What will happen at our annual meeting this year?  Many wonder what may be on the agenda, so let’s talk about that now.  There will be a financial report and a vote on a budget for the new fiscal year starting July, 2021.  There will be a slate of candidates for new Board of Trustee members, the name of the proposed new Endowment Trustee, and a slate for new Nominating and Recruiting Committee members.  Those are the standard agenda items. There will also be proposed changes to our bylaws.  

In addition this year there will be a vote on adopting the 8th principle.  The Board will host a Board Special Edition: Consider the 8th Principle on Friday, April 23, 2021 at 6:00 pm. The Board will create space to hear the pros and cons from church members before the congregational meeting regarding the idea of adopting the 8th Principle.   

To find out more about the entire congregation meeting, please read more and plan to attend a congregational conversation at our Town Halls on April 21 at 6:30 pm (COMPLETED) and April 25 at 11:45 am. 

8th Principle Vote 

There have been many open sessions introducing the 8th principle and discussing its meaning for us at UCE.  Two more sessions are planned – one on April 11th after coffee hour and one Friday evening, April 23rd.  The Friday, April 23rd meeting will be co-hosted by the Board of Trustees and the 8th Principle Team as we seek to listen carefully to all members on this topic. Links to both of those meetings can be found in the newsletter for those weeks.  In addition, your covenant groups are holding discussions on the 8th principle, as are other small groups.  If you would like a discussion guide and/or facilitator for your group, please contact the Board for more information (BOT@ucevanston.org). 

The Board of Trustees is recommending we call for a 75% YES count for the vote on the 8th principle at the annual meeting.  We believe it merits a 75% positive vote because it is a significant addition to our guiding principles! 

Changes to Bylaws Vote 

As part of the Interim work, the Board has been reviewing the bylaws and has found a few areas that need to be updated to more closely reflect  the practices of UCE. Some of the changes to the Bylaws are technical, clarifying how UCE is operating and fulfilling our mission.  The Board proposes   

1.  We change all pronouns in the bylaws to gender neutral pronouns. 
2. Any minister of the Unitarian Church of Evanston, whether called or hired, shall have freedom of the pulpit.  Until recently, we had only called ministers, and we believe we should change the bylaws to ensure this is clear: all ministers have freedom of the pulpit. 
3. To update the table of contents to match any changes. 

Other changes are more complex.  

1. Currently a board member may serve up to three terms within a ten-year period.  The Board proposes that these three terms be staggered by requiring a three-year hiatus before being slated again, if a trustee has already served two terms within an eight-year time period.   
2. We need to clarify how senior staff positions are filled within a modified policy governance structure such as that at UCE.  Language has been added to show that, while the senior minister is always called by the congregation, other positions may be hired by the senior minister in covenantal consultation with the Board of Trustees and the Executive Team.  Contracts with these hired employees will be co-signed by the senior minister and the Board President, with approval of the Board of Trustees. The positions affected are a minister other than senior minister, a director of religious education, director of congregational life, director of music and executive operations director.  

Please note that, since all changes are clarifications and corrections, we will vote for the full list of changes all at one time; there will be only one vote for all the bylaw changes. This will also ease the complexity of our Zoom voting process. 

Please attend town hall meetings to discuss the proposed budget and these proposed bylaw changes on Sunday, April 25 at 11:45am (following the special UUANI service at 10am and a brief coffee and conversation time.)  Please plan to attend the Board Special Edition on the 8th Principle on Friday, April 23 at 6:00pm.  Meanwhile, should you have any questions or concerns, please contact a board member or email us at BOT@ucevanston.org. We want to hear from you! 

As a part of the interim process, the Board of Trustees has been meeting with some of the committees with whom it has a working relationship, namely Nominating & Recruiting, Integrated Stewardship Council, and the Endowment Committee.  The Board appreciates these conversations and the opportunity to strengthen our relationships with these committees.   

Some of these meetings have generated questions that need additional time and consideration.  As a result, the Board of Trustees has commissioned a task force to review and evaluate current Endowment management practices and procedures relative to their alignment with the overall budgeting process of UCE; to recommend to the Board and the congregation an Endowment management and distribution structure consistent with the UCE bylaws that reflects best practices of congregational endowments comparable to that of UCE; and if appropriate, make recommendations for changes in policies, procedures, or bylaws.   

If you are interested in hearing more about the task force or would like to be involved, please contact the Board at BOT@ucevanston.org by Monday, March 29th.  Thank you.