| Board of Trustees
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The Board of Trustees is responsible in particular for caring for church property and finances, approving policies, initiating strategic planning, and employing all church staff. The trustees are stewards of the church’s resources, and although this responsibility is shared with the ministers, office, and program staff, the Board is ultimately responsible to speak for the congregation on financial, legal and policy matters.
The Board consists of an executive (President, Vice-President, Treasurer, and Secretary) and up to six members-at-large, who are elected by the membership at the Annual General Meeting in the fall.
Board work includes planning for the health and vitality of the church; approving terms of reference and appointing chairs for all committees; making all staffing decisions with advice from the Human Resources Committee, ministers and administrative manager; working with the Committee on Ministry in the evaluation of ministerial performance; managing the church finances and fundraising initiatives; arranging mediation of conflicts within the church community; initiating and reviewing church policy; and setting agendas for congregational meetings.
The Board works closely with the minister and administrative manager in carrying out its responsibilities. The minister works in collegial relationship with the Board and committees accountable to the Board for managing the human and financial resources assigned to them. The Board delegates to the administrative manager the management of administrative, program, and custodial duties.
The Board meets regularly on the third Tuesday of each month, and the Board Executive meets on the first Tuesday of each month. Its decisions are subject to review and ratification by the full Board at the next Board meeting. Board and executive meetings are open to members and adherents except where matters of a confidential nature are under discussion.
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| Finance Committee
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The Finance Committee coordinates over-all church financial matters including canvass, budgeting, investing, capital campaigns, accounting, auditing, insurance, taxation, special fundraising, financial policies and procedures and financial reporting. The committee recommends policies and procedures to the Board on financial matters. It comprises members and adherents interested in finance and staff involved in the church’s financial work.
For information about the church’s special funds, ask for a copy of the document Description of Church Funds.
For information about receipts or expense authorization contact our bookkeeper, Ravina Sangara, by calling the office at 604.261.7204.
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| Legacy Committee
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This committee replaces the former Planned Giving Committee and has a slightly broader mandate. Its terms of reference are:
To enhance the church’s financial security through legacy gifts to the church by building relationships with people who have an abiding interest in its mission and welfare, and facilitating gifting by willing persons.
As an aspect of shared ministry, to serve a unique aspect of the pastoral needs of the congregation by assisting members with their financial planning for death, achieving this end by providing information and facilitating consultation about estate planning options.
The committee is active in facilitating estate planning and donations and bequests from individual members, and in planning a Memorial Wall.
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| Investment Committee (sub-committee of Finance)
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The Investment Committee oversees the investment of church assets in accordance with policy set by the congregation and Board. It recommends and provides liaison for church financial advisors and recommends investment policy.
Current investments are in ethically responsible instruments with low risk and high liquidity. The committee comprises church members with interest and expertise in investment.
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| Program Coordinating Council
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The Program Coordinating Council is responsible for facilitating the planning and coordinating of church programs and activities. It also ensures the well-being of committees, groups, and services, overseeing the initiation of new committees and groups and their termination when they are no longer useful to church life.
The Council recruits chairpersons when necessary, and convenes chairperson meetings (Council of Chairs) at least twice a year.
The Council facilitates communication within the church organization, ensures the publication of the Annual Church Guide, and assists the Board in the preparation of the Annual Report.
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| Nominating Committee
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Under the church's bylaws, the Nominating Committee is responsible to nominate persons to stand for election to the Board of Trustees. The committee is appointed by the Board, chaired by the past president (who is automatically a member of the Board) and may not contain any other incumbent Board member. The committee is required to communicate its nominations to the membership at least one month in advance of the Annual General Meeting, which takes place in the fall (usually November).
The committee would be pleased to speak with anyone who might wish to consider serving on the Board, or has thought of members who might be prepared and qualified to take on this role.
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| Human Resources Committee
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The Human Resources (HR) committee is a committee of the Board of Trustees formed to carry out the HR policies of the church in accordance with the church's Principles and Purposes and with the BC Employment Standards Act.
The committee recommends policies to the Board and, in consultation with staff supervisors, makes recommendations to the Board regarding all working conditions.
HR reviews the terms of employment and job descriptions for staff members and their evaluation procedures and salaries. HR may also make recommendations regarding the workload of church staff, its nature, size, and distribution.
The committee consists of at least four voting members of the congregation appointed by the Board for a two-year term.
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| Buildings & Grounds Committee
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The Buildings & Grounds Committee works closely with the administrative manager and the Board to maintain and preserve UCV’s buildings and grounds and each year put together a maintenance budget. The committee, together with the administrative manager and the Board, also develops a capital expenditures budget.
In recent years, the capital expenditures budget has allowed the committee to update the sanctuary, office and kitchen.
Each member of the committee has an area of expertise and leads a subgroup of the committee. The committee is organized into the following work groups:
aesthetics, buildings maintenance, capital & long-range planning, grounds maintenance, rental & event revenue, and sound & signage.
Members of the committee are appointed by the Board in January for a one-year term.
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| Archives Committee
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The primary responsibility of the Archives Committee is to collect, organize, and preserve church records that have long-term legal, administrative, and historical value dating back to 1909.
Anyone interested in working in this aspect of the church is more than welcome.
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