Policy – Personnel Committee

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Board Approved 9/25/2013 (Supersedes Policy from October 2009) Unitarian Universalist Church of Bowling Green, Kentucky

I) The Personnel Committee will consist of the Minister, at least one Board member, and one member of the congregation not currently serving on the Board. The Committee will meet at least twice each year: once in the fall to plan for the upcoming year and once in the spring to review the annual evaluations of paid staff.

2) The Minister, as Chief of Staff, is responsible for the hiring of all paid positions, and, if warranted, for terminating employment. The Personnel Committee will be informed of hiring and firing decisions prior to their completion. If there are concerns, the Committee will meet to discuss them. In the case that the Minister and other Personnel Committee members cannot come to agreement, the matter will be presented to the Board.

3) Advertisements and job descriptions for paid positions should be approved by either the Minister or the Chair of the Personnel Committee prior to beginning a search. In the case of an office position, the Minister and a member of the Personnel Committee will participate in the applicant review and interview process. For all other positions, relevant committees may select their team to review applications; the Minister will participate in the interview process. The Minister must approve a hiring decision before an offer can be officially extended.

4) The Minister is responsible for gathering data, writing up annual performance evaluations, and presenting them to individuals working in the church office. The RE Committee (they may request assistance from the Minister) is responsible for completing this process for each paid childcare provider and RE teacher. Annual performance evaluations will be completed by April of each year with a copy submitted the Minister. The Minister will provide these documents to the Personnel Committee members for review during their spring meeting. If additional paid staff members are hired in the future, the Chair of the committee responsible for oversight shall conduct the annual evaluations.

5) The routing of employee grievances is as follows: First, an employee should contact his or her direct supervisor to discuss a grievance. For office staff, this is the Minister; for RE and nursery staff, this is the Chair of the RE Committee. Employees should present, in writing (and dated), a clear explanation of the grievance and suggestions for how to resolve the issue. If the matter is not satisfactorily addressed within a two-week period of time, the employee may present the grievance to the Chair of the Personnel Committee, again in writing. The Personnel Committee will seek to resolve the concern by working collaboratively with the supervisor and employee. The Personnel Committee may choose to bring the matter to the Board if they determine it needs further review.

6) If a church member has a concern regarding an employee, he or she should contact the employee’s direct supervisor (this is the Minister for office staff and the Chair of the RE Committee for RE and nursery staff).

7) Any concerns regarding volunteers and their activities at church should be directed to the Minister.

8) If a direct supervisor (other than the Minister) has a concern regarding an employee, the supervisor should present the issue to the Minister. If the Minister has a concern regarding a staff member, he will bring the issue to the Personnel Committee for consideration.

9) The Committee on Ministry will determine when and how Ministerial Evaluations will be conducted. The Personnel Committee will assist with the process by providing a member to participate in the work of synthesizing the evaluation results.

10) Employee evaluations will be stored in files in the Minister’s office. Documents of a less sensitive nature (such as hiring materials, contracts, job descriptions, pay stubs etc.) will be stored in the church office. The Minister and members of the Personnel Committee may have access to all employee files.

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