Policy Governance^® is an organizational system for nonprofits, which guides action with broad statements of intention rather than reactive micro-management. It is a transparent system that establishes clear lines of authority and encourages communication. Designed to empower all areas of the church, Policy Governance entrusts people with the freedom to do their jobs creatively and effectively.

This model has been successfully adopted by many UU churches around the country.

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We need a new governance system, because our church has grown too large for the board's small-church mindset of micro-managing staff and volunteers. To take full advantage of our highly skilled and professional staff, we need the best organizational system possible. A board that is a productive and positive entity of the church will attract strong leadership and inspire openness and trust. Policy Governance^® promises an engaged congregation, a forward-focused board, a highly efficient staff, and a healthy church community as a whole.

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The congregation continues as the source of our mission, priorities, and inspiration.

The elected, representative board of trustees is charged with the following:

• determining the outcomes that the church wants to achieve
• setting broad policies that limit the staff to practices that are legal, prudent, and ethical
• monitoring adherence to those policies

The board will now be more focused on the future of the church, looking for creative ways to further the goals and ideals of UUC and the wider community.

Led by the senior minister, the staff is entrusted to interpret the policies, perform their roles with professionalism, and put plans and activities in motion to achieve the desired outcomes. Volunteers within UUC are granted the same trust and share the same responsibility as the staff.

The congregation and others take part in programs as participants and lay leaders.

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The board governs through writing, deliberating, and approving policies, not micro-managing or rubber-stamping. It creates "outcome" policies based on myriad sources, including most importantly our bylaws. (For more information about outcome policies, see "Anatomy of an Outcome.") The board also sets "means" policies, limitations on how outcomes may be implemented. The means policies set legal and prudent boundaries, encourage communication, and require monitoring. The result is to free up the boundless creativity and efficiency of the highly professional and able staff and volunteers.

The board does not micro-manage the specifics of how the staff or committees go about achieving the desired outcomes. Disentangling the board from day-to-day management issues allows the board freedom to do more "big picture" thinking, and to act as leaders of the church as opposed to managers—a benefit not just to the board but to the staff and the congregation as a whole.

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The congregation will define the policies of the church through the elected board of trustees. The church will continue to be run on a day-to-day basis by the executive team—senior minister, minister, and business manager—and the rest of the staff. The senior minister will be in charge of the staff, and will lead and direct how the outcomes will be implemented. Committees and volunteers will support the work of the staff and ministers.

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We are incredibly lucky to have such a robust and accomplished staff. Not all churches can boast such an effective team. Staff is further supported by groups of lay leaders and committees that provide needed leadership and work on many efforts. UUC never wants for great ideas and volunteers!

Staff will use the appropriate church resources to accomplish their work, which may include organizing lay volunteers, contracting with outside help, or performing tasks directly. The authority clearly rests with the assigned person or team, but the methods will generally be collaborative.

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In our outcome policies, the board has stated that our church should make people feel welcomed into a caring church community. Responsibility for implementation of that outcome will be vested in senior staff. For instance, the business manager will ensure that entries are lit, secure, and well maintained, and that major repairs are considered during budgeting and then managed. The ministerial staff will oversee the involvement of the care, membership, and other teams that support the outcome. This is a big outcome, and other aspects of our church programming will no doubt fall under this area.

The board, in its monitoring capacity, will assess how well both the building and community (separately) are in compliance with the policy goal. If the board finds that, over time, the building or community has come to be significantly out of compliance with the outcome, it would refocus the attention of the executive team on the priority of the outcome and encourage it to pursue corrections.

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Under the new structure, staff members could pursue ideas in support of the stated outcomes. For instance, our social justice coordinator might find 100 ways to fulfill the "promise of our principles" in the world. Within the limits set by the board, she could initiate those programs and bring us all new opportunities to engage with the church and the community.

If an individual or group has an idea, they would approach the staff, who will confirm that it is in line with the policies of the church. If the member and staff can show sufficient resources and energies, the staff member will work with the group to develop a strategy for next steps. UUC is never short of great ideas!

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Not at all. The board will be apprised regularly as to the church's financial situation, as part of its regular monitoring function. Further, although the executive team will have responsibility for the nuts-and-bolts construction of the budget, the board will continue each year to review the budget, to ensure that it is reflective of the church's broad policies. Then, the policies that limit the activities of the staff will provide important legal safeguards. As part of these limitations, the board will continue to be involved in large or special decisions, those which typically fall outside of the operating budget.

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Absolutely. Policy Governance not only frees the board to spend more time listening, but actually requires it! The board is effective only as long as it represents the congregation and listens actively to its hopes, dreams, and concerns. The UUC board is always seeking ideas, feedback, and priorities. It communicates with the congregation through the newsletter, board meetings, town hall meetings, one-on-one conversations, and other means. Because Policy Governance^® separates the role of the board from operating issues, the board will now often act as a gatekeeper to connect congregants and their needs with the right staff or committee.

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Members of the congregation participate at every level. Collectively and individually, we let the board and staff know what we think is most important to us. We envision how the church should act in our congregational and community life.

Members elect and may serve on the board. This leadership group interprets the vision of the congregation and sets the framework for the church's work.

Members serve as volunteers. Volunteers are essential in carrying out our mission. This is where the work of the church takes place. Policy Governance^® will clarify this role and help paid staff to do their work most effectively, alongside our many volunteers.

Finally, members are the key participants in many of our services and programs, from worship and small-group adult and child-enrichment activities to social events and community service.

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In the Policy Governance^® model, the board's formal connection to the staff is through the senior minister alone. In practice, the board is engaged with the executive team (senior minister, minister, and business manager) as a whole to discuss and monitor adherence to policy. But the senior minister has the final word of the staff in the board/staff relationship.

Given the size of the church staff and the size of our congregation, Jon sees a great deal of promise in the adoption of Policy Governance at UUC—promise for a more satisified congregation and promise for a more successful team. To the degree that it encourages and establishes deeper trust and ownership among all of us at UUC—members and staff—it holds a great deal of potential.

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We are excited! The adoption of Policy Governance^® has been an illuminating and positive process for the board. We think this is a great direction for UUC. Our renewed focus will allow us all to produce even more great work. We are your board, and this is your church. If there's anything we can do to further your understanding of what this work promises for all of us, please don't hesitate to ask.

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