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Where Your Liberal Spirit Belongs |
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BOARD MINUTES 2010
Board Minutes by Month
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January 14, 2010
Present: Sarah Hendrickson, Mary Otten, Anna Sontag, Norma Landy, Ann Fuller, Rev Ames, Elliot McIntire, Alex Crider-Phillips, Erin Troberg
Absent: Douglas Turvey
Guests: Dick Loescher, Judie Hansen, Dianne Watson, Nisco Junkins, Marilyn Junkins, Betty Hosakawa, Janine Larsen, Leora White
Call to Order 7:06 pm: Sarah Hendrickson
Opening Words: Rev Ames (quote from Parker Palmer)
New Business:
1. MSP: Alex Crider-Phillips moved that Elliot McIntire serve as interim Board liaison to the Budget Committee until a new Treasurer is named. Motion seconded by Norma Landy. Motion was unanimously approved.
1. MSP: Alex Crider-Phillips moved that Elliot McIntire serve as interim Board liaison to the Budget Committee until a new Treasurer is named. Motion seconded by Norma Landy. Motion was unanimously approved.
2. Marilyn Junkins, Membership Committee chair, was present to report the official UUCE membership total which is 371.
Consent Agenda:
MSP: It was moved by Alex Crider-Phillips and seconded by Elliot McIntire that the following items be approved:
1. Sarah Hendrickson, Steve Hutchison, and Elliot McIntire are official signers for UUCE accounts at Siuslaw Bank. Sarah and Elliot officially signed the bank form and Rev Ames will have Steve Hutchison sign, copy, file, and send document to Siuslaw Bank.
2. Reports from Religious Education and Financial Oversight Committees
3. The following charge to the Web Team:
The Board charges the Web Team to provide members, friends, and visitors a current, electronic reflection of the mission, purpose, life and philosophy of the UUCE.
4. A 2010 Member Directory with photos of members (photos will be taken in March)
Regular Bussines:
1.Mary Brau, from the Personnel Committee, reported on fair compensation which she pointed out has a spiritual aspect. The current compensation for staff meets or exceeds the minimum suggested by the Unitarian Universalist Association with the exception of the Music Director. Music Director, Tom Sears' compensation is approximately $1500 below the minimum. The proposed FY 2010-11budget would bring the Music Director 's compensation into the fair range.
The Personnel Committee (Mary Brau, Hilary Gerdes, Kathy Persinger) will report to the Board in February on the following: long-range staffing requirements, including volunteer coordinator and bookkeeper, pressing need for staff to assist Treasurer.
2. The proposed FY 2010-11 Budget with narrative was considered.
MSP: Elliott McIntire moved that the following "add-ons" (listed in the Budget Committee narrative) be approved:
MSP: Elliott McIntire moved that the following "add-ons" (listed in the Budget Committee narrative) be approved:
Priority Item #6: Fund sabbatical reserve $8,000
Priority Item #7: Restore Committees $5,000
Priority Item #8: Staff Pay Raises $10,600+
Add two hours per week to the Office Administrator position
Mary Otten seconded this motion which passed unanimously.
MSP: Alex Crider Phillips moved to have $1000 added to the "office expenses" line item for the purchase of database computer software. Anna Sontag seconded this motion which passed unanimously.
These motions were offered and passed in the spirit of "aim high and think abundantly."
4. Rev Ames described "chief-of-staff" as someone who brings a unified vision to senior staff of a program church (office administrator, music director, director of religious education). Rev Ames specifically asked that "chief of staff" be included in the "letter of agreement" between him and the Unitarian Universalist Church in Eugene when he accepted the call to be our minister. His supervision of senior staff includes monthly meetings with the Music Director and weekly meetings with the DRE and Office Administrator. The chief-of-staff functions as "one boss" with whom senior staff sets goals and to whom it is accountable. As chief-of-staff, Rev Ames holds monthly staff meetings at which over-arching policies such as congregation health and safety are topics.
Rev Ames' description of chief-of-staff responsibilities excludes fiduciary oversight.
Rev Ames described areas in which he continues to improve.
Further discussion concerned collaboration with Board to re-visit/update "letter-of-agreement" and to provide two-way exchange of goals and priorities for mutual benefit of Board and minister.
4. Janine Larsen, executive director of the Pacific NW District of the UUA addressed the the Board's responses to the PNWD's Healthy Congregation Team's November report. It was discussed and decided that the Board move into an executive session for Janine's remarks. Some guests left. Dick Loescher and Judie Hansen, of the Committee on Congregational Ministry, remained, since they had been part of the Healthy Congregation Team's workshop and interviews. The discussion's focus was on the need for clarification of role of a chief- executive-officer and role of chief-of-staff, minister's accountability to the Board, Board's need to explain norms and expectations to minister and vice versa, and an annual review of guiding documents. Janine Larson will continue to work with the Board and will attend the Board retreat on January 22.
Announcements:
1. A sign-up for food for the January 22 retreat was circulated. An electronic link to a map to Ann Fuller's home was included in the emailed agenda.
2. Board members will take part in the Canvass Training Feb 6 or 7 (one session) with Aggie Sweeney consultant from the UUA.
Thank you:
1. Kim Harris
Regular Meeting adjourned: 9:30
Executive Session adjourned: 11:10
Next Meeting: February 11, 7-9 pm
Minutes by: Ann Fuller, Board Secretary
Present: Sarah Hendrickson, Norma Landy, Elliot McIntire, Anna Sontag, Ann Fuller, Erin Troberg, Douglas Turvey, Alex Crider-Phillips, Mary Otten, Rev Ames
Guests: Gil Osgood, Elaine Erwin, Jet Harris, Dave DeCou, Judie Hansen, Erik Fisher
Call to Order 7 pm: Sarah Henrickson
Opening Words: Rev Ames
Consent Agenda:
1. MSP: Mary Otten moved that the UUCE Board support the plan to have Eugene citizens add fractions of a cent onto their utilities bills to pay the utility bill for the Egan Warming Center for the homeless. Elliot McIntire seconded the motion which passed unanimously.
2. The sign-up chart for reports from Board Action Teams was circulated and completed.
Reports:
The Minister's, Religious Education's and Treasurer's reports were accepted with positive comments from several Board members on the reports' high level of detailed accomplishments.
Regular Business:
1. Dave DeCou and Jet Harris reported from the Building Project Oversight Committee. The city of Eugene approved the requested zone change for the new church property which will be official at 5 pm on Feb 16, at the end of the appeals period. No objection is expected.
The off-site parking permit is in process with no hold-up expected.
The results of the soil contamination inspection of the 40th and Donald (current) church property show no contamination. This report was given to Siuslaw Bank.
The contract with architect, Gary Moye, is being finalized with timeline specificity regarding completion of work.
The BPOC will ask the Green Sanctuary committee to evaluate "green" requests from congregants for viability.
An agreement to buy furnishings from the Scottish Rite Temple is being developed to facilitate the continued rental of the building to outside groups.
A commercial farmer has requested permission to sell produce on the new property once a week. The issue of such sales potentially jeopardizing our church's tax exempt status is being reviewed.
The BPOC plans to establish an ad hoc committee to investigate potential reimbursements for "sustainable" building practices.
The Lane Transit District is considering an EmX route along West 13th Avenue which would place a bus stop across the street from the front entrance of the new church building. The route may extend around the corner onto Chambers Street which may mean a potential loss of some church property along Chambers. The impact on our use of the property is speculative at present.
BPOC has paid $3000 per month to the Scottish Rite Temple to keep negotiations open and has paid $250 to a "sustainability" consultant.
The BPOC asked the Board to support their hiring a rental manager, paid by a commission on each rental. The plan is to keep the new building rented as much as possible.
MSP: Mary Otten moved that the Baord support the BPOC's contracting with a rental manager for the new building. Douglas Turvey seconded. The motion passed unanimously.
The BPOC asked the Board to endorse the idea of a long-term school rental in the new church building. Jet Harris has been in very preliminary discussion with The Little French School, as one possibility. It is advised that such a possible long-term rental be considered early in the design process. Potential rental income may be $2700 per month.
MSP: Mary Otten moved that the Board endorse the BPOC's consideration of a possible long-term rental to a school. Erin Troberg seconded. The motion passed unanimously.
A March 3 closing on the sale is expected.
The BPOC has plans for new signage (and possibly a flag), when the closing is complete.
2. The need for more members on the Personnel Committee was addressed. Elaine Erwin will recruit someone with experience in children's Religious Education. Sarah Hendrickson will post the need on Biz and in the March UU News. Board members are encouraged to keep this need upper-most in their minds to find people to serve.
3. A Disappearing Task Force (at work for 2-3 months) was created to address the need to coordinate the various databases used by church staff. Anna Sontag will convene this task force after inviting 1-2 others to join Mary Brau and Elaine Erwin in this work. The DTF will report findings and advise the Board in April.
Executive Session:
1. Gil Osgood and Erik Fisher, from the Committee on Congregational Ministry, took questions from the Board regarding data from and the summary of the recent congregational survey. Discussion and questions centered on quantitative vs qualitative summaries, numeric detail, speculative narrative, and context for responses, e.g. responses from men reflect just 26% of respondents.
The Board asked that the COCM place an abbreviated conclusion from the survey on the church web page. Alex Crider-Phillips will create a "strengths/weakness" chart, summarizing the survey data, for the web page. Timing of publication of a conclusion related to the timing of the upcoming stewardship drive was discussed.
2. Mary Otten reviewed plans for Saturday, Feb 13th's "Roles of Minister, Staff, and Board" workshop with Janine Larsen. Gil Osgood and Maren Petersen-DeGroff from the Committee on Congregational Ministry will attend. The workshop will begin at 9 am in the Social Hall. After midday, the workshop will continue downstairs in room 5. Each attendee will bring her/his lunch and (optional) snack items to share. The workshop will end between 3 and 3:30.
Thank yous:
1. Kim Harris: Ann Fuller will bring a "thank you" card for the Board to sign on the 13th
2. Julie Clark: Norma Landy
3. Judie Hansen: Sarah Hendrickson
4. Erik Fisher: Douglas Turvey
5. Dick Loescher: Douglas Turney
6, Maren Petersen-DeGroff: Norma Landy
7. Gil Osgood: Anna Sontag
8. Joseph Bonnevie: Erin Troberg
9. Carol Bileau: Erin Troberg
Next Meeting: Thursday, March 11. 2010, 7-9 p,m
Minutes by: Ann Fuller, Board Secretary