The Unitarian Universalist Community Church of Santa Monica

Policy for Engaging Independent Contractors

Amended by the Board of Directors 5-13-08

This policy establishes the procedures to be followed when it may be necessary for the Church to engage independent contractors.

This policy is applicable to contractors whose anticipated fee is $3000 or more in a 12-month period, including any contractors who are church members and any contractors who have been hired in the past. It does not include consultants provided by the UUA.

1. The Board of Directors or a committee of the Church that sees a need for a contractor shall create a description of the project, which shall include: 1) the work to be done, 2) the approximate time frame, 3) the required budget, 4) the invoicing procedures, 5) the names of at least two people responsible for oversight (one of whom shall be a member of the permanent staff of the church), 6) any specific qualifications or licensing requirements of the contractor, and 7) any other information about the project requested by the Finance Committee, Personnel Committee, or the Board of Directors.
2. The initiating committee shall submit the description of the project to the Personnel Committee and the Finance Committee. The Personnel Committee shall review the kind of contractor needed, the scope of the work, and what kind of due diligence is needed, and shall make recommendations for an ad hoc committee to obtain bids and select a contractor. The ad hoc committee shall include at least one member each of the initiating committee and the Personnel Committee. The Finance Committee shall recommend the budget and source of funding for the project. Both shall submit proposals to the Board for approval.
3. If the board approves the proposals it shall appoint an ad hoc committee. The committee shall post the position in several locations in order to elicit as many qualified applicants as possible. The ad hoc committee shall seek a contractor and negotiate a contract. The contract shall require all invoices to be submitted within 30 days after expenditure is made or work is performed.
4. The ad hoc committee shall submit the contract to the Board for approval. No contractor shall be engaged until the board has approved the contract.
5. Those designated to oversee the contractor shall exercise due diligence in their capacity as fiduciary designees of the Board of Directors in monitoring the performance, evaluation, scope of work, expenses and fees, and time limits of the work of the contractor. The contract and invoices shall be maintained in the office and available for inspection by members.