BY-LAWS
OLEAN UNITARIAN UNIVERSALIST COMMUNITY
Adopted September 19, 2018
ARTICLE I. NAME
This organization shall be known as the “Olean Unitarian Universalist Community”.
ARTICLE II. MISSION STATEMENT
The Olean UU Community provides an open, nurturing, spiritual environment made visible by the joy of our actions for peace and justice in the world.
ARTICLE III. NON-DISCRIMINATION CLAUSE
This community affirms and promotes the full participation of persons in all of its activities and endeavors including membership, programming, hiring practices, and the calling of religious professionals without regard to actual or perceived race, class, color, culture or national origin, sex, sexual orientation, gender identity or expression, or physical or mental challenge. We do not require adherence to any particular interpretation of religion or to any religious belief or creed.
ARTICLE IV. GOVERNMENT AND AFFILIATION
Section 1. Government
The government of this Community is vested in its members who exercise the right of control in all its affairs. The members elect a Board of Trustees that has the responsibility of conducting the business of the Community according to these By-Laws.
Section 2. Affiliation
This Community is affiliated with the Unitarian Universalist Association (UUA) and its designated state and/or regional associations. It is pledged to cooperate with these bodies in all reasonable programs adopted by them for the purpose of extending the interests and influence of the Unitarian Universalist faith, as described in Article II of these By-Laws.
ARTICLE V. MEMBERSHIP AND ITS RESPONSIBILITY
Section 1. Membership
Membership is open to any person aged 18 or older in accordance with Article III. Non-Discrimination Clause, who is in sympathy with the principles and purposes of the UUA and the mission of our congregation. Membership will be granted immediately upon request and the member's name will be entered into an electronic roster.
Section 2. Meaning of Membership
We gather in a supportive and nurturing community to create opportunities to grow and to serve. As members, we are encouraged to contribute financially, and to make contributions of our time and talent, to the end that we may each experience those opportunities to grow and to serve as proclaimed in our mission, but financial support or other contributions are not a requirement of membership. New members are encouraged to research our organization through print and online sources to enhance their understanding of this Community and Unitarian Universalism.
Section 3. Eligibility for Elective Office
Elective office may be held only by members. Members may hold more than one (1) elective office concurrently, with the exception of the President and Vice Presidential offices.
Section 4. Termination of Membership
a) Any member may terminate membership by submitting a written resignation with the Board President.
b) The Board of Trustees may terminate any member who has not fulfilled the requirements of membership as defined in Article IV, Section 1 within the first three months. The Secretary shall notify such persons that their membership will be terminated unless they indicate that they do wish to continue membership by fulfilling the requirements.
ARTICLE VI. CONGREGATIONAL MEETINGS
Section 1. Regular Meetings
The Annual Meeting shall be held at the final Board meeting of the current year, on a date fixed by the Board of Trustees.
a) Officers and Trustees shall be elected at the Annual Meeting. Terms of office will take effect on January 1st.
b) Annual reports of committees shall be distributed and opportunity provided for discussion.
c) The Board of Trustees develop a proposed budget for the upcoming fiscal year (January 1-December 31) for presentation and approval at the Annual Meeting.
Notice of the Board meetings held prior to and in anticipation of the Annual Meeting shall be distributed electronically.
d) Notice of the above Annual meeting shall be given to each member at least ten (10) days prior to the date of the meeting.
Section 2. Special Meetings
Other meetings for business may be called by the Board of Trustees or shall be called upon the written application of five (5) members of the Community addressed to the Secretary.
Notices of such meetings shall be distributed to each member at least ten (10) days prior to the date of the meeting.
Section 3. Quorum
a) Three (3) members qualified to vote shall constitute a quorum at any business meeting of the Community. No fewer than a quorum shall conduct business.
b) An electronic record shall be maintained of voting members attending all meetings where business is conducted.
Section 4. Majority Vote
Majority vote shall decide any question, except where otherwise provided in these By-Laws.
ARTICLE VII. BOARD OF TRUSTEES
Section 1. Composition
a) The Board of Trustees shall consist of four (4) Officers and four (4) Trustees. The officers are President, Vice President, Treasurer, and Secretary.
Section 2. Meetings
a) The Board of Trustees shall hold at least four (4) meetings between January 1 and December 31.
b) Special meetings may be called by the President and shall be called upon written request of two (2) members of the Board of Trustees.
c) Three (3) voting members shall constitute a quorum at any meeting of the Board of Trustees.
Section 3. Responsibilities
The Board of Trustees shall be the sole policy-making authority of the Community.
a) It shall provide a place for the holding of regular Gatherings, and such other facilities as the Community may decide upon.
b) It shall ensure the services of a Lay Leader or Minister, subject to the action of the Community as provided in Article XII of these By-Laws.
c) It shall provide the vision for the Community’s future and its programs.
d) It shall provide for the overall administration of the institution including financial management and care of properties, rental spaces, volunteer policies, and volunteer management. It shall authorize the hiring or termination of volunteers.
e) It shall approve all contracts. All contracts shall be signed by the President and countersigned by the Secretary.
f) It shall appoint members as Collectors to receive and deposit funds.
g) It shall not authorize the conveyance or mortgaging of real estate belonging to the Community.
h) It shall not enter into a contract or any obligation involving an unbudgeted expenditure of an amount in excess of five hundred dollars ($500) without the approval of the members of the Community.
i) It shall direct an annual review of the books and records.
k) It shall direct a review of the By-Laws at least every five (5) years.
ARTICLE VIII. OFFICERS
Section 1. Method of Election and Terms of Office
The President, Vice President, Treasurer, and Secretary shall be elected at the Annual Meeting. The terms of office for the officers shall be one (1) year: from January 1 to December 31. Temporary Covid-19 Pandemic Amendment, officers term of office shall be (3) three years: from January 1, 2020 to December 31, 2022.
a) The President and Vice President shall not succeed themselves but may succeed each other. The President and Vice President shall not serve in either office or combination of them for more than four (4) consecutive years.
b) The Secretary shall not be eligible to succeed him/herself after having served three (3) consecutive full terms.
c) The Treasurer shall not be eligible to succeed him/herself after having served three (3) consecutive full terms.
Section 2. Vacancies
a) If the President’s office becomes vacant, the Vice President shall assume the office of President and a new Vice President shall be appointed by the Board. If the Vice President position becomes vacant, the Board shall appoint a replacement.
b) If the Secretary’s office becomes vacant, the Board shall appoint a replacement.
c) If the Treasurer’s office becomes vacant, the Board shall appoint a replacement.
d) Board appointments are temporary until the end of the current fiscal year.
Section 3. Recall of Officers
Officers may be recalled for due cause by a 2/3 vote of a duly-called Community meeting.
Section 4. Duties
a) The Officers shall attend all meetings of the Board of Trustees.
b) The President serves as executive officer of the Community and Board of Trustees. The President:
(1) is a non-voting, ex-officio member of all committees.
(2) may call special meetings of the Community and the Board of Trustees.
(3) shall sign all duly authorized contracts of the Community and perform other duties as the Board of Trustees may require.
c) The Vice President shall:
(1) assist the President in the performance of the President’s duties.
(2) assume and perform all the duties of the President in the President’s absence.
d) The Secretary shall:
(1) give notice of all meetings of the Community and the Board of Trustees.
(2) keep an accurate record of the proceedings of all meetings of the Board of Trustees and all Community's Meetings.
(3) ensure that an accurate record of the names and addresses of the Community’s members is kept, and shall have custody of all books, papers, and records of the Community except those entrusted to the Treasurer.
(4) in the absence of both the President and Vice President, shall call meetings of the Community and Board of Trustees, and shall preside as President Pro Tem at those meetings.
e) The Treasurer shall:
(1) have custody of all funds of the Community except any that have been placed in the custody of special trustees by the Community.
(2) keep an accurate record of all receipts and disbursements, pay all bills duly incurred for the general expense of the Community and such other bills as may be approved by the Board of Trustees.
(3) render financial statements to the Community at the Annual Meeting, and to the Community and the Board of Trustees as may be requested.
(4) transfer money in the name of the Community and in such banks as the Board of Trustees may direct.
(5) have the books and records available for examination by Community members.
ARTICLE IX. TRUSTEES
a) Trustees are elected at the Annual Meeting to serve terms of three (3) years each. One (1) or more Trustees, as appropriate to maintain a minimum of two (2) Trustees on the Board, shall be elected annually. Trustees shall be eligible to succeed him/herself after serving one (1) full term.
b) Attendance: Trustees shall make every effort to attend all meetings of the Board of Trustees.
c) Absence: If, within a calendar year, a Trustee is absent from a total of four (4) regularly scheduled meetings, the Board will have the option to ask for the Trustee’s resignation.
d) Vacancies: In the event of a vacancy in an office of Trustee, the Board of Trustees shall appoint a new Trustee to serve the balance of the current fiscal year. A nominee for any unexpired portion of the term shall be chosen at the next Annual Meeting.
ARTICLE X. COMMITTEES
All committees, except where otherwise noted, are open to full participation by the Community's members and friends. This includes holding office and voting in meetings of those committees. Similarly, all activities planned by those committees and other ad-hoc groups are also open to full participation. Committees may be established and maintained by the Board of Trustees as it deems necessary. Members are free to form other committees and ad-hoc groups, with the permission of the Board.
Section 4. Term Limits
The term of the Chair of all standing and other committees shall not exceed three (3) years unless amended by the Board.
ARTICLE XV. DISSOLUTION
In the case of dissolution of the Community, all its property, real and personal, subject to all claims against it, shall be vested in the Unitarian Universalist Association or its successor to be held in trust for the benefit of a future Unitarian Universalist Society in the vicinity.
ARTICLE XVI. AMENDMENT OF BY-LAWS
These By-Laws may be altered or amended by a vote of two-thirds (2/3) of the members present at any Regular or Special Community Meeting, provided that notice of the proposed change is included in the notice of the meeting, which must be distributed to all members at least ten (10) days prior to that meeting. By-Laws may be suggested to the Board, if accompanied by a petition of five (5) voting members.
ARTICLE XVII. PARLIAMENTARY AUTHORITY
The rules contained in the current edition of ROBERT’S RULES OF ORDER NEWLY REVISED shall govern this organization in all cases to which they are applicable and in which they are not inconsistent with these By-Laws and any special rules of order the Community may adopt.
ARTICLE XVIII. REVOCATION
The By-Laws in force previous to the adoption of these By-Laws are hereby superseded. All changes shall be executed forthwith.
END
OLEAN UNITARIAN UNIVERSALIST COMMUNITY
Adopted September 19, 2018
ARTICLE I. NAME
This organization shall be known as the “Olean Unitarian Universalist Community”.
ARTICLE II. MISSION STATEMENT
The Olean UU Community provides an open, nurturing, spiritual environment made visible by the joy of our actions for peace and justice in the world.
ARTICLE III. NON-DISCRIMINATION CLAUSE
This community affirms and promotes the full participation of persons in all of its activities and endeavors including membership, programming, hiring practices, and the calling of religious professionals without regard to actual or perceived race, class, color, culture or national origin, sex, sexual orientation, gender identity or expression, or physical or mental challenge. We do not require adherence to any particular interpretation of religion or to any religious belief or creed.
ARTICLE IV. GOVERNMENT AND AFFILIATION
Section 1. Government
The government of this Community is vested in its members who exercise the right of control in all its affairs. The members elect a Board of Trustees that has the responsibility of conducting the business of the Community according to these By-Laws.
Section 2. Affiliation
This Community is affiliated with the Unitarian Universalist Association (UUA) and its designated state and/or regional associations. It is pledged to cooperate with these bodies in all reasonable programs adopted by them for the purpose of extending the interests and influence of the Unitarian Universalist faith, as described in Article II of these By-Laws.
ARTICLE V. MEMBERSHIP AND ITS RESPONSIBILITY
Section 1. Membership
Membership is open to any person aged 18 or older in accordance with Article III. Non-Discrimination Clause, who is in sympathy with the principles and purposes of the UUA and the mission of our congregation. Membership will be granted immediately upon request and the member's name will be entered into an electronic roster.
Section 2. Meaning of Membership
We gather in a supportive and nurturing community to create opportunities to grow and to serve. As members, we are encouraged to contribute financially, and to make contributions of our time and talent, to the end that we may each experience those opportunities to grow and to serve as proclaimed in our mission, but financial support or other contributions are not a requirement of membership. New members are encouraged to research our organization through print and online sources to enhance their understanding of this Community and Unitarian Universalism.
Section 3. Eligibility for Elective Office
Elective office may be held only by members. Members may hold more than one (1) elective office concurrently, with the exception of the President and Vice Presidential offices.
Section 4. Termination of Membership
a) Any member may terminate membership by submitting a written resignation with the Board President.
b) The Board of Trustees may terminate any member who has not fulfilled the requirements of membership as defined in Article IV, Section 1 within the first three months. The Secretary shall notify such persons that their membership will be terminated unless they indicate that they do wish to continue membership by fulfilling the requirements.
ARTICLE VI. CONGREGATIONAL MEETINGS
Section 1. Regular Meetings
The Annual Meeting shall be held at the final Board meeting of the current year, on a date fixed by the Board of Trustees.
a) Officers and Trustees shall be elected at the Annual Meeting. Terms of office will take effect on January 1st.
b) Annual reports of committees shall be distributed and opportunity provided for discussion.
c) The Board of Trustees develop a proposed budget for the upcoming fiscal year (January 1-December 31) for presentation and approval at the Annual Meeting.
Notice of the Board meetings held prior to and in anticipation of the Annual Meeting shall be distributed electronically.
d) Notice of the above Annual meeting shall be given to each member at least ten (10) days prior to the date of the meeting.
Section 2. Special Meetings
Other meetings for business may be called by the Board of Trustees or shall be called upon the written application of five (5) members of the Community addressed to the Secretary.
Notices of such meetings shall be distributed to each member at least ten (10) days prior to the date of the meeting.
Section 3. Quorum
a) Three (3) members qualified to vote shall constitute a quorum at any business meeting of the Community. No fewer than a quorum shall conduct business.
b) An electronic record shall be maintained of voting members attending all meetings where business is conducted.
Section 4. Majority Vote
Majority vote shall decide any question, except where otherwise provided in these By-Laws.
ARTICLE VII. BOARD OF TRUSTEES
Section 1. Composition
a) The Board of Trustees shall consist of four (4) Officers and four (4) Trustees. The officers are President, Vice President, Treasurer, and Secretary.
Section 2. Meetings
a) The Board of Trustees shall hold at least four (4) meetings between January 1 and December 31.
b) Special meetings may be called by the President and shall be called upon written request of two (2) members of the Board of Trustees.
c) Three (3) voting members shall constitute a quorum at any meeting of the Board of Trustees.
Section 3. Responsibilities
The Board of Trustees shall be the sole policy-making authority of the Community.
a) It shall provide a place for the holding of regular Gatherings, and such other facilities as the Community may decide upon.
b) It shall ensure the services of a Lay Leader or Minister, subject to the action of the Community as provided in Article XII of these By-Laws.
c) It shall provide the vision for the Community’s future and its programs.
d) It shall provide for the overall administration of the institution including financial management and care of properties, rental spaces, volunteer policies, and volunteer management. It shall authorize the hiring or termination of volunteers.
e) It shall approve all contracts. All contracts shall be signed by the President and countersigned by the Secretary.
f) It shall appoint members as Collectors to receive and deposit funds.
g) It shall not authorize the conveyance or mortgaging of real estate belonging to the Community.
h) It shall not enter into a contract or any obligation involving an unbudgeted expenditure of an amount in excess of five hundred dollars ($500) without the approval of the members of the Community.
i) It shall direct an annual review of the books and records.
k) It shall direct a review of the By-Laws at least every five (5) years.
ARTICLE VIII. OFFICERS
Section 1. Method of Election and Terms of Office
The President, Vice President, Treasurer, and Secretary shall be elected at the Annual Meeting. The terms of office for the officers shall be one (1) year: from January 1 to December 31. Temporary Covid-19 Pandemic Amendment, officers term of office shall be (3) three years: from January 1, 2020 to December 31, 2022.
a) The President and Vice President shall not succeed themselves but may succeed each other. The President and Vice President shall not serve in either office or combination of them for more than four (4) consecutive years.
b) The Secretary shall not be eligible to succeed him/herself after having served three (3) consecutive full terms.
c) The Treasurer shall not be eligible to succeed him/herself after having served three (3) consecutive full terms.
Section 2. Vacancies
a) If the President’s office becomes vacant, the Vice President shall assume the office of President and a new Vice President shall be appointed by the Board. If the Vice President position becomes vacant, the Board shall appoint a replacement.
b) If the Secretary’s office becomes vacant, the Board shall appoint a replacement.
c) If the Treasurer’s office becomes vacant, the Board shall appoint a replacement.
d) Board appointments are temporary until the end of the current fiscal year.
Section 3. Recall of Officers
Officers may be recalled for due cause by a 2/3 vote of a duly-called Community meeting.
Section 4. Duties
a) The Officers shall attend all meetings of the Board of Trustees.
b) The President serves as executive officer of the Community and Board of Trustees. The President:
(1) is a non-voting, ex-officio member of all committees.
(2) may call special meetings of the Community and the Board of Trustees.
(3) shall sign all duly authorized contracts of the Community and perform other duties as the Board of Trustees may require.
c) The Vice President shall:
(1) assist the President in the performance of the President’s duties.
(2) assume and perform all the duties of the President in the President’s absence.
d) The Secretary shall:
(1) give notice of all meetings of the Community and the Board of Trustees.
(2) keep an accurate record of the proceedings of all meetings of the Board of Trustees and all Community's Meetings.
(3) ensure that an accurate record of the names and addresses of the Community’s members is kept, and shall have custody of all books, papers, and records of the Community except those entrusted to the Treasurer.
(4) in the absence of both the President and Vice President, shall call meetings of the Community and Board of Trustees, and shall preside as President Pro Tem at those meetings.
e) The Treasurer shall:
(1) have custody of all funds of the Community except any that have been placed in the custody of special trustees by the Community.
(2) keep an accurate record of all receipts and disbursements, pay all bills duly incurred for the general expense of the Community and such other bills as may be approved by the Board of Trustees.
(3) render financial statements to the Community at the Annual Meeting, and to the Community and the Board of Trustees as may be requested.
(4) transfer money in the name of the Community and in such banks as the Board of Trustees may direct.
(5) have the books and records available for examination by Community members.
ARTICLE IX. TRUSTEES
a) Trustees are elected at the Annual Meeting to serve terms of three (3) years each. One (1) or more Trustees, as appropriate to maintain a minimum of two (2) Trustees on the Board, shall be elected annually. Trustees shall be eligible to succeed him/herself after serving one (1) full term.
b) Attendance: Trustees shall make every effort to attend all meetings of the Board of Trustees.
c) Absence: If, within a calendar year, a Trustee is absent from a total of four (4) regularly scheduled meetings, the Board will have the option to ask for the Trustee’s resignation.
d) Vacancies: In the event of a vacancy in an office of Trustee, the Board of Trustees shall appoint a new Trustee to serve the balance of the current fiscal year. A nominee for any unexpired portion of the term shall be chosen at the next Annual Meeting.
ARTICLE X. COMMITTEES
All committees, except where otherwise noted, are open to full participation by the Community's members and friends. This includes holding office and voting in meetings of those committees. Similarly, all activities planned by those committees and other ad-hoc groups are also open to full participation. Committees may be established and maintained by the Board of Trustees as it deems necessary. Members are free to form other committees and ad-hoc groups, with the permission of the Board.
Section 4. Term Limits
The term of the Chair of all standing and other committees shall not exceed three (3) years unless amended by the Board.
ARTICLE XV. DISSOLUTION
In the case of dissolution of the Community, all its property, real and personal, subject to all claims against it, shall be vested in the Unitarian Universalist Association or its successor to be held in trust for the benefit of a future Unitarian Universalist Society in the vicinity.
ARTICLE XVI. AMENDMENT OF BY-LAWS
These By-Laws may be altered or amended by a vote of two-thirds (2/3) of the members present at any Regular or Special Community Meeting, provided that notice of the proposed change is included in the notice of the meeting, which must be distributed to all members at least ten (10) days prior to that meeting. By-Laws may be suggested to the Board, if accompanied by a petition of five (5) voting members.
ARTICLE XVII. PARLIAMENTARY AUTHORITY
The rules contained in the current edition of ROBERT’S RULES OF ORDER NEWLY REVISED shall govern this organization in all cases to which they are applicable and in which they are not inconsistent with these By-Laws and any special rules of order the Community may adopt.
ARTICLE XVIII. REVOCATION
The By-Laws in force previous to the adoption of these By-Laws are hereby superseded. All changes shall be executed forthwith.
END
