4 Oversight by the Board
4.1 Mission Focus
The Board ensures the Church’s human and material resources are used for the benefit of its Mission. The Board addresses this in partnership with the Senior Minister in two ways: by monitoring regular reports on how the policies are being met, and by regular evaluation of the Church’s progress toward accomplishing our Mission, Values, and Vision.
4.2 Monitoring
4.2.1 Monitoring Methods
The Board monitors policy compliance by reviewing internal reports from the Senior Minister, following the planned schedule for monitoring linked in the appendix of this document.
The Board can inquire into specific questions of policy compliance or organizational concerns by appointing an Ad hoc Committee or by engaging an outside consultant to assess some aspect of Church program or organizational functioning.
4.2.2 Programmatic Monitoring
The Senior Minister reports progress to the Board at least annually around impact, engagement, and direct Congregational feedback related to the Vision Interpretation.
4.2.3 Financial Monitoring
The Senior Minister reports to the Board regarding the Church’s finances at least quarterly.
4.2.4 Internal and External Reviews
At least once every three years, the Senior Minister engages external qualified professionals to comprehensively review the Church’s financial records and processes, and HR policies, practices, and procedures to ensure practices are protecting the health of the organization.
The Senior Minister ensures internal finance and HR reviews are performed in the years when no external review is performed.
The Senior Minister provides the completed review reports to the Board each year.
4.3 Evaluation
4.3.1 Board and Senior Minister Partnership Evaluation
The Senior Minister and the Board together review their partnership and their effectiveness in their respective roles each year.
4.3.2 Ministry Evaluation
The Board evaluates the Senior Minister’s success and difficulties towards accomplishing the Vision Interpretation in dialogue with the Senior Minister each year.
4.3.3 Senior Minister’s Triennial Review
Every three years, the Board appoints an Ad hoc Review Committee mutually acceptable to the Board and the Senior Minister. The Committee gathers feedback on the Senior Minister, and produces a comprehensive review report for the Board.
In the years in which a triennial review is not being conducted, the Senior Minister’s performance evaluation consists of the annual review of progress made on that year’s Vision Implementation.
4.3.4 Board and Committee Evaluation
Annually the Board reviews its effectiveness and compliance with Board policies.
Committees perform an annual self-evaluation in conjunction with the Board President to ensure their ongoing relevance and effectiveness.
Ad hoc Committees perform a self-evaluation with the Board President at their conclusion.
4.3.5 Policy and Bylaws Review and Revision
The Board reviews the Board Policies and Church Bylaws at least once every five years. The Board evaluates each policy to assess whether and the extent to which that policy furthers the Mission and Vision of the Church, and the Bylaws as a whole to ensure the Bylaws facilitate the Church’s Mission and ongoing ministry.
Proposals for Board Policy revisions generally arise from the Board itself. Other Church groups, members, or staff may suggest revisions by contacting the Board President.
The Board partners with the Policy Committee to draft updates to Board Policy for review and approval by the Board.
The Board publishes a list of revised policies annually, and communicates directly with stakeholders who request or are impacted by revisions to Board Policy.
4.4 Board Response to Complaints and Grievances
As noted in Process for Voicing Concerns (3.2.3.3), members or staff with complaints or grievances not directly related to the Board’s policy making and monitoring functions need to address those complaints or grievances first to the Minister or staff member directly responsible for the concern.
4.4.1 Escalation of Misconduct or Grievances to the Board
Members and staff may escalate misconduct or grievances to the Board by submitting information to the Board President in writing, including the names of individuals involved and any witnesses. The Board President acknowledges the allegation in writing, initiates an investigation, and recommends a response to the Board, who then makes a final decision on the response.
4.4.2 Complaints to the Board about Policy
Members, staff, or the Senior Minister contact the Board President in writing with any concerns related to violations of Board policy, or inadequacy of Policy, including the specific Policy of concern.
The Board then reviews the concern, potentially creating an Ad hoc Committee to investigate and make a recommendation. The Board may create or adjust policy as needed to resolve issues.
The Board President provides regular updates and resolution to the person who raised the concern.
Appendices
Foothills Bylaws (link)
Monitoring Schedule (link)
Sample Board Calendar (link)
Letter of Call: Rev. Gretchen Haley (link)
Letter of Call: Rev. Sean Neil-Barron (link)
Staff Handbook: Employee Handbook (link)
Staff Handbook: Operational Handbook (link)
Staff Handbook: Financial Handbook (link)
Board Handbook (link)
Policy Book Revision History (summary of changes prior to The Guide system)
Glossary
Ad hoc Committees - For work that falls outside the scope of its standing committees, the Board can form Ad hoc Committees. These groups are typically time-limited, and can include both board members and lay leaders.
By-laws - This is a legal document that is registered with the state. It specifies the rules on how the organization is going to operate. All Board policies must align with the By-Laws.
Committee - The term Committee is reserved for the established groups reporting to and authorized by the Board , while Teams report to the staff or other members of the ministry.
Executive Team - This Team includes the Ministers and any Senior Staff that the Senior Minister designates as part of the Executive Team. The Executive Team helps to develop and execute the Strategic Plan along with guiding the day to day operation of the Church.
Minister, Assistant - Any minister that acts as an assistant to the Senior Minister.
Minister, Associate - A minister that is in a hired position, typically with a contract length.
Minister, Called - A minister that has been selected by the Congregation as a permanent moral guide. This is in contrast to a hired minister.
Minister, Interim - A temporary hired minister to facilitate a transition.
Minister, Senior - The minister designated as the lead minister. They operate much like a CEO (Corporate Executive Officer) of a company.
Ministry - Generally refers to the leaders and staff that work with the Senior Minister to accomplish the Mission of the Church.
Mission Statement – This is developed every 3 to 7 years by a special Committee created by the Board. They develop it by interactions with the Congregation, and Executive Team. It is then ratified by the Board and Congregation.
Officers - According to the Bylaws, the officers of the Church are: President, Treasurer, and Secretary but others may be added as needed.
Senior Staff - Is designated by the Senior Minister and is part of the Executive Team.
Team - The term Team is reserved for groups formed, reporting to, and authorized by the Ministry, while Committees report to the Board.
Board Committee Charters
Nominating Committee Charter
Updated: May 2023
Purpose:
The Bylaws state that the duties of the Nominating Committee are to nominate candidates for all of the elective offices of the Church and to present these nominations to the Congregation.
Composition and Term of Service:
The Bylaws state that the Nominating Committee has three members who are elected by the Congregation for three-year terms, plus one Board Member liaison Trustee in a one-year renewable term.
Outcomes:
Present a slate of candidates meeting the Board criteria for leadership needs in the upcoming year, at least 1 month prior to the Congregational electionsPresent a slate of candidates for all of the elective offices of the Church at the Congregational Meeting where elections are held.
Responsibilities:
Nominate a slate of candidates for all elective offices.Per the By-laws, nominees for any elective office must be members of the Church.Consults with the Board to ascertain future leadership needs and criteria for open positions.Consults with the Senior Minister and the Leadership Development team, and requests nominations from the Congregation, to identify potential leaders with the required skills.Continues our commitment to a transparent process allowing for Congregational input and receiving suggestions for nominations from any source.Ensures that nominations are based on qualifications and competencies rather than on personal relationships.Creates a slate of nominees to present to the Board, and certifies to the Board that the criteria have been addressed and that the nomination process was compliant with Board policies.Presents the slate of qualified nominees to the Congregation.Support leadership development within the Congregation.Stay up to date with the Board’s needs for changing roles and emerging leadership needsWork with the Senior Minister and Leadership Development Team to identify congregants who have demonstrated their commitment to personal growth, to leadership activities, and to the Foothills’ Mission and Values; and who have the particular skills that are needed in a given year.Use proactive communication practices throughout the year to share about leadership development opportunities created by the Leadership Development Team and open positions.
Policy Committee Charter
Date Revised: May 4, 2023
Purpose:
The Policy Committee is a working committee of Foothills Board of Trustees. It assists in focusing the Board on its governance role and in its efforts to ensure that the organization and governance of the Church serves its Mission and members.
Composition and Terms of Service:
The Policy Committee has two members and a Board of Trustees liaison.Members of the committee selects the chair.The Committee meets as needed.Each member serves a two year term that can be renewed.
Outcomes:
Annual review and recommendations for Policies and Bylaws updates
Responsibilities:
As requested by the Board, reviews and makes recommendations on matters of procedure to determine if they are within the Ministry or Board of Trustees purview.Reviews Bylaws for consistency with Church Mission and vision and identifies potential changes for the Board to take to the Congregation for a vote.Maintains and updates the Board Policy Book.Reviews the Policies to ensure they are consistent with Bylaws, they are clear and working effectively; and identifies needs for updates.Recommends Policies to address new Policy needs identified by the Committee or the Board.Maintains a reVision history of Policy changesReviews proposed changes to manuals and policies to ensure Operational Manuals are aligned with Board Policy.Educates the Congregation about policy-based governance as needed.
Linkage Committee Charter (Needs Updating)
Date Adopted: May 4, 2023
Purpose:
The Linkage Committee assists the Board in maintaining its focus on the future. Needs Updating
Composition and Term of Service:
The Linkage Committee has three to five members that may be members of the Board. At least one member must be a Board Member.Members of the committee select the chair.The Committee meets as needed.Each member serves a two year term that can be renewed once.
Outcomes:
Materials for the Board to develop capacity for future focusPlanned Visioning Efforts
Responsibilities:
Needs Updating
This committee helps to identify and, where appropriate, facilitate conversations between the Board and its sources of accountability and authority. It brings materials to the Board to help develop capacity for future focus, and takes the lead in planning for upcoming visioning efforts.