UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
APPENDICES - CONTENTS
Appendix I
Minister’s Letter of Agreement
Appendix II
Position Descriptions
Music Director,
RE Administrator
Appendix III
Endowment Proclamation
Appendix IV
Construction Bid Process
Appendix V
Staffing Manual
Appendix VI
Rental Agreement
Appendix VII
UCF Organizational Chart
Appendix VIII
UCF Official Documents
1
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
APPENDIX I
Letter of Agreement Between
Reverend Sally White
and the
Unitarian Coastal Fellowship
June 2013
INTENTION
The intention of this Agreement is to set forth the responsibilities and obligations
of the Minister to the Congregation and of the Congregation to the Minister as we
seek to dwell together in peace, to seek the truth in love, and to serve one another and the larger
community. It is recognized that no matter how carefully this Agreement is written and observed,
the relationship between the Congregation and the Minister must be grounded in open
communication, mutual trust, good faith, and open and fair process on both sides.
2. EXPECTATIONS
2.1.
Shared Leadership
2.1.1. The Minister and the Congregation share responsibility for the leadership and ministry of
the Congregation. Achievement and maintenance of this collaborative relationship must likewise
be shared. It is a relationship of discovery, of both self and other, in a context of mutuality.
2.1.2. The Congregation looks to its Minister for spiritual leadership and initiative, for
assistance in setting and articulating its vision, and for professional and inspired performance and
oversight of the Congregation's programs in collaboration with the Board of Trustees and the
Congregation's committees.
2.2. Pulpit and Worship Services
2.2.1. It is a basic premise of this Congregation that the pulpit is free and untrammeled. The
Minister is expected to express her values, views, and commitments without fear or favor.
2.2.2. The Minister will be free of Sunday service responsibilities once per month.
The Minister will be responsible for all worship services, including seasonal celebrations and
rites of passage, such as weddings, child dedications, and funerals and memorial services except
those for which the Worship Committee assumes responsibility.
2.3. Services to Persons
2.3.1. The Minister will serve members in their needs for pastoral care, including crisis
intervention and visitation of the homebound, sick, dying, and bereaved, both directly and in
2
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
conjunction with the Congregation's own pastoral care team. The Minister will maintain
awareness of her own limitations, and will refer members for professional counseling and other
specialized services as appropriate.
2.3.2. The Minister will provide ceremonial services and counsel to members of the
Congregation without fee or honorarium. When such services are provided to non-members,
such fee or honorarium may be set by and is the property of the Minister.
2.4. Services to the Board and Committees
2.4.1. The Minister will be an ex officio member without vote of the Board of Trustees. The
Minister will report to the Board at its regular meeting, bringing to its attention specific concerns
as they arise.
2.4.2. The Minister will be an ex officio member without vote of all committees and task forces
except the Nominating and Ministerial Search Committees and the Committee on Ministry, and
will attend meetings of the Committee on Ministry except during executive session. The Minister
will confer at least annually with each committee on how best to assist it. Attendance by the
Minister at most committee meetings is welcome but not expected.
2.5. Community Activities
The Minister is encouraged to act in the community beyond the Congregation on behalf of liberal
religious values, and to inform the congregation of such action through periodic reports. When
the Minister speaks in public, the Minister must clearly indicate that such speech is not on behalf
of the Congregation unless the Congregation has otherwise authorized.
2.6. Office Hours and Days Off
2.6.1 The Minister will maintain regular and posted daytime or evening office
other times available by appointment.
hours, with
2.6.2. The Minister will maintain one day per week free of all Congregation responsibilities and
one additional day devoted to study and writing wherein the Minister shall be available only for
emergencies.
2.7. Committee on Ministry
2.7.1. A Committee on Ministry will monitor and nurture the health of the shared ministry of the
Congregation.
2.7.2. The Committee on Ministry with staggered terms will be appointed by the Board from a
slate jointly decided upon by the Minister and the Board.
2.8. Evaluation of the Minister
An assessment of the work of the Minister will be conducted by the Committee on Ministry as
3
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
part of a periodic review and renewal of the leadership and ministry of the Congregation.
2.9. Minister's and Congregation's Conduct
The conduct of the Minister and the Congregation will be in accordance with the Code of
Professional Practice and Guidelines for the Conduct of Ministry of the Unitarian Universalist
Ministers Association.
3. COMPENSATION, PROFESSIONAL EXPENSES, AND BENEFITS
3.1. Total Cost of Ministry
The Congregation will provide a Total Cost of Ministry in an amount to be approved by the
Congregation at the Annual Meeting, by their approval of the Annual Budget. This amount is to
be allocated by the Minister, in consultation with the Treasurer to the categories shown in
Sections 3.1.1 – 3.1.5. Funds not expended within one category may be allocated to others by
mutual agreement between the Minister and the Treasurer. The Minister must elect pension,
health, and disability insurance coverage or provide the Board with adequate rationale for not
doing so.
3.1.1. Salary
3.1.2. Clergy Housing Allowance, the amount to be designated in consultation with the minister.
3.1.3. Professional Expenses: Payable promptly on voucher submitted by the
Minister in accordance with an Accountable Reimbursement Plan developed jointly
by the Minister and Treasurer. Appropriate expenses for reimbursement include, but are not
limited to, travel, automobile mileage, lodging, meals, incidentals, conference registration,
entertainment, pulpit gowns, books, periodicals, dues, office equipment such as computers, and
continuing education events. It shall be the practice of the Congregation to reimburse such
expenses at the maximum rate allowed by the tax laws.
3.1.4. Pension contributions made by due date to the Unitarian Universalist Organizations
Retirement Plan and/or other appropriate pension plan, of at least ten percent of total Salary and
Housing.
3.1.5. Insurance, including the group term life and long-term disability insurance plans of the
Unitarian Universalist Association (or their equivalent) and health insurance available locally,
premiums paid by due dates.
3.1.6. The Congregation's Treasury will make all payments for pension contributions and
insurance premiums by their respective due dates.
3.2. Annual Review of Compensation
3.2.1. The Board of Trustees will review the Minister's compensation annually in consultation
with the Committee on Ministry and the Finance Committee, and will recommend adjustments to
the Congregation, taking into consideration such factors as merit in meeting or exceeding
expectations, increases in the cost of living, changes in the cost of benefits, and the financial
4
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
means of the Congregation.
3.2.2. The Congregation shall consider such recommendations as a part of the normal budgeting
process, and shall act upon them at the annual congregational meeting held for this purpose.
3.3. Annual Leave
3.3.1. The Minister will be relieved of all responsibilities and may be
absent from the area for a total of eight weeks per year.
3.3.2. Four of these weeks will be taken as vacation. During vacation, should an emergency arise
requiring the Minister's return, all costs of such return will be borne by the Congregation.
3.3.3. Four of these weeks will be taken as study leave. During study leave, should an emergency
arise requiring the Minister's return, all costs of such return will be borne by the Congregation.
3.3.4. Attendance at UUA, UUMA, or district events is a professional obligation, not leave.
3.3.5. With the specific approval of the Board of Trustees, the Minister may be relieved of all
responsibilities and absent from the area for up to four Sundays annually, inclusive of General
Assembly, for participation in UUMA chapter, Southeast District, and Unitarian Universalist
Association functions and continuing education.
3.4. Sick and Family Leave
3.4.1. The Congregation will continue full compensation to the Minister during disability due to
illness or accident for up to 90 days or until long-term disability insurance benefits begin,
whichever comes first.
3.4.2. The Minister will accrue sick leave at the rate of one day per month.
3.4.3. The Congregation will continue compensation to the Minister for up to four weeks per
occurrence during the illness, disability, or death of an immediate family member (child or
spouse), or during pregnancy, birth, or adoption of a child.
Further unpaid leave time may be negotiated as needed.
3.5. Sabbatical Leave
3.5.1. The Minister shall use sabbatical leave for study, education, writing, meditation, and other
forms of professional and religious growth.
Sabbatical leave accrues at the rate of one month per year of service, with leave to be taken after
four but before seven years of service. No more than six months of sabbatical leave may be used
within any twelve-month period. The dates of the sabbatical plan must be approved by the Board
of Trustees at least one year in advance. The second period of accrual began with August, 2008,
with one month remaining from the 2003-2008 period.
5
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
3.5.2. The Congregation will continue full salary, housing allowance, and benefits during
sabbatical leave. Professional expenses may be adjusted.
3.5.3. Every fiscal year, the Congregation will consider, at the recommendation of the Finance
Committee, sequestering funds for use in funding the Congregation's additional expenses during
the Minister's sabbatical. This sabbatical fund is the property of the Congregation.
3. 5. 4. In the event of the Minister's resignation, termination, or retirement, unused sabbatical
leave is not compensable.
3.5.5. The Minister agrees not to resign from full-time service to the Congregation for a
minimum of one year following the end of each sabbatical leave.
3.5.6. The Congregation agrees to take no action on ministerial tenure during a sabbatical leave.
4. TERMINATION
4.1. The Minister shall provide the Congregation with at least ninety days' notice of intent to
resign or retire. The Congregation shall provide the Minister with at least ninety days' notice of
intent to dismiss. This agreement will also terminate with the long-term disability or death of the
Minister.
4.2. A decision to dismiss the Minister shall be in accordance with our bylaws.
4.3. At termination, accrued vacation will be compensated in the financial equivalent. Accrued
study leave is not compensable.
4.4. In the event of dismissal, salary, housing allowance, and benefits will continue up to three
months from the date of dismissal, or until the Minister has begun service in another position, if
sooner.
4.5 The Minister may be dismissed with less than ninety days' notice, and without the severance
payments described in Section 4.4 of this Agreement, if the Minister
4.6.1. is convicted of a felony
4.6.2. has his/her ministerial fellowship with the UUA terminated or suspended
4.6.3. is found by the Board of Trustees of the Congregation to have engaged in physically or
sexually abusive acts toward a member of the Congregation, a Congregation employee, or a
child, or
4.6.4. is found by the Board of Trustees of the Congregation to have grossly neglected his/her
ministerial responsibilities under this agreement and/or to have
engaged in activities that bring the Congregation and/or Unitarian Universalism into disrepute in
the community.
6
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
5. AMENDMENT
5.1. The terms of this Agreement may be changed by mutual consent of the Minister and the
Board of Trustees, except that increases in Total Cost of Ministry, and changes in sabbatical and
termination provisions require the approval of the Congregation in accordance with our bylaws.
5.2. This Agreement will be reviewed at least every three years as initiated by the Committee on
Ministry.
5.3. This Agreement is subject to the laws of the State of North Carolina and the bylaws of the
congregation. It has been drawn, offered, and accepted in the spirit of the Principles and
Purposes of the Unitarian Universalist Association.
This Agreement represents a revision of the Agreement effective August 1, 2003 between the
Reverend Sally B. White and the Unitarian Coastal Fellowship.
For the Congregation: _______________________________, President and
__________________________________________Secretary
Date accepted __________________________________
By : ______________________________________________
Minister
7
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
Appendix II
Position Description Descriptions
Music Director
This is a part-time, non-exempt professional position reporting to the Staffing Committee.
Qualifications:


Strong music background, including experience in Choral Conducting.
Training and ongoing professional activities, including Unitarian-Universalist musical traditions.
Responsibilities:
Worship:



Choir:




Collaborate with the minister, Worship Committee and other service leaders in selection of
music for services.
Arrange for alternative musicians for services as needed.
Support the development of congregational singing.
Encourage adults to participate in the choir and related activities.
Conduct choir rehearsals and lead the choir in Sunday services.
Develop a children’s choir when the time is appropriate.
Cultivate a new musician to assist with the music program.
Professional:




Work to develop musical activities that reach into the community.
Maintain relationships with music colleagues in other churches and the wider denomination
through participation in professional networks and workshops.
Purchase music as appropriate for services and maintain a music library for UCF.
Keep a record of expenses within the scope of our annual budget and account for expenditures to
the Treasurer.
Religious Education Administrator
The Religious Education Administrator (REA) with the direction of the Minister and Religious Education
( RE) committee, is responsible for administrative support of the RE programs at UCF. This is a salaried,
not an hourly position. The position pays $4,900.00, approx. 8 – 10 hours weekly, 43 or 44 weeks per
year. The position also provides one week paid training. The REA is supervised by the minister.
This document should be considered as merely a guide for the REA. Future REAs may find that
the vision of the RE program has shifted. The REA may feel the need to morph the duties and
8
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
responsibilities of the position. The position should be considered to be fluid. Changes and creativity are
welcome under the direction of the minister and the RE committee.
The duties currently include:
Communication- communication is crucial for the RE program and therefore should be a priority for the
REA. The goal being that the activities of RE program will be communicated widely and effectively; thus
encouraging greater participation in the programs.
Some suggestions for Communication are as follows:
Weekly emails to parents about up-coming RE programs.
1. Weekly emails for Order of Service containing the program description for the week and the
RE volunteers.
2. Monthly written report to the leadership council
3. Monthly report for the newsletter
4. Weekly and monthly reports to be filed in the RE Education Journal
5. Maintaining RE bulletin board
6. Gathering feed-back from the volunteer teachers and the children about how they liked the
programs and how everything went.
7. Welcoming, communicating and following up with families(especially visitors)
Programs
Implementing the RE programs (The REA is not solely responsible for these tasks but may be asked to
assist in these areas)
1. recruiting volunteers from the congregation and the public to create and teach RE programs
2. Gathering materials and assisting the volunteers when needed.
3. Consulting with the minister, the RE students, and the RE committee to create exciting
programs
Meetings—Meetings can be considered a spoke in the wheel of communication for the REA. The REA
will gain valuable insight into the workings of the church by attending meetings.
1. RE meetings –required—The REA (until such time as there is a RE committee chair) may be
responsible for calling this meeting, recording the minutes and posting the minutes to the
programs bulletin board. The minutes are also recorded in the UCF computer via email.
2. Represent the RE program at Leadership Council—required as staff— this meeting will
inform the REA about the activities of the other committees. Hint—always read the
minutes and try to keep up with the worship committee. The information from the
Leadership council could lead to collaboration between committees and cross- pollination of
ideas.
Organizational and administrative—creating and maintaining an institutional memory for the RE
program-- Theses tasks help the RE collective to avoid re-implementing programs that have failed in the
past and to revisit programs that have been successful. Also these records provide the church leaders with
information they may need to make informed decisions about space, budgeting, etc.
9
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
1. Maintain attendance records
2. Maintain student RE registration forms
3. Maintain and post a teaching schedule
4. Maintain RE materials (curriculums and story books) as a RE library
5. Maintain the RE Journal
10
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
Appendix III
Endowment Fund Proclamation (Passed By Congregation 10/3/2011)
A. RESOLUTION
WHEREAS, we, the members of the Unitarian Coastal Fellowship, whose address is 1300 Evans
Street, Morehead City, North Carolina 28557, affirm the worth and dignity of our congregation
and the work of our Fellowship; and pledge to support the work of this congregation through
Stewardship of bequests in wills, charitable remainder and other trusts, charitable gift annuities,
assignments of life insurance, special gifts and transfers of property (cash, stocks, bonds, real
estate); and
WHEREAS, it is the desire of the congregation to encourage, receive and administer these gifts
in a manner consistent with the loyalty and devotion expressed by the grantors and in accord
with the policies of this congregation; and
WHEREAS, it is our desire to preserve, protect, and foster the presence of our Fellowship in
perpetuity,
THEREFORE BE IT RESOLVED, that the Unitarian Coastal Fellowship, in meeting assembled
on January 30, 2000, approve and establish on the records of this congregation a new and
separate fund to be known as THE UNITARIAN COASTAL FELLOWSHIP ENDOWMENT
FUND, hereinafter called the "FUND"; and
BE IT FURTHER RESOLVED, that the purpose of this FUND is to enhance the long-term
presence of our Fellowship within our community and to increase its stature and mission apart
from the general operation of the Fellowship. To this end, restrictions on the use of principal and
income are incorporated into Part B2 of this Resolution; and
BE IT FURTHER RESOLVED, that the Endowment Fund Committee (hereinafter called the
"COMMITTEE") shall be the custodian and administrators of the FUND, and shall operate,
11
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
administrate and manage the FUND in accordance with the Plan of Operation as set forth in Item
B of this Resolution.
B. PLAN OF OPERATION
1. The Committee
The COMMITTEE shall consist of five (5) members, all of whom shall be voting members or
friends of the Unitarian Coastal Fellowship and shall meet monthly. One of the COMMITTEE
members shall be a UCF Treasurer who is elected by the UCF congregation and who has the sole
responsibility for moving monies within UCF’s accounts and Funds. The other four members of
the COMMITTEE shall be volunteers. In the event UCF members do not volunteer to serve on
the COMMITTEE, the Board will seek and appoint duly qualified people to serve on the
COMMITTEE. COMMITTEE members may serve as many years as they wish and will elect
annually a Chairperson who shall preside at all COMMITTEE meetings and who shall serve as
the liaison between UCF and the Unitarian Universalist Common Endowment Fund (UUCEF) to
track and report to the congregation annually on UCF’s Endowment Fund activity within
UUCEF. The COMMITTEE will also elect annually a recording Secretary who shall maintain
complete and accurate minutes of all meetings of the COMMITTEE and supply a copy to each
member of the COMMITTEE. Each member shall keep a complete copy of all minutes to be
delivered to his or her successor. The Secretary shall also render a copy of the minutes to the
Board and to the Leadership Council. All financial records and reports of the COMMITTEE
shall be audited annually by a member of the congregation who is not a member of the
COMMITTEE.
The COMMITTEE shall report on a quarterly basis to the Board and to the Leadership Council;
and at each annual meeting shall render a full and complete audited account of the administration
of the FUND during the preceding year.
Members of the COMMITTEE shall not be personally liable for any investment losses that may
be incurred upon the assets of the FUND except to the extent that such losses shall have been
caused by bad faith or gross negligence. No member shall be personally liable as long as he/she
acts in good faith and with ordinary prudence. Each member shall be liable only for his/her own
willful misconduct or omissions, and shall not be liable for the acts or omissions of any other
member. No member shall engage in any self dealing or transactions with the fund in which the
12
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
member has direct or indirect financial interest and shall at all times refrain from any conduct in
which his/her personal interests would conflict with the interests of the FUND.
All assets are to be held in the name of the Unitarian Coastal Fellowship Endowment Fund.
Recommendations to buy, hold, sell, exchange, rent, lease transfer, convert, invest, reinvest, and
in all other respects to manage and control the assets of the FUND, including stocks, bonds,
debentures, mortgages, notes, or other securities, as in their judgment and discretion they deem
wise and prudent, are to be made by the COMMITTEE, with subsequent execution by the
delegated member of the COMMITTEE.
2. Uses of Principal and Income
The COMMITTEE shall determine what is principal and what is income, according to accepted
accounting procedures, and shall be accountable to the Board in operating the FUND to comply
within the constraints imposed by the following restrictions.
1. No principal, or the appreciation of principal, shall be used for annual operating expenses;
2. Income (meaning the normal accumulation of interest and dividends) shall be available to the
congregation on an annual basis, if needed, as follows: a. Up to 50% of the annual income
from the FUND may be used for Mission Possible Grants (see attached UCF Grant Policy as
Approved by the Board on October 20, 2010). Any and all unexpended grant money will be
rolled into the UCF operating checking account at the end of the fiscal year to be used for the
annual operating budget; b. the remaining 50% of the annual income from the FUND may be
used for operating expenses, capital expenses, programs or special needs, if approved by the
Board and voted by simple majority of the congregations at the annual meeting.
3. In special circumstances, such as the rebuilding of the church facility due to fire or other
disaster, acquiring land or a new facility, acquiring equipment for use by the Fellowship,
startup of a day care facility for children or the elderly, or other need consistent with the long
term preservation of the Fellowship, principal may be borrowed from the FUND and used,
provided the amount to be borrowed is specified and approved by the Board and approved at
a Special Congregational Meeting (per By-Laws Article 8.) A plan for borrowing must be
developed by the COMMITTEE and must be approved by the Board prior to any such
meeting. The plan must include a method of repayment over a set period of time and include
a specified rate of interest for such a loan which shall be formalized by means of a
Promissory Note between the Fellowship and the FUND.
4. At no time shall the FUND be depleted to an amount less than $50,000. The maximum
allowable to be withdrawn in any given calendar year shall be determined by Table 1, as
13
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
shown below. However, any and all assets of the FUND may be used as collateral against a
loan to the Fellowship for the purpose of a capital acquisition. If that occurs, Table 1 will not
apply or will apply only to the unencumbered assets. In the latter case, the maximum
percentage that may be withdrawn shall be adjusted by the COMMITTEE.
Table 1. Percent of total assets that may be withdrawn in a given calendar year:
FUND total assets at Maximum % of total assets allowed
Close of previous Dec. 31 to be withdrawn in following year:
$50,000. To 100,000. 20% (Cannot go below $50,000) $100,000. To 500,000. 30%
$500,001. To 750,000. 40%
$750,001. To 1,000,000. 50%
Greater than $1,000,000. 60%
3. Amending the Resolution
BE IT FURTHER RESOLVED, that any amendment to this resolution, including any which will
change, alter or amend the purpose for which the FUND is established, shall be adopted by a
vote of 70% of the members present at a Type II business meeting.
4. Disposition or Transfer of FUND
BE IT FURTHER RESOLVED, that in the event the Unitarian Coastal Fellowship ceases to
exist either through merger or dissolution, disposition or transfer of the FUND shall be in
conformity with the currently approved congregational bylaws. Consultation with UUA may also
be desirable for continuation of Endowment Fund obligations to grantors of gifts.
C. ADOPTION OF RESOLUTION
This resolution, recommended by the Board and accepted by the members of the Fellowship at a
legally called congregational meeting, is hereby adopted as of October 23, 2011.
14
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
Appendix IV
Construction Bid Process (approved by Board, 01/16/2008)
The Board and the chairperson of the building and grounds committee oversee and implement UCF’s
construction contract policy and procedures.
The Unitarian Coastal Fellowship (UCF) follows a formal policy, as outlined below, when entering into a
construction contract that exceeds $5,000 in value. The goal is to protect UCF’s economic and liability
interests, as well as to incur that construction projects are performed in a professional and timely manner.
Contractor Selection – A minimum of three (3) bids should be obtained for any project in excess of
$5,000. The bids should be in writing, itemizing all the work to be performed. Each bidder should provide
three (3) references, and a copy of his/her North Carolina’s contractor license. If possible, all references
should be contacted in writing.
Construction Contract – A written contract is mandatory for all construction projects in excess of
$5,000. The contract should clearly outline the scope of the work, a proposed timetable for completion,
and a payment schedule; the contract should specify that any advance payment will be less than 25% of
the total price.
Furthermore, the contract needs to delineate the responsibilities of both UCF and the contractor. It needs
to specify that the contractor will be required to carry General Liability Insurance with a combined single
limit of $500,000; the policy must name UCF as an additional insured for the duration of the project.
The contractor must also provide statutory workers’ compensation coverage as required by the State of
North Carolina.
Additionally, the contract must have one year maintenance period on all workmanship and materials,
commencing on the date of final completion of the project.
Contract Management – The building and grounds committee assigns one member as UCF’s liaison to
the contractor. This person meets with the contractor at least once a week to inspect the work, secure paid
receipts for materials and to authorize the UCF treasurer to make payments to the contractor. He/she will
make periodic progress reports to the UCF Board of Trustees. Cost overruns or change orders that exceed
20% of the original cost will require prior approval of the Board of Trustees.
15
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
Appendix V
UCF Staffing Manual for Volunteers and Employers
Building Community Together
The Unitarian Coastal Fellowship is a religious community that nurtures the spirAppendiitual and
intellectual journeys of its members, friends, and visitors. We do this by:



Providing an environment of acceptance, caring, and trust
Offering diverse opportunities for religious education and social outreach for all ages
Engaging in small group ministry where a sharing of life experiences and religious aspirations are
encouraged in a supportive setting
 Showing grace and humanity to each other, to all those who enter our church, and to all those who
seek our help.
By working and celebrating and covenanting together, we build a community which has the power and
commitment to transform ourselves and our world. We do this by:

Participating in weekly religious services exploring our shared humanity and the possibilities for a
better society
 Fostering mutual trust through communal activities and right relationships, covenanted in respect
 Providing leadership opportunities to explore our shared aspirations and work toward their
fulfillment
 Cultivating our gifts and talents through practicing shared ministry
 Using technology to improve communication within our congregation and with the larger world.
To realize our vision, we engage the larger society and invite the wider world to share in our goal of
universal social justice. We do this by:




Being an inclusive and welcoming congregation that is enriched by the diverse religious
backgrounds and life experiences of all of its members and friends
Reaching out to the larger society to partner in action to better the lives and future of others
Improving our facilities and making them available to the local community in support of shared
goals
Proclaiming our Unitarian Universalist faith whenever opportunities arise.
Unitarian Coastal Fellowship Mission Statement
Adopted January 27, 2013
INTRODUCTION
The UCF “Building Community Together” is the result of an effort by the Staffing Committee to
establish written goals, policies, procedures, and practices that will guide UCF staff and
volunteers, during their working relationship. The title is purposeful, in that it marries the
Mission of UCF with the actual work that is to be performed. UCF exists as a faith-based
community to build community within our congregation, community within our neighborhood,
16
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
and community within our world. It is asked of all volunteers and employees to approach their
specific tasks with this thought in mind.
Furthermore, it is appropriate, as we interact with others, that we be ever mindful of our
Unitarian-Universalist Principles as set forth below.
1. We believe in the inherent worth and dignity of every person;
2. Justice, equality and compassion in human relations;
3. Acceptance of one another and encouragement in spiritual growth in our congregations;
4. A free and responsible search for truth and meaning;
5. The right of conscience and the use of democratic process within our congregations and
within society at large;
6. The goal of world community with peace, liberty, and justice for all;
7. Respect for the interdependent web of all existence of which we are all apart.
So be it.
TABLE OF CONTENTS
1. ................................................................................................................................. E
MPLOYMENT POLICIES AND PRACTICES
A. ........................................................................................................................... S
TATEMENT OF PURPOSE………………………………..4
C.
EQUAL EMPLOYMENT OPPORTUNITY…………………..5
17
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
II.
III.
IV.
D.
SEXUAL HARASSMENT……………………………………5
E.
HARASSMENT………………………………………………..6
F.
RESOLUTION OF EMPLOYEE COMPLAINTS……………7
G.
INTERNET POLICY …………………………………………..7
H.
MEDIA INQUIRIES…………………………………………….8
I.
CONFIDENTIALITY……………………………………………8
J.
CONFLICTS OF INTEREST…………………………………..8
K.
OUTSIDE EMPLOYMENT ……………………………...........9
M.
PERSONNEL RECORD……………………………………….9
N.
INITIAL REVIEW PERIOD…………………………………….10
O.
PERFORMANCE EVALUATION……………………………...10
WAGE AND HOUR ADMINISTRATION…………………10
A.
EMPLOYMENT CLASSIFICATIONS…………………………10
B.
HOURS OF WORK……………………………………………..10
C.
TIMEKEEPING AND OVERTIME……………………………..10
D.
PAY AND PAYROLL DEDUCTIONS…………………………11
EMPLOYEE BENEFITS……………………………………11
A.
GROUP INSURANCE PROGRAMS………………………….11
B.
RETIREMENT BENEFITS ……………………………………..12
C.
VACATION………………………………………………………12
D.
HOLIDAYS…………………………………………….
E.
LEAVES OF ABSENCE………………………………………...13
F.
VEHICLE USAGE AND REIMBURSEMENT…………………15
13
OTHER EMPLOYER POLICIES…………………...............15
A.
ATTENDANCE AND PUNCTUALITY………………………….15
B.
WORK AND DISCIPLINARY GUIDELINES…………………...16
C.
SEPARATION FROM EMPLOYMENT………………………...16
D.
SAFETY AND ACCIDENTS……………………………………..17
E.
PERSONAL PROPERTY………………………………………..17
F.
WORKPLACE THREATS AND VIOLENCE…………………..17
G.
PROFESSIONAL BEHAVIOR………………………………….17
18
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
H.
INSPECTION RIGHTS…………………………………………..17
I.
EMPLOYMENT AUTHORIZATION…………………………….18
******
PERSONNEL MANUAL ACKNOWLEDGMENT FORM…………….19
GENERAL EMPLOYMENT POLICIES FOR EXEMPT
EMPLOYEES………………………………………………..20
I.
EMPLOYMENT POLICIES AND PRACTICES
A.
STATEMENT OF PURPOSE
NOTE THAT THE POLICIES OUTLINED IN THIS MANUAL DO NOT APPLY TO
ORDAINED MINISTERS CALLED BY THE CONGREGATION.
We have prepared this Staffing Manual to help you to understand some of the policies
and procedures of the Unitarian Coastal Fellowship (referred to herein as "UCF"). Employees
and Volunteers should familiarize themselves with the Manual, as it will provide answers to
some questions you may have about your job. Nothing in this Manual or in any other written or
unwritten policies and practices of Employer creates an express or implied contract, promise or
representation between UCF and any volunteer/employee.
UCF’s policies generally will be applied consistently. However, UCF reserves the right
to deviate from normal policy in certain situations. Since every employment situation cannot be
anticipated, this Manual provides a general overview only.
From time to time, changes in the Manual may become necessary. Therefore, UCF
reserves the right to amend, supplement or rescind any provisions of this Manual as necessary.
The Manual applies to all staff, whether volunteer, full-time, part-time, exempt or
nonexempt, except where otherwise stated. This Manual does not apply to ordained ministers(s)
called by vote of the congregation. Employment “at-will” means that a volunteer, employee or
UCF may terminate the employment relationship at any time for any reason, with reasonable
notice.
19
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
This Manual supersedes all previous employment/volunteer policies, whether written or
oral, expressed or implied. If any provisions of this Manual are found to be invalid or
unenforceable, the remaining provisions will remain in full force and effect.
If you have any questions or comments about this Manual, or if you need more
information, please ask your supervisor or the Chair of the Staffing Committee. Your comments
and suggestions are genuinely encouraged.
C.
EQUAL EMPLOYMENT OPPORTUNITY
UCF affirms its commitment to equal volunteer and employment opportunity for all
individuals. Decisions about recruiting, hiring, training, promotions, compensation, benefits, and
all similar volunteer and employment decisions must be made in compliance with all federal,
state and local laws and without regard to race, color, religion, sex, national origin, age,
disability or any other classification protected by law or by the policies of this church. Any
discrimination in the workplace based upon any protected classification is illegal and against
UCF’s policy.
Employees who have questions about discrimination in the workplace, or who believe
this policy has been violated, should report their concerns immediately to the Chair of the
Staffing Committee. Retaliation against individuals who make a claim of discrimination or
participate in the investigation of such a claim is prohibited by this policy and will not be
tolerated.
D.
SEXUAL HARASSMENT
Sexual harassment is prohibited and will not be tolerated. This policy applies to
sexual harassment by members of the same gender as well as opposite genders. Unwelcome
sexual advances, requests for sexual favors, and other verbal or physical conduct of a
sexual nature constitute sexual harassment when:



submission to the conduct is made either explicitly or implicitly a term or condition of
employment;
submission to or rejection of the conduct is used as a factor in employment decisions
affecting an individual; or
the conduct unreasonably interferes with an individual’s employment or creates an
intimidating, hostile, or offensive employment environment.
Some examples of conduct which may constitute sexual harassment, depending on the
circumstances, include but are not limited to, the following:

repeated and unwelcome suggestions regarding, or invitations to, social engagements or
social events; or
20
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices




any indication, expressed or implied, that any aspect of employment conditions, depends or
may depend on the granting of sexual favors or on a willingness to accept or tolerate conduct
or communication of a sexual nature; or
unwelcome or coerced physical proximity or physical contact which is of a sexual nature or
sexually motivated; or
the deliberate use of offensive or demeaning terms which have a sexual connotation; or
inappropriate remarks of a sexual nature.
Any volunteer, employee, member or friend who believes he or she has been sexually
harassed by another person encountered in the course of volunteering, employment, or simply
attending UCF should report that conduct immediately to a supervisor or the Chair of the
Staffing Committee If the report or complaint involves any member of the Staffing Committee,
or if the Chair of the Staffing Committee is unavailable, the individual receiving the report or
complaint should immediately report it to the president, or vice president of the congregation.
Every complaint or report of sexual harassment will be promptly investigated. Although
investigations will be conducted with sensitivity to confidentiality issues, investigative
information will be communicated as appropriate to those with a need to know. If the
investigation indicates that a violation of this policy may have occurred, timely and appropriate
action will be taken.
Retaliation or reprisal against employees who report sexual harassment claims is
prohibited and will not be tolerated. Any violation of this policy will be treated as a serious
matter and will result in disciplinary action, up to and including termination.
E.
HARASSMENT
UCF prohibits conduct by any person that shows hostility or an aversion toward an
individual because of his or her race, color, religion, sex, national origin, age, disability, sexual
orientation or any other classification protected by law, and that:



has the purpose or effect of creating an intimidating, hostile, or offensive environment; or
has the purpose or effect of unreasonably interfering with an individual’s performance;
happiness, and safety or
otherwise adversely affects an individual’s employment and/or volunteer opportunities.
Some examples of conduct which may constitute harassment, depending on the
circumstances, include but are not limited to, the following:




epithets or slurs; or
threatening or intimidating acts; or
written or graphic material; or
written, verbal or physical acts that purport to be jokes or pranks.
Any employee or volunteer who believes he or she has been harassed by another
employee/volunteer, a supervisor, or any other person who the employee encounters in the
course of employment should report that conduct immediately to his or her supervisor or the
Chair of the Staffing Committee. If the report or complaint involves the Chair of the Staffing
21
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
Committee, or if the Chair of the Staffing Committee is unavailable, the individual receiving the
report or complaint should immediately report it to president, or vice president of the
congregation.
Every complaint or report of harassment will be promptly investigated. If the
investigation indicates that an act of harassment has occurred, timely and appropriate action will
be taken. Retaliation or reprisal against employees who report harassment claims is prohibited
and will not be tolerated. Any violation of this policy will be treated as a serious matter and will
be dealt with appropriately.
F.
RESOLUTION OF VOLUNTEER, EMPLOYEE COMPLAINTS
Effective communication is essential for productive working relationships. To that end,
employees and volunteers are encouraged to discuss any concerns about work or suggestions for
improving operations in the following manner:
The volunteer or employee should present any complaint or grievance to his/her
supervisor, or to the Chair of the Staffing Committee and together discuss the problem,
applicable rules or policies, and possible resolution.
If discussion with the supervisor or the Chair of the Staffing Committee does not resolve
the matter to the party’s satisfaction, the party should submit the complaint or grievance in
writing to the Chair of the Staffing Committee or President of the congregation who shall gather
the evidence necessary to complete an investigation. The Chair of the Staffing Committee or
President may interview the aggrieved party, involve the Staffing Committee, or appoint an ad
hoc committee to advise him/her. The President of the congregation shall then recommend a
resolution of the problem to the supervisor and employee.
If the president’s recommendation does not resolve the matter to the grieved party’s
satisfaction, the grieved party may then seek a review by the governing board. The resolution
recommended by the board will be binding upon the congregation and employee.
G.
INTERNET POLICY
Employer provides Internet access (including e-mail) to its staff members to assist and
facilitate business communications and work-related research. These services are for legitimate
business use only in the course of assigned duties. All materials, information and software
created, transmitted, downloaded or stored on UCF’s computer system are the property of the
UCF and may be accessed only by authorized personnel.
Inappropriate Internet use includes, but is not limited to:


transmitting obscene, harassing, offensive or unprofessional messages; or
accessing, displaying, downloading, or distributing any offensive or inappropriate messages
including those containing racial slurs, sexual connotations or offensive comments about
race, color, religion, sex, national origin, age, disability or any other classification protected
by law; or
22
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices

transmitting any of UCF’s confidential or proprietary information, including member/friend
data or other materials covered by UCF’s confidentiality policy.
UCF reserves the right to monitor volunteers and employees’ use of the e-mail system or
the Internet at any time. Volunteers and employees should not consider their Internet usage or email communications to be private. Personal passwords are not an assurance of confidentiality,
and the Internet itself is not secure.
Any software or other material downloaded into UCF’s computers may be used only in
ways consistent with the licenses and copyrights of the vendors, authors or owners of the
material. Prior written authorization from one’s Supervisor is required before introducing any
software into UCF’s computer system.
Only authorized staff members may communicate on the Internet on behalf of UCF.
Employees may not express opinions or personal views that could be misconstrued as being
those of UCF. Employees may not state their church affiliation on the Internet unless required as
part of their assigned duties. Any violation of this policy may result in disciplinary action.
H.
MEDIA INQUIRIES
All requests for information about UCF from newspapers, television and radio media
should be directed to the Minister or to a member of the Board. An appropriate response to a
media inquiry would be, “I’m not the best person to answer that question. May I contact the
appropriate person and have that individual get back to you?”
I.
CONFIDENTIALITY
Volunteers and employees may have access to confidential information about UCF,
including but not limited to information about members, friends or other staff members. Such
information must remain confidential and may not be released, removed from UCF’s premises,
copied, transmitted or in any other way used for any purpose by employees or volunteers outside
the scope of their employment or position. All requests for information concerning past or
present employees received from organizations or individuals should be directed to the Staffing
Committee.
J.
CONFLICTS OF INTEREST
Volunteers and employees are expected to avoid conflicts of interest, defined as any
situation where a volunteer or employee may attain personal gain or which may serve as a
detriment to UCF, either monetarily or to its public image, because of the use of information or
personal contact which is not generally available except through employment or volunteer work
with UCF.
Volunteers and employees shall not engage in any business or transaction, unless it a part
of their job description, and shall not have a financial or other personal interest which is
incompatible with their responsibilities or employment duties or which would impair their
judgment or actions in the performance of their duties for UCF. Employees who have questions
23
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
about whether an activity violates this policy should discuss the matter with an officer of UCF or
a member of the Board.
K.
OUTSIDE EMPLOYMENT
Volunteers and employees shall not engage in any collateral employment or business
activity that is incompatible or in conflict with their duties, functions or responsibilities as an
employee or volunteer. Activities that may constitute a conflict include use of UCF’s time,
facilities, equipment or supplies, or the use of the title, prestige or influence of the congregation
for private gain or advantage.
Employees (but not volunteers) shall not engage in any outside activity which, by its
nature, hours or physical demands, would impair the employee's performance of UCF duties;
reflect discredit on UCF; or tend to increase UCF’s payments for sick leave, worker's
compensation benefits or long term disability benefits. Collateral employment should not result
in outside telephone calls while on duty for the congregation.
M.
PERSONNEL RECORD
It is very important that employees keep up-to-date all the information provided to UCF
at the time of hire. This information is essential for many purposes, including benefit
administration, mailing information to the employee’s home, and contacting friends or family in
case of emergency. The Staffing Committee should be promptly notified of any changes in:







Address and telephone number;
Marital status (including legal separation);
Legal change in employee’s name;
Dependents;
Changes in beneficiaries;
Person to notify in case of emergency; and
Any relevant changes in licensing or education.
N.
INITIAL REVIEW PERIOD
New employees and employees who are transferred to another position may be required
to complete an initial review period of ninety days, but which may be shortened or lengthened in
UCF’s discretion. Upon completion of this period, the employee will be considered a regular
employee. Satisfactory completion of the initial review period does not alter the employment-atwill relationship. Employees must continue to perform satisfactorily even after the initial review
period is completed. Although regular employees typically work on an ongoing basis, there is no
guarantee that any job position will continue indefinitely. Any position may be eliminated at any
time at the discretion of UCF.
24
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
O.
PERFORMANCE EVALUATION
In general, employees will receive a written performance evaluation once each year that
will be maintained in the Employee’s permanent personnel file. Factors considered in assessing
performance include but are not limited to quality and quantity of work; dependability;
attendance and punctuality; effective interpersonal relationships with the congregation, and
personal conduct.
Employees are requested to identify goals and objectives in advance so that their work
may be evaluated on the basis of clear criteria they have helped to develop.
II.
WAGE AND HOUR ADMINISTRATION
A.
EMPLOYMENT CLASSIFICATIONS
For purposes of determining the applicability of various policies, practices, and benefits,
employees are classified by the nature of the position to which they are assigned and by their
regular work schedule.
Regular full-time employees are regularly scheduled to work 35___ hours per week.
Employees scheduled to work less than 20___ hours per week will be considered part-time
employees and their eligibility for benefits will be pro-rated according to the percentage of time
worked.
Employees who are subject to state or federal minimum wage and overtime laws are
referred to as “non-exempt” employees. Those in administrative, management, or supervisory
positions who are not subject to such regulation are referred to as “exempt” employees.
B.
HOURS OF WORK
A normal, full-time workweek consists of 35___ working hours. Normal office hours are
Monday through Friday from 9 a.m. to 5 p.m. The office is also open on Sunday from 9___
a.m. to 1 p.m., and some employees may be scheduled for work on Sunday mornings.
Individual work schedules may change from time to time. Attendance at meetings at the request
of the employee's supervisor will be considered time worked. Employees are expected to attend
any staff retreats or off-site events to which are part of their employment.
C.
TIMEKEEPING AND OVERTIME
Non-exempt employees must submit a written and signed record of their time worked at
the end of each day. Any scheduled hours not worked or time worked in excess of their regular
schedule must be noted. Where required by applicable law, overtime will be paid to non-exempt
employees at the rate of one and one-half times the regular rate of pay for all hours worked in
excess of forty in any one work week. Holiday, vacation and sick leave is not counted for
purposes of overtime compensation. Employees should not work overtime without authorization
in advance.
25
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
D.
PAY AND PAYROLL DEDUCTIONS
Pay adjustments generally will be considered for all employees once a year and any
adjustments will normally begin at the beginning of the fiscal year. There is no guarantee of an
annual pay adjustment. Pay is usually based upon such factors as individual performance, job
responsibilities and other appropriate factors. Employees are generally paid at the end of the
month.
Deductions made from employees’ wages are reflected on the stubs of their paychecks.
Federal law requires deductions from pay for income tax, Social Security and Medicare. Other
deductions may include state and/or local taxes or wage garnishments. Some deductions are
optional and are made only if the employee has authorized their deduction.
Employees are responsible for promptly notifying the UCF Treasurer of any changes to
or errors in their deductions. Any necessary adjustments usually are made and reflected in the
employee’s next paycheck.
III.
EMPLOYEE BENEFITS FOR FULL TIME EMPLOYEES
The benefits outlined in this Manual represent significant additional compensation to
eligible employees. Outlined below is a brief summary of the types of employee benefits
currently available through UCF. This summary is not intended to and does not create an
express or implied contract, promise or representation between UCF and the employee. These
benefits are subject to change at any time in the discretion of UCF. In the event of any
discrepancy between the benefits outlined below and the plan itself, the plan will govern. Any
questions about employee benefits should be directed to the UCF Treasurer.
A.
GROUP INSURANCE PROGRAMS
Health Insurance Benefits
Employees who work half-time may enroll in the group health insurance plan sponsored
by the congregation unless they have health insurance through a family member or collateral
employment. Further information concerning the plan and any alternative health related benefits
may be obtained from the UCF Treasurer.
26
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
Group Dental, Term Life, and Long Term Disability Insurance
Employees who work half-time are offered the option of purchasing group dental
insurance, term life insurance, and long-term disability insurance through the group plan
sponsored by the UUA. Further information concerning these policies is available from the UCF
Treasurer.
Workers' Compensation Insurance
UCF carries workers’ compensation insurance that pays for certain medical expenses and
provides partial income protection in the event of illness or injury arising out of or in the course
of employment.
All on-the-job injuries or illnesses, regardless of severity, should be reported immediately
to the employee's immediate supervisor or the UCF Treasurer. Employees may be required to
provide a physician's statement in order to receive worker's compensation benefits, or to return to
work.
B.
RETIREMENT BENEFITS
The Unitarian Universalist Association (UUA) maintains a defined contribution qualified
retirement plan to assist eligible employees to accumulate tax-deferred savings for retirement.
Under the plan, the Employer contributes a percentage of the employee’s wages, and the
employee has the option of making additional voluntary contributions on a pre-tax basis.
Before an employee can become a participant, there are certain eligibility requirements
that must be met. These requirements and other provisions are provided to all participants. Each
employee should review this material carefully and discuss any questions he or she may have
with the UCF Treasurer or with the appropriate staff members at the UUA.
C.
VACATION
The Employer grants paid vacation only to regular full-time employees at their regular
rate of pay based on their length of service with UCF as outlined below. Vacation eligibility is
as follows:
Length of Service
Amount of Vacation
0- 5 years
1 week per calendar year
More than 5
years but less
2 weeks per calendar year
27
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
than
10
years
More than 10
years
3 weeks per calendar year
Increases in vacation accrual rate will be made on the first day of the month following the
anniversary date of the year in which an employee completes his or her 5th or 10th year of
employment. Unused accrued vacation cannot be carried forward to the next calendar year.
Vacation time must be requested in advance and can only be taken with the approval of
the employee’s supervisor. In the event of conflicting vacations requests, vacation generally will
be granted in accordance with length of service and consistent with workload requirements.
Summertime vacations generally are encouraged.
Employees who resign with at least two weeks’ notice may receive payment for the
accrued vacation days that have not been used.
D.
HOLIDAYS
The following paid holidays are observed each year:
New Year’s Day
Martin Luther King Day
Memorial day
Fourth of July
Labor Day
Thanksgiving Day
Day after Thanksgiving Day
Christmas Day
If an observed holiday falls on a Saturday, the preceding Friday generally will be
observed as the holiday. If an observed holiday falls on a Sunday, the following Monday
generally will be observed as the holiday. If employees are required to work on an observed
holiday, they generally will be granted another day off.
E.
LEAVES OF ABSENCE
28
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
1.
General provisions
The policies in this section describe various types of paid and unpaid leaves of
absence provided by UCF. Leaves must be requested in advance in writing and require
the approval of the employee’s immediate supervisor. The exact nature of the leave and
its anticipated length must be included in the written request. Employees are expected to
return to work upon the expiration of the leave as granted. If prevented from returning as
expected, the employee must immediately notify his or her supervisor.
2.
Sick leave with pay
All full-time employees accrue a 1/2 day of paid sick leave for every month worked, up
to a maximum of 6 days per calendar year. No accrued sick leave may be carried forward into
the following year.
Sick leave is to be used only in the event the employee is unable to work due to the
employee’s own illness, injury or other medical condition. Sick leave may be used as part of
medical leave or sick childcare leave and as otherwise required by applicable law. Sick leave
should be used for routine dental or medical appointments.
Employees must notify their supervisor before their starting time if they are ill and unable
to come to work. Employees may be required to provide a physician's statement regarding their
medical condition, including why the employee was not able to work. UCF reserves the right to
request employees who are repeatedly absent for illness or injury be examined by a physician
chosen by UCF, and at the expense of UCF.
3.
Medical leave without pay
Unpaid medical leave may be granted in instances where an employee’s medical
condition requires an absence from work for more time than the amount of available sick leave.
This leave requires the approval of the employee's supervisor and the UCF Staffing Committee.
Sufficient evidence of such a medical condition is required for a medical leave. Such evidence
may include a request or requirement for authorization to speak with the employee’s treating
physician. The maximum unpaid medical leave time that may be granted is three months or until
a physician releases the employee to return to work, whichever is shorter. UCF also reserves the
right to request a second opinion from a physician chosen by UCF on any medical leave of
absence.
4.
Personal leave without pay
Employees who have been employed full-time for at least one year may be given unpaid
personal leave of five days per year, which must be approved in advance by the UCF Staffing
Committee.
5.
Military leave without pay
Employees who are members of the uniformed services of the United States (including
the National Guard or other reserve unit) will be granted unpaid leaves of absence in accordance
29
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
with state or federal law to perform military duties on a voluntary or involuntary basis. Requests
for military leave of absence must be made in writing and should include verification of the duty
call from military authority, the date the leave is to commence and the expected date of return.
Employees may choose to use any accumulated vacation time for all or part of the period
of military service. Leaves of absence in excess of any available vacation time will be without
pay. In accordance with applicable law, eligible employees will be reinstated to the same job
upon returning from an authorized military leave of absence.
6.
Funeral or bereavement leave with pay
Full-time employees may be eligible for a leave of absence for up to three days with pay
for the death of an immediate family member. The number of paid days off will be determined
by the UCF Staffing Committee based on the circumstances.
7.
Jury duty leave with pay
Employees called for jury duty are paid their regular pay for up to ten (10) working days.
Employees should appear for work upon being excused from jury duty on any day.
8.
Parental leave without pay
Full-time employees who become natural or adoptive parents may be eligible for a leave of
absence of up to six weeks. The leave must begin within six weeks of the birth or adoption.
Biological mothers may also be eligible for sick leave or medical leave without pay following
the birth of a child. Such a leave may, in the discretion of the UCF Staffing Committee, run
concurrently with unpaid parental leave.
F.
VEHICLE USAGE AND REIMBURSEMENT
Employees who are not UCF members, using their own cars for church-related business,
may be paid mileage at the current rate per mile as established by Internal Revenue Service.
Mileage will be reimbursed monthly upon request by the employee and approval by the UCF
Treasurer. Trips must be authorized by the employee's supervisor. Employees must have a
current and valid driver's license and proof of insurance. Employees may not take unauthorized
passengers on such trips.
All tickets for parking and traffic violations are the responsibility of the employee. The
employee must pay all fines promptly and will not be reimbursed by UCF.
IV.
OTHER EMPLOYER POLICIES
A.
ATTENDANCE AND PUNCTUALITY
Each employee is expected to be prompt and regular in his or her attendance at work.
Personal appointments should be scheduled before or after work hours, if possible. All
30
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
scheduled absences must be approved in advance by the supervisor. Employees who are unable
to report to work at their scheduled time must call their supervisor as soon as possible to report
the absence and the expected time of return to work. Employees must call in each day they are
absent, unless otherwise authorized by their supervisor.
Unscheduled absences (such as returning late from lunch or leaving work before the end
of the workday) must be approved by the employee's supervisor. If the employee expects to be
absent the following day, he or she should inform the supervisor of that fact at the same time.
Any employee who fails to report to work without notice for three or more consecutive
days will be considered to have voluntarily terminated employment, effective immediately.
B.
WORK AND DISCIPLINARY GUIDELINES
Certain guidelines must be observed by all employees to protect the integrity of the
congregation. Violations may result in disciplinary measures including verbal warnings, written
warnings or termination.
Engaging in any of the following examples of unacceptable conduct may result in
disciplinary actions. These examples are intended only as a guide and are not all-inclusive.




















Failure to perform work in a manner acceptable to UCF.
Absenteeism or tardiness.
Leaving work without permission.
Failure to report absences as required.
Sexual harassment or harassment described in this Manual.
The use, possession or sale, or being under the influence of alcohol or controlled substances
(other than those used for bona fide medical purposes) while working or while on UCF
premises (including meal and other breaks).
Unauthorized possession of weapons.
Disclosure of confidential information.
Smoking in unauthorized areas.
Failure to report-on-the job injuries.
Working another job while absent.
Failure to accurately complete or permitting another person to complete the employee’s
timecard.
Arrest and conviction for criminal offenses that are job related, including those that may
affect the employee’s ability to perform his or her job.
Theft or dishonesty.
Falsifying records or information (or misuse or unauthorized manipulation of any computer
or electronic data processing equipment or system).
Discourteous treatment of others.
Taking Employer property without paying for it or without written permission.
Reckless, careless or unauthorized use of UCF property, equipment or materials.
Improper or profane language.
Violation of any other UCF policy.
31
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
C.
SEPARATION FROM EMPLOYMENT
Employees who resign are requested to give at least two weeks’ written notice in order
for the congregation to find a suitable replacement.
Any employee who is absent for three consecutive days without notifying his or her
supervisor, or who fails to report to work on or before the expiration of a leave, will be deemed
to have resigned, consistent with applicable law.
D.
SAFETY AND ACCIDENTS
The safety of employees, as well as members and visitors, is of paramount concern. All
employees are expected to abide by accepted safety standards at all times. They should know the
whereabouts of fire extinguishers and the first aid kit.
Any unsafe condition, equipment or practice observed by an employee should be reported
immediately to the supervisor or UCF Treasurer. All on-the-job accidents or injuries to
employees, no matter how minor, should be reported immediately to the UCF Treasurer. In the
event of a fire or other emergency, the fire department and/or police should be called
immediately, and all staff and members of the congregation should leave the premises.
E.
PERSONAL PROPERTY
UCF cannot be responsible for damage to or loss of personal property, including loss or
damage to vehicles or other property in or on church property. Employees should report any lost
items to their supervisor so that the item can be returned if it is found. If an employee finds an
item, it should be immediately turned in to the Church office.
F.
WORKPLACE THREATS AND VIOLENCE
Threats, threatening behavior, or acts of violence against persons by anyone on church
property will not be tolerated.
Anyone who verbally or physically threatens another, exhibits threatening behavior or
engages in violent acts on church property may be removed and will remain off church property
pending the outcome of an investigation. If UCF determines that a violation of this policy has
occurred, UCF may take appropriate disciplinary action that may include, but is not limited to,
suspension and/or termination of employment, and/or legal action as appropriate.
All employees shall inform the Church officer or their supervisor of any behavior which
they have witnessed or experienced, which they regard as threatening or violent, when that
behavior is job-related or is connected to employment.
G.
PROFESSIONAL BEHAVIOR
Employees should maintain a professional attitude and appearance that is appropriate to
their position and the UCF congregation. Name badges should be worn when employees are on
duty on Sunday. Personal mail and non-essential telephone calls at work are discouraged.
32
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
H.
INSPECTION RIGHTS
Churches, like other organizations, are sometimes the victims of thieves. The church has
on its premises storage facilities such as desks, file cabinets, closets and storage areas for the use
of employees, however, the church can make no assurances that they will always be secure. The
storage of any unauthorized alcohol, illegal drugs or drug-related paraphernalia is prohibited on
church premises. Therefore, UCF reserves the right to open and inspect any desk, file cabinet,
storage closet or storage area at any time and without prior notice or consent. Employees may
not use personal locks on church owned desks, cabinets, closets or storage areas.
I.
EMPLOYMENT AUTHORIZATION
Federal law requires that prospective employees must show proof of eligibility to work in
the United States in the position for which they are applying. When applicable, employees must
usually provide an original document or documents to the employee’s supervisors that establish
identity and employment eligibility from the date employment begins.
33
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
Appendix VI
UCF Rental Agreement
The parties to this agreement are the Unitarian Coastal Fellowship, hereinafter called UCF, and
______________________________________________, hereinafter called RENTER.
UCF hereby lets the following property to RENTER for the term stated below.
a. The real Property known as 1300 Evans St., Morehead City, North Carolina 28557
UCF agrees to rent the following parts of the property to RENTER as follows: ( ) Sanctuary;
( ) Social hall; ( ) Office; ( ) RE Rooms for the period _________________ to ___________________.
The rent for said property shall be $ _________ per ________, due and payable by check or cash by the
first day of the term stated above.
UCF agrees to furnish the following services and/or utilities as follows: ( ) Electricity, ( ) Gas, ( ) Water,
( ) Garbage collection.
Renter will pay a $100.00 deposit upon signing this agreement. This amount will be refunded within three
weeks following the termination of the tenancy; but unpaid rent, charges for damages beyond normal
wear and tear, and costs for reasonable cleaning may be deducted.
IN ADDITION, IT IS AGREED:
1. UCF may enter the premises at reasonable times for the purpose of inspection, maintenance, or
repair.
2. Renter agrees there will be no tobacco or alcohol use on this property at any time. Violation of
this agreement will result in automatic termination of this agreement.
34
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
3. Renter agrees not to use the premises in such a manner as to disturb the peace and quiet of the
neighbors nor to conduct business or commercial activities on the premises.
4. Cooking is not allowed in the kitchen, but renter may have use of the refrigerator, coffee
machine, sink and hot water.
5. No food or beverages are permitted in the sanctuary.
6. UCF music, piano and electronic equipment may be used with special permission from the Music
Director.
7. Renter is to provide its own plates, cups, utensils, etc.
8. Chairs, tables and furniture may be moved but must be returned to their original locations.
9. Renter must place refuse in plastic bags in the outside garbage can.
10. Upon departure, all lights must be turned off and all doors locked.
11. Renter, upon termination of this agreement, shall return the premises to the same condition in
which it was received.
We, the undersigned, agree to this Rental Agreement:
Unitarian Coastal Fellowship
___________________________ (RENTER)
BY: __________________________
BY: _________________________
Dated this _____ day of _______________________________
35
UCF Policy Manual, Rev. 04-2013
Section 3, Appendices
Appendix VII
UCF Organizational Chart
HOW UCF IS ORGANIZED
The
Minister
Music Director,
UCF
Religious
Education
Administrator
Congregation
Committee on
Ministry
Board of Trustees*
Leadership
Council**
Nominating
Staffing
Standing Committees
Committee
Committeee
e
1. Membership
2. Social Outreach
(includes Green Sanctuary)
3. Finance
4. Religious Education
5. Worship
*The Board of Trustees enacts church policy, tracks long-range planning, approves
6. Facilities
budgetary expenditures, and approves fundraising activities. Members of the Board are the
President, Vice President, Treasurer, Secretary, and Leadership
Council Trustee.Affairs
The Minister is a
7. Denominational
non-voting member. The President chairs the Board. The congregation elects all Board members.
**The Leadership Council serves as a managerial board for the Fellowship. It addresses the
cross-committee impact brought forward from individual committees into the decision making
process. The Council is composed of the chairs of standing committees, the Music Director, the
Religious Education Administrator, and a representative of the Committee on Ministry. The
Minister is a non-voting member. The Leadership Trustee chairs the Council. Committee chairs are
elected by their committees.
36