Church By-Laws

ARTICLE I: NAME

The name of this church shall be (the) Pilgrim Congregational Church, United Church of Christ, Leominster, Massachusetts.

ARTICLE II: PRINCIPLES

This Church is evangelical and is congregational in polity. It is self-governing, but joins with other members of the United Church of Christ in mutual covenant and cooperation and seeks to be in fellowship with all Christian Churches and other religious fellowships.

ARTICLE III: STATEMENT OF PURPOSE

The avowed purpose of this church shall be to worship God, to preach the Gospel of Jesus Christ, and to celebrate the Sacraments; to realize Christian Fellowship and unity within this church and the Church Universal; to render loving service toward all; and to strive for righteousness, justice, and peace.

ARTICLE IV: COVENANT

We, the members of Pilgrim Congregational Church, covenant with the Lord and with one another to seek and respond to the word and will of God. We pledge to walk together in the ways of the Lord, revealed to us in the past, in the present, and in the future. We give ourselves unreservedly to the mission of the Church to witness to the Gospel of Jesus Christ in all the world. Relying on God's grace, we will strive for truth, justice, and peace. We will be ever mindful of the welfare of our fellow members and walk with them in faithfulness and Christian love. We covenant together to join regularly in worship to observe the Church's sacraments, to share in its work, support and benevolences, and to endeavor to make it a fruitful body of Christians. As did our ancestors, we will depend on the Holy Spirit to lead and empower us.

God covenants with us to provide forgiveness of sins, fullness of grace, and his presence in trial and rejoicing. We will pray for the coming of the reign of God, and we will look with faith toward the triumph of righteousness and eternal life.

ARTICLE V: MEMBERSHIP

SECTION I: MEMBERS.

Its members shall consist of all persons who at the time of adoption of these By-Laws are members and of all persons who shall hereafter unite with this Church by letter or by public confession or reaffirmation of faith in Jesus Christ as their Lord and Savior, and who subscribe to these By-Laws by signing the Church Roll. Associate members will have the same voting rights but will not be included in the per capita tax census and letters of transfer will not be sent to their home Church.

Membership shall continue until terminated by death, by vote of the Church, by letter of transfer to another Church, or by a member's own written request.

SECTION II: ELECTION OF MEMBERS.

Persons desiring to join the church shall be duly examined by the Pastor or by the Diaconate, and if the Pastor or Diaconate so recommends, may be elected into membership at any regular meeting of the Diaconate, and received into the church fellowship at any regular worship service.

SECTION III: INACTIVE LIST.

At the recommendation of the Diaconate, a Member shall be placed on the inactive list at the Roll Call Meeting if he/she has been non-resident, failed to attend services or failed to contribute to the Church for two years. Exceptions will be made for those Members who are away at school, in the military service, in nursing homes, or otherwise unable to meet the required conditions, as determined by the Congregation on the recommendation of the Diaconate. Before being placed on the inactive list, the Church, through the Diaconate, will attempt to notify the Member of the impending action through personal contact. Persons on the inactive list shall not have the right to vote and shall not be counted in the church's reported membership. They shall be removed from the Church directory and all its mailing lists. An alphabetical list of inactive members shall be maintained by the Church Clerk and the Church office. The Church may thereafter reinstate such persons to the active member list at their request.

SECTION IV: VOTING RIGHTS.

So far as is permitted by law, all members and the associate members shall have the right to vote, except as provided in Section III.

ARTICLE VI: OFFICERS & COMMITTEES

SECTION I: OFFICERS.

The Church shall have the following Officers, who shall be elected annually at an All Church Meeting and shall serve for one year or until their respective successors are chosen by the Church:

A Moderator, who shall preside at all Congregational business meetings and all meetings of the Church Coordinating Council. He/she shall also help coordinate the Church activities as directed by the council.
A Vice-Moderator, who shall perform the duties of the Moderator in the latter's absence or incapacity. He/she shall be responsible for the timely preparation and distribution of an agenda for each meeting of the Coordinating Council.
A Clerk, who shall keep a true and timely record of all business meetings of the Church called by warrant and also all meetings of the Church Coordinating Council. The Clerk shall have the responsibility for the satisfactory completion of the following:
1. Securing the signatures of new members to the Church Roll;
2. Keeping a record of names, with dates of admission, transfer
  of membership, or death, and a record of baptisms;
3. Issuing letters of transfer;
4. Keeping on file all written official reports;
5. Posting legal notice of all business meetings of the Church and
6. Keeping a copy of all contracts, including those with the Staff.
7. Clerk will account for voting members present at each Church meeting using a check off method on a
  computer generated membership list. The Church may elect an Assistant Clerk, to assist the Clerk
  in the performance of his/her duties and to serve in the absence of the Clerk.
A Treasurer, who shall be bonded as the Board of Trustees may require, and shall have the care and custody of all monies of the Church (as described in this section) and custody of its Trust funds. The Treasurer shall keep separate accounts as follows:
1. of all unpledged monies contributed at the Communion service,
  which monies shall be held in the fund known as The Diaconate
  Fund for the aid of those in need, and which, together with other
  monies given for that purpose, shall be held subject to the directions
  of the Pastor and/or the Diaconate;
2. of all non-budgetary monies raised for the object of Christian
  benevolence, to be paid to the persons or societies entitled thereto;
3. of all non-budgetary unallocated monies raised for the benefit of
  the Church by special and distinct fund raising groups, to be
  expended under the direction of that specific group working with
  the Church Coordinating Council, and
4. of all monies raised for the support of public worship and religious
  education, or of any department of the Church, to be paid out only
  in accordance with the provisions of the budget and as directed by
  the Board of Trustees.
The Treasurer shall make a monthly written report in such form as the Trustees may require. Such report shall be distributed to the members of the Church Coordinating Council and also filed in the Church office for reference by any member.

At the Annual Meeting, the Treasurer shall make a written report to the Church of receipts and expenditures, properly audited by persons previously appointed by the Board of Trustees.

The Church shall elect one or more Assistant Treasurers who shall be bonded as the Board of Trustees may require, and shall perform the duties of the Treasurer when absent or unable to perform the duties of the office and have such other duties as the Board of Trustees may determine.
A Collector and/or one or more Assistant Collectors, who shall be bonded as the Board of Trustees may require, and who shall collect all monies contributed for the mission of the Church, maintain a confidential record of payments against pledges, and deposit the money to the account of the Church. The Collector shall make a monthly written report to the Trustees in such form as the Trustees may require. Such report shall be distributed to the members of the Church Coordinating Council and also filed in the Church office for reference by any church member. In the event there is more than one Collector, they shall designate one of their number to represent them on the Church Coordinating Council.
One or more Lay Delegates, who shall have in their charge the interests of the laity of the Church with respect to the activities of the Central Association UCC, Massachusetts Conference UCC, and the National United Church of Christ. In the event that there is more than one Lay Delegate, they shall designate one of their number to represent them on the Church Coordinating Council.
An Historian, who shall record in permanent form such events, annually, as in his/her judgment ought to be preserved as pertinent to the history of the Church, especially as do not fall within the province of the Clerk's duties.

SECTION II: COMMITTEES.

The Church shall have the following Committees, the members of which shall serve for three years or until their successors are elected, such numbers of each committee to be elected at an All Church Meeting each year as will equal or most nearly approximate one-third of its total membership." At the first election following the adoption of these By-Laws, or subsequently in the event of a change of the number of the members of any Committee, members may be chosen for one, two, or three years, so that the terms of one-third or approximately one-third of its members will expire each year. No Committee member shall serve more than three successive years on the same committee. In the event a Committee does not have a full complement, the three-year term limit could be waived by consent of the Church at its Annual Meeting. Each Committee shall meet monthly from September through June inclusive, or additionally at the call of the Chairperson. It shall keep an accurate record of all meetings, and except for the Pastor-Parish Relations Committee, a copy of which shall be given, within seven days of the meeting, to the Church Coordinating Council and be placed on file in the Church office. All Committees shall submit a written report at least three weeks prior to the Annual Meeting, which report shall be made available to the Church members.

Church Growth Committee. This Committee shall have eight elected members. It shall educate and enlighten members and committees on church growth philosophies and techniques. It shall continually encourage church members to invite friends or "the unchurched" to worship with us and will designate one Sunday a year as a "Welcoming Sunday" to celebrate, annually, those who chose to join Pilgrim Church in the preceding year, as well as those who are searching for a church. It shall have the responsibility of devising ways to make the church more inviting and visible in the community. It shall appoint a designated individual to coordinate all media publicity with respect to the church and its activities. The Pastor, in consort with this committee, will establish new member orientation and reception, as required.
Stewardship Committee. This Committee shall have eight elected Church members. The primary responsibility of this Committee shall be the solicitation of time, talent and money to the Church. This includes the recruitment, development, support and recognition of lay leadership as well as leading the ongoing financial stewardship effort with the cooperation and guidance of the Board of Trustees. It shall, together with the Staff, Church School, and other groups, work to assimilate members and friends of the Church into full life of the Church. It shall submit nominations for all Officers and Committees at the annual meeting, and to the Church Coordinating Council as vacancies occur between Annual Meetings.
Worship Support Committee. This Committee shall have eight elected members. It shall appoint one member as liaison to the Diaconate and coordinate its activities with those of the Diaconate. Its primary role shall be in the support and enhancement of the Church's services of worship. To these ends, it shall appoint a Music Committee, which shall support and work with the Music Staff under the direction of the Worship Committee. It shall (among other duties) provide hospitality at the services of worship, secure and support Ushers, Greeters, Acolytes and other lay participants, provide for the acquisition and distribution of flowers, decorations and the care of the Altar, and maintain open communication between the various groups and individuals involved in services of worship. It shall perform its work directly or through such persons or Sub-Committees as it may appoint.
Board of Trustees.
The Board of Trustees shall have nine elected Church members.
The Treasurer and designated Collector shall be ex-officio members.
(In absence of the Treasurer, the Assistant Treasurer, if any, shall be an ex-officio member.)
It shall manage the business affairs of the Church; the raising and expenditure of Church funds
(except where authority over monies to be used for aid of those in need is expressly given
by these By-Laws to the Pastor and the Diaconate); and manage the Church property.
It shall supervise the work of the Sexton, and such other persons as may be necessary
to care for the Church property. It shall submit to the Church at the Annual Meeting
a budget containing its estimate of revenues and its recommended expenditures for the
operations of the Church for the current and/or upcoming fiscal year. The budget shall
set forth as separate items all recommended salaries.

It shall have the power to transfer funds within the limit of the budget voted by the
Church up to a limit of 10% of any line item, however, such transfer shall not exceed
1/2 of 1% of the total operating budget. However, these limits shall not apply to the
transfer of funds between the "Salary" and "Housing Allowance" categories of Pastoral
compensation, provided the total Pastoral compensation remains unchanged.

EXCEPTION: When the Church's investment portfolio is managed by an outside party,
the Board of Trustees shall consist of 11 elected members. The two additional members will be
responsible for overseeing the activities of the portfolio manager(s), ensuring the portfolio
is being managed according to the goals and objectives set by the Board of Trustees. One of
these two additional Trustees may also be an Assistant Treasurer, responsible for keeping the
ledger on the portfolio.
Board of Finance. If the Church decides to manage the portfolio by itself, a separate Board of Finance, consisting of five elected members, shall manage the investment activities of the Church Trust Funds, according to the goals and objectives set by the Board of Trustees, by voting their decisions to buy, sell, or exchange all or any portion of the Trust Funds, securities or other investments, including real estate, with the exception of the Church Building, Parsonage Building, and the related land. One member may also be an Assistant Treasurer, responsible for keeping the ledger on the portfolio. Members of the Board of Finance will be exempt from the three-year term limit on Committee tenure.
securities belonging to the Church shall be kept in a safe deposit box in the custody of the Treasurer. If deemed advisable, the Board may seek to obtain professional advice with reference to the investment of Trust Funds and securities. The Treasurer, or designated assistant Treasurer/Trustee/Finance Committee Member, shall keep a true and accurate record of all investments and income received from same. The Treasurer shall be the duly authorized person to handle all buy and sell decisions of the Board of Finance/Trustees, and shall have the authority to make the necessary arrangements for the payment of approved investments and signing of stock powers required on sales. The Chairman of the Board of Trustees shall assume these duties in the absence/incapacitation of the Treasurer.
Board of Christian Education. This Committee shall consist of eight elected members, plus the Associate Pastor and/or the Director of Christian Education and Superintendents of the various departments of the Church School. It shall develop and administer all programs and activities relating to the religious education in the Church, for children, young people and adults. It shall appoint a Superintendent of the Church School, and such other Officers as it may deem necessary, and shall have charge of the curriculum of the Church School, and the securing and training of teachers and leaders. It shall have charge of the Church library.
Diaconate. The Diaconate shall consist of twelve elected Deacons. All Deacons shall be Church members. The Deacons shall be responsible for assisting the Pastor with Communion services, provide the Communion table, and cooperate with the Pastor in the work of the Church and the care of its people, being especially mindful of newcomers and of those in want or in trouble, or in special need of spiritual guidance. They shall provide for the supply of the pulpit in the absence of the Pastor. They shall encourage and stimulate membership in the Church. The Church's evangelism shall be the concern of the Diaconate. They shall visit the sick and needy and call upon new members and prospective members and introduce new families into the life of the Church. To facilitate attention to their duties among the people, the Diaconate shall be chosen so far as possible from different geographical sections of the community, and shall be particularly charged with the care of persons in their own sections.
Board of Missions. This Committee shall have six elected members and shall promote the missionary objectives of the Church, stimulate interest in the Christian benevolences, and educate and enlighten the Church as to the needs and purposes of our Christian Mission, both local and global. It shall promote better relationships among peoples of the world, and foster the application of Christian ideals in society. It shall interest itself in social concerns and civic affairs, especially in the City of Leominster and the surrounding localities, and cooperate with local agencies in the promotion of community life.
Pastor-Parish Relations Committee. This Committee shall have six elected members. The Committee shall appoint a liaison member to the Diaconate at the first Committee meeting after the Annual Meeting.
The Committee shall work to optimize communications and harmony between the Parish and Pastor(s). It shall be sensitive to and shall honor accordingly matters entrusted in confidence. It shall advocate for the Pastor(s) in matters of ministry, personal concerns, finance and professional growth so as to promote the parish's understanding of pastoral needs in these areas. It shall be alert to sources of incipient conflict between the Congregation and the Pastor(s)'s ministry and shall initiate for the well being of the Church steps judged advisable to averting potentially destructive reactions.
Personnel Committee. There shall be 5 members. This committee will research, develop, implement and evaluate human resource tools that assist the Pastor, the Council and committees in carrying out personnel matters. The committee will assist search committees in seeking information regarding job descriptions, contracts, office policies and procedures, and salary and compensation packages. Recommendations will be made to the Council / appropriate Committee for approval.

SECTION III: CHURCH COORDINATING COUNCIL.

The Church shall have a Coordinating Council.

The Council shall consist of the Pastor(s), the Moderator, the Vice -Moderator, the Clerk, the Treasurer, the designated Collector, the designated Lay Delegate and the Historian. In addition, it shall include from the several Boards and Organizations the Chairpersons of the Diaconate, Trustees, Finance (if a standing committee), Stewardship, Church Growth, Worship Support, Christian Education, Missions, Pastor-Parish Relations and the Personnel Committee.
1. If the Treasurer or designated Collector must be absent from a meeting of the Coordinating Council, said Officer will be represented by Assistant Treasurer and/or Assistant Collector respectively. The latter shall have full voting privileges on such occasion.
2. Chairpersons of the listed Boards and Organization shall have two designated alternates who shall represent their respective Boards or Organizations at the Coordinating Council meetings when the Chairperson cannot attend. Representation will include the right to vote. The term of appointment shall run concurrent with the term of the Chairperson.
3. Chairpersons of other Organizations and/or Committees of the Church are invited to sit with the Coordinating Council but will do so without vote.
4. All Church members are invited to attend each meeting of the Council without voting privileges.
The presiding Officer of the Coordinating Council shall be the Moderator and in the Moderator's absence, the Vice-Moderator. The Recording Secretary shall be the Clerk, but in the latter's absence the Council shall elect a Clerk, Pro-Tem to assume the duties.
When a majority of the Church Officers, Boards and Committees are represented by members attending the Council meeting, a quorum shall be declared providing proper notice of the meeting has been given to every member. When one member represents more than one position on the Council, that person shall cast only one vote regardless of the number of positions they represent.
The Coordinating Council shall have duties as follows:
1. To meet monthly from August through June inclusive. Additional special meetings may be called by the Moderator, or a written petition directed to the Moderator by any three members of the Coordinating Council. Such petition shall set forth in detail the reason(s) for such meeting.
2. To act as a point of coordination and communication between the various Boards and Committees, and to conduct both short-term and long-range planning for the Church.
3. To act as a point of appeal and mediator for any dispute submitted by a
  Board, Committee or member of the Church; subject to appeal to the Church at a special meeting called for that purpose.
4. To cooperate with the Pastor(s) in the formulation of Church programs, and the integration of pastoral activities therein.
5. To hire or replace all part-time and full-time non-pastoral staff upon recommendation of the appropriate Board or Committee, to wit:
  1. Sexton(s) and other custodial personnel as recommended by the Board of Trustees;
  2. Director of Music and/or Organist as recommended by the Worship Support Committee, and
  3. Church Secretary as recommended by the appointed Special
    Committee.
  4. Church Administrator as recommended by the appointed Special Committee.
  Prior to advertising for and the interviewing of prospective candidates the
  appropriate Board or Committee shall meet with the Board of Trustees to
  establish compensation ranges that can be offered. The resulting recom-
  mendation to the Coordinating Council shall be two-fold:
  1. as to the individual, from the appropriate Board or Committee;
  2. as to compensation from the Board of Trustees.
6. Between meetings of the Church, to act on the Church's behalf in carrying out declared policy. The Council may establish interim procedures and rules where none previously existed, applying the judicious use of resources to accomplish declared objectives whether specifically provided or not in these By-Laws. They may not establish policy but may recommend suggested policy to the Congregation.
7. To appoint Special Committees as needs arise in areas not the responsibility of a Board or Committee described in these by-laws.
8. To encourage or discourage all programs not considered at the Annual
  Meeting or provided for in these by-laws.
9. Upon the recommendation of the Stewardship Committee to elect
  persons to fill a vacancy in any Office or Committee or Board until either
  a special meeting of the Congregation or the next Annual Meeting.
10. Evaluate Pastor(s) performance every two (2) years.
  1. Coordinating Council will appoint a special committee of
    three (3) people to perform the review.

SECTION IV: PASTORAL CARE.

The Pastor may, from time to time, with the approval of the Diaconate and within budget guidelines select qualified persons to assist in connection with specialized aspects of pastoral care where clinical help or specialized talent is necessary.

ARTICLE VII: MEETINGS

SECTION I:

Regular Congregational Meetings shall be established as follows:

THE ANNUAL MEETING shall be held anytime during the month of January It shall be called by warrant directed to the Clerk, initiated by the Moderator, signed by any three of the following four Officers -- the Moderator, Vice-Moderator, Treasurer or Collector; and posted not less than ten days in advance of the meeting date. Only such business as is contained in the warrant may be transacted.
AN ALL CHURCH MEETING to vote on new officers and committee members and other items deemed necessary shall be called during the month of June by posting a warrant for such not less than ten days in advance of the meeting date.
THE ROLL CALL MEETING, if deemed necessary, may be held in conjunction with the Annual Meeting or on a separate date, as designated by the Coordinating Council. It shall be called by a warrant directed to the Clerk, signed by any three of the following four officers -- the Moderator, Vice-Moderator, Treasurer, or Collector; and posted not less than ten days in advance of the meeting date. Only such business as is contained in the warrant may be transacted.

The Coordinating Council shall prepare and produce the warrant for the Annual Meeting. Individuals, groups, Boards and/or Committees having items they wish to appear on the warrant shall present such in writing to the Coordinating Council no less than four weeks in advance of the selected date of the Annual Meeting.

SECTION II:

SPECIAL BUSINESS MEETINGS may be called at any time during the year in the same manner as is provided for the calling of the Annual Meeting and shall be called upon the written application of any five active members. Requests for Special Business Meetings shall be in writing to the Coordinating Council, directed to the Moderator, or Vice-Moderator in the absence of the Moderator, specifying the purpose thereof. The date for such meeting shall be set by the Coordinating Council no later than four weeks after receipt by the Moderator or Vice-Moderator.

SECTION III:

At any of the regular meetings for worship, the Church may without special notice act upon the reception of members, or the transfer of members to other churches, or the appointment of delegates to councils and conferences of churches, but not upon other business.

The Church Coordinating Council, however, in cases of emergency may act in matters not involving the expenditure of money.

SECTION IV:

At all meetings of the Congregation except an override meeting, ten percent (10%) of the active membership shall be necessary to constitute a quorum for the transaction of business.

SECTION V:

Communion will be celebrated on the first Sunday of each month, unless otherwise directed
by the Board of Deacons.
Communion will also be celebrated on other special occasions as deemed appropriate.

ARTICLE VIII: STAFF

SECTION I: PASTOR.

The Pastor shall be chosen and called after a vote of the Church membership for a period of time, as negotiated by the Search Committee, whenever a vacancy occurs. The Pastor shall be received into Church membership prior to installation by the Association in a duly called Ecclesiastical Council when the Church and Pastor so agree. The Pastor shall have in his/her charge the spiritual work and welfare of the Congregation, shall preach the Christian Gospel, have care of the services of worship, administer the sacraments, assist the Diaconate in providing for the pulpit supply during the Pastor's vacation periods, and aid the various Officers and Committees in administering the affairs of the Church. In addition, the Pastor shall keep a separate confidential account of all monies disbursed to the needy, and is to be held accountable to the Diaconate. As an ex-officio member, the Pastor is encouraged to attend all Board and Committee meetings as his/her schedule shall permit.

The Pastor shall also be the primary staff supervisor, ensuring each staff member performs his/her duties in accordance with the terms of his/her contract and/or goals and objectives set by the relevant oversight committee(s) or liason designate and shall ensure each staff member receives an annual performance review.

SECTION II: SELECTION OF PASTOR.

Upon the notice of death, incapacitation, or resignation of the Pastor directed to the Moderator or in the Moderator's absence to the Vice-Moderator:

The Moderator shall convene the Coordinating Council as soon as practical but no later than seven (7) days after receiving such notice. At this meeting the Council shall:
1. Review all known facts concerning the situation and take any action deemed desirable to collect additional pertinent information.
2. Set a date, not later than fourteen (14) days after the Council meeting,
  and post a warrant for a meeting of the Church to hear and act upon
  the situation.
3. Appoint a five-member "Initiating Committee" to include one person
  from the group of Church Officers (who shall also be the
  Chairperson), one representative each from Diaconate, Board of
  Trustees, Worship Support Committee, and one additional member
  from the Congregation at large.
  This Committee shall immediately, after its formation, contact the Central Association office, UCC, and solicit the advice of that office regarding such matters as; e.g., the need for a self-study, current helps in pulpit searches, use of professional counselors, interim planning, etc. It may negotiate a visit from the Association Area Minister with Council.
4. Charge the Diaconate to arrange for supply Preachers as may be
  required. (Refer to By-Laws Article VI, Section II (G).)
5. In the instance of a resignation, charge the Pastor-Parish Relations
  Committee to conduct an "Exit Interview" within two (2) weeks if
  and after the resignation has been accepted, i.e., once the outcome
  of the full Church Meeting is known.
The Initiating Committee shall:
1. Take immediate steps to procure Interim Pastoral coverage as may
  be required.
2. If a Self-study is to be pursued, create, as required, the necessary
  group which shall be of a volunteer nature. The call for volunteers
  shall be to the entire Church membership. There shall be no limit
  in the number of participants. Chairperson selection shall be by vote
  of the attendees at the first meeting with the Chairperson of the
  Initiating Committee acting as organizing Chairperson up to that
  point. The Self-study group shall strive to complete its initial work
  within six months, after which time, a Pastoral Search Committee
  shall be formed in the manner set forth in (3) below.
3. Solicit volunteers from the Congregation for a Pastoral Search
  Committee, which will be composed of nine (9) members plus two
  alternates. The initiating committee shall consider geographical,
  vocational, and gender representativeness in selecting members of
  the Search Committee.
4. Conclude its assignment with the selection and establishment of
  the Pastoral Search Committee and the issuance of its report to the
  Coordinating Council.
The Pastoral Search Committee will proceed with its duties guided by the then current manual for search committees published by the Pastoral Settlement Committee, UCC (or a then current equivalent).

SECTION III: DISMISSAL OF PASTOR.

Forced resignation or dismissal of a Pastor is to be considered an extreme action. It is to be viewed wholly as a choice of last resort, and only after honest and deliberate efforts have been pursued without success to effect a reconciliation.

Presentation of the petition:

A petition shall be submitted to the Moderator or to the Vice-Moderator in the Moderator's absence.
1. The petition shall request a hearing before the Coordinating Council.
2. This petition shall succinctly set forth the points of the contention and
  reasonable factors validating such points.
3. The petition shall be signed by no less than five active members.
  1. Upon receiving the petition, the Moderator/Vice Moderator
    shall refer it to the Pastor-Parish Relations Committee,which shall
    attempt to reconcile the viewpoints of the parties involved.
  2. If reconciliation is unsuccessful, the Moderator/Vice
    Moderator shall schedule a special meeting of the Coordinating Council to occur within five (5) days after receiving notification from the Pastor-Parish Relations Committee.
The Coordinating Council will, after receiving the petition:
1. Evaluate the merits of the petition and either:
  1. dismiss the matter and publish the facts to the membership
    (Congregation); OR
  2. if the matter is to be pursued take such action it deems helpful
    to resolving the situation. It might include:
    1. Reinvolvement of the Pastor-Parish Relations Committee to further attempt reconciliation of the viewpoints of the parties involved.
    2. Further gathering of facts on both sides of the issues.
      This step may include specific assignments to individuals or Sub-Committees especially created.
    3. Seeking guidance from the Central Association, UCC.
    4. Any other action the Council deems potentially
      contributive to attaining a reconciliation.
2. Or set a date no later than fourteen (14) days hence for its next
  meeting and for reports from individuals or committees with specific assignments.
The Coordinating Council will resume (it may be the next regular meeting or a special meeting) deliberations on the matter and will:
1. Hear reports from the Pastor-Parish Relations Committee and any
  other reports due from special committees or individuals.
2. Hear input from concerned individuals who have petitioned to speak
  and who will submit a written summary of their petition.
3. Weigh the merits of the dispute within the new information gathered.
4. Move to:
  1. Dismiss the complaint. If the petition is dismissed the facts
    shall be published to the Congregation.
  2. Take any action it judges helpful to resolving the impasse.
    This may include setting:
    1. A specific cooling off period.
    2. A period for further fact finding.
    3. A period for further negotiation or other action by the
      Pastor-Parish Relations Committee.
    4. A period for negotiations involving the presence and guidance by the representative(s) from the Central Association, UCC, etc.
    5. A new meeting date, no later than thirty (30) days, to terminate any of the above periods and to take action on
      a recommendation to the Church membership.
The Coordinating Council, if dismissal or a request for resignation is the decision of the Council, will:
1. Review the action contemplated with the Central Association Office, UCC to assure the correctness and fairness of the procedures and
  deliberations followed.
2. Notify the Pastor of the Council's decision and its proposed action.
  (This notification may, if beneficial to the situation, offer the opportunity for a resignation that could be accepted without prejudice to avert controversy).
3. Set the date and issue a call for a special meeting of the Church to hear and act upon the Council's recommendation.
4. Issue, in conjunction with such meeting call, a memorandum to each
  active member or family unit covering factually and without bias the
  issues and viewpoints involved, efforts of the Council to reconcile the
  contentions and the relevant information, pro and con, which was
  considered by the Council in reaching its decision. (If a minority
  statement should exist, this shall be indicated and a copy shall be
  included.)

SECTION IV: OTHER PASTORAL STAFF.

Any Associate Pastor, Assistant Pastor, Director of Caring and Membership Involvement, Director of Christian Education, or Youth Director shall be chosen in the following manner:

The Church Coordinating Council, following investigation of the candidate by a Selection Committee chosen by the Church Coordinating Council, shall make a recommendation to the Church membership as to the person to be appointed, and the Church membership shall take final action at a duly called Church meeting.

The person so chosen shall be primarily responsible to the Pastor and secondarily to the Church through the relevant oversight committee, which shall participate in the annual performance review. In the case of a Director of Christian Education or Youth Director, the secondary source of guidance shall be the Board of Christian Education. In the case of an Associate and/or Assistant Pastor, the secondary source of guidance shall be the Diaconate. The person so chosen may be empowered to administer the sacraments with the concurrence of the Pastor and Diaconate. In the absence of the Pastor, a person chosen by the Diaconate may be empowered to administer the sacraments.

SECTION V: CHURCH ADMINISTRATOR.

The Church Administrator shall be chosen in the following manner:

The Church Coordinating Council shall appoint a Selection Committee of not less than three members, which Committee shall investigate candidates for the position. The Selection Committee shall make a recommendation to the Church Coordinating Council, and the Council shall take a final action on the agreement negotiated by the Selection Committee.

The Church Administrator shall be primarily responsible to the Pastor. The secondary source of guidance shall be the Church Coordinating Council, which shall appoint a liaison to maintain open communication between the Coordinating Council and the Church Administrator. The Council liaison shall participate in the annual performance review. Church membership shall not be a qualification to hold this position.

SECTION VI: CHURCH SECRETARY.

The Church Secretary shall be chosen in the following manner:

The Church Coordinating Council shall appoint a Selection Committee of not less than three members, which Committee shall investigate candidates for the position. The Selection Committee shall make a recommendation to the Church Coordinating Council, and the Council shall take final action on the agreement negotiated by the Selection Committee.

The Secretary shall be primarily responsible to the Church Administrator. The secondary source of guidance shall be the Church Coordinating Council, which shall appoint a liaison to maintain open communication between the Coordinating Council and the Secretary. The Council liaison shall participate in the annual performance review. Church membership shall not be a qualification to hold this position.

SECTION VII: SEXTON(S).

The Sexton(s) shall be chosen in the following manner:

The Board of Trustees shall investigate candidates for the
position and shall make a recommendation to the Church Coordinating
Council, and the Council shall take final action on the agreement
negotiated by the Trustees.

The Sexton shall be primarily responsible to the Pastor. A secondary source of guidance shall be the Board of Trustees, who shall participate in the annual performance review. Church membership shall not be a qualification to hold this position.

SECTION VIII: DIRECTOR OF MUSIC/ORGANIST.

The Director of Music and/or Organist shall be chosen in the following manner:

The Church Coordinating Council shall organize a Search Committee
of five members, chaired by a member of the Worship Support Committee, which will solicit for and investigate candidates for the position(s) and shall make recommendation to the Church Coordinating Council, and the Council shall take final action on the agreement negotiated by the Search Committee.

The Director of Music and/or Organist shall be primarily responsible to the Pastor. A secondary source of guidance shall be the Worship Support Committee, who shall participate in the annual performance review. Church membership shall not be a qualification to hold this position.

SECTION IX: RESOLUTION OF STAFF DISPUTES.

When disputes arise between staff members or between staff members and the Church, the following steps shall be taken:

If a dispute involves the Pastor, it shall first be referred to the Pastor/Parish Relations Committee. If the Pastor/Parish Relations Committee is unable to resolve the dispute, a Mediator agreeable to all parties shall be chosen by the parties to the dispute to attempt to resolve the differences between the parties.
1. The Mediator will attempt to document the points in dispute and
  mediate a mutually agreeable settlement . The Mediator will
  notify the Moderator, Vice-Moderator, Clerk and Treasurer of
  the points in dispute and what steps are being taken to resolve
  them. All involved should take all steps necessary to maintain
  the confidences of the differing parties.
2. Should a mutually satisfactory resolution of the dispute prove to
  be impossible, either party may appeal to the Coordinating Council.
  The Council shall, in closed session, hear from the Mediator as to
  the issues in dispute and steps taken to resolve them. Both parties
  to the dispute may then present their views and, if possible, resolve
  any questions raised by the Council. The council will take whatever
  steps it deems necessary to resolve the dispute, if possible, including
  imposing a solution on all parties, or as a final report, begin the
  procedure for dismissal of the Pastor, if necessary, in accordance
  with Article VI, Section III of these By-Laws.
In disputes involving Staff Members other than the Pastor,the Pastor, as primary staff supervisor, will attempt to document the points in dispute and mediate a mutually agreeable resolution to the problem.
1. Should a mutually agreeable resolution not be possible, any party
  to the dispute may appeal to their relevant committee(s) for guidance
  and/or assistance in resolving the problem(s). If a resolution of the
  dispute proves impossible, either party may appeal to the Coordinating
  Council for a resolution of the dispute. If the matter in dispute
  involves an oversight committee, the appeal may be brought directly to
  the Coordinating Council. In all cases, the appellate body will ask all
  parties to the dispute to present their views, if possible, in a closed
  session, and take appropriate steps to reach a resolution. The appellate
  body shall keep the Officers of the Church (listed above) updated on
  its views and recommendations.
2. The Coordinating Council, when it receives the appeal, will ask all
  parties to the dispute to present their views, in a closed session, if
  possible, and what proposals were made to resolve the problem(s).
  The Council may then take final action, including imposing a solution
  and, in the final resort, dismissing staff members.
Dismissal of a Staff Member is to be considered a step to be taken only as a final resort, and for cause, and after all attempts at reconciliation have failed. Except in the case of the Pastor (as noted above) dismissal of a staff member may be initiated only by the Pastor or the relevant oversight committee.
Reasons for dismissal shall be documented and presented in writing to the staff member or his/her representative.
In extreme circumstances, a staff member may be dismissed for cause by his/her oversight committee after consultation with the Pastor. Reasons for dismissal shall be documented in writing and presented to the staff member or his/her representative at the time of dismissal. Subsequently, the Coordinating Council and Church Officers will be notified of the action, together with a copy of the documented reasons for dismissal.
The dismissed employee has the right to appeal at the next Council meeting (Refer to Article VIII, Section VIII, (B), (2)).

ARTICLE IX: AMENDMENTS

At any business meeting of the Church, these By-Laws may be amended by two-thirds vote of the members present and voting, the proposed amendment having been inserted in the warrant for the meeting.

The Moderator shall assure these By-Laws will be reviewed and/or revised, incorporating any heretofore voted amendments every five years.

—

Adopted at the Annual Meeting on April 30, 1995.
Revised at Special Business Meeting January 25, 2004.
Edited on February 12, 2004 (SAB).

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