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Charters for 1st Unitarian Committees:

Congregational Committees

Charter for the Nominating Committee

1. The Nominating Committee is established under the Bylaws of the First Unitarian Church of Pittsburgh for the purpose of nominating candidates for the Board of Trustees and the Nominating Committee for election by the Congregation.

2. The Rules for the operation of the Nominating committee, including requirements for being on

the Committee, term of office, process of election to the committee and process for filling

vacated positions on the Committee are defined by the Bylaws of the First Unitarian Church of

Pittsburgh (http://www.first-unitarian-pgh.org/Governance/FirstUnitarianChurch-ByLaws-

2017.pdf).

3. The Nominating Committee is a committee of the Congregation and is responsible solely to the Congregation of First Unitarian Church.

4. The following are non-binding guidelines which are suggested as an operational covenant for the Nominating Committee. It is recommended that upon first meeting of the new Nominating Committee after the Annual Meeting election these guidelines be reviewed and approved by the Committee.

a. Members of the Nominating Committee should designate a chair or convener and any other officers as needed for the Committee through use of the democratic process.

b. The Nominating Committee should make an effort to discern the qualifications and experience needed by the Board of Trustees and attempt to find candidates to fit these needs.

c. In addition to the duties defined in the Bylaws, the Nominating Committee may assist the Board in identifying people to fill other committees.

d. The Nominating Committee shall announce a call for nominations by all means of communication available by February, before it begins meeting to decide upon candidates.

e. The Nominating Committee should nominate new members for its Committee that represent all demographics and ministries of the congregation in order to achieve broad representation of the congregation as a whole.

f. To ensure frank and honest discussion of the qualifications of possible candidates while maintaining respect for the membership of the congregation, all deliberations of the Nominating Committee shall be held in strict confidence.

g. The Committee should avoid ableism, sexist or other discriminatory practices by, for example, not taking into consideration a potential candidate’s physical ability or family situation. If a person is deemed qualified, it should be left to that person to decide for themselves whether they are capable of fulfilling the obligations of the position.

h. The Nominating Committee shall contact potential candidates and confirm their willingness to serve before announcing their candidacy.

i. The Nominating Committee shall collect biographies and photos of all candidates and post them in a public space at the church ahead of the Annual Meeting for review by members of the congregation.

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j. The Nominating Committee shall prepare a written report listing all the Candidates and terms for inclusion in the Annual Report ahead of the Annual Meeting.

k. The Nominating Committee shall ensure that ballots are prepared for distribution at the Annual Meeting.

l. Members of the Nominating Committee shall assist the Board at the Annual Meeting by verifying and signing in voting members and in collecting and counting ballots.

Approved by the Board of Trustees, May 16, 2018

Charter for Healthy Congregation Collaborative

An entity shall be established for the purpose of helping First Unitarian Church of Pittsburgh to develop and maintain the highest expression of its shared Ministry, and to identify and consult within the congregation to support positive elements and identify obstacles to the healthy function of the ministry of the First Unitarian Church of Pittsburgh. This entity shall be named the Healthy Congregation Collaborative.

Ministry refers to and is accountable to the upholding of the mission and vision of the whole church, holding no part over the whole. “Ministry” is defined as leadership in service to the congregation which is rendered by the Minister and program staff, and also shared with congregational leaders in teams, committees and task forces.

In upholding the overall ministry of the church, the HCC shall perform the following functions:

1. Monitor the pulse of the religious community in all its aspects, including articulated strengths, expressed needs and identified hindrances to a healthy congregation. 2. Seek and analyze feedback, and make recommendations to the Minister, to Ministerial teams, and to the Board of Trustees as may be deemed useful and appropriate by the HCC. 3. Support healthy communication within and between all individuals and groups of the congregation. To be a two-way channel of communication between congregation members and minister, seeking input from all parties. 4. Provide information to congregation members and groups about how church ministry and governance are structured. 5. Consult with the minister as the identified head of ministry. 6. To be the first and principle forum for receiving and reviewing concerns, suggestions, difficulties, or problems of relationship which may arise between and among members of the congregation. 7. Address and provide direction for solutions to conflict in the congregation. 8. Serve as a resource to the Minister and Board of Trustees as well as to members of the congregation for finding constructive solutions. 9. Make observations and recommendations to the Board and Minister that support and enhance the fulfillment of the church’s ministry and mission.

These 9 functions are also described in 4 areas of responsibility for the HCC:

i. Consultation;

ii. Conflict Management;

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iii. Congregational Adaptive Learning

iv. Guardians of the Covenant and Mission.

The committee shall consist of five members to be chosen by the Board of Directors, in Collaboration with the Nominating Committee and the current HCC members. The Committee shall determine its internal structure and shall meet at least monthly, most often with the Minister. The Committee may modify its meeting schedule as it deems appropriate. The Board will designate a Board Member to be liaison to the HCC. The HCC will provide a report to the Board of Trustees each month, preserving confidentiality but offering transparency for the best interest of the congregation as a whole.

The names and contact information of HCC members will be made sufficiently available in church publications to maximize ease of contact by church members.

Each member, following the initial HCC, shall serve a 3-year term. The initial members of the HCC collaborative will officially begin their terms on January 1, 2018. The period prior to Jan 1, 2018 shall be defined as the organizational period, but defined functions of the HCC will be performed. Rotations: One member of the initial HCC, to be determined by decision of the HCC, will rotate off Dec 31, 2018. Two members will rotate off Dec 31, 2019 and two members will rotate off Dec 31, 2020. New HCC members, chosen to replace members rotating off, will each serve three year terms. HCC Committee Members, as of May (2018): Ebe Emmons, Chair; Joe Jencik, Linda Kaufmann, Jim Reitz ________________________________________________________________________________

Board Committee Charters

Building and Grounds Committee Charter

First Unitarian Church of Pittsburgh

May 11, 2018

Charge:

• Plan and oversee the repairs and improvements to the building and grounds of the First

Unitarian Church of Pittsburgh.

• Respond to maintenance and repair issues that are brought to the Building and Grounds

Committee.

Authority:

• The Building and Grounds Committee will seek approval from the Board of Trustees for all

projects with an expected cost greater than $3000.

• The Building and Grounds Committee will seek approval from the Treasurer for all projects

with an expected cost less than $3000.

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Time:

• The Building and Grounds Committee is a standing committee and will exist in perpetuity.

Convener:

• The Building and Grounds Committee is convened and led by a Chair who will serve a term of

no more than three years.

Roles and Responsibilities of Committee Members:

• Members are expected to attend the monthly committee meetings.

• Members may be called upon by the committee to supervise specific projects.

• Members should monitor conditions of the building and grounds and bring issues of

maintenance, repairs and improvements to the committee.

• Members may propose new ideas to the committee for repairs and improvements.

• Members should transmit to the committee ideas and projects suggested by church staff and

congregants.

• Members may be called upon to evaluate projects for feasibility, cost and alternatives

Disclosure:

• The Building and Grounds Committee shall submit monthly reports to the Board of Trustees.

• One member of the Board serves as liaison to the Building and Grounds Committee and

attends the monthly Building and Grounds Committee meetings.

Accountability:

• The Building Committee is accountable to the Board of Trustees and the Treasurer.

• The Building Committee does not supervise any church staff but seeks to operate in

communication and collaboration with church staff.

2017-18 Chair, Jim Pashek Approved by the Board of Trustees, May 16, 2018

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Finance Committee Charter

Purpose

This committee guides the implementation of the church’s financial affairs including

Making recommendations to the Board on policy as it relates to church finance of operations, allocation of capital funds, and acceptance of gifts, except for matters like investments, which are specifically delegated to other committees

Monitoring the church finances, including income, expenses, and the financial obligations to staff (taxes, benefits).

Implementing financial procedures to comply with policies

Providing institutional memory on the history of church finances beyond the bare numbers in the church financial records

Providing fiduciary oversight of bequest and grants by reminding the Board the terms set by the donor or granter.

Supporting the Treasurer in executing financial procedures

Reviewing the budget as it is developed by the Treasurer

Internally auditing the financial data to maintain financial transparency and integrity.

Authority

The committee is authorized

To define and implement any financial procedures relevant to the operation of the church so long as those procedures conform to approved church policies

To identify concerns about church policies that could lead to financial issues in operating the church and propose revision to these policies to the Board, whether or not the Board has requested this

To identify concerns about the church’s financial position and condition and propose actions, whether or not the Board has requested this.

Duration

Standing Committee reporting to the Board of Trustees.

Membership is for a period of 5 years, with the exception of ex officio members (Business Manager, Minister). A member shall rotate off the committee for at least 1 year before being reappointed for a new term.

An exception may be made for the Treasurer, who may remain on the committee while Treasurer and for two years after completing service as Treasurer, even if this extends the term beyond 5 years due to serving on the committee prior to becoming Treasurer.

Convener/Chair Person

Church Treasurer, who is elected annually by the Board of Trustees from one of its members.

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Roles and Responsibilities

Treasurer: Overall financial policy and reporting financial status to the board

Assistant Treasurer: Monitors financial transactions for accuracy and oversees operations

Assistant Controller: Oversight of payroll, tax withholding, and benefit plans

Business Manager (ex officio): Manages receipts, bills, and check processing.

General Members: Assist with researching financial questions as they arise and assisting from time to time with financial tasks as assigned.

Minister (ex officio): Optionally participates based on the minister’s discernment of whether an agenda topic would benefit from their participation. This ensures the minister receives the agenda and minutes, and can be part of deliberations before recommendations reach the Board, when appropriate.

Accountability

The Finance Committee is accountable to the Board.

No committee is accountable to the Finance Committee.

Communication

Minutes of Finance Committee meetings are distributed to the Board of Trustees and included with Board reference information.

Quarterly financial statements are distributed to the Board of Trustees and included with Board reference information.

Informal liaison with Investment Committee and Annual Budget Drive Committee.

Giving statements are provided to donors quarterly.

Annual Budget Meeting with the congregation.

Annual Financial Report for the Annual Congregational Meeting.

Occasional information about financial matters is included in the monthly newsletter or the weekly email.

Approved by the Board of Trustees, December 19, 2017, 2017-18 Chair: Claus Makowka

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Investment Committee Charter

Purpose This committee directs the management of the investments held by the church, including

The Endowment Fund established under the Church Bylaws

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Funds established to provide operating income for the church. This currently includes

the Harkcom Fund, the Memorial Trust, the June and William M. Mullins Memorial

Endowment and the Simon Unrestricted Income Fund.

Funds from unrestricted bequests that the Board of Trustees have requested be

invested until the Board decides to spend the principal. Dividends from these funds

may be reinvested or used to fund specific purposes, as directed by the Board. This

currently includes the Goldsmith Concert Fund and the Gretchen Donaldson Fund.

Funds from restricted bequests that the Board of Trustees have requested be invested

until the Board directs the principal be spent for a purpose consistent with the

restrictions established by the bequest. In most cases the bequests are restricted for

use on capital improvements to the church facilities. This currently includes the

Goldsmith Targeted Fund, the Goldsmith Growth Fund, and the Simon Future Fund.

Any other non-operating funds received or held by the Church that the Board requests

be invested

This committee also provides advice to the Treasurer on the investments for the Program

Endowments, for which the Treasurer has sole investment authority based on the defining

documents. This currently includes the Campus Ministry Endowment, the Music Endowment,

the Social Justice Endowment, and the Endowment for Ministry with Children and Youth.

Authority The committee is authorized

To define and implement investment policies regarding how investments are managed.

To select the financial instruments where funds are invested, consistent with

investment policies, including but not limited to stocks, bonds, mutual funds, brokerage

accounts, or bank accounts.

To periodically reallocate investments to maintain balanced portfolios consistent with

policy to reflect changes in market value, valid redemption requests, or receipt of

additional funds for investment. Common redemption requests are the annual draw

from the Endowment and funding of grant requests from the Program Endowments.

Duration This is a Standing Committee established by the Church Bylaws and reporting to the Board of

Trustees.

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Membership is for a period of 5 years. A member shall rotate off the committee for at least 1

year before being reappointed for a new term. At least one member shall be a current member

of the Board of Trustees, as required by the Church Bylaws. A person joining the committee

due to the Board of Trustees requirement may continue to serve to complete a 5 year term.

Convener/Chair Person The convener/chair person is a member of the committee, as elected by the committee

annually.

Roles and Responsibilities The committee consists of four to six members. Multiple roles listed below may be performed

by one person.

Convener/Chair Person: Calls and leads meetings, provides quarterly reports to the

Board and an annual report to the Congregation.

Board Representative: Communicates with the Board of Trustees, including presenting

reports to the Board and advising the committee of any Board actions affecting

investments.

Investment Manager: Person authorized by the Board of Trustees to execute

transactions on church accounts with banks, brokers, mutual funds, or other applicable

financial institutions.

General Members: Proactively suggest investment policy changes or investment

opportunities for consideration by the committee, assist with researching investment

questions as they arise and assist with monitoring investments as agreed.

Accountability The Investment Committee is accountable to the Board.

Communication Minutes of Investment Committee meetings are distributed to the Board of Trustees and

included with Board reference information.

Quarterly reports of investment holdings are distributed to the Board of Trustees and included

with Board reference information.

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Annual Investment Report for the prior calendar year is presented at the Annual Congregational

Meeting.

Approved by the Board of Trustees, May 16, 2018 2017-18 Chair: Claus Makowka

Governance –Committee formed May 16, 2018; charter to be developed by Committee

Marketing & Communications Team Charter: Committee Purpose The purpose of this committee is to:

Develop an overall marketing & communications strategy that accomplishes the following three objectives:

o Facilitates communication within the church community o Expands the reach of the church’s ministry o Raises external awareness of the church’s beliefs, values and identity

Develop a plan that will ensure the execution of this strategy

Present that plan annually to the board for approval

Oversee the implementation of the approved plan

Develop communications policies & brand message guidelines Level of Authority The committee will have full authority to implement the plan once approved by the Board of Trustees. No additional financial resources beyond those already included as part of the approved budget will be used without written approval of the Board or Senior Minister. Committee Term Standing Committee Committee Structure The Committee will consist of a Core Team of 3-5 members appointed by the Board of Trustees, plus subcommittee heads selected by the Core Team who would be responsible for the various communication vehicles, including the website, social media outlets, signage, advertising, public relations, etc. The precise number of subcommittees is still to be determined based on the resources and organization needed to implement the marketing & communications plan. The members of the Core Team will serve 3 year terms, with the chairs selected by the Core Team members. Subcommittee chairs will be identified and selected by the Core Team and may serve a maximum of 3 years. Subcommittee chairs will be responsible for identifying and recruiting subcommittee members, if needed, although the Core Team will provide assistance in this task if requested. Reporting Relationships The Committee will report directly to the Board of Trustees. Subcommittees that are responsible for the various communication vehicles will report to the Core Team. Staff members involved with communications will continue report to the Senior Minister.

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Approved by the Board of Trustees, 4-18-18 2017-18 Chair: Rob Schwartz ----------------------------------------------------------------------------------------------------------------------------------------

Personnel Committee Charter

Purpose

This committee assists the supervision of the First Unitarian Church’s personnel affairs by offering the

following supporting activities:

● Policy and Procedures

– Annually reviewing and updating, if necessary, the First Church Personnel Policy (“Personnel

Policy”).

– Informing the First Church Board of Trustees (“Board”) and First Church Staff (“Staff”) of any

changes to the Personnel Policy.

– Assuring that the Board, Board Committees, and Staff have access to the Personnel Policy.

● Performance Evaluations

– Assuring that all Staff positions have current position descriptions, and that each position

description is reviewed annually in conjunction with the performance review cycle.

– Defining, monitoring, and providing guidance for the Annual Performance Evaluation Process;

including establishing due dates and deadlines, providing forms, encouraging timely completion

of evaluations, and revisions to the Evaluation Process as necessary.

– Reporting general findings and observations from the Evaluation Process to the Board.

– Consistent with the Personnel Policy, evaluations are completed by the supervisor and not by

the personnel committee.

● Recruitment

– Providing guidance and advice with respect to personnel policies and potential effect on Staff

recruitment.

– Assigning individual members, as requested by the Board, for search committees.

● Retention

– Completing exit interviews of all exiting Staff members and reporting relevant results to the

Board.

– At the direction of the Board, observing and assessing staff concerns, and making

recommendations to the Board regarding resolution of observed issues.

● Development

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– Assuring that the Board is aware of Staff development and training needs that are identified

through the Evaluation Process.

● Maintenance of a safe working environment

– Assuring that the defined personnel policies and procedures address a safe work environment.

Authority

The committee is authorized to:

● Inform and advise the Board on personnel issues in the Church in alignment with the accepted

personnel policies and procedures as defined in the Personnel Policy.

● Revise and update the Personnel Policy, as necessary, and submit those revisions to the Board for

their approval.

Membership and Terms

The Personnel Committee is a Standing Committee consisting of five (5) committee members and one

(1) Board Liaison. The Personnel Committee reports to the Board.

Personnel Committee members are appointed by the Board.

Committee members serve for a period of 3 years. The service date for each committee member is

staggered. At the beginning of the Church Year, in the Fall, the longest standing member(s) will be

replaced with a new member(s).

Members will rotate off the Committee for at least 1 year before being reappointed for a new term.

Convener/Chair Person

The responsibility for chairing the committee will be determined annually in the Fall of the church year

by the Committee members.

Roles and Responsibilities

● Committee Chair:

– Serves as a communication conduit for the committee in collaboration with the Board Liaison.

– Creates the agendas for meetings.

– Assigns tasks as needed to the committee members.

● General Members:

- Assist with personnel questions as they arise and with tasks as assigned

Approved by the Board of Trustees, April 18, 2018. 2017-18 Chair(s): Annie Stunden and currently

Mary Denison

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_____________________________________________________________________________________

Stewardship Committee Charter April, 2018

Purpose

The Stewardship Committee conducts fund raising activities and campaigns throughout the church

year to provide funds for Church operations. Its main activity is an annual Budget Drive.

Authority

The committee is authorized by the Board of Trustees to plan and conduct an annual campaign and

other special fund raising activities. The committee is authorized to access church records for the

purpose of clarifying membership status, pledge history, contact information, and other

information pertinent to running effective and efficient campaigns.

Duration

The Stewardship Committee is a permanently constituted committee reporting to the Board of

Trustees

Convener/Chair Person

The Stewardship Committee is chaired by one or more volunteer member(s) of the committee.

Roles, Activities and Responsibilities

The Stewardship Committee consists of volunteer members who serve for nominal three year terms, which may be renewed. A fully constituted committee normally consists of nine or more members.

Various roles are needed, including, but necessarily limited to the following:

- Convener / Chair Person(s)

- Records Manager

- Communications Coordinator

- Others able to plan kick-off and on-going activities, organize testimonials, correspond with

members and friends, contact and solicit individual pledge units, distribute and collect materials,

work on day-to-day tasks in preparation and conduct of the drive(s), thank donors, implement

technologies to facilitate fund raising.

Accountability

The Stewardship Committee is accountable to the Board of Trustees and communicates plans,

status and results on a regular basis. The committee coordinates with the Finance Committee to

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align fund raising with financial goals.

No committee is accountable to the Stewardship Committee.

Communication

The Stewardship Committee provides regular updates to the Board of Trustees and the Finance

Committee.

The Committee shares information and coordinates efforts with the Connections (Membership)

Team and the Marketing and Communications Team.

The Committee provides periodic updates on fund raising status to the congregation through the

Church's established weekly and monthly email channels and other means.

The Committee provides individual pledge units with acknowledgements of pledges and gifts.

Approved by the Board of Trustees, April18, 2018. 2017-18 Chair: Randy Weinberg

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VIM (Vision/Identity/Mission) Committee Charter Purpose The VIM Committee was convened by the First Unitarian Church Board of Trustees in 2017 to take the lead on two major Board functions:

Discernment of First Unitarian Church Identity, Mission, and Vision Strategic Planning

Authority All recommendations and documents produced by the VIM Committee are subject to direct approval by the Board. Duration The VIM Committee is a standing committee designed to perpetuate the mission and vision of First Unitarian Church. Convener/Chair Person Two Board members will be selected internally from among the Board to convene and chair the VIM Committee. Roles and Responsibilities In addition to the two Board members, the VIM Committee will be comprised of four additional members of the Congregation, invited by the current VIM Committee in collaboration with the Board. Non-Board members will serve a three year term. As a group, the VIM Committee, with input and final approval from the Board and Ministerial Staff, will produce the following products:

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Open Questions (see Governance and Ministry, D. Hotchkiss) shared with the Congregation that discerns our identity as a church, the responses from which feed into our living vision and mission.

o The topic of the Open Questions is established by the Board. o The VIM Committee, together with appropriate Congregation members and/or staff

external to the Committee, will then delineate the exact questions to be posed to the Congregation.

o VIM Committee members, together with HCC members, will facilitate small group conversations with the Congregation to address these Open Questions twice per year.

Annual Priorities of Ministry, a short list of actionable items reflecting our mission to be fleshed out and implemented through an Annual Plan of Ministry by the Minister and Staff.

Detailed 3 Year Rolling Strategic Plan designed to make our vision a reality.

Accountability The VIM Committee is accountable to the Board. No committee is accountable to the VIM Committee. Communication

A summary of Open Question responses to be presented to the Board. Annual Priorities of Ministry reflecting Congregational input to be presented to and approved by

the Board, then publicized to the Congregation through as many channels as possible (Chalice, Board email, pulpit).

3 Year Rolling Strategic Plan to be presented to and approved by the Board, then publicized through as many channels as possible (Chalice, Board email, pulpit).

Approved by the Board of Trustees: Jan. 17, 2018 2017-18 Chair: Cathy Rohrer

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