[Quotations from UUCF Board minutes are as they appeared on the UUCF web site. Some liberties have been taken with format, but not with content.]
Ms. Foster read a statement reporting on the January 13 Board meeting:
vOn Monday, January 13, 2003 there was a meeting of the Board of Trustees
of the Unitarian Universalist Congregation of Fairfax. In attendance
were: Mary Foster, President, Susan Blasko, Vice President, Sheri
Blanchette, Secretary, Suzanne Weiss, Treasurer and at large members,
Wini Atlas, Nancy Commisso, Martin Conway, Kathy Covert and Jane Pearson.
Two motions were passed unanimously.
Motion 1.
The Board resolves to present the following letter dated January 13, 2003 which is attached and published herewith, to Rev. Nelson.
UNITARIAN UNIVERSALIST CONGREGATION OF FAIRFAX
Post Office Box 130
2709 Hunter Mill Road
Oakton, VA 22124
(703)281-4230The Reverend James Nelson
The Unitarian Universalist Congregation of Fairfax
P. O. Box 130
2709 Hunter Mill Road
Oakton, VA 22124January 13, 2003
Dear Jim,
The Board of Trustees is concerned about your recent breach of confidentiality. We consider your conduct a serious matter. In our efforts to reach consensus on the most appropriate response we have deliberated for more than nine hours, consulted with the Rev. Dr. Stefan Jonasson, Coordinator of Services for Large Congregations, and Joseph Priestly District Executive the Rev. Richard Speck. We have reviewed the UUA Ministerial Fellowship Committee Policies and the Unitarian Universalist Ministers Association Guidelines. We have also consulted with you for more than an hour.
We recognize that your ministry here at UUCF has been successful in several areas. The Sunday morning services are an uplifting experience for many members and your sermons are generally well thought out, intellectually stimulating and encouraging of spiritual growth. Your classes are well received.
Confidentiality is an essential part of pastoral care and pastoral care is an important component of ministry. We realize that you experienced a traumatic event involving a member of the congregation. However, sharing the names of the members involved when relating the substance of the event to another member of the congregation constitutes a breach of confidentiality.
We wish to acknowledge that when you became aware of the breach, you immediately took steps to remedy the problem and that you apologized to those directly involved. You appear to be committed to full reconciliation with the parties.
We believe that a public statement and acknowledgment by you would be both appropriate and beneficial. We recognize the need to balance the request of those directly involved to remain silent and the need of members' that seek reassurance and answers to their questions. We believe this would help bring an end to questions, discussion, and concerns about the incident. A public statement would serve to reassure the congregation of your commitment to the inherent necessity of maintaining confidentiality in all your dealings with church members. We believe this can be done in a way that maintains the confidentiality and privacy of the individual or individuals affected by the breach.
We also expect that you will take steps to ensure that you will be able to avoid such breaches in the future. We hope you take this opportunity to enhance your ministry and we expect you to advise us of the steps you will take to remedy the concern and that you will give us regular updates on your progress. We pledge to give you positive, constructive feedback.
Because the regrettable breach of confidence brought to the fore unresolved conflicts and tensions, we have asked the UUA Department of Ministry and Professional Leadership to work with you and us in resolving some significant difficulties. We will inform the congregation of our recommendations to you and that we have asked the UUA for their assistance.
We sincerely hope that with the help of the UUA, we can look forward to working with you to create a healthier congregation.
Mary Foster, President
UUCF Board of Trusteescc: David Hubner
Director, UUA Ministry and Professional Leadership
Motion 2.
The Board charges Board President Mary Foster to immediately contact the UUA Department of Ministry and Professional Leadership, and to transmit to them a copy of the letter to Rev. Nelson dated January 13, 2003.
February 21, 2003
Unitarian Universalist Congregation of Fairfax
PO Box 130
2709 Hunter Mill Road
Oakton, VA 22124
To the Board of Trustees of the Unitarian Universalist Congregation of Fairfax:
I hereby resign from the Board of Trustees and the membership of the Unitarian Universalist Congregation of Fairfax. I do this because on my ongoing difficulty in working with the Senior Minister both as a member and a leader of the congregation. Both my fiscal year 2003 operating pledge and Capital Campaign pledge are paid in full.
Mary Foster
To the Congregation from the UUCF Board of Trustees:The Board has received with regret the resignation of Mary Foster as our President. We are further saddened by Mary’s resignation from membership in the Congregation. Mary’s kind and generous spirit touched many in our Congregation and in our greater community. She gave continuously of herself to enrich the lives of others and to help them work their way through difficulties they faced in daily living. Mary found much within UUCF that she dearly loved. And her sense of the importance to the Board and to the Congregation of identifying and focusing on major policy priorities helped to enhance our understanding of the nature of good leadership. Individually and as a body we will miss Mary.
Ed White, our consultant from the Alban Institute met with Board members, the called ministers, and other identified members of leadership and staff over the past week. Dr. White will submit a report to Board members and called ministers later this month. The report will provide his observations of the situation and present several possible courses of action with his view of the possible benefits and risks of each. The report will not recommend a specific course of action, but will provide options from which to choose. In late April through May, Dr. White will be conducting meetings with the Board and the called ministers to process the report. The report will be made available to the congregation and they will have an opportunity to talk with Dr. White at a town meeting some time in late spring. Progress with the process will be communicated to the congregation through the President’s Message in the Newsletter, on the Web site, and through US Mail, as appropriate.
May 5, 2003
Susan Blasko
President
UUCF Board of Trustees
[address deleted]
Dear Susan,
I have decided to resign from the UUCF Board of Trustees at the end of the church year. After giving this decision a great deal of thought I reached the conclusion I had misjudged the readiness of the board to lead the congregation through the transformation needed to function well as a large church.
I use this simple checklist to determine if I should continue to invest my time, talent and treasure in a given activity: Am I having fun? Am I learning something? Am I making a significant contribution? When, late last night, I realized I could not answer "yes!" to any of the questions the appropriate course of action became clear.
As I indicated in a recent newsletter article, I make a generous pledge because I want to invest in an institution to carry my values into the future. I am currently re-considering the capacity of UUCF-as an institution-to exemplify and model the values I hold dear.
I remain deeply committed to our chosen faith and will continue to seek opportunities to-in Rev. Nelson's words-bring a "deeper peace, a wider justice, greater equity and a broader compassion" to our corner of the world.
I wish you and other board members all the best. See you in worship.
Sincerely,
Kathy L. Covert
May 6, 2003
Dear UUCF Members and Friends,
As you may know, early this year the Board sought assistance from the Unitarian Universalist Association (UUA) to work with Rev. Nelson and the Board in resolving some significant difficulties. The UUA responded by making available the professional experience and skill of Dr. Edward White, Senior Consultant from the Alban Institute. (The Alban Institute is a non-profit, non-denominational organization that assists religious organizations that encounter leadership, ministerial and growth problems.)
Dr. White met with the Board and Rev. Nelson to define a process for working through the prevailing issues. As part of that process Dr. White conducted interviews with congregational leaders and staff, and studied attendance data and historical documents of the church.
On April 2nd, the Board met with Dr. White to discuss next steps. At that meeting the Board set the following dates for continuing our process:
The Congregational Forum on May 20 will be an opportunity for further sharing of thoughts, feelings and perspectives. As part of this forum, Rev. Nelson will address the participants and Dr. White will answer questions and concerns about his report.
In order that you may be informed and prepared for this forum, Dr. White's report is enclosed, and the following documents referenced in his report are available from the church office upon request:
You may also review recent "Note from the Board President" newsletter articles (March 12 and April 23 issues), and Minutes of the January 14 regular Board meeting (also available in the office, or on the Info list).
Please let the staff know if you will be attending the forum. An estimate of the number of participants is necessary to plan and set up the small group seating arrangement in the Sanctuary.
Please notify the office no later than Friday, May 16 if you would like your children to be cared for while you participate in the forum. The staff needs to know the number of children in order to ensure the appropriate number of child care takers.
Transportation will also be provided. If you would like transportation to and from the church, please contact Kelly Henderson of the Caring Committee at 703-255-3985, or call the church office.
In closing, please know that your personal decision to attend or not to attend the Congregational forum will be respected.
Yours in our chosen faith,
[Signed]
Susan Blasko
President, UUCF Board of Trustees
Dear Members and Friends,
We want to thank each of you who attended the Forum. We appreciate your willingness to open yourselves to each other and to seek greater understanding of the serious issues facing our Congregation. The large turnout demonstrates the energy and the desire we all have to work together to keep our community whole. A brief synopsis of the forum is enclosed as Attachment 1 of this packet. In the interest of maintaining open dialogue, there will be another opportunity for sharing in a Congregational Forum on June 18. Attachment 2 provides details of this next forum. More information on the forum will be available shortly and will be found in the newsletter, on the website and on the info-list.
We would like to update the Congregation on the Board's process since we contacted the UUA for assistance in January to resolve significant difficulties between Rev. Nelson and leadership. In early April, we began our work with Dr. Ed White of the Alban Institute. Dr. White's report was mailed to the congregation and the May 20 Forum was held.
We acknowledge that the issues raised in Dr. White's report are sobering. We and Dr. White have been in conversation with Rev. Nelson in the presence of his two Good Offices Persons surrounding the issues mentioned in the report. (A "Good Offices Person" is an advocate for a minister). In early May, Rev. Nelson told the Board that he plans to seek another church settlement. We have been in negotiations with Rev. Nelson and his Good Offices Persons to come to an agreement that allows Rev. Nelson to pursue his search and that also meets the needs of the Congregation. During these negotiations we have consulted with Dr. White, representatives from the UUA, and other UU congregations in the United States to gain the perspectives of informed sources who have experience in issues of ministerial relations in situations similar to ours. We have also reviewed the letter of agreement between Rev. Nelson and the Congregation, as well as the UUA guidelines, and UUCF by-laws, policies, procedures, finances, and historical documents.
By June 2nd we hope to reach a mutual understanding. The Board and Dr. White will meet on June 2nd in executive session to review the progress of the negotiations. We will issue a recommendation to the Congregation following this meeting. Although Rev. Nelson will be on sabbatical for the month of June, he has volunteered to make himself available to bring negotiations to a successful conclusion.
We continue to make every effort to communicate effectively with the congregation. Attachment 3 outlines the communication media and materials that are available to everyone and how to obtain them. This attachment also includes subscription guidelines for the UUCF info-list. Thank you for taking responsibility for reading all of the information that is available to you so that you are an informed participant in this Congregational discussion. We appreciate the feedback that we have received from you.
The Board of Trustees is composed of members of the UUCF Community, and we are as affected emotionally as any member in these trying times. Regardless of the outcome, let us strive for a better understanding and reaffirm our commitment to stay connected with each other.
Yours in our chosen faith,
[signed]
Susan Blasko President, Board of Trustees
A Congregational Forum was held on May 20, 2003 to provide members and friends with the opportunity to ask Dr. Edward White questions about his Report to the UUCF Congregation (April 21, 2003) and to also engage in a congregational conversation in which members and friends shared their experiences and feelings.
Two hundred eighteen (218) members and friends (pledging non-members) registered for the forum, and two hundred seventy-six (276) attended. Some of the attendees were neither members nor friends.
The forum convened at 7:45 p.m. Rev. Welch offered opening words and a chalice lighting. Rev. Nelson gave a brief statement expressing his feelings about the situation and then left. Following this. Dr. White asked if there were any questions about his report. Some members and friends asked questions of clarification on the report and process, however the majority of the comments at this point were personal stories and feelings about the conflict.
At about 8:20, small groups were formed for the purpose of sharing personal experiences and feelings about the issues detailed in Dr. White's report to the congregation. The intent of the small group discussion was for members with different views to share information and express their feelings, rather than to try to persuade. This small group discussion period lasted about 45 minutes.
The entire group reconvened and Dr. White asked if there were any groups who would like to share an insight from the small group discussion. Several clear themes were reported from the small group discussions. Insights shared by the groups indicated a deep commitment to congregational health and unity, to "preserving the fabric of our congregation", in Dr. White's words, no matter what the outcome of the current conflict. Requests made by the groups to the board included:
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regular and clear communications from the board on next
steps in the process;
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regular meetings to allow members and friends to share
their ideas on the issues facing the congregation.
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information to clarify the roles and responsibilities of
ministers, church leaders and church members.
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Attached is an Appendix which summarizes additional comments and insights provided by the small group facilitators. This summary is representative of discussions in small groups and in the open forum, but does not include all information discussed since detailed notes were not taken.
A closing meditation was given by Rev. Welch, and the forum was adjourned at 9:45 p.m.
A concern expressed at the meeting was that we not become "polarized" as a congregation. There was a desire to see the congregation emerge from this conflict whole, to identify and address congregational problems with conflict, and to learn together from this situation. In the report Ed White said we would benefit by learning how to handle conflict constructively.
There was a general desire for more information on the difficulties that successive Boards have had with Rev. Nelson. People would like more information about how conflicts with Rev. Nelson have been handled in the past, such as what things he was asked to change and what happened as a result. There was a desire for clarification about the governing structure of the church; about the responsibilities of ministers, lay leaders and members; and about recommendations on how the consultant, board and other leaders feel that changes could possibly be made to better suit our needs moving forward
Two clear perspectives emerged from meeting attendees. The first was from people whose participation in UUCF focuses more on attending worship services on Sunday morning and are less actively involved in other church activities or programs. These attendees were typically more positive about Rev. Nelson's performance as a minister, citing the quality of his sermons, and often had decided to join the church based on their view of Rev. Nelson as the worship leader.
The other perspective was from longer-term members and members who have been more active in church programs and leadership. Many of these members expressed concerns about Rev. Nelson's inability to work constructively with Lay leaders such as the Board and Lay Ministers. This group of people often felt that Rev. Nelson was undermining the strength of our community and was having a negative impact on our lay leadership.
Many attendees expressed the view that the meeting was useful as a first step in a communication process that needs to continue. The way the groups were formed allowed people of varied experiences and involvement to talk with each other. People expressed a desire to continue the kind of dialogue we had at the meeting.
Some attendees felt that the Board needs to assume a more visible leadership role moving forward. Many would like the Board to report to them in detail about the current difficulties and be available to answer questions. Newer members in particular feel a lack of information and a need to understand how to obtain information. More regular, detailed communication and guidance from the Board was requested to keep the congregation together as it works through this situation.
A number of attendees felt that the process for resolving this situation needs to be clearly defined by the Board as quickly as possible. There was concern that the process moving forward was not described at the meeting. Attendees expressed the need to be regularly informed about the process and to leam how they will be able to participate.
For some of you, the Congregational Forum on May 20 was your first opportunity to express your thoughts and feelings and hear the opinions of others. The Congregational Forum on June 18 will be another opportunity for further sharing of thoughts, feelings and perspectives.
As we get closer to the date of the forum we will post an Agenda on the info-list. Please let the staff know if you will be attending the forum. An estimate of the number of participants is necessary to plan and set up the small group seating arrangement in the Sanctuary.
Please notify the office no later than Friday, June 13 if you would like your children to be cared for while you participate in the forum. The staff needs to know the number of children in order to ensure the appropriate number of child care providers.
If you would like transportation to and from the church, please contact Kelly Henderson of the Caring Committee at [phone number], or call the church office.
We encourage your continued participation in these congregational discussions.
The Board of Trustees will continue to communicate with the Congregation through its minutes, the newsletter, Sunday morning announcements, and the UUCF Info-list. Board minutes will always be posted on the bulletin board in the commons and on the UUCF info-list. Additional minutes and other related documents referenced in the consultant's report are available in the office. If you are unable to find a document, please notify a Board member immediately. To respect our worship experience and fellowship, documents will not be kept in the commons, nor will we use the pulpit for purposes other than worship. Thank you for taking the responsibility for reading these materials that are available to you so that you are an informed participant in our Congregational discussion.
The names of Board members are identified in the newsletter and Sunday's Order of Service. Contact information is listed in the church directory and each member has a mail folder in the file box stored in the Bride's Room closet. Board meetings are held on the second Tuesday of each month.
UUCF Electronic Communication UUCF has two moderated lists for subscribers: Info-list and Chat-list described below. Please refer to the UUCF Electronic Communications Policy, the UUCF Online Content Policy (including the "List Guideline and Netiquette"), and the UUCF E-Mail List Rules that govern the use of these lists. Copies of these policies are available in the office.
UUCF Info-list
The UUCF Info-list is used to communicate church activities and
events to members and staff of UUCF. This may include such
topics as: committee meeting minutes; volunteer needs; social
gatherings; life-span education opportunities; births, weddings,
ill health, anniversaries, deaths and other similar
announcements. All postings are moderated and shall be in
keeping with the UUCF Email List Rules.
To subscribe:
UUCF Chat-list
The UUCF Chat-list is intended to be a forum for discussion
pertaining to or of interest to the members and staff of UUCF.
This may include such topics as: sharing ideas that might expand
our spiritual horizons; discussing the pros and cons of
constructing new space on UUCF grounds; possible social justice
action that might be taken to support a cause of interest to
UUCF; sharing significant book titles, software, movies, and
other resources; and more. All postings are moderated and shall
be in keeping with the UUCF Email List Rules. You may subscribe
using the same steps outlined above for the info-list, except in
step 3. in the address box type [e-mail address].
June 3, 2003
Dear Members and Friends of UUCF,
In our letter of May 27, the Board of Trustees informed the congregation of its intent to bring a recommendation to you following its meeting on June 2nd. By that date, the Board had expected to reach an agreement with Rev. Nelson regarding his tenure at UUCF. Rev. Nelson told the Board he needed to cancel a scheduled meeting last Thursday, May 29th, between the negotiating team and Rev. Nelson
The Board believes that we are close to an agreement with Rev. Nelson that will facilitate his search for a new church settlement and will be in the best interests of the Congregation. Rev. Nelson has agreed to meet with the Board's representative on June 10th when they expect to reach a written agreement.
The UUCF Board of Trustees believes that it is important that the Congregation decide how to go forward if the Board and Rev. Nelson fail to finalize a written agreement on June 10. In that case, the Board has resolved to recommend as a last resort that a special meeting be called to hold a vote in accordance with Article VIII, Section 6 of the By-laws.
We have every expectation that we will reach a mutually acceptable agreement with Rev. Nelson and we thank everyone for the courtesy and compassionate feedback and dialog with each other. We look forward to a resolution that will take us on a path of healing and wholeness.
Yours in our chosen faith,
Susan Blasko President, Board of Trustees
Article VIII Ministers
6. Dismissal. A quorum of forty percent (40%) of the Congregation or three hundred (300) active members, whichever is less, and a majority vote by ballot at a special meeting called for this purpose shall be required to dismiss a minister. In the event of a vote to dismiss, the Minister shall be given a minimum of three months' notice, or a minimum of three months' salary in lieu of notice.
Subject: [uucf-info] Board Vacancy
Date: Sat, 7 Jun 2003 19:23:20 -0400
From: "Susan Blasko"
To: [UUCF-Info]
This is to announce that due to the recent resignation of Jane Pearson from rhe Board of Trustees, there is a vacancy on the Board that must be filled by nominations from the floor at tomorrow's Annual Meeting because there is insufficient time for the Nominating Committee to field a candidate. Ms. Pearson's letter of resignation will be read into the minutes of the next Board meeting after it is received.
Discussions concluded on June 10 with Senior Minister, Rev. Jim Nelson when the Board of Trustees received Rev. Nelson's resignation. The Board moved to officially approve an agreement with Rev. Nelson dated June 10, 2003. It passed unanimously. Under the terms of the agreement reached with the Board, Rev. Nelson's resignation will be effective September 1, 2003 and he will be on paid leave during July and August 2003. From September 1, 2003 to August 30, 2004, Rev. Nelson will receive one year's severance including the budgeted salary and benefits approved at the June 8, 2003 Annual Meeting. These amounts will be reduced by any income that Rev. Nelson earns from regular employment during the period from March through August 2004. Rev. Nelson and the Board both believe that this arrangement is in the best interest of the Congregation. In recognition of Rev. Nelson's tenure and contributions to our Congregation, the terms are more generous than those recommended in the Unitarian Universalist Ministers Association guidelines. The Board of Trustees will send a letter to notify the Congregation of the agreement. The Board awaits Rev. Nelson's decision regarding a congregational celebration in his honor.
The Board discussed related business including:
Jane Pearson presented Susan Blasko with her letter of resignation and asked that it be read into the minutes. The letter is as follows:
Susan Blasko, President
UUCF Board of Trustees
[Address removed.]Dear Susan,
As I wrote in my email to you and the other Board members after leaving the meeting last Monday (June 2), I find it necessary to resign form the Board of Trustees of UUCF.
I have been increasingly unhappy with the actions taken by the Board in these last few months and felt my decisions were influenced by the actions or possible actions of some members of the congregation. While I would not expect to convince others to agree with me, I stayed on the Board as long as I felt I could be the voice of some members of the congregations who might not be heard, and could help look toward the future of UUCF. While I do think I had some effect in some small ways, I no longer feel that is happening. The Board has moved on to actions and words I cannot support at this time.
I have lost respect for many people in UUCF lately, and lost a lot of faith in the process of leadership and the principles we supposedly uphold. I am not sure at this time if UUCF can still provide the peace I came for. I would appreciate this message being entered into the minutes of the next Board meeting.
With deep regret,
Jane Douma Pearson
The Board accepted Ms. Pearson’s resignation with regret and will miss her insight and perspective.
June 11, 2003
Dear Members and Friends,
As you are aware the Board of UUCF has been engaged in conversations with Rev. James A. Nelson about his future ministry at UUCF. These discussions were concluded yesterday when we received Rev. Nelson's resignation. Under the terms of the agreement reached with the Board, Rev. Nelson's resignation will be effective September 1, 2003, and he will be on paid leave during July and August of 2003. From September 1, 2003 to August 30, 2004, we will provide Rev. Nelson with one year's severance including the budgeted salary and benefits approved at last Sunday's Annual Meeting. These amounts shall be reduced by any income that he earns from regular employment during the period from March through August 2004. Rev. Nelson and the Board both believe that this arrangement is in the best interest of the Congregation. In recognition of Rev. Nelson's tenure and contributions to our Congregation, the terms are more generous than those recommended in the UUMA Guidelines.
At this time we hope that all members and friends will recommit themselves to our congregation and begin the process of healing and coalescing behind the common purpose of our faith. One next step in this process is for you to participate in the Congregational Forum to be held next Wednesday, June 18, 2003 at 7:30 p.m., details of which will be available shortly. Let us join together in the spirit of preserving the fabric of our community that was so evident at our first Congregational Forum.
In our chosen faith,
Susan Blasko
President of the Board of Trustees.