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CoM Policy Manual
Committee on Mission (CoM) Policy Manual
Approved December 2008; Revised 4/20/09
1. Purpose:
The primary role of the Committee on Mission (hereafter known as CoM) is to strengthen the quality of ministry at HVUUC as it relates to our mission statement
(i.e. to promote spiritual growth, religious freedom and ethical action within our congregation and the broader community). In order to fulfill this purpose, the CoM will undertake to: assess the effectiveness and fulfillment of the congregation's mission and ministry; educate the congregation about the results of such assessment; provide recommendations for enriching the ministry based on the above results; assist in strengthening relationships between the minister and the congregation; maintain a visible presence in congregational life; advise church leadership re: minister’s compensation, sabbatical planning, continuing education activities.
2. Responsibilities:
A. Assessment:
The committee will assess annually one or more of the three foci of the mission statement (listed below) and report its results and recommendations to the Board:
i. Promoting Spiritual Growth:
In accord with our mission statement, CoM will attempt to assess whether members of our congregation feel they are growing spiritually as a result of HVUUC ministry functions.
How well do our worship services fulfill this mission? Are the sermons, liturgies, and music effective parts of the whole experience? Do the other programs of the church: religious education (child, youth, adult); small-group ministries; social justice opportunities also serve to enhance spiritual growth? Are there other ways we could be enhancing the spiritual growth of the congregation.
ii. Visibility as a beacon for religious freedom:
Unitarian Universalism is unique in its appreciation of religious diversity. It is part of our religious imperative to support religious freedom for our neighbors of different faiths: Jews, Hindus, Buddhists, Christians, Muslims, Taoists, Native Americans, Pagans, and Humanists.
How well do HVUUC and our minister promote awareness within the Tri-Cities region of Unitarian Universalism and other religious pluralities? Do we make public what it means to be UU in the Tri-Cities and surrounding area? Can we speak easily of UU beliefs so that individual congregants can serve as beacons for religious plurality and freedom when conversing with those of other faith traditions? How visible are we to potential visitors who seek something in worship they haven’t found yet? How attractive and welcoming is our congregation once visitors come to our doors? Does our church create easy opportunities for visitors to form connections to our HVUUC community? Do the established functions in the church (e.g., Membership Development, Fellowship, Greeters, Circle Suppers, Women’s Group, Macho, Building & Grounds, Social Justice, Publicity) do an adequate job of addressing these questions? Are there other ways we could be enhancing this aspect of our Mission function?
iii. Sustaining Ethical Action:
How well do we live our Unitarian Universalist principles that we strive to affirm and promote within our congregation? Do we “Walk the Talk” in terms of providing a welcoming place for individuals with diverse religious, cultural, socio-economic, sexual-orientations, and politics?
Do our leadership and organizational structures promote ethical action within HVUUC and in the community at large? Is our leadership (professional and lay) visible and accessible to the congregation? Do our By-laws, policies and procedures make for easy transitions in leadership? Does our leadership structures help enrich the lives of those who volunteer? Does our congregation minister to its members when in need? Is our Covenant for Building Community more than a document and something that is understood and practiced by the congregation (i.e., is the congregation being educated periodically about our covenanted expectations for relationships)? Are there working mechanisms in place for addressing conflict as it arises? Do we have a long-term vision of where we want to be in the future that helps us strategize for the present and the near future? Do we have fund-raising efforts to support financially the mission and visions outlined above?
(These questions primarily assess the work of BoT*; Council-on-committees; CIT**; CoM; Caring, Long-range planning, Finance, and Social Justice Committees)
* BoT Board of Trustees
** CIT Covenant Implementation Team
iv. Promoting Spiritual Growth:
In accord with our mission to promote spiritual growth, religious freedom and ethical action, how well does our programming for worship, religious education (child, youth, adult), small-group ministry, and social action fulfill this mission? Are there ways (short-term and long-term) we could improve our ministry? (e.g., assessing the work of our Minister; Religious Services, Religious Education, Small-group ministry, & Social Justice Committees)
B. Education and Recommendations:
Based on the results of the annual assessment, the CoM will prepare a written report that summarizes the findings and feed these results back to the relevant entities (committees, leadership entities) and the congregation, along with any obvious recommendations that emerge for strengthening the ministry of our church. It is then up to the BoT and the committees to determine the viability and methods for enacting such recommendations.
C. Strengthening Ministerial relationships:
It is inevitable in a congregation that honors diversity and promotes religious freedom, that a given Minister will not be able to meet all needs at all times. When there are such times that congregant(s) are unhappy with an aspect of the Minister’s professional behavior, CoM members will help to facilitate stronger relationships between the congregant(s) and Minister by:
i. Reminding congregant(s) of (a) our Covenant for Building Community, which clearly states that individuals will first and foremost take concerns directly to the Minister, rather than discussing such concerns with others, and (b) HVUUC’s contract with our minister that provides a guaranteed right to exercise freedom of the pulpit.
ii. If the congregants are reluctant to approach the Minister, CoM members may offer to accompany the congregant(s) to a meeting with the Minister. In such cases, the role of CoM will be to nurture dialogue between the congregant(s) and the Minister that offers opportunity for resolution and redemption. It is NOT the responsibility of CoM to arbitrate resolutions between the Minister and congregant(s).
iii. In situations in which congregant(s) state that they have taken the concern to the Minister, but are not satisfied with the outcome, a conjoint meeting between the Minister and the CoM will be proposed, with the same goals as identified in 2.C.ii above. At times, the outcomes of such meetings may be for the congregant(s) to recognize freedom of the pulpit as in HVUUC’s covenant with a minister when called. At other times, parties may recognize the need to “agree to disagree”, and lay the issue to rest, at least until such time as CoM next conducts a formalized assessment of the Ministry.
iv. If the individual is unwilling to dialogue in good faith with the Minister, or continues to ferment dissent among congregants, then the CoM will ask the individual in writing to cease pursuing the issue, and inform the BoT that this step has been taken.
v. If the individual is unwilling to cease pursuing the issue when requested by the CoM, then the CoM will make necessary recommendations to the BoT so as to best enhance the congregational ministry.
D. Visibility:
CoM has a responsibility to be VISIBLE within the congregation. As such, members selected for CoM shall maintain an active presence in the church community. In addition, CoM shall have its mission and membership displayed within the information-sharing area of the church building and the church web-site. CoM chair or designee will ensure that up-to-date information about CoM mission and membership is relayed to the congregation as a whole at least quarterly via the newsletter, and to prospective new members via the Pathway to Membership materials. It is hoped that the greater the visibility of CoM, the less the need for conflict management such that more energies can be focused in the broader aspects of strengthening ministry.
E. Advise:
Advise church leadership concerning minister’s compensation, sabbatical planning, and continuing education activities.
3. Committee Composition:
A. The minister will be an ex-officio member of the CoM and will attend all meetings.
B. Criteria for CoM membership.
i. Demonstrated leadership within the congregation (e.g. through other committee or BoT work).
ii. A minimum of three years of HVUUC attendance, with active participation in congregational life, and at least two years of HVUUC membership.
iii. Be willing to relinquish all other major positions of leadership in congregational life, owing for the need of objectivity in perception, a non-divided advocacy and often time demanding commitment.
C. Process of Replacement:
CoM members will be chosen for replacement from a prioritized list of candidates developed by the CoM and chosen by the BoT.
D. Rotational Policy:
i. Members will be appointed for 4 year terms.
ii. One new member will be added annually.
iii. The first set of four CoM members for the 2008-2009 calendar year will serve terms of 1, 2, 3 or 4 years. Only the member serving the one year term can return and serve a regular 4 year term.
E. Leadership within CoM:
CoM members will elect their own Chair and recording secretary annually.
4. Confidentiality
A. CoM members make a covenant of confidentiality and mutual honesty. In order to avoid confusion it is important for the CoM to make a clear distinction between secrecy and confidentiality and to advertise this distinction.
B. Minutes will be kept confidential except when in the judgment of the CoM information needs to be divulged to the BoT to protect congregation’s ministry.
5. Meetings
A. Closed meetings will be held at least monthly.
B. CoM will also have open meetings as it pursues its mandate of assessment and reporting progress.
6. Accountability
A. CoM reports to the BoT and can only make recommendations for BoT.
B. The CoM has no authority or powers that supersede the BoT.
