Guidelines for the

COVENANT IMPLEMENTATION TEAM

P R E A M B L E

Conflict in the Church Community

Conflict is part and parcel of every community: families, social organizations, worksites, nations, and even churches. Real peace is not the absence of conflict. Rather, it is that state where conflict is managed effectively and respectfully.

“Churches have trouble managing conflict because conflict is contrary to what people expect to find, ministers don’t name it because they’re not supposed to have it, and acknowledging conflict is often regarded as failure.”*

Manage conflict or it will manage you.

The purpose of this team is to assist in the management of conflict in a caring environment respectful of the interests of all parties. This mission is met through efforts at reconciliation, training in negotiation, mediation and conflict resolution, fact-finding, and, when necessary, through church adjudication.

Edward J. Kelly and

*from Theological Foundations for

Resolving Church Conflict by Kenneth Newberger

Guidelines for the

COVENANT IMPLEMENTATION TEAM

1. COMMITTEE NAME AND RESPONSIBILITIES

1.1 The committee is named the Covenant Implementation Team (CIT).

1.2 The committee (referred to hereafter as “team”) is responsible for:

(a) Scheduling and participating in trainings, at least one per year,

in conflict mediation which will be attended not only by

established CIT members and incoming new CIT members, but

also made open to the congregation at large;

(b) Educating the congregation about the HVUUC Covenant itself,

as well as the existence of the Covenant Implementation Team, its

members, its duties, and ways to access members. Such education

efforts will be conducted at minimum by way of quarterly

newsletter articles, as well as an annual service arranged in collaboration with Religious Services and the Covenant Maintenance Task Force;

congregants;

(d) Communicating generalities about mediation efforts with the

referral source;

(e) Providing adjudication recommendations to the Board and

Minister in some instances;

(f) Preparing a committee annual budget that will cover costs for the

training and education efforts outlined above, as well as an annual

contribution toward a savings fund until such time as the account is well funded in the event of the need for external consultation/mediation (See 4.2);

(g) Submitting a committee annual report, omitting confidential

information, to the Board of Directors; and

(h) Meeting as often as needed to fulfill the above responsibilities with a minimum number of meetings per year to be established by the team based on the past year’s experience. It is recommended that the team meet at least four times in the team’s initial year of service.

2. TEAM STAFFING AND TERM LIMITS

2.1 All potential team members will receive training in conflict mediation.

2.2 The team will be comprised of seven members. It is the intent that

congregationally-approved members will represent the team’s majority,

and that the team will act with the best interests of the entire church

community as their guide without regard to the entity recommending their

membership. Accordingly:

(a) Four members will be selected by the Nominating Committee and

appointed by congregational vote at the Annual Meeting;

(b) One member will be appointed by the Board of Directors;

(d) One member will be appointed by the Minister.

2.3 To establish the team initially:

(a) Board of Directors appointee will serve one year and may be

reappointed;

(b) Committee on Ministry appointee will serve two years and must

take one year off before reappointed (See 2.5);

off before reappointment (See 2.5); and

(d) Nominating Committee appointees will be identified for their

term of service as follows:

(i) One year for one appointee. May be reappointed;

(ii) Two years for two appointees. Must take one year off before reappointment (See 2.5); and

(iii) Three years for one appointee. Must take one year off

before reappointment (See 2.5).

2.4 Once the CIT is established, team members, having served a full term will

be replaced by the entity (Board of Directors, Committee on Ministry,

Minister, congregational vote) that elected them. Mid-term vacancies will

be filled by the selection and vote of (Board of Directors, Committee on

Ministry) or selection by (Minister) the appointing entity or, in the case of

congregational-elected members, at the next Annual Meeting or in the

case of more than one congregational-elected vacancy, by a special called

meeting of the congregation through the existing Nominating Committee

procedure.

2.5 The term limit of CIT members will be one term with at least one year

off before returning to the team.

2.6 A “full term” is defined as three years of service. In those situations where

a member’s term has expired, the CIT can provide an extension for the

purpose of completing an active mediation. If initial rotation is a partial

year (e.g., because of replacement by attrition), it will not count toward

team member’s term of service.

2.7 The team will elect a chair, vice chair, and recording secretary:

(a) The team chair (whenever possible) will be an experienced

member of the team. The team chair’s responsibilities are

delineated in Section 4 and Section 6 of this document;

(b) The vice chair will have at least one year of team experience and

will conduct team meetings when the chair is unavailable. The vice

chair will (ideally) assume chair responsibilities once the current

chair retires. In circumstances where the vice chair cannot assume

chair responsibilities once the current chair retires, the team will

select a new chair; and

disseminating team minutes to team members, and for the

safekeeping of all team documents in a small lockable

document fire safe in the church office, the keys of which to be

held by the recording secretary, the team chair, and the Minister.

3. CRITERIA FOR TEAM SERVICE

3.1 Team members will have a proven track record of regular attendance and

active participation at HVUUC for at least two years, such that they have:

(a) Demonstrated the capability to work collaboratively with others on

teams/committees;

(b) Shown the capacity to handle differences of opinion or values in a

respectful manner; and

have disagreed.

3.2 Team members will show a commitment to HVUUC in that they will be

voting members of the congregation (i.e., members for at least 90 days)

prior to serving on this team.

3.3 Team members will be expected to hold or develop the following

attributes:

(a) Good listening skills;

(b) Empathy;

(d) Value the importance of mediation education/training and team

service;

(e) Self awareness and self monitoring skills;

(f) A nonjudgmental, stable, patient presence;

(g) Ability to distinguish between the issues and personalities;

(h) Demonstrated cognizance of church interests; and

(i) Availability.

3.4 Team members may serve on other committees with the exception of the

Committee on Ministry or the Board of Directors. It is strongly

recommended CIT members be discerning regarding their time commitment priority to the team.

3.5 Although not a prerequisite, access to private email communication is

preferred.

4. AUTHORITY

4.1 The CIT is semi-autonomous, meaning the team may make independent

and confidential decisions /judgments save for the following situations:

(a) Mediation efforts in which a participant or participants are asked to

remove him/her/themselves from church life for a specified period

of time will be reported to the Board of Directors and the Minister

in confidence by the team chair, so that the Minister may become

involved in pastoral care if indicated;

(b) Any mediation involving a participant or participants and the

Minister will be reported to the Board of Directors and the

Committee on Ministry by the CIT chair. The Board of Directors

and the Committee on Ministry shall have the right to call upon the

CIT chair for regular updates on the progress of mediation

involving the Minister;

employee other than the Minister will be reported to the Board of

Directors, the Minister, and the Personnel Committee. The Board

of Directors, Minister, and the Personnel Committee shall have the

right to call upon the CIT chair for regular updates on the progress

of mediation involving the church staff;

(d) Any situation in which the decision of the CIT deems it necessary

to call for external mediation (either before undertaking a

negotiation or when mediation efforts are floundering) will be

discussed with the Board of Directors and the Minister (See 4.2

below) prior to contracting with an outside mediator.

(e) Unsuccessful (internal or external) mediations in which the

recommendation of the CIT to the Board of Directors is for the

participant (s) to be permanently excluded from further HVUUC

involvement will be discussed with the Board and the Minister.

Only the Board of Directors, as the elected governing body of

The church, has the authority to terminate a congregant’s

involvement from church life.

4.2 When the CIT deems it necessary to call for an external mediator, the CIT

chair has a fiduciary responsibility to report the costs for outside services

to the Board of Directors before a contract for services is signed. Should

contracted services be greater than the CIT’s available funds, the Board of

Directors must approve any additional funding prior to the attainment of

such services. In recognizing the critical need for attaining potentially

expensive, external mediation services in a timely fashion, the Board of

Directors will attend to this need when undertaking the By-law revisions

and preparing the annual budget. Like a Sabbatical Fund, it is

recommended that the Board of Directors create a Consultation Fund for

such church emergencies that can be accessed without the need for

congregational vote.

5. APPEALS

5.1 Appeals may be brought from CIT adjudicatory determinations to the

Board of Directors. Procedures are set forth in the “Procedure for Appeal

to the Board of Directors.” (See Appendix A).

6. REPORTING RESPONSIBILITIES

6.1 The CIT chair is responsible for submitting an annual written report to the

Board Secretary by April 1st of the calendar year (in preparation for the

Annual Meeting). Such report shall include the activities of the CIT for the

church calendar year, including the number of mediations undertaken.

Confidential information (e.g., names of mediation parties, dispute details)

WILL NOT be a part of this written report, but shall be retained in the

confidential file maintained by the CIT secretary (See 2.7(c))

6.2 The CIT chair is responsible for relating the team’s annual budgetary

request to the Director of Finance when asked (typically, February). The

team’s annual budgetary request will be discussed, assessed, and agreed

upon by the team at large (typically, January) prior to the budget

submission.

6.3 At least once a quarter (August-October; November-January; February-

April; May-July), the team chair or designee will submit an

informative article about the CIT’s work (including what the CIT is, what

the CIT’s function encompasses in congregational life, who the members

are) to the church newsletter.

6.4 When appropriate, and agreed upon by the team at large, the team chair or

designee will report back to the referral source once CIT team efforts are

undertaken. Being respectful of confidentiality, such

communication will be general in nature, and the parties utilizing CIT

services will be made aware that such communication will occur.

7. ACCESSING THE TEAM

7.1 The Covenant Implementation Team may be accessed by:

(a) A congregant, feeling him/herself to be in conflict with another

member, staff person, or the Minister may consult the CIT for

assistance;

(b) Any congregant who may have personally observed a conflict in

need of assistance; or

staff person.

7.2 Any CIT member who has become aware of conflict on his/her own, can

offer immediate assistance to the disputing parties.

7.3 Before initiating any mediation process, any CIT member may ask if the

person has gone directly to the person with whom they are in disagreement

and volunteer to help facilitate direct communication between parties.

7.4 Such immediate assistance MUST be reported to the entire team within 48

hours so as to avoid unnecessary triangulation or team splitting.

7.5 Any CIT member shall have the right to ask the CIT chair for a called

meeting if the situation seems more complicated than mere e-mail

notification warrants (See 7.4) if the CIT member believes this to be

necessary.

8. DEFINITION OF AND DEGREES OF CONFLICT

8.1 Conflict is defined as a struggle or contest between people with

opposing needs, ideas, beliefs, values, or goals. Conflict is inevitable;

however, the results of conflict are not predetermined. Conflict might

escalate and lead to nonproductive results, or conflict can be beneficially

resolved and lead to quality solutions.

8.2 Conflict management is the idea that all conflicts cannot necessarily be

resolved. However, by learning to manage conflicts, conflict management

can decrease the odds of nonproductive escalation and uphold the intent

of the HVUUC Congregational Covenant. Conflict management involves

acquiring skills related to conflict resolution, conflict communication

skills, and establishing a structure for management of conflict in the

community. (See Section 10 on Training).

8.3 Nature and Severity of Conflict: Although HVUUC strives to be an

inclusive community that affirms our differences in beliefs, opinions, and

life experiences, concern for the safety and well-being of the congregation

as a whole must have priority over the freedom of expression of the

individual. To this end:

(a) If acts or serious threats of violence occur, it is the responsibility of

anyone viewing this situation to contact the Police Department,

inform the Minister, Board Member, any CIT member, or Group

leader of such act or threat. Any of the before-mentioned

parties also has the additional responsibility of suspending any

meeting or ongoing activity until such time as it can be safely

resumed, and should assist witness(es) with completing the

necessary incident report form (See Appendix B);

(b) To the degree that conflict between individuals significantly

disrupts church services or functions, strong consideration will be

by the CIT to recommend temporary or permanent exclusion of the

offending party(s) from the church community. In making this

decision, the CIT will consider the:

(i) Causes of the disruption (what seems to be causing/

motivating the disruption);

(ii) History: Have there been previous attempt at intervention

that have failed?; and

(iii) Likelihood of Change: How likely is it that the problem

behavior will diminish in the future? How amenable do the

individual(s) appear to be to engaging in remediation

efforts?

significant disruption of church services or functions, strongest

consideration will be given to appropriate mediation of the

dispute by the CIT.

9. THE CIT PROCESS: Helping Restore Covenanted Behavior:

9.1 Initial phase: Some of the initial steps that the CIT member may employ

to find resolution may include but are not limited to:

(a) Identifying and clarifying the nature of the covenant violation;

(b) Helping identify common ground;

identifying conflict and the person(s) with whom they feel they are

in conflict; or

(d) If discourse if not possible, facilitating a written, non-anonymous

letter conveying the “aggrieved’s” feelings, and following up with

the recipient of such correspondence to assess the need for further

mediation efforts.

9.2 Recusement: If initial intervention steps outlined in 9.1 are unsuccessful,

and more in-depth mediation efforts are needed, the CIT members selected

to be involved in such mediation will first determine the appropriateness

of his/her involvement. CIT members will recuse themselves from a

specific case if they do not feel that they can be involved in an impartial

manner. Partiality may be due to already existing relationships with one

or more of the participants, the CIT member’s own personal history, or

any other factor that may conflict with the interests of unbiased mediation.

The CIT team, as a whole, may also recommend recusement to a CIT

member involved in mediation, if it appears to the team that the

individual’s level of involvement with a particular case would raise doubts

about the integrity of the mediation.

9.3 If a party or parties refuse to begin mediation, the CIT may consider

recommending temporary suspension of such party(ies).

9.4 Confidentiality: In the initial phase of mediation, confidentiality and its

limits will be reviewed for all participants. Participants will be aware of

the type of information that would be shared with other sources, who else

will have knowledge of the mediation efforts (eg, the CIT members,

possibly the Board of Directors, the Minister, etc). The CIT will also

make clear that although it is the expectation that parties involved in

mediation will maintain confidentiality, the CIT cannot vouch for the

ability of other parties involved in the mediation process to maintain such

confidence – that is the expectation of each party involved.

9.5 If the appropriate parties choose to participate in mediation, the CIT will

draft and sign a mediation agreement, and will record any agreement

reached in writing. While this process will result in the resolution of the

conflict ideally, all parties are aware that this is not the result in many

cases. What is expected in each situation is that the parties’ needs, ideas,

beliefs, values, and goals will be heard respectfully, and that continuing

conflict will be managed in a collegial manner, thus promoting the greater

good of both the parties and the larger church community.

9.6 (a) Parties accepting the CIT for mediation work will each choose a

team member to represent them;

(b) The two team representatives will then choose a third CIT member

to help mediate the discussion;

to abide by the mutually agreed upon resolution as spelled out in

the Mediation Agreement;

(d) CIT will attempt to help parties understand their part in the

conflict; and

(e) The three CIT members involved will apprise the rest of the team

of ongoing mediations, and may seek consultation from the team

(ideally by way of a called meeting) in the case of foundering

mediations.

9.7 Termination of the mediation process by either party may result in the CIT

mediator’s call for input from the rest of the CIT members. The CIT

chair, after discussing floundering mediation effort with the team, may opt

to approach the Board of Directors for funding for an External

Consultant/Mediator for professional assistance (See 4.2).

9.8 Termination of the mediation process by either party when professional

assistance is involved or when the involvement entails the CIT alone, may

result in recommendations to the Board of Directors by the CIT for temporary or permanent leave from the church by either or both parties. CIT can recommend temporary leave taking independently, informing the Board and Minister of such decision. With the recommendation of permanent leave taking, final adjudication will be made by the Board of Directors after reviewing any appeals that may be forthcoming.

9.9 CIT may also choose to:

(a) Hold open and public meetings;

(b) Establish a consensus-based solution that all parties will support; or

church community.

10. TRAINING

10.1 Training will be arranged at least once per year by the CIT for all CIT

members, incoming members, interested parties in the congregation, and

possibly the community at large

10.2 Training will cover the basics outlined in Appendix C.

10.3 The costs of such training will be included in the CIT’s annual budget.

A C L O S I N G S T A T E M E N T

The Covenant Implementation Task Force has thoughtfully worked at establish the organizational structure, policies, and procedures by which Holston Valley Unitarian Universalist Church’s mediation covenant might be brought to active life. We have purposefully entitled this document “Guidelines for the Covenant Implementation Team,” in the hope you will view this document as a roadmap, open to real-experience adaptability, and not as a document adopted as the final destination.

A P P E N D I X A

Procedure for Appeal to the Board of Directors (Board)

Regarding an Action of the Covenant Implementation Team (CIT)

Who can appeal?

An appeal can only be made by the person to whom the CIT directed its action.

How is an appeal made?

An appeal must be made in writing, using the Appeal Form attached. The written appeal may be no longer than two pages, one side, 12 point type. The letter should state that an appeal is desired and concisely state why the appellant feels the action of the CIT is in error. The letter should be addressed to the HVUUC Board of Directors (Board), and mailed (email notification will not be considered) to the church’s address. The Board will normally consider the appeal at a regularly scheduled meeting of the Board that occurs at least 10 days after receipt of the letter. (This permits the letter to be distributed to Board members and Minister, and for them to read the letter and fully consider the request.)

Can the person appeal orally?

If the person wishes, he/she may make a brief oral presentation to the Board. If he/she wishes to make an oral presentation to the Board, it must be so stated in the letter requesting an appeal. The oral statement will be given in a closed session of the Board in order to protect the privacy of congregants (the Minister will be invited to be present during the oral appeal). Choosing to give an oral statement does not absolve the appellant from the need to provide a written statement. Normally, the Board will allocate a 10-minute period for the appellant to address the Board. Scheduling an oral appeal may require additional time beyond the 10 days cited above.

When and how will the Board’s decision be announced?

The Board will provide a written response to the appellant within 30 days after the Board has considered the appeal. This decision will be final; no further appeals will be considered.

A P P E N D I X A continued
Appeal Form

Regarding an Action of the Covenant Implementation Team

Please read the document titled: “Procedure for Appeal to the Board of Directors (Board)

Regarding an Action of the Covenant Implementation Team (CIT)” for a description of Holston Valley Unitarian Universalist Church’s appeal process.

Name of Appellant: _____________________________

Address: _____________________________

_____________________________

Contact phone: _____________________________
NOTE: We urge no email correspondence regarding CIT appeal.

In this space, briefly cite the action of the CIT that you wish to appeal:

Please check which of the following reason(s) for the appeal apply:

[ ] I believe that HVUUC's approved process was not used

[ ] I believe the rule that pertains to my case was in violation of the church's bylaws.

[ ] I want to provide new information.

[ ] I believe there are mitigating circumstances.

The appellant shall attach a document specifying the details of the reasons checked above. The total document length shall not exceed this form plus two one-sided pages, single spaced in 12 point font.

Check one of the following two items:

[ ] This form and the attached document constitute my entire appeal.

[ ] In addition to the attached written appeal, I also wish to provide an oral statement

to the Board of Directors.

When completed, this form should be mailed to

Board of Directors

Holston Valley Unitarian Universalist Church

PO Box 8383

Gray, TN 37615

A P P E N D I X B
HVUUC Safety and Security Incident Report:

Please fill out this form as completely and accurately as possible and give it to a Board member, the Minister or drop it off at the Church office.

When:

(Time and date incident occurred):

______:_______ am / pm _________day _______/______/_______

Where:

(Location where incident occurred, please use back of this report if providing diagram):

______________________________________________________________________

Who:

(Name(s) of (all) individual(s) involved in the incident)

________________________________________
________________________________________
________________________________________

Witnesses:

(Name(s) of (all) individual(s) present who may have seen what happened?

1) ________________________________________

2) ________________________________________

3) ________________________________________

What:

(Please describe what happened, including injury or property damage if relevant).

_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Contact Information:

(Your phone number and email address, should more information be needed).

_____-_____-__________ (home/ work/ cel) _____-_____-_________ (home/ work/ cell)

___________________________@________________________.com / net

Resolution:

(Preventive, punitive, follow-up action(s) taken)

Diagram:

(Please use the space below to create a diagram of incident if needed)

A P P E N D I X C
CIT Training Objectives

Training objectives should include differentiation between:

Conciliation:

A process in which a third party attempts to help parties to collaborate, but less structured or less formal and mediation.

Facilitation:

Collaborative process in which individuals and groups with divergent views meet to share their different views, with the assistance of an impartial third party. Facilitation is similar to mediation but does not involve an impasse.

Mediation:

A facilitated negotiation process by which a mediator or mediators assists parties to a controversy in reaching a mutually acceptable agreement about the issues. The mediator helps the parties to collaborate or problem-solve.

Advisory Consultation:

A process by which a third party determines the facts or makes recommendations or both about a specific conflict, with the result being only advisory to the parties. To be conducted in a more or less collaborative manner as circumstances permit.

Arbitration: A process conducted by one or more third parties who decide how the dispute will be resolved.

Recusal:

Understanding when a CIT member should recuse him/herself