[Fuusm-l] From FUUSM Board of Trustees

Wed Aug 16 16:16:54 CDT 2023

Here is the further explanation Ted invites about the proposed Policy and Procedure on Congregational Meetings that I sent out yesterday. (I have attached a copy to this email.)

Mainly I will talk about the part of the document called "Procedure" -- parts 1, 2 & 3, then I will say something about the "Policy" part of it.

Part 1of the procedure began as a request from some FUUSM members that future congregational meetings should not include a vote on any business items that the congregation did not know would be brought up at the meeting. That was a reaction to Darryl's motion (at the April 23 annual meeting) for the types of meetings that resulted in the Dialogue Sessions going on now - it was raised under "items for the good of the Society."

The concern was, members who choose not to attend a certain congregational meeting might have decided otherwise, if they knew that a specific piece of "business" was at issue.
(E.g. Ted, as I recall, you and Linda left part way through the April meeting -- if the agenda had let you know about the motion Darryl was going to make, and if you were sufficiently concerned or interested, you might have stayed to the end. Just an example.)

Part 2 of the procedure simply puts in writing, what has been the practice (as long as I've seen) for Zoom attendees at congregational meetings -- that if they are voting members of FUUSM, their Zoom attendance lets them count toward a quorum as well as vote in that meeting.

Part 3of the procedure is to make clear that under our bylaws, there is another way for members to call an actual congregational meeting, instead of the "congregational style" meetings that resulted in the Dialogue Sessions. That other way is the "Special Meetings" that can be called by a petition 10 or more members.

Between the April 23 meeting and the first Dialogue Session, questions came up about with the Dialogue organizers about whether the April vote on Darryl's motion was itself, a petition sufficient to make the Dialogue Sessions a "congregational meeting" (at which business binding on the congregation could be transacted). I explained to the organizers why, in my view, it was not -- with the result that the Dialogue Sessions cannot decide any business issues binding on the congregation. (On the other hand, they can result in recommendations, and I have urged the organizers to have some kind of a report to the Board as an end product of those sessions).

So, Part 3 clarifies how the "Special (Congregational) Meeting" by petition works, which in turn might help those who feel strongly enough about the dialogue sessions issue that they have a way to call a congregational meeting - if they want - in which specific items of business might be decided with binding effect on the congregation. On the other hand, they may choose (at the dialogue sessions) to just make recommendations to the board, or choose to do nothing at all.

ThePolicypart of the document was put there because our FUUSM ground rules (the 2003 "Policy on Policies" that we on the Board look at when we are considering something like this) says that the Board can adopt a "procedure" by itself (with 2/3 vote of the board) -- butpolicies must first be sent out to the congregation, to let them know that board intends to vote on the matter at its next meeting, and that we invite congregational input. We on the Board felt that the things we were proposing in the above procedures were important enough that we should invite congregational input. So it made sense to also put in the relevant Policy language (what we believe, what we want to accomplish) as well as the procedure (how we want it accomplished). Those "what" and "how" statements come directly from the 2003 "Policy on Policies" that, as I said, the board follows on these things - our ground rules, which this board didn't invent, but which have been there since 2003. (You can find it on FUUSM's website).

Thanks for inviting more input, Ted. There you have it.

Tom
Board President

------- Original Message -------
On Wednesday, August 16th, 2023 at 3:59 PM, Ted Goertzel <tedgoertzel at gmail.com> wrote:

> Perhaps Tom or someone could begin by explaining why they are proposing this. Is there some perceived fault in the way we have conducted congregational meetings? Is there something that we haven't considered that someone wants to bring up? Does this have something to do with the recent concerns about the minister's performance? Or is this just Tom being a lawyer and wanting to formalize everything? I have a vague feeling that something is going on that isn't being discussed. Why is changing the rules viewed as a priority?
>
> On Tue, Aug 15, 2023 at 2:33 PM Teresa Hayes via Fuusm-l <fuusm-l at fuusm.org> wrote:
>
>> Dear Tom and other members of FUUSM,
>>
>> The proposed Policy and Procedure on Congregational Meetings seems to need an editor. Policies and procedures are often written is such a way that the average person has difficulty understanding what is being said, when in fact they need to be written in clear and concise, simple and understandable language. I am not a writer or an editor, so this isn't offered as a service. It is offered as an observation after reading the proposed policy.
>>
>> On Tuesday, August 15, 2023 at 10:51:38 AM EDT, Tom Cunningham via Fuusm-l <fuusm-l at fuusm.org> wrote:
>>
>> Dear FUUSM congregation,
>>
>> Attached is a proposed Policy and Procedure on Congregational Meetings. If adopted, its purpose would be to strengthen FUUSM's process of democratic governance by promoting efficient congregational meetings, in which voting members have an informed and meaningful opportunity to vote on FUUSM business.
>>
>> At our meeting last evening, the Board of Trustees decided that we want to move forward with adopting this. To do so, we decided we will discuss and vote on a motion to adopt the Policy and Procedure at our next meeting, Monday, September 11 at 6:30.
>>
>> As always, anyone interested can attend that Board meeting. Or, if you prefer, please let any trustee know your thoughts or questions on this proposal anytime before. (The seven trustees are cc'd individually on this email.)
>>
>> Thanks!
>> Tom Cunningham
>> President, Board of Trustees
>>
>> --------------------------------------------------------------------------------------------------
>>
>> I've changed my email address -- please use: HoldtheG at proton.me
>> Thanks,
>>
>> Tom
>>
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