The content of the church’s Safety and Security Policies and Procedures manual is contained in various posts in the Policies and Procedures section of the website. The website also has the full manual in PDF form.

[This document is also available as a PDF document.]

Derived from Democratic Rules of Order, 7th Edition 2007

1) Chair: In accordance with the Church Constitution, the President of the Board of Trustees presides at all congregational meetings and, therefore, acts as Chairperson for this meeting. It is the Chair’s responsibility to lead the meeting, moderate the discussion and call for votes. The Chair is assisted, as needed, by a Parliamentarian to preserve order and fairness by following the Heritage Church Constitution, enforcing these Rules of Order, and applying common sense. The Chair and the Parliamentarian will be formally introduced at the beginning of the meeting and indicated as such in the meeting agenda and minutes.

2) Quorum. The Chair must find out if a quorum exists before the meeting begins and be kept informed of any drop in numbers that might cause a loss of quorum. The Chair should warn the members if this is likely to occur. The meeting may proceed informally without a quorum but no final decisions can be made.

3) Agenda: The agenda should be made known to members beforehand but can be changed by the members any time during the meeting except when a motion is on the floor. A decision to change the agenda, as with all other decisions, is made in accordance with Rule 4.

4) Decision making. Decisions can be reached informally or formally, as described below:

a) Informal. For issues that do not require a motion, a decision can be reached by consensus. If in the course of discussion, it appears that the group has reached agreement, the Chair says “If there are no objections then [the decision is described].” If an objection is raised by any member, a motion must be presented for the issue to be resolved. Otherwise the decision is recorded in the minutes as passing unanimously.

b) Formal. For all other issues, decisions must be reached by motions. A motion should be worded affirmatively and must not conflict with any higher law. Each motion must be seconded before it can be discussed. Once a motion is made and seconded, The Chair will cause the motion to be written down, repeat it to the members, and open the floor for discussion under Rule 5. Every motion not withdrawn must be voted on in accordance with Rule 8.

5) The final authority is the majority of voting members, provided a quorum is present, subject always to any applicable higher law (a law of the land, a constitution, a bylaw, or an existing standing rule).

6) Fairness (equal rights of members) and good order are the underlying principles of these Rules. To that end:

a) Members must wait for permission before speaking. The Chair will tell the members how to seek permission (e.g. standing in place, raising hands, or getting in line.) If several members wish to speak, the Chair will select one and note who should be next.

b) Members must show mutual respect. Speakers must not use personal criticism or ridicule to persuade a meeting. Members must not interject or interfere with another member’s right to speak except as allowed under a point of order.

c) A member must not take more than a fair share of floor time. The Chair may give a polite reminder to a speaker about speaking too long. If the speaker persists, the Chair may interrupt to ask the meeting for a decision on whether the speaker should keep speaking.

7) Good order: Members should discuss only one motion at a time. A new motion cannot be made until the motion on the floor has been withdrawn or voted on, except for the following which directly affect the motion on the floor: 

a) The mover’s privilege. During discussion, ideas for improving the motion may occur. If not more than one member objects, the mover may reword or withdraw the motion any time before it has been voted on. A seconder is required, but there is no vote. Once the mover submits new wording and it is seconded, and not more than one member objects, the Chair shall read out the reworded motion which immediately replaces the original motion for discussion and voting.

b) To Amend. Any member may move an amendment to the original motion. An amendment may delete, substitute, or add words that will modify the original motion but must not negate it or change the topic. When accepted by the Chair and seconded, the amendment becomes a new motion on the floor, temporarily replacing the original motion. This grants mover’s privilege to the mover of the amendment. The amendment is discussed and voted on. An amendment cannot be amended. It can be defeated and replaced by another amendment.

c) Postpone, refer: A motion can be postponed to an indefinite or a specific future occasion or referred to a committee for further study. A member wishing to do this can so move, and if seconded the motion is discussed and voted on before returning to the original motion.

d) To change the voting procedure. The Chair determines the method for voting. A member who believes there has been a miscount may ask, or if necessary move, that the vote be retaken using a more certain method. If the motion for a new procedure is seconded and passes, then the original vote is retaken.

e) Point of Order. A member who believes that a rule or the meeting’s good order is being breached may rise immediately and say “point of order.” The chair should allow the member to explain and, if necessary, should immediately call for a vote for a decision.

8) Voting: Common voting methods include voting by ballot, standing, show of hands, show of voting cards, and voice. The Chair decides on the method for voting, subject to any motion for a different procedure. Yea, Nay, and abstention votes must be solicited, counted and recorded in the minutes for every motion, regardless of voting method utilized.

a) For a motion to pass, a quorum must be present and more than half the votes cast must be affirmative. An equal number of Yea and Nay votes defeats the motion.

b) Members who believe that discussion is complete may get permission to speak and ask that a vote be taken, or the Chair may ask “are you ready to vote?” The Chair should not accept or make a call for a vote if members who have not yet spoken are waiting to do so. A member who believes that the chair is calling for a vote too early or delaying too long can rise on a point of order and move for more discussion or an immediate vote. If seconded, that motion should be voted on with little or no discussion.

9) Other Motions. All motions require a second.

a) Informal discussion: A motion to informally discuss some topic, if passed, allows members to consider an idea without the formality of a motion.

b) Rescind, reconsider: A previous decision can be reconsidered by the members at any appropriate time during the same or subsequent meeting if new discussion or decisions call into question the appropriateness of the earlier decision.

c) Ratify a previous decision: A decision exceeding the authority of a member, committee or meeting can be ratified at a later meeting.

d) Adjourn, and set new date.

10) The Chair decides any matters not covered by these rules, in accordance with The Democratic Rules of Order, applicable constitution, law, or bylaw, and common sense.

[These rules were used at the Annual Congregational Meeting in June, 2014.]

1. The Heritage Universalist Unitarian Church as a whole, and its Board of Trustees in particular, has ultimate control over the content of the church website, the church newsletter, and official church social media.

2. Content must be intended to further the mission and aims of Heritage Universalist Unitarian Church. Information must concern the organization or activities of:

• Heritage UU Church, or
• Another UU church/organization, or
• A social justice or interfaith organization of which Heritage UU Church is a member, or
• A social justice or interfaith organization/event which a Heritage congregant has attended or will attend.

Columns appearing in the “Opinion” section of the newsletter must be the work of a Heritage congregant.

3. Content must be used in a way that respects the rights of copyright holders.

4. Content must respect privacy rights. In particular, with regard to publicly-viewable images that were taken or recorded by church members or staff:

a. Recognizable images of a living adult can be used only if there is a reasonable expectation that the person would not object, such as if the person gives permission to do so, if pictures of the person have been used or published previously, or if the images are of attendance at a public event, such as a worship service or other activity to which all have been invited.

b. Recognizable images of a minor can be used only after it is determined that a parent / guardian has provided permission for the minor’s images to appear on the Internet.

5. Content must merit a “G” rating, suitable for all audiences.

6. Content must not violate federal, state or local laws, or government regulations.*

7. The web administrator will review the submitted content for adherence to content policy and style guidelines, and reserves the right to revise and edit website contributions using his or her best judgment.

---

* A guide to some regulations can be found in the Unitarian Universalist Association’s document, “The Real Rules: Congregations and the IRS Guidelines On Advocacy, Lobbying, and Elections.”

Once again, election season is upon us. During this time (and in fact, all the time), it is important to remember that Heritage Church is a 501(c)3 tax-exempt organization – which means that we are not permitted to engage in partisan political activity. Let’s take a look at what that phrase means:

• Neither the church, nor anyone who is representing or speaking on behalf of the church, may endorse, or advocate for or against, any candidate for public office.
• Neither the church, nor anyone who is representing or speaking on behalf of the church, may advocate for or against any political party.
• Neither the church, nor anyone who is representing or speaking on behalf of the church, may distribute campaign material such as partisan literature, candidate bumper stickers or signs, brochures, etc.
• The church cannot fundraise on behalf of candidates, or donate meeting space to candidates, their organizations, or their political parties.

Misconceptions abound, however, according to the Unitarian Universalist Association publication “The Real Rules” (https://www.uua.org/justice-programs/realrules). For example, it is not “illegal,” nor is the church’s tax-exempt status put in jeopardy, when anyone in the church – or even the congregation as a whole – speaks out or takes a position on public policy issues. Religious communities have long advocated for and against the many different issues of their day, and that is perfectly acceptable. Faith communities also have a long tradition of “speaking truth to power,” which sometimes includes holding public officials (i.e., current office-holders, as opposed to candidates for public office) accountable for their actions.

It is also perfectly acceptable for individual church members (even staff members, ministers, Board members, etc.) to be politically active and even partisan – as private citizens. They simply aren’t allowed to do so when they are representing the church. Similarly, it is perfectly acceptable for individuals, as private citizens, to distribute campaign material.

But here are a few reminders:

• We ask that you do not bring campaign signs or literature into the church building (yes, you may wear your T-shirts and buttons to church, provided you are not a staff or Board member, but remember to be respectful of the differing views and opinions of others).
• If you wish to share information or materials with others, please do so outside the church building. Even then, we ask that you remain respectful and consider appearances. Be aware that any activity happening at or near the church can be construed as being endorsed by the church, even if it is not.
• We do not invite candidates for public office to speak at Heritage Church.
• Remember that several years ago, the Board voted to have Heritage stop being a polling place in the community because of the highly charged, divisive, even toxic political atmosphere it brought into our sacred space. Let’s keep our building and our property free from the acrimony that abounds in so many other areas of our lives today.

October 14, 2018.

The Heritage UU Church Finance Committee finalized a recommended Investment Policy on December 10, 2020, and the Board of Trustees approved the policy on December 14, 2020.

Investment Policy Statement in PDF format

Background

Heritage Universalist Unitarian Church (HUUC or “the church”) General Fund uses a simple bank checking account for day-to-day operations and routine transactions. Pledge donations, general donations, rent receipts, fund-raising proceeds, and other miscellaneous receipts are deposited into the account. Salaries, utilities, routine maintenance expenses, and other operating expenses are paid from this account, as well as distributions for the “minor” funds, such as the music fund, garden fund, outdoor chapel fund, and others.

Cash balances tend to ebb and flow, with cyclical needs. Occasionally, when bank interest rates are worth the trouble, some funds are set aside in FDIC insured bank savings accounts, fixed maturity certificates of deposit, or a money market account for anticipated budgeted expenses.

The finance committee recommends that a certain level of cash be kept in liquid accounts, and any excess be invested. At its September 14, 2020 meeting, the HUUC Board of Trustees approved the following policy statement for management of our cash-on-hand balance.

Policy statement

Liquid cash retention is calculated on an annual basis upon adoption of the HUUC Annual Budget. A liquid cash target of 15% (+/-3%) of the annual expense budget should be retained in cash reserves, allowing the rest to be invested.

Rationale for policy based on research and historical financial data:

• The Unitarian Universalist Association recommends that a congregation have cash reserves of 6%, so our recommendation is conservative for ease of operations.
• Projected total year pledges at historical 95% realization rate is reliable.
• Anticipated rent and other income are not assumed as necessary revenue streams.
• No adjustment is made for distributions from the “minor” funds, which are typically unplanned expenses.

Posted 9/21/2020.

Policy,
Rules for Pictures,
Content of Articles,
Timing,
Submittal Method,
Miscellaneous

Policy

All material provided must meet the requirements of the Media Content Policy.

Rules for Pictures

Pictures should be sharp and clear, and should be large in size, that is, have high resolutions.

If you take pictures of people, get permission from all people in the picture to have their picture appear on the Internet and in the Heirloom. Inform the web administrator or Heirloom editor that permissions have been granted.

If you find a picture on the Internet that you want to use, make sure it does not have copyright or usage restrictions. Send the web administrator or editor a link to the picture on the Internet.

Please use photographs as opposed to clip art or images with text. However, if a suitable photograph cannot be found, clip art is acceptable.

Content of Articles

Include the following pieces of information:

• A title for the article.
• Who to contact for more information, with an email link or phone number.

If it is an event, also include the following:

• Date and time of the event.
• Location of the event, if it is not Heritage Church.
• Description of the event.
• Who the event is open to (examples: women of the church, church members and friends, adults and high school teens, the public).
• Whether childcare will be provided, or is available upon request, or is not available.

Provide any links needed (for example, to an external webpage or to an email address).

Try to follow the Website Style Guidelines as much as possible.

Timing

Submit material at the time you want it to appear on the website, and/or prior to the submittal due date for the Heirloom.

If you submit an article for an event that will happen several months in the future, the Heirloom editor will repeat the article unchanged in succeeding months of the Heirloom, and you do not need to resubmit it.

If you want an article to be repeated in succeeding months but with changes (such as changes of date), you will need to arrange for this with the Heirloom editor.

Submittal Method

Type (or copy and paste) the text into the body of an email message, or attach it to an email message as a Microsoft Word document. Send any pictures as attachments to emails.

Send items to the email address of the editor. You can call the church office to get that email address. Within 24 hours, the editor will send you confirmation of receipt. If you do not receive such confirmation, please call the editor.

Miscellaneous

The web administrator and/or Heirloom editor make the final decision regarding what text and pictures to use, and also reserve the right to edit the text and pictures submitted.

If you have questions, contact the web administrator at the email address below.

Double-check the material to make sure it follows the Website Style Guidelines.

For announcements that should be in the Order of Service or the weekly “Our Heritage Connection” email, email the announcement to the Church Administrator at:

For material intended for the website, email it to the web administrator. Contact the Church Administrator for the email address.

Include a title for the item.

Type or paste the text content in the body of the email. (An attached document in Microsoft Word or Rich Text Format (.rtf) is also acceptable.)

Provide any links needed (for example, to an external webpage or to an email address).

Send photos as a file attached to the email. Do not embed photos in the body of the email. Large, high-resolution photos are preferred.

1. Generally aim for short, concise writing, while still being complete.

2. If a post must be longer than 300 words, break it up into sections with sub-headings.

3. Organize the information using the “inverted pyramid approach” used in newspaper reporting, where the most important information is put at the top. This important information includes the “who,” “what,” “when,” “where,” and “why,” and sometimes includes the “how.” This key information is followed by more detailed information, and the post wraps up with background information. For more information on this approach, see the Wikipedia article on “Inverted pyramid” at https://en.wikipedia.org/wiki/Inverted_pyramid.

4. Consider using a “hook” sentence or two at the beginning to engage the reader’s interest, before going into the inverted pyramid approach. This is optional, and will depend upon the tone of the piece.

5. Use short paragraphs in preference to long ones.

6. Use bullet points for lists of similar items. Use parallel construction in bullet points. (For example, if the first bullet point is a complete sentence, make all of them complete sentences. If the first is a phrase, make all of them phrases with a similar structure.)

7. Write in Standard English.

8. Aim for a tone that is informal and friendly.

9. When you have a “call to action,” keep these points in mind.

a) Use an imperative command only for a broad, important moral issue. Example: “Join the Immigration Rights rally on the courthouse steps on Thursday.”

b) You can also use an imperative for simple website navigation. Example: “Read more.”

c) Otherwise, Request (“Please …”), Invite (“The Board invites you to …”) or Offer (“If you wish, you can …”).

10. Try to keep post titles short.

11. When naming a post title or using a sub-heading, use “title case,” also known as “headline style.” Capitalize the first and last words of the title and all nouns, pronouns, adjectives, verbs, adverbs, and subordinating conjunctions (if, because, as, that, and so on). For the HUUC website, make the following types of words lowercased unless they are first or last: articles (a, an, the), coordinating conjunctions (and, but, or, for, nor), and prepositions of fewer than five letters. An online tool for converting to title case is at https://www.titlecase.com/.

12. Other than for worship or Sunday morning R.E., if the item involves a meeting or event on a certain date, then in the subtitle include the the day of the week, the month and day, and the time.

13. When giving a byline, do not capitalize the “by.”

14. When using an acronym or abbreviation, spell out its full meaning the first time it is used. For example: “The Unitarian Universalist Association (UUA) is the national organization to which Heritage Church belongs. The UUA was formed in 1961.”

15. When referring to our church, try to avoid using “HUUC.” Instead use something like “Heritage UU Church,” “Heritage Church,” or “our church.”

16. The first reference to a minister should use “Rev.” followed by first and last name. Example: “Rev. Bill Gupton.” If the first reference is in a sentence, the word “the” should appear in front of this, such as, “Our minister, the Rev. Bill Gupton, is encouraging everyone to join in this nationwide protest.” Subsequent references can use that minister’s preferred shortened address, such as “For seven days, Rev. Bill will lead the Anderson Township Journey to Justice Walk.”

17. When using dates, follow these formats:

a) Spell out the date without abbreviations. Example:
November 19, 2014

b) If the date refers to an upcoming event, include the day of the week. Example:
Wednesday, November 19, 2014

c) In a post title, if a date refers to an upcoming event in the current year, leave off the year. Example: Wednesday, November 19

d) When giving a date without a year, use the numerical date of the month without adding a “th” or “rd.” For example: December 7 (not December 7th).

18. When using times, follow a 12-hour clock, give both hours and minutes, and use “a.m.,” or “p.m.” If an event is at noon, use “noon.” Examples: 11:00 a.m.; 12 noon; 2:30 p.m.

19. For hyperlinks in the body of text, the text should be written so that it does not tell the reader to “click here.” (For example, it will end up saying “the UUA site,” NOT “for the UUA site, click here.”) The person submitting material should give both the text and the website/email address.

20. For email addresses, try to use Heritage Church email forwarders instead of people’s own email addresses. Use capitalization in the first part of the address to make its meaning clearer.

For more on writing for the web, see this article on legibility, readability and comprehension.

For basic style considerations, consult The Elements of Style by William Strunk Jr. and E. B. White.

For more detailed information on how to handle specific situations, consult the Wikipedia Manual of Style at https://en.wikipedia.org/wiki/Wikipedia:Manual_of_Style.