By-Laws

Revised and adopted on May 18, 2008.

Article I: Name

The name of this church shall be the Unitarian Church of Quincy, Illinois. While autonomous, the church is a member of the Unitarian Universalist Association.

Article II: Object

The object of the church is set forth in its Covenant as follows:

"We unite in the free quest of high values in religion and life."

The affirmation of the church is as follows:

"Love is the spirit of this church and service is its law.
United in the free quest of high values in religion and life,
we covenant with one another to dwell together in peace,
to seek the truth in love, and to help one another."

Article III: Membership

Any person 18 years and older who is in sympathy with the purpose and methods of this church may become a member by signing the Covenant. Membership becomes effective after the Board of Trustees formally acknowledges the new member as an active member of the church. An active, or voting, member is one who attends, participates, contributes, or gives other evidence of regular interest in the church. Transfer of membership from active to inactive may be made at the request to the Board of Trustees by the member. In addition, the Membership Committee of the church shall annually canvass the membership roll and, after consulting with the member concerned, recommend to the Board of Trustees a change from active, or voting, member to an inactive, or non-voting, membership. If the committee or the board is unable to consult the member concerned, the committee may yet recommend to the Board of Trustees, an appropriate membership status.

Article IV: Church Government

1. Board of Trustees
   1. Election and Terms
      The Board of Trustees shall consist of nine members of the church's active membership Chosen for terms of three years. A board member may be elected to serve one second term. New trustees and trustees who offer to serve a second term shall be elected at each annual meeting; new trustees shall fill terms whose members have expired. The Board of Trustees shall annually elect a president, a vice-president a, secretary, and a treasurer from the Board of Trustees. Officers must be re-elected or replaced at the annual meeting of the Board of Trustees. In order that the entire membership may be brought into a more vital connection with the church through sharing responsibilities, trustees shall not be eligible, after having served six consecutive years, to serve again until at least one year has passed. Trustees chosen by the Board of Trustees to serve an unexpired portion of a term are eligible to serve two full terms in addition.
   2. Duties and Responsibilities
      1. To elect officers as described in Article IV, A.1.
      2. To establish rules for its own governance.
      3. To appoint chairmen and members of standing and special committees as described in Article VI.
      4. To maintain a list of committee duties and procedures.
      5. To acknowledge as members those who have signed the Covenant, to act on petitions from individual members to transfer their membership from one status to another, to review the annual recommendations of the Membership Committee about transfers of members from one category of membership to another.
      6. To review actions of the treasurer and to administer the business affairs of the church, to oversee annually the audit of the treasurer's records.
      7. To submit to congregational vote the expenditure of an amount more than five percent of the current year's budget.
      8. To contract outside bookkeeping if this is deemed desirable.
      9. To set dates of annual and special meetings as described in Article VII, D & E, below.
      10. To set dates for special worship meetings.
      11. To identify and present to the congregation candidates for the position of minister (See Article 5, A, below),
          1. by appointing a search committee,
          2. by reviewing the credentials of candidates,
          3. by working with the search committee to formulate the letter of agreement which contains conditions of appointment and duties of the minister and a letter describing the annual compensation offered.
          4. by presenting the question of appointment of a candidate at a special or annual meeting.
      12. To review the report of the Ministerial Committee annually and discuss the evaluation with the minister.
      13. To oversee employees other than the minister, to interview candidates for employment, to hire, evaluate, and hear grievances.
   
   
2. Officers' Duties.
   1. President. To preside at meetings of the church and of the Board of Trustees.
   2. Vice-President. To preside at all meetings of the church and the Board of Trustees when the President is absent.
   3. Secretary. To keep records of all meetings of the church and of the Board of Trustees, in consultation with the Membership Committee to keep a correct roll of the members of the church, to send notices of church meetings to both active (voting) and inactive members, and to perform such duties as may devolve upon the office.
   4. Treasurer. To hold in custody all funds, except the Memorial and Capital Trust Funds, in appropriate depositories, to keep an accurate account of all receipts, expenditures, and assets, to pay bills, to render at annual meetings and at other such meetings as may be required a financial statement of the church, to provide regular reports of financial activities to the Board of Trustees, to supervise any contracted bookkeeping services and to assist in whatever audits are conducted.

Article V: Minister.

1. Appointment.
   1. The Search Committee and Board of Trustees will present the candidate and his or her credentials at a special or annual meeting.
   2. A letter of agreement establishing the duties of the minister and a letter establishing the annual compensation will be formulated by the Search Committee and the Board of Trustees. Both letters will be given to the candidate and copies will be made available for review to the congregation from the time of the notice of the special appointment meeting at the church.
   3. Approval shall be made by a three-fourths majority vote of voting members (See Article VII, 7, for quorum definition) at a special or annual meeting.
2. Duties.
   The duties of the minister shall be set out in the Letter of Agreement.
3. Dismissal.
   A simple majority vote of the voting members at a special or annual meeting shall be sufficient for dismissal.

Article VI: Committees of the Church

1. Standing Committees.
   

   Members of standing committees are appointed by the Board of Trustees.

   1. Building and Grounds Committee maintains church property; arranges for cleaning services, snow removal, and yard care; supervises purchase of supplies; receives estimates for renovation and repair projects; and assists in the purchase of equipment.
   2. Fellowship Committee plans social gatherings of the church community and schedules hosts for the Sunday morning coffee hour.
   3. Finance Committee develops a proposed budget, plans and promotes an annual pledge campaign, sends reports to contributors on pledge status, and advises the Treasurer on the financial well-being of the church.
   4. Memorial Fund and Capital Trust Endowment Committee receives and acknowledges gifts to the Memorial Fund, receives bequests or contributions to the Capital Trust Endowment, invests memorial funds and capital trust funds separately in prudent and insured investments, distributes monies for purposes in keeping with the Funds' intent, and provides quarterly financial reports to the Board and an annual audit to the Board. The committee or the Board may request funding for memorial purposes. Board approval is required. Monies are not to be used for operational purposes. Interest income from the Capital Trust Endowment may be distributed upon the vote of the Board of Trustees. The principal shall be drawn upon only by a three-quarters vote of the active, voting church membership. The membership of the church shall be notified by mail of an impending vote on expenditure of fund principal at least three weeks before a meeting for which said vote is on the agenda.
   5. Historical Records Committee maintains and protects historical documents, minutes of Board and congregational meetings, photographs, records and publications; assists in historical research; and supervises historical publications.
   6. Membership Committee maintains membership records and submits these to the Board, welcomes newcomers, encourages membership, and assigns responsibility for greeting and ushering at Sunday services.
   7. Ministerial, Human Resources, and Risk Management Committee meets regularly with the minister, reviews ministerial effectiveness, prepares personnel policies, reviews risks and recommends appropriate actions, and provides liaison between, the staff and membership.
   8. Music Committee selects organist and determines his or her compensation with the approval of the Board, cooperates with the organist in order to provide music for Sunday services and special events, and oversees the maintenance of the organ and pianos.
   9. Newsletter Committee compiles information and produces a monthly newsletter and processes, addresses, and mails the issues.
   10. Public Relations Committee maintains church website, submits news releases and paid advertising notices to local and area newspapers, radio, and television stations.
   11. Religious Education Committee promotes religious education programs to children and adults, consults with the Ministerial, Human Resources, and Risk Management Committee on the employment of Sunday School assistants, and gives regular guidance.
   12. Social Outreach Committee brings to congregational notice concerns among members, appeals for help in the church, and in local, national, and international causes.
   13. Worship Committee arranges for Sunday morning speakers and supporting participants.
   14. Chancel Decorations Committee encourages contributions of floral arrangements or art objects for Sunday services.
2. Special Committees
   1. Search Committee composed of active members appointed by the Board of Trustees when such a committee is required and who serve until a new minister is hired, identifies and recommends to the Board of Trustees, good candidates for the position of minister.
   2. Other committees may be appointed by the Board of Trustees as needed.

Article VII: Meetings.

1. Presiding Officers.
   The President of the Board of Trustees shall preside at all meetings of the church. In the absence of the President, the Vice-President of the Board shall preside. In the absence of the President and the Vice-President, a temporary chairman shall be elected from the floor.
2. Conduct.
   Roberts' Rules of Order, Latest Edition, shall be followed in the deliberative meetings of the church and the Board of Trustees.
3. Voting.
   1. Only active, voting members have the right to vote at church meetings.
   2. Voting by mail or absentee ballot must be approved by the Board.
   3. Forty percent of the roll of active members shall constitute a quorum for all meetings.
   4. Incurring planned indebtedness shall require a three-fourths vote of active, voting church members. The membership must be notified by mail of an impending vote at least three weeks before a meeting in which the vote for indebtedness is on the agenda.
   5. Questions involving the By-Laws require a two-thirds majority vote of active, voting members present for passage. All other questions require a simple majority for passage.
   6. Each member entitled to vote at a meeting of members may authorize another person or persons to act for him or her by proxy, but no such proxy shall be voted or acted upon after eleven months from its date, unless the proxy provides for a longer period.
4. Annual Meeting. The annual meeting of the church, as determined by the Board, shall be held within thirty days following the end of the fiscal year. An agenda of business to be conducted shall be mailed to all voting members at least three weeks before the meeting.
5. Semi-Annual Meeting. The Board of Trustees may call a State of the Congregation Meeting in January for informal review of business and various concerns of the church.
6. Special Meetings. The Board of Trustees may call a special meeting, and must call a special meeting upon the request of ten members of the congregation. The Board must give notice of such special meetings from the pulpit and by mail at least three weeks before the meeting and explain the purpose of the proposed meeting. In case Sunday services are not being held at the time of the special meeting, a written agenda must be mailed to all voting members at least three weeks before the meeting and shall be considered sufficient notice. The agenda of the special meeting shall be limited to the items specified in the agenda.

Article VIII: Church Year

Sunday morning services shall begin the second Sunday of September and end upon the first Sunday of June. After the first Sunday of June, informal gatherings and discussions may be held during the summer. The fiscal year of the church shall begin May 1 and extend through April 30 following.

Article IX: Amendments.

Amendments to these By-Laws may be made at any legal meeting of the church provided that the proposed amendment, reviewed and endorsed or not endorsed by the Board, shall have been fully set forth in the notice for a special meeting or by mail to all active members at least three weeks before said meeting. A review of the By-Laws as a whole shall be made every five years.

This revision of the by-laws was adopted on May 18, 2008.