[Adopted July 24, 2014; amended Oct. 20, 2016]
The Board of Trustees has adopted the following annual calendar to guide its work and the work of church officers and board committees. The board will review this calendar annually and update it as necessary in October each year. The calendar as amended October 20, 2016 is as follows:
Monthly
- Review financial report(s)
- Review by Fiscal Review Committee of financial condition and protection of assets, with reporting to board by treasurer of any issues (monthly except July)
- Review minister’s report
- Make committee and task force appointments as needed
July
- Elect officers per bylaws
- Adopt check-signing resolution
- Preview board tasks for coming year
- Discuss board meeting document-handling
- Discuss ends statements (review for continued appropriateness and to introduce to new board members)
- Fill vacant board committee and task force positions (need to be filled by September, but process should begin now to allow the Nominating Committee to recruit)
- Treasurer: Audit Committee start past year audit (or obtain outside review every five years)
- New board members and mentors – stay after meeting to debrief and answer questions
- Incoming president – receive briefing from minister on safe congregation issues
- Monitoring – Annual report of the Fiscal Review Committee on the prior fiscal year results
- Mission and Vision – revisit every five years (last completed in May 2013)
August
- Board retreat – team building and training on governance, finance, policies, oversight, etc. (may take place in September)
- Monitoring – annual report by minister on plan to achieve ends and vision of ministry during the upcoming program year
September
- Board retreat – team building and training on governance, finance, policies, oversight, etc. (may take place in August)
- Review corporate statute changes, if any
- Nominating Committee: begin publicizing board and delegate positions
- Investments and Endowments Committee – semi-annual report
- Strategic plan – revisit annually and revise as necessary; develop new strategic plan every five years after completion of new mission/vision statements (planning last commenced in 2014)
October
- Review audit of past fiscal year
- Decide and submit board budget requests for next fiscal year
- Review board member job description and revise as needed for Nominating Committee’s use
- Review insurance coverage to prepare for January renewal or new company
- Annual review and revision of this calendar as necessary
- Nominating Committee: continue publicizing board and delegate positions
- Monitoring – minister’s report on stewardship (October, January, May)
November
- Annual review of board policies and resolutions; amend as necessary
- Review board committee and task force structure
- Review minister’s recommendations on property/liability insurance (renews Jan. 1)
- Nominating Committee: continue publicizing board and delegate positions
- Nominating Committee: Interview prospective board candidates and delegates
- Monitoring – external report – financial review (November, May)
December
- Start minister evaluation process (to be completed by March board meeting) based on review of achievement of Ends, Mission and Vision (a subcommittee of the Board may be assigned to draft the initial evaluation for review and approval by the board at its March meeting)
- Begin annual review by board of achievement of ends and vision of ministry pursuant to annual plan
- Begin discussion of vision for next budget
- Begin discussion of board budget requests for next fiscal year
- Nominating Committee: Interview prospective board candidates and delegates
January
- Continue minister evaluation process (to be completed by March board meeting) based on review of achievement of Ends, Mission and Vision
- Continue annual review by board of achievement of ends and vision of ministry pursuant to annual plan
- Nominating Committee: Recommend board candidates and delegates
- Nominating Committee and Board: Assign mentors to board candidates
- Training sessions with board candidates to review church governance
- Monitoring – minister’s report on stewardship (October, January, May)
- Monitoring – report by minister on budget development for next program year
February
- Continue minister evaluation process (to be completed by March board meeting) based on review of achievement of Ends, Mission and Vision
- Continue annual review by board of achievement of ends and vision of ministry pursuant to annual plan
- Training sessions with board candidates to review church governance
- Appoint delegates to Regional Assembly and UUA General Assembly
- Board candidates: Observe at least two board meetings before election
- Monitoring – report by minister on budget development for next program year, including report on staff compensation and benefits
March
- Complete minister evaluation process based on review of achievement of ends, mission and vision
- Complete annual review by board of achievement of ends and vision of ministry pursuant to annual plan
- Decide minister’s compensation for budget development
- Set annual congregational meeting date
- Review staff compensation and benefits with minister for budget development
- Mentors: Training sessions with board candidates to review church governance
- Board candidates: Observe at least two board meetings before election
- Monitoring – report by minister on budget development for next program year
- Investments and Endowments Committee – semi-annual report
April
- Plan annual congregational meeting and set agenda
- Discuss draft budget (and approve budget if in final form)
- Approve other annual meeting documents
- Receive Nominating Committee report
- Give notice of annual congregational meeting
- Review minister’s recommendation on worker’s compensation insurance (renews June 1)
- Mentors: Training sessions with board candidates to review church governance
- Board candidates: Observe at least two board meetings before election
May
- Approve annual budget for submission at annual congregational meeting
- Conduct annual congregational meeting (approve budget and elect trustees)
- Monitoring – minister’s report on stewardship (October, January, May)
- Monitoring – external report – financial review (November, May)
June
- Discuss election of officers for next year
- Review past year board performance and compliance with governance policies
- Committee on Ministry – annual report
- Monitoring – direct review by board of compliance with executive limitations policies