The Unitarian Universalist Church of Annapolis
PROCEDURES FOR FEEDBACK
Approved 12/27/2022
Our Need for Feedback
The Unitarian Universalist Church of Annapolis (UUCA) is guided by our Seven UU Principles and an 8th Principle Resolution including our belief in mutual respect and the democratic processes. Thus, we strive to respond to serious concerns with an interest in resolving them as well as possible to the satisfaction of all parties.
We believe hearing both positive and negative feedback helps us improve in our ability to fulfill our congregation’s mission and vision.
We regularly solicit feedback from members and visitors in many ways, including through congregational meetings and staff evaluations, however, we also realize that members and friends of the congregation may want to offer feedback at other times. The purpose of our feedback form is to help you do that.
Important Information for Filling out the
Feedback Form
Here is some important information about filling out the form.
No Anonymous Feedback
The form asks you to provide your name, email, and phone number. You may not submit the form without providing this information. Anonymous feedback is not accepted.
Before Filling Out the Form
The form also asks you, “Have you already spoken directly to any individual or group involved in the issue regarding which you are providing feedback before filling out this form?”
UUCA’s leadership strongly encourages you to do so before filling out this form unless you feel unsafe doing so. Even after doing so, you may still want to fill out this form for any of the following reasons:
- The issue was not resolved satisfactorily
- This issue was resolved satisfactorily, but you still want UUCA’s leadership to know about it. (This might be whether you are providing positive or negative feedback.)
- You don’t know who you should talk to, or you don’t want to directly communicate with the individual or group or wish for church leadership to be party to that communication.
Different Kinds of Feedback: Preference, Performance, or Policy
A concern-focused feedback will fall into one of three categories:
- Preference: A member wishes for a change in some aspect of congregational life, such as musical selections, decorations, publications, religious education curricula, and sermons. Some of these choices are steered by policy governance, but other choices may be influenced by member input. At the least, personal preferences will be acknowledged, and, pending similar input from multiple members, may lead to changes in the indicated aspect of congregational life.
- Performance: A member provides input about a shortcoming in staff, volunteer, or ministerial performance of duties, such as a violation of the congregation’s Bylaws, policy, non-compliance with government regulations, or failure to report something essential to the Board; failing to uphold our Safe Congregation Covenant, lapsed attendance at committee meetings, exerting too little initiative in pursuing a project, or not exercising due diligence in studying a problem before making a decision.
- Policy: A member or group identifies what they think is a policy or procedure that they believe is inconsistent with our values or Principles, and they wish to have the policy or procedure reformed. Proposed new policies can also be suggested.
For more serious destructive behavior see the Disruptive Behavior Policy.
Feedback about policies may also include positive or negative feedback about an existing policy or a suggestion about the need to create a policy to address a particular situation.
Follow-Up
The form asks if you wish to receive follow-up and the method you wish to receive your response.
Concerns that are personal Preferences are documented and sent to the appropriate committee for review. Committees note repeat requests and preferences. The committee supports drafting responses if follow-up has been requested.
A called minister or Board member who receives a Performance or Policy concern will notify the Board in executive session. A called minister or the Board may appoint an individual or a committee to perform the initial fact-finding necessary to ascertain the nature and seriousness of the concern. Within fourteen days after receiving feedback, the called minister or a Board member will advise the UUCA member who provided the feedback with the expected timeline for conducting an inquiry and determining the next steps, if any. The concerned party will be notified when the process is complete; depending on the appropriateness, they may or may not be informed of the details of the determination. If the timeline is not met or the UUCA member is not satisfied with the resolution, the member may bring the matter to the full Board.
If the timeline is not met or the UUCA member is not satisfied with the resolution, the member may share their dissatisfaction with the outcome, and it will be noted. A confidential log will be kept of the issues and outcomes for Performance or Policy concerns.
How Your Feedback Will Be Shared
The form asks you to acknowledge that the information you provide may be shared, as necessary, with other lay leaders or staff, or in certain circumstances, if legally necessary, with individuals outside of UUCA (if you need to provide confidential feedback about a sensitive matter, there is a place to communicate this on your form).
Depending on what kind of feedback you have provided and what you have requested regarding follow-up, the appropriate individual, committee or minister will either follow up with you directly or, if appropriate, designate somebody else to follow up with you.
UUCA will provide periodic reminders to the congregation in “In the Know” and through other communications of the way to submit a concern, suggestion or appreciation. Confidentiality will be respected, especially concerning personnel issues or possible criminal behavior.