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					CANADIAN UNITARIAN COUNCIL


FINANCIAL POLICIES
MAY 2005
CUC FINANCIAL POLICIES
– as of May, 2005

TABLE OF CONTENTS
GENERAL POLICIES.................................................................................................... 5
SPECIFIC POLICIES ..................................................................................................... 6
   BOARD AND TREASURER RESPONSIBILITIES ........................................... 7
   EXECUTIVE DIRECTOR RESPONSIBILITIES ............................................. 7
     REVENUES ....................................................................................................... 8
     EXPENDITURES ............................................................................................. 9
     CHARITABLE TAX RECEIPTS..................................................................... 9
     FINANCIAL CONTROLS ............................................................................. 10
     SALES ............................................................................................................... 11
   LOANS ................................................................................................................. 11
APPENDIX A. CAPITAL FUNDS ............................................................................... 12
APPENDIX B: SPECIAL PURPOSE ENDOWMENTS AND FUNDS ....................... 13
 1. The Percy Simpson Bailey Fund ............................................................................ 13
 2. Nancy and Victor Knight Fund. ........................................................................... 13
 3. Avalon Fund........................................................................................................ 14
 4. Dissolved Societies Fund. ...................................................................................... 14
 5. Congregational Investment Funds ......................................................................... 14
APPENDIX C: DESCRIPTIONS OF DESIGNATED DISBURSEMENTS
  FUNDS.................................................................................................................... 14
 1. Theological Education Fund. ................................................................................ 15
 2. Sharing Our Faith Fund....................................................................................... 15
 3. Chalice Lighters’ Fund. ........................................................................................ 15
 4. Emil Gudmundson Legacy Fund ........................................................................... 15
 5. Lay Chaplaincy Training Fund............................................................................. 15
 6. Canadian Regional Sub-Committee on Candidacy Fund ........................................ 16
 7. Volunteer Canada Fund....................................................................................... 16
 8. Growth Project. .................................................................................................... 16
 9. IARF/ICUU Travel Pool .................................................................................... 16
 10. Regional Funds................................................................................................. 16
 11. Lifespan Learning Funds................................................................................... 16
 12. IARF Canadian Chapter Fund ......................................................................... 16
CUC Financial Policies                                                                                                           3

        13.       IARF New York Fund ...................................................................................... 17
        14.       Church of the Larger Fellowship Fund. .............................................................. 17
        15.       Miscellaneous donations designated for disbursement. ......................................... 17
        16.       Continental / International UU Organizations and Funds ................................ 17
        17.       CUUL School Fund ......................................................................................... 17
     APPENDIX D. CUC BOARD EXPENSE GUIDELINES ........................................... 18
     APPENDIX E. EXPENSE GUIDELINES FOR CUC STAFF, VOLUNTEERS,
       COMMITTEES AND TASK FORCES ................................................................... 20
     APPENDIX F. DETAILED TERMS OF REFERENCE, BOARD
       RESOLUTIONS, COMMITTEE COMPOSITION AND MANDATES, AND
       ANNUAL REPORTS FOR EACH OF THE FUNDS IN APPENDICES B
       AND C. ................................................................................................................... 23
      1. Percy Simpson Bailey Fund ................................................................................... 23
      2. Victor and Nancy Knight Fund ............................................................................ 23
      3. Avalon Fund ....................................................................................................... 23
      4. Dissolved Societies Trust Fund .............................................................................. 25
      5. Congregational Investment Funds Terms of Reference ............................................ 25
      6. Theological Education Fund ................................................................................. 27
      7. Sharing Our Faith Fund....................................................................................... 27
      8. Chalice Lighters Fund .......................................................................................... 29
      9. Emil Gudmundson Legacy Fund ........................................................................... 29
      10. Lay Chaplaincy Training Fund ......................................................................... 30
      11. RSCC Fund ..................................................................................................... 30
      12. Volunteer Canada Fund ................................................................................... 30
      13. Growth Project ................................................................................................. 30
      14. IARF agreement and IARF Canadian Chapter and IARF New York Funds ....... 30
      15. Church of the Larger Fellowship Fund / Canadian membership in the
      UUA’s Church of the Larger Fellowship ....................................................................... 31
      16. Continental / International UU Organizations and Funds ................................ 33
      17. Canadian Unitarian Universalist Leadership (CUUL) School Fund ................... 33




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CUC Financial Policies                                                                                                        4

     APPENDIX G. DESCRIPTION/TERMS OF REFERENCE FOR EACH
       ACCOUNT LINE IN THE GENERAL LEDGER. ................................................ 33
     APPENDIX H. POLICY ON RECOGNITION FOR ANNUAL PROGRAMME
       CONTRIBUTIONS ................................................................................................ 33
     APPENDIX I. POLICY ON CHANGING OF MEMBERSHIP NUMBERS FOR
       APC PURPOSES AFTER THE ANNUAL REPORTING DATE ........................... 35
     APPENDIX J. POLICY ON SETTING THE APC FAIR SHARE EACH YEAR ......... 36
     APPENDIX K. POLICY WITH RESPECT TO EMERGING SOCIETIES. ................ 36
     APPENDIX L. POLICY WITH RESPECT TO INDIVIDUAL MEMBERS OF
       THE CUC ............................................................................................................... 37
     APPENDIX M. POLICY REGARDING CONTRIBUTIONS FROM FRIENDS
       OF THE CUC ......................................................................................................... 40




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CUC Financial Policies                                                               5

     General Policies
     as approved by the CUC Board February 8, 2004
     The Board of the CUC is ultimately responsible to ensure that the CUC’s
     financial affairs are managed in a manner that is financially prudent,
     respectful of democratic values, and that facilitates understanding and
     informed discussion by Board members and other members of the CUC.
     Persons in positions of financial responsibility in the CUC shall not depart
     from acceptable standards of probity and ethical constraint, nor from
     Generally Accepted Accounting Principles for Canada, nor from sound
     business practice. The Board shall respond with alacrity to any violations of
     these policies, procedures and guidelines.
     The Executive Director (ED) is charged by the Board to manage the CUC’s
     financial affairs on a daily basis with care and prudence, and in compliance
     with CUC financial policies. In particular, the Executive Director, on behalf
     of the Board, shall ensure that:
     1. the assets, programmes and services of the CUC are not placed in fiscal
         jeopardy;
     2. accurate and timely financial records are kept and reports and payments
         made in accordance with CUC policies and bylaws, and all legal
         requirements;
     3. provision is made for safekeeping of back-up copies of financial records;
     4. the financial condition of the CUC is monitored by the Executive
         Director and the Board regularly throughout the year;
     5. annual financial statements are audited externally to honestly reflect the
         financial operations and the financial condition of the CUC according to
         Canadian GAAP;
     6. all revenues from whatever sources are handled with care, prudence and
         transparency, in a manner that allows appropriate verification and audit
         trail, and are deposited in CUC accounts in a timely manner;
     7. expenditures are made only for previously approved budgeted items and
         amounts and in accordance with written financial procedures.
         Exceptionally, if necessary, the Executive Director may authorize
         expenditures in excess of budgeted amounts to a total of 10% for any
         budget line item without additional authorization. The Treasurer may
         authorize expenditures in excess of budgeted amounts plus 10%, upon
         written request from the Executive Director and/or the President in the
         case of a Board Task Force, demonstrating urgent and unforeseen need
         and a feasible plan for accessing necessary revenue. If the expenditure

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CUC Financial Policies                                                                6

         request exceeds the budget line item by more than 20%, the Treasurer
         shall first seek executive committee approval. In all cases, the Treasurer
         shall consult with the Executive Director.
         Exceptionally, if necessary, the Executive Director may approve
         unbudgeted purchases or financial commitments not exceeding $5,000,
         including single purchases or rentals of equipment or premises not
         exceeding one year’s rent. In the event of a proposed unbudgeted
         expenditure exceeding $5,000, the Executive Director shall make a written
         request to the Treasurer who shall in turn obtain approval from the
         Executive Committee before the expenditure is made.
     8. cash advances or reimbursements to individuals for expenses incurred on
         CUC business are made in accordance with approved, written policies
         and procedures;
     9. all personnel and volunteers incurring travel, accommodation, meals or
         other such expenses on CUC business which are to be paid or reimbursed
         by the CUC, are aware that these are to be made in an economical
         fashion. In particular, air and rail travel should be at the lowest rate
         possible in the circumstances. Where more expensive alternatives are used
         for personal reasons, the expense claim shall be capped at an appropriate
         economical amount for that service.
     10. budgets are based on sufficiently detailed and reasonably accurate
         projections of revenues, expenditures and cash flows, for which planning
         assumptions are clear;
     11. capital items and annual operating items are clearly separated;
     12. capital funds are invested and managed according to an approved
         investment policy;
     13. restricted funds or endowments are used only for the purposes designated
         at the time of receipt and in the manner spelled out in these financial
         policies and in the investment policy;
     14. the CUC does not incur debts in an amount more than can be repaid by
         assured, unencumbered revenues within 90 days.

     Specific Policies
     as approved by the CUC Board February 8, 2004, and modified in May 2004
     1. Accounting for revenues and expenditures shall be by the modified
         accrual method. Accounting for capital funds shall be by the restricted
         fund method.



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CUC Financial Policies                                                                   7

     2.The fiscal year shall end on December 31 each year, as specified in the
       bylaws.
     BOARD AND TREASURER RESPONSIBILITIES
     3. The Board shall publish a proposed annual budget to members of the CUC at
        least 21 days prior to the Annual General Meeting and/or any Special
        Meeting of the Council that may be called for purposes of financial
        management of the CUC.
     4. The CUC Annual Conference and Meeting and CUC Regional Gatherings
        shall be budgeted to operate on a break-even basis.
     5. The Board may not allow the CUC to budget for, nor experience, an
        operating budget deficit more than 6 years in a row.
     6. The Board may appoint a Finance Committee to assist itself, the Treasurer
        and the Executive Director in their work of financial management of the CUC.
     7. The Board may appoint an Investment Committee to advise it on the choice
        of investment manager, on matters of investment policy, and on the amount
        of income from investment to be made available for various parts of the
        budget the following year. The Investment Committee shall monitor the
        performance of the investment portfolio, including the ethical quality of
        investments, and report to the Board through the Treasurer.
     8. The Treasurer has authority delegated by the Board to approve investment
         transactions. He or she may in turn delegate this authority to the
         Executive Director or to the Executive Director’s designated financial
         administrator or to another member of the Investment Committee for
         routine matters.
     9. The Treasurer is authorized to make draws on the unrestricted reserve
         fund up to the amounts provided in the annual budget to finance
         operating expenditures, or for cash flow purposes.
     EXECUTIVE DIRECTOR RESPONSIBILITIES
     10. The Executive Director is the executive responsible for the carrying out of
         all CUC financial policies, and shall be carefully monitored by the Board
         in the carrying out of these financial policies. In particular, the Executive
         Director shall:
         a. supply the Treasurer and the Finance Committee with interim
             financial statements each month, after the bank reconciliation,
             including a balance sheet and statement of revenues and expenditures;
         b. provide the Treasurer and the Investment Committee with financial
             information on the status and performance of CUC investments at
             least quarterly, or any time at their request;
         c. carefully monitor all budget revenue and expenditure lines and supply
             the Treasurer with information on the financial condition of the
             CUC in a timely fashion so that the Treasurer can report this to the


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CUC Financial Policies                                                                   8

            Board at each Board meeting. This information shall include the state
            of CUC assets and the progress of revenues and expenditures to date
            compared to budgets. It shall note any significant variance from past
            years or from expectations, as well as any purchases or contracts of a
            significant amount.
         d. attest to the Board at each Board meeting that CUC financial policies
            have been followed, with any exceptions honestly noted and
            explained, and that all required withholding taxes and deductions,
            payments to government and reports to government have been made;
         e. supply the Treasurer with well-founded suggestions for budget
            revenues and expenditures for the next fiscal year at least 3 months
            before the end of the current fiscal year;
     11. Bank reconciliations shall be completed monthly and reviewed by the
         Executive Director monthly.
     RE V E NU E S
     12. Congregations affiliated with the CUC are expected to submit annually to
         the CUC a levy of $10 per fee-generating rite of passage performed by
         their lay chaplains. These monies shall be collected in the Lay Chaplaincy
         Training Fund, and disbursed according to the terms of reference for that
         fund as detailed in appendix F, section 10 below.
     13. Congregations and individual members affiliated with the CUC are
         expected to make Annual Programme Contributions to the CUC, in a
         timely fashion, each year. The CUC Board shall determine the amount
         for the Annual Programme Contribution Fair Share to be asked of each
         congregation and individual member each year, and announce this at least
         10 months prior to the fiscal year in which it applies. The CUC Board
         may recognize honour, stewardship and leadership in these and other
         matters among CUC congregations.
     14. Congregations and individual members of the CUC shall receive
         quarterly statements and remittance forms for their Annual Programme
         Contributions, at the end of each quarter, until their pledge for the year is
         fully paid.
     15. The CUC may, from time to time, conduct campaigns to increase its
         endowment fund, and issue charitable tax receipts for such donations.
         These monies shall be collected either with express approval of CCRA or
         as 10-year gifts whose principal cannot be spent for at least 10 years. The
         amount of the principal of all 10-year gifts to the CUC shall be tracked
         internally throughout the 10-year period of each gift.


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CUC Financial Policies                                                                     9

     16. The CUC may receive gifts for other Unitarian Universalist organizations
         and gifts designated for particular disbursements within the CUC, and
         issue charitable tax receipts for these as appropriate. Such monies shall be
         collected in specified ‘funds designated for disbursement’ and
         administered according to the terms of reference for each fund as detailed
         in the appendices to these financial policies.
     17. Funds collected which are designated for disbursement to
         continental/international Unitarian and Universalist organizations or
         funds shall be paid over at least at the end of each quarter.
     EX P EN DI T UR E S
     18. In the course of administering the operating budget, the Executive
         Director is authorized to make all budgetary expenditures, including
         payroll, supplies, cash advances, and reimbursement of expenses for
         approved CUC-related activities. It is understood that, while retaining
         responsibility for these functions, the Executive Director may delegate
         them to a designated financial administrator.
     19. Reimbursement of expenses shall require the submission of a claim form
         signed by the claimant accompanied by appropriate receipts, and the
         approval of the committee chair or staff person accountable for the
         activity, prior to payment. Receipts and invoices should be originals, not
         fax or photo copies; electronic ticket receipts should have the boarding
         pass attached; claims for meals for more than one person shall specify who
         the other persons were and explain why their meal is being claimed.
         Reasonable expenses up to $300 when receipts are missing are reimbursed
         only with the approval of the Executive Director; such claims over $300
         for which receipts are missing require the specific approval of the both the
         Treasurer and the Executive Director before reimbursement.
      CHARITABLE TAX RECEIPTS
     20. The CUC is a registered charity and thus may issue charitable tax receipts
         to individual donors. All such receipts shall comply with Canada Revenue
         Agency rules and regulations. These rules do not permit tax receipts for
         labour or services rendered, only for donations of money or property. All
         charitable donations shall be carefully recorded as such.
     21. Charitable receipts shall be issued to eligible donors for all charitable gifts
         received by the CUC in amounts over $25 per year.
     22. Volunteers in leadership roles within the CUC who incur legitimate
         expenses while on CUC business for which budgets are insufficient to
         permit compensation by CUC, may, with the approval of the Executive


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CUC Financial Policies                                                                     10

         Director or the Treasurer, receive a tax receipt for expenses incurred,
         using the mechanism of an exchange of cheques.
         Similarly, volunteers in leadership roles within the CUC who attend
         conferences or training to develop specific leadership abilities connected
         to their role in the CUC may be able to receive a tax receipt for expenses
         incurred. This will be done only with the prior approval of the Executive
         Director or the Treasurer, using the mechanism of an exchange of
         cheques. The criterion for decision will be whether the attendance at the
         conference by the individual will directly or primarily benefit the CUC.
         Where their attendance at the conference will primarily benefit their
         home congregation, individuals are encouraged to request such receipts
         from that congregation rather than the CUC. Where the primary benefit
         is to the individual him or herself, no tax receipt may be issued.
     The CUC also encourages voluntarism on the part of members and friends in
     sharing facilities and billets.
     FIN A NC I AL CO NT RO L S
     23. Third party gifts to CUC employees from actual or potential commercial
           suppliers greater than $10 in value shall be declared to the Board.
     24.   The CUC may do a credit check and/or a criminal check on all new
           employees or volunteers who will have access to cash or cheques belonging
           to the CUC, before they are hired, and periodically thereafter if
           circumstances warrant.
     25.   All cheques received by the CUC shall be stamped ‘for deposit only to …’,
           specifying the operating bank account of the CUC, immediately upon
           receipt or opening of the envelope. Receipts in cash shall be entered
           immediately in a duplicate receipt book. Receipts in cash and cheques
           shall be accounted for daily, with accounting slips signed by two different
           persons. They shall be deposited in the bank account of the CUC without
           delay, with the deposit made and deposit slip signed by a third person,
           and the accounting slips and deposit slips then kept on file and reconciled
           monthly with bank statements. The receipt book must also be reconciled
           monthly with deposit slips and bank statements.
     26.   Surplus funds not needed for expenditure within 90 days shall be invested
           prudently at market rates.
     27.   All cheques for disbursements shall be signed by at least two of the Board-
           authorized signing officers, neither of whom is the payee. At least one of
           the signatories shall also initial the file copy of the cheque stub or cheque
           requisition.


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CUC Financial Policies                                                                   11

     28. Cheque-signing officers shall be named by the Board and shall normally
         include all members of the Executive Committee of the Board plus the
         Executive Director or another senior staff person and the financial
         administrator.
     29. Blank cheques shall be kept under lock and key and inventories of blank
         cheques verified monthly by someone who does not otherwise have access
         to them and is not a signatory.
     30. Purchases over $3000 shall be made only after receiving at least two and
         preferably three written competitive bids, and ongoing contracts over
         $3,000 per year shall be resubmitted for bids at least once every five years.
     31. Contracts committing the CUC to single payments over $5,000 or annual
         payments over $10,000 must be signed by two members of the Executive
         Committee. Contracts committing or potentially committing the CUC to
         a present or future liability in excess of $15,000 per contract or per year
         may be executed only with the express approval of the Board. Smaller
         contracts, provided budgetary provision has been approved, may be signed
         by the Executive Director or the Executive Director’s delegate.
     S A LE S
     32. The CUC may sell consultation services to member congregations and
         elsewhere. It is understood that every member congregation has an
         unlimited right to communicate with CUC Board, Staff and Networkers
         as needed, the right to host CUC conferences and workshops as
         appropriate, and the right to receive at least up to two individual visit
         consultations from the CUC per year without charge.
     33. The CUC may sell various items and publications for religious education
         and development to member congregations and elsewhere, and
         accumulate inventory for such purposes.
     LOANS
     34. It is the policy of the CUC to fund any cash or income shortfalls from its
         unrestricted reserve fund and to avoid all borrowing from individuals or
         financial institutions. The procedure for drawing funds from the
         unrestricted reserve is specified above in section 9 of these specific
         financial policies. Each drawdown requires the approval of the Treasurer.
         Unbudgeted withdrawals from the unrestricted reserve are possible if
         circumstances warrant, and shall require the approval of the Executive
         Committee. These unbudgeted withdrawals shall be reported immediately
         with explanation to the Board and to the next General Meeting of the
         CUC.


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CUC Financial Policies                                                                  12

     35. It is the policy of the CUC not to lend funds to any individual or group.
        Exceptions may occur within any granting programme of the CUC where
        some grants may be made as seed money to be paid back to the granting
        fund from revenues generated by the project in question. Such funding
        would only be with the approval of the CUC Board. Similarly, as stated
        above in section 8 of the general financial policies and section 18 of the
        specific financial policies, advances of funds are allowed to individuals for
        legitimate expenses to be incurred while on CUC business and which will
        be reimbursed upon submission of an expense claim.

     Appendix A. Capital Funds
     Capital Funds refers to monies which are held in long-term reserve, and
     invested with the intention of earning income which shall be made available
     to the annual CUC budgets and programmes. All capital funds are invested
     together in a General Investment Fund. For internal accounting purposes the
     General Investment Fund is divided into an Unrestricted Reserve Fund, a
     General Endowment Fund, and several special-purpose, restricted trust funds.

     The larger portion of the General Investment Fund is known as the
     Unrestricted Reserve Fund. New unrestricted contributions of capital are
     added to this fund, and all income realized from investments is capitalized
     into this Unrestricted Reserve fund. Any required withdrawals of either
     investment income or capital are taken from this fund, as per the Board
     Investment Policy. These shall include an annual transfer to the General
     Endowment Fund and each of the special purpose trusts of an amount
     sufficient to maintain their real value after inflation, as mandated in the
     Investment Policy. Withdrawals from the Unrestricted Reserve Fund will also
     include payouts of net investment income in excess of inflation to be made to
     the operating budget and to the special purpose trusts; the total amount of
     such payouts to be made from net investment income after inflation is
     decided each year by the Board on recommendation of the Investment
     Committee. It is intended that such income payouts should average
     approximately 5% of the value of capital under investment each year.
     Withdrawals from the Unrestricted Reserve Fund may also include payment
     of investment management fees, and withdrawals of capital to cover operating
     deficits.




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     Another portion of the General Investment Fund is designated as the General
     Endowment Fund. This consists of specified endowment donations; it is
     internally restricted to preserve its real capital value: only net income after
     inflation earned on this capital may be transferred to the operating budget of
     the CUC.

     Finally, the General Investment Fund includes a number of special purpose,
     externally restricted endowments and trusts described below, whose real
     capital value is to be preserved as above. These special purpose trusts receive a
     pro-rata share of whatever net real income from investments is earned each
     year, in addition to the required inflation premium. This income is then
     distributed by the CUC according to the purposes of each trust. See appendix
     B below.
     Appendix B: Special Purpose Endowments and Funds

         1. T HE P ERCY S I MPSON B AILEY F UND .
     According to the wishes of the donor the principal of the fund is to be kept
     intact and the income to be used for the work of the ‘Unitarian Church in
     Canada’, in a manner to be determined from time to time by the CUC. In
     1990 the Board decided that the fund would be protected from inflation by
     capitalizing a portion of the income annually and that the balance of the
     income would be transferred to the theological education fund each year.
     Fund monies are invested with other CUC capital funds as per the CUC
     Investment Policy.
         2. N ANCY AND V ICTOR K NIGHT F UND .
     In 1996 funds were received for the purpose of establishing a perpetual fund
     to honour the ideals exemplified by the lives and work of Nancy and Victor
     Knight in furthering the principles of Unitarianism and Universalism in
     Canada. An award is to be made annually from the income of the fund at the
     Annual Conference and Meeting of the CUC to a living person, who has
     made a notable contribution to furthering liberal religious principles in
     Canada. Who is to receive the award, and the gift to be awarded, are selected
     by the Board on the recommendation of a selection committee comprised of
     previous winners of the award. Fund monies are invested with other CUC
     capital funds as per the CUC Investment Policy. The fund is protected from
     inflation by a transfer from the unrestricted fund each year, and a pro-rata
     share of investment income after inflation is added to this fund each year.



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         3. A VALO N F UND .
     A grant of money made to the CUC by Ed and Elinor Ratcliffe in 2000, the
     income and capital of which are to be used to foster the vitality and growth of
     the Avalon Unitarian Universalist Fellowship in St. John’s Newfoundland, or
     in the event the Avalon fellowship ceases to operate, to support the
     establishment of a UU presence in Newfoundland. Fund monies are invested
     with other CUC capital funds pending distribution, as per the CUC
     Investment Policy. Disbursements from the fund are made at the discretion of
     the CUC Board, normally at the request of the Avalon Unitarian Universalist
     Fellowship. See detailed terms of reference below at Appendix F, section 3.
         4. D ISSOLVED S OCIETIES F UND .
     Member societies that dissolve transfer their assets after dissolution to the
     CUC, where they are held in trust for up to ten years in a separate account
     reserved for distribution to any new congregation that may become
     established in the same geographical area, on terms to be determined on a
     case-by-case basis by the Board.
     In 2003, the dissolution of the Quinte fellowship in Belleville ON created a
     Quinte account with a modest positive balance in this trust fund. The balance
     of funds in another account in this fund, the Oshawa-Whitby-Newcastle
     account, was disbursed to the UU congregation of Durham, ON, and that
     account closed out, in 2002.
     See detailed terms of reference below at Appendix F, section 4.
         5. C ONGREG ATIONAL I NVEST MENT F UNDS .
     Congregations may choose to deposit some or all of their endowment or other
     funds with the CUC, to be held in trust for the congregation, and invested on
     their behalf by the CUC to earn income for that congregation’s endowment.
     Such funds are commingled with the CUC General Investment Fund, and are
     invested according to the CUC Investment Policy. Detailed terms and
     conditions are contained in terms of reference below at Appendix F, section
     5, and subject to a signed agreement between the CUC and the congregation.

     Appendix C: Descriptions of Designated Disbursements Funds
     These are monies received by the CUC from congregations, from individuals
     or from other sources each year, which are designated for disbursement to
     other organizations or for specific purposes in the same year. Unexpended
     monies in any year in any of these designated disbursement funds are carried
     over in the same fund to the following year. Contributions from individuals
     are tax-receiptable by the CUC.


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CUC Financial Policies                                                                15

     1. Theological Education Fund.
     This consists of monies received from special collections taken at services of
     ordination and installation of ministers in our CUC congregations, plus
     transfers of income from Toronto First’s MacKie-Jenkins Fund, and transfers
     of income from the Percy Simpson Bailey Fund. Disbursements are made by
     the Board upon recommendation of the Board’s Theological Education
     Committee, in support of Unitarian and Universalist theological education in
     Canada, particularly in the form of cash bursaries to qualified Canadian UU
     Theological Students who apply.
     2. Sharing Our Faith Fund.
     Special ‘Sharing Our Faith’ collections are taken up in member congregations,
     usually once a year around February. These special collections are then
     forwarded to the CUC and are designated for growth projects within our
     member congregations or in the several "emerging groups". Contributions are
     combined into a fund which is distributed annually by the Board among
     congregations who apply for assistance for special projects that are beyond
     their current means but which can be seen to assist them to reach a higher
     level in mission, growth and visibility.
     3. Chalice Lighters’ Fund.
     Special contributions from individuals who have committed to respond to up
     to three ‘calls’ a year with donations which are combined into a fund that is
     dispersed in the same year to one or more member societies for special or
     urgent projects, especially of a bricks and mortar nature, that are beyond the
     means of the congregation. This fund does not yet exist; everything about this
     fund, including criteria and procedures for allocations, is still to be
     determined.
     4. Emil Gudmundson Legacy Fund.
     A chalice-lighters fund unique to the West region, to be managed by a
     committee of two members of the CUC Board and three Congregational
     Networkers, all from that region. Normally, three calls for funds and three
     corresponding rounds of distribution of funds on projects are to be made
     each year.
     5. Lay Chaplaincy Training Fund.
     Revenue from fee-paying rites of passage (weddings, etc.) performed by Lay
     Chaplains in our congregations. The levy is $10 per rite of passage performed.
     These are remitted to the CUC by the congregations once a year in October.
     Expenditures from the fund are decided by the Lay Chaplaincy committee


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     and are intended to fund the creation and delivery of education, training and
     professional development programmes for lay chaplains and congregational
     lay chaplaincy committees throughout Canada, and to subsidize the
     participation of Lay Chaplains, candidates for lay chaplaincy, and
     congregational lay chaplaincy committees in such training and professional
     development.
     6. Canadian Regional Sub-Committee on Candidacy Fund.
     This is money received periodically from the UUA for expenses incurred by a
     UUA committee comprised of Canadians and based in Canada, serving the
     Canadian territory for the UUA’s department of Ministry Their task is to
     advise and support Canadian candidates for the Unitarian and Universalist
     ministry. Budgets are determined and funded by the UUA, and handled by
     the CUC following UUA policies.
     7. Volunteer Canada Fund.
     Monies received from a grant from Volunteer Canada. Disbursements are
     made for purposes of enhancing safe congregations and screening our faith
     initiatives, under the supervision of the DLL.
     8. Growth Project.
     A CUC project over several years funded by Veatch funds, which were
     disbursed on the advice of the Growth coordinator staff person hired at the
     time of the original grant, whose contract eventually came to an end. Funds
     remaining are to be disbursed in keeping with the general description of the
     project for which the funds were solicited.
     9. IARF/ICUU Travel Pool.
     Cumulation of monies set aside in each year’s CUC budget to guarantee
     subsidies for individuals representing the CUC at IARF and ICUU events.
     Disbursed for this purpose at the discretion of the Board.
     10. Regional Funds.
     Cumulation of monies left over from events in each region; saved for seed
     money or other expenditures in each region; to be disbursed at the discretion
     of the DRS for each region.
     11. Lifespan Learning Funds.
     Monies accumulated by various subgroups, especially youth, both nationally
     and regionally; saved for seed money or other expenditures to benefit those
     same groups; to be disbursed at the discretion of the DLL.
     12. IARF Canadian Chapter Fund.



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     In general, 50% of membership donations from Canadians to the
     International Association for Religious Freedom paid to and receipted
     through the CUC are allocated to this fund, which comprises the operating
     account of the Canadian Chapter of IARF. The account is administered by
     the CUC with disbursements decided by the Canadian Chapter President.
     Out-of-pocket costs for photocopies and postage for IARF mailings are paid to
     the CUC from this account.
     13. IARF New York Fund.
     The other 50% of Canadian membership donations to IARF that are paid to
     and receipted by the CUC are allocated to this fund. The balance in this fund
     is transferred to the New York Office of IARF, and the fund thus emptied
     out, at least quarterly.
     14. Church of the Larger Fellowship Fund.
     Canadians may join the UUA’s Church of the Larger Fellowship through the
     CUC, earning a Canadian tax receipt. By agreement with CLF, the CUC
     keeps 15% of such donations as an administrative fee and transfers the
     balance to the CLF in the name of the person who is joining CLF. Monies for
     CLF are then accumulated in this fund and transferred to CLF at least once
     each quarter.
     15.   Miscellaneous donations designated for disbursement.
     Special collections or activities generating revenue for UU programmes or
     projects within or without the CUC that are not otherwise listed in this
     appendix. An example is the UUA Mind the Gap Fund. 100% of such
     monies are automatically transferred to the designated recipient at least
     quarterly.
     16. Continental / International UU Organizations and Funds.
     Tax-receiptable contributions from Canadians to continental or international
     UU organizations such as the Partner Church Council, UUUNO, ICUU,
     Interweave, UUWF, etc. Amounts received are paid over to the payee by the
     CUC office at least quarterly.
     17. CUUL School Fund.
     An operating account for the Canadian Unitarian Universalist Leadership
     School. The school is intended to be entirely self-financing with revenue
     coming from fees from scholars attending and from the congregations they
     represent.




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     Appendix D. CUC BOARD EXPENSE GUIDELINES
     approved by the CUC Board Feb. 8, 2004

        1. All legitimate out-of-pocket expenses incurred while on required CUC
           business are fully reimbursable to Board members. Expenses are
           reimbursed only for those goods and services actually consumed, in
           economical fashion, and in reasonable amounts.
        2. To be reimbursed such expenses must be claimed on a Board Expense
           Form. The claim must be supplemented by original receipts specifying
           GST, save for claims for automobile mileage, parking meters, urban
           mass transit, and tips. Electronic ticket receipts should have the
           boarding pass attached. Claims for meals for more than one person
           shall specify who the other persons were and explain why their meal is
           being claimed. Reasonable expenses up to $300 per claim when receipts
           are missing are reimbursed only with the approval of the Executive
           Director. Where a cash advance has been received toward such
           expenses, this shall be specified on the expense form.
        3. Requests for reimbursement should be made in a timely manner:
           within two weeks if possible, and in any case well before the next Board
           meeting in order to allow an accurate accounting of Board expenses to
           date, and certainly before the end of each fiscal year.
        4. Expenses that cause or will cause a budget line to be exceeded are not
           reimbursable without the express permission in advance of the
           treasurer and the executive director.
        5. Where CUC budgets are insufficient to cover certain otherwise
           legitimate expenses, or upon request at any time, a tax receipt may be
           issued in lieu of reimbursement, using the mechanism of an exchange
           of cheques. This may include the value of airfare when the individual
           uses ‘air miles’ to pay for it. See also Specific Financial Policy # 22,
           quoted below.
           Volunteers in leadership roles within the CUC who incur legitimate
           expenses while on CUC business for which budgets are insufficient to
           permit compensation by CUC, may, with the approval of the Executive
           Director or the Treasurer, receive a tax receipt for expenses incurred,
           using the mechanism of an exchange of cheques.
           Similarly, volunteers in leadership roles within the CUC who attend
           conferences or training to develop specific leadership abilities
           connected to their role in the CUC may be able to receive a tax receipt


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            for expenses incurred. This will be done only with the prior approval of
            the Executive Director or the Treasurer, using the mechanism of an
            exchange of cheques. The criterion for decision will be whether the
            attendance at the conference by the individual will directly or primarily
            benefit the CUC. Where their attendance at the conference will
            primarily benefit their home congregation, individuals are encouraged
            to request such receipts from that congregation rather than the CUC.
            Where the primary benefit is to the individual him or herself, no tax
            receipt may be issued.
            The CUC also encourages voluntarism on the part of members and
            friends in sharing facilities and billets.
        6. All travel, accommodation, meals or other purchases shall be made in
            as economical fashion as possible: air and rail travel must be at the
            lowest rate possible in the circumstances and Board members are
            encouraged to make travel reservations as far in advance as possible.
            Where more expensive alternatives are used for personal reasons, the
            expense claim shall be capped at an appropriate economical amount for
            that service.
        7. Admissible expenses include:
          I. expenses incurred to attend Board meetings, CUC meetings,
              including the Annual Meeting, task force and committee meetings,
              regional and cluster meetings, when participating as a CUC Board
              member and/or representative of the CUC. Such expenses include
              travel, public transit, parking, accommodation, food, and registration
              fees, if any.
         II. an allowance of up to $20 per day for home hospitality used in lieu of
              hotel accommodations. One may claim only the actual amount spent
              to compensate or purchase gifts for a host; when home hospitality is
              offered for free, and accepted on that basis, no claim may be made.
        III. travel and other costs incurred to visit congregations, affiliated
              organizations, or other bodies when such visit is necessary for a
              specific assignment, purpose, or policy of the CUC. Such visits would
              normally involve a public speaking role on the part of the Board
              member. Normally, the Board member delegated to represent the
              Board/CUC at some meeting or function would be the one living
              closest to the assignment, in order to minimize travel expense.
        IV. telephone charges for CUC business calls and teleconferences.



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         V. expenses for pre-authorized training and publications that enhance
              one’s own skills/value as a Board member.
        VI. tips, not to exceed 20%. Housekeeping tips not to exceed $2 per day.
       VII. child care while on Board business.
       VIII. Inadmissible expenses include:
             alcohol and tobacco
             personal toiletries
             fines for traffic and parking violations
             extra costs associated with travelling with a spouse
             ordinary, informal, friendly visits to congregations
             cost of personal time, or economic opportunities foregone while on
               Board business. Board work is completely volunteer with only out-
               of-pocket expenses covered.
         IX. Automobile kilometrage is reimbursable at the rate of $0.34 (2004)
             per kilometre. Meals are reimbursable up to $30 (2004) per day but
             this is not a per diem rate; actual expenditures only are reimbursable
             up to this maximum.

       Appendix E. Expense guidelines for CUC staff, volunteers,
       committees and task forces.
     Approved by the CUC Board February 8, 2004.

        8. All legitimate out-of-pocket expenses incurred while on required CUC
           business are reimbursable to staff, volunteers and members of
           committees and task forces up to the limitations of budgets allowed for
           that activity, and subject to the approval of the chairperson or staff
           person responsible for that activity. Expenses are reimbursed only for
           those goods and services actually consumed, in economical fashion,
           and in reasonable amounts.
        9. To be reimbursed such expenses must be claimed on a CUC Expense
           Form. The claim must be supplemented by original receipts specifying
           GST, save for claims for automobile mileage, parking meters, urban
           mass transit, and tips. Electronic ticket receipts should have the
           boarding pass attached. Claims for meals for more than one person
           shall specify who the other persons were and explain why their meal is
           being claimed. Reasonable expenses up to $300 per claim when receipts
           are missing are reimbursed only with the approval of the Executive
           Director. Where a cash advance has been received toward such

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            expenses, this shall be specified on the expense form. The claim must
            be approved by the chairperson or staff person who is responsible for
            that activity and for administering the budget for that activity.
        10. Requests for reimbursement should be made in a timely manner:
            within two weeks of the expenditure if possible, and in any case at least
            quarterly in order to allow an accurate accounting of total CUC
            expenses to date, and certainly before the end of each fiscal year.
        11. Expenses that cause or will cause a budget line to be exceeded are not
            reimbursable without the express permission in advance of the
            treasurer and the executive director.
        12. Where CUC budgets are insufficient to cover certain otherwise
            legitimate expenses, or upon request at any time, with the approval of
            the chairperson or staff person responsible for that activity, a tax receipt
            may be issued in lieu of reimbursement, using the mechanism of an
            exchange of cheques. This may include the value of airfare when the
            individual uses ‘air miles’ to pay for it. See also Specific Financial Policy
            # 22, quoted below.
            Volunteers in leadership roles within the CUC who incur legitimate
            expenses while on CUC business for which budgets are insufficient to
            permit compensation by CUC, may, with the approval of the Executive
            Director or the Treasurer, receive a tax receipt for expenses incurred,
            using the mechanism of an exchange of cheques.
            Similarly, volunteers in leadership roles within the CUC who attend
            conferences or training to develop specific leadership abilities
            connected to their role in the CUC may be able to receive a tax receipt
            for expenses incurred. This will be done only with the prior approval of
            the Executive Director or the Treasurer, using the mechanism of an
            exchange of cheques. The criterion for decision will be whether the
            attendance at the conference by the individual will directly or primarily
            benefit the CUC. Where their attendance at the conference will
            primarily benefit their home congregation, individuals are encouraged
            to request such receipts from that congregation rather than the CUC.
            Where the primary benefit is to the individual him or herself, no tax
            receipt may be issued.
            The CUC also encourages voluntarism on the part of members and
            friends in sharing facilities and billets.
        13. All travel, accommodation, meals or other purchases shall be made in
            as economical fashion as possible: air and rail travel must be at the


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            lowest rate possible in the circumstances and staff and volunteers are
            encouraged to make travel reservations as far in advance as possible.
            Where more expensive alternatives are used for personal reasons, the
            expense claim shall be capped at an appropriate economical amount for
            that service.
        14. Admissible expenses include:
               a. expenses incurred to attend meetings or carry out assigned duties
                   as a CUC staff member or volunteer and/or representative of
                   the CUC. Such expenses include travel, public transit, parking,
                   accommodation, food, and registration fees, if any, and would
                   include travel and other costs incurred to visit congregations,
                   affiliated organizations, or other bodies when such visit is
                   necessary for a specific assignment, purpose, or policy of the
                   CUC.
               b. an allowance of up to $20 per day for home hospitality used in
                   lieu of hotel accommodations. One may claim only the actual
                   amount spent to compensate or purchase gifts for a host; when
                   home hospitality is offered for free, and accepted on that basis,
                   no claim may be made.
               c. telephone charges for CUC business calls and teleconferences.
               d. expenses for pre-authorized training and publications that
                   enhance one’s own skills/value as a staff member or CUC
                   volunteer.
               e. tips, not to exceed 20%. Housekeeping tips not to exceed $2 per
                   day.
               f. child care while on CUC business.
        15. Inadmissible expenses include:
               a. alcohol and tobacco
               b. personal toiletries
               c. fines for traffic and parking violations
               d. extra costs associated with travelling with a spouse
               e. cost of personal time, or economic opportunities foregone while
                   on CUC business. Volunteers working for the CUC do so
                   completely voluntarily with only out-of-pocket expenses covered,
                   with the exception of trained volunteer consultants who earn per
                   diem honoraria at the discretion of the responsible programme
                   staff person when consulting with congregations



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          16. Automobile kilometrage is reimbursable at the rate of $0.34 (2004) per
              kilometre. Meals are reimbursable up to $30 (2004) per day but this is
              not a per diem rate; actual expenditures only are reimbursable up to
              this maximum.

     Appendix F. Detailed terms of reference, Board resolutions,
     committee composition and mandates, and annual reports for
     each of the funds in Appendices B and C.

     1. Percy Simpson Bailey Fund
     (under construction)
     2.    Victor and Nancy Knight Fund
      (under construction)
     3.   Avalon Fund – Terms of Reference
     (as approved by the CUC Board, May 2004)
     The Avalon Fund consists of monies given to the CUC by Ed and Elinor Ratcliffe in 2000
     to assist in the establishment of a Unitarian Universalist presence in Newfoundland. In
     particular, the purpose of the fund is to help the Avalon Unitarian Universalist Fellowship,
     which was founded in 1995 and chartered as a full member of the CUC in 1999, to
     continue to provide a formal UU presence in St. John’s and to grow toward the status of a
     full-service, self-sufficient congregation. This money is held by the CUC in trust for this
     purpose. It is invested as part of the CUC General Investment Fund, and a pro rata share
     of the income from the General Investment Fund is capitalized into the Avalon Fund
     annually. At a minimum, an amount sufficient to compensate for inflation in the previous
     year is transferred to the Avalon Fund from unrestricted funds of the CUC each spring so
     the real value of the monies remaining in the Avalon Fund is maintained.
     The CUC shall provide AUUF a financial statement each year within 90 days
     of the end of the CUC fiscal year summarizing revenue and disbursement
     transactions of the Fund for the previous fiscal year, and the year-end status of
     the Fund. The CUC shall also maintain a special Avalon file containing all
     correspondence relating to the Avalon Fund and all statements and reports
     referred to in these terms of reference. Income and capital from the Avalon
     Fund are to be used at the discretion of the CUC Board to foster the health
     and growth of the Avalon UU Fellowship in Newfoundland.
     The CUC Board may authorize any particular expenditure from the fund that
     furthers these purposes. The long-term intention is to use these funds wisely
     so that a self-sustaining congregation may be established before the funds are
     exhausted. It is understood that both subsidizing operating expenses and
     funding special growth-related initiatives can be valid means to this purpose,


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     and that either or both may be appropriate to the needs of the AUUF, in
     varying proportions, at different times.
     Requests for funds may be submitted at any time and will be referred by the
     CUC office to the Treasurer for the CUC Board, who shall deal with them in
     a timely fashion. Decisions will be taken by the Board Executive on behalf of
     the CUC Board. The CUC Board Executive may consult with the DRS East
     and/or the CUC Board member liaison to Newfoundland. Funds will be paid
     over to AUUF as soon as the request is approved.
     The CUC will disburse funds to AUUF subject to the following guidelines:
         1) AUUF will continue to be affiliated wth the CUC and to demonstrate
            a clear and evident commitment to be an Hounour Society of the
            CUC.
         2) The AUUF will demonstrate responsible leadership and financial
            accountability by sharing the following documentation with the CUC
            each year:
                a) their formally reviewed annual financial statement, as it becomes
                   available,
                b) the minutes from their Annual Meeting, including the approved
                   budget,
                c) the President’s Report presented at the Annual Meeting of the
                   Fellowship, giving a summary of the state of the Fellowship.
         3) When requesting funds, the Board of the AUUF will submit to the
            CUC
                a) a copy of its resolution authorizing the request,
                b) an explanation of what the money is intended for, and why the
                   Board of the AUUF considers this is the best use of the money at
                   this time,
                c) a copy of AUUF’s year-to-date financial statement of income and
                   expens
                d) upon request, any further information pertinent to the request.
         4) If unexpected changes in plans have to be made after money has been
            disbursed, the Board of the AUUF will inform the CUC promptly, and
            freeze spending on those funds until after CUC approval had been
            received for an alternate purpose.
         5) Subsequent financial statements submitted to the CUC (as per 2a or 3c
            above) will verify that the money has been spent responsibly.


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     It is the policy of the CUC to hold such assets in trust for a period of ten
     years, during which they shall be invested in the General Investment Fund
     and any income earned capitalized into the fund and credited to the dissolved
     societies fund. During the ten-year period the cumulative value of the assets
     from any dissolved society shall be made available at the discretion of the
     Board, in a manner determined by the Board on a case-by-case basis, for any
     new society starting up in the same geographical area It is understood that the
     Board of AUUF will discuss its plans for growth with the CUC DRS East and
     with the CUC Board of Trustees’ liaison to Newfoundland on a continuing
     basis, upon request.

     The AUUF will conduct a review of its development in the spring of 2007.
     Findings from this review will be shared with the membership of the AUUF
     in time for its Annual Congregation Meeting of June 2007, and with the
     CUC. At that point, these Terms of Reference will be reviewed if either the
     CUC or the AUUF requests it, and revised as necessary by mutual agreement.
     In the event that the Avalon Fellowship should cease to function, the balance
     remaining in the Avalon Fund is to be held in trust by the CUC and
     eventually disbursed at the discretion of the CUC Board, to foster a Unitarian
     Universalist presence in Newfoundland. Such funds may be disbursed at the
     initiative of the CUC or in response to written requests from a group in
     Newfoundland.
     4. Dissolved Societies Trust Fund – Terms of Reference
     Approved by the CUC Board September 2003
     As a condition of membership in the CUC, member societies are required to
     name the CUC as the beneficiary in the event the society is ever dissolved, to
     receive all remaining assets after the society is wound up.
     as the previously dissolved society. After ten years from the dissolution of any
     society, any remaining assets from that dissolution shall be transferred to the
     General Endowment Fund of the CUC.
     5. Congregational Investment Funds Terms of Reference
     Approved by the CUC Board, May 2005
     Member congregations may deposit monies or securities with the CUC to be
     invested on their behalf. The value of these deposits when they are received
     will be recorded in that congregation’s name in a special Congregational
     Investment Fund at the CUC. These monies continue to belong to the
     individual congregation, and are held in trust by the CUC for purposes

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     determined by the congregation and under terms specified in an agreement
     made at the time of deposit. Accounting for each such fund is done by the
     CUC without charge. Deposits may be made at any time but each deposit
     must be in an amount of at least $10,000. Normally such deposits would not
     be made more frequently than once per year. It is understood that all such
     deposits are intended to be long-term investments.
     No specific securities are retained in, assigned to or held in any specific
     Congregational Investment Fund. All such monies and/or securities received
     by the CUC are commingled and invested as part of the CUC General
     Investment Fund, as per the CUC Investment Policy. The CUC does not
     guarantee any specific rate of return on congregational investments, nor that
     returns will always be positive, but CUC investment policy targets a net real
     total return on investment of 5% above inflation annually over the long term,
     and gives the management of the CUC investments over to a professional
     manager.
     A pro rata share of the net total return from the CUC General Investment
     Fund in the previous CUC fiscal year is capitalized into each congregation’s
     Investment Fund annually within 90 days of the end of the CUC fiscal year.
     Procedurally, this is accomplished by a transfer from the Unrestricted Fund of
     the CUC, where all income from CUC investments is first accumulated, into
     the appropriate Congregational Investment Fund account.
     The actual amount to be transferred may vary from year to year; it is
     dependent upon the percentage of net total return on the investments in the
     CUC General Investment Fund. The precise percentage of the return is
     declared by the CUC Board each year on the recommendation of the CUC
     Investment Committee, and is applied equally to all CUC subsidiary trusts.
     The CUC shall provide each investing congregation with a financial
     statement each year within 90 days of the end of the CUC fiscal year,
     summarizing revenue and disbursement transactions of their Investment
     Fund for the previous fiscal year, and the year-end value of their Fund. The
     CUC shall also maintain a special file for each Congregational Investment
     Fund containing all correspondence and agreements relating to that Fund
     and all statements and reports referred to in these terms of reference.
     It is understood and required that congregations wishing to participate in this
     programme will continue to be affiliated with the CUC and will continuously
     maintain standing as an Honour Society of the CUC.
     Disbursements by CUC to an investing congregation from their Investment
     Fund are subject to the specific terms agreed to when the original deposit is


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     made. If a congregation desires to withdraw the income from their Investment
     Fund they may do so only once per year, at the time of the calculation and
     transfer into their account of such income. If they choose not to do so, all
     earnings on their investments are simply capitalized into their investment
     account.
     Withdrawal of capital from a congregation’s Investment Fund may be made at
     any time at the request and discretion of the governing Board of that
     Congregation, subject always to the original terms of agreement between the
     congregation and the CUC. However, these investment funds are not to be
     treated as bank accounts: no transaction fees are charged, but the frequency of
     transactions is to be strictly limited. It is therefore understood that such
     requests for withdrawal of capital should not be made more than once per
     year and should be for significant amounts. Requests for withdrawals of
     capital from a congregation’s Investment Fund will be referred by the CUC
     office to the CUC Treasurer, who shall approve them in a timely fashion
     subject to the guidelines below. Funds will be paid over to the congregation as
     soon as feasible, normally within 60 days of the request.
     For a withdrawal of capital to be made from their Investment Fund, the
     governing Board of the investing congregation must submit to the CUC a
     copy of its resolution authorizing the request, and, upon request, any further
     information pertinent to the request.
     In the event that an investing congregation should dissolve, any balance
     remaining in the congregation’s Investment Fund is to be transferred to the
     CUC’s Dissolved Societies Trust Fund, where it shall be held in trust by the
     CUC as per the terms of reference for that fund. Monies in the Dissolved
     Societies Trust Fund are reserved for a period of ten years during which they
     shall be made available at the discretion of the CUC Board only to a new
     Unitarian or Universalist group starting up in the same geographical area as
     the society that dissolved. After ten years such funds are transferred to the
     CUC endowment fund.
     6. Theological Education Fund
     (under construction)
     7. Sharing Our Faith Fund – Terms of reference.
     Revised and approved by the CUC Board, September 03
     This fund consists of monies collected by congregations at special Sharing
     Our Faith services during the year and sent to the CUC. These funds are to
     be allocated in the form of grants to congregations applying for projects they
     may otherwise not afford to undertake, but which can be seen as enhancing

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     ministry, growth and/or outreach for that congregation and for the Unitarian
     and Universalist movement in Canada.
     Applications must be received at the CUC office, attention the Executive
     Director, by March 31 each year, preferably in both electronic and printed
     form. Applicants will usually be either current member congregations or
     emerging groups. The CUC board will consider new starts where funding is
     requested for the very early stages of group development and will consider the
     special circumstances of groups which have been in existence for a shorter
     time than three years when applying these criteria. Priority is given to
     applicants who have not received a Sharing Our Faith grant in the previous
     year. Congregations are encouraged to think creatively about how these funds
     could be used to encourage growth in their congregation or emerging group.
     Examples of possible uses for funds include:
              Topping up the salary package offered by a congregation moving to
               ministry.
              Supporting a "Minister on Loan" program for an emerging group.
              Providing travel funds to enable remote congregations to have access
               to ministerial services.
              Developing religious education programs for children, youth or
               adults.
              Other uses relevant to ministry, outreach and extension.

     The application for funds should include:
      1) evidence of a commitment to growth:
        a) description of programs, events, or other activities recently undertaken
           to support growth, including visibility, advertising, community
           involvement,
        b) description of the ways in which new members are integrated into the
           congregation,
        c) identification of particular communities or constituencies (through
           demographic data or other background information) in which outreach
           is taking place,
        d) evidence of a telephone book listing under Unitarian, Unitarian
           Universalist, or Universalist Unitarian. The CUC board will consider
           alternative evidence of public visibility such as a web-site, signage,
           posters, etc.
     2) evidence of responsible stewardship and a commitment to our larger
         Unitarian and Universalist religious community in Canada:

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        a) indication that they have held a "Sharing Our Faith" Sunday themselves
           during the year,
        b) evidence of commitment to being an Honour Society of the CUC,
        c) evidence of systematic, sustained and significant financial support of
           the group/congregation by its members (e.g. a regular every-member
           canvass, pledging of specific annual contributions by members, budgets
           based on predictable support by the group, an increase in the average
           contribution per member in the preceding three year period, etc.),
        d) financial statements for the three previous years. If less than three years
           old, for the years they have been in existence,
        e) a specific budget for the project showing a significant contribution of
           local funds from the congregation or group allocated for this project,
        f) a satisfactory report on any previous Sharing Our Faith project
           receiving a grant from the CUC,
        g) a declaration of all other grants received or pending from the CUC.
     3) a clear description of the project the congregation wishes to undertake,
         indicating how it fits into the overall growth plans of the group.
     The Vice-President of the Board reviews all applications and makes
     recommendations to the Board based on their merits. The Board then makes
     final decisions at the Board meeting in May. Individual grants awarded may
     be less than what was requested. The total amount granted to all
     congregations in any year will normally be equal to the amount donated to
     the CUC from congregational Sharing Our Faith services in the past fiscal
     year, unless sufficient acceptable applications to exhaust the funds are not
     received, in which case the balance of funds will be held over and added to
     the amount available in the following year. The full amount of each grant
     awarded will be paid out by the CUC to each recipient in June.
     If awarded a grant, recipients must send a report on their project to the CUC,
     attention the Executive Director, by March 1 of the following year, including
     a statement of what has actually been done, a financial statement indicating
     how the grant money was used, and the impact of the project on growth. The
     CUC office shall then forward these reports to the Vice-President who shall in
     turn report to the May meeting of the Board on the success of these grantees.

     8.   Chalice Lighters Fund
     (under construction)
     9. Emil Gudmundson Legacy Fund


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     (under construction)
    10. Lay Chaplaincy Training Fund
     (under construction)
    11. RSCC Fund
     (under construction)
    12.   Volunteer Canada Fund
      (under construction)
    13. Growth Project
     (under construction)
    14. IARF agreement and IARF Canadian Chapter and IARF New York
          Funds - Terms of Reference
     approved by the CUC Board May 05
     CUC is a member organization of the International Association for Religious
     Freedom. As such it budgets and pays an annual membership/affiliation
     pledge of $1,000 to the Oxford (UK) IARF Head office in February of each
     year, and is entitled to name up to two delegates to the quadrennial Congress
     of the IARF. The CUC will support its delegates to the Congress by
     reimbursing in whole or in part their costs of travel to the Congress, at the
     discretion of the CUC Board and where CUC budgets permit, and by issuing
     tax receipts using the mechanism of an exchange of cheques for any legitimate
     costs not reimbursed.

     The CUC also receives, and issues charitable tax receipts for, all donations
     from Canadians to the IARF; these donations are normally made out to the
     CUC, noted for IARF. The CUC also maintains a list of members of the
     Canadian Chapter of IARF in the CUC database, updating this list with
     information provided when donations are received, or with information
     provided by the Canadian Chapter president. These accounting and database
     services are provided by CUC at no charge to IARF as part of CUC support
     for IARF. Donations received are credited for each calendar year to the
     appropriate IARF individual or family member.

     Donations received are split at the discretion of the Canadian chapter of
     IARF between the IARF New York liability account of the CUC (#2501) and
     the IARF Canadian Chapter liability account (#2502). As of January, 2005,
     50% of membership donations are allocated to the IARF New York account,
     and 50% of membership donations are allocated to the IARF Canadian

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     Chapter account. All funds accumulated in the IARF New York account are
     paid out at the end of each quarter to the North American office of IARF in
     New York. This payment is made in U.S. funds in an amount equivalent to
     the balance in the account less the cost of exchange.

     The CUC also supports the IARF and its Canadian Chapter by distributing
     IARF World, and the Canadian Chapter newsletter and mailings (usually two
     per year) to CUC congregations and ministers at no charge, as part of the
     CUC monthly mailing. However, explicit costs to the CUC of any
     photocopying of IARF material, plus postage for mailing IARF material to
     Canadian individuals, as well as any extraordinary costs agreed to by the
     Canadian Chapter president, will be charged by the CUC to the IARF
     Canadian Chapter account. It is intended that these amounts represent the
     actual out-of pocket cost to the CUC.
     The CUC acts as administrator of the IARF Canadian Chapter financial
     account at no charge. Ordinary disbursements from this account are made by
     the CUC financial administrator to cover any out-of-pocket and extraordinary
     CUC costs with respect to IARF in accordance with these terms of reference,
     as they occur. Other disbursements are made at the sole discretion of the
     Canadian Chapter president. A written financial accounting of this account is
     provided to the Canadian chapter president once a year in February, and
     information about the account is provided to the Canadian chapter president
     at any time on request.
     The IARF Canadian Chapter supplies the CUC with the name and
     coordinates of the Canadian Chapter president each year in June. It also
     supplies the CUC with copies of all material to be included in the
     congregational mailings, and information about any changes in their policy
     regarding fees and donations. IARF Oxford supplies the CUC with copies of
     IARF World in sufficient quantities for distribution to all Canadian Unitarian
     and Universalist congregations.


    15. Church of the Larger Fellowship Fund / Canadian membership in the
         UUA’s Church of the Larger Fellowship Terms of Reference
     as approved by the CUC Board - May, 2004
     Canadian individuals and families may join the Church of the Larger
     Fellowship of the UUA either directly or through the CUC. The CLF, based


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     in the Boston, operates as a church-by-mail and cyberspace; it has its own
     minister and DRE, and so forth. Their website is at clfuu.org. Some
     Canadians join, even though they are also a member of a Canadian
     congregation or an individual member of the CUC, in order to receive Quest,
     the CLF’s monthly pastoral correspondence with sermons and home-school-
     type RE suggestions, and to gain access to their lending library and worship
     resources. Note that CLF is an American church and can be expected to use
     American materials and references.
     CLF is also a member congregation of the Unitarian Universalist Association.
     Members of CLF receive a subscription to the UUWorld magazine and other
     information from the UUA and are able to stand for election to UUA
     committees and to be a delegate at the UUA General Assembly.
     The CLF accepts financial pledges and donations from its members much as
     any other church. Canadians are welcome to register for membership in the
     CLF through the CUC in order to get a Canadian charitable donation
     income tax receipt. They do that by filling out the CLF membership
     application form (downloadable at www.clfuu.org), and submitting that to the
     CUC together with payment of a financial donation. Guidelines for
     donations are on the CLF website. Such donations should be made out to the
     CUC noted for the CLF. Alternatively, the application form can be submitted
     electronically directly to CLF with a note that financial donations will be
     made through the CUC. In this case a note explaining that application for
     membership has been made directly should accompany the donation sent to
     the CUC. Note that to maintain membership in CLF requires an annual
     financial donation.
     Canadians are receipted by the CUC for the full amount of their annual
     contribution to CLF. Membership information on donors, including the total
     amount of their donation, and whether it is a new membership, a
     membership renewal, or a change of address, is forwarded by CUC to CLF by
     email without delay as it is received. The CUC maintains a data base of
     Canadian members of CLF who have joined through the CUC and
     periodically reconciles this information with the CLF data base.
     By agreement with CLF, the CUC keeps 15% of donations received for CLF
     as an administration fee. This 15% administration fee is recorded as revenue
     from sales of services in the CUC general ledger. The remaining 85% of such
     donations is accumulated at the CUC in a fund designated for disbursement
     to CLF. Statements are issued by the CUC to the CLF, and the balance in the
     CLF fund is translated into US dollars and transferred to the CLF, each


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     quarter, normally before the10th of the following month; thus the amount in
     the fund is reduced to zero at the end of each quarter. The statement shall
     indicate the donation in Canadian dollars attributable to each donor, the
     total donations, the administration fee, the cost of US exchange and the
     amount transferred in US dollars. If there have been no receipts in any
     quarter, the quarterly statement shall still be made, by e-mail, showing this.

    16. Continental / International UU Organizations and Funds.
     Partner Church Council, UUUNO, ICUU, Interweave, UUWF, etc., funds.
     Tax-receiptable contributions from Canadians to these continental or
     international UU organizations. Canadians are receipted by the CUC for the
     full amount of their annual contribution. Contributions are accumulated and
     payments due are forwarded by the CUC to the appropriate organization or
     fund at least at the end of each quarter, normally before the 10th of the
     following month; thus the amount in the fund is reduced to zero at least at
     the end of each quarter.

    17. Canadian Unitarian Universalist Leadership (CUUL) School Fund
     (under construction)


     Appendix G. Description/terms of reference for each account
     line in the general ledger.
     (under construction)

     Appendix H. Policy on Recognition for Annual Programme
     Contributions
     as approved by the CUC Board February 24, 2004, updated May 2005
     It is our desire to recognize exemplary stewardship in our congregations as
     reflected in their Annual Programme Contributions to the CUC.
     Congregations earning the following honours will be recognized at the
     Annual Meeting, on the CUC Website and in the CUC directory.
     HONOUR SOCIETY
     Honour societies are those member societies who accept and honour all the
     responsibilities of full membership in the CUC. These include both financial
     support and compliance with certification report requirements to remain a
     member in good standing. Most of our congregations do these things as a



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     matter of course, but we wish to encourage and recognize such exemplary
     behaviour by our congregations.

     More specifically, a congregation that in the previous year has:
      submitted the completed annual membership certification report by the
        Sept. 30th deadline,
      submitted a completed APC pledge form by the requested date of Dec. 30
        for the next fiscal year, which begins Jan. 1,
      demonstrated satisfaction of all requirements to remain a member society
        in good standing as per the bylaws of the CUC, and
      made timely payment of full fair share APC throughout the fiscal year (For
        example, payments may be made monthly, quarterly, half-yearly or even in
        a single annual payment, but should have occurred through the year, not
        simply at year-end; a schedule of recommended payment dates is available
        from the CUC financial administrator.),
     shall be recognized as an Honour Society for the following year, beginning at
     the ACM.
     STEW ARDSHIP SOCIETY
     Not all societies can be major contributors to the CUC, but all can
     demonstrate efforts toward responsible stewardship of our national
     association. We wish to encourage those societies making strides toward
     numerical growth, and toward higher levels of financial support. Also, the
     APC ‘ask’ is really a minimum fair share, and not a maximum amount that
     may be given, and we wish to encourage and recognize the generosity of
     congregations who exceed their fair share as well.
     A society that has increased its APC contribution by at least 10% over the
     previous year, and any society that exceeds its fair share APC by 5% or more,
     shall be recognized as a Stewardship Society for the following year, beginning
     at the ACM.




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     Appendix I. Policy on changing of membership numbers for APC
     purposes after the annual reporting date.
     Adopted by the CUC Board May 18, 1996; Updated October, 2002, and May
     2005

     Certified membership numbers are sent by congregations to the Canadian
     Unitarian Council by September 30th each year, based on official membership
     numbers as of September 1st of the same year. These certified numbers are
     used to determine the number of delegates each congregation may send to the
     Annual Meeting of the CUC in May of the following year, and to compute
     the congregation’s "Fair Share" Annual Programme Contribution for the
     upcoming fiscal year (which begins January 1st).
     In general, it is the policy of the CUC not to increase or decrease the
     membership number for the current year once it has been certified by the
     congregation, except under unusual extenuating circumstances (for example,
     membership loss due to spinning off another congregation, consolidation of
     societies, loss of ministry, congregational "split.")
     In the event that a congregation experiences such unusual and extenuating
     circumstances after September 1 and before December 30, it may submit a
     request to change their certified number of members for the fiscal year
     beginning January 1. Requests to increase or decrease a certified number
     should be submitted in writing by the congregation's president to the CUC,
     no later than December 30th of that year. The letter should include the
     reason(s) for requesting an increase or decrease as well as the congregation's
     intention to contribute its total "Fair Share" to the CUC based on the revised
     membership number.
     After consultation with and recommendations from the CUC Board
     President and the board member liaison to the congregation, the CUC will
     notify the congregation in writing as to whether the number will be increased
     or decreased for that fiscal year, as requested. If the congregation has not
     already submitted a pledge with its intended contribution for the fiscal year,
     or if the congregation wants to revise its pledge, the CUC will request that a
     pledge form be submitted to the CUC office.




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     Appendix J. Policy on setting the APC Fair Share each year
     as approved by the CUC Board September 03 and modified May 05

     The APC Fair Share is the amount that each member congregation is
     expected to contribute to the CUC each year. It is stated as an amount per
     voting member of each congregation. The Board shall confirm the APC per-
     member Fair Share amount for the fiscal year to commence the following
     year, and set the APC per-member Fair Share amount for the next fiscal year
     after that, at its meeting in May. E.g., the Fair Share ‘ask’ for fiscal 2006 shall
     be confirmed, and that for fiscal 2007 shall be determined, in May, 2005. The
     Board shall announce these amounts to the membership at the concurrent
     annual general meeting and publicise it to all congregations across Canada
     within one month.

     Appendix K. Policy with respect to Emerging Societies.
     as approved by the CUC Board September, 2003 and modified May 05

     New groups may apply to the CUC for Emerging Group Status provided they
     have at least 10 members, a list of members with contact information for
     each, and an intention to eventually organize as a permanent society and a full
     member of the CUC. CUC member societies covenant together to promote
     Unitarian and Universalist religion in Canada and to support our national
     association, the CUC.
     The initial application is made by completing the application form, and
     submitting it to the CUC along with the membership list and an initial
     annual contribution of $20 per member. To maintain emerging group status
     after the first year, Emerging Groups must complete the annual certification
     of membership form as required of all CUC societies, and must increase their
     per-member donation by $10 per person each year. Once the per-member
     donation of the emerging group has reached the level of the APC suggested
     fair share, the emerging group status is then maintained by completing the
     annual certification of membership before the due date each year, and
     contributing an amount at least equal to the APC fair share per member each
     year as per the APC guidelines for all member societies. Note that the APC
     fair share amount is set by the CUC Board and usually changes from year to
     year.



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     A society that has lost its official Emerging Group status, may be readmitted
     after at least one year, on the condition that they resume their APC payments
     at the rate they left off and satisfy the other requirements for Emerging Group
     status.
     The CUC provides services to emerging groups that include: a subscription to
     the quarterly Canadian Unitarian newsletter for each member; monthly
     mailings containing a variety of information (e.g., social responsibility
     resolutions and study materials, invitations to regional, cluster and annual
     general meetings and workshops); access to the CUC lending library,
     including the Month of Sundays packet; access to CUC email lists; the right to
     attend CUC meetings, workshops, committees and other groups; official
     recognition as an emerging group and listing in the CUC on-line and print
     directory. It is understood that every emerging group has an unlimited right to
     communicate with CUC Board, Staff and Networkers as needed, and the
     right to receive at least up to two individual visit consultations from the CUC
     per year without charge.
     The goal of an emerging group is to grow into a self-sustaining, permanent
     religious congregation. Once a group has reached a membership of thirty, they
     may apply for full membership in the CUC. After they are accepted as a full
     member society they are no longer an ‘emerging group’, and are given a vote
     in CUC affairs through their delegates at general meetings of the CUC.
     In order to maintain emerging group status, currently existing emerging
     groups shall be required to contribute at least the minimum initial level of
     $20 per member in the fiscal year beginning April 1, 2004, and follow the
     above policy thereafter.

     Appendix L. Policy with respect to Individual Members of the
     CUC.
     (as approved May, 2004)
     Individual Membership in the Canadian Unitarian Council
     An Individual Membership in the CUC is a way for those Unitarians and
     Universalists in Canada who do not belong to a local congregation, whether
     because of geographical distance or for any other reason, to support and
     identify with the Canadian Unitarian and Universalist community and
     partake in its activities.
     Candidates simply fill out an application form and make an individual annual
     donation directly to the CUC. At a minimum, this annual donation must be

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     at least equal to the per-member Fair Share annual programme contribution
     (2006=$82, 2007=$85). In return members have the satisfaction of knowing
     that they are a supporting member of this religion in Canada, with all that
     that implies. Membership is official when the Board accepts the application,
     and is maintained by respecting the covenant of membership and making an
     annual donation of at least ‘Fair Share’. The membership ‘year’ is the calendar
     year. Membership is normally for life unless the member fails to pay the
     annual membership contribution, or resigns in writing, or has membership
     revoked for cause by the Board.
     All donations to CUC from individuals receive a charitable donation tax
     receipt. Donations of a greater amount than the minimum ‘fair share’ are
     certainly appropriate, welcome, and completely tax-receiptable. (For example,
     some members may give 1% or more of gross family income, as they would to
     a local congregation.) Such extra donations qualify the member also as a
     Friend of the CUC, one of a group of several hundred such supporters who
     make donations directly to the CUC.
     The privileges of individual membership include a subscription to the
     quarterly Canadian Unitarian newsletter; selected mailings containing a
     variety of information such as social responsibility resolutions and study
     materials; invitations to participate in regional, cluster and annual meetings,
     conferences and workshops; access to the CUC lending library and to CUC
     email lists; the right to participate in the CUC through committees and other
     groups; official recognition as an individual member; and voting delegate
     status at CUC annual and special meetings (1 delegate for each group of up to
     10 individual members present. To qualify the member must have made the
     required annual programme contribution to the CUC in the 12 months prior
     to the meeting).
                    ------------------------------------------------------------------------------------------------------------


     APPLICATION FOR INDIVIDUAL MEMBERSHIP IN
     THE CUC

     I, ______________________________, covenant to affirm and promote the
     seven principles of our religious faith, to participate constructively, as I am
     able, in the democratic governance of the CUC, and in the programmes and
     activities of the CUC, and to give of my time, energy and financial resources


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CUC Financial Policies                                                           39

     to support the CUC. By these gifts, I wish to sustain and strengthen the
     Unitarian and Universalist movement in Canada and the world.


     _______________________________________
            ____________________________
     (signature)                         (date)

     Address: ________________________________________________ Code
     __________

     Telephone: ______________________ E-mail
     __________________________________




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     Appendix M. Policy regarding contributions from Friends of the
     CUC.
     In the fall of each year, the CUC solicits donations directly from individuals
     in the Unitarian and Universalist community in Canada to support the CUC
     and its programmes. Most of these donors will be members of the CUC
     through their home congregations. Such donations are, of course, completely
     tax-receiptable. Such donors are known and recognized as Friends of the
     CUC.




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