3) whether a report has been or will be made to DFCS. The President will report to the full board in a closed meeting at the earliest appropriate time.

• Confidentiality - Since these matters are sensitive, it is important that all persons involved, including the reporting person and the accused, maintain the level of confidentiality recommended by the Response Team.

• False Accusations -- The protection from false or mistaken allegations of volunteers who teach in the RE program or otherwise interact with children is also an important goal of this policy. A key way to prevent false or mistaken allegations is to abide by the prevention guidelines outlined in the Prevention portion of this policy. We should be sensitive to the disruption and damage a false accusation may cause to both the volunteers and the children involved. This is true even when the accusation is one due to a misunderstanding or misinterpretation of what seems a child's straightforward report of an event.

Leave of Absence & Restrictions with Children

In order to protect the children and youth in our programs from potential risk and to protect the accused from further suspicion, decisions about removing the alleged perpetrator from interacting with children in the RE program or other programs will be made by the Response Team. A decision should be made and action taken in a timely manner based on the possible threat to the children and other factors that may relate to the situation. Actions other than removal from teaching will be given full consideration depending upon the situation. If a report is made to DFCS or law enforcement, or if deemed appropriate by the Response Team, this leave will be mandatory.

Other Inappropriate Behavior

Some incidents or allegations in the RE or programs may involve behavior that is not clearly child abuse, but may be in other ways deemed inappropriate. In such cases, the DRE may call on the Response Team to review the situation and decide what action to take.

Additional Responsibilities of the UUCA Board and Safe Congregation Panel

The Senior Minister/designee, unless involved in the incident, will make the final determination of any additional consequences appropriate to the violation of this policy, including, but not limited to, termination of a staff person and any additional action in the case of volunteers beyond that for which the Response Team is authorized. The Board shall inform the following of any determination of serious violations by the professional staff of this policy:

• The Mid South District Executive
• The Director of the Professional Leadership Staff Group of the UUA
• The Ministerial Fellowship Committee of the UUA or comparable credentialing committee
• The appropriate professional organization

The DRE will be responsible for such duties as arranging training for the congregation and development of RE teacher training and screening materials. The Safe Congregation Panel will review this policy annually and report and recommend changes.

Supplemental Policies

Included with this policy are additional guidelines concerning other child safety issues such as supervision of and responsibility for children and youth before and after church events, ratio of adults to children on field trips and overnights, minimum age of Advisors on field trips and overnights, and requirements for transporting children (insurance, minimum age of driver, etc.). The DRE will be responsible for conducting an annual audit of these policies and procedures.

Supervision of Children and Youth before and after events sponsored by UUCA

Parents and other legal guardians are fully responsible for the supervision of their own children before and after the designated times for Religious Education programs and all other UUCA-sponsored events. Volunteer leaders, paid childcare staff, and other members and staff of the UUCA are not in any way responsible for the welfare of children or youth on or off of our premises, except during those hours specifically designated for childcare or religious education programs or field trips.

Childcare is provided for "all-church" UUCA events, as described in the Policies and Procedures manual. Hours of childcare and Religious Education are to be clearly posted for each event that UUCA sponsors or hosts. Parents and guardians must take responsibility for understanding these hours whether or not they are posted, and must be on time to pick up their children or youth at the end of these hours.

If a child or youth is still in the care of a volunteer or paid staff member after the designated pickup time, the volunteer or staff member will bring the child or youth to the parent if they are in the building, or will make every effort to contact the parent. They will stay with the child or youth until the parent arrives or another legal guardian is able to take the child or youth into their care.

Policy on Child Supervision

The Board of Trustees acknowledges that parents are ultimately responsible for their minor children at all times.

During designated periods, UUCA assumes responsibility for children in place of parents. These periods include during RE classes, Children's Worship, and any other time the child is checked into childcare. Parents are expected to meet their children immediately after RE. At all other times, a parent or designated adult is expected to be responsible for children and youth. Based on the age and maturity of the child, adults should exercise reasonable judgment about the extent of direct supervision necessary.

To ensure the safety of everyone, children, youth, and their parents are asked to abide by the following guidelines:

• All children on the playground should be under direct adult supervision (either a designated adult or signed into elementary child care). Older children are expected to be mindful and considerate of younger children at all times. Violence, either in words or actions, is unacceptable or will result in the child being asked to leave the playground.
• The "bigwheels," trikes, and tires near the playground do not belong to UUCA, and should not be used.
• In compliance with national fire codes, no stairs or exits may be blocked at any time. Children should not use the stairs going up to Cliff Valley Way, or be in any parking area, unless they are under the direct supervision of an adult. Sliding down the railings on any stairway is not permitted.
• Inside the building, everyone is expected to use "walking feet and indoor voices" at all times.

All adults in the community accept the responsibility for the care and nurture of the children in our midst. All adults are encouraged to model and encourage safe behaviors. Any concerns should be reported to the Director of Religious Education as soon as possible.

Requirements of Adult Leaders on field trips and overnight events:

No one under the age of 25 may be the adult leader responsible for children or youth on UUCA-sponsored field trips or overnights. All adults who volunteer or are paid to work with children or youth in our congregation must sign an annual screening form, which includes a Code of Behavior.

During UUCA-sponsored field trips and overnight events, one adult shall not be responsible for more than seven children or youth. No fewer than two unrelated adults will be present and awake at all times that any number of children or youth are in their care and awake.

No volunteer may spend time alone with children or youth during any UUCA-sponsored field trip or overnight event. This includes sleeping in the same room alone with children or youth and all other activities except driving to or from a field trip or overnight destination, which requires the signed permission of the parent(s).

In order to drive to a field trip or overnight destination, adult leaders must have a valid driver's license, current insurance covering injury and loss of life in their vehicle and other involved vehicles should there be an accident, and must have a good driving record.

8.3 Admission to UUCA-Sponsored Activities

UUCA ministers and professional staff (including the Director of Religious Education, the Music Director, and Executive Administrator) will be admitted free of charge to any UUCA-sponsored activity which takes place on the church premises and for which there is a charge. These individuals will not be automatically offered a ticket(s) in advance, but will be admitted free of charge at the door of the event.

8.4 Minister Emeritus

O. Eugene Pickett is named as Minister Emeritus of UUCA. Ratified by the congregation 11/16/1986.

Edward Frost is named as a Minister Emeritus of UUCA. Ratified by the congregation 5/8/2005.

8.5 Welcoming Congregation

Having completed the necessary requirements of the UUA's Welcoming Congregation program and by a majority vote of the congregation in 1995, UUCA is a Welcoming Congregation. As such, UUCA is a congregation that publicly welcomes and affirms bisexual, gay, lesbian, and transgender people.

8.6 Staff Policies

The second of the Unitarian Universalist principles states that we covenant to affirm and promote justice, equity and compassion in human relations.

Practicing this principle begins "at home" - in our congregations and with our staff, both ordained and non-ordained.

We do not discriminate against existing or potential staff based on race, creed, ethnicity, national origin, gender, physical disability, marital status, sexual orientation, or gender characteristics, identity or expression.

Additionally, we provide written personnel policies that clarify personnel rules for non-ordained and volunteer staff, and provide for effective handling of grievances.

We recognize that staff, both ordained and non-ordained, performs optimally when encouraged to set objectives and provided with feedback in attaining these objectives. To insure this is fairly and objectively evaluated, the Senior Minister or designee is charged with working with staff to set individual, annual objectives and assuring that these are evaluated with the staff member at least annually.

A Personnel Committee will ensure that personnel policies and procedures to meet these objectives are in place.

Compensation

• Fair compensation is essential to the recruitment and retention of qualified personnel. This is as valid for religious organizations as it is for corporations. To attract and retain staff members who are committed to UUCA's vision, mission and values and who bring needed skills to our organization, we offer compensation packages (wages and benefits) comparable to those of the non-profit sector and like organizations in the Atlanta area.
• We are guided by the Unitarian Universalist Associations' Fair Compensation Guidelines and aspire to meet these guidelines.
• The Personnel Committee will periodically review compensation against established criteria.

8.7 Accessibility

The Unitarian Universalist Association has committed itself to the removal of all barriers - attitudinal, physical, and programmatic - that prevent the full participation of persons with disabilities in the life of our Association. Accessibility for people with disabilities is a justice issue that calls us to deepen relationships and break the barriers that exist in society at large, in our congregations and in ourselves.