ORGANIZATION AND GOVERNANCE

Current Organization
 
 
 

The current organization has little in the way of documented structure and procedures. The Temple By-laws are vague regarding the specific duties of various lay leadership and committee roles, there is no formal organization chart, and the administrative procedures and rulings are either undocumented or widely scattered in various committee and board meeting minutes. Rather, the organization and governance of the Temple remains relatively flexible and responsive to the incumbents running it at any point in time and takes on somewhat different appearances with passing administrations and individuals. The lack of documentation, however, creates communications gaps which makes continuity difficult as individuals enter, leave or change roles in the Temple structure.
 

The Temple Beth El By-laws are currently being reviewed by a committee, and a major revision to those by-laws is expected to be introduced for membership approval in 1997.
 

The "Revised By-laws of the Temple Beth El Building Association, Inc." (May 18, 1988) designate:
 

The office staff currently functions under a November 8, 1991 memo from the President outlining the duties of the staff as:
 

There are 25-30 current committees or "Temple Arms" documented, some of which exist in name only. These are composed of Temple members who may or may not be members of the Board of Trustees. Committees include:
 

The roles of the Rabbi and Hazzan are formally defined by their contracts, but their day-to-day activities and influence within the Temple exceed the formal wording. Key provisions include:
 

Rabbi shall:

Hazzan shall:
 

Responsibilities of the Education Director include:
 

At this time, there is no Executive Director or Assistant Rabbi on the Temple professional and clergy staff, although there is a formal search process ongoing for an Executive Director with the hope of filling that position for the 1997-1998 fiscal year.
 

Need For Change In Organization And Governance
 

The simple informal organization worked in simpler times, when a small group of people could manage the limited affairs of the Temple. The number of people involved and the scope of activities have expanded past the point where such a structure is workable.
 

There are too many groups and individuals involved in too many programs with too little communications and coordination. The net result is wasteful dispersion of scarce resources and lack of focus on key programs. There is also no mechanism for establishing Temple-wide priorities in allocating resources among the many programs that need them. The scarcest resources are the lay volunteers, and the current amorphous structure quickly leads to all but the staunchest supporters backing off from helping out.
 

The organization is too flat - spans of control are too large (e.g., the President tries to oversee 30-50 committee chairs and other Temple personnel and is spread far too thin).
 

The organization is too informal - responsibilities are not clear and reporting relationships tend to be ambiguous. This observation has been made regarding both the lay leadership and the clergy and staff members. The confusion that often arises sometimes leads to conflicts, for example between the school and office staffs.
 

The office staff have neither clear job responsibility descriptions nor documented procedures and guidelines to govern their efforts. This often results in inconsistent handling of similar activities.
 

The lay leadership, for the most part, have no documented procedures or guidelines to aid them in their planning and running the Temple's many programs. This extends from the Board of Trustees to most of the operating committees of the Temple. In such an environment, almost every program starts with a clean slate, adds some anecdotal experience of related activities, and proceeds to spend an inordinate amount of resources reinventing what others before them have invented many times over. The inconsistency of results and waste of resources in such an environment is counter-productive.
 

The reliance on anecdotal history rather than documentation impacts the continuity of the Board of Trustees' actions. Without a book of policies, guidelines and past resolutions to serve as road markers, trustees cannot hope to achieve cultural continuity as the board membership changes. This appears to lead more to lack of action by the Board than to inconsistent actions. In the recent past, the Board has passed very few resolutions setting policy or governing the business of the Temple.
 

Historically, the lack of formal policy and procedures, coupled with the Board's slowness to govern, has yielded an Executive Committee that functions more as a board. In such an environment, decisions governing the affairs of the Temple could be made in Executive Committee session and either placed before the Board as completed or, in some cases, not placed before the Board at all. Recently, the communications between the Executive Committee and the Board of Trustees has been far more open; but the fact remains that there are few formal policies and procedures governing that relationship.
 

The Board of Trustees themselves, although made up of Temple members who are active in most or all of the Temple arms and committees, is not organized to channel the energy of the lay leadership and volunteers across the breadth of programs. The lack of a formal structure of officer-level responsibilities in such a flat organization makes communications and coordination channels ambiguous or nonexistent for most practical purposes. There are simply too many people worrying about the same problems and no one is clearly responsible for seeing that they get resolved.
 

The recent fiscal crisis, with roots in many of the shortfalls noted, has led to a lack of confidence in the lay leadership of Temple Beth El on the part of some congregants, and a sense of dismay and even cynicism by many others. Many changes were instituted in the 1996-1997 and 1997-1998 fiscal years and the crisis has alleviated somewhat, but undercurrents of discontent remain within the congregation. There is no question that the Temple governance must continue to change and that the change must be rapid and visible if a new and strong culture is to form. The mechanism for the behavioral changes that will ultimately yield the new culture can most easily be found in a more formal organizational structure and the documented policies and guidelines that govern the Temple.
 

Design Objectives For The New Temple Organization
 

The objectives of the proposed organizational design were to:
 

The Recommended Temple Beth El Organization
 

The organization charts of Appendix B outline the structure for Temple Beth El. It is designed to meet the organizational objectives, with emphasis on clear lines of responsibility and focus of individual efforts on specific areas.
 

Key Roles And Responsibilities: Lay Leadership And Member Volunteers
 

Board of Trustees

The Board of Trustees is elected by the Temple membership and is responsible for governance of the Temple. There are 27 elected voting members plus honorary Trustees and others (non-voting attendees) designated to attend Board meetings (e.g., key committee members and special consultants, clergy and professional staff). The Board of Trustees is ultimately responsible for the conduct of all affairs of the Temple, both internal and external.
 

Executive Committee

The Executive Committee consists of the President, 6 Vice Presidents, Secretary, Treasurer, and immediate past President. At the President's option, two non-voting consultants to the Executive Committee may be appointed. The Executive Committee is responsible for advising the President and Board of Trustees on matters of policy and guidelines. With the exception of certain personnel and salary matters, all matters considered by the Executive Committee will be presented to the Board of Trustees for their information and, where required, their approval. In their roles as officers of the Temple, members of the Executive Committee have power to administer the affairs of the Temple, subject to policies and guidelines then in effect and approved by the Board of Trustees.
 

President

As the highest elected officer, the President is responsible for all Temple operations. The President presides over all meetings of the Temple membership, Board of Trustees and the Executive Committee; appoints committees and members (with approval of the Board of Trustees, as required); and assigns duties as necessary to the appropriate Vice Presidents, professional staff, clergy, and/or committee chairs and members.
 

Secretary

The Secretary keeps the minutes of all general and special meetings of Temple membership, Board of Trustees and the Executive Committee. Minutes are subject to review and approval of the Board or Executive Committee, as appropriate.
 

Consultants to the President

The President may appoint up to two consultants to the Executive Committee, who may also sit on the Board of Trustees, without vote on either (unless also an elected member of the Board).
 

Treasurer

The Treasurer is responsible for the Temple's operating budget and all accounting, auditing, collection and disbursement functions of the Temple. The Budget and Finance Committee reports to the Treasurer. The Financial Review Committee serves as an advisory group to both the Treasurer and Vice President - Finance.
 

Vice President - Finance

The Finance Vice President is responsible for the Temple's capital budget, capital funding programs and all endowment funds associated with the Temple. The trustee committee of the Temple Beth El Endowment Funds reports to the Finance Vice President, as does the Capital Funding Committee. The Financial Review Committee serves as an advisory group to both the Treasurer and Vice President - Finance.
 

Vice President - Education and Youth

The Vice President - Education and Youth is responsible for the coordination of all youth programs, both social and educational. The Youth Committee reports to this Vice President, who also has oversight responsibility for the activities of the Board of Education. The Education Director, to whom the Youth Director reports, will report to the Vice President - Education and Youth as well as to the Board of Education (which has responsibility for curriculum and religious school operational matters).
 

Vice President - Facilities and Administration

The Facilities and Administration Vice President is responsible for the buildings and grounds of the Temple, communications with members, public relations, and all personnel and administrative matters associated with Temple operations. The Directors of Facilities and Administration report to this Vice President. The Facilities Director has responsibility for the buildings and grounds, both for capital requirements projections and for operating maintenance; including catering facilities, pew administration, and arts and beautification programs. The Administration Director is responsible for risk management and insurance programs, administration of catering contracts, drafting of legal contracts and by-laws related to Temple and committee operations, and all personnel matters associated with the Temple clergy and professional staffs. The Administration director is also responsible for communications about Temple personnel, services, programs to Temple members and to the outside world.
 

Vice President - Social and Services

The Social and Services Vice President is responsible for all inreach and outreach programs of the Temple, as well as programming for Temple social activities; working through Directors of Social Activities and Service Activities. The organization under the Social and Services Vice President will develop almost all of the activities which define the non-ritual related aspects of Temple life to our members and to the community. The current Men's Club and Sisterhood organizations are joined in the new organization by several other groups (e.g., Young Couples Club, Singles Group, Seniors Group) to sponsor and implement the many social and fund raising efforts associated with Temple life. Social programs aimed at the several membership segments of the Temple will all be planned and implemented through the Social Activities Director, ensuring coordination and cohesiveness of the agenda. The Service Activities Director will be responsible for coordinating all of the Temple's outreach and inreach programs.
 

Vice President - Membership

The Membership Vice President has the singular critical assignment of attracting new Temple members and bringing them into the Temple Beth El family. This Vice President will work with the Director of Social Activities to devise and implement programs to attract interest in the Temple by prospective members, and to stimulate active relationships with the Temple for those who join.
 

Vice President - Ritual

The Ritual Vice President is responsible for programming and implementation of the religious activities of the Temple. Working closely with the Senior Rabbi and with the Ritual Advisory Committee, the individuals and committees reporting to this Vice President are chartered with ensuring that all services are appropriately staffed and operated; including daily minyans, Shabbat services, holiday services, the High Holy Day services, and children/youth services.
 

Board of Education

The Board of Education is responsible for all Temple youth education activities, working through an Education Director to manage the Temple Beth El Religious School and its staff, family education programs, and liaison with Merkaz Torah, the Hebrew High School of Stamford. The Temple religious school is managed by the Board of Education, which meets regularly to develop and implement school policy in conjunction with the professional leadership of the school. The Temple Board of Education functions according to its own by-laws, which are subject to approval of the Board of Trustees. It consists of a Chairperson, 12 members, and such ex-officio members as may be appointed (e.g., from amongst the Education Director, clergy members, representatives of key Board of Trustees committees). Members are subject to approval by the Board of Trustees, which maintains overall budget authority for funding Board of Education managed activities.
 

Financial Review Committee

The Financial Review Committee provides an independent body to advise the Treasurer and Vice President - Finance on all issues relating to the fiscal health of the Temple. They are appointed by the President, with Board of Trustees approval. They will be kept abreast of all Temple financial matters through periodic reports and meetings, and will meet periodically with the President, Treasurer and Vice President - Finance to offer their advice and counsel.
 

Standing Committees
 

A number of operating committees should be constituted on a permanent basis. Their membership should be reconstituted annually by the Board of Trustees, to include some members carrying over from the prior year to provide for continuity.
 

Youth Committee

The Youth Committee is responsible for social activities for youth, working with the Youth Director, who reports to the Education Director. The Youth Committee will coordinate their programming with the Board of Education through the Vice President of Education and Youth, to whom the Youth Committee reports.
 

Ritual Advisory Committee

The Ritual Advisory Committee is an independent committee that acts in an advisory capacity to the Temple's clergy on all matters associated with the religious ritual of the Temple.
 

Nominating Committee

The Nominating Committee is responsible for providing the slate of board and officer candidates for the annual Temple Beth El election.
 

Strategic Planning Committee

The Strategic Planning Committee serves as an advisory arm to the President. . The Strategic Planning Director is responsible for maintaining current and projected community and Temple membership demographics and psychographics, and to utilize that information to recommend strategic plans for Temple direction to meet emerging needs.
 

Operating Budget Committee

The Operating Budget Committee is responsible for preparation of the annual operating budget of the Temple and for initiating recommendations for changes to that budget as actual operating experience during the year requires.
 

Capital Budget Committee

The Capital Budget Committee is responsible for the forecasting and budgeting of capital expenditures for the Temple.
 

Operating Committees
 

A number of operating committees are needed to carry on the work of the Temple. These should be created as needed and maintained as long as their work is needed. Some may be in existence for long periods of time, and their memberships should be reconstituted annually by the Board of Trustees, to include some members carrying over from the prior year to provide for continuity.
 

The list of committees then in existence should be the starting point for annual review of the operating committee structure relative to the Temple's needs for work on programs.
 

Key Roles And Responsibilities: Clergy And Professional Staff
 

Senior Rabbi

The Senior Rabbi is the spiritual leader of the Synagogue, serving the religious, educational, spiritual and pastoral needs of the membership. He/she is the chief interpreter of Jewish Law for the Synagogue, represents the Synagogue as its primary spokesman before the community, supervises pastoral responsibilities regarding congregant's life cycle events, supervises the educational and youth program of the Synagogue, and supervises the day-to-day operations of the Temple. The Senior Rabbi reports to the President and works through professional staff which includes the Hazzan, Assistant Rabbi, Executive Director, Youth Director and Education Director. He/she is active in and will work through the many individuals and committees of the Temple in all areas of programming which define Temple life.
 

Hazzan

The Hazzan is a leader of the Synagogue worship experience, and serves the religious, educational, spiritual and pastoral needs of the membership, reporting to the President for day-to-day activities and to the Senior Rabbi for matters of ritual. The Hazzan also works closely with the religious school and in children's services programming, as well as teaching Bar and Bat Mitzvah classes.
 

Assistant Rabbi

The Assistant Rabbi acts as an arm of the Senior Rabbi, taking on assignments as delegated. He/she also has an active role in the religious school and in programming and conducting children's services.
 

Education Director

The Education Director administers the educational affairs of the Temple, including the religious school (K-8), Beth El participation in Merkaz Torah (High School), and adult education. He/she develops and coordinates curriculum, recruits and supervises teaching staff, motivates parents and adult members to participate in family Jewish education, and coordinates activities and programs with Hebrew Day School, Merkaz Torah, and other outside educational organizations. The Education Director reports to both the Senior Rabbi for day-to-day supervision and to the Board of Education for school policy and curriculum direction. The Education Director also supervises the youth social activities programs, working through the Youth Director.
 

Youth Director

The Youth Director is responsible for all of the Temple youth activities, including internal programs, and outside participation of Beth El in Kadima and USY activities. He/she reports to the Education Director and the Youth Committee in developing programs, and to the Vice President of Education and Youth for matters of policy and liaison with the Board of trustees.
 

Executive Director

The Executive Director is responsible for Temple operations and administration. He/she directly supervises the office and custodial staffs, and works with outside vendors to ensure that ongoing operations are both effective and efficient. Areas of activity are broad, encompassing fiscal management and fund raising, facilities management, catering, maintaining the Temple calendar, communications with members and public relations releases, and coordination of all aspects of Temple life among the various constituencies involved. The Executive Director works closely with the President and Executive Committee members. The Executive Director reports to both the Senior Rabbi for day-to-day supervision and to the President in matters of Temple policy.
 

Key Governance Processes
 

The organization of Temple Beth El will require that some formal processes and procedures be in place for its governance, primarily to ensure consistency and continuity of operations. These processes are best implemented through a set of documentation which is maintained for reference by those involved. Among the documents which must be collected or created and subsequently maintained are: