E-MAIL: PRESIDENT@UTOCHANGE.ORG
VIA E-MAIL
(_President@utochange.org_)
AND U.S. MAIL
Director of Missions
The Episcopal Church
Center
815 2nd
Ave.
New York, NY 10017
I am writing on behalf of the United Thank Offering (“UTO”) Board
of Directors regarding the Mission Department’s hiring of a new UTO
Coordinator. The UTO Board is concerned
about this hiring because the current board members were not
consulted about the Job Description Form posted April 27, 2012. The Board is also concerned because it was
not involved in the hiring of the new UTO Coordinator. The only
participation was during the phone interview. The Board is committed to working closely with the
Missions Department and will endeavor to include and incorporate the new UTO
Coordinator in its operations as defined by the UTO’s bylaws and Policies and
Procedures. However, the job
description posted by the Missions Department raises a few issues the Board
believes should be addressed at the outset of this transition.
April 27,
2012 UTO Coordinator Job Description
The “reporting relationships” section should state the UTO
Coordinator shall be responsible to and report also to the UTO Board. This is a requirement under the UTO
Bylaws. See Article IX, Section 3.
Item 2 of the “principal responsibilities” section refers to a
“United Thank Offering Office.” The
Board is not aware of the existence of such an office. The recent
reconfiguration of space requires scheduling a shared office space. However, our bylaws
require the UTO have an office at the principle location of the Domestic and
Foreign Missionary Society. We would
like to discuss establishing such an office.
See Article IX, Section 2.
Item 3 of the “principal responsibilities” section makes reference
to a “UTO Team.” The Board does not
know what this term means. Could you
please clarify the meaning of this term?
Item 7 of the “principal responsibilities” should be amended to
clarify that in addition to attending UTO Board Meetings the Coordinator also
provides support for the needs of the Board and its members. See Bylaws Article IX, Section 3.
Item 9 of the “principal responsibilities” section contains a
listing of the Coordinator’s responsibilities as a member of the Board’s Grant
Committee. Unfortunately, due to the
Boards implementation of an entirely electronic granting process many of the
items listed are now outdated. For
example number 10 on this list refers to a “GIFTS” database. This database is no longer in use. We will need to discuss how to revise this
list to make it compliant with the new granting process.
Item
9 also states the Coordinator will accurately update and maintain the UTO
website with the United Thank Offering Communication Committee Convener. The Board believes this item is incorrect
and should be amended because administrative control of the UTO website is the
responsibility of the UTO Board. The
UTO web pages on the TEC website is to be maintained by the Coordinator in
cooperation with the Communications Convener.
The
“Other Functions and Responsibilities” section of the Job Description form
states “Works as a collaborative member of the Global Partnership Team within
the Mission Department and under the direction of the team leader.” Is this function performed as a
representative of the UTO or as a representative of DFMS?
The
UTO Coordinator position is defined as a full-time UTO position funded 50% by
DFMS and 50% by UTO. This Job
Description Form appears to indicate this position is also a DFMS position for
the Missions Department. This was not
the intent of the Board and this description should be amended to accurately
reflect that the UTO Coordinator position is a full-time position in which the
Coordinator will work 100% of the time for the benefit of UTO.
In
the “Required” section there are a couple of references to grant management
software and granting programs. These
items will of course need to be modified to reflect the new granting process
and UTO’s use of an Apple-based system to run its granting programs.
Items missing from the
Job Description.
In addition to the items listed above the Job Description Form
does not contain several important items from the UTO Bylaws.
Article IX, Section 4 of the bylaws states “The United Thank
Offering Coordinator serves at the will of the United Thank Offering Board and
the Officers of the Domestic and Foreign Missionary Society, subject to the
personnel policies and procedures of the Domestic and Foreign Missionary
Society and applicable state laws.” The
job description should be amended to bring it into compliance with this section
of the bylaws.
Article X, Section 4 of the bylaws states “All business of the
United Thank Offering Board requires prior approval. No business is to be
transacted on behalf of United Thank Offering without the knowledge of the
United Thank Offering Board President and/or the United Thank Offering Board
Executive Committee. Should a United Thank Offering Board Member deliberately
disregard these rules and/or regulations of the United Thank Offering, legal
action will be taken.” The job
description does not address this section of the bylaws and the description
should be amended to include a reference to this section of the bylaws.
Finally,
there are a few job duties enumerated in the UTO Policies and Procedures Manual
that are missing from the Job Description form. We have attached a copy of the applicable page of the Manual for
your reference. The Job Description
should be amended to include at least items 1 through 7 of this list.
Thank
you for your attention to this matter.
We look forward to working with you to resolve the issues set forth in
this letter. Please feel free to
contact me if you have any questions.
Sincerely,
United Thank
Offering Board President
Applicable
Sections of UTO Bylaws and Policies and Procedures enclosed.
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