—by Marietta Moskin

The general perception of UUs is of a free-wheeling assembly of religious thinkers without much structure, rules or hierarchy. And theologically, this is more or less correct. UU congregations are free to choose their leaders and their ministers and to direct them to create a certain religious environment pleasing to their particular constituents. Ministers determine matters of theology and liturgy, Boards and Board Presidents see to the finances and the smooth running of the institution. But that does not mean that individual congregations do not have to abide by certain fixed rules and laws determined by the State, under whose laws they are incorporated, the general rules of the Denomination and the bylaws of each individual church or fellowship.

The bylaws dictate what kind of activities have to be submitted to a vote by a certain portion of the congregation as set by congregational polity, and such congregational elections have to be conducted under well-established rules based on the guidance of Robert’s Rules of Order*. In our church, from the moment such a matter comes up for electoral decision, the arbiter of the event is not the Board or Board President, but the elected Clerk of the Society. We elect a Clerk of the Society each year by ballot during our Annual Congregational Meeting.

The Secretary of the Board has the duty to make sure that announcements about the forthcoming election meeting are sent out in a timely fashion containing the correct wording describing the matter to be voted on. The Clerk is the final arbiter about who is eligible to cast a vote according to the bylaws, and has to make sure that ballots are distributed legally, are collected in the proper manner within a pre-set time frame, and are counted by legally chosen (or appointed but named) counters. All of these steps have to be carried out properly to ensure a legal election.

Members of All Souls are used to the annual rite of electing three new Board members, a Clerk of the Society and members of the Board of Deacons during our Annual Meeting in February. But special elections do not occur very often so that the prescribed rules for such events have a tendency to fade from institutional memory. That however does not make the rules less important for a legal process. It is important for members of the Congregation to understand these procedures and accept the necessity of enforcing them in order to avoid misunderstandings and divisiveness within our religious community.

During our recent special meeting to call Galen as our principal Minister, a number of procedural errors were noted by members of the congregation and objections were raised. The Board and the Deacons are currently cooperating on efforts to tighten rules and procedures for future meetings and to set down the protocols to be followed. Hopefully, this will prevent problems in the future.

*Pocket Manual of Rules of Order for Deliberative Assemblies (short cover title: Robert’s Rules of Order) by Army Major Henry Martyn Robert (1837–1923) ©1876; Robert’s Rules of Order Revised by Brigadier General Henry Martyn Robert ©1915; and Robert’s Rules of Order Newly Revised ©1970, ©2000 (10th Ed.)