There’s significant rewording and rearranging in the minister article, committees and ministry teams article, and the congregational meetings article. See drafted new bylaw changes for more details.
Possible changes to bylaws quorum percentages, dollar minimums, affirmative voting percentages and minimum petition percentages. You can find a table defining these numbers and showing what is in the current bylaws here.
We’re interested in your thoughts on 25% for quorum versus 10% for quorum on the 7 exceptions to the usual 10% quorum and majority vote.
The purchase, sale or transfer of property or authorization of security interest and authorization of unsecured indebtedness needs a 25% quorum for amounts over $100,000 and they can pass with the majority vote. There is another situation where a congregational vote is required for purchase or transfer property or authorization of security interest and authorization of unsecured indebtedness over $75,000 with a 10% quorum and majority vote. Why this is $75,000 versus $100,000, why those are different amounts, we’re not really sure. Can you see any reason for those amounts to be different?
Changes to format of document to improve readability (See drafted new bylaw changes for more details)
Replace roman numerals (I,V,X,i,v,x, etc) to indicate parts of bylaws with western arabic numbering (0,1,2,3, etc) and lettering (A,a,B,b,C,c,etc)
Replace ‘shall’ with ‘will’; ‘procedures’ with ‘written procedures’; ‘policy’ with ‘board policy’
Add a Definition of Terms Article and Log of Bylaw amendments
Other proposals to Change the bylaws
Mission/vision statements becoming a stand alone governance document rather than an appendix to bylaws. The wording that requires East Shore to have mission and vision statements and review them periodically is unchanged.
Two new sectionsin the Organization article to explain how staffing is authorized and who creates the staff leadership structure.
Change the Organization bylaw to say the Board is required to pick a method for running congregational meetings. The current chosen method, Robert’s Rules, is proposed to move to policy.
Public witness section goes to policy. Public witness has many different levels, it can be at a congregational level, it can be at a committee or team level and it can be at an individual level. A policy would enable us to give the details and say that under certain circumstances there needs to be a congregational vote. See this link to learn more about public witness.
There is an Open meetings section that requires all committees, teams, task forces, and the board to have open meetings. We are proposing that this section be deleted and language added to specific groups’ in the bylaws that indicate when they are closed. In the case of the nominating committee and ministerial search, their meetings would be closed unless somebody’s invited and the board of trustee meetings would be open unless they’re in executive session. The reason for the nominating and ministerial search meetings being closed is because their work is highly private for vetting and exploring candidates for board positions. Ministerial search does a lot of confidential work before they select a particular minister to recommend to the congregation. So, people need to be invited to attend their sessions.
In-kind gifts are referred to in the bylaws. There is no policy currently on in-kind gifts. In-kind gifts are currently handled by the staff. For example, in kind gifts are typically physical items and there’s established procedures for how the staff works through those offers. An in-kind gift of services and skills is not addressed in policy or in bylaws. Bylaws Task Force recommends that this be addressed in a new in-kind gifts policy.
The Bylaws Task Force, a sub-group of Policy & Governance Committee, has been developing proposals for changes to our bylaws for members to vote on at congregational meetings. We were created in spring of 2020 and include Grace Colton (P&G member), Marcy Langrock, a rotating SLT member, Ryam Hill , Mary Anderson (P&G member), and David Langrock (Board Liaison). We were empowered by the Policy and Governance Committee to look at ALL of East Shore’s Bylaws to ensure that they are up-to-date, comply with Washington State Law, conform to UUA standards, minimize oppression, and are useful and easy to understand.
What does the last phase include?
The Task Force plans to conclude this project by East Shore’s June 9, 2024 Congregational Business meeting. This is an aggressive schedule that includes review of the bylaw sections that cover committees and ministry teams, ministers, congregational meetings, public witness activities, elections, Officers & Trustees, and the appendix. A review of each bylaw includes input from various stakeholders from throughout the congregation and includes the Board, Staff Leadership Team, and Reverend Maria Cristina as the primary stakeholders of these sections. This last, and final phase began at the conclusion of East Shore’s Congregational Business meeting in December 2023.
What is the timeline?
Following stakeholder input, the congregation will be invited to comment and react to revisions and updates. The Bylaws Task Force has begun talking with the Board and lay leadership about possible changes. In March 2024 we will offer several discussion forums for congregation wide input. The Board will approve a final revised version of the bylaws at their May Board meeting. Also, the Bylaws Task Force will offer several Information Forums in early June before the June 9 congregational meeting. At the June 9 meeting, the congregation will vote on the revised bylaw document.
East Shore is a self-governing church, as are all UU congregations. We are members of the Unitarian Universalist Association of congregations. That means we covenant with other UU congregations, receive resources and opportunities from the UUA, send delegates to General Assembly, and pay dues. We decide how we will govern ourselves. There is no UU ‘home office’ that dictates how we govern ourselves.
Our own bylaws and policies guide us. Our value of Justice and the 5th principle, which supports using a democratic process in our congregation, motivates us in our governance choices. Our bylaws require congregational meetings.
What is a Congregational Meeting?
The most important opportunity for all ESUC members to participate in governance is at our congregational meetings. ESUC members vote on our annual budget, Board and Nominating Committee elections, call a minister, approve bylaw changes, and other topics specified in the Bylaws. A congregational meeting is led by ESUC’s Board with support from their Policy & Governance Committee and other volunteers. Currently, they happen twice a year.
How Should I Prepare for a Congregational Meeting?
The best way to learn, get educated, and ask about what you are voting on is to prepare before a congregational meeting. There are two ways to do that:
read your Notice of Meeting and the materials that come with it, following any links to more details. All members receive a Notice 14 days before a scheduled meeting.
Attend informational sessions – At least 2 budget Town Halls are offered, and Informational Forums when other items are to be voted on, such as bylaw changes. These events are designed for asking questions, learning, and educating yourself about what you are voting on.
What happens on the day of a Congregational Meeting?
Meetings are held immediately after worship in the Sanctuary and online. There is a pause after worship for the change in activities to happen. During the pause, members check in so we can establish quorum and get food/drink before taking a seat. Those online stay connected.
Families are welcome. The usual space available during worship for children to play is also available during the meeting or you can signup for offered childcare.
What happens at a Congregational Meeting?
Congregational Meetings are rather formal events. Much of how they are run is prescribed by our bylaws. This is to be transparent, clear, consistent, and enable all views to be heard. We use Robert’s Rules of Order to keep expression of views fair and balanced. The expectation is that questions have been answered prior to the meeting, leaving this time for pro and con debate.
Voting is usually by hand raise or acclimation and can be done online during the meeting.
Typically, agenda items are moved and seconded, then members can speak their viewpoints on the proposed action, then a vote is called.
The published agenda can’t be changed so what is on the agenda will not be changed after it is published or during the meeting.
Meetings typically are an hour long. Occasionally shorter, as it was when we called Rev Maria Cristina or longer as it was for a Holly House vote.
If you have any questions about this article, contact [email protected].
The Bylaws Task Force develops proposals for changes to our bylaws for members to vote on at congregational meetings. A subgroup of Policy & Governance Committee (P&G), we were created in spring of 2020. The P&G Committee’s Task Force includes Grace Colton (P&G member), Marcy Langrock, a rotating SLT member, Ryam Hill , Mary Anderson (P&G member), and David Langrock (Board Liaison). We were empowered by the Policy and Governance Committee to look at ALL of East Shore’s Bylaws to ensure that they are up-to-date, comply with Washington State Law, conform to UUA standards, minimize oppression, and are useful and easy to understand.
What has the Bylaws Task Force been doing so far?
After we started, WA state law governing non-profit bylaws were completely revised resulting in a need to replace ESUC’s Articles of Incorporation. The Articles are a foundational document required by state law in order for East Shore to exist. Bylaws flow from the Articles of Incorporation and also require member approval. The revised Articles were approved by members of our congregation.
There has also been revisions to ESUC’s Bylaws approved over 5 congregational meetings from October 2021 through this December 2023. We had aggressively aimed to finish the bylaw review by June of 2022.
The need to revise the Articles and create new Board Policies has caused that timeline to be revised. We now expect to finish December 2024. There will be proposed bylaw changes for members to vote on at the next two congregational meetings. The last batch will be the largest, at the June 2024 congregational meeting.
What will the Bylaws Task Force be doing?
What remains for the task force to review are the bylaw sections that cover committees and ministry teams, ministers, congregational meetings, public witness activities, elections, Officers & Trustees, and the appendix. The Board, including the Staff Leadership Team, is the primary stakeholder of these sections. So, we will be working closely with the Board both individually and as a whole.
How can I get prepared to vote at a congregational meeting?
The best way to learn, get educated, and ask about what you are voting on is to prepare before a congregational meeting. Read your Notice of Meeting and the materials that come with it. All members receive a Notice of Meeting and associated materials 14 days before a congregational meeting. Informational Forums will be offered so you can ask questions and hear other perspectives. These events are for learning about what you are voting on.
There is, comparatively, more time to ask questions and learn in an Information Forum than there is at a congregational meeting where the emphasis is on hearing viewpoints not on learning the facts. Congregational meetings assume you have read through the material before the meeting.
How can you be involved?
Your participation is crucial in this project! The Bylaws Task Force wants your suggestions, comments, and questions. These will help guide us in our work. The earlier in the process we receive your thoughts, the more thoroughly they can be addressed before voting. If you have comments about the above sections or any aspect of this work, attend an information forum, email[email protected] or any other member of the Task Force. We want to hear from you.
There will be additional Forums, e-blasts, and Beacon articles through June 2024 to let you know what’s up. The Task Force counts on your review of the material and understanding of the facts before congregational meetings.
Watch an introductory video HEREabout the Bylaws Project.
You can read our current Bylaws here and Policieshere.
A more inclusive Membership bylaw has been approved by the Board! The proposal will be voted on at our June 11 congregational meeting of members immediately after Sunday service, about noon. You should have gotten a Notice of Meeting by email or postal mail. Contact Nicole if you haven’t at [email protected].
The membership section of the Bylaws describes qualifications to be a member, responsibilities of membership, privileges of membership, and resignation and removal of membership.
May’s Beacon had an article about the most significant changes:
Separating donations from membership but still making asks for donations.
Removing the non-discrimination section of the bylaws and adding to the membership section a broader statement of member responsibilities than non-discrimination.
The remaining changes being proposed also make membership more inclusive of others by:
Reducing the minimum age for membership to 14 from 16 years old. People aged 14 – 24 are capable of having more responsibilities in our modern society and in the UU world. Many religious and societal benchmarks are at 14 years old. For example, Jewish transition to adulthood, coming of age as a UU rite of passage, HIPPAA requirements (13yo for medical care), and other UU churches have age 14. People as young as 14 years old can be capable of being active members with voting rights.
Reducing the minimum age of a Trustee of the Board to 16 year old from 18. An officer of the Board would need to be 18. 18 or older for Officers is due to legal ability to sign contracts. Adding a Board member younger than 18 will require developing policies about Youth on ESUC Board.
A section about access to records of the church is proposed to move to policy. See proposed policy 2.23.
Appealing the loss of membership is proposed to move to policy. See proposed policy 2.22.
Some details on Disruptive Members already in policy are proposed to be deleted, making the process proposed to end with the Board’s final decision.
The member category of ‘Life Members’ is proposed to change to ‘Legacy Members’ to reflect the revised purpose of the section and words changed to address ableism in the original language. There are two voting categories in Bylaws: members and legacy. Bylaws only need to be clear on who has voting rights. Options for non-voting categories of membership can be described in policy. See proposed policy 2.22.
There are brand new policies drafted for Board approval and congregational comment after the revised Membership bylaws are approved. You can see the drafted policies at this link here below the Bylaw table. On June 11, members will be voting on the Membership bylaws as a package. The policies will be considered after the new bylaws are approved. There will be opportunity for congregational input into the policies.
The best time to discuss, ask questions, and get answers is at the Bylaw (and policy) forums being offered on June 4 at 1pm and June 6 at 7pm. Zoom ID: 835 4738 9519, Passcode: Bylaw. Come to the forums or contact [email protected] before the June 11 congregational vote. The congregational meeting follows a more formal format for expressing your opinion; it is less conducive to discussion than the forums.
Remember when the Bylaws Task Force was created back in the spring of 2021? We were empowered by the Policy and Governance (P&G) Committee to look at ALL of East Shore’s Bylaws AND Articles of Incorporation to ensure that they are up-to-date, comply with Washington State Law, conform to UUA standards, and are useful and easy to understand.
This past December we learned that the Washington state laws for Articles of Incorporation have also changed extensively so their review was added to our plate. The Articles are a foundational document required by state law in order for East Shore to exist. IF changes are made to them, they must be approved by the congregation. Bylaws flow from the Articles of Incorporation and also require congregational approval.
Some Bylaw changes were approved by the Congregation in June 2020 and October 2021. Our aim is to present all the proposed changes to the Congregation at its June 2022 Annual Meeting following a comprehensive review by an attorney and approval by the Board. This rather aggressive timeline may need adjustment as the project unfolds. The P&G Committee’s Task Force includes Grace Colton, Marcy Langrock, Rebecca Chatfield, Ryam Hill and Mary Anderson.
By the end of February 2022, the Bylaws Review Task Force will have received templates and other written information about new Washington state requirements for East Shore’s Bylaws and Articles of Incorporation. Their arrival will kick off a period of detailed work for the Task Force.
Recently, the task force has been identifying and exploring issues around two bylaw topics: changing the church’s Fiscal Year to be January to December and the Membership section of the Bylaws. We are talking with groups and people who have historical knowledge and/or are currently engaged in these areas:
Fiscal Year
Many times over the years Board Treasurers and the Finance Team have asked to consider moving to a calendar year budget cycle and we are looking at it again. The Task Force has consulted with the Finance Team, Financial Stewardship, Director of Finance & Operations, Director of Religious Education, the Auction Team, and the staff Mission Fund Drive leader, Nicole Duff fto explore the pros and cons of a change.
Membership
For the Membership portion of the Bylaws, we have had discussion with Membership Director Nicole and reviewed the UUA guidelines on:
moving the details of qualifications for membership to policies and replacing them with general statements so our bylaws become more comprehensive with easier to adjust, more specific policies.
revising the current qualifications for membership.
moving the details of resignation and removal from membership to policies and replacing them with a general statement so our bylaws become more comprehensive with easier to adjust, more specific policies.
There are other Bylaw topics to be explored that will be reported on in future articles.
How can you be involved?
Your participation is crucial in this project! The Bylaws Task Force wants your suggestions, comments, and questions. These will help guide us in our work. The earlier in the process we receive your thoughts, the more thoroughly they can be addressed before voting. If you have comments about the above issues or any aspect of this work, email [email protected] or any other member of the Task Force. We want to hear from you.
There will be additional Town Halls, e-blasts, and Beacon articles through the year to let you know what’s up. The Task Force counts on your review. Members are connected to East Shore through its Bylaws and are empowered to approve or reject changes and updates.
Watch an introductory video HERE about the Bylaws Project.
You can read our current Bylaws HERE and Policies HERE.
