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BOARD MINUTES 2009
Opening Words: Sarah Hendrickson (UUCE Mission)
Present: Mary Otten, Jean Coberly, Candee Cole, Rev Ames, Erin Troberg, Ann Fuller, Elliot McIntire, Anna Sontag, Douglas Turvey, Alex Crider-Phillips, Mary Otten, Sarah Hendrickson, Norma Landy
Guests: Dave DeCou, Judie Hansen, Betty Hosokawa, Sonya Margerum, Steve “Hutch” Hutchinson
Adjustments to Agenda:
President Hendrickson asked for approval of the following consent agenda items (full reports for these items were received a week before this meeting): “Fundraising” Board Action Team report, Minister’s, DRE’s, Treasurer’s reports, “Canvass/Stewardship Timeline” report. Norma Landy reported that the "Building Community" task force has not yet submitted a final team report...other than last month's process report. They're hoping to hear from other task force teams, and will continue working to finalize their proposals. All reports were unanimously approved by voice vote.
Regular Business:
1. Dave DeCou, from the Building Project Oversight Committee, reported on the following, regarding the purchase of the Scottish Rite Temple: the city of Eugene has postponed the zoning decision until January 6, 2010 due to the need for a Transportation Plan. Therefore, closing on the sale will probably occur in early February. The UUCE will not recover the monthly $3000 “holding fee” being paid to the Scottish Rite Temple. The payment of this fee continues until closing occurs on the sale. The BPOC is not looking into rentals until more about about the remodeling schedule is known.
In summary – Additional annual premium - $2650 as follows:
Increase liability coverage $85
Increase Building Ordinance & Law coverage $135
Increase deductible to $2500 lowers premium $220
This additional insurance will be initiated just prior to closing or at closing and paid out of the Capital Campaign funds until UUCE moves into the building.
BPOC has selected architect, Gary Moye (www.garymoye.com/), to remodel the Scottish Rite Temple to UUCE’s specifications. Members of BPOC will meet with UUCE program staff to gather their preferences for remodel and BPOC will review all the notes from the UUCE’s “Dream Catcher” workshop to gather preferences of the congregation. BPOC explained that remodeling plans depend upon the success of the capital campaign, and building "green" is more expensive.
MSP
4. Beyond the Board’s request that the Budget Committee a) balance FY 2010-11 budget, b) tie Capital Campaign to increased custodial hours, and c) fund sabbatical reserve, the Board established the following priorities:
1st resume full dues to PNWD and the UUA
2nd resume FY 2009 level funding to programs - Child and Adult Religious Education, Youth, Worship Associates, Music
3rd restore FY 2009 level salaries and professional expenses to salaried staff (Rev Ames, DRE Cole, Music Director Sears)
The Board voted for this ranking as follows (each Board member voted three times) : 1st received 9 votes, 2nd received 9 votes and 3rd received 7 votes. Two votes went to “restore FY2009 level funding to committees not including stewardship.”
5. The Financial Oversight Committee advises that UUCE levy a 10% surcharge, for the General Fund, on proceeds from each fundraiser held at UUCE.
MSF:
This item is tabled until January.
6. Anna Sontag volunteered to serve on the Executive Committee to fill the vacancy left by Jean Coberly’s resignation.
New Business:
Announcements:
1. This Board meeting is Candee Cole’s last until her return from sabbatical in June 2010. There will be a “send-off” for Candee during worship services on Dec 20.
2. Norma Landy reported that, at an “Advise the Board” session, Harleen Richardson suggested that “Celebration Sunday” be held at the “new” building.
3, Sarah Hendrickson, Board chair, reported receiving a complaint from a congregant about “selling all those things” in the Social Hall after worship services. It was noted that, one Sunday, a group, authorized to sell goods only on the Porch, decided to move into the Social Hall. This created unexpected congestion.
Member Status Update:
In consultation with Membership Committee chair, Marilyn Junkins, Sarah Hendrickson, Board chair, decided member status will be updated when needed; approximately three times a year (not monthly in the Board minutes).
Thank yous:
1. Douglas Turvey will write a “thank you” to Lynn Frost and Erin Troberg will write a "thank you" to Martha Synder for decorating the Sanctuary for December.
2. Ann Fuller will write a “thank you” to Wendy Ames for her homemade Christmas cookies/candy which were consumed at the December Board meeting. Douglas Turvey also will write a "thank you" to Wendy Ames.
Closing Words:
Anna Sontag read an excerpt from Pema Chodron.
Meeting Adjourned: 9:18 pm
Next Meeting: Thursday, January 14, 7-9 p
Minutes by: Ann Fuller, Board Secretary
Board Minutes
Nobember 12, 2009
Present: Sarah Hendrickson, Erin Troberg, Norma Landy, Ann Fuller, Jean Coberly, Mary Otten, Anna Sontag, Douglas Turvey, Alex Crider-Philips
Guests: Judie Hansen (COCM), Gil Osgood (Cap Campaign), John Wagner (Cap Campaign), Dick Loescher (Cap Campaign)
Absent: Elliott McIntire
7 pm Call to Order: Sarah Hendrickson
Opening Words: Sarah Hendrickson
Adjustments to Agenda:
1. Anna Sontag asked if the Building Project Oversight Committee would be recommending to decide on remodel/renovation of Scottish Rite Temple. Decision: The BPOC will report to the Board in December.
2. Consent on fund raising policy will wait until the Financial Oversight Committee makes a decision on November 16. Jean Coberly will email the FOC decision to the Board.
3. The Director of Religious Education's sabbatical covenant with UUCE was reviewed. It was decided that dates (Dec 25, 2009-May 31, 2010) be added as well as date of signing.
MSP: Alex Crider-Phillips moved to have reports and consent items approved. Mary Otten seconded. Motion was approved.
Reports:
1. Rev Ames highlighted his satisfaction with the process employed at the November 1 Congregational meeting.
2. Director of RE, Candee Cole, highlighted the following from the November DRE report: annual Halloween party success and a relatively low incidence of flu symptoms in RE classes - two teachers have stayed home due to illness. The Coming of Age program's planning continues. Mentors will be recruited Jan-Mar. Applications from participants are due in March; program begins in April.
3. Norma Landy asked for Board input on several ideas generated by the Board Action Team, "Building Community". Subjects include: exit interviews of members who've resigned, Board as monthly greeters, stewardship canvass as opportunity for feedback, monthly inter-generational pot luck.
4. Rev Ames reported that he drafted a statement/questions for those members who resign. This draft was shared with Marilyn Junkins (Membership), Gil Osgood (COCM), and Sarah Hendrickson (Board). Rev Ames based a conversation with George Koris (who has resigned) on this draft and reported it satisfactory. A task force on "when members resign", that would include Rev Ames and 2-3 others, was suggested. The "Building Community" Action Team (Norma Landy, Alex Crider-Phillips, Anna Sontag) will report back to the Board in December with detailed proposals.
5. The Saturday and Sunday sessions of the New Member Orientation proved successful; childcare for 5-6 children was needed.
6. Anna Sontag represented UUCE at the Interfaith service on the 11th. Rev Ames will take part in the future.
Regular Business:
1. John Wagner, Gil Osgood, and Dick Loescher, of the Capital Campaign Committee, provided the following update:
Early Gifts: $800,000.00 pledged, some received
Timeline for Receipt of Early Gifts: November 10, December 31, and January 15
Some pledges are waiting upon an assurance that all monies will go to new building not staff. The Board gave that assurance. UUCE By-laws (090.5) do not allow inclusion of funds for staff in a capital campaign. If a campaign to raise funds for additional staff is held, it would occur between Phase I and Phase II of the Capital Campaign. Phase I of the Capital Campaign continues through June 2013, Phase II will begin July 2010. John Wagner reported that the Stewardship and Capital Campaign Committees have merged for efficiency as recommended by Aggie Sweeney, UUA consultant. A Lead Gifts Event (Dick Loescher and Olga Turner, chairs) will be held November 22. Ms Sweeney will lead a General Gifts Leadership Workshop in December. She will conduct a canvas training Feb 6-7. The Face-to-Face Canvas will begin Feb 28. Canvassers will be recruited in December. Board members will be canvassers.
2. The city of Eugene will rule on the zone change request for 13th and Chambers on December 9th. There is no opposition expected. The BPOC will use Survey Monkey to gather information from congregants re: vision for new building. Ed Zack has joined the BPOC. A Rental Task Force is at work to determine customary rental fees for the use of the new church building.
3. Jean Coberly highlighted parts of her November Treasurer's report. She, David Atkin, and Barb Berry will meet with Siuslaw Bank staff to establish Siuslaw Bank as UUCE's sole bank. Linda Schultz and Rachel Cummings will share the Pledge Secretary job to replace Barb Berry. Jean Coberly reported that the staff health insurance from UUA will cost 11.5% more in 2010. A local insurance agent was contacted and advised there is not likely to be any better local option. The 11.5% increase amounts to (about) $1200 annually. Cash flow to date is somewhat less than needed, however, expected December income will ease the situation. It appears that the budgeted 5% shortfall in pledge payments may actually be about 9%.
4. Jean Coberly will take the following Board priorities for FY 2010-11 to the Budget Committee: balanced budget, fund sabbatical reserves, fair share to PNWD and UUA, tie-in with Capital Campaign, replace program/staff cuts, increase custodial costs for maintenance of new building
5. Jean Coberly has resigned as Treasurer. She will stay on until a replacement is found, however, she wants to leave the position very soon. Mary Otten suggested a task force be formed to analyze the current treasurer's job description to reduce its time commitment. Mary will ask Marta Powers and Mary Brau to join her and Jean Coberly on the task force. The Board will receive a report in December.
6. The Board generated a list of potential leaders as requested by Bettty Hosokawa of the Nominating Committee.
7. Erin Troberg asked about restoring the amount in the minister's professional expense account. This question was tabled until the December Board meeting, when Mary Brau (Personnel Committee) will report on all senior staff professional expense accounts, in the context of the personnel committee report.
Announcements:
1. January 22-23 is the date of the next Board retreat. Place, agenda, and menu to be decided.
2. Judie Hansen reported there will be a "Three Basses" fundraiser in January offered by three choir members.
Thank yous:
1. George Koris and Pam Love
2. Building Project Oversight Committee (Judie Hansen will provide a list of names)
New Members-to-Date:
Cohen, Jacqueline
Glassburner, Sarita
Goldman, Steve
Haney, Don
Hershorin, Nancy
Lambros, Sigrid
Levine, Ceila (Starshine)
Linklater, Laural
Mallon, Mary
Nelson, Susan
Nelson, Terry
Newnham, Angela (Angie)
Newnham, Randall (Randy)
Oace, Vicky
Ponce, Darlene
Rae, Elena
Rose, Angela
Russell, Janet
Rutherford, Betty
Saffell, Heather
Siddon, Amy
Siepert, Katy
Stevenson, Laura
Stevenson,Richard
Taylor, Kirk
Taylor, Livvie
Members Who Have Resigned to Date:
Koris, George
Love, Pam
Closing Words: Sarah Hendrickson
Meeting adjourned: 9 pm
Next Meeting: December 10, 7-9 pm
Minutes by: Ann Fuller, Board secretary
Board Minutes
October 8, 2009
Present: Norma Landy, Erin Troberg, Rev Ames, Mary Otten, Douglas Turvey, Alex Crider-Phillips, Candee Cole, Elliot McIntire, Anna Sontag, Ann Fuller, Jean Coberly
Absent: Sarah Hendrickson
Guest: Gil Osgood
7 pm Call to Order: Mary Otten
Opening Words: Ann Fuller
Adjustment to Agenda: Gil Osgood's update from the Committee on Congregational Ministry was added before the Consent Agenda.
Business Between Meetings:
1. Some Board members met with Aggie Sweeney regarding the feasibility study for purchase of property. The feasibility study is complete and has been received.
2. The PNWD Healthy Congregation Team met with the Board on Sep 26. A report is being compiled and is expected in early November.
Added Report:
Gil Osgood said that the role of COCM is to watch over the whole ministry of the church which is defined as all that we do in support of our mission. The COCM will make reports
to the Board probably, on average, every other month. The COCM encourages two-way communications between it and congregants, the Board and staff. A review of our total ministry by means of a surveyis being planned, probably for later this fall. If the HCT report is received in time the COCM will take it into consideration in designing the survey.
Consent Agenda:
1. It was agreed that the three regular reports to the Board (Minister's, DRE's and Treasurer's) are due on the first Thursday of each month (when the Exec Committee meets to set the agenda).
2. It was agreed that, for best use of time, the three regular reports will be early in the agenda (following Consent Agenda) after which, both the Minister and the Director of Religious Education may leave the meeting.
3. (Information): The following may be left at the Hansen's, Oct 12-15, for the church "garage" sale: small appliances, housewares, small furniture, collectibles, linens, garden tools, jewelry, games, sporting goods.
Reports:
1. A lengthy discussion addressed the suggestion, in the Minister's report, that subsidies for two new staff positions (both of which have long been in the "Five Year Plan") be included in the Capital Campaign. The discussion concluded with the consensus that the Capital Campaign Committee be left to decide how this matter is addressed to the congregation.
2. Those portions of the DRE's report concerning the upcoming sabbatical were highlighted. Candee Cole briefly explained her use of the Sabbatical Manual she created for her 2005 sabbatical. Rev Ames remarked that the RE Team in charge during the sabbatical will report directly to him and, occasionally, may attend Board meetings. A monthly RE report will continue. Candee Cole, in answer to a question by Mary Otten, clarified that there has been no concerted outreach to the public regarding the Halloween/Harvest Party. The public is invited to attend. The Sabbatical Covenant will be on the November agenda.
3. Treasurer's report presented firm footing including strong pledge follow-through in the first few months of this fiscal year. Mary Otten affirmed a clarification to the report that we are maintaining the option to consider relieving Reverend Ames of the extra percentage he had taken off his Ministerial Expenditures to help balance the budget. This option will be on the November Board agenda.
Regular Business:
1. The Board discussed including the PNWD and the UUA in the monthly rotation for the Community Collection. Each organization would be a recipient in separate months and the receipts would go toward the UUCE dues for both. Rev Ames would introduce each organization prior to the collection.
MSP (McIntire, Fuller) Forward to the Third Sunday Committee the idea of including PNWD and UUA in our third Sunday collection series.
2. Betty Hosokawa, on behalf of the Nominating Committee, requests that the Board brainstorm names of church leaders for possible nomination to the BPOC, SPC, the Board, and the Nominating Committee. The Board tabled this request until November. In the meantime, each Board member will give thought to a list of names.
3. Alex Crider-Phillips reported on the Board's Social Justice Action Team. The report included the Social Justice Committee's plan to step back for a month and then proceed with a new format. The new format will be short, focused, engaging, enticing social justice projects for congregants. Ann Fuller reported on the Board's Personnel Committee Action Team. The report included a proposed charge from the Board to the Personnel Committee along with the fact that the Committee needs one more member. After the charge is approved, the Personnel Committee will set up regular meetings as soon as possible.
4. Mary Otten, as Board liaison to the BPOC, reported that the financial team of the BPOC is working with a local lending institution to possibly procure a loan rather than enter a Land Sale Contract with the Scottish Rite Temple. As part of the process, the lending institution asks for a list of names of church members minus any contact information. The list will be kept confidential.
5. The Board agreed on the following charge to the Personnel Committee:
The UUCE Board charges the Personnel Committee to work closely with the chief of staff (minister) and paid staff's supervisors to create a job description for each paid staff position, to keep the UUCE Personnel Manual current, to assist the hiring process, to establish a job evaluation tool, process and schedule, to work with the UUCE Budget Committee to keep salaries and benefits fair and reflective of productivity, job descriptions and experience. The Personnel Committee is also charged to receive and respond to requests and concerns from paid staff relative to conditions of work, pay and benefits.
Ann Fuller will post this charge on the UUCE web site and email it to Personnel Committee members.
6. Norma Landy, representing the Board Action Team, "Building Community in the Larger Church," suggested that the "Advise the Board" sessions in the Library after each first-Sunday-of-the-month service be extended to "greeting/welcoming" before each service. It was agreed. Alex Crider-Phillips added that distinctive, easily noticed labels are being created for Board members to wear for these duties.
Announcements: none
Thank yous: Anna Sontag will write a "thank you" from the Board to Jake Walsh for his contribution as chair of Worship Associates and as facilitator for the weekly Calm Abiding Meditation.
Next meeting: November 12, 2009, 7-9 pm
Meeting adjourned: 9 pm
Minutes by: Ann Fuller, Secretary
Board Minutes
September 10, 2009
Present: Sarah Hendrickson, Mary Otten, Jean Coberly, Douglas Turvey, Anna Sontag, Erin Troberg, Elliot McIntire, Ann Fuller, Alex Crider-Phillips, Rev Ames, Candee Cole
Guests: Mary Brau, Steve "Hutch" Hutchison
Absent: Norma Landy
7 pm Call to Order
Opening Words: Alex Crider-Phillips
Adjustments to Agenda: none
Business Between Meetings:
1. Action Teams created at the August 21-22 Board retreat were reviewed. (see attachment)
2. First-Sunday-a-Month "Advise the Board" after each service in the LIbrary: schedule was circulated; Board members signed-up, two per Sunday. (see attachment)
3. The Sep 25-26 interview schedule with the PNWD Healthy Congregation Team (Rick Davis and Kathry Esty) was noted. Board's interview: Saturday, Sep 26, 9:30-11:30 at church.
4. Those Board members who attended the Town Hall meeting Sep 8 reported that the attendees were positive and inquisitive about the proposed new building.
Consent Agenda:
1. Web Team's Mission and Purpose was approved.
2. Alex Crider-Phillips moved, and Douglas Turvey seconded, to add Kathy Persinger to the Board's Personnel Committee.
Regular Business:
1. After a general discussion, it was decided that the "Communication" and "Building Community in the Larger Church" Action Teams meet to address three goals as follows: Clarify Definition of Program Church, Fostering Our Spiritual Community, and Efficiency of Communication Using Technology. These Action Teams will report plans to the Board in November.
2. Douglas Turvey and Sarah Hendrickson of the "Disaster Planning" Action Team, presented a draft letter to send to the congregation describing preventive measures to enact at church for the up-coming flu season. The Board approved the draft after agreement on changing "suggest" to "encourage" regarding behavior to prevent the spread of germs.The letter will be sent with the October UU News and hard copies will be available in the Foyer. Rev Ames will verbally direct a change during worship from hand-holding to shoulder touch. The "Disaster Planning" Action Team will next address preparedness for other disasters.
3. Mary Brau, from the Personnel Committee, "Hutch" Hutchison, office administrator, and Rev Ames, Chief of Staff, reported that, as of July 1, the custodian's rate of pay dropped below "Fair Compensation" levels as outlined by the UUA. They requested an increase in the custodian's rate of pay retroactive to July 1. After discussion and questions, the Board agreed to raise the custodian's pay by $1.18 per hour, retroactive to July 1 and forward through FY 2009-10. The total amount needed is available in unallocated staff funds in our current budget. The Board agreed to decide whether to reinstate funds to the minister's professional expenses account (up to 5% of salary + housing) at the November Board meeting, when first quarter budget figures will be available.
4. Mary Otten and Sarah Hendrickson reported that another financial report was given this week to the Scottish Rite Temple group upon their request. The negotiation continues.
5. A calendar for Action Team reports was circulated. Conveners for each Action Team designated when their Team would report: October, November, or December.
Reports:
1. Jean Coberly, Treasurer, reported that the FY 2008-09 Annual Budget Report is complete. The loss for FY 2008-09 was $7500, a little less than anticipated. The reserve stands close to $20,000. After only two months of FY 2009-10, there is, as yet, no exact sense of cash flow. The Board and staff were reminded to submit bills as soon as possible rather than waiting 3-5 weeks. Paying expenses as they're incurred makes it easier to gauge cash flow.
2. Rev Ames reported his name change and referred to his written report, which the Board had received prior to the meeting. Highlights of his report include: work with staff, creation of agendas for staff meetings, teaching Fall classes (two sessions of "Emerson" are full with a total of 40 registrants), and work with the Centennial Celebration.
3. Candee Cole highlighted the following from her written report: implementation of a contract for teachers, instituting sanitary practice re: snacks, UUCE's entry in the Eugene Celebration Parade, guidelines for payment for childcare (committees/groups pay for as needed), and a plan to add a bulletin board in the Social Hall.
Thank yous:
Anna Sontag, Erin Troberg and Sarah Hendrickson will share writing "thank you" notes to the following: Dave DeCou (BPOC), George Koris (Work Party), Karen Gaffney (BPOC), Rian Herriot (Work Party), Jacqueline Cohen (Parade), Leora White (Parade), Ken Ross (Centennial Celebration).
Announcements:
1. Opening Words for October: Norma Landy
Check-out and Meeting Adjourned at 8:55 pm
Next Meeting: Thursday, October 8, 7 pm, Social Hall
Board Minutes
Aug 13, 2009
Present: Dave DeCou (rep from BPOC), Rev Landale, Anna Sontag, Sarah Henrickson, Alex Crider-Phillips, Candee Cole, Douglas Turvey, Norma Landy, Erin Troberg, Ann Fuller, Elliott McIntire, Jean Coberly
Absent: Mary Otten
Opening Business:
1. 7 pm Call to Order: Sarah Hendrickson
2. Opening Words: Ann Fuller
Adjustment to Agenda: none
Business Between Meetings:
Committee and Congregational Ministry's new members are confirmed and agreed to as follows: Eric Fisher, Maren Peterson-DeGroff and Julia Clark.
Consent Agenda:
1. The Board voted to delegate administration of UUCE's Listservs to the Web Team.
2. Web site plans were tabled until the Sep Board meeting.
3. The Board voted to endorse Suzanne Reynolds' application to Clinical Pastoral Education. Her goal is to become a Spiritual Counselor for hospice. Sarah Hendrickson will compose the letter from the Board for Suzanne. (Reynolds' letter attached to this email)
Regular Business:
1. BPOC report: Dave DeCou outlined the following timeline re: purchase of Scottish Rite Temple:
-Scottish Rite Temple staff completes review of UUCE financials by Sep 16
-Scottish Rite Temple staff and UUCE agree on financials; 60 day "due diligence" phase begins
-UUCE carries out due diligence process re: Scottish Rite Temple's soundness/needs
-Tours of Scottish Rite Temple continue; Town Meetings Sep 8 and 13 for UUCE members' questions/discussion
-Aggie Sweeney, consultant from UUA, conducts interviews of UUCE members Sep 11, 12, 13 with a report to Board/BPOC on Sep 22 re: Capital Campaign potential
-Congregation votes on purchase of Scottish Rite Temple October 4
-Dave DeCou explained that BPOC will request a zoning change from the city of Eugene to C-2 (commercial) for the Scottish Rite Temple property. The current designation is "high-density residential." BPOC will contact two neighborhood groups (Washington/Jefferson and Westside) re: UCCE's probable move to 13th and Chambers.
Dave pointed out that due diligence, so far, has included electro-magnetic fields and industrial waste within a mile radius of 13th and Chambers as well as, within the building, asbestos, mildew, odor, smoke and ventilation concerns. The building's construction is sound and its maintenance is very good.
2. Schedule of Board retreat confrimed: Friday Sep 21, 5:30-9 pm and Saturday Sep 22, 9am - 3 pm at the Hendrickson-Miller home. Sign-ups for food were completed. Sarah Hendrickson will meet with Rev Landale to finalize the agenda.
3. Check Signer: Jean Coberly asked, and the Board agreed, to authorize Elliott McIntire to continue as the other signer for UUCE checks.
4. Personnel Committee: Sarah Hendrickson reported that the Personnel Committee is being revamped. Members now include Mary Brau, Jean Coberly, and Suzanne Whaley. Mary Otten will be asked to join the committee. The Board will add one more person.
5. Budget Update: Jean Coberly offered the following budget update:
-FY 2008-09 is not yet closed.
-A current budget report is not available, since financial reports were compiled for the Scottish Rite Temple instead
-Proceeds from the online auction (Alex Crider-Phillips/Martha Osgood/Betty Hosakawa) go to FY '09 and proceeds from the garage sale (Judie Hansen) go to FY '10. Funds borrowed from the reserve fund will be returned.
-A separate "Capital Campaign" fund has been established at Schwab; checks may be written from this fund
6. E-Script Sign-up: It was suggested that Hutch, office administrator, offer assistance, after each church service Sep 13, to members who want to sign up online for e-script. Hutch will have an info sheet available. Rev L will ask Hutch about having internet access available.too.
Reports:
Rev Landale's Minister's Jul/Aug Report was received
No Jul/Aug DRE report from Candee Cole.
Announcements:
1. Rev L will teach two sessions of "Emerson" beginning in Sep. Board members were encouraged to attend.
2. Rev L's Fall calendar is filling up fast and appointments with him may need 2-3 weeks lead-time.
3. Candee Cole announced the need for UUCE members/friends to march in the Eugene Celebration Parade Sep 5. Period costumes (spanning the last 100 years) are most encouraged.
4. Alex Crider-Phillips and Candee Cole will camp with a group of UUCE youth at Honeyman State Park Sep 14-16
Thanks yous:
1. Anna Sontag asked for help writing "thank yous" from the Board. Norma Landy will share this task with Anna.
2. The Board will send "thank yous" to: Hutch, Betty Hosakawa, Martha Osgood, Judie Hansen. Alex Crider-Phillips asked for a verbal "thanks" instead which the Board heartily gave.
Meeting Adjourned: 8:50 pm Next Meeting: Sep 10, 7pm
Minutes by Ann Fuller, Secretary
Present: Elliot McIntire, Jean Coberly, Mary Otten, Norma Landy, Erin Troberg, Anna Sontag, Douglas Turvey, Rev Landale, Candee Cole, Sarah Hendrickson, Ann Fuller, Dick Loescher (guest)
Absent (Excused): Alex Crider-Phillips
Opening Business:
1. 7 pm: Call to Order: Board President, Sarah Hendrickson, called the new 2009-10 Board to order and welcomed the two new members, Erin Troberg and Ann Fuller
2. Good Words: Anna Sontag read from the chapter “Faith” in “Audacity of Hope” by Barack Obama
Adjustments to Agenda:
1.Norma Landy added “Picnic”
2. Sarah Hendrickson added “General Assembly Vote”
Business Conducted Between Meetings:
Dick Loescher reported on the Committee on Congregational Ministry’s meetings with Sarah Hendrickson and Rev Landale. In consultation with the Healthy Congregations Committee of the PNWD, Dick contacted Rev Rick Davis in Salem. Rev Davis will meet with the UUCE Budget Committee, Board, and Rev Landale in August to facilitate positive interaction. August 6 and 13 are preferred. Dick will arrange a date with Rev Davis. Dick reminded us to maintain sensitivity and respect during this process. He reported that the CoCM will conduct a congregational assessment in the near future.
Consent Agenda:
1. The Board voted to encourage a September meeting of the Financial Cluster (Financial Oversight, Budget Committee, Stewardship Committee, and Pledge Secretary) to review the budget timeline.
Regular Business:
1. Meetings. Scheduling was agreed as follows: Board Retreat, August 21-22 (at Sarah Hendrickson‘s home). Board meetings through June 2010 second Thursday, EC, first Thursday.
2. Good words. Sarah Hendrickson will bring a sign-up for “Good Words” to the August 13 Board Meeting
3. The Budget Committee’s “Task List From Budget Survey Results” was covered as follows:
Hutch continues to encourage rentals, an Ad Hoc committee (Norma Landy, Anna Sontag, Mary Otten and Rev Landale) will review church building use re: how to optimize rental income. The Ad Hoc Committee will report findings at the August Board Retreat. Committees will confer with Treasurer re: designating committee funds for childcare, parents will provide snacks for children, Order of Service minimized to one 4’ x 5.5” sheet, those who want a paper UUNews must request by calling Hutch, UUCE Web Team will put the member directory online with a “search” function, the Budget Committee will send Stewardship the fundraising suggestions from the survey, Budget Committee will send Hutch the cost saving suggestions from the survey.
4. e-Scrip. Hutch has researched e-scrip and needs help to implement by August.
5. Auction. Sarah Hendrickson asked each Board member to consider offering a service for the Auction.
6. SJUUCE Art Show. The Social Justice Committee recommended and the Board approved the exhibition of the CALC “Diversity” photo display , upon the review and approval of the RE Committee (motion by Mary Otten, seconds by Douglas Turvey and Jean Coberly)
7. DRE Sabbatical. Candee Cole explained her request for a five-month sabbatical (Jan-May 2010). Jean Coberly moved to approve, several members seconded: the Board approved the sabbatical. In part, Candee will pursue a masters in special education - early intervention with an eye toward opening UUCE to families with children identified with special education needs.
8. Minister's Report. Rev Landale presented his Minister’s Report which , in part, included the update on Worship Associates’ applications for new members (deadline June 19) and the change in WA chair (Jake Walsh is stepping down). The Minister’s Report also included word on CUUPS and its new mission and safety procedure which resulted in CUUPS being re-activated as an affinity group (CUUPS worked with COCM and Rev L to re-activate).
9. DRE Report. Candee Cole presented her DRE’s Report which included, in part, the update on the youth’s creation of a “100th Anniversary of UUCE” float for the Eugene Celebration Parade (Barb Berry and Eric Troberg are advisors to the youth). The Report also included the news that Jim Kayser is the new RE Playground advisor (a new helicopter teeter-totter was recently added to the playground).
10. CoCM Nominees. The Board (in executive session) reflected on the nine nominees Rev Landale proposed to serve on the Committee on Congregational Ministry. After consideration, the list was prioritized. Mary Otten will phone the people, in order, to ask if they will serve. The Board asked Rev Landale for five additional names in case more candidates are needed. Those five names will be emailed to the Board. Each Board member will prioritize the five names and email that list to Mary Otten. Mary will use her judgment to created a composite prioritized list of the five names.
11. UUCE Picnic Norma Landy reported that the UUCE Picnic, June 14 is on with a big “thank you” to Candee Cole for her many good ideas for activities.
12. Delegates to UUA. Sarah Hendrickson reported that no delegates from UUCE will attend the UUA General Assembly in Salt Lake City. She added that Edgar Peara noted that the UUCE is still entitled to cast our seven congregational votes. The Board deputized Edgar Peara to cast the votes by the June 17 deadline (as he sees fit).
Appreciations: Jean Coberly was given a round of hearty applause and a resounding “thank you” for her leadership and dedication to the creation of a 2009-10 balanced UUCE Budget (under challenging circumstances). Suzanne Whaley and David Aktin, outgoing Board members, were thanked for their service. Judie Hansen and Laura Adams were thanked for hosting the Pre-Wedding Reception for Rev Landale and Wendy. Both the Tuesday and Wednesday night Men’s Groups were thanked for their contribution ($50 each) for beverages for the June 14 picnic. Pat Hendricks was thanked for her service as chair of the Music Committee. Eve Terran was thanked for her service as Spirit Choir Director.
Check-out and Adjournment: 10:10 pm
Next Meeting: August 13.
Minutes by Ann Fuller, Secretary
Present: David Atkin, Candee Cole, Alex Crider-Phillips, Sarah Hendrickson, Rev. Stephen Landale, Elliot McIntire, Mary Otten, Anna Sontag, Suzanne Whaley
Absent: Jean Coberly, Douglas Turvey
Visitors with Presentations: Budget Committee: Elizabeth Weber, Marta Powers. Committee on Congregational Ministry: Richard Loescher, Laura Adams. Personnel Committee: Mary Brau. Staff: Steve (Hutch) Hutchison, Tom Sears.
Visitors: Pam Love, George Koris.
The meeting opened at 7:00 pm with chalice lighting and good words by Rev. Landale.
CONSENT AGENDA
Alex Crider-Phillips moved to accept the mission statement of the Pastoral Associates:
Pastoral Associates (PAs) are selected and trained by the minister to visit church members and friends in times of transition and those unable to attend church regularly, such as those in nursing homes with limited mobility. Monthly meetings are provided to help them deepen their art of spiritual listening. The content of their visits is shared only as needed for supervision, and anything shared will be kept confidential. From these meetings and others, we will learn who needs a visit from their minister.
The Pastoral Associate visits not as a professional counselor or social worker but as a spiritual listener. She or he is there to listen with compassion, and perhaps help the person visited approach their situation from spiritual perspectives and from their core values. Visits will be up to an hour, with conversations varying from person to person. In the hospital or similar situations, visits will usually be briefer and more of a check-in. The Pastoral Associate Coordinator, selected by the minister, assigns Pastoral Associates to church members in consultation with the minister.
PAs will be careful to work within their limitations, making referrals, including to the minister, as appropriate. They will also coordinate closely with the Caring Committee, which provides people in transition with practical short-term assistance, such as rides to the hospital or home-cooked meals to people following the death of a family member. The minister continues to provide pastoral care directly, focusing on those whose situations call for a minister.
For the safety of church members, Pastoral Associates and people volunteering for Caring Committee programs must have a background check if they are ever to be alone when making a visit, providing a ride or other service.
Anna Sontag seconded the motion which passed unanimously.
REGULAR BUSINESS
Budget
Elizabeth Weber reviewed the results of the recent survey of the congregation regarding priorities in the church budget. She reported that nearly half the members responded which was exceptional since most surveyors regard a response rate of 15%-20% to be normal.
Marta Powers, representing the Budget Committee, gave a brief update on their activities.** She reported that Pledge Secretary, Barb Berry, reported $299,624 in pledges for 2009-10**. Donations toward the Matching Grant totaled $10,500.
The board discussed future fundraising efforts.
In the next weeks/months there will be another book sale and garage sale. Norma Landy presented information on “e-scrip” a local program which allows participants who sign up to give a percentage of the cost of their groceries when they shop at certain retail stores (e.g. Market of Choice, Safeway). A plan of this sort could potentially raise the fundraising line of the budget by $1,000. An online auction is being planned for the fall or later which could bring in $5,000. The annual Halloween party is being expanded to the community and could bring in $500. The choirs’ Spring Concert will be selling tickets for $5 per person and $10 per family and hopes to earn another $500 for this year. These events could potentially increase income by $7,000. In addition Rev. Landale hopes to perform weddings over the summer and later which could potentially increase rental income. Office Administrator, Steve Hutchison, will be pursuing possibilities of renting church space to outside groups over the next year for further rental income.
The board met in executive session in order to discuss the budget with regard to staff compensation.
Upon reconvening in regular session the board asked the Budget Committee members to re-calculate the budget spreadsheet using the revised income and compensation figures. The updated version is to be circulated to the board members for review and electronic approval.
Committee on Congregational Ministry
The continuation of the process for selection of new members to the Committee on Congregational Ministry was postponed until the June board meeting.
APPRECIATIONS.
Tom Sears for his composition of two pieces for the Centennial Celebration
Ken Ross for his work on the Coordinating Council
ANNOUNCEMENTS.
There were no announcements.
The meeting was adjourned at 10:41 pm.
Respectfully submitted,
Suzanne Whaley, Secretary
Present: David Atkin, Jean Coberly, Alex Crider-Phillips, Norma Landy, Sarah Hendrickson, Rev. Stephen Landale, Elliot McIntire, Mary Otten, Anna Sontag, Douglas Turvey, Suzanne Whaley
Absent: Candee Cole (joined meeting later)
Visitors with Presentations: Jet Harris, Andy SkinnerLopata
The meeting opened at 7:00 pm with good words by Sarah Hendrickson followed by check in. No business had been conducted between meetings, and there were no adjustments to the agenda
CONSENT AGENDA
A proposal was made that a procedure be adopted by which thank-you letters from the recipients of the church’s charitable donations be posted by the Office Administrator so that they can be shared with the congregation. Douglas Turvey moved to accept the proposal, and Jean Coberly seconded. The motion passed unanimously.
REGULAR BUSINESS
Update On Trespass Matter
Jet Harris and Andy SkinnerLopata reviewed with the board various ways to proceed with the trespass matter now that the letters of notification have been delivered.They suggested three possible alternatives: 1) negotiation using a mediator, 2) filing a civil action for an injunction or civil restraining order, or 3) do nothing. Following lengthy discussion, it was the consensus of the board to take no legal action at this point. The possibility of mediation could be addressed later should circumstances warrant it.
Budget
The budget must be approved at the May board meeting. Budget requests for 2009-10 totaled $463,000. Pledges for the coming year are predicted (by the Stewardship Committee) to be around $330,000 plus roughly $20,000 from Sunday offerings and miscellaneous sources.
The latest update from Patrick Phillips suggests that the pledge projections are still theoretically at $330,000 and possibly even $320,000. Over twice the number of people who did not pledge last year have not pledged this year. There is around a $30,000 difference between what had been pledged for the current year and what has been received. The current year will probably run behind in pledge dollars received, and the board should have a better idea by the May meeting of the state of pledges for the current year.
Several cost-cutting suggestions have been made, and these will be presented in an online survey which is being created by Elizabeth Weber. The survey hopes to answer the question “What makes a good church experience?” by offering a series of questions designed to help the Budget Committee get a sense of what our congregation’s priorities are with respect to what might be “given up” over the upcoming year (or years).
Since staffing represents over 65% of the church budget, a paragraph will be included saying that staff compensation is ultimately a board/Budget Committee issue. The survey will include questions which may help the board and the Budget Committee make decisions in this area.
The board moved into executive session for discussion on staffing and how it could be affected.
Child Care
Candee Cole reported that the Green Sanctuary Committee will pay $19/hour for child care and arrange to get it transferred to the child care line item. Anna Sontag moved to ask parents to contribute toward child care on days other than Sundays. Jean Coberly seconded the motion which passed. Sarah Hendricks will ask the Social Justice and the Music Committees if they can use reserve funds for expenses.
Caring Committee
David Atkin moved that the board approve the following policy from the Caring Committee. Alex Crider-Phillips seconded the motion which passed unanimously.
All members from the caring committee who have contact with members of the congregation as representatives of the church through this committee have a backround check and the results of it be positive or, if a negative activity is reported on the check, the minister of the church gives his approval for the voluteer in question to participate in the caring committee program.
REPORTS
Minister’s Report
Nominating Committee
The Nominating Committee presented the following slate of candidates:
BOARD
Vice-President---Mary Otten (2011)
Secretary to the Board—Anne Fuller (2011)
Member-at-Large—Elliot McIntire (2011)
Member-at-Large—Anna Sontag (2011)
Member-at-Large—Erin Troberg (2011)
Member-at-Large---Norma Landy (2010)
STRATEGIC PLANNING COMMITTEE
Bob Kaeser (2011)
Karm Hagedorn (2011)
Dave DeCou (2011)
Greta Sorenson (2010)
BUILDING PROJECT OVERSIGHT COMMITTEE
David Atkins (2011)
Dave DeCou (2011)
Rich Margerum (2010)
Judy Hansen (2011)
NOMINATING COMMITTEE
Sally DeCou (2011)
Sonya Margerum (2011)
Leora White (2011)
The board accepted the slate as submitted.
Auction Update
Alex Crider-Phillips will check the church calendar and set a firm date for the auction.
Picnic Update
Norma Landy suggested that in the interest of time that she report on the picnic via e-mail. Board members will provide barbecue grills for the occasion.
Proposed Lifetime Members
Approval of the list will be tabled and voted on electronically between now and the May board meeting.
DRE Report
APPRECIATIONS
Anna Sontag will write notes of appreciation to Jet Harris and Andy SkinnerLopata for their pro bono legal advice.
The meeting was adjourned at 10:25pm with check-out.
Respectfully submitted,
Suzanne Whaley, Secretary
Present: David Atkin, Jean Coberly, Candee Cole, Alex Crider-Phillips, Holly Garrow, Sarah Hendrickson, Elliot McIntire, Mary Otten, Anna Sontag, Douglas Turvey, Suzanne Whaley
Absent: Rev. Steve Landale
Visitors with Presentations: Tom Sears, Robbie McCosh
The meeting opened at 7:00 pm with good words by Sarah Hendrickson.
CONSENT AGENDA
The Committee on Congregational Ministry asked the board to approve and submit to the vote of the congregation the following minor changes to bylaws 100.1 and 100.2:
100.1 There shall be standing committees of the church, including the Committee on [add Congregational] Ministry, the Nominating Committee, and the Membership Committee.
100.2 The Committee on [add Congregational] Ministry shall consist of five [replace five with six] persons selected by the Board President in consultation with the Minister, the Board of Trustees, and the Committee on [add Congregational] Ministry. Members of this Committee may not be members of the Board of Trustees.
Alex Crider-Phillips moved and Anna Sontag seconded that the board begin the process of submitting the change in the Bylaws to the congregation for a vote at the Annual Congregational Meeting in May. The motion passed unanimously.
REGULAR BUSINESS
MUSIC PROGRAM
Tom Sears, Director of Music, updated the board on past and future musical events. He said that on May 3rd, Music Sunday, the choir would sing a piece which he had composed for the church’s centennial celebration.
Regarding the choirs, Tom said that there are 45-50 singers in the Sanctuary Choir, the Chalice Choir is growing, and the Chamber Singers numbers have decreased due to members moving from Eugene. He also pointed out that the Spirit Choir directed by Eve Terran with Alex Crider-Phillips as accompanist has been revitalized and has been singing regularly at church services.
In the coming months choirs will have a chance to do outreach when they visit senior residence facilities and rehabilitation centers. UUCE choirs have also participated in several inter-faith services in Eugene.
Activities this year have included the Renaissance Christmas concert, the all-comers Thanksgiving Choir, the Music Soirée, and the all-choir retreat.
Tom’s vision for the music program in the future includes starting a Recorder ensemble in which participants will learn to play the recorder and eventually perform at church services or other events. He would like to see more male voices in the choirs.
The board enthusiastically received the report. Jean Coberly noted that 10% of the church budget goes to music.
BOARD DISCUSSION
The topic of the board’s discussion for March was Budgeting. Jean Coberly opened with a brief overview of the current year. She said that there had been no accrual for the minister’s sabbatical. Pledges are behind this year as well as Sunday offerings. Since the fundraising activity has been severely less than in previous years, it is hard to imagine that enough money will come in to equate to the $8,000-$10,000 which has been raised in past years. She and the staff have been working on ideas for cutting back on expenses. Hutch is investigating to see if there is anything that could be done to reduce the expense connected with the photocopier.
Jean asked who should work with her for finding ways to cut the current year’s budget in light of the fact that we do not yet know the positive or negative impact of the payment of this year’s pledges or the status of this year’s reserve fund.
Robbie McCosh reported on the pledge status for 2009-2010. She noted that pledges from returning pledgers are down by 2%. At this report $330,000 is projected for 2009-10.
The UUA recommends a 3% increase for staff. It was suggested that the board should let the congregation know that the budget will be less and call for creative ideas, especially fundraising ideas.
To communicate the fact that we will have a “flat” budget this year, Sarah will prepare a poster and an insert for the Order of Service; Elliot will bring it to the Coordinating Council, and the Budget Committee will be working with the figures on its upcoming Saturday meeting.
LIFETIME MEMBER
As a result of a recommendation from the Membership Committee, Anna Sontag moved that Eve McConnaughey be granted the status of Lifetime Member. Mary Otten seconded the motion which passed unanimously.
MEMBERSHIP POLICIES
Jean Coberly moved that the board approve the changes to the Membership Policies. Alex Crider-Phillips seconded the motion which passed unanimously.
REPORT FROM PNWD
Elliot McIntire gave a brief account of the recent annual meeting of the Pacific NorthWest District. He reported that the Friday evening service was good and that the parade of flags from the various congregations represented was impressive. The keynote speaker, the Rev. Dr. William Schulz, was one of the highlights of the conference. Elliot and other attendees reported that they had attended workshops on the subjects of governance, staff compensation, spirituality, yoga, addiction, and the AIDs crisis.
AUCTION STATUS
Alex Crider-Phillips reported that he is seeking key people to assist with the event. Candee Cole offered the RE database to help find talent and skills.
ALL CHURCH PICNIC
Norma Landy said plans were coming along for the picnic which is scheduled for Sunday, June 14th, from 1 – 4pm. The board agreed with Norma that the picnic should not be advertised as a fundraiser, but rather as an opportunity for the congregation formally to meet Wendy and Toraja. Several activities (singing, dancing, art, & tug-of-war) were suggested.
CONGREGATIONAL MEETING (BUDGET)
A Congregational Meeting to approve the 2009-10 budget will be held on June 7, 2009 after the second service.
Candee said that she has a booklet “How To Put On a Luncheon” which is available to any group interested in having a fundraising lunch event after church.
RELIGIOUS EDUCATION
Candee Cole, Director of Religious Education, announced that Betty Hosakawa is now the official RE librarian. She also reminded the board of the Middle School kids’ trip to Portland on March 14 and 15, as part of their study of world religions.
ANNOUNCEMENTS
Laura Panella of Pleasant Hill has been hired as the new bookkeeper.
APPRECIATIONS
Robbie McCosh, Stewardship (Anna)
Eve Terran (Anna)
The meeting was adjourned at 9:33 pm with check-out.
Respectfully submitted,
Suzanne Whaley, Secretary
Board Minutes
February 12, 2009
Present: David Atkin, Jean Coberly, Alex Crider-Phillips, Sarah Hendrickson, Rev. Stephen Landale, Norma Landy, Elliot McIntire, Mary Otten, Anna Sontag, Douglas Turvey, Suzanne Whaley
Absent: Candee Cole
The meeting opened at 7:00 pm with chalice lighting and good words by Anna Sontag
Visitors with Presentations: Marilyn Junkins, Steve Hutchinson
CONSENT AGENDA
- To approve and endorse hosting a performance Saturday, April 25, by Roy Zimmerman, a UU who previously performed here last summer. Details to be handled by Tom Sears
- To approve as delegates to the Pacific Northwest Annual General Meeting: Elliot McIntire, Ruth Duemler, Bjorn Olson, Anna Sontag, and Suzanne Whaley.
Mary Otten moved to approve the Consent Agenda. Douglas Turvey seconded, and the motion was passed.
EMPLOYEE HEALTHCARE
Steve Hutchison reported that it is time for renewal of the employee healthcare policy which is currently with PacificSource. He noted that the premium for the coming year is 40% greater than last year. Study of other policies revealed that the Unitarian Universalist Association has a plan which provides good benefits for a smaller premium.
Mary Otten moved that the UUA health plan be adopted for the 2009-10 year. Jean Coberly seconded and the motion was passed.
Rev. Landale suggested that the church pay 50% of family coverage for staff members in the future. This arrangement is already written into his contract. UUA says that approximately 90% of participating churches pay that 50%. The Board agreed to review this after the budget figures are presented.
CHILD CARE (Informational)
The Board agreed that cost of child care for the Minister could come from his “Professional Expenses” when needed while conducting church business.
CERTIFICATION OF MEMBERSHIP
Marilyn Junkins presented three documents:
- The official certification doc
- List of members, non-members, friends, etc.
- List of members joining within last three years
The total number of members at the end of 2008 was 336.
The Board offered Marilyn a huge vote of thanks for all the work she and her committee put into getting UUCE’s membership statistics into a much more usable format.
CHURCH PICNIC AND CELEBRATION
Norma Landy announced that the First Annual All-Church Picnic will be held at Alton Baker Park on Sunday, June 14, 2009 from noon (?) until 6pm. Along with the picnic we will celebrate the upcoming nuptials of Rev. Landale and his fiancée, Wendy Ames, with a wedding shower.
FINANCIAL REPORTS
Jean Coberly reported that things are still all right; fundraising is down. The end-of-year statements containing members’ and friends’ contribution information from 1/1/08-12/31/08 have been mailed.
The Budget Committee is working on the child care budget line.
SCHEDULING ANNUAL CONGREGATIONAL MEETING
The annual UUCE congregational meeting is tentatively set for May 10, 2009, most probably between services. The agenda will include election of officers and committee members and a minor bylaw change.
CHANGES TO MEMBERSHIP POLICIES
The changes to the Membership Policies have been reviewed and will be published in the newsletter. Comments and questions may be made to David Atkin.
COMING IN MARCH
- Changes to Membership Policies
- Mission Statements from Caring Committee and Pastoral Associates
- Clarification of minister’s role with affiliate/affinity groups
- PNWD report
- Social Justice Committee reports
- Auction report
BOARD DISCUSSION
The Board reviewed their January mini-retreat. They enjoyed discussing what groups fall into what areas of the church’s programs. There was discussion of the ministerial role in the various program areas. One sub-group is working on an organizational chart. All agreed that the food was good and that they would like to have another mini-retreat next year.
AUCTION
Alex & Patrick Phillips have volunteered to work on a service auction which will probably be held in May
REPORTS
Rev. Landale reported that on March 29, Rev. Carolyn Colbert will be in pulpit; on April 5, the topic of interfaith relationships will be addressed, and on April 23 he will begin a class on Eastern religions.
APPRECIATIONS
Marilyn Junkins (Anna)
Stewardship Team: Robbie, Patrick, Al, Brian, David Green (Elliot)
Robin Schantz-Mulford (Elliot)
ASSIGNMENTS
Org chart committee to work
Picnic Committee
Affinity group committee
ANNOUNCEMENTS
There will be a training session given by city of Eugene on disaster preparedness which will consist of 8 classes from April 20-May 16 Mondays & Wednesdays). Victoria Bernuth and David Atkin have expressed an interest. Anyone else from the church who is interested in this class may contact Sarah Hendrickson for details.
The meeting was adjourned at 9:12 pm with check-out.
Respectfully submitted,
Suzanne Whaley, Secretary
Board of Trustees Meeting
MINUTES
January 15, 2009
Present: David Atkin, Jean Coberly, Sarah Hendrickson, Rev. Stephen Landale, Norma Landy, Elliot McIntire, Mary Otten, Anna Sontag, Douglas Turvey, Suzanne Whaley
Absent: Candee Cole, Alex Crider-Phillips (virus-ridden)
The meeting opened at 7:00 pm with good words from Jean Coberly (given later in the meeting) followed by check-in.
CONSENT AGENDA
A. To direct Jean Coberly, Marta Powers, and the Financial Oversight Committee to begin search for better bookkeeper.
B. To approve porch fundraiser for Marta Powers’ daughter's school program To approve CUUPS workshop and fundraiser on February 7, 2009, at the church.
C. To approve CUUPS workshop and fundraiser on February 7, 2009, at the church.
A motion to approve the Consent Agenda was made by David Atkin and seconded by Anna Sontag. The motion passed unanimously
MINISTER’S REPORT
Rev. Landale reported that the Pastoral Associates program is going well. He was interested in exploring the oversight of groups connected with the church. An ad hoc committee (David Atkin, Mary Otten, Rev. Landale, & Sarah Hendrickson) was charged with the preparation of list topics for the Board’s upcoming mini-retreat.
Rev. Landale reported that the staff evaluation process was under way with the three-month evaluation of the Office Administrator. The evaluation was very positive and the Office Administrator will begin receiving benefits. The evaluation process will be expanded to the rest of the staff over the next several months.
PASTORAL CARE/CARING COMMITTEE
Rev. Landale will bring committee charges for the Pastoral Care Committee and the Caring Committee to the February Board meeting.
NOMINATING COMMITTEE
Elliot McIntire moved that Norma Landy fill the vacant At-large Board seat. Douglas Turvey seconded the motion which passed unanimously.
Elliot McIntire moved that the Board approve Sonya Margerum to fill the Nominating Committee slot vacated by d. maria. Mary Otten seconded the motion which passed unanimously.
BOARD DISCUSSION
The Board discussed UUCE’s transition to program church.
COORDINATING COUNCIL
The Coordinating Council presented the following mission statement and charge to the Board which they had unanimously adopted at their December 13, 2008, meeting:
Mission Statement
To facilitate communication between the many groups that make up our church community.
Charge
The Coordinating Council promotes communication and cooperation among the councils, committees, and affiliated groups of our congregation. It serves as the clearinghouse for scheduling major events; and it provides a regular forum for committees to report their activities, discuss and develop new ideas, address problems and issues that span the work of more than one committee, harmonize the church calendar, and recommend changes in the overall programs and policies of the Church. In so doing, the council helps keep the shared goals and common purpose of our many and diverse committees clearly in focus. The council may also consider policy or procedure changes as may be referred to it by the Board of Trustees.
While representatives from all committees and councils are welcome at meetings, those committees whose goals span the work of several others, such as Worship Associates, Membership and Social Justice are particularly encouraged to use the Coordinating Council as a forum for the discussion of issues affecting a broad spectrum of the congregation.
The council generally meets monthly during the church year and is chaired by the vice president of the Board of Trustees.
Jean Coberly moved to approve the mission statement and charge of the Coordinating Council. Anna Sontag seconded the motion which passed unanimously.
PNWD Meeting
Sarah Hendrickson reported that the agenda for the February Annual General Meeting of our Pacific Northwest District is looking good. She is looking for members who are interested in being delegates.
MINI-RETREAT
Final arrangements for the Board’s mini-retreat were discussed. The Board will meet at the home of Sarah Hendrickson at 6:00pm on January 27th.
CONGREGATIONAL MEETING
Thanks were extended to David Atkin for his help in shepherding the new bylaws on membership through the voting process.
MEMBERSHIP POLICIES
David Atkin moved to define in Membership policy “contributions of record” as contributions by checks made out to UUCE or cash in envelopes and not payment for goods or services. Douglas Turvey seconded the motion which passed unanimously.
REPORTS
Jean Coberly reported that the church is $26,000 in the black this year as opposed to $30,000 last year at this time. Members are being encouraged to use the Vanco service for having their monthly pledges automatically deducted and transferred to UUCE’s bank account. The amount of pending pledges this year is $50,000 more than last year. Jean further noted the need to budget for the Minister’s sabbatical account.
ASSIGNMENTS
Ad hoc committee to prepare list of topics for Board’s mini-retreat: David Atkin, Rev. Landale, Mary Otten, Sarah Hendrickson
APPRECIATIONS
David Atkin for his work on the bylaws
The meeting was adjourned at 8:56pm with check-out.
Respectfully submitted,
Suzanne Whaley, Secretary
Congregational Meeting
January 11, 2009
The meeting was called to order at 12:31 pm by Sarah Hendrickson, President. Sarah welcomed the congregation members to the meeting and led the group in a chorus of “Gathered Here”.
GREEN SANCTUARY
The President turned the meeting over to Judy Sawyer and Erik Fisher who presented an overview, outlining the activities of the Green Sanctuary Committee in its goal of attaining Green Sanctuary status for our church.
Brian Lewis moved that in keeping with the UU’s Seventh Principle, that the Unitarian Church in Eugene, have completed the necessary requirements designated by the UU Ministry for the Earth, apply for certification as a UU Green Sanctuary church.
The motion was seconded by Amy Raven. There was no discussion on the motion which passed unanimously.
BYLAWS AMENDMENT
Sarah Hendrickson presented some opening remarks on the proposed amendments to the Membership section of the UUCE Bylaws. She then turned the meeting over to Board member David Atkin who had facilitated the group who wrote the proposed changes. David and members of the Membership Committee (Marilyn Junkins, Norma Landy, and Audrey Maslin) read each section and answered questions to help clarify the changes. The original wording of the Bylaws and the proposed changes follow.
Original Bylaws
- 040.1 Member: A person who has signed the membership book. Through such signing the member enters into a covenant with the members of the church to use the Unitarian Universalist Association's Principles and Purposes as guiding values in their lives.
040.2 Voting Member: Voting Members are the caretakers of the church:
A voting member is a member who is either entering ninth grade or 15 years of age or older who annually submits a pledge card including a pledge of
money and/or time, thus reaffirming membership in the church. In addition, the Board may give lifetime voting member status to individuals whose names are submitted by the Membership Committee for approval as indicated in bylaw 040.3.
040.3 Lifetime Member: A person who has been a member for an extended period of time and is no longer able to meet the requirements for membership. Names will be submitted by the Membership Committee to the Board of Trustees for approval. Any lifetime member who is present at a congregational meeting is entitled to vote.
040.4 Resignations: Members may withdraw from membership by submitting a written or oral resignation.
040.5 Removals of Names from the Membership Rolls: A member may be excluded from membership for cause by action of the Board of Trustees. The Safe Congregation Policy may provide guidelines for action.
040.6 Membership Roll: The official roll of voting members shall be maintained by the Membership Committee, and shall be updated from time to time throughout the year for internal uses, such as at congregational meetings to establish the number needed for a quorum and to determine who is eligible to vote. It shall also be updated annually to report the number of voting members in our Congregation to the UUA by its February 1 deadline. This number shall be submitted to the Board of Trustees for approval at the January Board meeting. A preliminary figure shall be submitted to the Board of Trustees prior to that Board meeting.
Proposed Bylaws
- 040.1 Member: A member is a person who is either entering ninth grade or is 15 years of age or older, who has satisfied the aims of the Newcomers Orientation Program as set forth in the UUCE Membership Policies, and who has signed the Membership Book. Through such signing, the member enters into a covenant with other members of the church to use the Unitarian Universalist Principles and Purposes as guiding values in his or her life.
040.2 Voting Member: Voting members are the caretakers of the church. A voting member is a member who has made an identifiable financial contribution of record of any size to the church in the previous 15 months.
040.3: Honorary Lifetime Member: A person who has been an actively participating member of UUCE or of another Unitarian Universalist congregation for an extended period of time and who is, because of age or infirmity, no longer able to actively participate in UUCE, may be granted the status of Honorary Lifetime Member. Names will be submitted by the Membership Committee to the Board of Trustees for approval.
040.4 Resignations: Members may withdraw from membership by submitting a written or oral resignation.
040.5 Removal of Names from the Membership Rolls: A member may be denied membership or expelled from membership for cause by action of the Board of Trustees. The procedure required for giving notice to the member and an opportunity to comment is set forth in the UUCE Membership Policies. The Safe Congregation Policy may provide guidelines for causes for removal. Names of Members shall also be removed if the member resigns, is deceased, or has moved and cannot reasonably be contacted for an extended time.
040.6 Membership Roll: The official roll of members shall be maintained by the Membership Committee, and shall be updated from time to time throughout the year. The official roll of voting members shall also be maintained and updated from time to time throughout the year for internal uses, such as at congregational meetings to establish the number needed for a quorum and to determine who is eligible to vote. This process shall be done under the direction of an Officer of the Board.
The official roll of voting members shall be updated annually to report the number of voting members in our Congregation to the UUA by its February 1 deadline. This number shall be submitted to the Board of Trustees for approval at the January Board meeting. A preliminary figure shall be submitted to the Board of Trustees prior to that Board meeting.
A lively discussion ensued on various points in the proposed sections. Mary Otten then moved that the proposed changes to sections 40.1 through 40.6 be accepted. Several members offered a second to the motion. The President called for a show of hands which resulted in a vote of 58 in favor and 11 against which constituted a 2/3 vote in favor of the motion.
The meeting was adjourned at 2:50pm with thanks offered to all those who remained for the entire meeting.
Respectfully submitted,
Suzanne Whaley
Secretary, Board of Trustees